Human Resources > Neighbourhood House Volunteer Onboarding Procedure
Authorised by Chief Executive Officer
Approved Date: 28 June 2023
Revised Date: 12 August 2024
Scope
This procedure applies to all people volunteering at the neighbourhood houses, the Neighbourhood House (NH) Coordinator, Human Resource (HR) Officer and Training Officer.
Definitions
NDIS WSC - National Disability Insurance Scheme Worker Screening Check
WWCC - Working with Children Check
Procedure
Volunteers are recruited and selected for interviewing. Successful applicants then undergo onboarding and induction to ensure the volunteer is provided with all the necessary information to begin meaningful participation at the Neighbourhood House/s.
Recruitment and Interview
NH Coordinator to:
• bi-annual recruitment of volunteers through hardcopy (Observer) newsletter and social media
• give people who wish to volunteer Neighbourhood House Volunteer Expression of Interest NHF-01
HR Officer / NH Coordinator collaborate to:
• organise volunteer interview date
• organise volunteer interview questions and schedule
• contact volunteers with interview times
• interview volunteer
• referee check
• notify volunteer if successful or unsuccessful (verbal or email notification)
• offer with a three-month probationary period
• proceed to onboarding procedure
Onboarding
The onboarding will cover information about volunteering at the NH House and completion of relevant paperwork.
Read the:
•Neighbourhood House Volunteer Onboarding Pack
Read, sign and return to the Neighbourhood House Coordinator:
•Neighbourhood House Volunteer Onboarding Pack & Acknowledgement Form NHF-02
•Volunteer Contact Details HRF-07
NH Coordinator to:
Coordinator to fill in the spreadsheet located:
•K:\Admin\Neighbourhood House Prog\Operational Procedures - Neighbourhood House\Volunteers Documents
Return the signed forms to HR for recording on Therefore and filing in the staff locked filing cabinet (signed and dated by both the volunteer and the coordinator).
Site Induction
The induction will cover the following broad areas:
• completion of relevant paperwork
• introduction to the relevant neighbourhood house area of work
• information about the work requirements
• Occupational, Health & Safety
Coordinator duties:
Give the volunteer a site induction.
•ensure all induction requirements are complete – Neighbourhood House Site Induction Checklist NHF-03
Post Site Induction
HR Officer:
1. Create new volunteer folder and file signed forms
2. Add NDIS WSC or police check, WWCC & 100 points ID to Therefore
3. Add to Therefore records:
o Neighbourhood House Volunteer Onboarding Pack & Acknowledgement Form NHF-02
o Volunteer Contact Details HRF-07
o Neighbourhood House Site Induction Checklist NHF-03
Volunteer Performance Review
The coordinator will review volunteer performance, roles and responsibilities on a regular basis.
Awareness & Training
The NH Coordinator to organise training for volunteers in collaboration with the Training Officer.
Training includes:
•Key health and safety information refer to Noticeboard Contents all Worksites SF-18
•Evacuation procedures, to enable assistance to participants and visitors who may not be familiar with these procedures in an event an emergency occurs
•Identify hazards and risks and how to manage them
•First aid (if required) to ensure certification remains current
•Neighbourhood House Code of Conduct is embedded in Neighbourhood House Volunteer Handbook NHF-04
Responsibilities
The Neighbourhood House Coordinator is responsible for recruitment, induction, performance reviews and returning signed forms to HR/Training Officer for filing.
The Neighbourhood House Coordinator is responsible for conducting risk assessments prior to the commencement of an activity.
•Neighbourhood House Risk Assessment Form NHF-07
The NH Coordinator and the HR Officer are responsible for interviewing the volunteer.
The HR Officer is responsible for supporting the volunteer to attain the relevant checks and ID as listed in NHF-02 and filing signed forms.
The Training Officer is responsible for keeping and updating volunteer records on Sentrient.
Feedback
A feedback process exists for situations where anyone believes that our service towards people has fallen short in some way. Feedback can be from attendees, volunteers or anyone in the community. A feedback brochure and feedback form are available for volunteers and attendees.
•Feedback Brochure PNH NHF-05
•Feedback Form PNH NHF-06
Record Keeping
All records are located:
•K:\Admin\Neighbourhood House Prog\Operational Procedures - Neighbourhood House\Volunteers Documents
•Hard copy locked filing cabinet – Lalor St
•Sentrient - training records
•Therefore - 100 points ID, WSC or police check, WWCC
Related Policies, Procedures and Documents:
Neighbourhood House Volunteer Expression of Interest NHF-01
Neighbourhood House Volunteer Onboarding Pack & Acknowledgement Form NHF-02
Neighbourhood House Site Induction Checklist NHF-03
Neighbourhood House Volunteer Handbook NHF-04
Feedback Brochure PNH NHF-05
Feedback Form PNH NHF-06
Neighbourhood House Risk Assessment Form NHF-07
Emergency Response Plan SF-62
Noticeboard Contents all Worksites SF-18
My Employer Details – NDIS Worker Screening HRF-16
Volunteer Position Description
Volunteer Contact Details HRF-07
Kyeema Staff Handbook HRF-21
Health & Safety Handout SF-71
Kyeema Organisational Structure GF-10
Code of Conduct NDIS / TAC etc - Workers