The Catholic Association

Transcription

1 JOB DESCRIPTION ASSISTED PILGRIMS BOOKINGS COORDINATOR The Assisted Pilgrims Bookings Coordinator is responsible, through the Management Committee, to the Trustees for: 1. Organising the bookings of Assisted Pilgrims. a. Collating information regarding Assisted Pilgrims. (1) Handling application forms from individuals, parish groups and Diocesan Directors. (i) Providing the Pilgrimage Doctor with the Assisted Pilgrim booking form and ensuring that this form is sent out with the Travel Agent s booking conditions (ie the standard pilgrimage front cover). (ii) Updating the Doctor with the booking progress and any relevant info regarding reported Assisted Pilgrim s condition. (iii) (iv) Hastening booking forms from Assisted Pilgrims. Collating with the Travel Agent Assisted Pilgrims who have booked directly with them in error or who have after booking through the Agent have subsequently been moved by the Doctor to the Accueil. (2) Distributing information on Assisted Pilgrims to the tour operator, Chief Brancardier, Chief Handmaid and Chief Nurse. (3) Liaising with Diocesan Directors and Parish Groups about applications received. b. Handling monies. (1) Banking cheques received and sending receipts. (2) Ensuring all monies are received and accounted for in accordance with the protocol agreed with the CA Treasurer. (3) Documenting all receipts and sending them to the CA Treasurer. 2. Contributing to the management process. a. Attending meetings of the Management Committee and Hospitalite, or sending a representative if b. Contributing to the Risk Assessment programme.

2 JOB DESCRIPTION CHAPLAIN TO THE ASSISTED PILGRIMS The Chaplain to Assisted Pilgrims is responsible, through the Management Committee, to the Trustees for: 1. Providing support, particularly spiritual, to the Pilgrimage Assisted Pilgrims in Lourdes. 2. Reviewing the Pilgrimage processes. a. Reflecting on possible developments/initiatives in the light of the Pilgrimage taking into consideration the experience of helpers and Assisted Pilgrims. 3. Contributing to the management process. b. Contributing to the Risk Assessment programme.

3 JOB DESCRIPTION - CHIEF BRANCARDIER AND CHIEF HANDMAID The Chief Brancardier and Chief Handmaid are responsible, through the Management Committee, to the Trustees for: 1. Organising the team of volunteer helpers (brancardiers and handmaids). a. Collating information regarding volunteer helpers: (1) Information about volunteer helpers obtained from application forms as distributed by Tangney Tours, Young Helpers Group Leaders, and other coordinators; (2) Distributing forms out to independent travellers directly; (3) Sending letters requesting references for new volunteer helpers (or those absent for several years); (4) Sending s/letters/information to all registered volunteer helpers by early August; (5) Allocating Young Helper Group volunteer helpers to flights, when requested. b. Allocating volunteer helpers to teams/tasks: (1) Ensuring all teams consist of a mixture of experienced and new volunteer helpers; (2) Delegating duties appropriate to fitness and experience of individuals (within and outside of Lourdes); (3) Re-arranging teams to accommodate cancellations, swops, sickness, etc; (4) Liaising with Team leaders, Youth Group Leaders or others regarding any difficulties with individual volunteer helpers. 2. Ensuring the volunteer helper teams provide assistance to all pilgrims who request help with their mobility during the Pilgrimage. Also, to ensure volunteer helpers support the various care teams in the Accueil and outside the Accueil, and maintain a high standard of cleanliness. a. Ensuring team leaders train new volunteer helpers correctly. b. Liaising with other heads of department and diocesan directors to ensure the smooth running of the pilgrimage. c. Ensuring that any issues arising are properly dealt with. d. Ensuring sufficient volunteer helpers are available for night duties. e. Organising which volunteer helpers go on any outings f. Organising volunteer helpers meetings as required welcoming meeting for all and then team leader meetings each day. g. Promoting the CA Hospitalité; signing Hospitalité forms; attending Hospitalité service; and presenting Hospitalité insignia at opening mass. 3. Contributing to the management process. b. Preparing a Post-Pilgrimage Report which is included in the Hospitalité report. c. Attending the Hospitalité meetings throughout the year, and supporting the Hospitalité in all their efforts. d. Preparing a Hospitalité newsletter article twice a year. e. Supporting other groups (Young Helpers Group, dioceses, etc) with recruitment efforts and promotion. f. If available, attending the Association of British Lourdes Pilgrimage Hospitalities

4 meeting; and the CA Hospitalité Walsingham retreat. g. Organising the Preparation Days for new and experienced volunteer helpers. h. Liaising with the CA web-team when required. i. Contributing to the Risk Assessment programme: (1) Implementing risk control measures when nominated; (2) Reviewing risk assessments when delegated; Some areas of roles remain separate, as follows: 4. Chief Brancardier Roles a. Primary responsibility for liaising with Tangney Tours regarding the outward and inward flight and person in overall charge of directing movement of assisted pilgrims in the loading and unloading of the flights. In addition working closely with HNDL in Lourdes airport. Working with the Chief Handmaid to ensure there is adequate volunteer helper support on the flights. Finally, working with the Chief Nurse and Chief Handmaid in ensuring comfort of assisted pilgrims. b. Only individual with the authority to amend the programme during Pilgrimage week. c. Organising all aspects of ceremonies to do with volunteer helpers and assisted pilgrims in particular working closely with the Master of Ceremonies on any aspect. d. Co-ordinating the Pilgrimage Candle during the week (Hospitalité organise the buying of candle). e. Organising and leading the procession from Crowned Virgin before each Mass or event. f. Co-ordinating any marshals used in the Domaine g. Organising volunteer helpers to take part in ceremonies as required (Blessed Sacrament Procession, Anointing Mass, Torchlight, etc). h. Organising assisted pilgrims in each Mass and Service. i. Meeting and liaising with the HNDL to discuss various processions and to receive/sign-out President badge at the beginning of Pilgrimage. j. Responsibility for the ordering, packing and distribution of brancardiers polo shirts and for overseeing the washing and storing of the brancardiers polo shirts at the end of the pilgrimage. 5. Chief Handmaid Roles a. Liaising with stagiers and permanent staff at the Accueil to ensure the smooth running of the pilgrimage, including informing them of likely arrival and departure times. b. Ensuring, with the Chief Nurse and Chief Doctor, that issues arising relating to Accueil based assisted pilgrims are properly dealt with (e.g. difficult special diets, problems with room-sharing, etc). c. Booking meals with the Accueil, after consultation with the Chief Doctor and Chief Nurse regarding any special diets. d. Ensuring food and house-keeping needs are purchased before and during the pilgrimage week. e. Ensuring that the cage is kept stocked adequately during the week and in good order. f. Responsibility for managing the coffee fund collected during the week. g. Responsibility for gathering and storing securely the Accueil based assisted pilgrims passports at the beginning of the week. h. Working with the Chief Brancardier regarding the outward and inward flights to ensure comfort of assisted pilgrims and to ensure there is adequate volunteer helper support. i. Responsibility for the ordering, packing and distribution of handmaids uniforms and for overseeing the washing and storing of the handmaids uniforms at the end of the pilgrimage. j. As needed, washing towels and, occasionally, yellow and white covers, yellow waterproof blankets and blue waterproofs. 2

5 JOB DESCRIPTION CHIEF MEDICAL OFFICER The Chief Medical officer is responsible, through the Management Committee, to the Trustees for: 1. Organisation of travel for Accueil and Hotel Sick Pilgrims. 2. Obtaining accurate medical information to assess fitness to travel. 3. Allocation of Sick Pilgrims to Accueil or Hotels. 4. Care of Sick Pilgrims in Lourdes from departure to return. 5. Organisation of medical supplies for Pilgrimage. 6. Organisation of Medical Talk in Lourdes. 7. Communication with Travel Agent, Diocesan Directors and Lourdes Medical Bureau. 8. Distribution of information to other Heads of Department. 9. Organisation of medical staff for Pilgrimage. 10. Liaison with Heads of Department during Pilgrimage. 11. Contributing to the management process. c. Contributing to the Risk Assessment programme.

6 JOB DESCRIPTION - CHIEF NURSE The Chief Nurse is responsible to the CA Trustees and the (British) Nursing and Midwifery Council (NMC) for: 1. Overseeing all nursing-related aspects of the CA Pilgrimage in accordance with the terms defined by the Trustees and the NMC Code of Professional Conduct. a. Advising on policies, procedures, protocols and guidelines. 2. Co-ordinating the (volunteer) nursing team. a. Collating information regarding nursing volunteers. b. Sending letters/information to all registered nurses. c. Allocating nurses to flights. d. Allocating nurses to duties. (1) Delegating duties appropriate to fitness and experience of individuals (within and outside of Lourdes). (2) Re-allocating duties to accommodate cancellations, extras, swops, sickness, etc. 3. Co-ordinating the nursing care of sick members of the CA Pilgrimage. a. Ensuring nurses understand their responsibilities and duties. b. Liaising with heads of departments at the Accueil to ensure the smooth running of the pilgrimage. c. Ensuring that issues arising are properly dealt with. d. Seeking feedback from guests on standards of care. e. Organising nurses meetings as required. 4. Supporting the Pilgrimage activities. a. Organising nurses to take part in ceremonies as required (Blessed Sacrament procession, Anointing Mass, etc). 5. Contributing to the management process. c. Supporting other groups (Youth Group, Dioceses, etc) with recruitment efforts, preparation days. d. Reporting any issues of concern to Trustees. e. Attending British Lourdes Nurses Association meetings. f. Contributing to the Risk Assessment programme.

7 JOB DESCRIPTION DIOCESAN/GROUP DIRECTOR In addition to their accountability to their own diocese/group, the Diocesan/Group Directors are responsible, through the Management Committee, to the Trustees (as the Pilgrimage Providers) for: 1. Promoting the CA Pilgrimage and group identity within it. a. Advertising, circulating information, organising reunions etc. b. Actively promoting the role of volunteer helpers. c. Encouraging the recruitment of assisted pilgrims d. Fostering group identity in Lourdes (such as through the organisation of the group/diocesan Mass, social activities, banner, group photograph, etc.) 2. Liaising with the CA. a. Acting as the Point of Contact with the Diocese/Group for information and documentation. b. Requesting CA financial support for pilgrims when necessary c. Working with the C.A. s appointed travel agents where d. Ensuring that independent travellers they are aware of know how to pay any levy dues owing to the C.A. 3. Contributing to the management process. necessary both during the pilgrimage and in Britain. c. Contributing to the Risk Assessment programme. d. Ensuring Safeguarding procedures are implemented within their group, where these are not the responsibility of the Heads of Service or others. 4. Pastoral role. a. To communicate with pilgrims within their diocese/group and ensure pastoral provision for their spiritual and physical needs in Lourdes as appropriate, delegating as

8 JOB DESCRIPTION DIRECTOR OF MUSIC The Director of Music is responsible, through the Management Committee, to the Trustees for: 1. Organising the Music Group. a. Collating information about musicians obtained from application forms as distributed by Tangney Tours, Youth Group Leaders, and other co-ordinators. b. Contacting musicians before the Pilgrimage and giving the necessary information. 2. Planning the Pilgrimage music. a. Selecting and preparing music, both vocal and instrumental, that reflects the readings and theme of each liturgical celebration. b. Ensuring that sufficient copies are available for the musicians. c. Liaising with the compiler of the Pilgrimage Booklet to provide details of hymns, songs and vocal lines when d. Ensuring that all necessary sound equipment is transported from the UK to Lourdes. 3. Providing the Pilgrimage music in Lourdes. a. Arranging daily rehearsals for all musicians. b. Leading the group in the performance of the music during the pilgrimage liturgies. c. Ensuring the animation and encouraging the active participation of the congregation. 4. Contributing to the management process. c. Contributing to the Risk Assessment programme.

9 JOB DESCRIPTION MASTER OF CEREMONIES The Master of Ceremonies is responsible, through the Management Committee, to the Trustees for: 1. Planning the Pilgrimage liturgy (with the Pilgrimage Director). a. Planning daily liturgy themes. b. Choosing/suggesting Scripture texts for each ceremony. c. Allocating liturgical pilgrimage responsibilities. d. Producing comprehensive texts (references etc.) for each service. e. Sending texts to the Pilgrimage Director (for eventual distribution to all pilgrimage leaders). f. Sending texts to the Director of Music for planning of music. g. Finding/allocating appropriate presidential prayers and prefaces. 2. Supporting the Pilgrimage liturgies in Lourdes. a. Providing all texts for use at main pilgrimage services (except the Stations of the Cross and Praying at the Baths). b. Providing copies for readers. (1) scripture texts. (2) intercessions. c. Checking venue layouts for any changes from previous year. d. Liaising with other departments. (1) Sacristans (requesting number of ciboria, chalices, processional items, oils etc.) (2) Music Group/Director of Music. (3) Chief Branc. e. Meeting with all presiders to look at texts. (1) Prayers. (2) Eucharistic Preface. (3) Additional items. f. MC all ceremonies (with exception of Stations of the Cross and Praying at the Baths). 3. Reviewing the Pilgrimage liturgies. a. Reflecting on possible developments/initiatives in the light of the Pilgrimage (taking into consideration the Sanctuary Theme for the next year: usually not available until the February meeting). 4. Contributing to the management process. c. Contributing to the Risk Assessment programme.

10 JOB DESCRIPTION PILGRIMAGE DIRECTOR The Pilgrimage Director is responsible, through the Management Committee, to the Trustees for: 1. Liaising with the Sanctuaries of Lourdes and the Accueils on behalf of the CA Pilgrimage a. Attending the Sanctuaries Planning Meeting in February, or, if unable to attend, appointing a suitable CA representative. b. Communicating the Pilgrimage programme to the Sanctuaries. (1) Ensuring the programme received from the Sanctuaries contains no errors. (2) Returning the programme confirmation form to the Sanctuaries one month before the Pilgrimage. c. Communicating the dates of future pilgrimages to the Calendar Office by the specified time. d. Collecting the letter detailing the Pilgrimage accommodation from the Accueils and sending on to the Chief Medical Officer. e. Communicating the date and time of the Pilgrimage visit to the Baths with the Chief Handmaid. 2. Co-ordinating the Pilgrimage Programme. a. Preparing the Pilgrimage Programme. c. Planning the Pilgrimage liturgy (with the Master of Ceremonies). (1) Delegating responsibilities for particular ceremonies to the bishops and Stonyhurst Chaplain and other duties that require a priest or deacon. (2) Delegating other responsibilities for music and other services. b. Communicating the Pilgrimage Programme to Heads of Service and Diocesan Directors one month before the Pilgrimage. (1) Providing Pilgrimage Programme, Pilgrimage ceremonies and other responsibilities. (2) Providing the Pastoral Theme for the year to Bishops and preachers. d. Checking, amending or augmenting the Hotel Notices when received from the Secretary of the Management Committee. e. Arranging the time and date of the Pilgrimage Photograph with the Tour Company. 4. Contributing to the management process. a. Attending meetings of the Management Committee (as Chairman whilst in Lourdes), or sending a representative if b. Attending the daily meeting at the Secretariat General s offices during the Pilgrimage. c. Contributing to the Risk Assessment programme. d. Attending the meeting of Pilgrimage Directors of Great Britain in November.

11 JOB DESCRIPTION SECRETARY OF THE MANAGEMENT COMMITTEE The Secretary of the Management Committee, as a Trustee of the CA, is responsible to the other Trustees for: 1. Servicing the meetings of the Management Committee. a. Compiling and circulating Management Committee meeting agendas. b. Compiling and circulating Management Committee meeting minutes. c. Booking venues for Management Committee meetings. 2. Maintaining links between the Trustees and Diocesan Directors and Heads of Departments. a. Arranging ad hoc meetings as required. b. Co-ordinating Pilgrimage Programme. (1) Obtaining finalized programme from Pilgrimage Director. (2) Circulating programme to Heads of Department and Travel Agent. c. Co-ordinating hotel wheelchairs. (1) Booking wheelchairs. (2) Arranging delivery and return of chairs. (3) Ensuring deposit and payment for chairs is made. d. Checking and processing applications for charitable grants originated by Diocesan Directors and Heads of Departments. e. Maintaining and circulating current contacts list for Trustees and members of the Management Committee. f. Arranging appropriate Pilgrimage Insurance. g. In Lourdes, arranging meetings, as required, of Heads of Departments to discuss matters of mutual interest or concern. (1) Being available to help resolve problems or difficulties. (2) Encouraging Heads of Departments to develop and encourage younger helpers to ensure smooth succession to posts of responsibility. (3) Liaising daily with the Accueil Team to organize extra food and supplies as (4) Attending daily Management Committee meetings. (5) Checking the CA Vault and dealing with any matters arising. 3. Maintaining links between the CA and the chosen Travel Agent. a. Ensuring Travel Agent is kept appraised of matters or concerns to the CA in relation to the Pilgrimage s travel arrangements. b. Ensuring the Trustees are kept appraised of matters or concerns to the Travel Agent in its relations with the CA. c. In Lourdes, liaising daily with the Travel Agent s representatives. 4. Contributing to the management process. b. Supporting other groups (Youth Group, Dioceses, etc) with recruitment efforts, preparation days. c. Contributing to the Risk Assessment programme.

12 JOB DESCRIPTION CHAIRMAN OF THE STONYHURST PILGRIMAGE The Chairman of the Stonyhurst Pilgrimage is responsible, through the Management Committee, to the Trustees (as the Pilgrimage Providers) for: 1. Promoting the CA Pilgrimage and group identity within it. a. Advertising, circulating information, organising reunions etc. b. Actively promoting the role of volunteer helpers. c. Encouraging the recruitment of assisted pilgrims d. Fostering group identity in Lourdes (such as through the organisation of the group/diocesan Mass, social activities, banner, group photograph, etc.) 2. Liaising with the CA. a. Acting as the Point of Contact with the Diocese/Group for information and documentation. b. Requesting CA financial support for pilgrims when c. Working with the C.A. s appointed travel agents where d. Ensuring that independent travellers pay any dues owing to the C.A. 3. Contributing to the management process. necessary both during the pilgrimage and during the rest of the year. c. Contributing to the Risk Assessment programme. d. Ensuring Safeguarding procedures are implemented within their group, where these are not the responsibility of the Heads of Service or others. 4. Pastoral role a. To communicate with pilgrims within their diocese/group and ensure pastoral provision for their spiritual and physical needs in Lourdes as appropriate, delegating as

13 JOB DESCRIPTION YOUNG HELPERS GROUP LEADER The Young Helpers Group Leader is responsible, through the Management Committee, to the Trustees for: 1. Organising the team of young helpers. a. Collating information regarding brancardier, handmaid and nurse Volunteers. (1) Advertising the Group in each Diocese. (2) Sending out application forms to individuals, parish groups and Diocesan Directors. (3) Obtaining information about young volunteers from application forms. (4) Distributing information on young helpers to Chief Brancardier, Chief Handmaid and Chief Nurse. (5) Completing CRB checks as directed. (6) Completing and sending booking forms to Tour Operator. (7) Liaising with Diocesan Directors and Parish Groups about applications received. (8) Assisting the Hospitalite Committee with the organisation of preparation/guidance day(s) as appropriate. (9) Allocating members of the Group to appropriate duties in liaison with the Chief Brancardier, Chief Handmaid and Chief Nurse. (10) Sending information to all registered young helpers in early August. (11) Liaising with Tour Operator and Hotel with regards to accommodation and travel arrangements (including food allergies; late and early meal requests; room allocations). b. Handling monies. (1) Banking cheques received and sending receipts. (2) Ensuring all monies are received and accounted for in accordance with the protocol agreed with the CA Treasurer. (3) Arranging a cash float from the CA Treasurer for use in Lourdes. (4) Documenting all receipts and sending them to the CA Treasurer. c. Organising Group polo shirts. (1) Organising, naming and packing polo shirts for Young Helpers prior to Pilgrimage. (2) Organising the washing and ironing of shirts after Pilgrimage prior to storage. (3) Completing an audit of Polo shirts after Pilgrimage and liaising with Trustees each year as to numbers and any extra orders required. d. Seeking feedback from young helpers following the Pilgrimage and liaising with the Chief Brancardier, Chief Handmaid, Chief Nurse and Hospitalité regarding this. 2. Ensuring the Youth Group is organised to provide assistance to the Pilgrimage in Lourdes. a. Allocating rooms to individuals. b. Organising Group meetings as required. c. Organising induction for new young helpers with the Chief Brancardier, Chief Handmaid and Chief Nurse. d. Orientating all young helpers to local geography and Pilgrimage personalities. e. Ensuring that any issues arising are properly dealt with. f. Ensuring night staff are allocated in the young helper s hotel and understand their responsibilities. g Ensuring all young helpers are aware of personal safety issues.

14 h. Liaising with hotel regarding diets, food allergies, meal times and packed meals. i. Ensuring proper communication to all members of the young helpers group. j. Organising young helpers to take part in ceremonies as required (Blessed Sacrament procession, Anointing Mass, etc). k. Booking a photographer for the Young Helpers Group photograph. 3. Contributing to the management process. a. Attending meetings of the Management Committee and Hospitalite, or sending a representative if c. Supporting Dioceses with recruitment efforts and preparation day(s). d. Contributing to the Risk Assessment programme. e. Liaising with Team leaders, Youth Group Leaders or others regarding any difficulties with individuals. 2