UHN Volunteer Services Administrative Officer

The position is a Group role so there is a requirement to work at both Northampton General Hospital NHS Trust and Kettering General Hospital NHS Foundation Trust.

The Volunteer Services across the University Hospitals of Northamptonshire is a challenging and changing environment, as an Administrative Officer you will have excellent communication and good interpersonal skills, the ability to multi-task and work both on your own initiative and within a team support our volunteers and staff.

The position will be managing the volunteer rota's (desks/guides/buggy/runners/response) to ensure our volunteers are supporting our patients throughout the hospital.

Act as the point of contact for dealing with routine enquiries made to Volunteer Services department using judgement and decision making to ensure outcome of communication is satisfactory. This will include liaising with other team members and or Volunteers as appropriate.

Main duties of the job

The position will be managing the volunteer rota's (desks/guides/buggy/runners/response) to ensure our volunteers are supporting our patients throughout the hospital.

The position will provide admin support to our volunteers and coordinators in the office focusing on data collection, administration management and dealing with day to day enquiries from all stakeholders. It requires high levels of organisational skills.

The candidate will oversee the administrative tasks related to recruitment of new volunteers to ensure all adhere to NHS guidelines. This post will play a key role in the coordination of recruitment campaigns, supporting the Volunteer Services Coordinators to attract new volunteers to ensure the service is inclusive and accessible.

They will also provide effective input into the work of the Trust, to support the achievement of our vision and values.

Ensure office standards are adhered to; ensuring a high level of professional, empathy and exceptional customer service at all times.

Understanding of Canva and/or other creative systems to create marketing documents for internal and external stakeholders.

Overall oversight and management of the volunteer management software tool - Better Impact

Ensuring data is accurately recorded and volunteers are compliant with use.

Daily use of Volunteer management systems

About us

University Hospitals of Northamptonshire is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with Northampton General Hospital NHS and Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.

The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

Job responsibilities

The position will be managing the volunteer rota's (desks/guides/buggy/runners/response) to ensure our volunteers are supporting our patients throughout the hospital.

Act as the point of contact for dealing with routine enquiries made to Volunteer Services department using judgement and decision making to ensure outcome of communication is satisfactory. This will include liaising with other team members and or Volunteers as appropriate.

Ensure office standards are adhered to; ensuring a high level of professional, empathy and exceptional customer service at all times.

To liaise directly with clinical, non clinical areas and external organisations to ensure volunteering opportunities are effectively advertised and promoted.

Ensure communication to clinical/non clinical areas is effective and clearly identifies what tasks canbe undertaken by a volunteer and what is inappropriate.

High level of IT literacy and attention to detail with the ability to analyse data to produce graphs and presentations.

Production and interpretation of monthly reports of the utilisation of volunteers and identify actions taken to improve performance.

Extract data from the management software package to produce graphs and presentations for the Head of Volunteer Services to present to stakeholders.

Manage and communicate a wide range of information, some of which will be sensitive andComplex relating to patient information and needs.

Support the coordinators in the management of the volunteers when needed.

Provide general administrative services as required by Volunteer Services.

To continually develop the onboarding process for new volunteers and ensure it includes all mandatory information.

Attend meetings, as required to ensure effective communication with all the service users and volunteer services are represented.

Maintain accurate and up to date training records for all volunteers to give assurance that compliance is adhered to in line with trust policy.

Provide timely collection and delivery of paperwork throughout the Trust on a regular basis which will involve frequent visits to clinical/ non clinical areas.

Prepare papers and complete necessary documentation for meetings/recruitment days.

Provide group cross-cover within team during absence.

Support with the weekly rotas of volunteer cover within the Trust.

Arrange/Support the induction for volunteers on their first shift and make any reasonable adjustments if required.

Act as the point of contact with HRSC for progress of volunteer applications and attend weekly progress meetings.

Plan for situations which are known; and to be able to re-prioritise work and accommodate.

To monitor the charitable funds within the department and support with the Fundraising Group.

to ensure sufficient funds are available for future purchases. Monitor and review the fundraising.

group in Volunteer services ensuring that budget is adhered to and that funds are appropriately spent.

Be able to work flexibly when required, including the occasional evening/weekend working if needed (this will be agreed with the appropriate amount of notice).

Deal with concerned patients, relatives, carers and visitors with tact, patience and discretion especially when conveying sensitive information.

Ensure confidentiality is maintained in all communications and that documents and othersensitive information are secure at all times.

Whilst the post is predominantly based on one site, this is a group position and there will be the requirement to work cross site when needed.

Person Specification

Education, Training & Qualifications

- Educated to GCSE level or equivalent level of education, training or experience
- NVQ3, RSA2 or equivalent experience or qualifications
- IT Skills - Microsoft office package including advanced excel, Word, PowerPoint
- Knowledge of Better Impact or Equivalent Management Software Database

Knowledge & Experience

- Experience of data entry, including advanced keyboard skills
- Excellent written and verbal communication skills
- Excellent interpersonal and organisational skills with the ability to communicate effectively
- IT Skills - Microsoft office package including advanced excel, Word, PowerPoint
- Experience of working in a busy office environment.
- Ability to produce graphs from statistics taken from systems/software
- Knowledge and experience of working within the NHS

Skills

- Plan and organise tasks including arranging interviews , appointments and diary commitments
- Excellent interpersonal and organisational skills with the ability to communicate effectively
- Must be able to work as part of a team
- Accuracy and attention to details
- Organisational skills and the ability to work methodically and prioritise
- Ability to cope under pressure with periods that require high levels of concentration
- Able to maintain confidentiality at all times
- Experience of analysing and interpreting data in order to make informed decisions

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.

University Hospitals of Northamptonshire

University Hospitals of Northamptonshire

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