Job summary
We are excited to announce that we have a permanent role available in the Volunteering Team at Worcestershire Acute Hospitals Trust. The post holder will work with the Volunteer Manager and the Head of Patient, Carer and Public Engagement to continue developments over the past 3 years and to support the roll out of the Volunteer Strategy. The role will be crucial in upscaling volunteering across the Trust. The role will also support the work of the Hospital Charity. If you are passionate about volunteering and supporting patients, carers and staff, then we would like to hear from you. This is a 0.8 WTE hours which is 30 hours per week and can be worked over x4 or x5 working days. Good administration skills are essential to this role.
The interview for the role will be taking place in Worcester on the 10th July 2024, and we are aiming to inform candidates by 5th July 2024.
Candidates are asked to provide detailed examples to support the shortlisting process.
Main duties of the job
This post will support the recruitment of volunteers at Worcestershire Acute Hospitals Trust. The post holder will enable the recruitment process from application stage through to induction training support and placement. The role will include a focus on ensuring that the volunteer database is up to date and that the service is compliant with safeguarding standards. The role will support volunteer rotas to ensure that volunteers are recruited and placed in areas of greatest need to support our hospitals and will support with day to day queries from volunteers, related organizations and staff. The role will involve responding to phone calls, emails and face to face contact with volunteers and staff. The role will support with impact report generation by helping to record and log volunteer feedback and accurate up to date hours and numbers of volunteers. This role will also support administrative volunteers with day to day work and projects.
This role is public facing and involves working with volunteers and staff.
If you would like to work in a small and friendly team and support volunteers to support our patients and our staff, this role is for you.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Job Purpose: To support volunteering across the Trust
To be a point of contact for anyone wishing to volunteer at the Trust and provide and receive complex information relating to recruitment and placement of volunteers
Analyse volunteer data captured to support with reporting and report writing and to advise the Volunteer Manager and Head of Patient, Carer and Public Engagement of any concerns or outlying areas with safeguarding compliance
To be the main point of contact to support volunteers with training requirements (E-learning for Health) acting as a trainer/mentor to ensure every volunteer can complete training (this will require understanding of inclusion and accessibility needs and an adaptive approach)
To support with all aspects of the recruitment of volunteers and support with ensuring safeguarding compliance with existing volunteers (by maintaining an up to date database and following up on training and requirements)
To support with fundraising initiatives for the Worcestershire Hospital Charity, including dedicated recruitment of fundraising volunteers and supporting with providing volunteers to support events organised by the Charity
Attend external recruitment fairs and opportunities to provide information on volunteering for the Trust.
Maintain a comprehensive volunteer database system.
Maintain an up to date rota of volunteers to support activity across the trust
Support compliance with volunteers checking in and out to ensure an up to date accurate picture of people on site at any time to meet health and safety requirements
Work on own initiative to ensure that all contact via phone, email, post or face to face queries are dealt with and that all urgent correspondence is identified. Compose routine correspondence and initiate responses to general enquiries
To directly support a team of Administrative Volunteers who will be recruited as required to support the portfolio and tasks
To support with the annual safeguarding audit (Lampard/Saville Enquiry)
Key Duties:
With the Volunteer Manager, maintain contact and provide support for volunteers by monitoring, supporting and motivating volunteers in their work.
Maintain an effective system for filing and retrieval of documentation which will, where appropriate, ensure complete confidentiality of sensitive information.
Support the management of all aspects of recruitment and co-ordination of volunteers across the organisation
To support the gathering of volunteer feedback to enhance how we are listening and responding to our local community and support the development of actions and progress against this.
Support surveys and audits as necessary including supporting regular volunteer satisfaction surveys
Support with celebrating volunteers and saying thank you via printing and creating certificates and cards
To support the delivery of a Volunteer Strategy #WeAreVolunteering at Worcestershire Acute Hospitals Trust and encourage a culture of best people with the Trust becoming recognised as a quality volunteering experience
To support volunteers with any training requirements or with any accessibility or communication requirements
Support the day to day management of a volunteer database system.
General Duties:
Develop and manage appropriate computer or other systems to support effective day to day work.
Regularly update volunteer information and make volunteers aware of Trust developments by producing appropriate communications.
Communicate effectively and respectfully with all stakeholders
To support a volunteer engagement programme which will mobilise volunteers to engage in a range of activities and roles which support a positive patient and carer experience at our hospitals.
To support the Volunteer Manager to create content stories, quotes, feedback, photos and evidence of volunteer activity to inform a quarterly slide deck to update the Head of Patient, Carer and Public Engagement on progress and share good practice and evidence outcomes
Ensure Trust volunteers receive acknowledgment of long service and retirement.
Support the delivery of a programme of events across the year alongside day to day volunteering across three hospitals
To offer advice and information to volunteers through face to face, telephone and email contact
To actively participate in Patient Experience/Engagement team meetings
Person Specification
Knowledge and skills
Essential
- Knowledge of NHS organisation.
- Knowledge about volunteer motivation, as to why people volunteer and/or engage in community activity key drivers and rationale. Knowledge about the value and impact of volunteering in hospitals/healthcare settings how this benefits patients, volunteers and staff as well as the wider organisation.
- Knowledge about the importance of reporting on volunteer activity and impact.
- Knowledge of the values and principals of volunteering. Awareness and knowledge about the challenges faced by volunteers and organisations working with volunteers in terms of recruitment, placement and retention.
- Local knowledge of potential partnership organisations and agencies to support volunteer recruitment.
- Knowledge and awareness of supportive national frameworks to support volunteer development and networking.
- Knowledge and awareness of potential accessibility requirements for volunteers and an understanding of how challenges can be mitigated and supported Strong word processing skills.
- Good computer skills, able to use Microsoft word and excel packages, and databases.
- Excellent Written and verbal communication skills.
- Understanding of the Data Protection Act and code of confidentiality.
Desirable
- Volunteer database experience.
- Experience of training volunteers.
- Experience of audits
Qualifications
Essential
- Evidence of continuing professional development GSCE English, Maths or equivalent IT related qualification or experience
Desirable
- Working knowledge of E-learning for health training modules undertaken by volunteers
Experience
Essential
- Proven experience of providing administrative / business support in a complex service setting.
- Co-ordinating the administrative function of an office and/or projects in a leading role.
- Experience of volunteer recruitment or working with local communities/stakeholders.
- Experience of working with Volunteers and/or stakeholders.
- Experience of supervising and organising groups of people.
- Experience of supporting and/or delivering volunteer/staff training. Maintaining databases/s.
- Working across staff teams/workforce on collaborative projects.
- Experience of conflict resolution.
- Experience of working on own initiative.
- Organising and booking meetings and/or events.
- Experience of working with the public and a range of other stakeholders.
- Previous customer service experience.
- Experience of designing, delivering and analysing surveys and data and presenting information in an accessible way.
- Effective use of monitoring systems for recording data.
Desirable
- Experience of working with volunteers in an Acute Hospital setting. Experience of working collaboratively with external partners and/or organizations.
- Working knowledge of volunteer training modules and guides (E-Learning for Health).
- Experienced in presenting information to small groups of volunteers.
- Experience of preparing statistics and graphs for impact and progress reports.
Personal Qualities
Essential
- Ability to work on own initiative.
- Excellent organisational and communication skills.
- Good attention to detail.
- Ability to perform effectively under pressure whilst delivering high quality outcomes within agreed timescales.
- Understanding of accessibility, equality, equity, inclusion and diversity in the workplace and how volunteers can support this and in turn be supported to engage and thrive.
- Excellent communication and interpersonal skills with the ability to establish good relationships with volunteers and a diverse range of external stakeholders.
- A strong sense of drive.
- Confidence to relate to people from a variety of backgrounds in a variety of settings, face to face, on the phone, via Teams/Zoom and by email.
- Ability to adapt communication style dependent on the needs of the individual.
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.
Employer details
Employer name
Worcestershire Acute Hospitals NHS Trust
Address
Charles Hastings Way
Worcester
Worcestershire
WR5 1DD