Volunteer Policy

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1.0 The purpose and scope of this policy statement

Nottinghamshire Down’s Syndrome Support Group (referred to throughout this document as NDSSG) seeks to support families who have a member with Down’s Syndrome through a range of services, support and activities. These are all made possible by a range of volunteers. This policy aims to demonstrate the importance to NDSSG of volunteers, how they are treated by the charity and our approach to volunteering.

1.1 NDSSG Activities

NDSSG currently offer support and activities to about 180 families who live in and around the Nottinghamshire area. The type of support we offer is to :

• Provide new baby packs to all families of babies born in a Nottinghamshire hospital, via the specialist paediatricians
• Organise a regular weekly parent and toddler group for families of children 0-4 years
• Run a football club for children and adults, 5-35 years old, who have Downs Syndrome and other learning disabilities, that meets every week
• Run dance sessions for our members 5+ years, that meet on a weekly basis
• Run a 16+ group that organises monthly social activities for members
• Organise regular big events for all our families throughout the year, eg Christmas Party, Summer Fun Day, October Disco, Easter Egg Hunt etc, plus occasional smaller events aimed at particular age groups
• Communicate with our members via the website, Facebook, Instagram, email and our YouTube channel
• Work closely with the local hospitals, offering support to families (who contact us) who are expecting a baby with Down syndrome
• Promote awareness of Down syndrome in the wider community, including sharing stories and creating fun engagement in fundraising activities

1.2 Principles of Policy

The principles underpinning this policy are:

• Volunteers are the lifeblood of NDSSG, without them the charity could not operate, as currently there are no paid staff
• Volunteers contribute to the charity in various ways, including:
  • helping to deliver services to meet the needs of our members;
  • providing new skills and perspectives;
  • providing administrative support;
  • providing governance;
  • fundraising; and
  • helping to run events.
• Volunteers make a vital contribution towards the charity’s aims and objectives, and help to enhance the range and quality of services provided by the charity by giving their time, skills, knowledge or experience.

1.3 Practice Guidelines

NDSSG is committed to best practice in the recruitment, support and management of volunteers. This policy covers volunteers acting ‘on behalf of’ NDSSG and it is underpinned by the following principles:

• NDSSG will ensure that volunteers are properly integrated into the organisational structure
• NDSSG expects that trustees will work positively with volunteers and, where appropriate, will actively seek to involve them in their work; and
• NDSSG recognises that volunteers require satisfying work and will help volunteers do their work effectively.

1.4 Recruitment

NDSSG is committed to equal opportunities and believes that volunteering should be open to all regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, pregnancy and maternity. The acceptance of volunteer assistance for a particular role is made on merit, with the sole selection criterion being the individual’s suitability to carry out agreed tasks.

Information about volunteers which are not relevant to the performance of the volunteering tasks concerned will be disregarded by the organisation in terms of recruitment and selection. Personal information recorded about volunteers is stored and maintained securely as outlined in NDSSG’s Privacy Policy

Volunteers will be given an appropriate level of scrutiny for the volunteering task to be assigned to them. A clear description (verbally or in writing) of the volunteer’s role will be given. A DBS will be required if applicable to the role the volunteer is applying for, and the volunteer will be sent information how to apply for this and the process involved. While the DBS is being processed the volunteer, again depending on the role, will be able to start volunteering, as long as they are
supervised by someone who is already DBS checked.

1.5 Support, Supervision and Recognition

Each volunteer will have a designated Trustee or leader of the activity, who will be responsible for providing information on NDSSG, its policies and provide support for the duration of their volunteering assignments. Volunteers will be briefed about the activities to be undertaken and given all the necessary information to enable them to perform with confidence.

NDSSG encourages feedback and volunteers will be given the opportunity, where relevant, to share their views and opinions with the charity’s trustees and other volunteers.

NDSSG will seek to recognise volunteers’ achievements and contributions in a variety of ways, e.g. through notices in newsletters, on social media, annual reports, etc.

1.6 Expenses

NDSSG values the contribution of our volunteers and aim to ensure there are no barriers to involvement. The trustees recognise that the reimbursement of expenses incurred in travelling to and from the place of volunteering or in the course of volunteering is important from an equal opportunities perspective.

NDSSG volunteers can claim reasonable out-of-pocket expenses, subject to the production of receipts as evidence of the expenditure. Volunteers will be given clear guidance on what expenses can be claimed from the organisation and how these should be calculated. NDSSG has a consistent approach to the reimbursement of expenses which are the same for volunteers and trustees, based on the authorised HMRC mileage rate.

1.7 Insurance

Volunteers are covered by NDSSG’s Public and Employer’s Liability Insurance, which is obtained through the National Down’s Syndrome Association.

1.8 Confidentiality

NDSSG places significant importance on the confidentiality and security of individuals’ personal information and we will always try to take appropriate precautions. Volunteers must ensure sensitive information remains confidential; this includes the personal information of supporters, beneficiaries and volunteers, as well as information relating to the overall business of the charity. Failure to maintain confidentiality may result in termination of a volunteer’s relationship
withNDSSG.

1.9 Resolving Problems

NDSSG aims to treat all volunteers fairly, objectively and consistently and seeks to ensure that volunteers’ views are heard, noted and acted upon promptly. Volunteers are encouraged to raise any problems with their designated trustee/activity leader at the earliest opportunity, so that issues may be resolved promptly and informally. If this doesn’t resolve the problem one of the Chair/Secretary/Treasurer should be approached.

2.0 Summary: Rights and Responsibilities

NDSSG recognises the rights of volunteers to:

• know what is (and what is not) expected of them
• have adequate support in their volunteering
• receive appreciation
• volunteer in a safe environment
• be insured
• know their rights and responsibilities if something goes wrong
• receive relevant out-of-pocket expenses
• receive appropriate training
• be free from discrimination
• be offered the opportunity for personal development

NDSSG expects volunteers to:

• be reliable and honest
• respect confidentiality
• make the most of training and support opportunities
• carry out tasks in a way that reflects the aims and values of the organisation
• carry out tasks within agreed guidelines
• respect the work of the organisation and not bring it into disrepute
• comply with the organisation’s policies

This policy is to be read in conjunction with the following policies:
Safeguarding Policy

This policy is reviewed regularly and updated as required.