Human Resources > Volunteer Policy& Procedure
Authorised by Chief Executive Officer
Issue Date: 22 June 2023
Revised Date: 12 August 2024
Introduction
Kyeema Support Services Inc. is a non-government organisation with a Board of Management made up from community volunteers.
In accordance with all Worksafe laws, Kyeema must provide a safe environment for its employees, contractors, volunteers and visitors. Therefore, it is imperative that the following policy is adhered to by all Kyeema’s volunteers.
Programs will operate in line with all Kyeema policies & procedures.
Scope
This procedure applies to all people volunteering at Kyeema sites including the Neighbourhood House sites, corporate services, managers and the Neighbourhood House (NH) Coordinator.
Purpose
Kyeema volunteers will only undertake duties that assist to provide activities for people with special needs and /or activities associated with the Neighbourhood House.
Obligations of Volunteers
Volunteers are expected to maintain the same standards of confidentiality, courtesy, organisational discipline and compliance with the Code of Conduct and other relevant policies as are required of paid employees.
Engagement and service as a volunteer worker with Kyeema will not be construed as providing any guarantee of future paid employment with Kyeema.
NDIS Worker Screening Check, Working with Children Checks & 100 points ID
All volunteers must complete a NDIS Worker Screening Check and a Working with Children Check (Volunteers) and 100 points of ID
Definitions
Volunteering is an activity which takes place through a not-for-profit organization and is:
•of benefit to the community and the volunteer
•undertaken of the volunteer’s own free will and without coercion
•for no financial payment
•respects the rights, dignity and culture of others
•promotes human rights and equality
•is a matter of choice
•benefits the community and the volunteer
Support for Volunteers
Kyeema Support Services Inc. will provide support for volunteers, in the following ways:
•via the relevant manager or the Neighbourhood House Coordinator
•all duties to be in line with Kyeema Policies, and with the planning procedures of the manager.
•provide a role description for volunteers (job description)
•conduct an induction of the volunteer
•ensure all induction requirements are complete (check list)
•provide leadership and support to the volunteer
•ensure that volunteers are financially supported while in their volunteering role
Kyeema will provide an appropriate manager or nominated worker, for all programs/activities. The appropriate manager or nominated worker will provide up to date and appropriate information to the volunteer/s, of individual participant needs, medication and behaviour management.
Neighbourhood House volunteers will be overseen by the Neighbourhood House Coordinator.
Responsibility
Kyeema will provide the volunteer with appropriate guidance from a suitable worker. The implementation of this policy is the responsibility of Kyeema Support Services Inc. Kyeema Support Services Inc. will keep a register of all volunteers.
Procedure
Volunteers are recruited and interviewed. Once a volunteer has been accepted, onboarding and the site induction will ensure the volunteer is provided with all the necessary information to begin meaningful participation with the relevant program.
Onboarding
Volunteers at Kyeema support services follow the Staff Onboarding Procedure. Neighbourhood House volunteers follow the Neighbourhood House Volunteer Onboarding Procedure.
Volunteer onboarding forms:
•Volunteer Contact Details HRF-07
•Volunteer Information Pack Acknowledgement Form HRF-64
Neighbourhood House onboarding forms:
•Volunteer Contact Details HRF-07
•Neighbourhood House Volunteer Onboarding Pack & Acknowledgement Form NHF-02
Site Induction
The induction will cover the following broad areas:
•Completion of relevant paperwork
•Introduction to the relevant Kyeema area of work
•Information about the work requirements
•Code of Conduct & other relevant policies
•Occupational, Health & Safety
Volunteer site induction form:
o Induction Checklist for Staff HRF- 01
Neighbourhood House induction form:
o Neighbourhood House Site Induction Checklist NHF-03
Application & Approval
Volunteer workers must complete and return to HR Officer:
•Volunteer Contact Details HRF-07
•Volunteer Information Pack Acknowledgement Form HRF-64
•Induction Checklist for Staff HRF- 01
Neighbourhood House volunteers must complete and return to HR Officer:
•Volunteer Onboarding Form HRF-07
•Neighbourhood House Volunteer Onboarding Pack & Acknowledgement Form NHF-01
•Neighbourhood House Site Induction Checklist NHF-03
Procedure and Outline of Duties
Volunteers are to be provided with activity specific procedures including risk assessment, hazard identification and control measure for the duties being undertaken.
Workplace Accident Cover
Volunteers are indemnified by Kyeema.
Probation Period
In some circumstances volunteers may be subject to a probationary period. Most probationary periods are for a six-month period. At the end of this time, if either party does not feel that the arrangement is working, the voluntary opportunity may be terminated.
Volunteers should expect to have their performances reviewed on a regular basis.
Training
Before starting work, volunteer workers must participate in a program, which familiarises them with workplace health & safety requirements.
Volunteer workers must take reasonable care for the health & safety of people at work.
Volunteer workers are also required to cooperate with the appropriate manager or nominated worker, in the interests of health, safety and welfare, and report any unsafe acts or unsafe conditions associated with their work.
The appropriate manager or nominated worker will provide volunteers with a brief induction to the organisation:
•Induction Checklist for Staff HRF- 01
•Neighbourhood House Site Induction Checklist NHF-03
Terminating Service
Volunteers are an invaluable resource to Kyeema and the community, but it is recognized that due to changing circumstances the volunteer may need to resign from their voluntary role.
Kyeema Support Services Inc. is committed to creating good volunteer conditions, and all feedback regarding the volunteer’s experience would be appreciated. If the volunteer is leaving due to any sort of problem or dissatisfaction with Kyeema Support Services Inc., it would be beneficial if they notified the appropriate manager or nominated worker as to their reasons. Confidentiality will be respected in all matters relating to this.
The appropriate manager may terminate the services of a volunteer worker at any time without notice.
Related Policies, Procedures and Documents:
Volunteer Position Description
Volunteer Contact Details HRF-07
Induction Checklist for Staff HRF- 01
Volunteer Information Pack Acknowledgement Form HRF-64
Code of Conduct NDIS / TAC etc - Workers
Neighbourhood House Volunteer Onboarding Procedure
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