Overview
Volunteer Services Administrative Officer – University Hospitals of Northamptonshire. The role requires working at both Kettering General Hospital NHS Foundation Trust and Northampton General Hospital NHS Trust, coordinating volunteer activities across both sites.
Key Responsibilities
* Manage volunteer rotas (desks, guides, buggy drivers, runners, response roles) and coordinate administrative processes for recruitment and onboarding.
* Maintain accurate volunteer data and records using the Better Impact system; produce monthly reports and statistical summaries for the Head of Volunteer Services.
* Provide comprehensive administrative support to the Volunteer Services team: data entry, record management, correspondence, meeting preparation and responding to enquiries from internal and external stakeholders.
* Assist with volunteer recruitment, ensuring compliance with NHS standards and safeguarding requirements; support recruitment campaigns and onboarding sessions.
* Act as first point of contact for Volunteer Services enquiries (face‑to‑face, email, telephone) and build effective relationships with clinical, non‑clinical and external partners.
* Maintain accurate records of volunteer activity, training and compliance; support preparation of reports, presentations and graphical data to evidence impact.
* Support marketing and engagement: create promotional materials using Canva or similar tools and promote inclusivity and accessibility.
* Work cross‑site between NGH and KGH, occasionally supporting evening or weekend events as required.
Key Skills & Experience
* Excellent communication and interpersonal skills; strong attention to detail and ability to prioritise.
* Proactive, professional, and able to work collaboratively within a team and with volunteers, coordinators and clinical departments.
* Experience with administrative systems – knowledge of Better Impact preferred – and strong data handling skills.
* Proficient in Microsoft Office (Word, Excel, PowerPoint) and ability to produce spreadsheets, graphs and presentations.
* Knowledge of NHS guidelines, safeguarding requirements and data protection principles.
* Ability to manage a varied workload, work independently and under pressure.
* Flexible to work across sites and adapt to occasional evenings or weekends.
Working Conditions
The role will be based primarily at one site but will require cross‑site working between NGH and KGH. Travel between hospital sites is expected.
Equal Opportunities
We are an equal opportunities employer and welcome applications from all suitably qualified candidates irrespective of background. We especially encourage applicants from black and minority ethnic (BME) communities, disabled people, and LGBTQ+ backgrounds.
Application Process
Applications are processed through the TRAC system. By completing an application you authorise the transfer of your data to the Trust. Correspondence regarding your application will be sent via a TRAC system account.
Safe & Regulatory
All volunteers and staff must meet DBS check requirements. New starters are required to join the DBS update service (annual cost £16). Failure to comply with safeguarding processes may result in offer withdrawal.
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