Volunteering North Queensland

Consultation Process

  • First Name
  • Surname
  • Email
  • Date of Birth
    • Enter Year only using 01/01 for the day and month
  • Gender
    • If other, comment in “Job Title” one of the following:
      • Intersex
      • Indeterminate
      • Not State/Inadequately Described
  • Click the ‘Save’ button at the bottom of the screen
  • Postcodes
    • Enter the postcode of the area the volunteer is looking to volunteer
    • In the search for positions we can expand the search to include surrounding postcodes also
    • Hit the ‘Save’ button
  •  ‘Add Address’ Button
    • Enter a fullstop for the street address
    • Enter the volunteers residential postcode
    • Select the correct suburb name
    • Hit the ‘Insert’ button
  • ‘Add Phone’ Button
    • Select phone type
    • Enter phone number
    • Hit the ‘Insert’ button
  • Volunteered Before
    • We use this field to indicate if the volunteer has had a consultation with us before.
    • If the volunteer has had a consultation before there is no need to have another consultation before making further referrals. 
  • ‘Attended Information Session’
    • We use this field to record if they give consent to report to DSS
  • ‘Receive emails’ 
    • We user this field to record if they give consent to VNQ storing their personal info 
  • Skills and Qualifications (Useful but not essential)
  • Previous work and volunteer experience (Useful but not essential)
  • Hobbies and interests (Useful but not essential)
  • Any work you are unable to do (Useful but not essential)
  • Working ability
    • Tick all that apply even if the volunteer does not currently have this but is willing to get it
  • Are you available for
    • This only helps search for a relevant position.  It does not sign anyone up to a newsletter
  • Sign-up to Mailing lists
    • Offer the volunteer to sign-up to following mailing lists:
      • Quarterly Volunteer Stories
      • Special Events Volunteering
      • Post-Disaster Volunteering
    • Click HERE to sign the volunteer up.  They will receive a confirmation  email to complete their sign-up.  
  • Hit the ‘Save’ button

All of the following statistical data is optional and the volunteer may pass on any or all of the following questions.

  • How did you FIRST hear about us
    • If other, record how they heard about us in the other field
  • Continent of Origin
    • Always mark other
    • Always record the COUNTRY of origin in the other field (inc. Australia)
  • Non-English speaking background/CALD
    • Record Yes or No
  • Needs interpreter
    • We use this field to record data required by DSS reporting in DEX, not to indicate if they need an interpreter.
    • If CALD is Yes, always ask “What is the main language spoken at home?”
    • If the main language spoken at home is not listed, select ‘Select one’ at the top of the list.
  • Indigenous Australians
    • Record Yes or No
  • Disability
    • Record Yes or No
    • Always specify disability by selecting one of the options
  • Current Work
    • Record the most appropriate option from list
    • If not specified, select ‘other’ and leave other field blank
  • Work history
    • No data to needed here but is a *required field in VIKTOR
    • Select ‘Other’ and leave other field blank

Click the ‘Save’ button at the bottom of the screen if you make any changes.  

Scroll to the top of the page and check that the save was successful.

Only use this if the volunteer speaks another language and wants to use this as a skill for  volunteering.

Hit the ‘Save’ button at the bottom of the screen if you make any changes.

Volunteer Interest

  • Use the laminated card on the RO desk and ask the volunteer to choose up to 3 skills they want to perform.

Volunteer Service Focus

  • Use the other side of  the laminated card on the RO desk and ask the volunteer to choose up to 3 organisation types they would like to volunteer with.

Click the ‘Save’ button at the bottom of the screen

Only use if the volunteer has professional skills and/or Degree level qualifications. 

Record the volunteers availability.

Postcodes & Radius (km)

  • Enter postcode of area volunteer wants to volunteer in
  • Enter the surrounding area to include in the search
  • Example’s
    • Positions anywhere in Townsville
      • Postcode = 4810 and Radius = 40
    • Positions close to JCU
      • Postcode =  4811 ad Radius = blank or maybe 5

Suitable For

  • Use to search for positions suitable for the options available in the list

Keyword

  • Will search the position title and description for a keyword

Duration

  • Event Duration = Events
  • A few days = Short term roles and Projects
  • Ongoing = Regular volunteering 
  • A few hours = ‘Micro’ volunteering

Position Is

  • Always tick the Member checkbox
  • If no positions are found, only then untick this box and refer to a non-member organisation.

Standard Filters

  • Age preferences: Never un-tick
  • Requirements: Never un-tick
  • Availability: Only un-tick to search for positions outside of volunteers provided availability.

Volunteer Preferences

  • Skills / Tasks: Un-tick to expand search outside of volunteers preferences
  • Service Focus: Un-tick to expand search outside of volunteers preferences

ID Override

  • Only to be used to bypass searching on preferences to go to a know position directly
  • For example, when promoting to potentially suitable volunteers the Ready Ready volunteer opportunity and wanting to go directly to the position rather than searching.

To make a new EOI from search:

Positions that the volunteer has already submitted an EOI for are already in the ‘Referrals’ list.

  • Click on the ‘Refer’ button on the relevant position
  • In the pop-up screen:
    • Change Contact Arrangement to “Volunteer to Contact”
    • Click ‘Save’ button
  • An ASANA card will be generated.
    • Condense and/or update the ASANA card as per normal process to the follow-up column.  

Complete volunteer referrals for each EOI by clicking on ‘Edit’ on each position and repeat the following steps for each.

‘Email Volunteer’ button

  • Change the ‘from’ email address to referral@vnq.org.au
  • Insert and edit the provided message content from the ‘Email Volunteer’ Referral Templates below
  • Click the ‘Send’ button
    • If the screen becomes unresponsive or does not provide confirmation of message sent, log out of VIKTOR and start again.
  •   

‘Email Agency’ button

  • Change the ‘from’ email address to referral@vnq.org.au
  • Insert and edit the provided message content from the ‘Email Agency’ Referral Template below
  • Click the ‘Send’ button
    • If the screen becomes unresponsive or does not provide confirmation of message sent, log out of VIKTOR and start again.

Comments

  • Add a comment “Referral emails sent ‘Insert Date and Your Initials”

VIKTOR Mail to Volunteer

Hello FirstName,

Please contact the organisation as they have been given your expression of interest for the position below and will be expecting your call.  We have also provide your contact details to the organisation contact person and they may contact you.

**Please make sure you phone or email the contact person on the details provided below.

Kind regards,

ROName

Volunteering North Queensland

VIKTOR Mail to Organisation

Hello Name,

Below are the details of a volunteer interested in helping your organisation.

HANDY HINT: Increase your recruitment success rate by contacting the volunteer interested promptly! Eg. “Thank you. We’ll be in contact with you soon to arrange an interview/info session.”

Kind regards,

ROName

Volunteering North Queensland

*** This is a VERY important step for the data required to report to DSS ***

Every time a referral or group of referrals are made:

  • Check if a consultation was automatically created
  • If not, add a consultation using the legend below to select the consultation type. 
  • If yes, edit the consultation using the legend below to select the consultation type.

Consultation Type

  • Internet = EOI’s (These are auto generated and you will never use this)
  • Email = Consultation via Online or Paper form
  • Face-to-Face = Consultation at VNQ Office
  • Telephone = Consultation on the phone
  • Mobile = No consultation because they have had a consultation before
  • Outreach = All consultations outside the office: including Onsite Referral Services, Expo’s etc

Hi Name, To progress your recent interest in volunteering, please book a time for a phone or face-to-face appointment www.vnq.org.au/appointments | 4725 5990 | ROName, Volunteering NQ

Hi Name, We recently referred you to a volunteer opportunity. Could you SMS reply to let us know who you have been accepted by or started volunteering with? RO Name, Volunteering NQ

Sorry we missed your call.  This is a SMS service only. Please contact us on our office number 4725 5990 on Tue-Thurs between 9am-2:30pm.  Volunteering NQ.

Hi Fname, You missed your appointment with us to progress you volunteering interest.  Would you like to make another appointment? ROname, Volunteering NQ

Hi FirstName, You expressed interest in volunteering not too long ago and to help us improve our services at Volunteering NQ, we welcome your feedback? www.vnq.org.au/survey/volunteers  Kind regards, ROname