Job summary
As a Volunteer Coordinator, you will be responsible for the recruitment, training and coordinating the activity of volunteers, who will support our patients, their families and staff. You will work collaboratively with teams across the hospital, to ensure we have a high performing, consistent number of volunteers available across Luton and Bedford Hospital sites.
You will work in partnership with staff, volunteers, and the people we support to guarantee that we maintain a high-quality service which meets the needs of those engaged.
The successful candidate will commit to working in line with our Charity values, which are:
- Because people matter most - people are our top priority. We care, so everyone can be their best.
- Community - our actions and support help build stronger communities where people can find their place and thrive.
- Transformation - we do challenging work, creating positive change that helps people.
About you:
This role will suit an individual with a passion for volunteering and a good understanding of recruitment and relationship management. Professional curiosity with the ability and willingness to learn and apply learning to support delivery.
Main duties of the job
What you need:
- Experience of building and maintaining strong relationships with volunteers / clients.
- Experience of developing contacts and networks across a wide range of services.
- Experience of supervising and appraising staff or volunteers, motivating them and achieving positive outcomes in line with contractual obligations.
- Experience of setting targets and monitoring performance of staff or volunteers.
- High level of relationship skills: Empathy; caring; acceptance; mutual affirmation; supportive and can give constructive feedback to support continuous personal and professional development of volunteers.
- Good IT skills including the use of Microsoft Office applications.
- Excellent communication skills, both written and oral.
- Excellent organisational skills and attention to detail, with the ability to prioritise own workload and work autonomously and as part of a team.
- Lateral thinking and problem-solving skills.
- Adaptability to changing and emerging needs, demonstrating flexibility and resilience in challenging situations.
- Experience of data collection, administration and recording procedures with the ability to maintain notes and volunteer HR notes on a bespoke database.
- Ability to develop reports to showcase the impact of volunteers.
- Full driving license, own car and business insurance is essential.
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
Strategic and Management Responsibilities
As a key member of the team you will:
- Support the Head of Charity, Community Engagement and Voluntary Services Manager, and other Charity team leads in developing and delivering on the Charity and Trusts strategic aims and objectives, enhancing the experience of patients, visitors and staff.
- Guide, support and direct members of the team in achieving personal development goals whilst contributing to Volunteer Service and Charity objectives.
- Deputise for the Community Engagement and Voluntary Services Manager and Special Projects Volunteer Co-ordinators as necessary in handling issues and queries relating to volunteers.
- Assist in the delivery of well-managed, high quality volunteer services focusing on the recruitment and retention of appropriate volunteers to fulfil service requests for support.
- Establish and maintain positive working relationships with relevant stakeholders to promote best practice and offer support to peers. This includes developing relationships with organisations regionally and nationally to assist the development of volunteer services which reflect shared objectives.
- Be able to innovate and offer creative solutions in the development of new volunteer roles to address patient and service needs.
- Be self-aware with strong interpersonal and emotional intelligence skills and be able to work with and support team members and volunteers from diverse communities, ensuring inclusivity and respect is maintained.
- Uphold and lead by example in relation to the Trusts values of Teamwork, Honesty and Openness, Respect, Inclusivity, Valuing People and Excellence (THRIVE)
Volunteer Recruitment and Programme Development
A key part of your objectives will be to increase volunteer numbers and placement opportunities:
- Support the management and development of a quality volunteering service designed to enhance the patient experience, maintaining continuous volunteer recruitment across the Luton and Bedford sites.
- Ensure all volunteering activities meet with the Trusts service needs and are carried out in line with policies regarding health and safety, legal requirements, environmental, equal opportunities and general duty of care.
- Take responsibility for the volunteer recruitment process from enquiry to interview and placement, working with the Charity Administrator Volunteer Lead (Luton) and the Team Administrator (Bedford) to oversee all related administrative processes including taking up references, arranging DBS checks and health screening.
- Collaborate with wards and departments requesting support to develop role descriptions, identifying appropriate tasks, carrying out risk assessments against personal, environmental risk and job substitution, and matching individual volunteer skills to our patient and ward/department needs.
- Assist with identifying gaps in service that volunteer support could alleviate, negotiating and arranging appropriate placements for volunteers throughout the Trust to maximise support to patients, their relatives, visitors and staff.
- Place and induct new volunteers; introduce new volunteers to placement staff and ensure both parties understand the tasks to be completed; encourage the development of volunteers within placements in conjunction with staff; ensure safe practice that is compliant with national guidance and provide ongoing support to volunteers and staff.
- Maintain accurate and up-to-date records and administrative systems including the database and sign in app supported by the Luton and Bedford Admin Support team members.
- Monitor new volunteer starters to ensure wellbeing, appropriate support from the placement area and overall role satisfaction, addressing any immediate issues.
- Be accessible and offer support to all volunteers as needed in an open and friendly manner, and proactively engaging with them on a regular basis.
- Discuss and resolve difficulties and sensitive issues between volunteers and staff, assist staff with (HR) advice appropriate to volunteers.
- Identify any additional specialist training requirements through an ongoing training needs analysis and coordinate the delivery of any relevant training - facilitate and encourage the development of volunteer skills, knowledge and experience.
- Work with the Work Experience and Student Volunteer Lead to ensure Volunteers undertaking the Mealtime Assistant role are fully trained and supported. Where required, work alongside and supervise volunteers within the hospital, explaining tasks and working guidelines ensuring that they are understood.
- Collaborate with nursing, therapies and other service leads to ensure volunteers receive appropriate training to gain the knowledge and skills required to enable safe, confident and effective support.
- Assist with the organisation of training events for volunteers and contribute to the delivery of this training.
- Authorise expenses for volunteers, and maintain and monitor budget relating to this.
- Produce monthly, quarterly and annual reports on service activity.
- Respond to general office enquiries
Communication and sharing knowledge/best practice
- Demonstrate a high level of verbal and written communication skills in relation to all aspects of service and project delivery. Communicate complex information to a wide range of volunteers, staff and managers at all levels of the organisation.
- Communicate effectively and appropriately with patients, carers, families and colleagues. This involves demonstrating awareness of sensitive issues and dealing with difficult situations, plus an awareness of barriers to effective communication e.g. hearing loss, altered perception, dementing illness, memory loss, pain, fear and the effective use of verbal / non-verbal communication as appropriate.
- Work as part of a team and include the sharing of skills and co-ordination of issues in order to enhance the effectiveness and efficiency of the Voluntary Services and Charity Team.
- Contribute to the compilation and assist with the dissemination of information to volunteers about the Voluntary Services department and the Charity, including newsletters.
- Assist with educating ward and department staff across the Trust on the remit and value of volunteers.
- Be proficient in IT skills, including Microsoft Office applications to enable effective communication.
- Participate in networking across the region and nationally via the National Association of Voluntary Services Managers, NHSE and other relevant platforms, to share and learn developments in best practice and innovation.
Service Promotion and Events
- Assist with arrangements for functions/events as part of the Trusts support for volunteers and the Charity.
- Attend events in the hospitals and in the community, including community organisations, to promote volunteering and the Charity.
- Contribute to appropriate working groups/meetings that are relative to volunteer involvement.
- Integrate into the local wider community of volunteer co-ordinators to ensure the Trusts services are promoted and kept up to date with current local issues and targets.
- Assist with articles for internal and external publications, social media posts, website, intranet and notice board updates, plus targeted recruitment campaigns.
Retention and Service Deliverables
- Increased volunteer numbers across the Trust and efficiency improvements in volunteer recruitment timelines and processing.
- New volunteer roles developed for volunteers to meet service user, community and staff needs.
- Continuous service improvement including visibility and awareness across the Trust with increased understanding and appreciation of volunteer support.
- Contribute to the enhanced Trust reputation as a respected quality volunteer service provider in the region.
- Contribute to the development of outcome measures to assist service evaluation and growth, including through record keeping, assisting with audits and surveys, and ideas for service development
Job description
Job responsibilities
Strategic and Management Responsibilities
As a key member of the team you will:
- Support the Head of Charity, Community Engagement and Voluntary Services Manager, and other Charity team leads in developing and delivering on the Charity and Trusts strategic aims and objectives, enhancing the experience of patients, visitors and staff.
- Guide, support and direct members of the team in achieving personal development goals whilst contributing to Volunteer Service and Charity objectives.
- Deputise for the Community Engagement and Voluntary Services Manager and Special Projects Volunteer Co-ordinators as necessary in handling issues and queries relating to volunteers.
- Assist in the delivery of well-managed, high quality volunteer services focusing on the recruitment and retention of appropriate volunteers to fulfil service requests for support.
- Establish and maintain positive working relationships with relevant stakeholders to promote best practice and offer support to peers. This includes developing relationships with organisations regionally and nationally to assist the development of volunteer services which reflect shared objectives.
- Be able to innovate and offer creative solutions in the development of new volunteer roles to address patient and service needs.
- Be self-aware with strong interpersonal and emotional intelligence skills and be able to work with and support team members and volunteers from diverse communities, ensuring inclusivity and respect is maintained.
- Uphold and lead by example in relation to the Trusts values of Teamwork, Honesty and Openness, Respect, Inclusivity, Valuing People and Excellence (THRIVE)
Volunteer Recruitment and Programme Development
A key part of your objectives will be to increase volunteer numbers and placement opportunities:
- Support the management and development of a quality volunteering service designed to enhance the patient experience, maintaining continuous volunteer recruitment across the Luton and Bedford sites.
- Ensure all volunteering activities meet with the Trusts service needs and are carried out in line with policies regarding health and safety, legal requirements, environmental, equal opportunities and general duty of care.
- Take responsibility for the volunteer recruitment process from enquiry to interview and placement, working with the Charity Administrator Volunteer Lead (Luton) and the Team Administrator (Bedford) to oversee all related administrative processes including taking up references, arranging DBS checks and health screening.
- Collaborate with wards and departments requesting support to develop role descriptions, identifying appropriate tasks, carrying out risk assessments against personal, environmental risk and job substitution, and matching individual volunteer skills to our patient and ward/department needs.
- Assist with identifying gaps in service that volunteer support could alleviate, negotiating and arranging appropriate placements for volunteers throughout the Trust to maximise support to patients, their relatives, visitors and staff.
- Place and induct new volunteers; introduce new volunteers to placement staff and ensure both parties understand the tasks to be completed; encourage the development of volunteers within placements in conjunction with staff; ensure safe practice that is compliant with national guidance and provide ongoing support to volunteers and staff.
- Maintain accurate and up-to-date records and administrative systems including the database and sign in app supported by the Luton and Bedford Admin Support team members.
- Monitor new volunteer starters to ensure wellbeing, appropriate support from the placement area and overall role satisfaction, addressing any immediate issues.
- Be accessible and offer support to all volunteers as needed in an open and friendly manner, and proactively engaging with them on a regular basis.
- Discuss and resolve difficulties and sensitive issues between volunteers and staff, assist staff with (HR) advice appropriate to volunteers.
- Identify any additional specialist training requirements through an ongoing training needs analysis and coordinate the delivery of any relevant training - facilitate and encourage the development of volunteer skills, knowledge and experience.
- Work with the Work Experience and Student Volunteer Lead to ensure Volunteers undertaking the Mealtime Assistant role are fully trained and supported. Where required, work alongside and supervise volunteers within the hospital, explaining tasks and working guidelines ensuring that they are understood.
- Collaborate with nursing, therapies and other service leads to ensure volunteers receive appropriate training to gain the knowledge and skills required to enable safe, confident and effective support.
- Assist with the organisation of training events for volunteers and contribute to the delivery of this training.
- Authorise expenses for volunteers, and maintain and monitor budget relating to this.
- Produce monthly, quarterly and annual reports on service activity.
- Respond to general office enquiries
Communication and sharing knowledge/best practice
- Demonstrate a high level of verbal and written communication skills in relation to all aspects of service and project delivery. Communicate complex information to a wide range of volunteers, staff and managers at all levels of the organisation.
- Communicate effectively and appropriately with patients, carers, families and colleagues. This involves demonstrating awareness of sensitive issues and dealing with difficult situations, plus an awareness of barriers to effective communication e.g. hearing loss, altered perception, dementing illness, memory loss, pain, fear and the effective use of verbal / non-verbal communication as appropriate.
- Work as part of a team and include the sharing of skills and co-ordination of issues in order to enhance the effectiveness and efficiency of the Voluntary Services and Charity Team.
- Contribute to the compilation and assist with the dissemination of information to volunteers about the Voluntary Services department and the Charity, including newsletters.
- Assist with educating ward and department staff across the Trust on the remit and value of volunteers.
- Be proficient in IT skills, including Microsoft Office applications to enable effective communication.
- Participate in networking across the region and nationally via the National Association of Voluntary Services Managers, NHSE and other relevant platforms, to share and learn developments in best practice and innovation.
Service Promotion and Events
- Assist with arrangements for functions/events as part of the Trusts support for volunteers and the Charity.
- Attend events in the hospitals and in the community, including community organisations, to promote volunteering and the Charity.
- Contribute to appropriate working groups/meetings that are relative to volunteer involvement.
- Integrate into the local wider community of volunteer co-ordinators to ensure the Trusts services are promoted and kept up to date with current local issues and targets.
- Assist with articles for internal and external publications, social media posts, website, intranet and notice board updates, plus targeted recruitment campaigns.
Retention and Service Deliverables
- Increased volunteer numbers across the Trust and efficiency improvements in volunteer recruitment timelines and processing.
- New volunteer roles developed for volunteers to meet service user, community and staff needs.
- Continuous service improvement including visibility and awareness across the Trust with increased understanding and appreciation of volunteer support.
- Contribute to the enhanced Trust reputation as a respected quality volunteer service provider in the region.
- Contribute to the development of outcome measures to assist service evaluation and growth, including through record keeping, assisting with audits and surveys, and ideas for service development
Person Specification
Strategic and Management Responsibilities
Essential
- Evidence of working with volunteers
- Demonstrate working within recruitment
- Examples of working within the community
- Customer Service Skills evidenced
- Has worked with a CRM Database
Desirable
- Has worked as a volunteer co-ordinator
- Has worked within HR
Qualifications
Essential
- Trained in use of Microsoft Office
- Medium level numeracy (GCSE Maths)
- Medium level of literacy (GCSE English)
Desirable
- Full Driving Licence
- Project Management Qualification
- HR qualification
Communications
Essential
- Demonstrates Presentation Skills
- Demonstrates Use of Social Media
- Evidence dealing with a diverse range of people
- Demonstrates ability to use internet
- Good face to face, interpersonal skills, confident phone and conversational manner
Desirable
- Has updated website content
General
Essential
- Good administrative, organisation and prioritisation skills
- Demonstrates reporting capability
- Confident in Word and IT applicaitons
- Good supporting statement relevant to role
Desirable
Person Specification
Strategic and Management Responsibilities
Essential
- Evidence of working with volunteers
- Demonstrate working within recruitment
- Examples of working within the community
- Customer Service Skills evidenced
- Has worked with a CRM Database
Desirable
- Has worked as a volunteer co-ordinator
- Has worked within HR
Qualifications
Essential
- Trained in use of Microsoft Office
- Medium level numeracy (GCSE Maths)
- Medium level of literacy (GCSE English)
Desirable
- Full Driving Licence
- Project Management Qualification
- HR qualification
Communications
Essential
- Demonstrates Presentation Skills
- Demonstrates Use of Social Media
- Evidence dealing with a diverse range of people
- Demonstrates ability to use internet
- Good face to face, interpersonal skills, confident phone and conversational manner
Desirable
- Has updated website content
General
Essential
- Good administrative, organisation and prioritisation skills
- Demonstrates reporting capability
- Confident in Word and IT applicaitons
- Good supporting statement relevant to role
Desirable
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
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).
