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Administrative Officer
2 months ago
We are seeking an experienced and skilled Administrative Officer to join our Volunteer Services team at Northampton General Hospital. As an Administrative Officer, you will play a key role in the coordination of recruitment campaigns, supporting the Volunteer Services Coordinators to attract new volunteers and ensure the service is inclusive and accessible.
Key Responsibilities- Act as the point of contact for dealing with routine enquiries made to Volunteer Services department across UHN using judgement and decision making to ensure outcome of communication is satisfactory.
- Day to day line management responsibility for the Volunteer Services Administrator.
- Ensure office standards are adhered to; ensuring a high level of professional, empathy and exceptional customer service at all times.
- Liaise directly with clinical, non-clinical areas and external organisations to ensure volunteering opportunities are effectively advertised and promoted.
- Ensure communication to clinical/non-clinical areas is effective and clearly identifies what tasks can be undertaken by a volunteer and what is inappropriate.
- High level of IT literacy and attention to detail with the ability to analyse data to produce graphs and presentations.
- Proficient in Microsoft Office software packages including Word, Excel and computer databases.
- Understanding of Canva/other creative systems to create marketing documents for internal and external stakeholders.
- Overall oversight and management of the volunteer management software tool (Better Impact), ensuring data is accurately recorded and volunteers are compliant with use.
- Daily use of Volunteer management and financial systems packages.
- Production and interpretation of monthly reports of the utilisation of volunteers and identify actions taken to improve performance.
- Extract data from the management software package to produce graphs and presentations for the Head of Volunteer Services to present to stakeholders.
- Manage and communicate a wide range of information, some of which will be sensitive and complex relating to patient information and needs.
- Support the coordinators in the management of the volunteers when needed.
- Provide general administrative services as required by Volunteer Services.
- To continually develop the onboarding process for new volunteers and ensure it includes all mandatory information.
- Attend meetings, as required to ensure effective communication with all the service users and volunteer services are represented.
- Maintain accurate and up-to-date training records for all volunteers to give assurance that compliance is adhered to in line with trust policy.
- Provide timely collection and delivery of paperwork throughout the Trust on a regular basis which will involve frequent visits to clinical/non-clinical areas.
- Prepare papers and complete necessary documentation for meetings/recruitment days.
- Provide group cross-cover within team during absence.
- Support with the weekly rotas of volunteer cover within the Trust.
- Arrange/Support the induction for volunteers on their first shift and make any reasonable adjustments if required.
- Act as the point of contact with HRSC for progress of volunteer applications and attend weekly progress meetings.
- Plan for situations which are known; and to be able to re-prioritise work and accommodate.
- To monitor the charitable funds within the department and support with the Fundraising Group to ensure sufficient funds are available for future purchases. Monitor and review the fundraising group in Volunteer services ensuring that budget is adhered to and that funds are appropriately spent.
- Be able to work flexibly when required, including the occasional evening/weekend working if needed (this will be agreed with the appropriate amount of notice).
- Deal with concerned patients, relatives, carers and visitors with tact, patience and discretion especially when conveying sensitive information.
- Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
- Education, Training & Qualifications
- Essential
- GCSE level or equivalent level of education, training or experience.
- NVQ3, RSA2 or equivalent experience or qualifications.
- IT Skills - Microsoft office package including advanced excel, Word, PowerPoint.
- Knowledge of Better Impact or Equivalent Management Software Database.
- Essential
- Knowledge & Experience
- Essential
- Experience of data entry, including advanced keyboard skills.
- Excellent written and verbal communication skills.
- Excellent interpersonal and organisational skills with the ability to communicate effectively.
- IT Skills - Microsoft office package including advanced excel, Word, PowerPoint.
- Experience of working in a busy office environment.
- Ability to produce graphs from statistics taken from systems/software.
- Essential
- Desirable
- Knowledge and experience of working within the NHS.
- Essential
- Plan and organise tasks including arranging interviews, appointments and diary commitments.
- Excellent interpersonal and organisational skills with the ability to communicate effectively.
- Must be able to work as part of a team.
- Accuracy and attention to details.
- Organisational skills and the ability to work methodically and prioritise.
- Ability to cope under pressure with periods that require high levels of concentration.
- Able to maintain confidentiality at all times.
- Experience of analysing and interpreting data in order to make informed decisions.
- Essential
- Willingness to seek and find new solutions to problems and propose change.
- Ability to use own initiative.
- Confident to establish and maintain good working relationships at all levels.
- Must be able to understand the needs of patients and deal with them with tact and sensitivity.
- Ability to handle difficult conversations.
- Ability to sit and work at a desk/VDU for long periods of time.
- Word process and data input for a substantial proportion of working time.
- Concentration when transcribing dictations or; possible frequent interruptions.
