Job Description. JOB TITLE: Membership Support Officer JOB HOLDER: REPORTS TO: Membership Support Officer LOCATION: SVP House, D 1

Transcription

1 SVP Job Description JOB TITLE: Membership Support Officer JOB HOLDER: REPORTS TO: Membership Support Officer LOCATION: SVP House, D 1 REGION: East DEPARTMENT: Regional Office DATE OF JOB DESCRIPTION: April PURPOSE OF THE JOB Member of the team in the East Regional Office.Provide a point of contact and support for members within the region, volunteer recruitment and associated processes. The role will encompass a developmental and administrative focus, working primarily with Area and as necessary, Conference Presidents around recruitment, retention, member development and training, use of communication and data management tools. 2. ENVIRONMENT OF THE JOB The Society of St. Vincent de Paul is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of over 10,500 volunteers and 700 staff, it is strongly committed to working for social justice and advocates the creation of a more just and caring society. The SVP employs people to support volunteers in a variety of settings including housing and hostels, community care, shops, administration and other specialist areas. The Society is a Christian based organisation with a strong sense of Gospel values. The founder of the Society, Blessed Frederick Ozanam, was a devout Catholic and his legacy of spirituality remains a key element of the makeup of every Conference within the Society. It is normal practice within the Society that prayers are said at the beginning and end of Conference meetings or at other meetings where members are in attendance as this underpins the ethos of the Society. The role is based in the Regional Office in Sean McDermott Street, Dublin 1 and is part of a team. There will be a requirement for the job holder to travel within the region as part of their role. Given the diverse nature and size of the Society there is a requirement for the job holder to be flexible in their approach to ensure the needs of the organisation are met. There will be a need to assign additional /alternative tasks or duties dependent on the needs of the region and will be within the job holder s capabilities e.g. prepare reports for Regional Administrator as required. There is a strong requirement to work in the spirit of collaboration with other colleagues, paid and volunteer. Given the volunteer nature of the Society there may be a requirement for the job holder to attend evening meetings with Area Presidents and regional council members as required and agreed with line manager. 3. GUIDANCEAND AUTHORITY The job holder will report directly to the Membership Support Officer Team Lead who in turn reports to the Regional Administrator. Liaise and co-operate with the National Member Support Manager at National Office to ensure compliance with SVP policies and best practice and to ensure consistency nationally in terms of recruitment, member development and training and data protection. Liaise with Regional Administrator on any changes/dissemination of policies in relation to members. Work with each Area President on an ongoing basis. Provide any required training or supports needed. Ensure visits are recorded on CRM and monitor progress/ action

2 plans arising from visits. The Regional Office performs the function of an administrative centre to support the core work of the Society. 4. PRINCIPAL ACCOUNTABILITIES ACCOUNTABILITIES HOW ACHIEVED 1. Recruitment & Retention Administrative backup for recruitment campaigns Distribute Application Forms keeping a log of application requests. Advise with Conference Presidents to ensure perspective members are recruited in line with SVP policy. Review all new application forms and ensure that all necessary documentation has been received and is complete and accurate. Assist with the placement of new volunteers within Conferences as required/requested Carry out follow up calls Prepare regular reports on membership as requested Follow up on any incomplete or omitted documentation. Participate in open days and volunteers recruitment fairs and all other appropriate volunteering opportunities Support/assist in the delivery of SVP information evenings/training I.D. Administration, including issuing, re-issuing and re-calling. 2.Garda Vetting Review garda vetting applications and forward same to National office Manage the Garda vetting process including initial vetting, revetting s and retrospective Garda vetting s as required. 3. Membership Use the CRM to its fullest extent to manage all aspects of the membership process Provide support to Area Presidents including training on the Area Presidents tab on CRM. Generate regional reports from the Area President tab to assist in the planning of training & recruitment of members Maintenance of Regional Database / Membership system. Responsible for ensuring the accuracy of all membership data Annual update of membership details from annual reports Regular data cleansing Membership application process Oversee Members ID cards Reference checking Act as support for membership queries

3 Refer conference issues, concerns, complaints, motivation to appropriate office holder Provide support to members dealing with complex cases, complaints in line with relevant SVP policy and quality visitation guidelines. Supporting / signposting Members to specialist services or relevant office holder where needs identified are outside members competence / experience 5. Training Maintain the training records of all members Provide administrative support to the regional training coordinator including managing stock of training pack materials and making up of same in line with SVP training policy. Make booking and catering arrangements for training sessions 6. Data Protection Ensure the recording, storage and distribution of member information is in accordance with SVP s data protection policy. 7.Fundraising Handle enquiries from those wishing to fundraise and distribute packs To assist in any Regional/National fundraising initiatives as required in line with national fundraising strategy. 8. Additional /Alternative duties To undertake other duties appropriate to the post which may evolve as the role progresses and until such time as this job description is reviewed/updated. 5. CHALLENGES Acceptance of the dynamics of a complex and diverse membership led organisation. There are a number of challenges in this role, largely determined by the scale, complexity, and culture and changing context of the Society. This post will be operating in a dynamic and changing environment, and has been developed as part of a wider reorganisation of our regions, services and functions. Acceptance of a dynamic, complex, national, membership organisation and an understanding of how this both contributes to and constrains the work. Resilience and persistence in the face of handling sensitive and confidential information/interactions. Fluctuating demands for the help of the Society.

4 6. EDUCATION, KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A FULLY ACCEPTABLE LEVEL EDUCATION Fetac level 7 (or equivalent) in Communications, Business Administration or a closely related field. KNOWLEDGE Knowledge of the Society and of its mission and values. Knowledge of needs and issues of the poor and disadvantaged. Data protection legislation CRM system management of volunteers EXPERIENCE At least three years experience in providing varied administrative support in an office environment. A background in social care/community development would be desirable. Experience in the community / voluntary sector preferred. Experience in providing communications and information for end-users. Experience of working within a busy information environment is desirable. An in-depth knowledge of the geography of East region. SKILLS Excellent organisation and administrative skills Ability to work on own initiative or as part of a team Excellent communication (written and verbal) and interpersonal skills An ability to work well under pressure, resilient. Proficient in IT MS Word, Excel, PowerPoint, experience with a CRM database is desirable An ability to display empathy, patience and a well-developed sense of humour. Ability to be flexible in approach and towards the role. Ability to maintain confidentiality. OTHER Use of car for business purposes 8. Main Terms and Conditions Contract type: Permanent, Full Time Hours: 37.5 excluding lunch breaks Pension: 5% employer contribution 5% employee contribution Salary: 37,500

5 9. Organisation Chart Regional Administrator Membership Support Officer Team Lead Information Officer Team Lead Membership Support Officer s x 3 Information Officer s x 3 The information contained in this job description is a true and accurate reflection of the job as at the date specified... Job Holder... Line Manager