A note
Recruitment without the HR theatre
Somewhere along the way, “recruitment” in the not-for-profit sector started sounding like a corporate talent show.
Competency frameworks. Five-round interviews. Personality quizzes. Scorecards with seventeen criteria. And then—after all thatthe board still picks the person who “felt right” in the hallway chat.
I’m not against fairness. Im against theatre that burns volunteer time and still produces a muddy decision.
Small NFPs need a process that’s clear, respectful, and doable. Not a pale copy of a bank’s graduate program.
Start with the role, not the ad
Before you write “dynamic self-starter,” finish the position description.
What will this person actually do in the first three months? How many hours? What’s the pay (or volunteer expectation)? Who do they report to? What must they already know, and what can they learn?
If the board cant agree on those answers, you’re not ready to advertise. You’re ready for a planning conversation.
A vague ad attracts vague applications—and sets everyone up for disappointment.
Write an ad a human would answer
Lead with the work and the why. Be honest about the messy bits. If the role is 0.6 FTE with peaks around grant season, say so. If the office is a converted shipping container behind the hall, say so. Good people self-select out of surprises; bad fits self-select in when you hide the truth.
Skip: “passion for excellence and “hit the ground running.”
Include: closing date, how to apply (one email address, one document list), and a contact for questions.
For volunteers, same idea—shorter. We need someone to run Friday night canteen twice a month. Here’s what that involves. Here’s who supports you.
Keep the process short and fair
A workable sequence for most small NFPs:
- Screen on paper against the must-haves you wrote down before you opened the inbox.
- Interview with two or three people, same questions for each candidate.
- Check references that actually relate to the work.
- Decide , minute why, and tell everyone promptly.
- That’s enough for many Coordinator and admin roles. Add a work sample if the job is writing-heavy or numbers-heavy. Don’t add a panel of eight because it looks “proper.”
- Consistency matters more than complexity. If you ask Candidate A about conflict handling and Candidate B about their favourite colour, you havent run a process—you’ve run a chat.
- Boards: stay in your lane
For staff roles, the board usually sets the brief, budget, and final approval. Managers (if you have them) run the day-to-day selection. When the whole committee interviews every applicant for a 10-hour-a-week admin job, two things happen: candidates get spooked, and the process takes three months.
For committee recruitment, be equally honest. “We need a Treasurer who can reconcile a bank account” is better than hoping an accountant magically appears at the AGM.
After the yes
Offer in writing. Confirm start date, hours, pay, probation if relevant, and who their first-week buddy is.
Then induct them. A signed contract without induction is how good people feel lost by Friday.
Volunteers deserve process too
Recruiting volunteers isnt just ask around”not if the role carries money, kids, keys, or community trust.
Be clear about screening (WWCC where required), induction, who supervises them, and how they step down. A warm welcome and a fuzzy role is how people feel used.
For committee recruitment, talk about the real time commitment. “One meeting a month” is a lie if every meeting generates four hours of follow-up. Tell the truth. You’ll get fewer nominations and better ones.
And when you knock someone back, do it promptly and kindly. A short email beats radio silence. People talk—especially in regional communitiesand your process is part of your reputation.
If you’re refreshing how roles connect across your organisation, Strategic Workforce Architecture is a useful DIY backbone—or book a discovery call if you want help sizing a process to your reality.
Good recruitment isnt impressive. It’s clear. People know what they’re applying for, how they’ll be judged, and what happens next. That’s respect—before day one even starts.