Volunteer coordinator: role, responsibilities and skills

A volunteer coordinator makes sure an organisation has the right volunteers in the right place, with the support they need to enjoy giving their time. They recruit and onboard volunteers, plan who does what and when, keep in touch with them, thank them, and keep the records that show what volunteers achieve. In smaller charities and nonprofits one coordinator often does all of this; in larger ones they work as part of a volunteering team.

What does a volunteer coordinator do?

A volunteer coordinator is the link between volunteers and the organisation. On a typical day they might answer an enquiry from a new applicant, fill a gap in next week’s rota, check that a new volunteer’s background check has come back, and call someone who hasn’t been seen for a while.

The job title varies. You’ll also see volunteer manager, volunteer services manager, volunteer engagement lead and, in the US, director of volunteer services. The responsibilities below are broadly the same whichever title is used.

Volunteer coordinator responsibilities

Most volunteer coordinator role descriptions cover these areas:

1. Planning volunteer roles. Working with staff to decide where volunteers can help, and writing clear role descriptions with the time commitment and any requirements.

2. Recruiting volunteers. Advertising roles, answering enquiries and running interviews or informal chats. Our guides to recruiting volunteers and writing volunteer role adverts go into more detail.

3. Screening and onboarding. Collecting references, arranging background checks where a role needs them (in England and Wales these are DBS checks), and making sure every volunteer has the induction and agreements they need.

4. Training. Organising induction and role-specific training for volunteers, and keeping track of who has completed what.

5. Scheduling. Building rotas or shift rosters, filling gaps and handling cancellations.

6. Communication. Keeping volunteers informed about shifts, changes and news, and making it easy for them to ask questions.

7. Support and supervision. Checking in regularly, dealing with problems early and having difficult conversations when they’re needed.

8. Recognition. Thanking volunteers in ways that suit them, from a quick personal message to volunteer thank you letters and awards.

9. Records and reporting. Recording hours, activity and feedback, and turning it into reports for managers, trustees and funders.

10. Policies and safeguarding. Keeping the volunteer policy up to date and making sure safeguarding and health and safety procedures are followed.

A sample volunteer coordinator role description

If you’re writing or updating a role description, this outline is a good starting point. Adapt it to your organisation.

• Purpose of the role: to recruit, support and keep a team of volunteers who help the organisation deliver its services.

• Key tasks: recruit and onboard new volunteers; plan and publish the volunteer rota; be the first point of contact for volunteers; organise training and recognition; keep accurate records and report on volunteer activity.

• Skills and experience: strong organisation; warm, clear communication; confidence with spreadsheets or volunteer management software; experience of working with volunteers or the public.

• Working with others: works closely with service managers, the fundraising or events team and, where relevant, safeguarding leads.

Skills that make a good volunteer coordinator

• Organisation. Coordinators juggle schedules, applications, training records and events, often all at once.

• Communication. Volunteers need clear expectations, regular updates and feedback that makes them feel valued.

• Empathy. Understanding why people volunteer helps you match each person to the right role and keep them involved.

• Leadership. Volunteers look to the coordinator for direction, especially when plans change.

• Problem-solving. Cancellations, clashes and the occasional conflict are part of the job. Calm, practical responses keep things moving.

• Comfort with data and technology. Most coordinators now use some kind of software to manage records, schedules and messages.

How to coordinate volunteers day to day

1. Start with your needs. List the activities that need volunteers, how many people each one needs and when.

2. Build a schedule people can join themselves. Publishing shifts that volunteers can sign up for saves hours of emails and phone calls. Volunteer scheduling software lets volunteers claim shifts within rules you set.

3. Keep communication in one place. A single channel for updates and questions is easier for everyone than scattered emails and group chats.

4. Track attendance and hours as you go. Check-ins that record hours automatically make reporting much easier later. See volunteer hours tracking.

5. Review and say thank you. Ask for feedback regularly, act on it and recognise effort. Our guides to keeping volunteers motivated and volunteer retention have more ideas.

Volunteer coordinator FAQs

Is a volunteer coordinator a paid role?

Usually, especially in larger organisations. In some small charities and community groups the role is done by a volunteer, or shared between staff members.

What qualifications do you need to be a volunteer coordinator?

There’s no single required qualification. Employers usually look for experience of organising people, good communication and some experience of volunteering. Many coordinators build their skills through short courses, conferences and peer networks: see our guides to volunteer management conferences in the UK and in the US, and volunteer management groups to join.

What’s the difference between a volunteer coordinator and a volunteer manager?

The titles are often used interchangeably. Where both exist, the manager usually sets the volunteering strategy and budget, and the coordinator runs the day-to-day work with volunteers. Our guide to managing volunteers covers the wider role.

Getting started with Volunteero

Volunteero is volunteer management software for charities, nonprofits and events. Coordinators use it to recruit and onboard volunteers, publish shifts that volunteers book themselves, message everyone in secure in-app chat and record hours automatically. Book a demo to see how it works.