Job summary
Based at the L&D, this is an exciting opportunity to work with our Voluntary Services Teams across both sites.
We are looking for a highly motivated, enthusiastic and experienced administrator to assist with the recruitment and support within the Voluntary Services Functions and help improve efficiency across the team and increase the support we provide Trust wide. Knowledge and experience in customer care is therefore essential.
Voluntary Services are part of the Trusts Charity and are responsible for an amazing team of volunteers to enhance the patient experience, support staff across the Trust and add another dimension to patient care. You will also be required to provide admin support to the Fundraising team as needed and support with functions across the Trust.
The post holder should have experience of a range of administrative procedures and be IT literate, having a knowledge of all office applications, as well as the ability to use the internet and appropriate databases. Alongside this, it is important that you have experience of dealing face to face with people from a range of backgrounds.
This post is part time, 32.5 hours per week.
For more information, please contact Karen Bush, Community Engagement and Voluntary Services Manager on 01582 497357
Main duties of the job
Assisting the Voluntary Services team in the recruitment and support of volunteers across both sites you will ensure that all admin functions relating to the volunteer service are effectively undertaken and managed. Our relationships with our volunteers and our donors are important to us. You will be expected to be a friendly face to uphold and enhance this within your work here.You will support the team to introduce new volunteer programmes, and to actively promote and support us in seeking and recruiting volunteers from our diverse communities and establishing links with some of the harder to reach communities.You will also be required to provide efficient Admin support to the Charity Team across both sites to ensure further developing a quality service designed to enhance the patient experience, actively promoting the Charity.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
The Hospitals Charity supports the work of the Luton and Dunstable University Hospital and Bedford Hospital - you will be working as part of a growing team across both sites.Whether people donate financially, or donate their time as a volunteer, everything we do makes a difference and helps to enhance and support the experience of our patients and staff.
JOB SUMMARY: To assist the Voluntary Services team in the recruitment and support of volunteers across both sites ensuring that all admin functions relating to the volunteer service are effectively undertaken and managed. To provide efficient Admin support to the Charity Teams across both sites to ensure further developing a quality service designed to enhance the patient experience. This may include Work Experience as required. To support the team to introduce new volunteer programmes, and to actively promote and support us in seeking and recruiting volunteers from our diverse communities and establishing links with some of the harder to reach communities. To actively promote the Charity Our relationships with our volunteers and our donors are important to us. You will be expected to be a friendly face to uphold and enhance this within your work here.
KEY RESPONSIBILITIES: Monitor the Voluntary Services in boxes and respond to volunteering enquiries (email and telephone) promptly and efficiently. To arrange volunteer interviews in a timely manner. Support the volunteer recruitment process (to include taking up references, arranging DBS and health screening checks) adhering to Trust and departmental policies and procedures. Ensure that all volunteers have completed the volunteering recruitment process (to include training) before commencing their volunteering and start within an appropriate timescale. Ensure that the volunteer database is kept up to date and all information is stored accurately and securely. Assist with the co-ordination of external organisations who wish to come in to the Trust to donate time, effort or gifts as part of their own employee-volunteering project. Support work experience application processing as required. Assist with arrangements of functions/events. Process orders and requisitions, in line with training given and manage receipt of deliveries when they come into the department. Process orders and requisitions and manage the receipt of deliveries when they come into the department. Ensure information on notice boards, is up to date and current. Answer the phones for all incoming calls, passing information on in an appropriate manner. Cover other office functions as needed, including post and cash handling. Accept donations, monetary and gifts. Support at internal and external events where applicable.Working with peers Understand the organisation and its agreed systems and working procedures (e.g. Charity and Voluntary Services Functions and roles within the team). Ensure a positive and proactive working relationship with team members at all times, as well as within the broader Hospital environment. Keep track of assigned projects and tasks to ensure that support is optimised. Whilst L& D based be available to work at the Bedford site if required.
Other Highest standard of honesty and personal integrity at all times. Attend team meetings and other cross-departmental meetings. Promote development activities to Hospital staff at all levels and foster positive working relationships across the organisation. Ensure that all written communication and materials produced comply with corporate design standards and appropriate legislation (e.g. style guides, document templates, legal wordings, etc). Undertake any other duties as may be reasonably requested by more senior staff and senior representatives from other functions within the organisation. Must be presentable and professionally dressed, i.e. compliant with the Trusts Dress, Appearance and Uniform Code.
Job description
Job responsibilities
The Hospitals Charity supports the work of the Luton and Dunstable University Hospital and Bedford Hospital - you will be working as part of a growing team across both sites.Whether people donate financially, or donate their time as a volunteer, everything we do makes a difference and helps to enhance and support the experience of our patients and staff.
JOB SUMMARY: To assist the Voluntary Services team in the recruitment and support of volunteers across both sites ensuring that all admin functions relating to the volunteer service are effectively undertaken and managed. To provide efficient Admin support to the Charity Teams across both sites to ensure further developing a quality service designed to enhance the patient experience. This may include Work Experience as required. To support the team to introduce new volunteer programmes, and to actively promote and support us in seeking and recruiting volunteers from our diverse communities and establishing links with some of the harder to reach communities. To actively promote the Charity Our relationships with our volunteers and our donors are important to us. You will be expected to be a friendly face to uphold and enhance this within your work here.
KEY RESPONSIBILITIES: Monitor the Voluntary Services in boxes and respond to volunteering enquiries (email and telephone) promptly and efficiently. To arrange volunteer interviews in a timely manner. Support the volunteer recruitment process (to include taking up references, arranging DBS and health screening checks) adhering to Trust and departmental policies and procedures. Ensure that all volunteers have completed the volunteering recruitment process (to include training) before commencing their volunteering and start within an appropriate timescale. Ensure that the volunteer database is kept up to date and all information is stored accurately and securely. Assist with the co-ordination of external organisations who wish to come in to the Trust to donate time, effort or gifts as part of their own employee-volunteering project. Support work experience application processing as required. Assist with arrangements of functions/events. Process orders and requisitions, in line with training given and manage receipt of deliveries when they come into the department. Process orders and requisitions and manage the receipt of deliveries when they come into the department. Ensure information on notice boards, is up to date and current. Answer the phones for all incoming calls, passing information on in an appropriate manner. Cover other office functions as needed, including post and cash handling. Accept donations, monetary and gifts. Support at internal and external events where applicable.Working with peers Understand the organisation and its agreed systems and working procedures (e.g. Charity and Voluntary Services Functions and roles within the team). Ensure a positive and proactive working relationship with team members at all times, as well as within the broader Hospital environment. Keep track of assigned projects and tasks to ensure that support is optimised. Whilst L& D based be available to work at the Bedford site if required.
Other Highest standard of honesty and personal integrity at all times. Attend team meetings and other cross-departmental meetings. Promote development activities to Hospital staff at all levels and foster positive working relationships across the organisation. Ensure that all written communication and materials produced comply with corporate design standards and appropriate legislation (e.g. style guides, document templates, legal wordings, etc). Undertake any other duties as may be reasonably requested by more senior staff and senior representatives from other functions within the organisation. Must be presentable and professionally dressed, i.e. compliant with the Trusts Dress, Appearance and Uniform Code.
Person Specification
Qualifications
Essential
- Level 6 - 9 in Numeracy , Literacy/English Language or Equivalent
Desirable
- European Computer Driving Licence (ECDL)
Experience
Essential
- Evidenced experience of dealing face to face with people from a different range of backgrounds
- Evidence of experience of working in administration/office support
- Ability to use the internet, appropriate databases and other research sources
Desirable
- Peer Management Skills: know how to get the best out of people who may have multiple objectives and task that may be different to your own
Knowledge and Skills
Essential
- Fully trained in and with good skill levels in use of all Microsoft Office applications - able to use the internet, email, a PC desktop environment and manage document preparation
- Knowledge of a range of administrative procedures
- Trained in use of and reporting from an Access database or another organisational specific database
Desirable
- Knowledge/use of the Harlequin database
Personal Skills
Essential
- Understanding of the need for confidentiality awareness at all times
- Possess high emotional intelligence and exceptional interpersonal skills
- Ability to prioritise own workload
- Self aware - know gaps in your own knowledge and not be afraid to ask for assistance
- Able to concentrate in a busy open office environment and not easily distracted
- Able to work independently or part of a wider team
- Attention to detail as well as accurate record keeping and able to follow up on assigned tasks
Person Specification
Qualifications
Essential
- Level 6 - 9 in Numeracy , Literacy/English Language or Equivalent
Desirable
- European Computer Driving Licence (ECDL)
Experience
Essential
- Evidenced experience of dealing face to face with people from a different range of backgrounds
- Evidence of experience of working in administration/office support
- Ability to use the internet, appropriate databases and other research sources
Desirable
- Peer Management Skills: know how to get the best out of people who may have multiple objectives and task that may be different to your own
Knowledge and Skills
Essential
- Fully trained in and with good skill levels in use of all Microsoft Office applications - able to use the internet, email, a PC desktop environment and manage document preparation
- Knowledge of a range of administrative procedures
- Trained in use of and reporting from an Access database or another organisational specific database
Desirable
- Knowledge/use of the Harlequin database
Personal Skills
Essential
- Understanding of the need for confidentiality awareness at all times
- Possess high emotional intelligence and exceptional interpersonal skills
- Ability to prioritise own workload
- Self aware - know gaps in your own knowledge and not be afraid to ask for assistance
- Able to concentrate in a busy open office environment and not easily distracted
- Able to work independently or part of a wider team
- Attention to detail as well as accurate record keeping and able to follow up on assigned tasks
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).
