Volunteer Co-ordination Team - Two Roles within a Team of Four at Jet Age Museum

ROLE AND RESPONSIBILITIES

VOLUNTEER CO-ORDINATION TEAM – FOUR ROLES

(Note: there are two vacancies on the Team - Role 2 and Role 4 below.)

ROLE:

Jet Age Museum engages with people in Gloucestershire and beyond to foster and inspire interest in the aviation history of the County from the earliest days of flight, through the birth of the Jet Age to the modern aerospace industry of today. With no paid staff, volunteers are our life blood and there are well over 100 operating in public facing and supporting roles.  

The Volunteer Co-ordination Team’s (Vol Co-ord) roles are to manage recruitment, administer general training, maintain volunteer records, organise staffing on public access days and compiling weekly volunteers’ briefs with assistance from other departments. 

Working closely with each other, the Visitor & Volunteer Services Trustee Champion, the Executive Committee and individual managers and volunteers, Vol Co-ord will help deliver the Museum’s wide range of activities for visitors and volunteers.   

RESPONSIBILITIES:

Role 1 - Manager:

Assisting the Trustee Champion with the annual review of policies for volunteering, volunteer resources, training and succession planning. 

Reviewing annually the volunteer engagement documentation and processes such as the Volunteer Application, the Induction Course, Volunteer Agreement and Code of Conduct. 

Co-operating with other managers and volunteers as appropriate to help resolve difficulties being experienced by volunteers - seeking support from the Trustee Champion if necessary.

Initiating team meetings to co-ordinate activities and working closely with team colleagues to ensure all roles and responsibilities are covered when team members are away. 

Maintaining sufficient stocks of Volunteer Guides ‘uniform workwear’ for use on duty.

Supervising the ID Card and Volunteer Impact systems and Safeguarding team volunteers.  

Ensuring volunteers’ personal information is protected in accordance with privacy rules. 

Role 2 – Recruiting Co-ordinator:

Organising recruitment activity and internal and external advertising for vacancies using the Role and Responsibilities documents prepared by trustee champions and managers. 

Assessing applications from prospective volunteers, meeting the candidates for initial interview and arranging follow on interviews with other departments if necessary.

Creating a Volunteer Impact (VI) IT record for each accepted volunteer and a personal file with Expression of Interest, Volunteer Application, Volunteer Agreement and Code of Conduct forms and other correspondence. 

Role 3 – Training Co-ordinator:

Co-ordinating Induction Training for new volunteers every 4/6 weeks to meet demand.

Organising OJT for new Display Hall Volunteers filling training positions on VI rosters and promoting museum skills training notified by external organisations to all volunteers.

Maintaining the Volunteer library files on VI and the book library in the Crew Room. 

Administering Annual Refresher training for all volunteers. 

Role 4 – Rostering and Briefing Co-ordinator:

Maintaining records on the VI system of all volunteers’ museum competencies and managing the associated rostering system for public and private access days.

Monitoring uptake of vacancies on the roster for each day open to the public and encouraging volunteering where gaps are identified. 

Producing the Friday general museum brief and the VI staffing roster for the forthcoming week’s public and in-house activities.

SKILLS/INTERESTS NEEDED:

Essential: General administrative, IT and telephone skills, a team player with a desire to help others to get the most out of volunteering at the Museum. Desirable: HR admin experience. 

TRAINING OFFERED:

In-house On the Job training about Museum operations and the Team's roles and on-line training for the VI system. Access to skills training courses about volunteer management provided by Museum Development South West - on-line or at designated locations.

TIME COMMITMENT SUGGESTED:

Variable – around 3-4 hours per week for each role.

LOCATION: 

At the Museum site or from home as agreed with other team members.  

MAIN POINT OF CONTACT/SUPERVISOR: 

The Visitor and Volunteer Services Trustee Champion.