Job summary
- Main area
- Volunteer Services
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 264-6540499-COR
- Employer
- Kettering General Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- Kettering General Hospital NHS Foundation Trust
- Town
- Kettering
- Salary
- £24,071 - £25,674 per annum
- Salary period
- Yearly
- Closing
- 02/09/2024 23:59
Employer heading
UHN Volunteer Services Administrator
Band 3
Job overview
The position is across University Hospitals of Northamptonshire so there is a requirement to regularly work at both Kettering General Hospital NHS Foundation Trust and Northampton General Hospital NHS Trust.
The Volunteer Services across the University Hospitals of Northamptonshire (UHN) is a challenging and changing environment, as an Administrator you will have excellent communication and good interpersonal skills, the ability to multi-task and work both on your own initiative and within a team.
The position requires you to have accurate keyboard skills and experience in the use of Microsoft Office software packages including Word, Excel and essentially computer databases. Have excellent organisational and prioritising skills whilst being flexible and possess an adaptable approach to working. Be able to correlate statistics, data entry, a good communicator with a high standard of writing, and telephone skills. Some of the duties will include acting as the first point of contact for the service.
You will also be required to visit areas within the Trust to deliver notes and check in on volunteers.
Provide effective input into the work of the Trust, to support the achievement of our visionand values:
They will also provide effective input into the work of the Trust, to support the achievement of our vision and values:
Main duties of the job
· Act as the point of contact for dealing with routine enquiries made to Volunteer Services department predominately looking after using judgement and decision making to ensure outcome of communication is satisfactory. This will include liaising with other team members and or Volunteers as appropriate.
· Normal routine clerical duties, e.g. filing, scanning
· Proficient in Microsoft Office software packages including Word, Excel and essentially computer databases.
· Data entry of the volunteer services management software package Better Impact.
·
· Provide general administrative services as required by Volunteer Services.
·Provide timely collection and delivery of paperwork etc when required.
· Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
· Assist with the administration and updating the relevant databases and information systems when required.
· Prepare papers and complete necessary documentation for meetings/recruitment days.
·Support with the weekly rotas of volunteer cover within the department
· Request references and/ or other information
· Maintain an adequate supply of stock levels to maintain the smooth running of the office (Volunteer Uniform etc).
·
Working for our organisation
Kettering General Hospital NHS Foundation Trust is one of the largest employers in the area and we are on an exciting journey. Our mission is to provide safe, compassionate, and clinically excellent patient care, by being an outstanding employer for our people. We have entered into a Group Model with neighbouring Northampton General Hospital and have become University Hospitals of Northamptonshire.
Our Excellence Values:
Compassion
Respect
Integrity
Courageous
Accountable
Detailed job description and main responsibilities
· Act as the point of contact for dealing with routine enquiries made to Volunteer Services department predominately looking after using judgement and decision making to ensure outcome of communication is satisfactory. This will include liaising with other team members and or Volunteers as appropriate.
· Normal routine clerical duties, e.g. filing, scanning
· Proficient in Microsoft Office software packages including Word, Excel and essentially computer databases.
· Data entry of the volunteer services management software package Better Impact.
· To maintain the volunteer management software tool (Better Impact) with all appropriate information relating to volunteers in a timely manner.
· Provide general administrative services as required by Volunteer Services.
· Prepare training notes when requested and ensuring that volunteers are up to date with all training
· Provide timely collection and delivery of paperwork etc when required.
· Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
· Assist with the administration and updating the relevant databases and information systems when required.
· Prepare papers and complete necessary documentation for meetings/recruitment days.
· Liaise with managers, other hospital departments, and other health care agencies when required.
· Provide group cross-cover within team during absence
· Support with the weekly rotas of volunteer cover within the department
· Arrange/Support the induction for volunteers on their first shift
· Act as the point of contact with HRSC for progress of volunteer applications
· Request references and/ or other information
· Maintain an adequate supply of stock levels to maintain the smooth running of the office (Volunteer Uniform etc).
· To continually develop the welcome pack for new volunteers and ensure it includes all emergency contacts and that all volunteers receive 1 at induction
Person specification
Education, Training & Qualifications
Essential criteria
- Minimum 3 GCSE at Grade C or above, including English, or equivalent
- NVQ4 RSA2 or equivalent experience or qualifications
Knowledge & Experience
Essential criteria
- Knowledge of office procedures
- Good IT skills
- Good written and verbal communication skills
- Courteous, tactful and efficient telephone manner
- Proficient in Microsoft packages including Word and Outlook
- Experience of working in a busy office environment.
- Experience of database systems
- Working knowledge of Excel and / or PowerPoint
Desirable criteria
- Experience of working in a healthcare setting
Skills
Essential criteria
- Plan and organise straightforward tasks, some ongoing, arranging interviews, appointments and arranging diary commitments for the Volunteer Services
- Organise own tasks and plan and prioritise workload
- Work well as part of a team
- Developed attention to detail and accuracy
- Organisational skills and the ability to work methodically and prioritise
- Ability to cope under pressure and meet deadlines.
- Ability to help build effective working relationships at all levels within and outside the hospital
- Able to maintain confidentiality at all times
Key Competencies/ Personal Qualities & Attributes
Essential criteria
- Ability to use own initiative
- Confident to establish and maintain good working relationships at all levels.
- Ability to handle difficult conversations
- Ability to sit and work at a desk / VDU for long periods of time.
- Word process and data input for a substantial proportion of working time
- Concentration when transcribing dictations or; possible frequent interruptions
Desirable criteria
- Must be able to understand the needs of patients and deal with them with tact and sensitivity.
Important Information
Applications will be transferred to TRAC system, by completing an application your are giving authorisation for the transfer of your data.
Correspondence regarding your application will be sent to you via a TRAC system account.
Please submit your application as soon as possible; due to the high volumes of applications we receive and we reserve the right to close any adverts before the closing date once we have received sufficient applications.
We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.
We welcome applications from members of our black and minority ethnic (BME) communities, especially in relation to senior posts within at KGH.
Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.
Appointments will be made on merit.
In submitting an application form, you authorise Kettering General Hospital (KGH) NHS Foundation Trust to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process. Including factual reference, occupational health clearance and statutory and mandatory training record.
If you need to have a Disclosure Barring Service (DBS) check, as a requirement of the role, you will be required to repay the cost of obtaining a DBS check (£50) and this amount will be reclaimed from your first salary. From 1st February 2019 all new starters to the Trust are required to join the DBS update service as per Trust DBS Re-checking Policywhich has an annual cost of £13. New employees who do not join the update service will be required to pay £50 for a new DBS check in 3 years time.
Please note that news starters with KGH are subject to a six month probationary period.
Please ensure that the information you provide on your application form is correct, accurate and that nothing has been omitted. Any information that is stated in your application form in relation to qualifications/training courses/work/education experience/references must be able to be evidenced. Failure to do so may result if your offer being withdrawn.
"Safeguarding is everyone's business. KGH considers Safeguarding a priority amongst its citizen's and a key value for all employed to the service."
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities. The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative. We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Employer certification / accreditation badges
Applicant requirements
The postholder will have regular contact with vulnerable people and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
- JD Volunteer Services Administrator (PDF, 356.3KB)
- PS Volunteer Services Administrator (PDF, 139.3KB)
- Staff Privacy Notice (PDF, 300.3KB)
Further details / informal visits contact
- Name
- Debbie Bannister
- Job title
- Deputy Head of Volunteer Services
- Email address
- [emailprotected]
- Telephone number
- 01604544136
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