Job summary
Are you passionate about patient care and service improvement?
Volunteers are vital to the future of Lewisham and Greenwich NHS Trust and it is essential that we recruit and retain the very best volunteers to support our services and that the volunteers have a valuable and worthwhile volunteering experience. To that end an exciting opportunity has arisen for two substantive Voluntary Services Administrators one based at University Hospital Lewisham and one based at Queen Elizabeth Woolwich working 3 days per week.
We are looking for an individual who can demonstrate an excellent patient focused service in partnership with Trust staff. They will be required to work flexibly to provide an efficient and effective administrative function to support and coordinate the activities of Voluntary Services. This role requires excellent computer, administrative and outstanding communication skills (both verbal and written)
Main duties of the job
- First point of contact for volunteer enquiries and ensuring that messages are passed on appropriately and in a timely manner.
- To deal with volunteers in a mature manner when speaking to them on the phone and face to face. confidentiality should be maintained at all times.
- To deal with written and telephone enquiries s as appropriate.
- To book meetings and interviews as required
- To participate in administration duties such as the answer phone, cancellation e-mails, post, scanning - Booking of Volunteer inductions, and liaise with the department leads to arrange start dates.
- Provide cover for colleagues during annual leave, sickness and busy periods - this may mean going to different sites.
- Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- To direct commercial and other visitors to the right department ensuring that the relevant people are notified.
- To keep up to date record of staff and visitor's movement in & out of the department in line with Health & Safety procedures.
- Manage tidiness and appearance of the department.
About us
Lewisham and Greenwich NHS Trust is a community focused provider of local and acute care, providing high quality services to over one million people living across the London boroughs of Lewisham, Greenwich and Bexley. With a turnover of around £700 million, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham and a range of community settings in Lewisham. We also provide some services at Queen Mary's Hospital in Sidcup.
As an organisation, we've made significant improvements for patients and staff in the last two and-a-half years. This is reflected in our most recent Care Quality Commission (CQC) inspection (from February 2020), which found improvements across the organisation and gave us an improved rating of "Good" in the Well-Led and Effective domains, in addition to the rating of "Good" that we had already achieved in the Caring domain. Our staff culture change programme has been key to the Trust's improvement journey, as we've stabilised our workforce by reducing vacancy rates and improving staff retention. We've also significantly increased the representation of minority ethnic leaders across our clinical and corporate teams.
Job description
Job responsibilities
Job Description
Job title: Voluntary Service Administrator
Division: Medical
Banding: Band 3 22hrs
Responsible to: Voluntary service coordinator
Accountable to: Head of Voluntary Services
Site/Base: University Hospital Lewisham
Job Purpose
Be responsible for supporting the day-to-day running of the voluntary services offices, whilst assisting the Voluntary Services Team across the range of their duties. Deputising for the co-ordinators when they are on annual leave.
The Voluntary Services Administrator should display at all times a helpful, friendly and courteous attitude to staff and volunteers, visitors, patients and colleagues. Be reliable with good time keeping and making best use of their time management. To attend training sessions as appropriate to their role
Key Result Areas & performance
- Reception Area
- First point of contact for volunteer enquiries and ensuring that messages are passed on appropriately and in a timely manner.
- To deal with volunteers in a mature manner when speaking to them on the phone and face to face. confidentiality should be maintained at all times.
- To deal with written and telephone enquiries s as appropriate.
- To book meetings and interviews as required
- To participate in administration duties such as the answer phone, cancellation e-mails, post, scanning - Booking of Volunteer inductions, and liaise with the department leads to arrange start dates.
- Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
- Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- To direct commercial and other visitors to the right department ensuring that the relevant people are notified.
- To keep up to date record of staff and visitors movement in & out of the department in line with Health & Safety procedures.
- Manage tidiness and appearance of the department.
- .
- To develop working relationships across the trust with departmental leaders and their team
- Ordering, Receiving and Despatching Goods
- Order all stock for services within site as relevant.
- Maintain skills in ordering on SBS system.
- To be responsible for receiving all goods on arrival at bases and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
- To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
- General Administration/Clerical
- To take messages ensuring complete confidentiality in accordance with Trust policy.
- General filing duties as required.
- Accurate data entry.
- Ensure all notice boards are up to date and tidy in consultation with Ward Sister.
- Provide cover for the above duties across all sites as required.
- To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.
- Maintain confidentiality at all times.
- To be aware of existing processes and offer suggestions for improving services.
- Take minutes as required.
- Any adhoc typing required, i.e. letters etc.
- Ensure all Mandatory training is undertaken in a timely manner.
- Any other equivalent duties consistent with the level and purpose of the post.
Job description
Job responsibilities
Job Description
Job title: Voluntary Service Administrator
Division: Medical
Banding: Band 3 22hrs
Responsible to: Voluntary service coordinator
Accountable to: Head of Voluntary Services
Site/Base: University Hospital Lewisham
Job Purpose
Be responsible for supporting the day-to-day running of the voluntary services offices, whilst assisting the Voluntary Services Team across the range of their duties. Deputising for the co-ordinators when they are on annual leave.
The Voluntary Services Administrator should display at all times a helpful, friendly and courteous attitude to staff and volunteers, visitors, patients and colleagues. Be reliable with good time keeping and making best use of their time management. To attend training sessions as appropriate to their role
Key Result Areas & performance
- Reception Area
- First point of contact for volunteer enquiries and ensuring that messages are passed on appropriately and in a timely manner.
- To deal with volunteers in a mature manner when speaking to them on the phone and face to face. confidentiality should be maintained at all times.
- To deal with written and telephone enquiries s as appropriate.
- To book meetings and interviews as required
- To participate in administration duties such as the answer phone, cancellation e-mails, post, scanning - Booking of Volunteer inductions, and liaise with the department leads to arrange start dates.
- Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
- Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- To direct commercial and other visitors to the right department ensuring that the relevant people are notified.
- To keep up to date record of staff and visitors movement in & out of the department in line with Health & Safety procedures.
- Manage tidiness and appearance of the department.
- .
- To develop working relationships across the trust with departmental leaders and their team
- Ordering, Receiving and Despatching Goods
- Order all stock for services within site as relevant.
- Maintain skills in ordering on SBS system.
- To be responsible for receiving all goods on arrival at bases and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
- To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
- General Administration/Clerical
- To take messages ensuring complete confidentiality in accordance with Trust policy.
- General filing duties as required.
- Accurate data entry.
- Ensure all notice boards are up to date and tidy in consultation with Ward Sister.
- Provide cover for the above duties across all sites as required.
- To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.
- Maintain confidentiality at all times.
- To be aware of existing processes and offer suggestions for improving services.
- Take minutes as required.
- Any adhoc typing required, i.e. letters etc.
- Ensure all Mandatory training is undertaken in a timely manner.
- Any other equivalent duties consistent with the level and purpose of the post.
Person Specification
Qualifications and Training
Essential
- oGood standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- oGCSE English Language or equivalent
- oClear handwriting and spelling
- oNumerate
Desirable
- oNVQ Business Administration - Level II or equivalent
- oRSA II
- oCertificate in Office
- oICare Trained
Experience
Essential
- oPrevious experience of working in a busy environment
- oPrevious experience in an admin role
Desirable
- oPrevious experience of working in a busy environment in a healthcare setting
- oExperience on the ICare System and Electronic Discharge Summaries System
- oPrevious experience of minute taking
Person Specification
Qualifications and Training
Essential
- oGood standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- oGCSE English Language or equivalent
- oClear handwriting and spelling
- oNumerate
Desirable
- oNVQ Business Administration - Level II or equivalent
- oRSA II
- oCertificate in Office
- oICare Trained
Experience
Essential
- oPrevious experience of working in a busy environment
- oPrevious experience in an admin role
Desirable
- oPrevious experience of working in a busy environment in a healthcare setting
- oExperience on the ICare System and Electronic Discharge Summaries System
- oPrevious experience of minute taking
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
