See also LeisureTimeRecordBooks

4.7.13 Leisure Time Coordinator/Chairperson

The Coordinator is the “chief executive officer (however styled) or supervisor of Leisure Time” (Leisure Time Constitution, 2008). The coordinator, with support from the Committee, oversees the whole of Leisure Time, ensuring the:

• appropriate care of guests and the quality and intent of the service provided
• promotion of Leisure Time to the broader community and filling of guest vacancies
• recruitment and support of volunteers and promotion of Leisure Time within GWUC
• efficiency and currency of policies and systems for compliant operations, record keeping and communication

The Coordinator may share or delegate some duties. The Coordinator’s responsibilities are:

Primary point of contact for current guests, GWUC and wider community

• be the primary contact person for all enquiries from guests, their families, persons within Glen Waverley Uniting Church, referring agencies and the community
• build and maintain a friendly and trusting relationship with each guest
• represent Leisure Time on the Community Hub Mission Group of GWUC

Meetings

• convene meetings and prepare agenda for the Leisure Time Committee
• prepare explanatory materials for and chair meetings of the Leisure Time Committee

• convene and chair meetings of the Care & Communication team (Day Leaders) and make a verbal report on behalf of this team at Committee meetings

• convene or attend other meetings of Committee members and volunteers as may be deemed necessary

Volunteer support and coordination

• provide support to and be a point of contact for all Leisure Time volunteers
• follow up any concerns/complaints raised by volunteers, including Day Leaders
• recruit sufficient volunteers to fill the roster, with assistance of the Committee
• facilitate training opportunities for the volunteers
• assist with special functions, such as the Christmas Lunch, as requested by the Outings Committee

Promoting Leisure Time within GWUC and to referral agencies and community groups

• aim to have a guest list of up to 25 guests by working to fill any vacancies
• promote Leisure Time to the wider GWUC congregation and foster links to other GWUC groups and programs
• establish and maintain a working relationship with Monash City Council Community Services and Monash Volunteer Resource Centre
• establish and maintain links to other local agencies that may be able to refer potential guests to Leisure Time, such as doctors, aged care agencies, rehabilitation centres and retirement facilities, and supply promotional information in an appropriate format
• seek opportunities to promote Leisure Time in the wider community, eg. newspapers, Seniors Week activities, other publications, aged care networks, Monash Council community directory

Welcoming prospective and new guests

• visit prospective guests, discuss Leisure Time guidelines and assess their suitability for Leisure Time. Explain how Leisure Time operates and request completion of a Guest Personal Information Form
• ascertain new guest’s additional care needs for Leisure Time, eg. Dietary requirements, hearing/sight impairments, mobility assistance, and notify Day Leaders
• organise initial trial visit by prospective guest and provide support as needed
• introduce new guests to Day Leaders
• follow up new guests to see how they feel and if they wish to continue
• contact Transport Coordinator if transport is required
• record new guest name in White Folder
• organise for new name badges to be made for new guests and volunteers

Record keeping and Communication

• file personal details (Guest Personal Information Form) for new guests in the Black Folder and also record any additional special care needs
• maintain currency of all guests’ personal information in the Black Folder
• regularly consult the White Folders, monitoring attendance and day activities
• promptly record any new guest information in the White Folder

• provide any new or changed guest information to the Secretary for inclusion on current guest list for distribution to Committee, Day Leaders and Black and White Folders. See LeisureTimeRecordBooks

• compile or contribute to the Leisure Time newsletter, approximately three editions per year. The newsletter is distributed to all volunteers and guests, the ministers and the Church Council. Extra copies are left in the church letter rack for interested GWUC members

Administration and Funding Opportunities

• regularly coordinate the review and update of policies and procedures relating to emergency management, first aid, incident reporting and corrective action, food safety, privacy and any other Duty of Care matters which may arise
• monitor currency of the Constitution and Position Descriptions and initiate updates through the Committee as needed
• seek out opportunities for grants and other external funding sources to benefit the operation of Leisure Time and collaborate with the Treasurer in preparation of any funding submissions.