Roles and responsibilities of a volunteer coordinator
Volunteering does not just happen. Most organisations need to take time to consider and coordinate how and when they will use volunteers. Depending on your organisation, you might decide to appoint a volunteer coordinator to do this work.
What is a volunteer coordinator?
A volunteer coordinator plays a vital role by driving your volunteer management program and providing ongoing support to volunteers. They also become the main point of contact for your volunteers.
Appointing a volunteer coordinator recognises the importance of volunteers to the organisation, and the importance of planning ongoing volunteer management. It also helps your volunteers feel satisfied that they are making an important contribution.
Appointing a volunteer coordinator
Think about where the role sits within your organisation and who it reports to. Consider how your volunteer coordinator will be involved so that their input can be included in decision making processes, meetings or consultation across the organisation.
Some organisations will also find it useful to include the volunteer coordinator on the management committee or board to have their experience and expertise available at that level.
Depending on your organisation, your volunteer coordinator might also be a volunteer, or it could be a paid position.
What does a volunteer coordinator do?
Every organisation functions differently and has different needs, so the position and role of volunteer coordinator may need to be adapted to suit your particular needs, and may well change as an organisation grows and develops.
A key role for volunteer coordinators is matching the skills, experiences and expectations of volunteers to available positions.
Volunteer coordinators could be responsible for the following activities – but remember, not all organisations need all of these or will manage them in this way:
Recruitment and selection
Working out how many volunteers are needed and for what roles
Developing position descriptions for each role
Planning how and where to recruit volunteers and posting adverts
Completing relevant checks (like a police check or working with children check)
Planning for volunteer retention and replacement
Developing policies and procedures.
Developing an orientation kit, volunteer handbook or introductory programs
Evaluating the orientation program
Presenting or managing the orientation for all new starters
Providing training or demonstrations in use of office equipment or specific tools.
Training and development
Arranging training and education opportunities
Conducting performance review or evaluation
Conducting a skills audit or organisational review.
Rewards and recognition
Developing ways to recognise and reward volunteer efforts
Promoting the recognition program
Managing volunteer communications such as social functions, newsletters or social media.
Helping volunteers feel welcome and supported
Developing and managing policies, procedures and standards for volunteers
Looking after the volunteer database and records
Planning and goal setting
Rostering and organising volunteers
Delegating projects and tasks
Managing any associated budgets and expenditure
Communicating with people from diverse backgrounds
Resolving conflict or managing the grievance process.
Identifying risks and understanding their impact
Developing policies and procedures that will eliminate or reduce those risks
Implementing, promoting and evaluating these policies and procedures
Maintaining current and appropriate Public Liability and Volunteer Personal Accident insurance policies.