Voluntary Services Administrator

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Covid-19 Vaccination

Getting vaccinated, and getting a booster, remains the best defence against COVID-19.
We encourage and support staff to get COVID-19 vaccine and a booster dose as and when they are eligible.

Please note in order to progress your application, your data will be processed by our 3rd party recruitment providers - North London Partners Shared Service, who conduct recruitment activities on behalf of Whittington Health NHS Trust.

For our current apprenticeship vacancies, please go to https://www.gov.uk/apply-apprenticeship and use Keyword 'Whittington'

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers.

Job overview

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 Administratorplays 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 inductions, 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

Main duties of the job
• 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.

Working for our organisation

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.

Detailed job description and main responsibilities
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 Administratorplays 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 inductions, 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.

MAIN DUTIES

The Voluntary Services Administratoris 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.

Person specification

Qualifications

Essential criteria

• Educated to GCSE
• Willingness to undertake further training related to role
• Previous experience of working in NHS environment

Desirable criteria

• Relevant training courses related to work

Skills & Abilities

Essential criteria

• Ability to work as part of a team and autonomously
• Ability to organise own workload, meeting deadline and organise own workload
• Able to be trained on hospital IT systems
• Basic IT skills and knowledge
• Ability to be culturally sensitive, with excellent interpersonal skills, both written and verbally
• Ability 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

Knowledge & Experience

Essential criteria

• Data entry
• Demonstrate a willingness to learn
• Experience of delivering training sessions and promoting volunteering services and opportunities
• Experience of Whittington Health Trust or other NHS Trusts

Desirable criteria

• Experience of working with volunteers or the voluntary services
• Problem solving skills
• Knowledge of recruitment process for volunteers
• Experience of taking minutes

Personal Qualities

Essential criteria

• Team player, adaptable and flexible
• Enthusiastic and positive
• Good punctuality and attendance records

Desirable criteria

• Problem solving

Other

Essential criteria

• Ability to work on own initiative within guidelines
• Ability to engage and motivate others
• Creativity, flexibility, and openness to challenge

SAFEGUARDING CHILDREN AND ADULTS

To comply with the Trust's Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.

• Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.

• Ensure you are familiar and comply with local protocols and systems for information sharing.
• Know the appropriate contact numbers and required reporting lines.
• Participate in required training and supervision.
• Comply with required professional boundaries and codes of conduct

Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

Your application form -

1. Provide only business email address for your referees - we are unable to request references from yahoo, Hotmail, Gmail accounts.
2. Make sure you to include all evidence of where you meet the essential requirement on the jobs description as this forms the base of our shortlisting criteria.

Our processes -

1. Closing dates are given as a guide; we are within our right to close adverts early so please ensure you submit your application as soon as possible to avoid delay.
2. If you do not hear from us up to 3 weeks after the closing date of the job unfortunately this means you have not been successfully shortlisted for interview. If your require feedback on your application please contact the appointing manager detailed in the body of the advert.
3. Please check your emails regularly as all correspondence from us will be via trac.systems - occasionally these emails will go into your Junk folder.
4. Employment at Whittington Health is offered subject to successful completion of a 6 month probationary period for all staff with the exception of GMC Registered Doctors.

Other important information -

• Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system.
• Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
• In submitting an application form, you authorise Whittington Health NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.

If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a "selfie" using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk

Please note that during the recruitment process your Identity Documentation (i.e. passport, driving licence, visa, etc.) will be scanned using a device which recognises UV, Infrared and Machine Readable Zone security features of the documents provided

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

We would welcome applications from individuals who are from underrepresented groups in the organisation

Employer certification / accreditation badges

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
Documents to download

• Voluntary Services Administrator (PDF, 208.4KB)
• Whittington Probationary Policy (PDF, 298.0KB)
• Whittington Employment Promise (PDF, 22.4KB)