Zoe Monk, Sports Development Officer: “A Simple, Streamlined, Effective System”

123 opportunities posted. 4321 hours completed. 573 Registered Volunteers.

University of Portsmouth

For the last four years, University of Portsmouth Sports Development Team has been benefiting from TeamKinetic’s volunteer management software. This case study explores the benefits of TeamKinetic as discussed with Zoe Monk, Sports Development Officer at the University of Portsmouth.

Hi Zoe, please can you tell us about your role and responsibilities?

I am a Sports Development Officer, as part of my role I oversee all volunteering opportunities in sports and our community engagement programme. This includes the recruitment and management of volunteers from the university, starting before the academic year through to May when students focus on their exams. I also oversee the training and professional development of our volunteers.

On a day to day basis, I correspond with organisations in our community partnerships, sharing any opportunities they might have on an ad hoc basis. I also manage the sports delivery programme, which includes regular volunteers from Portsmouth University cheerleading and dance clubs delivering coaching in local schools.

I lead the volunteer training that we run for our groups of volunteers and I am seconded to academic lecturing on the side as well, in coaching and event management.

Why did you start using TeamKinetic?

We started using TeamKinetic’s software after realising our existing system, which had been designed in-house, was not really fit for purpose. It didn’t really track some of the essential pieces of information we wanted to report on. It was at that point we decided to find a designed for purpose system and came across TeamKinetic.

How do you use TeamKinetic?

The first way we use TeamKinetic is to support our students in their professional development, gaining valuable experience. For example, we had a PGCSE student needing some practical experience delivering PE to children in school, we then went onto our opportunities available and found one that matched their needs.

The other way we use TeamKinetic is in a community coaching agency. We are approached by the organisations with a need for a coach with a specific skills. We then advertise the role to our students, say if a school needed a basketball coach or referee for a tournament, then we would use TeamKinetic to advertise the opportunity and recruit a volunteer.

Could you give me some more examples of the types of opportunities you advertise?

Yes, of course. The volunteer opportunities are either structured or are ad hoc.

The structure opportunities mainly include our dance and cheer coaching opportunities. This is where we have thirty cheerleaders and fifty dancers delivering coaching in schools each week, so we keep track of that.

We then have a community football club, which is run by twenty or so student volunteers. On top of these, we have student activators that support the running of on sport. That alone is just the structured stuff we offer.

Is there a process for advertising your opportunities?

For new opportunities, either me or one of the approved providers will make sure that it has been formatted in the appropriate way before going live. This ensures there is the right amount of detail, requirements and the opportunity’s expectations are sufficiently outlined.

This authorisation makes sure we maintain a level standardisation across all our opportunities, resulting in our students knowing what to expect when they volunteers.

What role would you say TeamKinetic has played in supporting the success of these opportunities?

TeamKinetic has proved very beneficial in supporting the running of these opportunities. It has helped create an efficient, straightforward and standardised process for opportunities to recruit and recognise volunteers.

From the students’ point of view, they have an intuitive experience of signing up, searching opportunities, joining them, attending, followed by logging their hours and leaving feedback.

For the University, we benefit from multiple aspects

How has TeamKinetic helped you to recruit volunteers?

I think TeamKinetic works so well is because of how user-friendly it is. It is efficient and easy for students to sign up, find opportunities and leave feedback on those they have attended. They can keep track of what opportunities they have attended, their hours and their progress, which I think is very helpful.

What makes TeamKinetic stand out?

For us as a Sports Development Team, it is helpful that TeamKinetic is from a sports background. If you look at the products available on the market, there is nothing that really caters in the same way for the needs of sports organisations.

Would you like to add anything else?

I think my only remaining comment, would be that we use it as an agency kind of tool, but I am aware that other universities, such as Northumbria, use the software with a much more stringent approach. I think this is something we are hoping to do more of.

If you would like to find out how TeamKinetic Volunteer Management Software would benefit your University, please get in touch with one of our team.