Volunteer Onboarding Template for Accounting & Finance
A standard operating procedure for onboarding volunteers into the organisation, ensuring they receive appropriate training, understand their role and responsibilities, and feel valued and supported as they contribute their time and skills.
Purpose
To provide a welcoming, structured onboarding experience for volunteers that equips them with the knowledge, skills, and support needed to contribute effectively, ensures compliance with legal and safety requirements, and builds a positive long-term volunteer relationship.
Scope
This SOP applies to the onboarding of all new volunteers regardless of the nature of their volunteer role. It covers the process from volunteer application acceptance through to the completion of their initial orientation and first supervised activities.
Prerequisites
- Volunteer application reviewed and accepted
- Required background checks and clearances completed
- Volunteer role description documented with clear responsibilities
- Volunteer coordinator or supervisor assigned and available
Built with ASIC regulatory requirements, AML/CTF compliance, Tax Practitioners Board obligations, and APES standards in mind.
Step-by-Step Procedure
Welcome and Register the Volunteer
Formally welcome the accepted volunteer and complete their registration in the volunteer management system. Collect personal details, emergency contacts, and any relevant health information needed for their safety.
- 1.1Send a welcome letter or email confirming the volunteer's acceptance
- 1.2Collect personal details, emergency contact information, and relevant health information
- 1.3Register the volunteer in the volunteer management system
- 1.4Issue a volunteer identification card or badge
- 1.5Provide the volunteer handbook or information pack
- A personal welcome call or message from the coordinator makes the volunteer feel valued from the outset
- Be respectful of volunteers' privacy when collecting personal information
Deliver Volunteer Orientation
Conduct an orientation session that introduces the volunteer to the organisation's mission, values, programs, and the community it serves. Cover key policies, safety procedures, and the volunteer's rights and responsibilities.
- 2.1Present the organisation's mission, history, and the impact of its work
- 2.2Explain the volunteer's role and how it contributes to the organisation's goals
- 2.3Review key policies including code of conduct, confidentiality, and social media guidelines
- 2.4Cover workplace health and safety procedures including emergency protocols
- 2.5Explain the volunteer's rights including the right to a safe environment and the right to decline tasks
- 2.6Introduce the complaints and feedback process
- Keep the orientation engaging and purpose-driven — connect every piece of information to the organisation's mission
- Allow time for questions and ensure the volunteer feels comfortable asking for help
Provide Role-Specific Training
Deliver training specific to the volunteer's assigned role, covering the skills, knowledge, and procedures they need to perform their tasks safely and effectively. Include practical demonstrations and supervised practice.
- 3.1Explain the specific tasks and responsibilities of the volunteer role
- 3.2Demonstrate key procedures and techniques the volunteer will use
- 3.3Provide supervised practice opportunities for the volunteer to build confidence
- 3.4Share written guides or reference materials for the role
- 3.5Assess the volunteer's readiness to begin performing the role independently
- Adapt the training pace to the individual volunteer — some will learn quickly while others need more time
- Pair new volunteers with experienced volunteers for peer learning and mentorship
Introduce to the Team and Environment
Introduce the volunteer to the staff and other volunteers they will be working with. Give a tour of the facility and familiarise them with the workspace, equipment, and resources they will use.
- 4.1Introduce the volunteer to staff members and fellow volunteers
- 4.2Tour the facility, pointing out key areas such as workspaces, storage, and break areas
- 4.3Show the volunteer where to find supplies, equipment, and resources they will need
- 4.4Explain sign-in and sign-out procedures and time recording requirements
- 4.5Identify a go-to person for questions during their initial shifts
- Help the volunteer feel part of the team from day one — inclusion is key to volunteer retention
- A friendly, unhurried introduction creates a strong foundation for the volunteer relationship
Complete the First Supervised Activity
During the volunteer's first shift or activity, provide close supervision and support. Observe their performance, provide real-time feedback, and ensure they feel confident and comfortable in their role.
- 5.1Brief the volunteer on the specific tasks for their first activity
- 5.2Provide close supervision and guidance throughout the activity
- 5.3Offer constructive feedback and encouragement
- 5.4Check in regularly to ensure the volunteer is comfortable and managing well
- 5.5Debrief with the volunteer at the end of the activity to discuss their experience
- Be generous with positive feedback during the first activity to build confidence
- If the volunteer is struggling, provide additional support rather than allowing them to feel overwhelmed
Conduct Post-Onboarding Check-In
After the volunteer has completed their first few activities or shifts, conduct a check-in to gather their feedback on the onboarding experience, address any concerns, and confirm their ongoing availability and commitment.
- 6.1Schedule a brief check-in after the volunteer's first two to three activities
- 6.2Ask the volunteer about their experience and whether they feel adequately prepared
- 6.3Address any concerns or questions that have arisen
- 6.4Confirm their ongoing availability, preferred schedule, and any constraints
- 6.5Discuss opportunities for further development or expanded responsibilities if appropriate
- 6.6Update the volunteer management system with the completed onboarding status
- Express genuine appreciation for the volunteer's contribution during the check-in
- Ask what the organisation could do better to support them — this feedback is invaluable
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Percentage of new volunteers who remain active beyond the first three months of volunteering
Average satisfaction rating from new volunteers surveyed about their onboarding experience
Average number of days from initial registration to the volunteer being cleared for unsupervised activities
Frequently Asked Questions
What background checks are required for volunteers?
Background check requirements depend on the nature of the volunteer role, the population served, and applicable legislation. Roles involving work with children, vulnerable people, or sensitive information typically require police checks and working with children checks. Consult your organisation's policy and relevant regulations.
How does volunteer onboarding differ from employee onboarding?
Volunteer onboarding is typically shorter and focused on the essentials: mission connection, role clarity, safety, and compliance. It places greater emphasis on motivation and purpose alignment. Unlike employee onboarding, it does not cover payroll, benefits, or employment-specific matters.
How do you retain volunteers after onboarding?
Volunteer retention is supported by regular recognition and appreciation, ongoing training and development opportunities, clear communication about the impact of their work, flexible scheduling, and a strong sense of community and belonging within the volunteer team.
Can volunteers be asked to sign confidentiality agreements?
Yes, volunteers should sign confidentiality agreements if their role involves access to personal information, sensitive organisational data, or client records. This protects both the organisation and the people it serves.
What insurance coverage should be in place for volunteers?
The organisation should have volunteer insurance or public liability insurance that covers volunteers while they are performing their volunteer duties. Verify that your insurance policy explicitly covers volunteers and discuss specific coverage requirements with your insurance provider.
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