Job Description

Position Summary

Reporting to the Manager, Programs and Operations, the Volunteer Coordinator supports the day-to-day delivery of Caledon Meals on Wheels' programs by recruiting, training, scheduling, and supporting volunteers. The role plays a key part in ensuring that Meals on Wheels, Friendly Visiting and Project Lifesaver are delivered in a safe, client-centred and high-quality manner. The Volunteer Coordinator builds strong relationships with volunteers, clients, caregivers, and community partners so that volunteers feel valued, and clients receive the support they need to live safely and independently at home.

Core Competencies

Program Coordination and Planning Communication and Relationship Building Time Management and Organization Problem Solving and Initiative Inclusivity and Cultural Sensitivity Collaboration and Teamwork

Key Responsibilities and Duties

Volunteer Services:

Work with the Manager, Programs and Operations to develop and implement an annual volunteer engagement and recruitment plan. Recruit, screen, interview and onboard volunteers in accordance with agency policies, including application, references and required background checks. Plan and deliver volunteer orientation and training sessions, ensuring volunteers understand their roles, responsibilities and safety requirements. Create and maintain volunteer schedules for Meals on Wheels, Friendly Visiting, and special events, ensuring adequate coverage and timely communication of changes. Provide ongoing support, coaching and recognition to volunteers, addressing questions and concerns in a timely and respectful way. Coordinate volunteer appreciation activities and support the planning of the annual Volunteer Appreciation Event. Prepare and submit nominations for local and provincial volunteer awards in consultation with the Manager, Programs and Operations and other staff. Draft and send volunteer communications, including email updates, newsletters and other tools, to keep volunteers informed and engaged. Maintain accurate volunteer records and statistics in the agency's databases and filing systems. Conduct or support an annual volunteer satisfaction survey and recommend improvements based on feedback. Support staff in addressing volunteer performance concerns and assist with improvement plans, escalating issues to the Manager, Programs and Operations as needed.
Project Lifesaver and Friendly Visiting:

Respond to inquiries and referrals for Project Lifesaver and Friendly Visiting and provide information about program eligibility, expectations and processes. Assist in completing client intakes and assessments for Friendly Visiting and Project Lifesaver in line with agency policies and funder requirements. Match volunteers with clients based on interests, needs, geography and availability, and coordinate introductions and start-up visits. Provide orientation and ongoing guidance to volunteers and caregivers on Project Lifesaver equipment, procedures and safety protocols. Maintain accurate and confidential records for Project Lifesaver and Friendly Visiting, including databases required by Caledon Meals on Wheels and the Ontario Provincial Police. Monitor ongoing visits and check-ins, follow up on missed visits and respond to concerns from volunteers, clients and caregivers. Support risk management by identifying and reporting safety concerns, completing incident reports and bringing complex issues forward to the Manager, Programs and Operations. Assist with outreach and education activities related to Project Lifesaver and Friendly Visiting, including presentations, information sessions and community events.
Program Coordination and Client Service:

Assist with client phone coverage, registrations and general inquiries, offering courteous and timely service. Gather information and documentation from clients and caregivers to support subsidy applications and other program requirements. Participate in program planning, evaluation and continuous quality improvement activities related to volunteers, Friendly Visiting and Project Lifesaver.
Administration, Data and Reporting:

Collect, maintain and report on statistics related to volunteers, Friendly Visiting and Project Lifesaver, including numbers of volunteers, clients, visits and hours. Use Microsoft Office, client and volunteer databases and other tools to track volunteer activity, client information and program outcomes. Contribute to grant applications, reports, accreditation activities and fundraising events as they relate to volunteer engagement and the assigned programs. Ensure all records are complete, accurate and stored in line with privacy, confidentiality and records management policies.
Community Relations:

Represent Caledon Meals on Wheels at outreach events, information fairs and presentations to promote volunteering and agency programs. Build and maintain positive relationships with community partners, referral sources, service clubs, schools and businesses to support volunteer recruitment and program awareness. Participate in relevant community networks and committees as assigned by the Manager, Programs and Operations.
Health and Safety:

Follow all Caledon Meals on Wheels health and safety policies and procedures, including those related to infection prevention, safe driving, lifting and workplace violence and harassment. Promote safe working practices for volunteers and staff, including clear communication about client risks, emergency procedures and incident reporting. Work with the Health and Safety Representative and Manager, Programs and Operations to identify, report and address health and safety concerns in a timely manner. Ensure that volunteers are aware of relevant health and safety requirements and understand how to report concerns or incidents.
Other Duties:

Support cross-departmental collaboration and contribute to agency-wide initiatives as required. Participate in staff, volunteer and community meetings, events and promotional activities. Other duties as assigned by the Manager, Programs and Operations.

Qualifications

Post-secondary diploma or degree from an accredited university or college in Social or Community Services, Volunteer Management, Gerontology, Recreation or a related field, or an equivalent combination of education and experience. One to two years of experience coordinating or supporting volunteers in a non-profit, community or health care setting preferred. Experience working with seniors, older adults and/or people living with disabilities is considered an asset. Knowledge of volunteer management best practices, including screening, orientation, training, recognition and risk management. Strong interpersonal, communication and customer service skills, with the ability to build rapport with volunteers, clients, caregivers and partners. Proficiency in Microsoft Office (Word, Excel, Outlook) and comfort using client and volunteer databases, with the ability to learn new systems. Excellent organizational and time management skills, with the ability to balance multiple priorities and meet deadlines. Ability to handle confidential and sensitive information with discretion and diplomacy. Satisfactory Vulnerable Sector Check. Valid Ontario driver's licence and regular access to a reliable vehicle.

Working Conditions

Work is primarily performed in an office environment with frequent use of computers, telephones and other standard office equipment. Regular travel within Caledon and Dufferin County to meet with volunteers, clients, caregivers and community partners; use of a personal vehicle is required. Low to moderate physical activity, including standing for extended periods at events and occasionally lifting supplies up to approximately 20 lbs (9 kg). Frequent interaction with clients, caregivers and volunteers, some of whom may be experiencing stress, grief, isolation or complex health and social needs. Occasional evening or weekend work may be required to support volunteer training, recognition events or community outreach activities.
At Caledon Meals on Wheels, we believe in the strength and richness that diversity brings to our community. We are committed to fostering an inclusive and equitable workplace where individuals from all backgrounds are not only welcomed but celebrated for the unique perspectives, experiences, and talents they bring.

We actively encourage applications from candidates of all races, ethnicities, religions, genders, sexual orientations, abilities, ages, and backgrounds. Caledon Meals on Wheels is dedicated to creating a workplace that reflects the diversity of the communities we serve, ensuring that everyone feels valued, respected, and empowered to contribute their best.

We recognize the importance of equity in employment practices and are committed to providing a fair and accessible recruitment process. If you require accommodation at any stage of the application or interview process, please let us know, and we will work with you to ensure your needs are met.

Job Types: Part-time, Permanent

Pay: $21.00-$24.00 per hour

Expected hours: 15 per week

Work Location: In person