JOB DESCRIPTION

POST: / Coordinator - Volunteer Programme Team / DEPARTMENT: / Marketing, Communities & Legacy
REPORTS TO: / Head of Volunteering / DIRECT REPORTS: / NA

Location:Hull Old Town

Contract Type:Full time until 31 January2018

PURPOSE:

In 2017 the eyes of the world will be on Hull as it becomes UK City of Culture.

Hull UK City of Culture 2017 Ltd has been set up to produce 365 days of transformative culture during 2017 through a range of diverse cultural events and activities.

To help us deliver this ambitious project our volunteer programme will attract, train and deploy a team of 4,000 volunteers across all aspects of the initiative, with roles ranging from visitor welcome to backstage and production.

Helping achieve our volunteering objectives the Volunteer Team Administratorwill workassisting the planning and delivery management team for all volunteer aspects of the Hull 2017 programme, including promotion, engagement, interview, training, resourcing, deployment, monitoring & evaluation and legacy functions.

We are looking for a passionate individual to energise a role that will bring about life-changing opportunities for individuals volunteering their time and skills to make Hull 2017 possible.You will be critical to a programme of work that will make a significant impact on the most high profile and prestigious events in the UK over the next few years, whilst also supporting the advancement of the volunteering infrastructure in Hull for years to come.

RESPONSIBILITIES:

Main duties will include, but are not limited to:

Volunteer Team & Programme - General Administration

  1. Act as an internal point of contact for the Volunteer Programme Team.
  2. Provide administrative support to the Head of Volunteering and Volunteer Programme Manager and other designated team member Lead Officers.
  3. Support the Programme’s interactions with all Hull 2017 departments (e.g. PR, Marketing, Digital, Education & Participation, Production and Partnerships, VHEY, Arts Dev etc.)and external consultants.
  4. Support the implementation of the administrative and management systems and databases to coordinate the delivery of theProgramme’sobjectives, and its Fit-For-Purpose, M&E and Dissolution Legacy planning themes.
  5. Undertake research and prepare reports.
  6. Draft a range of contracts and programme documents.
  7. Support the architecture and management of Volunteer support systems.
  8. Coordination of day-to-day tasks including: diary management; minute taking; travel bookings and purchasing functions.

Administrative support to the Volunteer EngagementManager across:

  1. Community targeting and engagement strategy.
  2. Application processes.
  3. Volunteer Selection Centres and interview processes.

Administrative support to the Training Strategy Lead across:

  1. Locations scoping and venue bookings.
  2. Course content and materials production.
  3. Volunteer progression through the training pathway.

Administrative support to the DeploymentTeam across:

  1. Scoping Event and Functional Area volunteer need.
  2. Attrition planning.
  3. Deployment planning and shift rostering functions.

PERSON SPECIFICATION

ESSENTIALSKILLS & EXPERIENCE:

  1. 2-3 years demonstrable programme administration experience.
  2. Strong organisational, multitasking and IT skills, including MS Office literacy.
  3. A people-person, with a demonstrable track record of building and maintaining relationships across diverse teams through excellent verbal and written communication skills.
  4. Experience of working in an office environment.
  5. The ability to efficiently prioritise and deal with changing demands within a multi-faceted team.

DESIRABLE SKILLS & EXPERIENCE:

  1. Demonstrable work within an arts, culture or other public-focussed sector.
  2. Financial administration.
  3. Programme monitoring and evaluation.
  4. Knowledge of Microsoft Project Management software.
  5. An active interest in and an appreciation of volunteering, arts and culture.
  6. Experience of articulating programme objectives in areas of high profile accountability to the public.

PERSONAL ATTRIBUTES

  1. Independent thinker, with the flexibility to adapt within a team and organisation of diverse needs.
  2. Self-motivated, positive and resilient team contributor.
  3. Logical approach to proactive problem solving and decision making.
  4. Active interest in the arts and culture.
  5. Effective time manager who can prioritise atime-bound workload under deadline pressures while maintaining a diplomatic and positive outlook.
  6. Willingness to work evenings and weekends when necessary.
  7. Desire to learn and develop.
  8. Willingness to champion our access-for-all objectives.

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