Job summary
An exciting opportunity to join the Volunteering Services Team providing administration support for the Volunteering Services Team. Providing all volunteers, public and staff with excellent customer service in line with team and Trust values.
Main duties of the job
Supporting volunteer recruitment and assessment process, inputting information and updating recruitment databases (ie.TRAC and basic excel spreadsheets).
Meeting and greeting, scan assessment documents into SDF.
Provide a comprehensive administrative support for the Volunteering Services Team, including diary management, booking meeting rooms, taking messages, dealing with initial enquiries and managing Volunteering Inbox.
Maintain an organised and confidential electronic filing system in a SDF, in line with legal requirements and data protection.
Responsible for volunteer ID checks, to DBS and NHS standards of compliance. Checking, copying and scanning ID documents. Inputting into TRAC. Monitoring and chasing to completion.
Preparation of information packs for volunteer training programmes and meetings as required.
Assisting Volunteering Services Team with various administration and support e.g. Volunteer ID badge process, capturing images, bookings process, logistics and delivery of Volunteer Events.
This job description is not intended to limit the scope and extent of the job to be undertaken and will be subject to review and alteration as necessary, following discussion with the postholder.
About us
Kingston Hospital NHS Foundation Trust is a district general hospital situated in a beautiful and remarkable part of the country - close to London yet surrounded by royal parks, historic buildings and the River Thames.We are located on a single site in Kingston upon Thames, Surrey and run several outpatient clinics in neighbouring areas including Raynes Park Health Centre and Teddington Memorial Hospital.
We employ 3,700+ staff who proudly and efficiently support over 350,000 people locally through a full range of diagnostic and treatment services and we have a national reputation for innovative developments in healthcare, particularly in 'patient-focused' care, day surgery and maternity services.
Job description
Job responsibilities
Administration support for the Volunteering Services Team
- Supporting volunteer recruitment and assessment process, inputting information and updating recruitment databases (ie.TRAC and basic excel spreadsheets). Meeting and greeting, scan assessment documents into SDF.
- Provide a comprehensive administrative support for the Volunteering Services Team, including diary management, booking meeting rooms, taking messages, dealing with initial enquiries and managing Volunteering Inbox
- Maintain an organised and confidential electronic filing system in a SDF, in line with legal requirements and data protection.
- Responsible for volunteer ID checks, to DBS and NHS standards of compliance. Checking, copying and scanning ID documents. Inputting into TRAC. Monitoring and chasing to completion.
- Preparation of information packs for volunteer training programmes and meetings as required.
- Assisting Volunteering Services Team with various administration and support e.g. Volunteer ID badge process, capturing images, bookings process, logistics and delivery of Volunteer Event.
**Please see the attached supporting job description and person specification document, which contains more information about the role and requirements. Please ensure your application refers to the job description and person specification**
Job description
Job responsibilities
Administration support for the Volunteering Services Team
- Supporting volunteer recruitment and assessment process, inputting information and updating recruitment databases (ie.TRAC and basic excel spreadsheets). Meeting and greeting, scan assessment documents into SDF.
- Provide a comprehensive administrative support for the Volunteering Services Team, including diary management, booking meeting rooms, taking messages, dealing with initial enquiries and managing Volunteering Inbox
- Maintain an organised and confidential electronic filing system in a SDF, in line with legal requirements and data protection.
- Responsible for volunteer ID checks, to DBS and NHS standards of compliance. Checking, copying and scanning ID documents. Inputting into TRAC. Monitoring and chasing to completion.
- Preparation of information packs for volunteer training programmes and meetings as required.
- Assisting Volunteering Services Team with various administration and support e.g. Volunteer ID badge process, capturing images, bookings process, logistics and delivery of Volunteer Event.
**Please see the attached supporting job description and person specification document, which contains more information about the role and requirements. Please ensure your application refers to the job description and person specification**
Person Specification
Education
Essential
- Educated to GCSE standard or equivalent
- Administration or equivalent qualification or experience
- Willing to undertake training as required
Experience
Essential
- Administrative or secretarial background
- Previous experience of dealing with general public
Skills /Abilities
Essential
- Clear written and verbal communication skills
- Good typing and computer skills
- Able to take notes/action points
- Good organisational skills
- Ability to prioritise workload without direct supervision
- Excellent telephone and face to face manner
Desirable
Knowledge
Essential
- Awareness of data protection
Person Specification
Education
Essential
- Educated to GCSE standard or equivalent
- Administration or equivalent qualification or experience
- Willing to undertake training as required
Experience
Essential
- Administrative or secretarial background
- Previous experience of dealing with general public
Skills /Abilities
Essential
- Clear written and verbal communication skills
- Good typing and computer skills
- Able to take notes/action points
- Good organisational skills
- Ability to prioritise workload without direct supervision
- Excellent telephone and face to face manner
Desirable
Knowledge
Essential
- Awareness of data protection
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.
