Practical tips to improve your hiring without a big HR team
Running recruitment in a small charity or non-profit often means doing everything yourself, sourcing, screening, scheduling, and even onboarding. Without an HR department or dedicated tools, it’s easy for recruitment to feel reactive and rushed.
But good recruitment doesn’t require a big budget. It just needs clarity, consistency, and respect for candidates’ time.
Here’s how to improve hiring in small teams, in ways that work for your size and setup.
- Write job ads that sound like you
Skip the jargon in your charity job advertising. You don’t need polished corporate language, you need real, human words that reflect what it’s like to work with your team.
Try this:
- ‘We’re a small charity with a big ambition, and we’re looking for someone who likes rolling up their sleeves.’
- ‘This role’s about making a difference every day, not sitting in long meetings.’
Let your tone reflect the culture candidates can expect. It builds trust and cuts through the noise in charity talent recruitment.
- Be clear about what the role involves
People can’t apply confidently if they don’t know what’s expected.
Spell out:
- What they’ll be doing, day-to-day
- Who they’ll report to (and work alongside)
- What support and training you’ll offer
- What flexibility, hybrid working, or part-time options exist
Transparency saves time for everyone, and builds confidence among first-time applicants to your charity recruitment campaigns.
- Promote roles where your people already are
Job boards still play a key role in generating applications, but not all potential candidates are actively searching.
- Look at which job boards are not working well and test out new ones.
- Ensure you use social channels as part of your charity recruitment marketing mix.
- Share in local WhatsApp or Facebook groups
- Tap into community organisations or volunteer newsletters
- Ask current staff and trustees to share in their networks
- Use your website and email mailing list (where you can)
Small charities often have high trust and reach in their communities. Use that to your advantage.
- Keep the application process short and friendly
You don’t need a three-stage interview to hire a great candidate.
Instead:
- Ask for a CV + short cover note, or even a recorded intro video
- Set a clear timeline and stick to it
- Let people know when they’ll hear back, and do it
Recruitment is part of your brand. A respectful process shows you care, even if you can’t offer big salaries.
- Build simple templates to save time
Even in resource-constrained non-profit organisations, consistency matters. A few well-written templates can save hours and reduce errors:
- Job ad templates
- Interview question banks
- Offer letters
- Feedback emails (for successful and unsuccessful candidates)
Keep them in one shared folder or within your applicant tracking system, and update them as you learn.
- Plan onboarding in advance
Don’t let new starters feel forgotten once they accept. Even basic onboarding makes a huge difference.
Have ready:
- A short welcome email with key info
- A plan for their first week
- Regular check-ins for the first month
- Introductions to key people
When new hires feel welcomed and supported, they settle in faster, and are more likely to stay.
Final thought: Recruitment is about relationships, not just resources
Even without HR teams or big systems, you can still offer a clear, warm, and respectful hiring experience. Small charities have the advantage of authenticity, and that matters more than ever to candidates seeking charity recruitment opportunities.
Key takeaway: Small teams can still run strong recruitment drives, if the process is clear, consistent, and candidate-friendly.
Next steps: Are you a small charity looking for help with your recruitment marketing or processes? Discover how Webrecruit can help you here: https://www.webrecruit.co/charities/
