Volunteer Roles
Anyone interested in volunteering will be invited to visit the STN premises to see what we do and decide in which area they would most like to help. All volunteers are required to complete a registration form and will receive a letter of welcome. Necessary training will be given. Roles include the following:
1. Production Roles
Readers
Recordings take place at between 6:30pm and 8pm every Monday except bank holidays. Each team of 4 readers is scheduled to record roughly once every 4 weeks. At the start of the evening each reader is given a set of newspaper clippings prepared by the editor and the team members read their peices in turn until enough material has been recorded. New readers are asked to take a voice test to ascertain the suitability of their skills.
Editors
Editors prepare the material for the readers to record. They must select an interesting variety of articles from The Sheffield Star, The Yorkshire Post, and the Sheffield Telegraph and assemble them into 4 packages which will take approximately 80 minutes for the reading team to complete.
Recording Technicians
As well as operating the recording equipment to ensure that good quality results are captured, the recording technician manages the recording session. This includes ensuring that the readers have their scripts and know when to begin reading. When all the reading is done, the technician remains to tidy up the recording ready for duplication and publication on Tuesday morning. Some technicians also make one-off recordings for organisations on their home equipment.
Duplication and DistributionOn Tuesday mornings volunteers use specialist equipment to write the recording to several hundred USB sticks which are then placed in reusable wallets for distribution by the Royal Mail to our registered subscribers.The recordings are also published on this website.
ReturnsOn Mondays a team process the wallets which have been returned by subscribers so that they and the USB sticks can be re-used.
2. Officer & Coordinator RolesAs with any organisation there is a need for volunteers to manage and administer the activities, resources and personnel. STN is run by a management committee with various officers responsible for particular areas of the operation. The following roles (Revised February 2019) have been identified to enable STN to run as smoothly as possible and several make reference to others in order to facilitate this.
CHAIR
-
Overall
responsibility for leadership / guidance
-
Help
try and resolve any disputes / misunderstandings
-
Call
and chair regular Committee Meetings, and the AGM
-
Approve
all Agendas for meetings with the Secretary
-
Liaise
closely with Vice-chair, Secretary and Treasurer
-
Oversee
routine running of organisation and policy making
-
Enable
/ initiate / develop new ideas / technology / trainings for
volunteers
-
Keep
up to date with regulations / Charity Commission / Talking News
Federation
-
Be
responsible for the editorial content of the STN website
-
Carry
out all liasons with SRSB as and when required by anyone in STN (or
pass the matter to another appropriate volunteer)
-
Communicate
with any volunteers who are indisposed / bereaved and send
appropriate cards / emails. VICE-CHAIR
-
Deputise
for Chair whenever necessary
-
Work
closely with Chair and Secretary
-
Share
responsibility for editorial content of STN website with the Chair
-
Help
oversee special events e.g. Social or AGM
-
Assist
in the organization of Training for volunteers
-
Along
with the Chair enable / initiate / develop new ideas
-
Keep
up to date with regulations / Charity Commission / Talking News
Federation SECRETARY
-
Work
closely with Chair, Vice-Chair and Treasurer
-
Keep
volunteer database up to date
-
Work
closely with the Volunteer Coordinator to ensure that all new
volunteers complete GDPR registration forms and that these are
suitably stored for easy access
-
Take
Minutes of all meetings – send to Chair for approval / editing.
Send these to all volunteers / put on admin. Computer and file hard
copies as necessary
-
Check
all telephone messages / emails / mail (or designate another
volunteer to do this on a weekly basis) and distribute messages to
the relevant volunteers.
-
Write
and send any letters as required.
-
Keep
Trustee details up to date on Charity Commission website
-
Produce
an occasional Volunteer Newsletter, particularly at Easter and
Christmas / New Year
-
Advise
Chair of the need to contact SRSB management about any issue that
may arise
-
Order
stationary / other items by request from Dispatch i.e. wallets,
labels, paper, cellotape etc.( but not
technical equipment) TREASURER
-
Work
closely with Chair, Vice-Chair, Secretary and Fundraising
Coordinator
-
Oversee
all financial transactions / budget
-
Submit
monthly Financial Report to the Committee
-
Seek
Permission from Committee / Trustees for any additional expenditure
(other than routine invoices, expenses etc.) EG Major equipment
purchases or items in excess of £200
-
Have
accounts independently examined annually and submit report to
Charity Commission
-
Organise
/ review any insurance policies which may become due in conjunction
with Committee / Chair / Technical Coordinator
-
Raise
awareness of our willingness to pay volunteer expenses
-
Where
permission has been given by the donor submit a quarterly list to
Editors of all Donations for inclusion on weekly recording EDITORIAL
COORDINATOR
-
Regularly
monitor all methods and standards of editing
-
Liaise
closely with Rota Manager and draw up and issue a working Rota for
all Editors
-
Once
complete ensure a copy of the rota is sent to all the Editors and a
further copy emailed to the Chair and STN office
-
Draw
up (and review as necessary) ‘Guidelines for Editors’ as agreed
by common consensus. Ensure all new Editors (including new
volunteers) receive a copy and that the current one is sent to the
Website & Email Coordinator for inclusion on the STN website.
-
Hold
occasional workshops for Editors to improve standards of efficiency
and the appropriate nature of items selected for reading
-
Troubleshoot
any difficulties encountered by the Editorial Team (if necessary in
conjunction with Chair, Vice-Chair or Committee)
-
Induct
new Editors and provide support as necessary
-
Receive
quarterly list of donors to STN from Treasurer and pass to the
appropriate Editor for inclusion on the weekly recording
-
Report
monthly to the Committee TECHNICAL
COORDINATOR
Oversee
all STN equipment to ensure it is serviced, fit for purpose and
insured.
Make
sure that as far as possible measures are in place to cover equipment
breakdown or malfunction.
-
Acquire
and keep up to date appropriate software and back-ups. e.g.
firewall, virus protection etc.
-
Check
/ order stock as necessary for recording and duplication – namely
USB memory sticks, CDs, CD labels and CD envelopes. This requires
anticipating up-coming demand to ensure sufficient stock is in hand.
-
Bring
to Committee any requests for single item expenditure.
(This
does not include ordering stock as above) All expenditure to be
notified to the Treasurer along with invoices, receipts and delivery
notices where they exist.
-
Submit
a monthly report to the Committee about the condition and
performance of the recording equipment as well as usage of ‘other
ways of listening’ (i.e. non memory stick) such as the telephone
service, access via BWBF, and statistics on any other channels where
they exist.
-
Work
closely with the One-Off Recording Coordinator and Magazine ‘team’
to ensure technical support is available for studio and home
recordings.
This
includes oversight of the recording, duplication, labelling and
packaging as required.
-
Inform
the One-Off Recording Coordinator and / or Treasurer when invoices
need sending out following recording / dispatching / delivery.
-
Oversee
the training and supervision of new volunteer Technicians who
undertake recording work and duplication work (including Home
Recordings). This also includes keeping written instructions up to
date regarding the operation of the equipment
-
Work
closely with the Rota Coordinator about the placing of Technicians
on the Rota
-
Help
create opportunities for ‘Out & About in Sheffield’
interviews and either carry them out, or delegate to another member
of the Technical Team
-
Alongside
other volunteers, especially editors, keep listeners informed about
‘Other ways of Listening’
It
is generally recognised that the Technical Coordinator will normally
work as one of the recording technicians and / or be a key member of
the duplication team.
In
fulfilling these responsibilities the Technical Coordinator will look
to enlist the help of others within STN where they can bring
specialist knowledge, and if necessary to seek help from outside the
charity. ASSISTANT
TECHNICAL COORDINATOR
The
Assistant Technical Coordinator will liaise with the Technical
Coordinator to agree how the assistant can best help the Technical
Coordinator with his/her duties. It is necessary both parties work
in close collaboration. The way the responsibilities are to be
shared will be documented to avoid duplication or areas being
inadvertently overlooked. WEBSITE
& EMAIL COORDINATOR
What
the Website and Email Coordinator is Responsible For:
Ensuring
that:
-
STN
have a website infrastructure which is up to date, fit for purpose
and suitably robust
-
The
content can be updated within a reasonable time frame
-
The
necessary set of Email accounts are available
-
Appropriate
distribution lists are maintained
-
Documentation
exists to enable a deputy to carry out necessary actions if the
Website and Email Coordinator becomes unavailable.
Specific
tasks for the Website and Email Coordinator include:
-
Maintaining
the registration of the sheffieldtalking.org.uk & .co.uk web
domains
-
Maintaining
accounts with the supplier(s) of domain, website, email and
distribution list hosting services.
-
Maintaining
a document describing our current infrastructure
-
Maintaining
procedural documents explaining how to:
-
Edit
website contents
-
Create
and remove email accounts
-
Maintain
distribution lists
-
Renew
Domain registrations
-
Train
deputies
-
Maintain
an awareness of technology trends to enable future improvements
STANDARDS
COORDINATOR
-
Responsible
for overall standard of production
-
Call
meetings when necessary to review any particular standards and
procedures in any area of STN
-
Draw
up and review through consultation with other volunteers ‘Guidelines
for Readers’ and ensure that the Chair and all Readers receive a
copy
-
Once
reviewed a copy should be sent to the Website & Email
Coordinator as a replacement on the website
-
Receive
all ‘voice tests’ (along with other designated volunteers) for
consideration
-
Provide
prompt feedback on these tests to the Volunteer Recruitment
Coordinator
-
Submit
names of newly approved readers to the Recruitment Coordinator and
Rota Coordinator
-
Hold
occasional workshops for Readers to further improve reading
standards
-
Refer
any volunteer issues of major concern to Chair / Vice-Chair /
Committee
-
Report
monthly to the Committee
ROTA
COORDINATOR
-
Draw
up in advance a working rota of all production evenings for Readers
and technicians.(Liaise with Technical Coordinator about
availability of technicians for each rota) Note:
no recordings on Bank Holidays)
-
Once
complete ensure the rota is circulated to all volunteers concerned
and a copy sent to the Chair and STN office
-
Where
necessary consult volunteers re their particular requests /
requirements
-
Carry
out a weekly check / reminder to all the ‘team’ due to
read/record the following week and if possible arrange any
substitutes
-
Facilitate
integration of new volunteer readers through close liaison with both
the Standards Coordinator and Volunteer Recruitment Coordinator
-
Act
as liaison person for any emergency changes to the rota
-
Report
monthly to the Committee
ONE
– OFF RECORDINGS COORDINATOR
-
Liaise
with person/s requesting outside recordings as to suitability, cost,
number required, invoice and procedure to be followed
-
Refer
clients requesting other recordings to the ‘Guidelines for people
providing scripts’ on the website and update these when necessary,
asking the Website & Email Coordinator to replace any amended
version on the website
-
Arrange
the recordings with readers / technicians
-
Arrange
for recordings to be copied and dispatched
-
Arrange
the delivery of such recordings
-
Submit
invoices to the Treasurer a.s.a.p.
-
Submit
a monthly report to the Committee
VOLUNTEER
RECRUITMENT COORDINATOR
-
Receive
all offers of help from potential volunteers
-
Keep
VAS (Voluntary Action Sheffield) aware of our current need for
particular volunteer roles via their website
-
Contact
all new volunteers and arrange a visit to STN to meet appropriate
personnel
-
Ensure
that all new volunteers are advised to read the STN website
-
Receive
notification from the Standards Coordinator of approved of new
readers who have completed a ‘voice test’ and convey this to the
volunteers concerned
-
Inform
Rota Coordinator of new approved readers for integration onto the
Rota
-
Ensure
that all newly approved volunteers (in whatever area of STN)
complete a GDPR form and return this to the Secretary / STN Office
-
Send
new volunteer email addresses and their role in STN to Website &
Email Coordinator and Chair for inclusion on the generic emails.
-
Provide
a monthly report to the Committee giving news of volunteers or those
still awaiting integration
REGISTRATION
AND DISPATCH COORDINATOR
-
Keep
the STN Database up to date with subscribers contact details,
including any that need deleting or adding
-
Monitor
and check weekly receipt / dispatch of all recordings to listeners
-
Send
introductory recordings to all new listeners
-
Check
office / ask Secretary for messages regarding Dispatch
-
Follow
up all queries, messages, overdue returns
-
Pass
on any feedback / queries to appropriate volunteers
-
Inform
the Technical Team of the number of copies required each week
-
Through
liaison with the Technical Coordinator ensure administrative
volunteers are kept up to date with how to use the current computer
facilities
-
Ensure
a foolproof message system is used so no information is lost
-
Inform
Secretary / Office well in advance when orders for wallets, labels
etc are required
MAGAZINE
COORDINATOR
-
Overall
responsibility for the bi-monthly Magazine – content, production,
format and standards
-
Establish
a ‘team’ to assist with editing, preparing readers, technical
assistance, copying etc. This may vary from edition to edition.
-
Liaise
with Dispatch Coordinator / Technical Team over dates for copying
and issue
-
Keep
accurate records of all correspondence to ensure continuity
-
Send
copies of correspondence to the Secretary for records
-
Encourage
listeners to give feedback and make contributions to the recordings
by liaising with the Editorial Coordinator
-
Raise
the awareness of all volunteers for the need of fresh material /
items for the Magazine, including someone to contribute a Quiz,
Recipe, seasonal features etc.
FUND
RAISING COORDINATOR
-
Co-ordinate
all fund-raising activities, including making contacts and carrying
out the necessary correspondence / permission / thanks
-
Initiate
both fund-raising events and applications for grants and other
funding, and follow these through
-
Liaise
closely with Secretary / Treasurer / Chair / Trustees over requests
for donations / grants
-
Work
closely with Treasurer over requirements for funding
-
Involve
as many volunteers as possible in fund-raising activities
-
Submit
occasional requests for donations to the Editorial Coordinator
-
Work
with Publicity Coordinator raising awareness of the needs for funds
and welcome donations
-
Attend
any relevant training to help with this role e.g. those organised by
VAS (Voluntary Action Sheffield)
PUBLICITY
COORDINATOR
-
Take
the lead responsibility for all publicity, engaging as many other
volunteers as possible
-
Oversee
the production and distribution of publicity materials including
leaflets, posters, cards and registration forms etc. ensuring these
are always up to date
-
Arrange
copying of publicity materials either through SRSB or elsewhere
-
Submit
articles for publication in local magazines / TNF – Parabola
-
Give
talks to groups and undertake media interviews, delegating this task
to other volunteers where appropriate
-
Seek
opportunities to promote the work of STN at events throughout the
city
-
Liaise
with Editors, the Technical Team and others in relation to the
publication of events
-
Work
to a budget negotiated with the Treasurer and agreed by Committee,
seeking permission for any overspend
-
Make
links with other voluntary and statutory bodies, especially SRSB
where joint initiatives may be productive
-
Organise
participation in Volunteer Fairs / Recruitment Events
-
Act
as liaison person between STN and the media and submit press
releases as appropriate
-
Liaise
with the local press wherever possible
-
Give
regular reports on progress to Committee
-
Attend
any relevant training e.g. as arranged by VAS (Voluntary Action
Sheffield)
ARCHIVIST
-
Maintain
records of key events and routine procedures of STN within the
archive materials
-
Arrange
for photographs to be taken and included in records / on website
when appropriate (NB Permission must be sought from individuals for
their photos to be publicized on the website or elsewhere)
-
Retain
copies of all relevant press releases for records
-
Display
archives at key events e.g. Socials, AGM etc.
-
Raise
awareness of the existence of the archives so all volunteers can
contribute
Mary
Callaghan
08/02/19 |