Volunteer Stewards:
The Volunteer Steward is responsible to support the operational aspects of a volunteer assignment with administrative support from the VES. The Volunteer Steward completes the following tasks with the team,
- Provides a description of how the tasks of the assignment will meet the association’s strategic goals.
- Performance management as needed using the Terms of Reference for the group, The Volunteer Handbook and the Volunteer Service Agreement as needed
- Periodic reviews of COI that may arise during an assignment
- Monitoring achievement of the assignment goal, objectives and tasks - trouble-shooting where necessary
- Supporting team members to complete assignment reviews in a timely fashion
- Respond to feedback in assignment reviews as appropriate
- Information about practical aspects of how the team will work together, collaboration tools, file sharing, decision-making, organization and frequency of meetings etc
- Support and supervision of the volunteer and the team more generally is outlined in the Volunteer Service agreement. Volunteer services can be contacted confidentially at any time to provide consultation, mediation and/or coaching to support the engagement of volunteers via performance management.Proa
- Tracking volunteer engagement information and submitting CPD hours (cpd@pemac.org) and reminding team members to book their 'homework' related CPD hours in the CPD Tracker on the Member Home Page.
Note about Stewards: Volunteer Steward competencies should be included in the role description that applies (ie, 'Chair' role description if that applies). All Volunteer Stewards must take the 'Steward Training' to ensure they understand their role as it relates to working with the VES and volunteers and to ensure that there is some consistency in support and supervision given to volunteers during their assignments.
Steward Supports during volunteer assignments include:
Conducting second conversations and approving team members
Welcome Message: Signals on boarding and assignment activities may begin. When this email is received, the Volunteer Steward will begin communicating directly with the volunteer, and the VES will only be involved to connect for assignment reviews, and any consultations or investigations as needed until the end of assignment when they administer formal recognition.
Reminder before first day: from Volunteer Steward
First day on role: Volunteer Steward ensures everyone is introduced on team and welcome each other/new hire; take breaks to socialize; make sure everyone knows how to use the technology.
Introduction to any staff associated with the role and review of terms, activities and steps for the initiative.
Celebrating work milestones as a group
Completing first month: VES gets feedback; sponsor gives feedback to volunteer provides any supports needed and celebrates successes. VES and Volunteer Steward meet to discuss and plan any supports and performance management.
Completing 6-month: take time to reflect, celebrate their accomplishments, VES gets feedback and gives an acknowledgement letter, publicly praise work on their team. VES and Volunteer Steward meet to discuss and plan any supports and performance management.
Annual feedback: One time per year all volunteers will give and receive feedback on their roles. VES and Volunteer Steward meet to discuss and plan any supports and performance management.
Host team meetings/set aside time for group recognition and feedback: time to celebrate, be social together and bond as needed