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Group Volunteer Services Administrative Officer
3 months ago
Job summary
This is a 6 month Fixed Term Contract. The position is a Group role so there is a requirement to work at both Northampton General Hospital NHS Trust and Kettering General Hospital NHS Foundation Trust.
The Volunteer Services across the University Hospitals of Northamptonshire is a challenging and changing environment, as an Administrative Officer you will have excellent communication and good interpersonal skills, the ability to multi-task and work both on your own initiative and within a team.
Word processing skills and experience of producing spreadsheets and graphs, as well as PowerPoint presentations are essential.
This post has a key focus on data collection, administration management and dealing with day to day enquiries from all stakeholders. . It requires high levels of organisational skills.
The candidate will oversee the administrative tasks related to recruitment of new volunteers to ensure all adhere to NHS guidelines. This post will play a key role in the coordination of recruitment campaigns, supporting the Volunteer Services Coordinators to attract new volunteers to ensure the service is inclusive and accessible. .
They will also provide effective input into the work of the Trust, to support the achievement of our vision and values.
Main duties of the job
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.
About us
University Hospitals of Northamptonshire is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with Northampton General Hospital NHS and Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
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.
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 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.
Person Specification
Education, Training & Qualifications
Essential
Educated to 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
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
Desirable
Knowledge and experience of working within the NHS
Skills
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
Key Competencies/ Personal Qualities & Attributes
Essential
Willingness to seek and find new solutions to problems and propose change Working cross site working and travelling between sites 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 Word process and data input for a substantial proportion of working time Concentration when transcribing dictations or; possible frequent interruptions Ability to sit and work at a desk / VDU for long periods of time.