DLRA

 

Volunteer Register

Task Descriptions

 

Volunteer Coordinator

1. Description

The Volunteer Coordinator will have organisational relationships with the Executive Committee, Chief of each operational area, Expert Team Members and General Team Members.

 

Organisational Structure

Organisational Structure

 

2. Responsibilities

The Volunteer Coordinator is responsible for assessing, informing, coordinating and reporting on the volunteer requirements of the DLRA.
Key Responsibilities

• Assess and inform the volunteer requirements of the DLRA;

• Coordinate and assist in recruiting the DLRA’s volunteers for Speedweek;

• Select and allocate volunteer roles;

• Conduct volunteer inductions and orientations;

• Assist in the development of volunteer rostering;

• Identify and coordinate volunteer education and training opportunities (i.e., basic training manuals);

• Develop and implement volunteer rewards and recognition;

• Provide updates to the committee regarding volunteer matters and;

• Manage and maintain volunteer record.

 

3. Duties

3.1 Recruitment
Overall, the way in which the DRLA recruit volunteers has proved successful until this point, however the application, induction and pre-screening strategies of the volunteers is where we can improve.


The Volunteer Coordinator will work with the committees towards implementing additional recruitment and pre-event training strategies including:

  • Breaking down the operations at Speedweek into operational sectors/areas and then further identifying key positions for these.
  • Having a planned roll-out of volunteer positions in accordance to the level of importance of their role. This means opening up the more crucial positions in key operational sectors/areas first, in order to secure the right people in the right positions early.
  • Identifying, pre-event training and placing key volunteers who can act as a “Team Leader” to work with the Volunteer Coordinator and the chief of each operational area (i.e., Chief Starter for Start line 1, for example) in order to reduce the pressure of dealing with a diverse workforce (both in location and skill level). This allows the chief of each operational area in charge the ability to focus on their role a lot more, while also streamlining the effects of a volunteer workforce.
  • Improve the identification of volunteers who have key skills/trade specific knowledge that is highly useful in certain operational sectors/areas and having them placed effectively.

 

3.2 Selection and Screening
Where applicable, prospective volunteers will apply for the role they are interested in. Applicants will be assessed by the Volunteer Coordinator (and where applicable, the Executive committee and/or chief of each operational area) based on experience, skills, and any prior training relevant to the role.
All volunteers can be expected to sign a copy of their position description indicating that they are equipped for the duties expected of them and agree to the responsibilities of their role. All volunteers should also be provided with a copy of all relevant policies and procedures.
The expectations outlined for volunteers will include details such as, but not limited to:
• Hours expected for the specific volunteer role;
• Behavioural expectations of a volunteer for the DLRA;
• Health and Safety requirements, and:
• Reporting requirements and no-show policy.

 

3.3 Pre-Event Inductions / Training
By developing a series of induction/training processes relevant to each operational sectors/areas, it provides extra support to the chief of each operational area prior to the event. Taking away the need for and time spent training on the spot each time a new volunteer shift begins at Speedweek. This also acts as a first layer to reducing no-shows as it clearly communicated to each volunteer what is needed and expected of them. They also have a direct reporting line, making them more easily identifiable and it becomes harder for them to feel they can fly under the radar.


Each position has a different level of training required. The Volunteer Coordinator will initially liaise with the chief of each operational area to identify key areas of each role that require training. From here, a small training manual will need to be developed by the chief of each operational area, then given to the Volunteer Coordinator to use in volunteer training.


Once identified, the Volunteer Coordinator will provide the Team Leaders (within each operational area) the relevant training on their area’s operations, reporting and general workforce management strategies. Once the Team Leaders have accepted their role and completed their training, it will then be their job to develop the Expert Team Members and General Team Members training with the Volunteer Coordinator and then go on to manage the team given to them by the Volunteer Coordinator prior to and during the event.

 

4. Tasks

4.1 Prior to the Event

 

4.2 Set Up

 

4.3 During the event

 

4.4 Pack Up

 

5. Knowledge and Skills

 

6. Equipment

  • 5 x 5W hand held club radio

 

7. Escalation

  • For clarification of details during speed week, refer to Clerk of Course.

 

8. Position Descriptions

8.1 Team Leader
The volunteer Team Leader role is to ensure the DLRA’s volunteer workforce are confident and skilled in their roles and feel valued for their contributions to Speedweek. Team Leaders report to the Volunteer Coordinator whilst working closely with the other Team Leaders and their chief of each operational area on the day. The Team Leader also acts as the point of contact on the day between entrants/spectators/general public and the chief of each operational area allowing them breathing space to do their crucial job. Essentially this person is the “2IC” to the chief of each operational area.


Each Team Leader will undergo pre-event training with the Volunteer Coordinator which will cover the more in-depth aspects of their area and role in order to deliver the best assistance to the Volunteer Coordinator and the chief of each operational area during their shift. From here, the Team Leader will also be responsible for assisting the Volunteer Coordinator in delivering the training/induction of the General Team Members volunteer workforce.


A good example of this person may be previous highly experienced volunteer with role specific knowledge or exceptional personal and organisational skills who has previously worked closely with the Volunteer Coordinator and/or chief of operational area.

 

Key Responsibilities
• Assist the Volunteer Coordinator in coordinating the pre-event training for Expert Team Members and General Team Members.
• Alongside the Volunteer Coordinator, gather and mark-off attendances for all registered attendees on shift.
• Lead the Expert Team Members and General Team Members to their designated area.
• Give their team an overview of their tasks for that shift and assist in any difficulties encountered.
• Report back to the Volunteer Coordinator on any issues during shift.
• Complete any relevant post-shift paperwork and hand back to Volunteer Coordinator.

 

Skills Required
• Good communication
• Proficient in team leadership
• General use of UHF radio
• Responsible
• Has good initiative
• Good at administrative tasks
• Reliable
• Friendly
• Decent computer skills (good at Microsoft Word, PowerPoint, reliable on e-mail)

 

Organisational relationships
Volunteer Coordinator, chief of each operational area, Expert Team Members and General Team Members.

 

8.2 Expert Team Member
Expert Team Members generally have more role specific knowledge in the area that they have been assigned/they have volunteered for. This provides an added layer of support for the chief of each operational area and the other members of the volunteer team on shift.


An Expert Team Member will undergo a basic level of training and correspondence for their role prior to Speedweek, much the same as a General Team Member. However, they may be allocated accordingly to their skills and/or knowledge by the Volunteer Coordinator to a role that they might not have nominated for.


A good example of this person may be someone with in-depth car/bike mechanical knowledge and/or trade being placed at the Technical Inspection area. Or someone with an electrical trade to assist with re-wiring equipment.


Key Responsibilities
• General duties that are assigned on the day.
• Working with key operational staff/event entrants/spectators.
• Assist the Team Leader and chief of each operational area with any specific skill related tasks.


Skills Required
• Role specific skills/trade
• Good communication
• Responsible
• Has good initiative
• Friendly
• Reliable

 

Organisational relationships
Chief of each operational area, Team Leader and General Team Members.

 

8.3 General Team Member
A General Team Member makes up the remaining body of the workforce within their designated area. General Team Members are volunteers who will be happy working within a team being led by the Team Leader.


General Team Members will undergo a basic level of training and correspondence for their role prior to Speedweek, much the same as a General Team Member. However, they may be allocated accordingly to their skills and/or knowledge by the Volunteer Coordinator to a role that they might not have nominated for.


A good example of this person may be someone who is volunteering at Speedweek for the first time, or who is happy lending a helping hand wherever is needed.


Key Responsibilities
• General duties that are assigned on the day.
• Working with key operational staff/event entrants/spectators.
• Assist the Team Leader and chief of each operational area with any specific skill related tasks.

 

Skills Required
• Good communication
• Responsible
• Has good initiative
• Friendly
• Reliable

 

Organisational relationships
Chief of each operational area, Team Leader and Expert Team Members.

 

Note: The difference between an executive committee member’s role and other roles
A executive committee member role is a strategic position within the club and consequently, an executive committee member is responsible for governing the club. A executive committee member’s role should not be confused with the management and operational roles of an organisation (Event Committee, like a Race Director, Inspector, Timer or Starter). The day-to-day work of the organisation is managed and completed by these volunteers with the club. Unless you also hold an execution (operational) role, it is not your responsibility to perform or be involved in the day-to-day running of the club.

 

Executive Committee

 

General Committee

 

Event Committee

 

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