Customer Story: Torbay and South Devon NHS Foundation Trust
Enhancing volunteer management
Torbay and South Devon NHS Foundation Trust transformed its volunteer programme with Access Assemble, streamlining recruitment, centralising volunteer information, and enhancing communication. By replacing manual processes with a digital platform, the Trust accelerated onboarding, increased applications, and improved efficiency in managing over 400 volunteers across diverse roles. The benefits of Assemble’s features, such as rota management and KPI tracking, have significantly improved the impact of the programme, with excellent support provided throughout implementation.
Access Assemble
Challenge
- Manual recruitment process relying on postal and email applications, creating inefficiencies.
- Managing volunteer data on an unwieldy and cumbersome spreadsheet.
- Difficulty tracking volunteer progress and reporting on programme performance.
Approach
- Implemented Access Assemble to provide a centralised platform for volunteer management.
- Enabled prospective volunteers to view and apply for roles directly via the Trust’s webpage.
- Leveraged Assemble features like rota management, notifications, and KPI tracking to streamline operations.
Results
- Recruitment process became faster, more efficient, and easier to track.
- Applications increased, and onboarding times significantly reduced.
- Improved resource allocation, communication, and programme reporting, enhancing the volunteer experience.
Torbay and South Devon NHS Foundation Trust provides integrated acute hospital services, community hospitals, and health and social care. With over 400 volunteers, the Trust supports a wide variety of roles, ranging from patient-facing activities to behind-the-scenes operations, remote volunteering, and care home support.
Stephanie Robey, Volunteering and Employability Manager at the trust, tells us of their success since implementing Access Assemble:
Displaying role profiles with images has been a game changer, and having volunteer information in a central, secure place is fantastic. The support and training we received before, during, and after implementation were amazing.
Challenges
Before implementing Access Assemble, the Trust faced significant challenges in managing its volunteer programme. Volunteer recruitment was a manual process involving applications submitted via post or email, followed by the distribution of numerous documents detailing available roles. Managing this information relied on what Stephanie Robey, Volunteering and Employability Manager, described as "the biggest volunteering spreadsheet I have ever seen." This process was time-consuming, cumbersome, and prone to inefficiencies.
Solution
Access Assemble transformed how the Trust recruits and manages its volunteers. The platform allows individuals to view and apply for volunteer opportunities directly from the Trust's webpage, streamlining the recruitment process. Roles can be updated, added, or closed as needed, providing flexibility and control over the programme.
Benefits
- Efficiency Gains: The recruitment process has become significantly faster, with the ability to track volunteer progress at every stage. Reporting on key performance indicators (KPIs) has improved, enhancing the overall impact of the volunteer programme.
- Centralised Management: Assemble’s centralised platform securely stores volunteer information and displays role profiles with images and requirements, making it easier to manage and communicate opportunities.
- Enhanced Communication: Notifications sent via Assemble have simplified communication with volunteers, providing the team with an effective way to share updates.
- Improved Resource Allocation: Using the rota feature has helped identify gaps in schedules, approve out-of-pocket expenses efficiently, and quantify volunteer hours for KPI reporting.
Recruitment transformation
The implementation of Access Assemble revolutionised volunteer recruitment at Torbay and South Devon NHS Foundation Trust. By enabling prospective volunteers to view and apply for roles directly through an intuitive portal on the Trust’s web page, Assemble has significantly simplified the recruitment process. Stephanie, highlighted the ability to add, close, or amend roles as a crucial feature, providing the team with greater flexibility and control. This modern, user-friendly approach has led to increased applications and more streamlined onboarding.
Increased efficiency
Access Assemble has saved valuable time by automating and centralising key processes. Tracking volunteers’ progress during recruitment is now seamless, while generating reports on key performance indicators (KPIs) has enhanced the programme’s impact. “It has speeded up the recruitment process and made it easier to track where volunteers are in the recruitment journey,” Stephanie shared. The ability to monitor gaps in rotas and quantify volunteer hours ensures that resources are allocated more effectively, supporting both operational needs and strategic decision-making.
Centralised volunteer management
Having all volunteer information securely stored on a centralised platform has been transformative for the Trust. The ability to display role profiles with images and detailed requirements has not only streamlined management but also helped attract the right candidates to suitable roles. Stephanie described this feature as “a game changer,” praising how it supports both the administrative team and volunteers.
Enhanced volunteer communication
The communication features of Access Assemble have improved how the Trust stays connected with its volunteers. Notifications can be sent directly to individuals or groups, ensuring timely updates and engagement. This ensures a smoother flow of information, contributing to a cohesive and well-informed volunteering community.
Outstanding support and training
Stephanie also praised the support provided by Access during the implementation and beyond, stating, “The support and training we received before, during, and after going live has been amazing.” This high level of assistance ensured a smooth transition to the new platform and helped the team maximise the benefits of Access Assemble.
Why other NHS Trusts should choose Access Assemble
Stephanie highly recommends Access Assemble to other charities and NHS Trusts. She has seen a significant increase in volunteer applications and a more efficient onboarding process since its implementation. The platform provides a comprehensive overview of the volunteering programme, enhancing management and operational efficiency.
"I would absolutely recommend Access Assemble, our applications have increased, and onboarding is much quicker and more efficient. It also gives you a great overview of your volunteering programme.”
About Access Assemble
Access Assemble is the leading volunteer management software designed to empower charities and organisations. It simplifies the recruitment, management, and retention of volunteers by centralising processes and automating administrative tasks. With tools to enhance communication, track KPIs, and optimise resource allocation, Assemble allows organisations to focus on making a greater impact in their communities.