Volunteer Agreement

  1. Introduction

This policy sets out the broad principles for volunteer involvement across a network of voluntary groups in Wythenshawe, which are coordinated by WCHG. The policy is endorsed by the Resident Involvement Team and will be reviewed every 12 months to ensure that it remains appropriate to the needs of Wythenshawe Community Housing Group, its volunteers and the wider community.

Wythenshawe Community Housing Group values the contribution made by volunteers and is committed to involving volunteers in appropriate positions. This document sets out the principles, practices and procedures which Wythenshawe Community Housing Group will follow in the appointment, management and control of volunteers.

  1. Mission

Wythenshawe Community Housing Group recognises that there can be situations in which volunteers help can make a significant contribution to achieving part of its purpose:

  • To play a leading role in creating safer, healthier communities

Volunteers are also integral to the Living Well objective:

  • We will empower customers, residents and communities across Wythenshawe to thrive by providing support, services and community assets.
  1. Purpose

Our purpose in adopting this policy is to:

  • Confirm WCHG’s commitment to volunteering as a means of making Wythenshawe a better place to live and reducing isolation.
  • Set out our standards for the fair and equal recruitment, induction and appointment of volunteers.
  • Highlight and acknowledge the value of the contribution made by volunteers.
  • Help to ensure the quality of both the volunteering opportunities we offer and the work carried out by volunteers. 
  1. Definition 

WCHG acknowledges and applies NCVO’s definition of volunteering:

“We define volunteering as any activity that involves spending time, unpaid, doing something that aims to benefit the environment or someone (individuals or groups) other than, or in addition to, close relatives. Central to this definition is the fact that volunteering must be a choice freely made by each individual”.

Volunteers should act as ambassadors for WCHG, representing us in a professional manner.

The volunteer role is a gift relationship, binding only in honour, trust and mutual understanding. No enforceable obligation, contractual or otherwise, can be imposed on volunteers to attend, give or be set a minimum amount of time to carry out the tasks involved in their volunteering activity. Likewise, Wythenshawe Community Housing Group cannot be compelled to provide either regular work or payment or other benefit for any activity undertaken by the volunteer.

Although volunteers offer time freely and willingly without binding obligation, there is a presumption of mutual support and reliability. Reciprocal expectations are acknowledged – both of what Wythenshawe Community Housing Group expects of volunteers and what volunteers expect of the organisation.

In appointing volunteers Wythenshawe Community Housing Group will adhere to the following principles: -

a) Volunteers will not be engaged in work which facilitates the loss of an existing employee’s post, nor on any tasks or projects which (within the past two years) were done by paid employees whose posts have since been deleted. The role of volunteer compliments, but does not replace the role of paid staff.

b) Volunteers will not be used to do the work of paid staff during an industrial dispute

The mutual expectations between WCHG and volunteers are outlined within WCHG’s Volunteer Agreement which is to be signed by all volunteers before they begin volunteering with any groups which are coordinated by WCHG’s Customer Engagement Team. This Volunteer Agreement is also signed by any independent voluntary and community groups which use WCHG community rooms but do not have their own safeguarding policy in place.

This policy specifically focuses on volunteers who volunteer with voluntary and community groups which are coordinated by WCHG. It does not cover residents who are involved with WCHG’s formal involvement structure which includes Scrutiny Group and service panels.

  1. Equality, Diversity and Inclusion

WCHG is committed to ensuring our workplace is free from unlawful or unfair discrimination on the grounds of disability, ‘race,’ nationality, ethnic or national origin, sex, gender (including gender reassignment), trans status, non-binary gender identity, sexual orientation, age, marital status, religious or other similar philosophical belief, socio-economic status, carer status. We aim to ensure that our volunteers achieve their full potential and that all decisions are taken without reference to irrelevant or discriminatory criteria. As part of the induction process, volunteers will be provided with a copy of our Equalities and Diversity policy.

  1. Recruitment 

WCHG is committed to attracting a range of diverse volunteers from all sections of the community and recruitment will be done in a way that promotes this and will be in line with WCHG’s EDI Strategy. Volunteer opportunities will be promoted in a way that ensures there is wide accessibility to the positions we offer.

WCHG recruits all volunteers through our website (https://www.wchg.org.uk/our-services/get-involved/current-opportunities/). All current volunteering opportunities are listed with a detailed role description of the opportunity.

All volunteers will be asked to complete a simple registration form.

If WCHG feels that a volunteer does not broadly match the organisation’s needs at any stage of the recruitment process then the volunteer will have the opportunity to discuss why they have not been selected and receive feedback.

  1. Induction, Training and Development

We aim to make sure volunteers are properly supported and trained by providing an induction and training appropriate to their role. This allows volunteers to provide feedback to us as well as for staff to provide information and feedback to the volunteers themselves. During the induction, volunteers will have the opportunity to meet other staff members and volunteers, and to ask any questions they may have about the role.

Whilst volunteering at WCHG, volunteers will be included in WCHG’s mandatory training sessions for staff (safeguarding, data protection, equality, diversity and inclusion and health and safety). Other optional trainings will also be available, such as Emergency First Aid at Work; Paediatric First Aid and Fire Marshalling. There will also be additional learning opportunities for volunteers’ personal development.

  1. Support and Supervision

The WCHG aims to provide all that is necessary for volunteers to have a worthwhile, enjoyable and beneficial experience volunteering:

  • Support from relevant colleagues will be given to volunteers throughout their time at the WCHG. A designated Customer Engagement Officer will be appointed for each volunteering opportunity. Volunteers will have contact details for their designated Customer Engagement Officer.
  • Volunteers will receive opportunities to meet with their Customer Engagement Officer to provide feedback relating to the impact of the placement, wellbeing, challenges encountered, and training needs or concerns identified.
  1. Reward and Recognition

We strive to recognize and celebrate the contribution that volunteers make and we want to ensure that volunteering with WCHG is an enjoyable and rewarding experience. We express our appreciation and recognition of volunteers through our social media outlets, through website articles and blogs and through volunteer celebration events which are held twice per year.

  1. Problem Solving

WCHG aims to treat all volunteers fairly, objectively and consistently.

  • Reasonable measures will be taken to resolve problems in a fair manner at the earliest opportunity.
  • Volunteers are encouraged to raise problems with WCHG staff as soon as possible.  The Resident Involvement Team will then follow the Problem-Solving Process.
  • If problems are identified by WCHG staff, they will be discussed with as soon as possible.
  • Where informal resolution is not possible volunteers can make a formal complaint, using WCHG’s Complaints, Comments and Compliments Policy, which is issued at induction.
  1. Expenses

We will provide funding for volunteers’ out of pocket expenses. Volunteers will be given clear information about what expenses can be claimed and how to make a claim. 

  1. Data Protection and Confidentiality

The WCHG undertakes all measures to maintain confidentiality concerning personal data and information it holds about volunteers. Volunteers have the right to request to see all the information held about them by WCHG.

How we will handle volunteers’ details –

  • We require a telephone number, home address and email address so that staff can contact volunteers quickly and easily.
  • Volunteer details will be held electronically on Microsoft Forms.
  • Volunteer details will be kept securely and only used by the Resident Involvement Team.
  • Once a volunteer informs us of their intention to stop volunteering, their details will be removed from our database effective immediately.
  1. Insurance

All volunteers are covered by WCHG’s insurance policies whilst they are on WCHG premises or engaged in voluntary work on WCHG’s behalf.

  1. Moving on

When a volunteer decides to stop volunteering with a WCHG-coordinated group, they will be invited to participate in an exit interview to discuss and evaluate their volunteering and reasons for leaving in private, with an appropriate member of staff, if they wish to do so. This is to enable us to improve our service to volunteers in the future. If the volunteer does not wish to have an interview, they will instead be encouraged to complete a written questionnaire to provide feedback about their experience at WCHG.

WCHG will provide a detailed reference for all volunteers who request one providing they have been regularly volunteering for a minimum of 3 months.

This Volunteer Policy was originally produced on 1st April 2024 and will be reviewed yearly as required to accommodate developments at operational and strategic level.  

We hugely value feedback from volunteers and customers. If you have any suggestions, please send them to volunteer@wchg.org.uk.

Register as a volunteer

To register as a volunteer, please click here.