Amazon S3
|POSITION: |Volunteer Coordinator |LOCATION: |Yarraville & Offsite as required. |
| | |DIRECT REPORTS: |Volunteers |
|REPORTS TO: |Volunteer Manager |APPROVED BY: |Chief Executive Officer – David |
| | | |McNamara |
|DATE PREPARED: |July 2016 |CEO SIGNATURE: | |
| | | | |
|PURPOSE: |
|Foodbank Victoria is an independent not for profit organisation that provides food relief to individuals and families experiencing |
|hardship. |
|With more than 80 years’ experience, we are the state’s oldest and largest food relief organisation. In times of disaster we are a |
|leading provider of emergency food relief to Victorian communities as part of the State Government’s Emergency Response and |
|Recovery Committee. |
|In 2014/15 we distributed 9.7 million kilos of food - the equivalent of over 17 million meals across metro, regional and rural |
|communities. We work with a network of corporate and community partners to source and distribute food with the aim of helping to |
|improve the lives of Victorians that need our support. |
| |
|The Position |
|This role is responsible for coordinating the volunteer workforce that assists Foodbank Victoria to achieve our goals each year. |
|This includes volunteering activity in our warehouse operations and office administration and also assisting with events at FBV |
|such as Pop Up markets, shows, festivals, Hunger Ride, and tin rattling. |
|ACCOUNTABILITIES: |
|KEY RESULT AREA |PERFORMANCE STANDARDS |
|Volunteer Administration |Coordinate general volunteer enquiries received (phone, email/online, mail) |
| |Maintain volunteer contact database using Salesforce. |
| |Administer volunteer enquiries received: |
| |negotiate & confirm dates, conduct interviews to determine suitability for work, maintain volunteer|
| |calendar, welcome arrivals/follow up non arrivals, induction, data & survey, inform of OH&S |
| |standards. |
| |Assist with recruiting volunteers as needed, placing advertisements, preparing volunteer position |
| |descriptions and follow through. |
| |Assist with placing general volunteers in activities that meet their skills and experience and |
| |provide meaningful engagement with FBV. |
| |Provide information to regular volunteers on expense reimbursement: |
| |ensure Volunteers provide Bank Details to Finance for reimbursement |
| |coordinate approval of expense claim forms with the Volunteer Manager in accordance with Finance |
| |department requirements. |
|Administer employment agency |Register and assess participant’s suitability and skill set. |
|participants |Confirm work hours with Employment Agency Case Manager and continue to liaise with the employment |
| |agency on matters regarding the participant. |
| |Liaise with the Volunteer Manager to find appropriate regular tasks that enable volunteers to meet |
| |the work requirements. |
| |Assist with providing an induction to the participant prior to commencing work. |
| |Monitor contracts with Employment Agencies to ensure compliance is met. |
|Volunteer engagement |Sign in and friendly welcome for each Volunteer |
| |Ensure volunteers feel valued and are given appropriate support. |
| |Conduct inductions as required, both on and off site. |
| |Conduct daily and ad hoc volunteer surveys and prepare reports as requested |
| |Assist with volunteer ‘Thank You’ and acknowledgment processes. |
| |Present information to individuals and groups as required. |
|Volunteer Supervision |Assist with supervising volunteers within the warehouse and at internal and external events as |
| |required. |
|General Administrative Support |Complete administrative functions across the People and Culture department as required in line with|
| |skills and experience. |
|Self-management |Positive participation in regular team meetings |
| |Inform team members and other departments of relevant information as appropriate. |
| |Willingness to undertake training and development opportunities as appropriate. |
| |Effective time management and organisational skills demonstrated through ability to meet deadlines.|
| |Demonstrate the Foodbank Victoria values of empowerment, accountability, respect and integrity in |
| |all work activities. |
|Authorisation Level |Prior approval from your manager is required for any single purchase or financial commitment of $50|
| |or more and/or any monthly purchase or financial commitment. In the absence of your Manager, |
| |approval of the CEO or two department managers is required. |
| |All employment decisions must be approved by the CEO. |
|Physical Requirements |Ability to perform standard office based tasks including computer use. |
| |Ability to stand and walk for extended periods of time. |
| |Ability to lift items approximately 10k weight. |
|KEY PERFORMANCE INDICATORS: |
|PERFORMANCE & WEIGHTING |INDICATOR |MEASURES |
|Achievement of Key Results |Volunteers experience a high level of satisfaction |Volunteer survey data displays evidence of a|
| |during their time at Foodbank Victoria. |positive experience. |
| |Volunteers are able to effectively contribute to |Volunteers seek to repeat their experience |
| |Foodbank’s work through provision of clear instructions.|with Foodbank. |
| |Volunteers are provided with effective safety |Volunteers are matched where possible with a|
| |information to enable them to perform work without risk |satisfying task that suits their skills, |
| |of OHS incidents. |experience or preference. |
| |Volunteers are provided with relevant information to |All mailbox entries are actioned and cleared|
| |advocate for Foodbank within their communities. |within 24 hours |
| |Enquiry handling standards are understood and maintained|Volunteer database maintained accurately |
| |Administrative functions are fulfilled as required. |Demonstrated positive working relationships.|
| |Maintain contacts database (Salesforce) accurately |Administrative tasks performed efficiently |
| |Maintain survey monkey data. |and effectively. |
| |Produce reports from FBV volunteer data as required. |Reports delivered within timeframes |
| | |specified. |
|FBV Values and Policies |Ensure a safe and healthy working environment |100% compliance with Foodbank Victoria’s |
| |Treat fellow staff, clients, suppliers, all others and |policies and procedures. |
| |the environment with dignity, courtesy and respect |Take part in 1 internal workplace audit |
| |Uphold the principles of equal opportunity and maintain |every 12 months. |
| |an inclusive workplace free of discrimination, |No reported breaches in confidentiality. |
| |harassment & bullying |All known violations of this FBV guidelines |
| |Accept responsibility and accountability for our |reported to line manager. |
| |actions, work performance and the use of property | |
| |Act in ways that maintain our integrity, reputation and | |
| |the confidentiality of information of all stakeholders | |
| |Act in the spirit, as well as the letter, of the law and| |
| |Foodbank Victoria’s policies | |
| |Report and act upon any known violations of Foodbank | |
| |Victoria policies. | |
|Team Performance |Provide a flexible and stimulating workplace that |>90% Team meetings attended |
| |encourages honest and effective communication |Training programs are achieved |
| |Nurture a culture of mutual trust, support and |Review discussions completed |
| |encouragement where everyone’s contribution is | |
| |recognised equally | |
| |Commit to the achievement of Foodbank Victoria’s goals | |
| |and objectives in a manner that promotes enjoyment and | |
| |satisfaction in our work | |
| |Celebrate excellence | |
| |Act and communicate ethically with all stakeholders | |
| |Adhere to ethical purchasing procedures | |
| |Avoid all conflicts of interest | |
|BEHAVIOURAL COMPETENCIES: |REQUIRED (yes/no) |PRIORITY (H,M,L) |
|Conceptual Thinking – Considers how things fit together. Sees patterns or trends, makes |Y |M |
|the complex simple. | | |
|Acting Decisively- Takes action despite obstacles. Makes decisions quickly and in a |Y |H |
|crisis. | | |
|Strategic Orientation – Understands, contributes to and aligns work/priorities to |N | |
|strategic business strategies. | | |
|Focus On Improvement – Sets and works to meet stretching goals. Makes improvements to |Y |H |
|systems and own work methods. | | |
|Impact And Influence – Knows own impact and able to persuade others and build alliances. |Y |H |
|Customer Service Orientation- Takes personal responsibility for customer satisfaction. |Y |H |
|Addresses customer needs. | | |
|Leadership – Promotes team effectiveness. Facilitates involvement, removes roadblocks and |Y |H |
|shares a compelling vision. | | |
|Developing And Coaching Others – Gives guidance and feedback. Creates development |N | |
|opportunities and helps others to grow and develop. | | |
|Self-Management – Knows own reactions and feelings, able to respond calmly and manage |Y |H |
|stress effectively, operates with honesty and integrity. | | |
|Teamwork and Co-operation – Co-operates and participates positively in the team. Values |Y |H |
|and encourages others input. | | |
|Commercial Acumen- Understands key business drivers and market place. Able to anticipate |N | |
|trends. Seeks to broaden own knowledge. | | |
|Flexibility – Looks for alternatives, tries new methods, learns new skills and takes on |Y |M |
|different roles. | | |
|KEY SELECTION CRITERIA: |
|QUALIFICATIONS |EXPERIENCE |COMPETENCIES |
|Hold and maintain a current driver’s |Demonstrated administrative experience. |Seeks feedback and responds appropriately |
|license and be prepared to drive. |Experienced in providing exceptional customer|Copes with change, effectively |
|Professional development training |service. |Takes initiative |
|undertaken. |Experience with public speaking and |Works hard to meet and exceed accountabilities |
|Willingness to undertake a criminal |comfortable presenting information to groups.|Makes others feel valued |
|record check |Proficient with MS Office products, survey |Is reliable, consistent and fulfils commitments|
|Willingness to work outside of normal|monkey and database management, preferably |Maintains confidentiality |
|work hours to assist with events. |Salesforce. |Works collaboratively |
| |Experience working with a volunteer |Plans and organises work efficiently and |
| |workforce. |effectively |
| |Confident liaising with people at all levels |Understands our markets. |
| |in an engaging, friendly and approachable |Identifies opportunities to grow or improve the|
| |manner. |organisation. |
| | |Resourceful. |
| | |Innovative |
|I have read, understand and agree to this position description: |
|Name: | |
|Signature: | |
|Date: | |
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