Assistant Voluntary Services Co-Ordinator
Band 3
Main area Administrator Grade Band 3 Contract Permanent Hours Part time - 20 hours per week (Working days will be Wednesday, Thursday & Friday) Job ref 277-7350063-CORP
Site Memorial Hospital Town London Salary £29,651 - £31,312 pa pro rata Salary period Yearly Closing 30/07/2025 23:59
Job overview
To be part of and assist the Voluntary Services Team, to have an overview of all administrative duties within the department in order to be able to provide cover in the event of leave, including the co-ordination of the Voluntary Services Car Drivers Service using a database in Excel.
Main duties of the job
To ensure the smooth operation of an efficient voluntary service encompassing a comprehensive voluntary car transport scheme
To provide co-ordination of specific day to day transport requirements as requested by staff members, acting on own initiative for each request. To maintain an up-to-date transport schedule for use by volunteers and staff.
Efficient use of relevant IT systems including Microsoft Word, PowerPoint, Excel, NHS Mail, and Rio (patient recording system, training will be provided).
Undertake word processing and to include typing of reports, letters, emails and presentations.
Ability to demonstrate robust communication skills and be able to interact confidently at all levels
To regularly update volunteers’ details on Better Impact Database.
To have a flexible approach and assist in ad-hoc duties
To assist in staffing the shop when required.
To provide cover for the Voluntary Services Co-Ordinator when required.
To be a car driver and have access to a car and be prepared to travel between Oxleas sites.
To count the banking and keep up to date records of sales from the two snack shops run by the Voluntary Services Department, and bank this weekly with the cashiers
Additional duties may include assisting in delivering goods and items especially during the festive period, to the patients on the wards
Working for our organisation
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children’s centres, schools and people’s homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary’s Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
* We Listen
* We Care
Detailed job description and main responsibilities
To be part of and assist the Voluntary Services Team, to have an overview of all administrative duties within the department in order to be able to provide cover in the event of leave, including the co-ordination of the Voluntary Services Car Drivers Service using a database in Excel
To ensure the smooth operation of an efficient voluntary service encompassing a comprehensive voluntary car transport scheme, and in exceptional circumstances booking minicabs or minibus.
To provide co-ordination of specific day to day transport requirements as requested by staff members, acting on own initiative for each request. To monitor data on transport requests and enter this on to an excel spreadsheet. To maintain an up-to-date transport schedule for use by volunteers and staff.
To transfer requests for transport input by admin staff from other terms on Rio onto the volunteers’ transport database excel.
Efficient use of relevant IT systems including Microsoft Word, PowerPoint, Excel, NHS Mail, and Rio (patient recording system, training will be provided).
Undertake word processing and to include typing of reports, letters, emails and presentations.
To attend Voluntary Services Teams meeting held on a monthly basis.
Ability to demonstrate robust communication skills and be able to interact confidently at all levels both internally and with external organisations.
To regularly update volunteers’ details on Better Impact Database and ensure that missing information is flagged to the relevant staff member in a timely manner.
To have a flexible approach and assist in ad-hoc duties i.e. in preparation of functions, training and organising entertainers for hospital wards.
To assist in staffing the shop when required.
To assist in maintaining a shop staffing roster for volunteer staff
To assist in the movement of shop stock between sites but in particular at the Memorial
To provide cover for the Voluntary Services Co-Ordinator when required.
To be a car driver and have access to a car and be prepared to travel between Oxleas sites.
To count the banking and keep up to date records of sales from the two snack shops run by the Voluntary Services Department, and bank this weekly with the cashiers
Additional duties may include assisting in delivering goods and items especially during the festive period, to the patients on the wards.
Person specification
Experience
* Applicant must have a minimum of 2 years experience of working in a Voluntary Services environment
Skill
* Applicant must be computer literate and willing to learn new packages
Communication
* Applicant must have good interpersonal skills
Skills
* Applicant must have excellent organisational skills
We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.
If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.
We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.
Use of Artificial Intelligence (AI)
If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.
We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct.Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.
Employer certification / accreditation badges
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.
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