Volunteer Services Administrative Officer
7 days ago
Act as the point of contact for dealing with routine enquiries made to Volunteer Services department using judgement and decision making to ensure outcome of communication is satisfactory. This will include liaising with other team members and or Volunteers as appropriate. Ensure office standards are adhered to; ensuring a high level of professional, empathy and exceptional customer service at all times. To 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 canbe 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 andComplex 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.
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 othersensitive information are secure at all times. Whilst the post is predominantly based on one site, this is a group position and there will be the requirement to work cross site when needed.
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