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Administrative/Clerical, General Support - Non-Clinical
Temporary Part Time
Drayton Valley
Drayton Valley Hospital
CZ WETA HOSP Volunteer Serv
2012-11-30  Time: 23:59

As Per Rotation
Salary will commensurate with qualifications and experience.
The position provides coordination for a variety of functions within the Volunteer Resources Department in support of the vision, mission and business plan of Alberta Health Services. Working under limited guidance, this position is responsible for site specific leadership in planning, developing, implementing and evaluating Volunteer Resources programs. Provides professional expertise in volunteer management processes; recruitment, selection, screening, placement, orientation, recognition, evaluation and administration. Develops and maintains strong working relationships with key stakeholders, partners and leaders within the site and community to ensure volunteer involvement is effective and recognized as a valuable component to the delivery of health services.

Consulting with other professionals within Alberta Health Services as required, the Coordinator interprets client needs, assesses requirements and identifies solutions to issues and requests.

The Coordinator is also responsible for:

o Ensuring an adequate volunteer pool is maintained with appropriate volunteers (interviewing, selection and screening) to provide programs that meet the acceptable standard of practice and support the vision and mission of the department and organization.
o Supervision and ongoing evaluation of volunteer performance including dismissal in collaboration with the placement staff.
o Monitoring and evaluating volunteer placements and programs within facility and community to ensure they meet the needs and objectives of staff, volunteers and clients.
o Planning for continual improvement of volunteer involvement through facilitation and feedback from volunteers, staff and clients regarding quality and value of service.
o Initiating activities and communication within the site to foster a positive working environment between staff and volunteers. Promote and educate within the community and facility the value of volunteers and the role of the department.
o Ensures adherence to all AHS policies and procedures.
o Managing financial resources effectively to appropriately provide the administration and recognition of volunteer involvement.
o Represents AHS in and to the community to foster positive working relationships/partnerships in the area of Volunteer Management. Collaborates with community organizations that wish to support patients with volunteer visitation to ensure their compliance to AHS standards, policies and procedures.
o Developing personal knowledge of emerging trends and new methodologies in order to proactively address changes in the environment. Advocates for volunteerism and the profession of Volunteer Resources Management.

Major Accountabilities:

Describe up to 5 major accountabilities or functions of the position. List them in order from the most time consuming to the least time consuming (averaged over a year). If possible, indicate the approximate percentage of time spent on each major accountability.

1. People Management:

o Participates in orientation for new volunteers and staff.
o Acts as a resource for colleagues, program staff and volunteers.
o Coaches and mentors staff and volunteers.
o May review the work of others for accuracy and provides informal feedback.
o Reviews and recommends appropriate staffing levels related to workload, organization expectations, quality assurance and risk management practices.
o Recruits, hires and manages direct reports in Volunteer Resources department.
o Reviews and updates job descriptions for direct reports.
o Conducts performance management and review for direct reports.
o Ensures maintenance of personnel records for staff and volunteers.
o Complete reference letters for staff and volunteers.
o Volunteer Management:
  • Designs and implements recruitment plans, develops displays, develops and delivers presentations.
  • Develops program placements with staff and when needed involves union representatives
  • Develops volunteer role descriptions in collaboration with placement department staff which reflect a clear distinction between the roles of paid staff and volunteers.
  • Screens potential volunteers; interview, reference checks, criminal records check and baseline health screening and/or ensures effective practices are delegated appropriately to Program Assistants.
  • Determines appropriate placement dependent on motivation, skills and interests and/or ensures effective practices are delegated appropriately to Program Assistants.
  • Develops and delivers comprehensive orientation to the organization and department policies and practices.
  • Determines required training needs for placements and ensures training is provided within the placement department or through special training events.
  • Provides ongoing performance evaluation of volunteers with input and collaboration of staff working with the volunteers.
  • Responds to performance issues and concerns arising from volunteers and/or program staff.
  • Plans and organizes formal and informal recognition events/activities for volunteers and staff working with volunteers.
  • Provides support and supervision to volunteers in collaboration with the staff working with volunteers.

    Coordinators in Home Care and Community Programs:

    o In addition to the volunteer management responsibilities additional screening is required with clients and development of one-one matches/placements unique to each situation.
    o Additional risk management practices are in place for offsite volunteer roles.
    o Unique complexity with transportation, special needs, seniors and family in home situations.
    Coordinators working in revenue generating and fundraising programs
    o In addition to the volunteer management responsibilities additional knowledge is required in retail and financial management and fundraising principles.

    There maybe other responsibilities involved in specific sites relating to the management of careers next generation students, work experience students.

    2. Program Coordination/Administration:

    o The Coordinator has the responsibility for the coordination and/or administration of standardized work methods, protocols, policies and procedures related to volunteer management practices.
    o The Coordinator assists in the development, implementation and evaluation of departmental policies, procedures and standards.
    o The Coordinator draws on technical and practical skills to manage a diverse volunteer team and works with all areas within the health care system to match volunteer motivation with the needs of the program. The Coordinator works to ensure a positive and rewarding experience for the volunteer and to ensure the determined outcomes for the program are met. The Coordinator supports a customer service focus by ensuring all client needs and/or inquiries are seamlessly dealt with in a timely and professional manner.
    o This position participates in various site and department meetings and committees.

    3. Project/Program Management:

    o As a member of the department team, executes work plans and revises as appropriate to meet changing needs and requirements while ensuring they support the service delivery model, guiding principles and vision of Volunteer Resources and Alberta Health Services.
    o As a member of the department team, provides input including assisting with the identification and resolution of issues and conflicts.
    o Provides information for evaluation and quality assurance.
    o Inputs and maintains information management for the department including electronic and physical records management; including volunteer staff personnel files.
    o Ensures documents and reports are complete, current, and stored appropriately.
    o Keeps members of the department team and site up to date on progress and relevant information as required.
    o Travels to sites where volunteers are engaged to ensure that program directives and goals are maintained.

    4. Issues Management/Concerns Resolution:

    o As a member of the Volunteer Resources Department, is accountable for identifying service delivery, business and operational issues and raising them with the Zone Manager.
    o Provides input and support into the processes of identification to resolution of issues, including follow up.
    o Manages routine issues/ situations according to policy/procedure.

    5. Research & Reporting:

    o Assists in the design of overall evaluation frameworks including input into the evaluation of programs and projects.
    o Participates in conceptualizing research questions, qualitative and quantitative evaluation methodologies, administering evaluation and quality assurance instruments and writing of evaluation reports.
    o Analyzes data and provides interpretation of the data for reporting purposes.
    o May prepare proposals for funding/grant preparation and processing grants.
    o Prepares monthly reports from volunteer database and provides statistics to the site and Zone Manager.

    6. Communication:

    o Supports commitment to the vision for the Volunteer Resources Department through effective communication strategies and protocols.
    o Provides information on standard requests.
    o Communication involves diversified but generally non-complex or controversial exchange.
    o Contributes to development of strategies to convey information or training programs for services related to Volunteer Resources.
    o Provides presentations to internal and external groups to inform, educate and recruit.
    o Provides input into department marketing and promotional materials and utilizes these tools to increase awareness and support of the department.
    o Ensure volunteers are well informed and receive regular information through paper or electronic means regarding department, program and organization changes and updates.

    7. Relationship Management:

    o Fosters and maintains positive relationships with a variety of Alberta Health Services internal and external stakeholders.
    o Builds and maintains an effective network of contacts and resources aligned with Volunteer Resources.
    o Builds and maintains relationships with other Volunteer Resources staff within the zone.

    8. Resource Management:

    o Provides input into the determination of financial and physical resources required to execute projects or program requirements.
    o Understands the financial, human and supply resources that are available in Alberta Health Services to assist the department in the completion of duties.
    o Submits invoices and expenditures within budget allocation to Zone Manager for approval.

    Salary/Benefits: This position is classified a P2-1. Minimum $ 55,000.00 to maximum $ 77,000.00 annually.
  • Certificate in a Volunteer Management Program or an equivalent combination of experience in volunteer management with a diploma/degree in a human service field. Minimum 2 years experience in a supervisory or management role, experience in a hospital environment an asset. Current knowledge of trends and issues in volunteerism. Proven skills in leadership, marketing, presentation and public speaking. Essential qualities include excellent interpersonal and communication skills, and ability to work independently within a complex team environment . Able to organize multi demands and determine priorities. Personal experience as a volunteer.

    An excellent attendance record, reliability and personal suitability must be demonstrated through your employment references.

    New employees must complete an Employee Health Review and province a criminal record check (at their own expense) in compliance with the Protection for Persons in Care Act. Smoking restrictions are in effect.

    AHS values the diversity of the people and communities we serve, and is committed
    to attracting, engaging and developing a diverse and inclusive workforce.

    Please submit one application for each position desired as copies of applications will not be submitted for multiple postings on your behalf. Applications must include skills and ability for the position, since selection is based on information provided in the application. Only candidates selected for an interview will be contacted. Thank you for applying with the AHS!

    All new offers of employment are subject to a Criminal Records Check satisfactory to the employer.
    This information is collected by the authority of the Protection For Person In Care Act (Section 10(4)).