Volunteer Coordinator

Royal Australasian College of Surgeons; Melbourne; Hybrid; AUD 42,000 - 54,000; Part time

Job summary

The Royal Australasian College of Surgeons is seeking an organized Part-time Volunteer Coordinator to support recruitment, preparation and deployment of volunteer clinicians for international health program deployments in the Indo-Pacific region.

You will coordinate recruitment, onboarding, travel arrangements, training and compliance to ensure volunteers are well prepared and supported throughout the deployment process. Strong communication and attention to detail are essential.

Qualifications

• Experience in recruiting volunteers or staff for program deployments.
• Ability to coordinate complex deployments and travel itineraries.
• Strong written and verbal communication with diverse stakeholders.
• Proven attention to detail and record-keeping for compliance.

Responsibilities

• Recruit and onboard clinicians for deployments; conduct interviews and reference checks in collaboration with Specialty Coordinators.
• Coordinate deployment planning, travel arrangements and pre‑departure briefings.
• Ensure training and compliance activities are completed before departure and maintain records.
• Maintain regular communication with volunteers and stakeholders to support positive experiences.
• Participate in program reviews and implement improvements to processes and support.
• Assist with communications about volunteer activities and donor reporting, manage deployment information.
• Prepare meeting minutes and support in quarterly Specialty Coordinator meetings.

Skills

Volunteer recruitment

Deployment coordination

Stakeholder engagement

Attention to detail

Travel coordination

Communication

Job description

About the role

We’re looking for an organised and approachable Volunteer Coordinator to support the recruitment, preparation and deployment of volunteer clinicians through our RACS Global Health Program. Our volunteers are surgeons, anaesthetists, nurses and other medical professionals who generously contribute their time and expertise on a pro bono basis. They undertake short-term overseas deployments across the Indo-Pacific region, providing clinical services, training and mentoring in partnership with local health services. In this role, you’ll play an important role in making sure these volunteers are recruited, informed and well prepared for their deployments. Working closely with clinical volunteers and RACS colleagues, you’ll coordinate the practical arrangements and compliance requirements that help each deployment run smoothly.

Your responsibilities will include:

• Volunteer recruitment and onboarding: Respond to enquiries from clinicians interested in volunteering, coordinate recruitment and onboarding activities, conduct interviews and reference checks, and work with Specialty Coordinators to assess applicants.
• Deployment planning and coordination: Advertise deployment opportunities, manage expressions of interest, coordinate travel arrangements and contribute to pre‑departure briefings.
• Volunteer support and compliance: Ensure volunteers complete required training, e‑learning and compliance activities before departure, and maintain accurate records in line with organisational policies and safeguarding requirements.
• Stakeholder engagement: Maintain regular communication with volunteers, Specialty Coordinators and other stakeholders to support a positive volunteer experience and keep everyone informed.
• Program review and improvement: Participate in reviews of volunteer deployments, gather feedback and help implement improvements to processes and volunteer support.
• Communications and reporting: Assist with communications about volunteer activities, contribute to donor reporting and maintain the Global Health photo library and associated release forms.
• You’ll also participate in quarterly Specialty Coordinator meetings, prepare meeting minutes and work with colleagues to ensure volunteer information and deployment processes are well managed.

This is a part‑time role, 3 days per week (0.6 FTE) with hybrid working arrangements on a maximum term contract until the end of 2027.

Download Position Description

About the team

You’ll join the RACS Global Health team, working closely with another Volunteer Coordinator, Senior Program Advisors and colleagues responsible for medical equipment and deployment support. The team works with RACS Fellows, specialist clinicians, Specialty Coordinators and international partners to organise volunteer medical team deployments across the Indo-Pacific region. Our volunteers are experienced medical professionals who give their time on a pro bono basis. Your role is to support them throughout the process, from their initial interest in volunteering through to preparation for deployment and ongoing engagement with the program. You’ll also work with external travel and assistance providers and partner‑country health administrators to help ensure volunteers have the information, arrangements and support they need.

About you

You’re an organised and proactive coordinator who enjoys working with people and managing the practical details that make complex arrangements run smoothly. You’re confident communicating with experienced clinicians and professional staff, and you understand the importance of accuracy, compliance and timely communication when coordinating overseas deployments.

You’ll bring:

• Previous experience in volunteer recruitment and deployment coordination.
• Strong planning and organisational skills, with the ability to manage multiple priorities, deadlines, travel arrangements and compliance requirements.
• Excellent written and verbal communication skills, including the ability to communicate confidently and tactfully with a range of stakeholders.
• Strong attention to detail and the ability to maintain accurate records and information systems.
• Sound analytical and problem‑solving skills, with the ability to identify issues and work through practical solutions.
• The ability to work collaboratively, adapt to changing priorities and manage tasks independently when required.
• It would also be helpful if you have:
• Experience developing and maintaining compliance monitoring or information management systems.
• Experience coordinating international travel.
• Experience in communications, including social media, e‑newsletters or website content.
• An interest in quality improvement and the health and development sector.
• You’ll understand that supporting a volunteer workforce requires clear communication, thoughtful coordination and respect for the time and expertise volunteers contribute. You’re comfortable managing competing demands while ensuring people have the information and support they need.