Ask a new volunteer what they have been asked to do, and the answer is often vague. "Help with the welcome, I think." "Something with the sound."
Volunteers cannot say yes to something they cannot picture. A short, clear description of the role answers the questions people hesitate to ask: what exactly will I do, how much of my time will it take and what if I do not know how?
This article explains what a volunteer job description should contain, how to write one in a few minutes and gives six examples for common church and nonprofit roles that you can adapt.
Key takeaways
- A good description is short. One page is plenty, and half a page is often enough.
- The most useful parts are the tasks, the time commitment and what training is available.
- Writing the description also helps you decide whether the role is realistic.
- Written job descriptions were one of nine volunteer management practices examined in a U.S. study of charities.
Why write one at all
It can feel like paperwork for a role that is obvious to you. It is not obvious to someone new.
- It makes the ask easier to say yes to. People respond better to specific requests than to general appeals.
- It sets expectations. The volunteer knows what is included and what is not.
- It protects people from drift. A role with limits is less likely to grow into a second job.
- It helps with matching. You can see whether someone's skills and availability fit before you ask.
- It tests the role. If you cannot explain a role in a few lines, it may need rethinking.
The Urban Institute's 2003 study of U.S. charities included written policies and job descriptions among nine recommended volunteer management practices. In that study, the practices linked to retention were recognition, training and screening and matching, so a job description supports the work of matching rather than being a retention measure in itself.
What to include
You do not need a legal document. A useful description covers seven things.
- A title. Name the role in plain words.
- The purpose. One sentence on why the role matters.
- The tasks. Three to six bullet points on what the person will actually do.
- The time. How many hours, how often and for how long. Include any early arrival or setup.
- The skills and training. What the person needs to know already and what you will teach them.
- Who they work with. The person or the team they report to, and who to call when something goes wrong.
- Any requirements. For example, a screening check for roles with children or vulnerable adults. Rules differ by country and by organization, so check what applies to you.
If you want to add something, a short line about what the volunteer gets from the role, such as training, experience or being part of the team, helps people see the other side.
How to write it in ten minutes
- Start with the tasks. Write down what someone does from the moment they arrive until the moment they leave.
- Cut anything that is not essential.
- Write in plain language. Avoid jargon that a newcomer would not know.
- Ask someone who already does the role to read it and correct it.
- Keep a version for the team, not just for you.
Six examples to adapt
The examples below are deliberately short. Change the details to match your organization.
Welcome team member
Purpose: Make every guest feel expected and know where to go.
Tasks:
- Greet people at the door and answer simple questions.
- Hand out programs or information sheets.
- Point newcomers to the right room or person.
- Report anything unusual to the lead.
Time: About one hour before and one hour after the service, on one Sunday a month.
Training: A short briefing before your first shift.
Sound operator
Purpose: Make sure everything said and played in the room can be heard clearly.
Tasks:
- Arrive early to power on and check the equipment.
- Run the mixing desk during the service.
- Check microphones and monitors with the people on stage.
- Switch off and pack away at the end.
Time: About two and a half hours, one Sunday in three.
Training: Shadowing a trained operator for several sessions before running the desk alone.
Registration desk volunteer
Purpose: Welcome guests to an event and record who has arrived.
Tasks:
- Check people in using the guest list.
- Give out name tags and information.
- Direct people to the right area.
- Tell the event lead if the queue is getting long.
Time: Two hours around the start of the event.
Training: None needed, with a short briefing on the day.
Event setup crew member
Purpose: Get the room ready so that the event can start on time.
Tasks:
- Move tables and chairs according to the plan.
- Put out signs and materials.
- Help with deliveries.
- Reset the room at the end.
Time: Two hours before and one hour after the event.
Training: None. Able to lift and carry light items.
Children's ministry assistant
Purpose: Support the lead teacher and keep children safe and engaged.
Tasks:
- Help with games and activities.
- Support the lead with check-in and check-out.
- Stay with the children at all times.
- Follow the organization's safeguarding procedures.
Time: Ninety minutes, once or twice a month.
Requirements: A background check and safeguarding training, following the rules that apply in your country and organization.
Food bank sorter
Purpose: Prepare donations so that families receive safe, useful food.
Tasks:
- Sort donations by type.
- Check dates and packaging.
- Pack boxes according to the list.
- Keep the area clean.
Time: Three hours on a Thursday morning, as often as you wish.
Training: A short briefing on food safety.
Mistakes to avoid
- Making it too long. If it needs two pages, it will not be read.
- Hiding the time commitment. People will find out anyway, and they will feel misled.
- Listing everything that could ever happen. Focus on the regular work.
- Using internal jargon. Words the team knows are not words the newcomer knows.
- Never updating it. Roles change. Review the description once a year.
How Planify fits in
A role description lives in your documents. The structure of the role lives in how you plan.
- Departments and positions. In Planify, a role such as sound, welcome or registration can be a position in a department. Each position belongs to a department with its own coordinator.
- Who can do what. Members are linked to the positions they are able to do, so you ask the right people for the right seat.
- Headcount per position. A structured event lists its positions, with a minimum number of people required and an optional maximum.
- Easy yes or no. A volunteer answers a request for a specific position with a tap on WhatsApp, with no app to install.
The description tells a volunteer what to expect. The position tells Planify who to ask.
Which features you get depends on your plan.
Read next: media team scheduling: why sound, cameras and slides can't be swapped.
FAQ
What should a volunteer job description include?
A title, the purpose of the role, the main tasks, the time commitment, the skills or training needed, who the volunteer works with and any requirements such as a background check.
How long should a volunteer job description be?
One page at most. Half a page is often enough if it is clear.
Do volunteers need a job description?
Not legally in most cases, but it helps people decide whether to say yes and sets expectations. Check the rules that apply to you for roles involving children or vulnerable people.
Where can I find volunteer job description examples?
You can start from the examples in this article, such as welcome team, sound operator and registration desk, and adapt them to your own tasks and times.