Thank you for gifting your time to volunteer with us!
This policy should have all the information you need to be a volunteer here at P2C. Please read through everything carefully. If you feel we have not been able to answer all your questions or if there is anything that you are not sure of, please contact Jane on jane@powertoconnect.co.uk or 07386 206607, who will be pleased to help.
Valuing Volunteers
- P2C believe that volunteers make a positive difference to the community. Volunteering is an activity where individuals decide, freely and by choice, to help achieve the organisation’s aim without expectations and financial or other rewards in kind.
- P2C understand that people volunteer for many reasons and we value their contribution, commitment and participation. Their involvement complements the work our organisation undertakes but does not replace the work of paid staff members.
- For a volunteering placement to be successful, we believe that the needs of the organisation and the volunteer must match and we aim to ensure this through our recruitment and selection procedures and through monitoring and evaluating our volunteer programme.
- P2C really appreciate the contribution made by our volunteers and are committed to providing on-going support, training and development and periodically hold events to thank volunteers and plan future opportunities to become involved.
Equal Opportunities
P2C are an equal opportunities organisation. No volunteer, staff member or member of the community should receive less favourable treatment on the grounds of race, colour, nationality, ethnic or national origin, gender or gender reassignment, marital status or caring responsibility, sexual orientation, age, physical, sensory or learning disability, mental health, political or religious beliefs, class, HIV status, employment status, unrelated criminal convictions, or union activities. Nor will such person be disadvantaged by conditions or requirements which cannot be shown to be justifiable.
Recruitment
P2C will advertise for volunteers for specific roles. However, the organisation does have an open door policy in that interested individuals can approach us directly. Everyone will be asked to complete an expression of interest form except where specific circumstances prevent this. The recruitment process will be an open and transparent process and may include the following steps, as appropriate in the specific circumstances:
- Written role descriptions – we will clearly explain the volunteer role, including the role title, its purpose, responsibilities, tasks involved, essential skills required, time commitment, duration, where the volunteer role will take place, whether expenses will be reimbursed, and the benefits for the volunteer.
- Advertising – opportunities will be advertised according to role and being mindful of our equalities policy.
- Expression of Interest form – applicants will be asked to complete an expression of interest form.
- Interview – candidates will be asked to attend an informal interview.
- Trial session – candidates will be invited along for a trial session.
- Volunteer Registration From – After the trial session, if both P2C and the candidate determine that it is a good fit, the candidate will be asked to complete the Volunteer Registration and Agreement Form. Agreements are not legally binding but demonstrate the intention of good practice.
- References – successful candidates will be required to supply two character referee names (not to be a family member); volunteers may not start in their role until satisfactory responses from referees have been obtained.
- DBS check – certain roles will require that a satisfactory DBS check is completed, prior to the volunteer starting in their role. In some cases, training may be provided prior to the DBS results being received.
- Welcome Pack – Individauls will be sent the P2C volunteer Welcome Pack. This will provide an introduce the organisation, cover the requirements of and processes involved in the volunteering activity, including an overview of the relevant policies and procedures. Training and supervision & support needs will also be discussed with the Volunteer Coordinator.
- Trial period – for some roles the individual will be asked to volunteer for an initial trial period. This will give the opportunity for both volunteer and us to see whether the role is right for the individual and organisation.
- Feedback – we will inform those who are not accepted for a role, including the reasons why. Where possible, unsuccessful candidates will be signposted to other organisations for alternative volunteering opportunities.
Volunteer Expenses
P2C will pay travel expenses up to a daily limit of £5.00.
Expenses can be claimed from the Head of Opertations on a weekly basis and should be submitted no later than two months from the date of the expenditure.
Volunteer Support
Volunteers will be provided with appropriate support. If volunteers would like the oppourtunity to discuss their volunteer role or talk about any concerns or feedback they have please request a one-to-one with the volunteer coordinator.
Health and Safety
P2C take health and safety issues very seriously, including carrying out risk assessments (as appropriate) before advertising volunteer roles. It is the responsibility of all employees and volunteers to act in a safe and responsible manner and not to put themselves or others at risk. The Head of Operations should provide appropriate Health and Safety training in regard to this and volunteers should not undertake tasks that put themselves or others at risk.
If a volunteer is sick and unable to volunteer at their chosen time, they should inform the Volunteer Coordinator on 07386 206607 or the Head of Operations on 07934553192 as soon as possible prior to their normal arrival time.
Ending the volunteer relationship
The relationship with volunteers is not contractual and there is no formal obligation on the volunteer to give us notice that the arrangement is ended. However, as courtesy we would ask volunteers to give us 2 weeks’ notice if they wish to stop volunteering with us and likewise we will give 2 weeks’ notice when ending the arrangement. In these circumstances, we will still conduct an informal exit interview with the volunteer.
If a volunteering role is terminated as a result of misconduct, then the volunteer will be asked to leave P2C with immediate effect.
Personal Details
Volunteers’ personal details will be kept secure and not passed onto other parties without prior agreement from the volunteer, unless P2C is required to share this information by law.
Monitoring and Evaluation
From time to time it will be necessary to review the tasks volunteers perform, their satisfaction with the programme and whether it will be necessary to adjust the role.
Complaints procedure
Occasionally a volunteer may have a disagreement with P2C. If this cannot be resolved satisfactorily between the volunteer and their supervisor, the volunteer may approach their supervisor’s manager outlining, in writing, the details and circumstances of the complaint. Complaints will be acknowledged within 5 days of receipt. If appropriate, a complaints panel will be held within 30 days of receipt.
If a volunteer has any other form of concern then they should discuss this directly with their supervisor and a response will be given within 21 days. The volunteer supervisor will ensure that the volunteer’s views are treated seriously and dealt with fairly and confidentially.
Where a member of our organisation has a concern regarding a volunteer’s conduct, performance or reliability they will discuss this with the volunteer’s supervisor. If the issue is not resolved this will be discussed with the supervisor’s line manager and P2C Board of Trustees.
Code of Conduct
- Volunteers are expected to take steps to ensure that their private views on political and religious interests do not conflict with their duties.
- Due to the nature of work within P2C, volunteers and service users come into regular close contact. Whilst the Group encourages a friendly and respectful attitude to the service users, it is important that relationships are maintained on a professional footing e.g. do not tell the service users your address.
- Volunteers must ensure that no person shall be treated less favourably because of homelessness, poverty or as a user of services or because of race, colour, ethnic or national origin, culture, appearance, gender, sexuality, marital status, physical disability, health status, age, religious, spiritual or political beliefs, or offending history. They must never use language which is likely to give offence, and they must ensure that their words and actions do not cause a nuisance or harassment to others.
- Volunteers should respect confidentiality within the project, and should not use information gained in the course of their work at P2C to pass on confidential information to a third party, such as media (press, T.V, Radio).
- Gifts from service users are discouraged, and not normally accepted unless they are of a perishable nature, i.e flowers or chocolates. Volunteers should notify Head of Operations of any gifts received.
- Volunteers should at no time enter into any financial arrangements with service users. All refund claims for the purchase of work material (to be agreed in advance with the supervisor) and travel expenses should be presented to responsible permanent member of staff with receipts for proof of purchase.
- Volunteers must always seek advice / guidance on issues relating to violence and aggression before taking action. The staff team are always available to offer support in case of doubt.
- Volunteers may be able to attend learning / development courses.
- Volunteers and staff are not to consume alcohol or substances during any time working for P2C hours (or before if it may affect their ability to work for P2C). Anyone perceived to have been drinking or to have taken substances will be asked to leave, and may put their placement in jeopardy.
- Volunteers must adhere at all times to P2C on Confidentiality and Code of Conduct, Health and Safety and Safeguarding policies.
Power 2 Connect (P2C) Volunteer Agreement
We ask our volunteers to read and agree to this volunteer agreement.
The Volunteer Agreement is not a contract, it is a best working practice guide for both volunteers and P2C and sets out how we intend to act and the support that we intend to provide one another during the course of the volunteer placement.
Please feel free to discuss the content of the agreement with the Volunteer Coordinator at any time.
This agreement is intended to highlight the importance with which we regard our volunteers, and to assure our volunteers both of our appreciation for volunteering and to indicate our commitment to do the very best we can to make your experience with us a productive and rewarding one.
Our organisation will aim to:
- Introduce you to how the organisation works and your role within it.
- Provide the necessary information, training and assistance for you to fulfil your volunteer role.
- Provide good levels of support and feedback on performance.
- Provide a safe place for you to volunteer, in line with our Health and Safety policy.
- Respect your skills, dignity and individual needs and to do our best to respond to these.
- Monitor the hours you volunteer and recognise your contribution to the organisation.
- Welcome comments and suggestions from the volunteer regarding the ways in which we might improve how we perform our respective tasks.
- Pay travel expenses up to £5.00 per day, on receipt of an expenses form with receipts attached.
We ask volunteers to:
- Arrive on time and If you can’t make it to a session for whatever reason, please let the Volunteer Coordinator or Head of Operations know as soon as possible so that cover can be arranged.
- Perform your volunteer role to the best of your ability.
- Adhere to our policies and procedures and guidance whilst volunteering with us.
- Inform the Head of Operations of any medical conditions or support needs.
- Feel free to discuss any problems with the Head of Operations or to ask any questions.
I have received and understood basic information on POWER 2 CONNECT rules and procedures including around Confidentiality, Health & Safety, Equal Opportunities and Safeguarding Children and Vulnerable Adults (as applicable).
I agree to abide by these, to work safely and fairly and to inform relevant staff if I am aware of any breach of these practices.
This agreement is not a legally binding contract or an employment contract and may be cancelled at any time at the discretion of either party.