Volunteer Management Team Member

We are looking for 2 - 3 proactive volunteers to join our Volunteer Management Team.

The Volunteer Management Team supports the coordination and administration of our volunteers and provides essential communication with and between them. The team helps manage volunteer rotas using Three Rings software, maintains accurate records, supports volunteer meetings and events, and provides a clear link between volunteers and the Trustees.

The Key Responsibilities of this team include:
• Volunteer Administration (including following key policies/documentation and role allocation)
• Maintain accurate and up-to-date volunteer records within Three Rings
• Support volunteer onboarding process (interview, introduction day, references and onboarding)
• Ensure compliance with organisational policies (e.g. contact details, availability, references)
• Handle routine volunteer queries and escalate issues where appropriate

Rota Management
• Create, update, and manage volunteer rota on Three Rings to ensure adequate cover
• Monitor availability and manage changes, absences, and substitutions
• Communicate rota updates clearly and in a timely manner
• Work with team day leaders or coordinators to address staffing gaps

Three Rings Software Management
• Use Three Rings to schedule shifts, track volunteer engagement, and run reports
• Ensure data accuracy and consistency across the system
• Support volunteers with basic system access and usage questions
• Identify and report system issues or improvement opportunities

Communication & Coordination
• Act as a friendly and reliable point of contact for volunteers
• Send regular updates, reminders, and confirmations
• Liaise with internal teams to align volunteer support with operational needs

Monitoring & Reporting
• Track volunteer attendance and participation
• Produce simple reports to support planning and decision-making
• Highlight trends, risks, or capacity issues to the Volunteer Management Team

We appreciate any help we can get with any of the above

What skills do I need?

Skills & Experience
• Organisational and administrative skills
• Confidence using digital systems and databases (experience with Three Rings desirable)
• Good communication skills, both written and verball
• Attention to detail and respect for confidentiality
• Ability to work collaboratively as part of a team

Interests

• Arts, Heritage and Entertainment

Activities

• Administration and Office