Volunteer, Student and Supporter Engagement Administrator

National Office with travel as required


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.


Application Procedure

Applicants must complete this application form and submit it through our website before the closing date.

Applicants may also attach a CV or other supplementary information in respect of our application.

Attaching a CV alone will result in the applicant not being considered for shortlisting. 

Shortlisting will apply

Candidates who are moved to the 2nd stage of our Recruitment process are required to complete a medical questionnaire and the E-Vetting process. References will be taken up at this stage.