The St Vincent de Paul Society is a lay Catholic organisation that aspires to ... 3.
People and Culture. • Foster cooperative relationships with management, staff,.
POSITION DESCRIPTION Position Title: Location: Reporting to: Direct Reports:
Coordinator – Volunteer Database and Records Gerald Ward House, Box Hill Manager – Volunteer Development Volunteers
ORGANISATIONAL CONTEXT Our Mission The St Vincent de Paul Society is a lay Catholic organisation that aspires to live the gospel message by serving Christ in the poor with love, respect, justice, hope and joy, and by working to shape a more just and compassionate society. Our Vision The St Vincent de Paul Society aspires to be recognised as a caring Catholic charity offering ‘a hand up’ to people in need. We do this by respecting their dignity, sharing our hope and encouraging them to take control of their own destiny. Our Values • • •
Commitment: Compassion: Respect:
• • •
Integrity: Empathy: Advocacy:
•
Courage:
Loyalty in service to our mission, vision and values Welcoming and serving all with understanding and without judgement Service to all regardless of creed, ethnic or social background, health, gender, or political opinions Promoting, maintaining and adhering to our mission, vision and values Establishing relationships based on respect, trust, friendship and perception Working to transform the causes of poverty and challenging the causes of human injustice Encouraging spiritual growth, welcoming innovation and giving hope for the future
Our Services St Vincent de Paul Society serves in over 145 countries around the world. In Australia, the organisation has provided practical assistance, support and friendship, and has advocated on behalf of communities since its establishment in 1854. Today, our members, volunteers and employees work together to provide a range of services, supports and programs including: material aid, referrals and linkages to other organisations, advocacy, friendship to people living with a mental illness, opportunities for young people and meals to people in need via our Soup Vans. The organisation also operates retail shops, commonly called ‘Vinnies’, that raise much needed funds to support households and communities in need. Annually, the organisation assists over half a million people.
PURPOSE OF ROLE To coordinate registration, police checks, database, recognition program and records management of the Victorian volunteer program.
KEY ACCOUNTABILITIES Key Accountabilities 1. Records Management
Actions / results required •
• • • •
Coordination of the entire volunteer records program from initial registration to departure including continual review and improvement. Coordination of the police checks system for volunteers, including continual review and improvement. Train and supervise volunteers responsible for data entry. Coordinate the Access volunteer database and oversee appropriate training of volunteers and key staff Contribute to the development of the Access database and make recommendations for improvements
2. Administration •
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3. People and Culture
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• • 4. Communications
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5. OH&S
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Preparation of acknowledgment letters and orientation packs to new Store volunteers – can be delegated to appropriately trained Volunteers. Preparation of thank you letters to retiring volunteers Administration of the volunteer recognition program Assist with responding to volunteer enquiries (by email) Assist with the core administrative functions including word processing, copying filing and faxing.
Foster cooperative relationships with management, staff, membership, volunteers and other agents of the Society. To actively support the Society’s commitment to providing a culture and work environment in which all employees and volunteers are treated fairly and with respect. To comply with and support all policies and legislation pertaining to workplace relations including Workplace Bullying Policy, Equal Opportunity Policy, Sexual Harassment Policy and Affirmation Action Policy. To actively support the Society’s commitment of ‘zero tolerance’ of inappropriate workplace practices. To uphold the ethos and spirit of the Society.
Liaise with job-share partner in a timely and open manner. Provide report/s as specified or required to the Manager – Volunteer Development. Attend Store Support Team Meetings as required
To actively support and implement the Society’s OH&S policy To actively support the Society’s commitment to the health, safety and productive wellbeing of all persons engaged in activities at each workplace. To report any accident/incident/hazard/near misses in the workplace to their line Manager within 24 hours. To comply with reasonable and lawful instructions from any Manager or other authorised staff member of the Society concerning Health and Safety matters. Ensure, when working with volunteers, that they are aware of OHS requirements
POSITION CONTACTS
Coordinator – Volunteer Database - January 2014 Page 2 of 3
Within Department
Within Vinnies
External to Vinnies
Coordinator Vol Database Records – job share
Administrative Assistant
Crimtrac
Volunteer Development Manager
Payroll Manager
Fit2work
Store Managers
Human Resources
Retail Assistant
Gerald Ward House Receptionists
Area Support Managers Volunteers Key Performance Indicators These will be developed by the Manager in consultation with the incumbent and will regularly be reviewed. FINANCIAL AUTHORITY Nil KEY SELECTION CRITERIA ESSENTIAL • • • • • • • • • •
Excellent communication skills, written and verbal, including a professional telephone manner Excellent interpersonal skills, the ability to build a good rapport with a diverse range of people Strong customer service and focus Strong organisational, administration & Microsoft office suite experience Attention to detail Time management skills, ability to set priorities and work within required time frames Ability to work independently and as directed by the Manager of Volunteer Development Experience working with volunteers Strong team member Awareness of, and the ability to work within the ethos of the Society
Employment Status:
Part time, 15 hours per week
Hours of Work:
Monday and Friday 8.30am – 5.00pm
THE LIST OF RESPONSIBILITIES HEREIN IS NOT INTENDED TO BE ALL-INCLUSIVE, AND MAY INCLUDE ADDITIONAL RESPONSIBILITIES AS REQUIRED AND ASSIGNED. IT MAY BECOME NECESSARY TO MODIFY/CHANGE THESE POSITION RESPONSIBILITIES FROM TIME TO TIME.
Coordinator – Volunteer Database - January 2014 Page 3 of 3
