How We Work With Organisations
Our Procedures for Working with Organisations
Carlow Volunteer Centre works to support the volunteer-involving capacity of voluntary groups based in County Carlow. When an organistion makes contact with the Volunteer Centre, we will respond by offering to visit the organisation to gather information on the opportunities available, their general area of work and their ethos. The organisation must provide evidence that they are a not-for-profit organisation and that they support equal opportunities.
Please note Carlow Volunteer Centre:
- operates an equal opportunities policy to attract a wide range of individuals from a variety of different backgrounds and with different abilities and aptitudes
- will work to identify the most appropriate volunteer for the opportunity available, and will require the assistance of the organisation in identifying the skills and qualities required
- cannot directly provide training to volunteers, but the organisation will be advised of all forthcoming training activities arranged by the Centre for volunteer managers
- does not screen or vet volunteers coming through our Placement Service. Organisations are strongly recommended to conduct screening and selection processes for new volunteers, and we are happy to provide advice on how to establish the most appropriate processes.
- provide references for prospective volunteers and will advise organisations to carry out their own background checks.
When an organisation wishes to recruit volunteers through Carlow Volunteer Centre:
- Details on the role and the level of support available to the volunteer will be discussed, captured on the Organisation Registration Form and recorded on the Database.
- If appropriate, the organisation’s training requirements will be discussed, and they will be offered assistance in developing a volunteer policy.
- Enquiries to register and requests for information from organisations will be responded to within 3 – 5 working days.
- When a suitable volunteer is identified, the Placement Officer will pass on the volunteer’s details to the nominated person in the voluntary organisation. The organisation will be encouraged to meet the prospective volunteer for an informal chat to ensure their compatibility with the organisation and the role.
- All organisations registered with the Centre will be contacted bi-annually to seek feedback on the services offered by the Centre and how they might be expanded, enhanced or adapted to better meet local needs. This meeting will also discuss the organisation’s volunteer involvement procedures, and will be utilised as a development opportunity for the organisation. A checklist of points to be discussed will be employed to ensure the development of best practice. Updates will be noted on our database.
Registering Opportunities
Any organisation seeking to recruit volunteers for a volunteering opportunity via Carlow Volunteer Centre must first register with the Centre following the procedures outlined above.
Details on the role and the level of support available to the volunteer will be discussed, captured on the Organisation Registration Form and recorded on the Database. This information will include:
- Tasks involved
- Skills and qualities required
- Time commitment required
- Policies in place
- Details on insurance cover
- Checks and screening to be undertaken
- Training and support available to the volunteer
- Primary contact person for the opportunity
Organisations will be encouraged to develop a written Role Description for any opportunity they register and to provide additional information to any volunteers referred to them that may be relevant.
The organisation contact person will be requested, when registering an opportunity, to inform Carlow Volunteer Centre when the opportunity is no longer available, and to update the Centre on any changes related to the role. All updates will be noted on our database.
Carlow Volunteer Centre will periodically review the list of opportunities registered with it, to ensure the information is accurate and up to date. Any opportunity no longer available will be deactivated at this point.
Carlow Volunteer Centre is committed to registering a wide range of volunteering opportunities to facilitate the broad and equal involvement of all kinds of volunteers cognisant of varying of skill levels, availability, and interests. Staff will periodically review the categories of opportunities registered (utilising the Salesforce database) and will endeavour to ensure a range of opportunities in each category.
Once-off Opportunities Procedures
Generally, the procedure for registering once-off opportunities is as outlined above, however the additional procedures also apply:
- Organisations will be requested to provide at least two week’s notice of any once-off opportunities. Organisations who do not provide this level of notice will be informed that it is unlikely that Carlow Volunteer Centre will be able to assist.
- Approximately once a month, a text message outlining the month’s upcoming opportunities will be sent to all volunteers who have registered for this service.
- Carlow Volunteer Centre will periodically communicate with once off volunteers to confirm their interest in staying on the list, and to request feedback about the service.
- A poster outlining upcoming once-off opportunities will be developed and advertised in Carlow Volunteer Centre and other locations around Co Carlow and details displayed on the website.
