Volunteers have an obligation to protect the privacy of their clients when creating biographies, but the lure of using AI tools to assist in this process is compelling. For volunteer managers responsible for creating procedures and training volunteers, it is useful to understand the privacy policies of popular AI tools alongside secure, offline alternatives.

Core activities of biography creation, such as transcribing, proofing, and editing, are laborious, and it is natural to seek technologies that help. However, managers have raised concerns regarding the importance of keeping client information secure in local files and preventing it from passing through the cloud.

InfoXchange has published a handy guide to help you understand how AI systems capture and utilise data. In plain English, it explains some of the terminology used and looks into the different privacy policies from the eight most popular AI platforms including ChatGPT, Google Gemini, and Microsoft Copilot.

Buzz Captions is an offline audio transcription and translation tool which processes audio locally to ensure 100% data privacy. It works without an internet connection and can create secure transcription of recordings or turn live audio into text. Buzz Captions allows 2000 minutes (over 30 hours) per month on their free plan and is suitable for Windows, Linux, and Apple Mac operating systems.

Vibe Write is another transcription and speech-to-text application. It is suitable for both Windows and Macs and works offline for complete privacy and security. This one is not free but you can buy unlimited access for a very reasonable once-off fee.

Both Buzz Captions and Vibe Write are powered by OpenAI’s Whisper. Whisper is a cutting-edge Automatic Speech Recognition system known for high accuracy and robustness. It excels at handling accents and background noise and can translate into 98 different languages. Make sure your PC has the capacity to run this software before installation as AI models need processing power.

Most mobile phones now have voice-to-text capabilities built-in making the recording and transcription of biographies easier than ever however care should be taken to ensure privacy and confidentiality are maintained. Apple Dictation is available on iPhones and Macs and can be used in the Notes app even without an internet connection. Android phones have Google Docs Voice Typing which can also be used offline. In Windows, users can press Win + H in an open document and and click the microphone button to begin voice typing. Most headphones and earbuds feature built-in microphones of sufficient quality to capture clear voice recordings.

There are ways to store recordings and voice-to-text transcription files securely on mobile phones and maintain this security when transferring to a personal computer. Files should only ever be saved in folders that are stored locally on phones and must never be synced or uploaded to cloud accounts such as Microsoft OneDrive, Apple iCloud, or Google Drive.

Maintain security when transferring files from phones to personal computers by tethering the device to the PC with a cable, or by using Bluetooth or Wi-Fi. Ensure files are saved to folders on the computer that do not automatically sync with cloud accounts. Storing folders and files in external hard drives or USB flash drives might be an easy solution.

Sync settings for devices including phones, tablets, and personal computers can be changed quickly and easily to keep selected folders stored locally and securely. Try these easy to follow user guides for how to turn these features on or off:

Enable Apple Dictation on iPhone and Mac. Change iCloud sync settings on Apple devices to store files locally. How to sync between Apple devices without using iCloud.

Type and edit with your voice in Google Docs. How to work offline on Google apps, phones, and devices.

Set up microphone and use voice recognition in Windows. How to choose which folders sync to OneDrive from PCs or Macs and using OneDrive on Android and iOS devices such as phones and tablets.

This information is provided as an overview and is relevant at the time of writing. Readers should do their due diligence by checking for the most up-to-date information. None of this information is to be regarded as legal advice or recommendations for one service over another, and each individual or organisation should consider their own needs and risk when deciding whether to use any of the information listed here.

The NSW Department of Communities and Justice Volunteering team is conducting a short survey on what volunteer management software programs or applications are used by volunteer involving organisations in NSW and your reasons for using or not using them.

The NSW Volunteering Strategy 2020-2030 contains a commitment to increase participation, build sector capacity, boost knowledge of the sector, and enhance volunteer recognition. In 2023, the NSW Volunteering Taskforce made recommendations relating to the need to build sector capacity and the use of volunteer management software.

In the 2025 NSW State of Volunteering Report, the percentage of paid volunteer managers that use volunteer management software is 28.6%, versus 14.5% of unpaid volunteer managers. The findings of this short survey will help to inform next steps.

Please click here to complete the short survey. The form will be open until 5pm on Friday 30 January 2026. If you have any questions please email volunteering@dcj.nsw.gov.au.

A very exciting opportunity to join the South Eastern Sydney Local Health District’s BEACON Project Team has arisen, which will support the development of their Palliative Care Volunteer Strategy.

The BEACON Project (Building End of life Awareness, Compassion & Outreach Networks) is a Public Health Palliative Care initiative aiming to build a community whereby every person, every family, and every community member knows what to do when someone is caring, dying or grieving.

This innovative role will focus on scoping local community needs and reviewing contemporary volunteer models to assess the feasibility of a dedicated SESLHD Palliative Care Volunteering Service, and to help shape an appropriate, future-focused service model.

This full-time Health Manager Level 2 position will be based at Sutherland Hospital. Applications close August 10.

For more information, the full position description, or to apply please click here.

 

‘Volunteer Coordinator’ has been officially recognised as an occupation in the inaugural edition of the Occupation Standard Classification for Australia (OSCA). This milestone follows a comprehensive review of the Australian and New Zealand Standard Classification of Occupations (ANZSCO) with the OSCA replacing ANZSCO for use in Australia.

This recognition means Volunteer Coordinators will now be included in vital data used by governments, industries, and businesses to shape education pathways, workforce strategies, and policy frameworks. This recognition could lead to better support for people in these roles, which in turn helps volunteers and communities thrive.

This achievement is a testament to the ongoing advocacy efforts of people like Colleen Williams at the NSW Centre for Volunteering and the other volunteering peak bodies. For the first time, Volunteer Coordinators, Managers, and Leaders, are formally acknowledged as a distinct and essential occupation and can be found at ‘411933 Volunteer Coordinator‘, under classification ’41 Community and Welfare Support Workers’.

Leading and managing volunteers is more than just administration; it requires time, talent, and skill. Recognising the importance of volunteer management is a strategic objective in the National Strategy for Volunteering and being included in OSCA will give better visibility to this critical role.

Are you looking for a change or know someone looking for a role in volunteer management? Western Sydney Local Health District has a vacancy for a permanent full time palliative care volunteer coordinator.

Western Sydney Local Health District (WSLHD) is responsible for providing primary and secondary health care for people living in the Auburn, Blacktown, and The Hills Shire, Holroyd and Parramatta Local Government Areas.

The position will work in collaboration to manage and develop the WSLHD Palliative Care Volunteer Service across multiple sites within WSLHD: hospital, palliative care wards and community, and to coordinate and undertake all tasks relating to recruiting and managing volunteers.

This position is instrumental in supporting services to ensuring patients have better ongoing support and services. The position also helps to enable the palliative patient and their carers improved dignity and comfort throughout the patient journey.

Selection Criteria

• A degree in a relevant health related field, equivalent work experience in multidisciplinary health, disability or aged care setting, or a combination of study and work experience
• Previous work experience in multi-disciplinary health or aged care setting or in previous volunteer coordinator role
• Proven administrative skills including sound computer skills and writing skills and good interpersonal, communication skills and negotiation skills
• Interest in and comprehensive understanding of Palliative Care principles with previous experience in planning and delivery of training programs and supervision
• Implementing policy and contributing to service and strategic planning
• Demonstrated knowledge of WH&S principles and quality improvement
• Previous experience in working with volunteers
• Current unrestricted Australian drivers’ licence (P2 Licence Acceptable) subject to obtaining NSW drivers licence within 3 months of appointment.

Applications Close: 4th August 2024

Please click here to apply and for more information.

A solid onboarding process can make sure new volunteers feel like a valued part of the team, right from day one. This is your opportunity to show them that they made the right decision in joining your organization. To make them feel comfortable with the culture and capable of handling the role they have taken on. To confirm in their minds that, with you, they can make a difference.

Volunteer Management Strategist Karen Knight has written about the importance of onboarding and gives advice as to how to improve the experience. Getting this process right lays the groundwork for long-term success.

Click here to read her post in full on her website.

It’s always sad when we farewell one of the volunteer managers from our network. This month it is the lovely Mel Williams from the Blue Mountains Palliative Support Service. I was fortunate enough to catch her just before she signed off and asked if she would mind contributing to a farewell news post.

All the best for the future, Mel. It was wonderful being a part of the network with you.

Hello everyone,

Kate has asked me to share some reflections, as I am finishing up as Volunteer Manager for the Blue Mountains Palliative Support Service. I had hoped to put something incredibly eloquent together, but as it happens of course I am running about like headless chook trying to wrap everything up because my kids are on school holidays and Wednesday was meant to be my last day (it’s now Friday, and I am still tying up all the loose ends)! … it goes without saying this will not be particularly eloquent or considered therefore… So, what to say, where to start?….

I want to say thank you to you all, for making me feel so welcome in the group. I have loved the chats, relatable anecdotes from the field and laughs we have shared, in particular the opportunity to do this in person at the Managers Conference in Orange last year.

I am so proud of the professional and compassionate way the volunteers approach providing support to clients at end of life and I have been very proud to be a part of this. I was going to give some examples of things the volunteers have achieved, but, I realise there is no need, you all know these stories already, because of course your volunteers are also offering these gifts to their community too.

I am stepping away to move to a part time inpatient social work position, because whilst I have really enjoyed this work we do, the service needs and deserves someone who can offer more hours than I presently can give it.

I have learnt that I very much enjoy working with volunteers and until I took up this position, I don’t believe I truly appreciated the immense value they so generously offer to our community.

Kate asked me especially to include a quote. On my last home visit in the job, a client read to me from Walt Whitman “I have resigned myself to the dusk,” saying that was how she currently felt. I thought that was so beautiful…. One of my favourite quotes in relation to this work, is the one that goes something like “they won’t remember what you said… but they will remember how you made them feel”. I think if we can keep this present in mind as much as possible, we will not go wrong when it comes to approaching our work in this profound space.

A million thanks to you Kate, for being the “Manager of Manager’s”, you do such a wonderful job and I’ve appreciated how supportive and approachable you are! And, best wishes to all of you for the future.

Mel Williams x