HOSTESSES FOR WORKSHOPS
Hostesses meet and greet both participants and tutors and help the tutor to prepare the room for class. They work on a Friday night (probably 7:00 – 8:30), a Saturday morning or afternoon OR a Sunday morning or afternoon. The morning times are from 10:00 – 12:00noon; the afternoon times are from 2:30 – 4:30pm.They explain emergency procedures to the class participants at the first session of a workshop and collect the evaluation sheets at the last session. They set up for the tea break or lunch break when needed.
RECEPTIONIST ON WEEKDAY AFTERNOONS – 2:30 – 5:00pm
Receptionists are responsible for answering the door and the phone and recording any messages which require attention. They invite any new visitors to record their contact details on the sheet provided explaining to the visitor that doing so means that they will be included on the Luisne database and will receive our monthly newsletter. There is no obligation to give contact details. If the office workload is heavy the receptionists may occasionally be asked to help with some secretarial work. Sometimes they may be needed to help someone who is returning or borrowing a book from the Luisne Library. They should ensure that the slips provided for any books borrowed are completed.
Library assistants need to be familiar with or learn (at Luisne) how to use Excel.
The Luisne library is open on Tuesdays from 10:45 – 1:00pm and on Wednesdays from 7:00 – 8:00pm. Books may be borrowed or returned at these times. However, participants may also order books on line and the library assistant needs to check the website for any possible orders and leave them ready for pick up at another time which he/she will negotiate with the participant. The time of the pickup should be recorded. Pick up times should be arranged for when hostesses are on duty. The library assistant is responsible for keeping a check on books borrowed and on the dates when the borrowed books should be returned. Library assistants also shelve any books returned and catalogue and shelve any new books. The library assistant needs to ensure that there is a sufficient number of slips available for use if someone borrows a book outside the set library times.
The catalogue of books is kept on the computer in the library. The necessary information – name and mobile number of borrower, date of lending and return date should be recorded on this catalogue opposite the listing of the book borrowed. Books may be borrowed for a period of one month. If not returned by the required date the borrower should be phoned and reminded to return the book(s). No more than three books may be borrowed at a time. If anyone loses a book or fails to return it they will have to pay for or replace the book. If there is any difficulty regarding this the director should be informed. There is no other library charge. ALWAYS make a back-up copy of the library list!
Distribution of Brochures
The Luisne terms are now on a six-weekly basis and so brochures and a poster (which will advertise the courses for the six weeks) need to be distributed only once every six weeks. That is a total of 5 distribution days all told.
Volunteers distribute/post IN THEIR OWN LOCAL AREA or an area close to them only. The volunteer negotiates with the local shops/library/hairdresser/cafe/restaurant/hotel/Dart station/community centre/doctor or dentist waiting room etc. Places where people tend to sit/queue are preferable to places where people merely pass through.
Once the permission of the proprietor is given the volunteer will top up the number of brochures, post the current poster AND remove the old poster every six weeks – approximately on the dates given below (This is two weeks before the registration/enrolment dates).
Areas to Be Covered:
Shankill, North Bray, Middle Bray, South Bray, Greystones, Blacklion, Newcastle, Other?
August 29th, Oct 3rd, Nov 28th, Jan 23rd, March 13t
REGISTRATION/ENROLMENT DAY VOLUNTEERS
You can volunteer to take enrolments/registration on any one or more of the 5 sets of enrolment dates, ie
- 1. Sept 7th – 9th, 2. Oct 17th & 18th 3. Dec 11th & 12th, 4. Jan 5th and 6th AND/OR 5. Mar 26th and 27th.
This involves taking account of the names of the participants, the name and code number for the class(es) desired and collecting payment for same. With the possible exception of on Open Day this will be done from the convent. You will be supplied with forms to help you in the recording of data and given access to email bookings at firstname.lastname@example.org. YOUR COMMITTMENT ON EACH DATE IS FOR TWO HOURS ONLY.
Enrolment times are scheduled as follows:
Open Day, Sept 7th: 12:30 – 4:30pm – can be done in two-hour shifts
All other dates: 7:00 – 9:00pm
OFFICE HELP ON WEEKDAY MORNINGS 9:45 – 12:35pm
It is helpful, although not absolutely necessary, that the office volunteers have basic computer skills. The office volunteers take responsibility for answering the door and the phone and recording any messages which require attention. They invite any new visitors to record their contact details on the sheet provided explaining to the visitor that doing so means that they will be included on the Luisne database and will receive our monthly newsletter. There is no obligation to give contact details. The volunteers also undertake to give any secretarial assistance necessary. Sometimes they may be needed to help someone who is returning or borrowing a book from the Luisne Library. They should make sure that the slips provided for any books borrowed are completed.
OPEN DAY STEWARDS: Health and Safety standards require the posting of stewards at various locations on the grounds and in the main building on Open Day. In some areas two stewards will be needed. Stewards are also needed to help with directing traffic at the main gate and with parking at the school or in the Church grounds (latter will not be available and probably not needed until after 12noon).
OPEN DAY HOSTESSES: These are needed to meet and greet, to liaise between the stewards and the attendees and to give tours of the house (limited access due to ‘taster’ sessions on courses in progress). Some hostesses are needed to help with the serving of Tea and Scones.
Stewards and Hostesses are requested to help with the cleaning/tidying up at the end of the Open Day.
HOSTESSES ON CLASS NIGHTS – Volunteer Position
Hostesses meet and greet both participants and tutors and help the tutor to prepare the room for class. They work on a Monday, Tuesday or Wednesday night from 7:00 – 8:30pm. They explain emergency procedures to the class participants on the first night of a class. They collect the evaluation sheets on the last night – or only night of a class.