Community Response Administrator

4 days ago

Melbourn, United Kingdom East of England Ambulance Service Trust Full time

Responsible for delivering effective administrative support, to all aspects of the volunteer engagement. P rovide administrative support to the Volunteer Hub team. B e the first point of contact for internal and external communications for the Trust relating to volunteering and deal with all enquiries appropriately. P rovide administrative support to appropriate meetings relating to the volunteers held at HQ. Responsible for holding all policies and procedures and to act as gate-keeper for all records where appropriate. Provide organisational support for key events, and social media communication with external stakeholders.

The main duties of this role are to organise all meeting dates, times and venues for the Volunteer Hub team, including undertaking all the administrative functions. Communicate the information both internally and externally to partners in a timely manner. Manage all regional volunteer meeting administration, liaising with COO and their office, other executives, directors, managers and volunteers in a manner consistent with the Trust values, communicating all agendas, action logs and minutes in a timely manner Communicate effectively through multiple platforms. Maintain governance of personnel data, and document control. Support the Community Response team in all administrative and organisational task required to enable the volunteers to provide clinical care to patients.

Working for the East of England Ambulance Service enables you to be part of a team, impacting on patients care through the provision of good administrative support of the volunteers. There is a team ethos and a focus on wellbeing of our staff and volunteers.

Communicate information both internally and externally to partners in a timely manner.

Manage all regional volunteer meeting administration, liaising with COO and their office, other executives, directors, managers and volunteers in a manner consistent with the Trust values, communicating all agendas, action logs and minutes in a timely manner

Communicate through the medium of social media to promote and support volunteer activity within EEAST

Effectively communicate the Trust vision and values.

Communicate in a clear and appropriate manner though written and verbal methods, utilising Microsoft Office, and internal bespoke tools

Act as the initial point of contact for internal and external stakeholders. Responsible for supporting all aspects of contacts regarding the volunteers and ensure they are managed to a high standard. Act autonomously where appropriate in dealing with enquiries.

Provide support and mentoring for new staff within the team in relation to administrative processes

Build and maintain relationships with internal and external stakeholders within the volunteer arena

Communicate effectively with Occupational Health providers, and HR maintaining the requirement for confidentiality and respect

Manage the GRS for the community response team, in conjunction with the leadership team ensuring all policies and processes are followed.

Maintain the volunteer database, and records of safer recruitment, undertaking spot checks in conjunction with the volunteer leadership team

Maintain all documentation, version controlled and up to date, promoting the professional image of the Trust and department

Ensure appropriate communication is sent to all volunteers

Manage the public facing mail boxes of the community response team

To support Event management including the annual volunteers conference, linking with all stakeholders, providing a co-ordination function. Support local regional and national initiatives within community resuscitation and volunteer management, acting as a point of focus for diary planning.

Provide administrative support using Microsoft Office packages and other Trust supported systems. This includes establishing and maintaining office systems both paper and electronic to a high standard.

Undertake secretarial and administrative duties, preparing documents with a high degree of accuracy including confidential letters and reports.

Prioritise own workload to ensure that work is completed within agreed timescales.

Deal with enquiries from a variety of sources, actioning those within delegated authority.

Pass on to the appropriate person constructive views and ideas on improving services for users and the public. Responsible for adapting own practice as agreed with line manager.

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