Voluntary and Community Development Administrator

Haringey GP Federation; Brighton; On-site; GBP 24,000 - 27,000; Part time

Job summary

A community health organization in Brighton seeks a part-time Administrator to manage volunteer recruitment processes and support current volunteers. The ideal candidate will demonstrate strong administration skills and effective communication. This role involves creating accurate records, facilitating training, and ensuring compliance with volunteer procedures. Work will be primarily on Mondays, Wednesdays, and an additional day. The salary range is £24,937 to £26,598 pro rata, with flexible working options available.

Benefits

Flexible working options

Training and development opportunities

Beautiful location near the South Downs

Qualifications

• Experience working within a team.
• Proficiency in administrative procedures.
• Ability to communicate effectively with diverse individuals.

Responsibilities

• Administer volunteer recruitment processes effectively.
• Maintain accurate volunteer records.
• Provide support for online training and volunteer assistance.

Skills

Strong administration

Organisational skills

Communication skills

Flexibility

Education

NVQ Level 3 or equivalent in business administration

GSCE or equivalent in maths and English

Tools

Microsoft Office

Database Management System

Job description

Voluntary and Community Development Administrator

The Voluntary and Community Development Team seeks a part-time Administrator for 22.5 hours weekly. The successful candidate must be a strong administrator, flexible, enthusiastic, organised, a great communicator, and able to work well in a supportive team environment.

You will act as a key point of contact for all potential and current volunteers, external stakeholders and colleagues and will provide a supportive response to a range of queries relating to volunteers

You will also play a key role in fulfilling the processes and procedures within the service to ensure the volunteer\'s journey is seamless and delivered on time.

Please note: This role is not eligible for Skilled Worker visa sponsorship. Applicants who do not already have the right to work in the UK are unable to be considered for this position

The role requires working on Mondays and Wednesdays, with a third working day of either Tuesday or Thursday to be agreed at offer stage.

Main duties of the job

• Administer and provide support to deliver all volunteer recruitment processes in a timely way
• Work with a Database Management System ensuring accurate records are kept and maintained for all volunteers and prospective volunteers
• Ensure that all pre-volunteer clearances are completed by procedures including Disclosure Barring Service (DBS), Occupational Health Questionnaires, References and Identity checks are obtained to maintain compliance with procedures and statutory requirements.

About us

We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.

Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.

Why work for us?

• Positive 2023 NHS Staff Survey results, highlighting compassionate leadership and wellbeing
• Varied environments: community hospitals, patients\' homes, and bases across Sussex
• Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement
• Excellent training, development, and research opportunities
• Cost-effective workplace nurseries in Crawley, Hove, and Brighton
• Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks
• Level 3 Disability Confident Leader and Veteran Aware Trust
• Beautiful Sussex location near the South Downs and coast

Our values -- Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence -- guide everything we do.

We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.

This post may close early if sufficient applications are received.

Job responsibilities

• Provide a welcoming response for prospective and existing volunteers.
• Function as the initial point of contact, answering queries where able or directing enquiries to the relevant Voluntary Services Team member.
• Work closely within the team to support the team in developing and running an efficient and responsive administrative support function.
• Regularly communicates with volunteers, departments, clinicians, and support colleagues across the team. Will include travel to other sites throughout Sussex as part of the role.
• You will act as a key point of contact between the service and other corporate support services, such as Estates, Facilities, and Finance, for issues such as site visits, petty cash, and processing orders and invoices.
• Communicate with administrative support colleagues across the organisation and outside the community to build up relationships.
• Administer and provide support to deliver all volunteer recruitment processes.
• Work with a Database Management System ensuring accurate records are kept and maintained for all volunteers and prospective volunteers guided by procedures and statutory requirements.
• Ensure that the Volunteer's new starter information is sent in a timely way to the services where the volunteer will be placed ready for services induction. Booking venues and rooms relevant to any training activities
• Offer support with online training and to volunteers requiring assistance with access to the systems.
• Attend and take minutes for meetings as required by the Voluntary Services Team
• Attendance at the regular Voluntary Services Team Meetings as required.
• Authorised to manage local petty cash, order stationery and other office supplies.
• Undertake check and chat process to appropriate volunteers.
• Take part in collecting information for newsletters, reports, and presentations to ensure a high standard of accuracy and visual attractiveness.

Person Specification

Other

• Able to drive in own car across all sites in SCFT, occasional out of hours meeting/events.

Qualifications and/or Professional Registration

• NVQ Level 3 or equivalent qualification in business administration.
• School leaving qualification (GSCE or equivalent) in maths and English language or able to demonstrate equivalent competence
• Applicants with a lower-level qualification who have equivalent experience will be considered.
• Other relevant qualifications to be considered

Experience

• Experience of working within a team
• Skilled administrator able to prioritise workload efficiently
• Contributing to the development of administrative or office procedures.
• Communication effectively with a diverse range of people.
• Experience of dealing directly with volunteers and supporting them/dealing with their enquiries/requests in a timely manner.
• Arranging meetings involving people from different organisations - including co-ordinating diaries, booking meeting rooms and sending out agendas and paper.
• Stock control, ordering supplies and processing financial documentation.
• Handling personally or commercial sensitive information.
• Knowledge and awareness of supporting others - staff and/or volunteers

Skills and Knowledge

• Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people.
• Able to respond in a kind and sensitive way to a variety of people, including some who may be upset/distressed or unhappy.
• Advanced skills in using Microsoft Office software to create attractive and well laid-out documents and presentations. Able to use Microsoft Outlook for diary, workload, and email management.
• Able to write clear meeting minutes and notes.
• Able to listen and accurately represent the views of others when inviting feedback about administrative matters
• Ability to work as part of a team and ensure that colleagues are well-supported. Happy to take up ad hoc tasks/support with different areas of service delivery as required.
• Ability to learn promptly how to use a specialized database for volunteer recruitment/management and use this effectively when trained.
• Knowledge and competency with social media platforms.
• Ability to carry out basic calculations using Microsoft Excel.

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.

Senior Voluntary & Community Development Manager

£24,937 to £26,598 a yearPer annum pro rata