Volunteer Handbook

title: Volunteer Handbook slug: volunteer-handbook category: support ```

Horizon Foundation Volunteer Handbook

Version 3.2 | Updated: March 2024
Next review scheduled: September 2024

Welcome to the Horizon Foundation volunteer family! This handbook will guide you through everything you need to know about volunteering with us. Please keep this document handy and don't hesitate to reach out to Pat Moriarty, our Volunteer & Community Coordinator, with any questions.

About Horizon Foundation

Since 2012, Horizon Foundation has been supporting disadvantaged communities across metropolitan and regional Western Australia. We believe in genuine grassroots engagement and putting community voice at the centre of everything we do. Our volunteers are essential to this mission — last year, our 127 active volunteers contributed over 3,400 hours of service across our programs.

Our core programs include: - YouthConnect — Employment pathways for young people aged 16-25 - Digital Bridges — Technology training for seniors and isolated community members - Community Health Outreach — Mobile health clinics and wellness programs - Emergency Relief Hub — Food assistance, utility support, and crisis intervention

Our Values in Action

  • Community-Led: We follow, we don't lead. Communities know what they need.
  • Accessible: Our programs meet people where they are, literally and figuratively.
  • Collaborative: We work with, not for, our community partners.
  • Sustainable: We build programs that last beyond funding cycles.

Getting Started

Volunteer Registration Process

  1. Application & Interview: Submit online application and attend brief chat with Pat
  2. Reference Check: Provide two references (one professional, one personal)
  3. Police Clearance: Required for all volunteers (we'll reimburse the $42 fee)
  4. Working with Children Check: Mandatory for roles involving under-18s
  5. Orientation Session: Two-hour introduction held monthly at our Fremantle office

Note: The reference check process has been taking 2-3 weeks lately due to increased volunteer applications. We're working on streamlining this.

Volunteer Categories

Regular Volunteers (minimum 4 hours/month commitment) - Program support roles - Administrative assistance - Event coordination - Community outreach

Casual Volunteers (no minimum commitment) - Event helpers - One-off project assistance - Emergency relief distribution

Skilled Volunteers (flexible commitment based on expertise) - Grant writing support - Marketing and communications - IT and digital literacy training - Financial literacy workshops

Training & Development

Mandatory Training (all volunteers)

  • Horizon Foundation Orientation — 2 hours, monthly
  • Cultural Awareness & Trauma-Informed Practice — 3 hours, quarterly
  • Privacy & Confidentiality — 1 hour online module
  • Workplace Health & Safety — 1.5 hours, covers manual handling, emergency procedures

Program-Specific Training

YouthConnect Volunteers - Youth mental health awareness (6 hours) - Resume and interview coaching certification - Case management basics - Mandatory reporting requirements

Digital Bridges Volunteers - Basic tech troubleshooting - Teaching techniques for adult learners - Accessibility considerations - Device security fundamentals

Community Health Volunteers - First aid certification (8 hours, renewed every 3 years) - Health promotion principles - Community engagement strategies - Cultural competency in health settings

Emergency Relief Volunteers - Crisis intervention basics - Resource navigation training - De-escalation techniques - Self-care and boundary setting

Training costs are covered by Horizon Foundation. We also provide $0.68/km travel reimbursement for training attendance outside your local area.

Professional Development Opportunities

We encourage volunteers to pursue additional skills development. Horizon covers up to $300 per volunteer annually for relevant courses, conferences, or certifications. Popular choices include: - Mental Health First Aid - Community development workshops - Digital literacy certifications - Grant writing courses

Volunteer Expectations & Code of Conduct

Time Commitment

  • Arrive punctually and notify us of any changes with 24 hours notice
  • Regular volunteers: minimum 4 hours per month (can be split across multiple sessions)
  • Communicate unavailability at least 2 weeks in advance where possible

Professional Conduct

  • Dress appropriately for your role (casual clothing fine, but clean and suitable)
  • Maintain confidentiality of all client and organisational information
  • Treat all community members, staff, and fellow volunteers with respect
  • Follow Horizon's social media policy (see Appendix B)
  • Report any incidents or concerns immediately to staff

Boundaries & Safety

  • Never work alone with vulnerable clients — always have staff present
  • Don't provide personal contact details to community members
  • Refer all requests for money, personal favours, or services outside your role to staff
  • Trust your instincts — if something feels unsafe, remove yourself and seek support

Unacceptable Behaviour

Horizon Foundation has zero tolerance for: - Discrimination or harassment of any kind - Breach of confidentiality - Inappropriate relationships with community members - Use of alcohol or drugs during volunteer duties - Misrepresentation of Horizon Foundation

Three formal warnings may result in termination of volunteer placement. Serious misconduct may result in immediate termination.

Safety Procedures

Emergency Contacts

  • Site Emergency: Call 000
  • Pat Moriarty (Volunteer Coordinator): 0438 527 491
  • Maya Thompson (CEO): 0427 839 156
  • After Hours Crisis Line: 13 11 14 (Lifeline)

Workplace Safety

  • All sites have first aid kits and trained first aiders on duty
  • Incident report forms available at each location
  • Emergency evacuation procedures posted in all rooms
  • Manual handling training covers safe lifting techniques

Personal Safety

  • Park in well-lit areas and walk in groups after dark
  • Keep personal belongings secure
  • Don't carry large amounts of cash
  • Trust your instincts about situations and locations

Risk Management

Community outreach can involve unpredictable situations. We provide: - Mobile phones for volunteers working off-site - Buddy system for home visits - Regular check-ins during community events - Clear protocols for dealing with aggressive behaviour

Note: Our insurance covers volunteers during authorised activities. Personal vehicle insurance requirements are being reviewed — update expected by June 2024.

Rostering & Scheduling

How It Works

Pat manages our volunteer roster using VicNet's VolunteerHub platform. You'll receive: - Email notifications for upcoming shifts - Text reminders 24 hours before scheduled duties - Monthly roster showing your commitments

Requesting Shifts

  • Browse available opportunities on the VolunteerHub portal
  • Email Pat directly for specific program interests
  • Respond to our weekly "opportunities email" (sent Thursdays)

Changes & Cancellations

  • Update availability on VolunteerHub
  • Email Pat for urgent changes: pat.moriarty@horizonfoundation.org.au
  • Call 9430 4782 if you can't reach Pat and it's within 24 hours of your shift

Holiday Periods

We scale back volunteer requirements during: - Christmas/New Year period (December 20 - January 15) - Easter long weekend - Perth Royal Show week (late September/early October)

Advanced notice appreciated for holiday plans, especially December-January when many programs pause.

Recognition & Appreciation

Formal Recognition

  • Annual Volunteer Awards Night — November at Fremantle Town Hall
  • Service milestone certificates — 1, 3, 5, 10+ years
  • WA Volunteer of the Year nominations — we submit 2-3 volunteers annually
  • Reference letters — available upon request for employment/study applications

Regular Appreciation

  • Monthly volunteer newsletter highlighting achievements
  • Quarterly social events (BBQs, movie nights, community garden working bees)
  • Free coffee/tea at all Horizon locations
  • Priority booking for Horizon events and workshops

Volunteer-Led Initiatives

Our volunteers have started several ongoing traditions: - Monthly book club meeting at Fremantle Library - Walking group meeting fortnightly at Kings Park - WhatsApp group for casual social coordination (ask Pat for the link)

Your Impact

How We Measure Success

Every quarter, we share impact data with volunteers showing: - People reached through programs you've supported - Outcomes achieved (employment placements, health improvements, etc.) - Community feedback and testimonials - Funding secured partly through volunteer contributions

2023 Volunteer Impact Highlights

  • YouthConnect: 47 young people placed in employment with volunteer mentor support
  • Digital Bridges: 312 seniors gained basic digital skills through volunteer-led sessions
  • Community Health: 1,847 health screenings completed with volunteer assistance
  • Emergency Relief: 2,156 households supported, with volunteers contributing 890 hours to food sorting and distribution

Individual Impact Tracking

We're piloting individual impact reports so volunteers can see the specific difference they've made. Currently testing with YouthConnect mentors — full rollout planned for late 2024.

Resources & Support

Ongoing Support

  • Monthly volunteer check-ins with Pat (optional but encouraged)
  • Peer support buddy system for new volunteers
  • Annual volunteer survey to improve our volunteer program
  • Exit interviews to understand why volunteers leave and how we can improve

Professional Development Fund

Each volunteer can access up to $300 annually for relevant training. Applications processed quarterly. Priority given to: - Training that directly benefits your volunteer role - Courses leading to recognised certification - Professional development supporting career goals in community services

Equipment & Resources

  • ID badges provided for all regular volunteers
  • Horizon t-shirts available for $15 (worn at community events)
  • Resource library including books on community development, trauma-informed practice, and specific program resources
  • Meeting rooms available for volunteer-organised activities (book through Pat)

Communication

Staying Connected

  • Monthly volunteer newsletter — delivered via email, first Monday of each month
  • Volunteer Facebook group — private group for informal communication
  • WhatsApp notifications — opt-in for urgent updates
  • Quarterly face-to-face meetings — updates on organisational developments

Feedback Channels

  • Annual volunteer survey (September)
  • Monthly informal feedback sessions
  • Suggestion box at each location
  • Direct feedback to Pat anytime
  • Anonymous feedback via our website contact form

Internal Communications

Volunteers receive: - Quarterly board meeting summaries - Annual report and financial statements - Updates on funding and organisational changes - Invitations to strategic planning sessions (observer roles)

Important Information

Contact Details

Pat Moriarty — Volunteer & Community Coordinator
📧 pat.moriarty@horizonfoundation.org.au
📱 0438 527 491
🏢 Level 2, 43 South Terrace, Fremantle WA 6160

General Enquiries
📧 info@horizonfoundation.org.au
☎️ (08) 9430 4782

Office Hours

  • Fremantle Office: Monday-Friday 9am-5pm, Saturday 10am-2pm
  • Joondalup Hub: Tuesday, Wednesday, Friday 10am-4pm
  • Bunbury Outreach: First and third Thursday of each month 9am-3pm

Document Updates

This handbook is reviewed every six months. Last major update was March 2024. Small updates are tracked in our internal system and communicated via the monthly newsletter.

If you notice outdated information or have suggestions for improvement, please email Pat.

Thank you for being part of the Horizon Foundation community. Your contribution makes a real difference to the lives of Western Australians doing it tough. Welcome to the team!

Document ID: HF-VH-2024-03 | Classification: Internal Use