2 Recruit

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2.RECRUIT

On this page, you will learn about the RECRUIT stage of the volunteer lifecycle and how to apply this to various TSA volunteer types. This page will have 2 components

  1. Overview of recruit - the general principles you should know in the recruitment stage
  2. Volunteer types: unique processes and/or resources

Tip: don't forget to click on the volunteer type(s) you are looking to engage to ensure you have all the information and resources needed to effectively recruit volunteers. 


You don't want any of your planning efforts to go to waste, so it's important you use that information to find the right person for the volunteer position. Recruitment is a considered approach that takes time.

You may already have someone in your current team who is interested and meets the criteria. If this is the case, you may not need to actively recruit. We would still recommend screening and interviewing the interested person. 

If there are no known suitable applicants, you will need to actively recruit for the volunteer position. 

There are two key steps to successfully recruiting the right person: 

  1. Advertise
  2. Screen and interview 

Advertising the position is the first part of recruitment. You have a number of options for advertising the position, both online as well as local advertisements. Before advertising, you should have a Position Profile or Activity Brief completed. If not, please go back to Plan

Online options include: 

  • TSA website 
  • Seek Volunteer 
  • University Job Boards 
  • Industry-specific platforms 
  • Social media (a cost may be attached) 

To recruit online, complete the Request to Advertise form or contact VR Helpdesk to discuss your options.

Local options include: 

  • Word-of-mouth
  • Contact your VRA to discuss local recruitment strategies
  • Local flyers 

Note: individual sites cannot host their own Seek Volunteer ads online. Any advertisements must be endorsed by VR before being hosted. The VR Helpdesk can help you facilitate this. 

Screen 

  • Review the applicants who have applied to the position and identify who best meets the outlined criteria 
    • It is recommended to prepare a set of short questions to ask the applicant prior to the interview. These questions should be brief and relevant to the role. See Recruitment Email Screener.
  • Create a shortlist of applicants you will progress to the interview stage 

Interview

Interviews can be conducted in a number of ways, for example: 

Interview type Appropriate for
Face-to-face Appropriate and preferred for all volunteer positions 
Virtual All roles (not applicable for child-related and/or vulnerable person-related positions) 
Phone Once-off & event volunteers (not applicable for child-related and/or vulnerable person-related positions) 
Online Questionnaire Once-off & event volunteers (not applicable for child-related and/or vulnerable person-related positions) 

To conduct a successful interview, you will need to: 

    1. Prepare 
    2. Conduct
    3. Reflect 
Step Actions
a) Prepare

Note: if it is a child-facing position, you are required to ask specific questions - please contact your Safeguarding Consultant. 

b) Conduct
  • Welcome the person 
  • Provide information about TSA and your mission expression/program
  • Provide a copy of the Volunteer Position Profile and discuss the position 
  • Ask your interview questions and note answers in your guide 
  • Allow time for questions 
  • Confirm next steps and thank the person for their time 
c) Reflect

Ask yourself these questions: 

  • Does the person meet the criteria of the position? 
  • Are they motivated and genuinely interested? 
  • Are they a good match in terms of character, competency, a good cultural fit with your team? 

 

 

VR Tips: 

  • When interviewing, you cannot ask questions that can result in discrimination or bias. It's a good idea to send your Interview Guide to your VR Advisor for feedback before conducting the interview. 
  • If background checks are required for the role, this should be highlighted in the interview and Position Profile. 
  • Interviews can make people nervous, conduct the interview in a quiet room and offer a beverage to help ease the person into the interview. 
  • Communication is key! Even if someone is not successful in progressing, you should let them know as soon as possible. 

Corps-facing

Corps-facing position will usually be filled by Corps folk. This usually means that active recruitment isn't necessary. 

While the above 'screen and interview' principles are applicable, the way it is conducted may be more informal due to the long-term relationships built within Corps setting. 

Note: If the position is child-facing, specific child-related questions must be asked. Please consult with your Safeguarding Consultant. 

 

Recruitment resources:

Community-facing

All of the above principles apply for all community-facing positions. Each step should be followed to ensure you find a great match for the position. By having a really considered approach to recruitment, this will help make the engagement more meaningful. 

Note: If the position is child-facing, specific child-related questions must be asked. Please consult with your Safeguarding Consultant. 

Recruitment resources:

Student Placement

Recruitment for Student Placement Volunteers can be quite a unique experience from what is described above. Placing students can be either planned or reactive. 

Planned
  • A required position has been identified via the Plan stage and a Position Profile created 
  • The required position is then submitted to your preferred education providers to advertise. 
Reactive 
  • An education provider or student directly makes contact with you seeking a placement opportunity 

Where it is planned: once you receive a list of prospective students, you should follow 'screen and interview'. 

In a reactive situation: you should go back one step to Plan and follow:

Clarify: is there a need for a student placement in your team? 

Assess: can you adequately support this person? 

Review: articulate the requirements in a Position Profile. 

Once you have completed this, and have determined there is an appropriate opportunity you should follow 'screen and interview'. 

Note: If there is no opportunity available, you should not feel obligated to create one, kindly thank them for their offer and decline. 

Recruitment resources:

Work for the Dole

The parties involved in Jobactive services are organised into regions. Each Jobactive provider is assigned job seekers for which they must find employment, training or work for the dole placements (“approved activity”)Therefore, work for the dole activities are organised through a local Jobactive provider. You will only need to partner with one Jobactive provider who then becomes yourLead Provider. The role of Lead Provider is to fulfil all the placements you are offering to host, or if they can’t, the Lead Provider will liaise with other Jobactives to fill the positions at your site.

Note: If EPlus is a Jobactive provider in your region, then they must be given preference for any WfD agreement.

Recruiting WfD volunteers in practice looks like: 

  1. You will notify or respond to your Jobactive Provider of choice regarding potential WfD placement(s). 
  2. The Jobactive provider creates a WfD proposal that confirms the placement(s) for the activity, completes a risk assessment, agrees to a budget and sets days/times for the length of the activity. 
  3. The identified Lead Provider expresses interest and forwards the 'Activity Host Organisation Agreement' to you (the Host Organisation). 
  4. You will then need to send the Activity Host Organisation Agreement to TSA DHQ Contract Services for approval and signing. 
  5. The Activity Host Organisation Agreement is signed by TSA DHQ Contract Services and the Lead Provider.
  6. The Placement is required to be filled within 10 days of the agreement being finalised and completion of integrity checks by the Lead Provider. If job seekers are not available at the start date of the agreement, the fees will usually be applied at a  pro-rata rate (as outlined in the Host Agreement).

Other Government Sponsored

It is extremely rare that you would specifically recruit for this category of volunteers. Typically, Other Government Sponsored Volunteers are represented by a third party who will approach TSA sites looking for opportunities to place their client. 

There will often be limitations to the way we can screen and interview people who fall into this category. It is highly recommended you speak to your VR Advisor and seek assistance. 

Corporate

Engaging with corporates can both be both planned and reactive. 

Planned 
Reactive 
  • Corporates directly make contact with you looking for an opportunity.   

Where it is planned: you will need to 

1. Advertise (see above).  VR can assist you in advertising the opportunity through a number of different platforms. We can also make contact with Corporate Partnerships to determine if there is already an interested group.

2. Screen (see above). There is no requirement to interview each interested group as the matching process is a more simple one. What you are looking for is a corporate group who can meet the requirements of your Activity Proposal ie. the date, time, group size, cost (if requested) etc. 

In a reactive situation: you should go back one step to Plan and follow:

Clarify: is there an activity available at your site the corporate can assist with? 

Assess: can you adequately support corporate volunteers?  

Review: articulate the requirements in an Activity Proposal. 

Once you have completed this, and have determined there is an appropriate opportunity you should screen to ensure they're meet the requirements outlined in the Activity Proposal.

Note: If there is no opportunity available, you should not feel obligated to create one, kindly thank them for their offer and decline. 

Recruitment resources:

VR Tips 

  • Some corporate groups will have a budget to cover the cost of the day. Discuss any costs associated with your activity with your VR Advisor. 
  • If you are unsure if you can engage a specific corporate group, please contact your VR Advisor to discuss. 
  • Note: corporate groups must meet our insurance requirements. Please speak to your VR Advisor if you have questions.  

Once-off & Event

The Recruit phase for once-off and event volunteers still follows the above principles, however, it will be slightly condensed.  

Advertise: see above. 

Screen and interview

  • When advertising, the VR team will highlight the main criteria required for the position and people will self-determine their suitability before applying 
  • As the engagement is short with this category of volunteers, the screening and interviewing will be less structured. You will still need to determine who will progress and make contact with unsuccessful applicants. 
    • We suggest having a short email or phone screener to help both you and the applicant determine a good match. 

Recruitment resources: