Volunteering Coordinator 2021 

Hours: 16 hours per week

Salary: £11.00 per hour

Accountable to: Company Secretary

Location: Caerphilly Miners Centre for the Community

 

Overview

Caerphilly Miners Centre for the Community was established to preserve the social heritage embedded in the Miners building and to breathe new life into the building. Our vision for the Miners has been to create a 21st century resource to support the health and wellbeing of our community.

The Centre is entirely dependent on the contributions of our volunteers and the importance of supporting them cannot be overstated. We need a Volunteer Coordinator (VC) to manage existing volunteers and recruit new volunteers. Pre-Covid, we had 61 volunteers (donating 2,500 hours/quarter). We currently have 25 active volunteers, hope to bring back another 25 and recruit 20 new volunteers. We want to ensure volunteers are safe, achieve what they want from their volunteering, and understand health & safety implications. Our existing volunteers need to be brought back safely, need to update their training, gain new skills, and in many cases need to improve their confidence and well-being. We also need digi-volunteers and volunteers for stewarding, children’s activities and our climate change garden project. We experienced heavy losses of volunteers amongst young people during lockdown, especially parents of young children and are keen to proactively attract younger volunteers.

Job Description

  • As Volunteer Coordinator, you will be responsible for:

  • Ensuring that we have an appropriate framework for safeguarding volunteers/visitors, maintaining documentation and up-to-date policies

  • Broadening the diversity of volunteers, including

  • Recruiting new volunteers, taking referrals from GAVO and others, placing into suitable roles, registering, inductions

  • Supporting individuals in achieving what they want from volunteering

  • Implementing a programme of volunteer-training

  • Keeping records of volunteer hours, creating ‘rewards’, celebrating successes

  • Developing ways of championing, supporting, valuing the work of volunteers

  • Helping to develop monitoring and evaluation to establish benefits and impact.

The Volunteer Co-Ordinator Officer will be the ‘glue’ bringing together the operational function for both the employees and volunteers at the centre. You will be responsible for all aspects of the HR life-cycle for volunteers, including the hiring, bringing on board, retention and engagement.

You’ll know if you’ve been successful if:

 

  • We’ve got happy, safe, engaged, supported and retained volunteers;

  • The Centre’s activities are supported by an adequate number of volunteers and stewards;

  • All our documentation, policies and procedures are up-to-date, communicated and fit for purpose;

  • Volunteers have all the skills they need to do their job; and

  • The Board of Trustees is kept aware of the Centre’s position relating to employees and Volunteers;

Duties:

It’s not expected that we will be able to list everything you might be asked to do. We’re an organisation that’s objective is to support the community and to that end you might be asked to do things that are outside of your normal job description, however ordinarily you will be expected to:

 

  • Hire, bring on board, retain and engage a suitable number of volunteers to ensure the centre can remain operational;

  • Create a motivated volunteer and employee team by promoting the work of the volunteers at the centre and celebrating their success;

  • Ensure there is an adequate communication framework between the Centre and its volunteers and employees – gaining their feedback and communicating with them about activities and expanded volunteering activities;

  • Provide a full administrative system for both employees and volunteers, whilst maintaining confidentiality at all times;

  • Provide and maintain reports to the HR committee and board of Trustees;

  • Ensure that safeguarding is embedded through the Centre at all levels and the volunteers and staff have the adequate levels of DBS clearance;

  • Analyse the training needs of employees and volunteers, which may include delivering some sessions;

  • Support funding applications and provide evidence when required; and

  • Maintain, update and communicate policies and procedures wherever necessary.

Person Specification:

 

You will have to have the following skills, attributes and experiences;

  • You will need to be highly organised;

  • You’ll be engaging and able to quickly build rapport with users of the Centre, employees and volunteers;

  • Being able to motivate people and encourage a ‘can do’ approach

  • Strong communication skills;

  • Computer Literacy including use of Microsoft Office 365 suite and social media;

  • Experience of administrative work;

  • Experience of recruiting employees or volunteers; and

  • A passion for improving, engaging and supporting the local community.

It would be an advantage if you had the following, but it’s not an essential requirement:

 

  • Speak Welsh;

  • HR, Recruitment, Volunteer Co-ordination or learning and development experience.

On top of the above you’ll need to have the passion to support and engage the local community.

The role might not always require you to interact directly with the community, but you’ll be required to be an ambassador for the Centre at all times.

Volunteer Roles at Caerphilly Miners Centre

 

We are or will be actively recruiting the following volunteer roles:

  • Digi volunteers to support digital inclusion activities and assist stewards in setting up hybrid activities or use technology

  • Climate action – support for our Climate Change Garden for the Future / gardening volunteers

  • Sustainability – to re-establish Caerphilly Repair Café

  • Children’s Gardening and Craft workshop volunteers

  • Catering – we hope to re-establish our catering team

  • Stewards – maintaining our team of stewards in looking after the building and ensuring our health and safety

  • Trustees – enhancing the governance of our project

  • Help with administration – e.g. membership scheme

  • People willing to support activities for older people – especially Elderberries and outreach projects

  • People interested in ‘helping’ in a variety of ways – e.g. knitting blankets, being involved in the marketing team, people with poster making skills, artists, those interested in heritage and social heritage (here the challenge is to keep people engaged even though we do not have an active project or specific activities for them).

 

How to apply: To apply, please request an application form from secretary@caerphillyminerscentre.org.uk

Closing date for this job is 5pm on Monday 19th July