Voluntary Services Co-ordinator

Job description

Job responsibilities

Communicate effectively and maintain good working relationships with clinical and non-clinical colleagues, volunteers within the organisation, potential volunteers making enquiries and external partners (i.e. voluntary and community organisations) to provide a co-ordinated and efficient service.

Receive and provide information that may be complex and/or may require persuasive skills, agreement and co-operation to inform and support work colleagues, clinicians, other departments, patients and clients as appropriate to the job role.

Oversee compliance of training prior to volunteer throughout the volunteer journey with the Trust.

Arrange agreed on-going refresher training for existing volunteers and to maintain and update volunteers records.

Ensure confidentiality is maintained at all times in accordance with General Data Protection (GDPR) and the Trusts policies and procedures.

Represent the Service at meetings and deputise for the Voluntary Services Manager if required.

Build strong relationships with Trust staff and external organisations/partners.

Lead on the promotion and recruitment of Student Volunteers to appropriate volunteer roles and their placement at the Trust.

Provide relevant and appropriate written and verbal communication with volunteers.

As part of a team, promote and raise the profile of volunteering and volunteering opportunities at internal and external events using mail shots, attendance at events, talks and displays.

Support the Volunteer Service Manager in producing a regular newsletter to keep volunteers informed of their responsibilities, information about mandatory updates, and developments within the Voluntary Services Department specific to the site and across the Trust

To lead on all social media creative, design and delivery for the team, working in close collaboration with all of the Voluntary Services department.

To be the digital lead for the team, working in collaboration with the other Volunteer coordinators to ensure all of the Voluntary Services are innovative and forward thinking in developing clear digital solutions for the department and the volunteer audience.

Service Delivery and Improvement

Responsible for the operation and maintenance of monitoring systems and processes including volunteer databases regarding maintaining and developing an accurate record of volunteers personal details and capturing data concerning quality and equality of provision.

Assist with providing regular information and updates to all volunteers and partner organisations.

Assist with the production of reports and statistics for evaluating the service.

Support the development and implementation of the volunteering Strategy.

Continue to the development, maintenance and implementation of the Trusts policies and operating procedures within the remit of the role.

Respond effectively and consistently in providing high quality volunteering opportunities within the Trust.

To keep up to date with new techniques and practises, especially IT developments and volunteer recruitment practices.

People Management and Development

Supervise the Voluntary Services team and volunteers in the absence of the Voluntary Services Manager.

Carry out the recruitment of volunteers following Trust policies. Assess each volunteers suitability considering specific skills, knowledge and previous experience.

Ensure that all volunteers have appropriate screening and induction training prior to placement and ensure accurate records are maintained.

Assist with the co-ordination, monitoring and evaluation of the on-going training requirements of volunteers.

Support volunteers by holding regular support and/or review meetings with them, individually or as a team and ensure they are up to date with mandatory, statutory and role specific training.

Identification of a buddy or mentor to some volunteers who may benefit from additional support as part of their induction to the trust.

Maintain own knowledge base and knowledge of best practice in Voluntary Services within the NHS through membership of NAVSM or other relevant professional networks or associations and through publications and websites.

Information Resources

Production of general correspondence: letters, reports and presentations for the department and managers using a variety of IT/computer packages. Leading on IT/database training where required with colleagues and the Trusts partners.

Accurately maintain department records which may require analysis, referencing or auditing for purposes of legal record or financial accountability, including updating the volunteer management system, Assemble.

Handle and maintain comprehensive and effective filing and retrieval systems and regularly streamline files including volunteer personal records, volunteer role descriptions, training information and attendance records, and be aware of any changes made to documentation.

Person Specification

Essential

Essential

• Educated to NVQ Level 4 or equivalent, relevant experience
• Experience of working in an NHS / Health and Social Care / Charitable / Voluntary or Public Sector Organisation
• Experience of: o Diary management o Arranging meetings o Handling telephone/ email enquiries o Organising Events o Dealing with members of the public
• Able to demonstrate relatable experience gained in a relevant field
• Excellent organisational and time management skills
• Ability to demonstrate strong written and verbal communication skills

Desirable

• Educated to degree level
• Experience of working with volunteers or as a volunteer
• Experience of working in a supervisory role
• HR/ Recruitment experience Mentoring / Coaching experience

Equality, Diversity and Inclusion

Essential

• Evidence of having championed diversity in previous roles (as appropriate to role).
• Evidence of having undertaken own development to improve understanding of equalities issues

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.

Employer details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

Royal Sussex County Hospital

Brighton

BN2 5BE

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)