JOB DESCRIPTION – Volunteer Coordinator

MISSION

Friends for Life (FFL) works in collaboration with Care Homes to provide dedicated person-centred befrienders for Residents to reduce social isolation, develop relationships, and enhance Residents’ wellbeing.

Job Title

Volunteer Coordinator (VC)

Reports to

General Manager

Job Overview

The FFL VC is a key role in the charity where success is measured by the growth in numbers of volunteers, their commitment to the role, their acquisition of befriending skills and their positive impact on reducing loneliness for older care home residents. 

The VC’s overarching responsibilities are to:

·        Work under the direction of the Volunteer Lead to recruit, vet, manage and support befrienders and activity volunteers, encouraging their commitment as ambassadors for our work through their activity with care home residents.

·        Liaise with care homes to understand the needs of the residents requesting befriender support.

·        Work effectively with the Volunteer Lead, other members of the FFL staff team and the Trustees to achieve the aims of the charity.

·        Act as part of the team delivering the “Welcome day” training to new volunteers.

Responsibilities and Duties

Managing and supporting volunteers:

·        Respond as soon as possible to enquiries from potential volunteers from all different sources including:  direct enquiries via the charity telephone line; website; CVS Connect online system; marketing publications; word of mouth; Facebook enquires etc.

·        Meet (remotely as necessary) potential volunteers informally to answer questions and ascertain their understanding of and suitability for the role.

·        Keep an up-to-date spreadsheet of progress in onboarding new volunteers.

·        Work with the Volunteer Lead and care homes to match volunteers with residents and, specifically, aim to satisfy specific resident requirements (where possible and appropriate).

·        Provide ongoing support of new and existing volunteers: responding to issues, worries, safeguarding concerns.

·        Manage loss and death issues in the event of residents dying: support volunteers as needed; encourage and manage return to the volunteer team; reallocate volunteer appropriately.

·        Support the Volunteer Lead in identifying additional/updated training for volunteers and organise this (including presenters etc) as required.

·        Ensure all volunteers are informed of the requirement to complete the FFL Impact tool following their visits and to provide other feedback as needed (eg. Annual survey).

·        Maintain accurate records and ensure compliance with GDPR regulations including the database of volunteer/care home records.

Managing Placements to visit residents in the homes:

·        Regular liaison with Care Home managers regarding requests for volunteers, to ensure referral forms are completed and to encourage referrals.

·        Communicate with the care homes on volunteer allocation.

·        Arranging and accompany volunteers to their first visit ensuring that they take appropriate ID (DBS, lanyard).

·        Work with the Volunteer Lead to match volunteers to residents.  Set up first visit with date and time to suit the resident and the volunteer.

·        Ensure volunteers are aware of and understand “Dos and Donts” check list and volunteer agreement.

Management of up-to-date data and information

·        Collect and maintain the data and information held by FFL regarding volunteers and care homes.

·        Review the data monthly identifying and raising areas of concern.

·        Timeously highlighting any issues or concerns arising from the review of volunteer data to ensure this is dealt with. This includes any Safeguarding concerns raised in the comments of the JotForms.

·        Support the Administrator and provide cover in their absence.

·        Ensure that volunteers leaving the service complete their exit interview and raise any significant areas of concern.

Safeguarding

Ensure all Safeguarding concerns are recorded and referrals are made to the Primary Safeguarding Officer, FFL Manager and Trustee with Safeguarding responsibility.

Additional Responsibilities

·        The VC will maintain high standards of communication across a scattered and diverse volunteer workforce, ensuring volunteer and staff team compliance with FFL policies and procedures.

·        The VC will contribute to creating a culture of open, honest communication and feedback so that all team members benefit and learn from each other.

·        The VC will work together with other members of the team to provide a “joined-up” approach to project work in order to maximise the effectiveness of our charity and to minimise duplication.

·        The VC will on occasion attend charity events as the FFL representative.

·        The VC will chair the volunteer forum as required.

·        The VC will be an active participant in Board or Committee meetings as agreed with the FFL Manager and Chair of the Board.

Training and Development:

• To participate in FFL’s performance review and appraisal process
• To comply with appropriate training requirements as deemed appropriate

The above duties and responsibilities are intended to represent current priorities and are not meant to be an exhaustive list.  The post holder may from time to time be asked to undertake other duties and responsibilities that are aligned to this role.  Any changes to this job description to take account of changing service needs will be made in discussion with the post holder.

Equality and Diversity

FFL has adopted an ethos to ensure that all job applicants and volunteers are treated fairly and without favour or prejudice.  We are committed to applying this policy throughout all areas of employment: recruitment and selection, training, development.  In all situations people will be judged solely on merit or ability.  It is required of all employees to uphold this policy in the course of their employment with and whilst undertaking their duties.

Mobility / Flexibility

The normal place of work for the post is the CVS building, Bromham Rd, Bedford, but as a term of employment post holders may be required to work from other establishments or from home. The place of work, the hours worked and when and where these hours are worked will be agreed with the FFL Manager.

Health and Safety at Work

In accordance with the Management of Health and Safety at Work Regulations 1992 (as amended) and other relevant Health and Safety legislation, employees have a duty to take responsible care to avoid injury to themselves and others by their work activities and to co-operate in meeting statutory requirements.

Data Protection and Confidentiality

Employees must maintain confidentiality when dealing with sensitive material and information and are required to read, understand and apply the principles of General Data Protection Regulations (GDPR). The protection of data about individuals is a requirement of the law and if any employee is found to have permitted unauthorised disclosure, the organisation and individual may be prosecuted. Disciplinary action will be taken for any breach.

PERSON SPECIFICATION

 Volunteer Coordinator