Job Description Volunteer Services Manager Responsible to Director of People & Culture Job Purpose Providing management and leadership to the function of volunteering, enabling and supporting Oakhaven to successfully recruit, develop, engage and retain volunteers in order to deliver its strategic aims. To actively support line managers in recruiting, managing and retaining volunteers whilst ensuring a positive experience for all volunteers. To promote and enable a positive culture of engagement that values the work of Oakhaven’s volunteers, ensuring that volunteering is understood and respected throughout the organisation. Values The post holder will hold and engage with our organisational values; Together Excellence Actively Engaged Meaningful Compassion Accountability Respect Empathy Further information on our values and expected behaviours are listed at the back of this document Main Duties and responsibilities Continued….. Leadership • To provide leadership and strategic direction to Oakhaven’s volunteering • Activities. • To support the Director of People & Culture in developing and implementing an organisational volunteer strategy. • To make recommendations and provide advice to the Senior Leadership Team about volunteering. • To regularly review Oakhaven’s volunteering activity and recruitment of • volunteers to ensure it continues to meet the needs of Oakhaven. • Ensure the engagement of managers and staff at all levels to grow the • contribution of volunteers across the organisation, increasing capability in the management and inclusion of volunteers. • To work closely with line managers in managing and supporting volunteers. Recruitment & Selection • To plan and implement innovative and engaging volunteer recruitment campaigns to ensure that Oakhaven can attract and retain volunteers with the right skills and in the right numbers to effectively support the January 2022 1 work that we do. • To ensure the recruitment of volunteers form all backgrounds to bring • about diversity within individual departments across the organisation. • Responsible for volunteer development, recruitment and retention including the completion of required mandatory training for volunteers. Reward & Recognition • Organise appropriate means of reward and recognition for volunteers, • including annual events and long service awards. • Take the lead in developing programmes of events to celebrate national weeks of recognition e.g. Volunteers’ Week . • Work with managers to identify and put together applications for external award nominations. Service Development • Carry out appropriate methods of measuring the volunteer experience • to identify areas of good practice and areas for improvement. • Develop and implement relevant policies and procedures in relation to volunteering in line with legal compliance and sector best practice. • Ensure that all opportunities to create and support successful volunteering roles are maximised. Volunteer Engagement • Ensure all volunteers are effectively managed and supported • Ensure appropriate mechanisms are in place to support the engagement of volunteers across the organisation. • Write regular internal communications providing updates on volunteering to both volunteers and staff. Teamwork and Collaboration • Work with leaders and managers across the organisation to provide volunteer services advice and support as required. • Work with the People Services Manager to share relevant knowledge and ensure staff and volunteer policies and procedures are co- ordinated. • Be a proactive and effective member of the Management Team, contributing to the strategic direction and day to day operational management of the hospice. • Attend at regional and national meetings for volunteering managers with the aim of proactively seeking and promoting best practice from other hospices and charities. • Actively promote Oakhaven as a volunteering organisation of choice within the New Forest area, and participate in local external networks to ensure that Oakhaven is represented for volunteering. January 2022 2 Analysis & Research • To produce statistics related to volunteer activity within the organisation. • Keep up-to-date with local, national initiatives, legislation or policy that • effects volunteering. Leadership and Team Management • Provide clear and visible leadership of the Volunteer Services Team. • Provide overall long-term direction and set performance objectives including specific targets and KPIs for the team. • Model the hospice’s values of TEAM and CARE and ensure they are reflected across the team. • Promote and embed a culture of high performance and professionalism to ensure team staff are effective, efficient, responsive and accountable. • Lead in the recruitment and selection of new team staff and arrangement of suitable induction programmes. • Effectively manage, develop and support direct reports, including regular 1-2-1 supervision with support and advice, performance reviews, annual appraisals and personal development planning. • Ensure that team work well collectively and individually and that there is co-operation and interaction between team members. • Ensure that team staff are aware of their responsibilities and adhere to relevant policies, procedures and guidelines. Additional • Work within agreed hospice policies, procedures and guidelines. • Any other duties as deemed necessary by the Director of People Services or Senior Leadership Team. General Public Relations – To represent Oakhaven Hospice in the community and public domain as appropriate Personal Development – to keep up to date on current developments appropriate to duties and responsibilities of the post. To identify personal development needs with agreement of line manager. Training - To remain appropriately trained for the role and keep up to date with mandatory training requirements. Data Protection – To be conversant with the requirements of the Data Protection Act and ensure compliance in safeguarding confidential information. Infection Control - All employees must follow consistently high standards in the prevention and control of infection including adhering to infection January 2022 3 prevention and control policies and procedures relevant to their work, in both non clinical and clinical settings. Health and Safety – To be aware of and comply with current Fire, Health and Safety Policies and Procedures operated at Oakhaven Hospice. Ensure risk assessments are conducted for each event and appropriate insurance cover obtained. Confidentiality – To be aware of the confidential nature of hospice affairs and comply accordingly. Finance – To act with a sense of integrity and sound judgment and to take personal responsibility for understanding and following all relevant financial policies. Additional Duties – In discussion with line manager to undertake work as and when required in support of Oakhaven Hospice. OAKHAVEN HOSPICE Notes • The post-holder may have access to confidential data on staff, patients and services within the hospice. Failure to maintain confidentiality will lead to disciplinary action, which could ultimately lead to dismissal. • The post-holder may be required to contribute towards clinical and corporate governance agenda as appropriate. • The post-holder will be the subject of regular annual appraisal and objectives. • The post-holder will be expected to produce work to a high standard and to promote quality at all times. • The Hospice is committed to Equal Opportunities for all current and potential members of staff and patients, irrespective of gender (including gender re-assignment), marital status, sexual orientation, race, colour, creed, religion, belief, nationality, ethnic origin, age, disability, a positive diagnosis of HIV/AIDS, or Trade Union membership. Therefore, the Hospice expects of its staff to understand, support and apply January 2022 4 this policy through their working practices, which requires all individuals to be treated with respect, dignity, courtesy, fairness and consideration. • The post-holder will be expected to keep themselves updated on all matters relating to Hospice Policies and Procedures. • The post-holder must familiarise themselves with matters relating to health and safety management, reporting any potential risks immediately in accordance with the Hospice’s Health and Safety policy and procedures. • The employee will also be expected in discussion with their manager, to understand their role and level of accountability in respect of Emergency Planning procedures and ensuring controls assurance within their work area. • This is an outline job description and may be subject to change, according to the needs of the service, in consultation with the post holder. • Oakhaven Hospice is a non-smoking building and this is to be observed at all times. January 2022 5 The ‘Why’ of Oakhaven PERSONAL VALUES Making every moment matter We do what we do at Oakhaven Hospice because as individual people we hold the personal values of Compassion, Accountability, Respect and Empathy in high regard. In other words we CARE about what we do and the people we work with. Compassion We show compassion when we act with understanding and work cooperatively with others. We treat each individual as unique, valuing them without distinction or judgement Accountability Respect Empathy We continually learn from our experiences and use this understanding to develop services and maintain excellence as standard. We treat and communicate with our team members, patients and community with mutual respect, recognising the importance of their contribution We demonstrate awareness of an individual's situation from their perspective and respond compassionately in an understanding manner. We take responsibility for our decisions and actions, alongside creating a culture of no blame. We value the diversity of others in both opinion and culture and do not dismiss what we do not understand or agree with. We listen and help people based on their individual needs and feelings. The ‘Why’ of Oakhaven ORGANISATIONAL VALUES Making every moment matter As an organisation we strive to ensure our service is one that: works Together with others; delivers Excellence and is based on best practices and principles; is Actively engaged on all levels be it with patients, families, the local community, staff and services both internal and external; is Meaningful for those who experience it. We strive to work within and as part of a TEAM. Together We work as one team across We make the best use of Oakhaven and share our knowledge, skills and experience with others to deliver excellence. resources by accessing knowledge and skills from partners to support Oakhaven in delivering excellent service. Excellence Actively engaged Meaningful We strive for a professional, high quality service which is responsive to need and works to ethical, sound and best practice principles. We demonstrate a belief in the ethos and principles of Oakhaven and are supportive of the day to day operation at all levels, individual, team and organisational. We are aware of the value and impact Oakhaven can have on individuals, teams, organisation and the community. We reflect and act on constructive feedback from others in order to learn. We respond positively to new ideas and approaches and propose solutions when faced with problems. We understand how our response and actions can affect a person’s experience. Personal specification Requirement Essential Desirable CIPD qualification is desirable or relevant HR experience Knowledge of HR databases would be a distinct advantage. DBS and handling of Tier 2 visas Education, Training and Qualifications A good level of formal education including GCSE Maths and English is essential (Level 2). Skills and Knowledge An excellent level of computer knowledge, keyboard skills and software (HR database and spreadsheet) expertise, Microsoft Word, Excel and databases are essential to enable report writing when required. Excellent written and oral communication skills Excellent customer care skills Experience in HR administration and an understanding of HR processes Experience Personal Attributes Personal resilience and the Abilities capacity to work effectively and stay calm under pressure are essential. Ability to deal with confidential information and maintain confidentiality is essential The ability to work independently and problem solve Ability to work well under pressure to deadlines Good organisational skills Ability to deal tactfully and professionally with colleagues is essential. Attention to detail and accuracy Other Requirements Flexibility to work outside hours where required to meet implementation deadlines