Job summary
- Main area
- Volunteer Administration and Support
- Grade
- Band 3
- Contract
- Permanent: n/a
- Hours
- Part time - 18.75 hours per week (days to be agreed)
- Job ref
- 279-7205576-JUL25
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Sussex County Hospital, Brighton
- Town
- Brighton
- Salary
- £24,937 - £26,598 Pro annum pro rata
- Salary period
- Yearly
- Closing
- 29/07/2025 23:59
Employer heading
Voluntary Services Administrator
Band 3
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First . In fact our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
As a key player of the Voluntary Services team for both the Royal Sussex County (Brighton) and Princess Royal Hospitals (Haywards Heath) you will be providing administrative support to the Voluntary Services team in both hospitals who promote, recruit and support all volunteers at the Trust on their volunteer journey with us.
Main duties of the job
-
To support the effective and efficient recruitment of volunteers by providing high quality administrative support to the Voluntary Services Teams who co-ordinate all volunteer activities in all the hospitals of University Hospitals Sussex NHS Foundation Trust.
-
To address and respond to all enquiries from prospective and all existing volunteers.
-
To support the administrative side of the recruitment process for all applicants by carrying out pre/post interview applicant checks (references, DBS and OH clearance), where appropriate.
-
To provide support to existing volunteers who may have queries or concerns
-
To support volunteers with the completion of all required Standard Mandatory training e.g offering 1-2-1 support, administration and general queries
-
To work Trust-wide, with occasional travel to another site, where required.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Detailed job description and main responsibilities
Communication
-
Communicate effectively and maintain good working relationships with clinical and non-clinical colleagues, volunteers within the organisation and potential volunteers making enquiries.
-
Provide a co-ordinated, efficient and professional service; corresponding with volunteers, external organisations and internal colleagues via email, telephone, video call and in person.
-
Build strong working relationships with staff and help to raise the profile of volunteering across the hospital.
-
Work collaboratively with colleagues across all Voluntary Services Team’s to share best practice and learning.
Service Delivery and Improvement
-
Contribute to the development, maintenance and implementation of the Trust’s policies and operating procedures within the remit of the role.
-
Assist the Voluntary Services Coordinator in the recruitment of high-quality volunteers by processing pre-volunteering checks.
-
Provide efficient administrative support including responding professionally to all written and or verbal enquiries from staff, volunteers or external organisations. Maintain the Volunteer Management System, volunteer files, placement records and departmental records.
People Management and Development
-
Respond promptly to existing volunteer queries or concerns and work with the Head of Voluntary Services, Voluntary Services Managers and the relevant team member to resolve any issues efficiently and as effectively as possible.
-
Input data on to the Volunteer Management System and ensure records are accurate and kept up to date.
-
Respond promptly to application enquiries and provide relevant information to prospective volunteers.
Patient Care Delivery
-
Support volunteers to provide non-clinical assistance to ward staff which will give clinical staff additional ‘time to care’
Learning and Development
-
Support all mandatory training updates as required.
-
Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
-
Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
-
Identify own learning needs and jointly plan training requirements with your line manager
-
Participate in the Trust’s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
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.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Person specification
Experience and qualifications
Essential criteria
- Educated to A level or with equivalent experience
- Previous experience of working in an Administrator role
Desirable criteria
- Experience of working in the NHS in an Administrator role
Equality, Diversity, and Inclusion
Essential criteria
- Evidence of having championed diversity in previous roles (as appropriate to role)
- Evidence of having undertaken own development to improve understanding of equalities issues
Skills
Essential criteria
- Has experience of • Diary management • Arranging meetings • Handling telephone enquiries • Assisting with the organisation of training sessions • Assisting with the organisation of Volunteer Events
People Management and Development
Essential criteria
- Experience of dealing with members of the public from all walks of life either in person or by telephone and email
Specific Requirements
Essential criteria
- Experience of Records Management Experience of using Microsoft Office
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Marie McNeil
- Job title
- Head of Voluntary Services
- Email address
- [email protected]
- Telephone number
- 07960499322
- Additional information
N/A
List jobs with 279 University Hospitals Sussex NHS Foundation Trust in Administrative Services or all sectors