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    Administrator - Colchester, United Kingdom - St Helena Hospice

    St Helena Hospice
    St Helena Hospice Colchester, United Kingdom

    1 week ago

    Default job background
    Permanent
    Description

    Job summary

    Are you a peopleperson with strong administration skills? This is an exciting role with a range ofdifferent tasks. St Helena is lookingfor someone to join the Volunteer Services Team, who has excellentadministration, great problem solving skills and can communicate confidentlywith stakeholders at all levels.

    If you have are passionate about helping peoplewhile providing an excellent service to the wider organisation, then wed loveto hear from you.

    Main duties of the job

    This role is responsible for volunteer recruitment acrossthe organisation and you will be liaise with line managers to promote andadvertise volunteer recruitment using a wide range of platforms, updatingsystems and recording information as well as overseeing the work placementprogramme for young students. There is arequirement to attend external recruitment events on occasions and so a fulldriving license and access to your own vehicles is essential.

    You willneed to be a team player while being able to plan, organize and prioritise yourworkload efficiently as this is a part-time position of 30 hours a week overfour days.

    About us

    Ourvolunteers are at heart of everything we do at St Helena, with over 900 volunteers who dedicate their time to complementing the care we can offer toour patients and their families. The Volunteer Services Team are responsiblefor recruiting and onboarding all volunteers, as well as ensuring volunteersremain compliant with training, supporting volunteers and line managers andimplementing the volunteer strategy.

    Job description

    Job responsibilities

    Responsible for all aspects of administration for Volunteers, but not be limited to; processing application forms, requesting references and other documentation and database administration in relation to all volunteer recruitment, and dealing with leavers

    The post holder will be responsible for overseeing the recruitment administration for all volunteer applications and ensuring that service level agreements are met.

    Maintain and update Staff Care and My Learning Cloud databases in relation to new starters, leavers and changes.

    The post holder is also responsible for dealing with queries or concerns from existing or potential volunteers and line managers across the organisation, and escalating them to Voluntary Services Manager when required.

    Work closely with the Volunteer Services Team Resource Coordinator for all volunteer vacancies.

    Support volunteers in the team undertaking admin tasks.

    Duties and Responsibilities

    Manage the end to end volunteer application process ensuring that line managers and volunteer applicants are kept up to date on progress as required.

    Manage the end to end volunteer application process to ensure that all information, paperwork and DBS is accurate and up to date.

    Downloading applications and expressions of interest from St Helena Website, Microsoft teams, and external websites and processing as required.

    Carry out appropriate ID and information checks for volunteers requiring DBS checks and signing off DBS applications.

    Maintain and update all HR databases and relevant spreadsheets in relation to new starters, leavers, changes, and any other paperwork as required, including downloading volunteer information from line manager through Microsoft teams and volunteer inbox, eg reviews.

    Responsible for the administration of mandatory training for Volunteers, including the setting up of new starters, making changes and removing leavers, and administration of My Learning Cloud.

    Provide support for volunteers undertaking mandatory training, including running face to face sessions as required.

    Support volunteers in the team undertaking Admin duties, including allocating tasks as appropriate.

    To record information, collate data and produce reports from all the databases used by Volunteer Services, both programmed and adhoc, and to evaluate, and analyse the information and provide statistical information to the Voluntary Services Manager and Director of HR .

    Carry out any tasks relating to outcomes of analysis of information or reviews to ensure that Volunteer Services Team are compliant and up to date

    Maintain effective systems of document control and housekeeping for all related letters, communications and other regular checks as required.

    Person Specification

    Qualifications

    Essential

  • NVQ Level 3 in Administration and /or proven relevant office or HR administration experience.
  • Able to demonstrate excellent standard of literacy and numeracy
  • People person
  • Strong administration skills

    • Desirable

  • Car Driver with UK driving licence

    • Experience

    Essential

  • Previous work in a confidential environment ( HR)
  • Working with sensitive information.
  • Experience of arranging, supporting and organising recruitment processes.
  • Producing reports and undertaking analysis and formatting reports.

    • Desirable

  • Previous work experience of working with volunteers
  • Pre- employment screening including DBS

    • Skills and Knowledge

    Essential

  • MS Office to include Word, Excel, Powerpoint, Outlook and TEAMS
  • Database reporting
  • Use of Social Media for business purposes or events/promotions

    • Desirable

  • Recruitment
  • Use of HR/training systems
  • Interest in working with volunteers
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