Volunteer policy

Reviewed June 2015

1. Purpose

Reading Voluntary Action promotes strength within Reading's voluntary and community sector (VCS) by providing information, access to resources, volunteer recruitment and training to people who work in or with charities, community groups and voluntary organisations.

RVA values the contribution of volunteers towards helping to deliver and develop these services and to provide new skills and perspectives.

This document outlines RVA’s policy on involving volunteers with our work. The policy provides guidance to both staff and volunteers recruited by RVA, in order to ensure the quality of the volunteering experience. This policy does not apply to a person acting as a trustee though it does apply to trustees when engaged in non-board work for which there are other policies.

2. Principles of Involving Volunteers

RVA values the work of volunteers. The following principles reflect this commitment:

• RVA ensures that volunteers are effectively integrated into the organisation.
• RVA encourages the involvement of volunteers from a wide range of backgrounds so that our service is representative of the community in Reading and we are able to respond more effectively to local needs.
• RVA does not introduce volunteers to replace paid staff.
• RVA expects that staff at all levels will work positively with volunteers.
• RVA provides opportunities to help volunteers develop and acquire new skills.
• Working with volunteers increases RVA’s contact and involvement with the local community.

3. How do you become a volunteer with RVA?

All prospective volunteers will be given a task description stating the requirements for the role including skills and experience. They will be provided with an opportunity to discuss the position informally and if an offer of a formal is made and accepted, they will be dealt with in accordance with RVA’s Volunteer Recruitment Procedure. The formal interview will be conducted by the responsible manager and focus on what they would like to do, what skills they offer, their suitability and how best their skills may be used. Volunteers will be subject to a four week trial period. The Volunteer Recruitment Procedure gives further details.

Rehabilitation of Offenders Act 1974

We are required to take certain safeguards to protect vulnerable groups and individuals whom we help. Therefore we ask for details of unspent criminal convictions.  All information will be completely confidential and considered only in relation to the particular volunteer placement.  There is a separate sheet attached to the monitoring form for this.

The board will use its discretion on a case-by-case basis as to what convictions or disciplinary actions are relevant to individual volunteer tasks and roles.

4.  How RVA works with volunteers

A.        Induction and training                            

The induction procedure for volunteers will include the provision of all relevant task descriptions, policies and procedures and a familiarisation with the RVA Volunteers’ Intranet where copies of all documents relating the our volunteer knowledge base are to be found. This includes, but is not limited to: the RVA Volunteer Policy, Health and Safety Policy, Equal Opportunities Policy, Data Protection Policy, Personal Protection Policy, Specific Task Descriptions, Risk Assessments, Volunteer Disciplinary and Grievance procedure and RVA’s Strategic Aims and Objectives.

All volunteers will receive an induction into RVA and their own area of work.  A short training programme will be provided for the individual volunteer plus ongoing involvement in RVA’s Volunteer Development programme through individual and group support opportunities.

B.         Volunteer Expenses

RVA is keen to involve volunteers with the relevant skills regardless of their financial situation. As such all volunteers are welcome to have reimbursed upon production of a receipt their reasonable and genuine out of pocket expenses e.g. travel, subsistence (appropriate to hours worked), or childcare (for one-off training or other events as agreed with the supervisor on a case-by-case basis). Travel expenses will generally require a receipt and may be paid at a level agreed by the Board of Trustees. A limit appropriate to each scenario will be agreed in advance and the manager has the discretion to not reimburse expenses that are considered unreasonable.

Any such reimbursement for expenses is not a consideration for services, and so does not affect benefits in any way and is not subject to income tax or national insurance.

C.            Support and Supervision

Volunteers will have a named member of staff as their direct supervisor. They will be provided with one-to-one supervision sessions to feed back on progress, discuss future development and air any problems.  Volunteers are encouraged to express their views about matters concerning the organisation.  RVA aims to identify and solve problems at the earliest possible stage and build on good practice. Regular volunteer team meetings will be held.

D.            Information, Equipment, and Materials                        

Volunteers are entitled to all necessary information pertinent to their roles.  The volunteer’s supervisor will ensure that the volunteer receives all relevant information, memos, materials and notification of meetings etc.  Appropriate equipment such as computer terminals, stationery, etc, is provided according to the needs of the voluntary role.

E.        Insurance

All volunteers are covered by RVA Employer’s Liability insurance policy whilst they are on the premises or engaged in any voluntary work on behalf of RVA as long as they are working within the role defined in the task description.  

F.             RVA Policies and Procedures

Volunteers with RVA are expected to adhere to the Policies and Procedures of the organisation.  It is the responsibility of each volunteer’s supervisor to ensure that all policies and procedures are read and understood by the volunteers.

The following policies are particularly important for volunteers:

                I. Health & Safety

All volunteers must comply with RVA’s Health and Safety policy (which is in the Volunteers ’Policies and Procedures handbook), whilst they are on the premises or engaged in any voluntary work on behalf of RVA. A risk assessment is undertaken for all RVA’s volunteering roles and is reviewed every two years.

II. Equal Opportunities/Diversity

We pursue equality and fairness in the recruitment of our volunteers and work hard to ensure that no person is discriminated against on the grounds of their gender, gender reassignment, sexual orientation, marital status, race, ethnic origin, colour, nationality, disability, religion, belief or age.  We monitor our volunteer participation to ensure that our volunteers are broadly representative of the local communities we serve and to ensure that we meet the above aims.

III. Data Protection

RVA is committed to the principles of Data Protection and operates a policy for the protection of personal data. No information which RVA holds about its volunteers will be shared with a third party. All paperwork relating to its volunteers will be kept in a locked drawer.

IV. Risk Assessment

Consideration is given to the risk issues around any volunteering role at RVA and a Risk Assessment completed for each role.

G.           Procedures for Problems or Complaints                              

If a volunteer is not happy with any aspect of their involvement with RVA, they should first discuss the matter with their supervisor.  The supervisor will in all cases try to resolve the matter in the most appropriate manner. It may be necessary to tackle a grievance in a more formal way in which case the Volunteers’ Grievance Procedure will be used.        

All volunteers are expected to adhere to the policies and uphold the aims of RVA, and as its representatives behave in an appropriate manner.  If a volunteer behaves, or is suspected to have behaved in a manner likely to cause offence or bring RVA into disrepute, the volunteer’s supervisor will discuss the matter with the volunteer and the Volunteers’ Disciplinary Procedure may be implemented. The Director has the authority to prevent any individual from volunteering with RVA, although any such decision will be made on objective criteria and within the principles and practices of RVA’s Equal Opportunities Policy.

RVA aims to provide a volunteering environment that is enjoyable and rewarding.  It welcomes feedback from volunteers on the quality of the volunteering experience it offers.

Reading Voluntary Action promotes strength within Reading's voluntary sector by providing information, access to resources, volunteer recruitment and training to people who work in or with charities, community groups and voluntary organisations.

info@rva.org.uk
0118 937 2273
Reading Voluntary Action, 3rd Floor Central Library, Abbey Square, Reading RG1 3BQ