CROSS HAMMERSMITH QUEEN CHARLOTTE S & CHELSEA ST MARY S WESTERN EYE

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1 Imperial Health Charity Volunteering Engagement Officer Job Pack Imperial College Healthcare NHS Trust CHARING CROSS HAMMERSMITH QUEEN CHARLOTTE S & CHELSEA ST MARY S WESTERN EYE

2 About us We support the five hospitals of Imperial College Healthcare NHS Trust: Charing Cross, Hammersmith, Queen Charlotte s & Chelsea, St Mary s and the Western Eye Imperial Health Charity helps our hospitals do more through grants, arts, volunteering and fundraising. We fund major redevelopments, clinical research and medical equipment at five London hospitals as well as helping patients and their families at times of extreme financial difficulty. Supporting the arts in healthcare, we manage an Arts Council accredited hospital art collection and run an arts engagement programme for patients and NHS staff. We also manage volunteering across all five hospitals, adding value to the work of staff and helping to improve the hospital experience for patients. Fundraising through major appeals and community events enables us to continue our essential work. How we work The charity is governed by a Board of Trustees, chaired by David Crundwell, and led by a Chief Executive, Ian Lush. Our central offices are in Edgware Road, with satellite offices at the Trust s three main sites. We are managed through five departments: grants, arts, volunteering, fundraising and communications, and finance.

3 Our hospitals Imperial Health Charity manages volunteering on behalf of the Trust across all five of its hospitals Imperial College Healthcare NHS Trust provides acute and specialist healthcare for around one million people every year across five hospitals and a growing number of community services in north west London. One of the largest NHS trusts in the country with more than 10,000 members of staff, its hospitals recently featured in the ground-breaking BBC Two documentary series Hospital. The volunteering team at Imperial Health Charity manages volunteering across all five hospitals on behalf of the Trust. Our Volunteering Managers are based at: Charing Cross Hammersmith/Queen Charlotte s & Chelsea St Mary s/western Eye Additionally, our Youth Volunteering Manager co-ordinates opportunities specifically designed for 16 to 25-year-olds at Charing Cross and Hammersmith hospitals, and we are an approved activity provider for volunteering for individuals taking part in the Duke of Edinburgh s Award scheme.

4 Our vision We have a bold and ambitious strategy for volunteering at the Trust, Our vision is to build an instantly recognisable community of volunteers who are visibly making a positive difference to the experience of all our patients, visitors and staff. This includes: Volunteers who feel valued and well supported as part of the team to truly live our values in their roles Staff who understand, work with and support volunteers to help them make a difference for our patients We currently manage around 280 active volunteers across our five hospitals and we have recently developed a new strategy for developing our volunteering programme to We have three main objectives we are working towards, as well as developing the right infrastructure to support these: Create and develop volunteer roles to improve the patient experience Grow the number of volunteers Improve the quality of experience for volunteers and staff This is an exciting new opportunity for a candidate who is an excellent communicator with an eye for detail and a flair for events, with an interest in working with and harnessing the passion of volunteers within the NHS.

5 The role We are recruiting for a Volunteering Engagement Officer to join our volunteering team About the Volunteering Engagement Officer role This new role will be responsible for several key elements of our volunteering strategy by collaborating with the whole department and wider teams to ensure that we are delivering a high-quality experience for everyone who interacts with the volunteering programme in our hospitals. The Volunteering Engagement Officer will lead our communications and engagement activities with the NHS staff and other stakeholders who work with volunteers, to keep them informed and up to date, and make sure they have the information they need to provide a great experience for the volunteers they work with. The post-holder will lead the co-ordination and marketing of our celebration events for volunteers, which we run twice a year, as well as developing our additional training offer for volunteers to upskill them in their roles. The post-holder will manage the day-to-day delivery of our awards schemes for volunteers by ensuring that volunteers who have reached key milestones receive their length of service awards at a timely opportunity. The role will also use the awards scheme to engage with volunteers and the staff they work with to capture positive news stories to promote the volunteering programme. Working closely with our communications team, this role will own the way we produce and manage the various visual resources, materials and documents that we use across the volunteering programme, ensuring that we have a high-quality and consistent visual approach aligned to the charity s brand and style guidelines. The post-holder will also be our facts and figures guru, maintaining our key data sets and producing reports as required to highlight achievements and the current state of the volunteering programme. Accountable to: Head of Volunteering (with matrix management from the Head of Communications). Location: The post-holder will be expected to split their time between our main office on Edgware Road, Charing Cross Hospital (W6) and Hammersmith Hospital (W12).

6 Contract: 35 hours per week, primarily Monday to Friday with flexibility to work regular evenings and weekends (approximately 12 weekends or part-weekends per year) as the role requires, for which time off in lieu will be given. Salary: 26,000-28,000 Probation period: Six months Notice period: Six weeks Volunteering team structure: HEAD OF VOLUNTEERING HEAD OF COMMUNICATIONS VOLUNTEERING CO-ORDINATOR VOLUNTEERING ENGAGEMENT OFFICER VOLUNTEERING MANAGER (CHARING CROSS) VOLUNTEERING MANAGER (HAMMERSMITH/ QUEEN CHARLOTTE S & CHELSEA) VOLUNTEERING MANAGER (ST MARY S/ WESTERN EYE) YOUTH VOLUNTEERING MANAGER VOLUNTEERING LIAISON MANAGER (P/T)

7 Main duties and responsibilities The Volunteering Engagement Officer will support the wider work of the volunteering team, co-ordinating the delivery of events, award schemes and other engagement methods with volunteers 1. Design and develop a series of regular e-communications to engage our key stakeholders to increase awareness and knowledge of our volunteering programme Develop and manage a series of e-digest templates for regular use to communicate with the department s key stakeholders Liaise with other departments to produce and send a monthly opportunities to our Charity Champions, encouraging sign-ups to help at upcoming events, awareness and fundraising stands Work with colleagues in the volunteering department to produce content and send a monthly e-digest to volunteer supervisors (NHS Trust staff who manage volunteers day to day) to keep them up to date with good practice in volunteer management, recent policy updates and the latest news about the volunteering programme Collaborate with colleagues within the volunteering department and the communications team to produce and manage a communications plan and methods to communicate with volunteers and other stakeholders about major projects, including our annual volunteering survey Explore the introduction of a regular e-newsletter for volunteers to complement our quarterly printed volunteering newsletter 2. Lead the planning, marketing and co-ordination of recognition and enrichment events for volunteers Work with colleagues in the volunteering department to identify options and agree a format for our summer and winter volunteer thank you events Lead the planning and co-ordination of our summer and winter thank you events, including managing the relationships with venues and any suppliers Create and manage the marketing and bookings process for our summer and winter volunteer thank you events to engage as many volunteers as possible

8 Develop a programme of additional optional training/learning sessions for volunteers to take part in to increase their knowledge and awareness of topics useful to their role Support colleagues within the team with planning and logistics for other events taking place during the year, including any thank you or social events as part of our Youth Volunteering Programme Manage the evaluation process and reporting for all events that we run as a department 3. Manage the delivery of our awards schemes for volunteers Manage the data and monthly reporting process for producing our volunteer length of service awards Prepare volunteer length of service awards each month and liaise with Volunteering Managers to arrange presentations, and capture photographs and stories as appropriate for inclusion in the volunteering newsletter and other publications Work with the Volunteering Manager lead for awards to prepare and make up Make a Difference Volunteering Award certificates and badges once nominations are approved, and liaise with the relevant Volunteering Manager and nominator as appropriate to arrange for a suitable opportunity for a presentation Capture the stories and photographs for award recipients for use across various communication channels to celebrate 4. Manage the volunteering department s documents, resources and materials to ensure they are of high quality and engaging for the audience, while maintaining alignment with our brand and style guidelines Conduct an audit of all departmental resources to create a plan to align them with the charity s brand and style guidelines and our departmental visual approach Regularly review and update training materials, including presentations, video, handouts and table-top activities to ensure they accurately reflect our visual identity and any policy or practice updates Liaise with colleagues in the communications team to create and maintain a clear approach to the visual identity for volunteering department resources

9 Support colleagues in the volunteering department to create new resources, liaising with the Head of Communications for input where appropriate Manage all documents and resources to ensure consistent and on-brand look and feel as well as maintaining version control for key templates 5. Manage the volunteering department s data and reporting information Use our organisational CRM system to manage data about the volunteering programme, specifically relating to our agreed key performance indicators for the current workplan Maintain an up-to-date set of key facts and figures for the department for use in reporting for a range of different stakeholder groups. For example, number of volunteers appointed, compliant with training, achieving awards etc Create a quarterly report of length of service award recipients for inclusion in the volunteering newsletter Produce data and statistical information for the Head of Volunteering for inclusion in key departmental reports, including reports for the Board of Trustees 6. Supporting the wider work of the volunteering department As part of the volunteering department you will contribute to: Reviewing, revising and creating policy and process documents, as well as resources to promote and manage volunteering The preparation and assessment process for achieving the Investing in Volunteers accreditation Working with the Volunteering Managers to run training and provide coaching to hospital staff to help them work positively with young volunteers on the programme Providing advice and support to hospital staff who are working with, managing and/or supporting volunteers The ongoing development of our initial induction training for new volunteers to ensure they feel welcomed and better equipped to be successful in their roles

10 The development of new role-specific training content with corresponding assessment criteria to equip volunteers to carry out new tasks and responsibilities that add value for our patients 7. General duties Take an active part in department and charity team meetings, contributing agenda items and undertaking assigned actions as required Participate in regular supervision, objective setting/ monitoring and actively engage in your own job-related development throughout the year Maintain an up-to-date knowledge and awareness of best practice and current issues in the voluntary sector, specifically within the context of the NHS and healthcare provision, including safeguarding and the Disclosure & Barring Service The above list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.

11 The person We are looking for a highly motivated Volunteering Engagement Officer to join our team Qualifications and education Essential 1. Educated to degree level or appropriate experience in a related role 2. Evidence of recent continuous professional development Desirable 3. Data management, Excel or similar professional qualification Experience Essential 4. Experience of writing for a wide range of audiences through a variety of mediums (e.g. , social media, newsletters) 5. Experience of editing and proof-reading copy and images, and created content 6. Experience of managing administrative tasks for events, including bookings, venue logistics and event resources 7. Experience of using databases to maintain accurate records 8. Experience in working within project management principles Desirable 9. Experience of working within an NHS hospital environment with volunteers 10. Experience of working with young people to co-design or input on services and/or activities affecting them 11. Experience of using Wrike or similar digital project management systems 12. Experience of producing materials for face-to-face training delivery 13. Experience of using digital design systems (e.g. Adobe)

12 Skills and knowledge Essential 14. Strong ability to use technology in all aspects of work, including designing resources, with a high proficiency in Microsoft Office programs (Word, Excel, PowerPoint, Outlook), internet browsers and web-based systems, CRM databases 15. Strong ability to manage and manipulate sets of data in order to produce reports for a range of audiences 16. Ability to develop creative and innovative solutions to communications issues 17. Knowledge of the role of communications in change management 18. Commitment to collaborative team work and inclusive working, ensuring equality and valuing diversity 19. Highly organised with the ability to prioritise, co-ordinate and delegate tasks, and work accurately under pressure to meet deadlines 20. Ability to give and receive feedback objectively and sensitively, and a willingness to challenge constructively 21. Coaching, mentoring and facilitation skills, particularly in relation to young people 22. Demonstrable knowledge of current and emerging issues in volunteering and the voluntary sector, including legal implications which affect young people and their ability to take social action/ volunteer 23. Ability to influence, engage and motivate people to embrace change or new ideas Desirable 24. Ability to use ICT equipment and software packages to produce video/multimedia presentations 25. An understanding of the Investing in Volunteers accreditation and/or experience of working towards it

13 Personal qualities and behaviours Essential 26. High standards of personal conduct, honesty and integrity to engage and inspire the trust and confidence of multiple stakeholders 26. A customer-focused approach, seeking to make systems, processes and information accessible and user-friendly 27. Clear thinking, proactive and solutions-focused. Ability to manage competing demands, make effective decisions, be flexible and think creatively to come up with solutions to problems 28. Good networking, social and interpersonal skills and proven ability to build relationships at all levels 29. Naturally enterprising with the ability to seize opportunities and think creatively Other requirements Essential 30. Passionate about the benefits of volunteering to both volunteers and the organisations to which they contribute 31. Commitment to the values and principles upon which the NHS operates 32. Ability to work flexibly to meet the needs of the role, including events and weekends to support training and events for volunteers where required 33. Ability to travel between hospital sites in west London 34. No envisaged barriers to obtaining enhanced disclosure

14 Benefits We value our staff and offer a range of exciting benefits in return for their hard work and dedication Holiday entitlement 25 days per year plus bank holidays (increasing by one day a year up to a maximum of 33 days), plus an extra day s holiday to be taken one week either side of your birthday Free gym membership Membership of the St Mary s Hospital gym with access to yoga classes free of charge Interest-free season ticket loan A loan to cover the cost of a season ticket to and from your place of work (available upon successful completion of your probation period) Life insurance We offer a death in service payment of three times your annual salary, up to 150,000 Pension We pay employer s contributions of 10 per cent of your annual salary to a nominated pension fund Maternity/paternity leave We pay maternity and paternity leave above the statutory minimum requirement Staff Arts Club Membership of the Staff Arts Club includes free entry to London galleries and discounts to music, cinema and theatre events

15 How to apply Applications for the Volunteering Engagement Officer role are now open! Please complete the application form available on our website and submit via to: When submitting your application, please use the file-naming convention: First name Surname - Volunteering Engagement Officer and write Volunteering Engagement Officer Application in the subject line. If you are unable to submit via , please post your application to: Imperial Health Charity Second Floor Edgware Road London W2 2DS The closing date for applications is Wednesday 24 October at 12noon. Interviews will take place the week commencing Monday 29 October.