Volunteer Services Administration Officer

3 weeks ago

Elland, United Kingdom Overgate Hospice Full time

**Volunteer Services Administration Officer**

**Retail Volunteers**

**Salary Scale**:£20,929 pro-rata (9 MONTHS FIXED TERM)

**Grade**: HS6

**Hours**:22.5 hours - salary £11,957.40

**Accountable to**: Head of Volunteer Services

**Responsible to**: Chief Executive
- Overgate Hospice is an independent charity with a mission to ensure that patients and those close to them live with the best possible quality of life. This is enabled by provision of the highest standard of compassionate and evidence-based specialist palliative and end of life care for adults in Calderdale who have active, progressive life limiting illness._

**Job Summary**

As the Volunteer Services Administration Officer Retail, you will process the paperwork relating to recruitment of Overgate Hospice Support (OHS) volunteers in a timely manner, liaising with OHS retail managers and other staff, to ensure records are accurate, ensuring processes and procedures are followed. Supporting and organising recruitment events, campaigns and thank you events for volunteers, with support from the Head of Volunteer Services.

**Minimum Qualifications/Experience Required**

GCSE or equivalent in English and maths

Confident communicator

Competent IT skills with good working knowledge of Word, Excel, and PowerPoint

At least 2 years’ experience of administration and working in an office and dealing with confidential data

**Duties and Responsibilities of the Post**

Accurately process paperwork relating to OHS Retail volunteers and update a variety of spreadsheets and computers systems.

Support the recruitment of OHS Retail volunteers, working with colleagues in Volunteer Services to identify new opportunities to advertise in the community.

Ensure volunteers receive the best experience, are appropriately recruited, engaged, managed, and supported, to enable them to be successful in their roles by completing regular reviews, sending cards when required and acknowledging milestone volunteering anniversaries, sharing stories in Staff News to raise the profile of volunteering in the Hospice.

Attend and support volunteer recruitment and thank you events with other members of the Volunteer Services Team.

Maintain volunteer databases and other systems, to ensure data is correctly recorded and complies with GDPR regulations.

Ensure customer service is professional, friendly and supports the ethos of the Hospice.

Use the fundraising Donorflex system to ensure all volunteer details are recorded and updated accurately.

Any other activity as reasonably requested by your Line Manager.

**Overgate Hospice General Duties and Responsibilities**

Overgate Hospice is a no smoking organisation.

The employee must maintain a safe working environment in accordance with Overgate Hospices Health and Safety policies and abide by the Health and Safety at Work Act (1974).

The employee must complete on-line mandatory training.

The employee must ensure that they always comply with all Hospice policies and procedures and participate in the development and implementation of Hospice policies.

The employee must be actively involved in Hospice Governance and support the audit cycle.

Employees must demonstrate commitment to their own personal development and are required to make a positive contribution to fundraising and raising the profile of the Hospice locally and nationally.

Employees must adhere to the Hospice’s Standards of Behaviour Framework in all aspects of their work.

Work closely with the Head of Volunteer Services as appropriate to ensure that any volunteers are supported in their roles, addressing any issues as they arise.

Use all Hospice resources economically and cost effectively.

**Safeguarding**

All Hospice staff are required to act in such a way that safeguards the health and well-being of children and adults at risk. Familiarisation with and adherence to the hospice safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.

**Valuing Diversity and Equality**

All employees should carry out their duties in accordance with the values and principles of valuing diversity and equity of provision. It is the responsibility of all employees to support the Hospice vision of promoting a positive attitude to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of the Hospice’s Equal Opportunities Policy.

**PERSON SPECIFICATION**

**Qualifications/Training**

**Essential**

A good standard of general education

GCSE or equivalent in English

**Desirable**

GCSE or equivalent in Mathematics

**Experience & Knowledge**

**Essential**

At least 2 years’ experience in a clerical/administrative role

Experience of working in a busy office environment

Experience of working to timescales and deadlines

**Desirable**

Experience of representing an organisation i

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