SOUTH WEST LONDON LAW CENTRES (SWLLC) Legal Action for Local Communities

Transcription

1 SOUTH WEST LONDON LAW CENTRES (SWLLC) Legal Action for Local Communities JOB DESCRIPTION POST: Volunteer Services Coordinator Salary: 26,520 (NJC 27-23,188 plus Inner London weighting of 3,332). Reports to: Line Manages: Functional Links: Term: Based at: Operations Manager Evening Surgery Receptionists (6 x FTE staff) Board of Trustees, CEO, Finance Manager, Team Leaders, Branch Administrators One year fixed-term (with the possibility of becoming permanent). Croydon (with our central admin and management teams) Travel to our other SW London offices as required. Key Tasks 1. To have overall responsibility for the provision of SWLLC s volunteer services, including the recruitment, supervision and management of volunteers within SWLLC. 2. To have responsibility for the provision of SWLLC s pro bono advice clinics, and manage day-to-day relationships with the local and city law firms who partner with us. 3. To actively work and collaborate with the Senior Management Team to promote the services of SWLLC and foster positive relationships with stakeholders. 4. Support the development of SWLLC s services through contributing to strategic planning. 5. To actively work with the CEO to support SWLLC s fundraising strategy in order to develop long term sustainability for the role and volunteer services within SWLLC 6. Contribute to SWLLC s management and further development as part of SWLLC s Operational Management Team (OMT). 1

2 Volunteer Services 1. To regularly assess the requirements of SWLLC and the availability of opportunities for volunteers. 2. To ensure that the opportunities for volunteering with SWLLC are publicised in all relevant places within the catchment area and at other relevant establishments, for example, Volunteer Bureaux, Solicitors firms, College Law Courses. To recruit volunteers, as required, by SWLLC s needs and funding commitments. 3. To develop and manage work experience placements for students, and liaise with local schools, further and higher education providers. 4. To maintain and keep up to date volunteer induction packs for each office and to ensure that each new volunteer follows an induction process based on the pack. 5. To work in conjunction with the Branch Administrators to ensure that all potential volunteers are interviewed to assess suitability, to outline all the responsibilities of the volunteer, explain our policies (such as Equal Opportunities, Expenses, and Health & Safety), to explain what the volunteer is entitled to, what opportunities exist for development, whom they report and to agree a start date. 6. To ensure that the work of volunteers is supervised by a suitable member of staff at all times, in accordance with SWLLC s funding, insurance and regulatory requirements and best practice. In particular, to ensure that the work at every evening surgery is supervised by a practicing solicitor, barrister or appropriate member of SWLLC staff. 7. To maintain an effective system of review and assessment to enable SWLLC to assist with volunteers personal development, evaluate services and rectify any shortcomings. Pro Bono Services 1. To attend evening surgeries and other service outlets at regular intervals, sufficient to ensure that the service is of an appropriate quality and that service delivery meets the quality assurance criteria laid-down in the office manual. The most important of these is the provision of confidential and free accurate advice and referral where necessary. 2. To line manage, supervise and provide training to the team of part time receptionists who staff our evening pro bono surgeries. 3. To provide cover at SWLLC s evening surgeries when evening receptionists are on leave or ill, if other cover could not be arranged. 4. To liaise with the local and city law firms who partner with SWLLC to volunteer at our evening clinics, to resolve any issues, and communicate any changes at SWLLC or locally which their volunteers need to be aware of. 5. To assist partner law firms with the training and induction of their advisors who volunteer at SWLLC s pro bono services. Client Services 1. To work with the Senior Management Team (SMT) to set up systems to monitor the inflow of work into the Law Centre. 2. In conjunction with the Operations Manager and Branch Administration Team Leader, to train SWLLC s Branch Administrators on the services SWLLC can offer, referral networks and signposting. Subject to the infrastructure being available, to train the Branch Administrators and other reception staff on booking clients directly into SWLLC services. 2

3 3. To ensure that receptions in the SWLLC offices and outlets are staffed with volunteers with sufficient knowledge and training to cope with all incoming calls and enquiries. Promotion of SWLLC Services 1. In conjunction with the CEO, to work with stakeholders to assess the need for client services, and open new services as needed as resources become available. 2. In conjunction with the CEO to seek funding for the long term viability of the project and to expand services 3. To work in conjunction with the SMT to develop publicity and promotional material for SWLLC services. 4. To advertise the SWLLC services in all relevant places, including: publicity targeted at high priority groups; publicity in local newspapers; leaflets available in public places such as libraries, doctors surgeries etc; and posters situated locally to each surgery in public places as above. 5. To work with the CEO to ensure that Client services (including limitations) are well known to all front line advice agencies, Councillors, MPs, police and other potential referrers. 6. To work with the Operations Manager to ensure the content of SWLLC s website is kept up to date. 7. To work in conjunction with the CEO and Operations Manager in managing SWLLC s relationships with its City firm partners and other key stakeholders, in particular as they relate to the day to day running of pro bono sessions and other volunteer services. 8. To work with the CEO and Operations Manager to develop monitoring reports on client and pro bono services and to report on these to funders and stakeholders. Other Duties 1. Play a full role in the organisation's Operational Management Team (OMT), supporting colleagues to maximise our effectiveness. 2. This role will require some evening work, which time off in lieu (TOIL) will be provided for in line with SWLLC s policies. 3. Attend meetings of the SWLLC Trustee Board and sub-committees as required. 4. In addition to the tasks and duties listed in this job description, to undertake such duties as may be identified and which are generally compatible with the functions of the post. 5. Attend meetings outside of normal business hours as required to discharge the above duties, including regular evening work. This includes running clinics where necessary in the evenings. 6. At all times act to protect the good name of South West London Law Centres. 7. Have regard at all times, in the planning and execution of duties, to the organisation's Equality and Diversity Policy. 8. To ensure that the Health and Safety of all staff, whether paid or unpaid, and members of the public is protected by co-operating with the Operations Manager who has responsibility for Health and Safety within SWLLC. 9. Be willing to travel to all SWLLC branches and external locations and for meetings and training as required. 3

4 SOUTH WEST LONDON LAW CENTRES (SWLLC) Legal Action for Local Communities PERSON SPECIFICATION POST: Volunteer Services Coordinator Salary: 26,520 (NJC 27-23,188 plus Inner London weighting of 3,332). Reports to: Line Manages: Functional Links: Term: Location: Operations Manager Evening Receptionists Board of Trustees, CEO, Finance Manager, Team Leaders, Branch Administrators One year fixed-term (with the possibility of becoming permanent). Croydon (with our central admin and management teams) Travel to our other SW London offices as required. Essential Experience 1. Show at least one year s significant experience of project co-ordination. 2. A track record of managing change. 3. Experience of performance review of a project. 4. A commitment to the role of Law Centres in the provision of legal services with knowledge of legal/advice sector and Law Centre development. 5. A track record of leading and motivation. 6. Experience and knowledge of personnel procedures including induction and development, staff appraisal, disciplinary and grievance procedures. 7. A track record of innovation and problem solving. 8. A track record in developing, implementing and monitoring short and long term strategies. 9. Evidence of stakeholder management at a high level. 4

5 Essential Skills 10. An intelligent and highly motivated person who is accustomed to taking significant decisions and having a high level of personal accountability. 11. Ability to work independently with a proven ability to prioritise work and to meet deadlines. 12. Ability to take strategic overview and to plan for the long term. 13. Ability to liaise and work effectively in partnership with a wide range of stakeholders. 14. Excellent verbal skills and ability to convey complex information in an accessible way. 15. Ability to work with and support the management committee or similar management structure. 16. Ability to undertake press and public relations functions. 17. Understanding of the problems which face diverse communities. 18. Ability to work as part of a team. 19. Sensitive to group dynamics, respect alternative points of view and able to build on the contributions of others. 20. Ability to use computer and information technology including management information systems and to be self servicing. Must be proficient in Microsoft operating systems (Word, Excel, and Office) and familiar with databases. 21. Ability to work flexibly and outside regular office hours. Desirable Skills and Experience 22. A track record in fundraising for new projects and implementing them 5