Volunteer & Member Handbook

1. Welcome to HHAM

Thank you for choosing to join Helping Hand Alliance Melbourne (HHAM). Whether you are registering as a member, volunteering your time, or stepping into a leadership role, you are becoming part of a community built on compassion, integrity, transparency and meaningful action.

Who we are

HHAM is a volunteer-run charity and community organisation that supports disadvantaged and seriously ill children, vulnerable families, and people affected by cancer across Vietnam and Australia.

How we work

2. Vision, Mission and Values

Vision

A compassionate and connected community where vulnerable children and families are supported with dignity.

Mission

Mobilise volunteers and partnerships to deliver transparent, 100% direct support to disadvantaged and seriously ill children and cancer patients across Vietnam and Australia, while empowering community and transforming lives.

Our values

Service, Respect, Integrity, Compassion, Community, Transparency, Accountability and Cultural Connection guide how we behave, make decisions and represent HHAM.

3. Who This Handbook Applies To

Members

People who formally join HHAM, contribute to the community, and support the organisation through annual membership and participation.

Volunteers

People who contribute time, skills, experience or practical support to HHAM events, programs, communications, fundraising, operations or case support.

Leadership volunteers

Team leads, project coordinators, directors and other trusted organisers who take additional responsibility for delivery, communication, decision making and support of others.

4. Membership at HHAM

Purpose of membership

The HHAM membership program builds a strong and sustainable community of supporters who contribute financially and through participation to strengthen HHAM's charitable mission.

Annual membership contribution

Why membership matters

Membership creates continuity, shared ownership, stronger engagement and a more sustainable foundation for HHAM's long-term work.

5. Membership Categories, Benefits and Responsibilities

The categories below can be adapted over time as HHAM grows.

6. Volunteer Roles and Expectations

Volunteer roles may include

Event operations and logistics, kitchen and catering support, finance support, impact case support, communications and media, community engagement, partnerships and grants, and other approved activities.

What HHAM expects from volunteers

• Act respectfully and follow instructions
• Protect dignity and privacy
• Represent HHAM responsibly
• Communicate early if you are unavailable
• Work collaboratively with others

What volunteers can expect from HHAM

• Orientation and clear task guidance
• Opportunities to contribute meaningfully
• Respectful treatment and recognition
• A culture that encourages sustainable volunteering rather than burnout

7. Code of Conduct

All members and volunteers are expected to act with integrity and respect, uphold HHAM values, protect beneficiary dignity and privacy, follow financial, safety and communications procedures, avoid conflicts of interest, and raise concerns respectfully and promptly.

8. Financial Integrity and Accountability

Good practice when handling money

• Count cash with a second volunteer present
• Record income and expenditure clearly
• Keep receipts and evidence
• Submit records promptly
• Follow direction from the Treasurer, Finance Lead or President

Financial transparency protects donors, beneficiaries, volunteers and HHAM's credibility, and helps the organisation remain accountable and sustainable.

9. Privacy, Storytelling and Public Communications

Respect before publicity

Beneficiaries are not marketing material. Stories and images should be shared with care, dignity and consent.

Your responsibilities

• Obtain permission before publishing photos or stories where required
• Avoid sensitive medical disclosures unless properly approved and consented
• Do not share identifiable beneficiary information without approval
• Follow the direction of the Communications Lead for sensitive content

Social media

Volunteers and members must not post confidential, misleading or unapproved information on behalf of HHAM. When in doubt, check first.

10. Event Safety and Volunteer Wellbeing

Minimum safety expectations

• At least two volunteers should be present for operational activities where practical
• Risk and logistics should be checked before delivery
• Emergency contacts or escalation points should be known

Sustainable contribution

HHAM values reliable long-term contribution over short bursts of unsustainable effort. Recovery, role rotation and mutual support are healthy parts of volunteering.

11. Reporting Concerns and Escalation

Reportable concerns may include

Financial irregularity, safety concerns, privacy breaches, reputational risk, misconduct, unresolved conflict or ethical discomfort.

How to report

Raise the issue with your Lead where appropriate, or report directly to the President or a designated executive leader if the matter is sensitive or serious.

HHAM will treat concerns seriously and seek to handle them respectfully and confidentially, while still acting where required to protect people and the organisation.

12. Recognition, Growth and Community Engagement

Growth pathways

Growth is based on commitment, integrity, capability, collaboration and trust.

Recognition

HHAM may recognise contribution through appreciation posts, community acknowledgements, annual recognition events, leadership opportunities and reference letters where appropriate.

Community engagement

HHAM aims to keep members and volunteers connected through gatherings, appreciation events, cultural celebrations, networking opportunities and community campaigns.

13. Onboarding and Registration Process

14. Acknowledgement

Thank You for Joining HHAM

Every contribution matters. Every volunteer is valued.

Together we make a difference — Cùng nhau tạo nên điều khác biệt