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University College London Hospitals NHS Foundation Trust

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Contact

Address
Trust Headquarters
250 Euston Road
London
NW1 2PG
Contact Number
0845 1555 000

Find out more

Jobs
Open
Ref: 309-UCLH-6242 Vacancy ID: 7171365

Voluntary Services Administrator

Accepting applications until: 11-May-2025 23:59

Open

Accepting applications until: 11-May-2025 23:59

Location

University College London Hospital
London
NW1 2BU
London

Contract type & working pattern

12 months (fixed term funding)
Full time - 37.5 hours per week

Salary

£31,944 - £34,937 per annum inclusive of HCAS
Yearly

(NHS AfC: Band 4)

Specialty

Voluntary Services

The use of AI is monitored and if applicants have used it, then they are required to declare this in their supporting statement.

Job overview

We are looking for a strong administrator to join our team to support the recruitment, vetting and induction of new volunteers. In addition, you would support the delivery of our UCH patient services by coordinating our shopping service and managing the rota of UCH Rapid Response Volunteers (RRV’s).

 You would be working as part of the UCLH Volunteer Services Team, which together is responsible for the development and support of volunteering across all of UCLH. Working with the Recruitment Coordinator you will play a key role in our recruitment, helping bring in 250-350 new volunteers a year.

Rapid Response Volunteers support UCH patients with ad-hoc tasks including our shopping service where in-patients can request a volunteer to go and buy things from the shops on their behalf. Each RRV is usually in for half a day a week. You would be managing a rota of 20-30 RRV’s who would support 20-40 in-patients a day.

This rewarding role will suit someone who understands volunteering, and who has first class communication and relationship building skills to interact with a wide range of people. 

As the role is office based and admin focused you will be well organised, like multitasking and working within clear process and systems. You are an excellent problem solver and enjoy working with people of all levels and backgrounds.

 Interviews Wednesday 21st May.  

 

Advert

Volunteer recruitment: Interviewing and selecting new volunteers, managing the volunteering in-box

Volunteer vetting: Processing new volunteers, supporting applicants to complete the NHS ID check, DBS check, references, and Occupational Health Checks.

Managing a cohort of volunteers on our recruitment pipeline: identifying blockages and getting volunteers to start promptly when all their checks have cleared

E-learning: Ensuring mandatory training is completed before they start volunteering

Induct new Rapid Response Volunteers: organising shadowing, supporting new volunteers to get them up to speed

Manage the rota of Rapid Response Volunteers: Ensuring that the UCH Shopping service is covered and providing on the day coordination and support to volunteers

UCH Shopping Service: Responding to patients and ward staff requesting shopping and managing the list of daily patients. Tracking spend and impact.

Working for our organisation

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research. 

We provide first-class acute and specialist services across eight sites: 

  • University College Hospital (incorporating the Elizabeth Garrett Anderson Wing) 

  • National Hospital for Neurology and Neurosurgery 

  • Royal National ENT and Eastman Dental Hospitals 

  • University College Hospital Grafton Way Building 

  • Royal London Hospital for Integrated Medicine 

  • University College Hospital Macmillan Cancer Centre 

  • The Hospital for Tropical Diseases 

  • University College Hospital at Westmoreland Street 

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology. 

We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040. 

Detailed job description and main responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description. 

 For this post prior experience of working with volunteers is essential and you will need to demonstrate this in your application to be longlisted.

Come and be a part of the best NHS trust in England to work for, according to our staff* 

* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England – for the third year in a row. 

UCLH recognises the benefits of flexible working for staff – To find out more, visit: Flexible working.  

To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH? 

Person specification

Knowledge and Qualifications

Essential criteria
  • Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
  • Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment.
  • Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
  • Knowledge of the principles of Volunteer Management
Desirable criteria
  • NVQ Level 4 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.

Experience

Essential criteria
  • Experience and understanding of recruiting, interviewing, and placing volunteers.
  • Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.
Desirable criteria
  • Experience of organising volunteers within a health care setting
  • Previous NHS experience, or experience of working in a healthcare setting.

Skills and Abilities

Essential criteria
  • Ability to make decisions in a constantly changing environment (e.g. clinic setting) using judgement to deal with queries or escalate where necessary.
  • Advanced keyboard skills, and competent use of IT.
  • Able to deal with sensitive information with tact, diplomacy and understanding.

Values

Essential criteria
  • Demonstrate ability to meet Trust Values of safety, kindness, teamwork and improving

Communication

Essential criteria
  • Able to communicate clearly and sensitively with a wide range of stakeholders, in situations where there may be barriers to understanding (e.g. language difficulties, anxious or distressed patients or relatives).

Personal and People Development

Essential criteria
  • Able to work independently, managing own workload, prioritising tasks and allocating work appropriately to others.
  • Able to induct new staff into the department, providing training to new colleagues.
  • Able to manage a rota and supervise a team of volunteers, providing day to day supervision and support, including delegating tasks and work allocation.

Responsibilities towards promoting Equality Diversity and Inclusion

Essential criteria
  • Demonstratable understanding of Equality, Diversity, and Inclusion and how it relates to volunteer recruitment and management
  • or Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties

Ensure the risk of infection to self, colleagues, patients, relatives and visitors is minimised by:

Essential criteria
  • Being familiar with, and adhering to Trust policies and guidance on infection prevention and control.
  • Completing all required training and education (both via e-learning and face to face) on infection prevention and control.
  • Including infection prevention and control as an integral part of your continuous personal/professional development and included in your annual appraisal
  • Taking personal responsibility so far as is reasonably practicable, in helping ensure that effective prevention and control of health care associated infections is embedded into everyday practice and applied consistently.

Specific Requirements

Essential criteria
  • Able to attend and participate in all statutory and other training events in order to continue personal and professional development
  • Evidence of experience in training and facilitation for volunteers to support their personal development
  • Able to give talks or presentations to groups
  • Able to work flexibly including very occasional work outside normal working hours in order to support volunteers
  • Able to travel to other hospitals within the Trust
Desirable criteria
  • Basic level of experience with databases, including the TRAC or Better Impact database

Documents

Further details / informal visits contact

Name
Clive Pankhurst
Job title
Trust Lead for Voluntary Services
Email address
[email protected]
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