Volunteer Support Officer - London

Volunteer Support Officer

An exciting opportunity has arisen at activeNewham within the Community Activation Team to support the Newham Volunteers Programme. This is a maternity cover until 31^st March 2019 – with a possibility of an extension to November 2019.

If you  enjoy carrying out admin tasks in a  predominantly  office based environment,  you  also have the opportunity to support the team at local events and competitions.

You must be a  team player with great customer service skills and an excellent working knowledge of ICT Systems.

Overview / Purpose of role

 

To provide administrative support to the volunteer programme and the team. To support and maintain partnerships with a range of local and regional organisations and to act as a point of contact for volunteers.

 

To maintain an accurate database of volunteer information, overseeing volunteer placements and activities, to distribute and communicate information to volunteers and organisation.

Job Context

The post holder reports to the Volunteer Team Leader.

• The postholder has supervision responsibility for the day to day workload of Volunteer registration and placements
• The post holder has duties to update ICT systems & databases
• Will work closely with other Team Leaders, General Managers and other staff members as well as key business and client stakeholders.
• The post holder may be required to work evenings, weekends and occasional public holidays as needed to in order to meet service requirements.

Key Tasks and Accountabilities:

Key tasks and accountabilities are intended to be a guide to the range and level of work expected of the post holder.  This is not an exhaustive list of all tasks that may fall to the post holder and employees will be expected to carry out such other reasonable duties which may be required from time to time.

To undertake all responsibilities listed below:

1. To develop and maintain the Volunteer Programmes bookings, administrative and financial record keeping systems ensuring all records are easily retrievable, accurate and up to date at all times.
2. To manage database (PLUS2), mobile app, online booking systems and web pages and maintaining client records.
3. To coordinate post, and emailing volunteer information through mail outs to volunteers and organisations
4. To oversee Volunteer Placements and assign where necessary.
5. To oversee bookings, send confirmations, filing, correspondence, photocopying tasks
6. To assist in the preparation of purchase orders and monitoring of the programmes budgets
7. To be aware of standing orders and purchasing procedures.
8. To take minutes at relevant meetings support with inductions, training and events.
9. To process and record supplies, requisitions, contracts and payments
10. To prepare periodic income and expenditure statements under direction of the management
11. To deal with enquiries in person, telephone and in writing
12. To support effective communication between activeNewham, the London Borough of Newham Neighbourhood Teams.
13. To act as an ambassador for activeNewham at all times.
14. To undertake any other reasonable duty that is required by the business.

EQUALITY AND DIVERSITY

We are committed to and champion equality and diversity in all aspects of employment.

PROTECTING OUR STAFF AND SERVICES

Adherence to Health and Safety requirements and proper risk management is required from all employees in so far as is relevant to their role.  All employees are expected to understand and promote good Health and Safety practices and manage risks appropriately.

SAFER RECRUITMENT STATEMENT

ActiveNewham is committed to safeguarding children and young people.  All post holders in regulated activity are subject to appropriate vetting procedures and a satisfactory completion of our Disclosure and Barring Service Enhanced checks.

 

PERSON SPECIFICATION:

Knowledge

• Knowledge of a broad range of administrative and financial record keeping systems.
• Knowledge of information technology systems.
• Knowledge of the principals of excellent customer service.
• Knowledge of Community Neighbourhoods and LBN Neighbourhood Teams
• A demonstrable understanding of the local population of Newham.
• Knowledge of third sector groups in Newham.

Experience

• Experience of providing administrative and financial support.
• Experience of developing and maintaining effective administrative record keeping systems.
• Experience of maintaining accurate financial records.
• Experience of successfully working with information technology systems.
• Experience of providing excellent customer service.
• Experience of teamwork.

Skills and Abilities

• Good written and oral communication skills.
• Solid I.T skills including Word, Excel, Outlook and PowerPoint.
• Excellent numeracy skills.
• Good interpersonal skills.
• Ability to develop and sustain effective working relationships.
• Ability to maintain confidentiality.
• Good organisational skills.
• Ability to check own work and work with minimum supervision.
• Ability to work accurately under pressure.
• Ability to take and transcribe minutes of meetings.

Competencies

• A team player willing to do whatever it takes within agreed parameters to ensure the success of their team and the organisation.
• A community spirit with understanding of the role of the organisation within its community.

• A strong commitment to equality and social inclusion.
• A willingness to be flexible in both work tasks and locations.
• Awareness towards the needs of customers.
• Demonstrates attention to detail.

OTHER SPECIAL REQUIREMENTS:

• Willingness and ability to work occasional evenings and weekends to maintain service delivery.

activeNewham is committed to safeguarding and protecting the children and young people that we work with.

As such, all posts are subject to a safer recruitment process including the disclosure of criminal records and vetting checks.

We ensure that we have a range of policies and procedures in place which promotes safeguarding and safer working practices across our services.