Position Objective:

Due to the generosity of a Brian M Davies grant, Big Group Hug is excited to extend its services to the Western Suburbs via our Tarneit Hub which was opened in 2024, ensuring we reach more children across Victoria. Working collaboratively with Wyndham Council, this is an exciting position which will contribute to the continued roll out of Big Group Hug’s services across the Western Suburbs of Melbourne.

Big Group Hug is seeking a highly motivated Volunteer & Hub Coordinator in a part-time capacity, working from our Tarneit Hub, with some visits to our Airport West and Thomastown Head Office regularly.

The Volunteer & Hub Coordinator will report to the Volunteer Manager and work closely with the Volunteer Manager, Volunteer Coordinator, Warehouse Manager and Relationship Development Team, to assist in achieving the goals of Big Group Hug (BGH); primarily the collection and redistribution of new and pre-loved baby goods, books, toys and nursery equipment to families in need.

The role works closely with volunteers providing on-site guidance, support and resources as required. The role also involves driving a van to collect donation and deliver material aid.

The successful candidate will be required to attend up to four (4) weeks of training at the main warehouse in Thomastown.

Hours, Location, Remuneration and Benefits

• 15 hours a week (Tuesday to Thursday preferred)
  Days and times to be discussed with successful applicant
• SCHADS Level 3.1 + NFP Salary Packaging available
• Portable long service leave
• Predominantly on-site with an option to work from home when needed
• Family-friendly workplace (we understand what it's like to balance work and family commitments)

About Big Group Hug

Big Group Hug is a volunteer-driven, not-for-profit organisation founded in 2014. Head Office is based in the northern suburbs of Melbourne, in Thomastown. We have satellite locations in Airport West and Tarneit. Big Group Hug supports vulnerable and disadvantaged families in need, by providing new and pre-loved goods to help these families care for their children, aged from newborn to 16-year-old.

Our core belief is that all children deserve the best start in life, so for us, the child is the focus of everything we do. Our team is made up of over 350 individuals/volunteers who are determined and committed to assisting every family who asks for help.

KEY RESPONSIBILITIES

The Volunteer & Hub Coordinator is responsible for offering day-to-day support, guidance and coordination of volunteers at the Big Group Hug Tarneit hub. They are responsible for preparing tasks for group volunteering sessions, delivery of material-aid and collection of donations, and setting up the hub for events and tours. And with other members of the Big Group Hug team, is responsible for fostering an inclusive culture, and facilitate integration and expansion of the volunteer team.

Volunteer Support:

• New volunteer inductions & onboarding following organisational procedures
• On-site during hub operating hours
• Onsite volunteer training
• Matching volunteers to tasks that suit their skills and interests
• In collaboration with the Relationship Development team, identify local users and groups to help with volunteer recruitment and establish connections between Big Group Hug and the local area and community
• In collaboration with the Relationship Development team and Volunteer Manager, explore opportunities to expand the use of the hub, collaborating with local community groups to increase community engagement and subsequently the Big Group Hug volunteer base
• Assist volunteers with on-site individual queries
• On-site check ins
• In collaboration with the Volunteer Manager, develop any on site collateral to communicate information to volunteers (e.g. about upcoming events)
• In collaboration with the Volunteer Manager, organise events and activities to keep volunteers engaged and motivated
• Task identification and setup for group volunteering session (workplaces and schools) and support groups while on-site
• Liaise on behalf of volunteers with the main warehouse TT team and Volunteer Manager as required
• Identify potential volunteer-related issues and report them to Volunteer Manager
• Be the first point of contact for all volunteer feedback, concerns and questions

Local Delivery Coordination

• Liaising with caseworkers about request deliveries
• Liaising with donors about donation collection
• Schedule van for local collections and deliveries
• Confirming delivery time and date with agencies and recipients
• Packing and unpacking Van
• Deliver material aid to recipients, agencies, and hospitals
• Collect material aid donations from individual donors, and organisations collecting for BGH (e.g. schools, daycares, businesses)
• Occasionally transfer stock between the Tarneit and Airport West Hub and warehouse

Hub Coordination

• Safety checks: responsible for on-site safety. Complete monthly checks and any other ad hoc checks as per risk register
• Site maintenance: liaise with council contacts, reporting faults and site issues to be addressed by council maintenance team, printing and displaying collateral and posters as required
• General on-site support: e.g. liaising with BGH team to troubleshoot IT and other issues
• Site setup and running using BGH operating principles
• Ensure hub is neat and tidy internally and externally
• Manage petty cash and purchasing of consumables
• Relief if volunteers are unable to open hub at short notice
• Support material aid campaigns and coordinate logistic of these campaigns
• Ensure warehouse and hubs are tidy for functions and important tours

Miscellaneous

• General Administration as required
• Database update
• Setup and represent Big Group Hug at local events (e.g. expos), during and outside Hub operating hours
• Work collaboratively with the Volunteer Manager and members of the BGH Team
• Support other team members as required, e.g. with difficult issues such as lifting
• On-site relief for various hub tasks, to meet BGH’s objectives. Such as:
  1. Greet donors, accept donations and thank donors, including photo taking
  2. Material aid washing and cleaning
  3. Hand out material aid to Case Workers
  4. Keep flyers, notice boards and other display materials neat and tidy and up to date

CAPABILTIES AND BEHAVIOURS

• Highly developed communication skills both written and verbal
• Sound time management, planning, and organisational skills
• Independent and motivated – a self-starter who likes to take initiative
• Thrives acquiring new knowledge and skills, and has a willingness to learn and continuously improve
• A multi-tasker who can work well under pressure, to deadlines, and meet shifting priorities
• Outstanding attention to detail
• Proficient in using a range of Microsoft Office packages in particular Teams, Excel, SharePoint and Word
• Successful candidate will require a
  • Working with Children’s check
  • Police Check
  • Valid standard driver’s license
• The following would be highly regarded:
  • Experience working with Salesforce
  • Experience working in a warehouse
  • Experience working for a not-for-profit organisation
  • Occupational Health and Safety (OH&S) and risk management experience

APPLICATION PROCESS / INTERESTED? APPLY TODAY!

We welcome your application and ask that you please provide your Resume and Cover letter, broadly addressing the key selection criteria highlighted.

Interviews will commence as applications are received and a successful candidate may be selected before the job ad closes.

IMPORTANT INFORMATION

Big Group Hug values and encourages diversity, inclusion, and equity in all our services, programs, and practices.

Big Group Hug is a child safe organisation and is committed to ensuring the safety and wellbeing of all children, always. All Big Group Hug services, programs and practices are following Victoria’s Child Safe Standards.

Big Group Hug is committed to the principles of continuous quality improvement (CQI) in all aspects of its operations, service delivery and governance. We place the highest priority on the safety and wellbeing of those we support and provide services to.

All offers of employment are subject to satisfactory background checks including a National Police Check (including an international police check if resided continuously in an overseas country for 12 months or more in the last ten years), Working with Children Check, disclosure of previous or current disciplinary action, referee checks, proof of eligibility to work in Australia and qualification checks.

Please do not apply if you are a prohibited person or if you will not agree to proceed with these checks if it is requested.

OUR COMMITMENT TO CHILD SAFETY

Big Group Hug is a child safe organisation and is committed to ensuring the safety and wellbeing of all children, always. All Big Group Hug services, programs and practices are following Victoria’s Child Safe Standards.

Big Group Hug is committed to the principles of continuous quality improvement in all aspects of its operations, service delivery and governance. We place the highest priority on the safety and wellbeing of those we support and provide services to.

All offers of employment are subject to satisfactory background checks including a National Police Check (including an international police check if resided continuously in an overseas country for 12 months or more in the last ten years), Working with Children Check, disclosure of previous or current disciplinary action, referee checks, proof of eligibility to work in Australia and qualification checks.

Big Group Hug does not allow persons who are classified as a prohibited person under The Commission for Children and Young People Act 1998 to work or register as a volunteer. Please do not apply if you are a prohibited person or if you will not agree to proceed with these checks if it is requested.

DIVERSITY, EQUITY AND INCLUSION

We are committed to ensuring diversity, inclusion and equity are embedded throughout our organisation for the benefit of all our clients and our staff. We believe our people are our greatest asset and by supporting and incorporating their diverse talents, knowledge, perspectives and experiences, we can strengthen our relationships with the communities we work with.

Our focus is on eliminating discrimination in the services we deliver and the workplace we provide. Being a diverse and inclusive organisation that supports and enables equity, goes to the heart of our work and supports our strategic intent – “Building an organisation and culture that is supportive, responsive and sustainable”.

A position description is attached.