stronger, connected communities through volunteering Volunteering WA Policies Version 1.0 December 2014
1. Introduction & Definitions The Volunteering WA Policy and Procedures Compendium This document forms part of the Volunteering WA Policies and Procedures Compendium (the Compendium) which is designed to bring all of the policies and procedures relating to Volunteering WA s operations and practices in one place. The aim of the Compendium is to ensure that there is consistency in the manner in which Volunteering WA staff and volunteers conduct themselves when going about the organisation s business by providing guidance about Volunteering WA s principles and a frame work to work within. Everyone who works for Volunteering WA should be familiar with the content of the Compendium, particularly in relation to their individual role. The Policies and Procedures Compendium is comprised of: The Organisational Overview Volunteering WA Policies (this document) The Human Resources Handbook, containing the code of conduct and conditions of service for both paid staff and volunteers The Administrative Procedures Handbook, containing the detailed office and administrative procedures and processes. Definitions Policy A Policy is a general statement of intent, a direction or mission. It tells what's to be done, and can often include why it's to be done. Policies are the framework in which this organisation operates. Directors set and approve policy. Procedure A procedure is a document written to support a policy. A procedure is designed to describe Who, What, Where, When and Why by means of establishing a series of steps or practices appropriate to particular circumstances. G:\STAFFING\Policies & Procedures Compendium\Compendium Word version\#2 VWA Policies 2014.docx Page 2 of 6
2. Volunteering WA Policies All employees and volunteers of Volunteering WA (defined as staff for the purposes of this document) are expected to comply with the policies of the organisation as approved by the Board of Volunteering WA. These policies will be applied to the extent permitted by law. It is to be noted that these do not form part of any contract of employment with Volunteering WA. Standards of Behaviour Volunteering WA requires all staff to uphold the mission, vision and values of the organisation. Volunteering WA is a professional organisation with high standards and expects that all staff will adhere to behaviours that exemplify these standards. It is imperative that staff remember that they represent the organisation within the community. Volunteering WA expects staff to conduct themselves ethically, honestly, with integrity and within the law at all times, whether dealing with co-workers or with individuals and organisations to which they provide services or information. Equal Opportunity Appointment Volunteering WA believes that all staff should be appointed on merit, taking into account factors such as the applicant s skills, qualifications, experience and overall suitability for the position and the organisation. Volunteering WA encourages applications for paid and unpaid (volunteer) positions from suitably qualified and experienced people from diverse backgrounds. All appointments to Volunteering WA will be made in accordance with the Australian Fair Work Commission s objectives. Access and Inclusion Volunteering WA makes all practicable efforts to ensure and promote access and inclusion, both in the Volunteering WA workplace and in the delivery of its services and projects. Volunteering WA supports the objectives of the all applicable equal opportunity and employment laws that deal with discrimination and harassment, including: Equal Employment Opportunity Act (WA) 1985 Age Discrimination Act (Commonwealth) 2004 Australian Human Rights Commission Act (Commonwealth) 1986 Disability Discrimination Act (Commonwealth) 1992 Racial Discrimination Act (Commonwealth)1975 Sexual Discrimination Act (Commonwealth)1984 Fair Work Act (Commonwealth) 2009 Work Health and Safety Volunteering WA makes all practicable efforts to provide a safe workplace for all staff and visitors. Volunteering WA complies with relevant legislation, including the Work Health and Safety Act 2011 (Commonwealth). G:\STAFFING\Policies & Procedures Compendium\Compendium Word version\#2 VWA Policies 2014.docx Page 3 of 6
Recruitment & Professional Development Sound strategic and operational leadership is vital to the success of Volunteering WA as it is to all organisations. Volunteering WA strives to recruit the best strategic and operational leaders who have a solid understanding of the volunteering sector and are committed to its continuous development. Volunteering WA seeks to support staff in the pursuit of relevant professional development opportunities Background Checks To the extent permitted by law Volunteering WA requires all potential staff to disclose any pending and/or criminal convictions at the time of recruitment. All potential staff are required to apply for a National Police Check and, where relevant, a Working with Children check. Volunteering WA retains the right to require staff members to renew the required check/s at least every two to three years. Volunteering WA supports the principles of social inclusion and as such criminal convictions are not automatically a barrier to employment or volunteering with the organisation. To the extent permitted by law, the nature of any offence and the relevance to the position within the organisation will be of paramount importance in respect to lawfully excluding any individuals from working or volunteering with the organisation. Care and Protection of Children and Vulnerable Persons Volunteering WA is committed to child protection and safe environments for children and other vulnerable clients. While Volunteering WA does not formally look after or care for anybody, the organisation has a duty of care to ensure that all persons we may come in contact with are provided with a high level of safety and protection. To this end, Volunteering WA will ensure that: All staff, both paid employees and volunteers are aware of the relevant procedures and behaviours Working with Children checks are undertaken where relevant All legislative requirements relating to this are adhered to Insurance All employees and volunteers will be covered by the insurance policies of Volunteering WA. Employee Remuneration The work of the community sector has historically been undervalued across Australia. Volunteering WA recognises that all employees should be remunerated fairly and salary structures within the organisation reflect this position. The organisation is also committed to advocating for salary parity on behalf of employees within the sector as salary parity will assist with recruiting and retaining qualified and skilled employees. High employee turnover has traditionally been one of the sector s most pressing problems and through achieving salary parity Volunteering WA aims to negate this problem. G:\STAFFING\Policies & Procedures Compendium\Compendium Word version\#2 VWA Policies 2014.docx Page 4 of 6
Flexible Workplace Volunteering WA aspires to be a flexible and family friendly workplace. Volunteering WA recognises the importance of employees enjoying a sustainable work/life balance and will endeavour to assist with this where possible, whilst ensuring minimal impact on the operations of the organisation. Volunteering WA seeks to provide a caring work environment for all staff and is supportive of family values. Employee Volunteering Volunteering WA upholds its commitment to the benefits of employee volunteering through the provision of it s internal employee volunteering program. Volunteering WA requires that employees conduct themselves ethically, honestly and with integrity and that Volunteering WA s contribution through the volunteering activity is acknowledged where appropriate. Ending Employment Volunteering WA acknowledges that there will always be occasions when staff members and the organisation will be required to separate. Volunteering WA places value in the implementation of appropriate exit strategies for staff and will use the knowledge gained from these exit strategies for the purposes of continuous improvement. Grievances and Dispute Resolution Volunteering WA recognises that, on occasion, staff can become involved in conflict either with the organisation or with other staff. Volunteering WA aims to resolve conflicts or grievances within the organisation as amicably as possible and formal procedures will be applied to ensure equity and consistency in addressing these issues. Harassment Bullying and harassment are not tolerated in the Volunteering WA workplace or any venue where its services and programs are delivered. The goal of Volunteering WA is to be an harassment free workplace. All harassment, regardless of its nature, directly contravenes the spirit of the mission, vision and values of Volunteering WA. All staff members and volunteers are required to abide by and contribute to this objective and all applicable laws regarding this matter Financial Management Volunteering WA will provide sound and transparent financial management throughout its operation. All expenditure will be in alignment with the goals and aspirations of the organisation and funds will be used to provide and support the organisation s role in the broader community. Use of Volunteering WA resources and facilities will also be managed to ensure alignment with the organisation s goals. G:\STAFFING\Policies & Procedures Compendium\Compendium Word version\#2 VWA Policies 2014.docx Page 5 of 6
Privacy and Confidentiality Volunteering WA recognises that personal and corporate data is provided for specific purpose and with an expectation of privacy. Volunteering WA will take all reasonable care to ensure that personal and corporate data held by the organisation (including electronic data) will be protected from misuse or misappropriation. To this end, staff procedures, office security and database security will be documented, maintained and reviewed regularly. G:\STAFFING\Policies & Procedures Compendium\Compendium Word version\#2 VWA Policies 2014.docx Page 6 of 6