Job summary
We have an exciting role for an experienced administrator to to provide all aspects of administration for the Volunteer Service and the co-ordination of the recruitment for volunteers including the processing of Disclosure and Barring Scheme applications, references and Occupational Health checks.
The successful candidate will be highly organised with excellent attention to detail and a friendly and professional attitude and a calm and confident manner.
- Interview Date: Friday 14th July 2023
- 37 hours 30 minutes /week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
Administration
Input and maintain up to date records both paperwork and computer systems. Maintain all volunteer records accurately and efficiently. Respond to general enquiries about volunteering. Liaise with external services when needed to obtain relevant information i.e., occupational health, Disclosure services. Ensure that volunteers mandatory training is up to date.
Recruitment
Send out application packs and set up interviews.Carry our all volunteer pre-engagement checks, checking that paperwork meets policy requirements. Apply for DBS checks and Occupational Health Checks, References etc.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with over 18,000 staff and an annual income of £1 billion.
Rated 'Outstanding' by theCQC for the second consecutive time in 2019, we have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 1.84 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- To provide an efficient typing and administrative service covering all aspects of administration for the Volunteer Service.
- To co-ordinate the recruitment administration process for volunteers including the processing of Disclosure and Barring Scheme applications, references and Occupational Health checks.
- To undertake general clerical duties including photocopying and filing.
- To liaise closely with volunteers, managers, other departments and VSM to ensure the recruitment and deployment of volunteers is carried out smoothly and on time.
- To undertake filing and ensure volunteer electronic/ESR record systems are accurate and up to date.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
- To provide an efficient typing and administrative service covering all aspects of administration for the Volunteer Service.
- To co-ordinate the recruitment administration process for volunteers including the processing of Disclosure and Barring Scheme applications, references and Occupational Health checks.
- To undertake general clerical duties including photocopying and filing.
- To liaise closely with volunteers, managers, other departments and VSM to ensure the recruitment and deployment of volunteers is carried out smoothly and on time.
- To undertake filing and ensure volunteer electronic/ESR record systems are accurate and up to date.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- NVQ level 3 in administration or equivalent qualification or equivalent level experience
Desirable
- Recognised IT qualification
Knowledge & Experience
Essential
- Excellent IT skills and knowledge of windows-based software. o Working knowledge and understanding of confidentiality e.g., awareness of requirements of Data Protection Act, Freedom of Information Act, Trust's Confidentiality Statement o Working knowledge and understanding of Microsoft packages Word and Excel etc.
Desirable
- Experience of working within a volunteer services environment
- Awareness of good practice relating to volunteering
- NHS experience
- Good working knowledge and understanding of recruitment and selection procedures including relevant volunteer law
Skills & Abilities
Essential
- Good communication and interpersonal skills, highly organised and self-motivated
- Proven excellent customer care skills.
- Ability to work unsupervised: o Prioritise work as necessary. o Work well under pressure and deliver to tight deadlines on a daily basis. o Ability to multitask
Person Specification
Qualifications & Education
Essential
- NVQ level 3 in administration or equivalent qualification or equivalent level experience
Desirable
- Recognised IT qualification
Knowledge & Experience
Essential
- Excellent IT skills and knowledge of windows-based software. o Working knowledge and understanding of confidentiality e.g., awareness of requirements of Data Protection Act, Freedom of Information Act, Trust's Confidentiality Statement o Working knowledge and understanding of Microsoft packages Word and Excel etc.
Desirable
- Experience of working within a volunteer services environment
- Awareness of good practice relating to volunteering
- NHS experience
- Good working knowledge and understanding of recruitment and selection procedures including relevant volunteer law
Skills & Abilities
Essential
- Good communication and interpersonal skills, highly organised and self-motivated
- Proven excellent customer care skills.
- Ability to work unsupervised: o Prioritise work as necessary. o Work well under pressure and deliver to tight deadlines on a daily basis. o Ability to multitask
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).
