Lancing and Sompting Churches’ Food Bank

Volunteer Policy (PDF)

Introduction

Our volunteers come from a wide range of sources and backgrounds.   Our volunteers add greatly to our work in the Lancing and Sompting Churches Foodbank.  

1.      We wish to encourage volunteers to not only contribute to our work, but also to get the most personally from doing so. 
2.      We care about vulnerable people and their needs and safety are paramount. 
3.      Becoming a volunteer also entails obligations.
4.      Volunteers will be recruited from all sections of the community without exception.
5.      This policy lays out a framework to support all volunteers to gain from their experience while contributing, as they are able, to our objectives.  

Why do people volunteer?   

Among other reasons people volunteer are because they:
a.      Enjoy helping people
b.      Believe the cause is worthwhile.
c.       Have time to spare.
d.      Want to make friends. 
e.      Want to use skills.
f.        Would like to learn new skills

But they are also sometimes reluctant because of:
g.      Lack of time.
h.      Put off by bureaucracy.
i.        Worry about risk/liability.
j.        The way things are organised (or not).

We will at all times be aware of these factors and respect volunteers when they feel we are not fulfilling their needs.

The most common benefits reported by volunteers are:
k.       Satisfaction from seeing results.
l.        Enjoyment.
m.    Personal achievement.
n.      Opportunity to do something they are good at.
o.      Broaden horizons.
p.      Meeting other people.

Staff Responsibilities

6.      Chair of Trustees.  Responsible for supporting our governing body of trustees, calling and running the management and trustees committee meetings, volunteer strategy and delivery of the volunteer programme, including thanking and recognition procedures.

7.      Trustees.  Responsible for developing the strategy of the foodbank and the supporting policies and procedures. They will lead in areas such as fundraising, training, H&SW, HR and finance, but also recognising the work of volunteers delivering the service.

8.      Administrator. The administrator is the only paid person in the foodbank. The administrator is engaged on a self-employed basis to manage the complex task of delivery of food to those in need.  The administrator also manages the full spectrum of volunteer activities involved in providing the services of the foodbank to its visitors. These responsibilities are reflected in the job description.  The administrator will provide a tailored induction for each volunteer which will include Data Protection and Health & Safety. The administrator will make our volunteers feel welcome, supporting them in developing their experience and ensuring that they are treated fairly.

Volunteer Roles 

9.      Volunteers enable us to improve the quality of our services in every aspect and in a way that we would otherwise not be able to do.  

10.  Governance and Strategy.  Trustees ensure that we are governed well, and support and guide the Chair of Trustees in leading the organisation and maintaining high standards and ensuring that we comply with all obligations of our status of a Registered Charity.

11.  Finance management. A treasurer ensures the management of the financial responsibilities of the charity

12.  Fundraising.  Volunteers help to raise funds that enable us to buy items that we would otherwise be unable to afford. An extension to this is encouraging members of the public to donate food items to us at locations in public spaces and in other organisations.

13.  Delivery of the service to Foodbank visitors.  The only limit to the range of roles a volunteer might fill is the time that he or she is able to commit and his or her skills and experience.  

14.  Social media and marketing. A specialist in computer technology will maintain the Foodbank website and guide the appropriate use of social media to enhance the value of the Charity’s work.

Recruitment, Selection and Induction

15.  Each volunteer will complete an application form giving personal details including next of kin. The application form is to be used to manage applications and subsequent administration, then retained on each volunteer’s personal file by the Administrator.  The volunteer will be issued with an induction pack.

Supervision and Support

16.  The Administrator is responsible for providing supervision and support appropriate to each volunteer’s role.  This is to include supervision, appraisal and personal development, if appropriate.

Training 

17.  Volunteers may only undertake activities which they are competent to carry out and essential training will be provided, if necessary, for them to do so and be made aware of all relevant policies which may affect the work they do.

Safeguarding 

18.  The Food Bank needs to be a safe place for both visitors and volunteers.  The Food Bank operates under a safeguarding policy.  All visitor-facing volunteers are requested to undertake a basic Disclosure and Barring Service check. Visitor-facing volunteers will be provided with a Food Bank identification badge and lanyard to be worn when undertaking duties at the Centres.

Recruiting

19.  Recruiting messaging for volunteers should reflect the above factors and volunteering should be included in the charity’s outreach strategy.  Volunteers will be considered in the light of the contribution they can make and the roles available at any one time. They should be sympathetic to the Charitable role of the foodbank in the prevention and relief of poverty of people living in Lancing and Sompting and have the skills and attitude to support the ethos of being nonjudgemental at all times towards those coming to us for help.

Retention 

20.  We will seek to support each volunteer by recognising what they gain from doing so, minimising any barriers to participation and providing appropriate recognition for their contribution to our work.  Volunteers are to be included in recognition systems.  Examples may include:

a.      Simple words of thanks.
b.      A letter of welcome signed by the Chairman of Trustees.
c.       Badges can work well.
d.      Social Events
e.      Good news stories can be posted on social media or in newsletters, or even as a press release, and help generate useful PR as well.
f.        Awards for outstanding service or long service would be considered. 

Finance 

21.  Any necessary purchases made on behalf of the Food Bank should have the prior approval from the Administrator, or Chair of Trustees, who in turn will report to the Treasurer or trustees as appropriate.

Expenses 

22.  Volunteers are entitled to be paid reasonable expenses for costs incurred.  Examples might include:
·         reimbursement for fuel used in undertaking Food Bank activities;
·         reimbursement for food or other items required for distribution by the Food Bank, and
·         reimbursement for fees incurred for authorized training or certification.

However, they may not be paid or given non-cash benefits, as these may inadvertently create a contract of employment, create tax liabilities or impact on an individual’s benefits, if he or she is in receipt of these.  If in any doubt, the advice of the Chair of Trustees is to be sought. 

Insurance 

23.  Our indemnity insurance provides adequate insurance cover for volunteers whilst undertaking voluntary work that has been approved and authorised. However, we are not able to reimburse volunteers items that may be lost or damaged, unless arising from negligence on the part of our staff. 

24.  For volunteers who are generous enough to use their own vehicles for our activities, their vehicle insurance policy must include business use.

Legal and Administration 

25.  Whilst administration is kept to a minimum we must meet specific obligations to protect both volunteers and the vulnerable adults that we care for.  Each volunteer is to be given and sign a volunteer agreement or other appropriate document.

Health & Safety at Work (H&SW)  

26.  The Administrator is responsible for ensuring that anyone who works or visits an establishment receives an appropriate H&SW briefing and, where applicable, training.  The actual requirements for each volunteer will vary depending on their experience and the role he or she carries out. 

Benefits

27.  People are allowed to volunteer while claiming state benefits, including Universal Credit, or means-tested benefits such as jobseeker’s allowance (JSA), incapacity benefit, income support, and employment and support allowance (ESA).  They may volunteer for as many hours as they wish to, but there are specific rules that they must comply with but rules can change and may depend on circumstances, so the individual should approach their benefit provider for clarification.  

Equal Opportunities and Diversity

28.  Our Equality and Diversity policies are fully applicable to volunteers.  Reasonable adjustments are to be made to support volunteers with special needs.  We believe that diversity is strength, and value all staff regardless of their age, ethnicity, gender, religion, physical abilities or sexual orientation.  We will treat each other with honesty, respect and consideration, and will work together to support each other.  We will not tolerate bullying or harassment.

Dispute Resolution 

29.  If a volunteer has a concern, this should be raised in the first instance with the Administrator or, if available, a Trustee.  Every effort is to be made to resolve any concern informally.  However, if need be, volunteers have the right to use our Complaints procedures.

30.  In respect of breaches of policies or procedures, or inappropriate behaviour by a volunteer, including events in an individual’s private life that may impact upon our work, the relevant member of the Trustees Committee would remind the individual of the standards required. 

31.  Serious or repeated breaches by a volunteer may result in the individual being invited to relinquish his or her position.  In such an instance the individual may appeal to the Trustees who made this decision, but must do so in writing within 10 days of being notified of the decision.  There would not normally be a need to hold a meeting with the individual, unless in this was felt to be appropriate and the individual was willing to attend.

Monitoring and Evaluation 

32.  The Administrator will issue guidance on the monitoring and evaluation of the contribution that volunteers make, which is to be reported annually to the Chair of the trustees.   This is to include the numbers and time commitment of volunteers at each establishment and the roles filled. 

33.  This is to be reported in the annual Chair of the Trustees’ Report and Accounts.