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Volunteer Coordinator (Paid Position)

Big Group Hug


Are you a team player with exceptional admin skills?

Do you love interacting with volunteers?

If you answered yes to both, then the newly created position of Volunteer Coordinator at Big Group Hug may be the position you have been looking for.

We have just been granted funding for a 20 hours per week for 9 months.

Big Group Hug is a volunteer-driven, not-for-profit organisation founded in 2014. Currently based in the northern and western suburbs of Melbourne, Big Group Hug supports vulnerable and disadvantaged families in need, by providing new and pre-loved goods to help these families care for their children, aged from newborn to 16-year-old.

Our core belief is that all children deserve the best start in life, so for us, the child is the focus of everything we do. Our team is made up of over 300 individuals / volunteers who are determined and committed to assisting every family who asks for help.

Become involved in a great community organisation that makes a difference to families in need.

The Volunteer Coordinator will report to and work closely with the Volunteer Manager, to manage volunteer resources to assist in achieving the goals of Big Group Hug (BGH); primarily the collection and redistribution of new and pre-loved baby goods, books, toys and nursery equipment to families in need.

The role works closely with volunteers providing on-site guidance, support and resources as required. The Volunteer Coordinator also collaborates with the Volunteer Manager to ensure all volunteer jobs are filled.


The Volunteer Coordinator is responsible for day-to-day support of volunteers. This includes selection, induction, training. Contribution to the continued growth and expansion of BGH’s volunteer base.

Volunteer Management

  • Be the first point of contact for all volunteer feedback, concerns and questions
  • Set up and maintain volunteer rosters, train volunteers in rostering system
  • Maintain all compliance documentation, National Police Checks, Working with Children
  • Ensure volunteers are onboarded
  • Work collaboratively with the Volunteer Manager and members of the warehouse team
  • Be on-site during warehouse and hub operating hours
  • Meet, greet and induct new volunteers that have signed up for orientation
  • Send welcome emails to new volunteers (templates provided)
  • Update volunteer status across multiple platforms (Facebook/Salesforce)
  • Continuously improve and maintain volunteer documentation and procedures

Volunteer Administration

  • Contribute to review and update Volunteer Handbook and other relevant documentation on an annual basis or as required
  • Tracking the number of registered volunteers, regular versus once-off volunteers and potential volunteers
  • Running reports and analysing volunteer statistical data

System and Process Management

  • Maintaining the Salesforce database of volunteers, their personal details, duties, donations and hours of work
  • Maintaining the CrimCheck database and paperwork
  • Ensure that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate legislation and regulations, including BGH’s policies and procedures


  • Experience in a volunteer management, hr/recruitment, or similar field
  • An understanding of HR principles, frameworks, and change management
  • Highly developed communication skills both written and verbal
  • Sound time management, planning, and organisational skills to meet the demands of the busy position
  • Proficient in using a range of Microsoft Office packages in particular Excel, Sharepoint and Word
  • Database management experience in particular Salesforce, preferred
  • Experience working for a not-for-profit organisation would be highly regarded
  • Must have Working with Children’s check and Police Check
  • Independent and motivated – a self-starter
  • A multi-tasker who can work well under pressure, to deadlines, and meet shifting priorities
  • Outstanding attention to detail

A position description is attached.

How to apply

This job ad has now expired, and applications are no longer being accepted.
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