Volunteer Services Placement Coordinator

3 months ago

London, United Kingdom King's College Hospital NHS Foundation Trust Full time

An exciting opportunity has arisen for a volunteer Placement Coordinator at King's College Hospital. We are looking for a dedicated individual who is passionate about supporting the people in our community to become the best volunteers they can be.

(1) To support with the administration of placing volunteers.

(2) To act as the first point of contact for volunteers on placement.

(3) To be responsible for data integrity in the volunteer management system.

(4) To support the Placements Manager with volunteer events, celebrations and social activities.

(5) To support overall KPI attainment of the service.

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.
1. To support with the administration of placing volunteers.
- To provide administrative support to the placement process ensuring specified timescales and KPIs are met.
- To assist the placement manager in placing volunteers in relevant roles across the Trust.
- To support the placement manager in revising role descriptions, checking rota attendance, and addressing and resolving issues.
- To support the placement manager in the administration of ad-hoc volunteer support requests.
- To work with the placements manager in the administration of the volunteer database maintaining accurate records and producing reports as and when requested.
- To agree with volunteers and placement managers start dates, ensuring volunteers know where to go, when to arrive and who to ask for.
- To ensure that volunteers receive ID cards and complete their local induction and associated paperwork when starting their placement.
- To maintain volunteer management system placement records, rotas and schedules ensuring these are kept up-to-date and shared with all relevant stakeholders.
- To respond to reference requests within appropriate timescales.
- To manage the reimbursement of volunteer travel and meal expense claims.

1. To act as the first point of contact for volunteers on placement
- To communicate regularly and effectively with volunteers and placements throughout the process, using standard templates as a guide.
- To actively engage with volunteers, gaining understanding of their experience to ensure that expectations are being met so as to ensure high retention.
- To ensure volunteer are signing in and out on Better Impact and approving their shifts.
- To ensure standards are maintained and to offer support to volunteers where behaviours aren’t at the expected level, escalating issues to placement manager where appropriate.
- To actively engage with staff in placements to ensure volunteers are adding value to their departments.

1. To be responsible for data integrity in the volunteer management system.
- Ensure attention to detail in all data entry.
- To conduct regular compliance checks to ensure data accuracy.
- To have a full understanding of Better Impact, supporting the team to use it to its full capabilities.
- To run regular reports on volunteer activity using Better identifying weaknesses and providing suggestions for improvement.
- To use Better Impact to report monthly and as requested on key performance metrics, and protected characteristics.

1. To support the Placements Manager with volunteer events, celebrations and social activities
- To research ideas, themes, locations and suppliers for events and celebrations, providing detailed options to assist with the placement manager’s decision making.
- To produce and distribute invitations and manage responses.
- To liaise with suppliers and venues to confirm booking, catering and supplies.
- To support with setting up and cleaning up of venue.
- To follow up with attendees, using feedback from surveys to ensure continuous imp

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