Volunteer Administration Officer

Job summary

We’re looking for a Volunteer Administration Officer to help support the smooth running of our day-to-day volunteering activities at Westonbirt, The National Arboretum. As our new Volunteer Administration Officer, you will play a pivotal role by undertaking key administrative tasks as well as providing a friendly first-point-of-call for our volunteers. Working with the Volunteer Coordinator you will support individual team supervisors to ensure they deliver volunteer activities that meet business needs and provide the highest quality experience for our volunteers.

Please see the job description below for more information and details about what we need from you

Job description

Key responsibilities & accountabilities

Working principally with the Volunteer Coordinator the post holder will support day-to-day volunteer operations
and ensure their ongoing compliance with Forestry England policy and volunteering best practice.

The post holder will ensure essential administrative tasks are delivered on time and to the highest standard for all volunteer activities:

• Processing volunteer hours / mileage expenses / uniform requests in line with agreed policy, including liaison with volunteers to chase up forms and ensure accurate submissions
• Support accurate record keeping through the volunteer database (including training) in compliance with data protection legislation; run queries as necessary to support decision making
• Support administrative processes for the recruitment, induction and ongoing training of volunteers
• Support volunteer meetings; make venue bookings, prepare refreshments, write agendas and minutes
• Oversee radio banks and use of volunteer computers
• Support safety of volunteer activities through completion and implementation of risk assessments

The post holder will also play a vital role in supporting the day-to-day volunteer experience by:

• Supporting the running of our volunteer hub
• Monitoring implementation of policies including measures put in place to ensure safe working
• Responding to volunteer queries and prepare volunteer communications including the volunteer newsletter
• Supporting other staff involved in supervising volunteer teams
• Supporting volunteer coffee mornings, celebrations, long service awards and arrange Christmas message
• Ordering volunteer welfare supplies for across site

Deputise for the volunteer co-ordinator on occasion and support other members of the L&P team eg. through answering telephone calls, dealing with enquiries and assisting with events.

Person specification

Skills, knowledge & experience

Essential professional and technical experience

• Demonstrable administrative experience within a busy office environment
• Extensive experience using technology to deliver administrative tasks; in particular
o Use of CRM systems to manage personal data
o Use of spreadsheets to monitor process implementation
o Use of Email, MS teams, and Microsoft Office packages (Word, Excel, PowerPoint and Outlook) to maintain good communication
• Experience supporting volunteers fulfilling a variety of different roles (e.g. practical, administrative, public facing, learning) across an organisation.
• Demonstrable evidence of strong interpersonal communication skills (written and verbal)
• Evidence of applying policy framework with respect to equality, health and safety and GDPR preferably in relation to volunteering

Desirable professional and technical experience

• Experience or training in equality, equity, diversity and inclusivity
• Experience working within environment / heritage setting
• Evidence of strong numeracy skills
• Experience supporting volunteer training

Benefits

Alongside your salary of £26,959, Forestry Commission contributes £7,810 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

How to apply…

There are 2 steps in the application process:

1. Please provide a summary CV of your experience (400 Words).
2. Specific questions (200 words each)

• Please give examples of undertaking computer-based administrative processes
• Please outline your experience of working with / supporting volunteers to enable them to undertake safe and enjoyable activities.

You will be assessed on both sections during sifting. More details about how to apply are listed on the application form.

You will be assessed on a technical skill during your interview.

The Behaviours being assessed at interview are –

• Communicating and influencing
• Working together
• Managing a quality service
• Delivering at pace

Successful candidates will undergo an enhanced criminal record check and the government baseline personnel security standard check.

If you require any reasonable adjustments, please email [email removed].

Read more about our application process and working with us on the Forestry England website.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo an enhanced (or equivalent) criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with