Job Description
Job title:
Volunteers Coordinator - Community Volunteer Scheme (CVS)
Responsible to:
Community Volunteer Scheme Manager
Responsible for:
Coordinating and supporting teams of CVS volunteers across the service
area and office volunteers
Base
East Sussex Fire & Rescue Service HQ – 20 Upperton Road, Eastbourne
BN21 1EU
Salary
£22,667 p.a. (NJC Scale 26)
Hours
37hrs pw
Holidays
25 days pa plus Bank holidays
Contract
Fixed term, to 31.03.16 (subject to review)
Pension
3VA will match contributions of up to 6% of annual salary towards a
mutually agreed pension scheme
Job context
3VA is an organisation developing specialist experience in maximising the potential of community,
volunteer and charitable initiatives to improve the quality of life for local people. 3VA works in
partnership with others to achieve its vision of communities that value all their people and enable
them to achieve, for themselves and others.
3VA manages the East Sussex Fire and Rescue Service (ESFRS) Community Volunteer Scheme.
The purpose of the Scheme is to have a volunteer programme that will support community fire
safety and road safety initiatives of the service, helping ESFRS achieve its aim of ‘a safer and more
sustainable community’. Growing interest in the scheme from both local and national decision
makers has led to a diversification of its funding and its delivery activities. The Scheme currently
receives additional funding from the Department of Health to support vulnerable older people to
improve their health and wellbeing and the Police and Crime Commissioner’s fund to deliver
support to people who have experienced burglary.
This post manages the part of the scheme working directly with ESFRS and focuses on developing
more activities and opportunities around community safety. This role reports to the Community
Volunteer Scheme Manager and is based primarily at ESFRS HQ, with occasional working from 3VA
Eastbourne office as necessary. This role works in collaboration with key managers and Chief
Officers at ESFRS.
Volunteers Coordinator (Community Volunteer Scheme) - Job Description FINAL
Job Purpose
To support the Scheme Manager in the successful running of the Community Volunteer Scheme,
coordinating between 60 and 100 volunteers. To assist with planning for the future, to respond to
the changing needs of ESFRS. To ensure the Scheme follows best practice in volunteer management
and has committed, motivated teams of volunteers to support ESFRS achieve its aim of ‘a safer, more
sustainable community.’
Core Competencies/Areas of Responsibility
Coordinating and developing a wide range of volunteer activities
 Scheduling and allocating tasks and rotas for the volunteers and acting as a key contact
for volunteering requests from the ESFRS staff.
 Helping the Scheme Manager develop new activities and roles
 Building relationships with colleagues in ESFRS and 3VA, to strengthen the knowledge and
reputation of the Community Volunteer Scheme
 Developing effective relationships between the Volunteers, their local Community Fire
Station, and other agencies in the local area.
Recruiting volunteers with a wide range of skills and experience
 Supporting the whole recruitment process of new volunteers (incl role descriptions,
marketing, co-ordinating and taking part in application and interview stage and liaising
with ESFRS staff)
 Promoting the benefit and opportunities offered by volunteering, by taking part in local,
regional and national events.
Supporting volunteers so that they are fulfilled and engaged with the Scheme
 Supporting the on-going management of volunteers including probation period,‘
supervision’ sessions, attending regular volunteer meetings and forums
 Using appropriate and innovative ways to engage with volunteers to ensure the service is
delivered effectively incl editing volunteers newsletter and social media
Developing and organising appropriate training for volunteers
 Identifying the training needs of the volunteers and organise a flexible programme of
training, including the delivery of some aspects of core training.
 Developing and arranging the Induction process for new volunteers, including necessary
training, relevant to the roles they are undertaking.
 Working with other scheme staff to organise an annual event to recognise the
contribution of volunteers to ESFRS and publicise the activities of the volunteers.
General administration and monitoring of the impact of the Scheme
 Producing reports and accurate records of achievements
 Administering volunteer expenses, including payments to volunteers and producing
monthly reports.
 Assisting in achieving Investors in Volunteers accreditation.
 Working with other Scheme staff in raising the awareness of volunteering, both within
ESFRS and externally with partners and the public.
Volunteers Coordinator (Community Volunteer Scheme) - Job Description FINAL
Scope and limits of authority



Supervising Community Volunteers
Recommending improvements to all aspects of the post’s areas of responsibility
There is no direct budget management responsibility
Key relationships
Internal:
 Community Volunteer Scheme staff and volunteers
 3VA Projects Team
 3VA Marketing Officer
External:
 East Sussex Fire & Rescue Service (eg. In relation to CRM and referrals)
 Public, Community and Voluntary Sector organisations
 Volunteer Centre East Sussex
 Training Providers
Volunteers Coordinator (Community Volunteer Scheme) - Job Description FINAL
Person Specification
Knowledge
 Educated to A-level standard or equivalent, GCSE Maths & English or equivalent, good
level of written and spoken English
 Understanding of good practice in volunteer management
 Good knowledge of IT systems, including MS Office (Word, Excel, Outlook, PowerPoint,
Access) with knowledge of databases and spreadsheets (ideally including use of pivot
tables and data analysis)
 Knowledge of the voluntary and community sector and the issues that affect it
 Understanding of good practice and relevant legislation around confidentiality, equal
opportunities , safeguarding, health & safety and risk management
Experience
 2 or more years’ experience of recruiting, supporting and/or managing staff or volunteers
 At least 2 years’ experience working in an administrative role and/or office environment
 Experience of maintaining accurate records and producing accurate correspondence and
reports
 Experience of voluntary or community organisations, and statutory bodies
 Experience of producing external and internal reports and communications
 Experience of working in partnership, liaising with other organisations and using joint
working systems
Skills / Abilities
 To organise a large number of tasks and people
 To support others to learn and develop and deal confidently with a range of people with
different needs and behaviours
 To organise and prioritise own work with minimum supervision, to work to tight deadlines
and respond to changing priorities
 To pay close attention to detail and accuracy
 Effective communicator and customer service skills - ability to develop professional and
supportive relationships
 Able to solve problems, identify solutions and to manage uncertainty and ambiguity
 Emotional intelligence and diplomacy
Personal Qualities
 Caring person who is able to perceive the needs of others and respond empathetically,
promoting the values of personal development for clients and volunteers
 Flexibility in working from ESFRS offices, 3VA Eastbourne office, and flexibly across
Brighton & Hove and East Sussex, as required, with occasional travel beyond
 Demonstrable personal commitment to volunteering
 Flexible approach to working hours, including occasional evening working
Volunteers Coordinator (Community Volunteer Scheme) - Job Description FINAL