Volunteer and Visitor Assistant

Role of Volunteer and Visitor Assistant

Christ Church invites applications from suitably experienced candidates to join the Cathedral team as a Volunteer and Visitor Assistant. The Volunteer & Visitor Assistant is responsible for assisting the Volunteer & Visitor Coordinator in the management of the volunteers across the Cathedral and the management of visitors to the Cathedral.

The Visitor and Volunteer Assistant is responsible for responding to email, phone and in-person enquiries from volunteers, assisting with managing the rota for the CWA team, and deputising for the Volunteer and Visitor Coordinator whenever necessary both in the office and on the Cathedral floor. The successful candidate will have excellent interpersonal skills and able to deal positively with a diverse range of people, and the ability to deal with information in a confidential manner and respond with sensitivity.

The volunteering and visitor activity at the Cathedral operates seven days a week, 365 days per year, so although we anticipate agreeing with the successful candidate a 'usual' working pattern of days in the week, there may be the requirement to work at the Cathedral on some evenings or Saturdays and Sundays.

Main Duties and Responsibilities

Volunteer administration

• Respond to email, phone and in-person enquiries from volunteers.
• Use the Volunteer Management System (Better Impact) to manage new applications to the database; update volunteer profiles; send birthday emails.
• Offer telephone and in-person technical support to volunteers in using Better Impact.
• Maintain and update schedules for Cathedral Guides, Tour Guides, Day Chaplains, Stewards, Servers, Readers: and the Refreshment Team.
• Deal with volunteer parking requests and queries.
• Monitor Safeguarding expiry dates, send reminders, maintain records.
• Process volunteer expenses for VVC approval.
• Process volunteer ID card applications.
• Assist with the administration of the 'Safer Recruitment' process for volunteers - arranging interviews; requesting and filing references and safeguarding qualifications; scheduling and sometimes leading inductions.

Volunteer events

• Assist with the planning and delivery of the following events:
• Volunteer Council meetings
• Annual Epiphany Party
• Annual Garden Party
• Monthly Coffee Mornings, which involves producing a programme of events, inviting and booking speakers, securing venues, catering, and hosting the event
• One-off volunteer group meetings/training/socials

Volunteer support

• Deputise for the Volunteer and Visitor Coordinator whenever necessary both in the office and on the Cathedral floor
• Help maintain volunteer morale and provide support for group relationships within the Cathedral community
• Assist the Volunteer & Visitor Coordinator with the training and further development of volunteers

Visitor administration and support

• Deputise for the Volunteer and Visitor Coordinator whenever necessary both in the office and on the Cathedral floor
• Respond to email and phone enquiries from visitors
• Issue Parishioner Passes
• Liaise with and cover for the Cathedral Welcome Assistants when necessary
• Visitor management on the Cathedral floor, including setting up and clearing away or amending the visitor route; assisting with the opening and closing of the Cathedral; crowd management; emergencies
• Check stock and sell a small number of items from Welcome Desk
• Monitor Guide availability for guided tours
• After appropriate training, lead guided tours when cover needed (optional)
• Meet and greet private groups when required
• Attend weekly catch-up meeting with the VVC, and deputising for the VVC at the weekly Operations meeting when required

Team support

• Deputise for the Volunteer and Visitor Coordinator in the management of the Cathedral Welcome Assistant team
• Assist with managing the rota for the CWA team
• Maintain a keen eye on the presentation of the Cathedral during visitor hours and events, minimising clutter and proactively maintaining a tidy front of house free from unnecessary items, furniture, rubbish or technical equipment

Visitor events

• Assist with the planning and delivery of the following events:
• Open Doors – Ride & Stride
• Christmas tree festival
• New tours, events, and open days as applicable

Cathedral events - general

• Assist with front-of-house support on the day of events and large-scale services, including welcome, information, queues, tickets, seating, and health and safety
• Assist with the provision of refreshments as and when required

The duties listed above may be varied from time to time, in response to the evolving need of the Volunteer and Visitor Department, without changing the essential character of the post.

Person Specification:

Essential

• Educated to A Level standard, or equivalent (including GCSE Maths and English, or equivalent)
• Excellent interpersonal skills and able to deal positively with a diverse range of people
• Excellent communication skills
• Able to demonstrate excellence in customer service
• An empathy with volunteers and an understanding of their needs
• The capacity to inspire and motivate others
• Demonstrable commitment to equality and diversity
• The ability to deal with information in a confidential manner and respond with sensitivity
• Able to cope with limited resources, seize opportunities and think creatively
• Excellent organisational skills and the ability to manage a variety of tasks
• Excellent attention to detail and oral and written skills
• Excellent IT skills and knowledge of all Microsoft Office packages
• Well presented, polite and friendly
• Understanding of the Christian ethos, vision, and ministry of the Cathedral

Desirable

• An undergraduate degree
• Experience of working in a visitor attraction / historic building / place of worship
• Experience of working with volunteers in a coordination role
• Experience of working in or volunteering for a charity
• Experience of working in complex organisations and/or small organisations with the ability to be adaptable and to take on any challenge at short notice
• An understanding of and sympathy for college and university life and its structures

For more information, including how to apply, please visit:

Job Types: Full-time, Permanent

Pay: £28,437.00-£35,681.00 per year

Benefits:

• Bereavement leave
• Company events
• Company pension
• Cycle to work scheme
• Discounted or free food
• Employee discount
• Enhanced maternity leave
• Enhanced paternity leave
• Free flu jabs
• Gym membership
• Health & wellbeing programme
• Sick pay

Ability to commute/relocate:

• Oxford OX1 1DP: reliably commute or plan to relocate before starting work (required)

Work Location: In person