2nd Cole Harbour Group

Bring on the Adventure

Scouts Canada - Volunteer Job Description

Position: GROUP REGISTRAR


Accountable to:

Group Commissioner

Term:

Selected or elected, then appointed annually by the Group Commissioner

Time Required:

4 to 6 hours per month (on average). NOTE: Heavier time commitment during registration period.

Scope of Position:

The Group Registrar is responsible for developing the annual youth recruitment plan and for ensuring that youth and adults are registered promptly in Scouts Canada's Membership Management System. This position requires working as part of the Group Committee supporting Section Leadership teams so they can conduct respective programs in accordance with guidelines in Section level program handbooks, By-Law, Policies and Procedures and Venturer and Rover By-laws.

Membership Responsibilities:

  • Arrange a meeting with Section Leaders and Group Committee to fill out the Group worksheet.
  • Using the Scouts Canada Membership Management system, ensure that the Group Organizational Unit Profile, and each Section Profile, is updated with material from the Group worksheet.
  • Organize a pre-registration program in the spring for returning members as well as the fall registration program.
  • Answer registration enquiries from Section leaders, members and the general public.
  • Working with the Scouts Canada Membership Management System, confirm member's registrations who have renewed or prospective members who received a spot with a Section of your Group.
  • Add new Member information for members who have chosen not to register via the Internet and confirm their registrations.
  • Work with the council office to find a place for all prospective members.
  • Liaise with Section Leaders to ensure that maximum youth and adult numbers are realistic. All prospective members entering a Section after the fall registration program are entered and their registrations have been confirmed.
  • Confirm that all prospective members have been placed in a Section. If not, notify the Group Commissioner.
  • Account for all membership fees received to the Group Treasurer.
  • Report to the Group Commissioner regularly on the membership status of the Group.
  • Act as the Group Privacy Officer and ensure that personal information is distributed to only those Scouters who have a defined need to know.

Program Support:

  • Provide to Section leaders a copy of completed youth and adult application forms.
  • Provide to Group Committee staff and Section Scouters applicable Section and Group Rosters.
  • Provide to the Group Commissioner and Group Administrator compiled reports from data held in the Scouts Canada Membership Management System as is needed to conduct Group activities such as outings and camps.

Volunteer Recruitment and Development Strategy:

  • Assist the Group Commissioner with VRAD procedures, especially with promptly processing adult applications into the Scouts Canada Membership Management System as soon as the application has been approved by the Council Executive Director.
  • Advise the Group Commissioner and Group Administrator when PRCs for existing adult leaders and parent volunteers become due (every three years).
  • Compile reports from data contained in the Scouts Canada Membership Management System to support application for Scouting awards.

Qualifications:

The ideal candidate will have:

  • Demonstrated the appropriate knowledge and skills related to the position.
  • Successfully completed Group Committee training and online Scouts Canada Membership Management System training.
  • Demonstrated effective interpersonal skills.
  • Modeled positive behaviors appropriate to Scouting.
  • Registered as a member of Scouts Canada.

Attitude:

"Selective recruitment" and "appropriate training" are two key ways to get and keep volunteers who will support quality program opportunities to the children and youth by working as members of the Group Committee.

Group Committee members will have been recruited principally because of their experience, special skills, and attitudes. Those involved in the recruiting process must be satisfied that the individual is:

Prepared to:

  • Accept, and demonstrate personal values compatible with, Scouting's Mission and Principles.
  • Subscribe to the program goals of all Scouting programs.
  • Be comfortable with, enjoy, and care about youth and young adults in developmentally appropriate ways.
  • Be accountable for his/her actions.
  • Follow Scouting's policies and procedures.

Willing to:

  • Acquire the knowledge and skills appropriate to his/her volunteer role in Scouts Canada.
  • Work co-operatively with other adults.
  • Be open and honest.
  • Be objective in evaluations.
  • Provide a role model of appropriate adult behaviour.
  • Wear the official Scouter uniform.
  • Participate in, and support, Scouts Canada volunteer screening measures.