Volunteers Assistant
Application Deadline: 18 April 2025
Department: People and Culture
Employment Type: Zero Hours
Location: Silverstone
Reporting To: Volunteers Manager
Compensation: £12.58 / hour
Description
We’re looking for a friendly, organised, and enthusiastic individual to join our Volunteers Team as a Volunteers Assistant. This is a fantastic opportunity to play a role in delivering an exceptional volunteer experience throughout our busy events season!
We’re looking for a people person with strong communication and administrative skills to support the team on a casual basis (2–3 days per week) from May to September, including weekend work.
The work schedule is 2-3 days weekly, including covering event weekends throughout the season, alongside the Volunteers Manager and Volunteers Coordinator
*Start date 5th May - Fixed-term contract - May - September*
Closing Date for applications - 13 April - Interviews w/c 21 April
We couldn’t go racing without the support of over 1,500 dedicated Race Maker and Marshal volunteers. Our volunteer teams play an essential and invaluable role in delivering a jam-packed calendar of 40+ world-class events.
The postholder will provide professional, efficient operational and administrative support to the Volunteers Team, ensuring an exceptional volunteer experience throughout the planning, coordination, and delivery of motorsport and leisure events.
This role involves close collaboration with volunteers, internal departments, marshals' clubs, motorsport clubs, clients, and contractors. Responsibilities span both administrative and operational tasks, with a strong emphasis on exceeding volunteer expectations and supporting a motivated, well-informed team.
Key Responsibilities
* Provide essential administrative and operational support to the Volunteers Team.
* Facilitate clear, timely, and engaging communication between SCL and volunteers across all platforms, including social media.
* Support the day-to-day operations of the Volunteers Department, including (but not limited to) annual membership renewals, uniform orders, event allocations, information sharing, and maintaining the Volunteer Management System (Rosterfy).
* Manage the volunteer inboxes and respond to volunteer enquiries in a professional and timely manner.
* Assist in implementing the volunteer strategy, with a focus on enhancing the volunteer experience, training opportunities, and the reward and recognition programme.
* Support the resourcing of volunteers for major events by coordinating availability, assisting with resource planning, preparing briefing documents, arranging welfare provisions, and ensuring effective communication.
* Assist with operational event setup for volunteers, including sign-on procedures and welfare areas.
* Help plan and deliver volunteer training and recognition events.
* Act as a key point of contact for Race Maker Team Leaders and volunteers on event days, ensuring their welfare is prioritised and the volunteer experience is outstanding.
* Ensure Rosterfy, the Volunteer Management System, is accurately maintained and support volunteers in learning how to use the system effectively.
* Gather and report on volunteer feedback after each event to support continuous improvement of the volunteer experience and event delivery.
* Assist the Volunteers Manager in developing and implementing departmental strategies, including planning, execution, outcome monitoring, improvement suggestions, and supporting major initiatives.
* Proactively identify and promote upcoming volunteering opportunities.
* Collaborate with the wider team to support the commercial and operational success of events.
* Champion Silverstone’s mission, vision, values, and beliefs
TEAM RESPONSIBILITIES
* Personally, champion the Silverstone values and behaviours.
* Create a positive, proactive culture and environment within the department.
* Regular communication and feedback with key stakeholders
* Establish excellent working relationships with volunteers and key stakeholders
* Empower others to take accountability and keep others accountable.
PERFORMANCE RESPONSIBILITIES
Performance will be monitored against the following:
Ownership and timely completion of agreed priorities
* Objectives set through the Personal Development Review (PDR) process
KEY RELATIONSHIPS
* Responsible to the Volunteers Manager
* Direct relationship with the Public Events team
* All internal departments
* Race Makers
* Marshals
* External third-party suppliers (contractors, suppliers, motorsport clubs, clients/organisers and customers)
* Race Meeting Organisers & Clients
* Visitors and Clients
Skills, Knowledge and Expertise
* Significant experience of working with volunteers
* Interest or experience within the motorsports industry and volunteers is highly desirable
* Ambitious with a desire to develop a career in Volunteer or Event Management
* Experience of event planning and resourcing coordination
* Operationally minded with a hands-on approach
* Outstanding communication and customer service skills
* Highly organised and able to prioritise and work to tight deadlines
* Able to create strong working relationships with stakeholders
* Advanced MS skills with attention to detail
* Flexible approach to work which includes weekends and evenings
* Full clean driving license
* Ability to work to deadlines and under pressure in a small team environment, with in a fast-paced environment.
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