Position Description
Volunteer Coordinator
Foodbank Victoria
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S:\HR Dept\Position Description Development\Volunteer Coordinator.docx
POSITION: / Volunteer Coordinator / LOCATION: / Yarraville & Offsite as required.DIRECT REPORTS: / Volunteers
REPORTS TO: / Volunteer Manager / APPROVED BY: / Chief Executive Officer – David McNamara
DATE PREPARED: / July 2016 / CEO SIGNATURE:
PURPOSE:
Foodbank Victoria is an independent not for profit organisation that provides food relief to individuals and families experiencing hardship.With more than 80 years’ experience, we are the state’s oldest and largest food relief organisation. In times of disaster we are a leading provider of emergency food relief to Victorian communities as part of the State Government’s Emergency Response and Recovery Committee.
In 2014/15 we distributed 9.7 million kilos of food - the equivalent of over 17 million meals across metro, regional and rural communities. We work with a network of corporate and community partners to source and distribute food with the aim of helping to improve the lives of Victorians that need our support.
The Position
This role is responsible for coordinating the volunteer workforce that assists Foodbank Victoria to achieve our goals each year. This includes volunteering activity in our warehouse operations and office administration and also assisting with events at FBV such as Pop Up markets, shows, festivals, Hunger Ride, and tin rattling.
ACCOUNTABILITIES:
KEY RESULT AREA / PERFORMANCE STANDARDSVolunteer Administration / · Coordinate general volunteer enquiries received (phone, email/online, mail)
· Maintain volunteer contact database using Salesforce.
· Administer volunteer enquiries received:
negotiate & confirm dates, conduct interviews to determine suitability for work, maintain volunteer calendar, welcome arrivals/follow up non arrivals, induction, data & survey, inform of OH&S standards.
· Assist with recruiting volunteers as needed, placing advertisements, preparing volunteer position descriptions and follow through.
· Assist with placing general volunteers in activities that meet their skills and experience and provide meaningful engagement with FBV.
· Provide information to regular volunteers on expense reimbursement:
o ensure Volunteers provide Bank Details to Finance for reimbursement
o coordinate approval of expense claim forms with the Volunteer Manager in accordance with Finance department requirements.
Administer employment agency participants / · Register and assess participant’s suitability and skill set.
· Confirm work hours with Employment Agency Case Manager and continue to liaise with the employment agency on matters regarding the participant.
· Liaise with the Volunteer Manager to find appropriate regular tasks that enable volunteers to meet the work requirements.
· Assist with providing an induction to the participant prior to commencing work.
· Monitor contracts with Employment Agencies to ensure compliance is met.
Volunteer engagement / · Sign in and friendly welcome for each Volunteer
· Ensure volunteers feel valued and are given appropriate support.
· Conduct inductions as required, both on and off site.
· Conduct daily and ad hoc volunteer surveys and prepare reports as requested
· Assist with volunteer ‘Thank You’ and acknowledgment processes.
· Present information to individuals and groups as required.
Volunteer Supervision / · Assist with supervising volunteers within the warehouse and at internal and external events as required.
General Administrative Support / · Complete administrative functions across the People and Culture department as required in line with skills and experience.
Self-management / · Positive participation in regular team meetings
· Inform team members and other departments of relevant information as appropriate.
· Willingness to undertake training and development opportunities as appropriate.
· Effective time management and organisational skills demonstrated through ability to meet deadlines.
· Demonstrate the Foodbank Victoria values of empowerment, accountability, respect and integrity in all work activities.
Authorisation Level / · Prior approval from your manager is required for any single purchase or financial commitment of $50 or more and/or any monthly purchase or financial commitment. In the absence of your Manager, approval of the CEO or two department managers is required.
· All employment decisions must be approved by the CEO.
Physical Requirements / · Ability to perform standard office based tasks including computer use.
· Ability to stand and walk for extended periods of time.
· Ability to lift items approximately 10k weight.
KEY PERFORMANCE INDICATORS:
PERFORMANCE & WEIGHTING / INDICATOR / MEASURES1. Achievement of Key Results / · Volunteers experience a high level of satisfaction during their time at Foodbank Victoria.
· Volunteers are able to effectively contribute to Foodbank’s work through provision of clear instructions.
· Volunteers are provided with effective safety information to enable them to perform work without risk of OHS incidents.
· Volunteers are provided with relevant information to advocate for Foodbank within their communities.
· Enquiry handling standards are understood and maintained
· Administrative functions are fulfilled as required.
· Maintain contacts database (Salesforce) accurately
· Maintain survey monkey data.
· Produce reports from FBV volunteer data as required. / · Volunteer survey data displays evidence of a positive experience.
· Volunteers seek to repeat their experience with Foodbank.
· Volunteers are matched where possible with a satisfying task that suits their skills, experience or preference.
· All mailbox entries are actioned and cleared within 24 hours
· Volunteer database maintained accurately
· Demonstrated positive working relationships.
· Administrative tasks performed efficiently and effectively.
· Reports delivered within timeframes specified.
2. FBV Values and Policies / Ensure a safe and healthy working environment
Treat fellow staff, clients, suppliers, all others and the environment with dignity, courtesy and respect
Uphold the principles of equal opportunity and maintain an inclusive workplace free of discrimination, harassment & bullying
Accept responsibility and accountability for our actions, work performance and the use of property
Act in ways that maintain our integrity, reputation and the confidentiality of information of all stakeholders
Act in the spirit, as well as the letter, of the law and Foodbank Victoria’s policies
Report and act upon any known violations of Foodbank Victoria policies. / · 100% compliance with Foodbank Victoria’s policies and procedures.
· Take part in 1 internal workplace audit every 12 months.
· No reported breaches in confidentiality.
· All known violations of this FBV guidelines reported to line manager.
3. Team Performance / Provide a flexible and stimulating workplace that encourages honest and effective communication
Nurture a culture of mutual trust, support and encouragement where everyone’s contribution is recognised equally
Commit to the achievement of Foodbank Victoria’s goals and objectives in a manner that promotes enjoyment and satisfaction in our work
Celebrate excellence
Act and communicate ethically with all stakeholders
Adhere to ethical purchasing procedures
Avoid all conflicts of interest / · >90% Team meetings attended
· Training programs are achieved
· Review discussions completed
BEHAVIOURAL COMPETENCIES:
/REQUIRED (yes/no)
/PRIORITY (H,M,L)
Conceptual Thinking – Considers how things fit together. Sees patterns or trends, makes the complex simple. / Y / MActing Decisively- Takes action despite obstacles. Makes decisions quickly and in a crisis. / Y / H
Strategic Orientation – Understands, contributes to and aligns work/priorities to strategic business strategies. / N
Focus On Improvement – Sets and works to meet stretching goals. Makes improvements to systems and own work methods. / Y / H
Impact And Influence – Knows own impact and able to persuade others and build alliances. / Y / H
Customer Service Orientation- Takes personal responsibility for customer satisfaction. Addresses customer needs. / Y / H
Leadership – Promotes team effectiveness. Facilitates involvement, removes roadblocks and shares a compelling vision. / Y / H
Developing And Coaching Others – Gives guidance and feedback. Creates development opportunities and helps others to grow and develop. / N
Self-Management – Knows own reactions and feelings, able to respond calmly and manage stress effectively, operates with honesty and integrity. / Y / H
Teamwork and Co-operation – Co-operates and participates positively in the team. Values and encourages others input. / Y / H
Commercial Acumen- Understands key business drivers and market place. Able to anticipate trends. Seeks to broaden own knowledge. / N
Flexibility – Looks for alternatives, tries new methods, learns new skills and takes on different roles. / Y / M
KEY SELECTION CRITERIA:
QUALIFICATIONS / EXPERIENCE / COMPETENCIES· Hold and maintain a current driver’s license and be prepared to drive.
· Professional development training undertaken.
· Willingness to undertake a criminal record check
· Willingness to work outside of normal work hours to assist with events. / · Demonstrated administrative experience.
· Experienced in providing exceptional customer service.
· Experience with public speaking and comfortable presenting information to groups.
· Proficient with MS Office products, survey monkey and database management, preferably Salesforce.
· Experience working with a volunteer workforce.
· Confident liaising with people at all levels in an engaging, friendly and approachable manner. / · Seeks feedback and responds appropriately
· Copes with change, effectively
· Takes initiative
· Works hard to meet and exceed accountabilities
· Makes others feel valued
· Is reliable, consistent and fulfils commitments
· Maintains confidentiality
· Works collaboratively
· Plans and organises work efficiently and effectively
· Understands our markets.
· Identifies opportunities to grow or improve the organisation.
· Resourceful.
· Innovative
I have read, understand and agree to this position description:
Name:
Signature:
Date:
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S:\HR Dept\Position Description Development\Volunteer Coordinator.docx