Job summary This is an incredibly unique opportunity to support in enhancing the staff experience at Newcastle Hospitals through social, cultural and recreational activities. Our Staff Social Club is a virtual social club with almost 9,000 members, offering access to a monthly lottery, subsidized events and access to join onsite fitness centres. Reporting to the Staff Social Club Manager, you will provide administrative support, ensuring an efficient, high-quality service is provided at all times to members. Including but not limited to answering calls, emails and liaising with new and existing members, dealing with all day-to-day enquiries. As a Staff Social Club Administrator, you will organise and participate in Staff Social Club events, including processing event applications, allocating seating, and sending tickets/vouchers. Ultimately ensuring that all administrative systems and databases are accurate and up to date. You will also assist in maintaining all information on the Staff Social Club website, social media and advertising throughout the Trust, ensuring content and creation is on brand, accurate and relevant. You will need to have a passion for events and social activities, have a keen eye for detail, as well as knowledge of the local area and businesses. Interview Date Wednesday 05 February 2025 22 Hours 30 Minutes/Week NO AGENCIES PLEASE Main duties of the job In this role you'll provide administrative support and act as a first point of contact for members/potential members of the Staff Social Club. You will be responsible for day-to-day operational issues and queries from members, providing support and advice to all staff in relation to the Staff Social Club. You will ensure that all Staff Social Club payments are up to date and flag any issues to the Staff Social Club Manager when problems arise, as well as liaising with suppliers, Finance and Payroll to ensure event invoices are paid in a timely manner. You'll communicate effectively, in a friendly manner, with colleagues from all levels and disciplines across the organisation, as well as outside agencies such as booking agents and gym equipment suppliers. As well as undertaking the administrative tasks surrounding all Staff Social Club events, you may be required to provide additional operational support on an ad hoc basis throughout the year, which includes the occasional evening and weekend. In this role, you will have the opportunity to make a real difference in helping grow and maintain our Staff Social Club. Assisting in improving our service that supports the staff of Newcastle Hospitals. This is a rewarding and fast-paced role where no two days are the same. About us Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites: o Freeman Hospital o Royal Victoria Infirmary (RVI) o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site) o Newcastle Dental Hospital o Newcastle Fertility Centre o Northern Centre for Cancer Care, North Cumbria o Northern Genetics Service o Cramlington Manor Walks These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS. We also have offices at Regent Point in Gosforth and community sites. Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'. For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust Date posted 07 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rata Contract Permanent Working pattern Part-time Reference number 317-2024-51-054 Job locations Regent Point 317 Regent Point NE3 3HD Job description Job responsibilities Provide administrative support to the Staff Social Club Manager, ensuring an efficient, high-quality service is provided at all times to members of the Staff Social Club and the Committee. To answer the telephone and emails and be able to deal with enquiries. Organise and participate in events and presentations in relation to the Staff Social Club such as processing event application forms and tickets. Ensure systems are accurate and up to date. Maintain and develop appropriate administrative systems/databases to support the smooth operation of the Staff Social Club. Maintain information on Staff Social Club website. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you. You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy. Job description Job responsibilities Provide administrative support to the Staff Social Club Manager, ensuring an efficient, high-quality service is provided at all times to members of the Staff Social Club and the Committee. To answer the telephone and emails and be able to deal with enquiries. Organise and participate in events and presentations in relation to the Staff Social Club such as processing event application forms and tickets. Ensure systems are accurate and up to date. Maintain and develop appropriate administrative systems/databases to support the smooth operation of the Staff Social Club. Maintain information on Staff Social Club website. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you. You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy. Person Specification Qualifications & Education Essential 5 GCSEs at Grade 4 or equivalent qualification in a relevant subject, or equivalent level of experience Desirable Recognised IT qualification Knowledge & Experience Essential Previous event administration support Significant previous administrative experience Excellent IT skills and knowledge: o Windows based software experience o Proven Microsoft Excel experience o Excellent keyboard skills and IT skills o knowledge of Microsoft Office based software Desirable Previous NHS experience Knowledge of Staff Social Clubs and small lotteries Previous telephone experience Previous experience of promotional work including: o Websites o Events o Presentations & promotional material Skills & Abilities Essential Excellent communication and interpersonal skills Excellent organisational skills Ability to work unsupervised: o Prioritise work as necessary and use own initiative o Work well under pressure and prioritise daily tasks to deliver to tight deadlines o Ability to Multitask Understanding of confidentiality Person Specification Qualifications & Education Essential 5 GCSEs at Grade 4 or equivalent qualification in a relevant subject, or equivalent level of experience Desirable Recognised IT qualification Knowledge & Experience Essential Previous event administration support Significant previous administrative experience Excellent IT skills and knowledge: o Windows based software experience o Proven Microsoft Excel experience o Excellent keyboard skills and IT skills o knowledge of Microsoft Office based software Desirable Previous NHS experience Knowledge of Staff Social Clubs and small lotteries Previous telephone experience Previous experience of promotional work including: o Websites o Events o Presentations & promotional material Skills & Abilities Essential Excellent communication and interpersonal skills Excellent organisational skills Ability to work unsupervised: o Prioritise work as necessary and use own initiative o Work well under pressure and prioritise daily tasks to deliver to tight deadlines o Ability to Multitask Understanding of confidentiality Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name The Newcastle upon Tyne Hospitals NHS Foundation Trust Address Regent Point 317 Regent Point NE3 3HD Employer's website https://careers.nuth.nhs.uk/why-us (Opens in a new tab)