Administrator Volunteer Services Team in Colchester

St Helena is looking for a full time Administrator to work Monday to Friday 9am to 5pm in their Volunteer Services team.

Main duties of the job

• Responsible for all aspects of administration for Volunteers, including processing application forms, requesting references and other documentation, and database administration related to volunteer recruitment.
• Oversee the onboarding administration for all volunteer applications and ensure that service level agreements are met.
• Maintain and update Staff Care and Bluestream databases regarding new starters, leavers, compliance, and changes.
• Deal with queries or concerns from existing or potential volunteers and line managers across the organisation, escalating them to the Voluntary Services Manager when required.
• Work closely with the Volunteer Services Team Recruiter for all volunteer vacancies.
• Support volunteers in the team undertaking admin tasks.

About us

Our volunteers are at the heart of everything we do at St Helena, with over 900 volunteers who dedicate their time to complementing the care we can offer to our patients and their families. The volunteer services team is responsible for recruiting and onboarding all volunteers, ensuring they remain compliant with training, supporting volunteers and line managers, and implementing the volunteer strategy.

Job responsibilities

• Manage the end to end volunteer application and onboarding process, ensuring that line managers and volunteer applicants are kept up to date on progress as required.
• Ensure that all information, paperwork, and DBS requirements are accurate and up to date.
• Download applications and expressions of interest from St Helena Website, Microsoft Teams, and external websites and process as required.
• Carry out appropriate ID and information checks for volunteers requiring DBS checks and sign off DBS applications.
• Maintain and update all HR databases and relevant spreadsheets regarding new starters, leavers, changes, and any other paperwork as required.
• Administer mandatory training for Volunteers, including setting up new starters, making changes, and removing leavers.
• Prepare, print, and distribute volunteer communication, including use of mail merges, in line with service requirements.
• Maintain accurate volunteer records, collate data, and produce monthly statistical reports on applications and new starters for the Voluntary Service Manager.
• Issue new starter feedback questionnaires, analyse responses, and escalate any necessary concerns to the Voluntary Services Manager.
• Support volunteers in the team undertaking Admin duties, including allocating tasks as appropriate.
• Carry out any tasks relating to outcomes of analysis of information or reviews to ensure that the Volunteer Services Team is compliant and up to date.
• Distribute compliance reports and proactively follow up with line managers to ensure required actions are completed.
• Maintain effective systems of document control and housekeeping for all related letters, communications, and other regular checks as required.
• Demonstrate strong listening skills in relation to concerns or issues raised calmly and sensitively, communicating these effectively to the Voluntary Services Manager.
• Work closely with the Volunteer Services Team Recruiter for all volunteer vacancies to understand the priority recruitment across the hospice.
• Support and be actively involved with the Volunteer Services Team Recruiter in external promotions and targeted recruitment drives.
• Provide support for volunteers undertaking mandatory training, including running face-to-face sessions.
• Support the Voluntary Services Manager in undertaking new volunteer line manager training sessions as required.
• Ensure that all confidential HR incoming enquiries are dealt with or allocated to the appropriate people in a timely manner.
• Prioritise own workload according to deadlines and demands of the department, assisting others when required.
• Work as part of the volunteer services team on projects, taking the lead where appropriate.
• Provide ad hoc administration for the wider HR team as required.
• Provide admin support to the Director of HR on an ad hoc basis, including but not limited to photocopying, organising meetings, and sending emails.
• Maintain confidentiality at all times as part of the HR team.

Person Specification

• Able to prioritise tasks, organise own time effectively, and use own initiative to work without close supervision.
• Highly motivated with strong planning, analytical, and interpersonal skills.
• Ability to demonstrate tact and diplomacy with a flexible approach.
• Friendly and approachable manner.

Skills and Knowledge

• Fully competent IT skills on all Microsoft platforms, particularly Word, Excel, PowerPoint, Outlook, and TEAMS.
• Database reporting and use of Social Media for business purposes or events/promotions.
• Ability to adapt to frequently changing priorities and demands for attention throughout the day.
• Interest in working with volunteers and knowledge of onboarding requirements.
• Excellent verbal and written communication skills at all levels.
• Ability to communicate complex and sensitive information effectively.
• Ability to liaise effectively at all levels within St Helena and externally.
• Must be able to engage with members of the public face to face.

Experience

• Previous work in a confidential environment (e.g. HR) and working with sensitive information.
• Experience of arranging, supporting, and organising recruitment processes.
• Producing reports and undertaking analysis and formatting reports.
• Proven organisational and prioritisation skills in a multi-disciplinary environment.
• Previous work experience of working with volunteers.

Qualifications

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