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People & Volunteer Coordinator

People & Volunteer Coordinator

Job title: People & Volunteer Coordinator

Department: People Team

Reports to: Head of People

Location: KEMP Hospice, 41 Mason Road, Kidderminster, DY11 6AG (with requirement for travel other KEMP Hospice locations and local community events)

Contract type: Permanent

Working hours: Part time | 30 hours per week | Monday to Friday | 6.5 hrs per day between the hours of 08:30 – 16:30

Salary: £21,060.00 per annum (FTE £26,325.00 per annum)

Closing Date: Monday 4th November 2024

Why KEMP?

Based in the heart of the Wyre Forest, KEMP Hospice has been providing compassionate care and support to people affected by life-limiting illness and bereavement for over 50 years. We offer end-of-life care, counselling, and emotional support—completely free of charge—to adults, their families, and carers for as long as they need it. We stand by their side in our day hospice, in their homes, or virtually, during some of life’s most challenging moments.

At KEMP, we pride ourselves on being a great place to work and volunteer. We prioritise the well-being of our staff and volunteers, fostering an environment that promotes a healthy work-life balance. With opportunities for flexible working and a range of employee benefits shaped by the needs of our team, you’ll be joining a passionate, caring, and inclusive organisation that puts people at the heart of everything we do.

If you’re an enthusiastic, self-motivated, and passionate people professional with a positive, high-energy approach, this is the role for you! Join our fast-paced team where you can make a real difference to employee experience, work on varied and exciting projects, and bring your love for recruitment, team engagement, and event management to life. If you thrive in a dynamic environment and are ready to take on new challenges, we’d love to hear from you!

What We Offer:

  • Fantastic team where everyone is welcomed and empowered to give their best
  • Supportive management – keen to develop you
  • 30 days annual leave + bank holidays, increasing with long service
  • Discount schemes including Blue Light Card
  • Increased employer pension contribution
  • Discount in retail shops
  • Company sick pay
  • Bereavement leave
  • Enhanced maternity leave
  • Enhanced paternity leave
  • EAP: confidential financial, legal, wellbeing & mental health support
  • Free eye tests
  • Death in service benefit
  • Opportunities for flexible working from day one
  • Family friendly policies
  • Free Will writing service.
  • Staff events

Purpose of the Post:

To support the Head of People in ensuring that KEMP Hospice is a great place to work and volunteer. The People & Volunteer Coordinator is responsible for efficient and accurate employee and volunteer administration surrounding recruitment and onboarding, training compliance, system/database management and HR audit compliance.

The People & Volunteer Coordinator will support to drive continual improvements in organisational culture and will lead the management of KEMP’s volunteer workforce. The role holder will successfully execute initiatives to improve communication and enhance team experience, primarily for volunteers but also for employees, ensuring a positive and collaborative environment. Involvement in Wellbeing and Employee Relations case management will also be required.

Main Duties and Responsibilities:

People Services and Administration
  • Maintain and update both employee and volunteer records, ensuring accuracy and confidentiality.
  • Manage HR databases and ensure all HR records are compliant with CQC Standards, NHS Safer recruitment practices and relevant legislation including Home Office right to work guidelines, GDPR and ICO data retention periods.
  • Conduct timely completion of all pre-employment checks (including DBS and reference checks and arrangement of immunisations) and update checks for all team members during employment as required.
  • Prepare and organise essential HR documents, such as offers of employment contracts, recruitment paperwork, and training records.
  • Manage the People Team and Volunteering inboxes ensuring prompt accurate response to all enquiries and/or swift referral to Head of People or relevant manager where appropriate.
  • Be a visible and respected point of contact for employees/volunteers on any HR transactional queries.
  • Support payroll processes by providing updates on employee changes (e.g., hours, pay).
  • Conduct regular audits on employee and volunteer documentation, including Right to Work checks, proof of qualifications/professional memberships, and DBS checks.
  • Analyse data and compile monthly People Reports covering key people metrics and KPI’s.
  • Process Occupational Health referrals as required.
  • Develop innovative and engaging methods to communicate People Team updates and information across the workforce.
  • Lead and contribute to designated People projects, ensuring timely and successful achievement of agreed outcomes.
  • Manage and utilise People and volunteer databases such as Breathe (HR) and Beacon/Vantage (CRM) for accurate record-keeping and reporting.
  • Design and manage reporting tools to enhance efficiency and visibility of key HR metrics, working closely with managers to identify trends and address areas of need, such as absence triggers and return-to-work interview requirements.
  • Foster strong internal relationships with managers and employees to support effective communication and collaboration.
  • Serve as minute taker, using excellent written and IT skills to accurately document discussions in confidential employee relations matters including disciplinary actions, grievances, long-term sickness, and absence reviews.
Volunteer Management
  • Lead on the recruitment, onboarding, and engagement of volunteers, ensuring a rewarding experience that promotes diversity and inclusion as well as compliance with CQC and relevant legislative requirements.
  • Swift response to all volunteer enquiries and timely completion of all pre-employment checks (including DBS and reference checks) for successful candidates.
  • Proactively manage volunteer events and regular engagement activities to enhance retention and satisfaction.
  • Build and foster positive and meaningful relationships with KEMP’s volunteer workforce ensuring to act on feedback and continuously work to improve volunteer experience.
  • Ensure the provision of up-to-date resources creating tools/documentation as required.
  • Ensure all volunteers complete mandatory training, such as manual handling and Health & Safety, and monitor ongoing training requirements.
  • Maintain an accurate record of volunteer hours and roles, and manage all leavers and dormant volunteers accordingly.
  • Collaborate with all Hospice departments to identify and fulfil volunteer needs across the organisation including running recruitment campaigns and initiatives as required.
  • Attend local and regional volunteer related events/campaigns to make sure the Hospice stays up-to-date with best practice and has access to wider networks.
  • Ensure that all employees and managers are aware of and trained on key policies and procedures in relation to volunteers.
Team Engagement
  • Take an active role in workforce engagement initiatives for both staff and volunteers.
  • Organise and run regular staff and volunteer events.
  • Support colleagues in driving a culture of inclusion and collaboration within KEMP.
  • Act as a key driver for improving employee and volunteer engagement through regular feedback surveys.
  • Support the Head of People to manage effective employee forums such as Employee Voice Committee.
  • Support the Head of People to develop Wellbeing and Employee Benefit packages.
Training
  • Coordinate and manage team member training schedules within KEMP’s annual training calendar arranging training provisions as necessary.
  • Collaborate with line managers to ensure smooth and effective delivery of KEMP induction programme.
  • Support the delivery of monthly internal ‘Leadership Bites’ training sessions.
  • Support and drive enrolment of employees of employees onto KEMP’s ‘LEAP Academy’ and support students throughout their courses.
  • Ensure full completion of all mandatory training across KEMP’s workforce and excellent record maintenance for easy provision in audit situations.
All KEMP Hospice employees are expected to:
  • Demonstrate a commitment to their own development, to take advantage of education and training opportunities and develop their own competence.
  • Support and encourage harmonious internal and external working relationships.
  • Make a positive contribution to KEMP Hospice.
  • Provide confidential support and advice to colleagues within your area of expertise.
  • Always behave in a professional manner, reflecting and maintaining KEMP Values.
  • Undertake all other duties that are required with the role.

Person Specification

QualificationsessentialDESIRABLE
Previous experience in HR and/or volunteer co-ordination.X
Proficiency in Microsoft Office Suite.X
Knowledge of NHS Safer Recruitment practices.X
CIPD Qualified Level 3 (or equivalent experience)X
Knowledge of CQC Compliance standards.X
experienceessentialDESIRABLE
Previous experience in HR or volunteer co-ordination.X
Strong organisational and project co-ordination skills.X
Demonstrable experience as a competent administrator.X
Familiarity with Breathe HR, Beacon CRM, Vantage (or similar).X
Experience of communicating well at all levels.X
Experience managing databases and HR records.X
Experience taking minutes and supporting employee relations cases (e.g., grievance, disciplinary, LTS).X
Experience of working in Human Resources/People sector.X
Experience working within a Hospice and/or charity setting.X
Experience of recruitment processes, onboarding, and induction programs.X
Experience of public speaking and/or delivery of group training sessions.X
Skills, knowledge & personal attributesessentialdesirable
A good working understanding of the importance of GDPR.X
Ability to organise self, prioritise varied workloads, plan effectively and work to deadlines.X
Ability to achieve a high output, whilst maintaining quality demonstrating patience and perseverance when faced with setbacks and challenges.X
Strong communication skills with the ability to communicate effectively and creatively, both verbally and in writing.X
Ability to actively support colleagues and build good working relationships at all levels.X
Capable of working independently with minimal supervision and taking initiative in managing projects.X
Willingness and ability to travel to all KEMP sites and to local community events for the purposes of recruitment and team engagement.X
Working knowledge of relevant employment law/HR legislation, policy and best practice.X
Demonstrates high professional standards, integrity, and a strong commitment to always maintaining confidentiality.X
Embrace and advocate for KEMP’s Values while championing outstanding behaviour.X
Experience in organising events and engaging diverse stakeholders.X
Knowledge of the voluntary sector and volunteering.X

How to Apply

To apply, please submit your CV and a supporting statement (maximum 500 words) that addresses the following two areas:

  1. Motivation and Experience: In a short summary, tell us what motivates you to apply for this role and highlight any relevant experience that makes you a great fit for this exciting position.
  2. Project Ideas: Imagine you’ve been tasked with attracting and recruiting a large number of new volunteers to work in our retail shops. Please outline your ideas for this project, demonstrating a clear vision of your approach and how you would implement it.

You are welcome to present your ideas in whatever format you feel is most suitable but be sure to include practical steps. You can choose from a variety of formats to present your ideas. We would welcome:

  • Bullet points
  • A roadmap
  • A brainstorm or mind map
  • A short narrative or action plan
  • A timeline
  • A flowchart

The key is to provide a clear and concise picture of your ideas and how you would implement them. There is no expectation for you to spend excessive amounts of time on your application – we just want to hear your thoughts!

Please note that applicants who do not fulfill the application brief, including the submission of a supporting statement, will not progress in the selection process.

Disclosure & Barring

This role is subject to a basic check with the Disclosure and Barring Service.

Details
Salary
£21,060.00 per annum (FTE £26,325.00 per annum)
End Date
Monday 4 November 2024
Location
Multiple