Job summary
An Opportunity has arisen within the Volunteer Department for an enthusiastic and committed individual to work as an Administration Assistant.The Volunteer Department provides a service that is integral to the strategic objectives of the trust, offering vital support to patients, families, carers, staff and visitors.
Reporting to the Voluntary Services Manager, the post holder will work mainly in our Royal Hospital office but will be asked to work across all Hospital Sites to support the day to day running of our busy volunteer offices.
This is an exciting opportunity to work as part of a team that is striving to improve patient experience with a wide range of volunteering activity across all sites at Liverpool University Hospital NHS Foundation Trust.
The ability to work in a busy office environment is essential, therefore, the ideal candidates should be highly organised, flexible and be able to prioritise their own and their team's workload. Excellent interpersonal and communication skills and a 'can do' attitude are essential. The post holder will be expected to maintain strict confidentiality and be able to communicate effectively and sensitively with a wide range of people.
This is a fixed term position for 10 months.
Main duties of the job
The post holder will be expected to deal with enquiries on a day to day basis from staff, volunteers, healthcare professionals and external agencies either by phone, personal contact or e-mail correspondence.
The post holder will provide efficient clerical support to ensure the smooth running of the volunteer office, be responsible for updating and maintaining the volunteer database and support recruitment of all volunteers to the Trust.
About us
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click here https://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook - Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Job description
Job responsibilities
- To welcome all volunteers and visitors to the department on arrival. To answer telephone queries from members of the public and other healthcare professionals.- Deal with enquiries on a day to day basis from staff, volunteers, healthcare professionals and external agencies either by phone, personal contact or e-mail correspondence. When dealing with enquiries, assess priority/importance to ensure that staffs receive messages/enquiries appropriately.- To provide efficient clerical support to ensure the smooth running of the reception area e.g. photocopying, filing, shredding of data.- To receive and distribute incoming mail to appropriate members of the department.- To be responsible for updating and maintaining the volunteer database.- Working with the recruitment team, ensure volunteers follow the recruitmentprocedure and complete all relevant paperwork before they start- Co-ordinate with the recruitment team to ensure volunteers have an up to date and correct level of DBS check.- Liaise closely with other wards and departments.- Observe strict confidentiality regarding staff and volunteers.- Assist on volunteer open days and Trust events.- Assist Volunteer Service Development Lead with supervision of office-based volunteers.- Be aware of any hazards within the working environment and in accordance with Health and Safety regulations, report them to the Voluntary Services Manager/Volunteer Service Development Lead.- To act at all times in the interest of the volunteers and the Volunteers Department
Job description
Job responsibilities
- To welcome all volunteers and visitors to the department on arrival. To answer telephone queries from members of the public and other healthcare professionals.- Deal with enquiries on a day to day basis from staff, volunteers, healthcare professionals and external agencies either by phone, personal contact or e-mail correspondence. When dealing with enquiries, assess priority/importance to ensure that staffs receive messages/enquiries appropriately.- To provide efficient clerical support to ensure the smooth running of the reception area e.g. photocopying, filing, shredding of data.- To receive and distribute incoming mail to appropriate members of the department.- To be responsible for updating and maintaining the volunteer database.- Working with the recruitment team, ensure volunteers follow the recruitmentprocedure and complete all relevant paperwork before they start- Co-ordinate with the recruitment team to ensure volunteers have an up to date and correct level of DBS check.- Liaise closely with other wards and departments.- Observe strict confidentiality regarding staff and volunteers.- Assist on volunteer open days and Trust events.- Assist Volunteer Service Development Lead with supervision of office-based volunteers.- Be aware of any hazards within the working environment and in accordance with Health and Safety regulations, report them to the Voluntary Services Manager/Volunteer Service Development Lead.- To act at all times in the interest of the volunteers and the Volunteers Department
Person Specification
Qualifications
Essential
Experience
Essential
- Experience of working in a busy office environment
- Experience of dealing with confidential matters
Knowledge
Essential
- Knowledge of Microsoft Office
- Understanding issues around confidentiality and data protection
Skills
Essential
- Excellent organisational skills
- Good Communication and interpersonal skills
- Excellent customer care skills
- Works well as part of a team and can work on own initiative
Other
Essential
- Ability to adapt and a flexible approach to change
Person Specification
Qualifications
Essential
Experience
Essential
- Experience of working in a busy office environment
- Experience of dealing with confidential matters
Knowledge
Essential
- Knowledge of Microsoft Office
- Understanding issues around confidentiality and data protection
Skills
Essential
- Excellent organisational skills
- Good Communication and interpersonal skills
- Excellent customer care skills
- Works well as part of a team and can work on own initiative
Other
Essential
- Ability to adapt and a flexible approach to change
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.
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).
Additional information
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.
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).
