On the day Volunteer Manager

Volunteer role: 4 hours a week. Peaks in the 4 weeks lead up and includes 25th November (Friday) event.

Overview

We are seeking a proactive, enthusiastic and meticulous On the Day (OTDV) Volunteer Manager to join our Production Team, leading the event day volunteer team at our upcoming event exploring the theme of Kintsugi.

The Japanese Art of Kintsugi - the act of repairing cherished items of broken pottery with gold resin is founded on a contemplative practice of not throwing away what is broken but creating something more beautiful from when it was "whole".

This idea, that has inspired us over the past 3 years and on 25 November 2022 will come to life at the Capitol Theater with our community of creative, curious, connected, and courageous Melbournites in attendance.

As a guiding theme, Kintsugi will allow us to explore topics such as fragmented minds, fragmented communities, fragmented systems and understand that we are greater than each individual part.

Strong administrative, organizational and communication skills are required as well as an ability to work flexibly in a demanding and fast paced environment.

TEDxMelbourne is run by a team of committed volunteers, each offering their time, professional expertise and enthusiasm to produce inspiring TEDxMelbourne events.

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Reports to:

Event Producer

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Reported to by:

On the day volunteers!

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Works with:

Event Manager, Production Manager, other core (ongoing) team members from Curation and Operations as needed. Supported in onboarding and access to databases/ previous event assets relevant to the role by the Head of Operations

Key responsibilities:

Ensure our on the day (OTD) event workforce is sustainable, safe and well supported to onboard and contribute their best to the tasks at hand at our event.

• Develop and manage OTDV role types and team structures suitable for this event working with the production team
• Develop and manage OTDV documentation (onboarding, training, rostering, event day instructions, etc) ensuring relevant volunteer regulations or legislation are adhered to.
• Planning of volunteer workforce required for event and implementation of recruitment strategy via TEDxMelbourne communication channels to ensure workforce resources available. Our operations team maintains an active list of prospective volunteers and will hand over contact details.
• Pre-event communications to drive volunteer applications (working with / through the marketing team where support is requested)
• Leading overall OTDV recruitment process including reviewing and shortlisting volunteer applications, conducting interviews as required, reviewing interview outcomes and ffering volunteer positions, through to post event review and feedback.
• Running online and offline onboarding and training where applicable working with production team more broadly to cover OHS and venue requirements etc. Includes face to face (online and offline)
• Manage event-time volunteer workforce operations, from check-in, break times, issue resolution and end-of-shift processes.
• Manage OTDV database and monitor status of current TEDxMelbourne OTDV volunteers. When required, communicate directly with volunteer to check their availability/status to volunteer.

Key dates:

Onboarding in late September to commence planning in October 2022

Event date is 25th November, with 6 weeks of focused planning in the lead up to this date.

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TEDxMelbourne is run by a team of committed volunteers, each offering their time, professional expertise and enthusiasm to produce inspiring TEDxMelbourne events. With the exception of major planning and strategy sessions, we run a remote-first operation. Our volunteers come from all walks of life and schedule their volunteering around other commitments. To this end, we leverage a number of digital communications and planning platforms and highly value flexibility and transparency.