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Volunteer Coordinator

Reference VCGP  (Please mention Stopdodo/Environment Jobs in your application)
Sectors Environmental, CSR & Sustainability
Town/City London
Salary Additional Information £18,000-£20,000 p.a. depending on experience
Salary (Minimum)
Salary (Maximum)
Type Fixed Term and Permanent Roles
Status Full Time
Level Mid Level
Deadline 31/12/2019
Company Name Frontier - The Society for Environmental Exploration
Contact Name Alex Gardner
Telephone 0207 613 2520
Fax 0207 613 2992
Email staffing@frontier.ac.uk
Website Further Details / Applications
Frontier - The Society for Environmental Exploration  logo
Directory Entry : Frontier was established in 1989 as a non-profit conservation and development non-governmental organisation (NGO) dedicated to safeguarding biodiversity and ecosystem integrity and building sustainable livelihoods.
Also Listing:


We are looking for a Volunteer Coordinator to oversee and administer all aspects of volunteer coordination for Frontier’s Projects. This includes conservation, teaching, community, adventure and wildlife projects that are run by Frontier and/or our local partners.

The successful candidate will be responsible for advising and preparing volunteers regarding their projects, especially by providing speedy responses to enquiries and ensuring effective communication with all volunteers.


General Outline of the Role

-      Providing information and advice once the volunteer has paid the initial deposit;

-      Advising and preparing volunteers regarding their projects and the associated payments;

-      Organising appropriate visa support letters, references and other travel paperwork;

-      Organising the efficient deployment of all volunteers;

-      Ensuring the effective running and operation of all Frontier supported partner projects;

-      Ensuring all partner organisations comply with Frontier’s standards and requirements, complete the necessary agreements, exercise due diligence and provide regular risk assessment updates, photos and reviews;

-      Liaising with partner and affiliated organisations to maintain effective working relationships and stay up to date with current information and industry best practices;

-      Monitor partner projects and their effectiveness through feedback from both the volunteers and the partners themselves;

-      Update project content on the website and briefing documents in accordance with volunteer feedback;

-      Processing and development of volunteer qualifications;

-      Assisting other staff members in the office with various tasks, as necessary.


Main Duties & Responsibilities

-      Run the office administration, including ensuring sufficient stationery supplies;

-      Process initial offer letters for interviewed volunteers as well as any requests to change projects;

-      Send out introductory letters and T-shirts to volunteers on receipt of the deposit payment;

-      Make sure that all payments/refunds are received/sent and processed efficiently. This includes ensuring that volunteer contributions and fees are collected in full by the payment deadline. This serves to facilitate the transmission of funds to the overseas projects;

-      Process kit, qualification and project payments, and communicate to the Head of Overseas Operations and Managing Director;

-      Monitor and update the volunteer online system and reporting system, as necessary;

-      Produce, check and update information and briefing materials available to volunteers online via SysAdmin regarding the projects, medical and safety issues, insurance, kit requirements, visas, travel arrangements, and cultural issues;

-      Keep up to date with all project news; read updates and amend all briefing documentation provided to volunteers on the SysAdmin;

-      Read and respond to all volunteer feedback;

-      Ensure any complaints, suggestions and refund requests are promptly responded to;

-      Recruit, train and manage UKOperationsInterns effectively to assist with daily tasks, ensure they are fully briefed, have read the intern handbook and have an intern contract;

-      Inform volunteers of project start and end dates and ensure that those arriving/leaving outside of those dates are fully aware of meeting arrangements;

-      Respond to all telephone and email enquiries from volunteers;

-      Run the online chat system alongside the sales team, as necessary;

-      Keep in constant contact with partners regarding volunteer placements, project details, logistics and any changes that may occur;

-      Maintain relationships with all partner organisations;

-      Provide volunteer information to country HQs overseas, project partners and overseas contacts as and when necessary;

-      Identify inconsistencies, duplications and mistakes in information provided to volunteers and ensure changes are made in consultation with the Head of Volunteer Recruitment, the Operations Manager and Managing Director;

-      Get feedback from volunteers returning from overseas projects;

-      Assist with the administration of qualifications;

-      Write references for past volunteers upon request;

-      Monitor project prices and compare with similar projects available;

-      Write visa, excess baggage, and fundraising support letters upon request;

-      Ensure that all shared office areas are kept clear (including entrance ways, briefing areas, kitchen and meeting rooms) and bins emptied regularly;

-      Order medical supplies for medical kits and prepare them for distribution to volunteers and staff;

-      Manage and support the planning and delivery of the London Conservation N.G.O. Internship program;

-      Read and update the Volunteer Co-ordinator Handbook; and the UK Operations Intern handbook;

-      Acting as (out of hours) emergency contact for volunteers, family members and field staff;

-      Attend events including careers fairs and talks, as necessary;

-      Assist other London HQ staff, as necessary;

-      Any other task which the Managing Director requests.


Terms & Conditions

Contract Duration:

Permanent after successful completion of a 3-month probation period.

Working Hours:

9.30am – 5.30pm during weekdays, one Wednesday evening information session a month.


£18,000-£20,000 per annum depending on experience and qualifications


Initial job specific training and on-going professional development.


Job Specification






-  Educated to degree level in a relevant discipline


-  Knowledge of conservation, development & travel issues

-  First Aid qualification


-  Experience of office administration procedures, specifically database management and outlook

-  Experience of working with volunteers

-  Experience of budget and financial management

-  Extensive overseas travel experience

-  Experience of working with NGOs

-  Experience of working overseas


-  Meticulous administrative and time management skills

-  Excellent written/oral communication and presentation skills

-  Negotiation and liaison skills

-  Ability to manage staff and volunteers

-  Good IT skills, particularly a good working knowledge of spreadsheets and word processing

-  Ability to work with limited supervision, and to be a proactive member of the team

-  Hold a full, clean driving license

Personal Attributes:

-  Commitment to conservation and development

-  Flexible approach

-  High attention to detail

-  Ability to motivate others and work as part of a team

-  Sense of humour


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