Responsible to: Operations & Befriending Lead

Expected hours: Flexible, to be agreed according to the volunteer’s availability and the needs of the organization.

Expenses: Agreed out-of-pocket expenses may be claimed in line with Gosport Community Support procedures. (Claiming expenses is entirely optional.)

Main Purpose 

To support the day-to-day work of Gosport Community Support by providing practical and administrative help to our team.

This is a varied and flexible volunteering opportunity. Tasks can be matched to the volunteer’s skills, interests and confidence, and volunteers are not expected to undertake every aspect of the role.

By helping with administration, communication and community activities, volunteers enable our team to spend more time delivering and developing services for older and vulnerable people across Gosport and Lee-on-the-Solent.

Main responsibilities

Depending on your interests and the needs of the organisation, the role may include:

• Making agreed telephone calls to service users, volunteers, supporters or other contacts.
• Answering or helping to respond to general enquiries.
• Entering and updating information on our database and other systems.
• Helping to keep records accurate and up to date.
• Assisting with emails, letters, forms and other routine administration.
• Preparing paperwork, information packs or materials for volunteers and service users.
• Helping with volunteer administration, such as maintaining records and preparing documentation.
• Supporting mailings, publicity and communications.
• Helping prepare for meetings, groups, events and community activities.
• Providing practical help at community or fundraising events.
• Carrying out other appropriate administrative tasks agreed with the GCS team.

What we are looking for

We are looking for volunteers who are:

• Friendly, approachable and helpful.
• Reliable and organised.
• Able to work accurately and pay attention to detail.
• Comfortable working independently when appropriate and as part of a small team.
• Able to maintain confidentiality.
• Respectful and non-judgemental when dealing with older and vulnerable people.
• Willing to follow agreed procedures and ask for help when unsure.
• Able to communicate clearly and respectfully.

Basic computer skills, including using email and entering information onto a database, would be useful for some tasks. However, the role can be adapted and volunteers do not need to undertake every type of administrative work.

Previous administration, reception, customer service, office or voluntary-sector experience would be useful but is not essential.

Confidentiality and data protection

Volunteers may have access to personal and sometimes sensitive information about service users, volunteers and supporters.

All information must be treated confidentially and handled only for the purposes of the volunteer’s agreed role. Volunteers must follow Gosport Community Support’s confidentiality and data protection procedures at all times and must not access information that they do not need for their role.

Any concerns about information, confidentiality or data handling should be referred to a member of the GCS team.

Safeguarding and boundaries

Volunteers must maintain appropriate boundaries with service users and follow Gosport Community Support’s safeguarding procedures.

Any concerns about a person’s safety or wellbeing must be passed promptly to an appropriate member of the GCS team rather than investigated or dealt with independently.

Checks, training and support

Volunteers will receive an induction and ongoing support from Gosport Community Support.

Training and guidance will be provided for the systems and tasks volunteers are asked to undertake. Volunteers will not be expected to carry out work for which they have not been appropriately briefed or trained.

Relevant checks, including references and a DBS check where required for the particular duties undertaken, will be completed before volunteering begins.

Volunteer meetings, training and support opportunities may also be offered throughout the year.

Flexibility

This role is deliberately broad and can be shaped around individual skills, interests and availability.

Some volunteers may particularly enjoy database and office work, while others may prefer telephone calls, practical tasks or helping at events. We want volunteers to contribute in ways that are both useful to GCS and enjoyable for them.