Job summary
Make a Difference Every Day:
Are you someone who thrives on helping others succeed? Do you believe in the power of volunteering to change lives and build stronger communities? If so, we'd love to hear from you!
We're looking for a Volunteer Services Coordinator to play a key role in delivering a safe, inclusive, and inspiring volunteer experience. This is a hands-on and varied role where you'll provide both practical and administrative support to ensure our volunteer service runs smoothly and effectively.
You'll Be Great In This Role If You:
Are a natural communicator who can connect with people.
Have a problem-solving mindset and a calm, supportive approach.
Are organised and detail-focused, with a flair for keeping systems and processes on track.
Are passionate about creating a positive, inclusive environment where volunteers feel appreciated and inspired.
Main duties of the job
What You'll Be Doing:
Guiding the Volunteer Journey: From first enquiry to active involvement, you'll coordinate the volunteer experience.
Being the Go-To Contact: You'll build strong relationships with volunteers, offering support, encouragement, and a listening ear.
Supporting Wellbeing & Development: Help volunteers feel valued, supported, and empowered to grow - whether they're giving back or building skills for their future.
Keeping Things Running Smoothly: You'll ensure all administrative processes are efficient, accurate, and volunteer-friendly.
About us
Why Join Us?
You'll be part of a team that values compassion, collaboration, and continuous improvement. Led by our Operational Support Manager - Volunteer Services, you'll have the chance to shape the volunteer experience and make a real impact on the lives of our volunteers and the people they support.
Job description
Job responsibilities
- To conduct volunteer interviews, implementing a fair recruitment process. Executing the volunteer on-boarding journey through NHS recruitment system Trac. Escalating any system issues and taking the lead in resolving them to allow for a smooth recruitment process. To guide the administration of the recruitment process to ensure the correct documentation and DBS checks are actioned, in accordance with relevant Trust policies and procedures. Ensuring volunteers are safely engaging with patients.
To oversee the day to day maintaining of accurate volunteer records. Ensuring all information entered is current, accurate and reflects all volunteer activity.
- To implement the coordination, placement, retention, and supervision of volunteers, including working with rotas and sign in sheets, with guidance from the Operational Support Manager Volunteer Services. Offering key coordination to all volunteer teams.
- To engage and support volunteers before, during and after their volunteering placements, ensuring that their experience is positive and beneficial to patients, visitors, and the individual.
- To provide a hands on approach to getting to know the volunteer team, and provide encouragement, support, and recognition regularly.
- To be the first point of contact for volunteer enquiries, in person, through the volunteer inbox and via telephone. To be confident in responding to challenging or emotive conversations and escalating appropriate concerns when necessary.
- To ensure that individual volunteers are adequately supported with the information they need and that all training is up to date. Using your initiative to support volunteers that have additional access or learning needs.
- Working with the Operational Support Manager - Volunteer Services, maintain the excellent working relationships with all levels of ward and departmental staff, being one of the first points of contact for staff and volunteers, ensuring any issues can be resolved quickly.
- To support the arrangement and facilitation of induction and training for volunteers, including mandatory training and any identified additional training to ensure volunteer needs are met. Follow systems and processes in place to ensure all volunteer training and support is recorded correctly.
- To carry out regular reviews and supervision with volunteers to ensure they are happy in their role and to identify and implement any additional needs they may have.
- Authorise out of pocket expenses and meal voucher for volunteers (travel/subsistence), escalating any concerns to the Operational Support Manager- Volunteer Services.
- To offer administrative support to the Move Maker Manager to have oversight of the organisation of the Atrium buggy, water cooler, and wheelchair care/maintenance.
- To take the lead and initiative on tasks that will benefit the patient experience, such as the clothing cupboard, or accompanying therapy dog visits.
- To feedback to the Operational Support Manager - Volunteer Services regarding any patient experience issues reported by the volunteer teams. Proposing changes that are fit for purpose.
- To support the OperationalSupport Manager - Volunteer Services in contributing ideas and feedback to developing service protocols and standard operating procedures as required.
- To confidently promote the work of the Volunteer Services Team and opportunities for volunteering internally, and at events and conferences across the city.
- To lead the administrative arrangements for organising large scale volunteer recognition events, communicating clearly with the Volunteer Services Team.
- Deal with sensitive and confidential matters in a professional manner and in line with the departments and the Trusts data protection and confidentiality guidelines and policies.
- Carry out any other duties as directed that are appropriate to the grade as designated by the OperationalSupport Manager- Volunteer Services.
Job description
Job responsibilities
- To conduct volunteer interviews, implementing a fair recruitment process. Executing the volunteer on-boarding journey through NHS recruitment system Trac. Escalating any system issues and taking the lead in resolving them to allow for a smooth recruitment process. To guide the administration of the recruitment process to ensure the correct documentation and DBS checks are actioned, in accordance with relevant Trust policies and procedures. Ensuring volunteers are safely engaging with patients.
To oversee the day to day maintaining of accurate volunteer records. Ensuring all information entered is current, accurate and reflects all volunteer activity.
- To implement the coordination, placement, retention, and supervision of volunteers, including working with rotas and sign in sheets, with guidance from the Operational Support Manager Volunteer Services. Offering key coordination to all volunteer teams.
- To engage and support volunteers before, during and after their volunteering placements, ensuring that their experience is positive and beneficial to patients, visitors, and the individual.
- To provide a hands on approach to getting to know the volunteer team, and provide encouragement, support, and recognition regularly.
- To be the first point of contact for volunteer enquiries, in person, through the volunteer inbox and via telephone. To be confident in responding to challenging or emotive conversations and escalating appropriate concerns when necessary.
- To ensure that individual volunteers are adequately supported with the information they need and that all training is up to date. Using your initiative to support volunteers that have additional access or learning needs.
- Working with the Operational Support Manager - Volunteer Services, maintain the excellent working relationships with all levels of ward and departmental staff, being one of the first points of contact for staff and volunteers, ensuring any issues can be resolved quickly.
- To support the arrangement and facilitation of induction and training for volunteers, including mandatory training and any identified additional training to ensure volunteer needs are met. Follow systems and processes in place to ensure all volunteer training and support is recorded correctly.
- To carry out regular reviews and supervision with volunteers to ensure they are happy in their role and to identify and implement any additional needs they may have.
- Authorise out of pocket expenses and meal voucher for volunteers (travel/subsistence), escalating any concerns to the Operational Support Manager- Volunteer Services.
- To offer administrative support to the Move Maker Manager to have oversight of the organisation of the Atrium buggy, water cooler, and wheelchair care/maintenance.
- To take the lead and initiative on tasks that will benefit the patient experience, such as the clothing cupboard, or accompanying therapy dog visits.
- To feedback to the Operational Support Manager - Volunteer Services regarding any patient experience issues reported by the volunteer teams. Proposing changes that are fit for purpose.
- To support the OperationalSupport Manager - Volunteer Services in contributing ideas and feedback to developing service protocols and standard operating procedures as required.
- To confidently promote the work of the Volunteer Services Team and opportunities for volunteering internally, and at events and conferences across the city.
- To lead the administrative arrangements for organising large scale volunteer recognition events, communicating clearly with the Volunteer Services Team.
- Deal with sensitive and confidential matters in a professional manner and in line with the departments and the Trusts data protection and confidentiality guidelines and policies.
- Carry out any other duties as directed that are appropriate to the grade as designated by the OperationalSupport Manager- Volunteer Services.
Person Specification
Education/training
Essential
- GCSE English Language and Mathematics (Grades A-C) or equivalent
- Evidence of IT short courses/ demonstrable experience in Microsoft Office Packages
Work Experience
Essential
- Experience of supporting and supervising people from a diverse range of backgrounds.
- Experience and understanding of recruiting, interviewing, placing and retention of people in an organisation.
- Experience of working with internal and external stakeholders from diverse backgrounds.
- Experience of organising staff or volunteer rotas to cover a service, being able to balance the needs of volunteers and the service.
- strong experience of IT systems, MS Office, and learn new systems quickly.
Desirable
- Experience of organising volunteers in the NHS.
Knowledge/skills/ability
Essential
- Working knowledge of good practice in people management.
- Knowledge of volunteering and its mutual benefits to those that volunteer and the organisation.
- Ability to support the delivery of induction programmes, to ensure that people are fully equipped and trained to carry out their roles.
- Ability to gather and clearly present the impact of data.
- Ability to work effectively within the team, being flexible, tactful, diplomatic and supportive in approach.
Values
Essential
- Demonstrate knowledge and commitment to equal opportunities and diversity.
- Have a strong affinity with the values of the Trust exhibition them in their day-to-day work, including an inclusive approach to those who find barriers to volunteering.
Person Specification
Education/training
Essential
- GCSE English Language and Mathematics (Grades A-C) or equivalent
- Evidence of IT short courses/ demonstrable experience in Microsoft Office Packages
Work Experience
Essential
- Experience of supporting and supervising people from a diverse range of backgrounds.
- Experience and understanding of recruiting, interviewing, placing and retention of people in an organisation.
- Experience of working with internal and external stakeholders from diverse backgrounds.
- Experience of organising staff or volunteer rotas to cover a service, being able to balance the needs of volunteers and the service.
- strong experience of IT systems, MS Office, and learn new systems quickly.
Desirable
- Experience of organising volunteers in the NHS.
Knowledge/skills/ability
Essential
- Working knowledge of good practice in people management.
- Knowledge of volunteering and its mutual benefits to those that volunteer and the organisation.
- Ability to support the delivery of induction programmes, to ensure that people are fully equipped and trained to carry out their roles.
- Ability to gather and clearly present the impact of data.
- Ability to work effectively within the team, being flexible, tactful, diplomatic and supportive in approach.
Values
Essential
- Demonstrate knowledge and commitment to equal opportunities and diversity.
- Have a strong affinity with the values of the Trust exhibition them in their day-to-day work, including an inclusive approach to those who find barriers to volunteering.
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).
