Communications Assistant

The Communications Department is seeking a PersonalAssistant / Communications Assistant to join our team. In this role, you will be pivotal in managing diaries,organising meetings, and handling a range of administrative tasks to ensure thesmooth running of our department. From scheduling appointments and preparingagendas to supporting team operations and coordinating events, no two days willbe the same. Were looking for someone who thrives in afast-paced environment, has excellent communication skills, and a knack forjuggling multiple priorities. Experience in diary management and administrativesupport is essential, and familiarity with communications or marketing would bean advantage. Main duties of the job Effectively coordinate and maintain diaries, ensuringmeetings and appointments are prioritised and organised. Arrange and prepare for meetings, including booking venues,sending invites, and preparing agendas and note taking. Provide administrative assistance to the CommunicationsTeam, including project support and team coordination. Maintain and organise records, files, and images for easyretrieval and compliance. Assist in planning and supporting communications-relatedevents and campaigns. Act as the first point of contact for internal and externalstakeholders, ensuring timely and professional responses. Handle tasks such as raising orders, invoice processing, andsupply management. Assist with drafting and proofreading communicationsmaterials when required., Scheduleand manage appointments and meetings for the team, ensuring effective timeallocation. Organiseand prepare for meetings, including circulating agendas, taking notes, andfollowing up on action items. Provideday-to-day administrative support to the communications team, such as managingfiles, processing paperwork, and updating distribution lists. Draft,proofread, and send emails, letters, and other forms of communication on behalfof the team. Assist inthe planning and delivery of events Supportongoing communications campaigns by helping with research, coordination, andreporting. Serve asa first point of contact for internal and external inquiries, providing timelyand professional responses. Overseethe procurement and management of office supplies and equipment for thedepartment. Processinvoices and co-ordinate stock delivery Handlesensitive information with care and maintain high standards of professionalism

Experience Essential

• Demonstrable administrative experience Experience in setting up and maintaining office online filing systems
• Experience of maintaining and setting up databases
• Experience in planning and organising meetings / events and taking notes
• Experience of providing secretarial / administrative support to a team
Desirable
• NHS experience, Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language
• Educated to NVQ level 4 standard or equivalent experience
Desirable
• Experience of working in the NHS
Special Requirements Essential
• Must be able to travel across Trust sites to meet the requirements of the post
Special Skills & Knowledge Essential
• IT skills and knowledge of computer packages, Word, Excel, Outlook and PowerPoint, Access
• Ability to use email and maintain and update electronic diaries
• Ability to use discretion and maintain confidentiality
• Excellent interpersonal skills and verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
• Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public and comfortable and confident working with staff at all levels and with people from all walks of life.
• Able to work independently and use own initiative to resolve queries, in line with departmental policies procedures.
• Ability to independently organise and prioritise workload in order to meet deadlines
• Ability to work as a member of a team and be a good team player
• Committed to quality customer care / delivering excellent customer service.
• Flexible approach to work and adaptable to change.
• Ability to manage a number of projects and priorities simultaneously
• Able to explain complex issues in simple language and to a variety of audiences
• Ability to produce supporting information for regular reports for board and committee
• Ability to co-ordinate projects
Desirable
• NHS experience
  
  If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.