Why Your Volunteers Need Job Descriptions

As I spoke to students, I couldn’t help but notice two 6th graders chatting. It was something I could typically talk through, but they proceeded to disturb the teens around them. I started to wonder, “Where are my volunteers?” I then noticed that they were aware of the situation, but none of them did anything, they just stood in the back looking at the same thing I was. I was annoyed.

Fortunately, I was able to finish the talk. Afterward, I spoke to some of my volunteers and asked them, “Hey, why didn’t you stop those kids who were talking?” They said, “We didn’t know we had the authority to do that.” I sighed and realized that they were right.

If volunteers don’t have explicit instruction, you can’t expect them to live up to your expectations. You need to lay out what you want them to do, how you want them to do it, and what they need to know to get it done. The best way to get that all done is with a JOB DESCRIPTION. If you’ve never written one for volunteers here is what it should include:

A SUMMARY OF WHAT THEY DO IN A SENTENCE

We know that chaperones make sure everyone stays safe and pitch in where help is needed, but a volunteer demands more. When it comes to your volunteers, look at the different roles, and try to say what they do in a single sentence. For example:

• A small group leader guides teenagers in grades 9th – 12th through prayer and conversation that helps them develop a personal relationship with Jesus Christ and the authentic Catholic faith.
• A youth ministry hospitality leader creates a welcoming and irresistible environment for teens coming to the parish to learn more about the unique calling God for their life.

It won’t explain everything, but it should point out why their presence matters so much.

A CLEAR LIST OF RESPONSIBILITIES

After you clarify their purpose list out the tasks, they need to accomplish to do their job. Keep them simple and direct like:

• Set-up chairs twenty minutes before the program
• Review questions and materials for small groups

Don’t list too many because it could be overwhelming. If you find that the role has too many tasks consider creating a new position that could support this person.

EXPECTED OUTCOMES TO THE WORK THEY PERFORM

Volunteers will want to know if they are doing a good job. Describing positive outcomes (aka wins) in heir job descriptions will give them an idea of what they are supposed to accomplish. While you can’t explain all the fruit of their labor, you can give them a few big ones like:

• Teens will open up about their faith in discussion
• Parents will feel more connected to the program.

Give them a clear vision of what they are meant to accomplish, and you’ll give them confidence. A confident leader is one that will stick around and perform well.

CHARACTERISTICS AND VALUES OF A HEALTHY LEADER

Vision gives them a direction, but values will tell them how to behave. If you want leaders who are growth-oriented or empathetic, list them out in the job description so that they know what you expect. Some of those values will be natural, others will take work, but there won’t be confused about what is essential. If they feel like they cannot live up to those values, they can tell you, and you can use them in a review.

Job descriptions for volunteers might seem like overkill, but they can bring clarity. Use this blog post as a template or if you prefer something more ‘fill in the blank’ check out the job description template we have at the MYM Store click HERE.

What do you include in a volunteer job description?

Want more great content? Join the MYM Newsletter:

Sign Up Today