Job summary
An exciting opportunity has arisen to join the Voluntary Services Department based at St Richard's Hospital, Chichester.
We are looking for an experienced coordinator to join our team.
The Voluntary Services department is responsible for the volunteers within the hospital. This includes being involved in the recruitment process of new volunteers, promoting volunteering opportunities and coordinating and supporting existing volunteers.
If you are hardworking, organised, have good general IT skills (including experience of social media and comms), are good with people and work well as part of a team, we'd love to hear from you.
Main duties of the job
- To assist with the delivery and development of an effective voluntary service; initiating, recruiting, organising and coordinating the volunteer resource to complement patient experience and support staff.
- To support and supervise the Voluntary Services team in the absence of the Voluntary Services Manager.
- To oversee the recruitment and selection process of new volunteers, including interviewing prospective volunteers and ensuring appropriate pre-volunteering checks are carried out in line with Trust policy.
- To provide on-going support to existing volunteers and coordinate suitable and effective placement of volunteers within the Trust.
- To ensure all volunteers at the Trust have undergone Trust mandatory training and existing volunteers keep up to date with Trust training requirements.
- To help plan, organise and deliver high quality volunteer thank you and appreciation events.
- To attend outreach events, promoting volunteering within the local community and forge strong relationships with local education providers and workability schemes.
About us
At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, & can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.
We treat our patients & staff with the same compassion & empathy we expect for ourselves. We're here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme,for staff which is extensive & designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop.We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.
We look forward to receiving your application & the start of your journey with UHSx.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Job description
Job responsibilities
Communication
- 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 coordinated 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.
- 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 with regard to 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 taking into account 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.
- 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.
- 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.
Financial and Physical Development
- Observe personal duty of care in relation to equipment and resources used in the course of work and ensure that equipment and facilities are used carefully and appropriately.
- To support the process for the payment and authorisation of out of pocket expenses for volunteers and ensure that accurate records are kept.
Learning and Development
- Attend mandatory training updates as required.
- Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
- Identify own learning needs and jointly plan training requirements with your line manager.
- Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
Patient Care Delivery
- Assist patients, visitors or staff during incidental contact
Responsibility for Policy/ Service Development
- Support the development and implementation of the Volunteering Strategy.
- Contribute to the development, maintenance and implementation of the Trusts policies and operating procedures within the remit of the role.
Responsibility for Financial & Physical Resources
- Observe personal duty of care in relation to equipment andresources used in the course of work and ensure that equipment and facilities are used carefully and appropriately.
- To support the process for the payment and authorisation of out of pocket expenses for volunteers and ensure that accurate records are kept
- Maintains stock control
Responsibility for Human Resources
- Contribute to/or carry out (as appropriate) the recruitment of volunteers following Trust policies.
- Assess each volunteers suitability taking into account specific skills, knowledge and previous experience.
Responsibility for Information Resources
- Production of general correspondence: letters, reports and presentations for the department and Managers using a variety of
- IT/computer packages
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
Job description
Job responsibilities
Communication
- 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 coordinated 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.
- 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 with regard to 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 taking into account 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.
- 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.
- 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.
Financial and Physical Development
- Observe personal duty of care in relation to equipment and resources used in the course of work and ensure that equipment and facilities are used carefully and appropriately.
- To support the process for the payment and authorisation of out of pocket expenses for volunteers and ensure that accurate records are kept.
Learning and Development
- Attend mandatory training updates as required.
- Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
- Identify own learning needs and jointly plan training requirements with your line manager.
- Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
Patient Care Delivery
- Assist patients, visitors or staff during incidental contact
Responsibility for Policy/ Service Development
- Support the development and implementation of the Volunteering Strategy.
- Contribute to the development, maintenance and implementation of the Trusts policies and operating procedures within the remit of the role.
Responsibility for Financial & Physical Resources
- Observe personal duty of care in relation to equipment andresources used in the course of work and ensure that equipment and facilities are used carefully and appropriately.
- To support the process for the payment and authorisation of out of pocket expenses for volunteers and ensure that accurate records are kept
- Maintains stock control
Responsibility for Human Resources
- Contribute to/or carry out (as appropriate) the recruitment of volunteers following Trust policies.
- Assess each volunteers suitability taking into account specific skills, knowledge and previous experience.
Responsibility for Information Resources
- Production of general correspondence: letters, reports and presentations for the department and Managers using a variety of
- IT/computer packages
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
Person Specification
Qualifications / Experience
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
- Ability to accurately and efficiently input and retrieve information on a computerised system. Strong Microsoft skills (Word, Excel, Outlook)
- Experience of using social media - creative, design and delivery of comms
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
- Experience of delivering related presentations to groups within the NHS and community (schools/ colleges)
Equality ,Diversity &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
Person Specification
Qualifications / Experience
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
- Ability to accurately and efficiently input and retrieve information on a computerised system. Strong Microsoft skills (Word, Excel, Outlook)
- Experience of using social media - creative, design and delivery of comms
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
- Experience of delivering related presentations to groups within the NHS and community (schools/ colleges)
Equality ,Diversity &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.
