Appointments Admin Volunteer

We are seeking a proactive and organised Appointments Admin Volunteer to support the Appointments Lead of client appointments across the Helen Bamber Foundation. This role will play an important part in supporting the smooth running of appointment scheduling, improving communication with clients, and helping to reduce missed appointments. You will work closely with the Client Services team and wider multidisciplinary teams to support effective appointment management.

Main tasks and activities

Appointments Coordination

·       Support the scheduling and coordination of client appointments, including Initial Assessments and follow-ups

·       Liaise with staff, clinicians, and relevant teams to assist in organising appointment availability and ensuring effective use of appointment slots

·       Assist in contacting clients via phone, email, or text (including WhatsApp where appropriate) to confirm appointments and provide reminders

·       Support the updating and maintenance of appointment trackers, spreadsheets, and shared calendars to ensure accuracy and consistency

·       Help ensure client contact details are accurate and regularly updated on internal systems

·       Assist in the booking, rescheduling, and cancellation of appointments, ensuring all changes are communicated clearly to relevant parties

·       Support the preparation and coordination of virtual appointments, including setting up and sharing meeting links (e.g. Teams, Zoom)

Data & Administration

·       Support accurate and timely record keeping within the Client Management System (CMS), ensuring all appointment-related information is recorded correctly.

·       Assist with maintaining and updating spreadsheets, appointment trackers, and internal databases to ensure data is current and reliable

·       Support the team in monitoring data quality and flagging any inconsistencies or missing information

Interpreter Coordination

·       Assist with booking interpreters for appointments where required, ensuring requests are communicated in a timely manner

·       Support maintaining accurate and up-to-date interpreter contact lists and availability records

·       Assist in confirming interpreter bookings and sharing relevant appointment details where appropriate

General Support

·       Provide support to the Client Services and Operations team as needed

·       Assist with reception cover where required

Skills and experience needed

·       Excellent communication skills with a high standard of written and spoken English;

·       Excellent interpersonal skills; Empathetic and understanding.

·       Computer literate with experience of Microsoft packages;

·       High attention to detail and accuracy;

·       Punctual, reliable and self-motivated with a positive, ’can-do’ attitude;

·       Ability to deal sensitively and in a warm, friendly and appropriate manner with clients who have specific needs;

·       Ability to multi-task and prioritise tasks within a time-pressured environment;

·       A high level of discretion and confidentiality given the sensitivity of the information and nature of the work;

·       Understanding of, and commitment to, the objectives of the Helen Bamber Foundation.

What you will get out of the role:

·       A better understanding of asylum seeker and refugee processes in the UK;

·       Stronger administrative skills;

·       An ability to multi-task between competing priorities;

·       Experience of working with a multi-disciplinary team in a Human Rights charity;

·       Ability to process large amounts of data and prioritise or categorise it;

·       Ability to manage multiple busy calendars at the same time.

Equal Opportunities

We are committed to attracting and recruiting diverse candidates because we are keen to make sure that all our staff, trustees, volunteers and ambassadors reflect the communities we serve and the wider community we work in. We genuinely welcome and encourage applications from candidates from range of backgrounds, especially people of colour, people with disabilities, people from low socioeconomic backgrounds, refugees, stateless people and others with lived experience of forced migration or trauma who are under-represented in our organisation.

Please note that successful candidates will be offered the volunteer position subject to a DBS check.