Volunteer Policy - Involving volunteers in the work of the Trust - Greater Manchester Mental Health NHS Foundation Trust - Greater Manchester ...
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Volunteer Policy - Involving volunteers in the work of the Trust Greater Manchester Mental Health NHS Foundation Trust
Volunteer Policy - Involving volunteers in the work of the Trust
Document Name: Volunteer Policy - Involving volunteers in the work of the
Trust
Executive Summary: This policy sets out the procedures that must be
followed by all Trust services when recruiting volunteers
to help deliver Trust services. This policy complies with
national guidance for the recruitment and integration of
volunteers into the NHS workforce and in doing so
ensures that volunteers feel valued, that there is
transparency for our staff, service users and carers, and
that services are delivered in the safest possible way.
Executive Lead: Executive Director of Nursing and Governance
Document Author: Claire Watson, Trust Lead for Volunteering
Document Purpose: Policy
Target Audience: Volunteers, Volunteer Coordinators, and staff and
managers who are involved in the recruitment and
management of volunteers.
Additional Circulation List: Other organisations who may seek placements for their
volunteers within GMMH.
Date Ratified: 18th January 2018
Ratified by: GMMH Workforce Education Governance Committee
Consultation: Trust wide consultation via Staffnet. Specific
consultation with services who recruit and manage
volunteers, including GMMH services and partner
organisations.
Cross Reference: Employment Checks Standards Services Policy
Equal Opportunities Policy
Risk Management Framework
Mandatory Training Policy
Supervision and Appraisal Policies
Superseded Docs: Volunteer Policy – Involving Volunteers in the work of
the Trust Policy HR03 V1
Date of Equality Impact 23rd January 2018
Assessment:
Board Objective Reference: 2,3,5 & 6
CQC Regulation Reference: Regulation 13,17 & 19
Risk Register Reference: 2737
Contact Details for further Claire Watson, Trust Lead for Volunteering
information: Claire.watson@gmmh.nhs.uk / 0161 358 1771
Addendum: Identity checking section updated in relation to British
Citizenship requirements.
Document Status This is a controlled document. Whilst this document
may be printed, the electronic version posted on the
Trust intranet is the controlled copy.
Ref: HR03 Issue date: 21/01/2019 Version number: 1.1
Status: Approved Next review date: 09/07/2021 Page 1 of 62Volunteer Policy - Involving volunteers in the work of the Trust Contents 1. Introduction .................................................................................................... 4 1.1 Purpose ............................................................................................................ 4 1.2 Scope ............................................................................................................... 4 2. Definitions ....................................................................................................... 5 3. Duties .............................................................................................................. 5 3.1 Board/Lead Committee..................................................................................... 5 3.2 Executive Director of Nursing and Governance ................................................ 5 3.3 Trust Volunteer Lead ........................................................................................ 5 3.4 HR Recruitment Team ...................................................................................... 6 3.5 Volunteer Coordinators..................................................................................... 6 4. Processes and Procedures ........................................................................... 6 4.1 Scope of Volunteer Involvement ....................................................................... 6 4.2 The Recruitment and Selection of Volunteers .................................................. 7 4.3 Volunteer Management ................................................................................ 14 4.4 Volunteer Expenses ..................................................................................... 19 5 Training Requirements .............................................................................. 22 6 Monitoring .................................................................................................. 22 7 Resource/Implementation Issues ............................................................... 23 8 Risk Issues.................................................................................................... 23 9 Requirements, Supporting Documents and References .......................... 23 10 Subject Expert and Feedback ..................................................................... 24 11 Review ........................................................................................................... 24 Appendix 1 – Recruiting Volunteers Pathway ..................................................... 25 Appendix 2 – Overview of ID Documents ............................................................. 26 Appendix 3 – DBS Update Consent Form ............................................................ 29 Appendix 4 – Example Volunteer Role Description ............................................ 31 Appendix 5 – Volunteer Application Form ........................................................... 32 Appendix 6 – Conditional Offer on Volunteer Placement Letter ........................ 39 Appendix 7 – Risk Assessment Form for Positive DBS ..................................... 40 Appendix 8 – Reference Request Template ......................................................... 44 Appendix 9 – Volunteer New Starter Checklist .................................................... 46 Appendix 10 – Unconditional Offer of a Volunteer Placement Letter ................ 48 Appendix 11 – Volunteer Agreement .................................................................... 49 Appendix 12 – Volunteer Time Sheet – Weekly ................................................... 52 Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 2 of 62
Volunteer Policy - Involving volunteers in the work of the Trust Appendix 13 – Volunteer Time Sheet – Monthly .................................................. 53 Appendix 14 – Volunteer Supervision Form ........................................................ 54 Appendix 15 – Volunteer 3 Month Placement Review ......................................... 55 Appendix 16 – Volunteer Confirmation of Break in Activity Letter .................... 57 Appendix 17 – Volunteer Confirmation of Return to Activity Letter .................. 58 Appendix 18 – Volunteer Confirmation of End of Volunteer Letter ................... 59 Appendix 19 – Volunteer Exit / Evaluation Form ................................................. 60 Appendix 20 – Partnership Volunteer Pre-Placement Checklist ........................ 62 Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 3 of 62
Volunteer Policy - Involving volunteers in the work of the Trust 1. Introduction Greater Manchester Mental Health NHS Foundation Trust, (hereinafter referred to as the Trust), recognises the value of volunteering for our service users and carers, our staff, and the volunteers themselves. The Trust actively encourages the involvement of volunteers across all services, both clinical and corporate. Volunteers provide a valuable service to the Trust, therefore, it is essential that they are recruited, inducted and supported properly. Not only does this ensure our volunteers feel valued and supported, but it ensures they are safe and that our service users and carers who may be classed as children or vulnerable adults are safe too. As such, this policy sets out the procedures that must be followed by staff in order to integrate volunteers into service delivery. These procedures comply with national employment legislation and recommendations set out in the Lampard Review (2015) as a result of the Saville enquiry. 1.1 Purpose The purpose of this document is to provide clear guidance to volunteers, staff and managers on the procedures to follow for recruiting and supporting volunteers so that they feel valued, part of a multi-disciplinary team, and our services are safe. It is also to share resources, (via the appendices attached), to enable those recruiting and supporting volunteers to be able to follow the procedures detailed within this policy. 1.2 Scope This policy sets out the procedures that must be followed by all Trust services when recruiting volunteers to help deliver Trust services. It does not include procedures for supporting Trust service users to volunteer in other organisations. Such procedures are only necessary where service users are detained under the Mental Health Act and risk must be managed under the terms of their section, for example in medium and low secure services. There are local procedures in place for this within the Trust Specialist Services Network. Volunteers who carry out activities within our services, but, who are contracted by other organisations are subject to the external organisations governance arrangements, policies and procedures and will not be classed as Trust volunteers. Where Trust services welcome external volunteers from other organisations into their services there should be a Service Level Agreement drawn up and agreed by both parties. This is to ensure that appropriate pre-employment checks, induction and support is in place that is appropriate for working with children and/or vulnerable adults. Services can ask for support with this from the Trust Volunteer Lead. A checklist is provided in Appendix 20 and as a minimum GMMH services must sign to say they have seen all of the original documents before allowing an external volunteer to work in our services. Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 4 of 62
Volunteer Policy - Involving volunteers in the work of the Trust Service users and carers who are involved in ad-hoc activities such as attending meetings, co-facilitating training, inspections/audits, or recruitment panels are not volunteers. These activities are supported by paid staff at all times and therefore mitigate the need for pre-employment checks. There is a separate Trust Service User and Carer Engagement Policy that must be followed for these activities. Individuals can be involved in both activities for the Trust and the appropriate policy must be followed to manage the activity. It must be made clear to the individual before commencement of the activity, whether the duties are to be classed as ‘volunteering’ or ‘service user/carer engagement’. 2. Definitions Volunteer A volunteer is anyone who, without compensation beyond reimbursement of out of pocket expenses incurred in the course of his or her volunteer activities, performs a task on the direction of and on the behalf of the Trust. Volunteers should not just be referred to as a Volunteer. The term Volunteer should precede their defined role so that it is clear to themselves, staff and service users & carers what service they are there to provide. For example, Volunteer Peer Mentor, or Volunteer Activity Assistant. 3. Duties 3.1 Board/Lead Committee The Trust CAREhub is responsible for reporting to the Trust Quality Governance Committee and the Trust Directorate Management Board on the number of volunteers working across the Trust, their role and location. The CAREhub is also responsible for reporting compliance with pre-employment checks and mandatory training. 3.2 Executive Director of Nursing and Governance The Executive Director of Nursing and Governance has overall responsibility for the governance of volunteers within the organisation. 3.3 Trust Volunteer Lead The Trust Volunteer Lead is responsible for the development, implementation and monitoring of this policy and procedures. They are required to report to the Trust Board and our commissioners on the number and types of volunteers working across our services, and compliance with pre-employment checks and mandatory training. They are a central support for all services seeking advice regarding the recruitment, induction and training of volunteers. The Trust Volunteer Lead also takes responsibility for the management of the Trust Volunteer Recruitment Administrator who is responsible for advising and supporting managers across the Trust with the recruitment of volunteers. This includes advice and support in relation to advertising roles and all pre-employment checks. Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 5 of 62
Volunteer Policy - Involving volunteers in the work of the Trust However, due to the size of the Trust and additional responsibilities of the Lead, their role is a strategic one and they are not responsible for the operational management of individual volunteers. 3.4 HR Recruitment Team The Recruitment Team are responsible for advising and supporting the Trust Volunteer Recruitment Administrator and the Trust Volunteer Lead to ensure they are kept up-to-date with pre-employment legislation and are able to use the Trust recruitment management systems effectively. 3.5 Volunteer Coordinators The person responsible for either; the recruitment and management of volunteers for an agreed area of service, or advising and supporting local managers within that agreed area of service. The area of service can be a ward/unit/department, a service, or a directorate dependent on the agreed scope of the Coordinator. This person should be a Trust employee who is competent to supervise/manage people as agreed by the Service Manager. Individuals can act as both a Supervisor for volunteers and as a Volunteer Coordinator for their service/directorate. Not all Directorates will have a Volunteer Coordinator, but where volunteers exist in local services, an identified member of staff should oversee the recruitment and management of individual volunteers. This person should be sufficiently trained and competent to do so and their role should be made clear to volunteers working within the local service as well as staff so that individuals know how to access advice and support. 4. Processes and Procedures 4.1 Scope of Volunteer Involvement The direct involvement of volunteers in delivering our services can foster better engagement with our service users and carers, empower individuals and communities, and contribute to more responsive services. Volunteering can promote good physical and mental health for volunteers themselves and our service users and carers. Volunteering is also a valuable means to support career development for those needing to gain experience in order to pursue their career. However, volunteers should be recruited to enhance the capacity of paid staff, not to substitute for them. Volunteers should not be asked to supply services which are statutory, but rather their work should be aimed at providing service users, their families and friends with friendly and efficient support in an environment where compassionate and recovery focussed care remains the priority of professional staff. All volunteers should have a role title in the same way that paid staff have a job title. They should not just be referred to as Volunteers. This is confusing for everyone and can lead to the exploitation of volunteers. In order for volunteers to feel valued and to Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 6 of 62
Volunteer Policy - Involving volunteers in the work of the Trust be deployed appropriately their role title should reflect their main duties. The Trust Volunteer Lead keeps a database of all volunteers across the Trust and individual services can seek advice at any time. All volunteers will have a written Volunteer Role Description, which contains an outline of the main duties and tasks the volunteers may become involved in whilst volunteering, see Appendix 4 as an example. This role description should include requirements for the role. No person who has a conflict of interest with the Trust, whether personal, philosophical, or financial shall be accepted to serve as a volunteer. It is recognised that some services do not allow those service users who are receiving treatment to volunteer within that service and the Trust supports this where this is covered by a local agreement. Where there is no local agreement, all potential volunteers who are or have been service users should have an individual risk assessment before acceptance to a voluntary post. This is for the protection of the service, the client group, and the volunteers themselves. There is no specific form for this, the risk assessments are completed via consideration of information received on pre-volunteering clearances and with reference to the Trust Risk Management Framework available on Staffnet. Where service users express an interest in volunteering, staff should encourage them to consider this as part of their aftercare plans that promote recovery in all aspects of their lives. Where it is not considered appropriate to accept a service user as a volunteer they should be advised of any opportunities to get involved in service user involvement activities where risk is more easily managed, until such a time where the individual and the service is confident that the volunteer relationship will be a success, and the responsibilities that go with it are achievable. Relatives of service users may also serve as volunteers, but will not be placed in a position of direct service or relationship to members of their families who are receiving services. Applicants for the role of volunteer are asked to disclose on the application form any relationship they have with a service, and the nature of that relationship. Where an applicant discloses that they have a professional/personal relationship with any member of staff/client within a service, every effort will be made to place them within another service should they be successful in their application. The Trust may accept the services of its own staff as volunteers. This is provided that there is no coercive intent, that the volunteer work involves work which is outside the scope of established staff duties and is provided outside contracted working hours. A separate Volunteer Role Description, Volunteer Agreement and personnel file should be set up to avoid confusion. 4.2 The Recruitment and Selection of Volunteers Volunteers can be recruited from all sections of the community using any form of media considered to be appropriate by the service (this could include posters, flyers, Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 7 of 62
Volunteer Policy - Involving volunteers in the work of the Trust
local media, the Trust website, NHS Jobs, a volunteer advertising site or word of
mouth).
Recruitment will be in accordance with the Trust’s Employment Services and Equal
Opportunities Policies and the NHS Employment Checks Standards.
The Trust welcomes the contribution that volunteers with various backgrounds can
make to the organisation and promotes equality of opportunity regardless of age,
disability, gender reassignment, marriage and civil partnership, pregnancy and
maternity, race, religion or belief, sex or sexual orientation, in accordance with the
protected characteristics in the Equality Act 2010.
Prospective volunteers should visit the ‘Get Involved’, ‘Volunteering’ page of the
Trust website www.gmmh.nhs.uk/volunteering which contains information on how to
apply for volunteering opportunities. All Volunteer applications should be made on
the Trust Volunteer Application Form at Appendix 5.
The remainder of this section of the policy details each stage of recruitment and the
reasons why role descriptions, pre-employment checks, induction, training and
support is so important. For a brief summary of this process which can also be used
as a checklist for staff, please see Appendix 1.
4.2.1 Volunteer Role Description and Person Specifications
Volunteer Supervisors/Coordinators are responsible for populating the Volunteer
Role Description, see Appendix 4 for template. This will be discussed with the
Volunteer along with the Volunteer Agreement (see Appendix 11) on
commencement of volunteering and can be updated accordingly.
There are many roles that a volunteer can undertake in the NHS. Volunteering
England has a comprehensive list in its ‘Volunteering Across the NHS’ guidance.
This list demonstrates the range of roles being undertaken in the NHS but is not
intended to be comprehensive. When thinking about developing a volunteer role
there are some key issues to be considered:
Volunteers should not be used to replace statutory responsibilities by paid
staff or cover formal healthcare roles. Volunteers should not be used for roles
that are primarily concerned with personal or physical care, for example
bathing or toilet assistance.
Include staff-side representatives, service users, carers, volunteers and staff
who will be working alongside or supporting volunteers in the development
and implementation of the volunteer roles. Indeed many existing roles have
been developed as a direct result of feedback from service users. Peer
Mentorship evolved out of people with mental health difficulties and addiction
reporting that it helped to have someone to talk to who had experienced the
same problems. Volunteer Activity Assistants were recruited as a result of
patients on wards reporting that boredom was a barrier to their recovery.
Roles should be of value to service users and carers, the wider community,
the volunteer and the organisation.
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Employees should have an understanding of the involvement of volunteers in
service delivery and the value that they bring.
Volunteer roles should reflect local and national priorities.
Considerations should be given to what resources are needed for the role and
the continued support of the person in this role, before the role is advertised.
4.2.2 Eligibility
Acceptance onto the scheme is dependent on suitability to perform the activities
required within the volunteering role. Due to the acute and secure nature of some of
our working areas a risk assessment may need to be completed prior to confirmation
of any placements in those areas. Where volunteers cannot be accommodated
consideration could be given to offering placements in other areas of the Trust e.g.
less acute/less secure or non clinical areas. Any volunteer services assigned to a
minor shall comply with all appropriate requirements of child labour laws. There is no
upper age limit for volunteering. Any service undertaking a risk assessment on the
grounds of age or disability for example must seek advice from HR first.
4.2.3 Identity Checking
Any one of the following three options of original documentation must be seen, a
copy taken and that copy signed and dated:
Two forms of photographic personal identification and one document confirming
their address.
One form of photographic personal identification and two documents confirming
their address.
If the volunteer is genuinely unable to provide any acceptable photographic personal
identification, then two forms of non-photographic personal identification, and two
documents confirming their address must be provided. All four documents must be
from a different source. In addition, they will need to provide a passport-sized
photograph of themselves, endorsed on the back with the signature of a ‘person of
standing’ in their community who has known them for at least three years. A ‘person
of standing’ could be a magistrate, medical practitioner, officer of the armed forces,
teacher, lecturer, lawyer, bank manager, post office worker, pharmacist or civil
servant. The photograph should be accompanied by a signed statement from that
person, indicating the period of time that the individual has been known to them (this
should be for at least three years). The Trust recognises that this can be difficult;
however, this is a stipulation of the NHS Employment Checks Standard and is
mandatory. See Appendix 2 for further guidance on identity checking.
Where a volunteer is unable to provide sufficient forms of ID the DBS process cannot
start. It is possible to proceed using a paper application, but staff and volunteers
should be aware this is a lengthy process and requires the individual to present
themselves at a specified police station to provide fingerprints. A paper application
can be obtained from the Volunteer Recruitment Administrator. Once complete and
submitted, the Disclosure and Barring Service will write and request two passport
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Status: Approved Next review date: 09/07/2021 Page 9 of 62Volunteer Policy - Involving volunteers in the work of the Trust sized photos from the volunteer; an appointment will be allocated to the volunteer to attend a designated police station to have their fingerprints taken. The Volunteer Recruitment Administrator will receive a photograph of the volunteer and be asked to verify their identity; this will be forwarded to the relevant service if necessary for confirmation. ID documentation provided should prove British citizenship of a volunteer. For a British national this is usually via a passport or birth certificate. A person is automatically a British citizen if they were born in the UK before 1 January 1983 unless: their father was a diplomat working for a non-UK country; their father was ‘an enemy alien in occupation’ and you were born in the Channel Islands during World War 2. The automatic right to British citizenship is not applicable if the volunteer was born after 1 January 1983; an individual may be eligible if they are either: under 18 and since their birth one of their parents became a British citizen, or got permission to stay in the UK permanently; lived in the UK until they were 10 years or older. Citizenship will automatically apply if they are both: born in the UK on or after 1 January 1983 and one of their parents was a British citizen or ‘settled’ in the UK. A parent was settled in the UK if they had one of the following: Indefinite leave to remain in the UK; Indefinite leave to enter the UK; A permanent residence document (if they’re an EU citizen). It is not possible for the Trust Volunteer Recruitment Administrator to initiate any other checks until sufficient identity checks have been completed. 4.2.3 Disclosure and Barring Service (DBS) checks All Volunteers must consent to a Disclosure and Barring Service check (DBS), being carried out. Having a criminal record is not necessarily a bar to volunteering, any convictions will be considered on an individual basis and a risk assessment conducted by the Volunteer Supervisor/Coordinator with their line managers support (see Appendix 7). The decision to accept a volunteer following this risk assessment process is taken by the Executive Director of HR and Corporate Services. Potential Volunteers who refuse a criminal records check and those who are shown to be unsuitable through this disclosure (following a risk assessment), will not be accepted for the volunteering placement. A DBS check must be repeated every three years as it is for paid staff. The Trust Volunteer Recruitment Administrator is responsible for noting the date of the original DBS and initiating the process when a new check should be completed. Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 10 of 62
Volunteer Policy - Involving volunteers in the work of the Trust If an applicant has signed up to the DBS update service the Volunteer Supervisor/ Coordinator should arrange an appointment with the volunteer to visually inspect the current DBS form (which should be at the level we require e.g. Enhanced if working with vulnerable adults, and include children if working in CAMHS) and obtain written consent (see Appendix 3) from the volunteer for the Trust Volunteer Recruitment Administrator to check the update service. The consent form and DBS form should then be scanned and e-mailed to the Trust Volunteer Recruitment Administrator. They will then access the information and contact the Volunteer Supervisor/ Coordinator if any concerns arise. If a risk assessment is required this will be the responsibility of the Volunteer Supervisor/Coordinator to complete with the support of their line manager. Again, the decision to continue with the volunteer placement is taken by the Executive Director of HR and Corporate Services. Volunteers will be required to have an appropriate level of DBS check. This service is free of charge for volunteers. For non-clinical services this will be at standard level. All volunteers working directly with children and/or vulnerable adults are required to have an enhanced check. The role description is what determines which level of check is completed so services must make it clear in the role description what level of contact with service users takes place. The volunteer will be sent the appropriate application form to complete electronically and must complete the form and inform the Volunteer Supervisor/Coordinator of the results. Results are sent to the applicant only and if the Volunteer Supervisor/Coordinator is not informed, the recruitment process will be delayed. In relation to applicants with a previous conviction, caution, reprimand or warning, services must pay attention to the fact that other volunteers may be in situ in services and that whilst an individual volunteer may be risk assessed to work in a particular area and be deemed safe to do so, this could put other volunteers at risk. For example, a forensic patient may be classed as safe to volunteer in catering services, but if this service currently has other volunteers working in this service who are classed as children or vulnerable adults, this may put them at risk. The local supervisor is responsible for identifying any such risks with the service managers who are offering the volunteer placement. 4.2.4 References Two references should be sought, although discretion can be used where providing referee’s is difficult for a prospective volunteer. It is useful for one referee to be a previous or current employer or volunteer manager. References should be provided from recent contacts. Family members are not acceptable referees. A template reference is available to use (Appendix 8), however, some organisations will use their own template and only provide a basic reference. It is at the recruiting managers’ discretion whether to accept this. For applicants who have not recently been in employment there are a number of individuals who could act as referees, these include: religious or cultural leader; teacher or tutor; Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 11 of 62
Volunteer Policy - Involving volunteers in the work of the Trust
case worker, community or social worker;
family doctor (in this case there may be a charge for providing the reference
which the volunteer would have to pay).
Where applicants are users of our services, a reference with regards to their
suitability will be required from the individuals Key Worker/Care Coordinator/Named
Nurse.
4.2.5 Occupational Health Clearance
All volunteers must be health screened prior to undertaking any voluntary position.
The volunteer should complete the pre-screening questionnaire online. This link will
be sent to the volunteer by the Trust Volunteer Recruitment Administrator.
The initial Occupational Health report will be forwarded on to the Volunteer
Supervisor/Coordinator. If a volunteer requires further assessment, Occupational
Health will arrange a telephone or face-to-face consultation with the volunteer.
Following this, if a volunteer consents for the information to be shared, a HR
manager will assess the information and inform the Volunteer Supervisor/
Coordinator of any actions needed to be taken. Where a volunteer has a declared
disability or additional needs, the Trust will, in line with the Equality Act, consider
what reasonable adjustments, if any, may be needed. All immunisations and
vaccinations required for the post will be provided by Occupational Health.
4.2.6 Right to Work Checks
There are currently no restrictions on those from EU countries coming to the UK to
volunteer. People from outside the EU who have a visa to work or study in the UK
may volunteer, as long as they are still undertaking the activity that is stated on their
visa. It is possible to get a visa to come to the UK to volunteer, but this must be
arranged in advance and certain restrictions apply. People on visitor or tourist visas
are not permitted to volunteer. More information on overseas volunteers can be
obtained from Volunteering England: www.volunteering.org.uk and the Home Office:
http://www.gov.uk/legal-right-work-uk
Any individual who wishes to volunteer will need to provide proof that they are able
to work unpaid for the Trust. All right to work documents (such as visa stamps and
home office letters etc.) and any requests from those classed as seeking asylum
should be checked using the Mersey Internal Audit Agency Anti-Fraud Services Pre-
Employment Guidance 2017. These documents must be copied, signed and dated
by the individual checking and these details will be logged on the database by the
Trust Volunteer Recruitment Administrator. They will perform an eligibility check
every 12 months.
Once all pre-volunteering clearances have been received, the Supervisor/
Coordinator should complete the Volunteer New Starter Checklist (see Appendix 9).
4.2.7 Induction and Mandatory Training
All volunteers are required to complete a local induction before being allowed to
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commence in their role as a volunteer. Each service should retain a copy of the
completed local induction checklist. They should also be offered the chance to attend
the Trust Welcome Day. This is not mandatory but it will provide the volunteer with
an opportunity to learn more about the Trust and all of its services. Where volunteers
can’t attend due to their own commitments, distance to travel etc. then local
supervisors/coordinators can ask the Trust Volunteer Lead for support to deliver key
messages locally.
All volunteers are required to undertake the following mandatory training within the
first four weeks of commencing their role:
Mandatory Training Frequency Delivery Method
Requirement
Information Governance Once every 12 months Via e-learning on the
Learning Hub or via a Trust
mandatory training day
Fire Once every 3 years Taught via a Trust mandatory
training day or via local
refresher training
Safeguarding children – Level 1 Once every 3 years Taught via a Trust mandatory
training day in the first
instance. The 3 year
refresher training can be
done via the Learning Hub.
Safeguarding vulnerable adults – Once every 3 years Taught via a Trust mandatory
level 1 training day in the first
instance. The 3 year
refresher training can be
done via the Learning Hub.
Prevent Awareness Once every 3 years Content within Safeguarding
vulnerable adults.
Equality & Diversity Once every 3 years Via e-learning on the
Learning Hub or via a Trust
mandatory training day
Health & Safety Once every 3 years Via e-learning on the
Learning Hub or via a Trust
mandatory training day
Infection Prevention Once every 3 years Via e-learning on the
Learning Hub or via a Trust
mandatory training day
Conflict Resolution Once every 3 years Via e-learning on the
Learning Hub or via a Trust
mandatory training day
Moving & Handling Once every 3 years Via e-learning on the
Learning Hub or via a Trust
mandatory training day
Local supervisors/coordinators should contact the Trust Volunteer Recruitment
Administrator for dates of Trust mandatory training days. Where volunteers would
Ref: HR03 Issue date: 21/01/2019 Version number: 1.1
Status: Approved Next review date: 09/07/2021 Page 13 of 62Volunteer Policy - Involving volunteers in the work of the Trust like to complete their mandatory training via e-learning on the Learning Hub, the Trust Volunteer Recruitment Administrator can set this up for them, however the following information must be supplied: Name, role title, place of work, National Insurance Number, e-mail address. Volunteers are required to wear a Trust identity badge whilst volunteering, this can be arranged via the Volunteer Recruitment Administrator. The Volunteer will need to attend The Curve to have a photo taken, and, The Volunteer Supervisor/ Coordinator will need to complete a Volunteer Application Form/Barrier/Door Access. These forms are available in the Finance section of Staffnet and should be returned to the Volunteer Recruitment Administrator. The identity badge will then be forwarded to the Volunteer Supervisor/ Coordinator for issue to the volunteer. 4.2.8 Provisional Three-Month Placement All volunteers will complete a provisional period of three months; throughout the placement supervision is recommended to take place every 4 to 8 weeks, however, during this provisional period there may be a higher level of support needed from the Volunteer Supervisor/Coordinator. This provisional period can be extended for a further three months with the agreement of both the Volunteer Supervisor/ Coordinator and the volunteer. A template for a three month provisional placement review can be found at Appendix 15. If the volunteer is found to be unsuitable or does not feel comfortable with their volunteering role, where possible he/she will be offered a different role or location. 4.2.9 Unsuitable Volunteers Where it is not possible to offer a different role or location to an unsuitable volunteer, volunteers will be directed towards the Council for Voluntary Services (CVS) or other possible volunteering opportunities within the local community. 4.3 Volunteer Management 4.3.1 Supervision, Appraisal and Training Support, supervision and appraisal responsibilities lie with the Volunteer Supervisor /Coordinator. Supervision should be structured and the template attached in Appendix 14 can be used, although isn’t mandatory as each individual service may have their own templates for supervision. In line with best practice guidelines support and supervision sessions should take place every four to eight weeks. Appraisal should be in line with the Trust Appraisal Policy. If a Volunteer Supervisor/Coordinator has any issues with a Volunteer in relation to performance or conduct, or indeed the volunteer has any concerns regarding their placement, responsibilities or conduct of others, these should be raised and managed via supervision initially. If no improvement is observed after a reasonable amount of time and support has been put in place for the volunteer, consideration to Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 14 of 62
Volunteer Policy - Involving volunteers in the work of the Trust ending the volunteer placement should be given. Please see advice above in section 4.2.9. A volunteers training needs should be assessed through monitoring and supervision sessions. Volunteers will be encouraged to provide feedback regarding training to their supervisor. Volunteers are able to access any Trust training via the Learning & Development Team or Recovery Academy, as appropriate, and where agreed by their Volunteer Supervisor/Coordinator and the relevant course organiser. 4.3.2 Maintenance of Records Each Volunteer Supervisor/Coordinator will be responsible for the maintenance of records for each volunteer engaged within their service. These records will include dates of service, positions held and duties performed, as well as recruitment information, personal development, supervision and appraisal records. Unsuccessful volunteer paperwork should be retained for 12 months and confidentially destroyed after this time. Successful Volunteer files should be retained until the date of the volunteers 70th birthday. This includes files for volunteers who have moved to another service provider as a result of re-commissioning. The file can be condensed to hold only a summary of the information 6 years after the volunteer has ceased their activity with the Trust. It is the responsibility of the service to keep these files safe. The Trust Volunteer database will only include details of volunteers who have moved on for three years in case a volunteer wishes to re-apply for a new volunteer role. After three years, their DBS check will have expired so their details will be removed from the database. Volunteer records shall be accorded the same confidentiality as staff records in line with the Trusts policy and Data Protection Act. Where a volunteer is also a Service User, a service should record the fact that they are volunteering in their clinical record as part of their recovery orientated care plan. In addition the Volunteer Supervisor/Coordinator must supply the Trust Volunteer Lead with information related to volunteer activity in order to report to the Trust Board and our commissioners on the number and types of volunteers working across our services, and compliance with pre-employment checks and mandatory training. This information will be requested by the Trust Volunteer Recruitment Administrator on a quarterly basis. Volunteer Supervisors/Coordinators must make all volunteer records available upon request for the purpose of audit. External organisations whose volunteers may work within GMMH services are required, (as per SLA discussed in section 1.2), to keep their own records. They may wish to share these records with GMMH. However, if they choose not to, they must be informed that external auditors may request information with regards to their volunteers pre-volunteering checks and mandatory training compliance during any audit of GMMH volunteering activity. Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 15 of 62
Volunteer Policy - Involving volunteers in the work of the Trust
4.3.3 Confidentiality & Systems Access
The Trust respects the Volunteers right to privacy and confidentiality. In turn,
volunteers are responsible for maintaining the confidentiality of all privileged
information to which they may become exposed to whilst volunteering and for
following all Trust policies and procedures in relation to confidentiality and
information sharing.
In order to maintain confidentiality it is essential that volunteers:
Do not disclose or discuss any confidential information with any person
verbally or in writing (this includes social media), either outside or within the
Trust, without authority to do so before, during or after working for the Trust.
Keep any confidential information in a safe place (e.g. locked drawer/cabinet)
and not leave it where it can be read by other people.
Return any confidential papers, after use, to the Volunteer
Supervisor/Coordinator.
Examples of confidential information, that volunteers may be given or told as
part of their involvement, may include details of the diagnosis or treatment of
patients, personal information about staff, information about carers or
relatives, information about the Trust’s services or plans which are not public
knowledge or discussions at events which are not open to the public.
All information should be deemed confidential even though it may not be
explicit. If you are in any doubt whether information is confidential or not, you
should ask the project lead.
No volunteer will be granted access to clinical records (currently PARIS) or ESR
Systems and no volunteer role description should include duties requiring volunteers
to access these systems. It is vital that no existing PARIS/ESR user should allow
anyone, including volunteers to access information via their personal log in. Where
volunteers have been involved in low level brief psychosocial interventions with
service users (for example Node-Link Mapping), these documents should be
scanned in to clinical records by the individuals named Care Coordinator.
Volunteer Supervisors/Coordinators can give access to volunteers to Staffnet and a
GMMH e-mail address with the Service Managers approval. Access should be
sought using the Systems Request Forms on Staffnet under IM&T.
4.3.4 Representation of the Trust
Volunteers must seek prior approval from the Volunteer Supervisor/Coordinator
before undertaking anything which might significantly affect the Trust. This includes,
but is not limited to, statements to the press, joint initiatives with other bodies and
agreements involving contractual or financial obligations. If a volunteer wishes to or
is required to represent the Service/Trust, or represent other volunteers within the
Trust they should discuss this matter with the Volunteer Supervisor/Coordinator in
order to seek guidance, and are obliged to act in accordance with any such guidance
Ref: HR03 Issue date: 21/01/2019 Version number: 1.1
Status: Approved Next review date: 09/07/2021 Page 16 of 62Volunteer Policy - Involving volunteers in the work of the Trust at all times. Failure to do so whilst representing the Trust can result in the volunteer relationship ending. 4.3.5 Health and Safety The Trust attaches great importance to the safety of volunteers and recognises its duties under the Health and Safety at Work Act 1974 and subordinate legislation. Volunteers are required to carry out their duties in a manner that is safe both to themselves and others and to co-operate by bringing to the attention of the service manager any activity or hazard, which would adversely affect any person who may be within the working situation. Volunteers will have access to relevant Health & Safety training. All volunteers are indemnified through the Trusts’ Employers Liability Insurance whilst carrying out their duties. If a volunteer is required to drive, where the requirement is placed on them via their agreed volunteer role, they should ensure they have in place the appropriate vehicle insurance cover to use their vehicle for business purposes. The Volunteer Supervisor/Coordinator is responsible for checking this has been arranged by asking to see a copy of their insurance certificate. The Trust will not accept responsibility for the loss of or damage to, any personal property. 4.3.6 Volunteering Time and Absenteeism Volunteering times are negotiated between the needs of the service and the volunteer and are as flexible as the tasks allow. Voluntary time commitment is never expected to match that of full-time paid staff, but unscheduled absences can create organisational problems. When expecting to be absent, Volunteers should inform their Volunteer Supervisor/Coordinator as soon as possible, so that alternative arrangements can be made. Volunteers can ask for a break from their volunteering duties for a period of up to 6 months without the pre-employment checks procedures having to be carried out again on recommencement of the role. Services should assess if they can agree to the said period of absence based on the needs of their service. If a volunteer does not attend for agreed duties without notifying the service / without a period of absenteeism being agreed, the Supervisor/Coordinator should arrange for supervision to discuss this matter. Failure to resolve absenteeism / agree a period of absence may result in the volunteer relationship ending. The Volunteer Supervisor/Coordinator must send mandatory letters to the volunteer to confirm when the activities braked and re-commenced, or ended, as at Appendices 16, 17 and 18. Volunteer Supervisors/Coordinators are responsible for collecting the volunteers ID badge and suspending any GMMH e-mail account for the agreed period of absenteeism. Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 17 of 62
Volunteer Policy - Involving volunteers in the work of the Trust 4.3.7 Corrective Action If appropriate, corrective or preventative action may be taken following supervision/evaluation sessions. Examples include arranging additional training, change of role, provision of additional support and supervision, updating the Volunteer Agreement and discontinuation of the volunteer’s services. The Trust may at any time, and for whatever reason, decide to end a volunteer’s relationship with the Trust. Similarly, a volunteer may at any time, for whatever reason, decide to end their relationship with the Trust. Notice of such a decision should be communicated as soon as possible to the appropriate Head of Service. There is no formal appeal process for a decision to end a volunteer placement, however, any concerns should initially be discussed between the volunteer and their supervisor. If the situation cannot be resolved, then the manager, or volunteer, can seek advice from the Trust Volunteer Lead. Any volunteer who puts themselves or others at risk whilst carrying out their volunteering role as a result of misuse of prescribed medication, drugs, and/or alcohol, should be offered information and support to access professional help. Mental Health Teams can ask Trust Substance Misuse Services or the Trust Volunteer Lead for advice. However, their placement may be put on hold or even end whilst this support is in place until such a time as the volunteer is safe to practice. In the event that problems or concerns cannot be resolved, then unfortunately volunteers do not have the same protection as paid staff in the UK. That said, although volunteers are not covered by employment legislation, as members of the public, they are covered by legislation covering health and safety law and data protection. Concern relating to the governance of the organisation, health and safety, data protection or harassment must be escalated to the Trust Volunteer lead who will investigate in line with Trust policies and procedures. Any volunteer that feels their concerns have not been dealt with adequately can contact the National Council for Voluntary Organisations who can advise on who to contact next. Volunteers should be informed that once the relationship with the Trust has been terminated, they will be asked to return their Trust identification badge and any other property (including intellectual property) to their Volunteer Supervisor/Coordinator. The Volunteer Supervisor/Coordinator should also suspend any GMMH e-mail account. On completion of the volunteer role, for any reason, including the end of the agreed period being reached, the Volunteer Supervisor/Coordinator must send the mandatory confirmation letter to the volunteer as at Appendix 18. Shortly before or after the end of a volunteer placement, the volunteer should be asked to complete a Volunteer Exit/Evaluation Form; an example has been provided at Appendix 19. However use of this is not mandatory, services have the discretion to use their own forms for this. Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 18 of 62
Volunteer Policy - Involving volunteers in the work of the Trust
4.4 Volunteer Expenses
Volunteers give their time free of charge. The Trust should therefore offer to
reimburse any expenses incurred in the course of undertaking voluntary work for the
Trust. Volunteers will be reimbursed for reasonable out-of-pocket expenses.
Reasonable out-of-pocket expenses include travel (see section 4.4.1 below) and for
example, a refreshment for themselves and another service user in the course of
their role supporting the service user. This type of activity would typically apply to the
Volunteer Peer Mentor role for example. However, all expenses claimed must have
been agreed between the Volunteer Supervisor /Coordinator, the budget holder and
the volunteer prior to any involvement.
Any costs that have not been agreed in advance will not be paid. It is important the
amounts claimed are not rounded up or down but are the actual costs incurred.
4.4.1 Travel
Payment will be made for any reasonable travel expenses incurred whilst working as
a volunteer for the Trust. Volunteers should be encouraged to ensure that costs are
minimised wherever possible by car sharing, using public transport etc.
Mileage will be paid for the journey from home to the place of work and back, at the
following rates:
Rate
(per mile)
Car Rate 56p for the first 3,500 miles within each financial year, 20p
thereafter.
*Please note it is the Volunteer Supervisor/Coordinator who is
responsible for ensuring the correct rate is claimed and
authorised.
Motor Cycle Rate 17.8p
Pedal Cycle Rate 10.0p
Passenger Rate 5.0p
Public Transport - payment for public transport will be approved on production of a
valid travel ticket. Please note that where a saver ticket is provided the
reimbursement will be apportioned based on one day of the number of days that the
saver ticket covers. For example a weekly ticket costing £14.00 will be apportioned
as follows: £14.00 divided by 7 days equals £2.00 per day.
Bus Pass - persons entitled to free public transport will not be reimbursed travel
expenses unless the travel took place outside the hours of the scheme and is
supported by a valid travel ticket.
Taxi’s – taxi fare will only be reimbursed where an agreement has been made in
advance with the service budget holder and where the volunteer has significant
physical or mental health difficulties that would prevent them using public transport,
or where volunteering is outside public transport hours.
Ref: HR03 Issue date: 21/01/2019 Version number: 1.1
Status: Approved Next review date: 09/07/2021 Page 19 of 62Volunteer Policy - Involving volunteers in the work of the Trust Payment for car parking expenses will be approved on the production of a parking ticket or other car parking receipt. Local agreements should be sought with Trust host sites for free or concession parking for volunteers. Where such agreements are in place the host site should be notified of volunteer commencements. 4.4.2 Claim Forms All payments to volunteers will be made upon submission of a completed Volunteers Claim Form which can be obtained via the Finance section of Staffnet. Once the volunteer has completed the form it should be passed to the Volunteer Supervisor/ Coordinator, with all relevant receipts, for payment to be arranged. The Volunteer Supervisor/Coordinator will then forward the claim form (marked Private and Confidential) to: Creditors Team, Finance Department, Bury New Road, Prestwich, Manchester M25 3BL. The Volunteer Supervisor/Coordinator must ensure that it is fully completed and correctly authorised before forwarding to Finance, to avoid it being returned and therefore delaying payment. Claims for expenses should be submitted by volunteers on a monthly basis. Any claims exceeding three months must be signed by the budget holder and countersigned by the Service Manager with details of the reason for the delay stated in order for payment to be made. The person who authorises the claim form must ensure that all unused lines on the form are crossed through prior to authorisation. The subjective code will always be H 2 M 1 0 1 0 1 but the authoriser must insert the relevant objective code (cost centre budget code) for which the expenditure relates and for which he/she is an authorised signatory. Trust staff may only approve a request for the Trust to incur income or expenditure if you are an ‘Authorised Signatory’. The Finance Department maintains a list of authorised signatories, together with specimen signatures and delegated limits, for control purposes. If you wish to make an addition or amendment to this list please contact your Management Accountant or the Finance Office Manager. All claims for reimbursement of expenses are subject to independent verification by Finance. If there is any indication that a fraudulent claim has been made the matter will be referred to NHS Counter Fraud Team for a full investigation. In the event fraud is deemed to have taken place, legal action may be taken against the volunteer in order to recover all amounts paid. 4.4.3 Payments The Volunteer Supervisor/Coordinator must ask the volunteer to complete an Authority for Payment of Miscellaneous Expenses into Bank Account and Volunteer Claim form. These forms are available in the Finance section of the Trust Staffnet. Ref: HR03 Issue date: 21/01/2019 Version number: 1.1 Status: Approved Next review date: 09/07/2021 Page 20 of 62
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