Volunteer Co-ordinator and Team Leader at Jet Age Museum

ROLE AND RESPONSIBILITIES

VOLUNTEER CO-ORDINATOR

ROLE:

1.   The role of the Volunteer Co-ordinator (Vol Co-ord) is to oversee and manage all activity relating to the recruitment, induction and staffing of all museum departments by volunteers, and maintaining accurate volunteer records in both hard and electronic copy. In addition, the Vol Co-ord is responsible for organising the staffing of the public areas of the museum and museum site during Normal Opening Days (NODs), which includes special events, together with the associated 'On-the-Job Training' (OJT) requirements, noting that the management of the attendance and OJT of volunteers in all other departments, at whatever time, is the responsibility of individual department managers.

2.   Further to the above, the Vol Co-ord should assist volunteers with attaining museum skills training provided by other organisations and to advise the Board of Trustees (BoTs) on policies for volunteers, volunteer resources, training (including museum skills training) and succession requirements as well as resolve (if able) or elevate to the BoTs disputes and/or difficulties experienced by volunteers.

3.   Given the wide span of this role, the Vol Co-ord may delegate whole or elements of responsibilities within the role, permanently or temporarily, to others in the Vol Co-ord team or otherwise as needed (* denotes a responsibility that may be delegated).

RESPONSIBILITIES:

4.   *Create and maintain hard-copy records for each volunteer consisting of completed Expression of Interest Forms, Volunteer Application, Volunteer Agreement and Code of Conduct Forms.

5.   *Creating, maintaining and updating on the Volunteer Impact (VI) facility a list of volunteers with museum competencies and contact details, together with a rostering system for collating volunteers against designated NOD/events positions, and other requirements as may be desired, as well as a depository of selected documents pertinent to the daily operating requirements of the museum. 

6.   *Administer applications from those wishing to become a volunteer, including the organisation and despatch of an invitation to meet with the Vol Co-ord team prior to confirming a wish to volunteer at the museum. Attend initial meetings with potential volunteers to provide elaboration on the nature of volunteering in general and specifically at JAM, and to assess a candidate’s suitability for volunteering in general and in a specific role, whilst consulting with other departments as might be necessary.

7.   *Organise induction for all prospective volunteers whilst consulting with all department managers on the prospective volunteers for their departments.

8.   *Organise OJT for Display Hall Volunteers using the published VI rosters.

9.   *Maintain and update the Volunteer’s Notes (for issue in hard form), the Volunteer Handbook and all other volunteer engagement documentation, including the Volunteer Role and Responsibilities document, the Volunteer Application, Agreement and Code of Conduct forms.

10. *Organise and produce a suitable weekly museum staffing roster, using VI to cover forthcoming NODs, together with a general weekly briefing for all volunteers covering specific NOD requirements and where possible other museum activity.

11. Organise Vol Co-ord team meetings on a regular basis to co-ordination team activity, and attend Executive Committee (Exec Comm) meetings to report verbally on volunteer and NOD activity as may be needed.

12. *At least annually and otherwise as needed, consider policies for volunteers, volunteer resources, training (including museum skills training) and succession requirements and advise the BoTs accordingly if changes are required.

13. *Consider the opportunities for museum skills training for all JAM volunteers.

14. Elevate to the BoTs (via the BoTs Secretary) disputes and/or difficulties experienced by volunteers if unable to bring about a resolution at Vol Co-ord Team or Exec Comm level.

SKILLS/INTERESTS NEEDED:

15. A general understanding of the museum sector and the opportunities available for museum skills training for volunteers.

16. An overarching understanding of the JAM modus operandi together with a sound understanding of the various NOD/events staffing requirements, and the associated aspects of the VI facility.

17. General leadership skills and ability to operate in a team environment involving the managers of other museum departments together with the ability to relate empathetically to all volunteers.

18. Experience of organising activity to benefit visiting members of the public.

19. A general understanding of the rules pertaining to the General Data Protection Regulations (GDPR) and the principles of Safeguarding.

TRAINING OFFERED:

20. Full introduction to the museum sector and over all JAM activity in particular.

21. Full training in all aspects of Display Hall NOD activity in all positions and training in the use and manipulation of the VI facility to enable the adaption and finalisation of rosters.

22. Museum Skills training courses in Volunteer Management and related subjects, such as GDPR and Safeguarding, with Museum Development South West (MDSW) either on-line or at a designated location.

TIME COMMITMENT SUGGESTED:

23. Approximately 10 – 14 hours per week with at least 2 hours of that time on a Friday in the museum developing and publishing the NODs roster and weekly brief.

LOCATION: 

24. At the Museum site and/or dealing with administration from home on personal IT equipment.

MAIN POINT OF CONTACT/SUPERVISOR: 

25. The Volunteer Co-ordinator is accountable to the Executive Committee and to the Board of Trustees thru’ the Volunteer Champion.