4.INDUCT- Some volunteer positions may require activities to take place prior to the volunteer's first day/shift, for example, specific training. Commencement may be contingent on successful completion of training, ie. Positive Lifestyle Program training, Cultural Intelligence etc. If this is the case, you should let the volunteer know that while the formalities have been completed such as background checks and paperwork, completion of such activities/training is a prerequisite for commencing their volunteer position
- Complete a final check that the correct integrity checks have been processed correctly
- Organise all required workstations, resources, tools, etc. before the first day
Resources:
- Volunteer Name tag template
- Volunteer Paperwork and Pre-Commencement Checklist (coming soon)
The site orientation is one of the most important parts of a volunteer's first day, it is the stepping stone to the successful navigation of their new role and physical environment.
What you need to do:
- Upon arrival, greet and welcome the volunteer to their first day and to your site
- Collection of paperwork; ensure you have received a signed copy of all relevant paperwork including Mission Volunteer Position Profile; Mission Volunteer Agreement and any other forms required (ie authority to drive, signed student placement paperwork form)
- Double-check that all paperwork requiring a co-signature has been completed
- Outline any sign-in and sign-out procedures
- Introduce the new volunteer to your team. Use their name and let your team know what role the volunteer will be doing
Resource
VR Tips:
- If there are any unspoken rules at your site, ensure you inform the volunteer so they're aware of those details and dynamics. For example, if a certain coffee mug has been 'claimed' by a team member, share this with the volunteer.
This step will provide the volunteer with essential information relating to work health & safety training required to keep themselves, others and the workplace safe.
What you need to do:
- Download the Mission Volunteer Induction Checklist and Mission Volunteer Handbook. Click here for Mission Volunteer Print Pack.
- Using the Mission Volunteer Handbook, complete each item listed, ensuring you make it relevant to the role and your site. It is especially important to cover the WHS components at your site thoroughly. If you need assistance, please contact your WHS Consultant for additional support.
- This portion of the induction is your opportunity to discuss in detail:
- Code of Conduct
- Acceptable behaviour
- Boundaries of the role
- Expectations from both parties
- The rights of each party
- In conjunction with the volunteer, create a training schedule which sets out required training and timeframes for the next following shifts/days.
- To learn more about training requirements see Mandatory Training for Volunteers.
Before ending this part of the induction, ensure you show the volunteer where to find key documents such as the TSA Code of Conduct and other policies.
It is vital that the first day not be spent all on paperwork and formalities. The first day is your opportunity to show the volunteer the ropes and give them insight into their new role - this will help increase meaningful engagement!
- Using the Position Profile, explain the key tasks of the role and how it contributes to TSA mission delivery
- Don't stop at talking about the role - show the volunteer how and what to do.
VR Tips
- While you're showing them the ropes, take the opportunity to reinforce WHS requirements and how it should be applied
- The orientation of a mission volunteer to the role and tasks may take a number of shifts to complete. To achieve effective engagement is essential to provide ongoing support to mission volunteers and encourage them to ask questions.
- Once the checklists and training sheets have been completed, securely store them in the volunteer's record file.
- VR will be releasing the Record Management Procedure shortly.
Before the day ends, it is important to provide time and space for the volunteer to debrief, raise questions and concerns prior to ending their first shift.
Topics you should cover during debrief:
- Thoughts and feelings about their first day
- Answer any outstanding questions they may have
- Determine if they require additional support/ resources for their next shift
- Confirm next shift details
After the second shift, debrief on the following:
- How they feel they are fitting into the role and if it's meeting expectations
- How they're fitting in with other team members
- If there are any challenges or questions
- Create a plan for regular, ongoing check-in/debrief. Consult your VR Advisor for performance management resources