Wiltshire Council volunteers policy and procedure

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What is it?

This policy sets out the principles for volunteering with Wiltshire Council and to provide consistency of treatment for people approaching the council in order to volunteer. It outlines what volunteers can expect from the council as well as how volunteers are expected to behave when volunteering.

This policy is designed to reflect current legislative provisions in respect of volunteers and is non-contractual.

Who does it apply to?

All unpaid volunteers.

When does it apply?

It applies in situations where a member of the public is looking for a volunteering opportunity with Wiltshire Council.

When does it not apply?

It does not apply to permanent or contractual short-term recruitment or employment on a paid basis of Wiltshire Council employees.

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What are the main points?

Why does Wiltshire Council involve volunteers?

Volunteers allow the council to expand and improve its services to local communities.
Local volunteers have the opportunity of putting their time, skills and experience to good use and to contribute to the community in which they live.
Volunteering offers the opportunity of gaining broader experience and the opportunity to ‘try something new’ and to meet like-minded people.

Definition of a volunteer

A volunteer is a person who donates their time, skills and experience without receiving any form of compensation from Wiltshire Council.
A volunteer is not an employee of Wiltshire Council and there is no legally binding contractual relationship between the council and the volunteer.

Wiltshire Council’s commitment to volunteers

To endeavour to match the time, skills and experience of volunteers to a suitable volunteering opportunity.
To ensure each volunteer receives appropriate training and support.
To resolve any complaints raised by a volunteer in a timely fashion.
To ensure that each volunteer is supported by a contact from within the council to provide advice and guidance.
To foster a friendly and supportive atmosphere for volunteers and make volunteering a positive experience.
To reimburse reasonable expenses incurred. These expenses must be agreed up front with the contact person and are payable against a valid receipt.

Wiltshire Council’s expectations of volunteers

To maintain and uphold the good name and reputation of the council.
To treat all members, officers, service users and members of the public with respect and dignity.
To adhere to the council’s policies and procedures.

Finding a volunteer placement

The council advertises volunteer placements both on its website and in local press. You should follow the instructions on the advertisement to apply for the specific volunteering opportunity.
To find a volunteering opportunity you should contact Volunteer Centre Wiltshire or look on the do-it website which lists all local volunteering opportunities.
If you want to undertake a volunteering placement within a specific Wiltshire Council service or department Volunteer Centre Wiltshire can help you make contact with the specific service.
The council does not guarantee to provide any volunteering opportunities and may withdraw any volunteering opportunity at any time and for any reason.
If a young person aged 13-16 years of age wishes to undertake volunteering with the council, managers should refer to the work experience programme.

Recruitment of volunteers

Volunteers should approach the service they would like to volunteer in in order to establish whether a suitable opportunity may be available.
The volunteer will be given a copy of this policy to read.
All applications are treated in the strictest confidence and will be retained on file for 12 months.
If a suitable volunteer opportunity arises during the 12 month period, the manager of the service will conduct an interview with the applicant.
The council does not guarantee to provide any volunteering opportunities and may withdraw any volunteering opportunity at any time and for any reason.
If a young person aged 13-16 years of age wishes to undertake volunteering with the council, managers should refer to the work experience programme.

References and other checks

Depending on the nature of the volunteering opportunity, a volunteer may be required to provide the names of two references who have agreed to provide a reference on behalf of the volunteer.
Depending on the nature of the volunteering opportunity, a volunteer may also need to complete a medical assessment or questionnaire. Contact occupational health for more information.
An enhanced CRB check will always be required where the volunteering opportunity involves contact with children or vulnerable adults. For further information contact the council’s recruitment team who carry out all CRB checks.
Any necessary references, medical assessment and CRB check will need to be completed by the manager before the volunteer is able to commence any volunteering activity with the council.

Induction and Training

The council will provide all volunteers with an introduction to the organisation as well as induction and training tailored to the volunteering opportunity.

Supervision and support

The council acknowledges the importance of volunteers and will provide appropriate supervision and support during the course of the volunteering opportunity, through regular meetings.
Each volunteer will be allocated a designated contact with whom they can liaise from within the council.

Insurance

Volunteers are covered by the council’s insurance policy, whilst engaged in volunteering activities.

Health and Safety

The council is committed to providing a safe and healthy environment for all volunteers and has a health and safety policy in place.
Volunteers will be made aware of this policy during their induction and must be familiar with it before undertaking any volunteering activity.
Volunteers must report any accidents, incidents or other dangerous circumstances immediately using the appropriate process.

Reasonable Adjustments

Volunteers should inform the contact person, should they feel they have a specific health or other need which they feel may require an adjustment at work as part of the volunteering opportunity. Wiltshire Council may make appropriate arrangements before the volunteer starts the volunteering opportunity.

Complaints

Should the volunteer wish to make a complaint about their volunteering placement they should put this in writing to their designated contact who will investigate the complaint and respond accordingly.

Benefits and tax

Volunteering does not usually affect any entitlement to social security benefits.
Volunteers who are in receipt of jobseeker’s allowance (JSA) are entitled to undertake voluntary work provided that they meet the conditions for eligibility for JSA, namely being available for work and actively seeking work.
It is the responsibility of the volunteer to establish whether volunteering is going to affect their entitlement to any social security benefits, including JSA and further advice should be obtained from the DWP, Jobcentre Plus or a Citizen’s Advice Bureau.

Roles and responsibilities

Responsibilities of the volunteer

To attend and implement the induction training.
To read and understand relevant Wiltshire Council policies which may apply during the volunteering experience and to treat any information obtained during the course of the volunteering activity as confidential and not to disclose it to any third party.
To represent the council positively at all times.
To confirm with the contact person should they feel they no longer wish to carry on with the volunteering experience, in case alternative arrangements need to be made.
To adhere to the health and safety policy and to raise any concerns with the contact person in a timely fashion.
To report any accidents or incidents, whether it is themselves or another person.
To attend regular one-to-ones with the contact person.
To represent Wiltshire Council positively at all times whilst volunteering and to adhere to the principles of the behaviours framework.

Responsibilities of contact person

To agree expectations with the volunteer in terms of the activity they will undertake.
To arrange a customised induction plan and ensure its implementation.
To ensure adherence to the council’s health and safety and equal opportunities policies.
Where adjustments may need to be made at work due to a health-related reason, to ensure these are put in place before the volunteer commences the volunteering opportunity.
To ensure the volunteer positively represents the council at all times.
To ensure the volunteer knows what the accident and incident reporting procedure is.
To agree to payment of any reasonable expenses and ensure these are paid.

Frequently asked questions

I would like to apply for a volunteering position. What is the process?

If you have seen a volunteering opportunity advertised you should contact the specific service who are advertising the placement. Otherwise you should contact Volunteer Centre Wiltshire who will help you to find a volunteering placement which matches your requirements or look on the do-it website which lists all local volunteering opportunities.

What types of volunteering positions are available?

The council serves the local community in a variety of ways such as through the provision of libraries, by supporting young and old people, through leisure facilities and the provision of work to the unemployed. There are many sectors which will be of interest to a volunteer wishing to gain real and valuable experience supporting the community.

I can only volunteer on an ad-hoc basis. Is this a problem?

When an opportunity arises, the specific nature of the arrangement will be agreed at the time. This may well include ad-hoc work.

Will volunteering give me a greater chance of obtaining a permanent role with the council?

The council cannot guarantee the provision of a permanent role. However the experience will be invaluable and will greatly enhance a volunteer’s life experience and therefore consideration for any job opportunities.

Definitions

Volunteer

Someone who gives of their time to support council activities but with whom the council has no contractual relationship and who is not paid for their time.

Legislation

This policy has been reviewed by an internal legal organisation to ensure compliance with our statutory duties.

Equal Opportunities

Managers will make any necessary adjustments to ensure that all volunteers are treated equally.

For further advice

For further information please contact Volunteer Centre Wiltshire

Policy author

HR Policy and Reward Team

Policy last updated/implemented

1 February 2012

Contact Details (LiveLink)

Multiple Contacts:
eMail: hr@wiltshire.gov.uk
Telephone:
Out of hours:
Fax:
Postal Address:

HR Payroll Administration
Human Resources Dept.
Wiltshire Council
Bythsea Road
Trowbridge
BA14 8JN.

In Person:
DX:

Last updated: 14 February 2012

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