2.3 VolunteerPolicy

The purposeofthispolicyistoprovideguidanceforstaff and volunteersregardingBarnet Children Centresvolunteeringactivities andestablishaframework forgoodpractice.

Whatisvolunteering?

“Volunteering is the commitment of time and energy for the benefit of society and the community,theenvironment, orindividualsoutsideone’simmediatefamily. Itisundertaken freelyandbychoice,withoutconcernforfinancialgain”HomeOfficeVolunteeringUnit.

Barnet’s Children Centresrecognisesthevaluablecontribution madebyvolunteerstothelocalarea andthevastarrayofskills,experience andenthusiasm thatexistwithinthecommunity. We believeininvolvingvolunteersinouractivitiesbecausetheyreflecttheinterests, needsand resourcesofthecommunityandsocietyweaimtoserveandbringauniqueperspective toall ourwork.

Barnet Children Centresdefinesvolunteersandvolunteeringunderthefollowingcategories:

  • individualvolunteers:

-shortterm(adhocandlessthan5workingdays)overa12monthperiod

-mediumterm(upto4weeks)

-long term(4weeksandlonger)

  • volunteer interns: graduates,tertiarystudentsandindividualswhovolunteertogain furtherexperiencetowardstheireducationandtraining. Individualsseekingtoretrain orrealigntheirskills and experiencemayseek tovolunteerwiththeorganisationovera specificperiodoftimeinorder togainexperienceintheirnewlychosenfield
  • workplacementvolunteers: students whowishtogainexperienceintheworkplace insupportofanacademicrequirement (Appendix XXX)

Barnet Children Centresdoesnotwanttodiscouragemembersofthecommunity frombecoming involvedinourwork,andseekstolessenasmuchaspossibletheadministration burdensof recordingandtrackingtheparticipation andpresenceofvolunteers. However,whereamemberofthepublicmakesa commitment tocontributetheirtimeandskillsonaregularbasistheprinciples,processesand formsinherenttothispolicymustapply.

VolunteeringPrinciples

Thispolicyisunderpinnedbythefollowingprinciples.Barnet Children Centres:

  • ensuresthatvolunteersareproperlyintegratedintotheorganisationalstructureandthat mechanismsareinplacetosupportthemincontributingtoBarnet Children Centres’swork
  • recognisesvolunteersasacorepartofourteam,withadistinctiveandcomplementaryrole alongsidepaidstaff
  • ensuresthattheconcernsofvolunteersarelistenedtoandgivendueconsideration
  • explainsandacceptsitsresponsibilityforitsvolunteersandtheirwellbeingandrespects theirwishtoalwayshaveafairhearingif aconflictarises
  • ensuresthatvolunteersenhanceitsservicesbyprovidingsupporttopersonsundertaking existingroles,andthattheydonotcarryoutworkorbecomeresponsible fordelivering outcomesthatarenormallytheresponsibilityofpaidstaff
  • expectsthatstaffatalllevelswillworkpositivelywithvolunteersandwillactivelyseekto involvethemintheirwork
  • recognises thatvolunteers requiresatisfyingworkandpersonaldevelopment,andwillseek toassistvolunteerstomeettheseneedswhereitisappropriate, andtosupportthemin achievingtheirroleperformance
  • recognises that volunteers are a valuable and integral part of society who deserve appropriatesupportandrecognition.

Responsibilities

RecruitmentofVolunteers:

Barnet Children Centresiscommittedtoensuringallsectionsofthecommunityarerepresented amongourvolunteers.
InrecruitingvolunteersBarnet Children Centreswill:

  • whereverpossibleadvertisevolunteering opportunitieswidelywithinthecommunityandon socialmediaandinternetsites
  • adoptstandardproceduresintherecruitmentandselectionofvolunteers
  • whereappropriateprovidewrittenrole descriptionswhichoutlinetheskillsandduties required
  • treatinformationcollectedin relationto thevolunteerin accordancewiththeDataProtectionAct1998
  • establishandmaintainclearvettingproceduresforthosewhowillworkwithinregulated activities
  • ensurevolunteerscomplywithourcorporatepoliciesandprocedures
  • reservetherighttorefusevolunteers. Ifindividualsareunsuccessfulinapplyingtotake partvolunteering withBarnet Children Centres,theywillbeofferedanopportunitytodiscusstheoutcome andreceivefeedback.

VolunteerInduction

Allvolunteers areprovidedwithawrittenletterofwelcome(AppendixXXX),whichoutlinesthe expectationsandresponsibilities ofboththevolunteerandBarnet Children Centres. This agreementmaybereviewedatanytimewiththeconsentofthevolunteerandtheirsupervisor.

Short-termvolunteers willnotbeprovidedwithafullinductionbutwillreceivebasichealthand safetytraining,andwillberequiredtoprovideemergencycontactinformationandanyrelevant personalhealthdetails.

Mediumandlong-termvolunteerswillreceiveanInduction Checklist(appendixXXX)andattenda formalinductionintoBarnet Children Centres.

Volunteersaregivenacopyof theVolunteerpolicyandtheDisciplinaryandGrievancepolicies. Volunteersareexpectedtooperatewithintheframeworkofthepolicies. Inaddition,they shouldbeawareoftheEqualOpportunityandDiversity policiesandasBarnet Children Centres volunteers theirrighttoequitabletreatmentandrespectwithintheworkplace(ref6 below).

Allvolunteerplacements aresubjecttoatrialperiodthelengthofwhichwilldependonthe natureandhoursoftheirvolunteering. Duringthisperiodvolunteersaregivenadditional supervisorysupportandwillattendareviewmeeting withtheirsupervisorattheendofthetrial periodtoensurethatallpartiesaresatisfiedwiththevolunteeringarrangement.

SupportandTraining

Barnet Children Centresiscommittedtoprovidingskillsdevelopment toitsvolunteerstoenhance theircompetencies.Thevolunteer’ssupervisorwillprovidethemwithregularonetoone meetings andfeedback ontheirprogress, andwillbeavailable todiscusstheirfuture developmentand anyproblems that mayarise. The supervisorwill alsodealwithany complaintorgrievancerelatingtothevolunteer.

Volunteersareentitledtoreceivetrainingtoenhancecompetencies andskillsinlinewiththe performancerequirementsoftheirrole.Whereverpossible,trainingshouldbedeliveredvia coachingorasonthejobin-houselearningopportunities.

Volunteerswillbeprovidedwiththefollowingmandatorytraining:

  • short term: project and/or office Inductionby theLine Manger,project health and safety awarenessandateambriefing
  • medium andlong term volunteers, volunteer-interns andwork placement

volunteers: Barnet children centresinduction,officeinduction,teaminduction,equalityanddiversitytraining,healthand safety,andwhereappropriate,NSPCC childprotectionawareness.

Upontherecommendationof thelinemanagervolunteersmayattendin-housetrainingwhichis relevanttotheirvolunteering role.Thisissubjecttotheavailability ofplaces.Volunteers attendingapprovedtrainingmaydosowithintheirnormalhoursofvolunteeringandclaimout ofpocketexpenses.

Allindividualvolunteers,volunteer–internsandworkplacement volunteers willhaveapersonal developmentplan(PDP)whichrecordstraininganddevelopment undertakenduringtheirtime withBarnet children centres.A copywillbeprovidedon requestandat thecommencementof each Barnet children centresperformanceyear.

Volunteersare encouragedtoexpress their views about matters concerningBarnet children centresanditswork.Theformatandregularityofsupportandsupervision willdependonthe typeofvolunteeringundertaken,andwillbeagreedbetweenthevolunteer andtheirsupervisor atthecommencementoftheirtimewithBarnet children centres. AVolunteerandLineManager1:1meeting formisavailableandshouldbeusedtoensureperformanceneedsareproperly discussedand evidenced,andthattheindividualreceivesappropriateandeffectivelinemanagementsupport.

Therelevantmanagerisresponsiblefortheoverallmanagement ofvolunteer involvement,includingoverseeingtheimplementationofthispolicy.

Barnet children centreswillendeavor tocommunicatewithvolunteersinappropriateways.
Volunteer’sRightsandResponsibilities

Volunteer’sRights

Volunteershavetherightto:

  • knowwhatisexpectedofthem
  • knowtheirrightsandresponsibilities
  • supportandsupervision
  • appreciationfortheirefforts
  • safeworkingconditions
  • workplaceinsurancecoverinaccordancewiththeirstatutoryrights
  • outofpocketexpensesinlinewiththeirvolunteerresponsibilities
  • trainingorcoachingrelevanttotheirvolunteeringresponsibilities
  • accesstopersonaldevelopmentactivities
  • adequateandappropriatefacilities,equipmentandresourcestoenablevolunteerstofulfill theirroles.

Volunteer’sResponsibilities

Barnet Children Centresexpectsvolunteersto:

  • volunteerwithinBarnet children centres’culture ofpromotingequalopportunityanddiversity, whereanydiscriminatory behaviourbyemployees,volunteers,trusteesandother stakeholdersis alwayschallengedin a politeandconstructivemannerso theperson makingthemhasachancetocorrecttheirbehavior
  • bereliableandpunctual
  • maintain the confidentialityof privileged informationtowhich theyare exposed while volunteering,whetherthisinformationinvolvespartners,amemberofstaff,volunteers, otherpersonsortheoverallbusinessoftheorganization
  • attendinduction,trainingandsupportsessions
  • carryouttheirtasksinlinewithBarnet children centres’aimsandvalues
  • volunteerwithinagreedguidelinesincludingobservanceofBarnet children centres’policies ondiversityandequality,healthandsafety,grievance, confidentiality. Breachesthese policiescouldresultindisciplinaryprocedures
  • asrepresentatives oftheorganisation,volunteers,likestaff,areresponsibleforpresenting aprofessionalimagetoourpartnersandtothecommunity

Expenses

Barnet Children Centresoffervolunteersfullreimbursement ofoutofpocketexpensesthatare incurredonbehalfofBarnet Children Centres,providingthatthenatureoftheseexpenseshasbeen agreed in advance.

Barnet Children Centreswillonlyreimbursevolunteersforagreedexpensesandexpenditure,supportedbya receiptinaccordancewithBarnet Children Centres financialprocedures

Barnet Children Centres willpaythefollowingoutofpocketexpensesonproductionreceiptsandacompleted pettycashclaimsform:

  • reimbursementofbus/trainfaresasagreedbeforehandwiththeirlinemanager
  • travel fromhome toandfromtheplaceofvolunteeringandanyadditionaltravelnecessary inthecourseofvolunteeringsubjecttopriorapprovalfromtheirlinemanager
  • mealexpenses,subjecttoamaximumlimitof£4wherethevolunteeringhasexceeded5 hoursina day,orwherethevolunteerhasbeenrequiredtoworkthroughamealbreak
  • otherexpenditureincurredthroughvolunteeringwhichhasbeenauthorisedinadvanceby thelinemanager.

JourneysmustbemadeinthecheapestpracticablewayandBarnet Children Centresrequires volunteerstoutilisepublictransportwheneverandwhereveravailable.

Thelinemanagermust approveanyadditionalexpenses,such asmaterials,protectiveclothing etc.,beforeavolunteerincursthesecosts. ExpensesmaybeclaimedfromtheLocality Business and Resource Manageronproductionofaclaimformandreceipts,andwillbepaidweekly.

Insurance

Volunteers arefullycoveredby Barnet Children Centresinsurance whilst they are on the premisesorengagedinanyactivitiesonbehalfofBarnet Children Centres.

Volunteerswhochoosetousetheirpersonalvehicleinconnectionwiththeirvolunteeringmust contacttheirowninsurancecompanytoensureadequateandcontinuedcoverisinplace.

Barnet Children Centrespublicliabilityandpersonalaccidentinsurance doesnotcoverpersonal possessionsandvolunteersareadvisedtomaketheirownarrangements andtotakenormal precautionswiththeirownbelongings.

EqualOpportunities andDiversity

TheEqualOpportunities andEqualityDiversitypoliciesareavailableinthePoliciesand ProceduressectionoftheS: Drive(seebelow).Volunteershavearesponsibilitytofamiliarise themselves withthepoliciesandcomplywiththematalltimes.Wherethevolunteerdoesnot haveaccesstothesepoliciesindigitalformat,hardcopiesmustbemadeavailabletothem.

Barnet Children Centreswelcomes thediversityoftradition,cultureandbeliefwithinthe communitiesweserve. Weaimtoprovideappropriateandresponsiveservicesinsupportof ourorganisational purposetoallpartsofthosecommunities,especiallythoseexperiencing povertyorotherformsofexclusion.Wewillthereforeseektoensurethatwereflectoursupport fordiversitythroughourprogrammes, practices,governance,staffingandoperations. Wewill notacceptdiscriminationwithinBarnet Children Centresongroundsofrace,religion,gender, sexualorientation,ethnicity,disabilityorage.

Thepromotionofdiversityandgenuineequalityofopportunityforallarecentraltoensuringafair and justsociety.Barnet Children Centresiscommittedto ensuringall ofouremployees, volunteers, trusteesandstakeholdersaregivenequalopportunitytoachievetheirpotentialandarevalued forthecontributiontheycanmake.

Therefore,wearecommittedtoensuringequalityofaccesstoBarnet Children Centresvolunteer opportunities, andequalityoftreatmentforourvolunteersunderallourpoliciesandwithinour organisationalandoperationalpractices.

Copiesofthefollowingpoliciesmaybefoundontheshareddrive:

S:\Early_Years-15\Archive\EYSupport&Services\Children'sCentres\SouthLocality\PoliciesandProcedures

Health and Safetyin the workplace

Barnet Children Centresprovidessafeandhealthyconditions, equipmentandsystemsofworkfor allemployeesandvolunteers,andprovidesinformation, trainingandsupervision necessaryto achievethis.

VolunteersmustfollowandadheretoBarnet Children Centres’sHealthandSafetyPolicy,acopy ofwhichwillbemadeavailabletoallvolunteers. Additionalinformationregardingtheuseoftoolsonsiteandriskassessmentswillalsobeprovidedwhereitisappropriatetothenatureof therolethevolunteermayundertake.

Itisthemanager’sresponsibility toensurethatthevolunteerissuitablytrainedor qualifiedtocarryoutanytasksthattheyareaskedtoperform.Managersshould ensurethatalltasksareriskassessed, andthatadequatecontrolsandsafetymeasures arein place.

Acopyofthispolicymaybefoundontheshareddrive:

S:\Early_Years-015\Archive\EYSupport&Services\Children'sCentres\SouthLocality\Health&Safety

Scope

This policy appliesto all Barnet Children Centresemployees,partnersandother stakeholders.ThispolicyissubjecttotheprovisionsoutlinedinourEqualOpportunitiespolicy,andin particulartheEqualityAct2010.

RecruitmentManagementProcedures – see workflowdiagrams below

  • Barnet Children Centreswillnotrecruitvolunteersto displaceanypaidemployee.Volunteersmaybe recruitedto undertakespecifictasksdelegatedby linemanagers andteamleaders,whichwouldincreasethecapacityofBarnet Children Centrestodeliveritswork
  • Barnet Children Centresrecognisesthatvolunteeringopportunitiesandtheavailabilityofpeopleto undertakethemisvariableandoftenfor significantlydifferingtimeperiods;longand shorttermandoftentiedto a specificprojectdeliverable.Barnet Children Centresdoes notwanttodiscourageinvolvementby creatingbarriersto volunteering,forexample byrequiringanexcessive levelofformfilling.Thefollowingrecruitment requirementsreflectthedifferencesinrecruitmentandadministration ofvolunteers andvolunteeringwithinBarnet Children Centres.

TheVolunteerRecruitmentprocess:

  • all potentialvolunteers will be interviewedbythe relevantmanager,andifappropriate,byasenior membermanager. Theinterview shouldbeatwowayinformalprocessusedtoassesstheirsuitability tovolunteer withBarnet Children Centres,andtoestablishifBarnet Children Centresistherightorganisation forthepotential volunteer
  • prospectivevolunteerswillbeaskedtoprovideinformationregardingwhatthey wouldliketodoforBarnet Children Centres;theiravailability, thelocationatwhichtheywouldlike tovolunteer,theircompetencies andpersonalorprofessionalsuitability,andhow besttheirpotential mightberealisedthroughBarnet Children Centres. Thisisalsoanopportunity forthevolunteertoaskanyquestionsaboutBarnet Children Centresanditswork
  • Whererequired,volunteersmustprovidetworeferencesuponapplication;these couldbeafriendofthefamily,workcolleague,teacheratcollege, etc.butmustnot beafamilymemberorrelative.(AppendixXXX)
  • UponcommencingwithBarnet Children Centreseverynewvolunteerisrequiredtoattendan Induction,whichmaybecarriedoutoneither aonetoonebasis orinsmall groups. Duringtheinductionthe volunteer/swillreceiveabriefingofthebackground,nature andpurposeoftheorganisation, andreceivetraininginmandatoryrequirements suchasDiversityandEquality,HealthandSafetyandanytrainingnecessary for workingwithchildrenorvulnerablepeople.

InductionChecklist

  • anoverviewoftheworkofBarnet Children Centres
  • theidentificationoftheirprimarysupervisor
  • a briefingonthevolunteer’sroleandhowtheywillbesupportedbytheorganisation
  • relevanthealthandsafetytrainingincludinghowtoaccessthehealthandsafety policy
  • accesstotheEqualityandDiversitypolicy
  • afamiliarisationtouroftheofficeandtheopportunitytomeetstaffandother volunteers,whereappropriate
  • firetrainingandpersonalsafety,whereappropriate
  • theirvolunteeringresponsibilities
  • Barnet Children Centresfacilitiesandworkingconditions
  • acopyoftheVolunteerpolicy
  • howtoclaimoutofpocketexpensesandrecordhours
  • whattodoif theyareunabletoattend
  • anyappropriatetrainingtosupporttheirvolunteerresponsibilitiesoraspartoftheir inductiontoBarnet Children Centres
  • anopportunityforthevolunteertoaskquestionsaboutBarnet Children Centresandto clarifytheirrole
  • completion of personal details form including emergency contact details and relevanthealthinformation(AppendixXXX).

PolicyReview
Thispolicyandprocedurewillberegularlyreviewed,andinthefirstinstanceafter12 months,andthereafteratatimescaletobedetermined

Reviewed: Feb 2016