Procedures for Recruitment, Selection, Training and Management of Staff & Volunteers
In order to promote the development of a CYRMS which reflects the principles of the Act within your organisational culture, it is vital that your club/ branch has appropriate recruitment and selection processes to assess the suitability of people to work in child-related employment within your organisation.
As you may be aware, the blue card screening process is only an assessment of a person’s eligibility to work with children and young people and it is the club’s responsibility to assess whether someone has the skills or the suitability.
Recruitment & Selection
When undertaking the process of recruitment and selection for new volunteers it will support your CYRMS if you:
- When advertising positions or vacancies promote your organisation’s commitment to children and young people and clearly state the screening processes required;
- Clearly define job descriptions by outlining the skills, experience and responsibilities required of the role, including:
- the nature of the services to be provided to children and young people and the safe and supportive environment in which this will occur: the responsibilities and level of supervision associated with the position; and the experience and qualifications required of the position.
- Carefully frame selection criteria to assess the commitment, understandings, attributes, attitudes and values required of the position (particularly as they pertain to working with children);
- Structure interviews for prospective staff by defining how they will be conducted and by formulating the types of questions to be answered; and
- Ensure that reference checks and performance appraisals (if possible) are conducted and double checked with the most recent employer to confirm the identity of the prospective employee and their suitability to work with children and young people.
Volunteer / Staff Training
In addition to the recruitment and selection of staff, your CYRMS should also consider ongoing training and management of staff in order to minimise risk to children and young people. Training should enhance the skills and knowledge of employees and volunteers, and reduce exposure to risks and should be on all aspects of the CYRMS.
When providing ongoing training to your staff and volunteers you should consider the following:
- A key component of your induction for staff should be your CYRMS. Discussing your strategy, particularly the statement of commitment, code of conduct and procedures for handling disclosures of harm with new employees and volunteers will ensure that they are aware of their responsibilities and appropriate behaviour when interacting with children at an early stage.
- Training employees and volunteers in your child and youth risk management strategy, with particular attention to identifying risks of harm and the procedures for handling disclosures or suspicions of harm. You should specify that this is mandatory and ongoing training;
- Keeping a register of the training undertaken by your staff including whether the training was mandatory or not (template available);
- Specifying any support processes in place to deal with issues such as stress, conflict or bullying. You may wish to identify any employee assistance program, harassment officers or work health and safety officers who provide support; and
- Undertaking exit interviews or questionnaires, when a staff member leaves or a volunteer changes clubs. Information you gather through this process can assist your organisation to address broader issues which impact on the safety and wellbeing of children and young people within your club.
Position Descriptions
To assist in your recruitment, selection and training we have developed Position Descriptions for a range of club positions.
Position Description Templates
The following documents will assist manage volunteers and staff:
- Procedure – Interview Questions & Reference Checks
- Interview Questions and Reference Checks Fact Sheet
- Interview Questions Form Template
- Reference Check Form Template
- Member Inductions
- Training register template detailing training delivered
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