Thinking through and writing down the role you need volunteers to fulfill is key to successful volunteer screening, selection and managment.
Well defined role descriptions clarifies your expectations of volunteers, highlights the supports available, outlines the task to be completed, the skills that are required to fill the role and the benefits to the volunteer. It demonstartes that you appreciate the volunteer’s contribution. Having a role description will reassure volunteers and will be useful in managing their expectations in relation to tasks, training and skill development.
The role descritpion document stays with that volunteer throughout the course of their volunteering, it grows with them and can be added to if tasks, responsibilities and hours change. While a good description guides a volunteer in their role and responsibilities it doesn’t bog them down with details of every task they need to do.
Volunteer role descriptions can the structured in many different ways according to the organisation’s needs. Here are a few things which can be included:
Title
Assigning a creative role title will help attract potential volunteers. Give the role title as much prestige as possible without making it sound more than it actually is.
Organisation Name & Overview
Explaining a bit about your organisation goals, culture or history can give prospective volunteers a feel for the type of organisation they would be joining. If volunteers are considering a number of volunteer opportunities, they are more likely to choose the organisation that most appeals to their needs and values.
Role Overview
Include a short description of the volunteer role and the how it will contribute to the organisations overall aims and objectives.
Mandatory Requirements
List any requirements that are essential for the role. For example:
– Volunteers much be fluent English speakers
– Volunteers must be computer literate.
Duties and Responsibilities
Be as specific as possible when listing duties and responsibilities. Define what is expected from the volunteer.
Qualifications and Requirements
List the qualifications and requirements needed for the role. Consider carefully whether your requirements are actually essential to perform the role or could someone without these requirements develop them through volunteering or training. If you can be flexible about your qualifications and requirements then you are more likely to recruit a diverse range of volunteers to the role.
Lines of Communication
Sate who you will be supervising the volunteer. This person may also be a volunteer but it is important that the person is well briefed, available and able to support the volunteer when required.
Orientation and Training
Outline what training and orientation is going to be provided. Every position requires some sort of induction for example you will need to show the volunteer where the building exits are, where facilities are situated etc. It is also worthwhile, where possible, to create a document with a list of people that the volunteer will be in contact with, stating their names and title. This ensure that the volunteer will know exactly who to direct people to with queries on certain aspects of the organisation or its services.
Commitment Needed
Be as detailed as possible about how many hours on what days you would like the volunteer to contribute. Mention also how long of a commitment is needed, for example 1 month, a year or if you have a minimum commitment required. If the volunteer requires significant training a minimum commitment is a reasonable expectation.
Location of Volunteering
Give exact details of where the person will be volunteering. Include information relating to outreach, additional travel etc. It might be worth considering if a person could volunteer from their own home through virtual volunteering. This will not be suitable for most roles but can be ideal for a web site developer for example.
Benefits
List the benefits of the role. This may include payment of expenses, development of skills such as communication, management etc. Think of your ideal volunteer and what you think they would like to gain from their volunteering experience with your organisation.
Contact
List the name and contact information of the volunteer’s supervisor.
