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Job summary

Main area
NA
Grade
Band 3
Contract
Permanent
Hours
Part time - 22.5 hours per week (May be required to work late evenings and weekends with prior agreement)
Job ref
320-TWS-2213
Employer
University Hospitals of Derby and Burton NHS Foundation Trust
Employer type
NHS
Site
Royal Derby Hospital
Town
Derby
Salary
£25,760 - £27,476 per anum
Salary period
Yearly
Closing
10/08/2026 23:59
Interview date
20/08/2026

Employer heading

University Hospitals of Derby and Burton NHS Foundation Trust logo

Voluntary Services Secretary/Administrator

Band 3

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.

With over 14,000 members of staff you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services.  The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds.  All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

Armed Forces and Disability Confident guaranteed interview scheme

To further support the pledges in the Armed Forces Covenant and to make a positive contribution to support ex-armed forces personnel (veterans) make the transition to civilian life, the Trust has introduced a Guaranteed Interview Scheme for veterans who meets the essential criteria set out in the person specification, to help them overcome barriers to find civilian employment. The scheme will operate for all external recruitment.

The Trust is a Disability Confident Employer and committed to both employing and retaining people with disabilities.  This commitment is to guarantee an interview for any candidate that has disclosed a disability under the Equality Act 2010 and who meets the essential criteria set out in the person specification.  Reasonable adjustments under the Equality Act 2010 will be considered upon request.

if you are blind or visually impaired and require application material in an alternative format- such as Braille, large print, audio or accessible electronic formats or  you require support/adjustments with your application please contact the recruitment team on  01332 788466

Care Leaver Guaranteed Interview Scheme

The Trust is proud to be a signatory of the Care Leavers Covenant and is committed to supporting care-experienced people into employment.

Applicants who identify as a care leaver and who meet the essential criteria for the role, as detailed in the person specification, will be guaranteed an interview.

If you wish to be considered under this scheme, please indicate this within your application.

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for; 

Job overview

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

Working for our organisation

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.

Detailed job description and main 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 AI‑generated 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 sponsorship Skilled 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 criteria
  • A good standard of English to GCSE (9-4 or A-C) or equivalent
  • Full UK driving licence

Experience

Essential criteria
  • Experience of co-operative working within a team providing a customer-based service.
  • Knowledge and experience in secretarial and administrative tasks.
Desirable criteria
  • Experience working within the NHS, healthcare, charity or voluntary sector

Skills

Essential criteria
  • Computer literate and confident in the use of a range of IT applications including Microsoft Office, Excel and databases.

Employer certification / accreditation badges

No smoking policyArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Disability confident employerCare Leaver CovenantStep into healthArmed Forces CovenantCareLeaver CovenantAge Friendly EmployerNational Preceptorship for Nursing Quality Mark 2024

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Application numbers

If we receive a high number of applications for this position we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment. Please ensure that you had read the Job Description and Person Spec and that you meet the criteria before applying.

Documents to download

Apply online now

Further details / informal visits contact

Name
Samantha Baller
Job title
Voluntary Services Manager
Email address
[email protected]
Telephone number
01332 786148
Additional information

Ilva Broka

Facilities Manager

[email protected]

01332 787680

We’d love to hear from you! If you have any questions about the role, team, or working environment, feel free to get in touch for an informal chat. Speaking with us before applying is completely optional, but it can help you decide if this opportunity is the right fit for you.

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