Volunteer, Student and Supporter Engagement Administrator

---

Job Description

Post:	Volunteer, Student and Supporter Engagement Administrator
Location:	National Office, Christchurch Square, Dublin 8 with travel as required.
Responsible to:	People and Culture Manager
Works with:	Staff, volunteers, students and external contacts as required.

        

Job Purpose

To provide a comprehensive, efficient and flexible administrative support service to support the Volunteer and Supporter Engagement Service in an integrated way within the wider organisation.

Core Job Requirements

• Handle requests and recruitment of potential volunteers, students seeking placements and work experience candidates courteously and efficiently.
• Explore volunteer and engagement opportunities as they arise with staff and services.
• Match volunteer interests to those of staff/service needs and support key departments and services with any volunteer requirements as they arise.
• Support the recruitment of volunteers, ensuring appropriate application forms and clearance checks (for example references, Garda Vetting, police clearances) are completed.
• Responsibility for Authorised Signatory and the management of the Garda vetting process in relation to Barnardos’ volunteers and students and backup for HR.
• Support and maintain student placement opportunities within the organisation as appropriate.
• Supervise students and volunteers where necessary and to ensure they are aware of all Barnardos policies and compile placement reports as appropriate.
• Liaise effectively with external contacts as appropriate to the role, taking direction from the manager.
• Promote Barnardos volunteer opportunities externally at volunteer events, fairs etc.
• Engage with Volunteer Ireland and other appropriate stakeholders to promote and improve volunteer experience and engagement in Barnardos
• Provide efficient and accurate administrative support to the service utilising relevant IT systems thus ensuring documents are presented and formatted to a high standard.
• Publish and disseminate regular volunteer newsletter
• Maintain an up to date and effective filing system and administer databases as appropriate to the role within the principals of data protection.
• Gather information statistics and prepare reports as required.
• Prepare and collate relevant support materials for volunteers
• Review and adapt systems and procedures for volunteer involvement in line with organisational developments.
• Promote volunteering in line with organisational strategy and departmental goals.
• Maintain ongoing contacts with volunteers and students
• Archive files in line with data retention policies, respond to relevant subject access requests and any data breaches under GDPR with Data Protection assistance
• Escalate issues where necessary, in a timely manner with direct line manager and HR manager.
• To respond in an efficient friendly and appropriate manner to all communications with the office i.e. post, e-mail, telephone and fax and in person.
• Provide cover for reception as per agreed rota

Requirements of all Barnardos staff

• Commitment to the purpose of Barnardos and to work within the values, policies and procedures of the organisation and in the context of current legislation and regulations.
• To participate in regular supervision with your line manager.
• To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice with your area of work and within Barnardos as a whole.
• To report any area of concern to your line manager in a timely manner.
• To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.
• Have a flexible approach to the work in response to organisational change, development and review of best practice.
• Participate in and engage with a performance management programme.
• Identify training needs with your line manager and participate in training opportunities appropriate to the role.
• To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or local Health and Safety Officer.
• To be vigilant to any concerns regarding the protection and welfare of children and to bring them to the attention of the Barnardos Designated Person in a timely manner, in keeping with the Barnardos Child Protection policies.
• To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate.
• To undertake other duties as may be requested by the line manager from time to time.
• To undertake your work in a manner that is friendly, flexible and informal.

Note: This Job Description will be reviewed and updated in line with the needs of the work.

---

Person Specification

Personal attributes

• Ability to work on own initiative and to consult where appropriate
• Ability to prioritise competing demands and to meet deadlines
• Ability to provide ongoing support to managers in various locations across all regions
• Good communications and interpersonal skills: face-to-face, telephone and email
• Good writing skills
• Awareness of confidentiality and the ability to deal with sensitive queries
• Teamwork required and the ability to work in collaboration with others
• Flexibility and adaptability in terms of tasks and time essential
• Ability to problem-solve, work through queries, suggest solutions, etc.

Experience

• Minimum of two years’ relevant administration experience essential.
• Demonstrated experience of dealing with a high volume of administration requirements essential.
• Experience working with HR / CRM database(s) desirable. (MS Dynamics)  
• Previous experience working with volunteers is desirable

Qualifications

Leaving Certificate or equivalent minimum level of education essential.

---