Oxford Diocesan Council for the

Deaf and Hard of Hearing

(Registered Charity No. 203428)

ODCD Volunteer Handbook

Introduction

Everyone has the right to volunteer and volunteers have certain rights that should be met in the course of their time volunteering with Oxford Diocesan Council for the Deaf. We recognise and acknowledge the role played by volunteers in making ODCD a success and set out below some information about our position on volunteering.

Volunteers and Helpers

Volunteering involvement with ODCD may range from a casual one-off to a structured long-term volunteering commitment.

Our Philosophy of Working with Volunteers

ODCD recognises that volunteers bring skills, experience and expertise that complement the skills of paid staff.

ODCD:

  • believes that volunteering should be open to all members of the community
  • will offer appropriate training, supervision and support to all volunteers
  • is committed to ensuring that volunteers are involved in ways that provide them with a positive and rewarding experience
  • recognises that volunteers have rights and responsibilities (set out below).

Rights of Volunteers

  1. Volunteers should be given full information and induction when they start.
  2. All volunteers should be treated equally.
  3. Volunteers should be given a clear job description.
  4. Volunteers should know who to go to with any problems.
  5. Volunteers should receive appropriate training and support.
  6. Volunteers should be respected and appreciated by all staff members.
  7. Volunteers should be encouraged to take an active part in the organisation if they so wish.
  8. Where possible all reasonable out of pocket expenses should be reimbursed.
  9. Volunteers’ work should be reviewed as necessary and the chance to develop skills should be given.
  10. The task should be something the volunteer wants to do and is of benefit to others.
  11. Volunteers should be made aware of the positive benefits of volunteering.
  12. Volunteers should have safe working conditions.
  13. Volunteers have the right to know why they were not accepted for volunteer work as far as possible.
Responsibilities of volunteers

The role of the ODCD volunteer is to befriend clients, in addition to help given by other organisations and statutory services.

The tasks of a volunteer will include:

  1. Befriending and supporting client as necessary
  1. Communicating with clients in their preferred way i.e. BSL, lip-reading etc.
  1. Advising them of any clubs/groups/services in their area
  1. Keeping records of all visits made
  1. Attending training / update sessions when requested
  1. Keeping in contact with the working ODCD team

ODCD Volunteers should:

  • be reliable;
  • work within the aims and objectives of the organisation;
  • be honest if there are any problems;
  • respect confidentiality.
Recruitment of Volunteers

Volunteers may be recruited from a variety of sources, including users of the services provided by ODCD, members, friends and families, volunteer bureaux, local residents and word of mouth.

All volunteers must sign and complete a Volunteer Application form and must provide the names and addresses of two referees; these can be anyone except family members.

Volunteers must undergo a DBS check and this will need to be renewed every 3 years.

Where appropriate, volunteers will be required to undergo a selection interview. The criteria for selection will be based on the Volunteer Job Description. The Volunteer Job Description will contain a clear description of duties and responsibilities.

All ODCD volunteers will be provided with a job description.

Volunteers will be given a copy of the Volunteers Code of Practice and Equal Opportunities Policy and will be asked to abide by them.

Induction and Training

All volunteers will be given an induction programme, which will include:

  • information about ODCD, our aims and objectives
  • introduction to staff and other volunteers.

All volunteers will from time to time be required to attend training courses and meetings.

Code of Practice for Volunteers

All volunteers should:

  1. Have satisfactorily completed all necessary Volunteer Application forms, given two references, and received a clear DBS check.
  1. Attend all on going training / support sessions as organised by ODCD
  1. The limits of the volunteer should be observed at all times. If in any doubt about action to be taken following a client referral, reference should be made immediately to a member of the ODCD working team
  1. Clients should be notified of visits by telephone or letter and appointments strictly adhered to by volunteers.
  1. ODCD’s formal identification should be presented to the client on arrival.
  1. The privacy of clients should be respected. Information obtained in the course of a visit should be treated in the strictest confidence.
  1. No gifts of any kind should be accepted from clients, with the exception of donations which should be passed to ODCD’s Administrator.
  1. Volunteers should not undermine the client’s confidence in any professional / medical advice they may have received in the past. In the event of volunteer concern over such advice, the matter should be drawn to the attention of the ODCD team.
  1. ODCD will pay all reasonable travelling expenses to volunteers.
  1. Volunteers should ensure that adequate car insurance arrangements have been made in the event of transporting clients to Church or club meetings etc. ODCD has Public Liability Insurance which covers all volunteers during the course of their work.
Support and Supervision

All volunteers will be allocated a named worker/volunteer, who will offer them support and supervision as appropriate and agreed with the volunteer.

There will be regular meetings where discussion on problems and feed- back will be encouraged.

Volunteers should feel able to ask staff for information, advice and support. Staff should be welcoming and open to such requests.

Volunteer Expenses

ODCD volunteers should not be out of pocket as a result of working voluntarily. ODCD will reimburse volunteers’ costs as detailed below. All expenses must be signed for on an expenses claim form and all receipts must be attached.

Travel Expenses
  • Private car mileage at 45p per mile
  • Motorbike mileage at 24p per mile
  • Bicycle mileage at 20p per mile
  • Public transport at cost
  • Taxi at cost, only in special circumstances and agreed beforehand
Other Expenses

Other reasonable expenses incurred in the course of volunteer duties, (e.g. telephone calls, purchase of materials) only as agreed beforehand.

Insurance

Volunteers are covered by ODCD’s public liability insurance.

Volunteers are not covered against the loss of personal possessions.

Grievance Procedure

Volunteers have the right to make complaints or criticism on any matter that causes them concern in the course of their voluntary work.

All complaints will be considered extremely carefully and investigated fully.

In the first instance any volunteer wishing to make a complaint should raise the matter with the Administrator, who will investigate and resolve the matter if possible.

If the volunteer feels dissatisfied with the result, the matter will be referred to the full committee. The committee’s decision will be final.

During the course of any complaint, the matter will be treated in the strictest confidence.

Equal Opportunities Policy

Oxford Diocesan Council for the Deaf and Hard of Hearing

Accepts……

that in society certain groups or individuals are denied equal opportunities because of race, culture, nationality, ethnic or national origin, disability, caring responsibilities, gender, sexuality, age, religion, marital status or other factors.

Recognises…..

that it has moral and social responsibilities that go beyond the provisions of statutory requirements and that it should support and contribute to the wider process of change through all aspects of its work and practices in order to eliminate discrimination and promote equality of opportunity.

Is committed….

to taking positive steps to ensure that:

  • its services are accessible, appropriate and delivered fairly to all
  • confidentiality is respected at all times.

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