A volunteer role brief should explain the purpose, tasks, support and boundaries of a genuine volunteer assignment. It helps the person decide whether the arrangement suits them and gives coordinators a clear basis for briefing and support.
Check the arrangement before advertising it. Calling a role voluntary does not determine whether the actual relationship is lawful unpaid volunteering or employment that requires pay and entitlements.
Confirm the nature of the assignment
Identify the organisation, purpose and actual work proposed. Check the applicable advice and requirements concerning the relationship, safety, insurance, screening and any other relevant matters.
The Fair Work Ombudsman’s unpaid-work guidance explains that the real arrangement matters when distinguishing lawful unpaid work from employment. Obtain appropriate advice where uncertain rather than relying on a role title or signed statement alone.
Do not use the brief to promise paid work, a qualification or an official Games appointment. Any future opportunity needs its own truthful and authorised information.
Use a practical role-brief checklist
Describe:
- Purpose: how the assignment contributes to the organisation’s activity.
- Tasks: the specific work proposed and what is outside the role.
- Arrangement: expected location, timing and how participation is discussed.
- Support: coordinator, briefing, training and assistance available.
- Requirements: verified checks or capabilities genuinely relevant to the tasks.
- Boundaries: decisions and activities requiring another authorised person.
- Safety: approved instructions and reporting or emergency contacts.
- Questions: how to discuss access needs, concerns or changes in availability.
Check the accuracy of any expense, insurance or support statement before including it. Do not invent a benefit or imply every cost will be reimbursed.
A fictional community-workshop role
In this original invented example, a community organisation proposes a genuine volunteer welcome role, subject to checking the actual arrangement. Tasks include explaining the confirmed arrival information and directing routine questions to the coordinator.
The brief excludes approving access to restricted areas, handling payments and resolving complaints independently. It identifies the person providing the briefing and the appropriate route for an incident or unresolved enquiry.
This is a fictional role-design exercise. It is not a vacancy, an invitation to apply or a statement that Brisbane Olympic Jobs operates that volunteer program.
Brief and support the person
Discuss the tasks, practical arrangements and support before participation. Confirm what the person understands and provide an appropriate way to raise uncertainty or say that an activity is outside their role.
Complete any required induction, training or checks through the actual process. Sending a role brief does not prove those requirements are met or that the person is competent to undertake every task.
Consider access and communication needs without assuming one arrangement suits everyone. Keep personal information in the appropriate records process.
Review the role as work changes
Check whether the activity remains consistent with the arrangement originally assessed. Changes in duties, expectations or how the person participates can require further review and advice.
Ask the volunteer and coordinator what support or clarification is needed. Update the brief through the responsible owner rather than allowing informal extra duties to accumulate. A useful brief gives an honest picture of the assignment and clear boundaries for both participation and coordination.
A volunteer can later use the guide to describing community-work experience to explain their actual contribution without presenting volunteering as paid employment.
