Recruiting and managing volunteers

Charities and groups

01. Getting ready to recruit

Before you start recruiting, you should consider the following:

Do you have a volunteer role description? Having full descriptions will help you attract the right person and will make it easier to advertise the opportunity. For more information about volunteer role descriptions, visit our Developing and advertising volunteer and trustee roles page.

Does your role require DBS checks, and at what level? Who will carry them out? We can advise you on this – find out about our DBS check service on our Policies page or get in contact on info@communityimpactbucks.org.uk

Do you have a volunteer induction process in place? For example, which policies will you share with your volunteers and do they need training? See our tips about onboarding volunteers below.

Have a look at the sample templates and guides on the Developing and advertising roles page

Need volunteers?

02. Recruiting your volunteers

Once you have the role descriptions and induction process in place, you are ready to start looking for volunteers. We have pulled out four ways to advertise your roles but for more ideas, visit our Developing and advertising volunteer roles page.

Register your roles with Volunteer Bucks, a free platform which connects organisations looking for volunteers with people who are looking for roles in the county.
Use specialist advertising platforms such as Reach Volunteering and Do-it Life.
Tap into existing volunteer networks – if you already have volunteers supporting you, they could encourage their friends and family to also join your organisation.
Spread the word via social media and reach a wider audience.

03. Onboarding volunteers

Your volunteering strategy and recruitment programme need to be underpinned by key policies so that you offer a safe and inclusive environment for your volunteers. You must include the following in your volunteer induction:

Safeguarding policy
GDPR and Data Protection policy
Health and Safety policy

Information on these policies and more can be found on our Policies page.

Did you know?

A volunteer agreement is also a key resource to help you and your volunteers know what to expect from each other. Agreements set out what your organisation will offer your volunteers, and what you hope to get from them.

Volunteer agreements should avoid sounding like employment contracts, and should include expectations, not obligations. For advice on what should be included, read the National Council for Volunteering’s guide on writing a volunteer agreement.

It is also important to manage volunteers’ expectations from the start around the training and onboarding processes – for example how long the induction process is likely to take.

Get tailored advice

If you need support for your not-for-profit organisation, or know of a charity or voluntary group that would benefit from our bespoke support, complete our Request Support form.

04. Looking after your volunteers

One of the best ways to retain volunteers is looking after them and letting them know their time is well spent and that their contribution is valued. You can do this by:

Offering ongoing support and training

Having a named supervisor, or volunteer manager, who checks in with them regularly

Being flexible – volunteers aren’t employees, and they might want to reduce or increase their volunteering hours at short notice

Looking after their mental and physical wellbeing – Buckinghamshire Mind and Community Impact Bucks produced three training videos to support volunteers’ wellbeing. Visit our Volunteers page to access this resource.

05. Useful resources

Resources for developing volunteer roles and strategies

Download the Community Impact Bucks – Volunteer Role Description Template
Download the Community Impact Bucks – Guide to recruiting young volunteers
Download the Community Impact Bucks’ Involving Volunteers Checklist
Visit NCVO to read NCVO – Writing a Volunteer Strategy
Visit NCVO to read NCVO – Writing a volunteer agreement

Resources for recruiting and managing volunteers

Visit NCVO to read NCVO – Recruiting Volunteers
Visit our Policies page for information on safeguarding and DBS checks

Guidance on retaining volunteers

Download our Top Tips for Retaining Volunteers

Information about employer-supported volunteering

Visit NCVO website to access NCVO – Employer-supported volunteering
Download ESV Network’s guide – Charges for Employer-supported volunteering

Volunteer research

Read the key findings of our research, Engaging Volunteers 2023, on our News & Insights webpage.

Governance guidance

Good governance is key to your volunteering programme as it sets out legal requirements and compliance required for you to achieve your objectives. Here are the key things we think you should consider:

Visit NCVO for its practical and step by step guidance to help you manage volunteers and the process of volunteering well
Go to our Governance page for an overview of governance
Go to our Policies page for an overview of policies
Go to NCVO’s website to access advice on how to help your board meet its responsibilities
Go to the DIY Committee website to get an overview of roles and responsibilities of management committee members
Visit the ICO website for UK GDPR guidance and resources

Volunteer insurance and expenses

Visit the NCVO website for information about volunteer insurance
Go to the ABI website for advice on insurance for volunteer drivers
Go to the NCVO website for guidance on volunteer expenses

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