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Gift of Christmas Appeal Fife

Volunteer Recruitment Policy

GIFT OF CHRISTMAS APPEAL FIFE - Volunteer Recruitment Policy

Version: 1

Date: 14 September 2024

 

Introduction

The most essential resource of any charity is its people. The purpose of this recruitment policy is to provide a framework for a fair and consistent process that will result in a positive and productive experience for all.

 

Other Relevant Documents

This document should be read in conjunction with our Code of Conduct for Volunteers.

 

Policy Statement

Gift of Christmas Appeal Fife is run entirely by Volunteers. We therefore recognise that it is crucial that we attract volunteers to our organisation to help us achieve our charitable purpose and associated goals.

We provide support to allow volunteers to realise their full potential in their role with Gift of Christmas Appeal Fife and we appreciate and value the significant contributions that volunteers make to the aims and objectives of Gift of Christmas Appeal Fife.

 

Eligibility

Generally, Gift of Christmas Appeal Fife will consider involving anyone over the age of 18 years who wishes to volunteer with us. However, prospective volunteers must demonstrate a commitment to the aims of Gift of Christmas Appeal Fife and their availability as volunteers must align with our needs.  

 

We provide a volunteer recruitment process, which is free from any unlawful discrimination.

 

For some aspects of the volunteer role, specific selection criteria may apply to determine the suitability of a volunteer candidate to a particular role. In addition, selection criteria may become relevant where there are more applicants than positions available. Selection is based on the relevant skills, values and experience of volunteer candidates.

 

Recruitment and Selection

Our volunteer recruitment and selection process includes the following stages:

  • Preparing all relevant documentation (application form, role descriptions);

  • Publishing volunteer recruitment advertisement and application form;

  • Receiving completed application forms;

  • Shortlisting applicants against agreed selection criteria;

  • Notifying interview candidates and unsuccessful applicants;

  • Interviewing of shortlisted volunteers;

  • Assessing candidates against agreed selection criteria;

  • Offering a volunteer role to the successful candidate(s);

  • Notifying unsuccessful candidates;

  • Checking references;

  • Issuing a volunteer agreement and accompanying documentation for the volunteer’s signature;

  • Providing interview feedback to unsuccessful candidates who request it.

 

Confidentiality and Data Protection

Gift of Christmas Appeal Fife respects the right to privacy and confidentiality of our volunteers and prospective volunteers.

 

Gift of Christmas Appeal Fife may from time to time in the course of administering its business, and exercising its legal rights and performing its legal obligations in connection with the recruitment of volunteers, need to process both personal data and special categories of personal data (including, for example, information relating to health). Gift of Christmas Appeal Fife will process such data in accordance with the applicable data protection legislation including the General Data Protection Regulations and implementing legislation. Further details in relation to what personal data is collected in relation to volunteers or prospective volunteers, and the purposes for which such data may be used are set out in Gift of Christmas Appeal Fife’s Privacy Policy (which may be amended or updated from time to time).

 

Reference Checks

References checks, which involve contact with third parties, will only take place once Gift of Christmas Appeal Fife forms a clear view that it would like to recruit a candidate volunteer. Gift of Christmas Appeal Fife will always request the permission of the candidate volunteer in advance of checking references or qualifications. Reference checks for every candidate volunteer are carried out in the same way. It is the policy of Gift of Christmas Appeal Fife to seek 2 references, preferably from separate sources e.g. academic, employment, volunteering etc.

 

Induction / Training

Before a volunteer commences their role, they will receive introductory information and will be provided with a Volunteer Role Description. The Volunteer Role Description specifies the responsibilities and tasks involved in the volunteer’s role, our expectation as to the manner in which these responsibilities and tasks will be carried out and any other relevant information applicable to the role. All new volunteers will be provided with a warehouse introduction during their first attendance at our warehouse, before they commence any work.  The Volunteer will have an opportunity to voice any queries they may have about their role. In addition, the volunteer will be provided with information about:

 

  • The mission and organisational structure of Gift of Christmas Appeal Fife;

  • How their role fits within the broader purpose of Gift of Christmas Appeal Fife;

  • The key contacts;

  • The type of commitment expected of volunteers;

  • Health and safety;

  • Gift of Christmas Appeal Fife’s Code of Conduct for Volunteers;

  • All other relevant policies and procedures of Gift of Christmas Appeal Fife.

 

An appropriate level of training / guidance is offered to all volunteers to enable them to fulfil their role as effectively as possible.

 

Expenses

Volunteers may not be reimbursed for expenses incurred. Gift of Christmas does not provide expenses of any volunteer or trustee. All cash donations received are spent entirely on gifts for the children & young people we support.

 

Review of Policy

The charity trustees will review this policy at 1 year intervals or as appropriate. The charity Trustees are responsible for ensuring that this policy is implemented effectively.

 

Version / Revision History

Version 1

Approval / Revision Date 14/09/24

Approved by Board of Trustees

Next routine annual review due:

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