UHN Volunteer Services Administrative Officer

Job overview

*This post is based at Kettering General Hospital * (whilst there will be a requirement to occasionally work cross site)

The position is across University Hospitals of Northamptonshire and you be required to work at Kettering General Hospital NHS Foundation Trust and Northampton General Hospital NHS Trust.

Working across both hospital sites, the postholder will play a key role in ensuring that volunteers are effectively deployed to enhance patient and visitor experience. You will be responsible for managing volunteer rotas (including desks, guides, buggy drivers, runners, and response roles), coordinating administrative processes for recruitment and onboarding, and maintaining accurate volunteer data through our management system, Better Impact.

This is a dynamic and rewarding role requiring exceptional communication skills, strong attention to detail, and the ability to prioritise a varied workload. The successful candidate will demonstrate a proactive and professional approach, working collaboratively with volunteers, coordinators, and clinical and non-clinical departments to ensure the smooth running of the Volunteer Services function.

They will also provide effective input into the work of the Trust, to support the achievement of our vision and values.

Main duties of the job

The Volunteer Services across the University Hospitals of Northamptonshire (UHN) is a challenging and changing environment, as an Administrative Officer you will have excellent communication and good interpersonal skills, the ability to multi-task and work both on your own initiative and within a team.

Word processing skills and experience of producing spreadsheets and graphs, as well as PowerPoint presentations are essential. This post has a key focus on data collection, administration management and dealing with day-to-day enquiries from all stakeholders.

It requires high levels of organisational skills. The candidate will oversee the administrative tasks related to recruitment of new volunteers to ensure all adhere to NHS guidelines. This post will play a key role in the coordination of recruitment campaigns, supporting the Volunteer Services Coordinators to attract new volunteers to ensure the service is inclusive and accessible.

They will also provide effective input into the work of the Trust, to support the achievement of our vision and values.

Detailed job description and main responsibilities

Volunteer Coordination and Rota Management You will be responsible for managing volunteer rotas (including desks, guides, buggy drivers, runners, and response roles) Liaise with Volunteer Coordinators to identify service gaps and ensure appropriate volunteer allocation.

Administrative and Office Support Provide comprehensive administrative support to the Volunteer Services team, including data entry, record management, correspondence, meeting preparation, and responding to enquiries from internal and external stakeholders. Maintain high professional standards, confidentiality, and customer service at all times.

Volunteer Recruitment and Onboarding Support the end-to-end administrative process of volunteer recruitment, ensuring compliance with NHS standards and safeguarding requirements. Assist in coordinating recruitment campaigns and onboarding sessions, ensuring new volunteers receive accurate induction information and required training.

Volunteer Management System (Better Impact) Act as the primary administrator for the Better Impact volunteer management system, ensuring data accuracy, compliance monitoring, and effective reporting. Produce and interpret monthly reports and statistical summaries for the Head of Volunteer Services, identifying trends and areas for improvement.

Communication and Liaison Act as a first point of contact for Volunteer Services enquiries (face to face, email and telephone), exercising sound judgement to provide appropriate information or escalation. Build effective working relationships with clinical, non-clinical, and external partners to promote volunteering opportunities and ensure alignment with Trust policies.

Monitoring and Reporting Maintain accurate records of volunteer activity, training, and compliance in accordance with Trust policy. Support in preparing reports, presentations, and graphical data to evidence volunteer impact and service performance.

Marketing and Engagement Support Support the creation of promotional materials and communications for internal and external audiences using Canva or similar tools. Contribute to the ongoing development of volunteering within the Trust by promoting inclusivity, accessibility, and engagement.

Cross-site and Flexible Working Although the role will be primarily based on one site, cross-site working between NGH and KGH is required. The postholder may occasionally be required to work evenings or weekends to support recruitment events or volunteer activities, with reasonable notice.

Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.