POSITION DESCRIPTION

POSITION TITLE: Volunteer and Outreach Program Coordinator

BRANCH: State Office

LOCATION:Wynnum

STATUS:

VOLUNTEERPERMANENT(35HRS P.W.) CASUAL

HOURS OF WORK:8.30 am - 4.00 pm Mon - Fri

(the span of hours may be varied by consent)

CLASSIFICATION/SALARY: by agreement

INCUMBENT:vacant

(Name)(Date)

AUTHORISED BY:Andrew O’BrienGeneral Manager

(Name)(Position)

DATE: 27 /11 /2015

  1. PURPOSE

To ensure, within the Mission, Policies and Procedures of Rosies Youth Mission:

-Manage all recruitment, induction, certification, attendance, and recognition of volunteers is properly undertaken in a timely, effective and professional manner in line with individual Branch requirements

-Devise and implement engagement strategies and programs to manage any surplus volunteer enquiries

-Develop and implement monitoring processes for outreaches to ensure conduct within mission objectives and legislative requirements, including responsibility for WH&S and training

-Develop outreach programs and associated policies and procedures in line with approved mission strategies and individual Branch requirements

-The provision of timely, complete, and accurate volunteer and Outreach information

-Provide support to Branch Coordinators including guidance on implementation oforganisational and legislative requirements and volunteer programs

-Routine administrative tasks of the state Support Office are completed in a timely and accurate manner.

  1. REPORTS TO

General Manager

  1. COORDINATES WITH

This role is a key support for Branch Coordinators to enable them to manage their outreaches and volunteers

Work collaboratively with the Marketing & Fundraising, Communications and Financial functions

  1. SUPERVISES

Administrative volunteers operating at the State office

  1. KEY TASKS/ACTIVITIES INCLUDE:

Given the large outreach activity and volunteer base, the design, implementation and ongoing use of modern technologies is fundamental to the role.

  1. Organisation-wide Volunteer Management

NB: This function requires strong collaboration with Branch Coordinators who have responsibility for selecting, training and managing volunteers.

  1. the procurement, implementation and management of a web-based Volunteer data-baseand ensure alignment with other organisaitonal systems including eTapestry
  2. Volunteer enquiry strategy and management policies and procedures
  3. Volunteer Recruitment processes
  4. Volunteer induction coordination
  5. Volunteer certification
  6. Blue card
  7. Others as appropriate
  8. Volunteer RecognitionProgram
  9. Vounteer outreach program design development and implementation
  10. Volunteer management reporting
  11. Office Volunteer supervision - Recruit and manage volunteers to support the administrative functions of the State office
  1. Outreach development and support
  2. In collaboration with Branch Coordinators,
  3. analyse local community and patron needs
  4. assess available support services e.g. foodbank
  5. identify key stakeholder requirements
  6. develop outreach programs for approval
  7. develop policies and procedures
  8. provide guidance and support on outreach implementation
  9. maintain knowledge of volunteer trends and legislative requirements
  10. Provide operating guides and ongoing program supportto Branch Coordinators including operating manuals and refresher training
  11. Develop and coordinate a Team Leader training program
  12. Outreach records management and reporting
  1. Workplace Health and Safety
  2. Preparation and implementation of ongoing WH&S Program
  3. Coordinate WH&S audits
  4. WH&S reporting
  1. Executive reporting
  2. Develop and implement comprehensive reporting systems for the General Manager and Board to facilitate informed decision-making and management
  3. Prepare reports for legislative purposes as required
  1. Office Administration
  2. Ensure adequate volunteer support to undertake:
  3. Reception – phone, email and in person
  4. In-kind donations to State office - receive, store, distribute and record
  5. Correspondence - ensure processing of incoming and outgoing correspondence – post and email
  6. Donations received by mail - ensure moneys received in the post are banked in accordance with procedures and timeframes established from time to time
  7. Data-entry into volunteer and other data-bases including eTapestry as requested
  8. Record keeping
  9. maintain incident register
  10. maintain records of other activities as requested
  1. Contribution to organisational culture
  2. Contribute to broader organisational
  3. Demonstrate leadership in developing positive relationships and a service-oriented culture
  4. Contribute to multi-disciplinary projects
  1. PERFORMANCE INDICATORS INCLUDE:
  1. Positive experience of volunteers engagement with Rosies processes
  2. Accurate and timely processing of volunteer certification and placement
  3. Contribution to outreach development through collaboration, analysis and reporting skills
  4. Quality of procedures, manuals and training material
  5. Compliance with WH&S legislative requirements
  6. Accuracy and completeness of records
  7. Client (Branch Coordinators) satisfaction
  8. Timely advice and reporting to General Manager
  9. Contribution to cohesiveness of State Office team
  1. SELECTION CRITERIA
  1. Skills and/or experience:
  2. Knowledge of statutory requirements and industry trendsforvolunteering;
  3. Knowledge of Rosiesmission, programs, policies and activities;
  4. Sound knowledge of CRM systems and office software and technology;
  5. WH&S management
  6. Strong organising ability
  7. Attention to detail
  8. Sound interpersonal skills
  9. Sound analytical and report writing ability
  10. NFP experience valuable
  1. Qualifications, licenses, certificates, relevant training
  2. Degree level qualifications in social services, business or other suitable field
  3. Open driver’s licence (preferably manual)
  1. Personal attributes/characteristics:
  2. commitment to Catholic Social teachings and Oblate mission
  3. willingness to participate in ongoing spiritual formation and competency training
  4. At all times demonstrate the espoused spirit and principles of Rosies as promulgated by the Board and General Manager
  1. DELEGATIONS

Decision Making

Is the position holder expected to:

(i)Resolve issues

YESNO

If yes, please give example(s):

  • Correct volunteer legislative requirements
  • Data files

(ii)Make decisions after discussion with the General Manager?

YES NO 

If yes, please give example(s):

  • Engage & delegate work to Admin Volunteers and Work Experience students

(iii)Make recommendations to General Manager?

YES NO 

If yes, please give example(s)

  • Volunteer recruitment processes
Operating Environment

Accountable for budgeted expenditure?

YES NO 

If yes, describe nature and size of budget

Subordinate Staff

Does this position have subordinate positions/roles reporting to it?

YES NO 

If yes, how many?

Approximately 10 volunteers

Would the person in this position be responsible for the on-job performance of these subordinates?

YES NO 

Relativities

What other position(s) operate at the same level of responsibility.

NOT APPLICABLE

Rosies Youth Mission Inc.
Page 1 of 5 / Employment Guideline Manual - Draftas at March 2015