Volunteer Policy

1. Purpose of the Policy

Tendring District Council encourages and welcomes volunteers to ensure our services meet the needs of our residents, and increases our contact with the local community it serves.

A volunteer is a person who freely gives their time, skills and experience without expectation of financial reward. Tendring District Council recognises the significant benefits that volunteers bring and in return hopes to provide an opportunity for volunteers/students to exercise their skills and undertake new experiences.

This policy sets out the relationship between a volunteer and the Council, and promotes the Code of Conduct for volunteers.

Throughout the policy, reference is made to volunteers; this term will be used to include Student Placement Volunteers who are placed by an education establishment to undertake a period of work experience. Where a volunteer is on a Work Placement, this policy should be read in conjunction with the Work Placement Procedure.

2. Principles and Values

This volunteering policy is underpinned by the following principles:

• The Council will ensure that volunteers are properly integrated into the organisational structure and that mechanisms are in place for them to contribute to Council’s work.
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• The Council does not aim to introduce volunteers to replace paid staff but instead to complement their work and extend our services.
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• The Council expects that staff at all levels will work positively with volunteers and, where appropriate, will activity seek to involve them in their work.
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• The Council recognises that volunteers require satisfying work and personal development and will seek to help volunteers meet these needs, as well as providing the training for them to do their work effectively.
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• The Council is proud of our commitment to equal opportunities and seeks to create a diverse and inclusive working environment for staff and volunteers.
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• The Council understands and recognises the value of volunteering and the opportunity it provides to meet other people and will encourage team working in a friendly, supportive atmosphere.

3. Status of Volunteers

A volunteer is not an employee and will not have a contract of employment with the Council.

Upon the successful selection of a volunteer/student, an agreement will be issued; this agreement is not intended to be a legally binding agreement, nor is it intended to create an employment relationship between both parties.

Any agreement is in honour only. In all circumstances, the volunteer/student is not bound to work, and the Council is not bound to find work for any volunteer/student.

The provision of payment, benefits in kind or inappropriate training may all indicate employment and also trigger the requirement to pay the minimum wage under the national Minimum Wage Act.

Other considerations to be aware of include the following:

• The organisation will be held liable if the volunteer is acting in breach of instructions or outside of their authorised duties.
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• There is employment case law where volunteers have been deemed to be workers as the volunteer agreement mirrored that signed by employees within the organisation e.g. detailing hours, training, work facilities and agreement to other conditions of service.
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• Volunteers who are under 18 will be subject to the Work Placement Procedure guidelines.
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• The department needs to consider what activities the volunteer will do and who will provide supervision and support.

The Volunteering Policy does not apply to Elected Councillors. There may be occasions when Officers are undertaking pieces of work in a specific ward e.g. community safety action days, tree planting or litter picking and an Officer and Ward Councillor agree for the Ward Councillor to be involved. However, any involvement should not be used by the Council for political promotion.

4. Why Volunteer for Tendring District Council

Volunteers within Tendring District Council, have the opportunity to make a real difference to the organisation, and to the District as a whole. During the course of the period of volunteering/student placement, the benefits may include:

For the volunteer/student

• An introduction to a public sector organisation;
• Opportunities to develop interests and skills through experience and training;
• Opportunities to learn new skills and to put them into practice with support from the team;
• The chance to gain experience within a supportive environment (this can be valuable looking for paid work and a reference);
• An opportunity to meet other people and to work as a team;
• Improve the community they live in.

For the Council

• To have a person giving freely of their time, skills, experience without expectation of financial reward;
• Volunteers can bring a wealth of skills and that can benefit the Council and community;
• Volunteers/students can often bring new ideas into the organisation;
• Volunteers often bring other ‘life skills’ into the organisation.

5. The Manager's / Volunteer Supervisor's Responsibilities

5.1. Preparing for Volunteers

Before involving volunteers in any role, the manager will ensure that the following are in place to ensure their safety and efficiency:

• A role description will be created for each volunteer opportunity. These will be available to ensure that potential volunteers, staff and the Council as a whole are clear on the purpose of the role and the main tasks and responsibilities. This will also provide a basis for support and supervision (a template for a role description can be found in Appendix A).
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• A suitable trained and experienced manager will be responsible for recruiting, inducting, supervising, developing and supporting the volunteer. This person will be known as the ‘Volunteer Supervisor’.
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• The Volunteer Supervisor will ensure that volunteers have access to the necessary equipment to carry out their duties/tasks.
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• The Volunteer Supervisor must ensure the necessary insurance is in place to protect volunteers whilst in their voluntary role, and the necessary policies and procedures are followed (or steps put in place to ensure they are followed).
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• The Volunteer Supervisor must note the potential health and safety and data protection issues that need to be considered for the specific volunteer role.
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• The Volunteer Supervisor must consider any costs relating to involving a volunteer including expenses, equipment and ensuring budget provision is in place with the Accountancy Team.

The Volunteer Supervisor must consider additional factors if the potential volunteer is under 18 years old. Further guidance can be found in section 6 of the Policy and the Work Placement Procedure.

5.2. Involving Volunteers: Recruitment and Selection Process

5.2.1 Promotion

The Council will ensure that all volunteer opportunities are promoted widely to increase accessibility of a diverse range of interested parties. Our recruitment will include but not be limited to online promotions through the Council’s website and social media.

The Council’s recruitment process will be a fair and open procedure, promoting equality of opportunity. For example, only essential skills and requirements for the role will be listed in the role description. In addition, reasonable adjustments will be made to accommodate volunteers, for example, allowing a support worker to accompany a volunteer.

5.2.2. Application form

The promotional material will clearly explain how a volunteer can get involved. An example advert is found in Appendix B.

The first step for volunteers is to fill in a short application form that asks for personal contact information, why the volunteer is interested in the role and how they meet the skills criteria. The application form (as found in Appendix C), once completed, should be returned to the Human Resources Team. The Volunteer Supervisor will be available to support the individual complete the application form and other documentation, and provide advice on the procedure.

5.2.3. Interview

All volunteers identified as ‘suitable’ (from the application form) will be invited to an informal interview. It is at this stage the volunteer and the Council can identify the suitability of the role to the volunteer and identify next steps (either being invited to join the team or ‘saying no’).

5.2.4. References

If an individual is identified as suitable for a volunteer role, two references will be obtained. Where possible, these will be from individuals who have worked with the volunteer (whether in an employment or voluntary capacity), however, it is acknowledged this is not always possible and character references will be accepted. Although, a character referee must not be a friend or family member, rather someone that is known to the individual in a professional capacity.

5.2.5. Criminal Records Checks (DBS)

The Council will carry out criminal records checks (DBS) for any role that it deemed necessary, for example, working with children and young people or vulnerable people. Further information is available from the Human Resources Team.

Individuals who have a criminal conviction should not be deterred from applying for a volunteering role. The Council is committed to supporting the rehabilitation of offenders in accordance with the Council’s Recruitment of Ex-Offenders Guidance. Individuals should be encouraged to discuss any concerns they might have with a member of the Human Resources Team.

5.2.6 Proof of Identity

Individuals will be asked to provide proof of identity. This should not be confused with proof of eligibility to work, as volunteers are not required to prove they are able to work in the UK. Following the informal interview and receipt of two references, the prospective volunteer will be asked to provide specific documentation as proof of their identity.

5.2.7 Volunteer Agreement

Following the receipt of two satisfactory references, proof of identity and Disclosure Bureau Service certificate (DBS), the volunteer will be sent a Volunteer Agreement which outlines the Council’s responsibilities to them and their responsibilities to the Council. The Volunteer Agreement will also include the Code of Conduct. These documents can be found in Appendix D.

5.2.8 Saying no and referring volunteers on

The Council recognises that volunteers are an important part of their work and service, but also recognises that volunteers placed in roles not suited to their needs or interests can be detrimental to the Council’s service and to the volunteer’s motivation and development. If during the application and interview process a volunteer has been identified as not suitable to the role then the manager will offer individuals an opportunity to identify other roles within the Council (if available) or will refer the individual to a volunteering service, such as Community Voluntary Services Tendring (CVST).

5.3 Managing volunteers

The Council are committed to the ongoing support of volunteers to ensure that they are able to carry out their role, the following elements are essential to ‘managing our

volunteers’:

5.3.1 Induction

All volunteers will undergo a six-week induction (excluding short-term placements, such as work placements) which is intended to help them be safe and to understand the environment they are volunteering in as well as to ensure they know where to seek help and support at all times. This induction will include:

• The background of the Council;
• The volunteer role and how this fits into the Council’s and department’s work;
• Ensure the volunteer understands the Code of Conduct, the Volunteer Agreement and their hours, responsibilities and tasks;
• Where the volunteer will work, resources available and who they will work with;
• Access to all relevant policies and procedures, such as health and safety, safeguarding, expenses, etc. (See Section 5);
• An individual risk assessment is undertaken for the volunteer;
• Day to day support from the Volunteer Supervisor or relevant identified person. This could include daily task sheets or shadowing opportunities.

As a minimum, the Volunteer’s Induction should include the elements in Appendix E.

5.3.2. Training

Tendring District Council recognises that its volunteers are a valuable resource, and it is committed to their training and development to achieve their maximum potential in their roles within the Council.

The Volunteer Supervisor will ensure that any mandatory training that is required for the role is clearly explained to the volunteer during their recruitment interview. The Council will provide any training essential to the role prior to the volunteer undertaking related tasks, for example, safeguarding training or manual handling.

The Council will give volunteers the opportunity to attend the same training that staff of the Council attends (dependent on availability and suitability to role).

5.3.3. Support

The Volunteer Supervisor will be responsible for providing ongoing and regular support sessions. The Council recognises that volunteers have different preferences and availability and so are open to this being an informal process agreed upon between the Volunteer Supervisor and the individual volunteer.

The Council requires that volunteers have an informal discussion regularly with their Volunteer Supervisor to discuss their work and any concerns either party might have. The Volunteer Supervisor should keep a record of these meetings, including actions and outcomes.

5.3.4. Record keeping

The Volunteer Supervisor will keep an accurate file of each volunteer. Files will include the volunteers personal contact information, their application form, role description, signed agreement, record of their interview, training attended, record of all support meetings and any concerns or complaints. This file will be treated in accordance with the Data Protection Act (2018).

5.3.5. Recognition

Although volunteers have chosen to give up their time to help the Council we understand that recognition of their contribution is vital in helping them to be part of the team, see the difference they make and to encourage others to volunteer. Where possible the Council will promote the contribution that volunteers make to our work, through internal newsletters, press releases and through our social media. The Volunteer Supervisor must ensure explicit consent is obtained from the volunteer before their name and / or photo is used on social media or other public forums.

5.3.6. Saying goodbye

The Council understands that volunteers move on for a number of reasons and so have identified steps to take to ensure a process that is smooth and beneficial to both parties. Volunteers may leave because of another opportunity, because they no longer consider the role suitable or because we have identified they are not suitable to our role. In any case the Council will:

• Arrange a support meeting with the Volunteer Supervisor (or other identified party if necessary) to establish the reasons for leaving or the issues we have;
• If issues can be resolved we will create an action plan to follow. This may include further training and more support;
• If the issues cannot be resolved then the volunteer may be offered an alternative role if available and appropriate;
• If the volunteer cannot be placed elsewhere an exit interview (see Appendix F) will be carried out to explain to the volunteer why they have been asked to leave, to thank them for their time and refer on to other volunteer services such as the CVST;
• Volunteers will be provided with a reference.

6. Policies and Procedures

The Council recognises that volunteers are a part of our team and should be protected and bound by Council’s policies and procedures that are designed to keep all interested parties safe and ensure work is carried out to a high and consistent standard. For information about each policy please see Council’s Volunteer’s Handbook. Important policies to read include:

• Safeguarding
• Health and Safety
• Equality and Diversity
• Problem Solving and Complaints
• Confidentiality and Data Protection

6.1. Safeguarding

All Volunteer Supervisors must ensure that volunteers are aware of, and have received, the appropriate training in the Council’s Safeguarding Policy.

The Council follows the procedures outlined by the Disclosure and Barring Service to ensure the safety of children and vulnerable adults. A volunteer wishing to participate in an activity that is outlined in the DBS Criteria cannot participate in the Volunteering Activity until the Council has received a cleared DBS.

6.2. Health and Safety

The Health and Safety at Work Act 1974 (HSWA) protects employees and others who may be affected by work activities. This includes those volunteering for, or on behalf of the Council. The Council has a duty of care to avoid exposing volunteers to health and safety risks. All volunteers will be made aware of the Council's Health and Safety Policies and Procedures and any practical safety concerns as part of their induction. Volunteers are expected to comply with the Council's Health and Safety Procedures.

All volunteer roles will be risk assessed, covering both the tasks involved and the environment in which they will be conducted. In addition, where a volunteer makes us aware of a pre-existing medical condition or disability, an individual risk assessment may also be necessary. The Volunteer Supervisor should ensure appropriate risk assessments are carried out, and are completed, before any volunteering commences. More guidance and training is available from the Health and Safety Team.

All volunteers will be given appropriate training, safety equipment and Personnel Protective Equipment (at no cost to the volunteer) and information to carry out their roles safely as per the content of the completed risk assessments.

If the volunteer is on a work placement (as outlined in the Council’s Work Placement Policy) and / or is under the age of 18, the Health and Safety (Training for Employment) Regulations 1990 and Management of Health and Safety at Work Regulations 1999, volunteer/placement will apply. It is essential that:

• Students are properly prepared and briefed on the potential hazards in the workplace and any control measures provided to reduce or eliminate risk or injury before they start work.
• The allocated supervisor for the student and their colleagues, are aware of what is expected of them and their legal responsibilities.

It is important to be aware that more than the standard level of supervision may be required, to ensure that they work safely.

It will be the responsibly of the Volunteer Supervisor to report and record any accidents, incidents or near misses to the Health & Safety Team in accordance with HSE Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.

6.3 Equality and Diversity

Tendring District Council is a Disability Confident Leader, and are committed to equal opportunities and fair treatment for all. Whilst volunteers are not employees and are therefore not protected as employees under the Equality Act, it is not acceptable to discriminate against them. The Council will ensure that volunteering opportunities are inclusive and available to all. Volunteers still have a right not to be discriminated against, in the same way as a customer or service user has this right.

Any decisions made about a volunteer’s suitability for a role, or regarding their ongoing volunteering within the Council, will be made fairly and in line with equality legislation.

There is an expectation that all our volunteers will adhere to the Council’s equality policies, ensuring that their own conduct when carrying out volunteering tasks does not discriminate against others or breach equality legislation. Volunteers are advised to read the Volunteer Handbook and Code of Conduct for Volunteers.

6.4 Problem Solving and Complaints

As volunteers are not employees, they are unable to use the Council’s Grievance Policy and Procedure. However, if a volunteer feels they have been wronged, or has a complaint they are entitled to use the Council’s Complaints Procedure. Complaints by volunteers should be raised in the first instance with their Volunteer Supervisor and dealt with informally where possible. Where appropriate, the complaint will be investigated fully by the Supervisor, or if the complaint is against their own Supervisor, by another Volunteer Supervisor or line manager.

If a complaint is made against a volunteer, this will be investigated by the relevant Supervisor. Every attempt will be made to resolve the matter as quickly and informally as possible. The volunteer will be given the opportunity to respond to any complaint. If the issue cannot be satisfactorily resolved, then the volunteer may be told their services are no longer required with immediate effect. In such situations, advice must be sought from the HR Team before a final decision is made.

The Volunteer Supervisor will ensure that the Volunteer receives the necessary support and information during the process. If the Volunteer is required to attend a meeting as part of the process they will be invited to be accompanied by a companion, not acting in a legal capacity.

6.5 Confidentiality and Data Protection

All Volunteer Supervisors must ensure that during induction, volunteers are aware of the Councils Confidentiality and Data Protection Policies. If their role requires, volunteers must receive appropriate training.

6.6 Expenses for Volunteers

The Council does not want anyone to be financially disadvantaged as a result of volunteering. Volunteers are not paid for their time but are entitled to be paid for any out-of-pocket expenses, these are as follows:

• Travel;
• Postage and telephone costs if working from home;
• Essential equipment (if not provided).

Volunteers should provide receipts for any expenses they incur, and submit these to their Volunteer Supervisor.

It is important that volunteers do not receive any type of reward or payment other than expenses, as they may see this as a salary and they could be classed as an employee or worker. This would then give them some employment rights.

6.7 Insurance

The Council’s liability insurance policies include activities of volunteers and liability towards them. The Council does not insure the volunteer’s personal possessions against loss or damage. Where the volunteer drives as part of their voluntary activity, and use their own vehicle, they must ensure they possess the relevant class of insurance. Further guidance should be sought from the volunteer’s own insurance company.

7. Volunteers Who Are Under 18 Years Old

In addition to the Health and Safety requirements noted in section 5.2, the Council must consider additional factors if the volunteer is under the age of 18 years old in relation to their safety and wellbeing.

The Department for Children, Schools and Families provides guidance on safeguarding young people during work experience. The guidance states that where the employer does not have regular unsupervised access to the student, there is not a requirement for those staff to have undergone a DBS (Disclosure and Barring Service) check. However, DBS checks must be in place in certain circumstances and the Volunteer Supervisor must refer to the Work Placement Procedure for further information and / or seek advice from the HR Team. The Council will undertake DBS checks in all circumstances where they are legally entitled to do so.

8. Staff Who Wish to Volunteer

Staff members volunteering for a different team/service within the Council will be treated the same as an external volunteer and according to this Policy. Where an employee of the Council wishes to volunteer either internally or externally, this will be supported in accordance with the Volunteering and Public Duties Policy.

9. Volunteers in Receipt of Benefits

It is the responsibility of the volunteer to establish whether volunteering is going to affect their entitlement to any social security benefits. Further advice should be obtained from the Department of Work and Pensions (DWP), Job Centre Plus or Citizens Advice Bureau.

Appendix A – Role Description

ROLE DESCRIPTION

Title of Role:

Department:

Reports to:

Overview of Role Description

Main Tasks and Responsibilities

1)

2)

3)

4)

5)

Keys skills and knowledge required

1)

2)

3)

Appendix B - Promoting Volunteering Opportunities

Volunteer For Your Local Council - Tendring District Council

Can you give some time to help support your local community?

We are currently looking for enthusiastic volunteers to help with ………..add details about the tasks and responsibilities and whether any skills and experience is necessary.

Please note, that due to the nature of this role where you will be working with children or vulnerable adults, you will be required to complete a Disclosure Bureau Service check (DBS) which will share whether you have any spent convictions or cautions. (only include if necessary for the specific role)

For more information about the role and details how to apply, please visit of Council website https://www.tendringdc.gov.uk/. You will be asked to complete a brief volunteer application form and then if we have a suitable role for you we will invite you to an informal interview where we will discuss with you the role in more detail, the amount of time that you are able to commit to volunteering, when you will be available, and how your availability and skills fit with our service needs.

Tendring District Council is proud to be a Disability Confident Leader, and are committed to equal opportunities and fair treatment for all. If this form of communication is not suitable for you, please contact us at (email and phone number), or ask someone to contact us on your behalf.

Add relevant LOGO to promotional materials.

Appendix C – Volunteer Application Form

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