Job summary
An exciting opportunity has arisen for an enthusiastic and well organised Senior Administrator to join the Volunteer Services Team which supports over 230 Trust volunteers and provides recruitment support for 8 Partner Voluntary Organisations.
Reporting to the Volunteer Services Co-ordinator, the successful applicant will be responsible for ensuring that the recruitment, selection and placement of volunteers is well managed and is carried out in accordance with Trust policies and procedures.
Previous experience of recruiting Staff or Volunteers would be desirable.
- Interview Date: 06 November 2024
-
37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
The successful applicant will play a fundamental role in the recruitment and retention of Volunteers across the Trust always ensuring compliancy with the Volunteer policy and internal audit standards. Therefore, applicants must have strong administration, planning and organisational skills.
An essential part of the role involves communicating with a wide range of people at all levels, both internal and external to the Trust, therefore candidates must have high quality interpersonal skills.
About us
Our staff oversee over 2 million patients 'contacts' each year, delivering high standards of healthcare from the following sites:
- Freeman Hospital
- Royal Victoria Infirmary (RVI)
- Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
- Newcastle Dental Hospital
- Newcastle Fertility Centre
- Northern Centre for Cancer Care, North Cumbria
- Northern Genetics Service
- Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
- To work as part of a team with responsibility for providing high quality administrative support to the Voluntary Service Co-ordinator and the service.
- Responsible for the assisting with the recruitment, management and retention of volunteers.
- Responsible for building and maintaining relationships with dedicated volunteers, staff and Partner Voluntary Organisations.
- Receive and deal with all incoming emails and telephone calls re-directing or taking messages and using initiative to deal with queries where appropriate.
- To respond to all enquiries about voluntary work.
- Send out relevant information/application packs for voluntary work in a timely manner.
- Establish and maintain accurate records of volunteer recruitment activity for the Department.
- To ensure an effective customer service by answering telephone and email requests and dealing with direct inquiries from potential volunteers and external agencies. This will include some decision making as to when to escalate any concerns, potential barriers etc. to the Voluntary Services Co-ordinator.
- To assist with the management of volunteer applications for example sending for references, arranging interview dates, health screening and undertaking DBS checks for potential volunteers.
- To assist the Voluntary Services Co-ordinator to organise and arrange events for volunteers such as Volunteers Week, Recruitment Events, and the Volunteer Socials and attend outside events such as Recruitment Fairs organised by local voluntary centres.
- Take a proactive role in disseminating information to volunteers across the organisation as directed by the Voluntary Services Co-ordinator.
- To update and maintain volunteers records on ESR and Allocate.
- To support the Voluntary Services Co-ordinator in the overall development of the volunteering service within NuTH.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
- To work as part of a team with responsibility for providing high quality administrative support to the Voluntary Service Co-ordinator and the service.
- Responsible for the assisting with the recruitment, management and retention of volunteers.
- Responsible for building and maintaining relationships with dedicated volunteers, staff and Partner Voluntary Organisations.
- Receive and deal with all incoming emails and telephone calls re-directing or taking messages and using initiative to deal with queries where appropriate.
- To respond to all enquiries about voluntary work.
- Send out relevant information/application packs for voluntary work in a timely manner.
- Establish and maintain accurate records of volunteer recruitment activity for the Department.
- To ensure an effective customer service by answering telephone and email requests and dealing with direct inquiries from potential volunteers and external agencies. This will include some decision making as to when to escalate any concerns, potential barriers etc. to the Voluntary Services Co-ordinator.
- To assist with the management of volunteer applications for example sending for references, arranging interview dates, health screening and undertaking DBS checks for potential volunteers.
- To assist the Voluntary Services Co-ordinator to organise and arrange events for volunteers such as Volunteers Week, Recruitment Events, and the Volunteer Socials and attend outside events such as Recruitment Fairs organised by local voluntary centres.
- Take a proactive role in disseminating information to volunteers across the organisation as directed by the Voluntary Services Co-ordinator.
- To update and maintain volunteers records on ESR and Allocate.
- To support the Voluntary Services Co-ordinator in the overall development of the volunteering service within NuTH.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- Educated to Foundation Degree/NVQ level 4 or equivalent qualification or equivalent experience
- Good secondary level education (Minimum of 5 GCSE's (Including English) at grade C or above) or equivalent experience
Knowledge & Experience
Essential
- Good knowledge of IT packages (Excel, Word, Powerpoint, ESR, E-Mail, Intranet, Internet) and keyboard skills
- Previous administration/clerical experience
- Knowledge of the voluntary sector.
- Understanding of confidentiality issues within the NHS
Desirable
- Experience of interviewing candidates
- Previous experience of recruiting volunteers or staff
- Previous experience as a volunteer
- Previous experience of working within the NHS, or similar large complex organisation
- Experience and understanding of working with diverse communities
- Experience of working within the customer service industry
Skills & Abilities
Essential
- Sound administration skills
- Ability to prioritise own workload
- High quality interpersonal skills, with confidence to communicate positively with people at all levels within the Trust, and in external organisations.
Person Specification
Qualifications & Education
Essential
- Educated to Foundation Degree/NVQ level 4 or equivalent qualification or equivalent experience
- Good secondary level education (Minimum of 5 GCSE's (Including English) at grade C or above) or equivalent experience
Knowledge & Experience
Essential
- Good knowledge of IT packages (Excel, Word, Powerpoint, ESR, E-Mail, Intranet, Internet) and keyboard skills
- Previous administration/clerical experience
- Knowledge of the voluntary sector.
- Understanding of confidentiality issues within the NHS
Desirable
- Experience of interviewing candidates
- Previous experience of recruiting volunteers or staff
- Previous experience as a volunteer
- Previous experience of working within the NHS, or similar large complex organisation
- Experience and understanding of working with diverse communities
- Experience of working within the customer service industry
Skills & Abilities
Essential
- Sound administration skills
- Ability to prioritise own workload
- High quality interpersonal skills, with confidence to communicate positively with people at all levels within the Trust, and in external organisations.
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).
