Job summary
We have a great opportunity for someone to join the Volunteer Services team as a part-time Volunteer Services Administrator, to help develop our volunteering offer as a 'volunteer organisation of choice'.
Main duties of the job
The Volunteer Services team provide a supportive environment for our highly valued volunteers and as a key contact, you will:
- Assist and support all aspects of administration throughout the volunteer lifecycle including recruitment, training and engagement
- Communicate with new and existing volunteers to ensure they are well briefed and able to perform their volunteering to the best of their ability
- Maintain accurate volunteer records
- Be an ambassador and positively promote volunteering at the Hospice at external events
We are seeking candidates who:
- Have excellent communication and interpersonal skills
- Enjoy engaging with people
- Have a flexible and can do attitude approach to work
Ideally, you will have some experience or insight into volunteering but training will be provided as part of an induction, however good IT skills are essential.
This is part time role, working 15 hours per week, 3 days over 5within normal office hours between Monday Friday. Consideration will be given to flexible working arrangements.
About us
Our mission is to provide excellent care and support to those living with life-limiting illness and to the people they care about, to enrich their lives and to contribute to the ongoing development of end-of-life care. We do this by placing our patients at the centre of everything we do, and through involving patients and their families in all decisions regarding their care.
We can only achieve this with the help of our amazing colleagues, by developing and recognising their contribution, and by sharing our knowledge and skills through education, audit and research.
We do not have sponsorship status and therefore all our offers are made conditional upon our candidates submitting evidence of their right to work in the UK in conjunction with our other pre-employment checks.
Job description
Job responsibilities
Administrative
- To maintain ongoing communication, including
regular reviews, with new and existing volunteers, ensuring that they are
well-informed, can perform their duties effectively, and remain engaged with
the Hospice's key messages.
- To maintain
accurate and up to date volunteer records for reporting purposes.
- To assist and
support all aspects of administration throughout the volunteer life cycle
including DBS checks and references.
- To actively engage
and support with the creation of volunteer information bulletins, and
additional content for our website and social media platforms, along with any
future platforms to support volunteer engagement.
- To assist with the
revision of volunteer role descriptions and processes.
Recruitment
- To maintain
internal and external recruitment platforms to reflect all current volunteer
vacancies.
- To correspond with
prospective volunteers during the recruitment process to ensure all necessary
documentation and checks are in place prior to commencing a volunteer role.
- To actively engage
and participate in the interview and selection process for potential
volunteers.
- To attend (in
person or virtually) internal and external events to promote volunteering for
the Hospice including promoting current volunteer roles.
Training
- To support
volunteers with online and in person mandatory training.
- To assist and
support Senior Leaders and managers with developing and delivering specific
volunteer training.
- To assist with
booking volunteers on to specific training sessions and monitoring progress and
compliance.
General
- To ensure
volunteers are supported at all times, and have read and understood all Hospice
policies, guidelines and expectations.
- To undertake
regular reviews with volunteers and their managers to ensure volunteers are and
continue to be well suited to their role(s).
- To assist line
managers in supporting volunteers with sensitivity through difficult times
which may prevent them from actively engaging in volunteering (i.e.
bereavement, ill health, family issues).
- In the absence of
the Volunteer Services Manager, escalate any problems or issues to the HR
Manager or member of the HR team.
- To encourage
volunteers to address concerns with their Senior Leader or manager to achieve a
resolution where possible.
- To proactively
assist and support with planning volunteer events, open days and special events
where we celebrate and promote our volunteer success stories.
Job description
Job responsibilities
Administrative
- To maintain ongoing communication, including
regular reviews, with new and existing volunteers, ensuring that they are
well-informed, can perform their duties effectively, and remain engaged with
the Hospice's key messages.
- To maintain
accurate and up to date volunteer records for reporting purposes.
- To assist and
support all aspects of administration throughout the volunteer life cycle
including DBS checks and references.
- To actively engage
and support with the creation of volunteer information bulletins, and
additional content for our website and social media platforms, along with any
future platforms to support volunteer engagement.
- To assist with the
revision of volunteer role descriptions and processes.
Recruitment
- To maintain
internal and external recruitment platforms to reflect all current volunteer
vacancies.
- To correspond with
prospective volunteers during the recruitment process to ensure all necessary
documentation and checks are in place prior to commencing a volunteer role.
- To actively engage
and participate in the interview and selection process for potential
volunteers.
- To attend (in
person or virtually) internal and external events to promote volunteering for
the Hospice including promoting current volunteer roles.
Training
- To support
volunteers with online and in person mandatory training.
- To assist and
support Senior Leaders and managers with developing and delivering specific
volunteer training.
- To assist with
booking volunteers on to specific training sessions and monitoring progress and
compliance.
General
- To ensure
volunteers are supported at all times, and have read and understood all Hospice
policies, guidelines and expectations.
- To undertake
regular reviews with volunteers and their managers to ensure volunteers are and
continue to be well suited to their role(s).
- To assist line
managers in supporting volunteers with sensitivity through difficult times
which may prevent them from actively engaging in volunteering (i.e.
bereavement, ill health, family issues).
- In the absence of
the Volunteer Services Manager, escalate any problems or issues to the HR
Manager or member of the HR team.
- To encourage
volunteers to address concerns with their Senior Leader or manager to achieve a
resolution where possible.
- To proactively
assist and support with planning volunteer events, open days and special events
where we celebrate and promote our volunteer success stories.
Person Specification
Experience
Essential
- Experience of working in a people-facing role
- Experience of working in a busy environment with the need to multi-task and manage conflicting priorities
- Ability to work confidentially and with high levels of discretion and accuracy
- Good organisation skills
Desirable
- Working within a volunteering environment, including having experience of being a volunteer
- Experience of working in an administrative capacity
- Working in the Third Sector / experience of working for or with a Charity
Qualifications
Desirable
- Level 2 English and Maths or equivalent
IT
Essential
- Up to date and regular user of Office software, including Word, Excel, Outlook
- Open to learning new platforms/ software
Personal
Essential
- Enjoy engaging with people
- Be professional, courteous and respectful of others at all times
- Have enthusiasm and a can do attitude
- Have a good eye for detail
- Be able to work as part of a team and individually
- Flexible approach to the work undertaken
Other requirements
Essential
- Be prepared to assist with Hospice fundraising activities
- Be flexible and prepared to work additional hours to cover holiday within the team
- Be prepared to work occasional evenings and weekends which are planned in advance
Communication
Essential
- Excellent communication skills (both written and verbal)
- Proven interpersonal skills
- Effective communicator, both in person and over the phone, to individuals of all ranks and sectors
- Ability to be sensitive and empathetic
Person Specification
Experience
Essential
- Experience of working in a people-facing role
- Experience of working in a busy environment with the need to multi-task and manage conflicting priorities
- Ability to work confidentially and with high levels of discretion and accuracy
- Good organisation skills
Desirable
- Working within a volunteering environment, including having experience of being a volunteer
- Experience of working in an administrative capacity
- Working in the Third Sector / experience of working for or with a Charity
Qualifications
Desirable
- Level 2 English and Maths or equivalent
IT
Essential
- Up to date and regular user of Office software, including Word, Excel, Outlook
- Open to learning new platforms/ software
Personal
Essential
- Enjoy engaging with people
- Be professional, courteous and respectful of others at all times
- Have enthusiasm and a can do attitude
- Have a good eye for detail
- Be able to work as part of a team and individually
- Flexible approach to the work undertaken
Other requirements
Essential
- Be prepared to assist with Hospice fundraising activities
- Be flexible and prepared to work additional hours to cover holiday within the team
- Be prepared to work occasional evenings and weekends which are planned in advance
Communication
Essential
- Excellent communication skills (both written and verbal)
- Proven interpersonal skills
- Effective communicator, both in person and over the phone, to individuals of all ranks and sectors
- Ability to be sensitive and empathetic
