Job summary
The Voluntary Services Team supports and advocates for all the amazing volunteers who give their valuable time to support patients and colleagues at the Mid Yorkshire Teaching NHS Trust.
Volunteers carry out a range of roles across the Trust; including peer support in cardiac rehab classes, supporting patients within our wards, making coffee in the MY Cafe or attending Patient Safety Meetings to advocate for patients and their families.
We currently have 320 Volunteers which is growing rapidly following the pandemic. Last year volunteers gave 28,000 hours of time to support patients and staff.
Our busy Voluntary Services team is dedicated to ensuring that volunteers have the best possible experiences. We carry out the recruitment checks for all volunteers and recruit volunteers to roles across the Trust, following standard procedures.
MYTT Volunteering is open to everyone and we try to make it as accessible as we can within a hospital environment. We are proud to be able to be able to support volunteer applicants of all backgrounds and abilities. This role would really suit someone who is passionate about working with disadvantaged groups and/or young people age 16-18.
This role is based at Pinderfields Hospital but requires regular travel to our Dewsbury Hospital site.
Main duties of the job
The purpose of this role is to provide administrative support to the Voluntary Services Team to carry
out administration duties in a manner that supports departmental targets and
ensures compliance with standard operating procedures.
This is a busy and varied role which would suit someone who takes pride in and enjoys providing a positive customer experience.
Administrative tasks include: tracking volunteer applications, carrying out required recruitment checks e.g. DBS, seeking references, Occupational Health, organising recruitment meetings and training, organising the volunteer long service awards, taking the team meeting minutes, answering enquiries via phone or email.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
- Deal with enquiries, from members of the public, Trust colleagues and volunteers on voluntary service issues, through telephone, by e-mail and face to face.
- On behalf of Head of Service, prepare and send routine communications to volunteers primarily via email to ensure they are kept up to date and engaged.
- The post involves the provision of a comprehensive volunteer recruitment service including reviewing applications, ensuring appropriate documentation is received to satisfy pre-placement checks and regulations, communicating with applicants throughout.
- To co-ordinate the volunteer recruitment process, utilising the Better Impact Volunteer Management System to keep up to date log, and audit trail of applications, ensuring checks are carried out in line with the Trust work experience policy.
- To maintain an accurate record of recruitment activities via the Better Impact Database and be subject to monitoring of this process on a regular basis by the Head of Voluntary Services.
- Co-ordinate and support recruitment meetings and inductions on behalf of the Volunteer Coordinators.
- Participate and provide administrative support in the co-ordination of events including; volunteers meetings, training events, Volunteer Long Service Awards, Volunteers Week and Seasonal Thank you Events at Christmas.
- To prepare placement offer letter and honorary contract information to timely deadlines and to initiate the placement confirmation process with placement hosts/managers.
- Provide administrative support to the Department as required including general office duties.
- Oversee, work with and grow a team of office-based administration volunteers to support your work and the office team.
- Participate and attend administrative meetings as required for updates regarding Departmental procedures and action accordingly including minute taking of team meetings.
- Any other duties commensurate with the band.
This job description is not an exhaustive list. It is also subject to change in the light of service developments and in consultation with the post holder and his/her manager.
Job description
Job responsibilities
- Deal with enquiries, from members of the public, Trust colleagues and volunteers on voluntary service issues, through telephone, by e-mail and face to face.
- On behalf of Head of Service, prepare and send routine communications to volunteers primarily via email to ensure they are kept up to date and engaged.
- The post involves the provision of a comprehensive volunteer recruitment service including reviewing applications, ensuring appropriate documentation is received to satisfy pre-placement checks and regulations, communicating with applicants throughout.
- To co-ordinate the volunteer recruitment process, utilising the Better Impact Volunteer Management System to keep up to date log, and audit trail of applications, ensuring checks are carried out in line with the Trust work experience policy.
- To maintain an accurate record of recruitment activities via the Better Impact Database and be subject to monitoring of this process on a regular basis by the Head of Voluntary Services.
- Co-ordinate and support recruitment meetings and inductions on behalf of the Volunteer Coordinators.
- Participate and provide administrative support in the co-ordination of events including; volunteers meetings, training events, Volunteer Long Service Awards, Volunteers Week and Seasonal Thank you Events at Christmas.
- To prepare placement offer letter and honorary contract information to timely deadlines and to initiate the placement confirmation process with placement hosts/managers.
- Provide administrative support to the Department as required including general office duties.
- Oversee, work with and grow a team of office-based administration volunteers to support your work and the office team.
- Participate and attend administrative meetings as required for updates regarding Departmental procedures and action accordingly including minute taking of team meetings.
- Any other duties commensurate with the band.
This job description is not an exhaustive list. It is also subject to change in the light of service developments and in consultation with the post holder and his/her manager.
Person Specification
Qualifications
Essential
- ECDL or equivalent demonstrable knowledge/experience of Microsoft Office package programs and the internet.
Desirable
- RSA Word Processing Stage 1.
Experience
Essential
- Experience of working in an administrative role to tight and conflicting deadlines, handling complex queries and dealing with senior managers and members of the public.
- Experience of using Microsoft Office programs.
- Experience of using databases.
Desirable
- Previous experience of working in the NHS.
- Previous experience of using the NHS Jobs system
- Previous experience working in a recruitment role.
- Experience of using E-Recruitment.
- Previous experience of working with volunteers.
Knowledge and Awareness
Essential
- Knowledge of Microsoft Office programs e.g. Access, Excel, Word, Outlook and the Internet.
- Knowledge of how to work confidentiality at all times.
Desirable
- Knowledge of Recruitment processes and practices.
Skills and Abilities
Essential
- Ability to use all Microsoft Office programs e.g. Access, Excel, Word, Outlook and the Internet.
- Ability to work unsupervised to tight and conflicting deadlines with excellent organisational skills.
- Ability to work flexibly, fit into the existing team and be a good team player.
- Possess excellent communication skills using the telephone, email, word and face to face with the ability to deal with complex queries and complaints.
Behavioural
Essential
- A willingness to abide by the Trusts equality and diversity policy and the Trusts Health and Safety Policy.
- A willingness to work flexibly to meet operational demands.
Person Specification
Qualifications
Essential
- ECDL or equivalent demonstrable knowledge/experience of Microsoft Office package programs and the internet.
Desirable
- RSA Word Processing Stage 1.
Experience
Essential
- Experience of working in an administrative role to tight and conflicting deadlines, handling complex queries and dealing with senior managers and members of the public.
- Experience of using Microsoft Office programs.
- Experience of using databases.
Desirable
- Previous experience of working in the NHS.
- Previous experience of using the NHS Jobs system
- Previous experience working in a recruitment role.
- Experience of using E-Recruitment.
- Previous experience of working with volunteers.
Knowledge and Awareness
Essential
- Knowledge of Microsoft Office programs e.g. Access, Excel, Word, Outlook and the Internet.
- Knowledge of how to work confidentiality at all times.
Desirable
- Knowledge of Recruitment processes and practices.
Skills and Abilities
Essential
- Ability to use all Microsoft Office programs e.g. Access, Excel, Word, Outlook and the Internet.
- Ability to work unsupervised to tight and conflicting deadlines with excellent organisational skills.
- Ability to work flexibly, fit into the existing team and be a good team player.
- Possess excellent communication skills using the telephone, email, word and face to face with the ability to deal with complex queries and complaints.
Behavioural
Essential
- A willingness to abide by the Trusts equality and diversity policy and the Trusts Health and Safety Policy.
- A willingness to work flexibly to meet operational demands.
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).
