WCIA Volunteers Handbook

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1 WCIA Volunteers Handbook Contents Welcome 1 About us 2 Ways to get involved 3 What to expect from us 4 What we expect from you 4 The essentials 4 Dealing with difficulties Contact information 7 6 Welcome Thank you for choosing to volunteer with the Welsh Centre for International Affairs (WCIA). You make it possible for us to achieve so much more than we could alone. We are committed to making sure every volunteer feels their contribution is valued and respected. We also think it s important that you get the most out your experience with us, whether you re motivated by career development, a chance to make a difference, or opportunities to meet people. Key contact person at WCIA: Susie Ventris-Field, , susieventrisfield@wcia.org.uk 1

2 Introduction The Welsh Centre for International Affairs (WCIA) is a registered charity that helps people and organisations in Wales to exchange ideas and act on international issues. Based in Cardiff and working with people of all ages throughout Wales, we provide an independent, non-partisan forum for human rights, peace and justice, sustainability and international development. Our mission is to enable the people of Wales to understand and act on global issues. Why? So that Wales can make a difference in the world. We believe: That everyone has a contribution to make through active global citizenship In the principles of human rights, international law, peace, tolerance and international cooperation promoted by the United Nations In the power of education, positive engagement and dialogue between individuals and organisations as a means to work towards those principles That sustainability is a vital part of all efforts to ensure a safer and more secure world for future generations In the importance of fair treatment of individuals, transparency and accountability in all its affairs The WCIA brand (the logo on the top left of this page) is used for many of our conferences, seminars and publications aimed at adults. The WCIA also incorporates two other brands and one major Welsh Government funded initiative: CEWC (Council for Education in World Citizenship) is the educational arm of the WCIA. CEWC promotes active global citizenship among young people in Wales, by organising conferences and competitions, delivering workshops in schools, training teachers and developing educational resources. We also have expertise in the Philosophy for Children (P4C) method of developing young people s thinking and communication skills. CEWC has its own membership scheme for schools and colleges. The United Nations Association (UNA) Wales was established to help realise the goals of the UN. It enables people to campaign, lobby and raises awareness on issues such as disarmament, conflict prevention, sustainable development and human rights. UNA Wales is part of the WCIA, as well as being part of a global network of UNA bodies. It also links with several UNA local branches in Wales. 2

3 The Wales International Development Hub supports international development networks in Wales. Hosted by the WCIA but working on behalf of the whole sector, it organises training days, maintains a calendar of events, supports campaigning work, and develops opportunities for the sector to collaborate more effectively. There are plenty of ways to get involved in our work. Here are a few examples: Internships We offer internships across the organisation. We advertise internship opportunities on our website. Office volunteers Ways to get involved Office volunteers offer valuable support to our work, while using and developing their organisation and administration skills. Event volunteers We run a number of lectures, conferences and other events and volunteers are essential to their smooth running. This could involve anything from looking after our guests to setting up rooms to Tweeting what s happening at the event. Communication volunteers We re always trying to reach as wide an audience as possible, and volunteers can really help with this. Communications volunteers write blogs, set up discussion groups create social media content, create resources and promote our work face-toface or on the telephone. Work experience Where resources allow, we offer work experience placements which give a taste of activities across the organisation, including shadowing opportunities as well as a chance to complete specific tasks to support our work. For more information about types of volunteering opportunities, see 3

4 What to expect from us We will: Always value your contribution and treat you with respect Ensure you are clear about your responsibilities and the support you need to complete them Be clear about the time commitment we expect Provide you with an induction appropriate to your role Where appropriate, give you regular support meetings linked to your professional development Give you fair and honest feedback about your work What we expect from you We ask that you: Act in a professional way whenever you represent the WCIA in public, upholding our values at all times Treat staff, volunteers, members and stakeholders with respect Make sure the way you act doesn t discriminate or exclude anyone Give us plenty of notice if you can t meet your volunteering commitments Follow our communication guidelines and branding Ask for help if you need it The essentials Expenses We will reimburse all reasonable outof-pocket expenses that you have spent as a result of volunteering up to a limit of 8 per day for volunteers based in Cardiff. Discuss with your key contact person if you live outside Cardiff. Fill in an expense form and submit along with receipts. Submit expense claims by the 15 th of every month. You will be paid by BACs transfer. Health and safety We look after the health, safety and wellbeing of everyone who works for us, including our volunteers. Activities carried out by volunteers are subject to the same legislative requirements as those done by employees. It is important that you understand and accept your personal responsibility towards promoting and maintaining health and safety standards in order to provide a safe working environment for all. You will be given training if you are to have any specific health and safety responsibilities, but regardless of role, you must: Carry out your duties without endangering yourself, other volunteers, your colleagues, third parties or the general public. Comply with instructions and guidance given to you by The WCIA. Inform WCIA of any specific health and safety requirements that you have. Accidents and incidents Report accidents and incidents as soon as you can. There is an accident book in room 27. If there is an emergency, please contact the emergency services 4

5 immediately and let us know as soon as possible. First aid There is a first aid box in room 27. The Support Officer is a trained first aider. If the accident is such that the resultant injury cannot be dealt with by a first aider, the casualty should immediately attend the Accident and Emergency department of the nearest hospital. If the injury is such that assistance and/or constant attention is required, the first aider will send for an ambulance. Fire procedures In the event of the fire alarm sounding, evacuate the building by the nearest exit (secured fire exits will automatically open when the fire alarm is activated). Assemble at Fire Assembly point 1 in the car park (north end of the building, nearest the Redwood Building). A roll call will be taken by the Fire Warden. Staff and volunteers are responsible for ensuring the safe exit of any visitors they might have with them at this time. Data protection Before we can collect, store or use data (such as people s contact details) the law requires that we have people s consent to do so. We use data protection statements on our application and sign up forms. These comply with the Data Protection Act. You may, in your work with us, handle and use personal information. It is vital that you handle the data in line with our Data Protection Policy. Welsh language We are committed to treating Welsh and English languages on the basis of equality. We hope our bilingual volunteers will make the most of their language skills and wear Working Welsh badges where appropriate. We produce most of our materials bilingually so please ask if you need anything translated. Equality and Diversity We value the diversity of our staff and volunteers and are committed to making sure we treat everyone fairly. We accept volunteers on the basis of their suitability for the role and will not discriminate on the grounds of age, disability, race, gender, sexual orientation, religious, philosophical or political beliefs, social-economic background, marital status or civil partnership or pregnancy and maternity. Insurance The WCIA holds a Public and Products Liability Insurance policy which covers us up to 2,000,000. Sustainability Working in a sustainable way is really important to us. This means reducing mileage, cutting back on waste and recycling. Full details of our commitment are in our sustainability policy. Car drivers 5

6 We encourage our staff and volunteers to walk, cycle or use public transport wherever possible. However, if you do need to drive to fulfil your volunteering duties, you will need to inform your car insurance company and we ll need to take copies of your license and insurance details. Most insurance companies agree to cover this at no extra cost. Our communications The WCIA is not affiliated to any political party. Although we facilitate campaigning through UNA Wales, the WCIA is not a lobbying organisation. Therefore, we ask you to not express your own political viewpoints externally while representing the organisation. We recognise that the WCIA, by incorporating several brands, can be confusing. Therefore, we have produced branding guidelines that you can follow when you re representing the organisation. If appropriate to your role, you will be given access to our social media accounts. Computers Office and communications volunteers will need access details to our computer systems and contact database. When working on the computer network, it s important that you are careful not to introduce viruses to the system or any other security risks. See the Data Protection Policy for more information. Dress code We expect staff and volunteers to dress formally, although more casual wear may be appropriate at some kinds of events or meetings. Ask if you are not sure. Dealing with difficulties Problems with your role If you are having difficulties with your role, please speak to us for advice and support. We can try to work out any difficulties together or look at adapting your role. Dealing with complaints Although complaints can be difficult to deal with, we see them as an opportunity to improve what we do. If you have a complaint, you can tell us about it, or put it in writing to the Chief Executive. If someone complains to you, please note the details and let us know, and tell the person making the complaint know about our complaints procedure. Contact information Welsh Centre for International Affairs, Temple of Peace, Cathays Park, Cardiff, CF10 3AP