Voluntary and Community Development Administrator

Job overview

The Voluntary and Community Development Team seeks a part-time Administrator for 22.5 hours weekly. The successful candidate must be a strong administrator, flexible, enthusiastic, organised, a great communicator, and able to work well in a supportive team environment.

You will act as a key point of contact for all potential and current volunteers, external stakeholders and colleagues and will provide a supportive response to a range of queries relating to volunteers

You will also play a key role in fulfilling the processes and procedures within the service to ensure the volunteer’s journey is seamless and delivered on time.

Please note: This role is not eligible for Skilled Worker visa sponsorship. Applicants who do not already have the right to work in the UK are unable to be considered for this position

The role requires working on Mondays and Wednesdays, with a third working day of either Tuesday or Thursday to be agreed at offer stage.

Main duties of the job

• Administer and provide support to deliver all volunteer recruitment processes in a timely way

• Work with a Database Management System ensuring accurate records are kept and maintained for all volunteers and prospective volunteers

• Ensure that all pre-volunteer clearances are completed by procedures including Disclosure Barring Service (DBS), Occupational Health  Questionnaires, References and Identity checks are obtained to maintain compliance with procedures and statutory requirements.

Detailed job description and main responsibilities

• Provide a welcoming response for prospective and existing volunteers.
• Function as the initial point of contact, answering queries where able or directing enquiries to the relevant Voluntary Services Team member.
• Works closely within the team to support the team in developing and running an efficient and responsive administrative support function.
• Regularly communicates with volunteers, departments, clinicians, and support colleagues across the team. Will include travel to other sites throughout Sussex as part of the role.
• You will act as a key point of contact between the service and other corporate support services, such as Estates, Facilities, and Finance, for issues such as site visits, petty cash, and processing orders and invoices.
• Communicate with administrative support colleagues across the organisation and outside the community to build up relationships.
• Administer and provide support to deliver all volunteer recruitment processes.
• Work with a Database Management System ensuring accurate records are kept and maintained for all volunteers and prospective volunteers guided by procedures and statutory requirements.
• Ensure that the Volunteer's new starter information is sent in a timely way to the services where the volunteer will be placed ready for services induction.   Booking venues and rooms relevant to any training activities
• Offer support with online training and to volunteers requiring assistance with access to the systems.
• Attend and take minutes for meetings as required by the Voluntary Services Team
• Attendance at the regular Voluntary Services Team Meetings as required.
• Authorised to manage local petty cash, order stationery and other office supplies.
• Undertake check and chat process to appropriate volunteers.
• Take part in collecting information for newsletters, reports, and presentations to ensure a high standard of accuracy and visual attractiveness.