The post holder will be guided by general polices and regulations, but will need to establish the way in which these should be interpreted.

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1 JOB DESCRIPTION Job Title: Membership and Events Manager Band: 7 Hours: 37.5 Location: Elms, Tatchbury Mount Accountable to: Head of Strategic Relationship Management 1. MAIN PURPOSE OF JOB The post holder will be an expert in membership and public involvement strategies and procedures. They will provide a comprehensive management function of the Trust s Membership and Events Office and all membership activity. The post holder will manage recruitment of members and develop plans and strategies for their ongoing engagement with the Trust. The post holder will manage the corporate events programme for the Trust. Ensuring all events relate to the strategic objectives of the organisations and are delivered to a unified standard. The post holder will ensure that through events, the Trust adopts best practice and works well with partners and stakeholders, and will work to integrate membership activity within the overall agenda. The post holder will provide communications support to the Governors, ensuring a two way process is developed to provide relevant and quality information in a timely manner. The post holder will be guided by general polices and regulations, but will need to establish the way in which these should be interpreted. The post holder will have lead responsibility: Membership strategy, recruitment and communication Corporate Event Management, project planning and communication 2. POSITION IN ORGANISATION

2 Head of Strategic Relationship Management Membership and Events Manager Membership Officer Engagement, Events and Consultation Support Assistant 3. SCOPE AND AUTHORITY MEMBERSHIP AND GOVERNORS To provide a comprehensive management function of the Trust s Membership and Events Office and all membership activity. Working with the Head of Strategic Relationship Management to develop and implement a membership strategy that maximises the benefit of being a member for both the individual and the organisation. To manage the recruitment of members, including the coordination of Trust-wide recruitment activity and the management of volunteers/part-time staff enlisted for recruitment work, and devising and implementing recruitment drives. To ensure that membership and recruitment activity is carried out in accordance with the National Health Service Act 2006, regulations developed by the independent regulator (Monitor) and good practice guidance. To interpret national policy to develop, implement and monitor the Trust s Membership Strategy, Membership Recruitment Plan and Membership Communication Plan. To interpret national policy to develop, implement and monitor policies and procedures required for the effective operation of the Membership and Events Office and membership activities, by analysing, interpreting and comparing a range of options. To analyse the demographics of the membership, compare and contrast with National Census and other available information, and make changes to the Membership Strategy and recruitment efforts accordingly, to ensure that the membership is representative of the local population. To develop membership and promotional material and coordinate the dissemination to potential members. To liaise with the operational communications team to produce material. To develop and maintain the membership database and other systems for the Trust in accordance with requirements set out by the National Health Service Act 2006 and the Data Protection Act 1998.

3 To maintain good relationships with members and deal effectively with concerns, complaints or conflicts arising. To initiate, plan and organise programmes of activities and events for members and develop information for members on opportunities to become involved in Trust activities, taking account of member feedback and Trust strategy. To represent the Trust in membership recruitment campaigns with external stakeholders, public and patient groups and at exhibitions and recruitment events in the community. To manage content of information regarding membership to internal and external audiences, on the Trust intranet, website and Trust newsletters, and to ensure that information is suitable where there are barriers to understanding. To ensure Foundation Trust information is at events, key sites and is available for staff and external organisations. To identify developments and good practice in membership development and membership services in other Foundation Trusts, and implement as appropriate, by analysing, interpreting and comparing a range of options. To initiate, plan and organise surveys and focus groups of members. To initiate, plan and organise assessments of membership satisfaction and make appropriate changes to the Membership Strategy and membership activities. To develop and participate in initiatives for joint working with other Foundation Trusts and the Foundation Trust Network and to effectively represent the Trust. Working with the Digital Communications Manager to develop the Governors portal and websites to ensure information is relevant, up to date and effective for Governors to use in their role. To ensure Governors communication takes place in a controlled and easy to understand format, through Governor mail outs, newsletters, meetings and events. To develop and run constituency meetings with the Governors, making them relevant and accessible to Members in constituencies. To promote these events and analyse the feedback. To be the main contact point for all Governors queries, ensuring they are dealt with in an appropriate timeframe and manner. To undertake any other responsibilities appropriate to the grade of the post as required by the Head of Strategic Relationship Management. EVENTS To develop a rolling events programme that supports our Strategic objectives and is creatively in line with key national dates, (eg World Mental Health Day). To evaluate events via market research and questionnaires to continually improve our creative approach To ensure that all events comply with our health and safety policies, undertaking risk assessments where required by the Health and Safety Manager

4 To lead and project manage the key corporate events, ie Awards programme, Corporate Conference, Business Planning Event and Annual Members meeting. To project manage other key events such as the staff briefings, senior staff briefings and constituency meetings throughout the year. To manage every corporate event from inception through to delivery, ensuring that all relevant departments are involved volunteers, service users, divisions, and that every event is delivered to the agreed deadline and runs smoothly To oversee the preparation of material and equipment needed, to ensure attendance is monitored and a feedback system is developed on the quality and effectiveness of the activity for corporate events. AWARDS AND RECOGNITION To collaborate with the best practice lead within the workforce directorate to manage and implement the Corporate Awards programme from inception to completion. To collaborate with the best practice lead within the workforce directorate design and implement the corporate Thank You on behalf of the Chief Executive. Manage the external awards programme by communicating dates across the organisation and completing key entries on behalf of Southern Health. Recognise staff by working with the Media Manager to provide good examples of working to the media. To manage an annual staff conference that internally recognises staff and provide support to individuals and groups whose best practice and good examples will be shared with other staff either through the conference or mentoring. 4. KEY RESULT AREAS Financial responsibility To be the budget holder for the Membership and Events Office and Events Office, including participation in annual budget setting To be responsible for the procurement and maintenance of all physical assets and supplies for the Membership and Events Office Ensuring service users and carers are remunerated in accordance with Trust policy Monitor department budget. To act as an authorised signatory for the Trust Management responsibility To line manage all relevant staff within the Membership and Events Office (including permanent and part-time). This will include maintaining personnel records, monitoring of workload, staff support, authorisation of annual leave/absence and sickness, resolution of conflict/disputes. To be responsible for the recruitment process of all staff within the Membership and Events Office, ensuring consistency in job descriptions/person specifications and interview

5 tests and procedures, and to lead on succession planning of staff and make appropriate plans to minimise disruption to the service To ensure that staff are appraised on an annual basis and receive regular managerial supervision in accordance with Trust procedures. Information: To manage information flows within the office, internally with other teams and externally with relevant partners and stakeholders, to ensure that all communication is effective, responsive and sensitively managed. To be responsible for the development and performance of the Membership Database and other information systems. Communication: To communicate with the Trust s Governors, members, service users, carers and members of the public regarding Foundation Trust and membership activity, using a range of media, including the communication of complex information when there are significant barriers to understanding. To communicate the Membership Strategy and procedures to all staff within the Membership and Events Office. To ensure that all telephone and written enquiries to the office are dealt with efficiently and appropriately, and ensure that confidentiality is maintained in accordance with Trust policies and procedures. To hold regular team and individual meetings and ensure appropriate two-way briefing takes place. To hold regular meetings with the Chief Executive, Commercial Director and Chairman to discuss current practices and planning for the future of Southern Health in relation to Events, Membership, Governors and recognition of staff. To liaise with the Board on the corporate awards programme ensuring that the best timing, process and messaging is used internally and externally. To work with the Best Practice Manager to ensure the award and recognition programme links seamlessly into the best practice programme. Research & Development: To plan the initiation and implementation of research and development activity relating to the Membership Strategy. To plan and carry out regular audits of membership services and standards using approved research methodology, in order to assess both their effectiveness and their impact on the delivery of membership services to the Trust. To collate and analyse the results of research and development activity, communicate their results to staff, and make changes to membership strategies, policies and practice as appropriate. 5. GENERAL REQUIREMENTS

6 As part of the Communications Department, the post holder will be asked to work with the operational and Accounts Teams to provide specialist advice in relation to Events Management. The post holder will be asked to work with the Operational and Accounts Teams to identify future uses for the Trusts Membership and to advertise this in an appropriately and timely manner. Health & Safety It is the responsibility of all employees to work with managers to achieve a healthy and safe environment, and to take reasonable care of themselves and others. Specific individual responsibilities for health and safety will be outlined under key responsibilities for the post. Equality & Diversity It is the responsibility of all employees to support the Trust s vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of Equality & Diversity Strategies and Policies. Confidentiality In the course of your employment you will have access to confidential information of a personal and/or clinical nature, including information relating to the Trust, its clients, patients, employees and other parties. You must not use such information for your own benefit nor disclose it to other persons without the consent of the Trust and the party concerned unless required to do so by law. This applies both during and after the termination of your employment. Any breach of confidentiality during employment may be regarded as serious misconduct and could lead to summary dismissal. Personal Development Review The Trust is committed to providing a high quality service through the effective management and development of its employees. The Personal Development Review process ensures that the Trust is able to achieve its key aims of commissioning and delivering cost effective, high quality and responsive healthcare, whilst enabling employees to understand how the outcome of their contribution fits within these overall aims. All staff will be expected to participate fully in the process and comply with the Policy. Statutory and mandatory training compliance must be reviewed during the Appraisal. Statutory and Mandatory Training The Trust will assess the requirements for Statutory and Mandatory training requirements for all new staff prior to commencement and aims to ensure that all Statutory and Mandatory training requirements are completed before staff start their full duties. All required Statutory and Mandatory training must be completed within the first three months of staff starting within HCHC and refresher training must also be undertaken on a regular basis and in accordance with the Trust s policy. Safeguarding Children and Vulnerable Adults This is a regulated position and the post holder will be subject to an enhanced Criminal Records Bureau disclosure upon appointment, and every three years thereafter. From July 2010, post holders will also require registration with the Independent Safeguarding Authority

7 to enable the Trust to monitor an individual s status when working with children or vulnerable adults. The Trust is committed to safeguarding children, young people and vulnerable adults within its care. As an employee you are accountable to ensure that you know how to respond when you are concerned for the safety of a child, young person or vulnerable adult. The Trust will support you in this process by providing training, support and advice. There is a safeguarding team for children and young people and leads for vulnerable adults, who can be contacted for guidance and who provide safeguarding supervision. The Trust works in partnership with key agencies to protect children, young people and vulnerable adults. For children you should be aware of your responsibilities detailed in the 4 Local Safeguarding Children Boards Child Protection Procedures and for vulnerable adults in the Safeguarding Adults Policy. Infection Prevention and Control The Trust has designated the prevention and control of infection and the full implementation of the Code of Practice (2008) as a core component in the organisations clinical governance, managing risk and patient safety programmes. All employees are expected to follow consistently high standards in the prevention and control of infection, especially with reference to hand hygiene, adherence to dress/uniform code and for clinical staff all procedures involving aseptic technique, be aware of and follow all Trust Infection Control guidelines and procedures relevant to their work, participate in mandatory training and annual updates. Protecting patients from infection is everyone s responsibility. Rehabilitation of Offenders Act 1974 This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act This stipulates that all previous convictions, including those that are spent must be declared. Previous convictions will not necessarily preclude an individual from employment but must be declared in writing at the appropriate stage during the recruitment process. Data Protection As your employer, the Trust needs to keep information about you for purposes connected with your employment. The sort of information we will hold includes information for payroll purposes, references, contact names and addresses and records relating to your career with the Trust. These uses are covered by our notification with the Information Commissioners Office under the Data Protection Act The information which we hold will be for our management and administrative use only but we may need to disclose some information we hold about you to relevant third parties (e.g. Inland Revenue).We may also transfer information about you to the NHS Executive solely for purposes connected with the management of the NHS. Records Management and Quality As an employee, you are legally responsible for all records that you gather, create or use as part of you work within the Trust and they remain the property of the Trust. This includes patient, financial, personal and administrative records, whether paper based or on computer. All such records are considered public records and you have a legal duty of confidence to all service users. You should consult the Trusts Records Management Policy and ask for guidance from your manager if you have and doubt about the correct management of records with which you work. All staff have a responsibility to ensure information quality standards are achieved.

8 Information Security Under the provisions of the Data Protection act, it is the responsibility of each member of staff to ensure that all personal data relating to patients and members of staff, whether held in manual or electronic format, is kept secure at all times. Computer passwords must not be shared either between systems or users. The Trust may monitor messages, any files stored on the networks or on equipment and usage of the Internet, NHS.net and computer systems, irrespective of whether these relate to trust or personal use. Access and usage of the Trusts computers must be in accordance with the Trust s Policies. Safehaven procedures are to be used for all electronic transfers of personal data. This is in order to protect the Trust s patients and staff, and its reputation and to ensure that it complies with the law and other guidelines. Smoke-free Policy The Trust operates a Smoke-free policy. This means that smoking is not permitted anywhere within owned or leased premises, including within their grounds and within owned or leased vehicles. In the interests of promoting responsible healthcare all staff are to refrain from smoking when off-site in uniform or wearing an identifying NHS badge in any public place. The policy also applies to all staff employed by the Trust at any location they may work, whether within or external to the Trust s premises. The policy contains further details including support facilities. Failure to comply with this policy may result in disciplinary action. The duties of the post will be reviewed regularly in conjunction with the post holder, in accordance with the Personal Development Review Process.

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