NHS Grampian. Volunteering Policy. Guidance for Staff and Volunteers

Transcription

1 NHS Grampian Volunteering Policy Guidance for Staff and Volunteers Updated May 2010

2 This policy is also available in large print and other formats and languages, upon request. Please call NHS Grampian Corporate Communications on (01224) or (01224) Table of Contents Heading Page 1 Introduction 2 2 Aims of the Policy 2 3 Definition of Volunteering 3 4 Statement of Commitments 3 5 Scope of the Policy 3 6 Disclosure Scotland Checks 4 7 Developing the Volunteering Agenda 4 8 Implementation, Monitoring and Review 6 Appendix

3 National Health Service in Grampian Volunteering Policy 1. Introduction 1.1 The contribution of people volunteering in the NHS already adds considerable value in a wide range of contexts and settings, complementing but not replacing the work of staff. There is currently, however, a wide variation in the levels of organisational support and opportunities available to such volunteers. 1.2 The purpose of this policy is to create a framework of commitments and actions to support and develop volunteering to the benefit of the service, the staff and the volunteers. 1.3 This policy has been developed in the context of the Scottish Government s commitment to supporting voluntary action as an essential element in the concept of citizenship. 1.4 MEL (1998) and MEL (2000)4 required Health Boards to produce a policy statement on volunteering, and to co-ordinate, monitor and support the development of these services. 2. Aims of the Policy The aims of this policy are to: 2.1 provide a framework for good practice in recruiting, supporting and working with volunteers. 2.2 develop arrangements for the implementation, monitoring and evaluation of the service volunteers provide. 2.3 increase the range and number of volunteering opportunities. 2.4 ensure that patients rights, safety and confidentiality are safeguarded. 2.5 ensure recognition and appreciation of the contribution of volunteers in the NHS in Grampian. 2.6 increase the understanding of the complementary roles of volunteers and staff. 2.7 develop volunteering opportunities for members of local ethnic and diversity communities. 2.8 encourage and support NHS staff to undertake volunteering activities

4 3. Definition of Volunteering The definition of volunteering as described in the Volunteering Strategy, Scottish Government (2004) is Volunteering is the giving of time and energy through a third party, which can bring measurable benefits to the volunteer, individual beneficiaries, groups and organisations, communities, the environment and society at large. It is a choice undertaken of one s own free will, and is not motivated primarily for financial gain or for a wage or salary. 4. Statement of Commitments NHS Grampian is committed to supporting and promoting volunteering in line with the key objectives of the Scottish Government s Policy, and as such, will: 4.1 encourage and enable people to become volunteers. 4.2 provide appropriate support and training to volunteers. 4.3 maximise the involvement of volunteers and the impact of volunteering on health services. 4.4 improve the organisation and infrastructure of volunteering. 4.5 communicate the importance, effectiveness and value of volunteering. 4.6 promote and encourage equal opportunities throughout the community in the recruitment and placement of volunteers. 4.7 consult with volunteering organisations and volunteers. 4.8 encourage volunteers from local ethnic and diversity groups providing equity of access to volunteering. 5. Scope of the Policy 5.1 The policy will be applied within the NHS in Grampian to promote and develop opportunities for volunteering and to support and involve volunteers to the benefit of patients and their relatives, the staff and the volunteers themselves. 5.2 Organisations commissioned by NHS Grampian to carry out work which involves volunteers should have a volunteering policy which adopts similar commitments to those outlined in the policy and procedures statement. 5.3 A commitment to the principles contained in this Policy will also be expected from voluntary organisations whose volunteers provide help within NHS Grampian. However, NHS Grampian respects the independence of these voluntary organisations and recognises that they are responsible for the management of volunteers working on specific projects

5 5.4 The policy will be applied to assist Voluntary Service Coordinators/Managers and other staff who work with volunteers as part of their role. 5.5 The policy also seeks to support and enable NHS staff to fulfil aspirations in undertaking voluntary activities. 6. Disclosure Scotland Checks Volunteers who will be working with patients will require to be Disclosure Scotland checked to ensure that vulnerable patients are not put at risk. The cost of the Disclosure Scotland check will be met by NHS Grampian. 7. Developing the Volunteering Agenda NHS Grampian will: 7.1 Ensure recognition of the importance of volunteering and the contribution of volunteers by: formally acknowledging the unique contribution made by volunteers to NHS services, the community, staff and to the volunteers themselves. recognising and publicising the important role played by volunteers in the work of the NHS. 7.2 Increase the range and number of volunteering opportunities by: promoting ways in which managers can identify appropriate volunteering opportunities that enhance and enrich the lives of patients. developing and publicising opportunities for volunteering in all areas of our communities. promoting the benefits of recruiting volunteers from different ethnic and diversity backgrounds. supplying recruitment information on volunteering in the main community languages and different formats on request. recognising the contribution that volunteering can make to maintaining and improving health. 7.3 Provide a framework of good practice for recruiting, supporting and working with volunteers by: ensuring the volunteers receive full and appropriate induction. It is the responsibility of the manager who recruits the volunteers to ensure this

6 ensuring recruitment and selection processes for volunteers adopt the principles of good practice to support volunteers and protect patients. assessing and agreeing the development needs of volunteering and undertaking regular reviews. providing training and development necessary to enable volunteers to undertake agreed activities. ensuring that volunteers are made aware of their roles and responsibilities, e.g. confidentiality. ensuring reimbursement of out of pocket expenses in accordance with NHS Grampian policy. ensuring that volunteers have access to information on all relevant legislation and policies, e.g. Health & Safety. ensuring that volunteers are treated in the same way as paid staff for liability/insurance purposes. 7.4 Seek to further enhance the quality and practice of volunteering by: ensuring the volunteers role is complementary to, but not seeking to replace, the work of staff. ensuring that the activities undertaken by volunteers are clearly specified and appropriate to their skills, knowledge, experience and agreed area of interest. promoting the role of volunteers to patients and staff; enabling them to be informed of this role and how it impacts on patient care. 7.5 Establish mechanisms to enable effective communication with, and involvement of, volunteers by: developing opportunities for volunteers to contribute to the development of volunteer services. encouraging and supporting volunteers who wish to be more widely involved in the planning and review of local health services. engaging and consulting with voluntary organisations whose volunteers provide a service to the NHS. 7.6 Ensure volunteers and NHS staff understand their respective and complementary roles by: including information regarding respective roles in induction training. ensuring information is available to staff

7 7.7 Encourage employer-supported volunteering by: recognising, valuing and supporting the important part played by staff who already volunteer and support, where possible, employees who may consider volunteering in the future. 7.8 Facilitate the effective and efficient use of available resources to support volunteering by: ensuring that a manager is identified to take responsibility for developing and supporting volunteers in their area. making available NHS meeting room accommodation for the use of volunteers and volunteering groups, at no cost. making training and development resources available to volunteers and volunteering groups. 8. Implementation, Monitoring and Review In order to ensure appropriate implementation, monitoring and review within NHS Grampian: 8.1 The Director of Corporate Communications and Board Secretary will be accountable for implementation of the Policy. 8.2 Annual review arrangements and a position statement will be prepared on: volunteer activity contribution of volunteers common approach to recruitment, management, training and payment of expenses of volunteers arrangements for management and support of volunteers arrangements for support and encouragement of employer-supported volunteering. 8.3 The Policy will be monitored and reviewed every 3 years

8 Appendix 1 The Volunteering Policy is a reference for best practice within NHS Grampian and should be viewed as one part of the Volunteer Toolkit. The Volunteer Toolkit includes: The Policy Guidelines for Volunteers Good Practice Guide for Voluntary Services Managers in NHS Grampian These are important documents to be referred to when recruiting, engaging and supporting volunteers in the workplace. The documents can be obtained from the Voluntary Services Co-ordinator at Woodend Hospital on extension or fiona.thomson3@nhs.net. NHS Grampian is committed to promoting equality and diversity both in the services it provides, and within NHS Grampian. The very positive volunteering culture across Grampian is clear evidence of individuals and communities demonstrating willingness to give their free time to support people using the health service