Voluntary Services Coordinator
14th November 2025
Organisation:
The Rotherham NHS Foundation Trust
Salary:
£27,485 to £30,162 a year per annum, pro rata
Location:
Rotherham Hosiptal
Hours and Working Pattern:
37.5 per week, over 5 days
Term of Employment:
Permanent
Job Reference:
C9165-25-09-086a
Job Description
Job Purpose:
To co-ordinate and actively manage the voluntary service functions within The Rotherham Hospital NHS Foundation Trust (TRFT) and community services, ensuring the right voluntary services support is provided in the right place at the right time.
To ensure that volunteers are efficiently supported to make an effective contribution towards improving the experience of patients and carers who use the Trust’s services.
To ensure volunteers are recruited, inducted, trained, supervised and reviewed in compliance with the policies and procedures of the Trust as appropriate, attending events to promote volunteering at the Trust.
To ensure volunteers are supported in existing areas and to develop new volunteering opportunities aimed at enhancing the experience of patients and carers by complementing the role of paid staff.
The Patient Experience portfolio supports the delivery of the Patient Advice & Complaints, Voluntary Services, Engagement and Inclusion, Interpretation & Translation Services, Armed Forces Welfare, Patient Survey’s and Patient Experience work streams. The departments have clearly defined teams who work collaboratively and supportively to provide patient responsive and focused services.
Dimensions:
• Responsible for 0 staff
• Responsible for £ 00.00 (budget)
Key Result Areas and Responsibilities:
• Responsibility for the supervision of Trust Volunteers.
• Accountable for reconciling volunteer travel expenses.
• Manage the recruitment process of all new volunteers including the monitoring of references, DBS checks and Occupational Health forms and the maintenance of recruitment records.
• To maintain the management of the volunteer data base and volunteer personal records for audit purposes.
• Co-ordinate the delivery of a comprehensive volunteer service within TRFT with strategic support from the Engagement and Inclusion Lead.
• Ensure services are maintained to all areas where volunteers are deployed within the Trust.
• Act as the liaison point and first point of contact for all matters relating to the use of volunteers at TRFT.
• Provide continued support and advice to all volunteers and their placement leads in the areas to which they are deployed.
• Manage conflict and sensitive situations in support of volunteers.
• Provide and receive routine information which requires tact or persuasive skills where there may be barriers to understanding.
• Develop and maintain accurate rotas and co-ordinate the allocation of duties with consideration to holiday, sickness and absence cover so that all volunteer services run smoothly and efficiently.
• Promote volunteering opportunities and events through, social media, presentations both internally and externally, volunteer promotional events, newsletters and via other channels as appropriate.
• Ensure all volunteer staff undertake mandatory training as required.
• Work collaboratively with the Learning and Development Department on the induction and on-going training of volunteers.
• Ensure that enhanced training is provided to volunteers in specified roles including, End of Life, Nutritional support etc. and for any new implemented roles as required.
• Ensure volunteers are aware and adhere to procedures relevant to their role.
• Maintain financial records for petty cash including checks on income and expenditure. Account for any discrepancies and any financial issues or statements ensuring the Engagement and Inclusion Lead is briefed on issues of concern.
• Maintain stock control levels of provisions and ensure movement of stores to appropriate areas.
• Work collaboratively with Trust leads and partners to establish new volunteering opportunities in line with the Trust Volunteering Vision and associated action plans.
• Develop and support development of innovative and imaginative new opportunities for volunteering.
• Work collaboratively with independent and third sector organisations on the development of innovative volunteering opportunities.
• Develop role outlines for volunteers in conjunction with services and in support of service requirements.
• Provide advice and guidance to placement leads/supervisors of volunteers on volunteering policies and procedures with regard to monitoring and supervision of placements. Also, to ensure that volunteers are not required to undertake any work properly belonging to paid staff and ensuring their role is to assist paid staff only.
• Audit and monitor the work of the volunteers and ensure placement leads/supervisors of volunteers review placements and take the necessary action if placements are no longer required or volunteers are not acting in accordance with their role outline.
• Work collaboratively with placement leads/supervisors to ensure that risk assessments are undertaken in all areas covered by volunteers.
• Undertake regular risk assessments for voluntary services and review them annually.
• Support equality and diversity in volunteering opportunities in line with the Trust Volunteer Policy.
• Arrange and attend meetings, conferences, webinars in support of the voluntary services function and personal development.
• Organise annual volunteer social events, including national volunteer week, Christmas party and long service awards including the submission of the Trust Charity Bid Form to fund the event.
• Ensure that the annual volunteer survey is circulated and data analysed.
• Maintain an electronic staff record for all volunteers via the volunteer’s database, ensuring that it is up to date and accurate, identifying new starters and leavers.
• Maintain personal files for the volunteer workforce. Ensuing that all documentation is stored and held securely and in accordance with GDPR.
• With the support of the Engagement and Inclusion Lead prepare the quarterly report of the Patient Experience Committee.
• Co-ordinate the Trust’s Calendar of Events gifts and donations for in-patients including the East Bunny and Father Christmas visits.
• Any other duties consistent with the grade. The post holder is expected to cover the duties of colleagues in posts of the same pay band or lower and within the range of the post holder’s knowledge and skills. A post holder may request a review (and re-evaluation) of their position document if they consider that any cover duty, if added to the existing duties, would affect the band of the post.
• In all aspects of your work you have a duty and responsibility to comply with all components of the Trust’s Infection Control Policy and the Hygiene Code, ensuring compliance with any specific role responsiblities outlined within this policy.
• As part of your employment with the Trust, you are bound by the policies and procedures within the organisation and the wider NHS. You also have joint responsibility with your manager for ensuring that you undertake the mandatory training requirements for your own role as specified within the Trust's corporate curriculum.
Key Internal and External relationships and Information Management
The post holder must be an effective communicator and provide a high standard service to the Trust. The below is includes but is not limited to:
1 Chief Executive
2 Chairman
3 Managing Director
4 Chief Nurse
5 Deputy Chief Nurse
6 Head of Patient Experience and Involvement
7 Patient Experience Team
8 Learning and Development
9 People Services
10 Equality, Diversity and Inclusion
11 All staff groups across the organisation
12 Members of the public including patients, relatives, carers
13 Catering
14 Rotherham Hospital and Community Charity
15 Volunteer Networks
16 Voluntary and Community Organisations
17 Healthwatch
Patient/Client Care
1. To maintain confidentiality at all times relating to patients, staff and the Trust in line with departmental and Trust policies.
2. To constantly seek to improve quality of every element of the service provided.
3. To deal with incoming correspondence and telephone calls and face to face contacts in a professional manner and with empathy at all times.
Research and Development
1. Remain up to date and act consistently with quality standards and guidelines.
2. Undertake data collection effectively using the agreed systems.
3. Participate in audit/benchmarking within the clinical area supporting the introduction of a change in practice if indicated.
Policy and Service Development
To develop and maintain the post holders own knowledge of the Trusts database management system and electronic record systems.
Working Conditions:
1. Undertake any other duties required in accordance with the grade and nature if the post.
2. Escalate promptly any potential issues as well as taking appropriate action in accordance with Trust policies.
3. Will use a VDU for the majority of the working day
4. Frequent requirement for prolonged concentration, mental and emotional effort when dealing with complaints and the bereaved.
5. Frequent exposure to distressing and emotional circumstances
6. Mainly office based with requirements to attend departments across the Trust.
7. Daily contact with patients, relatives or carers by telephone, email and face to face.
8. Work to strict timelines
9. The post holder will be required to work the office hours of the service.
10. The post is based on site to support the Volunteers and be available to meet potential recruits.
Safeguarding:
Is everyone’s business. All Trust employees, elected members, contractors and volunteers share a responsibility, both corporately and individually, to ensure that every person is treated with dignity and respect and protected from others who may abuse them. We have a duty of care to safeguard and promote the welfare of children, young people and adults, and must raise any concerns without delay.
Corporate Responsibilities:
This is a description of the job, as it is presently constituted. It is the practice of the Trust periodically to examine employee’s job descriptions and to update them to ensure that they relate to the job as then being performed, or to incorporate any changes. This procedure is jointly conducted by each manager in consultation with their direct reports. The post holder will therefore be expected to participate fully in such discussions.
The Trust requires that every supervisor and manager is aware of their duties and responsibilities for the effective management of the Trust. The Trust has in place various policies, which will be amended from time to time, and additional policies will be introduced as necessary. These incorporate certain aspects of roles and responsibilities, which every employee is expected to carry out as diligently as possible.
The post holder will therefore be required to undertake such duties and responsibilities as may reasonably be required and which are commensurate with the post holder’s grade/level in the Trust, in respect of: -
• The Trust’s Standing Orders
• The Trust’s Standing Financial Instructions
• The arrangements regarding Standards of Business Conduct
• The implementation when necessary of the Fraud Policy and Response Plan
• Responsibilities of the security and safe keeping of the Trust’s property, equipment, buildings and facilities
• Duties and responsibilities regarding health, safety and welfare at work
• The requirement to participate appropriately in the risk management process
• Responsibilities to staff for ensuring they are competent and adequately trained to undertake the roles required of them
• Ensuring that staff understand the Trust’s requirements regarding confidentiality of information and in particular to avoid inappropriate disclosure of information regarding patients.
• Ensuring Trust Information Governance policy and best practice is followed (including confidentiality and data quality) to ensure data quality is maximised and confidentiality of information is maintained and applied to all data recorded, utilised and reported on.
• Demonstrates Core Values
This job description is indicative of the range of responsibilities of the post. It is not intended to be an exhaustive list of duties and the post holder may undertake other duties not specified within the job description but within the general scope of the post and as determined by management
How to Apply
Please apply for this role via NHS Jobs:www.jobs.nhs.uk/candidate/jobadvert/C9165-25-09-086a