NHS HIGHLAND VOLUNTEERING POLICY AND PROCEDURES

Transcription

1 NHS HIGHLAND VOLUNTEERING POLICY AND PROCEDURES Human Resource Services Prepared by: Date of Review June 2011 Director of Human Resources Authorised by: Date: June 2010 Volunteering Steering Group Distribution All Operational Units Head of Corporate Services Volunteer Supervisors Volunteers Method CD Rom Paper Intranet

2 NHS HIGHLAND VOLUNTEERING POLICY AND PROCEDURES 2

3 VOLUNTEERING POLICY AND PROCEDURES Page 1. Introduction 3 2. Strategic Approach to Volunteering 4 3. Principles of the Policy 5 4. Purpose of the Policy 6 5. Monitoring of the Policy 7 6. The Role and Value of Volunteers 7 7. Relationship with NHS Highland Employees and Volunteer Agencies 8 8 Funding 8 9 Expectation of Volunteers Recruitment and Selection of Volunteers Support and Supervision References Information and Training Communication Records Preparation of Volunteers Induction Placement Resolving Issues Volunteer Driving Expenses and Insurance Volunteers Working with Vulnerable/At Risk People Monitoring and Reviewing Volunteers Health and Safety Young Volunteers Complaints Acknowledgements 23 3

4 NHS Highland Volunteering Policy and Procedures 1. Introduction 1.1 In June 1998, the then Scottish Office issued "Guidance to Health Boards on Volunteering" (MEL(1998) 42). This required the then Health Boards, NHS Trusts, Primary Care providers, and other relevant agencies to: Draw up a policy statement on volunteering in the NHS for their area: Co-ordinate, monitor and support the development of volunteering ; and Nominate a Director with responsibility for the oversight and development of volunteering. The nominated Director for this in NHS Highland is Anne Gent, Director of Human Resources. 1.2 MEL (1998) 42 was updated by the Scottish Executive Health Department in January 2000 (MEL (2000) 4. This document required the development of a single NHS Highland policy, reflecting the new NHS structures, to incorporate best practice in the management and support of volunteering and volunteers. 1.3 In 2008 CEL 10 (2008) was circulated. This requires all Scottish NHS Boards to achieve Investing in Volunteers (IiV) accreditation by 31/3/2011. CEL 10 (2008) recognises the importance of strengthening the valuable role of volunteers in the NHS across Scotland, and of having more consistent working practices and systems to underpin volunteer activities. 1.4 Following this, in 2009, CEL 8 (2009) introduced guidance on the reimbursement of out of pocket expenses for volunteers, and included set national rates for reimbursement. 1.5 There is a long history of volunteering in both NHS Scotland and NHS Highland, which has brought benefit to patients, their carers and family, staff, the Board and volunteers themselves. 1.6 NHS Highland also acknowledges the value and developmental opportunity for employees which volunteering can provide and seeks to support and encourage employees by increasing staff awareness of volunteering opportunities through newsletters, notice boards etc. Authorised by: Volunteering Steering Group Page 4 of 27

5 1.7 In NHS Highland, volunteering has traditionally been delivered through a "mixed economy" of services from external volunteering agencies, based on a Service Level Agreements, and from individual volunteers. 1.8 This policy, and the associated procedures, apply to individuals undertaking direct volunteering activities i.e. to volunteers who work alongside and under the supervision of NHS Highland staff in activities which complement NHS Highland services. It does not apply to those volunteering agencies working with NHS Highland as they are not directly managed, but NHS Highland expects the standards set out in this policy to be reflected in the policies and practice of local volunteer agencies. 1.9 This policy also applies to patient and public involvement activities. However, most of these activities do not involve direct contact with patients so only sections 1 to 9 of this Policy and Procedures apply to the majority of patient or public participants. The general principles described in sections 10 to 26 apply to volunteers involved in many forms of patient and public involvement, but it is impractical to apply the recruitment and support procedures designed for volunteers who provide services The general principles and values of this policy are reflected in the Working Agreement for the NHS Highland Public Partnership Forums. 2. Strategic Approach to Volunteering In June 2008 NHS Highland established a Volunteering Steering Group. Role, Remit and Membership attached at Appendix Il. To date the key role of the Steering Group has been to understand the current position in relation to the mixed economy of Volunteering Activities in NHS and to progress the achievement of the Investing in Volunteers Standard and to reflect on the organisation s strategic approach to Volunteering. In doing so the Steering Group have recommended the following strategic approach to the further development of Volunteering in NHS Highland; To confirm support for continuing with a mixed economy of volunteering activity. Authorised by: Volunteering Steering Group Page 5 of 27

6 - To continue to work in partnership with Volunteering Organisations and to Register with the Volunteer Centres in Highland and in Argyll and Bute. - To continue to work in partnership with the Voluntary Sector as part of an informal and formal contracting arrangement. In line with the implementation of the CEL the proposed priorities are to; To improve the recruitment, retention and support given to existing directly managed volunteers as part of the achievement of the Investing in Volunteers Standard To identify where there are additional opportunities to encourage volunteering from both a geographical and service perspective and identify new volunteering roles To develop more opportunities across Highland and Argyll and Bute and to encourage a diverse mix of people from local communities to become Volunteers. 3. Principles of the Policy 3.1 This policy is based on the following principles:- NHS Highland will ensure volunteers are integrated into it's organisational structure, and are able to contribute as fully as possible to NHS Highland. NHS Highland will not use volunteers to replace paid staff: or take on tasks formerly undertaken by employees: or to work in ways which facilitate a decrease in paid employment. Volunteers will not be asked to do the work of paid staff in situations where business continuity has become difficult for example at times of industrial action or flu pandemics. However, if they wish to, they will be able to undertake their normal volunteering activity under these circumstances, if the appropriate support and supervision is still available. All NHS Highland staff will work positively with volunteers and actively seek to involve volunteers in their workplace as far as practicable. Authorised by: Volunteering Steering Group Page 6 of 27

7 NHS Highland recognises volunteers should have satisfying work and personal development, and will seek to help volunteers meet these aims. This may include provision of training to assist the undertaking of volunteering tasks more effectively. NHS Highland will ensure that the standards of care for, and conduct by, volunteers, match those expected by and from employees. The safety and well-being of staff, patients, patients' family and carers, and volunteers will at all times be the paramount concern. 4 Purpose of the Policy 4.1 By developing this Volunteering Policy, NHS Highland wishes to: formally acknowledge the skills volunteers bring to enhance the services and patient and public involvement of NHS Highland; formally support the role of volunteers; set out the principles underpinning the involvement of volunteers provide procedures to ensure good working practice; define the roles, rights and responsibilities of both NHS Highland and its volunteers; actively encourage and enable the involvement of volunteers. 4.2 NHS Highland employees and volunteers will follow this Volunteering Policy, and accompanying Procedures. NHS Highland, however, respects the independence of those voluntary organisations they work with, and recognises they are responsible for the management of their own volunteers. 5 Monitoring of the Policy 5.1 NHS Highland will monitor and evaluate this policy, in consultation with volunteers and all relevant parties. The first evaluation will be within the three year lifetime of Investing in Volunteers accreditation, once awarded to NHS Highland, and thereafter on a three-yearly basis. 6 The Role and Value of Volunteers 6.1 NHS Highland recognises values and supports the important role of volunteers in the life and work of NHS Highland. By freely committing their time and energy, without any financial benefit other Authorised by: Volunteering Steering Group Page 7 of 27

8 than reimbursement of expenses, volunteers have consistently brought benefit to patients, their family and carers, the wider community and to NHS Highland. Volunteers may also benefit, for example by developing skills which assist them to find employment. Volunteering can contribute to raising self-esteem and self-confidence. It can also contribute to the regeneration of local communities and wider society. 6.2 The scope for volunteer involvement is wide, including in NHS Highland premises and in the wider community and through patient and public involvement activities. These include activities through the Highland Health Voices Network and the Argyll and Bute Partnership Public Partnership Forum, and other forms of patient and public involvement. Wherever volunteers are located, NHS Highland will ensure they are involved in a relevant and appropriate manner. 6.3 NHS Highland will make reasonable adjustments to meet specific individual needs which could otherwise impair or limit volunteering opportunities. The Disability Rights Commission publication "Guidance for Volunteer Opportunity Providers", is a positive resource to help create barrier-free volunteering opportunities. NHS Highland is committed to addressing all equality issues and ensuring equality of access with specific reference to age, sexual orientation, gender, ethnicity, disability and faith, in accordance with the NHSIS policies adopted locally. 6.4 NHS Highland will work towards recruiting of volunteers which reflect the demographic profile of the wider community, and address social inclusion and the broader equality and diversity agenda, as well as providing opportunity for volunteering in relation to potential future Recruitment into the NHS. 7 Relationship with NHS Highland Employees and Volunteer Agencies 7.1 NHS Highland will ensure that the safety and well-being of NHS Highland patients, patients' family and carers, staff and volunteers is paramount. 7.2 Volunteering organisations commissioned by NHS Highland to undertake specified activities will be expected to have a volunteering policy which adopts similar principles to this policy and procedures 7.3 The care of, and conduct by, volunteers will be of the same high standard as that for and by employees. Authorised by: Volunteering Steering Group Page 8 of 27

9 7.4 The strategic approach to the development of volunteering by NHS Highland will recognise the role of agencies providing leadership in the volunteering sector locally. 8 Funding 8.1 NHS Highland currently directly funds a range of voluntary organisations and groups, which include service providers and service user/carer groups. 8.2 NHS Highland recognises there are associated costs, including NHS staff time, in developing effective volunteering programmes. NHS Highland is committed to finding innovative approaches to developing volunteering within its existing revenue funding. This includes the recently revised expenses policy now titled the Out of Pocket Expenses Policy for Volunteers. 8.3 NHS Highland acknowledges that the development of effective volunteering programmes requires a long term approach which will bring benefits for the organisation, and therefore will commit as appropriate funding for ;- posts of Volunteer Service Managers if these are assessed as being necessary reimbursement of volunteers expenses in line with CEL 8 (2009) appropriate induction and other training opportunities for volunteers any other appropriate and approved cost 9 Expectations of Volunteers 9.1 Volunteers are expected to:- o take part in all required induction and ongoing training sessions appropriate to both their area of work and to NHS Highland in general. o treat patients, other volunteers and staff in a positive, respectful and non-discriminatory manner o comply with all relevant NHS Highland policies and procedures, especially: o confidentiality o hand hygiene o infection control o accident reporting o health and safety o criminal record checks as appropriate Authorised by: Volunteering Steering Group Page 9 of 27

10 o equality and diversity o Volunteer only organisations, should ideally take a systematic approach to protecting the health and safety of their volunteers o undertake their volunteering at times agreed with their supervisor or named contact person o inform their supervisor or named contact person as soon as possible, preferably beforehand, if they are unable to attend their agreed volunteering session or participate in a planned activity o inform their supervisor or named contact person if they are unable to continue as a volunteer o raise any issues, concerns or suggestions relating to their volunteer work with their supervisor or named contact person o provide equalities monitoring information as appropriately required by NHS Highland. o make the supervisor or named contact person aware of any changes to their contact details. 10 Recruitment and Selection of Volunteers 10.1 NHS Highland: Will recruit volunteers from all sections of the community, in accordance with legislation policy and guidance on equality, diversity and social inclusion. Recognises that all prospective volunteers have something to offer. All reasonable effort will be made to find placements for everyone who offers to be a volunteer. Where no suitable placement is available, the potential volunteer will be informed of the reasons and referred, where applicable, and with their consent, to another agency, such as Volunteering Highland. Will place volunteers in accordance with volunteer recruitment and selection procedures as appropriate. Volunteer placements will be defined by the needs of NHS Highland and its service users and involvement activities. NHS Highland operates under Equalities Legislation, and will promote anti-discrimination on the grounds of race, ethnic origin, colour, creed, political belief, social or economic class, gender, disability (physical or mental), sexual orientation, age, or marital or parental status. Will recruit volunteers by a variety of means, including any of the following : Partnerships for Wellbeing : Volunteering Highland : Highland HealthVOICES Network : the Argyll and Bute Public Partnership Forum : adverts in the local press : poster campaigns : leaflets : Authorised by: Volunteering Steering Group Page 10 of 27

11 contact with schools, colleges, universities, churches, and community groups : word of mouth. Will regularly review the ways in which potential volunteers are contacted and recruited NHS Highland is committed to involving volunteers from diverse backgrounds, particularly from groups vulnerable to social exclusion, believing this is likely to lead to more effective service provision. Through regular monitoring of compliance with Equalities legislation, NHS Highland will ensure volunteers from all sections of the community are welcomed. If equality-monitoring activity demonstrates there is a significant divergence between the profile of volunteers and that of the general population of Highland, then positive action will be undertaken in an attempt to redress this situation NHS Highland will :- place volunteers in accordance with appropriate volunteer recruitment and selection procedures identify appropriate areas of activity for volunteer support 10.4 When recruiting and selecting volunteers, NHS Highland will follow all policies which apply to employees as appropriate and in line with the requirement of the role. These include :- standard documentation references being obtained appropriate Disclosure Scotland checks being obtained (as appropriate) interviews being conducted (as appropriate) volunteers being offered volunteer roles which suit their abilities, interests and availability, provided these can be accommodated volunteers being given full and appropriate information for their own reference 10.5 The following documents will be used in recruitment and selection as appropriate and in line with the requirement of the role :- application form medical questionnaire application acknowledgement reference request interview checklist Authorised by: Volunteering Steering Group Page 11 of 27

12 Disclosure Scotland application, for all volunteers who will come into contact with patients who meet the definition of "vulnerable" or "at risk" under differing legislative definitions. Equality and diversity monitoring Any other appropriate documentation 10.6 All recruitment documentation, and all information received during the selection process, will be treated as confidential All new volunteers will be expected to undertake induction before commencing their volunteering role as appropriate and in line with the requirement for the role The personal details of each new volunteer will be placed in a confidential database held by the Employment Services Team. All volunteers will be expected to inform their named contact person of any changes in their personal details. The administration of this information will comply with NHS Highland Data Protection policies People expressing an interested in volunteering in NHS Highland will be invited for an informal discussion with a contact person and given an application form as appropriate All prospective volunteers must complete the NHS Highland application form. This form will be provided in alternative formats when required. Written references are required for roles that involve direct patient contact Enhanced Screening by Disclosure Scotland is required for all volunteers who will be in direct contact with patients. This ensures NHS Highland meets the requirements of Child Protection, Adult Protection, and the Protection of Vulnerable Groups (Scotland) Act 2007 (once enacted in late 2009). However, NHS Highland recognises that Disclosure Scotland checks are no substitute for good recruitment and selection procedures. Disclosure Scotland checks, where appropriate, should complement good practice in recruitment and supervision. Authorised by: Volunteering Steering Group Page 12 of 27

13 10.12 The choice of workplace setting within which prospective volunteers would undertake their voluntary work will be negotiated with them taking into account their own needs and that of the service Selection of volunteers will be the responsibility of the NHS Highland named contact person for the particular vacancy/role Prospective volunteers who offer their services will receive a response to their offers within 21 days Where there is no suitable placement available, the prospective volunteer will be informed of the reasons and, where applicable, and with their permission, be referred to another agency such as Volunteering Highland. 11 Support and Supervision 11.1 Volunteers who work directly with patients will be assigned a named contact person as appropriate to their role. This will ensure the volunteer has clear lines of accountability, as well as support. In some situations, there will be a named person who will have overall responsibility for the day to-day supervision and guidance of the volunteer in the placement, who will provide advice, support and feedback to the volunteer on a regular basis. Other staff in the area where the volunteer is located will also be expected to provide support as appropriate Volunteers will be given an opportunity to discuss at least annually, on a one-to-one basis with their named contact person to discuss what they have been doing and what they would perhaps like to do in the coming year Regular support/supervision will be available to each volunteer. The type and level of support will depend on the needs of the volunteer and their area of volunteering activity. Opportunities will also be provided, through meetings, training and networking events, to meet other volunteers for mutual support and to discuss issues of common interest Volunteering is a rapidly developing area. Where there are designated posts and staff involved with volunteers, NHS Highland recognises the importance of those staff being able to network with other similar staff locally and nationally, to assist their keeping abreast of good practice. Authorised by: Volunteering Steering Group Page 13 of 27

14 12 References 12.1 On the basis of their active voluntary work volunteers will have the right to request a reference from their named contact person. 13 Information and Training 13.1 NHS Highland will: ensure that volunteers receive full information about their area of volunteering activity, their responsibilities to NHS Highland, and relevant NHS Highland policies. This will include information about their rights and responsibilities, and also guidance and models of best practice on which they can draw if something goes wrong, e.g. Discipline and grievance procedures. Provide volunteers with induction and training in the specific tasks to be undertaken as appropriate. This will include any appropriate health & safety training. There will be ongoing opportunities for learning and development provided and/or supported, including any appropriate specialist training. NHS Highland will make every effort to meet any agreed expenses incurred by the volunteer in undertaking any such training. Ensure volunteers have the same opportunities as staff to contribute to the decision-making processes of the team, and NHS Highland. Processes will be in place to enable the views of volunteers to be represented. Give volunteers an opportunity to contribute to strategic planning for volunteering in NHS Highland, in particular the regular review of this Policy. 14 Communication 14.1 NHS Highland will maintain effective communication of information for volunteers, which will allow for a two-way flow of ideas and concerns. These will include appropriate standard documentation, and the maintenance of any necessary records. Communication methods will include :- Induction health and safety sessions, eg fire safety volunteers group meetings appropriate training sessions sessions with the supervisor and, where different, their named contact person Authorised by: Volunteering Steering Group Page 14 of 27

15 volunteer roles and responsibilities documents memos, letters, s, posters and other appropriate means of written communication such as newsletters, website (volunteering section) Policies and procedures 15 Records 15.1 Records on each volunteer will be maintained by the Employment Services Team, in accordance with normal arrangements for employees. These will include the completed application form, references obtained, placement details, correspondence and any other relevant information. They will be kept securely, with strictly limited access. The procedures for maintaining records will be explained to all volunteers during the induction process. 16 Preparation of Volunteers 16.1 Consultation and discussion will take place with users of the service, employees and unions to ensure there is a genuine need for volunteers and to develop a clear description of their role, prior to recruiting volunteers A member of NHS Highland staff must be identified as the contact person for each direct volunteering initiative. The contact person is responsible for identifying the resources required for the volunteering initiative. This will include any training, other support required, and ensuring any agreed expenses incurred by the volunteer are reimbursed NHS Highland volunteer recruitment and selection procedures will encourage volunteering. Volunteer selection procedures will conform to Equal Opportunities and Health & Safety policies, as appropriate and other good practice guidance, thereby ensuring as far as possible the protection of patients, service users, paid staff and volunteers. 17 Induction 17.1 Induction will be provided for all new volunteers, as appropriate and will include: Discussion of the role Orientation to the area in which placed general "housekeeping" information about NHS Highland Authorised by: Volunteering Steering Group Page 15 of 27

16 access to appropriate staff induction programmes The role of volunteers and the boundaries of their role ID badges personal conduct action to be taken in the event of an emergency confidentiality payment of expenses Health & Safety Hand hygiene Infection control Fire procedure A named contact person Arrangements for training, support and supervision Awareness of client/user group and aims of NHS Highland 18 Placement 18.1 Once a suitable placement has been identified, details about the frequency, length and nature of the voluntary activity should be agreed. A trial period will take place, which, unless otherwise specified, will normally be for six volunteering sessions NHS Highland reserves the right to terminate the placement or activity. In all such cases, the reasons for this will be provided in writing. 19 Resolving issues 19.1 In most circumstances, it is anticipated that volunteers and NHS Highland staff will work cooperatively, with both parties benefiting from any activity undertaken On occasions, difficulties may occur which cannot be resolved through normal support channels. To resolve such situations, both parties will be able to refer to the NHS Highland PIN policies such as the Grievance or Disciplinary procedures, as models of good practice that will assist both parties to achieve a mutually acceptable way of overcoming difficulties. Authorised by: Volunteering Steering Group Page 16 of 27

17 19.3 In appropriate cases, information will be shared with local and national bodies to meet the requirements of the Protection of Vulnerable Groups (Scotland) Act 2007 Child Protection Guidelines, and the Adult Protection Guidelines. 20 Volunteer Driving 20.1 In accordance with national guidelines, the following points will be checked before a volunteer uses his/her own car in the course of their voluntary work in transporting patients (excluding travel to and from their place of volunteering activity). o the volunteer holds a valid driving licence and any necessary current MOT for the vehicle being used. o use of the vehicle for volunteering purposes is within the terms of the volunteer s motor insurance policy. To ensure volunteers are so covered by insurance, it is essential their insurance company is aware they intend to drive in a voluntary capacity. NHS Highland will note the insurance expiry date for its records. o An annual check of the driving licence and insurance documentation will be undertaken. 21 Expenses and Insurance 21.1 The assigned named contact will ensure that: Volunteers know how to claim out-of-pocket expenses. All agreed out-of-pocket expenses, including travel, will require the production of receipts, and must be in accordance with the appropriate NHS Highland policies. Volunteers are appropriately insured whilst carrying out their agreed duties both on NHS Highland premises and in the community. This will as a minimum cover Public Liability. NHS Highland will advise volunteers of the nature and limits of their insurance cover. Volunteers will be treated in the same way as staff for liability purposes. Volunteers are given information on other appropriate legislation and policies, e.g. Health and Safety, Infection Control etc. Volunteers have full access to appropriate information in a format that meets their requirements. Volunteers can use staff canteens and other subsidised facilities, at staff rates, where available. Authorised by: Volunteering Steering Group Page 17 of 27

18 22 Volunteers Working with Vulnerable/At Risk People 22.1 For all staff and volunteers in direct contact with patients, their families and carers, NHS Highland will ensure there are procedures in place to provide compliance with (as relevant to the geographic location of the volunteering activity) : the Highland Child Protection Guidelines : the Argyll and Bute Child Protection Guidelines :the Highland Adult Support and Protection Guidelines : the Argyll and Bute Adult Support and Protection Guidelines : the Board Health and Safety Policy and Procedures and the requirements of the Protection of Vulnerable Groups (Scotland) Act 2007 (once enacted) NHS Highland wishes to ensure that all vulnerable or "at risk" people, of any age, are protected and kept safe from harm whilst in contact with staff and volunteers. Towards this aim, appropriate high standard recruitment, screening, supervision and training procedures will be used for both staff and volunteers. NHS Highland will ensure that the recruitment of volunteers conforms to recruitment procedures for staff, including the relevant Disclosure Scotland checks, as appropriate Volunteers should act in a supportive role to staff. They will not be expected to work on a one-toone basis in direct patient care unless they have been selected to do so by virtue of their skills, qualifications and experience. In such instances, the volunteer will be under the direct supervision of the most senior member of staff on duty at the time All new volunteers must attend Induction sessions, where their role, function, support, supervision and other processes will be explained. This will include information about Adult and Child Protection and Health and Safety. 23 Monitoring and Reviewing Volunteers 23.1 Volunteers will at all times work under the instructions and supervision of either their designated supervisor (or the supervisor's representative) or, where relevant, their named contact person Volunteers will normally "shadow" other, more experienced, colleagues for a period of time, agreed at induction, before acting on his/her own. Authorised by: Volunteering Steering Group Page 18 of 27

19 23.3 Where it is appropriate to their volunteering duties and identified through a risk assessment process volunteers will attend Moving and Handling, Hand Hygiene, Infection Control and Food Hygiene training, or any other relevant health and safety/protection training All volunteers will have an initial review with their supervisor and/or their relevant named contact person, after undertaking six sessions of volunteering in the particular work area. A written record of this, and all subsequent reviews, will be made, and a copy given to the volunteer, with a further copy kept in the volunteer's personal file Once the initial review is completed, subsequent reviews will take place on an annual basis, unless there are reasons given in the chronological last review why the next review should be held earlier From time to time, further information will be given to the volunteer to enable them to undertake their volunteering role effectively. This may include :- agreed information sharing systems newsletters team meetings twice a year appropriate training sessions one-to-one supervision and review sessions 24 Health and Safety 24.1 NHS Highland recognises and appreciates the role of volunteers across NHS Highland, and will ensure that all Health and Safety measures relevant to volunteers will be the same as for employees Within the legal duty imposed by the Management of Health and Safety at Work Regulations 1999, NHS Highland will undertake suitable and sufficient assessment of the Health and Safety risks to employees, volunteers and any other users of NHS Highland facilities. Following this assessment, any appropriately identified risk control measures will be put in place. There will be a regular review of the risk assessment, with the review recorded in the appropriate format Senior staff and, where relevant, named contact persons, have delegated responsibility for the Health and Safety of those volunteers who work under their supervision. In particular they must Authorised by: Volunteering Steering Group Page 19 of 27

20 be aware of the tasks and activities that volunteers will undertake and ensure that all significant hazards have been identified; assessed and suitable protective and preventative measures are implemented. They should liaise with Health and Safety staff for support and guidance Volunteers, just like employees, have responsibility for their own health, safety and welfare, and that of others working alongside them. Volunteer-only organisations do not have a statutory duty to carry out assessments. However NHS Highland s policy is that volunteer-only organisations should take a systematic approach to protecting the heath and safety of their volunteers. Written risk assessments will identify potential problems and provide a basis for putting health and safety measures in place. It makes sense for volunteers and their organisations to have an overall risk assessment for the volunteer programme and smaller risk assessments for individual roles. Other organisational risk assessments should also take volunteers into account. They must comply with all relevant health and safety procedures whilst undertaking their volunteering role All volunteers, on induction, will be given clear information, as appropriate about :- Fire Procedures and Fire Exits Accident reporting and First aid Procedures Risk assessment/coshh Assessments Moving and Handling (where relevant) Violence and Aggression Training (where relevant) Lone Working Occupational Road Risk Food Hygiene (where relevant) Hand Hygiene Infection control Security of personal belongings Identification badges General welfare arrangements Training Any other relevant Health and Safety matter Authorised by: Volunteering Steering Group Page 20 of 27

21 Equality and Diversity standards 25 Young Volunteers 25.1 Young volunteers are defined as being between 16 and 18 years of age. NHS Highland will not recruit volunteers aged under NHS Highland recognises the contribution young volunteers can make through volunteering. NHS Highland will ensure procedures are in place for the recruitment, training and support of young volunteers NHS Highland will ensure suitable measures are taken to protect the health and safety of young people undertaking their volunteering activities NHS Highland will endeavour to provide appropriate volunteering opportunities for the following :- o young people who wish to pursue a medical, nursing or Allied Health Professional career o young people participating in the Duke of Edinburgh Award scheme o young people who wish to extend their experience of working within a Health Care environment 25.5 Young volunteers will be recruited in the same manner as older volunteers. In addition existing youth networks and contacts will be used to recruit for example Highland Youth Voice and Princess Royal Trust for Young Carers The recruitment and subsequent placement of young volunteers will comply with NHS Highland recruitment policies as appropriate to the role. Elements of the recruitment process include :- all applications will be acknowledged references being sought Applications and references regarded as confidential Applicants being offered an interview within 15 working days of receipt of references Interviews being carried out fairly, without discrimination Information obtained at an interview being confidential, and only shared with those who require to know in the course of their duties Authorised by: Volunteering Steering Group Page 21 of 27

22 Applicants being informed in writing of the decision on their application within 10 working days of their interview Suitable applicants, as far as possible, being offered volunteer places in NHS Highland which match their abilities and interests Where no appropriate vacancy exists locally within NHS Highland, the applicant, with their permission, being referred to other local volunteering agencies Induction training being mandatory for all new volunteers, irrespective of age Other relevant initial and ongoing training, for example food hygiene or moving and handling being provided Young volunteers having access to appropriate training programmes which would increase their knowledge and skills. Such opportunities may be identified during supervision sessions 25.7 NHS Highland will ensure there is appropriate assessment of risk to individual young people which takes into account their youth and inexperience All aspects of the NHS Highland Volunteering Policy apply to all volunteers, irrespective of age. The additional requirements set out in this section of the policy for young volunteers are intended to support and monitor the progress of the young volunteer. 26 Complaints 26.1 NHS Highland will ensure any complaints by or against volunteers are dealt with in a fair, robust, transparent and systematic manner. Complaints are regarded as an opportunity for improvement. The findings of complaints investigations will be used to improve services, reduce untoward incidents and to enhance the quality of services provided by NHS Highland Complaints by, or against, a volunteer will be dealt with under the NHS Highland Complaints Procedures. This will be the case irrespective of the nature of the complaint or the manner in which the complaint is received. Where not a party to the complaint, the named contact person and/or, where relevant, the volunteer's supervisor, must be advised of the complaint Complaints will be speedily investigated, but the speed of the investigation must not compromise the integrity of the investigation, or contaminate any evidence that might be required for a criminal investigation. Authorised by: Volunteering Steering Group Page 22 of 27

23 26.4 A written record of the investigation and outcome of a complaint will be kept, in accordance with the requirements of the NHS Highland Complaints Procedure Information on the NHS Highland Complaints procedure will be given to all volunteers at their induction The NHS Highland Complaints Procedure is the subject of regular review. Where such a review leads to changes in the Complaints Procedure, then all volunteers will be advised as soon as possible, in writing, of any changes. 27 Acknowledgements 27.1 The Volunteering Policy and Procedures have been adapted from various policies drawn up in Scotland and the rest of the UK, as well as from existing VDS Publications, and comments received on draft versions of this policy document. Authorised by: Volunteering Steering Group Page 23 of 27

24 Appendix I : References The following table sets out links to the main policies and other references made in both the Policy and the Information for Volunteers sections of this document. The section mentioned in the left hand column is the main place where the reference is found: it is not, in some instances, the only place in the document where reference to it is made. Section of document Title Link 1.1 MEL (1998) htm 1.2 MEL (2000) 4 4htm 1.3 CEL 10 (2008) 08_10.pdf 1.6 NHS Highland Public Partnership Forum al%20ppf%20disc%20paper%20wi th20extended%20 date%20f 4.1 IiV Standards 06pp.pdf 5.3 NHSiS 8.2 Out of Pocket Expenses To be confirmed Policy for Volunteers 9.1 Confidentiality policy 9.1 Hand hygiene policy hhtp://intranet.nhsh.scot.uk/policie slibrary/documents/policy%20for% 20hand%20hygiene.pdf 9.1 Infection control policy 9.1 Accident reporting policy Health and Safety policy Hhtp://Intranet.nhsh.scot.nhs.uk/po licieslibrary/documents/health%20 and%20and%20safety%policy%20 statement.pdf Authorised by: Volunteering Steering Group Page 24 of 27

25 9.1 Privacy and Dignity policy Dignity at Work policy Intranet.nhsh.scot.nhs.uk/policiesli brary/documents/dignity%20at%20 work%policy.pdf 9.1 Criminal Records Check policy 10.1 Equal Opportunities policy Intranet.nhsh.scot.nhs.uk/policiesli brary/documents/equal%20opportu nities%20policy.pdf 10.8 Data Protection policy Hhtp://sdhct.nhs.uk/pdf_docs/sdhct dataprotectionpolicy.pdf Protection of Vulnerable Groups (Scotland) Act Disciplinary procedure (Contained within : Management of Employee Conduct Hhtp://intranet.nhsh.scot.nhs.uk/po licieslibrary/documents/manageme nt%20of%20employee%20conduct %20policy.pdf Policy) 13.1 Grievance procedure (Contained within: Dealing with Employee Concerns Policy) Hhtp://intranet.nhsh.scot.nhs.uk/po licieslibrary/documents/dealing%2 0with%20Employee%20concerns. pdf 14.1 Induction policy Intranet.nhs.scot.nhs.uk/policieslibr ary/documents/policy%20for%20in duction.pdf 21.1 Out of Pocket Expenses Policy for Volunteers To be confirmed 22.1 Highland Child Protection Guidelines Authorised by: Volunteering Steering Group Page 25 of 27

26 22.1 Highland Adult support And Protection Guidelines 22.1 Argyll and Bute Child Protection Guidelines 22.1 Argyll and Bute Adult Protection Guidelines 23.3 Moving and Handling policy 26.1 Complaints procedure Complaints policy 27 Volunteering Development Scotland Intranet.nhsh.scot.nhs.uk/policiesli brary/documents/moving%20and% 20handling%20policy.pdf Intranet.nhsh.scot.nhs.uk/policiesli brary/documents/complaints%20p olicy.pdf Authorised by: Volunteering Steering Group Page 26 of 27

27 Appendix II Role and Remit of NHS Highland Volunteering Steering Group To support the continuing development of volunteering activity with NHS Highland. To promote volunteering opportunities within NHS Highland in partnership with Volunteering Centres and Volunteering Organisations. To support NHS Highland in working partnership with the Voluntary Sector both formally and informally. To support NHS Highland to achieve the Investing in Volunteers Standard. To acknowledge the valuable contribution volunteers make to NHS Highland s primary purpose of delivering safe and accessible health services within the context of national policy NHS Highland Volunteering Steering Group ROLE, REMIT AND MEMBERSHIP MEMBERSHIP Anne Clark, Non Executive Director Anne Gent, Director of Human Resources Jan Baird, Director of Community Care Moira Paton, Head of Community and Health Improvement Planning Theresa James, Community Care Manager Rebecca Dadge, Volunteer Development Scotland David Logue, Head of HR, Argyll and Bute CHP Pam Garbe, North Highland CHP Callum MacDonald, Staff side Representative Catherine Skinner, Volunteer Derek Brown, Hospital Chaplain Gill Keel, Head of Public Engagement Fiona Campbell, Macmillan CNS Fiona Matheson, Mid Highland CHP Margaret Walker, South East Highland CHP Brenda Munro, Employment Services Manager Josie Thomson, Condition Management Team Leader Authorised by: Volunteering Steering Group Page 27 of 27