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Job Overview
NBT has established a valued, skilled and passionate team of volunteers across the Trust. Volunteer Services has patients at the heart of everything we do, and our vision is:
To improve the patient experience and support staff members, by creating a sustainable, high quality, safe Volunteer Service, which effectively utilises the skills of our diverse community.
This role is an exciting opportunity to provide “hands on” and administrative support for the operation of our volunteer service. You will be led by the Operational Support Manager- Volunteer Services to coordinate all our volunteers through their full volunteer journey with us.
You will play a vital role in encouraging, supporting, and engaging with our volunteers to ensure that we are leading a safe and inclusive service which provides outstanding patient experience.
Main duties of the job
- To conduct volunteer interviews, implementing a fair recruitment process. Executing the volunteer on-boarding journey through NHS recruitment system Trac. Escalating any system issues and taking the lead in resolving them to allow for a smooth recruitment process.
- To guide the administration of the recruitment process to ensure the correct documentation and DBS checks are actioned, in accordance with relevant Trust policies and procedures. Ensuring volunteers are safely engaging with patients.
- To oversee the day to day maintaining of accurate volunteer records. Ensuring all information entered is current, accurate and reflects all volunteer activity.
- To implement the coordination, placement, retention, and supervision of volunteers, including working with rotas and sign in sheets, with guidance from the Operational Support Manager Volunteer Services. Offering key coordination to all volunteer teams.
- To engage and support volunteers before, during and after their volunteering placements, ensuring that their experience is positive and beneficial to patients, visitors, and the individual.
Working for our organisation
We are a small team that strive to make a big impact to improve the patient experience!
We expect our team members to have an ethos of learning and inclusion. We work closely as a team and speak to each other with respect and professionalism, offering encouragement and support to each other.
We expect all our colleagues to abide by the NBT CARES values. Cares stands for Caring, Ambitious, Respectful and Supportive:
- Caring – because it underpins everything we do for our patients and the way we care for one another
- Ambitious – because it signals that we always want to improve what we do on behalf of our patients and one another
- Respectful – because every individual has an important role to play
- Supportive – because we’re a team and deliver together
North Bristol NHS Trust promotes health and well-being initiatives, devised by our dedicated staff wellbeing team, that encompasses lifestyle support, physical support and psychological support.
North Bristol NHS Trust values all staff feedback and actively promotes the annual staff survey, leading to response rates above the national average and the majority of our staff would recommend our organisation as a good place to work.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Detailed Job Description And Main Responsibilities
- To conduct volunteer interviews, implementing a fair recruitment process. Executing the volunteer on-boarding journey through NHS recruitment system Trac. Escalating any system issues and taking the lead in resolving them to allow for a smooth recruitment process. To guide the administration of the recruitment process to ensure the correct documentation and DBS checks are actioned, in accordance with relevant Trust policies and procedures. Ensuring volunteers are safely engaging with patients.
To oversee the day to day maintaining of accurate volunteer records. Ensuring all information entered is current, accurate and reflects all volunteer activity.
- To implement the coordination, placement, retention, and supervision of volunteers, including working with rotas and sign in sheets, with guidance from the Operational Support Manager Volunteer Services. Offering key coordination to all volunteer teams.
- To engage and support volunteers before, during and after their volunteering placements, ensuring that their experience is positive and beneficial to patients, visitors, and the individual.
- To provide a “hands on” approach to getting to know the volunteer team, and provide encouragement, support, and recognition regularly.
- To be the first point of contact for volunteer enquiries, in person, through the volunteer inbox and via telephone. To be confident in responding to challenging or emotive conversations and escalating appropriate concerns when necessary.
- To ensure that individual volunteers are adequately supported with the information they need and that all training is up to date. Using your initiative to support volunteers that have additional access or learning needs.
- Working with the Operational Support Manager - Volunteer Services, maintain the excellent working relationships with all levels of ward and departmental staff, being one of the first points of contact for staff and volunteers, ensuring any issues can be resolved quickly.
- To support the arrangement and facilitation of induction and training for volunteers, including mandatory training and any identified additional training to ensure volunteer needs are met. Follow systems and processes in place to ensure all volunteer training and support is recorded correctly.
- To carry out regular reviews and supervision with volunteers to ensure they are happy in their role and to identify and implement any additional needs they may have.
- Authorise out of pocket expenses and meal voucher for volunteers (travel/subsistence), escalating any concerns to the Operational Support Manager- Volunteer Services.
- To offer administrative support to the Move Maker Manager to have oversight of the organisation of the Atrium buggy, water cooler, and wheelchair care/maintenance.
- To take the lead and initiative on tasks that will benefit the patient experience, such as the clothing cupboard, or accompanying therapy dog visits.
- To feedback to the Operational Support Manager - Volunteer Services regarding any patient experience issues reported by the volunteer teams. Proposing changes that are fit for purpose.
- To support the Operational Support Manager - Volunteer Services in contributing ideas and feedback to developing service protocols and standard operating procedures as required.
- To confidently promote the work of the Volunteer Services Team and opportunities for volunteering internally, and at events and conferences across the city.
- To lead the administrative arrangements for organising large scale volunteer recognition events, communicating clearly with the Volunteer Services Team.
- Deal with sensitive and confidential matters in a professional manner and in line with the departments and the Trust’s data protection and confidentiality guidelines and policies.
- Carry out any other duties as directed that are appropriate to the grade as designated by the Operational Support Manager- Volunteer Services.
Person specification
Education/training
Essential criteria
- GCSE English Language and Mathematics (Grades A-C) or equivalent
- Evidence of IT short courses/ demonstrable experience in Microsoft Office Packages
Work Experience
Essential criteria
- Experience of supporting and supervising people from a diverse range of backgrounds.
- Experience and understanding of recruiting, interviewing, placing and retention of people in an organisation.
- Experience of working with internal and external stakeholders from diverse backgrounds.
- Experience of organising staff or volunteer rotas to cover a service, being able to balance the needs of volunteers and the service.
- strong experience of IT systems, MS Office, and learn new systems quickly.
Desirable criteria
- Experience of organising volunteers in the NHS.
Knowledge/skills/ability
Essential criteria
- Working knowledge of good practice in people management.
- Knowledge of volunteering and its mutual benefits to those that volunteer and the organisation.
- Ability to support the delivery of induction programmes, to ensure that people are fully equipped and trained to carry out their roles.
- Ability to gather and clearly present the impact of data.
- Ability to work effectively within the team, being flexible, tactful, diplomatic and supportive in approach.
Values
Essential criteria
- Demonstrate knowledge and commitment to equal opportunities and diversity.
- Have a strong affinity with the values of the Trust exhibition them in their day-to-day work, including an inclusive approach to those who find barriers to volunteering.
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
