Role profiles

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by Wendy Halley

Add new role 

Before you start creating a role profile, make sure you've set up your teams (organisational hierarchy). It's best to have set up your your permission groups too, even if you finalise the specific permissions later.

To add a new role, press the "Add new profile" button on the role profiles listing page. You will be asked whether you want to create a new role profile or whether you want to base it on an existing one.

*Items marked with an asterisk are required.

Create new role profile (blank)

When setting up a new role profile, you need to enter some basic details first.

Role internal name*
This is the internal name of the role profile, allowing you to use versioning naming schemes. Example: "Shop Volunteer - v1.12"

Role title*
This is the actual title/name of your role profile that will be shown to users and the public if being used to recruit. Example: "Shop Volunteer"

Role type
Please select whether the new role profile is a volunteer or non-volunteer one. If you select non-volunteer, then you will not have to fill most of the details below as these are for volunteer roles only.

DETAILS TAB

Role base*
The role base is shown to potential volunteers when they are looking at opportunities on your website and indicates whether the role is community, shop, home, office or event based.

Volunteer manager*
Please enter the title of the person who will be managing this volunteer. Example: "Shop manager"

Why we want you*
This is your chance to explain to potential volunteers the purpose of the role. This is about the impact that the volunteer role will have and how it contributes to your orgnaisation's objectives. This is not the advert.

Tasks*
Please enter a list of general types of tasks that the users will be doing in this role. Bear in mind that these will be displayed as bullet points to volunteers so don't add too many. About six is generally the right level for a volunteer role. Once you have entered the first line, press the "Add" button next to it before typing the next one.

Skills needed*
Enter the skills that volunteers should have to do this role. You need to add at least one.

Benefits of the role*
Add the positives for the volunteers taking on this role. This is where you can explain why the a potential volunteer may want to take on this role eg Volunteering that fits around your life or A sociable role where you will speak with lots of different people.

Tip

You can drag and drop the list items to reorder them. You can also edit them.

Disclaimer
The disclaimer is specific to this role and is optional. It can be used, for example, to manage applicants' expectations by explaining that your organisation takes safeguarding very seriously so carries out reference criminal records checks.

RECRUITMENT TAB

Minimum age
Enter the minimum age for this opportunity - this is not related to the minor age as it could be 21 or 24 for driving roles and even 60 for some projects. Please note that applicants will not be stopped from applying to this role if they are below the minimum age. However, they will be told that they are below the minimum age and a banner will be shown to the opportunity manager that the applicant is below the minimum age and it will be up to them whether or not they want to proceed with their application.

Recruitment category*
Selecting the recruitment category will give additional options for customising the process specifically for this role profile, depending on which category you select. By default, Assemble has two recruitment categories:

Simple
Simple recruitment category is used for recruiting volunteers without having to go through a detailed recruitment process.

 Full
A full recruitment category introduces the ability for additional stages and checks to be implemented and then tailored for each role profile, as detailed below.

Info

If your organisation requires additional recruitment categories, please contact Assemble support.

Additional consent (Simple and Full)
Additional consents allow you to configure compulsory consents for a specific role. For example, volunteers may have to consent to having their photo taken if events volunteers. You can add as many consents as you'd like and the user will have to tick all of them before they can apply.Please note that this is role specific consent and is only applied during the application process. This is different to organisational consents, which apply to all existing users as well as applicants and can be updated by existing users through their user profile.

Meeting name (Full only)
The full recruitment category usually requires the user to go through some sort of a selection process. If this role profile's selection process needs a different title to the standard set by your organisation, you can add it here.

Parental consent required (Simple and Full)
If this is ticked, then applicants who are minors will have to provide details of their legal guardian as part of their application.

Requested documents (Full only)
You can ask applicants to provide you with specific documents through the applicant portal. You can specify whether this should be as part of their application or after selection meeting. Examples could be that they need to upload a copy of their CV as part of their application, however, you probably would not need to upload a copy of their driver's licence until after they have been selected.

References requested (Full only)
Please enter the number of references you would like the applicant to provide. If the role does not require any references, leave as 0.

References required (Full only)
Although you can request any number of references, you may choose to clear a volunteer with a lower number of references received. For example, you may request applicants provide two referees, however, as soon as you receive one successful reference, you may clear the applicant to proceed to the next stage. This can speed up the recruitment process significantly. Of course, the number required cannot be higher than the number requested.

Vetting disclosure type (Full only)
If the role requires vetting, please select from one of the vetting types. These options are managed at the organisational level through the Settings.

COMPLIANCE TAB

You can set up optional compliance modules for your volunteers to complete and also indicate any risk activities you have identified to generate the role risk assessment.

Required training modules++
Select the induction modules that you require your volunteers to complete once they have been recruited. As you click on the field, a list of available modules will be shown to you. You can click on them to add them to the role.

Optional training modules++
You may want to allow your volunteers to complete certain modules should they wish to.

Risk activities++
If you have configured your risk activities and they can apply to this role, you can add them to the role here. This will auto-generate the risk assessment for this role profile, which will then be available for managers and volunteers with this role.

ADVERT TAB

The details within this tab can be edited at any time.

Long advert text* ++
When an opportunity is created, the text you place here will be automatically loaded onto the opportunity description. Not only does this save the recruiting manager the time and effort but it also lets the organisation ensure that all adverts are consistently of the same standard.

Standard text will display on your opportunities' adverts and is more than sufficient for most. However, if you want to use advanced fornatting,  you can can use markdown. You can also use the markdown tables generator if you need to add a table to your role advert. You cannot insert HTML.

Short advert text* ++
This "teaser" is displayed with returned search results and should be written to entice potential applicants to click through for further details on the opportunity. This is the first impression a potential volunteer will have of your opportunity, so it is important to ensure that you use text that captures their attention.

Read only
If this is checked, when an opportunity is being created, the manager will not be able to modify the above text for their opportunity. (Unless they have override permissions: Override opportunity description or Override opportunity advert text). This helps maintain consistency and quality control.

OTHER TAB

The details within this tab can be edited at any time.

Additional clearance text*
Any text that you add here will be automatically added to the clearance email for this role profile. This is particularly useful for one-off opportunities using the Simple recruitment category eg cheer point volunteers. With applications automatically moving through without a selection and checks process, you can opt to include key information automatically that's specific to this role profile.

If used for role profiles where the recruiting manager is required to approve clearance, the text will be automatically entered into the clearance email but may be edited or deleted by them.

 

 

Image gallery++
You can upload images related to the role that can be selected when opportunities are created from it. These should be in landscape format, suitable for use on a website (not too big or too high resolution) and you should make sure that you have the copyright clearance for them. It's a good idea to upload a several images so that opportunities for the same role don't always have the same advert image displayed. Note: When you upload images, they may not always be shown straight away as the system will need to process them in the background.

Role family++
If the role is part of a role family, select the appropriate role family here.

Permission group++
Select the appropriate permission group for this role.

Available to++
You can restrict who can select the role profile for recruitment. For example, if the role is for a shop volunteer and your organisation has a separate branch for all the shops, you may only want managers from those locations to be able to use this role profile to recruit. If you do not select any teams, you will not be able to recruit for this role. It's a good idea always to select the team where your administrators are eg Volunteering Team, for every role.

Allow recruitment++
If this option is unticked, then the role profile cannot be recruited to. The reason why this is an option is that sometimes you may need to add legacy roles to the system to assign to users or even have honorary roles for certain users but do not necessarily want to recruit those roles through the applications process.

Status++
All role profiles are on draft status by default. Once they have been saved, they can be made active by users with the appropriate permission. You can also make an existing role profile inactive through this setting.


++: Once a role profile has been made active and assigned to a user or an opportunity, most of its details cannot be changed. Only the items marked with ++ can be changed.

Create a role profile based on another one (duplicate)

If you have selected this option, you will be shown a search box where you can search your existing role profiles. Start typing the role profile name until you find the relevant, click on it and then press the "Add role profile" button.

This will copy over all the details of the role profile you've selected, including all the images and settings.

You will now be able to make the required changes to the role profile. Once you have completed all the changes, press the blue "Save" button and the new role profile will be saved as a draft.

You can find further details about the settings of a role profile in the "Create new role profile (blank)" accordion above.

Approving a role profile

All new role profiles are saved as draft and must be approved by a user with the appropriate permissions (Permission 2) before they can be used to recruit or be assigned to users.

To approve a role profile, find it in the role profiles listing page and edit it.

You will see a banner on top of the page, informing you that the role profile is in draft mode and ask if you want to approve it.Banner displaying the status of a role profile

Changing status/deleting a role profile

As long as a role profile is in draft mode, it can be edited. As soon as it's been approved, only certain sections can be modified. (Please see above, under "Create new role profile (blank)".

If a role profile is no longer required, it can be "retired" by setting its status to be inactive. This will not end the role of any user but rather not allow the role profile to be assigned to any new users or opportunities.

Warning

Once a role profile is set inactive it cannot be reset to active

If a role profile has not been assigned to any users or opportunities, once it has been set to be inactive, it can be permanently deleted. As soon as its status is set to be inactive, the "Delete profile" button will appear under the "Save" button.

Non-volunteer role profile

As mentioned in the introduction, Assemble differentiates between volunteer and non-volunteer role profiles for reporting purposes. Additionally, non-volunteer role profiles cannot be used for recruitment (opportunities). Therefore, if you select the role profile type to be a "Non-volunteer", most of recruitment related fields will be hidden.

Additional configuration

Once you have set up your role profile, you can then perform more role specific configurations:

 Role profile list  

  Required permission(s)

  • Role profiles:
    1. Manage role profile
    2. Approve role profiles
    3. Delete role profiles
    4. Add images to role profile