Community Events, Pop Up and Fairs Volunteer - Horsham

Who Are We?

Hourglass is the only UK wide charity dedicated to calling time on the abuse, harm, exploitation and neglect of older people. Our mission is to promote safer ageing and build a fairer society for all older people. We deliver a range of support services — from prevention and early intervention through to direct support and recovery.

The Role

Our staff and volunteers play a vital role in raising awareness, engaging communities, and helping older people access the support they need.

Purpose of the role: Community Events, Pop Up and Fairs Volunteer

This role supports our outreach, engagement and administrative work. Volunteers help us deliver community events, pop up information stands and awareness raising activities, while also carrying out essential administrative tasks that ensure our work is well organised, safe and effective. This includes using our CRM database system for basic data entry, logging interactions, supporting event preparation, and helping the team stay connected with local communities.

Volunteers represent the charity in public settings and may occasionally support or lead events independently once fully trained and only if they wish to opt in to this. A high level of reliability is essential, as community events depend on confirmed attendance and we may have paid a non-refundable stall holder fee.

Volunteering time commitment: 

• Attendance at a min. one community event per month (typically 3–4 hours each) in the local area/ within reasonable travelling distances.
• 1 to 2 hours of admin time per month, completed remotely.
• Minimum six month commitment after training is completed.
• Volunteers are expected to maintain 100% attendance reliability for agreed event dates.

Key volunteering tasks:

Attend pre-approved community events:

• Host and manage information stalls, ensuring materials are displayed clearly and professionally.
• Represent the organisation at pre-approved local forums when engaging with members of the public, community groups, public services, local authority representatives and other organisations.
• Share information about safer ageing and Hourglass services.
• Share our marketing literature in local venues, e.g. GP surgeries, local libraries, community information boards.
• Promote understanding of safeguarding and how people can access help from Hourglass (Safer Ageing).

Admin responsibilities:

• Carry out basic administrative tasks to support the outreach team.
• Access and use our CRM database for simple data entry, logging interactions and updating event records (training provided).
• Maintain accurate, timely and confidential records in line with data protection requirements.
• Support event preparation, such as checking materials, confirming bookings or updating attendance lists.
• Communicate clearly with staff about availability, event planning and any issues that arise.

Signposting and referrals:

• Provide clear information to potential service users, members of the public and professionals about our 24/7 Helpline.

Sharing and logging information:

• Maintain accurate records of events and interactions using our internal systems.
• Share relevant information with colleagues in line with data protection and confidentiality requirements.
• Treat all individuals with dignity, respect and sensitivity.
• Manage your time effectively as a volunteer, ensuring 100% reliability, punctuality and preparedness for all agreed events.
• Once trained, confidently support and *lead events (*optional) where appropriate, following all organisational procedures.

Volunteer training and support:

• 3.5-day (virtual/TEAMS) core Induction Training Course.
• Opportunities to attend and participate in external training events, conferences, webinars.
• 1:1 support, reviews and monitoring from the Volunteer Coordinator and Frontline Services staff.

• Volunteer reward, recognition and social events and opportunities.

  (Expenses: pre approved for attending pre-authorised events - authorised volunteering travel, meals and refreshments costs will be reimbursed in line with the volunteer and organisational expenses policy).

Volunteering Location:

Home based for admin tasks, with travel to local community events in your own area, and within reasonable travel distance.

What skills do I need?

• A positive attitude towards older people and a commitment to challenging abuse.
• Confidence engaging with the public in community settings.
• Strong listening and communication skills.
• Ability to handle sensitive conversations with empathy and professionalism.
• Reliability, consistency and the ability to work independently.
• Good IT skills for basic record keeping and CRM use (training provided).
• Ability to manage your time effectively and meet agreed commitments.
• Understanding of personal and organisational boundaries.
• Commitment to our policies and procedures, including Equality and Diversity, Health and Safety, Professional Boundaries, Lone Working for Volunteers, Safeguarding Adults, Position of Trust.
• Access to reliable broadband. • Access to your own device (laptop, PC or tablet) and mobile phone.

Location

This opportunity is available Countywide.