Volunteer Services Administrator

South London and Maudsley NHS Foundation Trust

This job is now closed

Job summary

The post holder will provide high-quality, general administration and clerical support to the South London and Maudsley NHS Voluntary Services Team. The post is generously funded by the Maudsley Charity. The post holder will support the Volunteer Services Manager with the growth and development of the volunteer services across the Trust and liaise/communicate with all stakeholders. The post holder will support to ensure all volunteer activity is aligned to the South London and Maudsley NHS Foundation Trust Volunteering Policy.

Main duties of the job

Key Areas:

To assist with the administration and coordination of volunteer recruitment.

To maintain Assemble database records regarding volunteers.

To assist with DBS Checks for volunteers

To assist with Volunteer Expenses and the payment of expenses for volunteers

Support the Voluntary Services Manager regarding the day-to-day management of the service.

To assist with Volunteer Reports and Data Collection.

About us

South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training

Date posted

07 November 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£31,944 to £34,937 a year per annum inclusive of HCAS pro rata

Contract

Fixed term

Duration

3 years

Working pattern

Part-time

Reference number

334-NCL-6721269-TA

Job locations

Blue Star House

244 Stockwell Road

London

SW9 9SP

Job description

Job responsibilities

Main Duties and Responsibilities

Volunteer Recruitment

Support the volunteer service manager in the volunteer recruitment process, from informal enquiries through to interview, and all appropriate checks, ensuring specified timescales are met, addressing any problems. Where appropriate, escalating problems.

Help maintain the volunteer management system Assemble, keeping accurate, up to date and accessible records.

Ensure all necessary checks such as DBS, Occupational Health and references are carried out for successful candidates working within the Volunteer and Trust recruitment policy

Keep and maintain all records as reasonably required.

Acting as the point of liaison with SLaM Volunteer Coordinators.

Throughout the recruitment process, maintain the Trusts professional image.

Communicate regularly and effectively with individuals throughout the process, using standard templates as a guide.

To support with the administration of volunteer DBS Checks.

Recruitments Events and Training

Manage logistics around recruitment and training events, ensuring rooms are booked, equipment set up and training materials are available.

Manage booking requests from volunteers for recruitment and training events. Record these and where appropriate liaise with colleagues in the various departments to confirm places.

Ensure that all volunteers have accurate records on the volunteer management system.

Send volunteers confirmation and reminder emails according to a standard template.

Following events ensure records are kept up to date by noting which volunteers have completed training. Chase up non-attendees where appropriate.

Resolve issues with volunteers and escalate as appropriate

Responsibilities:

1. Reception duties:

Provide central reception point for the Volunteer Service. Deal with all enquiries and liaise appropriately with volunteers, staff, service users and the public to ensure there is a smooth running service.

2. Department Administration duties:

Provide administrative support to all volunteer department staff, including ordering of supplies and equipment for a wide range of activities, allocating appointments for activities, managing room bookings and ensuring excellent communication.

3. Administrative assistance:

Provide administrative assistance to the Volunteer Services manager to ensure required reports, audits and any other required documentation is completed on time.

4. Meetings

Provide administrative support to departmental meetings, including timely distribution of agenda and papers, taking of accurate minutes and following up on action points.

5. Communication and I.T.

Design and maintain appropriate databases as required ensuring the Volunteer Service activity is accurately recorded. Maintain relevant distribution lists. Develop and maintain the Volunteer Service internet pages ensuring they are kept up-to-date.

6. Personal Development:

Undertake any training opportunities required to develop skills to improve the service or for personal development as identified through the appraisal process.

Job description

Job responsibilities

Main Duties and Responsibilities

Volunteer Recruitment

Help maintain the volunteer management system Assemble, keeping accurate, up to date and accessible records.

Ensure all necessary checks such as DBS, Occupational Health and references are carried out for successful candidates working within the Volunteer and Trust recruitment policy

Keep and maintain all records as reasonably required.

Acting as the point of liaison with SLaM Volunteer Coordinators.

Throughout the recruitment process, maintain the Trusts professional image.

Communicate regularly and effectively with individuals throughout the process, using standard templates as a guide.

To support with the administration of volunteer DBS Checks.

Recruitments Events and Training

Manage logistics around recruitment and training events, ensuring rooms are booked, equipment set up and training materials are available.

Manage booking requests from volunteers for recruitment and training events. Record these and where appropriate liaise with colleagues in the various departments to confirm places.

Ensure that all volunteers have accurate records on the volunteer management system.

Send volunteers confirmation and reminder emails according to a standard template.

Following events ensure records are kept up to date by noting which volunteers have completed training. Chase up non-attendees where appropriate.

Resolve issues with volunteers and escalate as appropriate

Responsibilities:

1. Reception duties:

2. Department Administration duties:

3. Administrative assistance:

Provide administrative assistance to the Volunteer Services manager to ensure required reports, audits and any other required documentation is completed on time.

4. Meetings

Provide administrative support to departmental meetings, including timely distribution of agenda and papers, taking of accurate minutes and following up on action points.

5. Communication and I.T.

6. Personal Development:

Undertake any training opportunities required to develop skills to improve the service or for personal development as identified through the appraisal process.

Person Specification

Essential and Desirable Criteria

Essential

oNVQ level 3 or relevant academic education or equivalent experience covering the range of skills and knowledge required.
oExperience of working/volunteering in an office and communication with a range of staff, volunteers and service users.
oExperience in using Microsoft Office packages (Word, Excel and Power Point).
oExperience of customer focused roles requiring good communication skills.

Desirable

oExperience of working with volunteers or other health care professionals
oExperience of setting up/ managing a Website or other social media platforms.

Person Specification

Essential and Desirable Criteria

Essential

oNVQ level 3 or relevant academic education or equivalent experience covering the range of skills and knowledge required.
oExperience of working/volunteering in an office and communication with a range of staff, volunteers and service users.
oExperience in using Microsoft Office packages (Word, Excel and Power Point).
oExperience of customer focused roles requiring good communication skills.

Desirable

oExperience of working with volunteers or other health care professionals
oExperience of setting up/ managing a Website or other social media platforms.

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).

Additional information