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Detailed job description and main responsibilities

•  Communicate information both internally and externally to partners in a timely manner.
• Manage all regional volunteer meeting administration, liaising with COO and their office, other executives, directors, managers and volunteers in a manner consistent with the Trust values, communicating all agendas, action logs and minutes in a timely manner
• Communicate through the medium of social media to promote and support volunteer activity within EEAST
• Effectively communicate the Trust vision and values.
• Communicate in a clear and appropriate manner though written and verbal methods, utilising Microsoft Office, and internal bespoke tools
• Act as the initial point of contact for internal and external stakeholders. Responsible for supporting all aspects of contacts regarding the volunteers and ensure they are managed to a high standard. Act autonomously where appropriate in dealing with enquiries.
• Provide support and mentoring for new staff within the team in relation to administrative processes
• Build and maintain relationships with internal and external stakeholders within the volunteer arena
• Communicate effectively with Occupational Health providers, and HR maintaining the requirement for confidentiality and respect
• Manage the GRS for the community response team, in conjunction with the leadership team ensuring all policies and processes are followed.
• Maintain the volunteer database, and records of safer recruitment, undertaking spot checks in conjunction with the volunteer leadership team
• Maintain all documentation, version controlled and up to date, promoting the professional image of the Trust and department
• Ensure appropriate communication is sent to all volunteers
• Manage the public facing mail boxes of the community response team
• To support Event management including the annual volunteers conference, linking with all stakeholders, providing a co-ordination function. Support local regional and national initiatives within community resuscitation and volunteer management, acting as a point of focus for diary planning.
• Ensure that all functions within the administrative office of the Volunteer Hub work effectively and efficiently, including telephone answering, mail and email management.
• Provide administrative support using Microsoft Office packages and other Trust supported systems. This includes establishing and maintaining office systems both paper and electronic to a high standard.
• Undertake secretarial and administrative duties, preparing documents with a high degree of accuracy including confidential letters and reports.
• Prioritise own workload to ensure that work is completed within agreed timescales.
• Deal with enquiries from a variety of sources, actioning those within delegated authority.
• Apply existing Trust policies and procedures and support the development and implementation of any new administrative policies and procedures within own work area.
• Pass on to the appropriate person constructive views and ideas on improving services for users and the public. Responsible for adapting own practice as agreed with line manager.