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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 Sam Marshall

Author/Lead Manager: Chris Wade

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Volunteer Recruitment and Selection Policy

Contents

Page

Contents 2

1. Association Vision, Mission, and Values 3

1.1 Our Vision 3

1.2 Our Mission 3

1.3 Our Values 3

2. Our commitment to volunteering 4

3. Introduction 5

4. The Volunteer Journey 6

5. Diversity 7

6. Recruitment and Selection 8

6.1 Recruitment 8

6.2 Selection 9

7. Safeguarding 11

7.1 Reference checks 11

7.2 Disclosure & Barring Service (DBS) checks 11

8. Branch Annual General Meetings (AGMs) 13

9. Micro-volunteering 14

10. Recruitment and Selection Process 15

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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.

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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

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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.

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4. The Volunteer Journey

The volunteer journey below identifies the stage at which this policy comes into effect

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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.

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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

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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

6.2.1. 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.

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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

6.2.2. 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.

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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 Co-

ordinator (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

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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.

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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.

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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

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Recruitment and Selection Process

VD

C o

r S

upport

ing S

taff

Me

mb

er

(SS

M)

Volu

nte

ering

Vo

lunte

er

Volu

nte

ering

/

B&

Gs

Registers interest

directly

Online application

form, automated

email to

Volunteering

Application form

received, saved

on RE

Info/application

pack sent to AV –

email/post

Notified of

potential

volunteer

If required,

references

requested

Satisfactory

references

received?

VDC or SSM to contact by

telephone, to discuss role further

and if required arrange interview

Successful

Receive copy of

mutual

expectations

document

Advertising/

promotion of

role

Via email or

telephone

Interview

confirmed email

Keep warm if delay in interview.

Via website

Welcome

letter, ID,

membership

set up

Ack sent by

email

Yes

Discussion

about other

suitable

opportunities

No

Yes

Discussion

about other

suitable

opportunities

No

Welcome to the

MND

Association and

Induction

Opportunity identified

Opportunity identified

10. Recruitment and Selection Process

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