Glossary

confidentiality

A set of rules that limits access or places restrictions on the disclosure of certain types of information.

induction

A process of orientation for volunteers.

role description

A document outlining key duties, responsibilities, qualifications and essential functions of the volunteer role.

recruitment

The process of seeking and attracting a pool of qualified applicants for volunteer vacancies.

reference checks

Contacting previous employers of an applicant to determine his or her job history. Reference checks may also include schools, colleges attended by the applicant to determine educational qualification.

reimbursement

Where a recipient is compensated exactly (meaning precisely, as opposed to approximately), whether wholly or partly, for expenses already incurred.

national police check and department of communities and social inclusion check

Forms part of a criminal history assessment conducted as a pre-engagement background assessment on a person.

national standards for volunteer involvement

Volunteering Australia regards these standards as best practice in the management of volunteers.

supervision

Overseeing the process and productivity of the volunteer.

volunteer

A person who works of their own free will without financial reward to benefit the community.

volunteer supervisor

A person who is responsible for the management and supervision of volunteers including recruitment, interviewing, and managing volunteer staff.

volunteering

Volunteering is time willingly given for the common good and without financial gain.

Definition of Volunteering

Volunteering Australia’s defines volunteering as ‘time willingly given for the common good and without financial gain.’

For more information regarding Volunteering Australia’s Definition of Volunteering, including explanatory notes, a detailed Issues Paper that provides background and context, and a set of FAQs, please refer to: https://www.volunteeringaustralia.org/definition-of-volunteering/

Benefits of Volunteering

·  Community contribution and connectedness– giving back to the community and building a sense of local community

·  Positive altruistic effects and intrinsic reward- a personal sense of worth and satisfaction from doing good for others and the community

·  Social benefits– developing networks and meeting new people from diverse backgrounds

·  Skills and employment– gaining new skills and experience for employment

Code of Practice for Volunteer Involving Organisations

The following points identify policy considerations for volunteer involving organisations, and can be addressed as part of the process to implement the National Standards for Volunteer Involvement. The organisation will:

·  Interview and employ volunteers in accordance with the anti-discrimination and equal opportunity legislation;

·  Provide volunteers with orientation and training;

·  Provide volunteers with a healthy and safe workplace;

·  Provide appropriate and adequate insurance coverage for volunteers – recommend both Public Liability and Volunteer Personal Accident Insurance;

·  Not place volunteers in roles that were previously held by paid staff or have been identified as paid roles;

·  Define volunteer roles and develop clear position descriptions;

·  Provide appropriate levels of support and management for volunteers;

·  Provide volunteers with a copy of policies pertaining to volunteers;

·  Ensure volunteers are not required to take up additional work during an industrial dispute or paid staff shortage;

·  Provide all volunteers with information on grievance and disciplinary policies and procedures;

·  Acknowledge the rights of volunteers;

·  Ensure that the work of volunteers complements but does not undermine the work of paid staff;

·  Offer volunteer staff the opportunity for professional development;

·  Reimburse volunteers for out of pocket expenses incurred on behalf of the organisations;

·  Treat volunteers as valuable team members, and advise them of the opportunities to participate in decisions, and to acknowledge their contribution.

Rights and Responsibilities

Both volunteers and the organisations they volunteer for have rights and responsibilities. Volunteers are engaged to perform a specific role and the organisation agrees to provide volunteers with a worthwhile and rewarding experience. In return each has the right to some basic expectations of the other.

See Volunteer Rights and Volunteer Checklist - https://www.volunteeringaustralia.org/wp-content/files_mf/1377052356VAVolunteerRightsandchecklist.pdf

1. Planning for Volunteer Involvement

Before an organisation begins the process of developing a volunteer program, it must determine and evaluate the needs of the organisation. A summary of the type of questions that could be considered is included in the table below:

Topics discussed
Why would the organisation consider having volunteers?
Who are the potential volunteers the organisation could recruit?
What work or activities could volunteers do?
What benefits could volunteers gain from volunteering with the organisation?
What are the benefits for the organisation involving volunteers as part of their workforce?
What, if any, challenges do you think volunteers may experience when they volunteer with the organisation?
What, if any, challenges do you think the organisation could experience by having volunteers as part of their workforce?
National Standards for Volunteer Involvement

The National Standards for Volunteer Involvement (‘Standards’) represent what Volunteering Australia regards as best practice in the management of volunteer involvement.

A requirement of the Standards is the development, implementation and review of documentation, policies and procedures as they provide clarity about rights, responsibilities and expectations for volunteers and organisations.

For access to the National Standards for Volunteer Involvement, please follow this link: https://www.volunteeringaustralia.org/wp-content/uploads/National-Standards-Document-FINAL_Web.pdf

Below is a sample list of policies and procedures that may be required to guide volunteer involvement within your organisation:

Policy/Procedure
Volunteer Involvement Policy
Risk Management Policy and Procedures
Code of Conduct
Privacy Policy
Conflict of Interest
Criminal Record Screening
Volunteer Grievance Procedure
Records Management
Recruitment and Selection
Reward and Recognition
Work Health and Safety
Working Safely with Clients
Workplace Harassment and Bullying
2. Volunteer Roles

Volunteer roles ensure that the work done by volunteers is defined and meets both the needs of the volunteer and the objectives of the organisation.

Well defined volunteer role descriptions will assist the organisation to match volunteers with appropriate work roles, provide relevant and satisfying activities for volunteers and ensure that involvement of volunteers contributes to the organisation.

Organisations will ensure that:

·  Volunteer roles will:

§  Reflect current developments in volunteering, volunteer availability and was of involving volunteers,

§  Be designed to attract people with relevant attributes, and a diversity of experience and interest.

·  Volunteer roles are defined, documented and communicated.

·  Volunteer role descriptions indicate how the role contributes to the organisation’s purpose, goals and objectives.

·  Volunteer roles are reviewed with input from volunteers and paid staff.

For examples of volunteer roles visit volunteeringsa-nt.org.au or download the WeDo app

TIPS FOR developing volunteer role descriptions

A carefully constructed role description helps to ensure that the aims and objectives of the volunteer position are being met. It also protects the rights of the volunteer and can help them negotiate the demands of a busy organisation.

When developing role descriptions for new volunteer positions, it may be helpful to follow the guidelines below:

·  Firstly, write down why you want to involve volunteers in the organisation and what you want them to do. You may use the table below to assist you with this.

Volunteer Area / No. of Volunteers / When Required / Specific Tasks
e.g. Program Manager – Social & Emotional Wellbeing / 5 / twice a month – delivery assistance the last friday of the month / Assist with the collation and distribution of emergency relief goods for clients

·  A volunteer role description doesn’t need to be long or complex. You may want to use the table below as a guide when designing a volunteer role description:

Think about / What information should be considered
The title of the role? / ·  A specific title adds value to the role – e.g. Administration Assistant
Reporting/Supervision: To whom is the volunteer responsible? / ·  Program Manager –(Title)
Have you consulted paid staff or other volunteers about the position description? / ·  Ensuring boundaries are explained and maintained
Details and duties of the role: What tasks are involved in the role? / ·  Ensuring boundaries are explained and maintained
Selection Criteria: What skills and attributes are required of the volunteer? / ·  E.g. - excellent communication and the ability to take direction; administration experience, ability to work as part of a team, etc.
When will you require the volunteer? / ·  Days, hours
·  Level of flexibility, by negotiation
·  Roster, long/short term
How will induction/orientation be provided? / ·  General orientation to the organisation
·  Subsequent specific orientation to the role
Will a Police Check /DCSI check be required? / ·  Consider how this will delay commencement and how to maintain contact with the volunteer in the interim
·  Which kind of screening will be required – e.g. –National Police Clearance or Department of Communities and Social Inclusion.
What is the dress code for the role? / ·  Specific clothing expectations – professional, business casual, safety aspects.
Reimbursement of costs / ·  E.g. - travel, materials used during events, activities and tasks
Can you describe the working environment? / ·  Busy/relaxed
·  Following direction/working independently
·  Physical demands
·  Indoors/outdoors
Will there be a trial period for the role? / ·  Explain the policy & feedback at the end of the trial period – e.g. 3-month probation period.
What benefits might the volunteer gain? / ·  Learn new skills, develop friendships (see Benefits of Volunteering section)

3. Recruitment and Selection

Volunteer recruitment and selection strategies that are planned, consistent and meet the needs of the organisation and volunteers will ensure that:
  1. The organisation uses planned approaches to attract volunteers with relevant interests, knowledge, skills or attributes.
  2. Potential volunteers are provided with relevant information about the organisation, the volunteer role and the recruitment and selection process.
  3. Volunteers are selected based on interest, knowledge, skills or attributes relevant to the role, and consistent with anti-discrimination legislation.
  4. Screening processes are applied to volunteer roles that help maintain the safety and security of service users, employees, volunteers and the organisation.

When recruiting volunteers, organisations need to consider the following:

Advertising

When recruiting volunteers, remember to think about the volunteer skills required, potential recruiting sources and advertising methods best suited to the organisation.

Interviewing

Interviewing is an important process, as it is an opportunity for the organisation to determine whether the volunteer applicant is a good fit for the role and the organisation itself. Therefore, the volunteer Supervisor/Line Manager should be equipped with some basic tools to conduct an effective interview.

Screening

It is recommended that all volunteers are subject to criminal record screening procedures.

Depending on the nature of an organisation’s volunteer involvement, the organisation must decide what its policy is regarding criminal record screening procedures. For example, as a minimum, an organisation may request a National Police Check for all its volunteers. However, if volunteers work with children or vulnerable people, the organisation may need to consider a criminal history report or screening check with the Department of Communities and Social Inclusion (DCSI).

To assist organisations to determine which, if any of their volunteers are required to undergo a criminal history report or screening check, please follow this link: http://www.ofv.sa.gov.au/latest-news/news-items/does-a-volunteer-require-a-criminal-history-report-or-dcsi-screening-under-legislation

Selection and Decision Making

In order to select the most suitable candidate for a volunteer role, an organisation can use the following as a guide:

·  Did the volunteer demonstrate attributes that will allow them to fulfill the role and enhance goals and purpose of the organisation?

·  Is the volunteer capable of working within the guidelines of the volunteer program and the boundaries of the position?

·  Do referees recommend the volunteer for the position?

·  Does the volunteer match the selection criteria for the role?

·  If the volunteer does not match the selection criteria, would they be better suited to another role?

·  How will you inform the volunteer that they have been successful?

·  How will you maintain contact with volunteers waiting to commence, particularly if the volunteer program/activity has not commenced?

4. Support and Development

Support and development ensures that the organisation has processes to equip volunteers to perform their roles well and in line with the organisation’s needs.

The organisation will provide orientation and induction, skill development and ongoing support needed by volunteers, and to manage situations fairly and consistently where a volunteer may not be meeting the requirements of their role.

Orientation and Induction of Volunteers

Volunteer orientationand induction is essential for makingnew volunteers feel welcome, supporting volunteers to understand their roles, and to familiarise volunteers toboth the physical environment and the organisation’s operations.

Volunteers are provided with orientation and induction relevant to their role and responsibility

The organisation’s orientation and induction for volunteers will be undertaken and managed by their assigned Supervisor who must ensure the following:

·  Orientation and induction requirements for all volunteer roles are documented and implemented (see Induction Checklist template).

·  A tour of the office and introduction to relevant workers.

·  Information about the organisation, the volunteer’s role and how it contributes to the organisation’s goals and objectives.

·  Volunteers are made aware of their rights and responsibilities related to the role and to the organisation.

·  Volunteers understand and agree to a code of conduct.

·  Relevant policies and procedures, such as reimbursement of out of pocket expenses, work health and safety, emergency evacuation procedures and any other policies and procedures considered relevant to their roles, are explained to volunteers.

·  Volunteer Work Plan is explained and completed.

More TIPS FOR supporting volunteers in Your organisation

Survey volunteers

Unless we ask we don’t always know what our volunteers are thinking. A volunteer survey could provide our organisation with information on reasons why people volunteer, how they feel about their volunteer experience, what training and development they would like, whether their work still matches their role description, and how their volunteering experience could be improved.