Informal interviews/ Informal chats
Before the interview
In the interview
After the interview
Volunteer interviews are a key recruitment tool, so it’s important to make sure both the interviewer and the potential volunteer are getting the most out of them. Any interview with a volunteer is a two way process, an opportunity for both parties to find out more about each other. In most instances it will differ from interviews for paid posts in that you will not be selecting from a number of people to fill one vacancy. This needs to be clearly stated to potential volunteers. If, however, it is actually a selection process and not all applicants will be taken on by the organisation, people should be made aware of this at the outset.
Whilst interviews for potential volunteers should be structured and organised, you should aim to make the experience more informal. For most people, ‘interviews’ are usually associated with seeking paid work, so the thought of being interviewed can be a daunting one, especially for people who have not been interviewed in a long time, such as the long-term unemployed. Some organisations describe interviews as ‘informal interviews or ‘informal chats’, and explain to the potential volunteer that it’s not the same as a job interview, and is a way for both the potential volunteer and the organisation to find out more about each other.
Before the interview
For an interview to be successful, it’s necessary to ensure that you’re thoroughly prepared for it. The first step would be to find out if the person coming in has any support needs or accessibility requirements, so that you can make any appropriate arrangements.
You may like to have a list of set questions to ask potential volunteers, to help make the interview process fair, equitable and consistent. Depending on the candidate’s answers, you may want to ask additional questions, so that you can gain a more rounded picture of the potential volunteer.
Make sure that you have any other relevant paperwork to hand, in case you need to refer to it. This could include the application form, and any other information that the candidate has provided, or information about the organisation/ volunteer role that you wish to provide the candidate with.
Ensure that you arrange a quiet room for the informal interview, where you will not be interrupted. Volunteer Managers often have very busy working lives, and a potential volunteer may not understand this and could view interruptions and distractions as a sign that you are not that interested in them. Also make sure that you set aside enough time for the informal interview.
Another way of making the interview more informal is to arrange the furniture in a way that looks less like a job interview. Some organisations may use two armchairs and a coffee table, whilst others may arrange a desk in an ‘L’ shape, so that the person conducting the interview is at right angles to the candidate, rather than facing opposite them.
Give yourself some time before the interview to set up the room, and read through the relevant paperwork. This will help you to mentally prepare yourself, so that you are ready for the interviewee when they arrive. Don’t forget to offer them a drink (such as tea, coffee or water), and if for some reason you can’t begin the meeting straight away, don’t keep them waiting longer than necessary.
In the interview
It’s a good idea to use the beginning of the interview to remind the candidate of the purpose of the meeting, and to check that you have their personal details correctly recorded. Let them know that anything they say will remain confidential. You can then explain how the interview process will work. For example, you may want to ask your questions first, and give the potential volunteer the opportunity to ask questions afterwards, or you may prefer the candidate to ask questions as you go along.
Essentially, the informal interview should be a two-way process whereby the potential volunteer receives enough information to decide whether they would like to volunteer with you, and you find out enough about them to decide if you are interested in taking them on. As well as outlining the volunteer role, you should provide some background information about your organisation, what you do and how you do it.
You may want to tell them about:
- The aims of the organisation and the role of volunteers
- The service user/ client group
- The role/ task description
- Training and support offered to volunteers
- How the volunteer will be supported in their role
- Your expectations of volunteers (including a brief outline of organisational policies that impact on volunteers, such as health and safety and codes of conduct)
- The days and times they could potentially perform the volunteer role. If there is a time limit on the role (eg for the duration of a specific project), then you should explain this too.
- Resources available to volunteers whilst they are volunteering for you
- The organisation’s commitment to Equal Opportunities
You may want them to tell you:
- What they like about the idea of volunteering with this particular organisation or doing this type of activity
- Their knowledge of the client group
- Their understanding of relevant issues concerning the service user/client group
- What they hope to gain from volunteering
- Relevant skills, interests and experience
- Time availability (both the organisation’s needs, and the time that the potential volunteer can offer to the organisation. If the volunteer is hesitant about making a big commitment, you may need to reassure them that you will only ask for a limited amount of their time)
- Resources they will need (for instance, do they have any additional support needs, do they need care costs to be reimbursed, do they require support from outside the organisation)
- Names of potential referees
- If offered the role, when they could start
If recording information from the interview it is important that you record only factual information and not opinion and that you assure the interviewee that what they say will remain confidential.
At the end of the discussion both you and the volunteer together should be in a position to agree whether you want to proceed further. If you are not certain that the volunteer has the skills or experience to carry out the role you will need to explain this, making it clear that your assessment is based on the requirements of the role description (do think carefully about whether the role description can be adapted if the volunteer has some of the necessary attributes). Occasionally you may feel that you want to talk to a colleague or trustee, or feel that it may be useful for the volunteer to meet an established volunteer before proceeding. An 'introductory period' may also be useful for both parties. This is perfectly reasonable but it is important to be open with potential volunteers about what you are suggesting and why.
At the end of the interview you should be in a position to:
- Check whether the volunteer has any further questions or information to give you
- Check that they have the necessary information to take away
- Agree what will happen next and when you expect to be in touch again
- Reimburse their expenses for attending, such as their bus fare
After the interview
Make sure that you follow up anything that you’ve agreed with the potential volunteer, within the timescale that you’ve indicated. Remember that not following up an interview is frustrating for the volunteer, so, even if you’re unable to recruit them straightaway (for instance if you need to wait for the results of a CRB Disclosure), ensure that you keep them updated. If possible, you could invite them in for an induction or to attend a Volunteers’ Meeting, so that they begin to get a feel for the organisation, and get to meet the other staff and volunteers.
Last reviewed: May 2009
Disclaimer
We have made every effort to ensure that this article was correct at the time of publication. It is intended as a summary of relevant issues to help you plan or develop your work with volunteers. Volunteering England is unable to accept liability for any loss or damage or inconvenience arising as a consequence of the use of this information.
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