A volunteer is interested in our organisation, what do I do next?

1. A volunteer is interested in ourorganisation, what do I do next? Friday 25th January 2013

2. Feedback from volunteers • Feedback from volunteers shows that it is the first stage that can often put them off. • Always remember that the volunteer is often keen to get their volunteering placement started straight away.

3. Volunteer interested? • Once a volunteer shows interest in your organisation, it is vital that it is followed up as quickly as possible. • If you take too long to contact a volunteer, they may go elsewhere or presume you’re not interested. • There are a large number of organisations who need volunteers, so don’t lose yours by acting too slowly.

4. Possible ways of following up: • A phone call should always be used in the first instance. • Send a personal letter, text message or e-mail telling the volunteer who to contact and on what number, email or address.

5. Responding quickly Responding quickly in a personal manner demonstrates that your organisation is: - approachable - well organised - appreciates a volunteer who is willing to give up their time.

6. Informal chat • After initial contact it is always good to have an informal chat. • This gives you and the volunteer a chance to find out what the role involves as well as anything else you may need to know that may delay them starting (such as Criminal Record Bureau checks, application forms, references, waiting for a training course). • Once this is explained, a volunteer can understand why they are waiting & roughly how long the process should take.

7. Informal chat • It is always worth having an initial chat with a volunteer before completing any lengthy forms, or applying for references. • This is in case the volunteer doesn’t have the necessary skills to match the role description. • Or isn’t interested in the role you are offering. This could save a lot of time completing unnecessary paperwork.

8. The application form • Information should only be requested if it is needed for the recruitment process. • Records of volunteer’s names, addresses and phone numbers will be needed, so you can contact them in the future.

9. The application form • Organisations should be aware that complex forms can present a barrier to many people, for example if they have a learning disability or dyslexia. • A simple form is generally sufficient. Please be aware that volunteers may need assistance when filling in a form.

10. Feedback from volunteers • Feedback from volunteers shows that simply being sent an application form without an initial chat or thank you can be enough to put them off. • Producing advertising material is time consuming & costly, don’t waste all of the time that you have invested in recruiting a volunteer to lose them at this point by not having an initial chat.

11. The interview • If an interview situation seems too formal for your group, then an informal chat may be more appropriate. • When interviewing volunteers it is best to base initial questions around a set list. Set questions promote equal opportunities & are a more reliable method than ‘instinct’ or a ‘gut feeling’.

12. It is important to tell volunteers about... • The organisation & the role of volunteers within it. • Training and support offered. • The organisation’s expectations of the volunteer. • The time commitment required for the role, both frequency and duration (if time limited). • Resources available to volunteers, such as the reimbursement of out-of-pocket expenses.

13. The interview When conducting an interview, it is best to have a quiet area to speak to the volunteer. You need to make sure that the interview is a two-way process, & that you give the volunteer an opportunity to ask questions. This is a good point to find out what skills a volunteer can bring to a role, why they became a volunteer & what motivated them to apply for your specific role, in order to establish if the role will meet their needs.

14. Matching people with the right role Establish if the role will meet their needs. For example, if a volunteer’s main reason for applying is to meet other people & the role involves carrying out tasks on their own in a quiet space, it is unlikely that the role will fulfil the volunteer’s needs.

15. If the volunteer is unsuitable for a role • If a volunteer is unsuitable to carry out the role required by your organisation, then they should be provided with constructive feedback. • The organisation should help to identify other suitable roles (if any) before giving constructive feedback. • If there are none available you should refer the individual to Volunteer Centre Sunderland, who will be able to support the volunteer in finding a more suitable role.

16. Taking on volunteers who are in receipt ofbenefits • There is no reason why a person in receipt of benefits should not be considered for a volunteering role. • In the past there has been confusion regarding whether a person in receipt of benefits could volunteer without it affecting their income. • The current position is that the Department of Work and Pensions (DWP) is happy for people in receipt of benefits to volunteer. This is partly in recognition of the potential benefits that volunteering offers in terms of working routine, social aspects and learning new skills. • SECTION 5 14

17. References Volunteering toolkit for organisations in Sunderland. A little time makes a big difference...✓SECTION 5 page 13 -14 http://www.sunderland.gov.uk/CHttpHandler.ashx?id=3053&p=0