Writing a role description

Creating clear and detailed volunteer role descriptions has several important benefits:

• Improved planning and recruitment: Taking the time to define volunteer roles helps you identify the skills, attributes, and experience needed. It allows you to pinpoint where volunteers can add value, what training or support might be required, and whether certain tasks could be grouped into smaller, more manageable roles.
• More effective recruitment: Potential volunteers are more likely to express interest when they can clearly see what the role involves and how it fits with their interests or abilities. Vague or generic descriptions may deter applicants or lead them to choose opportunities with organisations that provide more clarity.
• Better volunteer experience and retention: A well-written role description sets clear expectations from the outset. It helps volunteers understand their responsibilities, how they contribute to the wider work of the organisation, and whether the role is a good fit for them. This clarity supports a more positive and confident start, which can boost engagement and retention.

What to include in a volunteer role description

A good role description doesn’t need to be long or overly formal, but it should provide enough detail to help potential volunteers understand the role and decide if it’s right for them. Key elements to include are:

• Role title – A clear and meaningful name that reflects the role’s purpose.
• Purpose of the role – A brief overview of why the role exists and how it contributes to the organisation’s work.
• Key tasks and responsibilities – A list of the main activities the volunteer will be expected to carry out.
• Skills and qualities needed – Any specific experience, attributes, or knowledge that would help someone succeed in the role.
• Time commitment – An idea of how much time is needed, including days, hours, or frequency (e.g. weekly, monthly).
• Location – Where the role will take place (e.g. at a specific venue, in the community, remotely).
• Support and supervision – Information on who the volunteer will report to and what support is available.
• Training offered – Any relevant training or induction provided as part of the role.
• Benefits to the volunteer – What the volunteer might gain, such as new skills, experience, or the opportunity to give back.
• Expenses policy – A brief mention of whether out-of-pocket expenses (e.g. travel or lunch) will be reimbursed.

Keep the tone welcoming and encouraging and review your role descriptions regularly to ensure they remain relevant.

Why not talk to our Chatbot who can help create an interesting role description or can give feedback on the ones you already have!

Next Topic: Volunteer Management Self-Assessment