Many nonprofit groups view volunteer positions as informal. However, a formal, written job description for each different volunteer category in your organization is crucial for successful recruitment, selection, and placement of volunteers. A job description will be critical in helping both the volunteer and his or her supervisor know what to expect.
Having a job description can be useful for other reasons, too. Many Volunteer Centers require job descriptions for each different volunteer position at an organization before they will place anybody there. Ideas generated from viewing job descriptions can be used in pamphlets, press releases, speeches, etc. Gaps in qualifications needed and available can indicate a need for volunteer training. Most importantly, a well-written job description should be the basis for a performance evaluation.
Below are some of the most common elements a job description contains:
- Job Title This should not be a broad, vague title like Office Volunteer, but something specific and meaningful, such as Newsletter Production Staff or Volunteer Receptionist.
- Date This can serve as a reminder to review the job description occasionally (every six months or every year, depending on the stability of your organization) and update it as needed.
- Nature of Work This is a one or two-sentence description of the job, and provides a quick overview.
- Qualifications This can include different subsections such as Education/Experience and Skills/Ability. Be as specific as necessary and write down minimum qualifications, not ideal ones.
- Job Duties/Activities This is a list of tasks performed. The items in this section should be behavioral (what they are expected to do). Be sure to think of long-range duties (participation in a yearly event, monthly reports, etc.) as well as more frequent tasks. Ask a job incumbent and supervisor if the list seems accurate. If no one in your organization currently holds that position, try to ask someone at another nonprofit what they think of the description. It is important to give as realistic a description as possible, because false expectations quickly lead to dissatisfaction.
- Working Conditions This might not be necessary most of the time, but if the job involves hazardous conditions, strenuous work, extreme temperatures, etc. then it is worth noting. Also, if your organization has volunteers with disabilities, knowing the working conditions for each job could prove invaluable in creating satisfactory placements.
- Conditions of Employment Is reliable transportation necessary? Does the organization reimburse transportation and parking costs? Is a uniform provided? Are any tools necessary? Are meals provided? Are there any other benefits or considerations that a volunteer should know about?
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