Volunteer Services Administrator

Do you enjoy the satisfaction of a job well done?
If you answered, yes, we would love to hear from you!
We are seeking an experienced, passionate, and focused individual with high standards and a keen eye for detail to join our Volunteer Services Team.
Volunteers play a vital part in improving the experience of our patients and their loved ones within the Trust.
Our volunteers support our wards and departments in the hospital and within various community settings.
Whether it’s providing support at mealtimes, warmly greeting visitors to our clinics or being with patients at end of life, our volunteers continue to go above and beyond to enhance the patient experience.
For this exciting opportunity to join us at the Volunteer Services Team, we would like you to be able to contribute as part of a team and be able to work confidently under your own initiative, working proactively to identify forthcoming priorities, organising your workload accordingly and supporting the team as required.
The successful candidate will be responsible for updating and maintaining the administrative systems, assisting with Volunteer enquiries, and supporting the completion of recruitment checks for new Volunteers.
As a visible member of the Volunteer Services Team, you will deal with regular enquiries to the department which will require an empathetic and friendly nature.
We are seeking an individual to provide high quality and effective administrative support, who is positive, has a flexible approach, has good attention to detail, supportive towards colleagues and volunteers and is an effective team player.
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job summary:
Provide effective administrative support to the busy Volunteer Services Department supporting departmental staff with the recruitment processes and management of volunteers alongside other administrative duties.
Job responsibilities:
Key tasks and responsibilities
Maintain administrative systems, accurate up to date records, procedures and daily information for the Volunteer Services Team and volunteers.
Support with volunteer recruitment.
Support the development and delivery of the volunteer strategy.
Communication
Ensure everyone contacting the service is responded to in a timely manner, welcomed, supported and where appropriate signposted accordingly.
Readily provide a friendly, co-operative working relationship with all staff and volunteers
Exercise and understand the need for confidentiality, empathy, discretion, and diplomacy in all aspects of the role.
Offer support to the volunteers when necessary.
Be a visible member of the Volunteer Services Team, promoting the impact of volunteers within the Trust.
Understand the objectives for the service.
Contribute to communications and marketing of Volunteer Services.
Assist with and contribute to departmental social activities.
Analytical and judgemental
Confidence to suggest improvements to administrative processes.
Input and analyse volunteer performance data reporting findings to the Volunteer Coordinators / Volunteer Services Lead.
Planning and organisational skills
Ability to prioritise work and use own initiative.
Support the completion of recruitment checks for new volunteers.
Process volunteer applications and arrange appointments for interview including arranging identity checks and health screening appointments.
Attend volunteer interviews as required.
Assist Volunteer Coordinators / Volunteer Services Lead with induction and training of volunteers.
Organise appropriate administrative tasks for volunteers supporting the Trust.
Prepare and distribute rotas for volunteer projects.
Support to implement the Volunteer Programme into new services.
Finance and resources
Procurement - organise ordering of stationery, uniforms etc. for the department.
Information resources
Deal with daily correspondence.
Assist the information desk volunteers with inquiries.
Collect and collate information for volunteers and for the department.
Contribute to maintaining and monitoring accurate records, reviewing, and sharing data.
Assist with reproducing promotional information, brochures, leaflets, notices, invitations, posters, volunteer handbooks, packs etc. for the department.
Process recruitment paperwork for both the student and adult volunteers.
Administer lost property in accordance with the patient property policy.