Band 3 – Voluntary Services Administrator, Voluntary Services

This position is located at Watford General Hospital and is a full-time post with office hours from 8 am to 5 pm, Monday to Friday. We are seeking a reliable and punctual individual with excellent multitasking abilities, a flexible “can-do” approach to work, and a willingness to work as part of a busy team. If this sounds like you, then we would love to hear from you.

The successful candidate will be responsible for providing high-quality administrative support to our Voluntary Services Team and patients. They must be highly motivated and organized, with excellent communication skills, as we receive a large volume of applications and queries daily and engage with volunteers aged between 16 and 100.

Your role will involve providing effective and efficient clerical support to the Voluntary Services team, ensuring that administrative processes meet the needs of all service users.

The Voluntary Services Recruitment Administrator plays a vital role in supporting the recruitment process and administrative functions within the Voluntary Services team at Watford General Hospital. The successful candidate will be responsible for managing volunteer recruitment efforts, coordinating administrative tasks, and providing support to volunteers and staff members.

• Please note we are unable to issue sponsorships for this role*

Assist with the recruitment of volunteers by coordinating recruitment campaigns, advertising volunteer opportunities, and screening applicants.

Provide administrative support to the Voluntary Services team, including managing volunteer databases, maintaining records, and generating reports. Assist with scheduling and coordinating volunteer shifts, ensuring adequate coverage across various hospital departments.

Facilitate the onboarding process for new volunteers, training programs, and the completion of necessary paperwork. Work closely with department managers to ensure volunteers receive appropriate training and support for their assigned roles.

Serve as the primary point of contact for volunteers, addressing inquiries, providing guidance, and fostering positive relationships. Communicate regularly with volunteers to provide updates, share information about upcoming events or opportunities, and gather feedback.

Assist in organising and coordinating volunteer-related events, such as recognition ceremonies, appreciation events, and training workshops. Collaborate with other departments and external stakeholders to ensure successful event planning and execution.

There has never been a more exciting time to join West Hertfordshire Teaching Hospitals NHS Trust! Major redevelopment works are planned as part of the New Hospital Programme. These will be most dramatic at Watford General Hospital where up to 90% of buildings will be new.

The trust has recently gained ‘teaching hospital’ status which reflects the dedicated work of many teams and individuals who have set the standard for delivering high quality training, learning and education at all levels of the workforce.

We are a flexible working employer

At West Herts we recognise the importance of a good work life balance and the ability to work flexibly. We are delighted to offer a variety of flexible working options for all staff. Please check out our web page for more information.

https://www.westhertshospitals.nhs.uk/flexibleworking/

We encourage and welcome people with disabilities. If you need help, please ask.

We reserve the right to close this advert early due to the volume of applicants. Please apply as soon as possible to avoid disappointment.

If you do not hear back within 3 weeks of your application, please assume you have been unsuccessful on this occasion.

Your duties will include end-to-end volunteer recruitment processes, maintaining databases and office systems, carrying out pre-engagement checks, and supporting the Volunteer Hub.

You will liaise with the Voluntary Services Lead and coordinators, manage job requests, maintain professional communication with applicants, ensure training is complete and up to date.

Other responsibilities include issuing ID badges, processing expenses, managing rotas, ordering supplies, and supporting Volunteer Coordinators during the daily task.

You will also be responsible for administrative tasks such as typing, photocopying, data entry, and responding to requests from staff and volunteers. Additionally, you will manage incoming and outgoing posts and maintain confidentiality.

In the absence of the Voluntary Services Lead, you will ensure that urgent matters are dealt with appropriately and escalated if required.

The qualifications and skills required for this role include:
Previous experience in administration or recruitment.

Excellent organisational skills with the ability to multitask and prioritise tasks effectively.

Strong communication and interpersonal skills, with a customer service-oriented approach.

Knowledge of Microsoft Office applications (Word, Excel, Outlook) and database management.

Ability to work collaboratively in a team environment and independently with minimal supervision.

Attention to detail and a commitment to maintaining confidentiality and professionalism.