Involving Volunteers - Northumberland, Tyne and Wear NHS Foundation Trust an introduction

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Cecilia Townsend
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1 Involving Volunteers - Northumberland, Tyne and Wear NHS Foundation Trust an introduction Shining a light on the future

2 Index Page Background 3 The Voluntary Services team 3 Volunteer roles 3 The volunteers 4 The volunteer recruitment process 5 Volunteer training 5 Support and recognition 6 Role Descriptions 6 Volunteer expenses 7 Insurance 7 Risk Assessment 7 I have identified a role for volunteers in my ward/department, what do I do? 7 2

3 Background The Voluntary Services Department was established in 1989 and is responsible for managing and maintaining voluntary activity across the Trust. Volunteers are recruited from a diverse range of backgrounds and bring with them the skills, time ingenuity and enthusiasm to enhance the experience of service users and their carers Volunteer contribution is complementary to the work of staff. Volunteers must not undertake work which should be financed, used as job substitution or to combat staff shortages due to financial pressures. The Voluntary Services team The Voluntary Services Department is based at St. Nicholas Hospital and provides a Trust-wide service. The department consists of three staff: Christine Lopez, Voluntary Services Manager Wendy Spratt, Volunteer Co-ordinator Joanne Hanlon, Administrator The department is line managed by Elizabeth Moody, Group Nurse Director, Urgent Care. Volunteer roles Some of the many roles involving volunteers include: Offering social and therapeutic support to service users: On a ward or department, e.g. Listening and chatting to service users, participating in board games, quizzes, crosswords, gardening etc or participating in arts or musical activities In the community, going for coffee, visiting museums, art galleries or participating in sports or recreation activities etc. Providing a Warm Welcome Greeting and providing directions to service users, carers and visitors. Assistance in the library SGP and Knowledge Centre WGP. User Run Hospital Shop Volunteers gain valuable transferable skills by offering assistance in the shop at St Nicholas Hospital. 3

4 Chaplaincy Assistants Providing assistance and social support at chapel services. Service User Involvement Helping to shape and develop services through User Involvement. Assisting with Research Providing general assistance e.g. literature searches, data input etc. for approved research initiatives in psychology departments (a popular choice of psychology students and graduates). Opus Employment Project Volunteers assist in the Tans Restaurant as part of the Opus Employment project. The volunteers Volunteers bring a diverse range of skills, talents, ingenuity and experience to provide valuable care and support by complementing the work of paid staff. Many of our volunteers are students, people with first hand experience of Trust services, unemployed people wishing to gain experience, retired people or simply those who wish to do something productively with their spare time. Why do people choose to volunteer? People volunteer for a variety of reasons. Usually, they do so for a combination of factors. Volunteers may participate to: Gain valuable experience for a future career. Give something back. Use spare time purposefully Gain recognition. Feel useful. Learn something new. What is Befriending? Build confidence and self-esteem. Rebuild an old skill. Meet new people. Become an active member of the community. 4

The Volunteer recruitment process Attend an Interview with Volunteer Co-ordinator Complete registration Form Two references sought CRB Clearance Sought Attend Volunteer induction training Volunteer

5 The Volunteer recruitment process Attend an Interview with Volunteer Co-ordinator Complete registration Form Two references sought CRB Clearance Sought Attend Volunteer induction training Volunteer handbook Issued Where appropriate further project training Role description issued ID Badge issued Commence in Project Volunteer training All volunteers are required to attend Voluntary Service Induction Training prior to commencement. This includes: Welcome to Volunteering Maintaining Boundaries Confidentiality Health and Safety Lifting and Handling Equal Opportunities and Diversity Safeguarding Adults Support and Supervision We understand that some volunteers may feel apprehensive or nervous about attending training and we aim to keep the sessions as relaxed and informal as possible. A Volunteer Handbook is issued at the end of the training session containing relevant Trust policies and good practice guidance. 5

6 Further training on Fire Safety and prevention and Control of Infection is arranged (this may precede the volunteer s commencement). Additional training will be dependent upon the volunteer role. Some roles simply require on the job training while others may need a specific classroom training session for the role. If volunteers have contact with minors they will be required to complete the safeguarding children training. This will be established by the Project Lead and the Voluntary Services Manager. It is essential that volunteers have a good understanding and clear expectation of their tasks and are aware of the boundaries of the role. Support and recognition It is essential that all volunteers receive adequate support and supervision to enable them to undertake their role safely and effectively, to ensure they are meeting the needs of the service users and to receive recognition for their time, energy and commitment. Ongoing regular support is provided to all volunteers by the Volunteer Coordinator and their Project Leads. Some volunteer projects operate peer support group meetings which enable volunteers to raise issues, troubleshoot difficulties and celebrate successes together in a constructive and relaxed atmosphere. The Voluntary Services Department operates an open door policy for all volunteers during daytime working hours Monday to Friday on the St Nicholas Hospital site. Volunteers receive a bi annual newsletter and recognition events are held regularly to celebrate the contribution of volunteers. Role Descriptions All volunteers are issued with Role Descriptions (they cannot be referred to as job descriptions as this suggests paid work that is subject to employment law). The Role description ensures there is a clear outline of accountability, expectations and required tasks. Volunteers should not undertake activities outside the boundaries of their role as this could impede patient care, pose risks and may not be covered by insurance. Role Descriptions detail: Location of voluntary work Accountability Time and duration Role and tasks of volunteer Skills, knowledge and experience required Key working relationships 6

7 Volunteers expenses Volunteers are entitled to out of pocket expenses in line with the Volunteer Expense Policy. Insurance Volunteers are covered by the Northumberland, Tyne and Wear NHS Foundation Trust Employers Liability for agreed activities. Risk Assessment In line with the Health and Safety at Work Act 1999 all volunteer roles require a risk assessment to ensure the safety and wellbeing of staff, volunteers, service users and carers. This is usually undertaken by the Voluntary Services Manager in collaboration with the Project Lead and any relevant staff. I have identified a role for volunteers in my ward/department, what do I do? Contact the Voluntary Services Manager to discuss issues relating to the viability of the role, examine the availability of resources and identify training and support requirements. Christine Lopez, Voluntary Services Manager christine.lopez@ntw.nhs.uk Wendy M Spratt, Volunteer Co-ordinator, wendy.spratt@ntw.nhs.uk Joanne Hanlon, Administrator, joanne.hanlon@ntw.nhs.uk Voluntary Services Department Northumberland, Tyne and Wear NHS Foundation Trust St. Nicholas Hospital Jubilee Road, Gosforth Newcastle upon Tyne NE3 3XT Tel:

8 Published by the Voluntary Services Department 2011 Copyright, Northumberland, Tyne and Wear NHS Foundation Trust Ref, VS04 October 2011 V1 Tel: Review date

Volunteer Services Policy

Volunteer Services Policy Version Number 4 Version Date 1 February 2014 Policy Owner Head of Operations Author Volunteer Services Co-ordinator Last Reviewed November 2013 Staff/Groups Consulted Head of