Volunteer Experience Team Administration Assistant

Volunteer Experience Team Administration Assistant at Havens Hospices

Working within our Volunteer Services Team, based at both Fair Havens in Southend on Sea, and Little Havens in Thundersley, this role plays a key part in supporting the Volunteer Services Team Manager and Volunteer Services Team Advisor with administrative tasks.

The ideal candidate will provide administrative support for the Volunteer Services Team, covering a full range of tasks such as recruitment and onboarding, and supporting with the development and engagement of our volunteers.

At Havens Hospices, we care for children, young people and adults with complex or incurable conditions. Our specialist Care Teams can support them and their family living throughout illness, death and bereavement in the comfort of their own home and through our hospice services, Fair Havens and Little Havens.

Working at Havens Hospices allows you to give the gift of time to patients and families, creating memories. Although you may not be giving direct care to our patients, your contribution will have an immediate effect on our care services.

In return for your expertise and passion, you will receive a competitive salary package, and most of all, by making the most of every day you work at Havens Hospices you’ll be helping us continue ‘Making every day count’ for those who need us most.

At Havens Hospices we are committed to safeguarding and promoting the welfare of our employees and patients and expect all colleagues to share this commitment.

We value diversity and welcome applications from all sections of the community.

Key Responsibilities

• To be first point of day-to-day contact for volunteer queries and provide support and advice as needed about the service.
• Managing as necessary the relevant volunteering shared channels and email inboxes including responding to queries and escalating matters as needed to the Volunteer Experience Team Manager.
• Undertaking the administrative support process for volunteer recruitment and onboarding including pre-employment vetting, new starter process, development logging and tracking and supporting Volunteer Co-ordinators with their roles.
• To ensure the smooth implementation, administration and accurate recording of volunteer information and activity within our systems and files.
• To engage with external parties as necessary on a full range of volunteer matters.
• To attend and accompany the Volunteer Experience Team at events to encourage and recruit new volunteers and engage with school/college providers to spread the message of Havens Hospices mission in volunteering opportunities.
• To contribute to the Volunteer Experience Team’s time limited projects which require admin support.
• Work in partnership with the Volunteer Experience Team Manager and Advisor in all volunteering related matters.
• In line with best practice and our Charity policy and procedure to protect and develop our people.
• To maintain accurate recording systems of our volunteers and their activity and create reports related to this as and when required.
• Participate in appropriate internal and external educational training programmes to ensure continued professional development.
• Provide operational support for colleagues in the wider People Team service as required.
• Ensure compliance with relevant health and safety and other organisational policies and procedures.

Key skills/competency

• Administrative Support
• Volunteer Recruitment
• Onboarding Processes
• Data Management
• Communication Skills
• Event Coordination
• Team Collaboration
• Record Keeping
• Reporting
• Organisational Skills