Welcome to the UK - Safeguarding
The purpose of this Policy is to protect children, young people and vulnerable adults who use
Welcome to the UK services.
To provide staff, volunteers and trustees with the knowledge and skills which uses our guide and approach to keeping people safe. Welcome to the UK understand that safeguarding is the responsibility of all staff, volunteers, and trustees.
Welcome to the UK believes that a child, young person and adult should never experience abuse of any kind.
We have a responsibility to promote the welfare of all people and keep them safe. We are committed to practice in a way that protects them and to take any allegations of abuse seriously.
This policy lays out the processes and responsibilities of our staff, volunteers and trustees in regard to safeguarding. All concerns and allegations of abuse will be taken seriously and responded to appropriately by Welcome to the UK.
We believe that children and young people should never experience abuse of any kind and we have a responsibility to promote the welfare of all children and young people, to keep them safe and to practice in a way that protects them.
We recognise that the welfare of the person is paramount. The person, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation, have a right to equal protection from all types of harm or abuse. That some people are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues, we will work in partnership with vulnerable adults and young people, their parents, carers and other agencies to promote children, young adults and vulnerable adults’ welfare.
Welcome to the UK utilises various buildings and services within Southend owned by Southend Borough Council. We will use this policy as an addition to the existing Safeguarding Policies as applicable in any centre where we hold sessions in.
This policy aims to keep all people using Welcome to the UK safe. It aims to also;
• Ensure that the wellbeing of clients, staff, volunteers, and trustees is paramount at all times
• Maximise people’s choice, control and inclusion and protecting their human rights
• Work in partnership with others to safeguard adults and children
• Ensure safe and effective working practices are in place
• Support staff within the organisation
This policy applies to anyone who is employed by the organisation or who has a contractual relationship with the organisation (For example, permanent, seconded, temporary staff, contractors or volunteers (including trustees) as well as clients and their families.
We will seek to safeguard children, young people and vulnerable adults by:
• valuing them, listening to and respecting them
• recruiting staff, volunteers and trustees safely, ensuring all necessary checks are made and reviewed as appropriate
• ensuring that children and vulnerable adults have the information they need to stay safe and are supported by staff who are appropriately informed about their needs and the procedures to ensure their safety.
• sharing appropriate information about concerns with agencies who need to know, and involving parents/guardians, carers and children, young people, vulnerable adults appropriately
• providing effective management for staff and volunteers through policy, guidance, supervision, support and training.
•Welcome to the UK has space available to provide a private service for anyone needing it and blinds to protect identity from the general public. To offer an inclusive service if required.
Definitions of Young People and Children by Age
A young person is anyone under 18yrs and a child is anyone who has not yet reached the official minimum school leaving age (MSLA). In England, pupils will reach the MSLA in the school year in which they turn 16 and can leave school on the last Friday in June if they will be 16 by the end of August.
Definition of Vulnerable Adults
A vulnerable adult is a person aged 18 years or over who has needs for care and support (whether or not the local authority is meeting any of those needs); and is experiencing, or at risk of, abuse or neglect; and as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect.
This may include a person who:
• Is elderly and frail
• Has a mental illness, including dementia
• Has a physical or sensory disability
• Has learning difficulties
• Has a severe physical illness
• Has recently experienced trauma
• Is a substance misuser
• Is homeless
• Is in an abusive relationship
We recognise that:
The welfare of children and Vulnerable Adults is paramount as enshrined in the Children Act 1989 and the Care Act 2014. All people, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation, or identity, have a right to equal protection from all types of harm and abuse. Working in partnership with children, young people, their parents, carers, and other agencies is essential in promoting young people's welfare.
This policy applies to abuse referred to in the Care Act 2014 and Children Acts (1989,2004), including:
1. Physical - including hitting, slapping, pushing, misuse of medication, inappropriate restraint
2. Sexual - including rape and sexual assault or sexual acts the adult has not/ cannot consent to
3. Psychological Or Emotional - including threats of harm or abandonment, harassment, verbal abuse, isolation
4. Financial Or Material - including theft, fraud, exploitation, misuse or misappropriation of property or wills
5. Neglect And Acts Of Omission - including withholding the necessities of life such as medication, food or warmth, ignoring medical or physical care needs
6. Discriminatory - including discrimination on grounds of race, gender and gender identity, disability, sexual orientation, religion and other forms of harassment, slurs or similar treatment
7. Organisational - including neglect and poor practice by an organisation
8. Domestic - including psychological, physical, sexual, financial or emotional abuse between adults who are or have been intimate partners or family members
9. Modern Slavery- includes very little or no pay, excessively long and/or unusual working hours, poor physical health, not in control of own money, no financial records or ID document
10. Self-Neglect - wide range of behaviour neglecting to care for one’s personal hygiene, health or surroundings and includes behaviour such as hoarding Coercive Control is also covered by this policy.
This offence is constituted by behaviour on the part of the perpetrator which takes place repeatedly or continuous. The victim and alleged perpetrator are personally connected at the time the behaviour takes place. The behaviour must have had a serious effect on the victim, meaning that it has caused the victim to fear violence will be used against them on at least two occasions, or it has had a substantial adverse effect on the victim’s day to day activities. The alleged perpetrator must have known that their behaviour would have a serious effect on the victim, or the behaviour must have been such that he or she ought to have known it would have that effect.
This policy recognises the following legal frameworks around safeguarding:
• Children Act 1989
• United Convention of the Rights of the Child 1991
•Sexual Offences Act 2003
• Children Act 2004
• Safeguarding Vulnerable Groups Act 2006
• Protection of Freedoms Act 2012
• Children and Families Act 2014
• Special educational needs and disability (SEND) code of practice: 0 to 25-years -Statutory guidance for organisations which work with and support children and young people who have special educational needs or disabilities; HM Government 2014.
• the Care Act 2014
• Working together to Safeguard Children (2017 updated)
• Southend, Essex & Thurrock Safeguarding Guidelines
• Care Support Statutory Guidance
• Mental Capacity Act (MCA) 2005
• SET MCA Policy and Guidance
Welcome to the UK will:
• Sign up and accept the principles set out within the Southend, Essex and Thurrock Safeguarding Children, Young People and Vulnerable Adults Guidelines.
• Take action to identify and prevent abuse from happening.
• Respond appropriately (including making appropriate referrals to the Local Authority) when abuse has or is suspected.
•The building is accessible to the public via 3 entrances. Travel to the centre would be either by public transport or personal vehicle with multiple surrounding car parks available.
• Ensure the safeguarding procedures are followed.
• Ensure that disclosures are kept confidential, and information only shared with partners or other individual organisations as per the procedure for reporting disclosures.
• Provide support, advice, information and resources to staff, volunteers and trustees in responding to safeguarding issues.
• Inform staff, volunteers and trustees of any local/national issues on safeguarding Children, Young People and Vulnerable Adults.
• Ensure staff, volunteers and trustees are aware of their responsibilities to attend training and to support staff in accessing these events.
• Ensure the organisation has a dedicated Trustee with an expertise in Safeguarding.
• Ensure staff, volunteers and trustees have access to appropriate consultation and supervision regarding safeguarding Children, Young People and Vulnerable Adults.
• Understand how diversity, beliefs and values of people who use services may influence the identification, prevention and response to safeguarding concerns.
• Ensure information (in accessible formats) is available for people that use services setting out what to do if they have a concern.
• Ensure all employees and volunteers (including trustees) who come in contact with Children, Young People and Vulnerable Adults have appropriate employment checks in line with the requirements of the Disclosure and Barring Service, such as obtaining references.
• Where contactors such as creche support for our activities are utilised, these will have been approved to deliver such services with the relevant license or permission.
• Ensure staff, volunteers, trustees and those using the services of Welcome to the UK are supported if they make a disclosure under the Public Interest Disclosure Act.
• Discussion between staff/volunteers regarding safeguarding issues can be discussed at team meetings, board meetings and individual one to one meetings and is a standing agenda item in staff supervision.
• Ensure that we have effective complaints and whistleblowing measures in place
All Welcome to the UK staff, volunteers and trustees will:
• Raise any safeguarding concern immediately with their line manager, or if it involves their line manager with the CEO, or if involves the CEO with the Trustee Safeguarding Lead.
• Follow the safeguarding policies and procedures at all times, particularly if concerns arise about the safety or welfare of a client.
• Participate in safeguarding training and maintain current working knowledge.
• If the concern involves an adult - ensure the adult (or their advocate) is involved in any decisions about them: Or if it involves a child include their care providers (Parent, Carer, Local Authority, Advocate etc.
• Become familiar with the SET Safeguarding Children, Young People and Vulnerable Adults Guidelines.
• Discuss any concerns about the welfare of an adult or child with their line manager (or Trustee as appropriate).
• Contribute to actions required including information sharing and attending meetings.
• Work collaboratively with other agencies to safeguard and protect the welfare of people who use services.
• Remain alert to the possibility of abuse, neglect, and self-neglect.
• Recognise the impact that diversity, beliefs, and values of people who use services can have.
Guidelines for working with Children/Young People Vulnerable Adults
• Parents/Carers will be present during activities children and young people take part in, unless they are using the creche facility. Parents/Carers will be made aware before attending events that their children are their responsibility.
• Staff should not spend excessive amounts of time alone with Children, Young People and Vulnerable Adults away from others.
• Meetings and interviews with individual Children, Young People and Vulnerable Adults should take place as openly as possible. If privacy is needed, then a door should be left open and other staff informed of the meeting.
• Staff, volunteers, and trustees must not make unnecessary or inappropriate physical contact with Children, Young People and Vulnerable Adults. However, there may be occasions where physical contact is unavoidable and appropriate. In all cases the physical contact should only take place with the consent of the Children, Young People and Vulnerable Adults and i.e. kept to the extremities such as hands, head, shoulders as far as possible. For example, physical contact will normally be necessary when administering first aid to young people. If it is possible first aid should be administered in the presence of another responsible adult. However, the first aider should not allow the guidance within this policy to prevent the administration of treatment necessary to preserve life or deterioration of a serious condition. Any person that has found him or herself in a potentially vulnerable situation should report the circumstances to their line Manager.
• Staff, volunteers and trustees should not take Children, Young People and Vulnerable Adults alone in a car on journeys, however short.
• Staff, volunteers and trustees should not transport groups of Children, Young People and Vulnerable Adults (e.g. in a minibus) without the express written consent of parents/ guardians and the knowledge of someone in charge of the organisation. In this instance, authorisation must be sought from the board in advance and all relevant risk assessments completed.
• Staff should not meet with Children, Young People and Vulnerable Adults outside of organised activities unless it is with the knowledge and consent of parents/guardians and the person in charge of the organisation. Copies of all individual communication with young people via letter and email should be readily accessible and available (in line with our Data Protection Policy) to those in charge of the organisation.
• Personal relationships between a member of staff or volunteer and client who is a current service user is prohibited. It is also prohibited to enter into a relationship with a person who has been a service user over the past 12 months.
Training
The minimum standards of training for Welcome to the UK staff, volunteers and trustees is:
• All staff, volunteers and trustees that have contact with Children, Young People and or vulnerable Adults will:
•Have appropriate DBS checks completed and current (also as part of pre-employment/pre
recruitment checks for staff, volunteers and trustees)
•Receive training appropriate to their level and tasks (See SET Competency Framework for appropriate training description).
•Have refresher training at least every 3 years.
•During the induction of trustees, volunteers and staff will be made aware of our commitment to safeguarding and the content of this policy.
Recruitment of Staff, Volunteer and Trustees
Welcome to the UK recognises that while most people wanting to work with children, young people and vulnerable adults are well motivated, it is important to have good recruitment and selection practices to help screen out those that are not suitable. To this end we will:
• Inform candidates of our commitment to safeguarding those in our care.
• Carry out appropriate pre-employment/recruitment checks (This includes DBS checks, qualification checks, online checks, reference checks and identity checks). We may also follow up references through telephone calls, if deemed appropriate. With Staff gaps in employment history will be explored with the applicant.
• Have clear job descriptions and person specifications for all paid opportunities and volunteering roles with the organisation.
• Ask all applicants to supply information in writing via an application form. This includes personal details, current work/ volunteering experience, any qualifications or skills and a declaration of any, or no, past criminal record.
• Ask for photographic evidence of identity (e.g. passport, driving licence)
• Ask for two written references.
• Meet with all applicants via informal or formal interviews.
• Adhere to the ISA Vetting Barring regulations Management and supervision of staff and volunteers
Welcome to the UK commitment to child, young adult and vulnerable adult safety includes ensuring that relevant staff and volunteers are supervised and supported in their work with them. We will regularly review the policy and good practice and make sure staff are aware of any changes or updates.
Reporting Abuse Should a child, young person or vulnerable adult report abuse staff, volunteers and trustees will:
• Let the child, young person or vulnerable adult know that they have done the right thing (reassurance can have a big impact) and tell them the matter will be taken seriously.
• Remind the child, young person and vulnerable adult of Welcome to the UK duty around confidentiality and disclosure.
• Listen to the child, young person or vulnerable adult rather than question them directly. Offer them reassurance without making promises (e.g. about keeping secrets)
• Not overreact, question or interrogate the child, young person or vulnerable adult or contact the alleged abuser
• Never stop a child, young person or vulnerable adult who is freely recalling significant events.
• Explain clearly what you must do and whom you must tell, that it is your responsibility to report what they are disclosing
• Check your understanding of the situation, without being investigative
• Record the discussion accurately, as soon as possible after the event.
• If there is a fear of immediate risk or harm to the child, young person or vulnerable adult, the Safeguarding Lead must be contacted immediately after the child, young person or vulnerable adult has finished their disclosure. In any case the Safeguarding Lead must be informed as soon as possible.
• The Safeguarding Lead must make a record of the disclosure and act in the best interests of the child, young person or vulnerable adult, making a referral to Local Authority if appropriate.
• It is neither the right nor the role of staff, volunteers or trustees of Welcome to the UK to presume
innocence or guilt in relation to any disclosure.
It is expected that all staff, volunteers and Trustees will follow the SET Safeguarding Guidelines;
https://safeguardingsouthend.co.uk/
Children & Young People
Children Safeguarding Referrals 01702 215007
Adult Safeguarding Referrals 01702 215008
(Out of Hours Duty Line 0345 606 1212)
Childline 24 Help - 0800 1111
Police - 101 / 999
Person Responsible for Safeguarding
Aline Clayson (Safeguarding Lead): 07883 086255
Ilda Stafa (Deputy Safeguarding Lead): 07581184115
• If the abuse is criminal a report will be made immediately to the police.
• Concerns should be raised with a line manager, or Trustee, and the Welcome to the UK safeguarding lead
contacted.
• Where a concern or complaint concerns the Safeguarding Lead, an alternative Trustee should be contacted.
• Any safeguarding concern will be raised with the local authority using the appropriate forms available in the SET Guidelines (Adults and Children). If there is any concern the Local Authority will be contacted toensure current guidelines and policy is complied with:
Southend www.safeguardingsouthend.co.uk
Email: accessteam@southend.gov.uk
Phone: 01702 215008
Out of hours: 0345 606 1212
Fax: 0300 123 0778
The named safeguarding lead for Welcome to the UK is: Aline Clayson and will be responsible for monitoring the policy with support of Ilda Stafa, Deputy Safeguarding Lead.
Procedure for Reporting Disclosures
Staff, Volunteers, Trustees
Linked Policies
• Equality and diversity
• Data Protection Policy
• Whistle-blowing Policy
• Complaints Policy
Statement
Our dedication involves conducting an annual review of our policy and best practices. We will keep our staff, volunteers, and trustees informed about any revisions to this policy and updated safeguarding practices. The policy was first established on August 2, 2019, and was approved by the trustees on August 5, 2019.
Report - Anyone who believes they have suffered discrimination can access the EASS - Equality Advisory Support Service
Welcome To The UK will fully support and assist and accompany individuals where necessary.
We have a grievance policy in place for anyone who believes they have suffered any kind of discrimination.
This is to be reviewed by the trustees every two years. Next review date: June 2027.
Safeguarding Lead
Aline Clayson
4th June 2025