Appendix 1_Draft Volunteer_Policy_Final for P&R
Argyll and Bute Council · 5 December 2024
Back to Policy and Resources Committee — 5 December 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
Appendix 1 Bute • Helensburgh • Islay • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … . DRAFT VOLUNTEER POLICY
Page 2
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … MONITORING OF THE POLICY Argyll and Bute Council will monitor and evaluate this policy, in consultation with volunteers and all relevant parties. The Policy was developed in 2024, and it will be reviewed again in 5 years’ time, or earlier if required. Change Control Record Version Date Issued Date Superseded Amendment Made Authorised By 1.0
Page 3
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … CONTENTS 1. Introduction 2. Principles of the Policy 3. Purpose of the Policy 4. What is Volunteering? 5. The Role and Value of Volunteers 6. Relationship with Argyll and Bute Council Employees and Volunteer Agencies 7. Funding 8. Volunteering within Argyll and Bute Council 9. What Volunteers can expect from us 10. What we expect from our Volunteers 11. Recruitment and Selection of Volunteers 12. Induction and Training 13. Communication 14. Support and Supervision 15. Dealing with Difficulties 16. Health and Safety 17. Volunteer Driving 18. Young Volunteers 19. References 20. Volunteering whilst claiming benefits 21. Confidentiality and Boundaries 22. Personal Safety 23. Photography
Page 4
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … INTRODUCTION 1.1 Argyll and Bute Council works closely with a number of different organisations, including the Third Sector. This policy sets out the Council’s approach to encouraging and engaging with volunteers to capture the clear benefits that they bring. 1.2 This policy (and the accompanying Volunteer Procedure) applies to external volunteers who work alongside and under the Council staff in activities, which complement Council services. It will assist managers in all aspects of the management and coordination of volunteers. It does not include Volunteers assisting elsewhere in local communities. PRINCIPLES OF THE POLICY 2.1 This policy is based on the following principles: • Argyll and Bute Council will ensure volunteers are able to contribute as fully as possible to their volunteer role. • Volunteers will not be asked to do the work of paid staff in situations where business continuity has become difficult, for example at times of industrial action or flu pandemics. However, if they wish to, they will be able to undertake their normal volunteering activity under these circumstances, if the appropriate support and supervision is still available. • Volunteers will not carry out duties currently or formerly conducted by paid workers nor should they be used to fill vacancies in paid roles or those in services that have been cut. • All Argyll and Bute Council staff will work positively with volunteers and actively seek to involve volunteers in their workplace as far as practicable. • Argyll and Bute Council recognises volunteers should realise value in their work and personal development, and will seek to help volunteers meet these aims. This will include provision of training to assist the undertaking of volunteering tasks more effectively. • Argyll and Bute Council will ensure that the standards of care for, and conduct by, volunteers, match those expected by, and from, employees. The safety and well-being of staff, service users, clients and volunteers will at all times be the paramount concern. PURPOSE OF THE POLICY 3.1 By developing this Volunteering Policy, Argyll and Bute Council intends to: • Formally acknowledge the skills volunteers bring to enhance the services and public involvement of Argyll and Bute Council
Page 5
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … • Formally support the role of volunteers • Set out the principles underpinning the involvement of volunteers • Provide procedures to ensure good working practice • Define the roles, rights and responsibilities of both Argyll and Bute Council and its volunteers • Actively encourage and enable the involvement of volunteers 3.2 Argyll and Bute Council employees and volunteers will follow this Volunteer Policy, and the accompanying Volunteer Procedure. WHAT IS VOLUNTEERING? 4.1 Volunteering is when an individual (or a group of individuals) spends unpaid time doing something to benefit others. Volunteering provides many benefits to both mental and physical health: • Volunteering increases self-confidence. Volunteering can provide a healthy boost to your self-confidence, self-esteem, and life satisfaction. • Volunteering can assist in combatting depression. • Volunteering can help you stay physically healthy. 4.2 Volunteering is an opportunity to gain experience in a new field, support academic achievement and participate in public life including performance scrutiny, policy development and performing statutory duties such as those undertaken by Community Councils. THE ROLE AND VALUE OF VOLUNTEERS 5.1 Argyll and Bute Council values and supports the important role of volunteers in the life and work of Argyll and Bute Council. By freely committing their time and energy, without any financial benefit other than reimbursement of certain expenses volunteers have consistently brought benefit to care/children’s home residents/ clients, and their families and carers, the wider community and to Argyll and Bute Council. Volunteers may also benefit in many ways such as developing skills which assist them to find employment. Volunteering can contribute to raising self-esteem and self-confidence. It can also contribute to the regeneration of local communities and wider society. 5.2 The scope for volunteer involvement is wide, including in Argyll and Bute Council premises, in the wider community and through public involvement activities. Wherever volunteers are physically located, Argyll and Bute Council will endeavour to ensure they can be involved in a relevant and appropriate manner, where possible.
Page 6
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … 5.3 Argyll and Bute Council will make reasonable adjustments to meet specific individual needs which could otherwise impair or limit volunteering opportunities. Argyll and Bute Council is committed to addressing all equality issues and ensuring equality of access with specific reference to the protected characteristics covered by Equality Act 2010. 5.4 Argyll and Bute Council will endeavour to recruit volunteers which reflect the demographic profile of the wider community, and address social inclusion and the broader equality and diversity agenda. RELATIONSHIP WITH ARGYLL AND BUTE COUNCIL EMPLOYEES AND VOLUNTEER AGENCIES 6.1 Argyll and Bute Council currently directly funds a range of voluntary organisations and groups, which include service providers and service user/carer groups. Argyll and Bute Council recognises there are associated costs, including Council staff time, in developing effective volunteering programmes. 6.2 Argyll and Bute Council is committed to finding innovative approaches to developing volunteering within its existing revenue funding. FUNDING 7.1 Argyll and Bute Council acknowledges that the development of effective volunteering programmes requires a long-term approach which will bring benefits for the organisation, and therefore will commit, as appropriate, funding for: • Reimbursement of pre-approved volunteers’ expenses • Appropriate induction and other training opportunities for volunteers • Any other appropriate and approved costs VOLUNTEERING WITHIN ARGYLL & BUTE COUNCIL 8.1 There are a number of areas within the Council where Volunteers are welcomed, (but these are by no means the only areas): • Our Schools and School Hostels • Our Residential / Nursing Units for both Adults and Children • Our Day Service Centres • Our Adult Day Services • Our Parks, Gardens and flowerbeds
Page 7
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … WHAT VOLUNTEERS CAN EXPECT FROM US 9.1 To ensure volunteers enjoy their role and that there is a mutually beneficial relationship with Argyll and Bute Council, our commitment is to: • Always treat volunteers with respect, consideration and appreciation • Provide a named person (Volunteer Supervisor) to support the volunteer • Provide volunteers with a full induction, and the training required for them to fulfil their role • Provide volunteers with support through regular support meetings and discussions • Ensure volunteers have a clear idea of their responsibilities • Give volunteers information about the training and support available to help them carry out their role • Offer fair, honest and timely feedback on a volunteer’s work • Try to resolve any problems and difficulties with sensitivity and fairness • Reimburse any agreed (in advance) out of pocket expenses incurred during volunteering activities • Ensure volunteers are covered by our insurance policy whilst volunteering • Implement good health and safety practice • Treat volunteers fairly, in line with our equality and diversity policy. WHAT WE EXPECT FROM OUR VOLUNTEERS 10.1 Volunteers are expected to: • Take part in all required induction and ongoing training sessions appropriate to both their area of volunteering and to Argyll and Bute Council in general. • Treat clients/children, other volunteers and staff in a positive, respectful and non-discriminatory manner • Comply with all Argyll and Bute Council policies and procedures. • Undertake their volunteering at times agreed with their Volunteer Supervisor. (It should be noted that this designation is notional – any Council employee could be appointed as a Volunteer Supervisor) • Inform their Volunteer Supervisor as soon as possible, preferably beforehand, if they are unable to attend their agreed volunteering session or participate in a planned activity • Inform their Volunteer Supervisor if they are unable to continue as a volunteer • Raise any issues, concerns or suggestions relating to their volunteer work with their Volunteer Supervisor • Provide equalities monitoring information as appropriately required by Argyll and Bute Council • Agree to provide references and to agree to appropriate checks under
Page 8
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … the Protection of Vulnerable groups (PVG) scheme in Scotland when the volunteer role requires this. The cost for any PVG will be borne by the Service. • Make the Volunteer Supervisor aware of any changes to their personal contact details. RECRUITMENT & SELECTION OF VOLUNTEERS 11.1 Argyll and Bute Council will: • Welcome volunteers from all sections of the community, in accordance with legislation, policy and guidance on equality, diversity and social inclusion. • Recognise that all prospective volunteers have something to offer. All reasonable efforts will be made to find placements for everyone who offers to be a volunteer. Where no suitable placement is available, the potential volunteer will be informed of the reasons. • Volunteer placements will be defined by the needs of Argyll and Bute Council and its service users and involvement activities. Argyll and Bute Council operates under equalities legislation (including The Equality Act 2010). • Will regularly review the ways in which potential volunteers are contacted and recruited. 11.2 Argyll and Bute Council is committed to involving volunteers from diverse backgrounds, particularly from groups vulnerable to social exclusion, believing this is likely to lead to more effective service provision. Through regular monitoring of compliance with equalities legislation, Argyll and Bute Council will ensure volunteers from all sections of the community are welcomed. 11.3 When recruiting and selecting volunteers, Argyll and Bute Council expects: • References to be obtained (Written references are required for roles that involve direct service user/client contact; telephone references are acceptable for other Volunteering roles • Appropriate Disclosure Scotland checks to be obtained (as appropriate) • Interviews to be conducted (as appropriate) • Volunteers to be offered volunteer roles which suit their abilities, interests and availability, provided these can be accommodated • Volunteers to be given full and appropriate information for their role • Standard induction procedures for volunteers to be followed. (These may need to be developed.)
Page 9
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … 11.4 All Volunteers will be asked to sign a Volunteer Agreement to show an understanding of mutual expectations between volunteers and Argyll and Bute Council. A variety of documents will be used in recruitment and engaging volunteers as appropriate, and are detailed in the accompanying Volunteer Procedure document. 11.5 All Volunteering documentation, and information received during the selection process, will be treated as confidential. All new volunteers will be expected to undertake induction before commencing their volunteering role as appropriate and in line with the requirements for the role. The personal details of each new volunteer will be held by the respective Service/Department. All volunteers will be expected to inform their Volunteer Supervisor of any changes in their personal details; as well as emergency contact details. The administration of this information will comply with Argyll and Bute Council Data Protection policies and meet the requirements of the General Data Protection Regulations (GDPR). 11.6 People expressing an interest in volunteering in Argyll and Bute Council will be invited for an informal discussion with a Volunteer Supervisor who may be a staff member, Third Tier Manager or Department Head and given an application form as appropriate. All prospective volunteers must complete the Argyll and Bute Council application form, as provided in the Volunteer Procedure. This form will be provided in alternative formats when required. Written references are required for roles that involve direct service user/client contact. 11.7 Appropriate Screening by Disclosure Scotland will be required for volunteers who will be in direct contact with clients / residents / children. This ensures Argyll and Bute Council meets the requirements of Child Protection, Adult Protection, and the Protection of Vulnerable Groups (Scotland) Act 2007. 11.8 Selection of an individual volunteer will be the responsibility of any officer who has been given delegated authority to undertake such a recruitment process. This may be a Unit Manager, a Gardener, a hostel manager or Third Tier Manager/Head of Service for the particular role/ department. Prospective volunteers who offer their services will receive an acknowledgement of receipt/holding reply to their offers within 21 days. Where there is no suitable placement available, the prospective volunteer will be informed of the reasons. INDUCTION AND TRAINING 12.1 Volunteers will be provided with an induction pack appropriate to the volunteering role they are appointed to. This will include as standard: • The role of the volunteer
Page 10
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … • Orientation to the area in which placed • General "housekeeping" • Information about Argyll and Bute Council • Access to an appropriate programme • The role of volunteers and the boundaries of their role • ID badges if required • Personal conduct • Action to be taken in the event of an emergency • Confidentiality • Payment of expenses • Health & Safety • Hand hygiene • Infection control • Fire procedure • A named person - Volunteer Supervisor • Arrangements for training, support and supervision • Awareness of client/user group and aims of Argyll and Bute Council These induction points must be compliant with appropriate HR, H&S, and role specific knowledge and should be given within 10 days of volunteering beginning. 12.2 Argyll and Bute Council will: • Ensure that volunteers receive full information about their area of volunteering activity, their responsibilities to Argyll and Bute Council, and relevant Argyll and Bute Council policies. This will include information about their rights and responsibilities, and also guidance and models of best practice on which they can draw if something goes wrong. • Provide volunteers with induction and training in the specific tasks to be undertaken as appropriate. This will include any appropriate health & safety training. There will be ongoing opportunities for learning and development provided and/or supported, including any appropriate specialist training. Argyll and Bute Council will make every effort to meet any agreed expenses incurred by the volunteer in undertaking any such training. • Ensure volunteers have opportunities to contribute to the decision-making processes of the team, if appropriate. Processes will be in place to enable the views of volunteers to be represented. And we will give volunteers an opportunity to contribute to strategic planning for volunteering in Argyll and Bute Council, in particular the regular review of this Policy.
Page 11
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … COMMUNICATION 13.1 Argyll and Bute Council will maintain effective communication of information for volunteers, which will allow for a two-way flow of ideas and concerns. These will include appropriate standard documentation, and the maintenance of any necessary records. Communication methods may include: • Memos, letters, emails, posters and other appropriate means of written communication such as newsletters, website (volunteering section) • Health and safety sessions, e.g. fire safety • Volunteers group meetings • Appropriate training sessions • Sessions with the Volunteer Supervisor • Volunteer roles and responsibilities documents • Policies and procedures SUPPORT AND SUPERVISION 14.1 Where new services are being developed, in schools or residential facilities or in the community, there will be a named person who will fulfil the Volunteer Supervisor role involving senior staff within the locations. This is to enable the volunteer and staff to develop the new service and establish it, and thereafter a member of the staff team will become the named supervisor in that new service. 14.2 As outlined above, volunteers will be assigned a Volunteer Supervisor as appropriate to their role. This will ensure the volunteer has clear lines of accountability, as well as support. In some situations, there will be a named person who will have overall responsibility for the day–to-day supervision and guidance of the volunteer in the placement, who will provide advice, support and feedback to the volunteer on a regular basis. Other staff in the area where the volunteer is located will also be expected to provide support as appropriate. 14.3 Regular support/supervision will be available to each volunteer. The type and level of support will depend on the needs of the volunteer and their area of volunteering activity. Opportunities will also be provided, through meetings, training and networking events, to meet other volunteers for mutual support and to discuss issues of common interest. Should a volunteer have any concerns about placements, they should feel able to discuss this with their supervisor as referred to in induction. 14.4 Once a suitable placement has been identified, details about the frequency, length and nature of the voluntary activity should be agreed. Argyll and Bute Council reserves the right to terminate the placement or activity. In all such cases, the reasons for this will be provided in writing.
Page 12
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … DEALING WITH DIFFICULT ISSUES 15.1 In most circumstances, it is anticipated that volunteers and Argyll and Bute Council staff will work co-operatively, with both parties benefiting from any activity undertaken. 15.2 On occasions, issues may occur which cannot be resolved through normal support channels. To resolve such situations, both parties will be able to refer to the Argyll and Bute Council HR OD team for advice and guidance, such as signposting to examples of best practice, and to assist both parties to achieve a mutually acceptable way of overcoming any issues. 15.3 In appropriate cases, information may be shared with local and national bodies to meet the requirements of the Protection of Vulnerable Groups (Scotland) Act 2007 Child Protection Guidelines, and the Adult Support and Protection Guidelines. 15.4 Argyll and Bute Council will ensure any complaints by or against volunteers are dealt with in a fair, robust, transparent and systematic manner. Complaints are regarded as an opportunity for improvement. The findings of complaints investigations will be used to improve services, reduce untoward incidents and to enhance the quality of services provided by Argyll and Bute Council. Complaints by, or against, a volunteer will be dealt with under the Argyll and Bute Council Corporate Complaints Procedures. This will be the case irrespective of the nature of the complaint or the manner in which the complaint is received. Whether or not they are a party to the complaint, the volunteer's supervisor must be advised of the complaint. 15.5 A written record of the investigation and outcome of a complaint will be kept, in accordance with the requirements of the Argyll and Bute Council Complaints Procedure. A link to the complaints procedure can be found here: https://www.argyll-bute.gov.uk/argyll-and-bute-council/complaints HEALTH AND SAFETY 16.1 Argyll and Bute Council recognises and appreciates the role of volunteers across Argyll and Bute Council and will ensure that all Health and Safety measures are relevant to volunteers. Within the legal duty imposed by The Management of Health and Safety at Work Regulations 1999, Argyll and Bute Council will undertake suitable and sufficient assessment of the Health and Safety risks to employees, volunteers and any other users of Argyll and Bute Council facilities. Following this assessment, any appropriately identified risk control measures will be put in place. There will be a regular review of the risk assessment, with the review recorded in the appropriate format.
Page 13
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … 16.2 Senior staff and, where relevant, supervisors/managers, have delegated responsibility for the Health and Safety of those volunteers who work under their supervision. In particular they must be aware of the tasks and activities that volunteers will undertake and ensure that all significant hazards have been identified; assessed and suitable protective and preventative measures are implemented. They should liaise with Council Health and Safety staff for support and guidance. 16.3 Volunteers have responsibility for their own health, safety and welfare, and that of others working alongside them. Written risk assessments identify potential problems and provide a basis for putting health and safety measures in place. Where necessary, Council organisational risk assessments should also take volunteers into account. Volunteers must comply with all relevant health and safety procedures whilst undertaking their volunteering role. Volunteers, on induction, will be given information according to circumstance and requirement, about the various H&S processes and procedures. VOLUNTEER DRIVING 17.1 In accordance with national guidelines, the following points will be checked before a volunteer uses their own car in the course of their voluntary work in transporting people (excluding travel to and from their place of volunteering activity): • The volunteer holds a valid driving licence and any necessary current MOT for the vehicle being used. • Use of the vehicle for volunteering purposes is within the terms of the volunteer’s motor insurance policy. To ensure volunteers are so covered by insurance, it is essential their insurance company is aware they intend to drive in a voluntary capacity. The Volunteer Supervisor will note the insurance expiry date for their records. • An annual check of the driving licence and insurance documentation will be undertaken. YOUNG VOLUNTEERS 18.1 Volunteers of all ages have an important role to play in supporting service users and staff. A young volunteer is defined as someone between the ages of 16 and 18 years old. 18.2 A responsible balance should be found which supports the involvement of young volunteers whilst protecting them from situations which may have a detrimental effect on their emotional and/or physical wellbeing.
Page 14
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … 18.3 Those wishing to deploy young volunteers should consider each case using a risk management approach. The following clear direction applies: • Argyll and Bute Council has a minimum age requirement of 16 years for unaccompanied young volunteers who wish to contribute in an Adult residential care home or day care setting. This requirement reflects the routine nature of these settings and the increased sociability evident in the approach adopted and encouraged by staff and visitors. 18.4 Argyll and Bute Council will ensure suitable measures are taken to protect the health and safety of young people undertaking their volunteering activities. Argyll and Bute Council will endeavour to provide appropriate volunteering opportunities for the following: • Young people who wish to pursue a career in education and / or teaching • Young people who wish to pursue a social care or social work career • Young people who wish to extend their experience of working within a Health Care environment • Young people participating in the Duke of Edinburgh Award scheme 18.5 Young volunteers will be recruited in the same manner as other volunteers. The recruitment and subsequent placement of young volunteers will comply with Argyll and Bute Council recruitment policies as appropriate to the role. 18.6 All aspects of the Argyll and Bute Council Volunteering Policy apply to all volunteers, irrespective of age. We have no upper age limit for volunteers. As stated above, all Volunteers will be asked to sign a volunteer agreement to show an understanding of mutual expectations between volunteers and Argyll and Bute Council. REFERENCES 19.1 We value the commitment volunteers put into a role, and volunteers are welcome to request written references from their main Volunteer Supervisor where appropriate. VOLUNTEERING WHILST CLAIMING BENEFITS 20.1 Individuals can volunteer whilst claiming benefits, and volunteering should not affect benefits claims. The only money received from volunteering is to cover direct expenses, so is not classed as income.
Page 15
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … CONFIDENTIALITY AND BOUNDARIES 21.1 Volunteers must maintain confidentiality during their time with Argyll and Bute Council. Confidential information about customers/clients who access volunteer led services, volunteers, Argyll and Bute Council employees and our work must be kept private, unless sharing this information is required by law. 21.2 Clear boundaries are important for volunteers, staff and service users alike. We realise that in our close-knit communities, volunteers often have contact with service users in other capacities out with their volunteer roles, such as friends, family, neighbours or colleagues. It is important volunteers take care to avoid any apparent conflict of interest and make sure communication and confidentially measures are appropriate to the role. PERSONAL SAFETY 22.1 On the volunteer Application /Expression of Interest form the Volunteer will be asked to provide us with an emergency contact, who the Volunteer Supervisor will contact in the unlikely event of an emergency. If it is required for a specific role, volunteers will be issued with Argyll and Bute Council volunteer branding, to be worn when carrying out volunteer activities. PHOTOGRAPHY 23.1 Photographs and video recording may be taken at events which include a volunteer presence. Volunteers who do not wish their images to be used in this way can opt out when completing their volunteer agreement.
Page 16
Bute • Helensburgh • Islay • Tarbert • Oban • Mull • Campbeltown • Iona • Dunoon • Tiree • Lochgilphead • Seil … PROCESS FLOW CHART If PVG required, Volunteer Supervisor to engage with own Service to commence Once all paperwork complete Volunteer can start Volunteering ! Contact made with Volunteer by Service/Department of interest Volunteer Supervisor decides if interview required Volunteer Supervisor issues paperwork for completion Expression of Interest Received Via Service/Department Or via website/Customer Service Centre