The Voluntary Services Administrator is responsible for supporting the Patient Experience and Voluntary Services team in administration and clerical tasks. The successful applicant will be joining a small, dedicated, forward-thinking and innovative team. Our volunteers fulfil a variety of patient facing and non-patient facing roles.

The Voluntary Services Administrator plays a lead role in processing volunteer applications, from the initial stages of logging received applications onto a bespoke database, through to requesting references, processing occupational health requests and DBS’s (disclosure and barring service), to supporting with induction s , allocating roles, and providing ongoing support for registered volunteers. The role is very much about undertaking the recruitment and onboarding of the volunteering process. The right applicant will be well organised, experienced, able to manage their workload to ensure the efficiency and timely completion of the recruitment process. You will also be responsible for responding to enquiries in the voluntary services generic mailbox, responding to emails and ensuring that prospective volunteers are kept updated and engaged, this includes any face-to-face enquiries

• Provide daily face-to-face, over the telephone, and email support for the Trust’s Volunteer Service to staff, prospective volunteers an external organisations, signposting and providing information on the voluntary services
• Process all prospective applications including obtaining references, DBS’ checks, Occupational Health requests, supporting inductions and placements of the new volunteers
• Engage with internal stakeholders to facilitate placements for new volunteers
• Provide administration and clerical support to the voluntary services
• Oversee the voluntary services generic mailbox in a professional and timely manner
• Issue lunch vouchers
• Keep up-to-date records on our access database
• They will be responsible for updating data in Excel on volunteer numbers and activity, they will be proficient in word and other applications related to undertaking the role
• To maintain the service’s application process, using the Volunteer Service Access database and other resources to log and track volunteer applications
• To support the daily activity of individual Trust volunteers, ensuring their travel and lunch expenses are fulfilled, and that any immediate concerns are resolved or escalated
• To support the day-to-day management of the volunteers, ensuring that they carry out their duties in accordance with established guidance, procedures, and standards.

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

POST SUMMARY

The Voluntary Services Administrator is responsible for supporting the Patient Experience and Voluntary Services team in administration and clerical tasks. The successful applicant will be joining a small, dedicated, forward-thinking and innovative team. Our volunteers fulfil a variety of patient facing and non-patient facing roles. These include chaplaincy support, ward befriending, administrative, guides and fundraising volunteers. Many of our volunteers support in specially curated roles, working closely alongside staff to deliver an enhanced patient experience and quality of care. Our volunteers mainly support during office hours (9am-5pm, Monday through Friday), but we do offer volunteers the opportunity to work weekend and evening hours.
The Voluntary Services Administrator plays a lead role in processing volunteer applications, from the initial stages of logging received applications onto a bespoke database, through to requesting references, processing occupational health requests and DBS’s (disclosure and barring service), to supporting with induction s , allocating roles, and providing ongoing support for registered volunteers. The role is very much about undertaking the recruitment and onboarding of the volunteering process. The right applicant will be well organised, experienced, able to manage their workload to ensure the efficiency and timely completion of the recruitment process. You will also be responsible for responding to enquiries in the voluntary services generic mailbox, responding to emails and ensuring that prospective volunteers are kept updated and engaged, this includes any face-to-face enquiries.

THE VOLUNTARY SERVICES ADMINISTRATOR IS RESPONSIBLE FOR:

• Provide daily face-to-face, over the telephone, and email support for the Trust’s Volunteer Service to staff, prospective volunteers an external organisations, signposting and providing information on the voluntary services
• Process all prospective applications including obtaining references, DBS’ checks, Occupational Health requests, supporting inductions and placements of the new volunteers
• Engage with internal stakeholders to facilitate placements for new volunteers
• Provide administration and clerical support to the voluntary services
• Oversee the voluntary services generic mailbox in a professional and timely manner
• Issue lunch vouchers
• Keep up-to-date records on our access database
• They will be responsible for updating data in Excel on volunteer numbers and activity, they will be proficient in word and other applications related to undertaking the role
• To maintain the service’s application process, using the Volunteer Service Access database and other resources to log and track volunteer applications.
• To support the daily activity of individual Trust volunteers, ensuring their travel and lunch expenses are fulfilled, and that any immediate concerns are resolved or escalated.
• To support the day-to-day management of the volunteers, ensuring that they carry out their duties in accordance with established guidance, procedures, and standards.

The Voluntary Services Administrator plays a lead role in processing volunteer applications, from the initial stages of logging received applications onto a bespoke database, through to requesting references, processing occupational health requests and DBS’s (disclosure and barring service), to supporting with induction s , allocating roles, and providing ongoing support for registered volunteers. The role is very much about undertaking the recruitment and onboarding of the volunteering process. The right applicant will be well organised, experienced, able to manage their workload to ensure the efficiency and timely completion of the recruitment process. You will also be responsible for responding to enquiries in the voluntary services generic mailbox, responding to emails and ensuring that prospective volunteers are kept updated and engaged, this includes any face-to-face enquiries

• Provide daily face-to-face, over the telephone, and email support for the Trust’s Volunteer Service to staff, prospective volunteers an external organisations, signposting and providing information on the voluntary services
• Process all prospective applications including obtaining references, DBS’ checks, Occupational Health requests, supporting inductions and placements of the new volunteers
• Engage with internal stakeholders to facilitate placements for new volunteers
• Provide administration and clerical support to the voluntary services
• Oversee the voluntary services generic mailbox in a professional and timely manner
• Issue lunch vouchers
• Keep up-to-date records on our access database
• They will be responsible for updating data in Excel on volunteer numbers and activity, they will be proficient in word and other applications related to undertaking the role
• To maintain the service’s application process, using the Volunteer Service Access database and other resources to log and track volunteer applications
• To support the daily activity of individual Trust volunteers, ensuring their travel and lunch expenses are fulfilled, and that any immediate concerns are resolved or escalated
• To support the day-to-day management of the volunteers, ensuring that they carry out their duties in accordance with established guidance, procedures, and standards