Well-Equipped Volunteer: Train & Grow Your Children's Ministry Volunteers

17 Steps to Writing Job Descriptions for Current Children's Ministry Programs

1. Download the job description template available here. You will be using it so keep it nearby! This step-by-step guide was designed to be used in conjunction with the job description template. It will not make much sense without it so don’t skip this step!

2. Download the job description instruction guide available here. It contains hints and tips for completing the template that you may find helpful.

3. List all current children’s ministry programs at your church. (You may find it helpful to use one page for each program.)

4. For each program you have written down, list all volunteer positions for that program. For example, if one of your current programs is Sunday School, list every volunteer role for Sunday School – teacher, helper, registration, sub, etc.

5. You will be writing job descriptions for every volunteer position in children’s ministry – but don’t worry – we are going to do it one step at a time. So look at the list you created in step 3 and choose one program to start with.

6. Grab a blank job description template and get ready to start filling it in!

7. The first blank space is titled Ministry. Write the program you have chosen to start with here. For example, “Sunday School teacher.”

8. In the blank space beside Ministry Leader write the name and contact information of the person who is in charge of this program. This will be the person that a volunteer will contact with questions, concerns, etc.

9. The last area to fill out in this first box of information is ministry area. Here you want to provide detail about the specific department, for example, “Preschool Sunday School.” If you are a small children’s ministry this may not be pertinent. If this part of the template is not something you will use, delete it. The great thing about this job description template is that is it customizable. Tailor it to fit your situation!

10. Once you have filled in the basic information about the volunteer position, it’s time to provide more detailed information. A good job description tells a volunteer how long they are committing to a position. Since this is a current program, you will need to find out from the program leader or current volunteers how long they have committed to this particular position. If a length of commitment hasn’t been clearly stated now is the time to figure it out.

11. Fill in the amount of time each week the volunteer role requires. This part of the job description template is called “Time Commitment.” Be specific about how much time each week this role requires. Include the time at the program, any preparation time, and any before and/or after program expectations. Talk with the volunteers in this role. How long do they spend every week preparing for their volunteer position? How long do they spend at their volunteer position, including setup and cleanup?

12. The next section of the job description is where you will specify the qualifications volunteers need to have in this volunteer position. 2 or 3 requirements should be enough. What do you require of your volunteers? If a background check is required for this position, add it to this section.

13. A good job description will include the training offered to volunteers in this position. Be specific. What training is currently provided for volunteers in this position?

14. Finally, describe the specific responsibilities of volunteers for this position. In order to be as specific as possible, record the responsibilities during the week (these would include preparation time, for example) and responsibilities the day of (including set up and clean up).

15. Once the job description is complete, send a copy to the program leader or a volunteer who has been serving in the program for a while. Ask them to look it over and let you know if it is accurate. Their input is valuable, so listen carefully and make changes as suggested.

16. Repeat all the steps for each volunteer position in your children’s ministry.

17. Give a job description to every volunteer who is currently working in children’s ministry. Let them know that you appreciate what they do and wanted to get down on paper what their role is so that there is no confusion and so that new or potential volunteers can see what would be expected of them.