Voluntary Services Coordinator in Basingstoke

We are looking for a highly organised and motivated Coordinator to join our Voluntary Services team at St Michaels Hospice. This role supports all aspects of the volunteer journey, from initial application through to starting in post. This is a varied and rewarding position, ideal for someone reliable and adaptable who can respond to the changing needs of the department, sometimes at short notice. You will work closely with colleagues and volunteers across the organisation to help deliver a positive, supportive and effective volunteering experience.

Main duties of the job

• To work as part of the Voluntary Services Team, supporting the recruitment, training, onboarding, and administration of all volunteers.
• Liaise with retail managers to provide updates, follow up on outstanding paperwork, and ensure compliance with volunteer processes.
• Manage and maintain the volunteer database, ensuring all records are accurate, current, and compliant; produce reports as required for the Volunteer Services Manager (VSM).
• Attend volunteer team meetings and events, including Long Service Awards ceremonies, and take accurate minutes when required.

St. Michaels Hospice is committed to safeguarding and promoting the welfare of vulnerable adults, children and young people. All staff are expected to share this commitment. Successful candidates will be required to undergo relevant background checks, including a DBS check and provide satisfactory references before starting the role. Candidates must have the right to work in the UK. We are unable to offer visa sponsorship for this role.

About us

St. Michaels Hospice is a registered charity providing specialist palliative and end of life care services since 1992, for the people of North Hampshire. We are dedicated to providing care to people throughout North Hampshire who are affected by life limiting illness to attain the highest possible quality of life by providing a choice of specialist care and support. As a charity, we depend on the kindness and support of our local community to continue offering our services free of charge. This care is made possible by supporters donating, taking part in fundraising events and activities, playing our lottery, shopping in our retail outlets, leaving gifts in their Wills or giving freely of their time to volunteer.

Job responsibilities

• To support the Voluntary Services department in all aspects of volunteer activity across St. Michael's Hospice (SMH).
• Assist with the continuing development and expansion of volunteers in new and existing areas of the organisation.
• Provide regular and ongoing administration for all aspects of the Voluntary Services department.
• Organise and participate in volunteer team meetings and support volunteer focused events.

Main Duties and Responsibilities

Administration

• Responsible for updating the Voluntary Services database, keeping accurate records, and producing reports as required.
• Responsible for coordinating all volunteer applications, obtaining references, and liaising with the Retail Stores and other Hospice departments.
• Ensure a high standard of customer service and positive experience for volunteer enquirers and applicants.
• Support the Voluntary Services Manager with the Volunteer Induction Programme for all new volunteers ensuring all relevant paperwork is completed.
• Attend and take minutes at relevant volunteer meetings.
• Provide appropriate reports relating to volunteer activity.
• Provide administrative support for all volunteer communications, online calendar & room bookings and catering requests.
• Provide the Voluntary Services Manager with administrative support.
• Ensure volunteer related communications are accurate, timely and distributed accordingly.

Learning and Development

• Positively commit to annual staff appraisals and regular performance / competencies reviews to ensure personal professional development.
• Undertake all statutory and mandatory training, as required.
• Identify personal training and development needs to support/enhance the role further.
• Maintain a current interest in voluntary sector issues and when possible attend relevant meetings/conferences designed to benefit service provision.
• Inform other agencies and voluntary groups about the work of St. Michael's Hospice and the volunteer service.

Communication

• Communicate respectfully in an open, accurate and straightforward way.
• Communicate any urgent matters to your line manager or escalate to the appropriate level, as appropriate.
• Keep clear and accurate records which identify any risk or problems that have arisen with details on responses taken.
• Display a good level of competency in using computer software for record keeping, report writing and communicating.

General Responsibilities

• Work to maintain the values, vision and aims of St. Michaels Hospice.
• Additional Duties in discussion with the line manager to undertake work, as and when required, in support of St. Michaels Hospice as an organisation.
• Public Relations: To represent St. Michaels Hospice in the community and public domain, including social media, appropriately.
• Undertake all statutory and mandatory training, as required.
• To be conversant with and adhere to all St. Michaels Hospice Policies and Procedures.
• Be responsible for upholding and promoting St. Michaels Hospice safeguarding policies, ensuring the safety and well-being of all individuals, and promptly reporting any concerns or incidents in accordance with established procedures.
• This is an outline job description and may be subject to change, according to the needs of the service, in consultation with the post holder.
• Take responsibility for own personal safety and of others whilst at work. You will take appropriate action or report any concerns to address any health and safety issues that you or members of your team may be aware of.
• This job description is an outline of the role and responsibilities. From time to time, due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.

Person Specification

Skills, Knowledge, Abilities

• Good organisational skills.
• Strong communication skills including telephone, face to face and written.
• Strong IT skills Knowledge of IT packages such as MS Outlook, Word, Excel and PowerPoint.
• Strong administrative skills, including use of databases.
• Good understanding of GDPR.
• Good understanding of metrics, creating reports and measuring impact.
• An ability to prioritise and work to deadlines.
• Communicate well at all levels.
• Ability to work to own initiative.
• Display compassion, empathy and a non-judgemental attitude.
• High integrity.
• Ability to be flexible and visit other locations.
• Adhere to SMH policies and processes.
• Understand confidentiality and boundaries.

Experience

• Experience of working in a customer service or people facing environment.
• Experience of working effectively as part of a team.
• Experience of working in the charity or health and social care sector.
• Experience of managing databases.

Other requirements

• Full UK Driving licence.

Qualifications

• Educated to GCSE standard or equivalent.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.