• Hiring a Coordinator

last modified February 22, 2013 by xscarfie


22nd February, 2013

Down here in southern and sunny Dunedin, we are currently engaged in the process of hiring a part-time paid coordinator. Here are some useful documents and information that we would like to share with other timebanks who might be about to embark on the same process.

 

1) Text for job advertisement. We have posted this ad on Trade Me Jobs, Do Good Jobs, Student Job Search, and our facebook page. We have also emailed the link (to the job ad) to many people on our various lists of contacts, including all of the members of our timebank.

 

Are you resourceful?  Do you have bucket loads of enthusiasm and self initiative?  Are you known for your excellent communication and networking skills?

 

The Dunedin TimeBank is seeking to appoint a part time coordinator to promote and grow the TimeBank across communities in Dunedin.

 

Time banking is a flourishing system of community and neighbourhood focused exchange of skills and time.  The aim is to help build stronger, healthy, more connected communities.

 

Supported by a steering committee the Coordinator’s role will entail promoting the recently established Timebank to the general public, being the first point of contact for new members, orientating them to Timebank kaupapa and systems to optimise their experience, and facilitating trades between members. The position is for a fixed term of 6 months based on 14 hours per week.  A degree of flexibility in when these hours will be worked is required.

 

Applicants for this position should have NZ residency or a valid NZ work permit.

 

A copy of the Job Description and information pack is available on request by e-mailing [timebank email address]. You can also visit us on Facebook at [timebank name].


Applications close [time], [date].

 

2a) "Canned response" email that we send to people who write in and ask for a job description (remember to attach the two files before hitting send! :)

 

Hi there [NAME]
 
Good to hear from you. Thanks for your enquiry. Please find attached the job description, and a copy of our information sheet that we provide to new timebank members.

To make a formal application for the position of Dunedin TimeBank Project Co-ordinator, please send us a one page cover letter, and your CV with contact details for two referees, to this email address by 5pm Friday 01 March.
 
You may also find these websites useful.

Dunedin TimeBank
http://dunedin.timebanks.org/

Dunedin TimeBank on CoActivate (resources and information created by the steering committee)
https://www.coactivate.org/projects/dunedin-timebank/project-home

Dunedin TimeBank on Facebook
https://www.facebook.com/pages/Dunedin-TimeBank/175582572515797?fref=ts
 
Wellington Timebank Website
http://www.wellingtontimebank.org.nz/


We look forward to receiving your application.

Kind regards,
[Name]

 

 

2b) "Canned response" email that we are sending to people who apply directly through Trade Me or Student Job Search (i.e. without first emailing us to ask for a job description), this email thanks them for their application, and still gives them the websites and other files, just for their further information:

 

Hi there [NAME]
 
Good to hear from you. Thank-you for submitting your application for the position of Dunedin TimeBank Project Co-ordinator through [SJS/TradeMe]. We will get back in touch with you again after we have had time to review all of the applications.

I have attached a copy of the full job description, and our information sheet that we provide to new timebank members, to provide you with some further information about the position. You may also find these websites interesting.

Dunedin TimeBank
http://dunedin.timebanks.org/

Dunedin TimeBank on CoActivate (resources and information created by the steering committee)
https://www.coactivate.org/projects/dunedin-timebank/project-home

Dunedin TimeBank on Facebook
https://www.facebook.com/pages/Dunedin-TimeBank/175582572515797?fref=ts
 
Wellington Timebank Website
http://www.wellingtontimebank.org.nz/


Thanks again for your interest in this position.

Kind regards,
[Name]

 

3) Interviews - In Dunedin, we plan to create a shortlist and only interview a maximum of 4 potential candidates. Three long-term members of our steering committee will form a panel for the interviews. We hope to keep the interviews fairly relaxed and low key. Here are some suggested topics to discuss with potential candidates during the interview, focusing on key requirements for the role, e.g.:

  • Being a people person, being able to build connections, teach people new things, bring people on board
  • Admin and attention to detail – there are a lot of elements of the role that require good admin skills, keeping records up to date, small jobs that need remembering and lots of prioritising
  • Good IT skills
  • Ability to say no! To be able to work out the limits of the job and not take it home with you!
Thank-you to Lottie Harris, Manager of Project Lyttelton for creating this list.

     

4) Background checks - we will contact (by phone) the two referees provided by the best candidate. We may also ask for written reports from these referees. We are still discussing the finer details of this stage of the process.

 

5) Contract - in the 'view attachments' link below, you will find a copy of an example contract to be signed by representative(s) of the timebank and/or umbrella organisation, and the successful candidate.