STATEMENT OF INTENT

The purpose of this statement is:

• to acknowledge the important role that volunteers play within High Peak CVS
• to ensure volunteers are properly respected as part of the work force
• being clear about volunteers responsibilities and roles.

High Peak CVS values all its volunteers, whatever role they play – as committee members, project helpers in the community or in the office – and aims to promote volunteering, accessibility and good practice wherever possible.

Most CVS volunteers (including Small Group Project volunteers) help paid staff to carry out tasks and are supported by paid staff. Committee members have a different role – they have responsibility for managing High Peak CVS and all its assets, resources and activities – and are supported by staff who are employed to carry out the tasks.

This statement concentrates on the volunteers who help staff and projects – and although not normally expected to have overall responsibility for a project they are counted as part of the overall team.


Section 1 - Policy

• Volunteers should have a clear idea of the tasks they are being asked to perform and of the responsibility that goes with these tasks. This should be outlined in a mutually agreed volunteer "work outline"
• Volunteers should know who has responsibility for their support and supervision
• Volunteers should have access to and play a part in the decision making processes of High Peak CVS
• High Peak CVS will endeavour to ensure fair representation of the needs and interests of volunteers
• Volunteers should be protected against exploitation of their interests, both as individuals and as volunteers. Volunteers should not be put under any moral pressure to do work that goes against their principles
• Volunteers should be given a thorough induction into the organisation, and be provided with training as appropriate, in the hope that they will be able to perform their role more effectively.
• Volunteers should be treated with dignity and respect, regardless of gender, age, race, sexuality, religion or disability, and have any personal information respected as confidential
• Volunteers should be adequately protected against any risks that may arise from doing voluntary work. Volunteers should, for instance, be covered by Public Liability Insurance
• Volunteers should not suffer financial loss through doing voluntary work.
• Volunteers should receive out of pocket expenses and be provided with appropriate equipment to enable them to carry out their tasks
• Volunteers should not be used in place of previously paid workers
• The relationship between paid workers and volunteers should be complementary and mutually beneficial. Paid workers in High Peak CVS should be fully aware of the areas of work undertaken by volunteers and of the responsibilities of both themselves and volunteers
• Volunteers should have the right to join a trade union relevant to the work in which they are involved.
• Voluntary work should be a fulfilling experience. Through adequate support and supervision, volunteers should be able to develop, expand and change their area of work.
• Volunteers should be treated as an equal member of staff team.
• Volunteers have the right to make complaints about their role, and in the first instance should contact the person who is responsible for supervising them. If this is not appropriate they should contact the Chief Executive.

Section 2 - Recruitment

Volunteers may come from a number of sources e.g. referral from the Volunteer Bureau, through advertising or self – referral.

All volunteers must complete an application form which confirms personal information, previous experience, and the details of 2 referees. This can be done at a preliminary interview with a CVS staff member.

If a number of volunteers are available for one role, an interview process will be set up based on our equal opportunities policy.

High Peak CVS may decline to take on a volunteer if he/she is deemed unsuitable but will ensure that proper explanations and support are provided.

Trial period

Volunteers will be assessed after 1 month to see how they are getting on. This is an opportunity for both parties to be open and honest about the arrangement.


Section 3 - Induction process for new volunteers

The induction process is an important stage and the list below offers some reminders about what volunteers can expect when they first start voluntary work at High Peak CVS.
Staff will:
• Be there to welcome the volunteer and show them around the building
• Describe High Peak CVS, all the staff and their roles
• Provide information about the Health & Safety Policy, first aid and the fire drill
• Give them contact numbers in case of an emergency
• Explain to them hours of work and breaks
• Explain to them procedures for notifying about sickness and holidays
• Explain to them details of any meeting they need to attend
• Tell them it is okay to say NO if there is anything they feel unhappy about
• Make sure they have something to do
• Provide background information about High Peak CVS
• Ensure they have appropriate workspace and equipment
• Arrange to have regular reviews to see how they are settling in

Section 4 - Paying volunteer expenses

High Peak CVS believes that reimbursing volunteer expenses is an important factor in making volunteering open to all members of society. Not paying expenses can deter people on low incomes from volunteering.

The Inland Revenue and the Benefits Agency recognize the following expenses as being legitimate:
• Travel to and from the place of volunteering
• Travel undertaken in the course of volunteering
• Postage and telephone costs (if working from home)
• The cost of protective clothing
• Child care expenses
• CVS staff who are responsible for volunteers should arrange reimbursement of expenses – which includes relevant receipts and documents – with the Office and Finance Manager.

Section 5 - Responsibilities for volunteers

High Peak CVS is a member led organisation and through the Board of Trustees is responsible for ensuring this policy is observed. Staff members are expected to take individual responsibility for supporting volunteers working with them, within the framework of this policy.

Volunteers are subject to the same procedures as paid staff in terms of Grievance and Disciplinary procedures.

A central confidential register of volunteers is kept by the Office and Finance Manager, who is responsible for ensuring adequate insurance cover is maintained.

As with all policies this volunteers policy will be reviewed annually, and involve volunteers in the process.


Section 6 - Volunteers are expected to:

1. Be reliable, and honest
2. Show respect for other people whatever their race, age, gender, sexuality, religion or disability.
3. Accept and work to High Peak CVS principles, policies and procedures, particularly with respect to confidentiality, health & safety and equal opportunities
4. Accept support, supervision and appraisal
5. Give notice as soon as possible of any difficulties or the desire/need to stop being a volunteer
6. Promote, support and to act in the best interests of High Peak CVS

Volunteer Agreement
Volunteer Application & Monitoring Form

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