Job summary
The Voluntary and Community Development Team seeks a part-time Administrator for 22.5 hours weekly. The successful candidate must be a strong administrator, flexible, enthusiastic, organised, a great communicator, and able to work well in a supportive team environment.
You will act as a key point of contact forall potential and current volunteers, external stakeholders and colleagues and will provide a supportive response to a range of queries relating to volunteers
You will also play a key role in fulfilling the processes and procedures within the service to ensure the volunteer's journey is seamless and delivered on time.
Please note: This role is not eligible for Skilled Worker visa sponsorship. Applicants who do not already have the right to work in the UK are unable to be considered for this position
The role requires working on Mondays and Wednesdays, with a third working day of either Tuesday or Thursday to be agreed at offer stage.
Main duties of the job
- Administer and provide support to deliver all volunteer recruitment processes in a timely way
- Work with a Database Management System ensuring accurate records are kept and maintained for all volunteers and prospective volunteers
- Ensure that all pre-volunteer clearances are completed by procedures including Disclosure Barring Service (DBS), Occupational Health Questionnaires, References and Identity checks are obtained to maintain compliance with procedures and statutory requirements.
About us
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?o Positive 2023 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trusto Beautiful Sussex location near the South Downs and coast
Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Job description
Job responsibilities
- Provide a welcoming response for prospective and existing volunteers.
- Function as the initial point of contact, answering queries where able or directing enquiries to the relevant Voluntary Services Team member.
- Works closely within the team to support the team in developing and running an efficient and responsive administrative support function.
- Regularly communicates with volunteers, departments, clinicians, and support colleagues across the team. Will include travel to other sites throughout Sussex as part of the role.
- You will act as a key point of contact between the service and other corporate support services, such as Estates, Facilities, and Finance, for issues such as site visits, petty cash, and processing orders and invoices.
- Communicate with administrative support colleagues across the organisation and outside the community to build up relationships.
- Administer and provide support to deliver all volunteer recruitment processes.
- Work with a Database Management System ensuring accurate records are kept and maintained for all volunteers and prospective volunteers guided by procedures and statutory requirements.
- Ensure that the Volunteer's new starter information is sent in a timely way to theservices where the volunteer will be placed ready for services induction. Booking venues and rooms relevant to any training activities
- Offer support with online training and to volunteers requiring assistance with access to the systems.
- Attend and take minutes for meetings as required by the Voluntary Services Team
- Attendance at the regular Voluntary Services Team Meetings as required.
- Authorised to manage local petty cash, order stationery and other office supplies.
- Undertake check and chat process to appropriate volunteers.
- Take part in collecting information for newsletters, reports, and presentations to ensure a high standard of accuracy and visual attractiveness.
Job description
Job responsibilities
- Provide a welcoming response for prospective and existing volunteers.
- Function as the initial point of contact, answering queries where able or directing enquiries to the relevant Voluntary Services Team member.
- Works closely within the team to support the team in developing and running an efficient and responsive administrative support function.
- Regularly communicates with volunteers, departments, clinicians, and support colleagues across the team. Will include travel to other sites throughout Sussex as part of the role.
- You will act as a key point of contact between the service and other corporate support services, such as Estates, Facilities, and Finance, for issues such as site visits, petty cash, and processing orders and invoices.
- Communicate with administrative support colleagues across the organisation and outside the community to build up relationships.
- Administer and provide support to deliver all volunteer recruitment processes.
- Work with a Database Management System ensuring accurate records are kept and maintained for all volunteers and prospective volunteers guided by procedures and statutory requirements.
- Ensure that the Volunteer's new starter information is sent in a timely way to theservices where the volunteer will be placed ready for services induction. Booking venues and rooms relevant to any training activities
- Offer support with online training and to volunteers requiring assistance with access to the systems.
- Attend and take minutes for meetings as required by the Voluntary Services Team
- Attendance at the regular Voluntary Services Team Meetings as required.
- Authorised to manage local petty cash, order stationery and other office supplies.
- Undertake check and chat process to appropriate volunteers.
- Take part in collecting information for newsletters, reports, and presentations to ensure a high standard of accuracy and visual attractiveness.
Person Specification
Other
Essential
- Able to drive in own car across all sites in SCFT, occasional out of hours meeting/events.
Qualifications and/or Professional Registration
Essential
- NVQ Level 3 or equivalent qualification in business administration.
- School leaving qualification (GSCE or equivalent) in maths and English language or able to demonstrate equivalent competence
- Applicants with a lower-level qualification who have equivalent experience will be considered.
Desirable
- Other relevant qualifications to be considered
Experience
Essential
- Experience of working within a team
- Skilled administrator able to prioritise workload efficiently
- Contributing to the development of administrative or office procedures.
Desirable
- Communication effectively with a diverse range of people.
- Experience of dealing directly with volunteers and supporting them/dealing with their enquiries/requests in a timely manner.
- Arranging meetings involving people from different organisations - including co-ordinating diaries, booking meeting rooms and sending out agendas and paper.
- Stock control, ordering supplies and processing financial documentation.
- Handling personally or commercial sensitive information.
- Knowledge and awareness of supporting others - staff and/or volunteers
Skills and Knowledge
Essential
- Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people.
- oAbility to respond in a kind and sensitive way to a variety of people, including some who may be upset/distressed or unhappy.
- Advanced skills in using Microsoft Office soft-ware to create attractive and well laid-out docu-ments and presentations. Able to use Microsoft Outlook for diary, workload, and email management.
- Able to write clear meeting minutes and notes.
- Able to listen and accurately represent the views of others when inviting feedback about administrative matters
- Ability to work as part of a team and ensure that colleagues are well-supported. Happy to take up ad hoc tasks/support with different areas of service delivery as required.
- Ability to learn promptly how to use a specialized database for volunteer recruitment/management and use this effectively when trained.
Desirable
- Knowledge and competency with social media platforms.
- Fast, accurate keyboard skills.
- Ability to carry out basic calculations using Microsoft Excel.
Person Specification
Other
Essential
- Able to drive in own car across all sites in SCFT, occasional out of hours meeting/events.
Qualifications and/or Professional Registration
Essential
- NVQ Level 3 or equivalent qualification in business administration.
- School leaving qualification (GSCE or equivalent) in maths and English language or able to demonstrate equivalent competence
- Applicants with a lower-level qualification who have equivalent experience will be considered.
Desirable
- Other relevant qualifications to be considered
Experience
Essential
- Experience of working within a team
- Skilled administrator able to prioritise workload efficiently
- Contributing to the development of administrative or office procedures.
Desirable
- Communication effectively with a diverse range of people.
- Experience of dealing directly with volunteers and supporting them/dealing with their enquiries/requests in a timely manner.
- Arranging meetings involving people from different organisations - including co-ordinating diaries, booking meeting rooms and sending out agendas and paper.
- Stock control, ordering supplies and processing financial documentation.
- Handling personally or commercial sensitive information.
- Knowledge and awareness of supporting others - staff and/or volunteers
Skills and Knowledge
Essential
- Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people.
- oAbility to respond in a kind and sensitive way to a variety of people, including some who may be upset/distressed or unhappy.
- Advanced skills in using Microsoft Office soft-ware to create attractive and well laid-out docu-ments and presentations. Able to use Microsoft Outlook for diary, workload, and email management.
- Able to write clear meeting minutes and notes.
- Able to listen and accurately represent the views of others when inviting feedback about administrative matters
- Ability to work as part of a team and ensure that colleagues are well-supported. Happy to take up ad hoc tasks/support with different areas of service delivery as required.
- Ability to learn promptly how to use a specialized database for volunteer recruitment/management and use this effectively when trained.
Desirable
- Knowledge and competency with social media platforms.
- Fast, accurate keyboard skills.
- Ability to carry out basic calculations using Microsoft Excel.
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.
