Volunteer Title: Volunteer Operations Manager

Reports to: CEO

Hours: Part-time, estimated 10-15 hours per week (flexible, to be agreed)

Location: Remote/Flexible, with occasional in-person meetings/retreat visits as required.

Purpose of the Role: 

The Volunteer Operations Manager is a pivotal role within Gerri’s Place, responsible for the efficient and compassionate day-to-day coordination and delivery of our holistic wellness breaks. This role ensures the smooth operation of all logistical aspects, from participant engagement to retreat execution, enabling our participants to experience much-needed respite and support. The successful candidate will be instrumental in supporting our mission to empower individuals experiencing mental health challenges, stress, or caring responsibilities, through restorative wellness experiences.

Key Responsibilities:

1. Volunteer Coordination & Management:

• Act as the primary point of contact for all volunteers, fostering a positive and supportive volunteer culture.
• Support volunteer recruitment efforts, including advertising and initial screening.
• Coordinate volunteer induction, training, and ongoing support.
• Maintain accurate and confidential records of volunteer hours, roles, and contact information.
• Facilitate effective communication channels amongst volunteers.
• A vital aspect of this role is to embody and articulate the core vision, values, mission, and ethos of Gerri’s Place, ensuring they are reflected in every facet of our operations and participant experience.

2. Data Management & Administration:

• Maintain and update participant, volunteer, venue, and supplier databases with accuracy and confidentiality; managing the participant data to the point where they are screened and ready to be placed on a weekend. Then passing to the retreat coordinator.
• Oversee the collection and compilation of feedback from participants and volunteers.
• Assist with reporting on operational activities to the CEO and Board of Trustees as required.
• Develop and refine operational processes and procedures to enhance efficiency.

3. Training & Compliance:

• Identify training needs for volunteers involved in operational aspects (e.g., data entry, participant communication).
• Ensure operational practices comply with relevant organisational policies and procedures, including data protection (GDPR).
• Support the implementation and monitoring of HACCP principles (where relevant to food handling by volunteers or contracted caterers).

4. General Operations:

• Act as a central point of contact for day-to-day operational queries.
• Supporting the CEO with fundraising events, volunteer days and day activities
• Support admin assistant and be their point of contact
• Troubleshoot operational issues as they arise, escalating to the CEO or relevant trustees where necessary.
• Contribute to the continuous improvement of the charity's operational processes.

5. Monitoring & Evaluation:

• Collect and analyse feedback from participants, practitioners, and staff to continuously improve the retreat experience.
• Monitor the well-being and progress of participants throughout the retreat, ensuring they receive appropriate support and guidance.
• Prepare post-retreat reports for the CEO and Board, outlining successes, challenges, and areas for improvement.

6. Marketing & Promotion Support:

• Assist with the promotion of retreats by providing information for marketing materials, social media updates, and newsletters.
• Ensure retreat listings, brochures, and information are accurate and up to date on the Gerri’s Place website and other platforms.
• Liaising with website and social media volunteers to manage updates, promotions and manage subscriptions etc.

Person Specification:

Essential Criteria:

Experience:

• Proven experience in an administrative, coordination, or operations-focused role.
• Demonstrable experience in managing and coordinating multiple tasks and projects simultaneously.
• Experience in a volunteer-led organisation or coordinating volunteers is highly desirable.

Skills & Abilities:

• Exceptional organisational skills: Ability to plan, prioritise, and manage a diverse workload effectively with keen attention to detail.
• Strong communication skills: Excellent written and verbal communication, with the ability to engage empathetically and clearly with a diverse range of individuals (participants, volunteers, suppliers).
• Interpersonal skills: A compassionate, patient, and approachable demeanour, with the ability to build positive relationships.
• Problem-solving: Proactive and resourceful approach to identifying and resolving operational challenges.
• IT Proficiency: Competent in using Microsoft Office Suite (Word, Excel, Outlook) and comfortable with database management systems.
• Adaptability: Ability to work flexibly and adapt to the evolving needs of a growing volunteer-led charity.
• Initiative: Self-motivated and able to work independently with minimal supervision.

Knowledge:

• Understanding of the challenges faced by individuals experiencing mental health issues, stress, or caring responsibilities.
• Familiarity with data protection principles (GDPR).
• Basic awareness of health and safety, particularly in relation to event coordination (e.g., venue safety, food safety/HACCP principles).

Personal Attributes:

• A strong commitment to the mission and values of Gerri’s Place.
• Reliable, trustworthy, and able to maintain confidentiality.
• Positive and proactive attitude.
• Ability to work effectively as part of a small, dedicated team.

Desirable Criteria:

• Previous experience in the charity/non-profit sector.
• Knowledge of volunteer management best practices.
• Experience with event planning or retreat coordination.
• Familiarity with online communication platforms or project management tools.

What we offer:

• The opportunity to make a significant and tangible difference to the lives of individuals in need.
• A supportive and passionate team of fellow volunteers and trustees.
• Flexible working arrangements.
• The chance to develop valuable skills and experience in a dynamic charitable environment.

Application Process: 

Please submit your CV and a cover letter outlining your suitability for the role and why you are interested in volunteering with us, to sarah@gerrisplace.ie.

Closing Date: 26/07/2025