Volunteer Administrator to support the work of our trustee board

What will you be doing?

As a Volunteer Administrator at Supporting Healthcare Heroes UK (SHH-UK), you will play an essential role in the smooth running of our charity, which is dedicated to supporting healthcare workers affected by Long Covid. This role is crucial in enabling our Board of Trustees to work effectively & efficiently so that the organisation can fulfil its mission to support healthcare workers with Long Covid across the UK. Key Responsibilities:

Organising Board meetings: You will be responsible for organising and coordinating board meetings, including sending out invitations for online meetings to trustees and other relevant parties. Agendas and meeting documents: Compile and distribute agendas and all necessary documentation prior to Board of Trustees meetings. This requires working closely with the Chair of the Board of Trustees to ensure that agendas are prepared and distributed at least one week prior to the scheduled meeting date. Minute Taking: During Board of Trustees meetings, keep detailed minutes recording key discussions, decisions and actions taken. These minutes must be circulated to trustees and other stakeholders within one week of the meeting. Action tracking: You will maintain a comprehensive list of actions agreed at meetings and ensure that these are circulated to trustees between meetings. This includes ensuring that progress is made on these actions and keeping all stakeholders informed of their status. Communication between meetings: Between meetings, trustees may agree on actions via platforms such as WhatsApp. You will be responsible for recording these decisions and presenting them for formal approval at the next trustee meeting. Policy and procedure management: Another important aspect of your role is to maintain a record of all policies and procedures to ensure they are regularly reviewed and approved by the Board as required. Grant application management: You will manage the grant application process, adhering to the SHH-UK grant making process. This includes tracking applications, coordinating reviews and ensuring timely responses to applicants. Safety Measures and Compliance: You will work closely with the safeguarding lead to keep the Disclosure and Barring Service (DBS) status and trustee training spreadsheet up to date and ensure compliance with all relevant regulations.

What are we looking for?

Organisational skills: You should be highly organised and able to multi-task and ensure deadlines are met. Self-motivation: As a volunteer, you must be able to work independently with minimal supervision. Good writing skills: You must have strong writing skills to create agendas, take minutes and communicate effectively with trustees and stakeholders.  Minute taking: Minute taking experience is desirable but not essential. However, you must be willing to learn and improve in this area.  Passion for SHH-UK’s mission: A strong commitment to the cause of supporting healthcare workers with Long Covid is essential. Your passion will drive your contribution to the success of the charity.

What difference will you make?

Taking on the role of Volunteer Administrator with Supporting Healthcare Heroes UK (SHH-UK) is a chance to make a meaningful impact on both the organization and the healthcare professionals it supports. This role goes beyond administrative tasks—it's about being at the heart of a charity dedicated to those on the frontlines now facing Long Covid. By ensuring the smooth operation of the Board of Trustees, your work—organizing meetings, preparing agendas, taking minutes, and tracking actions—enables SHH-UK to remain focused and effective in its mission. This supports the charity’s initiatives, from providing emotional and financial aid to advocating for healthcare workers' rights. The minutes and agendas you manage are critical for informed decision-making, directly influencing the charity’s strategic planning. Your role also involves maintaining clear communication and accurate records, fostering a collaborative environment where trustees can concentrate on their strategic goals without being bogged down by admin. In this role, you will gain valuable experience in non-profit management while contributing to a cause with a lasting impact. You'll be part of a dedicated team committed to ensuring that healthcare workers with Long Covid receive the support they deserve.