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Volunteering Queensland Template

FORMAL VOLUNTEERING JOB DESCRIPTION TEMPLATE - 1

Job Description
Volunteer Role Title:
Purpose of position

Days/times job is available

morning
Mon

afternoon

Tues

Wed

evening
Thurs

flexible times

Fri

Sat

Sun

Contact Person
Contact Details

Ph:

Fax:

Mobile:

Email:

Location
Address

Principal Duties and


Responsibilities
Selection Criteria

Accountability
Benefits of Role

Organisation:
Community:
Volunteer:

Training Available

Orientation:
On the job:
Training session:
Other:

General information about


position

Required to work: alone/independently


Accessibility:

part of team

wheelchair friendly

Working with children check required


Public transport:

available

Drivers licence required

Police check

not available

Medical check required

www.volqld.org.au

Volunteering Queensland Template


FORMAL VOLUNTEERING VOLUNTEER APPLICATION TEMPLATE - 2

Volunteer Application
Name
Male

Female

Contact Details

Date of Birth
Address:
Ph:

Fax:

Mobile:

Email:

Preferred method of contact:


How did you hear about us

newspaper
word of mouth

radio

newsletter

other ______________________ (please specify)

Why would you like to


volunteer with us?
What areas of work would
you prefer?

administration
fundraising

direct service

marketing/promotions

projects/events

governance/board

IT/web development/ technology

other (please specify)

Do you have any interests,


skills or particular abilities
that you could contribute to
the organisation?
Any relevant professional
qualifications/certificates?

no

yes

Any paid or voluntary


experience relevant to the
role?

List position titles & duties:

evidence attached

Please specify:

Time & days available


Additional Information

Motor Vehicle licence:

yes

no

Consent to police check:

yes

no

Working with children check: yes

no or Bluecard no: _________

Any medical issues/ special needs that may impact your volunteer
involvement: yes no
Details: ____________________________________________________

www.volqld.org.au

Volunteering Queensland Template


FORMAL VOLUNTEERING VOLUNTEER APPLICATION TEMPLATE - 3

Volunteer Application (contd)


Emergency Contact
Details:

Address:
Ph:

Fax:

Mobile:

Email:

Relationship:
Please provide names,
and contact details of two
referees who can comment
on or verify the skills you
have listed.

1. Name:

2. Name:

Ph:

Ph:

Is there any other


information which may
help access your suitability
to the organisation?

What areas of work would


you prefer?

administration
fundraising

direct service
projects/events

IT/web development/ technology

Office Use:

marketing/promotions
governance/board
other (please specify)

References received: yes

no

Interview:

yes

no

date: ___/___/___

Accepted:

yes

no

date: ___/___/___

Outcome letter sent:

yes no

Attended induction/orientation yes

date: ___/___/___
no

date: ___/___/___

Signed: ___________________________ Volunteer Program Manager/Coordinator


Name: ____________________________
Date: ______________________

www.volqld.org.au

Volunteering Queensland Template


FORMAL VOLUNTEERING VOLUNTEER REGISTER & RECORD TEMPLATE - 4

Volunteer Register & Record


Name
Male

Female

Contact Details

Date of Birth
Address:
Ph:

Fax:

Mobile:

Email:

Preferred method of contact:


Emergency Contact

Name:
Ph:

Relevant/significant health
or physical information.
Date commenced
Date finished involvement
Reasons for volunteering

At commencement (date)
At review (date)
At review (date)

Identified goals for


volunteering

At commencement (date)
At review (date)
At review (date)

Volunteer roles

Title:
From:

Title:
To:

From:

Title:
To:

From:

Title:
To:

From:

Training completed

Date:

Date:

Date:

Date:

Recognition & rewards of


contribution:

Date:

Date:

Date:

Date:

To:

Work record

Details reviewed on: _____________________ By: _________________________


Signed: __________________________

www.volqld.org.au

Volunteering Queensland Template


FORMAL VOLUNTEERING VOLUNTEER AGREEMENT TEMPLATE - 5

Volunteer Agreement
This agreement indicates the significance of the relationship between ______________________ (organisation) and our
Volunteers. The intent of this agreement is to set out the conditions of your involvement in the
______________________ Volunteer Program and of ___________________ (organisation) obligations to you.
1.

__________________________________________ (organisation)

We, _______________________, agree to accept the services of ______________________ (volunteer) in the


role of ______________________________ , beginning ______________________, and extending
until_______________________.
We commit to the following:

2.

To provide adequate information, training, and assistance so that the volunteer is able to meet the responsibilities
of their role.
To ensure supervision and support to the Volunteer and to provide feedback on their performance.
To respect the skills, dignity and individual needs of the Volunteer, and to work with them flexibly to meet
individual requirements.
To be receptive to any comments from the Volunteer regarding ways in which we might better accomplish
our goals.
To treat each Volunteer as a partner with the ____________________ Volunteer Coordinator and staff, in
accomplishing __________________________ goals.
To provide safe workplaces and practices as well as appropriate insurance including public liability and
personal accident insurance coverage during all rostered hours of work and for travel directly to and from the
workplace.

__________________________________________ (Volunteer)

I, _________________________________________, as a Volunteer, agree to commit to the following:


To perform my Volunteer duties to the best of my ability.
To adhere to the core values, policies and procedures, of _______________________ (organisation)
including record keeping requirements.
To meet time and duty commitments, or to provide adequate notice so that alternate arrangements can be
made.
To act at all times as a member of the team responsible for delivering the ____________________ program.
To adhere to the _______________________ Confidentiality Agreement.
All work produced whilst working for _________________________, or using ________________________
resources remains the property of _______________________. _________________________ (organisation)
undertakes to fairly acknowledge and recognise the work of individual paid and volunteer staff.

3.

AGREED TO:

Volunteer Signature: ______________________ Date:_______________


Volunteer Coordinator: ______________________ Date: _______________
This form is to be completed in duplicate with the copy being given to the Volunteer and the original filed in the
Volunteers personnel record at _____________________________ (organisation).

www.volqld.org.au

Volunteering Queensland Template


FORMAL VOLUNTEERING VOLUNTEER LETTER OF OFFER - 6

Letter of Offer
Insert Date

(Title)(First name)(Surname)
(Address)
(Suburb) QLD (Post code)

Dear (First name)


We are delighted to be able to offer you a position as __________________________ (role) within the Volunteer
Program. Congratulations and welcome to the team.

As part of your orientation and induction to the role you will be required to attend volunteer orientation/training as
detailed in the attached flyer. The next date for Training is _______________________________(training date)
from ____________________(time) until ________________________(time).
Please contact the Volunteer Coordinator as soon as possible to confirm your attendance or make alternative
arrangements.

This offer of a volunteer role is subject to the conditions outlined in the Volunteer Agreement, which is enclosed
with this letter. Any queries about the Volunteer Agreement can be addressed at Orientation/Training. You will be
required to sign the Volunteer Agreement prior to commencing in your role.

We look forward to working with you in the ________________________ Volunteer Program.

Yours Sincerely

Volunteer Coordinator

www.volqld.org.au

Volunteering Queensland Template


FORMAL VOLUNTEERING VOLUNTEER UNSUCCESSFUL LETTER - 7

Unsuccessful Letter
(Insert Date)

(Title)(First name)(Surname)
(Address)
(Suburb) QLD (Postcode)

Dear (First name)

Thank you for your recent application to join the _____________________________ Volunteer Program.
Unfortunately your application was not successful at this time.

Due to the availability of work and of staff, the _____________________________________ Volunteer Program is
only able to offer a limited number of volunteer positions at any time. The program is very popular and we receive a
large number of applications to join. Despite the high calibre of many potential volunteers we are unable to accept
all applicants due to the shortage of supervision and positions.

Your application will be kept on file for a period of six months for consideration as vacancies arise.

Once again, thank you for your interest in and support of the ___________________________ Volunteer Program.

Yours Sincerely

Volunteer Coordinator

www.volqld.org.au

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