Volunteer job descriptions: crafting clarity for effective recruitment

In the world of volunteer management, clear communication is key. Whether you’re recruiting for a small local charity or a large international organization, well-crafted volunteer job descriptions are essential for attracting the right people and setting accurate expectations. This guide will help you understand the differences between roles, jobs, and tasks in volunteer work, and provide practical insights on how to describe each effectively.

Understanding roles, jobs, and tasks in volunteer work

Before we dive into the specifics of writing descriptions, let’s clarify the distinctions between roles, jobs, and tasks:

1. Roles: Broad categories of responsibility within an organization.
2. Jobs: Specific positions within a role, with defined responsibilities and expectations.
3. Tasks: Individual activities or actions that make up a job.

Example:

Role: Animal care volunteer
Job: Large dog handler
Tasks: Walking dogs, cleaning kennels

Volunteer roles

Roles provide an overview of the area in which a volunteer will contribute. When describing roles:

1. Be broad but focused: Outline the general area of work without getting into specifics.
2. Highlight the impact: Explain how this role contributes to the organization’s mission.
3. List potential jobs: Give examples of specific jobs within the role.
4. Emphasize passions: Highlight the passions that would make someone a good fit for the role.

Where to use:

• On your organization’s main volunteer page
• In broad recruitment campaigns
• During initial volunteer outreach efforts

Practical Example:

Animal Care Volunteer Role

As an Animal Care Volunteer, you'll help ensure the health, happiness, and well-being of the animals in our shelter. This role is crucial in providing daily care and comfort to our furry friends while they await their forever homes.

Are you passionate about animal welfare? Do you love the idea of making a direct impact on the lives of shelter animals? This role might be perfect for you!

Potential jobs within this role include:
- Large Dog Handler
- Small Animal Caretaker
- Feline Friend
- Animal Enrichment Specialist

Sharing the Workload: Flexible Volunteering Opportunities

When designing volunteer jobs, especially those with multiple tasks or significant time commitments, it’s crucial to consider how the workload can be shared among multiple volunteers. This approach not only makes volunteering more accessible but also helps prevent burnout and increases long-term engagement. Here’s how you can structure the Large Dog Handler position to allow for workload sharing:

1. Task-Based Scheduling

Break down the job into specific tasks that can be assigned to different volunteers:

• Morning Walk Team: Responsible for the daily morning dog walks
• Kennel Crew: Focuses on cleaning and maintaining kennels
• Feeding Specialists: Handles meal preparation and feeding
• Enrichment Enthusiasts: Conducts play sessions and training exercises
• Adoption Ambassadors: Assists with meet-and-greets and adoption support

This allows volunteers to choose tasks that best fit their skills, interests, and availability.

2. Time-Slot Volunteering

Divide the day into shifts that volunteers can sign up for:

• Morning Shift (7 AM – 11 AM): Morning walks, kennel cleaning, breakfast
• Midday Shift (11 AM – 3 PM): Enrichment activities, basic training, meet-and-greets
• Evening Shift (3 PM – 7 PM): Evening walks, kennel cleaning, dinner

Volunteers can commit to regular shifts or sign up for available slots each week.

3. Rotating Responsibilities

Implement a rotation system where volunteers cycle through different tasks:

• Week 1: Morning walks and kennel cleaning
• Week 2: Feeding and medication
• Week 3: Enrichment activities and training
• Week 4: Adoption support and meet-and-greets

This approach helps volunteers develop diverse skills and prevents monotony.

4. Buddy System

Pair experienced volunteers with newcomers:

• Create two-person teams responsible for a set of dogs or specific tasks
• Rotate buddies periodically to share knowledge and build community

This system provides support for new volunteers and helps distribute the workload.

5. Flexible Commitment Levels

Offer various commitment options to accommodate different schedules:

• Full-Time Volunteer: Commits to 15-20 hours per week, covering multiple tasks
• Part-Time Volunteer: Commits to 5-10 hours per week, focusing on specific tasks
• Occasional Volunteer: Signs up for available shifts or tasks as their schedule allows

Volunteer jobs

Jobs are more specific than roles and require a more detailed description. When writing job descriptions:

1. Use a clear job title: Choose a title that accurately reflects the position.
2. Provide a brief overview: Summarize the job’s purpose in 1-2 sentences.
3. List key responsibilities: Outline the main duties of the job.
4. Specify required skills and qualifications: Detail any necessary experience or abilities.
5. Indicate time commitment: Be clear about expected hours and duration.
6. Highlight learning opportunities: Mention skills that volunteers can develop.
7. Be specific about details: Provide clear expectations about tasks like cleaning or maintenance.

Where to use:

• On specific volunteer position pages, when you have a specific position to fill
• In targeted recruitment campaigns, to provide detailed information to interested volunteers
• During the application or interview process, to filter out volunteers with particular skills or experience

Practical Example:

Large Dog Handler

Overview: Provide comprehensive care for large breed dogs in our shelter, ensuring their physical and emotional needs are met while they await adoption.

Key Responsibilities:
- Exercise large dogs through walks and playtime activities
- Clean and maintain dog kennels and play areas
- Assist with feeding and administering basic medications as directed
- Provide socialization and basic training to improve adoptability
- Monitor and report on dogs' behavior and health to shelter staff
- Assist potential adopters during meet-and-greets with dogs

Required Skills:
- Comfort and experience handling large breed dogs
- Physical ability to walk strong dogs and clean kennels
- Basic understanding of dog body language and behavior
- Patience and compassion for animals in shelter environments

Time Commitment Options:
- Full-Time: 15-20 hours per week, covering multiple aspects of dog care
- Part-Time: 5-10 hours per week, focusing on specific tasks or shifts
- Occasional: Sign up for available shifts or tasks as your schedule allows

Workload Sharing:
- Task-Based: Choose to specialize in walking, kennel care, feeding, enrichment, or adoption support
- Time-Slot: Sign up for morning, midday, or evening shifts
- Rotating: Experience different aspects of dog care by rotating through tasks weekly
- Buddy System: Work alongside an experienced volunteer to learn and share responsibilities

We welcome volunteers who can commit to regular schedules as well as those who prefer a more flexible arrangement. Our goal is to create a supportive community where every contribution, big or small, makes a difference in the lives of our shelter dogs.

Learning Opportunities: Gain experience in animal care, develop dog handling skills, learn about canine behavior and training techniques, and understand shelter operations and animal welfare practices.

Volunteer tasks

Tasks are the building blocks of jobs. When describing tasks:

1. Be specific and actionable: Use clear, active language.
2. Estimate time requirements: Give an idea of how long each task typically takes.
3. Indicate frequency: Specify how often the task needs to be performed.
4. Mention any tools or resources needed: List software, equipment, or materials required.

Where to use:

• In volunteer onboarding materials, after a volunteer has been cleared for a specific job
• In training documents or handbooks, to provide clear day-to-day expectations
• During volunteer orientation sessions when introducing volunteers to their responsibilities

Practical Example:

Large Dog Handler Tasks:

1. Morning Dog Walk (1 hour, daily)
   - Leash and walk assigned dogs for exercise and bathroom breaks
   - Observe and report any changes in behavior or health
   - Clean up any messes during the walk
   - Use proper safety equipment (e.g., sturdy leashes, harnesses)

2. Kennel Cleaning (45 minutes, daily)
   - Remove dogs from kennels and secure in temporary holding area
   - Clean and disinfect kennel floors, walls, and bedding
   - Refill water bowls and provide fresh bedding
   - Return dogs to clean kennels

3. Feeding and Medication (30 minutes, twice daily)
   - Prepare meals according to each dog's dietary needs
   - Administer basic medications as directed by shelter staff
   - Monitor and report each dog's eating habits

4. Enrichment Activities (1 hour, 3-4 times per week)
   - Engage dogs in play sessions (e.g. fetch)
   - Provide puzzle toys or treat-dispensing toys
   - Conduct basic training exercises (e.g., sit, stay, come)
   - Groom dogs to promote bonding and check for any health issues

5. Adoption Support (varies, as needed)
   - Assist with meet-and-greets between dogs and potential adopters
   - Provide honest, accurate information about the dog's personality and needs
   - Demonstrate proper handling techniques to potential adopters

By clearly defining roles, jobs, and tasks in your volunteer job descriptions, you’ll attract more qualified and motivated volunteers. Remember, the key is to be specific, transparent, and aligned with your organization’s mission. Happy recruiting!

How we can help

At Zelos, we believe that great job descriptions are the core of every volunteer program. The most successful leaders are those who are able to describe their tasks in a clear and coherent way.

If you’re looking for simple software to distribute tasks and shifts to your volunteers, give our volunteer management app a try. Sign up for a free account today and give it a spin!