The Newcastle upon Tyne Hospitals NHS Foundation Trust Volunteer Policy Version No.: 2.1 Effective From: 23 December 2015 Expiry Date: 23 December 2018 Date Ratified: 2 December 2015 Ratified By: Employment Policies and Procedures Group 1 Introduction 1.1 This policy sets out the arrangements to be followed for the recruitment and retention of volunteers. Volunteers are a vital asset of the Trust supporting the provision of a quality service with a personal touch. The role of a volunteer is very different from an employee, student or seconded member of staff, there is no contract of employment or contract for services between the Trust and a volunteer. 1.2 Volunteers may be used in a range of activities across the organisation. Volunteers are either recruited directly through the Trust s volunteer recruitment process or through a third party volunteer organisation. 2 Scope The policy covers all volunteers in the Trust including those recruited through third party volunteer organisations. The policy covers all aspects of volunteering including recruitment, management and support as well as legislative requirements. 3 Aims To ensure the recruitment of volunteers is in accordance with all NHS Employment Check Standards and to outline the basis on which volunteers will be recruited and retained to support the delivery of a quality service. 4 Duties (Roles and responsibilities) 4.1 The Executive Team is accountable to the Trust Board for ensuring Trust-wide compliance with policy. 4.2 Directorate managers and heads of service are responsible to the Executive Team for ensuring policy implementation. Page 1 of 9
4.3 Managers are responsible for ensuring policy implementation and compliance in their area(s). 4.4 Staff are responsible for complying with policy. 4.5 Volunteers are responsible for complying with the policy. 5 Definitions A volunteer is a person who is engaged in any activity which involves spending time, unpaid, undertaking an activity which will benefit individuals or groups. This policy does not cover friends/carers supporting the care needs of their family or friend. 6. General Principals 6.1 Volunteering activities can be varied in offering Trust-wide ward or clerical support as well as support for projects initiated by the Trust in the community. 6.2 All Trust volunteers will be recruited centrally by Volunteer Services in accordance with HR policies and procedures to ensure a fair and equitable approach. All Volunteers will be required to meet employment checks as set out within the NHS Employment Check Standards to ensure normal safeguards are met. 6.3 Volunteering is open to those aged 16 and over. The minimum requirement is a commitment to 3 hours per week for a minimum duration of 6 months. 6.4 Current Trust employees wishing to undertake a volunteer role should discuss this with their line manager prior to submitting an application. 7 Volunteer Placements When considering opportunities for volunteers, Departments are encouraged to contact Volunteer Services to discuss placement parameters, training, supervision, and the management of risk. The requesting department will be required to identify a volunteer supervisor who will be responsible for setting up the placement and supporting the volunteer. 8 Volunteer Role Description 8.1 Volunteers will not be involved in any task which constitutes direct care to patients. Page 2 of 9
8.2 A Role Description will be drawn up by the Matron/Senior Sister, ward or department manager for each voluntary role. It will detail the purpose of the role, the tasks associated with the role, necessary skills/attributes required and an explanation of what the volunteer can expect to gain from the placement. 8.3 In order to ensure a safe volunteering environment, a risk assessment is carried out on each new role description by the Matron/Senior Sister or ward/department manager to identify, and where necessary take action to minimise any potential risks. 9 Recruitment 9.1 Advertising for volunteers will be undertaken through a variety of methods as appropriate. The recruitment process will be open, fair and transparent. 9.2 All volunteers are required to complete an online Trust application form and all pre-employment checks in accordance with NHS Employment Check Standards. 9.2.1 Verification of identity Acceptable original documents must be provided as set out in the NHS Employment Check Standards to establish the individual s identity is genuine and relates to them. In respect of employees applying to become a volunteer, previous checks undertaken by the Trust may be accepted provided they have been undertaken in accordance with the NHS Standards and are evidenced on file. This is subject to; a) there being no significant difference to the current NHS Check Standards and b) the employee continuing to reside at the same address 9.2.2 Volunteers from Overseas Volunteers from outside of the European Union or EEA (European Economic Area) are advised to check with the UK Border Agency if they are unsure if volunteering is allowed in accordance with their visa requirements. There are a number of visa s and entry clearance conditions. Potential volunteers will need to check if they are permitted to volunteer in addition to their main purpose for entering the country, prior to applying. Page 3 of 9
Volunteers who have refugee status or who have exceptional leave to remain are permitted to volunteer. A visa condition of No recourse to public funds would not allow an individual to become a volunteer as the training and experience provided by the NHS constitutes funding in kind by the UK Border Agency. Asylum seekers are permitted to volunteer in certain circumstances. 9.2.3 Character Reference 9.2.3.1 Two character references are required from individuals who have known the volunteer for at least three years. Character references may be accepted from employers, but if the volunteer has not recently been employed references can be provided from other sources i.e. teacher/ tutor, religious/cultural leader, case worker, community/ social worker or family doctor. 9.2.3.2 References from friends/relatives are not acceptable. 9.2.3.3 References must cover a minimum period of three years. If a volunteer is unable to comply, the application will not progress. 9.2.4 Criminal Records Check 9.2.4.1 Disclosure and Barring Service checks (and overseas police checks where necessary) must be undertaken on all volunteers 9.2.4.2 A satisfactory check must be received before a volunteer will be offered a placement. 9.2.4.3 The Disclosure and Barring Service (DBS) update service lets applicants keep their DBS certificates up to date online and allows employers to check a certificate online. This facility is free for volunteers. Contact Volunteer Services for more information. 9.3 Where a volunteer is deemed unsuitable they must be informed of the reasons and a record maintained 9.4 Prospective volunteers will be invited to attend an informal interview with the Matron/Senior Sister of the ward or departmental manager and the Volunteer Coordinator to discuss the role profile and tasks associated with the role and the applicant s suitability. Page 4 of 9
9.5 Confidential records will be kept relating to the volunteer as part of the recruitment process. 10 Volunteers with support needs The Trust will ensure equality of opportunity and will provide reasonable support to disabled volunteers throughout the recruitment process. Potential applicants should contact the Trust to identify any additional support that may be required to enable them to make an application and undertake a volunteering role. Such support will include making reasonable adjustments to the method of application, interview process and role where appropriate. 11 Induction All volunteers will be required to attend a full day corporate induction before commencement. 12 ID Badges Volunteers will be issued with a Trust ID badge attached to an orange Volunteer lanyard on their corporate induction day. ID badges must be worn at all times. 13 On commencement All volunteers will receive a copy of the volunteer handbook on commencement. The volunteer will be asked to sign and comply with: - a confidentiality statement and - a volunteer agreement,. 14 Volunteers recruited through a third party 14.1 Third party organisations (e.g. WRVS, PALS, League of Friends etc.) will be required to evidence that individuals recruited to volunteer in the Trust comply with the NHS Employment Check Standards before any start date is agreed. 14.2 Third party organisations that provide volunteers to work within the Trust are responsible for: Ensuring volunteers are aware of and comply with relevant Trust policies Notify and provide evidence to the Human Resources department verifying compliance with the NHS Check Standards. Page 5 of 9
Providing the name of the volunteer, contact details and confirmation of checks (including DBS certificate number) to Volunteering Services so that details can be stored securely on the volunteer database. Notifying Volunteer Services of any volunteer who ceases their volunteer placement and ensuring that the leavers Trust ID badge is returned to Volunteer Services. 14.3 Employment checks may be carried out on behalf of the organisation by the Trust if requested and a Trust ID badge provided, once all necessary checks are completed. 15 Supervision and Support 15.1 It is important to recognise a volunteers contribution through regular supervision and support. 15.2 Trust Volunteers will be given a nominated supervisor(s) whom they will report to on attending the area they will be volunteering in. The Volunteer Supervisor will be provided with a Volunteer Supervisors handbook prior to volunteer s commencement as a guide to engaging and managing volunteers within the ward/department. 15.3 The supervisor will be responsible for ensuring that the volunteer has completed all of their mandatory training, including Trust induction and provides any ongoing departmental local training as required. 15.4 After the volunteer has completed 6 weeks placement the supervisor will meet with the volunteer and conduct a review. At this meeting both parties will discuss how the placement is going, raise any concerns either party may have and establish if there is a need for further support or training. 15.5 The supervisor will be the first point of contact if the volunteer has any immediate issues. They will provide supervision and support for the volunteer in all aspects of their volunteering role. 15.6 The supervisor will maintain a record of attendance of the volunteer and meet with them on a regular basis to ensure they are well supported. 16 Volunteer Performance 16.1 If there are concerns about the behaviour or performance of a volunteer, their supervisor should investigate. This should include talking with the volunteer concerned. Page 6 of 9
16.2 If concerns are not resolved, the volunteer should be informed that they will be offered guidance and support for a period of time as an opportunity to encourage improvement. 16.3 The Trust reserves the right to end a volunteer placement at any time. 17 Volunteer Concerns/Complaints 17.1 Volunteers can discuss any concerns or complaints that they may have about their volunteering with their supervisor. If the issues concern their supervisor they may raise the matter with the Volunteer Services Co-ordinator. 17.2 If a volunteer is deemed unsuitable for a role, for example, fails to abide by Trust policy or procedures, or has three or more unreported absences, they will be asked to cease volunteering with the Trust. 18 Volunteers and Safeguarding 18.1 All staff and volunteers have a duty to safeguard and promote the welfare of children and adults at risk, and to protect the public from preventable harm. This duty will take precedence over the duty of confidentiality where there is a risk of significant harm or where a criminal offence has occurred, or is likely to occur. Any concerns volunteers may have about patients, staff or Trust procedures or premises should be raised immediately with their supervisor or senior staff on duty, or with volunteer services. 19 Volunteering and benefit claims The Department for Work and Pensions (DWP) states that: volunteers can volunteer for as many hours as they wish, as long as they still meet the conditions to get their benefit or tax credit. It is a volunteers own responsibility to check the latest information either with their benefits advisor or check direct at www.dwp.gov.uk 20 Health & Safety 20.1 The Trust has a duty to look after the safety and well-being of volunteers. Supervisors will identify any significant risks relevant to their role. The Trust will make sure that appropriate precautions are put in place to control and manage any significant risks, including having supervision, training and information about any relevant health and safety policies and procedures. Page 7 of 9
20.2 Like employees, volunteers must take reasonable care and responsibility for their own health and safety and the health and safety of others who may be affected by what they do, or omit to do, while volunteering. Volunteers must also cooperate with the Trust in carrying out any duty or complying with any requirement imposed by relevant health and safety legislation. 21 Insurance The Trust will indemnify its volunteers against claims made against them for injury or damage as long as the volunteer; acted in good faith and honestly believed they were acting within their role or duty as a Trust volunteer and informs the Trust immediately about any incident which could lead to a claim. As per section 13, volunteers will have signed the relevant written agreements outlining their responsibilities and roles. 22 Leaving the role 22.1 Volunteers must inform their supervisor and Volunteer Services of their intention to leave the volunteering role. 22.2 The manager must also notify Volunteer Services of any volunteer who is leaving the Trust. The Supervisor must ensure that the ID badge and all property belonging to the Trust are returned before the volunteer leaves. 23 Equality and Diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not unlawfully discriminate against individuals or groups on any grounds. This policy has been appropriately assessed. 23.1 Equality Monitoring; The Trust is committed to equality of opportunity for all those seeking to become a volunteer and is committed to ensuring that our voluntary team represents the diversity of the community the Trust serves. Equality monitoring enables the Trust to achieve this by: identifying who are seeking volunteer opportunities Considering ways to reach underrepresented groups Page 8 of 9
Reviewing the volunteer service by comparing performance over time Developing the volunteer service further Making sure the Trust provides a fair volunteer service. 24. Monitoring Compliance Standard / process / issue Pre employment check standards are met Monitoring and audit Method By Committee Frequency A sample of Director of HR Heads Annually volunteer files will Human be reviewed to Resources ensure compliance against standards 25. Consultation and review This policy has been reviewed in consultation with the Employment Policies and Procedures Consultative Group. 26. Implementation (including raising awareness) A summary of the key changes will be notified to managers following implementation. Further advice and guidance will be available from the Human Resources Department. 27. References 1) NHS Employment Check Standards available at http://www.nhsemployers.org/your-workforce/recruit/employment-checks/nhsemployment-check-standards 28. Associated documentation Pre-Employment Checks & Use of the Disclosure and Barring Service Page 9 of 9
The Newcastle upon Tyne Hospitals NHS Foundation Trust Equality Analysis Form A This form must be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval. PART 1 1. Assessment Date: 17 July 2015 2. Name of policy / strategy / service: Volunteer Policy 3. Name and designation of Author: Mrs Karen Pearce 4. Names & designations of those involved in the impact analysis screening process: Alison Haigh, Volunteer Services and Personal Touch Award Co-ordinator, Michelle Musgrave HR Officer Projects 5. Is this a: Policy x Strategy Service Is this: New Revised x Who is affected Employees Service Users Wider Community x 6. What are the main aims, objectives of the policy, strategy, or service and the intended outcomes? (These can be cut and pasted from your policy) To ensure the recruitment of volunteers is in accordance with all NHS employment check standards and outlines the basis on which volunteers will be recruited and retained to support the delivery of a quality service. 7. Does this policy, strategy, or service have any equality implications? Yes x No If No, state reasons and the information used to make this decision, please refer to paragraph 2.3 of the Equality Analysis Guidance before providing reasons:
8. Summary of evidence related to protected characteristics Protected Characteristic Race / Ethnic origin (including gypsies and travellers) Evidence, i.e. What evidence do you have that the Trust is meeting the needs of people in various protected Groups The policy states that the volunteer service is committed to ensuring that all applicants/volunteers who seek opportunities with NUTH are treated fairly and equitably. Does evidence/engagement highlight areas of direct or indirect discrimination? If yes describe steps to be taken to address (by whom, completion date and review date) Does the evidence highlight any areas to advance opportunities or foster good relations. If yes what steps will be taken? (by whom, completion date and review date) Over a short period of monitoring, Trust data shows that the ethnic origin of 57.5% of the successful applicants were from a white background and 42.5% were from a BAME background. National Census (2011) data states that 85% of the local population are white and 15% identify as BAME. Sex (male/ female) Over a short period of monitoring Trust data shows that 65% of successful applicants were female and 35% were male. Seek to increase the percentage of males applying for volunteer roles. National Census (2011) data states that 52% of the UK are female and 48% are male. This will continue to be monitored. Religion and Belief As above Sexual orientation including lesbian, gay and bisexual people As above Age As above Disability learning difficulties, physical disability, sensory Over 6 months, 13% of our applicants identified as having a disability. All were Project Choice a internship for young people with learning disabilities also has
impairment and mental health. Consider the needs of carers in this section Gender Re-assignment successful in gaining volunteer placements. As above links with the volunteering service and has provided volunteer placements for students Marriage and Civil Partnership As above Maternity / Pregnancy As above If Trust data shows that a particular group of people are not accessing the volunteer service then an action plan can be put in place to try and find out why and seek to remove any barriers. 9. Are there any gaps in the evidence outlined above? If yes how will these be rectified? No 10. Engagement has taken place with people who have protected characteristics and will continue through the Equality Delivery System and the Equality Diversity and Human Rights Group. Please note you may require further engagement in respect of any significant changes to policies, new developments and or changes to service delivery. In such circumstances please contact the Equality and Diversity Lead or the Involvement and Equalities Officer. Do you require further engagement? Yes No 11. Could the policy, strategy or service have a negative impact on human rights? (E.g. the right to respect for private and family life, the right to a fair hearing and the right to education? No
PART 2 Name: Alison Haigh Date of completion: 21.07.2015 (If any reader of this procedural document identifies a potential discriminatory impact that has not been identified, please refer to the Policy Author identified above, together with any suggestions for action required to avoid/reduce the impact.)