Job summary
To provide effective administrative support to the Volunteer Resources Team. The post holder will support the internal systems, procedures, and activities of the team, ensuring a positive and meaningful volunteer experience.
Main duties of the job
Were looking for a highly organised, capable, and experienced administrator, who is fully competent in MS office and has experience with systems management. Youll have great interpersonal skills, be approachable, open, and able to communicate with volunteers and staff across the organisation. Youll demonstrate excellent attention to detail and accuracy in your work, have a positive solution focused outlook, and the ability to prioritise and manage a broad workload.
About us
St Peter's Hospice is a well-loved hospice that provides extensive inpatient and community services, in Bristol and the surrounding areas. Every year St Peter's Hospice makes a difference in the lives of thousands of patients and their families when it matters most.
Many of our staff work directly with patients and their families in nursing, health care and medical jobs. Others raise money to support patient care through our chain of over 40 charity shops and our fundraising activities. We also have a significant number of staff working in varied office-based roles.
Our aim is to provide an inclusive, safe and healthy workplace that boosts creativity and motivation.
Our Inpatient Unit is a state-of-the-art centre of clinical excellence, that was built with the generous support of the people of Bristol. Beyond our Inpatient Unit, you'll find our team in homes and on the phone 24/7. More recently in response to the pandemic we have moved some services online to continue support for our patients.
The Hospice is also a centre of educational excellence and we teach other healthcare professionals about how to care for people at the end of their lives, supporting the NHS and care homes provide end of life care.
Job description
Job responsibilities
Administer the current volunteer database, and support with data cleansing in preparation for migration to a new Volunteer Management System.
Ensure rota coverage of volunteer roles at the Brentry site.
Manage the Volunteer email Inbox responding to general enquiries in a timely and professional manner.
Creating volunteer ID and till card badges for retail volunteers and staff.
Exiting retail volunteers on our till system database.
Maintain basic office systems and processes.
Support the Head of Volunteering to ensure access control, quality, retention, and security of volunteer data.
Support the functionality development, testing and user support of the new Volunteer Management System (VMS) as needed.
Support the administration of volunteer engagement events.
Support the collection, analysis, and presentation of volunteer monitoring data, including the bi-annual volunteer survey.
Manage and prioritise allocated workload to meet deadlines in a continually changing work environment.
Present a professional, positive image both internally and externally and work collaboratively with colleagues.
Proactively manage all activities under your remit, identifying opportunities to improve processes.
Correspond professionally, sensitively and appropriately with all volunteers.
Deal sensitively with confidential information while understanding and abiding by SPH Supporter Record Policy.
To perform any other reasonable tasks as requested by your line manager.
Job description
Job responsibilities
Administer the current volunteer database, and support with data cleansing in preparation for migration to a new Volunteer Management System.
Ensure rota coverage of volunteer roles at the Brentry site.
Manage the Volunteer email Inbox responding to general enquiries in a timely and professional manner.
Creating volunteer ID and till card badges for retail volunteers and staff.
Exiting retail volunteers on our till system database.
Maintain basic office systems and processes.
Support the Head of Volunteering to ensure access control, quality, retention, and security of volunteer data.
Support the functionality development, testing and user support of the new Volunteer Management System (VMS) as needed.
Support the administration of volunteer engagement events.
Support the collection, analysis, and presentation of volunteer monitoring data, including the bi-annual volunteer survey.
Manage and prioritise allocated workload to meet deadlines in a continually changing work environment.
Present a professional, positive image both internally and externally and work collaboratively with colleagues.
Proactively manage all activities under your remit, identifying opportunities to improve processes.
Correspond professionally, sensitively and appropriately with all volunteers.
Deal sensitively with confidential information while understanding and abiding by SPH Supporter Record Policy.
To perform any other reasonable tasks as requested by your line manager.
Person Specification
Qualifications
Essential
- Good literacy and numeracy skills (evidenced by Maths and English GCSE) or equivalent experience.
Desirable
- Qualifications relevant to the role.
Experience
Essential
- Excellent IT skills; and experience of working with CRMs
- Experience of working in an administration role.
- Experience of working alongside or coordinating volunteers.
- Experience of inputting and organising significant volumes of data and producing basic reports and summaries.
- Experience of implementing and maintaining the key principles of Information Governance.
- Coping with variable workloads across different departments.
Desirable
- Experience of preparing agendas and taking minutes
Additional Criteria
Essential
- Excellent organisation and administrative skills.
- Excellent IT skills; competent in MS Office.
- Able to demonstrate accuracy and attention to detail.
- Able to prioritise own workload.
- Excellent interpersonal skills.
Additional Criteria
Essential
- Self-motivated and able to act on own initiative.
- Solution focused.
- Willing to learn and adapt.
- Approachable, non-judgemental, and empathetic.
- Confidential manner
- Commitment to the values of St Peters Hospice.
- Driving license and own transport
Person Specification
Qualifications
Essential
- Good literacy and numeracy skills (evidenced by Maths and English GCSE) or equivalent experience.
Desirable
- Qualifications relevant to the role.
Experience
Essential
- Excellent IT skills; and experience of working with CRMs
- Experience of working in an administration role.
- Experience of working alongside or coordinating volunteers.
- Experience of inputting and organising significant volumes of data and producing basic reports and summaries.
- Experience of implementing and maintaining the key principles of Information Governance.
- Coping with variable workloads across different departments.
Desirable
- Experience of preparing agendas and taking minutes
Additional Criteria
Essential
- Excellent organisation and administrative skills.
- Excellent IT skills; competent in MS Office.
- Able to demonstrate accuracy and attention to detail.
- Able to prioritise own workload.
- Excellent interpersonal skills.
Additional Criteria
Essential
- Self-motivated and able to act on own initiative.
- Solution focused.
- Willing to learn and adapt.
- Approachable, non-judgemental, and empathetic.
- Confidential manner
- Commitment to the values of St Peters Hospice.
- Driving license and own transport
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.