Job summary
We are looking for a strong administrator to join our team to support the recruitment, vetting and induction of new volunteers. In addition, you would support the delivery of our UCH patient services by coordinating our shopping service and managing the rota of UCH Rapid Response Volunteers (RRV's).
You would be working as part of the UCLH Volunteer Services Team, which together is responsible for the development and support of volunteering across all of UCLH. Working with the Recruitment Coordinator you will play a key role in our recruitment, helping bring in 250-350 new volunteers a year.
Rapid Response Volunteers support UCH patients with ad-hoc tasks including our shopping service where in-patients can request a volunteer to go and buy things from the shops on their behalf. Each RRV is usually in for half a day a week. You would be managing a rota of 20-30 RRV's who would support 20-40 in-patients a day.
This rewarding role will suit someone who understands volunteering, and who has first class communication and relationship building skills to interact with a wide range of people.
As the role is office based and admin focused you will be well organised, like multitasking and working within clear process and systems. You are an excellent problem solver and enjoy working with people of all levels and backgrounds.
Interviews Wednesday 21st May.
Main duties of the job
Volunteer recruitment: Interviewing and selecting new volunteers, managing the volunteering in-box
Volunteer vetting: Processing new volunteers, supporting applicants to complete the NHS ID check, DBS check, references, and Occupational Health Checks.
Managing a cohort of volunteers on our recruitment pipeline: identifying blockages and getting volunteers to start promptly when all their checks have cleared
E-learning: Ensuring mandatory training is completed before they start volunteering
Induct new Rapid Response Volunteers: organising shadowing, supporting new volunteers to get them up to speed
Manage the rota of Rapid Response Volunteers: Ensuring that the UCH Shopping service is covered and providing on the day coordination and support to volunteers
UCH Shopping Service: Responding to patients and ward staff requesting shopping and managing the list of daily patients. Tracking spend and impact.
About us
University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.
We provide first-class acute and specialist services across eight sites:
We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women's health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.
We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.
Job description
Job responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
For this post prior experience of working with volunteers is essential and you will need to demonstrate this in your application to be longlisted.
Come and be a part of the best NHS trust in England to work for, according to our staff*
* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the third year in a row.
UCLH recognises the benefits of flexible working for staff To find out more, visit: Flexible working.
To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?
Job description
Job responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
For this post prior experience of working with volunteers is essential and you will need to demonstrate this in your application to be longlisted.
Come and be a part of the best NHS trust in England to work for, according to our staff*
* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the third year in a row.
UCLH recognises the benefits of flexible working for staff To find out more, visit: Flexible working.
To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?
Person Specification
Knowledge and Qualifications
Essential
- Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
- Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment.
- Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
- Knowledge of the principles of Volunteer Management
Desirable
- NVQ Level 4 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.
Experience
Essential
- Experience and understanding of recruiting, interviewing, and placing volunteers.
- Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.
Desirable
- Experience of organising volunteers within a health care setting
- Previous NHS experience, or experience of working in a healthcare setting.
Skills and Abilities
Essential
- Ability to make decisions in a constantly changing environment (e.g. clinic setting) using judgement to deal with queries or escalate where necessary.
- Advanced keyboard skills, and competent use of IT.
- Able to deal with sensitive information with tact, diplomacy and understanding.
Values
Essential
- Demonstrate ability to meet Trust Values of safety, kindness, teamwork and improving
Communication
Essential
- Able to communicate clearly and sensitively with a wide range of stakeholders, in situations where there may be barriers to understanding (e.g. language difficulties, anxious or distressed patients or relatives).
Personal and People Development
Essential
- Able to work independently, managing own workload, prioritising tasks and allocating work appropriately to others.
- Able to induct new staff into the department, providing training to new colleagues.
- Able to manage a rota and supervise a team of volunteers, providing day to day supervision and support, including delegating tasks and work allocation.
Responsibilities towards promoting Equality Diversity and Inclusion
Essential
- Demonstratable understanding of Equality, Diversity, and Inclusion and how it relates to volunteer recruitment and management
- or Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties
Ensure the risk of infection to self, colleagues, patients, relatives and visitors is minimised by:
Essential
- Being familiar with, and adhering to Trust policies and guidance on infection prevention and control.
- Completing all required training and education (both via e-learning and face to face) on infection prevention and control.
- Including infection prevention and control as an integral part of your continuous personal/professional development and included in your annual appraisal
- Taking personal responsibility so far as is reasonably practicable, in helping ensure that effective prevention and control of health care associated infections is embedded into everyday practice and applied consistently.
Specific Requirements
Essential
- Able to attend and participate in all statutory and other training events in order to continue personal and professional development
- Evidence of experience in training and facilitation for volunteers to support their personal development
- Able to give talks or presentations to groups
- Able to work flexibly including very occasional work outside normal working hours in order to support volunteers
- Able to travel to other hospitals within the Trust
Desirable
- Basic level of experience with databases, including the TRAC or Better Impact database
Person Specification
Knowledge and Qualifications
Essential
- Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
- Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment.
- Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
- Knowledge of the principles of Volunteer Management
Desirable
- NVQ Level 4 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.
Experience
Essential
- Experience and understanding of recruiting, interviewing, and placing volunteers.
- Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.
Desirable
- Experience of organising volunteers within a health care setting
- Previous NHS experience, or experience of working in a healthcare setting.
Skills and Abilities
Essential
- Ability to make decisions in a constantly changing environment (e.g. clinic setting) using judgement to deal with queries or escalate where necessary.
- Advanced keyboard skills, and competent use of IT.
- Able to deal with sensitive information with tact, diplomacy and understanding.
Values
Essential
- Demonstrate ability to meet Trust Values of safety, kindness, teamwork and improving
Communication
Essential
- Able to communicate clearly and sensitively with a wide range of stakeholders, in situations where there may be barriers to understanding (e.g. language difficulties, anxious or distressed patients or relatives).
Personal and People Development
Essential
- Able to work independently, managing own workload, prioritising tasks and allocating work appropriately to others.
- Able to induct new staff into the department, providing training to new colleagues.
- Able to manage a rota and supervise a team of volunteers, providing day to day supervision and support, including delegating tasks and work allocation.
Responsibilities towards promoting Equality Diversity and Inclusion
Essential
- Demonstratable understanding of Equality, Diversity, and Inclusion and how it relates to volunteer recruitment and management
- or Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties
Ensure the risk of infection to self, colleagues, patients, relatives and visitors is minimised by:
Essential
- Being familiar with, and adhering to Trust policies and guidance on infection prevention and control.
- Completing all required training and education (both via e-learning and face to face) on infection prevention and control.
- Including infection prevention and control as an integral part of your continuous personal/professional development and included in your annual appraisal
- Taking personal responsibility so far as is reasonably practicable, in helping ensure that effective prevention and control of health care associated infections is embedded into everyday practice and applied consistently.
Specific Requirements
Essential
- Able to attend and participate in all statutory and other training events in order to continue personal and professional development
- Evidence of experience in training and facilitation for volunteers to support their personal development
- Able to give talks or presentations to groups
- Able to work flexibly including very occasional work outside normal working hours in order to support volunteers
- Able to travel to other hospitals within the Trust
Desirable
- Basic level of experience with databases, including the TRAC or Better Impact database
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).
