Job summary
Job overview
The position is across University Hospitals of Northamptonshire so there is a requirement to regularly work at both Kettering General Hospital NHS Foundation Trust and Northampton General Hospital NHS Trust.
The Volunteer Services across the University Hospitals of Northamptonshire (UHN) is a challenging and changing environment, as an Administrator you will have excellent communication and good interpersonal skills, the ability to multi-task and work both on your own initiative and within a team.
The position requires you to have accurate keyboard skills and experience in the use of Microsoft Office software packages including Word, Excel and essentially computer databases. Have excellent organisational and prioritising skills whilst being flexible and possess an adaptable approach to working. Be able to correlate statistics, data entry, a good communicator with a high standard of writing, and telephone skills. Some of the duties will include acting as the first point of contact for the service.
You will also be required to visit areas within the Trust to deliver notes and check in on volunteers.
Provide effective input into the work of the Trust, to support the achievement of our vision and values:
They will also provide effective input into the work of the Trust, to support the achievement of our vision and values
Main duties of the job
Main duties of the job
Act as the point of contact for dealing with routine enquiries made to Volunteer Services department predominately looking after using judgement and decision making to ensure outcome of communication is satisfactory. This will include liaising with other team members and or Volunteers as appropriate.
Normal routine clerical duties, e.g. filing, scanning
Proficient in Microsoft Office software packages including Word, Excel and essentially computer databases.
Data entry of the volunteer services management software package Better Impact.
Provide general administrative services as required by Volunteer Services.
Provide timely collection and delivery of paperwork etc when required.
Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
Assist with the administration and updating the relevant databases and information systems when required.
Prepare papers and complete necessary documentation for meetings/recruitment days.
Support with the weekly rotas of volunteer cover within the department
Request references and/ or other information
Maintain an adequate supply of stock levels to maintain the smooth running of the office (Volunteer Uniform etc)
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
Detailed job description and main responsibilities
Act as the point of contact for dealing with routine enquiries made to Volunteer Services department predominately looking after using judgement and decision making to ensure outcome of communication is satisfactory. This will include liaising with other team members and or Volunteers as appropriate.
Normal routine clerical duties, e.g. filing, scanning
Proficient in Microsoft Office software packages including Word, Excel and essentially computer databases.
Data entry of the volunteer services management software package Better Impact.
To maintain the volunteer management software tool (Better Impact) with all appropriate information relating to volunteers in a timely manner.
Provide general administrative services as required by Volunteer Services.
Prepare training notes when requested and ensuring that volunteers are up to date with all training
Provide timely collection and delivery of paperwork etc when required.
Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
Assist with the administration and updating the relevant databases and information systems when required.
Prepare papers and complete necessary documentation for meetings/recruitment days.
Liaise with managers, other hospital departments, and other health care agencies when required.
Provide group cross-cover within team during absence
Support with the weekly rotas of volunteer cover within the department
Arrange/Support the induction for volunteers on their first shift
Act as the point of contact with HRSC for progress of volunteer applications
Request references and/ or other information
Maintain an adequate supply of stock levels to maintain the smooth running of the office (Volunteer Uniform etc).
To continually develop the welcome pack for new volunteers and ensure it includes all emergency contacts and that all volunteers receive 1 at induction
For further details / informal visits contact
Job description
Job responsibilities
Detailed job description and main responsibilities
Act as the point of contact for dealing with routine enquiries made to Volunteer Services department predominately looking after using judgement and decision making to ensure outcome of communication is satisfactory. This will include liaising with other team members and or Volunteers as appropriate.
Normal routine clerical duties, e.g. filing, scanning
Proficient in Microsoft Office software packages including Word, Excel and essentially computer databases.
Data entry of the volunteer services management software package Better Impact.
To maintain the volunteer management software tool (Better Impact) with all appropriate information relating to volunteers in a timely manner.
Provide general administrative services as required by Volunteer Services.
Prepare training notes when requested and ensuring that volunteers are up to date with all training
Provide timely collection and delivery of paperwork etc when required.
Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
Assist with the administration and updating the relevant databases and information systems when required.
Prepare papers and complete necessary documentation for meetings/recruitment days.
Liaise with managers, other hospital departments, and other health care agencies when required.
Provide group cross-cover within team during absence
Support with the weekly rotas of volunteer cover within the department
Arrange/Support the induction for volunteers on their first shift
Act as the point of contact with HRSC for progress of volunteer applications
Request references and/ or other information
Maintain an adequate supply of stock levels to maintain the smooth running of the office (Volunteer Uniform etc).
To continually develop the welcome pack for new volunteers and ensure it includes all emergency contacts and that all volunteers receive 1 at induction
For further details / informal visits contact
Person Specification
Education, Training & Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English, or equivalent
- NVQ4 RSA2 or equivalent experience or qualifications
Knowledge & Experience
Essential
- Knowledge of office procedures
- Proficient in Microsoft packages including Word and Outlook
- Experience of working in a busy office environment
- Experience of database systems
- Working knowledge of Excel and / or PowerPoint
- Good written and verbal communication skills
Desirable
- Experience of working in a healthcare setting
Skills
Essential
- Plan and organise straightforward tasks, some ongoing, arranging interviews, appointments and arranging diary commitments for the Volunteer Services
- Organise own tasks and plan and prioritise workload
- Work well as part of a team
- Developed attention to detail and accuracy
- Organisational skills and the ability to work methodically and prioritise
- Ability to help build effective working relationships at all levels within and outside the hospital
- Able to maintain confidentiality at all times
Key Competencies/ Personal Qualities & Attributes
Essential
- Confident to establish and maintain good working relationships at all levels
- Ability to handle difficult conversations
- Ability to sit and work at a desk / VDU for long periods of time
- Word process and data input for a substantial proportion of working time
- Concentration when transcribing dictations or; possible frequent interruptions
Desirable
- Must be able to understand the needs of patients and deal with them with tact and sensitivity
Person Specification
Education, Training & Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English, or equivalent
- NVQ4 RSA2 or equivalent experience or qualifications
Knowledge & Experience
Essential
- Knowledge of office procedures
- Proficient in Microsoft packages including Word and Outlook
- Experience of working in a busy office environment
- Experience of database systems
- Working knowledge of Excel and / or PowerPoint
- Good written and verbal communication skills
Desirable
- Experience of working in a healthcare setting
Skills
Essential
- Plan and organise straightforward tasks, some ongoing, arranging interviews, appointments and arranging diary commitments for the Volunteer Services
- Organise own tasks and plan and prioritise workload
- Work well as part of a team
- Developed attention to detail and accuracy
- Organisational skills and the ability to work methodically and prioritise
- Ability to help build effective working relationships at all levels within and outside the hospital
- Able to maintain confidentiality at all times
Key Competencies/ Personal Qualities & Attributes
Essential
- Confident to establish and maintain good working relationships at all levels
- Ability to handle difficult conversations
- Ability to sit and work at a desk / VDU for long periods of time
- Word process and data input for a substantial proportion of working time
- Concentration when transcribing dictations or; possible frequent interruptions
Desirable
- Must be able to understand the needs of patients and deal with them with tact and sensitivity
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).
