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Guidance on Writing Role Descriptions

Writing role descriptions is a key element of attracting the right volunteer. It can be a challenge. This guide will give some pointers and ideas to get started. Read this document first in this section.

Research

· Look at similar roles at other organisations. Be careful not want to copy their language, but it can be interesting to see what they focus on and the tone they use.

· If you have any volunteers within your organisation, you could ask them about their experiences volunteering and why they were interested in volunteering with your team.

· Have statistics to hand about your organisation and the difference it makes.

Motivations

What are people’s motivations for volunteering?

Do you think the best volunteers will be most motivated by your cause or the role?

· For some roles, volunteers are attracted mainly by the cause. For example, supporting someone impacted by homophobia, giving talks on the importance of recycling or volunteering at a food bank.

· For others, the role itself may be the main attraction. For example, shop assistant at a charity shop, writing copy for a website or a fun day of corporate volunteering.

· Most volunteers are motivated by both cause and role – but it is useful to reflect on what you should focus on when writing the role description.

Mind map all of the motivations potential volunteers may have regarding your role. You can use this as a guide for how you write your role description.

Writing the role description

· See the role description template for more information.

Avoid any suggestion of job substitution

As an organisation involving volunteers you will be aware that volunteers are giving their time, and should be viewed and treated differently to staff. You will also be aware that volunteers should not be used as an alternative to paid staff (this is called job substitution).

When writing role descriptions, it is very important to avoid any suggestion of job substitution for the following reasons:

· If someone is not paid but is treated like an employee that is not volunteering, it is a breach of minimum wage legislation. A ‘job description’ could be (and has been) evidence in a court case.

· If people think from first glance that it is a job and then realise they won’t be paid they may be disappointed and annoyed.

· Volunteers might get confused about your organisations expectations of them – for example that they must volunteer.

· You could receive negative press or public criticism.

Instead of …Say/write …
WorkingVolunteering/helping/supporting/giving time
Job descriptionRole description/volunteering advert
JobRole/activity/task
ContractVolunteer agreement

Avoiding saying ‘voluntary work’ as that can be confusing. The phrase ‘youth work’ is an exception because it is a technical term.

You can ask for CVs or application forms if it is suitable for the role – but only if it really matters. If you are recruiting for a volunteer with marketing experience a CV makes sense, but if you are recruiting for a volunteer to stuff envelopes then it is unlikely to be necessary. Do not ask for a cover letter, but you might ask for a paragraph on the person’s experience.

Register and tone

The register (how informal or informal) and tone of your role description depends on the role you are recruiting for and the audience you are targeting.

Generally, when writing volunteer role descriptions, a more informal register is better. Try to avoid jargon. If you are finding this a challenge, imagine explaining the role to a friend or relative who doesn’t work in a related field.

Make sure that you proof read it for spelling mistakes. If you are using Microsoft Word, go to the ‘Review’ tab at the top and newer versions should have a ‘Read Aloud’ function which will help catch errors. Avoid using acronyms (aside from really common ones like ‘NHS’ and ‘BBC’).

Think about the following words and how they fit with the role you are advertising for:

WarmCampaigningChattySeriousPolished
AuthoritativeFunLaid backSpecialisedFormal
DirectResponsibleInformalOpenCreative

Consider the following example sentences for role descriptions:

· We want kids who are going through a tough time to enjoy a summer of fun.

· Some of the people that we support are vulnerable, so volunteers must be willing to undergo an enhanced DBS check and reference check.

· Just turn up on Tuesday at 9am (in clothes you don’t mind getting muddy) for a quick briefing and then get ready to plant trees!

· Volunteers will need to be confident users of Microsoft packages.

Accessibility

It’s important to ensure that roles are accessible. Disability equality activists have the slogan “nothing about us, without us” – the includes volunteering and taking part in charitable activities.

 You might want to consider the following options for your role description – get in touch if you’d like any support with any of this.

· Easy Read – ‘Easy read’ refers to the presentation of text in an accessible, easy to understand format. It is often useful for people with learning disabilities, and may also be beneficial for people with other conditions affecting how they process information. (source) Get in touch with us if you’d like support to create an Easy Read document.

· Audio – You could record the information being read out loud to make it accessible to blind and partially sighted people, or people who have to blind and partially sighted people, or people who have visual processing difficulties.

· Large print – Suitable for partially blind people. Large print is generally 16 to 18-point size. Giant print is anything larger than this. Regular print is usually 10 or 12 point. (source)

· BSL – You could pay for a BSL interpreter to translate the advert and sign it in video form. You could include a link to the video in the opportunity description.

· Discussion – Offer to explain the role over the phone to someone who would find that easier. Equality and diversity It is very important when recruiting volunteers to:

Equality and diversity

· Use plain English, writing in everyday language.

· Unless you want to restrict a role to a particular gender (e.g. a companion who takes someone swimming), don’t use gendered language – e.g. asking for ‘mums’. Always use ‘they’ rather than ‘he or she’ and don’t assume people’s pronouns.

· In photos/images consider groups of people that reflect the diverse population of Waltham Forest.

· People who celebrate Christmas are often interested in volunteering at this time and so it often a big time for recruitment. It’s important to remember that not everyone celebrates Christmas – consider mentioning other religious and cultural festivals.

· Refer volunteers to us if English is not their first language and they need support.

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Guidance on supporting unsuccessful volunteers

  • Always let volunteers who apply know whether or not they got the role.
  • Thank volunteers for their time spent applying.
  • Remember that volunteering can be an emotional response to support a cause or community that is close to a volunteer’s heart. It is important that you are empathetic towards that. Offer them alternative ways of getting involved and supporting the cause, for example social actions or micro volunteering. This might include community litter picks, promoting a campaign on social media, or holding fundraising parties for charities.
  • Contact the Volunteering Kingston team for more ideas on creating social action and micro volunteering activities.
  • Refer them to the Volunteering Kingston team for advice and support on finding a role.
  • If you interviewed a volunteer, you can offer to give them feedback on their interview.
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Does your volunteer role require a DBS?

Important to know about DBS checks

  • DBS checks are not required for all volunteering roles.
  • It’s very important that we request the right level of DBS checks for the nature

of the role.

  • The Basic DBS check is the only check that is available to all roles.
  • For Standard and Enhanced DBS checks only, people with a DBS can register on

the update service. This means that their records will be regularly updated and

the council can check them once they have permission from the volunteer. It is

free for volunteers. Volunteers, once they’ve received their check, must register

for the Update Service within 30 days of the certificate being issued.

  • For some people, disclosing all the information for a DBS check might be

sensitive. For example, if they are transgender and do not want their previous

names to be on their DBS certificate or have changed their name due to

domestic abuse. Once the volunteer has been asked to make an application they

are advised to contact: sensitive@dbs.gov.uk or Sensitive applications team,

Customer services, PO Box 165, Liverpool, L69 3JD.

Use the online tool to help you

This tool is from the DBS service. It refers to ‘employees’ but in this situation the

guidance also applies to volunteers.

https://www.gov.uk/find-out-dbs-check

More advice

Contact the Volunteering Kingston team or the DBS Outreach Officer: Kiranpreet

Rehal, Kiranpreet.rehal@dbs.gov.uk

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Planning your gap year? Why not consider volunteering?

Lots of young people are planning their gap years after a tumultuous six months. A lot of normal gap year rites of passage are not possible at the moment. Volunteering is a great way of making the most of your gap year – it helps you gain new skills and knowledge, as well as providing experiences that will last a lifetime.

Volunteering can also be flexible around other commitments, such as re-taking exams, finding a part-time job and caring for others.

Of course, we have all had to take precautions during this period. When volunteering you should have a discussion to mitigate any risks. There are also loads of roles you can do from home, from helping a charity’s social media to making phone calls to isolated people.

 

Supporting people and communities

During this period we have seen an astonishing explosion in volunteering from the NHS Responders Volunteers to the informal Mutual Aid groups that have sprung up. Volunteers in formal and informal groups have delivered shopping, medical supplies and provided a friendly ear on the phone.

Past few months have exacerbated and exposed many social issues. Black Lives Matter and the disproportionate impact of Covid-19 on Black, Asian and other minority ethnic communities have encouraged many people to join antiracist campaigns. Loneliness and poverty have also been highlighted and many people have banded together in new and innovative ways to combat them.

If you want to make a difference and give your time to support the most vulnerable in society, you can search here for different causes.

 

Upskilling

Of course, volunteering is not only about others, but it can also help you gain new skills and experience in advance of further studying.

That could be gaining experience with children or supporting adults, getting admin or marketing experience for your first office job, or in an area of interest such as theatre or the environment.

When applying for your volunteer role, make sure that you are clear about what you want to learn and what skills you want to gain with the organisation. As you are helping them, they should support you in gaining the skills or let you know if that is not possible.

 

Adventure

Travelling around the world may not be possible at the moment, but you can still get a taste of adventure and widen your horizons before you get back to studying or start your career.

You might consider full-time volunteering, which involves moving to another part of the country having accommodation and other expenses paid for. Find out more at full-time volunteering.

You might want to set up your own group to show your initiative and explore an area you are interested in. The Library Service can help you with this.

 

Support and advice

If you want any support or advice about volunteering please get in touch. You can reach us through

Call: 0300 365 9980

Email: enquiry@volunteeringkingston.org.uk

Web: www.volunteeringkingston.org.uk

Facebook: @volunteeringkingston

Twitter: @vol_kingston

Visit Story Map to learn more about Volunteering Kington.

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Top tips for creating a new opportunity

Once your account has been approved by Volunteering Kingston, you can create and add new volunteering opportunities. Just simply sign into your account and click on add opportunity.

Key Details

  1. Opportunity Name – Brief title – Include the name of the activity and role e.g. Fun Run Volunteer Marshall
  2. Opportunity Description – Be descriptive – Give as much information about the role as possible, remember you are also trying to entice people to volunteer so make it sound fun and interesting.
  3. Benefits & Perks – Something to say ‘thank you’ to the volunteers. Tea and coffee provided throughout, a lunch or opportunities for volunteer training.  
  4. Skills Required – Skills that will help the volunteer get the best from this opportunity. If skills are needed offer to provide any additional or specialist training to volunteers before they begin– this could be one of the added benefits and perks
  5. Main Category – From the drop down menu what most describes the role.
  6. Activity Tags – Words you want associated to your opportunity e.g. if it was an admin role the tags could be: Admin, office, IT.
  7. Is the opportunity accessible?
  8. Opportunity part of a larger event – Do you have an event that requires many different roles and is this opportunity part of it? If yes, then choose yes from the drop down menu and you will be able to put all opportunities related to that event onto one page. If it is a one off opportunity, then choose no.

Travel Information – Some simple instructions about how the volunteer can get to your venue e.g. closest train/tube station, bus routes etc.

Expenses

Please outline what expenses you can provide.

Volunteers should not be out of pocket from volunteering. Volunteering Kingston recommend as best practice offering travel expenses and lunch for volunteer shifts over 5 hours. For shifts less than five hours, please provide volunteers with simple snacks. Volunteers should have access to drinking water and we recommend providing tea and coffee.

Files and Documents

Upload any useful documents for volunteers to download e.g. maps and itineraries.

Selection Options

  • If applying is selected the volunteer will be warned that their session choice has to be confirmed by an administrator before they can attend.
  • If joining (default) is selected then the volunteer is able to self-serve and join sessions with the expectation that they are attending.

Joining Restrictions

Please be aware that if you do have volunteers under the age of 18 you will need policies in place for the following areas:

  • Health and safety
  • Safeguarding
  • Insurance that covers under 18 volunteers

We do encourage that organisation not discriminate on age and provide all our volunteers an equal opportunity to take part. However, we do understand that certain roles require an age restriction.

Session and Times

Please select which of the three options best fits the opportunity.

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Got an idea for a group or club?

There is a great opportunity emerging from the RBK Library Service. They are inviting individuals and groups to use their library spaces to share skill sets and passion that others would find useful or enjoy. If you have an idea that you would like to share with others but are unsure how to go about it or where to hold it, then read on further to find out more.

The RBK Library Service can offer you the space for free and support you with the setting up and promotion of your idea. Whether it is learning new skills, sharing passion, a one-off or a long term venture, they are keen to hear from Kingston residents who are fourteen and over.

As social distancing is the present priority, initially they can offer a virtual room to develop your idea with the intention of bringing it into the physical space once it is safe to do so.

Some examples of groups that have been set up are craft groups, a book club and Ki Gong. You could also set up a group to support a cause that is important to you, such as the environment or tackling loneliness. Whatever your idea, please contact Giselle at giselle.monbiot@kingston.gov.uk to speak further about this.

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Volunteers’ Week 2020 round-up

That’s a wrap! We’ve come to the end of another amazing Volunteers’ Week. It may have taken on a different format to our usual volunteering fairs and celebrations, however, it was just as memorable! The #TimeToSayThanks theme felt very fitting for both the volunteers who have been present all year round and those who have stepped up to help in the COVID-19 response. What has really been highlighted during the week is how much the organisations we work with appreciate their volunteers – their dedication really does make the world go round! 

Throughout the week we heard different Kingston volunteer stories. Ailsa, who after attending our previous volunteering fair, began volunteering for Kingston Churches Action on Homeless, and now works as their Volunteer Coordinator. For us, it’s so lovely to be able to hear the stories of volunteers that we have placed throughout the year. We also heard how volunteers for Kingston Association for the Blind have adapted in the last few months. Alex, who usually exercises with a visually impaired man every week, has taken to chatting with him regularly, as well as running errands for other members of the KAB community.  

We shared our #TimeToSayThanks video in Kingston – with lots of organisations taking part, including a special message from Ian Thomas, the CEO of the Royal Borough of Kingston Upon Thames. It was great to see so many faces in the video! 

We also shared a series of blogs on our website on various topics relating to volunteering in the current climate. Check out our Volunteers’ Week blog series for a look back on what we shared throughout the week.

Kingston Stronger Together also had a shout-out on BBC Radio London, thanking local volunteers for their dedication in the last few months. 

So as we say goodbye to Volunteers’ Week 2020, it’s important to recognise the dedication and impact made by volunteers year-round.  Thank you for being a part of Volunteers’ Week!

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The ‘new normal’ for National Volunteers’ Week 

National Volunteering Week has become as much of an annual mainstay of my year as Christmas and Yorkshire Day. I had become used to the three months of planning, the themes developed, the ever-changing venue arrangements and the anticipation of a busy and packed week, and up to 2019 had assumed this ritual would continue for years to come. 2020 has shook that assumption to the core and made all of us engaged in volunteer management projects reassess the true importance of volunteers, this is not a bad thing. 

Whilst I would be the first to say the National Volunteering week activities in years past did celebrate the contribution of the volunteers, individually and collectively, with some passion I would also now admit recent events have made me reassess whether handing out certificates and tokens of appreciation in set-piece events to valued volunteers is really enough.  What the last few months has taught me is that reaching out beyond our comfort zones is where the ‘new normal’ is going to settle. 

 Now those same civic-minded people are at the front line of the community-based fight against COVID-19. It is no exaggeration to say the sheer scale of people’s commitment is greater than has been seen in peacetime for over half a century, this both humbles volunteer managers and focuses our thinking going forward. There can’t be, and there won’t be, a return to pre– COVID-19 levels of appreciation of volunteers, we now must think differently in how we show our thanks. 

Circumstances have forced the 2020 National Volunteers’ Week to be digitally and virtually centred. Within a variety of project contributions, we will see a lot of testimony of the vital role volunteers have played in responding to the current situation. For example, where I reside, over one thousand volunteers have helped ensure food is delivered, medication provided, vulnerable people supported, those at highest risk shielded. Community resilience strengthened well beyond the weekly clap for these heroes (paid or otherwise). We should cherish the testimonies we accrue through this week; they are from a unique people who are part of a special response. 

Hopefully, in 2021 we will have sufficient control of this situation so that open door events may be possible, we are after-all nothing if not a people-centric sector. But in terms of future National Volunteering Week approaches so much more will be needed if we are to truly reflect the enormity of what volunteers are doing for us through this period. The history of volunteer management tells us the future will involve new approaches, feeding inspirational ideas from across the sector that will enhance our future annual celebrations. One thing is for sure, the importance of National Volunteers’ Week going forward will mean it is now much more significant, it is a reminder for years to come of the scale of commitment we will continue to gratefully receive.  

This post is part of our Volunteers’ Week blog series written by Michael Green. Michael is Volunteer Projects Manager at Groundwork London and a Kingston resident. 

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Saying thanks to the volunteers from Kingston Association for the Blind

For this Volunteers Week, we heard from volunteers from Kingston Association for the Blind (KAB), who spoke about their experiences for Volunteers’ Week.

Alex P is a Volunteer Eye Buddy for Kingston Association for the Blind (KAB) and they go out for exercise with a visually impaired man every week. During lockdown “unfortunately our usual routine has been temporarily suspended, although we still stay in touch. I’ve joked with my buddy that I need to find someone else to take me on my weekly walk and he’s always in good spirits – luckily he has family who can help him to remain safe and stocked up with food.”

Some of the members of KAB are self-isolating entirely to protect themselves or on the shielded list. Alex P has been dropping off phone cards from the post office from one member, so she can continue to stay in contact with her sister abroad. Alex P says “It’s a pretty simple task but it can make a big difference to someone, who’s no doubt finding this period a lot more difficult than me. And personally, it feels satisfying to know that I’m helping out – because even the small things will add up.”

Another Alex and KAB volunteer was due to help at their first Ten Pin Bowling Group for Kingston Association for the Blind (KAB) when the COVID 19 lockdown kicked in. He says “Naturally, it was frustrating to be locked away from everyone but it quickly dawned on me that I was in a very privileged position. I’m young, relatively safe and have lots of free time to help those in need, who really cannot leave their homes.”

“Then KAB got in contact with me to see if I could help a visually impaired elderly lady near me, doing a food shop and prescription pick-up. Again, I was nervous – will I buy the right thing? What if they haven’t got what she wants? What if I’m not being hygienic enough? These worries went quickly as I got into a routine, ringing up weekly to catch up. I learnt a bit more about Maureen and we get on very well – we’ve found out a lot about each other. One day, we wish to sit down and share a cup of tea and a biscuit, but for now, we’ll just have to keep going how we are – and that’s okay.”

Maureen says “what a lovely young man Alex is and how lucky his parents are to have him!”

James N has been volunteering for KAB for three years taking members out on a tandem bike, providing exercise and freedom. As this has been on pause during this period he has been relaxing in his hammock, enjoying the quiet roads and keeping fit on his bike for when he can return to volunteer.

Sally H has been a Volunteer Eye Buddy with a lady called Catherine for sixteen months. She says “we have grown very fond of each and have a good rapport.” During the Lockdown, while she couldn’t meet with Catherine they have kept in regular contact. “Although her family have bought her ‘Alexa’ and she now has talking books and enjoyed Pride and Prejudice, she says it’s no substitute for me and she still wants me back!! Phew!” Sally has also bought and delivered get well gifts for two friends of Catherine who have been unwell.

With the easing of some restrictions, Catherine and Sally have discussed meeting in Catherine’s garden (while obviously obeying social distancing rules and taking care of hygiene). Sally says “It will be lovely to see her again”.

We think it’s #TimeToSayThanks to these wonderful volunteers, who have volunteered all year round, and made such a difference.

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Kingston’s community response to COVID-19

We have all been affected by COVID-19 in some way.   With all the stress, isolation and tragic losses of this time, one thing which has been heart-warming has been the way that the community has rallied round to support the more vulnerable members of society. Whether it’s people starting up local informal groups to hundreds of thousands signing to be an NHS Responder, Kingston volunteers have gone the extra mile.

During a time of crisis, people come together, and close to home in Kingston, we have seen how very quickly groups of individuals organised themselves to help others. This has renewed our appreciation for the people who give up their time to help others.

Are you keen to join the local pool of COVID-19 responders? We need your support now and as we transition volunteering needs for the long term. Here are some of the ways to get involved in your community:

A creative synergy

Specialist groups, such as Sewing for Kingston, have been making essential kits for key workers to help make wearing PPE more bearable. They are also making pairs of hearts for patients in hospitals who cannot have visitors but can feel connected, in spirit, with their family members.

Feeding people in need

Voices of Hope have supported thousands of hungry people during this period. They usually run projects to reduce social isolation through choirs for people dealing with trauma. With the support volunteers, they rapidly transformed into a food hub, preparing over 10,000 hot meals for those unable to do so. They have also provided a delivery service to as many of the 18,000 people aged over 70 in Kingston as possible.

Kingston Foodbank has been feeding people during this period and is always looking for new donations.

Helping our newest Kingston residents

Growababy Kingston has been delivering baby formula, nappies and baby food for those in need during this challenging time.

Kingston Stronger Together

In Kingston, Over 1,200 volunteers have signed up and they are supporting with food deliveries, driving and befriending people by phone.

This astonishing volunteering mobilisation, informal and formal, shows that volunteers are a key part of the response to the crisis.

As we move slowly from the current period into the recovery period, we can take comfort in the instinct that people give their time to help others. We will be telling volunteer stories throughout Volunteers’ Week. Join us in saying thanks to these heroes this Volunteers’ Week, tell us about a volunteer that has made a difference in your community, either an individual, a volunteer organisation or a local neighbourhood initiative. Tag us in your thank you messages so we can share it with others and use the hashtag #TimeToSayThanks.

This post is part of our Volunteers’ Week blog series.