About this role
Job summary
A new opportunity has arisen in UHDB Voluntary services for a Voluntary Services Secretary/Administrator.
The Voluntary Services Secretary/Administrator is a key administrative support role within the Voluntary Services Team, providing day to day operational and clerical support to the Voluntary Services Manager and Voluntary Services Coordinators. The post helps ensure the smooth running of volunteer services across all Trust sites and supports the recruitment, onboarding, engagement, and administration of volunteers.
The post holder is responsible for providing comprehensive administrative support to the Voluntary Services Team, ensuring volunteer records, recruitment processes, meetings, events, communications, and financial administration are managed efficiently and in line with Trust policies.
This is a part-time position, working 22.5 hours per week across Wednesday, Thursday and Friday.
Main duties of the job
Key responsibilities include:
Supporting volunteer recruitment, including DBS checks, references and Occupational Health clearances. Maintaining accurate volunteer records, databases and training records in line with GDPR requirements. Monitoring volunteer attendance and producing reports as required. Providing general administrative support, including correspondence, filing, document production and maintaining office systems. Managing diaries, responding to enquiries and handling telephone calls, emails, Teams messages and post. Organising meetings, preparing paperwork, taking minutes and maintaining action logs. Supporting the planning and delivery of volunteer events, recognition activities and engagement initiatives. Processing volunteer expenses, raising requisitions through Unit4 and maintaining financial records. Assisting with volunteer communications, uniform ordering and stock control. Supporting service improvements, change projects and initiatives that contribute to the Trust's strategic objectives. Closing date of applications: 10 August 2026
Interview date: 20 August 2026
About us
As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together
Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.
In return we will offer:
Development opportunities, both professional and leadership development On-going support from recruitment to when you join our team and beyond. Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes Key Facts:
We see on average 4810 OP appointments a day. We are the 4th busiest Trauma & Orthopaedic outpatients department in England - an average of 2077 per week. An average of 1115 patients are seen in A&Es across our network every day - 3rd largest in the country. Our hospitals admit an average of 195 emergency patients daily. Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres. We are one of only 7 Trusts nationally with more than 50 operating theatres. We carry out more than 140 elective procedures each working day. UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.
Job description Job responsibilities
Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.
UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AIgenerated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click on the link to check your eligibility before applying for this post as we may be unable to provide sponsorshipSkilled worker: Health and Care Visa | NHS Employers
Important visa information: Due to UK Home Office immigration rule changes effective from 22 July 2025, applicants sponsored under Occupation Code 6131 (Nursing Auxiliaries and Assistants) may not be eligible to bring dependants under the Skilled Worker route if their Certificate of Sponsorship is issued on or after this date. Applicants are responsible for understanding how these rules apply to their individual circumstances. The Trust cannot provide immigration advice. Further information is available on the Skilled Worker visa: Your partner and children - GOV.UK
Your application (for shortlisting purposes) is assessed based on the Person Specification in the job advert (below).
Person Specification
Qualifications Essential
A good standard of English to GCSE (9-4 or A-C) or equivalent Full UK driving licence
Experience Essential
Experience of co-operative working within a team providing a customer-based service. Knowledge and experience in secretarial and administrative tasks.
Desirable
Experience working within the NHS, healthcare, charity or voluntary sector
Skills Essential
Computer literate and confident in the use of a range of IT applications including Microsoft Office, Excel and databases.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name University Hospitals of Derby and Burton NHS Foundation Trust
Address Royal Derby Hospital
Uttoxeter Road
Derby
DE22 3NE
United Kingdom
Employer's website https://www.uhdb.nhs.uk/ (Opens in a new tab)