Voluntary Services Secretary/Administrator

University Hospitals of Derby and Burton NHS Foundation Trust; East Midlands; On-site; GBP 26,000 - 27,000; Part time

Job summary

University Hospitals of Derby and Burton NHS Foundation Trust is inviting applications for a Part-time Voluntary Services Secretary/Administrator (Band 3) at Royal Derby Hospital. The role provides essential clerical support to the Voluntary Services Manager and Coordinators, ensuring smooth operations for volunteer services across Trust sites.

The post requires DBS checks coordination, volunteer record maintenance, and engagement activities.

Qualifications

• Experience of co-operative working within a team providing a customer-based service.
• Knowledge and experience in secretarial and administrative tasks.
• Experience working within the NHS, healthcare, charity or voluntary sector.
• Computer literate and confident in the use of IT applications including Microsoft Office, Excel and databases.
• A good standard of English to GCSE or equivalent.

Responsibilities

• Provide day to day administrative support to the Voluntary Services Manager and Coordinators.
• Maintain volunteer records, recruitment processes and communications in line with policy.
• Manage diaries, meetings, minutes and action logs.
• Organise events, expenses and financial records.
• Support volunteer engagement and onboarding across Trust sites.

Skills

Administrative skills

Microsoft Office

Excel

Databases

Education

GCSE English

Full UK driving licence

Job description

Voluntary Services Secretary/Administrator

Band 3

Main area NA Grade Band 3 Contract Permanent Hours Part time - 22.5 hours per week (May be required to work late evenings and weekends with prior agreement) Job ref 320-TWS-2213-A

Site Royal Derby Hospital Town Derby Salary £25,760 - £27,476 per anum Salary period Yearly Closing 24/09/2026 23:59 Interview date 08/10/2026

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

With over 14,000 members of staff you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services. The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds. All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

Armed Forces and Disability Confident guaranteed interview scheme

To further support the pledges in the Armed Forces Covenant and to make a positive contribution to support ex-armed forces personnel (veterans) make the transition to civilian life, the Trust has introduced a Guaranteed Interview Scheme for veterans who meets the essential criteria set out in the person specification, to help them overcome barriers to find civilian employment. The scheme will operate for all external recruitment.

The Trust is a Disability Confident Employer and committed to both employing and retaining people with disabilities. This commitment is to guarantee an interview for any candidate that has disclosed a disability under the Equality Act 2010 and who meets the essential criteria set out in the person specification. Reasonable adjustments under the Equality Act 2010 will be considered upon request.

if you are blind or visually impaired and require application material in an alternative format- such as Braille, large print, audio or accessible electronic formats oryou require support/adjustments with your application please contact the recruitment team on 01332 788466

The Trust is proud to be a signatory of the Care Leavers Covenant and is committed to supporting care-experienced people into employment.

Applicants who identify as a care leaver and who meet the essential criteria for the role, as detailed in the person specification, will be guaranteed an interview.

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for;

Job overview

A new opportunity has arisen in UHDB Voluntary services for a Voluntary Services Secretary/Administrator.

The Voluntary Services Secretary/Administrator is a key administrative support role within the Voluntary Services Team, providing day to day operational and clerical support to the Voluntary Services Manager and Voluntary Services Coordinators. The post helps ensure the smooth running of volunteer services across all Trust sites and supports the recruitment, onboarding, engagement, and administration of volunteers.

The post holder is responsible for providing comprehensive administrative support to the Voluntary Services Team, ensuring volunteer records, recruitment processes, meetings, events, communications, and financial administration are managed efficiently and in line with Trust policies.

This is a part-time position, working 22.5 hours per week across Wednesday, Thursday and Friday.

If you have previously applied for this vacancy and your application was unsuccessful, please do not submit another application unless your skills, qualifications, or experience have significantly changed.

Main duties of the job

Key responsibilities include:

• Supporting volunteer recruitment, including DBS checks, references and Occupational Health clearances.
• Maintaining accurate volunteer records, databases and training records in line with GDPR requirements.
• Monitoring volunteer attendance and producing reports as required.
• Providing general administrative support, including correspondence, filing, document production and maintaining office systems.
• Managing diaries, responding to enquiries and handling telephone calls, emails, Teams messages and post.
• Organising meetings, preparing paperwork, taking minutes and maintaining action logs.
• Supporting the planning and delivery of volunteer events, recognition activities and engagement initiatives.
• Processing volunteer expenses, raising requisitions through Unit4 and maintaining financial records.
• Assisting with volunteer communications, uniform ordering and stock control.
• Supporting service improvements, change projects and initiatives that contribute to the Trust's strategic objectives.

Closing date of applications: 24th September 2026

Interview date: 8th October 2026

Working for our organisation

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

• Development opportunities, both professional and leadership development
• On-going support from recruitment to when you join our team and beyond.
• Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts:

• We see on average 4810 OP appointments a day.
• We are the 4th busiest Trauma & Orthopaedic outpatients department in England – an average of 2077 per week.
• An average of 1115 patients are seen in A&Es across our network every day – 3rd largest in the country.
• Our hospitals admit an average of 195 emergency patients daily.
• Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
• We are one of only 7 Trusts nationally with more than 50 operating theatres.
• We carry out more than 140 elective procedures each working day.
• UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.

Detailed job description and main responsibilities

Please see attached Job description and Person Specification.

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

Important visa information: Due to UK Home Office immigration rule changes effective from 22 July 2025, applicants sponsored under Occupation Code 6131 (Nursing Auxiliaries and Assistants) may not be eligible to bring dependants under the Skilled Worker route if their Certificate of Sponsorship is issued on or after this date. Applicants are responsible for understanding how these rules apply to their individual circumstances. The Trust cannot provide immigration advice. Further information is available on the Skilled Worker visa: Your partner and children - GOV.UK

Your application (for shortlisting purposes) is assessed based on the Person Specification in the job advert (below).

Person specification

Qualifications

• A good standard of English to GCSE (9-4 or A-C) or equivalent
• Full UK driving licence

Experience

• Experience of co-operative working within a team providing a customer-based service.
• Knowledge and experience in secretarial and administrative tasks.
• Experience working within the NHS, healthcare, charity or voluntary sector

Skills

• Computer literate and confident in the use of a range of IT applications including Microsoft Office, Excel and databases.

Our Trust aims to provide the highest quality care to patients within Derbyshire and South East Staffordshire and we want the very best people to work with us.

Follow us on Twitter @UHDBTrust or find us on Facebook & LinkedIn - UHDBTrust

IMPORTANT INFORMATION

If we receive a high number of applications for this position we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment.

At UHDB , we offer different ways to work flexibly to each and every one of our colleagues, many of whom already work flexibly at all sites of the Trust.

For our roles we are open to discussing the possibility of part-time/ reduced hours/ compressed hours/ flexible start and finish times/ fixed/flexible shifts/annualised hours/ term time hours/ hybrid working – working partly in the trust/partly at home.

Why don’t you talk to us at interview about the flexibility you would like to explore and what it means to you, and we will discuss what’s possible for the job and team, and the opportunities we might be able to create together.

We can’t promise to give you exactly what you want, but we do promise to work with you to look at all the available options.

Most of our posts are subject to a DBS check, however having a criminal record will not necessarily bar you from obtaining a position. Please be aware that all new employees starting work with us will be charged for the cost of their DBS check, if it is required for their role.

All correspondence relating to your application will be sent to you via our trac.system account. Please ensure that you regularly check your emails; this includes junk/spam, as your security settings may not recognise the sender.

Anyone from outside of the UK (excluding from the Republic of Ireland) will need permission from UK Visas and Immigration (UKVI) to work in the UK and may also need entry clearance before travelling here.

UKVI is responsible for managing migration. To obtain a visa or entry clearance, you will need to meet certain requirements and demonstrate you have the right the work in the UK via:

• the points-based immigration system
• the EU settlement scheme
• eVisa

During the course of its employment activities, University Hospitals of Derby and Burton NHS Foundation Trust collects, stores and processes personal information about prospective, current and former staff.

Our Privacy Notice includes applicants, employees (and former employees), workers (including agency, casual, honorary and contracted staff), volunteers, trainees and those carrying out work experience – please refer to our Privacy Notice available on our Trust website: https://www.uhdb.nhs.uk/information-governance

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Name Samantha Baller Job title Voluntary Services Manager Email address [e-mail] Telephone number 01332 786148 Additional information Ilva Broka Facilities Manager [e-mail] 01332 787680

We’d love to hear from you! If you have any questions about the role, team, or working environment, feel free to get in touch for an informal chat. Speaking with us before applying is completely optional, but it can help you decide if this opportunity is the right fit for you.