Job overview
As part of the Trust’s Voluntary Services programme, to be responsible and accountable for the provision and management of Voluntary Service matters at the hospital site.
Main duties of the job
1. Work with the other Trust Voluntary Services Managers and the Head of Voluntary Services, within the laid down budgetary guidelines.
2. Support the Head of Voluntary Services with the development, review and operational implementation of the Trust Volunteer Strategy.
3. Lead on the sharing of professional guidance to colleagues on the role of the Voluntary Service and the involvement and management of volunteers in accordance with the appropriate practices.
4. To manage and develop the Voluntary Services team on site, as part of the Voluntary Services department. As well as ensuring there is shared management responsibility for the volunteers throughout the Trust.
5. To coordinate the recruitment, training, support, placement and retention of volunteers appropriate to their skills and experiences to maximise the benefit to patients, staff and service users.
6. To ensure that volunteers gain satisfaction and develop through their voluntary work and have a successful and enjoyable volunteer journey with the Trust.
Working for our organisation
At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & 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, & can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.
We treat our patients & staff with the same compassion & empathy we expect for ourselves. We’re here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme, for staff which is extensive & 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 & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop. We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.
We look forward to receiving your application & the start of your journey with UHSx.
Detailed job description and main responsibilities
Ensure that the co-ordination of meetings and placement of volunteers with departmental managers are a clear and crucial element of the volunteer journey with the Trust. Ensuring that both the volunteer and the manager are clear about expectations and impact of the volunteer and the role being undertaken.
Be an active member of groups or committees related to volunteers/volunteering, which will involve attending regular VSM and service meetings, taking part in discussions, and influencing the decisions about the volunteering service within the Trust.
Liaise as a VSM team with Trust Communications Departments effectively, with a view to developing strategies to promote/improve and promote the impact of the contribution of volunteers for the Trust.
Ensure the activities of the Voluntary Service programme are publicised to enhance awareness of the volunteer services available in the Trust and across the wider community.
Receive and providing information that may be complex and/or may require persuasive skills, agreement and co-operation while leading the team to inform and support work colleagues, clinicians, other departments, patients and clients as appropriate to the job role.
Collaborate with other Voluntary and statutory organisations that have a volunteer presence on trust premises ensuring that they comply with trust policy on volunteering and the required governance and legislation.
Oversee the production of a Voluntary Services newsletter to keep volunteers informed of their responsibilities, information about mandatory updates, and developments within the Voluntary Services programme.
Oversee the coordination of all digital platforms, social media messaging on behalf of the Trust.
Demonstrate innovative ways to show the Trust’s appreciation, reward and recognition of all volunteers’ contribution through established schemes, awards and events
Be proactive in the identification of workload issues that affect the smooth running of the department on your specific site and develop and implement action plans to resolve the issues.
Oversee and coordinate processes for the payment and authorisation of ‘out of pocket’ expenses for volunteers and ensure that accurate records are kept for invoices and other departmental expenditure.
Provide support, advice and assistance to other sites in the absence of their VSM.
Advocate for the development of Voluntary Services across the Trust, supporting the delivery of high-quality patient care, treatment and experiences.
Manage the day-to-day operation of the Trust’s volunteering agenda, inclusive of relevant administration, training, contact with staff, volunteers, and partner agencies.
Identify and determine volunteer opportunities and guidelines, assessing and monitoring the requirements and suitability of volunteer positions in liaison with Ward / Departmental Managers.
Develop strategies for the utilisation of volunteers in newly identified areas and in the implementation of new schemes. Review, evaluate, and modify requirements and quality of work if necessary and report any issues of concern to senior members of staff.
Manage and progress volunteering across the Trust, and act as the lead point of contact on site for members of the public, Trust staff, and other agencies on all aspects of volunteering.
Co-ordinate volunteering activity with partner volunteer agencies to pro-actively support the volunteer service.
Coordinate the selection, interview, placing and reviewing process of all new volunteers using the Trust’s recruitment and selection procedure to minimise risk and maximise potential and measure impact.
Ensure that monitoring and evaluating quality standards in relation to the recruitment, placement, and on-going support for volunteers across the Trust are implemented. Ensuring that the allocated resources are managed within the department budget.
Ensure that the allocation of volunteers to agreed roles across your site and local area. Ensuring that as many areas as possible have regular support, assistance and a consistent volunteer presence.
Maintain records of volunteering undertaken across the Trust to support the production of reports, statistics and other important information about the volunteering services as required in accordance with GDPR and the Trust’s Data Protection and Privacy policies.
Maintain professional and courteous working relationships with staff and respect the equality and diversity of each person.
Conduct investigations into any problems/incidents between volunteers and staff or patients, taking appropriate action in accordance with the Voluntary Services departments’ problem-solving procedures for volunteers.
Ensure that the co-ordination and facilitation of the induction and training for new volunteers is delivered to a high and consistent standard.
Evaluate and monitor training needs with volunteers. Implement appropriate feedback mechanisms, modify and arrange further training as appropriate. Encourage all volunteers to take advantage of training opportunities within the Trust, to meet the needs of the Trust, and new initiatives.
Be responsible for the recruitment, appointment and management of the staff within the Voluntary Service, including setting objectives, performance appraisal and identifying training needs, both statutory and related to personal development, and maintaining records.
Monitor sickness/absence and annual leave of staff, and, where appropriate, carry out return to work interviews in accordance with the Trust’s Attendance Management Policy.
Operate Disciplinary and Grievance procedures when necessary for staff.
Manage the recruitment of volunteers following Trust policies, assessing each volunteer’s suitability taking into account specific skills, knowledge and previous experience. Managerial responsibility for the appropriate screening, induction and training of all volunteers before placement.
Ensure volunteers are supported in existing areas and to lead the development of new services aimed at enhancing the patient’s experience in hospital by complementing the role of paid staff.
Support volunteers by holding regular support and/or review meetings with them, individually or as a team and ensure they are up to date with mandatory, statutory and role specific training.
Encourage the identification and implementation of initiatives to volunteers who may benefit from additional support as part of their volunteer journey with the Trust.
Be responsible for providing advice or support to staff in their dealings with volunteers.
Analyse and address placement issues including, where necessary, identifying alternative solutions for placements.
Be responsible for terminating volunteer placements where necessary with support and guidance from VSM colleagues, the Head of Voluntary Services and Workforce colleagues as appropriate.
Maintain own knowledge base and expertise of volunteering within the NHS through membership of relevant professional networks and associations such as the National Association of Voluntary Services Managers (NAVSM), the Association of Volunteer Managers (AVM), NCVO, Helpforce and other relevant organisations and platforms.
Co-operate with the Trust annual appraisal process and identify own training needs.
Lead the resolution of any complaints in relation to the services provided by the Voluntary Services programme on your site and implement any improvements that result from identified problems.
Lead the implementation of the Problem-Solving Procedure initiated by volunteers or ward/ department staff.
Deal with sensitive information in an appropriate way, taking into consideration the Data protection Act and Trust policies and procedures.
Develop and maintain effective computer information systems to provide assurance in relation to internal and external standards and to produce statistics and reports as required.
Compile and maintain data using IT systems and/or other detailed information that may require analysis.
Establish and maintain accurate, up to date and comprehensive records, including for example, volunteer contact details, recruitment information, training, etc. in accordance with Trust requirements. Including the processes supporting the volunteering service e.g. recording of volunteer achievements, ensuring that necessary risk assessments/criminal records checks are carried out on all volunteer placements
Audit the process for volunteering services as and when applicable, for example, in the creation, analysis and evaluation of service user surveys.
Provide volunteer recruitment and retention statistics when requested for reporting internally and externally.
Observe personal duty of care in relation to equipment and resources used in the course of work and ensure that equipment and facilities are used carefully and appropriately.
Establish and maintain a process for the payment and authorisation of ‘out of pocket’ expenses for volunteers. Monitoring expenditure against agreed budgets to work within the Trusts standing financial instructions.
Oversee the appropriate use of funds/monies, ensuring that any expenses pertinent to the role/volunteering service, are appropriately accounted for.
Authorise and process volunteer expenses and maintain accurate records of expenditure, monitoring any associated budget 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.
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.
Assist patients, visitors or staff during incidental contact
Person specification
Essential and Desirable
Essential criteria
7. Educated to degree level Experience of working in an NHS / Health and Social Care / Charitable / Voluntary or Public Sector Organisation Experience of: Team Management Strategic and Operational delivery Leading Event Organisation Dealing with members of the public Able to demonstrate relatable experience gained in a relevant field Experience of managing a complex and varied workload Experience of collaborative team working Able to demonstrate an understanding of volunteering within a public sector organisation
8. Excellent organisational and time management skills Ability to communicate effectively with different audiences and adjust approach accordingly Excellent interpersonal skills including listening, persuading, influencing, advising, negotiating, motivating, reassuring Ability to deal with highly confidential/ sensitive /difficult situations Ability to prioritise own workload Ability to demonstrate strong written and verbal communication skills Ability to accurately and efficiently input and retrieve information on a computerised system Strong Microsoft skills (Word, Excel, Outlook) Ability to move swiftly between priorities and deal with multiple demands within short deadlines Ability to remain calm in difficult circumstances Comfortable in communicating with people from all levels of an organisation Ability to deliver related presentations to groups within the NHS and community (schools/ colleges)
9. Excellent teamwork skills Ability to coach and support colleagues within the department
10. Some knowledge of HR/ Recruitment practices Ability to apply legislation, policies, procedures and best practice Evidence of continuous professional development
11. Ability to use own initiative, work autonomously and without supervision where required
Desirable criteria
12. Management training Experience of working with volunteers or as a volunteer
13. Experience of working in a supervisory role Some experience of supervising staff or volunteers HR/ Recruitment experience Mentoring / Coaching experience
14. Experience of interviewing
Equality, Diversity and Inclusion
Essential criteria
15. Evidence of having undertaken own development to improve understanding of equalities issues
16. Evidence of having championed diversity in previous roles (as appropriate to role).
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications