UHN Volunteer Services Administrative Officer

NHS; Northampton; On-site; GBP 26,000 - 30,000; Full time

Job summary

A leading healthcare organization in Northampton is seeking an Administrative Officer to manage volunteer rotas and provide administrative support to volunteers. The role requires excellent communication, organizational abilities, and IT skills, particularly in Microsoft Office. Ideal candidates will have experience in a busy office environment and knowledge of volunteer management software. This is a full-time fixed-term position with a salary range of £26,530 to £29,114 per annum.

Qualifications

• Experience of data entry with strong keyboard skills.
• Experience in a busy office environment.
• Ability to produce graphs from data and interpret statistics.

Responsibilities

• Manage the volunteer rotas to ensure support for patients throughout the hospital.
• Provide administrative support to volunteers and coordinators.
• Coordinate recruitment campaigns with Volunteer Services Coordinators.

Skills

Excellent written and verbal communication

Strong interpersonal skills

Organisational abilities

Attention to detail

IT skills: Microsoft Office suite

Education

GCSE level or equivalent education

NVQ3, RSA2 or equivalent

Tools

Microsoft Excel

Better Impact or equivalent volunteer management software

Job description

Overview

The position is a Group role requiring work at both Northampton General Hospital NHS Trust and Kettering General Hospital NHS Foundation Trust. The Volunteer Services across the University Hospitals of Northamptonshire operates in a challenging and changing environment. As an Administrative Officer, you will support our volunteers and staff through excellent communication, strong interpersonal skills, and the ability to multi-task, working both independently and as part of a team.

The role includes managing the volunteer rota (desks/guides/buggy/runners/response) to ensure volunteers support patients throughout the hospital. You will act as a point of contact for routine enquiries to Volunteer Services, using judgement to ensure satisfactory outcomes, including liaising with colleagues and volunteers.

Responsibilities

• Manage the volunteer rotas (desks/guides/buggy/runners/response) to ensure volunteers support patients throughout the hospital.
• Provide administrative support to volunteers and coordinators, focusing on data collection, administration management, and day-to-day enquiries from all stakeholders.
• Oversee administrative tasks related to recruitment of new volunteers to ensure adherence to NHS guidelines; coordinate recruitment campaigns with Volunteer Services Coordinators to attract volunteers and promote inclusivity and accessibility.
• Contribute to the Trust’s work by supporting the achievement of its vision and values; maintain high standards of professionalism, empathy, and customer service.
• Utilise Canva or similar tools to create marketing documents for internal and external stakeholders.
• Oversee the volunteer management software (Better Impact): data accuracy and volunteer compliance with system use; daily use of the system.
• Prepare and interpret monthly reports on volunteer utilisation and identify actions to improve performance; extract data to produce graphs and presentations for stakeholders.
• Handle sensitive information with discretion; support coordinators in volunteer management as needed; provide general administrative services to Volunteer Services.
• Develop onboarding processes for new volunteers and ensure all mandatory information is included; attend meetings to ensure effective communication with users and volunteers.
• Maintain up-to-date training records for all volunteers to ensure compliance with trust policy; collect and deliver paperwork throughout the Trust as required.
• Prepare papers and documentation for meetings and recruitment days; provide cross-cover within the team during absence; support weekly volunteer rotas.
• Assist with induction of volunteers on their first shift and arrange reasonable adjustments if required; liaise with HRSC on volunteer applications and attend weekly progress meetings.
• Plan for known scenarios, re-prioritise work as needed, and monitor charitable funds within the department; support the Fundraising Group and ensure funds are used appropriately.
• Work flexibly as required, including occasional evening or weekend hours with prior notice; handle concerns from patients, relatives, carers, and visitors with tact and discretion; maintain confidentiality of communications and sensitive information.
• Occasionally work cross-site, though the post is predominantly based on one site.

Qualifications and Experience

Essential

• GCSE level or equivalent education/experience
• NVQ3, RSA2 or equivalent
• IT skills: Microsoft Office suite with advanced Excel, Word, PowerPoint
• Knowledge of Better Impact or equivalent volunteer management software

Experience and Skills

• Experience of data entry with strong keyboard skills
• Excellent written and verbal communication; strong interpersonal and organisational abilities
• Experience in a busy office environment
• Ability to produce graphs from data and interpret statistics

Desirable

• Knowledge/experience of working within the NHS

Skills

• Plan and organise tasks, including interviews, appointments, and diary commitments
• Team player with excellent interpersonal and organisational skills
• Attention to detail; ability to work methodically, prioritise, and cope under pressure
• Maintain confidentiality at all times; interpret data to inform decisions

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure to be submitted to the DBS to check for any previous convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For more information visit the UK Visas and Immigration website. Guidance for overseas applicants is available via the linked pages in the job posting.

About us

University Hospitals of Northamptonshire is one of the region’s largest employers. We are on an exciting journey, updating and modernising across divisions. We operate as a Group Model with Northampton General Hospital NHS and Kettering General Hospital NHS Foundation Trust.

Our Excellence Values

Compassion, Accountability, Respect, Integrity, Courage.

We recruit to deliver services across the University Hospitals of Northamptonshire and value inclusive communication. We are a Defence positive trust supporting reservists, veterans, spouses and partners. We encourage applications from all protected groups, especially those underrepresented in our hospitals, including BAME, Disabled, and LGBTQ+ communities. We strive for an inclusive, collaborative environment and maintain active networks to support colleagues.

Details

Date posted: 17 September 2025

Pay scheme: Agenda for Change

Band: 4

Salary: £26,530 to £29,114 per annum

Contract: Fixed term, Duration: 12 months

Working pattern: Full-time

Reference: 265-7458463

Locations

University Hospitals of Northamptonshire; Northampton General Hospital, Northampton, NN1 5BD

Employer details

Northampton General Hospital

Address: University Hospitals of Northamptonshire, Northampton General Hospital, Northampton, NN1 5BD

Employer’s website: https://www.northamptongeneral.nhs.uk/Home.aspx