Administrator Volunteer Services Team

Job responsibilities

Manage the end to end volunteer application and onboarding process ensuring that line managers and volunteer applicants are kept up to date on progress as required.

Manage the end to end volunteer onboarding process to ensure that all information, paperwork and DBS requirements are accurate and up to date.

Downloading applications and expressions of interest from St Helena Website, Microsoft teams, and external websites and processing as required.

Carry out appropriate ID and information checks for volunteers requiring DBS checks and signing off DBS applications.

Maintain and update all HR databases and relevant spreadsheets in relation to new starters, leavers, changes, and any other paperwork as required, including downloading volunteer information from line managers through Microsoft teams and volunteer inbox, eg reviews and training documents.

Responsible for the administration of mandatory training for Volunteers, including the setting up of new starters, making changes and removing leavers, and administration of Bluestream.

Prepare, print and distribute volunteer communication including use of mail merges, in line with service requirements.

Maintain accurate volunteer records, collate data and produce monthly statistical reports on applications and new starters for the Voluntary Service Manager.

Issue new starter feedback questionnaires, analyses responses and escalate any necessary concerns to the Voluntary Services Manager.

Support volunteers in the team undertaking Admin duties, including allocating tasks as appropriate.

Carry out any tasks relating to outcomes of analysis of information or reviews to ensure that Volunteer Services Team are compliant and up to date.

Under the direction of the Voluntary Services Manager, distribute compliance reports and proactively follow up with line managers to ensure required actions are completed.

Maintain effective systems of document control and housekeeping for all related letters, communications and other regular checks as required.

Demonstrate strong listening skills in relation to concerns or issues raised calmly and senstivitly, communicating these effectively to the Voluntary Services Manager.

Work closely with the Volunteer Services Team Recruiter for all volunteer vacancies to understand the priority recruitment across the hospice.

Support and be actively involved with the Volunteer Services Team Recruiter in external promotions and targeted recruitment drives either via online or going out to events and promotions.

Providing support for volunteers undertaking mandatory training, including running face-to-face sessions.

Support the Voluntary Services Manager in undertaking new volunteer line manager training sessions as required.

Ensure that all confidential HR incoming enquiries are dealt with or allocated to the appropriate people in a timely manner.

Prioritise own workload according to deadlines and demands of the department, assisting others when required.

Work as part of the volunteer services team on projects, taking the lead where appropriate.

Produce volunteer ID badges as required.

Ad hoc administration for the wider HR team as required.

Provide admin support to Director of HR on an ad hoc basis including but not limited to photocopying, organising meetings, sending emails.

Maintain confidentiality at all times as part of a HR team.

Qualities

Essential

• Able to prioritise tasks, organise own time effectively and use own initiative to work without close supervision.
• Highly motivated.
• Excellent organisation skills
• Strong planning, analytical and interpersonal skills
• Attention to detail
• Ability to demonstrate tact and diplomacy.
• Work to deadlines
• A flexible approach.
• Friendly and approachable manner

Skills and Knowledge

Essential

• Fully competent IT skills on all Microsoft platforms particularly Word, Excel, Powerpoint, Outlook and TEAMS
• Database reporting
• Use of Social Media for business purposes or events/promotions
• Ability to adapt to frequently changing priorities and demands for attention throughout the day

Desirable

• Onboarding requirements
• Use of HR/training systems
• Interest in working with volunteers

Communication

Essential

• Excellent verbal and written skills at all levels
• Excellent telephone manner
• Ability to communicate complex and sensitive information effectively
• Ability to liaise effectively at all levels within St Helena and externally
• Must be able to engage with members of the public face to face

Experience

Essential

• Previous work in a confidential environment (e.g. HR)
• Working with sensitive information.
• Experience of arranging, supporting and organising recruitment processes.
• Producing reports and undertaking analysis and formatting reports.
• Proven organisational and prioritisation skills
• Working in a multi-disciplinary environment

Desirable

• Previous work experience of working with volunteers
• Pre- employment screening including DBS

Qualifications

Essential

• NVQ Level 3 in Administration and /or proven relevant office or HR administration experience.
• Able to demonstrate excellent standard of literacy and numeracy

Desirable

• A full clean driving licence