Dublin Simon Community: Volunteer Administrator. Closing date 12th June 2022


About us: At Simon, we listen to people who turn to us for help and do everything we can to support them to move out of homelessness into independent living. We strive to empower people to access, secure, and retain a home of their own by reducing the reliance on short-term emergency accommodation and providing permanent supported housing for people to sustain a home in their local community. Moving people into supported housing produces life-enhancing and life-saving results and is more cost-effective in the long run. Dublin Simon Community is focused on providing supportive services at all stages of homelessness and we are focused on providing supportive alternatives to people living in despair, enabling them to rebuild their lives and empower to secure a safe home of their own. Job Purpose: To assist in the day to day operation and implementation of the volunteer and student placement programme within Dublin Simon Community Core Job Requirements: To assist in successful delivery of a quality volunteer and student placement programme including: Recruitment

  • Assist the volunteer manager and Volunteer supervisor in coordinating volunteer and student placement recruitment process ensuring sufficient quality and quantities of volunteers are sourced.

  • Ensure volunteer role descriptions are up to date, advertising vacancies screening of candidates e.g. reference checks and Garda vetting

  • Support the Volunteer manager and supervisor in the interview process as needed including Ulster University student interviews & University presentations (twice per year) as required

Induction

  • Assist in the preparation for full time Volunteer and Student arrivals and departures including Joiners and Leavers forms and Induction packs

  • Arrange & assist in conducting Full Time volunteer induction programme for incoming Volunteers

  • Review and up-date induction programme an on-going basis

Social Programme & Recognition

  • Development and delivery of Full-time volunteer social programme e.g. planning four social activities for Full Time Volunteers to run 4 times per year

  • Organisation of DIT graduation once per year.

  • Participate in the planning and organising of various other volunteer events as required

Volunteer Support:

  • Act as a mentor for approximately 10-15 Full-Time Volunteers and conduct 1:1 and group mentoring sessions at regular intervals throughout the course of their placement.

Volunteer Houses:

  • Ensure the up keep of the Volunteer houses and assist in the sourcing of new Volunteer accommodation as required

  • Assist the manager to ensure cost effectiveness in the upkeep of the Volunteer houses in relation to all utilities and maintenance issues

Communication

  • Schedule and conduct full time volunteer house meetings and compile information and reports as necessary

  • Manage all queries (phone, email, post) with support from volunteer office team

  • Act as point of contact for all full time volunteers throughout their placement

  • Support the Communications team in ensuring database of Volunteer alumni is kept up to date.

  • Ensure full time volunteer information on website is regularly reviewed and up-dated

Administration & Reporting

  • Provide administration support to the Volunteer & Student Placement Manager to carry out a variety of functions; Report compilations, Diary management, Organising meetings and Minute taking

  • Assist in compiling statistical information for the Volunteer & Student Placement office

  • Take charge of petty cash: ordering, collecting, recording and reimbursing volunteers and staff members expenses where appropriate

  • Ensure all files are regularly reviewed and updated to ensure ease of access for staff and manager and to provide back-up assistance on routine administrative tasks

  • Maintain and update the Volunteer and Student placement Database and the in putting of all volunteers on our Raisers edge Database and TMS as required

Organisational Strategy

  • Support the delivery of the volunteer office goals as per the organisational strategic plan.

  • Assist in the development of the Volunteer and Student placement programme in accordance with the organisational Strategy and the Volunteer office yearly action plans

Health and Safety

  • Responsible for ensuring all organisation and statutory obligations regarding health and safety are met in the Volunteer Houses

  • Conduct Health & Safety checks in Volunteer Houses and report issues

  • Advise Volunteer Manager on health and safety issues

  • Assist in the conduction Risk assessments for Full Time Volunteer posts

Requirements of all Dublin Simon staff:

  • Commitment to the purpose of Dublin Simon Community and to work within the values, policies and procedures of the organisation and in the context of current legislation and regulations

  • To participate in regular supervision with your line manager

  • To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice within your area of work and within Dublin Simon as a whole

  • To report any area of concern to your line manager in a timely manner

  • To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.

  • Have a flexible approach to the work in response to organisational change, development and review of best practice.

  • Participate in and engage with a performance management programme.

  • Identify training needs with your line manager and participate in training opportunities appropriate to the role

  • To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or Health & Safety Representative

  • To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate

  • To undertake other duties as may be requested by the line manager from time to time.

  • To undertake your work in a manner that is friendly, flexible and informal.

Note: This Job Description will be reviewed and updated in line with the needs of the work. Person Specification: Essential:

  • A recognised third level qualification to degree level in a relevant discipline e.g. HR/Social Care

  • Understanding of volunteering and why people volunteer

  • Understanding of why people become homeless and the needs they have

  • Knowledge of Dublin Simon Community

  • 2 years paid employment in a relevant setting e.g. human resources, voluntary sector or social care

  • Experience in the administration field and dealing with the public

  • Commitment to providing the highest levels of quality service

  • Respect for the dignity of others

  • Openness to change

  • Commitment to best practice and professional development

  • Excellent Organisational Skills

  • Excellent Communication

  • Oral and aural

  • Written

  • Computer


  • Commitment to health & safety

  • Client-focused

  • Ability to act calmly in emergencies and respond in a professional manner to challenging situations.

  • Committed to effective Professional Practice

  • Planning and organising

  • Analysis & problem solving

  • Initiative and taking responsibility

  • Leadership

  • Influencing and negotiating

  • Resilience and positive outlook

  • Effective team working

  • Developing external relationships

Desirable:

  • A mentoring qualification

  • Knowledge of the Dublin homelessness sector

  • Experience of working with homeless persons

  • Minimum of two years experience of working directly with volunteers

  • Experience in interviewing skills (recruitment and selection processes)

Working Hours: 37.5 hours per week, 5-day Liability (Monday-Friday), Benefits:

  • 25 days annual leave,

  • 5% matched contribution to your pension,

  • Paid Sick Leave Policy,

  • Paid Maternity Leave Policy,

  • Bike to Work Scheme,

  • Commuter Travel Tax Savers Ticker,

  • 1st-week Comprehensive Training.

Location: Dublin City Apply for the position Application due date: 12/06/2022 For queries relating to this position please telephone (01) 635 4860

General Info Date Entered/Updated 25th May, 2022 Region Dublin City Expiry Date 12th Jun, 2022