Recruitment

In this section: information to assist with the recruitment process of new volunteers.

 

 

 

Application Form

An application form will allow easy access to all necessary information. The form should include a position title, personal contact details, proof of identity, references, brief summary of work history & experience, languages spoken, medical health limitations, next of kin details, availability, etc. LINK TO EXAMPLE

The form can be mailed or emailed out in response to any enquiries received along with a CSO information kit.

Arrangements will need to be made for secure storage of all documents containing personal information. A lockable cabinet is sufficient.

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CSO Information Kit

An information pack is useful in helping prospective volunteers to decide on the suitability of a CSO. It also provides an opportunity for prospective volunteers to inform themselves about the position.

In addition to the application form, it might contain a CSO brochure, descriptions of the roles available and the projects being undertaken, rights and responsibilities of volunteers, press articles or an annual report.

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Shortlisting Prospective Volunteers for Interview

Prior to the interviews, it would be a good idea to determine which skills and qualifications are 'essential' and which are just 'desirable'. This will form the basis for the selection criteria and ultimately, the short list.

A CSO might also wish to consider what action to take if there is an excess of applicants. A referral to the local Volunteer Resource Centre might be the most effective option as they will have a range of alternative positions available.

Ideally, there would be more prospective volunteers than positions available. These could then be reduced to a more manageable number by discounting those without the 'essential' attributes.

If there are too few prospective volunteers it may be necessary to review a number of elements in the recruitment plan to try and identify the reasons.

CSOs may need to have another look at:

  • Where was the advertisement placed?
  • Should the advertisement be placed more widely?
  • Could the advertisement be reworded or re-formatted?
  • Could the role be redesigned to make it more interesting?
  • Is the role too challenging and perhaps more suitable for a paid staff member?

It may be worthwhile to contact other similar sized and similar types of CSOs to find out their strategies and experiences.

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Interviews

In reality, it is more likely that an CSO will have too few rather than too many prospective volunteers. Often, a single prospective volunteer will be interviewed and, if he or she is suitable, take up the position. Regardless of the number of applicants, it is still important to interview all of the shortlisted applicants as it will make sure that all of the necessary information is provided and received.

If there is either a high turnover of volunteers or numerous vacancies, it may be necessary to interview a larger number of people. Ideally a maximum of 6 prospective volunteers for a single vacancy would be interviewed.

Some CSOs organise a group information/training session for all prospective volunteers to attend. This allows for further assessment by both the CSO and the prospective volunteer. Those that are still interested after completing the session should then be interviewed individually.

In smaller CSOs, the selection process may be a fairly informal exercise. Often, a single person will control all of the procedures including interviewing, screening, selection, orientation and initial training. However, in ideal circumstances, the interview would still involve a minimum of two people on the panel.

For larger CSOs, booking a room, scheduling the appointments, putting together the interview panel would be next on the agenda.

An interview panel consisting of at least two or three people should not only share the workload and but also ensure the best choice is made.

The purpose of an interview is to find out enough about a prospective volunteer in order to make a selection and also to provide sufficient information to the prospective volunteer for them to decide about joining the organisation.

Often a panel will have a prepared list of questions to ask all prospective volunteers so that comparisons between them can be made. During the interview, some interviewers like to ask for specific examples of recent past behaviours that demonstrate the prospective volunteer's suitability for the vacant position. These types of 'open' questions are much more revealing than 'closed' questions requiring a 'yes' or 'no' answer.

The interview also provides an opportunity for the prospective volunteer to ask any questions that were not covered in the Position Description.

Please remember that the interview is a two-way process and that both parties are assessing the unspoken messages, body language, etc of the other and making a decision about their suitability. Interviews are more successful when the prospective volunteer is made to feel comfortable and at ease.

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Screening Prospective Volunteers

During the interview, the prospective volunteer should be advised of any screening procedures required.

These might include:

  • Police check (Compulsory for those dealing with consumers in HACC-funded CSOs)
  • Personal and professional references
  • Proof of identity & age (the minimum age for volunteers providing an activity or service to a consumer in HACC is 18 years)
  • Educational Qualifications
  • Relevant Medical History
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Communicating Decisions to Prospective Volunteers

The successful prospective volunteer should be contacted at the earliest opportunity. Should the first choice decline the role, an offer may then be made to the next best acceptable candidate and so on. The date of commencement and orientation program should also be agreed upon.

For the unsuccessful prospective volunteers, there are a number of different options that may follow. After the unsuccessful prospective volunteer has been notified that they have not been successful, a CSO might consider:

  • If the prospective volunteer might be suitable for another existing vacancy
  • Placing the prospective volunteer on a waiting list for a future vacancy
  • Facilitating contact between the prospective volunteer and the local Volunteer Resource Centre
  • Recommending the prospective volunteer to another CSO
  • Recommending further training to enhance employability

Every effort should be made to ensure that the prospective volunteer maintains their enthusiasm and continues to look for a volunteer role.

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