Getting ready for volunteers

There is a lot to consider and put in place, before your organisation is ready to involve volunteers. This is to safeguard you and the volunteer and to ensure a positive volunteering experience for all involved.

First things first – is your organisation up & running? You need to be properly set up before welcoming volunteers: NCVO guide to setting up an organisation.

What does your organisation need assistance with?

  • It is important to have a clear idea of what your organisation’s needs are and how these translate into a volunteering role, its associated tasks and required skills.
  • The role description needs to be clear, engaging and as flexible as possible.
  • Why would a volunteer want to choose your organisation to volunteer with?
  • Be inspiring and explain what the role will offer the volunteer. 
  • Remember, volunteers should not replace a paid member of staff.
  • See NCVO’s ‘Time Well Spent’ Survey

What to include in a role description:

  • Title
  • Aim of role
  • Tasks
  • Location
  • Days & times
  • Benefits

How to write an effective role description by Sheffield Volunteer Centre

Trustee roles – need special consideration, see Reach volunteering info and model role descriptions

Resources

Once you have worked out what your organisation’s needs are, you then need to think about whether you have the resources available to welcome a volunteer:

  • Office space – is there a spare desk, available computer, phone etc?
  • Staff time – can staff spare the time from their work to undertake inductions and ongoing support to volunteers?
  • Travel & other expenses – do you have the budget to reimburse volunteers any costs incurred while volunteering?

Volunteer Policies

These lay out how your organisation will welcome, look after and value your volunteers, as you would your employees. A volunteer does not have the same rights as an employee, but should be considered and included in your organisation’s policies and procedures.

Many of these policies you will already have in place if your organisation has employees, but make sure they are suitable for and refer to volunteers. It is good practice to review your volunteer policy every year.

Policies you should think about including:

  • Recruitment process – application forms & interviews – make sure your process is relevant to the role. Overly onerous applications may be a barrier to volunteering and depending on the role may not be needed.
  • Volunteer agreement –lays out the arrangement between your organisation and the volunteer to promote commitment and clarity for both parties, but does not constitute a contract of employment. Sample volunteer agreement.
  • Equity, diversity & inclusion – getting started.
  • Induction – volunteer induction checklist template.
  • Training – should be proportionate to the role and offered when a volunteer starts and where appropriate for ongoing development.
  • Support & supervision – make sure volunteers know who to turn to and know about what support is available to them. NCVO guide.
  • Expenses – offering expenses removes another barrier to volunteering. Volunteers are giving their time and should not be out of pocket. NCVO guide
  • Safeguarding – check volunteers are covered by your organisation’s insurance policy and that you have other relevant policies in place.   
  • Health & safety – policies and risk assessments.
  • Lone working –  NCVO video
  • GDPR & data protection – a guide from Community Impact Bucks.
  • Complaints – Sample complaints procedure from Community Southwark.

See ‘Information Sources’ below for links to more template and model policies and documents.

Volunteer Handbooks

Your handbook will pull together your policies and procedures, helping to inform and support your volunteers and make induction and training more efficient and effective:

Insurance

Depending on your activities you will need employers’ liability, public liability and other forms of insurance. If you have existing insurance for your organisation, check if it also covers you for volunteers. There are lots of providers, NCVO has guidance on types of insurance and providers.

DBS – Disclosure & Barring Service

Not all volunteering roles will require a volunteer to complete a DBS check. KCV offers DBS checks for staff and volunteers. Find out more here.  

Advertising your volunteering roles on Simply Connect

Once your organisation is ready to start recruiting volunteers, you can list the roles free with Kent Coast Volunteering’s Simply Connect volunteering platform. Register here

Information sources

Please note that information on this page and linked to, is to be used as a general guide, not as specific advice for your organisation.

Please email volunteering@kcv.org.uk if you have any questions.

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Kent Coast Volunteering