COMMUNICATIONS INTERN

Position details

Title: Communications Intern

Location: Melbourne

Duration: TBC

Hours: 5-10 hours/week

Responsible to: Communications and Campaign Coordinator

Volunteer details

Name:

Date of Birth:

Address:.

Email address:

Phone number:

Emergency contact:

  1. Position description

This document provides the position description forthe role ofthe Communications Intern

  1. Key responsibilities

The volunteer will work closely with IDC Communications Coordinator, Leeanne Torpey,to assist with the many global, regional and domesticcommunications initiatives of the IDC; to help develop and produce key communications resources; and to manage key IDC communications contacts.

Key responsibilities will include:

  • Assisting the Communications Coordinator in all aspects of producing IDC Communications materials (newsletter, web-posts, social media, reports)
  • Conducting evaluation of Communications
  • Managing key IDC communications contacts, including media lists and areas of expertise among staff and members

Specific tasks will include:

  • Production of the monthly newsletter, the IDM
  • Maintaining the IDC website and social media
  • Remaining in regular and prompt email contact with the Communications Coordinator;

The position will follow the “Volunteer Rights and Responsibilities”as set out in Annex I.

  1. Working hours and reporting

This positionrequires a minimum of 5-10hours perweek, and will be completed from the Melbourne Office, or the volunteer’s home environment. The volunteer will report to the IDCCommunications Coordinator (“supervising Coordinator”) and should remain in regular contact with the supervising Coordinator throughout the course of the position either via email, phone, or other agreed upon mode of communication. Additionally, the volunteer and the supervising Coordinator will arrange regular meetings (normally once per week) to address questions, discuss progress, and ensure proper supervision and support. The volunteerwill be responsible for providing a weekly timesheet to the supervising Coordinator, tracking the number of hours worked, as set out in the “Timesheet” in Annex II.

  1. Letter of reference

At the end of the volunteer position, the Communications Intern will receive a letter of reference that includes the key responsibilities, activities undertaken, and total number of hours volunteered with the IDC.

ANNEX I: VOLUNTEER RIGHTS AND RESPONSBILITIES

Volunteers’ rights

  • Be provided with information about the organisation structure including staff roles and lines of accountability;
  • Be provided with information about IDC’s projects and activities;
  • Have work that is worthwhile and challenging;
  • Have the opportunity to develop both personal and work skills within their capacities and interests;
  • Refuse to undertake tasks that are unsuitable/not appropriate;
  • Take normal breaks;
  • Receive appropriate support and supervision, and basic training in office procedures and the use of machines and equipment where appropriate;
  • Have a verbal or written task or job description;
  • Have knowledge of the complaints procedure as laid out in the HR Policy;
  • Receive a reference that includes activities and responsibilities undertaken whilst working with the IDC; and
  • Participate actively and make suggestions.

Volunteers’ responsibilities

  • Become familiar will all IDC policies, especially the Child Protection Policy, the Equal Employment Opportunity Policy and the Occupational Health and Safety Policy;
  • Send a weekly email to the supervising Coordinator with the number of hours worked in the prescribed format (Appendix II);
  • Maintain a commitment and reliability and notify the appropriate person of changes in availability or when not able to come in;
  • Be aware of staff workloads;
  • Keep relevant staff member(s) appraised of progress on tasks assigned;
  • Share skills and information as appropriate;
  • Use equipment in the prescribed manner and ask for help when needed;
  • Maintain confidentiality within the work environment and outside the organisation;
  • Represent the IDC in a positive manner;
  • Clear all documents taken out of the office with the supervising Coordinator;
  • Seek authorisation from any staff member before giving out any personal or contact details; and
  • Inform the IDC of intention to discontinue working.

IDC’s rights

  • Expect volunteers to communicate with staff so that everyone can benefit from volunteers’ views and experiences;
  • Expect the volunteer to present a positive image of the organisation;
  • Be informed by volunteers of changes in availability, contact details or intention to discontinue volunteering; and
  • Be provided with an accurate record of hours worked by volunteers.

IDC’s responsibilities

Any supervising Coordinator assumes the overall support and supervision of the volunteer(s) working in their area.

  • Provide a clear description of tasks – written or verbal;
  • Give encouragement and constructive feedback to volunteers;
  • Provide supervision and training in office procedures and relevant IDC policies;
  • Respect the other time commitments of volunteers and the occasional need for volunteers to reschedule times;
  • Encourage volunteers to participate in the decision making process;
  • Provide references for future work opportunities;
  • Be committed to resolving difficulties or differences of opinion with volunteers;
  • Endeavour to provide volunteers with tasks appropriate to their capabilities and interests; and
  • Maintain confidentiality in regard to volunteer information.

ANNEX II: TIMESHEET

This form should be completed and filed at: Dropbox/IDC Admin/Volunteers/Staff Name/Volunteer Name

Volunteer Name:
Supervisor Name:
Date / Start Time / End Time / Total

I certify that these hours are a true and accurate record of all time worked during the defined period.

Volunteer’s Signature: / Date:
Supervisor’s Signature: / Date: