Volunteer Services Co-ordinator

Job Role

The key purpose of the role is to co-ordinate, oversee, support and develop the Commercial & Brand Directorate volunteer programme and to ensure its effective delivery to meet the requirements of the various Departments.

Principal Duties The post holder will:

• Co-ordinate, develop and oversee the volunteering service provision within the Commercial & Brand Directorate and contribute to its strategic development and review.

• Oversee and support the Retail Administrator in the effective delivery of Retail Volunteering Services ensuring the needs of the retail operations are met.

• Develop, monitor and maintain standards within volunteering services to ensure compliance with both internal and external requirements and best practice.

• Develop policies and procedures related to volunteering services and ensure that volunteers are aware of NI Hospice policies and procedures with which they are expected to comply.

• Liaise with department leads and staff to identify their volunteering needs and opportunities and develop volunteer role descriptions for the various roles.

• Devise, implement and regularly review a recruitment and retention plan to ensure adequate volunteer cover for all the relevant areas of work within the Directorate and to encourage a diverse body of volunteers who are representative of the wider population. This will include recruiting volunteers to support Hospice led, third party and other appropriate activities.

• Develop and maintain strong relations with the local community through volunteer led outreach, engagement and events.

• Recruit and select suitable volunteers, matching them with appropriate volunteer roles across all functions of the directorate with focus on driving support for income generating activities e.g. fundraising activities, events, etc.

• Communicate effectively with volunteers through a range of media including face to face, telephone, post and emails.

• Develop and assist in delivering the volunteer induction and ongoing mandatory training programmes and identifying development opportunities.

• Look after the welfare of volunteers by providing ongoing support and establishing regular support meetings, drop-in sessions, linking with volunteers when on duty and, where appropriate, arranging additional support on a one-to-one basis. This element of the work requires a flexible approach to attendance and will require a commitment to out-of-hours visits to Hospice.

• Record and communicate effectively with departmental managers regarding concerns relating to individual volunteers or the service. Work with departmental managers to clarify the process and lead the communication with volunteers to address and resolve these issues.

• Monitor and motivate volunteers, acknowledging their contribution to NI Hospice and organising events through which the volunteer contribution is recognised and celebrated.

• Assist with the organisation of multiple volunteer rotas and notification processes to maintain cover in volunteer areas and also during holiday periods or sickness absence.

• Authorise the reimbursement of expenses.

• Confidentially maintain volunteer personal records, including training, performance reviews, Access NI checks and references in line with the organisation’s Data Protection Policy.

• Monitor and evaluate the outcomes of the volunteer service through audits, reviews and satisfaction surveys.

• Raise staff awareness of volunteering and promote volunteering within the organisation and externally.

• Oversee the collation of statistical information and prepare reports as required.

• Provide reciprocal cover for other volunteering areas as required.

• Adhere to NI Hospice policies and procedures.

• Ensure own personal development is kept up to date.

• Participate in mandatory training and annual personal development review process.

• Contribute to the programme of personal and public involvement within NI Hospice at an individual and service level.

• Undertake any other tasks that may be relevant for the work of NI Ireland Hospice.

This Job Description is not meant to be definitive and may be amended to meet the changing needs of Northern Ireland Hospice.

Salary: £25,763 to £30,317 per annum pro rata Hours: 25 hours per week to include evening and weekend work as necessary

Essential Criteria

• 5 GCSEs (Grade A-C) including English Language or equivalent plus 1 year’s relevant experience OR at least 3 years’ experience in the management of volunteers, achieved within the past 5 years.

• Experience of supervising people of all ages.

• Excellent communication skills and organisational skills.

• Excellent interpersonal skills and ability to build relationships with a diverse range of people.

• Strong administration/organisational skills and experience.

• A working knowledge of Microsoft Office packages, including Word, Excel, Internet, Email and Access.

• Excellent and accurate data entry skills to ensure data integrity and quality on the relevant volunteer databases.

• Team player with ability to work on own initiative.

• Enthusiastic, self-motivated and committed to working to a high standard.

• Committed to the aims and charitable objectives of the Northern Ireland Hospice.

• Flexibility to work additional hours on occasion as required.

Desirable Criteria

• Relevant qualification in the effective management of volunteers.

• Access to transport to enable the duties of the post to be fulfilled.

• Experience of working in a fundraising or income generation environment.