VLW-MM-PER-MARCH 2000
THE METHODIST CHURCH
Voluntary Lay Worker Advisory Information
THIS PACK CONTAINS THE FOLLOWING SECTIONS WHICH IT IS HOPED WILL HELP YOU WITH YOUR APPOINTMENT
1Contents List
2Thinking about appointing a voluntary Lay Worker
3Setting up an appointment in a Circuit or District
4Volunteer Work Outline
5Person Specification
6Recommendations from the Lay Workers’ Advisory Committee
7Proforma for the exchange of information between the appointing body and the District Lay Employment Sub-Committee
8Model application form
9A draft Letter of Appointment
10A draft Volunteer Agreement for a voluntary Lay Worker
11Conditions of residential occupancy as appendix 1 to the agreement
12Effective relationships between the Methodist Church and Volunteers as appendix 2
to the agreement
13Health and safety at work policy as appendix 3 to the agreement
14Equal opportunities policy as appendix 4 to the agreement
15Guidelines for selection interviews
VLW-MM-PER-MARCH 2000 SECTION ONE PAGE 1 OF1
THE METHODIST CHURCH
Voluntary Lay Worker Advisory Information
THINKING ABOUT APPOINTING A VOLUNTARY LAY WORKER?
INTRODUCTION
If you are thinking about appointing a voluntary Lay Worker, the idea needs to be given the same amount of thought as you would give to that of a paid Lay Worker post.
Those offering to give time to the Church may have taken early retirement, be testing a call to ministry or have skills that are needed for a specific piece of work. It is important that the Circuit spends time planning the appointment so that the worker is valued and the work undertaken is of value. To have a chance of a successful appointment it is probably worth thinking through the following points.
Why do you want a Voluntary Lay Worker?
When a Circuit reviews its staffing, ministry and policy, two questions that could be asked are:
“What are the needs of the Circuit
“How best can these needs be met?”
Other questions to consider are:
How would the role of the Voluntary Lay Worker fit alongside other volunteer appointments in the Church e.g. youth leaders, pastoral workers etc.
How do the rest of the Circuit churches feel about the appointment?
What contributions do you see the Lay Worker bringing to the Circuit staff team?
If it is decided that the appointment of a voluntary Lay Worker is the way forward then it is vital in the planning of the appointment and in the appointing process to involve those who will eventually be working with the Lay Worker.
Appointing procedure
For a Volunteer Lay Worker post a scheme of work should be prepared, care and support should be provided and adequate provision for training should be made. If appropriate, the post will be advertised. This pack helps you through this process. The documents prepared for the appointment should be sent to the District Lay Employment Sub-Committee Secretary for approval.
Time well spent
Remember it is worth spending extra time at the beginning, carefully preparing a scheme of work and consulting with others in the Circuit. A well thought-out appointment helps the Lay Worker to feel that the work they are doing is of worth.
NOTE
Standing Order 570 relates to the appointment of Lay Workers – paid or unpaid. Throughout this pack the words volunteer or voluntary, are used instead of the word unpaid.
VLW-MM-PER-MARCH 2000SECTION TWOPAGE 1 OF 1
THE METHODIST CHURCH
Voluntary Lay Worker Advisory Information
SETTING UP OF AN APPOINTMENT IN A CIRCUIT OR A DISTRICT
1.Appointing a Voluntary Lay Worker without advertising
Often a voluntary post has been created to suit the gifts of a particular person and in that case advertising of the post would not be necessary. The documents A-G listed below will still need to be sent to the District Lay Employment Sub Committee. An Appointment Panel (of not less than 3 members) would discuss with the applicant the details of the post. The District Chair should be notified as under Standing Order 574. The proposed applicant will complete an application form, including the section on Safeguarding, and receive a work outline and background details about the post. A copy of the agreement and acceptance will be sent to the District Lay Employment Sub-Committee. The District will then notify the Connexional Secretary for Lay Workers.
2.Advertising for a Voluntary Lay Worker
The Committee or Appointment Panel will appoint a group to advertise the post, shortlist, interview and appoint an applicant for the post. It will be helpful for the dates for shortlisting and interviewing to be determined at this point in order that this information can be given to candidates and to the Chairman of the District or their representative as may be required under Standing Order 574. The post will be advertised as widely as possible in appropriate newsletters or newspapers.
The following should be prepared with A - E being sent to enquirers:
AVolunteer Work Outline (see enclosed sheet)
BPerson Specification (see enclosed sheet)
C The Volunteer Agreement (see enclosed sheets)
D An Application Form (see enclosed sheet)
EA proposed acknowledgement letter indicating where to return the completed application form, and a timetable of the appointment process.
FIncome and Expenditure Estimates for the duration of the appointment
G A draft appointment letter
3. Interviews
The interview panel, or members from it, will prepare a shortlist and call selected applicants to the interview. In preparing the shortlist, and in the interviewing process, the same criteria should be used for making decisions on all candidates. References will be obtained for the shortlisted candidates,. They will be used at the end of the interviews only to confirm or contradict the view of the appointing panel on the candidate to be offered the post.
The interviews will be held on the agreed day, the post may be offered orally, then confirmed in writing to the preferred applicant. If the interview panel has not been given authority to make an appointment then a recommendation will have to be made to the Church Council or Circuit Meeting before any offer can be made.
VLW-MM-PER-MARCH 2000 SECTION THREE PAGE 1 OF 1
THE METHODIST CHURCH
Voluntary Lay Worker Advisory Information
VOLUNTARY LAY WORKER OUTLINE
The following should be considered when drawing up details of the work to be undertaken.
Background Information to the Position: the area, the local Church, a mission statement, membership, church life; the Circuit and Ecumenical relationships.
Location: Where will the volunteer be based, or will they be based at home?
Purpose and Objectives: Why do you want a voluntary Lay Worker and what are you hoping to achieve?
Main Tasks: What do you want the volunteer to do? Please try to include potential and limits. What are the main parts of the job which can be said to be wholly designated to the volunteer?
Responsible to: Who will be their supervisor?
Responsibility for Volunteer Staff: Will they have any kind of responsibility for others?
Relationships:Internal: Other than the supervisor to whom will the volunteer be relating?
External: Other Circuit Staff? Other Agencies?
Meetings to Attend: Are there any meetings that need to be attended? For example: Circuit Staff meetings, Synod, Circuit meeting, Church council etc.
Time Commitment: Are there certain days they need to work or is it completely flexible. It is good practice to at least discuss the expectations of both sides and write them down.
Training To Be Undertaken: Will the volunteer need training? Each September there is a Connexional Induction Course for Lay Workers and, in March, the Lay Workers’ Conference.
Support and Supervision: How are you going to support them? Will they have a workplace supporter to help them settle in? How will you supervise them and how often?
Equipment Provided:Does the volunteer need any extra equipment?
Expenses: What expenses are you going to offer? Travel and receipted expenses, necessarily incurred in the performance of the duties, should always be reimbursed as should agreed training costs.
Trial Period: Both you and the volunteer may find it helpful to have a trial period. For Lay Workers three months is usually recommended.
Review procedure: An annual review of the work is recommended.
VLW-MM-PER-MARCH 2000 SECTION FOURPAGE 1 OF 1
THE METHODIST CHURCH
Voluntary Lay Worker Advisory Information
PERSON SPECIFICATION
When preparing a voluntary Lay Worker person specification it can be helpful to think through the following points:
Remember, you are thinking about recruiting a volunteer not an employee.
What do you want them to do and what attributes are necessary for this to be done?
When filling in the essential column, ask yourself if it is really essential. Could you open the opportunity to a wider range of people by being more creative and flexible about your needs?
In the 1997 National Survey for Volunteering, young people highlighted the need for flexibility and ease of access to volunteering opportunities, if they were to be interested in volunteering. A large percentage across all age groups expressed the wish to use their volunteering to provide new work experience and a forum in which they could learn new skills. Bearing this in mind, is it necessary that the person has certain skills or is it more important that they can learn new skills and gain new experience? Can you be flexible on the time commitment, could you have more than one volunteer?
Once you have thought through these points it is time to start formulating a person specification. This can be done fairly easily by working to the headings as shown below.
Volunteer Position/Role:
Attributes
/Essential
/Desirable
Relevant Experience
Education/Training
Knowledge and Skills
Personal Qualities
Availability
Beliefs and Values
Other
VLW-MM-PER-MARCH 2000SECTION FIVEPAGE 1 OF 1
THE METHODIST CHURCH
Voluntary Lay Worker Advisory Information
RECOMMENDATIONS FROM THE LAY WORKERS' ADVISORY COMMITTEE FOR VOLUNTARY LAY WORKER APPOINTMENTS
The following information should be incorporated into the model agreement document.
Recognition
The appointment of a voluntary Lay Worker should bring with it the recognition as a member of the Circuit Staff Team. A Circuit Commissioning Service should be arranged at the start of the appointment.
Length of Appointment
The Lay Workers' Advisory Committee strongly urges Circuits to make voluntary appointments for an agreed period in which a substantive piece of work can be undertaken.
Expenses
All agreed expenses necessarily incurred during the course of the voluntary Lay Workers' duties will be reimbursed. Agreed travel costs will be refunded at the Fixed Profit Car Scheme rates as printed in the Minutes of Conference and Directory.
Renewal of Appointment
Where thework to be undertaken is for an agreed period, a reasonable time before the appointment is due to end the appointing body should initiate a process to determine whether the work being undertaken should be continued. The worker should be kept informed throughout the process and should be informed of the outcome as soon as possible before the appointment is due to end.
Ending of the Agreement
Although the agreement is not a legally binding document, it would be hoped that in normal circumstances the worker and the appointing body would try and give each other one months notice.
Preparation and Study; training; and Study Leave:
- Time for study and preparation should be included within the agreed hours of service.
- Not less than 75 hours a year should be included for training with the appointing body making appropriate financial provision [pro rata for part-time].
- Consideration should be given for one week's study leave for each year of service, pro rata for part time workers.
GUIDELINES
A list of Guidelines produced by the Lay Workers' Advisory Committee regarding Lay Worker appointments are available from the Connexional Secretary for Lay Workers.
VLW-MM-PER-MARCH 2000SECTION SIXPAGE 1 OF 1
THE METHODIST CHURCH
Voluntary Lay Worker Advisory Information
Please send the documents A-F to your District Lay Employment Sub-Committee
Church: ………………………………………………………………………………………………..
Circuit: ………………………………………………………………………………………………..
District: ………………………………………………………………………………………………..
Correspondent’s name ……………………………………………………………………………….
Address: ……………………………………………………………………………………………….
Telephone number: …………………………………………………………………………………..
On behalf of the above appointing body I am requesting approval for the setting up of an appointment of a voluntary Lay Worker. We hope to have the volunteer in post by: ……………………………………………………………
On behalf of the appointing body I am enclosing two copies of the following documents - one to be returned:
AThe Volunteer Work Outline
BThe Person Specification
CThe Volunteer Agreement for a voluntary Lay Worker
DThe Proposed acknowledgement letter, which will include the timetable for the processing of the appointment.
EThe Income and Expenditure Estimates for the duration of the appointment
FA draft appointment letter
Sender named above please tick
Signed ------Position ------Date ------
On behalf of the District Lay Employment Sub-Committee I confirm that the documents, as submitted, conform with the required Connexional standards. The procedure may go ahead on the basis of these documents, and any comments that may be made in an accompanying note.
I have ticked above the documents I am returning.
Signed…………………………Position...... Date……………………..
VLW-MM-PER-MARCH 2000SECTION SEVENPAGE 1 OF 1
THE METHODIST CHURCH
Voluntary Lay Worker Advisory Information
APPLICATION FORM FOR AN APPOINTMENT AS A VOLUNTARY LAY WORKER
CONFIDENTIAL
(Please complete in black ink)
Please return the completed application form to:
Before:
This is a post which requires the completion of the legal declaration attached on page 4.
Name:(Block letters) Title:
Address: (Block letters)
Day Time Telephone number:Evening Telephone Number:
State of health: Are you aware of any health problem that may affect your work with us?
Do you have a valid driving licence? Yes/No
Do you own a car?Yes/No
Do you have any penalties on your licence?Yes/No
If yes, please detail:
VLW-MM-PER-MARCH 2000SECTION EIGHTPAGE 1 OF 5
Please list any relevant experience including employment, work experience and volunteer experience in the Church and the community.
Please list any education, training or qualifications you feel could be relevant to the position of a Voluntary Lay Worker.
Are you a member of the Methodist Church?
If you are not a member of the Methodist Church please give details of any present affiliation to a Christian Church.
VLW-MM-PER-MARCH 2000SECTION EIGHTPAGE 2 OF 5
How much time could you commit to us and what days and times suit you?
Do you see your time commitment as long or short term?
Please provide the names, address and phone numbers of two referees, one of whom should be your present minister .
1.
2.
I declare that all the information contained in this application is true, accurate and complete. I understand that if it is subsequently discovered that any statement is false or misleading this will be sufficient grounds for cancelling any agreement that may be made. I understand that I am not completing an application for paid employment.Signed: ______Date: ______
When did you hear of this vacancy? ______
VLW-MM-PER-MARCH 2000SECTION EIGHTPAGE 3 OF 5
THE METHODIST CHURCH
Voluntary Advisory Information
SAFEGUARDING CHILDREN AND YOUNG PEOPLE IN THE CHURCH
Full Name: Appointment: ______The Methodist Church is committed to providing a safe environment for children and young
people in accordance with the Children Act 1989. Section 2, and subsections (i) and (ii) of
Section 3 of Standing Order 010 provide that:
(2) Subject to the provisions of the Rehabilitation of Offenders Act 1974 (or any statutory modification or re-enactment thereof for the time being in force and any regulations or orders made or having effect thereunder)
(i) no person who has been convicted of or has received a formal caution from the police concerning an offence under the first Schedule to the Children and Young Persons Act 1933 shall undertake work with children and young persons in the life of the Church;
(ii) no person who has been convicted of or has received a formal caution from the police concerning sexual offences against children shall be appointed to office in the life of the Church.
(3) Clause (I) and sub-clause (ii) of clause (2) above shall apply to:
(i) appointment or re-appointment to any lay office in the Church by any church court;
(ii) engagement under a contract of service by any connexional, district, circuit or local body of the Church;
Because of the nature of the work for which you are applying this post is exempt from the
Provisions of Section 4 (2) of the Rehabilitation of Offenders Act 1974 by virtue of the
Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975. Applicants are therefore not
entitled to withhold information about any convictions which for other purposes are “spent”
under the provisions of the Act, and in the event of employment any failure to disclose such
convictions could result in dismissal or disciplinary action. Any information given will be
completely confidential and will be considered only in relation to any applications for positions
to which the Order applies.
Have you ever been convicted of any criminal offences? Yes No
If YES, please give details of all criminal offences (Please continue on a separate sheet if necessary).
Signature: ______Date: ______
VLW-MM-PER-MARCH 2000SECTION EIGHTPAGE 4 OF 5
THE METHODIST CHURCH
Voluntary Advisory Information
ETHNIC MONITORING
Ethnic origin refers to members of an ethnic group who share the same cultural background and identity.
The information sought below will be used for statistical purposes only and your assistance in completing this questionnaire will be appreciated.