Previous Applicants need not apply.
This is a Group role across the University Hospitals of Northamptonshire, requiring regular work at both Northampton General Hospital NHS Trust and Kettering General Hospital NHS Foundation Trust.
The purpose of this group coordinator role is to support in increasing the number of volunteers in the Volunteer Services department through effective marketing, recruitment, retention of volunteers, and coordination of voluntary programmes. This will be measured by the growth of the number of volunteers/volunteering hours across the group and the retention of existing volunteers.
The postholder will have previous leadership skills to coordinate the volunteers and ensure the service meets the Trust's demands. The postholder will assist in the coordination of training for new and existing volunteers.
Support the Head of Volunteer Services with the implementation of volunteer initiatives, working with both internal and external stakeholders to promote and grow the service, including the number of volunteer roles to support UHN.
Provide effective input into the work of the Trust, supporting the achievement of our vision and values.
Growth
Targeted to increase the number of volunteers across UHN by working with the local community to promote the services and benefits of volunteering.
Communication
Represent volunteer services across the University Hospitals of Northamptonshire as a visible member of the team.
Negotiate sensitively with volunteers and staff to undertake voluntary activities in high-demand areas, based on complex and sensitive information that requires empathy and reassurance.
Liaise with concerned patients, relatives, carers, and visitors with tact, patience, and discretion, especially when conveying sensitive information.
Ensure effective communication to clinical/non-clinical areas, clearly identifying what tasks can be undertaken by a volunteer and what is inappropriate.
Liaise regularly with patients, carers, visitors, and staff to ensure the service provides the best possible care, maintaining a professional, polite, and respectful manner.
Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
Prepare outward-facing communications for the department, promoting the volunteer services both internally and externally.
Planning and Organisation
Plan, organise, and implement voluntary activities that meet the complex operational demands of the organisation.
Plan and organise a range of meetings quarterly with clinical/non-clinical staff, selecting venues, attendees, and promoting the events.
Attend meetings to ensure effective communication with all service users and that volunteer services are represented.
Coordinate the administration function within the office, ensuring the effective recruitment of volunteers.
Work flexibly when required, including occasional evening/weekend working if needed (with appropriate notice).
Raise staff awareness across the Trust of the role and function of volunteers, including the Senior Leadership Team in wellbeing initiatives.
Create and sustain volunteer/wellbeing initiatives through fundraising and liaising with appropriate departments/organisations to ensure sufficient funds are available for future purchases.
Identify volunteer initiatives that will directly enhance patient experience or staff wellbeing, ensuring that any initiative is fully sustainable.
Recruitment and Retention
Undertake wellbeing calls to volunteers frequently, addressing complex and sensitive topics that may require further conversation and escalation.
Oversee recruitment workflow, ensuring all advertising is standardised, includes role requirements, and encourages diversity and inclusivity.
Actively grow the number of volunteers in the Trust through recruitment and identifying opportunities, being proactive and motivational by attending multi-disciplinary team meetings and strategically approaching local organisations with potential candidates.
Support volunteers as needed, particularly those lacking self-confidence and who have not worked in a hospital setting previously. Assist volunteers on their first day to ensure they are comfortable in their role.
Identify opportunities for recruiting volunteers from corporate and public bodies and associated charities to ensure the Trust’s volunteering requirements receive maximum benefit.
Resource Management
Responsible for a caseload of over 100 volunteers and their allocation.
Regular use of various databases including Better Impact (volunteer management system), ensuring all information is accurate and up to date.
Produce monthly reports on the utilisation of volunteers, identifying actions taken to improve findings and presenting at appropriate meetings.
Review and analyse retention rates among volunteers, producing quarterly reports of results and actions taken to improve figures.
Regularly review ward utilisation of volunteers by visiting areas and understanding the needs for clinical areas, forming the basis for continuous improvement.
Contribute to the development of the Directorate, maintaining close cooperation and liaison with team members and supporting the efficient functioning of the Trust as a whole.
Training and Competency Development
Coordinate/deliver training of volunteers in bespoke roles and work with departments to ensure training is compliant with NHS standards.
Ensure all volunteers are fully conversant with the conditions and rules of the Trust and NHS.
Undertake quarterly reviews with volunteers to assess their progress and understand any training needs.
Participate in the arrangements and delivery of inductions, training, development, and opportunities for volunteers, including mandatory training.
Contribute to personal and professional development, identifying training and development needs and undertaking appropriate training/education as required, supported by regular development reviews and appraisals.
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