Simply put – clear and defined role descriptions will make the process of involving volunteers easier!
Role descriptions can help you to plan for having volunteers help out in your organisation. Plus, volunteers who have clear tasks, defined schedules and know who to go to with questions will be have a better chance of success in their role. They’ll also be more likely to be engaged and motivated in helping your organisation to achieve its goals.
Benefits of a Role Description
• A good role description will help you think about what tasks you need the volunteer to do, and what skills they will need to do the role well.
• Being clear on the skills needed can help you can help you attract the right volunteers for the role.
• You will know what skills and qualities to look for when you are screening and interviewing volunteers for the role.
• Clearly defined volunteer roles can help you retain volunteers as they ‘ll be clear on what they are signing up to from the start.
• If something goes wrong- if the volunteer is not doing the tasks required, for example- you can refer back to the role description when discussing this with the volunteer.
• Role descriptions provide continuity and help with knowledge management. At some point, volunteers will leave an organisation. Ensuring that all roles have role descriptions helps to find replacements more quickly.
• Role descriptions can form the basis of your advertisement for volunteers in our I-VOL database.
What does a good Role Description look like?
A good role description should:
• Be clear, concise and easily readable in plain English.
• Explain the types of tasks the volunteer will be doing AND
• Highlight the purpose of the role- how will this volunteer help your organisation to achieve its goals?
• Include details of the time commitment- how many hours are required? Are these hours are flexible or fixed? How long do you need the volunteer to stay in the role?
• Location of volunteering. Can the role be done remotely?
• Offer details of any training provided
• Explain the benefits to the volunteer
Do’s and Dont’s
• DO be realistic about the time commitment. If you need a lot of hours filled, it may be better to get a few volunteers involved.
• DO be specific and be realistic about what tasks can be achieved.
• DON’T expect that a volunteer will be able to fill in wherever needed. Volunteers have different skill sets, and different schedules. Most will be happier to stay if they that there schedules and tasks are defined.
• DON’T recruit a volutneer to take the place of a paid staff member.
Any other tips?
Before posting your role. Think about how you will manage the recruitment and induction process, this could include:
• Creating templates for responding to volunteer applications. You might want to include a timeline of the process, so that applicants know when they will hear back from you.
• Planning the volunteer induction & training process
• Plan for anything the volunteer may need to do the role; will they need a desk, IT equipment, or special clothing?
• Who will supervise the volunteers- who can they go to with questions?
• How will you check in with the volunteer to see how things are going and get feedback?