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Voluntary Services Administration Officer

NHS AfC: Band 3

Main area
Voluntary Services
NHS AfC: Band 3
Full time - 37.5 hours per week
Job ref
Southampton General Hospital
£20,330 - £21,777 pa
Salary period
05/07/2022 23:59
Interview date

Job overview

We're looking for an experienced administrator to to join the team on a permanent basis.  The post will support the recruitment process for new volunteers,  and support the functions of our volunteering team with the ongoing welfare, development and retention of volunteers in positions across the trust

Main duties of the job

Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.

For an overview of the main duties of the role please see the ‘Job Description and Main Responsibilities’ section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.

Working for our organisation

What we can offer you

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good’ by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care. 

All non-clinical roles may involve a mixture of on site and remote working, Specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Detailed job description and main responsibilities

Your Responsibilities

What you’ll do

You’ll provide a comprehensive administration role in support of the Voluntary Services Team and support a broad range of recruitment, training and welfare interventions.  Ensure compliance with NHS ‘pre-employment check standards and good practice in volunteer management.  You’ll welcome and respond to all new applicants & progress volunteer applications across our recruitment systems and will support existing volunteers  by additionally ensuring their training and welfare requirements are met.

What we’re looking for

Ideally, you’ll have recent relevant experience in a similar role and experience of recruiting volunteers specifically would be beneficial.  You’ll need to have knowledge of pre-employment checks & legislation acquired through relevant prior training or experience and proven organisational & administration skills as you’ll need to be able to process and track multiple applications & support the wider administration requirements of the team.

Person specification


Essential criteria
  • Evidence of training to NVQ/L3 in a relevant field such as business administration, recruitment, Volunteer management/recruitment, HR field, or equivalent level of work experience
  • Recent relevant experience in a similar administrative role


Essential criteria
  • Experience of using recruitment systems with knowledge of pre-employment checks & legislation acquired through relevant prior training and experience
  • Experience of administering staff/volunteer induction/training bookings and associated processes and of managing ongoing training records/needs
Desirable criteria
  • Experience of recruiting/managing/supporting volunteers specifically.
  • Experience of interviewing & starting candidates and updating staff/volunteer files/records.

Aptitudes and skills required

Essential criteria
  • Proven organisational & general administration skills - able to process and track multiple applications & support the overall administration requirements of the team
  • Excellent interpersonal and communication skills (verbal, written and listening)
  • Keyboard skills and computer literacy across all MS Office packages

Special requirements of the post

Essential criteria
  • The intention is for the postholder to be based on-site providing a responsive office presence to all applicants, however the postholder may be required to work flexibly, remotely or outside of office hours on occasion to meet the needs of the team and/or current social distancing requirements of the trust.

Personal Qualities

Essential criteria
  • Self motivated and able to motivate & clearly guide others towards successful completion of recruitment process
  • Positive attitude and willing to undertake a variety of administrative tasks in support of our volunteers and staff team

Values and behaviours

Essential criteria
  • Patients First
  • Always Improving
  • Working Together

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyDisability confident employerCare quality commission - Good

Documents to download

Apply online now

Further details / informal visits contact

Carrie Smith
Job title
Voluntary Services Manager
Email address
Telephone number

If you have problems applying, contact

If you have problems with the
online application form please contact
Recruitment Support Services
Open Monday to Friday
08:30am to 5:30pm
01629 690826