Volunteer Coordinator

Role and Benefits of a Volunteer Coordinator

What is a Volunteer Coordinator?

A Volunteer Coordinator helps manage the volunteers in a club. In small clubs, the position could be filled by one person or, in larger clubs, by a team of people, each with defined tasks. For example, a team of three might divide the role into the following tasks:

  • finding and inducting new volunteers
  • recordkeeping and formal processes
  • recognising volunteers and succession planning.

OR

  • coaches
  • officials
  • other volunteers.

Volunteer Coordinators(or teams)benefit clubs by:

  • breaking down volunteer roles into smaller roles or tasks
  • acting as a designated person to support volunteers
  • helping increase the number of volunteers
  • assisting in the retention of volunteers
  • protecting the club by ensuring that club policies and procedures are followed
  • assigning tasks and spreading the workload among volunteers to prevent ‘burnout’
  • maintaining clear communication channels with the committee or board
  • ensuring volunteers feel valued and supported.

The role of a Volunteer Coordinator(or team)may include:

  • ensuring clubs have the appropriate policies and procedures to support volunteers
  • promoting volunteer opportunities and attracting volunteers to the club
  • identifyinga complete list of volunteers required for the club
  • identifying roles and responsibilities of volunteer positions
  • recruiting volunteers and matching them to specific roles
  • selecting and screening volunteers
  • inducting new volunteers
  • identifying training opportunities
  • recognising and rewarding volunteers
  • keeping records and documenting relevant information on volunteers
  • ensuring a future for the club by developing volunteers to take on future roles within the club (succession planning)
  • maintaining good communication channels between volunteers and the rest of the club.

Volunteer Coordinators(or teams) may also be involved in:

  • season planning
  • resolving conflict
  • working with the secretary to organise volunteer rosters and maintain records
  • submitting regular reports to the club/group committee
  • developing a policy on volunteering in conjunction with the rest of the club
  • ensuring that volunteering is addressed in the club’s strategic plan.

Add to Action Plan(see templates for assistance):

Determine what your club’s Volunteer Coordinator or team will look like

Develop role description/s for club Volunteer Coordinatoror team

Structure of the Volunteer Coordinator Position(s)

Our club will structure the position of Volunteer Coordinator as follows:

Volunteer Coordinator Role Structure
Options:
One person to take on the role and become a member of the Executive Committee.
Duties: See role description.
OR
Our club will divide the volunteer coordinator role into three positions. The three people will meet regularly and be guided by the committee.
Duties will include:
Team member 1:Maintaining policies and procedures, conducting needs analysis, developing role descriptions, keeping records and succession planning, etc.
Team member 2:Volunteer promotion; attracting, recruiting and screening volunteers; assigning buddies; facilitating orientation and providing orientation manuals, etc.
Team member 3:Organising volunteer recognition, specials events, rewards, grants and training and ensuring volunteer well-being, etc.
OR
Coaches: Duties….
Officials: Duties….
All other volunteers: Duties…. etc
OR
Other delineation of tasks to suit your club and the number of people on the Volunteer coordinator team

Volunteer Coordinator Role Description (EXAMPLE only):

(Split the tasks if there is more than one Volunteer Coordinator).

Role/Title / Volunteer Coordinator
Example
Duties and
responsibilities /
  • Develop or ensure club has the appropriate policies and procedures to support volunteers (with the help of the committee).
  • Promote volunteer opportunities and attract volunteers to the club.
  • Identify a complete list of volunteers required for the club’s general operation and for special events.
  • Identify roles and responsibilities of volunteer positions.
  • Recruit and recommend the appointment of volunteers to roles.
  • Select and screen volunteers.
  • Organise orientation of volunteers.
  • Identify training opportunities.
  • Create volunteer rosters and keep records of volunteers. Document relevant information.
  • Make volunteers feel recognised, needed, rewarded and supported.
  • Develop volunteers to take on future roles within the club (succession plan).
  • Maintain good communication channels between volunteers and the rest of the club.