Volunteer Coordinator

The Volunteer Coordinator role at King's is an important part of the patient experience function, working tirelessly to support the recruitment, training, placement and pastoral care of King's' 1,700 volunteers.

The role exists to support the experience and care of King's patients and ensure that volunteers get the most rewarding and meaningful experience themselves in return.

Volunteers have extremely varied personal and professional experiences and work across over 100 different areas of the hospital, meaning that there is a great deal of new and unique challenges faced on a regular basis as we support their journey with us.

The Volunteer Service is a part of the patient experience function and includes the Cash Office, the PALS team, Chaplaincy and Patient Engagement functions who all work together to support the Trust in achieving its goals.

• Placement administration:
  • Support the administration of placing volunteers.
  • Provide administrative support to the placement process ensuring specified timescales and KPIs are met.
  • Assist the placement supervisor in placing volunteers in relevant roles across the Trust.
  • Support the placement supervisor in revising role descriptions, checking rota attendance, and addressing and resolving issues.
  • Support the placement supervisor in the administration of ad‑hoc volunteer support requests.
  • Work with the placements coordinator in the administration of the volunteer database maintaining accurate records and producing reports as and when requested.
  • Agree with volunteers and placement managers start dates, ensuring volunteers know where to go, when to arrive and who to ask for.
  • Ensure that volunteers receive  and complete their local induction and associated paperwork when starting their placement.
  • Maintain volunteer management system placement records, rotas and schedules ensuring these are kept up‑to‑date and shared with all relevant stakeholders.
  • Respond to reference requests within appropriate timescales.
  • Manage the reimbursement of volunteer travel and meal expense claims.
• First point of contact for volunteers on placement:
  • Communicate regularly and effectively with volunteers and placements throughout the process, using standard templates as a guide.
  • Actively engage with volunteers, gaining understanding of their experience to ensure that expectations are being met so as to ensure high retention.
  • Ensure volunteers are signing in and out on Better Impact and approving their shifts.
  • Ensure standards are maintained and offer support to volunteers where behaviour isn't at the expected level, escalating issues to the placement supervisor where appropriate.
  • Actively engage with staff in placements to ensure volunteers are adding value to their departments.
• Data integrity in the volunteer management system:
  • Ensure attention to detail in all data entry.
  • Conduct regular compliance checks to ensure data accuracy.
  • Have a full understanding of Better Impact, supporting the team to use it to its full capabilities.
  • Run regular reports on volunteer activity using Better Impact, identifying weaknesses and providing suggestions for improvement.
  • Use Better Impact to report monthly and as requested on key performance metrics and protected characteristics.
• Support the Placements Supervisor with volunteer events, celebrations and social activities:
  • Research ideas, themes, locations and suppliers for events and celebrations, providing detailed options to assist with the placement supervisor's decision making.
  • Produce and distribute invitations and manage responses.
  • Liaise with suppliers and venues to confirm booking, catering and supplies.
  • Support with setting up and cleaning up of venue.
  • Follow up with attendees, using feedback from surveys to ensure continuous improvement of activities and events.
  • Engage with team and review daily and weekly internal Trust updates to gain content for the production of the weekly email to volunteers.
• Support overall KPI attainment of the service:
  • Be held accountable for the delivery of own KPIs, ensuring KPI tracker is updated regularly to demonstrate progress.
  • Engage collaboratively with team members to support overall KPI attainment of the service.
  • Maintain…