Volunteer Services Administrator

We have a great opportunity for someone to join the Volunteer Services team as a part-time Volunteer Services Administrator, to help develop our volunteering offer as a 'volunteer organisation of choice'.

Main duties of the job

The Volunteer Services team provide a supportive environment for our highly valued volunteers and as a key contact, you will:

• Assist and support all aspects of administration throughout the volunteer lifecycle including recruitment, training and engagement.
• Communicate with new and existing volunteers to ensure they are well briefed and able to perform their volunteering to the best of their ability.
• Be an ambassador and positively promote volunteering at the Hospice at external events.

We are seeking candidates who:

• Have excellent communication and interpersonal skills.
• Enjoy engaging with people.
• Have a flexible and can-do attitude approach to work.

Ideally, you will have some experience or insight into volunteering but training will be provided as part of an induction; however, good IT skills are essential.

This is a part-time role, working 15 hours per week, 3 days over 5 within normal office hours between Monday and Friday. Consideration will be given to flexible working arrangements.

About us

Our mission is to provide excellent care and support to those living with life-limiting illness and to the people they care about, to enrich their lives and to contribute to the ongoing development of end-of-life care. We do this by placing our patients at the centre of everything we do, and through involving patients and their families in all decisions regarding their care.

We can only achieve this with the help of our amazing colleagues, by developing and recognising their contribution, and by sharing our knowledge and skills through education, audit, and research.

We do not have sponsorship status and therefore all our offers are made conditional upon our candidates submitting evidence of their right to work in the UK in conjunction with our other pre-employment checks.

Job responsibilities

Administrative

• To maintain ongoing communication, including regular reviews, with new and existing volunteers, ensuring that they are well-informed, can perform their duties effectively, and remain engaged with the Hospice's key messages.
• To maintain accurate and up-to-date volunteer records for reporting purposes.
• To assist and support all aspects of administration throughout the volunteer lifecycle including DBS checks and references.
• To actively engage and support with the creation of volunteer information bulletins, and additional content for our website and social media platforms, along with any future platforms to support volunteer engagement.
• To assist with the revision of volunteer role descriptions and processes.

Recruitment

• To maintain internal and external recruitment platforms to reflect all current volunteer vacancies.
• To correspond with prospective volunteers during the recruitment process to ensure all necessary documentation and checks are in place prior to commencing a volunteer role.
• To actively engage and participate in the interview and selection process for potential volunteers.
• To attend (in person or virtually) internal and external events to promote volunteering for the Hospice including promoting current volunteer roles.

Training

• To support volunteers with online and in-person mandatory training.
• To assist and support Senior Leaders and managers with developing and delivering specific volunteer training.
• To assist with booking volunteers onto specific training sessions and monitoring progress and compliance.

General

• To ensure volunteers are supported at all times, and have read and understood all Hospice policies, guidelines, and expectations.
• To undertake regular reviews with volunteers and their managers to ensure volunteers are and continue to be well-suited to their role(s).
• To assist line managers in supporting volunteers with sensitivity through difficult times which may prevent them from actively engaging in volunteering (i.e., bereavement, ill health, family issues).
• In the absence of the Volunteer Services Manager, escalate any problems or issues to the HR Manager or a member of the HR team.
• To encourage volunteers to address concerns with their Senior Leader or manager to achieve a resolution where possible.
• To proactively assist and support with planning volunteer events, open days, and special events where we celebrate and promote our volunteer success stories.

Person Specification

Experience

• Experience of working in a people-facing role.
• Experience of working in a busy environment with the need to multi-task and manage conflicting priorities.
• Ability to work confidentially and with high levels of discretion and accuracy.
• Good organisation skills.
• Working within a volunteering environment, including having experience of being a volunteer.
• Experience of working in an administrative capacity.
• Working in the Third Sector / experience of working for or with a Charity.

Qualifications

• Level 2 English and Maths or equivalent.

IT

• Up to date and regular user of Office software, including Word, Excel, Outlook.
• Open to learning new platforms/software.

Personal

• Enjoy engaging with people.
• Be professional, courteous, and respectful of others at all times.
• Have enthusiasm and a can-do attitude.
• Be able to work as part of a team and individually.
• Flexible approach to the work undertaken.

Other requirements

• Be prepared to assist with Hospice fundraising activities.
• Be flexible and prepared to work additional hours to cover holiday within the team.
• Be prepared to work occasional evenings and weekends which are planned in advance.

Communication

• Excellent communication skills (both written and verbal).
• Effective communicator, both in person and over the phone, to individuals of all ranks and sectors.