Volunteer Services Administrator

The post holder will provide high-quality, general administration and clerical support to the South London and Maudsley NHS Voluntary Services Team. The new post is generously funded by the Maudsley Charity. The post holder will support the Volunteer Services Manager with the growth and development of the volunteer services across the Trust and liaise/communicate with all stakeholders. The post holder will support to ensure all volunteer activity is aligned to the South London and Maudsley NHS Foundation Trust Volunteering Policy.

Key Areas:
To assist with the administration and coordination of volunteer recruitment.

To maintain Assemble database records regarding volunteers.

Support the Voluntary Services Manager regarding the day-to-day management of the service.

To assist with Volunteer Reports and Data Collection.

South London and Maudsley NHS Foundation Trusthas a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley and Wandsworth.

We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as ‘good’.

Our Values

We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I’m going to do is at the heart of everything we do. When you join us, you’ll be part of something special.

As a Trust we are happy to talk flexible working.

KeyJob Summary

• To provide administrative support with the volunteer recruitment, training and induction and the placement process according to Trust policy. To meet specified timescales for that process and to meet key performance indicators.
• To support the volunteer service manager – at recruitment and training events.
• To support the volunteer service manager in the administration of the management of the volunteer database (Assemble) and maintain accurate and accessible records.
• To input volunteer data into Assemble, the volunteer management system.
• To communicate information effectively to members of the public, staff and volunteers and provide support to them as required.
• To provide broader administrative support to the volunteer team.
• To be part of team meetings and planning.

Main Duties and Responsibilities

Volunteer Recruitment

• Support the volunteer service manager in the volunteer recruitment process, from informal enquiries through to interview, and all appropriate checks, ensuring specified timescales are met, addressing any problems. Where appropriate, escalating problems.
• Help maintain the volunteer management system Assemble, keeping accurate, up to date and accessible records.
• Ensure all necessary checks such as DBS, Occupational Health and references are carried out for successful candidates working within the Volunteer and Trust recruitment policy
• Keep and maintain all records as reasonably required.
• Acting as the point of liaison with SLaM Volunteer Coordinators.
• Throughout the recruitment process, maintain the Trust’s professional image.
• Communicate regularly and effectively with individuals throughout the process, using standard templates as a guide.

Recruitments Events and Training

• Manage logistics around recruitment and training events, ensuring rooms are booked, equipment set up and training materials are available.
• Manage booking requests from volunteers for recruitment and training events. Record these and where appropriate liaise with colleagues in the various departments to confirm places.
• Ensure that all volunteers have accurate records on the volunteer management system.
• Send volunteers confirmation and reminder emails according to a standard template.
• Following events ensure records are kept up to date by noting which volunteers have completed training. Chase up non-attendees where appropriate.
• Resolve issues with volunteers and escalate as appropriate

Responsibilities:1. Reception duties:
Provide central reception point for the Volunteer Service. Deal with all enquiries and liaise appropriately with volunteers, staff, service users and the public to ensure there is a smooth running service.

1. Department Administration duties:
Provide administrative support to all volunteer department staff, including ordering of supplies and equipment for a wide range of activities, allocating appointments for activities, managing room bookings and ensuring excellent communication.

1. Administrative assistance:
Provide administrative assistance to the Volunteer Services manager to ensure required reports, audits and any other required documentation is completed on time.
1. Meetings

Provide administrative support to departmental meetings, including timely distribution of agenda and papers, taking of accurate minutes and following up on action points.
1. Communication and I.T.

Design and maintain appropriate databases as required ensuring the Volunteer Service activity is accurately recorded. Maintain relevant distribution lists. Develop and maintain the Volunteer Service internet pages ensuring they are kept up-to-date.

1. Personal Development:
Undertake any training opportunities required to develop skills to improve the service or for personal development as identified through the appraisal process.