Placement Coordinator

This is an exciting opportunity for a Placement Coordinator to join our team.

Job Overview

We empower individuals to access and sustain housing through services like prevention, addiction treatment, emergency response, and targeted interventions, in collaboration with our partners.

The Placement Coordinator will play a key role in assisting the implementation of our volunteer and student placement programme, ensuring that we have sufficient quality and quantities of volunteers to support our work.

Key Responsibilities

• Coordinate volunteer and student placement recruitment process to ensure sufficient quality and quantities of volunteers are sourced.
• Ensure volunteer role descriptions are up-to-date, advertise vacancies, screen candidates, and conduct reference checks and Garda vetting.
• Support the interview process, including interviews with Ulster University, Swedish University Students, University of Limerick, European Solidarity Corps Volunteers.
• Document required files from each volunteer and assist with the joining process.
• Organise TY student placements in the organisation.
• Coordinate Part-Time Volunteer recruitment for the Soup & Breakfast Run, ensuring sufficient quality and quantities of volunteers are sourced.
• Source Part-Time Volunteers for Client Development.
• Assist the Fundraising Team in advertising for Volunteers for Ad-hoc Events.

Induction

• Prepare full-time volunteer and student arrivals and departures, including Joiners and Leavers forms and Induction packs.
• Review and update the induction programme on an ongoing basis.
• Ensure all volunteers complete their Online Training.
• Induct Volunteers on the Soup Run & Breakfast Run.
• Develop and deliver social programmes for Full-Time Volunteers, such as planning workshops, summer hikes, and Christmas lunches.
• Organise TUD graduations once per year.
• Assist the Volunteer Manager with Recognition Events.
• Participate in planning and organising various other volunteer events as required.
• Act as a mentor for approximately 10-12 Full-Time Volunteers, conducting 1:1 and group mentoring sessions at regular intervals.
• Maintain the upkeep of the Volunteer houses.
• Assist the manager in ensuring cost-effectiveness in the upkeep of the Volunteer houses, relating to utilities and maintenance issues.
• Ensure timely maintenance requests and follow-up to confirm completion.
• Assist the Volunteer Manager with quarterly house inspections.

Communication

• Schedule and conduct full-time volunteer house meetings, compiling information and reports as necessary.
• Manage queries (phone, email, post) with support from the volunteer office team.
• Act as point of contact for all full-time volunteers throughout their placement.
• Support the Communications Team in ensuring the database of Volunteer alumni is kept up-to-date.
• Ensure full-time volunteer information on the website is regularly reviewed and updated.

Administration & Reporting

• Provide administration support to the Volunteer Manager, carrying out a variety of functions, including report compilations, meeting organisation, and minute-taking.
• Assist in compiling statistical information for the Volunteer & Student Placement office.
• Take charge of petty cash, ordering, collecting, recording, and reimbursing volunteers' and staff members' expenses where appropriate.
• Compile the full database of all volunteers – full and part-time in the organisation.
• Administrate the Garda Vetting system for all client-facing volunteers in the organisation.
• Ensure all files are regularly reviewed and updated to ensure ease of access for staff and managers and provide back-up assistance on routine administrative tasks.
• Maintain and update the Volunteer and Student placement Database.

Organisational Strategy

• Support the delivery of the volunteer office goals as per the organisational strategic plan.
• Assist in the development of the Volunteer and Student placement programme in accordance with the organisational strategy and the Volunteer office yearly action plans.

Health and Safety

• Responsible for ensuring all organisation and statutory obligations regarding health and safety are met in the Volunteer Houses.
• Conduct Health & Safety checks in Volunteer Houses and report issues.
• Advise the Volunteer Manager on health and safety issues.

Requirements of all Dublin Simon Staff

• Commitment to the purpose of Dublin Simon Community and to work within the values, policies, and procedures of the organisation and in the context of current legislation and regulations.
• Participate in regular supervision with your line manager.
• Actively participate in team and staff meetings and service reviews/evaluations and contribute to the development of policy and practice within your area of work and within Dublin Simon as a whole.
• Report any areas of concern to your line manager in a timely manner.
• Show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.
• Have a flexible approach to the work in response to organisational change, development, and review of best practice.
• Participate in and engage with a performance management programme.
• Identify training needs with your line manager and participate in training opportunities appropriate to the role.
• Be vigilant to any Health, Safety, and Welfare risks in the workplace and bring any concerns to the attention of your line manager or Health & Safety Representative.
• Participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate.
• Undertake other duties as may be requested by the line manager from time to time.
• Undertake your work in a manner that is friendly, flexible, and informal.

This Job Description will be reviewed and updated in line with the needs of the work.

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