Haslemere Community Station and Signal Box Trust
Volunteering Policy
1 What is a Volunteer?
A volunteer is anyone who chooses to undertake work for HCS&SBT through giving their time, skills and experience without financial reward beyond the reimbursement of out-of-pocket expenses.
2 Why Does HCS&SBT involve volunteers?
HCS&SBT is committed to involving local people as volunteers in its work because it believes that:
3 What is the Purpose of this Policy?
HCS&SBT wishes to acknowledge the value of the contribution made by volunteers, establish clear principles for their involvement and recognise the respective roles, rights and responsibilities of volunteers. It seeks to ensure that volunteering roles are both satisfying to volunteers and useful to HCS&SBT.
4 What HCS&SBT requires from Volunteers
We require volunteers to maintain the good name of HCS&SBT and work within agreed guidelines and in accordance with its policies and principles, including its Data Protection Policy and Equality and Diversity Policy.
To get the most out of their work and avoid putting themselves at risk, HCS&SBT asks volunteers to abide by the following guidelines:
5 Recruitment and Selection of Volunteers
Volunteers are required to complete an application form.
The Volunteer Coordinator will explain to any prospective volunteer the time commitment, necessary skills and experience and actual duties required in the role they are considering.
Anyone offering to volunteer will have his/her offer dealt with as quickly as possible, which should be in less than 10 working days.
6 Support for Volunteers
6.1 HCS&SBT will provide an Induction Programme and through the Volunteer Coordinator, have regular meetings / safety briefings with volunteers.
6.2 All volunteers will be given a Volunteers’ Handbook which includes emergency contact details.
6.3 After a suitable settling-in period, HCS&SBT will arrange a one-to-one session for each new volunteer with the Volunteer Coordinator to ensure the volunteer understands his or her role and is familiar with the Equality and Diversity Policy, the Data Protection Policy, H&S policy as well as the Volunteer Policy.
6.4 HCS&SBT will provide insurance cover for volunteers, reimburse any approved essential out-of-pocket expenses and provide clear information on how claims can be made.
6.5 HCS&SBT aims to treat its volunteers fairly and with respect. However, if a volunteer has a complaint, he or she should follow the Grievance Policy set out below.
7 Volunteers' Grievance Policy
7.1 Most routine problems or concerns are best resolved quickly in informal discussion with the Volunteer Coordinator and he / she must ensure that all complaints are dealt with in a fair, timely and consistent manner.
7.2 Where a grievance cannot be resolved informally, you should put it in writing to the HCS&SBT Chairperson.
7.3 You will then be invited to attend a meeting with the Chairperson or another Board Member to discuss the matter along with a supporter who can address the meeting but not answer questions on your behalf.
7.4 The Chairperson or their representative will consider the matter carefully and you will receive a written response to your complaint within five working days.
7.5 Complaints and grievances will be handled with as high a degree of confidentiality as is practicable. Confidential records of the grievance will be kept in accordance with Data Protection legislation.
8 Review
This policy will be reviewed every 3 years to ensure it remains up to date and compliant with the law.
A volunteer is anyone who chooses to undertake work for HCS&SBT through giving their time, skills and experience without financial reward beyond the reimbursement of out-of-pocket expenses.
2 Why Does HCS&SBT involve volunteers?
HCS&SBT is committed to involving local people as volunteers in its work because it believes that:
- involvement of a diverse range of volunteers contributes to the development of flourishing community networks;
- volunteers bring a different perspective to that of professional staff, adding value to our work, and users of our services value the involvement of volunteers;
- volunteering at HCS&SBT offers people social contacts and opportunities for learning and development;
- without the help of volunteers HCS&SBT would not be able to fulfil its role effectively.
3 What is the Purpose of this Policy?
HCS&SBT wishes to acknowledge the value of the contribution made by volunteers, establish clear principles for their involvement and recognise the respective roles, rights and responsibilities of volunteers. It seeks to ensure that volunteering roles are both satisfying to volunteers and useful to HCS&SBT.
4 What HCS&SBT requires from Volunteers
We require volunteers to maintain the good name of HCS&SBT and work within agreed guidelines and in accordance with its policies and principles, including its Data Protection Policy and Equality and Diversity Policy.
To get the most out of their work and avoid putting themselves at risk, HCS&SBT asks volunteers to abide by the following guidelines:
- Ensure that you understand the work you are expected to undertake and that it is within your capabilities.
- Where applicable, sign in and record the purpose of your visit and wear an identifying badge.
- When working on the station wear appropriate Station Adopters High Visibility Jackets.
- Ensure that you have the appropriate telephone numbers to ring in an emergency.
- If you are unable to keep a commitment please contact the Volunteer Coordinator as soon as possible so that other arrangements can be made to cover your duty.
- Please give as much advance notice as possible of any holiday arrangements in order that your duties can be covered.
- Be cautious in giving out your personal telephone number or address to our customers.
- Do not give, lend or accept money or presents from customers / users, their relatives or friends.
- If, for any reason, you are concerned about anyone you come into contact with, report the concern to the Volunteer Coordinator as soon as possible.
5 Recruitment and Selection of Volunteers
Volunteers are required to complete an application form.
The Volunteer Coordinator will explain to any prospective volunteer the time commitment, necessary skills and experience and actual duties required in the role they are considering.
Anyone offering to volunteer will have his/her offer dealt with as quickly as possible, which should be in less than 10 working days.
6 Support for Volunteers
6.1 HCS&SBT will provide an Induction Programme and through the Volunteer Coordinator, have regular meetings / safety briefings with volunteers.
6.2 All volunteers will be given a Volunteers’ Handbook which includes emergency contact details.
6.3 After a suitable settling-in period, HCS&SBT will arrange a one-to-one session for each new volunteer with the Volunteer Coordinator to ensure the volunteer understands his or her role and is familiar with the Equality and Diversity Policy, the Data Protection Policy, H&S policy as well as the Volunteer Policy.
6.4 HCS&SBT will provide insurance cover for volunteers, reimburse any approved essential out-of-pocket expenses and provide clear information on how claims can be made.
6.5 HCS&SBT aims to treat its volunteers fairly and with respect. However, if a volunteer has a complaint, he or she should follow the Grievance Policy set out below.
7 Volunteers' Grievance Policy
7.1 Most routine problems or concerns are best resolved quickly in informal discussion with the Volunteer Coordinator and he / she must ensure that all complaints are dealt with in a fair, timely and consistent manner.
7.2 Where a grievance cannot be resolved informally, you should put it in writing to the HCS&SBT Chairperson.
7.3 You will then be invited to attend a meeting with the Chairperson or another Board Member to discuss the matter along with a supporter who can address the meeting but not answer questions on your behalf.
7.4 The Chairperson or their representative will consider the matter carefully and you will receive a written response to your complaint within five working days.
7.5 Complaints and grievances will be handled with as high a degree of confidentiality as is practicable. Confidential records of the grievance will be kept in accordance with Data Protection legislation.
8 Review
This policy will be reviewed every 3 years to ensure it remains up to date and compliant with the law.