Job Description

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The Volunteer Resources Coordinator provides support to both the volunteer program to meet the needs of over 500 volunteers working in 90 services and the health centre’s high school co-op program providing up to 40 experiential learning opportunities each year. They support many aspects of the volunteer life cycle from recruitment, retention to recognition. They promote volunteer engagement practices to support and monitor desired outcomes and coaches volunteers and staff on desired outcomes. They act as a staff liaison for the Forms Room, Chart Assembly and Info Desk volunteers. They provide departmental indicators, statistical analysis and summary reports for use by various stakeholders for planning and evaluation purposes. Education:

• Secondary School Diploma or Equivalent
• Volunteer Management program or Human Resources Management program

• At least one year of experience demonstrating volunteer management knowledge or Human Resources Management, producing appropriate position description and forms, risk management, leadership, creating a strong volunteer program, interviewing, hiring the appropriate people and matching them to the job, mediation, handling concerns with staff and volunteers, people skills, and knowing how to handle different personalities.
• At least one year of experience demonstrating public speaking, writing and multitasking skills as well as developing innovative ideas.

• Leadership skills to coach volunteers and staff to support desired outcomes
• Demonstrated critical thinking and problem solving skills
• Excellent time management and organization skills
• Ability to analyze data and develop reports and wok plans
• Outstanding written and verbal communication skills
• Interpersonal skills with demonstrated ability to address concerns with tact and diplomacy while focused on the My Care Values
• Ability to be self-directed, show initiative and also work effectively as part of a team

• In alignment with our My Care tactics, the position conducts annual rounding on all volunteers, quarterly rounding on a leaders/programs which have volunteer support and preparation of monthly stop light reports.
• Support of the student Co-Op and volunteer program including orientation, recognition and celebration events is required.
• Partner with the Auxiliary to provide support of Auxiliary special events and recognition of volunteers through the service awards. The position prepares monthly status reports for the Supervisor, Volunteer Resources and bi-monthly reports for the Auxiliary Board of Directors on key achievements and changes within volunteer resources.

• Recruit, interview and place volunteers matching skills with opportunities following volunteer management best practice

• Support existing volunteers in reassignment to other positions as needed
• Assist in developing a Recruitment plan
• Identify potential volunteer team leaders and trainers where gaps exists and train them to their role and our expectations
• Write nomination recommendations for volunteer achievement awards
• Recognize volunteers and staff
• Provide volunteer references and confirmation of volunteer hours
• Maintain listing of current volunteer vacancies and develop recommendations for interview scheduling based on program needs
• Identify services that are hard to fill, have high turnover or low volunteer engagement and perform a service review in consultation with stakeholders
• Collaborate with key stakeholders to develop new services
• Analyze and evaluate results of service review and implement improvements and changes
• Perform rounding for outcomes on managers and volunteer team leaders
• Prepare and distribute work plans, and follow up on items that require action and report back to stakeholders in a continuous quality improvement feedback loop
• Oversee the updating of volunteer position descriptions
• Coach volunteers and staff on service-related issues, concerns and operational processes
• Liaise with staff and volunteer team leaders to promote volunteer engagement
• Effectively utilize the volunteer resources information system (VSYS) to support the staff and volunteers, collect statistics and develop reports as needed
• Assist with annual Volunteer Appreciation Week

• Contribute to the budget process by reviewing detail trial balances ,reconciling discrepancies and preparing variance reports on a monthly basis

• Compile departmental indicators, analyze statistics and trends, and prepare summary reports for use by various stakeholders
• Develop and maintain scheduled for rounding for outcomes, positions descriptions, etc.
  

• Co-ordinate the High School Co-op Program with intakes up to 3 times per year
• Develop orientation and onboarding tools
• Screen, interview and select students for appropriate positions
• Liaise directly with 3 school boards, coop teachers, students and RVH staff to facilitate the co-op program
• Facilitate student transitions from co-op to volunteer roles
• Conduct evaluations of the program at the end of each semester

• Direct supervision of the printing and chart assembly volunteers
• Responsible for all in-house forms and quality control of printing
• Coordinate the internal production of forms – reviewing orders, assigning workload to volunteers, and liaising with managers and Health Records
• Track and prepare reports for the Supervisor, Volunteer Resources on the status of forms, monthly copy counts, and types of printing requests
• Sit as an active member on the Forms Committee

• Ensures Info Desk volunteers have training and acts as a resource for information needed
• Create and maintain service schedules
• Create and maintain a service standard

• Coordinates special events such as Volunteer Appreciation Week events, luncheons and student recognition awards throughout the year.
• Acts as a resource for Conveners, members of the Auxiliary, staff and physicians discussing solutions to problems or concerns; identifying their volunteer needs and designing roles to meet the needs of service to advance the patient, employee and physician experience.
• Problem solving – find best ways to handle concerns i.e. aging volunteer not able to fulfil responsibilities of their service and best course of action to handle the concern