AGE UK EAST SUSSEX JOB DESCRIPTION

TITLE: Volunteer Co-ordinator

LOCATION: Based at Age UK East Sussex Eastbourne Office but travel to other Age UK East Sussex premises and other venues will be required on a regular basis

HOURS: 35 hours per week RESPONSIBLE TO: Finance and Resources Director

RESPONSIBLE FOR: Central Services Volunteers

SALARY: £25,000

______________________________________________________________________

PURPOSE OF THE POST:

To support the Finance and Resources Director in developing and delivering a comprehensive, innovative volunteering programme on behalf of Age UK East Sussex, to include the promotion of a diverse range of volunteering opportunities and the recruitment, induction, development and support of volunteers throughout the organisation.

Including, but not limited to, providing general day-to-day support across the organisation in relation to the following volunteer matters:

Recruitment and Selection; Terms and Conditions of Volunteering; Training and Development; Volunteer Policies and Procedures; Volunteer Relations matters; Continuing accreditation of Volunteer Quality Standards. General Volunteer Administration and other Volunteer related matters as

required.

All in compliance with statutory obligations and best practice.

DUTIES AND RESPONSIBILITIES:

Programme Development and Delivery:

1. To work closely with the Finance and Resources Director to plan, prioritise, develop and deliver an agreed Volunteer Strategy, which responds flexibly and positively to the changing local and national working environment.

2. To work with the Senior Management Team to communicate the volunteering programme and to ensure that volunteering is a key focus within all departments.

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3. To work closely with the Commercial Relief Manager to ensure commercial volunteer recruitment targets are met in a coordinated organisational wide method.

4. To work in an inclusive way with other charity staff and volunteers to ensure the effective and efficient delivery of the volunteering programme across the charity as a whole.

5. To collaborate with relevant managers, staff and volunteers to develop within the programme a wide range of flexible volunteering roles suitable for all ages, skills and levels of commitment.

6. To engage with others to undertake ongoing evaluation of the volunteering programme, recommend and implement improvements where necessary.

7. To develop and pursue, in line with programme development, new opportunities for volunteer recruitment and retention in liaison with the Finance and Resources Director and HR and Development Manager.

8. As part of the programme development, work closely with the HR and Development Manager in the development of an effective induction process for volunteers.

9. As part of the programme development, to review and update where needed all relevant Age UK East Sussex volunteer Policies and Procedures relating to volunteers.

10. Identify and implement a new Volunteer Database system.

GENERAL:

11. To lead on all aspects of the day to day administration of the volunteer programme.

12. To increase the charity’s volunteering profile with key partners through participation and attendance at meetings and events.

13. Maintain accurate records of volunteering activity, preparing monthly, quarterly and annual service delivery statistics and updates for the Board and Senior Management Team.

14. To handle all volunteer enquiries and other matters on behalf of Age UK East Sussex and deal with them in accordance with all relevant policies and procedures.

15. To ensure that all volunteer practices meet all organisational quality standards and legal requirements.

16. Lead on the administration, maintenance and renewal of the Investing in Volunteers Quality standards with the support of the Finance and Resources Director.

17. To ensure volunteering actively supports fundraising, campaigning, service delivery, charity events, community activities and the back office functions of the charity.

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18. Both lead and support in the organisation of Volunteer events as required.

19. Maintain a database of accurate and up to date volunteering role descriptions.

20. To lead on the recruitment and support in the selection of volunteers, including advertising, supporting in the creation of role descriptions, supporting on any recruitment processes and the relevant administration and assisting in the interview process where required.

21. To work closely with the HR Department to ensure that the recruitment and selection of volunteers is managed safely and effectively and follow proper recruitment procedures including initial meeting, reference checks, DBS checks, induction and issue of ID badges.

22. To work closely with the Senior Management Team and HR Department to ensure that volunteers are given the appropriate training and support to be successful in their volunteering role and to meet statutory responsibilities.

23. Administration and co-ordination of the relevant volunteer training systems and records.

24. Support the HR Manager on matters relating to volunteer disciplinary / grievance / attendance management and capability.

25. To work with the Finance and Resources Director and Facilities Manager to ensure the appropriate management of Health and Safety processes relating to volunteering.

26. To maintain all relevant Age UK East Sussex volunteer Policies and Procedures relating to volunteers.

27. Take lead responsibility as systems administrator and organisational trainer for the Volunteer Database System once identified.

28. Manage and maintain volunteer agreements, electronic personnel files and data on the Volunteer Database System and other volunteer information as necessary, adhering to AUKES Data Protection Policy and Procedure.

29. To identify and implement formal and informal ways of recognising and celebrating the contribution of volunteers to the organisation, including the co-ordination of the Volunteer Award process and length of service badges for distribution at event.

OTHER:30. To work within the policies, procedures and quality frameworks adopted by Age

UK East Sussex with particular attention to equal opportunities, data protection/confidentiality, safeguarding and health and safety requirements.

31. To undertake relevant training as required by the organisation and agreed with your line manager.

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32. To be an Ambassador for the Charity, positively promoting the organisation and its services at all times.

33. To undertake other such responsibilities and duties as may be reasonably required by your line manager within the level and grading of the post and to work flexibly as required.

Age UK East Sussex reserves the right to review this job description from time to time to best suit the changing nature of the role in line with service needs. Any changes to this document will be made by mutual agreement.

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AGE UK EAST SUSSEX PERSON SPECIFICATION

VOLUNTEER COORDINATOR

Requirements Essential/Desirable How Assessed

Education/Qualification

Minimum Level 3 qualified (e.g. A’ level, AS level, NVQ 3)

E

GCSE (or equivalent) grade C or above in Maths and English.

E

Professional qualification or degree/diploma in a relevant field such as Human Resources.

D

Project management qualification (Prince 2, PMP, CSM)

D

Experience Experience of recruiting, training and managing staff or volunteers in a similar environment.

E

Experience of commissioning relevant, suitable staff or volunteer training.

E

Experience of working with and developing relationships with external stakeholders.

E

Experience working in a generalist HR environment, to include administration of recruitment and training at all levels

D

Experience of supporting managers across a variety of departments at different levels.

E

Experience in the development of and using an HR/Volunteer system/database.

E

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Requirements Essential/Desirable How Assessed

Experience of undertaking and supporting on staff or volunteer relations matters

D

Experience of working within Disclosure and Barring System/Safeguarding protocols.

E

Experience of handling sensitive and confidential information

E

Experience in the management of Quality systems, such as Investing in Volunteers

E

Experience in the creation and management of staff or volunteering policies and procedures.

E

Experience in the creation and management of staff or volunteer wellbeing, reward and recognition schemes

D

Knowledge Up to date knowledge of HR best practice

D

Equality Act 2010 and equality, diversity and inclusion best practice in the workplace.

E

Understanding of HR Services and the contribution that they make to an organisation.

E

Data Protection and GDPR provisions relating to personal data and information.

E

Understanding of Volunteers and Volunteering and the contribution that this makes to an organisation.

E

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Requirements Essential/Desirable How Assessed

Project management and research methods.

E

Demonstrable understanding of safeguarding issues and the management of risk

E

Skills and Abilities

Excellent administrative skills. E

Able to maintain confidentiality.

E

Excellent written and verbal communication skills.

E

Excellent interpersonal skills, with the ability to deal with people at all levels.

E

Excellent presentation skills including the ability to engage a range of audiences.

E

Ability to effectively build and maintain good working relationships.

E

Strong analytical skills. E

Ability to effectively multi-task, to meet deadlines and to priorities conflicting deadlines.

E

Accurate with impeccable attention to detail.

E

Ability to work independently but also to be team focussed.

E

Competent user of Microsoft Office applications, especially Word, Outlook and Excel.

E

Competent user of Access and other Databases.

E

Excellent organisational and time management skills.

E

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Requirements Essential/Desirable How Assessed

Other Demonstrable commitment to continuous professional development.

E

Ability and willingness to travel throughout East Sussex and to work flexible hours on occasion in order to meet the demands of the role.

E

Empathy with others. E

Flexible and adaptable to change.

E

Tactful, diplomatic, discreet and approachable.

E

Proactive, self-motivated and able to demonstrate initiative.

E

An understanding of and commitment to the importance of supervision of self and others and the benefits of reflective practice.

E

A commitment to organisational growth and development and a willingness to contribute to bids, tenders and funding opportunities.

E

I confirm that I have received and read the above Job Description and Person Specification.

As an employee of the Charity, I understand the duties and responsibilities assigned to me. Furthermore, I understand that these are intended as guidelines and may change over time, as necessary. From time to time, I understand I may be asked to perform duties and undertake responsibilities that are not specifically set out in my job description but are suitable for my role and level.

Employee:

Name............................................................................................................................

Signature........................................................................................................................

Date...............................................................................................................................

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