JOB DESCRIPTION
Job title:
ICS Programme Co-ordinator
Job Purpose:
Co-ordination of the volunteer journey for ICS volunteers applying and
taking part in the ICS scheme
Reporting to:
ICS UK Programme Manager
Staff Reporting:
None, but some supervision of an Apprentice and Volunteers
Location:
International Service, UK Office
Key Functions:
1 Participation in volunteer assessment days
2 Co-ordination of ICS volunteer application process
3 Effective co-ordination of a ‘caseload’ of volunteers from recruitment to being
placed overseas, to completing Action at Home
4 Meeting and seeing volunteers off from departure airports
5 Participation in volunteer events, including pre-departure and reunion events
6 Work with ICS Hub to enrich the volunteer journey
7 To represent International Service when required
Responsibilities (1, 2 & 3 are split across the ICS team)
1. Participation in volunteer assessment days
 Acting as Assessment Day Co-ordinator during ICS assessment days
 Observing group sessions and gathering relevant information on potential volunteers
 Conducting interviews with effective note-taking
 Taking part in/facilitating end of day evaluation and final decisions on volunteers
 Allocate ICS volunteers to appropriate placements
2. Co-ordination of ICS Volunteer Application process
 Work with ICS Hub to ensure applications are received and processed accordingly and in a
timely manner
 Booking volunteers onto assessment days and supporting them pre-assessment
 Co-ordinating staff and interviewers to ensure smooth and professional assessment days
 Administering assessment days and collating necessary paperwork for interviewers
 Meeting and greeting volunteers and gathering/checking required paperwork
 Preparing interview rooms accordingly
 Updating Jobscience in a timely manner throughout the pre-assessment process
3. Effective co-ordination of a ‘caseload’ of volunteers from recruitment to being placed
overseas, to completing Action at Home
 Maintaining regular, efficient and effective communication with a ‘caseload’ of volunteers
via telephone, email and text
 Co-ordinate a ‘caseload’ of volunteers from acceptance through to travelling overseas,
supporting them through the process to ensure deadlines are met and they are fully
supported and prepared for their overseas placement
 Effective diary and time management to ensure ‘caseload’ is co-ordinated effectively
 Effectively co-ordinate paperwork and documentation from volunteers, updating records
appropriately and in a timely manner
 Update Jobscience in a timely manner for ‘caseload’, at all points of their volunteer journey
 Monitor the engagement of volunteers in their communications with International Service
 Carry out DBS checks for ‘caseload’ and gather information at pre-departure training in
order to pass to ICS Manager for further action
 Liaise with finance on volunteer expenses
 Placing of volunteers to appropriate projects
 Liaise with field staff to ensure they are aware and prepared for new arrival of volunteers
4. Meeting and seeing volunteers off from departure airports
 To attend UK airports to support ‘caseload’ through the final stage of their UK journey
5. Participation in volunteer events, including pre-departure training and reunion events
 Attend and administer pre-departure training for allocated country and support trainer
 Attend and administer Reunion events and work with volunteers to support them through
the Action at Home stage and processes
 Prepare paperwork for above events and liaise with external trainers to ensure
professional administration and delivery during these events
 Update Jobscience in a timely manner with event information
6. Work with ICS Hub to enrich the volunteer journey
 Work alongside Fundraising Officer to support volunteer fundraising process
 Represent International Service and attend training/workshops delivered by the Hub and
consortium members
 Communication/provision of information as necessary
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7. To represent International Service at all levels
 To participate in and represent International Service at relevant meetings and events
 To cultivate and maintain good relations with ICS Hub including Fundraising Officers and
Application Officers
 To promote International Service values and ethos at all times
 To maintain a positive, appropriate and professional relationship with all IS staff, partners
and volunteers
8. Other duties
 Any other duties as allocated by the ICS UK Programme Manager, including functional
responsibilities and special projects
 To maintain confidentiality over personal information relating to all volunteers.
 Provide statistical and KPI information as required
 Participate in support and supervision, appraisal and training
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PERSON SPECIFICATION
Essential
Qualifications
Experience
Skills
Knowledge
At least GCSE level education or
equivalent in English and Maths
Using IT including word, excel,
powerpoint, internet and email
Experience of working with multiple
work streams and deadlines
Ability to co-ordinate and plan
workload with minimum supervision
Ability to co-ordinate a caseload of
volunteers, supporting them before,
during and after their ICS placement
Strong people skills, able to work
with, support and motivate a diverse
range of people.
Excellent communication skills, with
the ability to build and maintain
effective working relationships with
a range of people across a variety of
settings and cultures
Good judgement and able to use
initiative to make decisions in
complex and sensitive situations.
Participatory and collaborative
working approach
High level of IT literacy
Fluency in English
Identified Desirable
A/I*
A/I
Further education –
commitment to CPD
A/I
A/I
A/I
A/I
A/I
Delivering training for groups
A/I
A/I
Event co-ordination
A/I
Ability to speak Spanish,
French, Portuguese or Arabic
A/I
Knowledge of the
international development
sector
Knowledge or understanding
of Salesforce and Jobscience
or an understanding and
experience of using CMS
A
A/I
I
A
A/I
Commitment to vision and values of
International Service
An understanding of ICS
A/I
Knowledge and experience using
social media for information sharing
A
Personal
Flexible working, some occasional
circumstances weekends/out of office hours
Able to travel to UK airports
Embrace Equality and Diversity
A – Application
I – Interview
Identified
A/I*
A/I
A/I
A/I
A
A
A
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