Recruiting and inducting Volunteers

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• Recruiting and inducting Volunteers

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Aims and Objectives

• To enable staff to create fulfilling volunteer
  roles and recruit the right people to those posts

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Objectives

• Describe a range of roles that volunteers can
  carry out
• Explain what makes volunteer roles fulfilling
• Create motivating role descriptions
• Produce enticing advertisements
• Create a plan for selecting the right
  volunteer(s)
• Plan an effective induction
• Describe TCVs policy on payment of expenses

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Volunteer Management Standards

• Created by the Voluntary Sector National Training
  Organisation.
• Now called Voluntary Sector Skills Council.
• Involved many organisations including TCV in the
  project to draw up these standards

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Volunteer Management Standards

• A. Develop and evaluate strategies and
  policies that support volunteering
• B. Promote volunteering
• C. Recruit and induct volunteers
• D. Manage and develop volunteers
• E. Manage yourself, your relationships and
  your responsibilities
• F. Provide support to volunteering

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• Each volunteer needs to understand what TCV
  expects from them and what they can expect from
  TCV.

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• Start with purpose and vision
• Galvanises volunteers and staff
• Gives meaning to daily activities
• A living declaration of whar we are trying to
  accomplish
• A statement of the difference we intend to make
  in the world

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• TCV purpose
• To protect our green places

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• Local strategy to achieve that purpose?
• What are the obstacles?
• How will you overcome them?
• What goals will you implement?

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• Strategy example
• Purpose to stop teen drug abuse
• Obstacle peer pressure
• How to overcome separate environment
• Goals start an alternative school
• mobilise resources (e.g. media)
• Not enough resources? How can volunteers help?

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• Create a VISION
• Who do we need to influence?
• What do we want them to do?

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• Local government
• Local media
• Chamber of commerce
• Local business
• Local faith communities
• Local land owners
• Schools

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• VISION FOR TCV
• In the year 2018
• and include volunteer involvement
• In organizations where volunteers were most
  effective there was a widely understood, well
  articulated vision of the role of volunteers

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• Vision for volunteer involvement
• If you were to cross the street and set up
  another organisation, what would you do to make
  TCV obsolete as far as attracting and involving
  volunteers are concerned?

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• A vision of volunteer involvement
• Staff and volunteers work together as equals
• Staff are empowered to create any volunteer job
• TCV learns from the experience of volunteers
• The value of volunteers in purpose-critical
  activities is recognised
• There is a central point for volunteer management
• All staff play a role in developing jobs for and
  supervising volunteers

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• Where are we now?
• Why do we involve volunteers? You / TCV?
• What jobs do volunteers do with you?
• What are the pros and cons of the current
  situation?

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Definitions

• Volunteer A volunteer is anyone who gives their
  time working with TCV for no financial reward.
• Key volunteers
• Volunteer Officer (VO)Fulfils a specific role,
  agreed with Volunteer Manager
• Project LeadersLead projects
• Board members committee membersSupport TCV
  using skills and experience guiding or supporting
  staff.

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Words

• Volunteer
• Someone who offers their time and effort, of
  their own free will and unpaid.
• Someone who offers their time and effort, of
  their own free will, unpaid on a casual basis and
  at times of their own choosing. (A practical
  project volunteer, commonly referred to as
  volunteers or the volunteers.)
• Key Volunteer
• A generic term for someone who fulfils a specific
  role for The Conservation Volunteers of their own
  free will and unpaid that requires an agreed
  commitment of time to a programme of work managed
  or directed by a member of staff or other key
  volunteer(s) with the authority to do so. There
  is normally a written role agreement

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More words

• Volunteer Officer
• A Volunteer Officer is a particular type of Key
  Volunteer. They are managed by a member of staff
  and have a written role agreement.
• Project Leader
• Another type of Key Volunteer. The Project Leader
  is frequently also a Volunteer Officer but this
  is not a requirement.

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• Creating motivating volunteer jobs
• Placing volunteers in jobs they look forward to
  is the key to success
• Games are voluntary activities designed to be
  interesting, exciting and motivating
• Aspects of games
• Ownership
• Authority to think
• Responsibility for results or outcomes
• Keeping score

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• Role description
• Title
• Purpose the result the job is to accomplish
• Suggested activities
• Measures How will you tell if the result is
  being achieved
• Qualifications Skills, knowledge, attitudes and
  conduct or presentation requirements
• Time Hours, lengths of commitment, flexibility
• Site
• Supervision relationships with staff and other
  volunteers, reporting, monitoring, dealing with
  problems
• Benefits

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• Room for manoeuvre
• Paid staff are expected to fit in with the
  requirements of the job
• With volunteers you need to accommodate the job
  to the individual

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• Recruitment
• A process of showing people they can do something
  they already want to do.
• A process of attracting just enough of the right
  volunteers

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• Three methods of recruitment
• Warm body
• Distribute brochures or posters
• Media adverts or publicity
• Speaking to community groups
• Targeting
• Concentric circle (Ask a friend)
• Current volunteers, friends and relatives of
  volunteers, clients, friends and relatives of
  clients, alumni, staff, donors, people in the
  neighbourhood, retired people in the field

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Speak to motivational needs
Men wanted for hazardous journey Small wages,
bitter cold, long months of complete darkness,
constant danger, safe return doubtful. Honour and
recognition in case of success
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• An effective recruitment message has four parts
• Need
• Job
• Fears
• Benefits

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Need
PEOPLE ARE HUNGRY Somebody should do something
about that. BE SOMEBODY Call
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The job
How can the volunteer solve the problem? Create
a vivid picture of the person doing the job, be
honest or they will probably leave.
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Fears

• These can be
• a client that is viewed as dangerous
• a type of work at which the volunteer has
  little experience
• a part of the town that is unfamiliar

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Fears

• Can be dispelled as
• no previous experience is needed
• full training given
• fully insured and safe working practices
• we welcome all sections of the community
• each volunteer has full management support

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Benefits
be part of our team free certified
training many of our volunteers get
jobs visit special wildlife places
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Need - hooks people by presenting the need for
volunteers Job - describes how they can
help Fears - reassures Benefits - sells the
position to them by describing how they will
benefit from volunteering
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• Screening and interviewing

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• Why Hold an Induction?
• It defines a clear relationship with the
  organisation
• Its a quick and effective way of getting the
  volunteer working
• It helps the volunteers feel more comfortable in
  a new situation
• It answers the volunteers questions...
• What work will I be doing?
• What are my colleagues like?
• Will I fit in?
• How can I contribute to the organisations aims?
• Will I be safe?
• Will I be valued?

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• Characteristics of an Effective Induction
• Introduce the group
• The groups values
• A bit of history
• The groups activities
• Who does the group work with?

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• Introduce the systems of work
• What will the volunteer be doing?
• What are the volunteer management procedures?
• What facilities do they have access to?
• What training and benefits will they get?
• Fill in all relevant forms
• Who will the volunteer report to?
• What are the safety arrangements

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• Introduce the people
• Introduce the leadership structures
• Introduce colleagues they will be working with
• Discuss the culture and etiquette of the group.
• Get them started quickly on some work.

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Prompts to help you focus
Who would want to do the job? Who currently does
it? Who would like to be doing it but is in a job
where it is not now possible? Who was educated to
do it but cant at present? Who can learn to? Who
is learning to do it? What schools and colleges
teach it? Peer recommendation? Who does something
totally different and would see it as exciting
and new
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• Environmental Education Volunteer Officer
• Role Description - BTCV
• Responsibilities include
• Running environmental education activities for
  groups of primary school children up to 3 days a
  week
• Helping to keep the activity days and resources
  up to date
• Supporting the site team in maintaining the
  wildlife area for educational use
• Helping with the general running of the Centre
• You will attend a range of useful training
  courses, gain first hand practical experience,
  and have real responsibility in a supportive
  environment.
• You will be given specialist experience in
  working in a particular area of the Centre's work
• BTCV is committed to safeguarding and promoting
  the welfare of children and young people, and
  expects all staff and volunteers to share this
  commitment. An enhanced Criminal Records Bureau
  (CRB) check will be carried out before placements
  begin. Only relevant convictions will be taken
  into account, and the process will be strictly
  confidential.
• A comprehensive induction process will include
  training in how to work safely and appropriately
  with vulnerable groups.
• Agreed days 4 days a week, Tuesday to Thursday
• Agreed times 9am 5pm
• Agreed expenses Travel and lunch expenses.
• This does not constitute an employment contract.
  It is a note of a flexible, informal arrangement
  for the benefit of both the Volunteer Officer and
  BTCV, the intention being clarity.
• Please refer to the BTCV Volunteers Policy for
  full information regarding the relationship
  between BTCV and Volunteer Officers.

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• Recruitment Routes
• Active recruitment
• Word of mouth
• Media interviews
• Presentations to community groups
• Manning a stand at a community fair

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• Passive Recruitment
• Posters
• News releases
• Leaflets
• Web ads
• Local newspaper listings
• Ads at volunteer centres

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• Why does The Conservation Volunteers involve
  volunteers?

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• Why does TCV involve volunteers?
• Determines the types of jobs and responsibilities
  that TCV creates for volunteers
• Enables TCV to better explain to volunteers how
  and why they are contributing to the work of the
  organisation
• Enables TCV to better explain to staff why
  volunteers are being sought
• Enables TCV to develop a plan for evaluating how
  effective our use of volunteers has been.

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• What do they do?
• What do volunteers do for you?
• What skills do volunteers bring with them?
• Do you know? Do you use them?

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• PEOPLE ENGAGEMENT POLICY
• TCV will treat all people involved in its
  activities with respect and value them as
  individuals contributing to TCVs aims.
• TCV will provide a safe working environment for
  all people involved, and have appropriate
  insurance cover.
• TCV will seek to train and educate people to
  levels suitable to their role whilst involved, as
  well as providing learning opportunities so that
  they can progress into new roles and greater
  involvement in TCV and beyond.
• TCV recognises that involvement in planning,
  delivery and evaluation can build confidence,
  develop skills and help people to realise their
  potential.

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• PEOPLE ENGAGEMENT POLICY
• TCV will provide opportunities for people to
  engage with us in a variety of different ways to
  promote inclusiveness, accessibility and choice.
• TCV will provide relevant information to people
  so that they can make informed choices about
  their involvement. We will strive to present the
  information in a format that meets the
  individuals needs.
• TCV will provide opportunities for people to
  express their views, provide feedback and
  influence decision making.
• TCV will provide training in how we deal with
  people, including those with extra support needs.
  

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• Principles
• Volunteers shall be allowed to carry out any role
  in TCV given
• the role fulfils a specified need,
• that the volunteer has the required skills and
  experience and
• there are sufficient resources to support the
  volunteer.
• When the volunteer has been accepted into a role
  they should have all reasonable expenses covered.
  
• travel, personal protective clothing, training
  and learning materials)
• TCV expects that staff at all levels will work
  positively with volunteers and, where
  appropriate, will actively seek to involve them
  in their work.

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• All volunteers and employees have a
  responsibility to comply with this policy.

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• Sue Hilder
• A trained environmental sculptor, Sue has worked
  in countryside access with a variety of
  organisations
• including North Yorkshire County Council, the
  Yorkshire Dales National Park Authority and East
  Dunbartonshire Council. She is currently Access
  Officer for the National Farmers' Union Scotland,
  advising land managers across Scotland on access
  management issues. She started life with BTCV as
  a Volunteer Officer in Hull and became a Trustee
  in 1993. She is also an active member of the BTCV
  Scotland committee, the Nominations Committee and
  a Trustee/Director of Glasgow and the Clyde
  Valley Greenspace Trust. She combines her ongoing
  involvement in environmental art with interests
  including birdwatching and karate and currently
  resides in Glasgow.

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• Creating Volunteer Roles.
• What sort of things would you want if you were to
  volunteer

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• Ownership
• Sense of personal responsibility this is mine
• Can be a team ownership
• Being in charge of something, being proud of
  something

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• The authority to think
• Manager does not abdicate responsibility for
  ensuring the good results
• Work out what you would have to think about to
  tell them what to do. Give those thinking tasks
  to the volunteer.

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• Responsibility for the results
• Achieve specific results
• Not just carry out a process what is the result
  of the process
• Allows volunteers to be successful

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• Keeping score
• May sound like a measuring volunteer performance,
  which may demotivate - opposite
• What information would tell us if you are
  succeeding in achieving the result?
• How can we collect this information?