Making recruitment less painful: A guide & checklist for hiring managers in the non-profit sector

We all know that recruiting for the charity sector can present some unique challenges. Budget constraints, resource limitations, skill shortages (in some areas) and the importance of finding candidates with values that are well aligned with the team and organisation, are all factors that can contribute to a stressful and sometimes overwhelming process.   

Additionally, in more recent months, there has been a notable increase in the number of applications for many roles due to a variety of contributing factors, such as a general increase in candidate availability, as well as the use of AI which has made applying for roles easier and quicker for many job seekers.  This increase in applications however, does not necessarily translate into having a high quality shortlist of suitable applicants needed for a successful appointment.

This adds to the overwhelm that hiring managers experience when faced with having to recruit and can take up a lot of time and focus away from other core responsibilities. Yet, with the right strategies, you can turn recruitment into a joyful, purpose-driven endeavour that will ultimately strengthen your team and enable you to achieve outcomes that will support the organisations’ mission.

By approaching your recruitment in this way, you are likely to unlock improved productivity, creativity, and hold onto people you already value within your team. Here are some steps you can take for a more effective and joyful recruitment process, even in the face of tight resources.  

1. Conduct a team skills audit

Did you know, according to LinkedIn the average cost of a bad hire is 30% of that hire’s annual salary?  This is why in a sector where resources need to be carefully and effectively distributed , it is important to ensure that every hire is set up for success from the start and is able to make a difference. Conducting regular team skills audits can help you pinpoint (and leverage) your team’s strengths, identify skill gaps, and prioritise what you truly need when you do have a vacancy to fill.   And if doing this regularly is not feasible, it is always advisable at the start of any new recruitment process.

A skills audit not only clarifies the type of hire required but can also reveal creative ways to redistribute workloads or upskill existing team members. This process can lead to increased productivity, more creativity while also improving retention, as employees see opportunities to learn, grow and feel more valued for their contributions. 

How to get started:

• Create an ideal skills inventory required for your team’s roles.
• Survey team members on their current skills, career goals, and interests.
• Use free or low-cost tools like SWOT analysis templates to map team capabilities.
• Identify gaps where new hires could add value, or where you could train and develop existing team members.

2. Clarify and design roles with a focus on the organisations mission and your team objectives

Charities are driven by purpose, and, for the most part, so are the people who work for them. Start by clearly defining the role, focusing not just on hard, soft and transferable skills gained from previous experience but also on how the candidate will contribute to the mission in that role.

Aligning roles with the organisation’s vision is extremely powerful and not only attracts the right candidates but also makes the process more inspiring for the whole team.

Gallup research found that employees who feel their strengths are fully utilised are six times more likely to stay. This is particularly critical in charities, where turnover can be costly both financially, as already mentioned, and in terms of lost momentum toward the mission.

3. Seek out expert knowledge, insights and advice

Conduct some market research by seeking out sector specialist salary surveys and job market insights.   Identify future skills required for specific roles and speak to colleagues or peers about their recent recruitment experiences.  Using effective AI research tools is another powerful way to gain some initial insight into the current market, talent trends and ‘competitor’ analysis.

Your trusted specialist recruitment partners should also be willing to advise and share market knowledge that will help to inform you of the best approach to your recruitment campaign, regardless of whether you have the budget to use their services or not at that particular time.  Recruitment partners understand the market better than most, due to the breadth of organisations and candidates they work with every day. 

A trusted recruitment partner will work with you to support your longer-term people strategy by providing you with market knowledge that will enhance your own recruitment efforts and be there to support you with recruitment services as and when the need arises.

4. Leverage your employer brand to appeal to the best talent

A strong employer brand is especially important in the charity world, where financial rewards are often not as attractive as in many other sectors. Showcase your organisation’s impact through creative, human storytelling - share testimonials from existing employees and other stakeholders, acknowledge team achievements, and highlight the most attractive aspects of your team and organisation.   Information such as; flexible working policies, training and development opportunities, annual leave, pension contributions, working environment, social, environmental and diversity initiatives, are all really important and will help you stand out when trying to attract talent.. 

Look for other ways to promote your employer brand, for example, videos on social media platforms can add that human touch and speak to your recruitment partners to learn more about your reputation, appeal and position in the market, compared to other similar organisations.  

Encourage your team to share their “why” for working at your organisation, this is something you can use effectively at various stages of the recruitment process and brings to life the claims that are made in a job advert, job description or work for us page. Authentic, passionate voices resonate with mission-driven candidates.

5. Streamline the process as much as possible

Budget constraints don’t have to translate into a lengthy or frustrating hiring process. Automation tools like free applicant tracking systems (ATS) or calendar apps can save time and energy. Take the time to ‘experience’ your own process and remove unnecessary steps, delays and barriers that could deter applicants from staying in the process, losing interest or being snapped up before you have completed your process. Also ensure that you provide clarity on the recruitment process right from the start of the campaign (eg advertising) - this can have a considerable positive impact on engagement and commitment to the process. 

Organisations with efficient and inclusive hiring processes save time and attract better, more diverse talent, even when operating with fewer resources. By respecting candidates’ time and creating a smooth, accessible experience, you also build trust and goodwill that can lead to loyalty and commitment.  This will also have a positive impact on any unsuccessful applicants, who are more likely to apply again in the future or recommend your organisation to others.

6. Turn recruitment into a team effort

When hiring, your team is often your best recruitment asset. Engage them in the hiring process where possible, by having them contribute to job descriptions, participate in interviews, or connect with candidates informally. This can help you find someone who will compliment and ‘add’ to the team dynamic and takes away some of the recruitment workload.

A collaborative approach to hiring empowers your existing team, making them feel valued and invested in the success of new hires.  Having input from your team members can also help mitigate bias and help to identify candidates who truly embody your organisation’s mission.

7. Celebrate the short-term recruitment milestones

In the charity sector, where hiring often feels like another stretch on limited resources, it’s easy to overlook progress. Celebrate milestones like undertaking the teams skills audit, finalising a job description, completing interviews, or onboarding a new hire. Recognising these moments as key milestones, will keep up morale and likely result in a willingness to support you again in the future. It also reminds your team of the value recruitment brings to the team and the aims and objectives of your organisation.

Conclusion

Recruiting for charities may come with some challenges, but it can also be a deeply rewarding process. By conducting a team skills audit, aligning roles with your mission, seeking our specialist expert advice, leveraging your employer brand, and involving your team, you can turn recruitment into a joyful and purpose-driven experience.

Use this simple checklist the next time you recruit for a quick re-cap on all the key tips and take-aways from this blog!