Frequently Asked Questions
Frequently Asked Questions
1) How long does the application process take?
After completing an application you would be invited for interview If accepted as a volunteer we do aim to get you started as soon as we can. On average the application process can take around 4-6 weeks to complete dependant on role, volunteer availability and organisational need*. This is because the volunteer coordinator will need to meet with you, verify your identification, send and await the return of references, a Disclosure/Protection of Vulnerable Groups (PVG) check has to be undertaken and for some volunteers specific health screening or risk assessment may be required. We also need to arrange induction and mandatory training for volunteers and finally introduce you to the team or department you will be volunteering with. Please be assured we are keen for you to start as quickly as we can and will keep in touch with you throughout the process. Role descriptions for each of our volunteering roles also provide a little more information around the skills and qualities we expect from a volunteer. * please note some of our opportunities require attendance at role specific training over several months, e.g infant peer support or hospital visitors.
2) Are all applicants for volunteering automatically accepted?
No. All applicants are assessed on a role and individual basis. In some occasions the application process may be competitive following a specific recruitment drive. All applicants have to complete the same recruitment, induction and training procedure specific to a particular role.
3) How can I speed up the process?
By ensuring that your details are all in order and available when requested will help. You should alert your referees to the importance of replying quickly and if you need to have Disclosure, Protection of Vulnerable Groups (PVG), or other checks processed you should ensure you return any paperwork quickly. Please always double check any email addresses and phone numbers for yourself and your referees when completing your application.
When you meet with your Co-ordinator or when asked to do so you should bring/provide identification relavant for the level of Disclosure check required for the Volunteer Role. Your co-ordinator will advise you but as example it could be:
- two forms of photographic personal identification and one document confirming your address (must be less than three months old), or
- three forms of photographic personal identification with at least one of them confirming your address (must be less than three months old)
- You may also be asked to provide a photograph for your ID badge electronically if your role requires this
4) Do I need qualifications?
Generally, no. However a few of our roles would require you to evidence your ability to practice in for example; complementary therapies or have certificates in food hygiene or qualified to drive.
We will however be looking for particular skills and personal qualities in our volunteers. Role descriptions for each of our volunteering roles also provide a little more information around the skills and qualities we expect from a volunteer.
5) Can I get a qualification, recognition or an award by volunteering with NHS Grampian?
Although we do not offer any formal qualifications, in return for your commitment to volunteer, we offer you the opportunity to gain new skills or improve on existing ones. Volunteering can help individuals prepare or indeed return to the workplace, gain confidence, learn new skills and enter or re-enter paid employment.
There are however some awards for volunteering, particularly young people. We do also pride ourselves in recognising the contribution that our volunteer make and award them with certificates of recognition and service.
Saltire Awards – Celebrating youth volunteering in Scotland
6) How old do I have to be to volunteer?
Our minimum age for volunteering is 16 years of age, but some roles do have further restrictions on this minimum age which will be detailed on the advertisements. We do not have an upper age limit for volunteering.
7) I have a criminal record, can I still volunteer?
Yes, you can, with some limitations.
Depending on the nature of your criminal record, you may not be able to take up some volunteering roles but a variety of others may still be open to you. If you wish to discuss this confidentially prior to applying, please contact the local volunteer co-ordinator for the role you are interested in. You can also contact our Volunteer Management Team via gram.volunteer@nhs.scot and ask for someone to contact you by telephone.
8) How much time do I need to volunteer and how long can I volunteer for?
Whether you have little or lots of time to give there should be something there for you!
In most roles there is a minimum commitment for the session but this will vary from role to role, usually 1 session between 2-3 hours weekly. In some roles but not all, there will be flexibility to attend fortnightly or monthly or even on a seasonal basis in activities such as gardening for example. Some volunteers attend more than one session per week, again depending on the role. We advise potential volunteers to take into consideration travel time in choosing their preferred role and location to volunteer.
Length of Commitment - Volunteering is about free will and your choices. Some roles are time-bound and may have an end date whilst most are open ended. In some cases, particularly where the role involves extensive training or engaging with a particular group of patients it might important for volunteers to engage on a medium to long-term basis of three, six or twelve months minimum. You should discuss this with your volunteer coordinator. We would always recommend a minimum of 6 months commitment where possible.
NHS Grampian appreciates the commitment of our volunteers. Every year during National Volunteers Week, the Voluntary Services Team distribute long services awards to our Volunteers.
9) How will I be supported in my role?
Every volunteer is supported. Depending on the way the volunteer management programme is structured this might be from the volunteer manager or coordinator; a member of staff where your volunteering takes place in additional in some locations, you may have a volunteer buddy, a named experienced volunteer within your team. Due to the introduction of new roles in many sites across Grampian many volunteers are required to work without direct supervision or the onsite support of a volunteer coordinator. This will be considered as part of your application and should a role not be deemed suitable for you, you will be supporting in finding alternative options including outwith the organisation.
10) Can I still claim benefits whilst volunteering?
Yes. Claimants of welfare benefits are allowed to volunteer without losing their benefits. However, you must make sure that you are available to meet the conditions of receiving those benefits. We recommend that you tell your volunteer coordinator that you are claiming benefits, especially if there is a chance your situation could change at short notice, for example if you are seeking paid work and are required to attend interviews or statutory appointments.
11) Can I volunteer together with my family or friends?
Yes of course! Volunteering with a friend or family member can be an even more rewarding experience and many but not all of our roles would be suitable for this. All parties would be required to complete the necessary recruitment and training to become a volunteer. Please discuss this further with your Volunteer Co-ordinators.
12) Can I claim expenses for travel, etc.?
NHS Grampian will reimburse costs of travelling to and from your volunteering placement, including attending any training sessions. Further information available from your co-ordinator as part of your induction or in advance or your application if required by contacting gram.volunteer@nhs.scot
13) Can I use my volunteering placement for a reference?
We will always provide a reference for our volunteers following a the completion of 6 months of regular volunteering.
14) What should I wear when volunteering?
Some volunteering roles are provided with a uniform or a T-shirt or Polo Shirt, largely in hospital or ward support settings where we need to ensure a volunteer is easily identifiable or to meet infection prevention and control requirements (bare to the elbow). For some locations and roles you may be provided with alternative options or indeed be able to wear your own clothing. Your Co-ordinator will discuss our expectations around dress code at your induction. We do also suggest quiet, comfortable footwear and keep strong scented deodorants or perfumes to a minimum. Volunteers undertaking a ward support role will be required to adhere to regulations around hand hygiene including nail varnish, rings and wrist jewellery – further information is available from your Coordinator.
15) Will I receive training?
NHS Grampian has developed a programme of training and development for all our volunteers. All volunteers will participate in a general induction course that covers key issues such as confidentiality, boundaries, safeguarding and health and safety. Volunteers also receive a one to one local induction specific to their role and the location they are volunteering. Elements of your training and induction may be ‘virtually’ via Microsoft teams, in person or by self-managed learning online. Volunteers are expected to attend mandatory training including annual refresher sessions to continue on their placement.
16) What happens if I want to take a break or change my volunteering session?
We understand that things can change and that sometimes volunteers are not able to continue to volunteer with us. In these circumstances, we are keen that volunteers speak to their Coordinator who may be able to arrange an alternative placement at a time or location that suits better or negotiate a break and stay in touch with you until you are able to recommence volunteering if you wish to do so. Should you need to take a break your Coordinator will agree a date in which you should confirm your intentions around returning.
17) Ending the Volunteering Placement
What happens if I want to stop volunteering altogether? It can sometimes be hard for volunteers to say that they want to stop volunteering but it is helpful if a volunteer wants to end their commitment, they let their Coordinator know as early as possible of their intentions. This allows an opportunity to gather feedback on your experience so we can continually improve the volunteer experience, so we are aware of the vacancy and can begin to recruit a replacement. But most importantly we also want to have the opportunity to say thank you and good bye.
Importantly, if you feel that something is seriously wrong, you feel unsafe or someone is treating you badly please raise this with your co-ordinator immediately in order for us to best support you and improve the situation.
Your volunteering placement can also end at any time, subject to the discretion of the Coordinator or Service Lead.
18) How will I be kept safe while volunteering?
Each role is risk assessed regularly to ensure that appropriate measures remain in place to mitigate risk for our volunteers. In some instances additional risk assessment may be required, e.g around age, health, pregnancy or disability. Volunteers participate in a comprehensive induction programme which address a number of safety issues such as infection control, fire safety and more. You will also be supported by your local Volunteer Co-ordinator with relevant training and skills updates required for your role. Avoiding the ‘one size fits all’ approach ensures our volunteers are most appropriately trained and supported for their specific role with the intention of providing a skilled volunteer and quality volunteering experience.
19) Where can I go if NHS Grampian does not have a vacancy that is suitable for me?
If you do not find something of interest to you, or we are unable to progress your application please keep checking our website for new opportunities. If there are no opportunities that are at the right time or location for you, we signpost volunteers to their local Volunteer Centre who would be able to provide support to find a suitable volunteering opportunity
20) What’s the difference between volunteering and work experience?
Volunteering - In NHS Scotland volunteers are engaged to complement the role of a paid member of staff, not to replace it. You don’t have to volunteer full time. It could be a one-off project or a weekly commitment that you could fit around your work or studies but is normally an ongoing commitment to an organisation.
Work Experience – available for school students 4th year and above, students and adults*
Work experience is primarily spending time shadowing and observing in order to understand a role better. As well as getting involved in routine tasks to help support the organisation in a very practical way, participants have the opportunity to experience essential work based skills such as time keeping, team working, problem solving and working collaboratively. No hands on clinical experience is allowed within the hospital settings, to ensure the safety of both the patient and the individual on placement. Often full time for a short, defined period of time.
*who are not in full time education or individuals considering a career change
Further Information on work experience in NHS Grampian available is available via the following link:
Work Experience in NHS Grampian
21) Gaining Employment with NHS Grampian
The volunteering department is unable to advise you on employment opportunities or the recruitment process of NHS Grampian. All vacancies are advertised on the following website: Employment opportunities in NHS Grampian
Published: 17/05/2024 10:27