Volunteers Coordinator

**TEAM**

If you’re a people person, we’re the team for you The HR department plays a key role in supporting Silverstone’s wider strategy of sustainability and diversification as we recruit across the business to support this exciting shift.

Silverstone’s success comes down to the talent and commitment of its staff and the HR team are essential in managing the integrity of the recruitment and hiring process, the development and implementation of HR initiatives and systems, as well as policies and procedures that impact the well being of the staff and company. We are approachable points of contact and know how to get the best from people, and during the event season we play a special role in being responsible for operational welfare support to the wider teams.

**JOB PURPOSE**

Provide professional and efficient operational support to the Volunteers Department by leading in the planning and delivery of a range of motorsport and leisure events.

Working directly with volunteers, marshals clubs, motorsport clubs, clients, internal departments and contractors, this role includes both administrative and operational tasks, with a goal to exceed volunteer’s expectations whilst maintaining a team of marshals who are motivated and well informed.

**KEY RESPONSIBILITIES**

Main point of contact for Silverstone Marshals Team

Establish effective and consistent volunteer communication and engagement

Be a key support to the Head of Department by providing administrative and operational support in relation to the Volunteers Teams

Operational set up of volunteer event requirements for example, welfare areas

Take ownership of the day-to-day marshal team responsibilities which includes but is not limited to; annual membership renewal, uniform, Safetywear and overall orders, event allocations, information dissemination, updating the central database and organising resources for events

Manage communication between SCL and its volunteers via the marshal inbox, answering telephone calls in an efficient manner, completing any actions as required

Allocate volunteers efficiently in advance of all race meetings and ensure supporting information and reports are generated and available; briefing documents, sign on information, timetables, location/allocation sheets, sign on sheets and radio sheets

Lead on the planning and delivery of Marshal Taster Days and Training Days

Oversee the administration of grading of all marshals as the nominee of Motorsport UK, ensuring upgrades are endorsed and sent to Motorsport UK in a timely manner

Work as part of the team to ensure the commercial and operational success of the events

Consistent monitoring of marshal numbers for all events, ensuring we are providing the appropriate marshal cover levels to meet Track Licenses

Booking of recovery units for all events ensuring appropriate cover for all event types/circuit configurations to meet Track Licenses

Create and update the Chief Incident Officer and Race Control Loggers event rota

Proactively identify and promote future volunteering opportunities

General volunteer welfare duties and considerations, ensuring all volunteers have up to date kit, Safety wear and information

Support the HOD to develop and implement relevant strategies, which will include action planning, delivering, monitoring outcomes, suggesting enhancements and producing work around any major initiatives. This may include but it not limited to helping initiate new projects, promoting the organisation’s mission, vision, values and beliefs and supporting relevant policy creation.

Support the Event Managers in organising all aspects of the volunteers for events from budget management, race organisation, emergency and contingency planning to post event evaluation

Liaise directly with clients, suppliers and contractors to negotiate and order products and services in a timely and professional manner in accordance with financial procedures and the best possible service standard is obtained

**TEAM RESPONSIBILITIES**

oHelp to create an environment and proactive culture within the department which supports the year on year delivery of events

oProfessional presentation reflecting the Silverstone values and culture at all times

oLeads by example, exemplifying appropriate behaviours and values, encouraging other to do the same and promoting a positive culture
- Conscientiously completing all tasks to a high standard and within agreed time frames

**PERFORMANCE RESPONSIBILITIES**

Performance will be monitored against the following:

- Objectives set through the Personal Development Review (PDR) process
- Ownership and completion of agreed business priorities in a timely manner
- Teamwork

**KEY RELATIONSHIPS**
- Responsible to the People Development & Volunteers Manager
- Direct relationship with the Public Events team
- Direct relationship with the Club Meetings Event Manager
- All internal departments
- External third-party suppliers (contractors, suppliers,