Job summary
We are looking to recruit an enthusiastic person to the role of Voluntary Service Administrator. The post holder will work as part of the Voluntary Service Team providing administration and support to the Volunteers and the Voluntary Service Team across all aspects of Volunteer Recruitment, On-Boarding, Assessment, Induction, and Specialist Training.
Main duties of the job
Main duties include:
- Communicate well with current and prospective volunteers. Escalate queries as necessary.
- Respond to generic email inboxes promptly as required.
- Use Canva to design recruitment posters and social events posters.
- Ensure all associated paperwork is processed correctly.
- Set up meetings and take minutes.
- Assist in the planning / organising Volunteer Recognition Event and socials.
- Liaise with and visit community organisations to recruit volunteers into roles.
- Assist with co-ordinating and supporting induction arrangements for volunteers as per the Voluntary Service policy.
- Support the organisation of training and recognition events for volunteers and ensure presenters and all relevant facilities are provided.
- Develop and maintain good working relationships with all volunteers and Trust members of staff.
- Use discretion, tact and maintain confidentiality when communication and dealing with information which may be of a sensitive nature.
- Ensure flexibility in managing workload, acknowledging the unpredictability of pressures which may lead to frequent variations in tasks.
- Always recognise the importance of confidentiality and sensitivity of issues.
- Assist in identifying improved systems and ways of working, using own initiative.
- Ensure compliance with the Data Protection Act.
- Maintain a strong customer and client focus and react promptly and efficiently to demands.
About us
Blackpool Teaching Hospitals NHS Foundation Trust is ideally situated just a forty five minute drive from Manchester. The Trust provides services to the 440,000 residents of Blackpool, Fylde & Wyre and North Lancashire, as well as specialist tertiary care for Cardiac and Haematology patients.
As one of the United Kingdom's largest coastal resort, Blackpool has plenty to offer its residents -it's not just a good place to work; it's a great place to live. In addition to its bustling centre and historic seafront, the town is world famous for its many attractions, including the famous Blackpool Tower. Blackpool also offers a number of scenic cycling routes round our local parks and across the surrounding countryside, as well as boasting panoramic views of the coast on its picturesque Promenade. Further afield, Blackpool also benefits from less than three-hour connections via rail to Edinburgh in the north and London in the south.
Job description
Job responsibilities
Please see the attached Job Description
DUTIES AND RESPONSIBILITIES
- Take phone calls from both current and prospective volunteers and act upon or escalate their query.
- Reply to all generic volunteer email inboxes promptly forwarding as required.
- Actively call all new recruits for a 6-week review and escalate any problems to the Voluntary Service Team Leader
- Use Canva to design recruitment posters and social events posters.
- Scan all volunteer paperwork ensuring they are stored within the personal files.
- Set up meetings and take minutes.
- Welcome volunteers on shift.
- Assist in the planning and organising of the Volunteer Recognition Event and socials.
- Liaise with and visit community organisations to help recruit volunteers into roles.
- Assist with co-ordinating and supporting the induction arrangements for volunteers as per the Voluntary Service policy.
- Support the organisation of training events and recognition events for volunteers and ensure presenters, equipment and all relevant facilities are provided.
Personal
- Be the first port of contact for volunteer queries always maintaining a positive attitude.
- Communicate with volunteers and public over the telephone, email and face to face in a professional and friendly manor.
- Use discretion, tact and maintain confidentiality when communication and dealing with information from members of the public which may be of a sensitive manor.
- Develop and maintain good working relationships with all volunteers and Trust members of staff to maintain an up-to-date knowledge of any issues between volunteers or staff which may need addressing and escalate any concerns.
General
- Work independently and prioritise workload effectively using own initiative and following the Voluntary Services policy. Know when to seek guidance as required.
- Ensure confidentiality is always maintained.
- Work towards a paperless office environment.
- Order supplies necessary for project team.
- Plan for situations which are known and re-prioritise work to accommodate unexpected situation and interruptions.
- Ensure flexibility in managing workload, acknowledging the unpredictability of pressures which may lead to frequent variations in tasks.
- Participate in daily cover arrangements and general holiday/sickness relief arrangements within the volunteer roles
- Always recognise the importance of confidentiality and sensitivity of issues and act using the utmost discretion.
- Assist in identifying improved systems and ways of working within the Voluntary Services team, using own initiative.
- Ensure compliance with the Data Protection Act.
- Maintain a strong customer and client focus and react promptly and efficiently to rapidly changing demands.
- Comply with the General Requirements below.
Job description
Job responsibilities
Please see the attached Job Description
DUTIES AND RESPONSIBILITIES
- Take phone calls from both current and prospective volunteers and act upon or escalate their query.
- Reply to all generic volunteer email inboxes promptly forwarding as required.
- Actively call all new recruits for a 6-week review and escalate any problems to the Voluntary Service Team Leader
- Use Canva to design recruitment posters and social events posters.
- Scan all volunteer paperwork ensuring they are stored within the personal files.
- Set up meetings and take minutes.
- Welcome volunteers on shift.
- Assist in the planning and organising of the Volunteer Recognition Event and socials.
- Liaise with and visit community organisations to help recruit volunteers into roles.
- Assist with co-ordinating and supporting the induction arrangements for volunteers as per the Voluntary Service policy.
- Support the organisation of training events and recognition events for volunteers and ensure presenters, equipment and all relevant facilities are provided.
Personal
- Be the first port of contact for volunteer queries always maintaining a positive attitude.
- Communicate with volunteers and public over the telephone, email and face to face in a professional and friendly manor.
- Use discretion, tact and maintain confidentiality when communication and dealing with information from members of the public which may be of a sensitive manor.
- Develop and maintain good working relationships with all volunteers and Trust members of staff to maintain an up-to-date knowledge of any issues between volunteers or staff which may need addressing and escalate any concerns.
General
- Work independently and prioritise workload effectively using own initiative and following the Voluntary Services policy. Know when to seek guidance as required.
- Ensure confidentiality is always maintained.
- Work towards a paperless office environment.
- Order supplies necessary for project team.
- Plan for situations which are known and re-prioritise work to accommodate unexpected situation and interruptions.
- Ensure flexibility in managing workload, acknowledging the unpredictability of pressures which may lead to frequent variations in tasks.
- Participate in daily cover arrangements and general holiday/sickness relief arrangements within the volunteer roles
- Always recognise the importance of confidentiality and sensitivity of issues and act using the utmost discretion.
- Assist in identifying improved systems and ways of working within the Voluntary Services team, using own initiative.
- Ensure compliance with the Data Protection Act.
- Maintain a strong customer and client focus and react promptly and efficiently to rapidly changing demands.
- Comply with the General Requirements below.
Person Specification
Education and Qualifications
Essential
- Educated to GCSE level including Maths and English
- Experience in use of Microsoft Office Applications
Experience and Knowledge
Essential
- Good communication skills
Desirable
- General understanding of processing, photocopying, filing
- Experience in payroll input, order supplies, record keeping etc.
Skills
Essential
- Have own transport and driving licence
- Health and Safety in the Workplace Knowledge
- Able to drive to Clifton Weekly
Desirable
- Previous experience working in a large group/ busy environment.
- Committed to developing the service
Person Specification
Education and Qualifications
Essential
- Educated to GCSE level including Maths and English
- Experience in use of Microsoft Office Applications
Experience and Knowledge
Essential
- Good communication skills
Desirable
- General understanding of processing, photocopying, filing
- Experience in payroll input, order supplies, record keeping etc.
Skills
Essential
- Have own transport and driving licence
- Health and Safety in the Workplace Knowledge
- Able to drive to Clifton Weekly
Desirable
- Previous experience working in a large group/ busy environment.
- Committed to developing the service
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).
