Transcript Creating Volunteer Position Descriptions

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CREATING
VOLUNTEER POSITION
DESCRIPTIONS
Volunteer Center Training Series
Why are job descriptions important?
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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.
Why are job descriptions important?
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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.
Today’s Seminar
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Discussion of importance of the job description
 What
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are we trying to achieve with this form?
Important questions that we have already answered
The basics of the form
Let’s start creating!
What we already have asked
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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
The Volunteer Position Title
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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.
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Make sure the title accurately reflects the work of
the position.
Let’s Create!
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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 WalkerDiversity
Outreach Assistant  Donations Coordinator
Reading Tutor  Tutor Team Leader Friendly
Visitor Hospice Volunteer  Elder Match
Volunteer Respite Volunteer  Receptionist
Greeter  Program Assistant  Docent
Job Objective
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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.
Let’s Create!
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Bring about
Critical
Lead our team
Respond to our issue
Create an environment
Maintain the attitude
To guide
Achieve
Provide a link
instrumental
THE Responsibilities
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Be as clear and accurate as possible
 Which
step are they responsible for?
 Example of “Donations Coordinator”
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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.
Let’s Create!
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Administer
Ascertain
Attend
Communicate
Create
Determine
Eliminate
Head
Manage
Record
Adopt
Arrange
Budget
Conduct
Distribute
Educate
Expedite
Improve
Process
Represent
Anticipate
Assemble
Complete
Coordinate
Demonstrate
Establish
Facilitate
Keep
Publicize
Teach
Approve
Assess
Chart
Cover
Direct
Enhance
Generate
Maintain
Prepare
Train
Qualifications for this job
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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!
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Pleasant phone personality
Ability to communicate effectively
Ability to delegate
Previous position held on the board
Ability to take direction from others
Work independently
Previous crisis call experience
Complete FEMA ICS 300 and 400 courses
Completed high school
Available to attend meetings in evening
Available for fundraisers on the weekends
Must wear agency uniform
How much time will it take?
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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
Let’s Create!
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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?
How to measure success?
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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?
Let’s Create!
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Good team spirit
Attend all trainings
Volunteer retention
Shelter donations secured
Thorough documentation
Donations increased by 20%
Good client surveys
Forms completed
Each visitor is welcomed
Meet health codes
Timely board minutes
All positions filled
Families are able to budget
Residents attend activities
Families increase socialization
Children read at grade level
What benefits are received?
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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!
Let’s Create!
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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!
Who is the direct supervisor?
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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!
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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.
Critiquing exercise
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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?
Closing
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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?