Volunteer & Student Placement Manager

If you want to make a real impact on the lives of others join Galway Simon Community where we work towards eliminating homelessness through advocacy, education and campaigning in line with our values of compassion, community and collaboration.

We are looking for compassionate and motivated people who are ready to make a difference!

Reporting to: Head of HR and Organisation Culture

Contract Details Permanent, Full-time 37 hours per week

Location Sean Mulvoy Road, Galway H91 EAY0

Salary €44,000 – €52,000

Benefits

25 Days Annual Leave
Employee Pension Scheme (after 1 years’ service)
Employee Assistance Program
Bike to Work Scheme
Education Assistance Program – financial support for upskilling/qualifications
Death in Service benefit – 2 times basic annual salary
Occupational Sick Leave Policy

Job Summary

Working in line with the Galway Simon Community Strategy and recognising the organisation’s strong roots in volunteering, the Volunteer and Student Placement Manager will have overall responsibility for the leadership, development, and delivery of Galway Simon Community’s volunteering and student placement programmes, with a particular focus on strengthening and embedding a high-quality part-time volunteer programme across the organisation.

This role will lead the development, implementation and ongoing review of a structured and sustainable part time volunteer programme, promoting the role of volunteers as an integral part of Galway Simon Community’s work and culture. The postholder will also manage the full time volunteer (FTV/ESC) programme and oversee the student placement programme, ensuring all programmes are well governed, aligned with organisational values, and responsive to service needs.

Balancing strategic planning with hands on operational delivery, the role will ensure a positive, consistent, and meaningful experience for volunteers and students, while supporting services, employees, clients, and external partners to effectively engage with and value volunteering across Galway Simon Community

Key Responsibilities

Strategic Leadership & Programme Development

Lead and coordinate Galway Simon Community’s progression towards achieving and maintaining Investing in Volunteers (IiV) accreditation, embedding the principles of best practice volunteer management across the organisation.
Lead the strategic development, implementation and ongoing review of Galway Simon Community’s: Part Time Volunteer Programme/Full Time Volunteer Programme/Student Placement Programme
Develop, implement and monitor the Volunteer Strategy, embedding it into an annual workplan with clear priorities, operational actions, timelines and outcomes.
Establish and maintain robust programme structures, workflows and standard operating procedures covering recruitment, induction, training, support and exit across all volunteer and student placement programmes.
Proactively identify emerging needs, risks, gaps and capacity issues within volunteering and student placement programmes, and bring evidence based proposals and recommendations to the Head of HR.
Contribute to organisational planning, audits, reporting and governance requirements relating to volunteering and student placements, ensuring alignment with organisational strategy, policies and best practice.

Part-Time Volunteer Programme

Develop, lead and continuously improve a structured and engaging part‑time volunteer programme to expand the volunteer base and support attraction, engagement and retention across the organisation.
Work in partnership with managers to identify, develop and plan meaningful volunteering opportunities, ensuring alignment with service needs, capacity and organisational priorities.
Ensure volunteers are appropriately matched to suitable roles, taking account of skills, experience, availability and support requirements.
Develop, maintain and regularly review clear and consistent volunteer role descriptions, ensuring they remain current, appropriate and aligned with operational and programme needs.

Full-Time Volunteer (FTV) & European Solidarity Corps (ESC) Programme

Lead and manage the end to end delivery of the Full Time Volunteer (FTV) and European Solidarity Corps (ESC) programmes, ensuring effective planning, delivery and compliance.
Oversee all programme requirements, including: Applications, grant approvals and funder reporting; Budgeting and costings in collaboration with Finance; Final reports and ongoing compliance with ESC and organisational requirements.
Ensure all programme documentation is accurately completed, signed off and submitted within required deadlines.
Liaise and maintain effective working relationships with European sending organisations and partner agencies.
Co ordinate FTV arrival, accommodation, induction and ongoing support including meeting FTVs on arrival in Galway and supporting their initial settling in.
Oversee FTV accommodation arrangements, ensuring compliance with Health & Safety requirements and escalating concerns to the Health and Safety Officer as appropriate.
Co ordinate the delivery of the Certificate in Volunteering in conjunction with TU Dublin, including:
Scheduling and co ordinating training modules;
Managing reflective journals and submissions;
Liaising with TU Dublin regarding graduation and certification.

Student Placement Programme

Lead and manage relationships with universities, colleges and educational partners to support the effective delivery of student placement programmes.
Work in collaboration with managers across the organisation to assess placement capacity, suitability and learning opportunities, ensuring placements are aligned with service needs and supervision capacity.
Monitor placement outcomes and feedback to support continuous improvement and inform future planning.

Work Placement Experience Programme

Lead and coordinate Galway Simon Community’s participation in the Department of Social Protection Work Placement Experience Programme, ensuring effective delivery and compliance.
Act as the primary point of contact with the DSP, managing all communications and programme requirements.
Work with managers across the organisation to identify suitable work placement opportunities aligned with service needs and capacity.
Oversee the matching, induction, support and monitoring of DSP participants in collaboration with line managers.
Complete and manage all administration, documentation and reporting associated with the programme in line with DSP and organisational requirements.

Recruitment, Induction & Training

Lead and manage the end to end recruitment and selection process for volunteers and student placements, in collaboration with relevant managers.
Promote volunteering and student placement opportunities through targeted events, campaigns, partnerships and communications.
Conduct all volunteer and student placement interviews in partnership with relevant managers, ensuring fair, consistent and values based processes.
Ensure Garda vetting (where applicable) and reference checking are completed in line with organisational policy and regulatory requirements.
Lead the development, delivery and coordination of central volunteer and student induction, ensuring a consistent organisational induction for all new starters.
Work with line managers and supervisors to ensure role specific induction is completed locally and in a timely manner.
Develop, maintain and regularly review standardised recruitment and induction documentation, ensuring consistency, clarity and alignment with organisational policies and values including: Recruitment and placement documentation; Induction checklists and materials; Role specific onboarding resources; Volunteer and student handbooks;
Manage and monitor mandatory and role specific training requirements, ensuring training is completed, recorded and reviewed.
Continuously review recruitment, induction and training processes to ensure they remain effective, compliant with best practice, and responsive to organisational and programme needs.

Support, Supervision & Quality Assurance

Provide ongoing, proactive support to volunteers and student placements throughout their engagement with Galway Simon Community.
Establish and maintain regular check ins with volunteers across the organisation, in collaboration with line managers and supervisors.
Ensure volunteer support, supervision and quality assurance practices align with the principles of Investing in Volunteers (IiV).
Implement and oversee structured feedback mechanisms, including satisfaction and exit surveys, generated and managed through the volunteer management system (Better Impact).
Review and analyse feedback and data to drive continuous improvement in programmes and the volunteer experience.
Lead the management and development of the volunteer management system (Better Impact) as a core operational, engagement and strategic tool.
Ensure accurate and up to date records are maintained, including profiles, roles, hours, training completion and placement status.
Use system generated data to monitor trends, produce regular reports, and make evidence based recommendations to the Head of HR.
Research, draft, review and update volunteer and student related policies, procedures and documents, ensuring alignment with best practice.

Collaboration & Organisational Engagement

Work collaboratively with colleagues across services, shops and departments to support effective programme delivery.
Act as a key internal point of expertise on volunteering and student placements.
Liaise with other Simon Communities, educational institutions, partner organisations and external bodies to support programme delivery, knowledge sharing and best practice.
Provide reception or other cover when required, contributing to the smooth day to day operation of the organisation.
Promote and uphold Galway Simon Community’s values, ethos and commitment to dignity, respect and inclusion

Other Duties

Adhere to all HR and organisational policies and procedures.
Work within, and actively support, the overall objectives and values of Galway Simon Community, promoting the organisation positively through conduct and engagement.
Maintain strict confidentiality in relation to employees, volunteers, clients and all organisational matters.
Work collaboratively as part of the team, contributing positively to a supportive and effective working environment.
Participate fully in the performance evaluation process, including attending relevant training and development as agreed with your manager.
Actively promote a safe, healthy and welfare‑focused workplace by being vigilant to risks and reporting concerns to the Line Manager or Health and Safety Representative as appropriate.
Undertake any other duties that are consistent with the responsibilities of the role.

This Job Description is intended to indicate the broad range of responsibilities and requirements of the position. It is neither exhaustive nor exclusive but while some variation can be expected in particular duties, as the position evolves, the outline is considered to provide a reasonable general description of the position.

Job Requirements:

A minimum of three years’ experience in volunteer management, or a closely related role.
Demonstrated experience actively contributing to, and preferably leading, the development, implementation or enhancement of volunteer strategies, frameworks, policies or structured programmes, including continuous improvement of volunteer engagement models.
Proven experience managing and coordinating volunteer or participant programmes involving multiple internal and external stakeholders, while delivering effective day to day operational oversight.
Strong organisational, planning and workload prioritisation skills, with the ability to meet deadlines and manage a varied workload effectively.
Excellent communication and interpersonal skills, with the ability to build positive professional relationships.
Experience writing reports, proposals or programme documentation, with excellent attention to detail and strong coordination skills.
High level of proficiency in Microsoft Office applications and experience using databases or volunteer management systems.
Proven ability to handle confidential and sensitive information with discretion, professionalism and integrity.
Self motivated, adaptable and solution focused, with the ability to take initiative, demonstrate leadership, and influence practice within a values led organisation.
Strong alignment with the values and mission of Galway Simon Community and able to carry out the role with professionalism and integrity.
Have a valid and full clean driver’s licence; access to own vehicle for work-related purposes and be able to obtain insurance to indemnify Galway Simon and carry passengers in relation to work-related duties

Desirable

A third level qualification in Volunteer Management, Community Development, Leadership and People Management, Business/HR, or a related discipline.
Experience working with structured or funded programmes (e.g. European Solidarity Corps or similar initiatives).
Knowledge of governance, compliance and reporting requirements within the community and voluntary sector.

Closing date 14/06/2026

Galway Simon Community is an equal opportunities employer and welcomes applications from all sections of the community.

Volunteer & Student Placement Manager - Permanent, 37hrs

Benefits

Job Description