Job description

Job Title: Volunteer and Communication Co-ordinator

Salary: £24,905.66

Hours: 35 hours per week

Responsible to: Resources Manager

This post is made up of two distinct areas of work comprising of volunteer management and communications work. It is anticipated that time will be divided in the following way: volunteer management 3.5 days per week and communications work 1.5 days per week. However there is room for flexibility and the post holder will be expected to prioritise their work accordingly in order to meet relevant deadlines.

Summary of post:

  • Promoteand run Centre 404’s volunteer programme; manage the recruitment process for all new volunteers, facilitate a smooth transition throughout their placement, organise the provision of adequate training and support, and maintain project records in line with Investing in Volunteers framework
  • Co-ordinate the production, distribution and development of Centre 404’s quarterly newsletter
  • Co-ordinate the production of Centre 404’s Annual Review and organise the Annual General Meeting event
  • Maintain Centre 404’s website and assist with updating social media
  • Facilitate and/or support fundraising functions and events and any other activities requested by the Resources Manager or Chief Executive

Volunteer Management

  • Promote and advertise volunteering opportunities at Centre 404 and manage the recruitment and appropriate placing of volunteers within relevant service areas
  • Provide a comprehensive induction for all new volunteers and organise an initial training programme based on the needs of the volunteer and role
  • Provide ongoing support for all volunteers throughout their recruitment, training and placement phase including providing supervision sessions
  • Take action to recruit volunteers from a diverse section of society in particular those with a learning disability and family carers, and take into account the ranging needs of volunteers especially those with additional support needs ensuring systems are in place to offer additional support where required
  • Oversee the runningof a weekly group for volunteers with learning disabilities (currently this includes the summer garden project and the winter admin & social media project)
  • Liaise with the Garden Committee about the development of the Centre 404 garden
  • Ensure that relevant Centre 404 policies are adhered to including Data Protection, Safeguarding, Health and Safety, Professional Boundaries and Equal Opportunities
  • Provide annual training and support for staff to ensure they are aware of volunteer policies and procedures and of their role in supporting volunteers
  • Work with senior managers and teams to develop new volunteer roles as and when needed
  • Ensure that all volunteer policies, procedures and handbook, including good practice guidelines are in place and adhered to in line with relevant legislation and Investors in Volunteers framework
  • Develop systems to monitor the project, collate statistical information and evaluate feedback from volunteers and service users
  • With support from the Resources Manager monitor the volunteer project budget
  • Source and apply for funding for the Volunteer Project with the support of the fundraiser and write annual monitoring and evaluation reports, project reports and maintain good communication with funders, partner agencies and other relevant stakeholders to ensure the continuation of the project
  • Organise two volunteer celebration events per year providing people with an opportunity to meet others and be recognised for their contribution

Communication Work

Newsletter

  • Co-ordinate the production of Centre 404’s quarterly newsletter, including writing and editing articles for publication and ensuring deadlines for articles, information, proofing and printing are met
  • Liaise with senior managers and teams to agree on material for articles and information for inclusion in forthcoming issues
  • Work with service users to support and encourage them to contribute in the development of articles

Annual Review

  • Co-ordinate the production of Centre 404’s annual reviewand liaise with external design agency, photographers and senior managersfrom consultation and development stages through to finalising design and content, print and distribution in time for the AGM

Annual General Meeting

  • Organise the AGM event with support from the Central Team; ensuring that invitations go out on time, liaise with Board of Trustees and Chief Executive to finalise schedules, co-ordinate other staff members and oversee the smooth running and clearing up of the event on the day

Website and Social Media

  • Work with other designated colleagues to maintain and update the Centre 404 website, ensure that teams are updating sections and news and that events are regularly updated
  • Liaise with the Resources Manager and volunteers/external professionals to develop the site as and when needed
  • Updatethe organisations social media (including the volunteer blog, twitter and Facebook)

Other

  • Attend and take minutes at the Information and Marketing Working Group
  • Update Centre 404’s photo library and ensure that a visual record of services and activities is kept and updated for use in promotional literature and reports
  • Assist with the design and production of information leaflets and materials to promote the work of centre 404
  • With support from the Resources Administrator recruit and keep in touch with people to take part in sponsored events, this includes assisting them with setting up an online donation page and from time to time attending the fundraising events
  • Work with the Finance Administrator to monitor and record online donations, ensuring statements are recorded and money has been received each month
  • Work with the Resources Administrator to ensure that all sponsored event participants and donors receive thanks for their contribution

General

  • Adhere to all Centre 404 policies and procedures and to the requirements of funding organisations
  • Promote and adhere to Centre 404 Equality and Diversity mission and Equal Opportunities Policy and contribute to an accessible and welcoming work environment
  • Maintain confidentiality of information relating to service users, volunteers, staff and any sensitive issues relating to the work of the organisation
  • Contribute to your personal and professional development by attending regular support and supervision sessions and training as identified by your line manager in relation to your role and responsibilities
  • Assist and supervise volunteers where required and adhere to Centre 404 values in relation to supporting volunteers
  • Be flexible and available to work evenings and weekends in accordance with the needs of the post and the organisation as a whole
  • Attend staff meetings and other committees when requested
  • Aim to meet targets as set and agreed with your line manager in relation to your personal development
  • Attend the annual AGM, fundraising functions, events and staff away days as required. Time off in lieu will be given for activities outside of normal working hours
  • Undertake any other reasonable duties as commensurate with the aims of the post and as requested by management

Person Specification(E) Essential requirements(D) Desirable requirements

Physical/personal attributes / Willingness and ability to travel to a variety of locations for work and training purposes as required / E
Adaptable and willing to work some evenings and weekends as required within the remit of the post / E
Qualifications / Good general education including 5 GCSE at grades A-C or equivalent / E
Hold a graduate qualification or equivalent or be able to demonstrate substantial training and experience in a similar role / E
Experience / Experience of managing or working with volunteers or experience of supervising other staff or colleagues / E
Experience of working or volunteeringfor a local charity providing similar services to those of Centre 404 / D
Experience of working with children and/or adults with learning disabilitiesor family carers / D
Commitment to concepts of inclusion and diversity and ability to handle confidential and sensitive information appropriately / E
Skills/Abilities / Ability to manage, support and supervise a large team of volunteers across 4 different areas of service delivery / E
Ability to maintain effective and constructive relationships with colleagues, trustees, funders, partner organisations and other stakeholders / E
Approachable and diplomatic with the ability to communicate appropriately with a diverse range of volunteers and members (including those with learning disabilities and people from a variety of social and ethnic backgrounds) and to maintain confidentiality and professional boundaries / E
Proven ability to organise and manage a multi-layered post, prioritise, and meet targets and deadlines / E
Excellent IT skills with good working knowledge of Microsoft Office systems. Knowledge of and willingness to operate Adobe In-Design and internet content management systems such as Wordpress / E
Good administrative and writing skills and the ability to keep and maintain clear files and electronic records / E
Knowledge or experience of event co-ordination, marketing or fundraising techniques / D