UK Scouts Volunteer Recruitment Process

• County/Area/Island Lead Volunteer
• Regional Lead Volunteer 
• UK Lead Volunteers and Teams
• Chief Volunteer for International and Team
• UK Youth Team Members
• Chief Volunteers
• Deputy Chief Volunteers
• Lead Volunteer of the British Overseas Territories 
• Lead Volunteer of British Scouting Overseas 
• National Support Team Leaders
• Contingent Leader, Deputy Leaders, Leadership and Support Team Members
• Independent Committee Members, Comittee Members, and Sub-Group Members
• Programme Sponsors and Board Members
• Project Sponsors and Board Members 

1a. Check the Teams Table in POR (16.11.1). If this is an existing role, please check that it is recruited via the UKHQ Recruitment Process. If this is a brand new role, please consider any changes that may need to be reflected in POR.

1b. Think about your vacancy and plan your recruitment process in advance. 

Vacancy considerations:

• What tasks will this volunteer be completing?

• Do you already have volunteers that might be able to support these tasks?

• What are the financial implications for recruiting this volunteer?

Recruitment considerations:

• Do you have a Search Group?

• How will you advertise your vacancy?

• What will the selection process be?

• How will the volunteer Team Lead and Staff Partner share the recruitment responsibilities? 

• Have you considered your timeline? For instance, make sure you leave enough time for internal checks before inviting candidates for interview.

2a. Complete the Recruitment Request form. This will be reviewed for approval by the UK Volunteering Manager or Chief Volunteering Officer. This step double checks that the recruitment plans align with our existing structure, budgetary limitations, and strategic needs.

You will be asked to provide:

• Information about the Volunteer Team Leader and Staff Partner
• Vacancy Role Title
• UK Scouts Team
• Reason for vacancy
• Term of appointment
• Role requirements
• UK Leadership Forum status
• Purpose of the role (including objectives, tasks, benefits, impact if not recruited)
• Expected costs
• Cost centre

Please note, if you are recruiting a County, Regional or Area Lead Volunteer, your recruitment journey will look slightly different. As these roles are regularly recruited and require thorough vacancy information, we will pre-populate this on the webpage for you. This will make it quicker and easier to get the advert online. Please complete the relevant form below, then skip to step 3c to see the next steps for recruiting a County, Regional, or Area Lead Volunteer.

Recruitment Request Form - County, Regional, and Area Lead Volunteers

Recruitment Request Form - All other UK Scouts roles

3a. Support from a member of the team. Once your recruitment request has been approved, you will be assigned a member of our UK Volunteer Development Team. They will introduce themselves via email.

The UK Volunteer Development Team Member can: 

• Give guidance and practical support throughout the recruitment process
• Support you to find a Search Group 
• Help you compile information for your vacancy webpage on scouts.org.uk
• Give advice on advertising your vacancy  
• Support with selecting your interview panel 
• Providing best practice guidance for inclusive recruitment 
• Joining your search team or interview panel as an external voice 
• Supporting your new starter throughout their welcome and induction  
• And more!

3b. Provide your Vacancy Information. Once your recruitment request has been approved, the Team Leader and Staff Partner will receive an automation from Smartsheets asking you to provide detailed information about the vacancy. 

We no longer use Vacancy packs. Instead, this information will be displayed directly on your vacancy webpage. Please ensure the responses you provide are accurate, concise, attractive, and inclusive.

You will be asked to provide:

Role title 

In most instances, this should be 'Sub Team Name' + 'Team Member/Leader'. For example: "Fundraising & Partnerships Team Member". If you are unsure, please speak to your Team Leader.

Parent Team

We will be able to identify the team/sub team this role sits within by the Role Title. Please let us know the Parent Team that encompasses this team/sub team.

Role Purpose

In 150 words, a great "role purpose" for a volunteer role vacancy advert should:

• Be Clear and Concise: Use simple, engaging language that clearly explains why the role exists.
• Highlight the Impact: Emphasize how the role contributes to the organization’s mission or benefits the community.
• Focus on Value and Motivation: Reflect what might inspire volunteers to apply, such as making a difference, developing skills, or connecting with others.
• Outline Key Objectives: Summarize the main goals or responsibilities in a compelling way.
• Use Positive and Inclusive Language: Ensure the tone is welcoming, supportive, and appeals to a wide audience.

Key Tasks

In 200 words, provide bullet-pointed “key tasks”:

• Be Specific and Action-Oriented: Use clear, action verbs to describe what the volunteer will do (e.g., "Organize," "Assist," "Support").
• Keep it Relevant: Focus on the most important tasks that define the role.
• Use Plain Language: Avoid jargon or overly technical terms to ensure accessibility.
• Be Realistic: Set clear expectations about the tasks without overwhelming potential volunteers.

• Show Variety and Impact: Highlight tasks that demonstrate the role's contribution and keep the work interesting.

Specialism (if applicable)

If this team member has specific responsibilities or remits, please outline them here.

Person Specification

Knowledge and Experience

• Outline any essential or desirable knowledge the volunteer should have (e.g., knowledge of safeguarding practices, local community needs, or relevant policies).
• Include any previous experience that would help the volunteer succeed in the role (e.g., working with vulnerable people, administrative tasks, or event planning).
• Be realistic about what is necessary versus what can be learned on the job.

Skills and Abilities

• Specify key skills required, such as communication, teamwork, or IT proficiency.
• Highlight any technical or practical skills (e.g., data entry, social media management, or languages).
• Consider including transferable skills that may come from other volunteering, work, or life experiences.

Personal Qualities

• Describe the personal attributes that would help a volunteer thrive in the role, such as empathy, patience, or a positive attitude.
• Emphasize values that align with the organisation’s mission, such as commitment to inclusion and respect.
• Avoid making subjective or overly prescriptive statements – focus on qualities that contribute to the role’s success.

Welcome from the Team Leader

Write a warm and engaging welcome from the Team Leader:

• Set a Positive Tone: Start with a friendly and enthusiastic greeting to create a welcoming atmosphere.
• Express Gratitude and Value: Acknowledge the importance of volunteers and the impact they make on the team or community.
• Introduce the Team and Culture: Briefly describe the team environment and what makes it rewarding to be part of it.
• Highlight Opportunities: Mention the benefits of the role, such as learning new skills, meeting new people, or making a difference.
• Encourage Connection: End with an invitation to join and emphasize that the team is excited to welcome new members.

Selection Process

To write clear and reassuring information about the selection process for a volunteer role vacancy advert:

• Outline the Steps: Briefly describe what applicants can expect, such as an application review, interview, or background checks.
• Be Transparent and Inclusive: Use straightforward language to ensure the process feels accessible and welcoming to all.
• Set Expectations: Mention the timeline for each step and when applicants can expect to hear back.
• Highlight Support: Reassure candidates that the process is designed to be supportive and help them succeed.
• Encourage Questions: Invite applicants to reach out if they have any concerns or need accommodations.

Further Information Contacts

Who can candidates contact for further information? How can they get in touch?

Closure date

When will this vacancy be closed to new applications? How long will you give nominated candidates to apply after they have been informed?

3c. Advertising your vacancy. Once we have reviewed your vacancy information, we will create your application forms and publish your vacancy on the Scouts and Charity Jobs websites. 

Please consider how you might be able to reach a wider audience by:

• Using social media
• Posting on additional volunteer vacancy websites
• Asking friends and family to share

Our UK Volunteer Development Team Members will be able to provide information and support with advertising your vacancy.

3d. Using a Search Group. The search process is an opportunity to identify the best possible candidates for HQ Volunteers, from both within and outside Scouting. This is an open and transparent approach to recruitment, ensuring the role is filled by the person(s) with the most appropriate skill set, knowledge and ability. 

The search process also provides volunteers with the opportunity to clarify their understanding of the role, and to ensure the role/candidate will reflect the needs and values of Scouts. The responsibility of the Search Group is to find the best possible candidates for the role, and to compile a shortlist for the consideration. As part of their role, members will: 

• Discuss the needs of the role
• Discuss the key qualities and skills required for the role
• Review the role description and help to prepare a person specification
• Promote the opportunity widely to identify potential candidates 
• Consider candidates’ suitability
• Support the shortlisting and interview process of all nominees and applicants 
• Contact nominees to discuss the role and encourage applications 
• Support the Team Leader and Staff Partner on their final decision 

4a. You will receive access to your Application Form and Nomination Form via email once your advert is live. Application forms are now standardised and will give applicants the option to submit written or audio/video responses to the following three questions:

1. What has motivated you to apply? Tell us why you'd like to join our UK Scouts Team and what has motivated you to apply for this role.

2. What knowledge, skills, and experience do you have that you think would be useful for this role? This might be from your personal, employment, social, or educational background.

3. What do you hope to gain from this volunteering experience? Tell us about the opportunities, skills, and benefits you'd like to gain from this role.

It is for the discretion of the Shortlisting Panel to decide how long nominated candidates should be given to apply after having been contacted about their nomination. Whilst the vacancy webpage will no longer be searchable after the advert has closed, the webpage (and application form) will remain accessible via direct link. The Shortlisting Panel should send nominees this direct link in addition to any further information.

The majority of UK Scouts Volunteer recruitment processes are now anonymous. This is following guidance from our Inclusion, EDI, and People Teams, and is part of our commitment to fair and transparent recruitment. You can find more information about why we've made this change here [link coming soon]. The application form will give each candidate an individual number to assist with shortlisting. After you have confirmed your shortlist and candidates have been vetted, the HQ Volunteering Servies Team will reveal names and contact details. 

The Shortlisting Panel should read/watch/listen to all applications, assessing each applicant against the skills, qualities, and experience needed for the role. Please use the Smartsheet Application Form to shortlist candidates.

It is important that the Shortlisting Panel should discuss the rules of engagement, including the importance of confidentiality, discretion, impartiality, objectivity and declare any conflicts of interest.  

4b. Shortlisted candidates will automatically be sent for vetting checks. Once you have shortlisted a candidate on our Smartsheet Application Form, their details will be sent to the UK Volunteering Servies Team and Safeguarding Team for vetting checks. The ‘vetting decision’ column will display as ‘hold’ whilst you are awaiting an outcome, then display ‘clear’ or ‘declined’ once checks are complete. If ‘declined’, a member of the team will be in touch to advise next steps.

• Please allow 7 days for vetting checks to be completed

• Do not invite candidates to interview until they have cleared vetting checks

4c. Provide timely responses. Please provide all candidates with a response as soon as possible. Feedback should be prepared by the Shortlisting Panel in advance and this should be provided to unsuccessful candidates upon their request.

Shortlisted candidates are invited to a selection event. In most instances, this will be an interview, however, this may vary depending on your recruitment plan.

Please consider:

• Do you have an alternative plan if the candidate cannot attend the interview date?

• What questions are you asking? Are you going to share the themes of the questions in advance to allow candidates to prepare? 

• Are you asking for a presentation? What is the topic? 

• Follow up questions - do you want to ask them? Who is making a note of the questions and who is asking them?

• Have you made the candidate aware of all key policies?

Scouts is an inclusive, values-based movement and membership is open to all those who share our fundamental values. The Equal Opportunities Policy outlines what we do to ensure the movement is open and accessible; and that people are treated equally and with respect.

Selection panels should normally comprise at least three people (but we would recommend five members), including the appointing line manager, a staff member supporting the process and at least one member who must be under 25. The composition of each selection group should reflect the ethnic diversity of local communities as appropriate.

The HQ Volunteering Services Team and the National Inclusion Team are available to support all selection panels in achieving these requirements where appropriate. To gain this support we're contactable via email.

Where an individual has been in an acting capacity on a temporary basis for more than six months, and a full recruitment process has been completed and has been unsuccessful, and the individual would be willing to stay in the role for a longer term, the following can be undertaken:

• Line manager to agree with the acting volunteer that they are happy to take on the role for the longer term.
• Selection panel reaches a panel agreement on the acting candidate and full appointment.
• Inform the HQ Volunteering Services Team via the update request from your appointment process. 
• Once approved the line manager should support the successful candidate through their induction.

• The line manager is responsible for ensuring that the appointee completes their required training.
• Training requirements for roles can be found in POR Chapter 16: Roles Tables.
• The completion of training is monitored through the Manager of UK Training Advisers.
• The Manager of UK Training Advisers shall keep a record of the dates of provisional appointment expiry and required completion of a Wood Badge (where applicable). Should training obligations not be met within one month of the recorded required completion date, the Manager of UK Training Advisers shall inform the HQ Volunteering Services Team. 
• The HQ Volunteering Services Team shall then contact the line manager to discuss what action and support is required.

Scotland

Roles that report to the Chief Volunteer of Scotland are approved by the Scotland Appointments Advisory Committee (AAC) which has a Chair, a staff member acting as Secretary and independent members. Induction and Training are not led by the AAC, the line manager is responsible for the induction plan and the Scotland Lead Volunteer for Adult Training for appointing a TA.

Wales

There are no variances.

Northern Ireland

There are no variances.

England

Template vacancy packs are available via the Growth and Communities Managers for County Lead Volunteer and Regional Lead Volunteer vacancies