Job Description

Job Title:Oxfam Trailwalker Volunteer Coordinator

Reports to:Events Operations Coordinator

Department:Engagement

Location:Oxfam New Zealand Auckland office and Taupo

Oxfam Trailwalker venue

Hours:24 / 32 hours per week

Start date and duration:7 January 2013, 3.5 months

BACKGROUND

Oxfam New Zealand (ONZ) is part of a global organisation dedicated to overcoming poverty. In a world rich in resources, we believe that poverty is an injustice that can be overcome.

Working with people caught in extreme poverty (especially in the Pacific and Asia), we provide practical support with essentials like safe water, basic education and a reliable food supply. When natural disasters or conflicts strike, Oxfam is there, not only to save lives but to help communities recover. We also ensure there’s lasting solutions by advocating for change to the structures and policies that keep communities in poverty.

The Oxfam Trailwalker (OTW) event fulfils several objectives - to engage with participants and the public to increase their awareness and engender long term support for Oxfam’s core programmes.The event relies heavily on the commitment and support of its volunteers in order to help make the event a success.

JOB PURPOSE

Organise and coordinate all aspects of volunteer involvement in the OTW during the lead up to, the actual event, and post event.

PRIMARY RESPONSIBILITIES

Pre-event preparation

  1. Manage the recruitment of volunteers, including Oxfam staff. This involves:
  2. Creating and placing recruitment advertisements to attract general volunteers.
  3. Using a range of tools (presentations, staff newsletter articles etc) motivate at least 80% of Oxfam staff to offer to work at event weekend.
  4. Preparing an online enrolment form for volunteers to use to sign up.
  5. Recordingall volunteer contact details using Raisers Edge database as they sign up.
  6. Ensuring that ONZ’s volunteer policies are communicated and adhered to at all times.
  1. Organise volunteers with roles and shift times and provide accurate, detailed job descriptions to them in a timely manner. This includes:
  2. Using the volunteer scheduling programme to track volunteer shift times and rosters.
  3. Modifying and updating volunteer job descriptions for each volunteer role where necessary.
  4. Maintaining the highest level of communication with volunteers when organising and confirming their shift responsibilitiesat the event.
  1. Educate and inspire volunteers to be positive Oxfam New Zealand ambassadors during OTW event weekend. This includes:
  • Providing volunteers with materials and stories on Oxfam New Zealand’s programs prior to event weekend to ensure they from are well informed of Oxfam’s work and purpose.
  • Plan a volunteer chill out zone during event weekend at event base that includes activities and messaging that demonstrates that we value the time they have committed.
  • Support and motivate volunteers in ways that helps them to create an atmosphere at the event weekend which optimises a positive event experience for participants.
  1. Make carpooling, accommodation and catering arrangements for volunteers and staff who are attending the OTW event. This includes:
  • Creating a staff car pooling schedule to and from the event location in Taupo.
  • Booking accommodation requirements for Oxfam staff and key volunteers.
  • Obtaining discounts from local accommodation providers to offer general volunteers.
  • Recruiting caterers for event weekend.
  • Developing a catering plan for event week and event weekend for staff and volunteers.
  1. Coordinate all aspects of the briefing process for volunteers. This includes:
  • Preparing the volunteer welcome packs.
  • Editing and update the existing event volunteer handbook.
  • Reviewing and update the PowerPoint presentation to accompany the volunteer briefing sessions to be delivered the week before event weekend
  • Managing volunteer briefing sessions.
  1. Obtain sponsored products and/or services in conjunction with the Operations Coordinator for volunteers that add perceived value to their experience.

Responsibilities at the event

  1. Set up and pack down the Volunteer Coordinator office.
  2. Greet all volunteers when they arrive to the volunteer office for their first shift and issue them their volunteer welcome packs.
  3. Manage and facilitate any volunteer briefing sessions that need to occur at the event.
  4. Checkrosters regularly to determine that volunteers have arrived and have signed-in. Follow up with volunteers who are late for their shifts.
  5. Create a positive atmosphere that ensures volunteers feel valued.
  6. Answer the Volunteer Coordinator phone and deal with all volunteer related queries.Check-in with remote volunteers e.g. traffic marshals via phone / text.
  7. Oversee the catering arrangements for volunteers.
  8. Supply road crossing marshals with high visibility vests and assist Operations Coordinator with managing this group of volunteers.
  9. Help with other duties during event week, including course marking, event base set up, pack down etc.

Post-event responsibilities

  1. Generate and email a post event survey to volunteers based on the supporter engagement plan objectives promptly after the event.
  2. Report back and evaluate the volunteer sections within the 2013 supporter engagement plan.
  3. Organise appropriate appreciation and rewards for volunteers and staff.

General

  1. Keep up to date with recording actions and outcomes for tasks allocated in the events project plan.
  2. Provide input into the post-event evaluation, specifically reporting back on all aspects of volunteer involvement at the event.
  3. Undertake any other duties that may be assigned by the Operations Coordinator or Events Manager that are in keeping with the responsibilities of the post.

COMPETENCES

Qualifications, knowledge and experience

  • Minimum of passes in Level 2 NCEA English and maths or equivalency of minimum standard of English as per INZ1060
  • Previous experience of coordinating volunteers
  • Experience of Microsoft Office applications, especially Excel
  • Experience or involvement in large scale, mass participation events
  • Knowledge of and commitment to health and safety effectiveness and protocols
  • An interest in outdoor pursuits

Professional skills

  • Good written and verbal communication skills, including a confident phone manner
  • Strong IT and data processing skills

Personal attributes

  • Maturity and confidence
  • Ability to take the initiative and to work independently
  • Flexibility, adaptability and willingness to take on a wide range of tasks
  • Results-focused and able to work under pressure and to deadlines
  • Excellent planning, organisational and time management skills
  • Disciplined approach to maintaining high levels of communication
  • Excellent attention to detail
  • Commitment to Oxfam’s values and aims
  • Able and willing to work odd hours and long hours during event weekend
  • Physically fit

TRAVEL

There will besome domestic travel, to be determined when the work plan is agreed.

Time off in lieu (TOIL)

As some additional evening and weekend working is expected, in the lead and during the OTW event weekend, time off in lieu (TOIL) will be given in accordance with the organisation’s TOIL policy.

July 20124