St Pauls Carnival (Bristol) CIC

St Pauls Carnival (Bristol) CIC

Volunteer Co-ordinator Role Profile

March 2018

Job Description

Job Title / Volunteer Co-ordinator
Post Objective: /

Responsibility for the strategic overview of the volunteer programme and its growth and development within the organisation.
To grow the number of active volunteers to 1000,matched to the organisation’s requirements
Ensure that the volunteer programme adheres to best practice in all areas.

Reports to: / The Managing Director(Julian Davis)
Direct Reports: / None.
Key contacts: / Managing Director
The Event Manager
Community Liaison Officer
Procession Co-ordinator
Location: / St Pauls
Hours: / Contract
Salary: / Day rate
Start date: / April 2018

Key Tasks

Leadership

To be the direct contact with the CIC Carnival board regarding volunteers and volunteering policy
To be the spokesperson on behalf of Carnival in relation to volunteer policy and coordination
To have regular meetings with the Managing Director, Event Manager and any other required personnel.
To manage a high volume of volunteer applications and oversee their processing
To respond promptly to any queries or issues raised in relation to volunteering

Operational Excellence

To establish the principles and design the processes, policies and procedures to recruit, induct, develop, train, support, reward and retain large numbers of volunteers
To develop a viable means to acknowledge, accredit and/or reward volunteers
Develop the volunteer training plan
To effectively oversee administration for the recruitment, training and induction of new volunteers.
To ensure compliance with applicable legislation and requirements of the relevant authorities.

Community, Stakeholder, and Audience engagement

To manage all communications regarding volunteering
To respond to any enquiries from the general public.

Event Management and production

To liaise with Carnival committees and co-ordinators to ensure adequate numbers of appropriate volunteers are allocated as required
To follow up on actions points from debriefs, internal meetings and meetings with agencies and authorities.
To prepare a report following the event setting out areas for improvement for the next year’s event.

Communicationsand Marketing

To communicate the current status and progress of applications and allocation of volunteers to the Managing Directorand the CIC Board.
To work with the Managing Director and Communications Sub-committee to advertise volunteer vacancies and encourage applications
To communicate any difficulties or obstacles in relation to volunteers to the Managing Director promptly.
To attend meetings with authorities on behalf of the Carnival.
To prepare and maintain a volunteer contact database.
To ensure that those staff, contractors and volunteers involved in supervising and managing volunteers are kept informed of the systems in place

Finance and fundraising

To provide costings for and ensure provision, where agreed, of any rewards for volunteers
To manage any volunteer expenses and liaise with the Treasurer to ensure the costs do not exceed the budget allocation for volunteers.
To report any unanticipated costs to the Treasurer and Managing Director.

Person Specification

Essential:

Experience of managing large numbers of volunteers
Demonstrable ability to develop and implement volunteer strategy
Knowledge of current trends and new practices in volunteering
Previous experience of delivering training.
Experience of using databases to run reports and manage processes
Experience and gravitas to operate with colleagues at a senior management level.
Strong relationship building skills, with experience of operating across a diverse range of stakeholders.
Effective leadership and coaching skills. Experienced in developing engaged and high performing teams, network of contractors, and volunteers.
Ability to prioritise and manage workload, use initiative, and meet deadlines without supervision.
Experienced in Planning, Project delivery, event management, and budget management.
Excellent communication, interpersonal and commercial skills.
Ability to deal with sensitive and confidential issues using discretion and diplomacy.
Business and commercial acumen, and able to communicate financial status of operations and highlight key areas of focus.
Computer literate, experienced in use of MS office / Office 365 or similar and other related computer skills. St Pauls Carnival (Bristol) CIC operates a BYOD policy for non-employed staff. Therefore, it is a requirement that all operational staff that are not employed by St Pauls Carnival (Bristol) CIC will have a device that has all the applications and components necessary to carry out their role’s required functions, whilst working for the St Pauls Carnival (Bristol) CIC.

Desirable:

Worked in an African Caribbean Carnival, Social Enterprise, arts organisation, Community Interest Company (or similar) and there by able demonstrate good cultural awareness and appreciation.
Carnival / Arts / Outdoor events background.
Personal experience of African Caribbean culture and of carnival.
Artistic direction skills and experience.
Experience of social enterprise.
Event management experience.
Previous experience of Marketing Publicity and PR.
Previous experience of planning and delivering events.
Previous experience of working with volunteers.
Knowledge and experience in fundraising and grant application.
Experienced in commercial and event risk management.