Client Services Associate - London, Canada - Meals on Wheels London

Description

Human Resources Policies and Procedures

:


Client Services Associate - Volunteers

This is a temporary role for one year from the start date with a possibility of renewal.

SECTION ONE:

POSITION TITLE, REPORTING AND STATUS

Position Title:

Client Services Associate - Volunteers

Reports to:

Manager of Client Services

Job Status:

Full-Time

Hours of Work:
37.5 hrs/wk

Location:

City of London

Effective Date:

May 15th, 2023

Date Revised:


SECTION TWO:

The Client Services Associate - Volunteers is responsible for the effective and efficient delivery of volunteer services for Meals on Wheels London.

The recruitment, selection, placement, orientation and training, supervision and performance evaluation of volunteers are the primary functions of this position.

The Client Services Associate - Volunteers facilitates volunteer recognition.

The Client Services Associate - Volunteers works extensively with the Standard Meal and Frozen Meal and Transportation Volunteer Programs to ensure their effective operations.

This role does require access and use of a vehicle.


SECTION THREE:


DUTIES AND RESPONSIBILITIES
The key responsibilities of the Client Services Associate - Volunteers comprise the following:


3.1 Resource to the Manager of Client Service
(i) report to the Manager of Client Services on any applicable community trends that will influence the overall performance of volunteer services; and

(ii) prepare any background or program information as required by the Manager of Client Services.


3.2 Compliance with Applicable Legislation, Regulations, Contractual Obligations and Organizational Policies and Procedures
(i) ensure compliance with applicable legislation, regulations and contractual obligations pertaining to the delivery of volunteer services for Meals on Wheels London;
(ii) ensure compliance with the organizational policies and procedures of the organization; and

(iii) inform the Manager of Client Services of any areas of non-compliance with legislation, regulations and/or organizational policy and procedures, and funder contractual obligations.


3.3 Risk Management
(i) inform the Manager of Client Service of situations that could create potential risk and liabilities for Meals on Wheels London; and


3.4 Volunteer Services Planning and Priorities
(i) determine in collaboration with the Manager of Client Services the annual priorities for volunteer services within the context of the strategic plan for the organization.


3.5 Volunteer Services Need
(i) Meet with the Client Services Manager, at a minimum monthly, to assess volunteer needs.

(ii) Coordinate with staff, in particular, Community Development Liaison to examine and enact methods for needed recruitment.


3.6 Volunteer Services Coordination
(i) develop and implement a volunteer recruitment plan;
(iv) ensure a description of volunteer duties is developed and reviewed with new volunteers;
(v) develop a volunteer orientation and training plan and orientate all new volunteers;
(vi) monitor the performance of volunteers and address any areas that require improvement;
(vii) facilitate ongoing learning opportunities and an annual training session for volunteers;
(viii) develop and implement volunteer recognition plan and activities;
(ix) coordinate the Standard Meal Volunteer including a daily review of route sheets, confirmation of drivers, use of spare volunteer drivers and route combination and;
(x) coordinate the Frozen Meal Volunteer Program including volunteer pick-up and distribution of frozen meals, weekly confirmation of drivers, securing spare drivers as required and review route sheets to determine any needed changes;
(xi)develop and maintain efficient and effective routing for Meals on Wheels London rmeal programs.

(xiI) coordinate the Transportation Volunteer Program by ensuring schedules are confirmed;
(xiiI) ensure volunteer complaints are responded to in an effective and timely manner;
(xix) recommend the termination of any volunteer to Manager of Clients Services, when required and implement any required action.

(xx)annual audit of volunteer files; as well as annually survey of volunteers in each MOWL program;
(xxI) ensure that all volunteer files are up to date and accurate in MOWL client and volunteer management system, record all notes and interactions with volunteers and/or clients,


3.7 Volunteer Services Program Budget
(i) monitor, provide input, and adhere to the approved volunteer services program budget.


3.8 Information Protocols and Systems
(i) follow established organizational protocols are followed to ensure that personal information of volunteers is protected and safeguarded according to applicable privacy legislation and regulations;
(ii) provide oversight on the overall quality and accuracy of any applicable data collection in relation to volunteer services; and

(iii) compile program data and metrics reports in relation to volunteer information based on a schedule devel