People resources: The staff coordinating and supervising the volunteers

One way of ensuring that volunteers remain co-ordinated and committed to the organisation is to appoint a manager, co-ordinator or team leader as the main point of contact.

Resources, paid staff numbers and responsibilities will vary from one organisation to another. Some organisations employ paid staff with the sole responsibility of co-ordinating the environmental program, with other paid staff or contractors supervising and training the volunteers. In other organisations, co-ordinating the program and supervising the volunteers may be the responsibility of one person. For small organisations neither is possible. These organisations may need to identify other models to co-ordinate the volunteer program, such as collective decision making or a structured program with a volunteer team leader.

Are there enough staff members to cope with the growth in volunteer numbers?
It is acceptable to set a cap or limit on how many volunteers the current level of supervisory staff and financial resources can support? See Supervision

The role of a volunteer program co-ordinator

The role and responsibilities of the co-ordinator usually involve the overall co-ordination and development of the program. Responsibilities may include:

Office administration
To oversee budget expenditure
To recruit new volunteers
To establish new volunteer groups
To co-ordinate the field training and supervision of volunteers
To develop training programs for volunteers and organise training activities
To prepare written information, forms and operating procedures
To co-ordinate the site assessments and work plans
To produce a regular newsletter
To organise work permits for volunteers
To liaise with supervisors and volunteers about meeting dates and times
To organise regular training for volunteer supervisors
To provide reports on volunteer activities and work progress
To maintain a database of volunteers
To prepare funding applications
To organise press releases and publicity
To organise formal recognition events and awards for volunteers
To evaluate and review the program

The role of a supervisor (paid staff)

The role and responsibilities of a supervisor involve the supervision of volunteer activities. Responsibilities may include:

To provide training and technical advice to volunteers
To assess training needs and skills of volunteers
To assist volunteers with site assessments and the development of site strategies for on-ground work
To guide the work on the ground to follow what is outlined in the strategies
To ensure safe work practices occur when on site with volunteers
To complete reports after working with volunteers
To provide tools, materials and equipment for volunteer work days
To report loss of or damage to equipment
To maintain and organise repair and replacement of tools and equipment
To moderate the data collected by the volunteers (such as wildlife monitoring and water quality)

Provide the volunteers with clear information about the different roles and responsibilities of the program co-ordinator and supervisor/s.
Supervisors are not just an extra pair of hands to work with the volunteers. They are there to supervise, train and facilitate the work of the volunteers.

The Volunteer Coordinators Network (Natural Areas) Manual © 2004