Voluntary Services Manager

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 Work with the other Trust Voluntary Services Managers and the Head of Voluntary Services, within the laid down budgetary guidelines.

Support the Head of Voluntary Services with the development, review and operational implementation of the Trust Volunteer Strategy.

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.

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.

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.

To ensure that volunteers gain satisfaction and develop through their voluntary work and have a successful and enjoyable volunteer journey with the Trust.

About us 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.

Job 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 Trusts 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 Trusts 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 Trusts 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 Trusts 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, whereappropriate, carry out return to work interviews in accordance with the Trusts Attendance Management Policy.

Operate Disciplinary and Grievance procedures when necessary for staff.

Manage the recruitment of volunteers following Trust policies, assessing each volunteers suitabilitytaking 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 patients 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.
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