Volunteer Recruitment and Selection Policy

Transcription

1 Volunteer Recruitment and Selection Policy Reference: Date Approved: February 2015 Approving Body: Implementation Date: February 2015 Version: 1 Supersedes: Consultation Undertaken: Target Audience: Staff and Volunteers Review Date: January 2016 Lead Executive Author/Lead Manager: Sam Marshall Chris Wade Page 1 of 15

2 Volunteer Recruitment and Selection Policy Contents Page Contents 2 1. Association Vision, Mission, and Values Our Vision Our Mission Our Values 3 2. Our commitment to volunteering 4 3. Introduction 5 4. The Volunteer Journey 6 5. Diversity 7 6. Recruitment and Selection Recruitment Selection 9 7. Safeguarding Reference checks Disclosure & Barring Service (DBS) checks Branch Annual General Meetings (AGMs) Micro-volunteering Recruitment and Selection Process 15 Page 2 of 15

3 1. Association Vision, Mission, and Values 1.1 Our Vision A world free from MND 1.2 Our Mission We improve care and support for people with MND, their families and carers. We fund and promote research that leads to new understanding and treatments, and brings us closer to a cure for MND. We campaign and raise awareness so the needs of people with MND and everyone who cares for them are recognised and addressed by wider society. 1.3 Our Values People with MND, their families and carers are at the heart of everything we do. We collaborate, and value everyone s contribution. We achieve excellence through personal commitment and ongoing improvement. We respect and respond to people s diverse needs, backgrounds and views. We achieve our aims through building open and transparent relationships. Page 3 of 15

4 2. Our commitment to volunteering The Association s Principles of Volunteering set out key expectations of how volunteering takes place in the Association. These include several key principles that impact on how recruitment and selection take place. Autonomy within boundaries Collaboration and sharing Volunteer friendly communication Recognising differing motivations to volunteer Diversity Supportive Making use of volunteer skills Opportunity to learn and Develop Support of flexible time commitments Valuing Volunteers contributions Page 4 of 15

5 3. Introduction The Association values our volunteers, who are our greatest asset in realising our mission. Recruitment, selection and induction are the foundation of volunteers relationship with the Association and this is the time to lay a solid foundation for success. Effective recruitment and selection means ensuring that a prospective volunteer is the right person to become involved and that their skills, experience, and expectations and those of the Association are well matched. The recruitment and selection policy offers every volunteer a professional, effective, fair and transparent system for attracting and selecting volunteers, whilst ensuring that we have appropriately equipped volunteers to help people affected by MND. Our recruitment and selection processes will be volunteer friendly and always be mindful of volunteer motivation and needs. Page 5 of 15

6 4. The Volunteer Journey The volunteer journey below identifies the stage at which this policy comes into effect Page 6 of 15

7 5. Diversity Diversity in volunteer roles and diversity in our volunteer team are actively encouraged, as we recognize that diversity also brings us new insights and innovation. The Association values its volunteers and the skills and experience each one brings. Every reasonable effort will be made to ensure that these procedures and our volunteering opportunities are accessible and attractive to those interested in applying. This includes making reasonable adjustments such as providing accessible documents for learning, changes to the way we operate and use of accessible buildings. It may also for example mean not holding interviews on days that are inconvenient for volunteers because of work or faith. Page 7 of 15

8 6. Recruitment and Selection 6.1 Recruitment In the context of this policy recruitment is defined as the process of advertising and attracting a cohort of potential volunteers to a role. We will use appropriate and diverse ways to advertise for volunteers locally and nationally. Both staff and volunteers play a key role in supporting the recruitment of new volunteers to the Association. Role descriptions will be in place for all roles that we seek to recruit to. The promotion of and recruitment to volunteer roles is the responsibility of the volunteering team guided and assisted by the staff member who will ultimately support the volunteer. Branches and Groups may also play an active role in recruiting volunteers within their area. Recruitment should be a planned activity in order to deliver the Association s overall vision and mission. Recruitment should normally be based upon pre-determined recruitment plans designed to address current or future volunteer shortages, ensure that services can be effectively maintained and that the diversity of our volunteers reflects the communities we serve. Regional staff are responsible for planning volunteer recruitment to ensure that there are sufficient volunteers in any location to operate the activities required. Regional teams will regularly review the number and diversity of volunteers and put in place plans to address any current or impending shortfalls. Targets will be set to address key Association needs with regards volunteer numbers. All targets will be related to our Strategy and have full commitment from the directors team. In planning recruitment activities staff must consider how the opportunity is promoted and administered in a way that is accessible to potential volunteers. Centrally based volunteering team members will support the development and piloting of new volunteering roles with the creation of recruitment plans. They will receive regional staff support to deliver and manage the piloted opportunity Page 8 of 15

9 6.2 Selection Our recruitment and selection process should result in having the right number of volunteers with the right skills, in the right locations, representative of the local community and provide prospective volunteers with a positive experience of the Association. The process provides opportunity for the volunteer to learn more about the role and to be sure that it is suitable for them. However, it is important that the process is selective, and staff and volunteers involved in selection of volunteers ensure we are only selecting volunteers who meet the standards set out in this process. For some roles the criteria for becoming a volunteer will be very basic and for others the selection criteria will be very demanding. Selection processes may differ slightly for each role but the following is the general procedure: Prospective volunteers will be welcomed and supported in exploring possible volunteer roles suitable to their skills and aspirations. They will be given the information and role descriptions they require to make an informed application. The applicant will complete an application form. All applications will be acknowledged swiftly. The applicant will be interviewed by the appropriate staff member or branch committee member. Prospective volunteers will know who their named contact person is in managing their application. Volunteers will be kept informed regularly as their application is processed, and where appropriate will be involved in the local activities of the Association. Those carrying out the selection processes will ensure that the volunteers access needs are considered and reasonable adjustments made such as finding an accessible venue. The time and date of any interview must meet the needs of the volunteer rather than be designed to simply fit in with staff schedules. Applicants will be given timely feedback on whether they have been successful in their application, and where appropriate signposted to other roles if not successful. Any selection decisions will be taken objectively against selection criteria, learning outcomes or person specifications on the role description. Documentation, processes and all communication are simple and straightforward Any unnecessary barriers to volunteering are eradicated and volunteers kept informed. We will recognise the needs of volunteers and try to accommodate the lifestyles, availability and motivations when using these procedures Selection Decisions In all cases the volunteer must be kept informed on the progression of their application, and be given timely notice of the outcome of selection decisions, and be given objective reasons for decisions. Page 9 of 15

10 Recruitment and selection processes may result in one of the following outcomes: Accepted as a volunteer in the role applied for (subject to any outstanding references/checks) Not selected for the role but other roles may be considered as appropriate Not selected for any role in the Association Not selected at this time, but volunteer may be helped to gain specific knowledge or experience to help them meet the requirements) Some roles (such as Association Visitors) have a detailed and separately documented selection process in recognition of the complexity involved Appealing against a decision All volunteers are entitled to appeal against a decision if not successful in the role they have applied for. In the first instance, they can write to the Head of Volunteering outlining their concern. If this is not satisfactory they can follow the MND Association s complaints procedure. Where there are serious or persistent concerns about a volunteer, the procedure for Managing Concerns about a Volunteer policy should be referred to. Page 10 of 15

11 7. Safeguarding 7.1 Reference checks When a new role is designed, a decision must be made of whether a reference check is required for the role. The final decision on this will rest with the Head of Volunteering. This has been predetermined for several roles and is recorded on the volunteer zone. If in doubt the staff member or volunteer leading the recruitment should check with the Head of Volunteering. When references are required, two references will be required. Acceptable referees can be requested from: Employer (both past and present), teacher, lecturer, professor etc Colleague/fellow volunteer Family doctor or other health and social care professional Religious leader Family Friend (no more than 1 referee) Unacceptable referees: Immediate family member (i.e. parent, child, sibling, husband, wife, partner) Housemate 7.2 Disclosure & Barring Service (DBS) checks When a new role is designed a decision needs to be made whether a DBS check is needed. This will normally be detailed in the selection processes for the specific role. Roles that involve direct access to children under 18 years old or vulnerable adults must be considered for DBS checks The final decision on this rests with the Head of Volunteering. Where a DBS check is required the following process should be followed: As part of the preparation for the interview a volunteer will supply the regional staff members with three photocopied forms of identification (bringing along the originals for comparison) If at the interview that volunteer has not brought the documents or has supplied incorrect ones, the staff member must arrange another opportunity to check these. Once the identification has been checked the regional staff members will return the original copies back to the volunteer, but retain the signed photocopies. The signed photocopies will be sent to the Volunteering Recruitment, Learning & Development Coordinator (VRLDC) for processing. If documents are being sent through the post, they must be sent recorded delivery marked private and confidential FAO: Volunteering Team Only Page 11 of 15

12 When the DBS check is complete, the VRLDC will record on RE. If the volunteer discloses something will appear on their DBS, they should write to the Head of Volunteering with the information in a sealed envelope marked private and confidential. If the DBS check indicates previous convictions the Head of Volunteering will make a decision on the individual in the role they have applied for. Page 12 of 15

13 8. Branch Annual General Meetings (AGMs) Some volunteers will be nominated and voted onto a committee at an annual branch AGM. In these instances, the selection procedure is not necessarily followed, but the guidance on recruiting at AGMs is followed instead as the branches members vote on who will represent them on the branch management committee. Page 13 of 15

14 9. Micro-volunteering All volunteers are welcome at the Association and this includes any who chooses to volunteer for a short period of time and/or for a one-off activity. Micro-volunteers would not necessarily go through the same recruitment selection process as regular volunteers but this will be tailored to the individual and the role they do. If in doubt, please discuss with the Head of Volunteering. Please note that anyone with direct access to vulnerable adults of children in their role must be considered for a DBS check Page 14 of 15

15 VDC or Supporting Staff Member (SSM) Volunteering Volunteer Volunteering/ B&Gs 10. Recruitment and Selection Process Recruitment and Selection Process Advertising/ promotion of role If required, references requested Satisfactory references received? No Discussion about other suitable opportunities Registers interest directly Via website Online application form, automated to Volunteering Receive copy of mutual expectations document Yes Via or telephone Yes Opportunity identified Info/application pack sent to AV /post Application form received, saved on RE Ack sent by Welcome letter, ID, membership set up Opportunity identified Welcome to the MND Association and Induction Notified of potential volunteer VDC or SSM to contact by telephone, to discuss role further and if required arrange interview Interview confirmed Successful No Discussion about other suitable opportunities Keep warm if delay in interview. Page 15 of 15