Volunteer Coordinator

Job responsibilities

Main Duties and Responsibilities

To liaise with staff to identify key impactful tasks and develop volunteer role descriptions to reflect the duties required.

Promote volunteer roles to attract and recruit volunteers, based on the demand for the service.

To be the main point of contact for enquiries about volunteers.

Coordinate the day to day running of the service, including the receiving and issuing of volunteer requests.

Ensure that volunteer requests are met effectively, logging requests and volunteer availability to produce rotas and schedules to deliver a reliable service.

Supervise and support volunteers daily.

Arrange and facilitate regular meetings with volunteers and maintain good communication.

Ensure volunteers are fully supported and confident in their roles and are working within the scope of the pre-identified activities.

Respond quickly and efficiently to situations which may require re-allocation of volunteers.

Carry out risk assessments of all volunteer activity to ensure wellbeing and safety is a top priority.

Fulfil the administrative requirements of the post, utilising Better Impact and providing reports as required.

Volunteer Recruitment, Induction and Training

Ensure an effective and timely recruitment process for volunteers and other Trust volunteers when requested, including Disclosure and Barring Service (DBS) checks, references, risk assessments, induction, training and placement of volunteers, in accordance with relevant Trust policies and procedures.

Provide a local induction for volunteers, issuing role descriptions, operating instructions and health and safety information.

Identify additional training for volunteers, alongside the mandatory training to ensure volunteers receive appropriate training and induction and are fully equipped to carry out their roles safely and effectively.

Engagement

Promote the service across the Trust and offer advice on how the service operates and how volunteers can be requested.

Coordinate the development of marketing materials, campaigns and social media to showcase volunteers internally and externally, to showcase the impact and provide clear information to all stakeholders.

Promote the value of volunteering within the Trust, attending meetings and leading discussions to raise awareness of the role and function of volunteers.

Provide guidance and information to staff working with volunteers to ensure good working practices are implemented and maintained.

Establish links with other Trusts to share best practice and keep up to date with developments in volunteering nationally.

Develop and maintain effective working relationships with the Volunteer & Community Wellbeing Services Team to understand their roles and actively participate in team meetings.

Provide administration and clerical support to the Volunteering Manager as directed.

Provide support to additional volunteering projects across all Trust sites as and when requested.

Evaluation and Continuous Quality Improvement

Monitor the service uptake, record and evaluate volunteer activity, and maintain accurate records.

Develop a system for feedback to allow processes to be improved and continually developed.

Utilise Better Impact to provide an efficient and effective administrative function to support and coordinate the activities of volunteers.

To be responsible for the timely collection of accurate data for official reporting and monitoring purposes.

Capture insight and impact of the service through staff, volunteer and patient surveys.

Provide statistics and analyse data to allow us to identify the impact and measure success.

Ensure volunteer roles attract a diverse range of people and the tasks carried out are reflective of the needs of patients and staff.

Management

Ensure all administrative and personnel procedures are in line with the good practice of The South Warwickshire University NHS Trust and data protection rules are adhered to.

Prepare reports as requested by South Warwickshire University NHS Foundation Trust.

Attend regular meetings with line manager.

There will be a requirement for flexibility to suit the needs of the service. Therefore, it is envisaged that the post holder will be required to work occasional evenings and weekends.

Volunteer & Community Wellbeing Services are currently being developed across South Warwickshire University NHS Foundation Trust. In conjunction with relevant staff members, the post holder will be required to contribute to the development of these services across the organisation.

General administration duties to support the Volunteering Manager and provide cover in the absence of the manager.

Communications and Working Relationships

Relationship with other SWFT Trust sites.

All levels of staff, patients and visitors.

Qualifications

Essential

• Level 3 qualification or equivalent experience gained through working in an NHS establishment/ environment.
• Experience of Microsoft Office applications.

Experience

Essential

• Experience of working within the NHS, social care or similar environment.
• Experience of supporting and supervising volunteers.
• Experience of project management.
• Experience of maintaining accurate records and general administration.

Desirable

• Experience of delivering training.
• Knowledge and understanding of legislation and regulations in relation to managing volunteer services.

Skills

Essential

• Effective communicator both written and verbal.
• Good organisational skills.
• Analytical skills with the ability to process data to support monitoring and evaluation
• Evidence of excellent interpersonal skills, to communicate effectively with all levels staff as well as volunteers and patients, including where there may be barriers to understanding.
• Ability to demonstrate initiative and problem-solving skills.
• Knowledge of a range of work procedures and practices, including of all the relevant administrative procedures relating to the recruitment of volunteers.
• Excellent IT skills covering Word, Excel, Outlook and PowerPoint.
• Project management skills and able to work to tight deadlines.

Desirable

• Knowledge of departmental/staffing structures within NHS.

Personal Qualities

Essential

• Professional and enthusiastic manner.
• Adaptability, flexibility and ability to multi-task.
• Able to work under pressure and meet deadlines.
• Proactive and self-motivated.
• Be able to prioritise own workload and use own initiative.
• Able to rationalise and deal with moderate issues/problems.
• Able to work well as part of a team and independently.
• Approachable and able to build good working relationships easily.
• Able to motivate others through effective communication methods

Other

Essential

• Displays a flexible approach to work and the ability to cope with changes in environment and new technology.
• Keen to develop personal skills
• Willingness to work additional hours if required.

Desirable

• Independent means of transport.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).