Interviewing and Screening or maybe Screening and Interviewing
Interviewing and Screening or maybe Screening and Interviewing plus a little risk managment Carol Dixon For Better at Home
I look like this
This is the first of four Volunteer Management webinars Interviewing & Screening - today Recruitment - May 7 Recognition & Retention - June 25 Dealing with the Difficult - September 17
In the next hour Today you are all muted and can ask questions when you think of them by typing them into the question box on the right hand side of the screen. • • • I will talk for about 20 -25 minutes Formal break for questions I will talk for another 20 minutes or so More questions Power point will be emailed to you by Camille
Your application Absolutely everyone completes your volunteer application or enrollment form. It forms the basis of your volunteer file.
Inform potential volunteers that there are steps in becoming a volunteer - a successful police record check is required. - an individual interview - references to be provided Thru Victoria or local?
Better at Home Rules for Interviewing and Screening Rule number one Each volunteer shall complete a police check. There is only one rule
I think you need a few more rules • All candidates will attend a personal interview and provide two references • All candidates will attend an orientation / introductory training session • All candidates agree to a 3 month probation period • All candidates will agree to attend periodic / ongoing training • All candidates will agree to keep track of their hours/visits and report these back
In addition • Do you want them to get flu shots? • How often do you need them to report in? and what will happen if they don’t? • What format would be best to communicate?
I think it is a good idea • To start talking about ongoing communication from the very beginning. No surprises And if it turns out to be a problem, you can always say that it was always a condition of acceptance
You need to be aware of boundaries particularly when you properly match volunteers and clients. From the beginning and reminding volunteers that they are friendly with the client and not friends of theirs.
It is the nicest people • That often get into trouble or have difficulty with boundaries, their natural helpful personality (part of why you picked them in the beginning) will want to, maybe, be more helpful than you would like.
Is it okay? • If your home visiting volunteer follows the client to the long term care facility? • If your driving volunteer stops by the bank on the way to the appointment? • If your telephone buddy calls a couple of her clients from home in the evening?
Position Description Development • You should have completely written up the volunteer position description before doing anything else – How else do you know what to look for? – Adults want to do a good job, a position description and training will help them do that – It will help your volunteers know what they are not supposed to be doing
Of course, position descriptions change. Especially with brand new programs but you absolutely need a starting point to make your volunteers feel comfortable. Risk management here too And a volunteer handbook.
Add screening to every step • Starts with the development of the volunteer role • Then the telephone conversation (or email conversation) from a potential volunteer. • The setting up of the interview • The interview follow up • Attendance/attitude at training
Of course Confidentiality • • Volunteers dating clients* Conflict of interest Training / continuing education requirements Alcohol and/or drug use Smoking Scents Respectful behaviour
“special” volunteers In some programs the vast majority of the volunteers were, at one time, clients. Can current clients be volunteers? What about staff? Can staff be volunteers too? Think about group/family opportunities
Paper trail • Checklist • How long to keep application after gone • Volunteer file should contain at minimum – – – Application Police check Reference checks List of education sessions attended Any awards received • Volunteer management software
Be aware of what you write • Write only what you want to live in the file forever – Not cute shoes, nice car, husband a dentist – J for jewellery
Policy sample You should have policy to back up your minimum standards. There a couple of good books available notably By Definition: Policies for Volunteer Programs by Linda L. Graff
• Type interview into You. Tube and get 60, 400, 000 responses – but only do this if you have hours and hours …
• http: //www. youtube. com/watch? v=_Jobr 5 Xjj. I • About STAR
Questions?
A bit about managing risk Good volunteer management has risk management built into the program, it is not an add-on. Risk management is the approach you should take when doing all of the functions you are already doing.
In my program • We have looked at each of the volunteer roles and determined a numerical number for the level of risk. • Then we screen every volunteer to that level because, to most staff, all the volunteers are the same
In your programs • They may not be the same opportunity for your volunteers to be moved from one position to another. • But, if you are going to email all your volunteers and ask them to help drive orphans to a children’s holiday party you may want to ensure they are all screened the same.
One more You. Tube • http: //www. youtube. com/watch? v=BLAEu. VS Al. VM
I find it easiest To remind myself on a regular basis that I work for the clients that we are serving. Of course, I work for my boss and the volunteers and the board and a few other peoples bosses but it is all a little clearer when I remember I am here to ensure the best possible experience of the clients.
Friends of your current volunteers • The interviewing and screening of these prospective volunteers are often referred to as the “halo effect”
We all have preferences • And tend to like people who are, well, like us
My own mistake • • • Well dressed Articulate Big shopping bag from exclusive store World travels I was charmed….
Accents • Research shows that Canadians love Australian accents and dislike German ones • However you need to always be able to assess communication skills so your clients would not be suffering through a visit rather than enjoying one.
The interview • You be ready, big deep breath.
Best practice • Would be that you would have a different set of questions for each different volunteer role. • Volunteers working with the public might have working with others/dealing with the difficult questions. • Volunteers working alone may have completing tasks in a timely way kind of questions.
Give them a chance Lots of people are nervous
In some cultures it is disrespectful to look you in the eye
In some cultures • It is boastful to speak of your largest accomplishments first • It is respectful to speak softly – and you should too • It is appropriate to aggressively pursue the opportunity you want
Be aware of your bias • On time/early/late • Appearance • Looking around • Email address
Use your question sheet • It’s easy to get distracted with an interesting volunteer • Explain the selection process – Not everyone is accepted – Can’t start until all clearances received – Match you with a different position – Place you with a partner – You will be documenting responses
Start with a review of their application • Clarify the information there, maybe a warm up question about where they live… • Then how did they get there (arrive at the interview) drive, bus, parking
Then onto your questions • What do they know about your agency? • What position are they most interested in? • What other work have they done? What did they like best about that? Using always “tell me more about that”
Just because you are asking open ended questions doesn’t mean that you don’t know what the answer should look like. There may be minimum points you want to hear, some even score interview questions
Example for visiting volunteer • Tell me why you are interested in visiting an elderly person. Minimally you might want a demonstrated interest in others some sympathy towards the elderly some recognition of loneliness
To score top marks • They have experience working with the elderly • They believe they can be part of a solution to loneliness • They understand they can’t fix everything • They understand the need to continue to communicate with you • They are willing to commit long term • They have a reference on their reliability
Ask about working preferences • Would they like to work with a group, on their own, with a partner? - maybe referring back to a previous role they have talked about.
Record not just responses • But were they interested? – Helpful – Pleasant – Moody – Evasive – Confused – Confident – Shy
Note your recommendation • • • Good for position Maybe a second interview Hold for a specific position Investigate further Refer to Not suitable at this time
Who can be a reference? • Not family – they are supposed to love you • Other volunteer positions/ employer / landlord • Should have known them for at least one year • We will email overseas references with a legitimate email address • We confirm written references
When calling a reference • • Identify yourself and your organization Describe the position/assignment Define level of vulnerability of the clients Outline required qualifications Ask open ended questions Record responses Check one or more…….
Police Checks • You are required to have a completed police check for all your volunteers. • I accept police/criminal record checks done for other agencies if they are less than 90 days old • Do you need to have the response back before they start? • What if the police check turns up something? • May need fingerprints for similar name $$
Here’s how I write a reference Carol Dixon has been a volunteer for us for x amount of time. She has worked in such and such a role and then describe that kind of work. You can then go on and say how highly you recommend or not. How others enjoyed working with her or not. How the clients benefitted from her attendance or not.
Gosh, that’s about it Questions? Start typing now if you haven’t already
Email me if you want • I’m happy to provide you with some samples or advice carol. dixon@shaw. ca
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