This is a Group role across the University Hospitals of Northamptonshire so there is a requirement to regularly work at both Northampton General Hospital NHS Trust and Kettering General Hospital NHS Foundation Trust (University Hospitals of Northamptonshire).

The purpose of this group coordinator role is to support the Volunteer Services department through effective recruitment and retention of volunteers and coordination of voluntary programmes. Which will be measured on growth of the number of volunteers/volunteering hours across the group and the retention of the existing volunteers.

The postholder will have previous leadership skills to coordinate the volunteers and ensure the service meets the Trusts demands.

The postholder will assist in the co-ordination of training for new and existing volunteers.

Support the Head of Volunteer Services with the implementation of volunteer initiatives. Working with both internal and external stakeholders to promote and grow the service including the number of volunteers roles to support UHN.

They will oversee administrative tasks associated with the recruitment of new volunteers to ensure all volunteers adhere to NHS guidelines

Provide effective input into the work of the Trust, to support the achievement of our vision and values.

Main duties of the job

Communication

To represent volunteer services across the University Hospitals of Northamptonshire by being a visible member of the team

Be able to sensitively negotiate with volunteers and staff to undertake voluntary activities in high demand areas this will be based on complex and sensitive information that require empathy and reassurance.

Liaise with concerned patients, relatives, carers and visitors with tact, patience and discretion especially when conveying sensitive information.

Ensure communication to clinical/non-clinical areas is effective and clearly identifies what tasks can be undertaken by a volunteer and what is inappropriate.

Liaise with patients, carers, visitors and staff on a regular basis to ensure the service is providing the best possible care - maintaining a professional, polite and respectful manner.

Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.

Prepare outward facing communications for the department promoting the volunteer services to both internally and externally

Answer the telephone and deal with enquiries in accordance with instructions, maintaining a high standard of customer service. Dealing with queries to the required standard, being polite, informative and communicating in a professional and respectful manner at all times.

About us

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.

The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

Job description

Job responsibilities

Planning and Organisation

Plan, organise and implement voluntary activities that meet the complex operational demands of the organisation.

Plan and organise a range of meetings quarterly with clinical/non clinical staff, selecting venues, attendees and promoting the events.

Attend meetings to ensure effective communication with all the service users and volunteer services are represented.

Coordinate the administration function within the office ensuring the effective recruitment of volunteers.

Be able to work flexibly when required, including the occasional evening/weekend working if needed (this will be agreed with the appropriate amount of notice).

Raise staff awareness across the Trust of the role and function of volunteers, including the Senior Leadership Team in wellbeing initiatives.

Create and sustain volunteer/wellbeing initiatives through fundraising and liaising with appropriate departments/organisations and support these to ensure sufficient funds are available for future purchases.

Identify volunteer initiatives which will directly enhance patient experience or staff wellbeing, ensuring that any initiative is fully sustainable.

Recruitment and Retention

Undertake wellbeing calls on a frequent basis to volunteers in a timely manner. This could include complex and sensitive topics which may require further conversation and escalation.

Overseeing recruitment workflow by ensuring all advertising is standardised and includes requirements of roles and encourages diversity, inclusivity wider participation and is representative of the local community.

Actively grow the number of volunteers in the Trust through recruitment and identifying opportunities and develop by being proactive and motivational by attending multi-disciplinary team meetings and strategically approach local organisations with potential candidates.

Support volunteers as required, particularly those who lack self-confidence and have not worked in a hospital setting previously. Assisting volunteers on their first day to ensure they are comfortable in their role

To identify opportunities for recruiting volunteers, corporate and public bodies and associated charities to ensure the Trusts volunteering requirements receive maximum benefit.

Develop good relationships with existing volunteers to ensure the volunteering strategy is successfully implemented

Resource management

Responsible for a caseload in excess of 100volunteers and their allocation.

Regular use of various databases including Better Impact (volunteer management system).

Ensuring all information is accurate and up to date all the time. Report and review monthly compliance of volunteer usage of Better Impact and action findings appropriately.

Produce monthly reports of the utilisation of volunteers and identify actions taken to improve findings and present at appropriate meetings and implement improvements.

Review and analyse retention rates in all volunteers and produce quarterly report of results and actions taken to improve figures. Present Represent at senior meetings ifrequired, identifying trends of retention and acting accordingly.

Regularly review the ward utilisation of volunteers by visiting areas regularly and spending time understanding the needs for the clinical areas. This will form the basis for continuous improvement

Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up to date and a true representation of volunteer location

Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.

To implement and apply a consistent approach in the development across the Trust of all volunteering activity and implement new initiatives following trend analysis.

Support the Deputy Head of Volunteer Services in working closely with Trust leaders to understand the provision of efficient and effective volunteer services designed to supplement the services provided by the NHS and medical staffing.

Adherence to, and awareness of, governance structures utilising the appropriate risk management mechanisms and investigation methods where necessary.

To work with the volunteers office, communications, clinical areas and human resources departments in the hospital and where necessary external organisations to ensure volunteering opportunities are effectively advertised and benefits of volunteering activities are reported

Training and Competency Development

Co-ordinate/deliver training of volunteers in bespoke roles and work with departments to ensure Training is compliant with NHS standards.

To ensure that all volunteers are fully conversant with the conditions and rules of the Trust and NHS

Undertake quarterly reviews with volunteers to review their progress and understand any training needs.

Participate in the arrangements and delivery of inductions, training, development, and opportunities for volunteers including mandatory training.

Contribute to own personal and professional development, identifying own training and development needs and undertake appropriate training/education as required, supported by regular development reviews and appraisals.

Person Specification

Education, Training and Qualifications

Essential

• Educated to degree level or equivalent experience acquired through equivalent in a relevant field
• Knowledge of Microsoft office package including advanced excel

Desirable

• Project Management qualification or experience

Knowledge & Experience

Essential

• Knowledge and experience of working within the NHS
• Experience of working within a voluntary/ charity organisation
• Ability to manage difficult or complex situations effectively and to work under pressure
• Experience of managing a diverse team and communicating with key stakeholders
• Experience of data entry, including good keyboard skills
• Computer skills including detailed knowledge of MS Excel
• Excellent interpersonal and organisational skills with the ability to communicate effectively
• Ability to influence both verbally and in writing at all levels including senior management
• Must be able to maintain confidentiality at all times
• Experience of undertaking successful marketing campaigns
• Ability to demonstrate previous admin experience
• Experience of managing a small team including staff appraisals and 121's
• Experience of delivering presentations to internal and external audiences
• Experience of managing diverse workforce and communicating with a range of audiences
• A commitment to continued professional development

Desirable

• Experience of fundraising

Skills

Essential

• Able to plan, organise own workload and confidently communicate with a wide range of colleagues and business stakeholders
• Able to inspire the confidence of colleagues, volunteers and management
• Accuracy and attention to details
• Punctual, reliable, flexible and self-motivated in approach to duties
• Must be able to work as part of a team and work as an individual
• Able to concentrate frequently when writing reports, analysing data etc
• Ability to manage own diary and work independently
• Ability to maintain accurate records and give assurance on team accuracy
• Ability to prioritise and manage a number of conflicting requirements in a professional manner and deal with a number of complex issues at the same time

Desirable

• Project management experience

Employer details

Employer name

Northampton General Hospital

Address

Northampton General Hospital NHS Trust (Group Role)

Cliftonville

Northampton

NN1 5BD

Any attachments will be accessible after you click to apply.

265-6657694