This role is a 6 month Fixed Term Contract (maternity cover). The position is across University Hospitals of Northamptonshire and you be required to work at both Northampton General Hospital NHS Trust and Kettering General Hospital NHS Foundation Trust.
The Volunteer Services across the University Hospitals of Northamptonshire (UHN) is a challenging and changing environment.
As an Administrative Officer 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.
Word processing skills and experience of producing spreadsheets and graphs, as well as PowerPoint presentations are essential. This post has a key focus on data collection, administration management and dealing with day-to-day enquiries from all stakeholders and requires high levels of organisational skills.
The candidate will oversee the administrative tasks related to recruitment of new volunteers to ensure all adhere to NHS guidelines. This post will play a key role in the coordination of recruitment campaigns, supporting the Volunteer Services Coordinators to attract new volunteers to ensure the service is inclusive and accessible.
They will also provide effective input into the work of the Trust, to support the achievement of our vision and values., University Hospitals of Northamptonshire NHS Group is made up of Northampton General Hospital NHS Trust and Kettering General NHS Foundation Trust. Both hospitals are separate hospitals/employers with hospital board and leadership. We share a group executive team leading on a shared vision, mission, priorities, strategies and Dedicated to Excellence Values
Our Excellence Values:
Compassion
Respect
Integrity
Courageous
Accountable, The position is across University Hospitals of Northamptonshire so there is a requirement to regularly work at both Northampton General Hospital NHS Trust and Kettering General Hospital NHS Foundation Trust.
Act as the point of contact for dealing with routine enquiries made to Volunteer Services department across UHN 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.
Day to day line management responsibility for the Volunteer Services Administrator
Ensure office standards are adhered to; ensuring a high level of professional, empathy and exceptional customer service at all times.
To liaise directly with clinical, non clinical areas and external organisations to ensure volunteering opportunities are effectively advertised and promoted.
Ensure communication to clinical/non clinical areas is effective and clearly identifies what tasks can be undertaken by a volunteer and what is inappropriate.
High level of IT literacy and attention to detail with the ability to analyse data to produce graphs and presentations.
Proficient in Microsoft Office software packages including Word, Excel and computer databases.
Understanding of Canva/ other creative systems to create marketing documents for internal and external stakeholders.
Overall oversight and management of the volunteer management software tool (Better Impact),
Ensuring data is accurately recorded and volunteers are compliant with use.
Daily use of Volunteer management and financial systems packages
Production and interpretation of monthly reports of the utilisation of volunteers and identify actions taken to improve performance.
Extract data from the management software package to produce graphs and presentations for the Head of Volunteer Services to present to stakeholders.
Manage and communicate a wide range of information, some of which will be sensitive and
Complex relating to patient information and needs.
Support the coordinators in the management of the volunteers when needed.
Provide general administrative services as required by Volunteer Services.
To continually develop the onboarding process for new volunteers and ensure it includes all mandatory information.
Attend meetings, as required to ensure effective communication with all the service users and volunteer services are represented.
Maintain accurate and up to date training records for all volunteers to give assurance that compliance is adhered to in line with trust policy.
Provide timely collection and delivery of paperwork throughout the Trust on a regular basis which will involve frequent visits to clinical/ non clinical areas.
Prepare papers and complete necessary documentation for meetings/recruitment days.
Provide group cross-cover within team during absence
Support with the weekly rotas of volunteer cover within the Trust
Arrange/Support the induction for volunteers on their first shift and make any reasonable adjustments if required.
Act as the point of contact with HRSC for progress of volunteer applications and attend weekly progress meetings
Plan for situations which are known; and to be able to re-prioritise work and accommodate.
To monitor the charitable funds within the department and support with the Fundraising Group to ensure sufficient funds are available for future purchases. Monitor and review the fundraising group in Volunteer services ensuring that budget is adhered to and that funds are appropriately spent.
Be able to work flexibly when required, including the occasional evening/weekend working if needed (this will be agreed with the appropriate amount of notice).
Deal with concerned patients, relatives, carers and visitors with tact, patience and discretion especially when conveying sensitive information.
Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times., 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 Policy which 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.
The Volunteer Services across the University Hospitals of Northamptonshire (UHN) is a challenging and changing environment, as an Administrative Officer 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.
Word processing skills and experience of producing spreadsheets and graphs, as well as PowerPoint presentations are essential. This post has a key focus on data collection, administration management and dealing with day-to-day enquiries from all stakeholders.
It requires high levels of organisational skills. The candidate will oversee the administrative tasks related to recruitment of new volunteers to ensure all adhere to NHS guidelines. This post will play a key role in the coordination of recruitment campaigns, supporting the Volunteer Services Coordinators to attract new volunteers to ensure the service is inclusive and accessible.
They will also provide effective input into the work of the Trust, to support the achievement of our vision and values.