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CREATINGVOLUNTEER POSITION DESCRIPTIONS

Volunteer Center Training Series

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Why are job descriptions important?

The advantage of written job description is that the duties, expectations and responsibilities of both the volunteer and the organization are outlined clearly.

Writing the job description forces you to be clear about the job responsibilities, but also who is supervising and what qualifications are needed for the job.

The job description sets the tone for the professionalism expected and importance of the volunteer position.

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Why are job descriptions important?

Knowing the requirements of individual volunteer jobs in advance simplifies the selection/recruitment and management of volunteers.

A job description is part of your risk management system

Having functional volunteer position descriptions is a tool for your agency to use when a volunteer isn't working out in your agency.

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Today’s Seminar

Discussion of importance of the job description What are we trying to achieve with this

form? Important questions that we have

already answered The basics of the form Let’s start creating!

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What we already have asked Is the work meaningful? Is it useful and significant

to the agency, program and clients? Can the need for the job be explained to a

potential volunteer? Is a support framework for the volunteer program

available? Is staff willing to have the job done by volunteers? Can we identify volunteers with skills to do the

job? Will people want to do this volunteer job?

--McCurley and Vineyard

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The Volunteer Position Title

How will you identify the volunteer? The title should be as prestigious as

possible but not so overboard it belittles the position.

Have the title fit into the culture of the organization Example those that clean bathrooms at

camp vs. the White House. They may have titles with a different flavor.

Make sure the title accurately reflects the work of the position.

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Let’s Create!

Crisis Line worker Team Leader Screening coordinator Activity Assistant President of the Board of Directors Shelving Aides Family Mentor Family Housing Mentor Family Budget Mentor Tenant Assistant Dog WalkerDiversity Outreach Assistant Donations Coordinator Reading Tutor Tutor Team Leader Friendly Visitor Hospice Volunteer Elder Match Volunteer Respite Volunteer Receptionist Greeter Program Assistant Docent

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Job Objective

The “why” How this job fits into the bigger picture Add goals for the job After thinking this through you may want

to change the title! This is a sales pitch. Make it important

and as jazzy as you can.

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Let’s Create!

Bring about Critical Lead our team

Respond to our issueCreate an environment

Maintain the attitudeTo guide

AchieveProvide a link instrumental

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THE Responsibilities

Be as clear and accurate as possible Which step are they responsible for? Example of “Donations Coordinator”

List each duty Use bullet points Add dates if you have them. Such as: By

September have all…. If each responsibility has a co-worker or

works as a team indicate how they work together.

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Let’s Create!

Administer Adopt Anticipate Approve Ascertain Arrange Assemble Assess Attend Budget CompleteChartCommunicate Conduct Coordinate Cover Create DistributeDemonstrate DirectDetermine Educate Establish EnhanceEliminate Expedite Facilitate GenerateHead Improve KeepMaintainManage Process Publicize PrepareRecord Represent Teach Train

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Qualifications for this job

Include all attributes necessary for the performance of duties along with desirable and essential skills Physical – lifting, standing, sitting long periods Available transportation, valid driver’s license, Pass Background check Ability to work in _________ environment What experience do they need? What training should they have, What will be provided What clientele – children, seniors, etc. Need references regarding _________. What health requirements i.e. TB test, Dr. approval.

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Let’s Create!

Pleasant phone personality Ability to communicate effectivelyAbility to delegatePrevious position held on the boardAbility to take direction from othersWork independentlyPrevious crisis call experienceComplete FEMA ICS 300 and 400 coursesCompleted high schoolAvailable to attend meetings in eveningAvailable for fundraisers on the weekendsMust wear agency uniform

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How much time will it take?

To determine how much time this job takes, consider: Working from home Training time Transporting Job Sharing Job Partner Preparation Time Separation of duties and tasks

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Let’s Create!

You can list the time by hours weekly or monthly Be clear about how many hours are flexible and

what is mandatory Will you only accept a full 4 hour shift from 8-

Noon or can it be any 4 hours. Does it have to be on certain days of the week Is there part of the job that has to be

coordinated with someone else’s schedule? Once trained the number of hours may lessen?

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How to measure success?

It is important to build recognition into every job.

Are there bench marks for success? Some might be simple to measure - Every call will be answered by a person and some not as simple - good team spirit.

Review the description and reason for the job Why is it meaningful? What makes it

meaningful? How can you measure that the job is done

properly? What would you put on a staff person’

evaluation?

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Let’s Create!

Good team spirit Attend all trainingsVolunteer retention Shelter donations securedThorough documentation Donations increased by

20%Good client surveys Forms completedEach visitor is welcomed Meet health codesTimely board minutes All positions filledFamilies are able to budget Residents attend activitiesFamilies increase socializationChildren read at grade level

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What benefits are received?

Insurance Work in safe environment Resume building Annual appreciation event Coffee/Meals Networking Pay it forward Learn new skills Socialization Gain experience Meaningful work Be a mentor to new

volunteers Free training Shape agency’s future Ability to create Stipend available Make a difference in a child’s life Give back!

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Let’s Create!

Discuss what each of our agencies provides for our Boards and for our volunteers

How does volunteering in general benefit a person

What makes your agency different

Think of the motivations/reasons that your volunteers come to your agency or work on your cause. Write it down. Keep reiterating it!

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Who is the direct supervisor? This is important information.

Who is making the decisions Who will evaluate me Who will I be working closest with In case of differing opinions – who do I follow. For volunteer managers, does the supervisor know

how to mange volunteers? Also what requirements does each department

have? Is this reflected in the job description? Do you need more than one job description for each department even though the volunteer is doing the same job?

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Let’s Create!

This is the easiest of all the sections. But let’s review the job description with

this supervisor in mind. Do they need to work quietly Are there different requirements on

different shifts Is the supervisor a title or a specific person

that you will identify in the job description.

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Critiquing exercise

Pass your job description to the person to your left who is not with your agency.

Answer these questions Are you clear about what the job is? Any changes that you would make to

enhance the job description? Are there questions that you need to ask

the author? Would you be interested in this position?

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Closing

What other job descriptions do you need to write?

Do you have the tools to complete those?

Give yourself a date that you will have them completed

How will you use these job descriptions in your recruitment? Orientation? Evaluation?

What 3 things will do differently because of this workshop?