Health & Wellbeing Hub Administrator

Job overview

Ellen Badger Hospital

Band 3, fixed term for 12 months

2 part time roles, 21.25 hours per post

8.30am – 12.45pm and 12.45pm – 5pm

We are seeking two versatile individuals to provide a warm welcome at the newly refurbished Ellen Badger Hospital.  You will be providing an effective reception service, welcoming patients and visitors, as well as supporting activities in the purpose-built Health & Wellbeing Hub.

Working alongside the Stour Health & Wellbeing Partnership and volunteers, you will help to ensure that the Hub is filled with activities and information to support people at all stages of their healthcare journey.

Experience whilst useful, is not essential but your warmth, enthusiasm and creative approach will ensure that volunteers are well supported and that roles are developed within the Hub and the local community to support local health and wellbeing needs.

Main duties of the job

The post-holder will provide an effective reception service, welcoming patients and visitors to Ellen Badger Hospital.

They will also support the functions of the purpose-built Health & Wellbeing Hub, working alongside the Stour Health & Wellbeing Partnership and volunteers, to ensure that the Hub is filled with activities and information to support people at all stages of their healthcare journey.

The post-holder will mobilise volunteers within the local community, developing volunteering roles to support local health and wellbeing needs.

Detailed job description and main responsibilities

Meeting, greeting and providing a welcoming reception for all staff, patients and members of the general public visiting Ellen Badger Hospital.

To provide non-clinical advice and information regarding appointments, processes or procedures to patients, visitors, and other members of hospital staff.

Direct patients/clients to the appropriate area as determined by clinical/service appointments. Dealing with personal queries at the reception desk.

Authorised to use the hospital IT system, Lorenzo and Emis to view and retrieve patient information, on behalf of the specified staff, as requested and to use this system to schedule, manage, negotiate, arrange and amend appointments and clinics.

Responsible for processing all telephone calls to the hospital and dealing with both internal and Royal Mail postal systems. To arrange transport for patients, liaising with the ambulance service; to record and monitor any transport problems and negotiate solutions acceptable to patients, staff and the ambulance service.

Coordinate activity and maintain a booking system for Health & Wellbeing Hub spaces to maximise activity, ensuring the hub is fully utilised by Stour Health & Wellbeing Partnership, community groups and local charity organisations.

Maintain noticeboards and leaflets in the Health & Wellbeing Hub, ensure accessible and comprehensive information and resources are available in a range of formats, as well as effective promotion of activity.

Support the facilitation of regular ‘pop up’ events linked to local Trust priorities and national events and initiatives.

Provide an efficient and effective administrative function to support and coordinate the activities of volunteers; ensuring roles and hours are captured on the Volunteer Management Software, Better Impact.

Support and coordinate the activities of volunteering within the Trust and ensure effective promotion of roles to attract and recruit volunteers.

Provide effective recruitment, induction and training for volunteers, ensuring volunteers are fully supported and confident in their roles and are working within the scope of the pre-identified activities.

Supervise and support volunteers daily, arrange and facilitate regular meetings with volunteers and maintain good communication.

Additional duties:

To be responsible for the timely collection of accurate data for official reporting and monitoring purposes.

Ensure all administrative and personnel procedures are in line with the good practice of The South Warwickshire University NHS Trust and data protection rules are adhered to.

There will be a requirement for flexibility to suit the needs of the service. Therefore, it is envisaged that the post holder will be required to work occasional evenings and weekends.

General administration duties to support the Manager and provide cover in the absence of the manager.

Source and purchase resources within financial restraints.

To carry out any other commensurate duties associated with this role and/or as requested by Volunteer & Community Wellbeing Services.

Knowledge skills and experience required:

• To have good interpersonal skills and be able to communicate with staff, patients, visitors and hospital users.
• The post-holder should embrace collaboration and uphold the organisations values and behaviour, both internally and externally.

Communications and Working Relationships:

• Relationship with other SWFT Trust sites
• All levels of staff, volunteers, patients and visitors
• Volunteer & Community Wellbeing Services Team
• Stour Health & Wellbeing Partnership
• Voluntary and community sector organisations
• Regional / national colleagues