Volunteer Management and the Volunteer Manager s Job Description in the "Group" The National Council for Voluntarism in Israel (CVI)

Transcription

1 Volunteer Management and the Volunteer Manager s Job Description in the "Group"

2 The Volunteer Manager job perception The volunteer manager will lead the process of consolidating the organizational volunteer management strategy and will manage all volunteers and volunteer programs from an ideological, professional, organizational and social viewpoint. The main task of the volunteer manager is to give expression to a number of circles of influence: the individual, the employed staff, the strategic management of the volunteers in the organization, and the community at large. This is a holistic role dealing with various systematic motives of various interested parties.

3 The Volunteer Manager job perception (con.) The guiding rule of the volunteer manager is to legitimize these various forces while keeping the balance between them in such a manner that the system will operate to create a balance between these forces and lead to a full realization of the volunteering potential.

4 Role Description The volunteer manager in an organization is required to encompass these main areas of activity: A professional address for the individual volunteer: Recruitment and induction of the volunteer, adjustment to the position Training, guidance, mentoring Evaluation, mobility, reward Representation Positioning of the volunteering career and its professional development

5 Role Description (cont.) A professional address for the employed staff Identification and mapping of needs Job analysis and definition of volunteer roles Conflict management Representation Creating assessment and feedback systems Developing standards for improving performance Training and development of a volunteer management staff

6 Role Description (cont.) A professional address at the organizational, strategic level: development and management of the policy of: Integrating volunteers in the organization Designing promotion tracks for volunteers Creating an organizational ethic code for volunteer involvement Getting involved in the development of new and existing projects involving volunteers.

7 Role Description (cont.) Headquarters tasks: Leading, participating and partnering in ongoing management processes Updating and applying organizational regulations in the areas of volunteer management Volunteer insurance, travel and expense returns Organization of training

8 Role Description (cont.) Partnership Management: Creating strategic, professional partnerships Forming connection to relevant parties Developing and promoting volunteering as a social and ideological viewpoint in the community Agent for social change and its implementation.

9 Why Volunteer Management in the "Group"? Volunteers are one of the main assets of the "Group"- without them- the "Group" will not exist. The "Group" is an organizational framework whose Raison d'être and function depends on people. Volunteers need a motivatonal paycheck to keep them coming back Conclusion of the Mckenzie survey of the "Group" in sydney

10 Volunteer Management The roles of the volunteer manager in the "group" The tasks of the volunteer manager in the "group" The relationship between the manager and the volunteers of the "group

11 The Roles of the Volunteer Manager in the "Group" Human Compass to the Head of the "Group" Designing the Volunteer Policy of the "Group" Creating a strong human capital - suitable people, that will remain in the organization over time and contribute to its goals and objectives. Identifying volunteer needs and motives and creating a work plan that will meet maximum needs - giving motivational paychecks that will keep them coming Mediating between volunteers and staff representing both interests Making sure volunteers are satisfied and creating changes if necessary Inspiring volunteers, connecting them to the vision and mission of the "Group"

12 The Volunteer Life-Cycle Managing "the volunteer life-cycle includes: Recruitment and screening Placement and integration Retention Departure

13 Tasks of the Volunteer Manager in the "Group" Effective management of the volunteers will include the following steps taken from "The Volunteer Life-Cycle ": 1. Early planning 2. Definition of volunteer profile 3. Recruitment of volunteers 4. Volunteer screening 5. Definition of volunteer contract 6. Acquaintance with the organizational environment: Orientation

14 Tasks of the Volunteer Manager in the "Group (cont) 7. Volunteer training 8. Assignment and induction 9. Supervision and support 10. Guidance, training and enrichment 11. Volunteer evaluation 12. Reward, appreciation, recognition- Retention 13. End of volunteer's work

15 Relationship between the Manager and the Volunteers Relationship of support Relationship of supervision Relationship of sharing Relationship of empowerment

16 Support Trust and respect for the volunteer Listening to the volunteer and showing sympathy towards his needs. Warm and personal interaction Providing feedback Encouraging a relationship of support and consideration within the team of volunteers, amongst themselves and between them and the employed staff.

17 Supervision Supervision of execution of tasks ensures the quality of work by setting standards and limitations, by defining additional objectives and by giving immediate feedback. Supervision as a type of "coaching": a coach is someone who can help the volunteer reach objectives while defining the necessary activity in order to attain them and to examine the results they achieved. The coach helps in the process even though the responsibility is that of the volunteer. Supervision includes: training, enrichment, advising, feedback and tracking. Keeping a "volunteer file" on every volunteer in the group.

18 "Volunteer File" Should be computerized Should include: Personal details of the volunteer Medical history Former training Given feedback Changes in personal status Rewards received

19 Sharing Involving the volunteer in the decision making process, mainly with regard to what relates directly to his/her work and will encourage involvement and a feeling of belonging. It is worthwhile consulting the volunteer and listening to his/her opinion and ideas. Even if his/her viewpoint is not accepted, it is necessary to explain the reason why.

20 Empowerment A process whereby people succeed in achieving better control over their lives either by themselves or with the help of others (Sadan 1997). The process of empowerment strengthens someone's faith in relation to his ability to influence and solve problems. Inspiring volunteers

21 Empowerment (cont.) The process of volunteer empowerment can be done in many ways: Personal example Vision High level of demand Space for action Constant reward and acknowledgement Boundaries, rules and assertiveness Talk, talk, talk Positive organizational climate Respect of the volunteer s time Flexibility

22 What is the Most Suitable Definition for the Volunteer Manager in your "Group"?

23 Conclusion When volunteer management is professional, volunteer satisfaction is enhanced and therefore their contribution is enhanced as well as lower dropout rates and more stability for the Group. Volunteer Management is a complex task which requires expertise, attention, knowledge and time.