HR11-11-0 Volunteer Management and Administration

HR11 Volunteer Management and Administration Page 1
HR Policies, Guidelines, Procedures & Forms
Authorised by National Director
2015May 27
11.0 Volunteer Management and Administration
11.0.1 Purpose
This procedure outlines the process for recruiting and managing volunteers who carry out volunteering
activities for Catholic Mission.
11.0.2 Scope
This procedure applies to volunteers at Catholic Mission.
11.0.3 Related Documents
• ACT: Working With Vulnerable People (Background Checking) Act 2011
• SA: Children’s Protection Act 1993 (SA)
• SA: Child Protection regulations 2010
• VIC: Working With Children Act 2005 (VIC)
• VIC: Working with Children Regulations 2006
• WA: Working With Children (Criminal Record Checking) Act 2004 (WA)
• WA: Working with Children (Criminal Record Checking) Regulations 2005
• NSW: Child Protection (Working with Children) Act 2012 (NSW)
• QLD: Working with Children (Risk Management and Screening) Act 2000
• TAS: Registration to Work with Vulnerable People Act 2013 (Tas.)
• NT: Care and Protection of Children Act 2007 (NT)
• HR07-7.1 Reward and Recognition Policy
• Form HR01 New Appointment Form (NAF)
• Form HR04 Position Description Template (PD)
• Form HR26 Volunteer Worker’s Agreement
• Form HR15W Worker (other than employee) Policy Awareness Acceptance
• Form HR33 Performance Development & Review (PDR)
• Form HR36 Incident Hazard Report & Investigation Form
• Form HR37 Volunteer Termination Advice
• Form HR38 Immersion Facilitator Application & Agreement (Volunteer)
• Form HR39 Volunteer Weekly Timesheet and Activity List
• HR-PRO-011 Grievance Procedure
11.0.4 Definitions
11.0.4.1 Volunteering
Volunteering is an activity that is undertaken:
• To be of benefit to the organisation and the volunteer;
• Of the volunteer's own free will and without coercion;
• For no payment; and
• In designated volunteer roles only.
11.0.4.2 Volunteer
A volunteer is someone who provides services without receiving payment or any expectation of
receiving any benefit (such as meals or accommodation) in return. They are under no legal obligation
to perform any work or to perform work at a particular time. Both Catholic Mission and the
volunteer are entitled to discontinue the arrangement at any time.

2015May 27
11.0.4.3 Director
The Director is either the National Director, Deputy National Director, Diocesan Director or Executive
Director (of a specific unit) that provides authorisation for the recruitment and selection of the
volunteers.
11.0.4.4 Volunteer Coordinator
The Volunteer Coordinator is the person who coordinates all aspects of the volunteer program. This
includes planning volunteer activities, recruitment, background checks, induction and who has the
day to day responsibility for the supervision of the volunteer(s). This is usually a role that falls to the
Line Manager/Team Leader who is recruiting the volunteer(s).
11.0.5 Responsibilities
Director
The Director must:
• Implement this procedure.
• Determine whether the nature of the role allows for volunteering.
• Nominate a Volunteer Coordinator.
Note: The suitability of roles to be undertaken by volunteers should include consideration of
the nature of the tasks, the skills required, the continuity of the role and the duration of the
tasks.
Volunteer Coordinator
The Volunteer Coordinator must:
• Provide the volunteer with a Volunteer Worker’s Agreement (which either has the role
statement embedded within it) OR
provide the volunteer with a Volunteer Worker’s Agreement and Position Description.
• Provide the volunteer with sufficient information and training to carry out the volunteering
activity.
• Provide the volunteer with a safe work environment as far as practicable.
• Nominate a Volunteer Supervisor (if required).
• Manage all aspects of the volunteer program as per this procedure.
• Supervise the day-to-day activities of the volunteer.
Volunteer
The volunteer must:
• Work within the ethos of Catholic Mission.
• Carry out duties as per their Volunteer Agreement and/or Position Description.
• Participate in any training or information session required to carry out the volunteering
activity.
• Take responsibility for their own safety at work.
• Report incidents and hazards to their Supervisor (the Volunteer Coordinator).
• Adhere to the Catholic Mission’s policies, procedures and guidelines.
• Complete and/or sign the following forms and submit them to their Volunteer Coordinator:
o Form HR26 Volunteer Worker’s Agreement or Form HR38 Immersion Facilitator
Application & Agreement.
o Form HR01 New Appointment Form (NAF) or Form HR38 Immersion Facilitator
Application & Agreement.
o National Criminal History Check (NCHC) and/or Working with Children Check (WWCC)

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o Form HR04 Position Description (PD).
o Form HR39 Volunteer Weekly Timesheet and Activity List
o Form HR15W Worker (other than employee) Policy Awareness Acceptance
11.0.6 Deciding to use Volunteers
Volunteers can be a valuable supplement and support to workers. However, they should not be
asked to perform essential jobs or jobs that paid workers are or should be performing.
The following should be considered when deciding to use volunteers:
• Why are volunteers being sought/what is the rationale for volunteer involvement?
• What specific roles do you envisage volunteers undertaking?
• Have volunteer position descriptions been developed?
• What are the inherent risks to clients, volunteers, paid staff and the organisation in performing
these duties involved? (ie. is handling of finances or working with vulnerable people, etc.)
• How will these risks be controlled?
• What provision is there for the organisation to fund volunteer programs, for example, a
Volunteer Supervisor to oversee volunteers, out of pocket expenses and recognition programs,
etc?
• What are the training requirements for the volunteer program and how will these be funded
and monitored?
• What provision is there for the organisation to provide the volunteer program with adequate
resources such as office space, furniture and tools and equipment?
• How will paid employees be involved in the introduction of volunteers? Volunteers should be
introduced to a supportive environment.
11.0.7 Volunteer Position Description
It is important for both Volunteers and Volunteer Coordinators to know what the volunteer is
expected to do. This will clarify the skills and/or experience required by the volunteer. It will also
clarify the actual scope of the work required to be done by the volunteer. It is important that a
volunteer does not work outside the scope of the work, as this can cause risks to health, safety and
wellbeing.
The Volunteer Coordinator should develop a Position Description that specifies the following:
• The tasks to be carried out by the volunteer.
• The work location.
• Time(s) of work.
• The name and contact details of the Volunteer Coordinator.
Refer to Form HR04 Position Description. If the position description is small (with 2-3 main goals) it
can be incorporated into the Volunteer Worker’s Agreement Form.
11.0.8 Background Checks of Volunteers
The Volunteer Coordinator must determine whether background checks of the volunteer are
required.

2015May 27
11.0.8.1 National Criminal History Check (NCHC)
In general, a NCHC is required if a volunteer is required to:
• Handle cash;
• Handle finances;
• Visit people in their homes;
• Work with vulnerable people (a vulnerable person is defined as child under the age of 18 years or
an adult who is experiencing disadvantage and accesses a regulated activity or service in relation
to the disadvantage or a cognitively impaired person).
For example, any volunteer working within Catholic Mission National Office or Diocesan Offices
within an administrative capacity (back office function) are required to undergo an NCHC.
Any speakers (for World Mission month) in parishes, are required to undergo an NCHC.
Refer to Form HR19 National Criminal History & Working with Children Checks Information Sheet for
information on how to obtain an NCHC.
11.0.8.2 Working with Children Check (WWCC)
In general, a WWCC is required when a volunteer is in a front line position:
• Such working with children (defined as persons under 18 years of age); and
• Where the work involves direct unsupervised contact with children
o That is, contact that is not incidental to but normally part of providing a service or activity for
children.
o Contact can be physical contact, face to face communication or within eyeshot when
providing services or activities for children.
For example, any volunteer working within the Immersions programs (as a facilitator) or within the
Homework Help program as a tutor/helper requires a WWCC and NCHC.
Refer to Form HR19 National Criminal History & Working with Children Checks Information Sheet for
information on how to obtain a WWCC.
11.0.8.3 Unfavourable Results from NCHC or WWCC
If the National Criminal History Check (NCHC) returns an unfavourable result, the Volunteer
Coordinator must consider the result in the context of the work that the volunteer is required to
perform, the length of time that has passed since the offence, and the volunteer’s current lifestyle
and attitude to the offence.
It is recommended that the Volunteer Coordinator discuss the above with the volunteer prior to
making a decision regarding the suitability of the volunteer for the tasks to be carried out.
If the Working with Children Check (WWCC) returns an unfavourable result the applicant is barred
from ‘working’ with children.
NOTE: Information gained through this process is to be kept confidential, and care must be taken
not to inadvertently unlawfully discriminate against the volunteer.

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11.0.9 Supervision of Volunteers
The Volunteer Coordinator must decide how and to what extent the volunteer(s) should be
supervised. The level of supervision will depend on the activity being carried out by the volunteer,
the work location and the skills, knowledge and experience of the volunteer.
The Volunteer Coordinator will be required to manage the volunteer on a day-to-day basis and
report any issues that arise to the Director of the Unit.
11.0.10 Recruiting Volunteers
Volunteers can be recruited in many ways. Some of these are:
• Word of mouth
• Through work colleagues
• Internal advertisements
• Church bulletins
• Advertisements in local newspapers
• Websites
• Social media (eg. Catholic Mission’s Facebook page)
The Volunteer Coordinator will need to determine the most appropriate method(s) to recruit
volunteer(s) depending on the situation.
Requests and advertisements for volunteers should include the following information:
• Name of the Organisation.
• Specify that the role is for volunteers.
• Brief description of the activities expected to be carried out.
• The location where the activities are to be carried out.
• The time span during which the activities are to be performed.
• The requirement for a National Criminal History Check and/or Working with Children Check (if
applicable).
• Name of the contact person from whom more information (e.g. a Position Description) can be
obtained
It suggested that you use the following form to assist you in putting together an advertisement:
• Form HR07 Position Advertisement Template
11.0.11 Commencement of the Volunteer
After the results of the required checks (NCHC and/or WWCC) have been completed by the individual
and submitted to the Volunteer Coordinator, the Volunteer Coordinator must acknowledge that the
volunteer has been accepted by sending the volunteer a copy of the Volunteer Worker’s Agreement
along with a Position Description (if job has number of duties bigger than 2-3 points) as confirmation
of role and requesting that the Volunteer sign these documents and send back a copy to the
Volunteer Coordinator. A template for the email can be obtained from the HR Director.
The Volunteer Worker’s Agreement is an agreement between Catholic Mission and the volunteer and
sets out the expectation that Catholic Mission has of the volunteer in regard to:
• Confidentiality;
• Adherence to any policies, guidelines, procedures and any other reasonable direction;
• General conduct; and
• Ending the volunteering agreement.

2015May 27
Once the Volunteer commences, it is important for the Volunteer to:
• Complete and physically sign Form HR01 New Appointment Form.
• Complete and physically sign Form HR15 Conditions of Employment / Policy Awareness
Acceptance Form.
11.0.11.1 Preparing Work Tools for the Volunteer
To ensure that a worker is ready for work from Day 1, the Volunteer Coordinator must ensure that
their work tools are ready for use. This may mean that the volunteer has access to the appropriate
computer equipment, etc. These include:
Tool Provided by…
Email connection and Email address is
provided.
• By submitting Form IT01 New and Exit User IT
Request.
Extranet login access is provided. • Obtained from the Digital Specialist in the
Communications Department.
iMIS password, if required, is provided. • Obtained from Donor Services Team Leader.
Office keys/code(s) are provided. • In National Office, obtained from Office
Manager.
• In Diocesan Offices, obtained from Diocesan
Director.
Security Alarm code is provided, if required. • In National Office, obtained from Office
Manager.
• In Diocesan Offices, obtained from Diocesan
Director.
11.0.11.2 Induction Kit
It is important for the volunteer to have an Induction Kit that they can call their own on Day 1. This
folder should contain the following:
Document Where it can be found
Organisation Related
a. Mission, Values & Guiding Principles of
Catholic Mission
• Available for download from the Extranet /
Policies & Guidelines / Human Resources /
HR01 HR Introduction.
• Expectation that the volunteer will work
within the ethos of Catholic Mission.
b. Catholic Mission Strategic Plan • Available for download from the Extranet /
Main Folder / Organisation / Strategic Plan.
c. Diocese / Unit Operational Plan • Available for download from the Extranet /
Main Folder / Organisation / Operational
Plans.
d. HR Conditions of Work • Available for download from the Extranet /
Policies & Guidelines / Human Resources /
HR04 Conditions of Employment.

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e. Organisational Chart • Available for download from the Extranet /
Main Folder / Organisation / Organisational
Chart
Individual Related
f. Form HR26 Volunteer Workers’ Agreement
or form HR38 Immersion Facilitator
Application & Agreement
• Completed by the Incumbent and
submitted to HR.
• Stresses the confidential nature of the role.
g. Form HR04 Position Description • Completed prior to advertising the Position,
early in the Recruitment & Selection
process.
h. Form HR01 New Appointment Form (NAF) or
Form HR38 Immersion Facilitator Application
& Agreement
Forms.
i. Form HR15W Worker (other than employee)
Policy Awareness Acceptance:
o Code of Conduct
o Work Health and Safety
o Workplace Bullying and Harassment
o Anti-discrimination
o Use of IT Systems (if applicable)
Forms.
j. Form HR39 Volunteer Weekly Timesheet and
Activity List
Forms.
k. Form HR14 Orientation Day 1 Checklist • Available for download from the Extranet /
Forms.
Office Related
l. Emergency Evacuation Diagram • In National Office, provided by Office
Manager.
• In Diocesan Offices, provided by Diocesan
Director.
m. Security Alarm Password • In National Office, provided by Office
Manager.
Director.
n. Office Keys/Codes/Passwords • In National Office, provided by Office
Manager.
• In diocesan Offices, provided by Diocesan
Director.
Other
o. Any localised document indicating:
o Location of local Eateries.
o Location of Banks.
• In National Office, provided by Office
Manager.
Director.
You can encourage the new worker to place any information they feel is important in their Induction
Kit.
In order to complete Form HR15 Conditions of Employment / Policy Awareness Acceptance, the
volunteer will have to have access to the Conditions and the key policies. These can be provided to
the volunteer as part of the Induction Kit (folder) or on the Extranet.

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11.0.11.3 Timesheet and Activity Records
All volunteers will be required to keep records of the date when they carry out activities, the time
they start and the time they finish. This should be maintained on Form HR39 Volunteer Weekly
Timesheet and Activity List and submitted to the Volunteer Coordinator on a weekly basis.
This is important as Catholic Mission needs to know exactly when the volunteer was engaged in
activities for health and safety purposes.
11.0.11.4 Work Health and Safety
It is important for the Volunteer Coordinator to recognise that Catholic Mission owes the same duty
of care to volunteers as to any other worker. For this reason it is important for them to make sure
that volunteers receive adequate induction and information with regards to health and safety.
The volunteer should also be aware that while they work in Australia they are covered by Catholic
Mission’s Worker’s Compensation Insurance policy and those travelling overseas are covered by
Catholic Mission’s Corporate Travel Insurance policy.
11.0.11.5 Skill/Knowledge Development of the Volunteer
The Volunteer Coordinator must discuss any skill/knowledge development needs with the volunteer
and how these will be addressed. Form HR33 Performance Development & Review (PDR) could be
used to monitor performance and learning and development objectives of Volunteers.
11.0.11.6 Volunteer Expenses
The Volunteer Coordinator must re-iterate that all reasonable and proper expenses incurred by the
volunteer in carrying out their duties will be reimbursed with prior authorisation and on presentation
of supporting tax invoice receipts. In some circumstances a stipend may be paid in lieu of expense
reimbursement. This is a flat amount paid either per day or per visit or similar as agreed in advance
and is intended to cover all expenses incurred without the need to provide receipts or other
documentary evidence of the expense.
11.0.12 Recognising Volunteers’ Contribution
One important way of encouraging your volunteers to remain with Catholic Mission is to give them
adequate recognition. To be effective, recognition should be consistent and ongoing. The Volunteer
Coordinator should determine the ways in which volunteers will be recognised. This can include:
a) Certificates of service
b) A morning tea, lunch or dinner for volunteers
c) Offering opportunities for additional training
d) Offering to act as a referee if the volunteer is seeking employment
Refer to Catholic Mission’s HR07-7.1 Reward and Recognition Policy for more ideas on recognition.
Note: Care must be taken when determining how to recognise volunteers. Providing a benefit or
payment to volunteers may change their status to that of an employee. There is a risk that a
volunteer may later claim that they are, or were, an employee, particularly if they have received
some form of compensation.

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11.0.13 Ending the Volunteering Relationship
A volunteer may refrain from volunteering at any time.
If the volunteer no longer wishes to carry out that role they should provide the Volunteer
Coordinator with reasonable notice, where the interpretation of reasonable will depend on both the
nature of the service provided by the volunteer.
If the volunteer no longer wishes to carry out that role they must:
• Complete and submit to the Volunteer Coordinator Form HR37 Volunteer Termination Advice;
• Return any confidential information;
• Return any identification badges, etc.
Catholic Mission will, upon request, provide:
• Statement of Service.
Catholic Mission may offer to:
• Provide references;
• Conduct an exit interview to obtain feedback on the volunteering experience.
A volunteer may be asked to leave if:
• There are no further activities that are required to be done;
• The focus of the services provided by the volunteer program shifts;
• A volunteer fails to maintain appropriate standards of conduct ;
• A volunteer lacks the necessary skills for the position;
• A volunteer breaches safety or confidentiality guidelines;
• A volunteer breaks the law.
If it becomes necessary to deal with inappropriate conduct on the part of a volunteer, it may be
necessary to conduct a workplace investigation (refer HR-PRO-016 Workplace Investigation) and to
take the appropriate action.
11.0.14 Complaints
Volunteers should address any complaints to the Volunteer Coordinator.
Incidents and hazards relating to Health and Safety must be reported according to the Volunteer
Coordinator via Form HR36 Incident /Hazard Report & Investigation Form.
All other complaints will be addressed according to HR-PRO-011 Grievances procedure.
11.0.15 Reviewing the work done by Volunteers
At the end of any activity that involved significant use of volunteers it may be beneficial for Catholic
Mission to review the use of volunteers, with a view to learn and improve the way this was done.
Volunteer Coordinators may need to consider the following:
• Did the use of volunteers meet Catholic Mission’s requirements and the identified objectives?
• Feedback from volunteers, paid employees and donors/clients regarding their views on the use
of volunteers and the activities that they carried out.
• Did the volunteering experience meet the volunteer’s own goals? What is the satisfaction level
of all concerned?

2015May 27
• Retention rate of volunteers and adequate ongoing number of volunteers to meet the Catholic
Mission’s requirements.
• Was sufficient induction and training given to the volunteers?
• Were adequate resources made available to the volunteers?
11.0.16 Records
Catholic Mission must maintain work records within the Worker Digital File and within the Worker
Database. Access to them is by permission of the Catholic Mission’s HR Director, which must retain
records in accordance with the relevant Commonwealth, state or territory legislation. These records
should include as a minimum:
• Form HR26 Volunteer Worker Agreement OR Form HR38 Immersion Facilitator Application &
Agreement
• Form H04 Position Description signed
• Form HR01 New Appointment Form OR Form HR38 Immersion Facilitator Application &
Agreement
• Form HR 37 Volunteer Termination Advice
• Form HR39 Volunteer Weekly Timesheet and Activity List
• Form HR15W Worker (other than employee) Policy Awareness Acceptance
• Form HR33 Performance Development and Review (PDR) - (primarily as a means to list
Performance Objectives and Learning and Development Objectives
• Form HR36 Incident & Hazard Report and Investigation – for any incidents
• National Criminal History Check (NCHC)
• Working with Children Check (WWCC) if required

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