Executive, Volunteer Management

Job Purpose

To manage the recruitment, onboarding, and training of volunteers, ensuring a smooth induction process and ongoing development. This role focuses on coordinating volunteer programmes, facilitating group volunteering, and ensuring all logistical aspects are effectively managed to enhance the volunteer experience.

Job Responsibilities

Volunteer Induction Session (VIS)

• Oversee the planning and execution of the programme, ensuring smooth coordination with Volunteer Leaders and workgroups.

• Brief and debrief volunteers during VIS Day, ensuring effective facilitation and an organised setup.

• Set up logistics and AV a day before the event and share confirmation details one week in advance.

• Regularly update the VIS Calendar, recruit and train new volunteers, and prepare new presenters monthly.

• Co-organise quarterly presenter training and recruitment briefings.

• Organise semi-annual team bonding for the VIS Workgroup.

• Co-organise VIS Appreciation and review the effectiveness of content annually.

Volunteer Skills Training (VST) 

• Oversee the smooth execution of the volunteer skills training programme.

• Coordinate with internal teams (Volunteer Workgroup, SRC Dept) and external groups to ensure the programme's success.

• Ensure necessary resources and support are available for effective training.

• Manage event registration and logistics through the Volunteer Management System (VMS).

• Collect and analyse feedback from participants to gauge the effectiveness of the training programme and identify areas for improvement.

• Work with trainers to refine training content, ensuring it is relevant and engaging for volunteers.

• Implement a continuous feedback loop to improve future training initiatives and ensure they align with volunteer development needs.

Group Volunteering 

• Provide resources and recommend activities aligned with organisational needs.

• Serve as the point of contact for organisations interested in group volunteering, ensuring their needs are understood and met.

• Coordinate with programme leads and the organisation’s point of contact to assess the feasibility of group volunteering activities.

• Keep the group volunteering "menu" updated with relevant opportunities.

• Continually explore new avenues for group volunteering, keeping an eye on external trends, community needs, and organisational capacity to expand the range of activities offered.

Job Specifications

Qualifications and Experience

• Degree in Human Resources, Marketing, Public Relations or Event Management;

• Prior working experience in the social service sector or volunteer management would be an advantage

Additional Skills and Knowledge

• Effective Communication: Ability to communicate with volunteers, staff, and stakeholders, both verbally and in writing.

• Leadership and Motivation: Skills to inspire, guide, and engage volunteers, ensuring they remain committed.

• Organisational and Time Management: Ability to manage multiple tasks/projects, coordinate schedules, and ensure efficient use of resources.

• Problem-Solving and Conflict Resolution: Capability to address challenges and resolve conflicts within volunteer teams.

• Stakeholder Management: Build and maintain relationships with internal teams, partners, and volunteers for effective collaboration.

Desired Behavior

• Adaptability: Ability to adjust to changing situations and needs, ensuring flexibility in managing volunteers and programmes.

• Empathy: Demonstrating understanding and care towards volunteers, ensuring their needs and concerns are addressed.

• Proactive Approach: Taking initiative to identify issues or opportunities and addressing them before they become challenges.