This post may close early due to high numbers of applications, so you are advised to apply promptly.
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
Main duties of the job
Provide guidance, advice and support to the Voluntary Services Manager and other recruiting managers and applicants during all stages of the volunteer recruitment process. Ensure that all communications and interactions are timely and the recruitment process is a positive experience for all parties.
To line manage the Volunteer Welcome Point admin assistant, offer leadership, guidance and support in line with agreed objectives/job purpose.
Be a champion for best practice in Volunteer recruitment, engage with other Voluntary and NHS organisations to share learning and develop successful programmes.
Be an expert on the application and processing of DBS's, verification of identity and the robust management and storage of personal information. Undertaking pre-placement checks and issuing resourcing schedules to timescale; monitoring and identifying any outstanding clearances.
Ensure Volunteer Management Software [Better Impact] is utilised effectively and accurately maintained.
Ensure required paper-based records are secure and accurately maintained, and retained in accordance with Trust Policy.
To be responsible for the timely collection of a range of data for the voluntary services manager for official reporting and monitoring purposes [to include designing questionnaires and surveys].
About us
Here at George Eliot our vision to 'excel at patient care' taking centre stage. An ever-evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive health services delivered by inspiring and compassionate staff who share our corporate values:
Excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Job responsibilities
Be an advocate for Volunteer Resourcing across the organisation taking part in promoting the team, its purpose and its importance inside and outside the trust.
To work directly with the Voluntary Services Manager and other trust recruiting managers to guide them through the full volunteer recruitment cycle including identifying requirements for volunteering roles and opportunities, specialised training advertising, shortlisting, assessment [if appropriate], pre-placement checks, buddies, induction and first day arrangements.
Work directly with the Voluntary Services Manager to review Volunteering recruitment literature and service flyers; provide role outlines [Activities], availability schedules and templates, recommending and influencing changes as appropriate.
Attend the Weekly Team and Talent Pool meeting, to participate in discussions and reviews, receive and provide critical information relating to Volunteer Recruitment, other volunteering projects and the wider Trust.
To meet regularly with the Voluntary Services Manager to understand resourcing requirements, identify issues, actively proposing solutions.
To review the applicant tracking system dashboard on Better Impact at agreed intervals throughout each week; actively identifying bottlenecks and progressing applications ready to the next stage. Keeping candidates informed to ensure a positive experience, within agreed timescales.
Person Specification
Experience and Knowledge
* A minimum of 12 months previous end-to-end recruitment administration experience preferably in a large, complex organisation.
* Basic knowledge of GDPR and how it affects recruitment.
* Previous experience of being responsible for timely submission of hours and leave allocation on behalf of a Team to ensure service cover.
* Working to time frames and tight deadlines to ensure the approval and submission of trust documentation for example timesheets.
* Previous experience of investigating and resolving complex payroll queries.
* Experience of supervising more junior staff/team leader.
* Experience of using computerised and web-based HR information systems, e.g. ESR, DBS, NHS Jobs.
* Competent user of the full MS Office Suite, including intermediate use of Excel.
Qualification and Professional Training
* Educated to diploma level, ILM 3 or equivalent relevant extensive experience in dealing with a range of HR processes relating to recruitment, employment or volunteer recruitment and retention.
Other
* Flexible and Reliable - requirement to attend occasional career events in an evening or a weekend.
* Satisfactory Employment Checks.
* Daily VDU use.
* Able to concentrate for long periods of time on complex data and computer systems.
Skills and Abilities
* Excellent verbal and written communication skills including the ability to contribute to the written development of policies, standard operating procedures for administration processes, senior reports and correspondences.
* Ability to analyse situations, identify obstacles, make interpretations and advise on potential solutions.
* Ability to handle multiple priorities and work with speed and accuracy simultaneously with unpredictable interruptions.
* Ability to work on own initiative and make decisions.
* Take responsibility for compliance and quality checking of own work.
* Ability to build and maintain effective working relationships and communicate at all levels in person and in writing.
* Ability to identify and develop improvements in service delivery.
* Ability to stay calm and act with tact, sensitivity and diplomacy when faced with emotive situations either face to face or on the telephone.
* Ability to listen and focus; with attention to detail when dealing with complex matters such as recording confidential meeting notes, references and testimonials.
Personal Qualities
* Positive attitude to work and willing to take responsibility for personal development.
* Effective team player, adaptable and committed.
* Highly organized.
* Resilient.
Trust Values
* Excellence and safety in all that we do.
* Challenge but support.
* Expect respect and dignity.
* Local healthcare that inspires confidence.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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