How to start a Volunteer Program

Download a copy of our sample volunteer's handbook - v1.0

Objectives of a Volunteer Program

  • To assist staff in providing an environment of warmth and cheerfulness that focus of the positive aspects of human life.
  • To expose residents to other people in the community other than staff.
Definition of ‘volunteer’:
A person who performs or offers to perform a service voluntarily

Tips to starting a Volunteer Program

A Diversional Therapist’s work would be enhanced if she/he were to develop and manage a ‘Volunteers Program’. Whether or not you have managerial skills the success of a volunteer program remains in the ability to recognise the potential of your community resources.

Some of the steps you may use for developing a volunteer program are:
  • Planning To plan a volunteer program talk to your manager regarding insurance policies and the legal and risk considerations your organisations may have to deal with.

    Next have a ‘brain storm’ with your colleagues and other care staff to identify clearly what to expect from volunteers. Write out ‘Job Descriptions’ to the identified tasks you will require from volunteers.

    For instance if you need a volunteer to visit a bed ridden resident think carefully what sort of attributes the person should have. A calm, patient and soft spoken person perhaps would do well.

  • Recruitment
    Find out the best sources in your community to successfully attract people to your organisation. It may be the local church, advertisements in the newspaper, word-of-mouth of employees, your organisation monthly newsletter (to attract family members), on line advertisements if you have a website and also recommendations from clients. You may also talk to the members of your local clubs such as the “Seniors Citizen’s Club” and distribute brochures from your organisation and explain what are you looking for.

    Screening candidates often involves background checks to see if it matches what was written in the application. There is a new legislation where volunteers are to have police clearance before being able to work in aged care, disability industry and child care industry. Check this out before proceeding with recruitment.

    When interviewing candidates make sure you listen to them attentively and encourage them to ask questions. Try to match the tasks with the skills of the recruit.

  • Orientation & Training
    The orientation is very important to provide volunteers with information which is required for them to perform their work safely and effectively. Talk about the background of facility, its Policies & Procedures and its operation.

    Make sure the person is given a copy of the ‘Fire Safety Precaution’ manual, ‘Workplace Health & Safety’ manual and ‘Volunteers Handbook” (sample provided in PDF form).

    Remind him/her to sign the ‘Confidentiality’ form. Be friendly and make them feel welcome. Take this opportunity to introduce them to other staff members. This will make the volunteers feel part of a team.

    The Training is the process of instructing volunteers on how to do their job. It would be helpful if other staff and volunteers could assist you with this task. Show them how to do the task by demonstrating it to them. Then observe them doing it. Instruct volunteer on what to do if an emergency or unforeseen situation arises.

  • Supervision & Evaluation
    Supervision of volunteers is essentially the same as for paid staff. However it would be better to establish from the very beginning who may supervise the volunteers. Will it be the Diversional Therapist or the staff working more closely with the volunteer? It can be either or both as long as it does not confuse de volunteer.

    Job performance feedback should occur on a regular basis in the first year and yearly thereof. The supervisor will ensure high standard of practice from volunteers by closely monitoring their performance.

    Evaluation should be based on the ‘Position Description’. Have a chat with the volunteer and go through the ‘Position Description’ point by point to find out if there is any doubt or confusion. Keep comments positive but clearly state any concern you may have. Encourage volunteer to approach you or management if in doubt.

  • Recognition
    Recognition is very important if you aim at keeping a low turn over of personnel. It is very frustrating to spend time training volunteers only to have them discontinuing work soon after. Find them a reason to stay. It is easier for volunteers to commit themselves to their job when they feel appreciated.

    There are many ways to show your appreciation: Certificates, awards, gifts, cards, name day celebration, and special night out. Recognise them publicly, among their peer groups. An annual ‘Volunteer Morning Tea’ is a good way to show your appreciation. Make it a special occasion by inviting your client’s relatives and asking them to bring a plate to share. Invite your management to give prestige to the occasion. Give out ‘Certificate of Appreciation’ to the volunteers and talk briefly about their good work.

    Be sincere, half-heartedly recognition will be detected and resented. If you don’t mean it, don’t do it. Be fair or you will undermine the motivation of some volunteers by rewarding others unfairly (volunteers not performing well).

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