Job Description

Volunteering is vital to UHSussex and not only because of the contribution volunteers make across the seven hospitals of the Trust but also the opportunity volunteering provides to engage and connect people from the wider community within which the Trust works.



The Head of Voluntary Services will provide leadership, support, and guidance to the Voluntary Services department. With overall responsibility for day-to-day management of the three volunteering teams, you will work to ensure that our service responds to the need of the Trust whilst providing a rewarding, high-quality, experience for volunteers.



You will lead the Service managers' in continuing to develop an operating framework for the service that ensures a joint and integrated approach across all three teams (covering all 4 hospital sites) develop ing , expand ing and improv ing our volunteer opportunities, policies and procedures, quality standards and assurance processes .



To support this, y ou will also work with the Director of Charities and Voluntary to conduct a Futures Study of Voluntary Services at UH Sussex - the findings of which will recommend how best to implement the Trust approved 2025-2030 volunteering strategy. This with specific recommendations on management architecture, safeguarding, alignment with Trust Operating Model, service delivery, quality assurance and financial sustainability .



You will also lead on the ongoing work to further the collaboration between Voluntary Services and My Charity UHSussex to promote, encourage and recruit more volunteers to supporting fundraising activities and specific charity initiatives. However, there is more wo rk required to develop this area, and the interim Manager will be asked to develop a charity volunteer offer. This being important as volunteers can play a significant role in raising awareness about the work of NHS charities within their communities.



This is a n interim role for 7 months .



At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, & can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.



We treat our patients & staff with the same compassion & empathy we expect for ourselves. We're here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme, for staff which is extensive & designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.



As a university trust and a leader in healthcare research, we value learning, teaching & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop. We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.



We look forward to receiving your application & the start of your journey with UHSx.

Candidate Information Pack:

https://www.uhsussex.nhs.uk/resources/candidate-information-pack/



Management



Continue the develop ment and implement ation of a V oluntary S ervices management architecture that ensures the effective day to day management of the three VS teams , covering the four main hospital sites.



Support the development of recruitment, training, deployment, monitoring & evaluation frameworks/pathways that ensure the effective recruitment, promotion and retention of all volunteers across UHSussex .



O versee the continuing development of the end-to-end volunteer supporter care journey to ensure that every volunteer feels valued, included and informed and are all part of our strategic vision to creat "A Positive Volunter Journey for All"



Oversee the continuing development of both formal and informal ways of recognising and celebrating the contributions of volunteers.



Oversee the o rganis ation of Trust and V oluntary S ervice -wide events that celebrate volunteers' commitment, providing activities to keep them engaged , and p r ovide n ew opportunities to be developed.



Work with the VS Managers to identify , coordinate , design and develop training needs for volunteers , in collaboration with the Learning, Induction and Education teams.



Ensure effective systems are in place to manage all aspects of volunteering,



making them as streamlined and automated as appropriate ; that accurate data is entered into all data collection systems - manual or electronic and are compliant with the Trust's GDPR policies and procedures.



I mplement and advise/train staff to follow a system to ensure that regular reviews and relevant updates of processes, procedures or guidelines are carried out in accordance with Trust policies and procedures.



Ensure that the impact of the volunteer work is recorded, monitored evaluated and reported on to the relevant committees, boards and NHSE data collections as req uired .



Develop partnerships with local communities and devise and work with the V oluntary S ervice Managers to continue to deliver the VS and Trust strateg ic goal to improve inclusivity and diversity across the Trust's volunteer population.



Financ ial Management



Have o versight and accountability for the Voluntary S ervices operational budget. This will include forecasting, variance analysis and re - profiling of budget lines where required and appropriate .



Lead on the r esponsib ility for ensuring compliance with any relevant legislative or regulatory requirements for volunteers.



To p roactively build and m anage the V oluntary S ervices risk register, supported by the Voluntary Service Managers ensuring all potential risks are included and corrective and mitigating action can be taken where necessary.



Ensure that the V oluntary S ervice team s work follows the Trust financial and purchasing protocols, in line with the Procurement framework, to ensure high standards and that value for money is consistently achieved.



Communications



Oversee the c o-ordinat ion an d delivery of a V olunt ary Services communications plan for the year to include communications, engagement opportunities and events. Oversee c ontribut ions to Trust communications activity through the placement of articles, news stories and social media content to help raise awareness of

volunteering opportunities and the impact that volunteers make to UHSus sex .



Service Delivery and Improvement



Oversee management and continu ed development of the Assemble Volunteer Management System and other systems to support the effective delivery of the V oluntary S ervices programme.



Act as a figurehead building strong professional relationships with other civil society volunteering organisations to develop the standing and gravitas of Voluntary S ervices within the Trust .



L ead a safe working culture and a preventative approach to mitigate risks within the service .



L ead on all financial aspects of VS including budgeting, monitoring expenditures, reforecasting, cashflow analysis , expenses approval in partnership with the Finance business partner .



Review appropriate legal and other contracts within V oluntary S ervices as required and appropriate .



Lead on the m anage ment of decisions on resource allocation, such as when and where to deploy staff resource, when to procure sub-contractors and consultants, to service evolving V oluntary S ervice workstreams by the most efficient means.



People Management and Development



Line manage t he V oluntary S ervice Manag ment team .



Knowledge and skills of human resources, and the ability to act sensitively and effectively , when required .



Promote equality, diversity and inclusion, ensuring the V oluntary S ervice department continually develops to meet the needs of specific and minority groups .



Lead on the handling and diffusing of all complaints , managing grievance and disciplinary procedures when necessary .



C oach and develop Voluntary Services management staff .



Build and maintain effective relationships with a broad range of internal and exter nal stakeholders, representing in accordance with Trust values .



Present complex and sensitive information to a range of internal and external stakeholders taking into consideration the Data Protection Act and Trust policies and procedures , ensuring confidentiality where necessary .



Share knowledge and expertise across the service and T rust .



Comply with Trust-wide staff management policies and procedures .



Ensure staff have annual appraisals and Personal Development Plans as standard.



Learning and Development



Complete all statutory and mandatory training updates as required .



Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of your personal development process.



Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.



Identify own learning needs and jointly plan training requirements with your line manager .



Participate in the Trust's appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.



This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.



The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.