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|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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