In the blog last week I talked about envisioning volunteers. One of the first steps in doing so is writing an effective job description. It might be worth your time to take a look at your current job descriptions to see if they answer the following questions for your volunteers?
- What am I supposed to do?
- Will you let me do it?
- Will you help me when I need it?
- Will you let me know how I am doing?
Job descriptions are the blueprints for recruiting, managing and retaining employees.
An incredibly useful tool, the volunteer job description helps your volunteer recruitment efforts, the management of those volunteers and retaining them. Setting expectations with a job description should be job number one for any volunteer manager.
Pregnancy Centers have a few complex long-term volunteer positions where specialized training is necessary. It makes sense to manage those positions like you would a paid position. That includes a detailed job description that you can use to recruit those volunteers. The job description can also be helpful when you evaluate volunteers, helping both of you to remember what the job is all about.
Each job description should explain the assignment, plus the skills, abilities, and interests necessary to perform the volunteer task successfully.
Clarity is what every volunteer prefers. Before you even start recruiting volunteers, make a list of the jobs you want them to perform, and then describe those positions as clearly as you can.
Job descriptions are powerful tools for recruiting and supervising volunteers. You can use these documents to carefully screen candidates and schedule their work. Besides clarifying what volunteers are expected to do, job descriptions send the message that your ministry is well-organized.
Doug Toft on the website missionbox.com suggests what to include in your job descriptions. I have made a few additions and adjustments to his list to accommodate the needs of Pregnancy Center volunteers.
Mission. Volunteers want to know your mandate. State the basic idea of your work in one memorable sentence.
Project or Position. Describe the goal of the volunteer project or role and explain how it contributes to your mission.
Tasks. Describe exactly what you want the volunteer to do. List specific, observable behaviors.
Skills. It pays to be very clear and concrete when listing qualifications for any volunteer position. Include education, personal characteristics, skills, abilities, and experience required.
Setting. Describe where the volunteer will work — outdoors, your main office, an off-site location, door-to-door in the community. If the setting calls for a dress code or special equipment, mention these as well.
Schedule and Commitment. How much time do you expect from the volunteer? Include length of service, hours per week, and hours per day. Include any special requirements such as weekend work. Answer common questions: How long will the job last? Can I determine my own hours? Are date-specific events or project deadlines part of the job?
Training and Supervision. Describe the required training including details of the times and locations of the training(s). Include initial classroom training, on-the-job training, in-service training and any training for special or seasonal volunteer jobs such as Walk-For-Life or other fundraising events.
Explain who will be available for assistance and how volunteers get feedback on their performance.
Screening. Describe up front any required background checks or screening tests for volunteers.
I would also include a section on:
- Benefits of volunteering. List possible benefits as a result of volunteering such as learning new skills, working with a team towards a common goal, contributing to the goals and mission of your Pregnancy Center, loving on people in crisis in a meaningful and impactful manner.
You can download a job description template here.
This template is in Microsoft Word so you need that software in order to open the template. If you have Word you will be able to edit the document.