UHN Volunteer Services Administrative Officer

Kettering General Hospital NHS Foundation Trust

Sep 7

Job
Full-time
Mid Level

AI generated summary

You must have strong IT skills, proficiency in Microsoft Office, experience with volunteer management software, data analysis abilities, and effective communication for sensitive information.
You will manage volunteer inquiries, oversee administration, ensure compliance, maintain records, analyze data, assist with onboarding, support volunteer coordination, and handle sensitive communications.

Requirements

- 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
- 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

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.
- This will include liaising with other team members and or Volunteers as appropriate.
- 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.
- 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 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.

FAQs

What are the primary responsibilities of an Administrative Officer in Volunteer Services?

The primary responsibilities include acting as a point of contact for routine enquiries, managing the Volunteer Services Administrator, ensuring office standards and exceptional customer service, liaising with clinical and non-clinical areas, overseeing the volunteer management software, producing reports, and supporting the onboarding process for new volunteers.

Where will I be required to work?

You will be required to regularly work at both Northampton General Hospital NHS Trust and Kettering General Hospital NHS Foundation Trust.

What kind of skills are required for this position?

High levels of IT literacy, attention to detail, proficiency in Microsoft Office packages, and an understanding of creative systems like Canva are required. Additionally, strong communication and customer service skills are essential.

Is experience with volunteer management software necessary for this role?

Yes, overall oversight and management of the volunteer management software tool (Better Impact) is a key responsibility, so familiarity with such systems is necessary.

Will I need to attend meetings?

Yes, you will need to attend meetings as required to ensure effective communication with service users and that Volunteer Services is represented.

Can this position require evening or weekend work?

Yes, there may be occasions when evening or weekend work is required, but this will be agreed upon with appropriate notice.

How does this role work with sensitive information?

The role involves managing sensitive and complex information related to patient needs while ensuring confidentiality is maintained in all communications.

What support is available for managing volunteers?

You will provide support to coordinators in managing volunteers, assist with induction processes, and help with the weekly rotas of volunteer cover within the Trust.

How is performance evaluated concerning volunteer utilization?

Monthly reports on the utilization of volunteers are produced, which include data analysis and identification of actions taken to improve performance.

Is there a requirement for flexibility in this role?

Yes, flexibility is required, including the ability to adapt work priorities and accommodate various situations as needed.

Kettering General Hospital NHS Foundation Trust

Our vision is “to provide safe high quality care to our communities”

Science & Healthcare

Industry

1001-5000

Employees

1897

Founded Year

Mission & Purpose

Kettering General Hospital NHS Foundation Trust provides a range of healthcare services, including emergency care, surgery, and specialized treatments, to the community in Kettering and surrounding areas. Their mission is to deliver high-quality, patient-centered care that improves health outcomes and enhances the quality of life for their patients. Their purpose is to ensure excellent care through innovation, compassion, and commitment to the well-being of the people they serve.