Job summary
The Voluntary Services Administrator is responsible for supporting the Patient Experience and Voluntary Services team in administration and clerical tasks. The successful applicant will be joining a small, dedicated, forward-thinking and innovative team. Our volunteers fulfil a variety of patient facing and non-patient facing roles.
The Voluntary Services Administrator plays a lead role in processing volunteer applications, from the initial stages of logging received applications onto a bespoke database, through to requesting references, processing occupational health requests and DBS's (disclosure and barring service), to supporting with inductions, allocating roles, and providing ongoing support for registered volunteers. The role is very much about undertaking the recruitment and onboarding of the volunteering process. The right applicant will be well organised, experienced, able to manage their workload to ensure the efficiency and timely completion of the recruitment process. You will also be responsible for responding to enquiries in the voluntary services generic mailbox, responding to emails and ensuring that prospective volunteers are kept updated and engaged, this includes any face-to-face enquiries
Main duties of the job
Provide daily face-to-face, over the telephone, and email support for the Trust's Volunteer Service to staff, prospective volunteers an external organisations, signposting and providing information on the voluntary services
Process all prospective applications including obtaining references, DBS' checks, Occupational Health requests, supporting inductions and placements of the new volunteers
Engage with internal stakeholders to facilitate placements for new volunteers
Provide administration and clerical support to the voluntary services
Oversee the voluntary services generic mailbox in a professional and timely manner
Issue lunch vouchers
Keep up-to-date records on our access database
They will be responsible for updating data in Excel on volunteer numbers and activity, they will be proficient in word and other applications related to undertaking the role
To maintain the service's application process, using the Volunteer Service Access database and other resources to log and track volunteer applications
To support the daily activity of individual Trust volunteers, ensuring their travel and lunch expenses are fulfilled, and that any immediate concerns are resolved or escalated
To support the day-to-day management of the volunteers, ensuring that they carry out their duties in accordance with established guidance, procedures, and standards.
About us
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Job description
Job responsibilities
POST SUMMARY
The Voluntary Services Administrator is responsible for supporting the Patient Experience and Voluntary Services team in administration and clerical tasks. The successful applicant will be joining a small, dedicated, forward-thinking and innovative team. Our volunteers fulfil a variety of patient facing and non-patient facing roles. These include chaplaincy support, ward befriending, administrative, guides and fundraising volunteers. Many of our volunteers support in specially curated roles, working closely alongside staff to deliver an enhanced patient experience and quality of care. Our volunteers mainly support during office hours (9am-5pm, Monday through Friday), but we do offer volunteers the opportunity to work weekend and evening hours.
The Voluntary Services Administrator plays a lead role in processing volunteer applications, from the initial stages of logging received applications onto a bespoke database, through to requesting references, processing occupational health requests and DBSs (disclosure and barring service), to supporting with inductions, allocating roles, and providing ongoing support for registered volunteers. The role is very much about undertaking the recruitment and onboarding of the volunteering process. The right applicant will be well organised, experienced, able to manage their workload to ensure the efficiency and timely completion of the recruitment process. You will also be responsible for responding to enquiries in the voluntary services generic mailbox, responding to emails and ensuring that prospective volunteers are kept updated and engaged, this includes any face-to-face enquiries.
MAIN DUTIES
The Voluntary Services Administrator is responsible for:
Provide daily face-to-face, over the telephone, and email support for the Trusts Volunteer Service to staff, prospective volunteers an external organisations, signposting and providing information on the voluntary services
Process all prospective applications including obtaining references, DBS checks, Occupational Health requests, supporting inductions and placements of the new volunteers
Engage with internal stakeholders to facilitate placements for new volunteers
Provide administration and clerical support to the voluntary services
Oversee the voluntary services generic mailbox in a professional and timely manner
Issue lunch vouchers
Keep up-to-date records on our access database
They will be responsible for updating data in Excel on volunteer numbers and activity, they will be proficient in word and other applications related to undertaking the role
To maintain the services application process, using the Volunteer Service Access database and other resources to log and track volunteer applications.
To support the daily activity of individual Trust volunteers, ensuring their travel and lunch expenses are fulfilled, and that any immediate concerns are resolved or escalated.
To support the day-to-day management of the volunteers, ensuring that they carry out their duties in accordance with established guidance, procedures, and standards.
Job description
Job responsibilities
POST SUMMARY
The Voluntary Services Administrator is responsible for supporting the Patient Experience and Voluntary Services team in administration and clerical tasks. The successful applicant will be joining a small, dedicated, forward-thinking and innovative team. Our volunteers fulfil a variety of patient facing and non-patient facing roles. These include chaplaincy support, ward befriending, administrative, guides and fundraising volunteers. Many of our volunteers support in specially curated roles, working closely alongside staff to deliver an enhanced patient experience and quality of care. Our volunteers mainly support during office hours (9am-5pm, Monday through Friday), but we do offer volunteers the opportunity to work weekend and evening hours.
The Voluntary Services Administrator plays a lead role in processing volunteer applications, from the initial stages of logging received applications onto a bespoke database, through to requesting references, processing occupational health requests and DBSs (disclosure and barring service), to supporting with inductions, allocating roles, and providing ongoing support for registered volunteers. The role is very much about undertaking the recruitment and onboarding of the volunteering process. The right applicant will be well organised, experienced, able to manage their workload to ensure the efficiency and timely completion of the recruitment process. You will also be responsible for responding to enquiries in the voluntary services generic mailbox, responding to emails and ensuring that prospective volunteers are kept updated and engaged, this includes any face-to-face enquiries.
MAIN DUTIES
The Voluntary Services Administrator is responsible for:
Provide daily face-to-face, over the telephone, and email support for the Trusts Volunteer Service to staff, prospective volunteers an external organisations, signposting and providing information on the voluntary services
Process all prospective applications including obtaining references, DBS checks, Occupational Health requests, supporting inductions and placements of the new volunteers
Engage with internal stakeholders to facilitate placements for new volunteers
Provide administration and clerical support to the voluntary services
Oversee the voluntary services generic mailbox in a professional and timely manner
Issue lunch vouchers
Keep up-to-date records on our access database
They will be responsible for updating data in Excel on volunteer numbers and activity, they will be proficient in word and other applications related to undertaking the role
To maintain the services application process, using the Volunteer Service Access database and other resources to log and track volunteer applications.
To support the daily activity of individual Trust volunteers, ensuring their travel and lunch expenses are fulfilled, and that any immediate concerns are resolved or escalated.
To support the day-to-day management of the volunteers, ensuring that they carry out their duties in accordance with established guidance, procedures, and standards.
Person Specification
Qualifications
Essential
- Educated to GCSE
- Willingness to undertake further training related to role
- Previous experience of working in NHS environment
Desirable
- Relevant training courses related to work
Skills & Abilities
Essential
- Ability to work as part of a team and autonomously
- Ability to organise own workload, meeting deadline and organise own workload
- Able to be trained on hospital IT systems
- Basic IT skills and knowledge
- Ability to be culturally sensitive, with excellent interpersonal skills, both written and verbally
- Ability to support the day-to-day management of the volunteers, ensuring that they carry out their duties in accordance with established guidance, procedures, and standards
Knowledge & Experience
Essential
- Data entry
- Demonstrate a willingness to learn
- Experience of delivering training sessions and promoting volunteering services and opportunities
- Experience of Whittington Health Trust or other NHS Trusts
Desirable
- Experience of working with volunteers or the voluntary services
- Problem solving skills
- Knowledge of recruitment process for volunteers
- Experience of taking minutes
Personal Qualities
Essential
- Team player, adaptable and flexible
- Enthusiastic and positive
- Good punctuality and attendance records
Desirable
Other
Essential
- Ability to work on own initiative within guidelines
- Ability to engage and motivate others
- Creativity, flexibility, and openness to challenge
Person Specification
Qualifications
Essential
- Educated to GCSE
- Willingness to undertake further training related to role
- Previous experience of working in NHS environment
Desirable
- Relevant training courses related to work
Skills & Abilities
Essential
- Ability to work as part of a team and autonomously
- Ability to organise own workload, meeting deadline and organise own workload
- Able to be trained on hospital IT systems
- Basic IT skills and knowledge
- Ability to be culturally sensitive, with excellent interpersonal skills, both written and verbally
- Ability to support the day-to-day management of the volunteers, ensuring that they carry out their duties in accordance with established guidance, procedures, and standards
Knowledge & Experience
Essential
- Data entry
- Demonstrate a willingness to learn
- Experience of delivering training sessions and promoting volunteering services and opportunities
- Experience of Whittington Health Trust or other NHS Trusts
Desirable
- Experience of working with volunteers or the voluntary services
- Problem solving skills
- Knowledge of recruitment process for volunteers
- Experience of taking minutes
Personal Qualities
Essential
- Team player, adaptable and flexible
- Enthusiastic and positive
- Good punctuality and attendance records
Desirable
Other
Essential
- Ability to work on own initiative within guidelines
- Ability to engage and motivate others
- Creativity, flexibility, and openness to challenge
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.
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).
Additional information
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.
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).
