Creating a Mentoring Programme for Sport: A ... - sports coach UK

Creating a Mentoring Programme for Sport21However, this group may be as small as three people– the programme coordinator, an experiencedmentor and a mentee. While small can be good andoften more responsive to change/decision making,we would not recommend that this role becomethe responsibility of one individual.Programme coordinatorMost successful mentoring programmes aremanaged by a designated member of staff who has aproportion of their time ring-fenced specifically forthis work. They have responsibility for theoperational day-to-day delivery of the project in linewith the project objectives. This is a crucial roleand involves:• implementing the goals and objectives ofthe project• managing, developing and coordinatingthe project• developing and working within the budget overtime, keeping full financial records• working with third party consultants and trainingproviders, where required• marketing the programme• identifying suitable mentors and mentees forthe programme• recruiting mentors and mentees and providingfollow-up support• developing activities for the programme,including orientation, training, matching, and theclosing of the programme• maintaining a database of mentors and mentees,and mentoring pairs• ensuring the relationships between mentors andmentees are sustained, and sustaining their ownrelationship with mentors and mentees• identifying any potential risks that may occurthroughout the programme and providingappropriate solutions• maintaining records (qualitative andquantitative data) for review, evaluationand planning purposes.This person will require a high level of personal andsocial skills in dealing with a diverse group ofindividuals, from management to volunteers.Depending on the size of the programme andbudget available, it is possible that the projectcoordinator could be further supported by thosewithin administration, training andrecruitment teams.Programme improvement groupYou may find it helpful to establish an informalprogramme advisory group made up of mentorsand mentees on the programme. This group canhelp align the day-to-day operation and delivery ofthe programme to better meet their needs. As aforum for the suggestion of new ideas, ways ofworking and programme improvement, their mainfunctions would include sharing:• experiences of the programme, highlightinggood practice and areas for development• impact and feedback based onprogramme activities.Policies and proceduresWe recognise that the paperwork associated withprogramme policies and procedures can beoverwhelming. Nevertheless, they are veryimportant and central to the safe and effectiverunning of your project. These policies andprocedures are intended to safeguard you, yourmentors and mentees so while you may wish tolimit these to what is essential, they must be fit forpurpose. Where relevant, it is recommended thatyou have in place policies relating to the following:protection ofvulnerable adultsdiversity andequalitychild protectionpersonal safetyand lone workinggrievance andcomplaintsdata protectionand confidentialityThese policies may be adopted from existingorganisational ones or developed specifically for thisprogramme. When creating these, it is important toconsider the employment status (volunteer, paid,self-employed) of your mentors and how this mayimpact on the policies and procedures you putin place.4