Group Volunteer Services Coordinator (UHN) inNorthampton inNorthampton PUBLISHED 25 DEC 2023
Northampton General Hospital rICk1Svv
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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.
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.
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.
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.
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.
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.
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