Voluntary Services Administrator

Job description

Job responsibilities

Act as the liaison point and first point of contact for all matters relating to Voluntary Services Department. Resolve queries or raise with supervisor as necessary.

Respond to general enquiries by telephone, in person, e-mail and relevant online systems including local volunteer centre connect systems.

Input data and update Voluntary Services systems/databases ensuring information is processed accurately and within timescales, to maintain up to date electronic personal files for the volunteer workforce.

Maintain and update relevant data/evaluation sheets for Voluntary Services Department projects as required.

Advertise volunteer vacancies, through the relevant systems: trust website, social media channels, local volunteer centres, local colleges etc.

Liaise with volunteer applicants and recruiting managers to progress recruitment in line with key performance indicators.

Ensure all pre-employment checks, including: ID checks, right to work checks, occupational health clearance, references and DBS checks are undertaken in line with legislation and policies and procedures.

To assist the Volunteer Coordinator to develop and maintain accurate rotas and coordinate the allocation of duties with consideration to holiday, sickness and absence cover so that all volunteer services run smoothly and efficiently.

Maintain financial records including checks on income and expenditure for the volunteer shop trolley service. Account for any discrepancies and any financial issues, ensuring the Head of Voluntary Services is briefed on issues of concern.

Check and process volunteer expenses claims, checking attendance against records to ensure accuracy.

Person Specification

Skills and Abilities

Essential

• Use of MS Office software to intermediate level, to include Excel, Outlook, PowerPoint and Teams.
• Able to demonstrate advanced communication skills; both verbally and in writing.
• Demonstrate the ability to respond in a flexible manner to competing demands of the service, teams' and individual workload.

Qualifications

Essential

• Evidence of good general education to include GCSE or equivalent in Maths and English
• Experience in a public-facing role

Experience

Essential

• Experience in a secretarial/administration role/patient facing role or project support role.
• An understanding of the organisation's Equal Opportunity Policy

Desirable

• Experience of working in the NHS, ideally in a mental health environment
• Experience of recruitment

Personal Qualities

Essential

• Diplomatic and sensitive to the needs of staff patients and volunteers.
• Able to use own initiative and deliver results.

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.

Certificate of Sponsorship

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).

Employer details

Employer name

North London NHS Foundation Trust

Address

Highgate Mental Health Centre

130 Dartmouth Park Hill

London

N19 5FJ

Employer's website

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