Volunteer Services Administrator

St Leonard's Hospice; York and North Yorkshire; On-site; GBP 20,000 - 25,000; Part time

Job summary

A local charitable organization in York and North Yorkshire is looking for a part-time Volunteer Services Administrator to support their volunteers and manage administrative tasks. This flexible role requires excellent communication skills and a passion for engaging with people. You will assist in recruitment, training, and maintaining volunteer records to ensure a positive experience for all involved. The organization offers generous benefits including annual leave and employee discounts.

Benefits

Generous annual leave entitlement of up to 41 days

Extensive employee discounts

Training and development opportunities

Supportive working environment

Qualifications

• Experience of working in a busy environment with the need to multi-task and manage conflicting priorities.
• Ability to work confidentially and with high levels of discretion and accuracy.
• Experience of working in an administrative capacity.

Responsibilities

• Assist with administration throughout the volunteer life cycle including recruitment and training.
• Engage with volunteers to ensure they are informed and supported.
• Maintain accurate volunteer records for reporting purposes.

Skills

Excellent communication and interpersonal skills

Flexibility and a can-do attitude

Digitally literate and experience with IT systems

Experience in a people-facing role

Education

Level 2 English and Maths or equivalent

Tools

Office software including Word, Excel, Outlook

Job description

We have a great opportunity for someone to join the Volunteer Services team as a part-time Volunteer Services Administrator to help develop our volunteering offer as a volunteer organisation of choice.

This is a part-time role, working 32.5 hours per week within normal office hours. Ideally we are looking for someone to work 5 days across Monday Friday however there can be some flexibility which can be discussed at interview.

Main duties of the job

The Volunteer Services team provide a supportive environment for our highly valued volunteers and as a key contact, you will:

• Assist and support all aspects of administration throughout the volunteer lifecycle including recruitment, training and engagement
• Communicate with new and existing volunteers to ensure they are well briefed and able to perform their volunteering to the best of their ability
• Maintain accurate volunteer records and assist with developing internal computer based systems to improve efficiencies within the department
• Be an ambassador and positively promote volunteering at the Hospice at external events

We are seeking candidates who:

• Have excellent communication and interpersonal skills
• Enjoy engaging with people
• Have a flexible and can do attitude approach to work
• Are digitally literate and have experience of using various IT systems

Ideally, you will have some experience of volunteering or working alongside volunteer, but training will be provided as part of an induction.

What we can offer you in return:

• Generous annual leave entitlement of up to 41 days
• Extensive employee discounts on shops, holidays and lifestyle choices and Blue Light Card discounts
• Training and development opportunities
• A supportive and friendly working environment

About us

Our mission is to provide excellent care and support to those living with life-limiting illness and to the people they care about, to enrich their lives and to contribute to the ongoing development of end-of-life care. We do this by placing our patients at the centre of everything we do, and through involving patients and their families in all decisions regarding their care.

We can only achieve this with the help of our amazing colleagues, by developing and recognising their contribution, and by sharing our knowledge and skills through education, audit and research.

Job responsibilities

Support the Volunteer Services Manager in providing an efficient, effective and reliable service to all volunteers and departments and the creation and delivery of volunteer roles in order to attract a diverse volunteer team from the local community. To work closely with all Senior Leaders to ensure volunteer roles continue to align with department needs and Hospice strategy and work as a team to ensure volunteer numbers are sustained.

Main duties and responsibilities

Recruitment

1. Correspond with prospective volunteers during the recruitment process to ensure all necessary documentation and checks are in place prior to commencing a volunteer role.

2. Actively engage and participate in the interview and selection process for potential volunteers.

3. Maintain internal and external recruitment platforms to reflect all current volunteer vacancies.

4. Attend (in person or virtually) internal and external events to promote volunteering for the Hospice and develop volunteering processes and opportunities.

Administrative

1. Assist and support all aspects of administration throughout the volunteer life cycle including DBS checks and references.

2. Maintain accurate and up to date volunteer records for reporting purposes.

3. Assist with developing internal systems to improve efficiencies for the team and for volunteers.

4. Maintain ongoing communication, including regular reviews, with new and existing volunteers, ensuring that they are well-informed, can perform their duties effectively, and remain engaged with the Hospice's key messages.

5. Actively engage and support with the creation of volunteer information bulletins, and additional content for our website and social media platforms, along with any future platforms to support volunteer engagement.

6. Assist with the revision of volunteer role descriptions and processes.

Training

1. Assist and support Senior Leaders and managers with developing and delivering specific volunteer training.

2. Assist with booking volunteers on to specific training sessions and monitoring progress and compliance.

3. Support Line Managers with ensuring volunteers can access and complete their training.

General

1. Ensure volunteers are supported at all times and understand all Hospice Volunteering guidelines and expectations.

2. Assist line managers in supporting volunteers with sensitivity through difficult times which may prevent them from actively engaging in volunteering (i.e. bereavement, ill health, family issues).

3. Support volunteers within the Volunteer Services Team.

4. In the absence of the Volunteer Services Manager, escalate any problems or issues to the HR Manager or member of the HR team.

5. Encourage volunteers to address concerns with their Senior Leader or manager to achieve a resolution where possible.

6. Proactively assist and support with planning volunteer events, open days and special events where we celebrate and promote our volunteer success stories.

Person Specification

IT

• Digitally literate and a regular user of Office software, including Word, Excel, Outlook
• Open to learning new platforms/ software
• Confident user of Excel functionality with a willingness to develop and utilise system and software capability

Communication

• Excellent communication skills (both written and verbal)
• Effective communicator, both in person and over the phone, to individuals of all ranks and sectors
• Ability to be sensitive and empathetic

Experience

• Experience of working in a people-facing role
• Experience of working in a busy environment with the need to multi-task and manage conflicting priorities
• Ability to work confidentially and with high levels of discretion and accuracy
• Experience of using various IT systems and computer-based forms
• Good organisation skills
• Experience of working in an administrative capacity
• Working in the Third Sector / experience of working for or with a Charity

Personal

• Enjoy engaging with people
• Be professional, courteous and respectful of others at all times
• Have enthusiasm and a can do attitude
• Be able to work as part of a team and individually
• Flexible approach to the work undertaken

Other requirements

• Be prepared to assist with Hospice fundraising activities
• Be flexible and prepared to work additional hours to cover holiday within the team
• Be prepared to work occasional evenings and weekends which are planned in advance

Qualifications

• Level 2 English and Maths or equivalent eg: (GCSE)