This volunteer policy details how the Council and volunteers work together, clarifying the aims, expectations, and legal protection. The policy addresses all volunteers undertaking voluntary work organised by the Council, on Council owned land. All capable persons are invited to become an RDC volunteer, however under 18’s must be supervised by a responsible adult, and certain age-related restrictions may apply. The policy ensures Council volunteers will be properly inducted for the task they have agreed to undertake, with appropriate risk assessments and checks being carried out by the Council prior to any activity commencing. The Council’s insurance will protect volunteers whilst organised work is undertaken.
Introduction
Volunteering for Rochford District Council (RDC) is an unpaid activity in which a person gives their personal time, skills and experience freely to help the organisation without expectation of financial reward. There are many reasons people engage in voluntary work, including:
- To socialise
- To contribute to society
- To develop new employable skills
- To build the bridge between the local community and the organisation
The Council recognises and appreciates the importance of volunteers. Their knowledge of the local area and specialist skills help to enhance the local community and services provided by staff at RDC. The Council greatly values the work conducted by volunteers and is committed to the involvement of volunteers in appropriate activities.
Aims
The volunteer policy has been produced to ensure that best practice by volunteers and RDC is sustained when both parties collaborate. This policy aims to:
- Enable collaboration between volunteers and the Council
- Ensure supportive measures, training and supervision is provided to Council volunteers
- Set out the standards volunteers, and Council employees are expected to adhere to
- Provide Council staff with guidance on working with volunteers
- Ensure volunteers are engaged in meaningful volunteer work that contributes positively to the Council and district
- Identify and cover the cost of involving volunteers internally
Status of Volunteers
Although volunteers work closely with the Council, they are not employed by the Council. Therefore, there is no legally binding contract between RDC and individual volunteers. Despite this, the Council will agree a role with the volunteer and the expectations. It is encouraged for volunteers to notify the Council of any absence or withdrawal from voluntary service.
Values and Principles
It is recognised by the Council that volunteer work will complement the work of Council staff, with the Council ensuring all volunteers are treated fairly. Council staff will be aware of the volunteer’s work, so that roles are not overreached and a good, healthy working relationship between both parties is established.
Volunteer work is non-contractual; therefore, volunteers have no legal obligation to complete work. This should be recognised by both the volunteers and Council staff. It should also be noted that there is no legal obligation for the Council to provide regular work, payment or other benefits for volunteers undertaking work.
Equality and Diversity
Although volunteers are not covered by the Equality Act 2010, the Council will not discriminate against any volunteers, and will ensure that all volunteer opportunities are available to everyone who wishes to participate. Decisions made about an individual’s suitability for tasks, or volunteering within the Council, will be made in accordance with equality legislation.
Volunteers are expected to adhere to the Council’s Equalities and Diversity policies, ensuring their own conduct does not discriminate or breach equality legislation. Further expectations of volunteers are outlined in the Volunteer Agreement.
Recruitment of Volunteers
The Council is committed to equal opportunities and making voluntary work accessible to all. A person wishing to become a volunteer will be asked to apply by completing an expression of interest form. The Council will order safer recruitment checks for tasks, including Disclosure and Barring Service (DBS), right to work, and basic health checks to ensure the safety of all involved (see Appendix 1: Protocol for recruitment).
RDC require persons under the age of 18 to be supervised by a parent, guardian, or other responsible adult. Certain voluntary tasks will have restrictions in place due to health and safety concerns and may require the selection of volunteers to be based on competency. Incompatible volunteers will be offered alternative tasks which meet their competency level, if such opportunities are available.
The Council will aim to recruit volunteers through multiple avenues, including word of mouth, visual advertisements and coordinating with local volunteering organisations. All volunteers are expected to sign a Volunteer Agreement, which requires them to abide by the policies and procedures upheld by RDC.
Health and Safety
Managers and Volunteer Coordinators are expected to update themselves on the guide to managing a volunteer and keep up to date on health and safety procedures. Managers are also expected to, where applicable, provide continuous supervised support, equal to support given to paid staff members.
The Council acknowledges the duty of care it must uphold in order to reduce risk. All volunteers will be made aware of the Council’s health and safety measures and procedures as part of their induction and be expected to comply with these before commencing work. All volunteer roles will be risk assessed, covering the environment and tasks involved, any volunteers with pre-existing medical conditions or disability will have a separate risk assessment personalised. The Council will provide PPE for volunteers when necessary.
Risk Assessment
The Council’s volunteering risk assessment must include, but is not limited to:
- The job or activity
- The existing competency of volunteers
- The circumstances of the work (e.g., the degree of supervision necessary)
- The tools and/or equipment being used
- Training requirements of volunteers - the training standard must be sufficient to ensure the Health and Safety of volunteers and any people who might be affected by the work.
Training
Within every volunteer’s induction, they should be made aware of the Council’s confidentiality and data protection policies. Training on safeguarding of children and adults should also be provided. The Council will follow procedures outlined by DBS to ensure the safety of children and vulnerable adults. Volunteers must be cleared by DBS to participate in tasks which are outlined in their criteria.
Support and Supervision
All volunteer opportunities will have a supervisor present. The volunteer supervisor is there to support the volunteers by explaining and helping to conduct tasks, they are also present to listen to any feedback volunteers wish to relay.
Recompense
Volunteers are unpaid. The Council will not provide out-of-pocket expenses. In unique circumstances, recompense may be considered. However, the reimbursement must be confirmed with the volunteer manager before the activity commences.
Insurance Policy
Volunteers must look after their own possessions whilst volunteering, the Council will not take responsibility for any volunteer’s possessions if lost or damaged.
Complaints
Volunteers are not employed by the Council, and so are not entitled to the Council’s grievance policy. However, volunteers are entitled to the Comments, Compliments and Complaints procedure. If possible, volunteers should first aim their complaint to the volunteer supervisor, who will attempt to resolve the issue informally. Where deemed necessary, the supervisor will conduct a formal investigation. If the complaint centres around the supervisors’ actions, the complaint should be raised to the volunteer manager.
Complaints against other volunteers will be investigated by the supervisor and dealt in a quick and informal manner. In severe cases, the volunteer may be told to stop voluntary service with immediate effect and will no longer be permitted to volunteer for the Council.
Recipients of Benefits
Volunteers are responsible for researching how voluntary work affects their entitlement to social security benefits. Further advice should be obtained through The Department of Work & Pensions.
Confidentiality
Volunteers are likely to become aware of confidential information about the organisation, its staff, and third parties. Volunteers should not disclose this information or use it for their own or another’s benefit without the consent of the party concerned.
Data Protection
Data collected during the recruitment process is managed by the Council in accordance with its Data Protection Policy. Data collected as part of the application process is held securely and only accessed by, and disclosed to, individuals involved in management of volunteer relationships.
Appendix 1: Protocol for Recruitment
- Volunteer manager recognises volunteering opportunity.
- The volunteer opportunity is organised (risk assessed, aims and action plan produced) and an advertisement is created.
- The advertisement is published on Rochford District Council website, social media outlets and notified to local volunteer organisations.
- Interested volunteers will contact the Council through these channels.
- The volunteer manager will then send out to interested volunteers the required forms and inform them of relevant information. An interview may then take place.
- Posts requiring a DBS or health check surveillance will expect the volunteer manager to send information to HR for the check to be completed. The manager will also conduct safer recruitment checks.
- A volunteer personal file is created for each individual, induction is arranged, relevant training is completed, and start dates will be sent out. All personal data collected during recruitment and application processes will be managed in accordance with the Council’s Data Protection Policy.
- Volunteering commences, with support and supervision in place.
- Volunteering activity ends, volunteers are thanked and sent feedback links to complete.