Policy, guidelines and procedures for appointments

Policies and guidance

Within GBM there are a large number of ‘workers’ – some are staff employed by the charity, but most are volunteers working within local settings. In all cases GBM will endeavour to safeguard the children and young people with whom it works by following carefully laid down procedures for their appointment. Once appointed, both employees and volunteers will be given appropriate initial and ongoing training, relevant support and the necessary supervision to equip them for their task.

Procedure for the appointment of volunteers

In GBM, adult volunteers are defined as anyone who is 18 years of age or older. All adult (18+) volunteers desiring to work, on a regular basis, as part of a GBM team should:

  • Agree their involvement in GBM with the church of which the GBM team is a part, as the church needs to approve the appointment and ensure relevant references are secured if appropriate (use the Character reference request template available to download for free from the GB leaders’ online resource base)
  • Be equipped for their role using the n:fluence 18+ equipping material. This training will need to be arranged and delivered by the appropriate people e.g. the district team leader and/or designated trainer(s)
  • Apply for, and obtain, an enhanced DBS check through the church or GBM
  • If possible, work in the local group under the supervision of registered and trained GBM volunteers while completing the relevant modules from n:fluence 18+
  • Visit, observe and learn from children’s/youth work in another context e.g. a different GBM group or an alternative youth/children’s work within a church setting
  • Identify, with the help of other GBM team members, a local leader who will support and informally mentor them as they settle and grow in their new role
  • Complete the Volunteer Registration Form and return it to GBM’s Support Centre, confirming the receipt of a satisfactory enhanced DBS disclosure, the completion of the relevant modules from n:fluence 18+ and the church’s confirmation of the appointment
  • Receive confirmation, from the GBM’s Support Centre, that they’re registered as leaders. This may be celebrated with a special church service or presentation evening
  • Emerging leaders aged 16 plus, actively working with children, also need to obtain an enhanced DBS disclosure.


For clarity and explanation the following should be noted:

  • All volunteers will need to undertake the safeguarding modules from n:fluence 18+ or from their local church, if they’re volunteering in GBM after their 18th birthday
  • All new volunteers are required to undertake the relevant parts of the n:fluence 18+ equipping materials
  • The n:fluence 18+ resource provides the following modules of training:

Children/young people
Pastoral care
Leadership (for team leaders).

  • Some modules/units are compulsory, others may be chosen according to the role which the volunteer will undertake (or the skill that they already have). Please refer to the n:fluence 18+ equipping guide for more information
  • Those with previous experience/training/professional qualifications may be exempted from certain modules. All exemptions should be noted and the reason for the exemption recorded
  • Volunteers are expected to participate in ongoing development and equipping opportunities, to help ensure that activities are relevant and that good practice is developed in their work among children and young people
  • Specialised equipping is available for areas such as Residential Events
    Ongoing support, training and nurture is provided for all leaders in local, regional and national spheres and, where appropriate, is advertised on GBM’s websites and social media
  • Those elected to serve on the GBM Trustee Board and GBEW Network Executive receive induction training.

Procedure for the appointment of staff

  • When a staff vacancy arises, job descriptions will be drawn up.
  • The post will be advertised via the GBM websites and relevant local and Christian press with a closing date of not less than 15 days from the placing of the advert.
  • All applicants will be required to complete an application form.
  • Once the closing date is passed, a short-listing process will take place.
  • Throughout the appointment process, GBM will adhere to its equal opportunities policy.
  • At interview all applicants will be asked a set of questions and will undertake a task as appropriate to the role.
  • Interview panels will include senior staff as relevant to the role.
  • Reasons for non-selection of candidates will be clearly identified and might include:

Poorly completed application form/withdrawn application
Lack of relevant experience/qualifications
Inability to demonstrate professional or technical ability
Inappropriate attitude/demeanour
Communication or language difficulties/medical grounds
Poor interview performance/unsatisfactory references.

  • Once a candidate is selected for appointment, references will be taken up.
  • If satisfactory references are received, a conditional, formal offer letter will be given.
  • At the same point the person will start an enhanced DBS check, which needs to show that the person is acceptable for the position.
  • All employees will be given an induction plan which covers items such as health and safety, job specific elements and expectations and will be overseen by the line manager in consultation with the Director.
  • Each employee is responsible to a line manager with whom update meetings are held to establish work patterns and monitor work load.
  • An ongoing appraisal programme is used to provide support, monitor performance, assess training needs and measure competency.
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