Northern Hospice Alliance
Incorporating Hospice North Shore, Hibiscus Hospice and Warkworth Wellsford Hospice
Position Description
Volunteer Services Coordinator
________________________________________________________
Reports To:
Volunteer Services Manager
Direct Reports:
Nil
Full Time Equivalent:
0.525 FTE
Location:
Based primarily at 7 Shea Terrace, Takapuna, Auckland, with
flexibility to travel across the Northern Hospice Alliance.
Primary Objective:
To provide a comprehensive administration and coordination service that facilitates best practise
Volunteer Services including: recruitment and selection of prospective volunteers and placement into
roles; recording and processing of documentation, data entry and database management.
He/she will be expected to work in a way which reflects the Northern Hospice Alliance values.
Hibiscus Hospice Trust Values:
Attitude
Open hearted, open
minded
Respect
For everyone and
each other
Accountability
We demand
excellence
Teamwork
Better outcomes,
working together
North Shore Hospice Trust Values:
Compassion
Aroha
Integrity
Whakapono
Respect
Manaakitanga
KEY RELATIONSHIPS
Internal
Volunteer Services Manager
Human Resources Team
Volunteer Services Team
Education (Learning and Development) Team
All Team Leaders
Quality
Tikanga
All staff and volunteers at Hospice Alliance
External
Volunteering Auckland
Hospices of Auckland Volunteer Network
Hospice NZ Volunteer Network
KEY ACCOUNTABILITIES
1. Develop An Outstanding Organisational Culture and Workforce
Expected Results
Organisational Values
a)
b)
c)
d)
Role models behaviours linked to Hospice Alliance values
Champions Hospice in the wider community
Links values to service development
Recognises the role of the Treaty of Waitangi in the context of Hospice and equal
employment opportunities
e) Recognises diversity and the need for care that supports each person’s/families unique
hopes and needs
Recruitment Administration
a) Champion volunteer applicants through the recruitment process
i.
Reference and other background checks
ii.
Schedule and conduct interviews
iii.
Vetting of applicants
iv.
Refer for placement and complete pre-employment documentation
v.
Completing documentation upon confirming placement and data entry
b) Gather information and make recommendations on the suitability of each volunteer
applicant and where in the organisation their skill set best fits
c) Set up and maintain effective electronic and paper filing systems and procedures.
d) Develop new systems as required enabling quick access to information and accurate
reporting.
e) Undertake one off projects as required
f) Produce monthly and ad hoc reports (eg birthday card lists, volunteer hours and service
recognition details).
g) Maintain confidentiality of information on systems and databases relevant to Volunteer
Services.
Orientation
a) Liaising with new volunteers to ensure all attend Orientation before commencing their roles
with us
b) Deliver Orientation
c) Continue to update and review content of the Orientation programme in conjunction with
the Volunteer Services Manager
Communication
a) First point of contact for prospective volunteers’ queries
b) Respond to queries from existing volunteers and their managers providing advice in a
professional manner
c) Liaise with managers to ascertain their volunteer requirements to ensure adequate
resourcing
d) Accurately and effectively communicate information out to volunteers and their
managers
Teamwork
a) Work closely with other Volunteer Service Coordinator(s) to deliver a cohesive service to
both potential volunteers, current volunteers and the Northern Hospice Alliance
b) Contribute ideas for improvement to systems and processes to effectively deliver Volunteer
Services
Personal and Professional Development
a) Ensures on-going personal development through completion and implementation of a
personal annual performance and development plan
b) Identifies needs with manager and engages in regular, ongoing learning and skill
development
2. Improve Patient and Family/Whanau Experience and Safety
Expected Results
Quality and Risk Programme
a) Reports issues that could adversely affect delivery of services, safety of staff or the
reputation of the service
b) Participates in training and education relating to major emergency preparedness, response
and recovery activities
Exception Reporting and Critical Events
a) Ensures that all incidents, accidents, hazards, near misses and service enquiries are
immediately and appropriately reported, are supported in writing and are responded to via
the Exception Reporting Process
Health and Safety
a) Complies with and contributes to Health and Safety systems and Emergency procedures in
place throughout organisation
b) Participates in Health and Safety systems and Emergency procedures
c) Assesses risks to personal safety and safety of others
d) Supports Health and safety representatives
Innovation and Management of Change
a) Identifies ideas for improvement
b) Maintains own professional networks ensuring that innovative practice and knowledge is
shared as appropriate
c) Demonstrates ability to work and lead in a changing environment and responds proactively
to new challenges and opportunities
3. Community and Collaboration – a whole system approach
Expected Results
a) Networks with other agencies in the community to share and make best use of resources.
4. Wise Stewardship and Improved Sustainability
Expected Results
Strategic and Business Planning
a) Contributes to the development of the HR Hub strategic plan in relation to volunteers
b) Contributes to annual business planning process
PERSON SPECIFICATION
Qualifications and Experience



Experience and credibility in an office management or administration role, preferably with
experience in a not for profit setting.
Experience working in a similar recruitment administration role
Interviewing experience
Skills and Knowledge




Very good communication and relationship building skills (able to communicate effectively
with a broad range of people from a variety of backgrounds and cultures).
Able to work across all levels of the organisation in a collaborative manner, seeks advice and
includes others appropriately.
High standards of work quality, accuracy and attention to detail (ability to work to deadlines,
plan and prioritise, tolerate interruptions and maintain performance under pressure).
Proficiency in MS Office Suite – Word, Excel, PowerPoint and Outlook and database
management skills



An understanding of current issues for volunteer management
Knowledge of the local community, its key issues and customers
Understands the principles of the Treaty of Waitangi and biculturalism
Confirmed and signed:
EMPLOYEE:
MANAGER:
DATE: