Volunteer Services Administrator

Job responsibilities

Support the Volunteer Services Manager in providing an efficient, effective and reliable service to all volunteers and departments and the creation and delivery of volunteer roles in order to attract a diverse volunteer team from the local community. To work closely with all Senior Leaders to ensure volunteer roles continue to align with department needs and Hospice strategy and work as a team to ensure volunteer numbers are sustained.

Main duties and responsibilities

Recruitment

1. Correspond with prospective volunteers during the recruitment process to ensure all necessary documentation and checks are in place prior to commencing a volunteer role.

2. Actively engage and participate in the interview and selection process for potential volunteers.

3. Maintain internal and external recruitment platforms to reflect all current volunteer vacancies.

4. Attend (in person or virtually) internal and external events to promote volunteering for the Hospice and develop volunteering processes and opportunities.

Administrative

1. Assist and support all aspects of administration throughout the volunteer life cycle including DBS checks and references.

2. Maintain accurate and up to date volunteer records for reporting purposes.

3. Assist with developing internal systems to improve efficiencies for the team and for volunteers.

4. 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.

5. 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.

6. Assist with the revision of volunteer role descriptions and processes.

Training

1. Assist and support Senior Leaders and managers with developing and delivering specific volunteer training.

2. Assist with booking volunteers on to specific training sessions and monitoring progress and compliance.

3. Support Line Managers with ensuring volunteers can access and complete their training.

General

1. Ensure volunteers are supported at all times and understand all Hospice Volunteering guidelines and expectations.

2. 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).

3. Support volunteers within the Volunteer Services Team.

4. In the absence of the Volunteer Services Manager, escalate any problems or issues to the HR Manager or member of the HR team.

5. Encourage volunteers to address concerns with their Senior Leader or manager to achieve a resolution where possible.

6. Proactively assist and support with planning volunteer events, open days and special events where we celebrate and promote our volunteer success stories.

IT

Essential

• Digitally literate and a regular user of Office software, including Word, Excel, Outlook
• Open to learning new platforms/ software

Desirable

• Confident user of Excel functionality with a willingness to develop and utilise system and software capability

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

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
• Experience of using various IT systems and computer-based forms
• Good organisation skills

Desirable

• Having volunteered or worked alongside volunteers
• Experience of working in an administrative capacity
• Working in the Third Sector / experience of working for or with a Charity

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

Qualifications

Essential

• Good general education

Desirable

• Level 2 English and Maths or equivalent eg: (GCSE)