Volunteer Services Administrator | South London and Maudsley NHS Foundation Trust

The post holder will provide high-quality, general administration and clerical support to the South London and Maudsley NHS Voluntary Services Team. The post is generously funded by the Maudsley Charity. The post holder will support the Volunteer Services Manager with the growth and development of the volunteer services across the Trust and liaise/communicate with all stakeholders. The post holder will support to ensure all volunteer activity is aligned to the South London and Maudsley NHS Foundation Trust Volunteering Policy. Key Areas: To assist with the administration and coordination of volunteer recruitment. To maintain Assemble database records regarding volunteers. To assist with DBS Checks for volunteers To assist with Volunteer Expenses and the payment of expenses for volunteers Support the Voluntary Services Manager regarding the day-to-day management of the service. To assist with Volunteer Reports and Data Collection. South London and Maudsley NHS Foundation Trust(SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training Main Duties and Responsibilities Volunteer Recruitment

• Support the volunteer service manager in the volunteer recruitment process, from informal enquiries through to interview, and all appropriate checks, ensuring specified timescales are met, addressing any problems. Where appropriate, escalating problems.
• Help maintain the volunteer management system Assemble, keeping accurate, up to date and accessible records.
• Ensure all necessary checks such as DBS, Occupational Health and references are carried out for successful candidates working within the Volunteer and Trust recruitment policy
• Keep and maintain all records as reasonably required.
• Acting as the point of liaison with SLaM Volunteer Coordinators.
• Throughout the recruitment process, maintain the Trust's professional image.
• Communicate regularly and effectively with individuals throughout the process, using standard templates as a guide.
• To support with the administration of volunteer DBS Checks.
Recruitments Events and Training
• Manage logistics around recruitment and training events, ensuring rooms are booked, equipment set up and training materials are available.
• Manage booking requests from volunteers for recruitment and training events. Record these and where appropriate liaise with colleagues in the various departments to confirm places.
• Ensure that all volunteers have accurate records on the volunteer management system.
• Send volunteers confirmation and reminder emails according to a standard template.
• Following events ensure records are kept up to date by noting which volunteers have completed training. Chase up non-attendees where appropriate.
• Resolve issues with volunteers and escalate as appropriate
Responsibilities: 1. Reception duties: Provide central reception point for the Volunteer Service. Deal with all enquiries and liaise appropriately with volunteers, staff, service users and the public to ensure there is a smooth running service. 2. Department Administration duties: Provide administrative support to all volunteer department staff, including ordering of supplies and equipment for a wide range of activities, allocating appointments for activities, managing room bookings and ensuring excellent communication. 3. Administrative assistance: Provide administrative assistance to the Volunteer Services manager to ensure required reports, audits and any other required documentation is completed on time. 4. Meetings Provide administrative support to departmental meetings, including timely distribution of agenda and papers, taking of accurate minutes and following up on action points. 5. Communication and I.T. Design and maintain appropriate databases as required ensuring the Volunteer Service activity is accurately recorded. Maintain relevant distribution lists. Develop and maintain the Volunteer Service internet pages ensuring they are kept up-to-date. 6. Personal Development: Undertake any training opportunities required to develop skills to improve the service or for personal development as identified through the appraisal process.