Post Title : Programme and Volunteer Coordinator (PVC)

Job Description

Post Title : Programme and Volunteer Coordinator (PVC)

Purpose of job : To provide the smooth running of the Student-Host programme and the HOST office.

Reports to : Deputy Chief Executive (DCE); Chief Executive (CE), in the absence of the DCE

Main responsibilities

The Programme and Volunteer Coordinator is responsible for providing administrative support to volunteers, students, senior management and the general maintenance of the charity’s offices. The job includes:

·  Registration and administration of all volunteers and institutions

·  Organisation and maintenance of office equipment and stationary.

·  Assisting DCE with recruitment, induction and supervision of office volunteers.

·  Assisting DCE and CE with specific projects.

·  Coordination of administration and developing good relations with the key contacts at institutions and volunteers

And such other duties as may be identified from time to time by the DCE or CE.

Tasks:

The tasks will change from time to time but will include the need:

·  To be responsible with volunteer Regional Organisers (ROs) for all applications of students and ensure that all authorised student applications are placed

·  To assist the DCE in HOST promotion in various capacities, including event attendance and organisation, and distribution and contribution to newsletters.

·  To register and update all volunteer and Subscribing Institution details on all HOST systems e.g. telephone speed dial list, master list, boards etc. and open files for all these individuals under the supervision of DCE.

·  To be responsible for the supervision, induction and training of office volunteers, in consultation with the DCE

·  To handle all student and host administration in consultation with DCE.

·  To work with DCE and CE in updating all volunteer induction files and to contribute to volunteer induction.

·  To assist with basic financial administration as required.

·  To monitor and produce statistics for internal and external use

·  To organise and maintain electronic and manual filing systems.

·  To be responsible for all IT and non-IT updates

·  To provide general IT support to ROs, especially in areas such as use of the HOST databases, Word, etc.

·  To deal with general host enquiries, pass on to ROs and update appropriate lists.

·  To undertake office coordination responsibilities, including IT, stationery, furniture, equipment, maintenance, insurance, rent, cleaning, etc.

·  To liaise with printers on all aspects of sending of PR materials to subscribing institutions as required.

·  To deal with purchase of small equipment in consultation with DCE.

·  To ensure the Office Working Manual is updated and new procedures are included as required

·  To develop a working relationship with ROs to enable them to perform their tasks effectively

·  To act as Health & Safety and First Aid Officer and to ensure that all staff understand their individual and collective responsibilities for security, safety and well being

·  To update Employee Handbook where appropriate, including liaising with CE on new policies/statutory legal requirements

·  To deputise for any other member of the team and provide “handover” to other staff as required

·  To contribute pro-actively to all elements of HOST’s work; suggest improvements and new initiatives.

·  To assist in the organisation of the HOST biennial conference.

·  To attend team meetings, HOST events and the HOST Annual Conference.

It is essential that this post is available to work occasional evenings and weekends.

SA29.04.16