Category: Volunteer Management

In extreme weather conditions we are reliant not just on local authorities and emergency services; but also on volunteer bodies such as Mountain Rescue, Irish Coast Guard, Royal National Lifeboat Institution, Civil Defence, First Responders, 4×4 Response Groups and many others that support our local communities in times of need.

There are many volunteer-led groups around the country that do great work to help those in need at these challenging times. As Volunteer Managers we need to ensure that we are looking after volunteers’ health, safety and welfare. This checklist will help you reflect on things you might consider when working with volunteers in extreme weather situations:

The right person for the right role – People often offer their services in times of needs like this, but we must ensure that we have the right person for the role. Volunteers need to be competent, as well as physically and mentally fit to carry out the task required of them. Quite often people think they can do more than they are actually able to do. Ensure that you have clear role descriptions to define the role of your volunteers.

Insurance – Does your insurance policy cover your volunteers when they are engaged in a hazardous area or programme?  There may be additional risks not present normally. If the current volunteer role differs from what your organisation has been set up to do as outlined in your Memorandum and Articles of Association, you should check with your insurance company to ensure that volunteers are covered and that they will pay out in the event of an accident.

Rest and Recuperation – Volunteers can sometimes be over enthusiastic with their energy to support others at times of need.  You might need to reconsider the length of volunteers’ shifts, reducing their length and ensuring volunteers do not push themselves too hard.

Expectations – Volunteers might want to solve all the problems caused by the extreme weather conditions and stay out in all weather conditions to do so, putting themselves at risk.  Manage the expectations of volunteers in line with the policies and procedures of your organisation.  Be realistic and ensure that your volunteers aren’t pushing themselves too hard.

Preparation, preparation, preparation – You can never have enough of it, that’s why good volunteer programmes carry out drills and practices year round to ensure that volunteers are trained and aware of what is expected of them when a severe weather condition comes along.

Welfare – Your concern might be about helping those who are most at need in our communities, but you can’t do that without volunteers. Your primary concern should be the welfare of your volunteers. Ensure they get hot refreshments and food. Be aware of those who insist they don’t need anything and want to battle on without refreshments or a break.

Mental Health – Lots of issues can present themselves at a time like this, all of which can take a toll on a volunteer’s mental health. You might be fine, but what about your volunteers?  People experience things in different ways and it is often the quieter volunteer who needs the most attention.

PPE / Equipment – The onus is on you to ensure that your volunteers have all the Personal Protective Equipment (PPE) they need. That might include thermal hats, gloves, jackets and boots.  You can’t expect people to have that equipment lying around at home. Maybe set up a pool of equipment to have for such situations. A Hi-Viz Jacket, for example, only serves one purpose and will not keep you warm. Do your volunteers need mobile phones? Do they have spare batteries? Do you use two-way radios? How long is their range? Is that range shortened by weather conditions?

Transport – Are volunteers using their own vehicles as part of their volunteering? Are they insured and roadworthy to do this?  Remember even if you own a 4-Wheel Drive vehicle it doesn’t mean you can drive anywhere. You need to be experienced at driving safely, and your responsibility as a Volunteer Manager may be to ensure that your volunteers are trained to do so.

Sign in and Sign out – Before any volunteers go out on shift ensure that you have their emergency contact details, as well as details of any medical conditions you should be aware of. Do you have a process in place for them to sign out at the end of the shift if they are not returning to the base?

Barbara Kilbride, Coordinator of Volunteer Services at St Francis Hospice, tells us about a day in her life.

On my drive or walk to work (depending what Hospice I’m in) I mentally go through my diary for the day ahead, what meetings I’ll be having and some items that need to be actioned.  However, every day can be very different as a volunteer coordinator, you never know what will land on your desk, who will pop up to the office, a conversation you may have and also in between all that, some multi-tasking!    A few years ago Volunteer Ireland ran a campaign about explaining volunteer management – “one job, many hats”, and that exactly sums up my job!

Daily my role includes chatting to the volunteers to see how they are getting on, and thanking them for all their help. Liaising with department managers, holding initial interviews, team meetings and reviews of volunteer requirements.  Training is an important aspect of our volunteer programme and it is very important to us that volunteers feel supported in their volunteer roles. As you can imagine with over 300 volunteers, this takes some coordination.   Also there is the exciting fun element, like organising Long Service Awards, Christmas parties, volunteering study days and running around with chocolates on special days like International volunteer day!

The most important factor I feel as a volunteer coordinator is to have time, time to give to the volunteers, time to listen, support, engage and for them to know that we are grateful to them for all they do.  There is always time and our doors in St Francis Volunteer department are always open.

To me, I feel privilege & honoured to work for St Francis Hospice and also more privileged to coordinate such a wonderful group of volunteers.  They give so much to St Francis Hospice and I get so much positivity from them daily.

In St Francis Hospice we have over 300 wonderful volunteers who work across 45 volunteer roles.  They are an integral part of St Francis Hospice and honestly we couldn’t do the work we do without them.   Every volunteer role enhances the quality care we give to our patients.

If you are interested in the volunteer programme in St Francis Hospice please contact us on (01) 832 7535 or email [email protected]

Lisa Dolan is an Archivist and Volunteer Project Coordinator at the Military Archives and she tells us about her much loved volunteers.

It’s so easy for me to identify the positives of working with our Military Archives’ volunteers aka “The Lads” (Richard, Denis, Jim, Gerry and Tony)! My role as volunteer project coordinator is hugely rewarding both on a professional and personal level; it’s given me an opportunity to develop people and project management skills and learn from the vast knowledge held by our volunteers on aspects of military history and military life.

I’ve been with the Military Archives since 2008 and it was my first time working in an archives service that had, at its core, a desire to both attract volunteers in the first instance and a desire to nurture that relationship for as long as possible.  I put the focus of NVW 2017 “Do Good, Feel Good” campaign to our present volunteers in the Military Archives and once we got chatting about the benefits of doing good works for our health and well-being, we all quickly realised that our present arrangement does make all concerned “Feel Good” about what we’re at! (phew!) . Richard, a retired Defence Forces Officer, said that he “enjoys the variety of work and the opportunity to work with nice people” –he further added that his engagement with the Military Archives has also given him “the sense of feeling productive”.

Our Archive volunteers “Do Good” in carrying out tasks that help us deliver an exemplary archives service to members of the public. They have created thousands of catalogue records which in turn has allowed us to introduce key collections to the researching public.  During the early years of the Military Archives when staff levels were low, the volunteers helped to keep the show on the road and on occasion, provided much needed light relief and welcome company to a hard pressed staff. Although we have expanded our services, increased our staff numbers and diversified in some ways, our commitment to having volunteers on staff is unwavering. Our volunteers tend to carry out their work ‘behind the scenes’ and it may not be entirely clear to anyone visiting Military Archives that we have volunteer staff.  Opportunities such as this blog post, and most recently, an award ceremony organised by us and An Cosantóir army magazine to acknowledge the work of Mr. Denis McCarthy, gives us a chance to highlight the great and good work carried out by our volunteers.

The Military Archives is not alone in managing archive volunteers and the phenomenon of cultural volunteering has gone from strength to strength.  It has been enriched no doubt by the energetic community efforts which focused on the 100 year commemoration of the 1916 Rising – the archivists at the Military Archives had the great privilege of assisting many of these community driven projects over the past two years.   I sincerely hope this blog piece inspires any aspiring cultural volunteer to touch base with their local archives or local studies service and give archive volunteering a go. We are just four years into a busy commemorative programme and there’s plenty of scope, variety and opportunities to learn and make a positive impact in your local community.

Do Good, Feel Good! Happy National Volunteering Week everyone!

Anne Dempsey tells us about a day in the life of Senior Helpline volunteers.

At 9.45am, the doorbell will ring at the Senior Help Line Dublin announcing help line volunteers arriving for duty. They will be buzzed in by our administrator who will walk down to the floor below to welcome them. Each volunteer will then settle into their soundproof booth and wait for the calls to come.

Senior Help Line is open every day of the year from 10am to 10pm with two volunteers on each rota duty. The first call will often come a few minutes after 10am.  It may be a regular caller, who has passed a lonely night and is delighted we are there to hear how he is, and learn about his day.  Or it may be someone who has recently heard of the service, and is calling because she has a worry, or is in crisis. Each caller is welcomed with courtesy and warmth, and our volunteers too gain a lot from their role.

Mairead Flanagan has been volunteering for almost three years: “At this time in my life, I realise that many older people suffer the pain of loneliness, and opening it up through talking is essential.  I absolutely love my work on the help line. I realise the value of talking to someone else when you have a problem or are on your own. I think it is a great service and very essential,” she says.

The calls may be coming very regularly as lunchtime draws near, presenting issues big and small.  Some callers may want practical information and are signposted to another relevant service, while also being invited to share whatever is on their mind. At 1pm, a new pairing of volunteers arrive and take up duty. Senior Help Line has 170 trained volunteers, our unique selling point being a peer service – older people listening to older people –  and the shared understanding that often confers.

At 4pm, it is all change again, with afternoon volunteers working until 7pm.  Callers may now be in a different mood, some not looking forward to nightfall, (particularly during winter months), others wanting to tell us of their day.   Senior Help Line receives over 800 calls per month, a range of issues including loneliness, isolation, health or financial worries, family conflict or elder abuse.  As well as helping individual callers, the service gives a voice to callers – and to older people generally – by advocating on their behalf to government.

The last rota begins at 7pm. Two final volunteers arrive, and settle into listening to whatever comes.  Some callers are nervous and need reassurance, others may be sad or worried, and many phone to say ‘good night’,  glad that we are there.  At 10 o’clock, our two volunteers switch off the lights in their room, and depart for home.   Most will feel their duty has been rewarding, and Stephen, a volunteer, speaks for many: “If I get even one call, where I feel I have made a difference by listening and keeping someone company, it has been worthwhile,” he says.

Senior Help Line is currently looking for volunteers in Donnybrook, telephone 087-7450721 to know more.

Senior Help Line  1850 440 444 Open every day of the year 10am to 10pm, no landline call costs more than 30 cent.