This document outlines the process of recruiting and on-boarding a branch volunteer. It is important to note there are slight variations on the recruitment of different roles within the branch. This document will go through each of the roles separately.
Below is a flow chart of the recruitment process for Community Engagement Volunteers.
Request Advert: The branch decides if they require more Community Engagement Volunteers (CEV's). They request an advert to be created by contacting the Community Engagement Manager.
An email request is adequate.
Application Submission: The on-boarding process begins with the potential volunteer submitting an application form through the Assemble platform, which is the volunteer management system used.
Interview Process: Once the application is received, the Community Engagement Manager (CEM) is notified. If the applicant is suitable to volunteer the CEM invites them to an informal interview. This interview may also involve a branch member, such as the branch chair or secretary, depending on the branch's preference.
Post-Interview Steps: After the interview, the Community Engagement Manager writes up the interview questions. If the applicant is suitable to volunteer, they receive an email from Assemble inviting them to complete mandatory training. At the same time the references the applicant has provided will be contacted with an email to complete preset reference.
Training Completion: Upon completing the mandatory training, the volunteer is on-boarded to Assemble by the Community Engagement Manager. The volunteer then receives their Assemble profile, allowing them to log in and update their details.
Volunteer Welcome: CEM notifies the Branch Chair and/or Secretary once a volunteer has completed their training and is live on Assemble. It is then the Branch responsibility to send out a welcome letter and let them know of up coming activities and events.
The following section is the same for all branch volunteers recruitment process.
Initial Contact: After a potential volunteer submits an expression of interest, the Community Engagement Manager sends an online booking form for the volunteer to choose an interview time. If the volunteer does not respond within two weeks, a reminder is sent.
Training Check-ins: The Community Engagement Manager monitors the volunteer's progress with their training, checking in every two to three weeks to ensure they are managing and to offer assistance if needed. There is no deadline for the training however it is important to keep lines of communication open.
Communication Methods: All communication with the applicant, including reminders and check-ins, is conducted through the Assemble platform on the recruitment section until the volunteer is fully on-boarded.
The following section is the same for all branch volunteers recruitment process.
Mandatory Training: The mandatory training modules for volunteers include GDPR, Safeguarding, and mandatory documents. These are essential for all volunteers to complete before they can be on-boarded
Optional Training: Optional training modules include a welcome to SSAFA unit and Go Assemble training. These modules are recommended but not required. The Community Engagement Manager can request the volunteer completes them before the on-boarding process is complete.
Training Notification: Information about both mandatory and optional training is included in the automatic email sent to CEV applicants. Additionally, the Community Engagement Manager advises volunteers to complete this training.
When the volunteer has completed their mandatory training and the profile is 'live' on Go Assemble the CEM will inform the branch, the volunteer has been on-boarded.
Welcome Letter: The branch chair or Secretary sends a welcome letter to the new volunteer. A template thank you letter can be found on the document hub in Go Assemble.
Post On-boarding Check-ins: The Community Engagement Manager checks in with the new volunteer once a month for three months to ensure they are settling in well and to address any issues or concerns.
Monthly Follow-Up: The CEM performs monthly check-ins with new volunteers for the first three months after on-boarding to ensure they are settling in well.
Below is a flow chart of the recruitment process for a Branch Chair.
Request Advert: When the current Branch Chair decides they would like to step down or end their volunteering. They request an advert for a new Branch Chair to be created by contacting the Community Engagement Manager.
An email request is adequate.
Application Submission: The on-boarding process begins with the potential volunteer submitting an application form through the Assemble platform, which is the volunteer management system used. If there are internal candidates they also need to complete an application form.
Internal applicants please use the same email address currently used on Assemble so the profiles can be merged automatically if successful.
Interview Process: Once the application is received, the Community Engagement Manager (CEM) is notified. If the applicant is suitable to volunteer the CEM invites them to an informal interview. The interview will be conducted by the CEM and the Regional Chair.
Post-Interview Steps: After the interview, the Community Engagement Manager writes up the interview questions. This should include the Regional Chairs comments. The Regional Chair then sends off the Application Form, the Interview answers and their assessment of the successful applicant to the National Chair for final approval. There is a template for the Regional Chair to complete for this.
Once the applicant has been selected the CEM will move them through the process on Assemble to complete any mandatory training needed. The references the applicant has provided will also be contacted at this point with preset reference questions. The applicant will be contacted by Volunteer Operations to give them the dates for the branch chair induction webinars.
Training Completion: Upon completing the mandatory training, the volunteer is on-boarded to Assemble by the Community Engagement Manager. The volunteer then receives their Assemble profile, allowing them to log in and update their details. If they are already a volunteer their current assemble profile will be updated.
Volunteer Welcome: CEM Notifies the outgoing branch chair (if applicable). The outgoing Branch Chair can then organise a handover meeting, and an introductory meeting to the rest of the branch members. This can involve the CEM if necessary. Any time there is not an outgoing Branch Chair the CEM will notify the Branch Secretary and they can arrange a meeting with the new chair with any support they require from the CEM.
Below is a flow chart of the recruitment process for a Branch Secretary and Treasurer. The process is identical to the process of recruiting a Community Engagement Volunteer. However in this instance it would be ideal to have the Branch Chair involved in the interview process with the CEM as they will be part of the Exec team. Where this is not possible the CEM will conduct the interviews on their own.
For further info see section on recruiting Community Engagement Volunteer.
A new Treasurer will have additional modules to complete due to the role. This includes a webinar training session. They are able to book themselves onto the most suitable course after the interview stage of the process.
Branch Secretaries and Branch Chairs will also have mandatory support and supervision training.