Transportation and Volunteer Administrator

Job title: Transportation and Volunteer Administrator

Job description: Hours of Work: 24 hours per week
Starting Rate: $20.43 – $23.87
Start Date: TBD

Reporting to the Child Welfare Supervisor, the Volunteer Administrator is responsible for providing administrative support to the volunteer department to ensure efficient and timely operations and enhance the work of the organization. The incumbent assists with the orientation of new volunteers to the Agency and acts as a liaison regarding volunteer drives and volunteer administrative tasks.

Family and Children’s Services Niagara welcomes candidates from racialized groups, First Nation Inuit or Métis persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression. Accommodations are available for candidates with disabilities throughout the recruitment process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA).

MAIN DUTIES AND RESPONSIBILITIES

Transportation Scheduling

• Coordinates requests for assignment and assigns volunteer drivers to drive children and their families to medical appointments, agency appointments, supervised and other visits, counselling and other activities, ensuring client needs and cost effectiveness in assignments.
• Manages revisions and cancellations to volunteer drive scheduling, ensuring requests and changes are conveyed to assigned drivers.
• Liaises with foster parents, workers, schools, day cares, volunteers in coordinating drive schedules by telephone or email.
• Maintains a database of volunteer drivers, their availability, and any drive restrictions.
• Maintains inventory of agency property (car seats) in the possession of volunteers.
• Responds to, documents, and follows up on complaints and inquiries pertaining to volunteer performance and advises the Supervisor of any problems with drives, drivers, or the drive program.
• Provides training to volunteers on car seat usage and safety.
• Provides direction, general guidance, and support to volunteer drivers.

Administrative Support

• Provides administrative support including processing of all types of applications for volunteers, spreadsheet development, data entry, minute taking and distribution of at times confidential and sensitive information pertaining to volunteers.
• Responds to telephone calls, email, or other messages, directs messages and provides. information and/or assistance and directs or refers as appropriate and with urgency, if required.
• Assists with the preparation, completion, input, maintenance, tracking and/or review of volunteer applications, data, records, volunteer verification documents, etc.
• Assists the volunteer department in preparation for reviews, audits, or other similar processes to ensure compliance.
• Arranges for internal, facsimile and/or courier distribution of information.
• Photocopies, collates, packages, expedites, and processes volunteer documents and files.
• Prepares, compiles, and maintains volunteer department forms, policy and procedure manuals, information packages, etc.
• Prepares and processes all volunteer department paperwork accurately and in a timely fashion.
• Helps to develop and assists with the implementation of the volunteer services plan, ensuring the effective and efficient delivery of services to children and families.
• Assists in the organization of Public Relations and media forums as required, including special Agency events in relation to volunteers ie., volunteer recognition event.

Data Maintenance

• Creates and maintains electronic and manual filing and tracking systems; retrieves information; keeps confidential and other records; maintains filing systems/rooms.
• Enters information and maintains databases, processing reports as requested.
• Maintains current mailing lists.

Relationship Management

• Demonstrates behaviours, actions and attitudes that are consistent with FACS vision, mission, values, and Code of Ethics
• Develops and maintains collaborative relationships both internally and externally to build trust and confidence in the services provided.

Team Building

• Actively participates and engages in team and staff meetings, training sessions and other meetings/sessions as required.
• Supports the team and works with team members to ensure department, children, family and volunteer needs are met.

Other Related Activities

• Assists with other volunteer coordination functions as directed by the Child Welfare Supervisor.
• Provides basic technical support to the assigned volunteer department for basic usage of computers, software, and devices such as printers and completes user-level maintenance of office equipment.
• Knows and adheres to all applicable FACS policies, procedures, and relevant administrative practices.
• Strives to exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes.
• Participates in mandatory learning/education to maintain and update skills and knowledge as required.
• Assists in the training and orientation of peers.
• Works in compliance with the provisions of the Occupational Health and Safety Act of Ontario and the regulations.
• Performs other duties as required.

| KNOWLEDGE, EDUCATION, EXPERIENCE, SKILLS, ATTRIBUTES

Qualifications

• Secondary School diploma.
• Experience working with volunteers an asset.
• Current Car Seat Technician (e.g., St. John’s Ambulance).
• Valid G Driver’s License and access to a reliable motor vehicle with appropriate liability insurance is required.

General Skills and Attributes

• Good ability to use MS Office applications (e.g., Outlook, Word, Excel, etc.).
• Good written, oral communication and interpersonal skills.
• Ability to complete tasks with attention to detail in the presence of frequent interruptions.
• Excellent organizational and analytical stills to assess appropriateness and cost efficiency of drive requests.
• Self-directed with a solid ability to organize, prioritize and multi-task.
• Good customer service skills.
• Solid understanding and commitment to quality service and best practice.
• Detail-oriented.
• Flexible, adaptable, and responsive to change.
• Ability to deal with sensitive and personal information in a confidential manner, acts with integrity and trustworthiness.
• Ability to work with and meet tight timelines.

| EFFORTS AND WORKING CONDITIONS

Qualifications

• Secondary School diploma.
• Experience working with volunteers an asset.
• Current Car Seat Technician (e.g. St. John’s Ambulance).
• Valid G Driver’s License and access to a reliable motor vehicle with appropriate liability insurance is required.

General Skills and Attributes

• Good ability to use MS Office applications (e.g., Outlook, Word, Excel, etc.).
• Good written, oral communication and interpersonal skills.
• Ability to complete tasks with attention to detail in the presence of frequent interruptions.
• Excellent organizational and analytical stills to assess appropriateness and cost efficiency of drive requests.
• Self-directed with a solid ability to organize, prioritize and multi-task.
• Good customer service skills.
• Solid understanding and commitment to quality service and best practice.
• Detail-oriented.
• Flexible, adaptable, and responsive to change.
• Ability to deal with sensitive and personal information in a confidential manner, acts with integrity and trustworthiness.
• Ability to work with and meet tight timelines.

About Family and Children’s Services Niagara:

A lot has changed in our community and our world since the founding of Family and Children’s Services Niagara in 1898, but our organization’s commitment to safe kids and strong families holds true. Through an extensive portfolio of programming, including child protection, fostering and adoption, counselling, and childcare, FACS Niagara protects our community’s children, strengthens its families, and helps youth and adults achieve their full potential. In the Ministry of Community, Children and Social Services 2021 Annual Review, FACS Niagara was recognized for: 100% compliance related to children and youth placed in extended society care for 24 consecutive months 100% compliance related to all Indigenous service requirements

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