Volunteer Services Admin

3 months ago

Wirral, United Kingdom Wirral Hospice Full time

**Job Profile**

**Job Information**

**Job Title **Volunteer Services Administrator

**Reports to **Volunteer Services Manager

**Accountable to **Director of Workforce

**Contract**

**Job Summary**

The postholder will be the primary point of contact for volunteers within the hospice. Responsible for
the day-to-day organisation of administration tasks within Volunteer Services Team (part of the
Workforce Dept), including supporting the volunteer services manager in recruitment and the
selection of our volunteer workforce.

**Key Responsibilities
**Main Duties of post**
- Supporting the volunteer services manager undertake all aspects of administration activities

managing database and spreadsheets.
- Manage the volunteering services diary for regular activities including interviews, Inductions,

and any other key team activities.
- To act as the first point of contact for all enquiries from current and potentially new volunteers

fostering and maintaining positive relationships.
- Maintain and input all volunteer records accurately onto the database system, and

spreadsheets.
- Ensure all relevant rotas are covered with sufficient volunteers.
- Ensure the accurate maintenance and security of personnel files and information for

volunteers in line with data protection legislation and confidentiality requirements generate
reports when requested to communicate the contribution and value of volunteers to the
organisation.

the volunteer workforce and monitoring their return.
- To support the volunteer services manager with the organisation of social functions for the

volunteers with the flexibility to work occasional evenings or weekends.
- To assist departmental managers to support and manage their volunteer teams.
- To assist with the organisation of corporate volunteering events, ensuring catering and

facilities are arranged.
- To support the volunteer services manager in the promotion of volunteering opportunities

within the hospice and our retail outlets.
- To support the volunteer services manager maintain volunteering profile on internal

communication channels.
- To support the organisation and delivery of volunteer recruitment, engagement and

community-building events to increase the profile and involvement of volunteering.
- To contribute to the review, development and implementation of robust practises, policies

and procedures
**Training**
- To complete training and instruction as may be required to carry out the role which will

include e-Learning modules that will be identified.
- Attend and participate in meetings as may be reasonably required

**Personal Development**
- Undergo such training or instruction as may be required to competently carry out the needs

of the job.
- Be proactive and look at personal development opportunities

To observe the provisions of and adhere to all hospice policies and procedures.

**Health & Safety/Security**
It is the duty of every employee to work in such a way that accidents to themselves and to others are
avoided, and to co-operate in maintaining their place of work in a tidy and safe condition, thereby
minimising risk. Employees will, therefore refer any matters of concern through their line manager.
Similarly, it is each person’s responsibility to ensure a secure environment and bring any breaches of
security to the security to the attention of their manager.

**Safeguarding**
Wirral Hospice St John’s has a responsibility to ensure that all children/young people and adults are
adequately safeguarded and protected and that ‘Safeguarding is Everyone’s Business”. As a
consequence, all staff are required to adhere to national and local safeguarding policies/procedures
and to act upon any concerns in accordance with them.

**Equality and Diversity**
Wirral Hospice St John’s has given its full commitment to the adoption and promotion of the key
principles of equality and diversity of equal opportunities contained within current legislation and the
Wirral Hospice St John’s Equality Policy.

**Confidentiality**
In the course of your duties you will have access to confidential material about patients, members of
staff or other hospice business. On no account must information relating to identifiable patients be
divulged to anyone other than authorised persons, for example, medical, nursing or other
professional staff, as appropriate, who are concerned directly with the care, diagnosis and
or/treatment of the patient. If you are in any doubt whatsoever as to the authority of a person or body
asking for information of this nature, you must seek advice from your manager. Similarly, no
information of a personal or confidential nature concerning individual members of staff should be
divulged to anyone without the proper authority having first been given.

To keep up to date with the requirements of information governance, undertake mandatory training
and follow hospice policies and procedures to ensure that hospice information is dealt with legally,

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