Job Description Vineyard Compassion
Volunteer Administrator
Role: Volunteer Administrator
Organisation: Vineyard Compassion
Team: Administration
Location: Vineyard Compassion office (10 Hillmans Way, Ballycastle Road, Coleraine, BT52 2ED)
Line Manager: Volunteer Coordinator
Hours of Work: 37.5 hours per week - Mon-Fri from 9am-5pm with occasional evening or weekend
requirements (will be set in mutual agreement)
Salary: £13,650 per annum
Length of employment: fixed term till 31st March 2015, extension dependant on funding,
performance and need
Final application date: Monday 3rd March 2014, 12.00pm
Likely Interview date: 10th or 11th March 2014
Start Date: ASAP, latest 14th April 2014 - position dependant on anticipated funding
About Vineyard Compassion
Vineyard Compassion provides people with practical and emotional support at their point of need
while empowering them to tackle the underlying root causes of poverty through a range of
innovative projects. As we move towards creating a transformed and thriving community, we want
to remain inwardly strong as well as outwardly focussed.
Vineyard Compassion is first and foremost a volunteer organisation with (paid) staff coordinating the
projects and releasing volunteers to work effectively within them. When a decision is made to
appoint a paid staff member, each staff member will be expected to gather a volunteer team to
multiply the hours they work. For more information, please visit our website
www.vineyardcompassion.co.uk.
About the Administration Team
The mission of the Administration department at Vineyard Compassion is to have true partnership
between administration and projects in order to create a transformed and thriving community. We
achieve this by maximising, growing and safeguarding the life-changing work done by the
projects offered within Vineyard Compassion.
In this process, we acknowledge the needs of clients, volunteers, staff, referral agencies &
individuals, donors, funders, media and other interested parties. Every staff member embraces and
acts in the understanding that the gift of Administration is vital to the functioning of the entire
organisation.
The Administration department is headed up by the Development Manager who is responsible for
the general strategic development of the Administration department and oversees 7 focus areas:
Contact Team; HR & Volunteer Management Team; Statistics & Compliance Team; Finance Team;
Fundraising Team; Community Links Team; and IT & Document Management Team.
For 2014, the aim is to appoint (volunteer/paid) staff member for each of these areas. Each of these
leaders will be responsible for the strategic development of this area and multiplying their time by
attracting a volunteer team.
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Role Summary
Within the Administration department, the role of Volunteer Administrator is designed to support the
Volunteer Coordinator in fulfilling their responsibility area.
The Coordinator is responsible for helping Vineyard Compassion to develop as a volunteer
organisation, attract more volunteers to extend the work done, and to improve the quality of the
volunteer experience. The heart behind this goal is to invite people into a generous lifestyle both in
structured environments (projects, office, etc.) and in their day-to-day life. You will create a team,
structure and culture which enable Vineyard Compassion to remain inwardly strong as well as
outwardly focussed. You will be responsible for attracting a volunteer team which you will oversee.
In accomplishing this, you will ensure that everyone will get a chance to ‘play’.
As a staff member within Vineyard Compassion, your aim will be to fuel other people’s dreams and
lead them into a holistically healthy life. Because of this, we invite people into volunteering within
our structured environments (projects, office, etc.) so that they can become scattered servants by
living a compassionate & generous life every day with everyone.
NOTE: This job description is intended to convey information essential to understanding the scope of the job and the general
nature and level of work performed by job holders within this job. But, this job description is not intended to be an exhaustive
list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.
Key Oversight Areas
Every staff member and volunteer has ownership of everything that happens within Vineyard
Compassion. In your ‘Key Oversight Areas’ you are the lead-partner. As the Volunteer Team is
currently being set up, the exact list of responsibilities for the Volunteer Administrator will be formed
in collaboration with and directed by the Coordinator. The types of tasks you will be handling are:

Administrative

Office based

Focussed on maintaining important procedures and systems

Event management

Translating the ideas from meetings into actionable tasks for volunteers
For a full overview of the tasks within the Volunteer Team, please refer to “Detailed Role
Descriptions” at the end of this Job Description.
Role Outcomes
1. The Volunteer Coordinator is supported in achieving the areas of oversight for the Volunteer
Team as a whole
2. Volunteers multiply the staff hours in a staff-volunteer ratio of at least 1:1.5 for the team as
a whole
What Vineyard Compassion Offers

All Vineyard Compassion staff have joined the team out of passion and regard their role as
more than ‘just a job’ - this creates an inspiring and fun work environment with a team of
dedicated, easy to connect to and passionate colleagues

Job satisfaction from the life-changing work done by the projects offered within Vineyard
Compassion that have been enabled by your efforts

Work from Vineyard Compassion offices on Hillmans Way, Coleraine

On-the-job training in use of computer programmes (where applicable)
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Requirements for the position
At Vineyard Compassion we hire for character, competence, chemistry and culture (in order of importance). Vineyard Compassion has a distinctive
Christian Ethos and this post is covered by a genuine occupational requirement for the post holder to be a practising Christian. The person who will
be considered for this position will possess these qualities:
Essential
Character
Desirable
• Character marked by faithfulness, servant heartedness, confidentiality and
teachability
• Open to direction & feedback from supervisors while being pro-active within
delegated authority
• Fully supports the Vineyard Compassion vision, strategy & values and this is
reflected in day-to-day life (see our website)
• Looks for the good in others and has a positive outlook on life
• Takes responsibility but not unhealthy ‘possession’ of their areas of influence
• Committed to best possible quality standards within given limitations
• Enjoys a dynamic environment where change is inevitable
• Enjoys communicating and interacting with people (face-to-face, phone &
email)
• Precise, detailed and consistent in the execution of tasks / organising events
• Efficient and punctual
Competence
• Outstanding person with a high level of gifting and ability to perform the Key
Oversight and Key Ownership areas
• Able to plan, organise and manage own workload and time effectively and
efficiently
• Open to learn new skills and takes personal responsibility for own professional
and spiritual growth
• Identifies and communicates options for improvement constructively
• Pro-active, creative and respectful in problem-solving and decision-making
• Exercises healthy boundaries / conflict resolution, i.e. respects others and
communicates when issues do arise
• Supervises volunteers and/or staff with the aim to fuel other people’s dreams
and lead them into a holistic, healthy life
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• Minimum of 5 GCSE’s
• Experience working in a church or charity
context
• Able to use and/or clearly demonstrated ability
to quickly master new software and
(electronic) work methods such as such as,
Photoshop, Asana, SAGE, databases,
Facebook, Twitter, website maintenance, mail
merge, etc.
• Able to assess which information needs to be communicated within and
‘beyond’ their team and pro-actively ensures this communication
• Able to work in an office environment
• Able to use and/or clearly demonstrated ability to quickly master new software
and (electronic) work methods such as MS Word, MS Excel, MS Publisher and
internet browsers, and databases;
• Good communication skills on the phone, face-to-face and in writing
o Including with our ethnic minority clients and vulnerable adults and an
ability to handle difficult or emotional clients / situations
• Experience in a range of administrative tasks and organising events
• Working together with and delegating to volunteers
• Able to pray with and for volunteers
Chemistry
• Relational fit with our team, particularly those you will be working closely with
(will be assessed in the interview)
• Team player
• Asks questions to ensure full understanding and effective results
Culture
• Engages with, embraces and imparts the vision & culture of Vineyard
Compassion - and this is reflected in day-to-day life
• Enjoys a dynamic and changing environment
Physical
Demands
• Able to perform regular office activities
Other
• Passes the Access NI test
Reasonable accommodation can be made to enable people with disabilities to
perform the described essential functions.
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DETAILED ROLE DESCRIPTIONS
Suggested Work Hours
The Volunteer Administrator will agree their weekly schedule with the Volunteer Coordinator. Most of
the work hours will be during the Compassion office opening hours, which currently are:





Monday 9am-5pm with ½ hour lunch in own time
Tuesday 9am-8pm with ½ hour lunch and/or ½ dinner time in own time
Wednesday 9am-5pm with ½ hour lunch in own time
Thursday 9am-5pm with ½ hour lunch in own time
Friday 9am-5pm with ½ hour lunch in own time
Occasionally an event will be held in the evening or weekends, which requires the Volunteer
Administrator to be present - this will be agreed on in advance.
Holiday allowance: 20 holiday days and 8 STAT days pro rata (full time week is 37.5 hours over 5
days)
Key Oversight Areas for the Volunteer Team
The Coordinator is ultimately responsible for these Key Oversight Areas and will delegate specific
areas of responsibility to the Administrator and volunteers.
1) Strategically lead and develop the Volunteer Team and create a culture of
involvement, excellence and appreciation
a) Develop and cast the vision for a community of generous, inclusive and healthy
volunteers, in alignment with the vision & values of Vineyard Compassion
b) Set up a Volunteer Policy
c) Bring Vineyard Compassion’s Volunteer Management to the standard of ‘Investing in
Volunteers’ quality standard
d) Explore the option of using the ‘Volunteer Impact Assessment’ to measure the impact of
volunteer involvement on volunteers, individuals, organisations and society
e) Take responsibility for this area in a way that you stay within the authority given but also
take responsibility off your supervisors plate and not add to it
2) Set up, develop and supervise a volunteer team
a) This team will include a wide range of volunteers and until 31 st March 2015 a full time
Administrator (extension of posts depends on funding, performance and need). In
addition, the Coordinator will work together with Projecet Leaders to identify “Volunteer
Management Champions” who will be responsible for specific on-the-job Volunteer
Management areas. Through this team, the Coordinator will fulfill the oversight areas
mentioned
a) IRTDMN of volunteers and/or staff
i) IRTDMN stands for: Identify, Recruit, Train, Deploy, Monitor and Nurture
ii) To support Vineyard Compassion’s motto “Do yourself out of a job”, each staff
member and volunteer will be expected to look at how to raise up others who can take
over (part of) their job so that they can do more or do something else
iii) Focus daily and authentically on finding the good and letting others know you see
them and what they do (professional cheerleader)
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2) Set up, improve and implement all the areas of Volunteer Management1
a) Identify & Recruit
i) Assist project leaders in drawing up a Job Descriptions for each volunteer role
(1) Coaching the different Project Leaders in how to make their projects more
inclusive for supported-volunteers; and in how to identify more volunteer
opportunities
ii) Explore new recruitment options, e.g.: Volunteer Centre, GAP Programme, Volunteer
Booklet, Facebook, Twitter, etc.
iii) Develop application process, including following up on references, Access NI checks if
needed, etc.
iv) Meet with potential volunteers to guide them to appropriate volunteer opportunities
v) Ensure each project has the option for a “Taster Sessions”
b) Train
i) Set up a “Buddy System” for new volunteers attending a project
ii) Development of an effective procedure for introducing new volunteers to their role,
the organisation, its work, policies, practices and relevant personnel (incl. an induction
checklist)
iii) Ensuring that each volunteer receives any necessary training where appropriate
(identify training needs, facilitate training sessions, ensure materials are available for
online training, ensure 100% of mandatory training is completed within certain
timelines, etc.)
(1) Where possible Vineyard Compassion will use existing online training materials but
where needed traditional classroom based methods will be used
c) Deploy
i) Through Project Leaders and “Volunteer Management Champignons”:
(1) Individually / personally guide & support volunteers on a day-to-day basis to
ensure clients, Vineyard Compassion and the volunteers benefit from their
volunteering input
(2) Identify which volunteers require ‘extra hand holding’ and support
ii) Update volunteer information in the Online Client and Volunteer System
d) Monitor
i) Recording, monitoring & reporting of attendance and volunteer hour
ii) Conflict Resolution
(1) Explain the biblically-based procedure for conflict resolution within Vineyard
Compassion
(2) Oversee complaints procedure
(3) Investigate any issues that cause conflict or difficulties for volunteers
(4) Take action on any disciplinary measures
e) Nurture
i) Ensure volunteer needs are met and that they feel supported within each of the
projects
ii) Organize Vineyard Compassion wide “Annual Volunteer Appreciation Event”
iii) Send birthday cards, sympathy cards, spontaneous appreciation cards, etc. to all staff,
office volunteers & Project Leaders
iv) Pray for and with volunteers
v) Guide volunteers into grow opportunities
vi) Provide Project Leaders with materials for working together & team building
vii) Communicate the life-changing successes which helps to celebrate and value the vital
contribution that volunteers make to community well-being
(1) Sending out of monthly Newsletter to all volunteers
3) Mentoring (new) Project Leader/new projects
a) Assist new Project Leaders to manage volunteers within their project or support a new
project in the initial setup phase with volunteer management
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Volunteer Management applies to volunteers, work placements and interns alike.
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4) Oversight of IT systems from a user-perspective
a) Ensure that any selected or developed IT systems are user orientated
i) Providing information for the design / selection phase of the “Online Client and
Volunteer System”, “Online Flexible Training Options” and “Referral & Signposting
Application”
b) Oversee the user-implementation of any new systems
c) Administrate IT usage (low-tech)
5) Reporting and Evaluation
a) You will be accountable to and supervised by the Development Manager (Katja
Bruyninckx) and will develop bi-annual strategy plans for your area of oversight. You will
meet monthly with your supervisor to review progress / plan development; prior to this
meeting you will submit a progress report
6) Champion the values of ‘Everyone Gets to Play’ and ‘Appreciation’ throughout
Vineyard Compassion, creating spaces of inclusion and participation
a) Ensure Project Leaders organise an additional 1-3 vision & appreciation events to inspire,
motivate and retain volunteers. Indication of minimum meeting times:
i) Weekly projects meet 3x per year
ii) Monthly projects meet 1x per year
b) Encourage all projects to send birthday cards, sympathy cards, spontaneous appreciation
cards, etc.
c) Encourage all leaders to consider how to include the anyone, e.g.: ethnic minorities,
people with disabilities, etc.
7) Attend relevant meetings, steward your finances and communicate effectively
a) You will attend:
i) The relevant Vineyard Compassion team meetings - frequency and set up is to be
determined
ii) Causeway Coast Vineyard and Vineyard Compassion combined staff meeting on the 1st
morning of every month
iii) Strategy days which might fall outside of your regular office hours - you will make
your best effort to attend these.
b) Exercise responsible stewardship over the budget you have been allocated and biannually set up a budget prognosis. Within this budget, you will have the freedom to
make expenditures.
c) Ensure for your areas the correct and complete communication within the organisation
and on the websites, Facebook, Twitter, promotional materials and other media used by
Vineyard Compassion and its members
8) Any other related activities
a) Remember you are the coordinator not a counsellor. Sign-post clients and volunteers to
the appropriate care available
b) Learn from others
i) Where possible, learn from other charities / business environments to use best
practice solutions - this will require networking
i) Takes ownership of the shared folder(s)
(1) 13_Volunteer Management
(2) 80_Staff and Volunteers
ii) Maximising the benefit of the task manager application ‘Asana’ within the team
(1) An Asana Champion is available
iii) Organize VC Strategy Days (2x per year)
iv) Organize VC Leaders Gathering (3-4x per year)
v) Documentation for interns who have a visa
vi) Etc.
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