Job summary
Responsible for delivering effective administrative support, to all aspects of the volunteer engagement. Provide administrative support to the Community Hub team. Be the first point of contact for internal and external communications for the Trust relating to volunteers and deal with all enquiries appropriately. Provide administrative support to appropriate meetings relating to the volunteers held at HQ. Responsible for holding all policies and procedures and to act as gate-keeper for all records relating to volunteers where appropriate. Provide organisational support for key events, and social media communication with external stakeholders.
Main duties of the job
The main duties of this role are to organise all meeting dates, times and venues for the volunteer team, including undertaking all the administrative functions. Communicate the information both internally and externally to partners in a timely manner. Manage all regional volunteer meeting administration, liaising with COO and their office, other executives, directors, managers and volunteers in a manner consistent with the Trust values, communicating all agendas, action logs and minutes in a timely manner Communicate effectively through multiple platforms. Maintain governance of personnel data, and document control. Support the Community Response and volunteer team in all administrative and organisational task required to enable the volunteers to provide clinical care to patients.
About us
Working for the East of England Ambulance Service enables you to be part of a team, impacting on patients care through the provision of good administrative support of the volunteers. There is a team ethos and a focus on wellbeing of our staff and volunteers.
Job description
Job responsibilities
- Organise all meeting dates, times and venues , communicating the information both internally and externally to partners in a timely manner.
- Manage all regional volunteer meeting administration, liaising with COO and their office, other executives, directors, managers and volunteers in a manner consistent with the Trust values, communicating all agendas, action logs and minutes in a timely manner
- Communicate through the medium of social media to promote and support volunteer activity within EEAST
- Effectively communicate the Trust vision and values.
- Communicate in a clear and appropriate manner though written and verbal methods, utilising Microsoft Office, and internal bespoke tools
- Act as the initial point of contact for internal and external stakeholders. Responsible for supporting all aspects of contacts regarding the volunteer and ensure they are managed to a high standard. Act autonomously where appropriate in dealing with enquiries.
- Provide support and mentoring for new staff within the team in relation to administrative processes
- Provide support to volunteers
- Build and maintain relationships with internal and external stakeholders within the volunteer arena
- Communicate effectively with Occupational Health providers, and HR maintaining the requirement for confidentiality and respect
- Manage the GRS for the community response team, in conjunction with the leadership team ensuring all policies and processes are followed.
- Maintain the volunteer database, and records of safer recruitment, undertaking spot checks in conjunction with the volunteer leadership team
- Maintain all documentation, version controlled and up to date, promoting the professional image of the Trust and department
- Ensure appropriate communication is sent to all volunteers
- Manage the public facing mail boxes of the community response team
- To support Event management including the annual volunteers conference, linking with all stakeholders, providing a co-ordination function. Support local regional and national initiatives within community resuscitation and volunteer management, acting as a point of focus for diary planning.
- Ensure that all functions within the administrative office of the community response team work effectively and efficiently, including telephone answering, mail and email management.
- Undertake secretarial and administrative duties, preparing documents with a high degree of accuracy including confidential letters and reports.
- Prioritise own workload to ensure that work is completed within agreed timescales.
- Deal with enquiries from a variety of sources, actioning those within delegated authority.
- May be the first point of contact for staff wishing to raise sensitive, personal and welfare issues which may require tact and sensitivity.
- Apply existing Trust policies and procedures and support the development and implementation of any new administrative policies and procedures within own work area.
- Work with management to ensure that staff are planned to work in a way which reflects the Trusts policy and procedures and any other relevant guidance, examples include working hours policy, annual leave and sickness absence.
- Monitor levels of stationery and other office supplies, requisitioning additional stocks as required. Check the delivery of goods and services, identifying any issues and taking the appropriate action to remedy.
- Pass on to the appropriate person constructive views and ideas on improving services for users and the public. Responsible for adapting own practice as agreed with line manager.
Job description
Job responsibilities
- Organise all meeting dates, times and venues , communicating the information both internally and externally to partners in a timely manner.
- Manage all regional volunteer meeting administration, liaising with COO and their office, other executives, directors, managers and volunteers in a manner consistent with the Trust values, communicating all agendas, action logs and minutes in a timely manner
- Communicate through the medium of social media to promote and support volunteer activity within EEAST
- Effectively communicate the Trust vision and values.
- Communicate in a clear and appropriate manner though written and verbal methods, utilising Microsoft Office, and internal bespoke tools
- Act as the initial point of contact for internal and external stakeholders. Responsible for supporting all aspects of contacts regarding the volunteer and ensure they are managed to a high standard. Act autonomously where appropriate in dealing with enquiries.
- Provide support and mentoring for new staff within the team in relation to administrative processes
- Provide support to volunteers
- Build and maintain relationships with internal and external stakeholders within the volunteer arena
- Communicate effectively with Occupational Health providers, and HR maintaining the requirement for confidentiality and respect
- Manage the GRS for the community response team, in conjunction with the leadership team ensuring all policies and processes are followed.
- Maintain the volunteer database, and records of safer recruitment, undertaking spot checks in conjunction with the volunteer leadership team
- Maintain all documentation, version controlled and up to date, promoting the professional image of the Trust and department
- Ensure appropriate communication is sent to all volunteers
- Manage the public facing mail boxes of the community response team
- To support Event management including the annual volunteers conference, linking with all stakeholders, providing a co-ordination function. Support local regional and national initiatives within community resuscitation and volunteer management, acting as a point of focus for diary planning.
- Ensure that all functions within the administrative office of the community response team work effectively and efficiently, including telephone answering, mail and email management.
- Undertake secretarial and administrative duties, preparing documents with a high degree of accuracy including confidential letters and reports.
- Prioritise own workload to ensure that work is completed within agreed timescales.
- Deal with enquiries from a variety of sources, actioning those within delegated authority.
- May be the first point of contact for staff wishing to raise sensitive, personal and welfare issues which may require tact and sensitivity.
- Apply existing Trust policies and procedures and support the development and implementation of any new administrative policies and procedures within own work area.
- Work with management to ensure that staff are planned to work in a way which reflects the Trusts policy and procedures and any other relevant guidance, examples include working hours policy, annual leave and sickness absence.
- Monitor levels of stationery and other office supplies, requisitioning additional stocks as required. Check the delivery of goods and services, identifying any issues and taking the appropriate action to remedy.
- Pass on to the appropriate person constructive views and ideas on improving services for users and the public. Responsible for adapting own practice as agreed with line manager.
Person Specification
Qualifications
Essential
- Previous experience of working in administration/NHS
- 4 GCSE's or equivalent (including Maths and English)
Desirable
- NVQ Level 3 in business administration
Skills and Knowledge
Essential
- Ability to use all Microsoft packages
- Strong verbal and written communication
- Ability to prioritise workload
Desirable
Attributes
Essential
- Flexible and adaptable
- self motivated
- Attention to detail
Person Specification
Qualifications
Essential
- Previous experience of working in administration/NHS
- 4 GCSE's or equivalent (including Maths and English)
Desirable
- NVQ Level 3 in business administration
Skills and Knowledge
Essential
- Ability to use all Microsoft packages
- Strong verbal and written communication
- Ability to prioritise workload
Desirable
Attributes
Essential
- Flexible and adaptable
- self motivated
- Attention to detail
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.
