Volunteer Coordinator

Job responsibilities

Manage and resource the Volunteer and Chaplaincy Hub to provide awelcoming space for all volunteers and visiting patients.

Ensure an effective recruitment and on boarding process for volunteers,including Disclosure and Barring Service (DBS) checks, references,induction and placement of volunteers, in accordance with relevant Trustpolicies and procedures.

Check the suitability of volunteers to work in a neurorehabilitation setting.

Lead and support volunteers at Leamington Hospital on a daily basis,ensuring volunteers receive appropriate bespoke training and induction inorder to carry out their roles effectively and provide feedback to them about the performance of their role and ensure that they feel supported and appreciated.

Responsible for overseeing day to day volunteering activity and supervisionof admin staff.

Provide pastoral care as appropriate as volunteers will be working withpatients who may become distressed and emotional and ensure that everyvolunteer has a consistent and beneficial experience whilst on shift.

Coordinate volunteer activity, maintaining effective records, including themonitoring and evaluation of service outcomes back to the senior team atLeamington.

Utilise Better Impact to provide an efficient and effective administrativefunction to support and coordinate the activities of volunteer serviceswithin the Trust.

Coordinate the development of campaigns to showcase the volunteerservice internally and externally, providing clear information to allstakeholders.

Promote the value of volunteering within the Trust, attending weekly seniorstaff meetings at Leamington and leading discussions to raise awarenessof the role and function of volunteers.

Provide guidance and information to staff working with volunteers to ensure good working practices are implemented and maintained and that all wards remain volunteer friendly. Collaborate on new patient initiatives that require volunteer support.

Maintain a register of volunteers skills and interests that can be shared with departments/ wards.

Identify the requirements of patients using the scheme by visiting patients in person and continuing the development of an appropriate service reflective of these needs.

Liaise and communicate with staff, carers and families as appropriate,including where there may be barriers to understanding, managingappropriate emotional boundaries and being mindful of cultural sensitivities. This includes providing effective feedback regarding the volunteer scheme and the ways it is engaging with patients.

Assist with the development and oversee the implementation of newvolunteering opportunities which attract a diverse range of people and arereflective of the needs of patients and the local community.

Plan and deliver events, including recruitment and other volunteer relatedevents e.g. National Volunteers Week and the Volunteer Tea Party.

Arrange and facilitate regular meetings with volunteers and maintainregular e-communications, providing encouragement, feedback andpastoral support for volunteers.

Review volunteer role descriptions and ensure effective promotion andrecruitment for all volunteering opportunities at Leamington Hospital.

Arrange and facilitate regular meetings with volunteers, including Reflective Practice sessions and a biannual group meeting which all volunteers are encouraged to attend.

Ensure the patient referral system is maintained to a suitable level. Providevolunteer feedback to the MDT on weekly basis.

Source and purchase resources within financial restraints.

Monitor and control volunteer expenses.

Close liaison with the Lay Chaplaincy team and Chaplains.

Fulfil the administrative requirements of the post, utilising Better Impact and providing reports as required.

Contribute to monthly CERU and Volunteer Services newsletters.

Attend meetings with outside agencies such as the League of Friends andKissing It Better Charity, as required.

Establish links with other Trusts and keep up to date with developments involunteering nationally.

Maintain risk assessments and self-assessments for all volunteers andescalate issues as appropriate.

Update and maintain site specific health and safety risk assessments.

Dealing sensitively with complex enquiries, in relation to the volunteerscheme.

General administration duties to support the line manager and cover in theabsence of the line manager.

Management:

Oversee the work of any staff for whom you may be responsible for,delegating tasks as appropriate.

Ensure all administrative and personnel procedures are in line with thegood practice of The South Warwickshire University NHS FoundationTrust and data protection rules are adhered to.

Prepare reports as requested by South Warwickshire University NHSFoundation Trust.

Make necessary amendments to the Trust Volunteer Policy as agreed inadvance with Lead for Volunteer Services.

Attend regular meetings with line manager and weekly team meetings.

There will be a requirement for flexibility to suit the needs of the service.Therefore it is envisaged that the post holder will be required to workoccasional evenings and weekends.

Volunteer Services are currently being developed across SouthWarwickshire University NHS Foundation Trust. In conjunction withrelevant staff members, the post holder will required to contribute to thedevelopment of these services across the organisation.

Qualifications

Essential

• Level 3 qualification or equivalent experience gained through working in an NHS establishment/ environment.

Desirable

• Coaching skills.
• Supervisory/Leadership qualification.

Experience

Essential

• Experience of working within the NHS or social care environment.
• Experience of working with and supervising volunteers.
• Substantial communications and customer relations experience.

Desirable

• Experience of working or volunteering in a neurorehabilitation setting
• Experience of maintaining accurate records and general administration.

Skills

Essential

• Evidence of excellent interpersonal skills, to communicate effectively with staff, volunteers, patients and visitors.
• Ability to demonstrate initiative and use of innovative and lateral thinking in problem solving.
• Knowledge of a range of work procedures and practices, including of all the relevant administrative procedures relating to the recruitment of volunteers.
• Good verbal communication skills
• Good organisational skills.
• Ability to plan workload and work under pressure.
• Able to deal, liaise and communicate with all levels of staff.
• Excellent working knowledge of confidentiality.
• Excellent IT skills covering Word, Excel and PowerPoint.
• Able to concentrate in a busy environment where there may be frequent interruptions.

Desirable

• Good analytical skills.
• Knowledge of departmental/staffing structures within NHS.
• Mental Health First Aider

Personal Qualities

Essential

• Professional and enthusiastic manner.
• Natural passion for people.
• Flexible in working in a diverse community, accommodating of the challenging, demanding and busy environment.
• Adhere to confidentiality, good listener and discreet.
• Adaptability, flexibility and ability to multi-task.
• Able to work under pressure and meet deadlines.
• Ability to manage own workload and time.
• Self-motivated.
• Good organisational skills
• Be able to prioritise own workload and use own initiative.
• Articulate and polite.
• Responsible and reliable.
• Co-operative and flexible.
• Able to rationalise and deal with complex issues/problems.

Desirable

• Emotional resilience
• Emotional intelligence

Other

Essential

• Display a flexible approach to work and the ability to cope with changes in environment and new technology.
• Able to work under pressure and to deadlines.
• Keen to develop personal skills.
• Willingness to work additional hours if required
• Independent means of 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.

Certificate of Sponsorship

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).