Volunteers Administrator

Description:

Vision Care for Homeless People (VCHP) is a national charity providing eye clinics for people experiencing homelessness within homeless centers across England currently and across the UK in the near future. We are a volunteer led charity, with over 100 fantastic volunteers giving up their free time to help run our clinics. This service is vital because people experiencing homelessness often need glasses to find accommodation, look for work, improve their daily wellbeing or simply to keep themselves safe.

In partnership with our volunteers, we have achieved great things and are ambitious to do more. We have exciting plans to open many more eye clinics which will increase our reach to those who find themselves homeless and in need of help.

We are currently looking for a new member of our team to help us keep our clinics covered with the required number and mix of volunteers and ensure they are running smoothly. This is a key role for us and requires real skill and genuine interest in organising and running the administrative side of our clinics.

The right person for this role will be in their element when they are asked to plan ahead, think logically and make sure everything that is meant to happen, actually happens! They will enjoy making sure volunteers have everything they need to work in our clinics and will ensure everything runs smoothly for them. This means creating volunteer rotas, handling induction and training arrangements and updating information on our database in line with our standards and compliance requirements, whilst liaising with charity colleagues to ensure we perform well every day and anticipate what we need to plan for the future.

To perform well in this role you will need to be friendly, professional, organised, excellent with detail and take real pride in reliability and consistent delivery. You will also need to be contactable outside of normal office hours as any last minute changes to clinic rotas mean we need to respond in real time.

RESPONSIBILITIES

Planning & Organising

• Manage clinic rotas, engaging with volunteers to ensure clinics are fully staffed. Operate the Salesforce online rota system. Communicate with volunteers, clinic teams and host centres.
• Assist with improving the volunteer and clinic processes by liaising and feeding back to the Systems Administrator – drawing on experience gained through using VCHP’s SalesForce volunteer recruitment, onboarding and deployment system, Blink Patient Management System, DropBox, PCSE and Microsoft 365.
• Initiate, receive, and process requests for clinic resources.
• Collate and publish clinic activity data.
• Lead on Salesforce Administration.

Communicating & Influencing

• Be the first point of contact for all inward communications via email and telephone and deal with or distribute to fellow members of the team.
• Arrange initial online meetings with newly onboarding volunteers and maintain support and follow up until regular volunteering established.

Complying with standards

• Undertake volunteer DBS checks, systems login requests and initiate Blink training for volunteers.
• Maintain volunteer recruitment methods and channels and post adverts when required. Receive applications and co-ordinate volunteer onboarding, training and compliance by engaging with volunteers and operating the SalesForce and logging interactions on the system.

Learning & Developing

• Learn VCHP’s clinic operations by attending clinics and training as a clinic assistant.

JOB REQUIREMENTS

• Home based role using own computer and internet (with allowance for home working and IT of £26/month).

SKILLS AND EXPERIENCE

• Aptitude for business systems and processes, particularly on-line applications.
• Demonstrable competence in taking responsibility for organising and communicating in a dynamic and complex environment.
• Friendly and supportive communicator in-person, on-line and in writing, with clarity on detail and action.
• Diligent and conscientious in the creation and maintenance of clear and accurate written records.
• Demonstrable competence in handling confidential information in a sensitive manner.
• Excellent organisational skills, with the ability to manage competing priorities and a variety of tasks.