Operational Support Manager- Volunteer Services

at  North Bristol NHS Trust

Please download the Job Description and Personal Specification documents attached below for further information. Governance & Administration1. Ensure all volunteer systems, databases and activity within the Trust is managed effectively, responsibly, and safely.2. Support the exploration of a new end to end volunteer management system, or similar process, and implementation if feasible.3.
To manage volunteer activities through having an oversight of an accurate rota system. 4. Maintain effective systems for recruitment, induction, training, management, and development of volunteers.5. To manage and approve volunteer expenses and meal vouchers.6.
Ensure role descriptions, and guidelines are in place and regularly updated.7. To have initial accountability for the recruitment, selection, and placement of all volunteers throughout the organisation. Ensuring all necessary pre-volunteering checks are carried out as required and records kept according to Trust policy. Escalating any concerns or queries to the VSM.8.
Ensure a high compliance rate in the quality of volunteer files; the content reflecting evidence of all safe recruitment requirements and completion of all required training and updates.9. Continue the development of appropriate training and induction programmes for all volunteers in liaison with Departmental Managers leading as required.10. Responsible for ensuring individual volunteers are adequately supported and that appropriate on-the-job support and supervision are provided by identified supervisors in each service/ward/department.11. Follow our volunteer policy to ensure that volunteer roles do not encroach on to paid roles, meeting the Helpforce and Unison Charter.12.
Ensure your own knowledge about the volunteers services provision is up to date and at an appropriate level. Communication and relationships1. Effectively manage two colleagues providing direct line management to achieve your operational objectives. This includes providing regular support, one-to-ones, and promoting team working and skill sharing.
Encouraging a hands-on approach to getting to know the volunteer team.2. Ensure delivery of regular communication with volunteers regarding operational matters.3. Where appropriate, utilise networks such as NHS England, Helpforce and other related organisations using them to share and develop practice.4. Work closely with VSM to contribute information to effective internal and external communications to raise the profile of the volunteering service.
Including contributing to the content for the @NBTVolunteering X account and contributing to the Patient Experience Newsletter.5. Communicate with a range of staff at all levels and utilise persuasive and motivational skills to lead and engage others. This includes attending internal meetings, Trust induction or team huddles to share information about the service.6. To escalate patient experience feedback to relevant departments and work with them to support effective solutions.7.
Support with the recording of impact data, contributing information to Trust reports via the VSM.8. Deal with complaints, conduct, and performance issues, escalating to the VSM when required.9. Deputise for the Volunteer Service Manager.10. Support at networking and recruitment events, representing the organisation at high-profile functions as required.11.
Support with the delivery of volunteer recognition and feedback events.12. Act as an ambassador for good practice in volunteering for the Trust and the wider community.13. Maintaining a superb relationship with all partners from within the Trust. General1.
Responsible for the development and use of effective information systems to support the management and governance of NBT Volunteer Services.2. To meet the needs of the organisation the post holder may be required to undertake duties at any location within the Trust. Personal Specification Education/Training/Qualification Educated to degree level with evidence of postgraduate qualification, or equivalent Strong knowledge of relevant guidelines, legislation and policies relating to volunteering Work Experience Experience developing and managing staff or Volunteer programmes Experience in delivering a safe, effective, inclusive volunteer recruitment process Experience of managing change and leading a team to effectively deliver the required outputs and outcomes Proven experience in organising staff or volunteer rotas, being able to demonstrate past excellence in balancing the needs of volunteers and an organisation Experience of working effectively with internal and external stakeholders from diverse backgrounds across public, private, and voluntary sectors Experience of co-ordinating a cross-organisation service in a complex organisation Knowledge/Skills/Abilities Able to demonstrate knowledge and commitment to equal opportunities and inclusivity, demonstrating the benefits of a diverse volunteer force Knowledge of volunteering and its mutual benefits to those that volunteer and the organisation Knowledge and experiences of the challenges faced in the recruitment and management of volunteers/individuals, and approaches to develop an inclusive service Knowledge and ability to support in the production of effective communications to the volunteer or staff teams, departments, and a wider audience. Able to lead a team in being a welcoming first point of contact for all existing and prospective volunteers Able to support identifying and develop new volunteer initiatives to benefit patients, staff, and the wider organisation Able to effectively deal with concerns or complaints, and professionally manage difficult or challenging conversations Computer literate, and confident in using IT systems such as MS Office and databases effectively Able to, and demonstrable experience of, working to tight deadlines and delivering results Personal Qualities/Special Circumstances Strong affinity with the values of the Trust exhibiting them in day-to-day work Inclusive approach to those who find barriers to volunteering Motivated and self-initiated with a non-judgemental approach Positive professional work attitude Presentable, professional appearance Hands on attitude with good attention to detail Able to lead a team with evidence of effective leadership experience Inclusive, flexible, tactful, diplomatic, and supportive in your approac

Please refer the Job description for details