Purpose
To assist JWA staff, trustees and volunteers in the safe and effective recruitment, placement and support of volunteers.
Other Related Policies:
- Confidential Reporting – Whistle Blowing
- Confidentiality and Subject Access Policy
- Data Protection Policy and Procedure
- Equal Opportunities Policy
- Health & Safety Policy
- Protection from Abuse Policy
- Complaints Policy
- Recruitment & Selection Policy
- Safeguarding Adults Policy
- Safeguarding Children Policy
- Privacy Notice
Introduction
This document contains a policy statement (Part One) and procedural guidance (Part Two). The functions of each are set out briefly below:
Part One – Policy Statement: The policy statement sets out the broad framework of principles within which the particular area of work will be carried out. It sets out JWA’s Board approved approach to the issue, including any aims and guiding principles.
Part Two – Procedural Guidance: The procedural guidance sets out the details that JWA staff, trustees, and volunteers will require to carry out their duties in this particular area of JWA’s activities. It also sets out the specific tasks involved.
Part One – Policy Statement
1. Aims and Principles
1.1 JWA is committed to using volunteers to complement and enhance its work throughout the Jewish community. JWA believes that volunteers, with their varied skills, complement the work of JWA staff to enrich and extend the services offered by JWA.
1.2 Using volunteers enables JWA to involve Jewish people throughout all sectors of the Jewish community in offering support and services to Jewish women who are affected by the issues of domestic abuse. JWA volunteers are our ambassadors in the Jewish community.
1.3 JWA will make efforts to involve people who are under-represented in the JWA volunteer community
2. The Scope of Volunteering Within JWA
2.1 The types of activities that JWA volunteers undertake are set out below. For a more detailed account of JWA volunteer roles, please email the Volunteer Co-ordinator.
§ Administration volunteer
§ Awareness raising volunteer
§ Board of Trustees
§ Counsellor (Face to Face and Telephone)
§ Education volunteer
§ Fundraising volunteer
§ Helpline volunteer (Helpliner and Support)
§ McKenzie Friend
2.2 JWA volunteers operate within the framework of a professionally managed domestic violence agency, which is also a nationally registered charity, company, and member of the NCVO (National Council for Voluntary Organisations).
2.3 Volunteers are not intended to replace the work of JWA employees, but to complement their work and extend the services of JWA.
3. Membership
3.1 All volunteers are automatically given membership of JWA.
4. Data Protection
4.1 JWA complies with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 and is committed to protecting the confidentiality of our volunteers. Unless a volunteer specifies differently, once they have made contact with us, JWA will place their details onto our membership database to ensure that our records are accurate and up to date. JWA will not share a volunteer’s details with any other organisation or individual outside of JWA. Please refer to our privacy policy for further information – http://www.jwa.org.uk/privacy-policy/
4.2 We will automatically create a paper volunteer file for each volunteer and an electronic file attached to our database in which to store correspondence, application forms, records of meetings, a record of the training they attend as a JWA volunteer, and details of their next of kin. JWA’s Privacy Notice explains how JWA handles personal information, and volunteers’ rights around their own information.
4.3 The Data Protection Policy and Procedure explain the responsibilities of JWA, including JWA volunteers, when handling personal information.
Part Two – Procedural Guidance
5. Recruitment, Selection and Placement of JWA Volunteers
5.1 All new volunteers will be required to go through the volunteer application process. There is a set process for recruiting and placing JWA volunteers. This will be adhered to in respect of all volunteers who wish to volunteer with JWA, regardless of which volunteer role they choose. JWA will recruit volunteers in line with the JWA Equal Opportunities Policy.
5.2 Board members and members of specific committees will have a separate recruitment process.
5.3 JWA follows equal opportunities best practice in all areas of recruitment for volunteers and consider volunteers regardless of age, race, religion, sexuality, disability etc. (see our Equal Opportunities Policy for more information). Both Jewish and non-Jewish volunteers are welcome to volunteer with JWA, as long as they are able to display a good understanding of the Jewish community and certain cultural issues that might affect a Jewish woman experiencing domestic violence. Due to the sensitive nature of the work at JWA, most JWA volunteers are women. However, there are some occasions where it might be appropriate to have male volunteers.
5.4 After making contact with JWA, potential volunteers are asked to complete an application form contained in the JWA Volunteer Application Pack. The JWA Volunteer Application Pack includes: JWA Volunteer Application Form, Volunteer Role Descriptions and information about JWA.
5.5 If any applicants find it difficult to complete the form, the JWA Volunteer Co-ordinator should support them to do so.
5.6 The application form fulfils the following functions:
· it gives potential volunteers an opportunity to tell JWA about themselves and their motivation for volunteering;
· it focuses potential volunteers on the complex nature of JWA’s work;
· it gives JWA a sense of their knowledge and understanding about domestic abuse , and about the Jewish community in the UK;
· it provides JWA with 2 character references;
· it enables potential volunteers to identify the two roles they are most interested in, as the rest of the recruitment process will be geared towards a specific role.
5.6 Once JWA has received a completed application form and the applicant has demonstrated that they have the understanding and skills required for the volunteering role, applicants will be asked to attend an interview with the Volunteer Co-ordinator and a relevant staff member. This meeting is an opportunity for the applicant to find out more about JWA and the role they are applying for, and a chance for JWA to assess whether the applicant is suitable for the role.
5.7 Applicants will be asked to provide the details of two referees. The applicant must have known the referee in a personal or professional capacity for at least two years; they cannot be a relative, and should have a professional or communal relationship with the candidate. Referees will be contacted after a successful interview.
5.8 All new JWA volunteers will be required to sign a JWA Volunteer Agreement before they commence (see Appendix 1).
5.9 All new JWA volunteers undergo an eight week trial period, to ensure that their JWA role is the right role for them.
5.10 JWA is committed to safeguarding all JWA volunteers, staff and all service-users past present and future. Therefore all JWA volunteers are required to have up-to-date Disclosure & Barring Service clearance. JWA will submit a report request on volunteers’ behalf, at no cost to the volunteer.
5.11 JWA is committed to safeguarding the confidentiality of all volunteers, staff and service-users past, present and future. JWA volunteers are likely to come into contact with JWA sensitive data. Therefore, all new volunteers will be required to sign a JWA Confidentiality Agreement before they commence (see Appendix 2).
5.12 JWA request Next of Kin information for all volunteers. This is so that we are able to contact your next of kin should an emergency occur whilst you are volunteering. JWA will only use this information in an emergency.
5.13 Although JWA is supportive of previous clients becoming involved in a volunteering capacity, there is a suggested time scale of one year after a client has used JWA services. This applies to all JWA volunteering roles and is a guideline only. This timescale may vary depending on the prospective volunteer’s individual circumstances and experience.
6. Induction and Training
6.1 Every volunteer will be required to attend an induction session.
6.2 The JWA Volunteer Co-ordinator will act as their first point of contact within JWA and throughout the recruitment and induction process.
6.3 Following the induction, new volunteers will be required to attend training specific to their volunteering role.
6.4 There is an annual programme of in-service volunteer training, with sessions held in London, Leeds and Manchester. There are also annual Volunteers’ Celebrations.
6.5 All volunteers will be required to attend a minimum of 2 training sessions per year, depending on volunteer role. Volunteers should inform the Volunteer Co-ordinator if there is any training that they would like, which would be relevant to their role.
7. JWA Volunteer Support
7.1 All active JWA volunteers will have a direct working relationship with a JWA staff member. Volunteers will receive support from the JWA relevant staff member. The volunteer and staff member will exchange feedback and maintain communication, to ensure volunteers feel part of JWA.
7.2 The Volunteer Co-ordinator will be available for volunteers to contact and discuss any issues that they may have at any point and particularly if they feel unhappy with the staff member they work with
8. Volunteer Expenses
8.1 JWA volunteers will receive all agreed out-of-pocket expenses according to JWA’s Volunteer Expenses Policy (Appendix 2) when supported by receipts and an appropriate volunteer expenses claims form.
8.2 Volunteer Expenses must be claimed for within two months. Any expenses claimed after two months may not be paid.
9. Volunteer Boundaries and Personal Relationships
9.1 JWA has specified the boundaries of volunteering as a way to safeguard the wellbeing and welfare of all JWA volunteers, staff and service users.
9.2 JWA volunteers commit themselves to maintaining a boundaried relationship with JWA when they sign their JWA Volunteer Agreement, and all breaches of boundaries will be dealt with using JWA’s volunteer problem solving procedures.
9.3 For a full definition of JWA Volunteer Boundaries please refer to Appendix 3
10. Lone Working Policy
10.1 JWA is committed to ensuring the personal safety of volunteers. JWA recognises that volunteers who work alone on or off site can be more ‘at risk’ than others. To reduce that risk, please follow the procedure below:
10.2 JWA volunteers will not have permission to work alone at Head Office.
10.3 JWA volunteers working off site should, wherever possible, work in pairs or together with a staff member. If on rare occasions lone working is unavoidable, a volunteer must ensure that a staff member knows her whereabouts. The volunteer must carry a mobile phone with her and remain in contact with the staff member at all times. In this situation, the volunteer should adhere to JWA’s lone working policy.
10.4 If while volunteering she is concerned for her own safety or the safety of anyone else associated with JWA, she should call for police assistance.
11. Complaints Procedure
11.1 JWA has a Complaints Procedure in case problems arise whilst volunteers are in their role with JWA. If you would like to see a copy of the Complaints Procedure please ask the Volunteer Co-ordinator.
11.2 JWA will deal with all complaints openly, fairly and quickly following the Complaints Procedure.
Appendix 1 – JWA Volunteer Agreement & Confidentiality Agreement
JWA VOLUNTEER AGREEMENT
I, ____________________________________(Volunteer name in capitals)
Agree to volunteer for Jewish Women’s Aid, and commit to the following:
To support and represent the principles and aims of Jewish Women’s Aid
To abide by the policies and procedures of Jewish Women’s Aid while supporting the work of JWA
To be accountable to JWA for my activities as a JWA volunteer
To respect the boundaries of my JWA volunteer role
To keep information about JWA, JWA volunteers, JWA members, people who use JWA’s services or people they tell us about confidential as required, and comply with data protection law.
To honour any ongoing training requirements as I progress within my JWA volunteer role
To carry out my volunteer duties to the best of my ability
To meet the time commitments of my JWA volunteer role(s), other than in exceptional circumstances, or to provide adequate notice for alternative arrangements to be made
To be supportive of other JWA volunteers
To take care of my own feelings and well being whilst volunteering for JWA
Jewish Women’s Aid is committed to the following:
1. To provide adequate information, training and development opportunities, support to enable you to carry out your duties safely
2. To communicate with you regularly
3. To recognise your contribution to JWA
4. To make it clear what is expected of you in your volunteer role
5. To reimburse all agreed out of pocket expenses (supported by receipts)
6. To take all reasonable precautions to provide a safe environment in which to carry out your activities.
Signature of volunteer _____________________________ Date:_________
JWA Volunteer Co-ordinator ________________________ Date:_________
JWA CONFIDENTIALITY AGREEMENT – STAFF & VOLUNTEERS
In your dealings with Jewish Women’s Aid, you may have access to sensitive information concerning JWA service users, sources of income, any refuge locations, callers to the JWA Helpline, fellow volunteers, the board of trustees and staff.
Please note that JWA expects you to limit access to information that is strictly necessary to carry out tasks appropriate to your role and to keep any such information confidential. When you obtain data you must only do so within the scope of your role, keeping such data secure and returning or destroying it as soon as possible. JWA works to ensure that sensitive data is shared strictly on a ‘need to know’ basis within the organisation.
In order to safeguard and protect service users, callers to the helpline, sources of income, volunteers and staff we ask that you do not disclose any information to anyone outside of JWA.
The location of refuges must not be disclosed to any person, whether in a personal or professional capacity, unless JWA or other agencies give their express permission to do so. When writing or talking about any refuges you must never identify the address or phone number as Jewish Women’s Aid. Neither should it be a matter of permanent record, either on manual files or digital files on the computer
An ongoing agreement and ability to honour the terms of this agreement will be a requirement of your continued involvement with JWA.
In addition volunteers are not permitted to post any information about JWA to any social media sites without prior written consent from Head Office.
If you are a Helpline volunteer, you are also agreeing to not disclose your role as a Helpline volunteer to anyone apart from those who need to know.
Acceptance of the terms of the Confidentiality Agreement
I, ____________________________________(Staff/Volunteer name in capitals)
Undertake not to disclose any information regarding JWA clients, any refuge locations, callers to the JWA Helpline, fellow volunteers, the board of trustees and staff outside of JWA during my time volunteering with JWA or after this.
I will adhere to JWA’s Safeguarding and privacy policies (http://www.jwa.org.uk/privacy-policy/) which are also available at the office
Signed: ___________________________________ Date:______________
JWA Staff Representative/ Line Manager: ______________________
Date: _____________
Appendix 2 – JWA Volunteer Expenses Policy
1. Introduction
Volunteers are important to JWA and their contribution is valued. It is our policy to offer volunteers full reimbursement of out-of-pocket expenses incurred on behalf of JWA, providing that the nature of these expenses has been agreed in advance. All volunteers will be made aware that they are entitled to claim expenses as part of their induction, and told how to make a claim.
JWA will only reimburse volunteers for actual expenses, supported by a receipt where appropriate. As part of our commitment to achieving good practice, JWA does not pay ‘flat rate’ expenses to volunteers; paying round sum amounts unsupported by actual expenditure receipts may result in an individual volunteer becoming liable to tax on the payments made and may put any benefits they receive at risk.
As far as possible, likely expenses need to be agreed in advance with the Volunteer Co-ordinator
2. Administration
Volunteer expenses will be reimbursed preferably by BACS, or by cheque sent out to the volunteer’s home address. Original receipts (i.e. not photocopies or credit card vouchers) must support all claims.
JWA cannot make provision for advances against expenses.
3. Rationale for Reimbursing Volunteer Expenses
JWA is committed to ensuring that volunteering activities are equally accessible to all Jewish women. One of the aims of the JWA Volunteer Expenses Claim Policy is to create an environment in which everyone feels comfortable about claiming their expenses.
JWA also recognises that some volunteers do not want to claim back their expenses, and indeed consider this action as a financial donation to JWA. In this situation, volunteers are invited to consider the option of claiming their volunteer expenses and donating the amount back to JWA with a signed Gift Aid Form. This will enable JWA to recover tax on the donation.
Types of expenses
1. Travel Expenses
a) General
JWA will reimburse travel expenses from home to and from the place of volunteering with JWA. JWA will also reimburse the travel costs of anyone attending a volunteer mentor session or interview, or training as a JWA volunteer. As JWA is a registered charity, volunteers are encouraged to keep travel expenses to a minimum. The normal mode of travel will be by public transport, although JWA recognises that in some circumstances it may be more effective to travel by the volunteer’s own car, or that the volunteer’s role may require the use of their car. All travel claims must be supported with a receipt.
In circumstances where disabled volunteers are unable to travel by bus, rail, or car, taxis may be used with prior approval by a member of JWA staff.
b) Rail
Travel by train must be arranged on a second class (standard) basis. A receipt should be requested at the time of ticket purchase, as these are not usually given automatically.
c) Own Car
If prior approval has been obtained, volunteers will be reimbursed for the use of their own car whilst volunteering for JWA. JWA will pay a flat rate per mile up to a maximum of 5,000 miles per year, from 1stAugust until 31st July.
The current mileage rate is 45p per mile.
Claims for parking expenses must be supported by a receipt. Volunteers are also advised to notify motor insurers their car is being used for voluntary work otherwise volunteers may not be insured. JWA reimburses volunteers below the tax-free mileage rate.
d) Other Travel Expenses
Expenditure on other travel fares will only be reimbursed where reasonable economies are observed, e.g. public transport used rather than a taxi where practicable. The volunteer’s supervisor will use their discretion where there are concerns about personal safety, e.g. late night travel. All volunteers must obtain a receipt for travel even when using a taxi.
2. Other Expenses
JWA will reimburse agreed other out-of-pocket expenses as required by specific volunteer roles, such as the cost of postage, phone calls, and stationery used on behalf of the JWA Helpline. Again, a receipt must be obtained.
3. Volunteer Expenses and Welfare Benefits
It is our understanding that the reimbursement of out-of-pocket expenses whilst volunteering should not affect any welfare benefits volunteers receive. However if you are in doubt please ensure you contact the agency which is paying you the benefit.
Appendix 3 – JWA Volunteer Boundaries
APPROPRIATE PROFESSIONAL BOUNDARIES
As a volunteer (including Board of Trustees member) of Jewish Women’s Aid, you must follow the guidelines below which set out the professional boundaries you must maintain.
You are expected to remain alert to these issues at all times and to discuss them openly and proactively at support and one-2-one sessions. If urgent concerns arise, you are expected to raise them with your line manager, relevant staff member or the Volunteer Co-ordinator immediately.
Professional relationships with service users
§ You must maintain a professional relationship with service users at all times. This means that you must not form a sexual or personal relationship with service users. You need to be aware that service users may develop strong feelings for you but you have a responsibility to manage this within the boundaries of your role as a professional or volunteer. To allow your relationship to develop beyond the boundaries of that of a professional volunteer would be to abuse your relationship with the service user, given the power imbalance between you.
§ All interactions with service users outside the workplace must be conducted on a professional basis. You must not arrange to meet service users when not volunteering for JWA. If a chance meeting occurs you must bear in mind your professional relationship at all times and notify your line manager of any significant conversation or contact. If a chance meeting occurs in a social context, you have the right to choose whether to engage with the service user or not.
§ You must not take service users into your own home
§ It is inadvisable to give out personal telephone numbers to service users
§ You must not witness wills for service users or act as a named executor.
§ You must not act as a Guardian (or godparent) for a child of a service user.
§ You must not sell to or buy property from service users.
§ You must not accept free services from service users where such services would normally be charged for.
Unprofessional physical contact
§ You must not initiate or respond to any unprofessional physical contact towards or from service users
§ No contact should be made which could reasonably be perceived as sexual
§ No contact should be of such force that it causes harm
§ All contact should be within the bounds of what is considered fair and reasonable in the circumstances
§ You should not act in such a way that you put yourself or others in a position of danger. Retreating from physical danger is always the most favoured option
§ No action on your part should reasonable be perceived as threatening
Imposing beliefs on others
§ You must not impose you own personal, cultural, religious, philosophical or other beliefs on service users
§ You must operate with Jewish Women’s Aid’s value system and approach to domestic violence as set out in its mission statement, aims, objectives, service description etc.
§ You must be sensitive to the cultural needs and differences of service users
§ You should not seek to persuade or influence a service user in terms of your own personal beliefs. Where directly asked for a personal opinion or belief from a service user, you may state this whilst making it clear that it is your personal view. You should remain aware of the imbalance of power in your relationship with a service user before acting in this way. You also need to be aware of your own prejudices before offering a personal view.
Promoting and safe-guarding the well-being of others
§ You must act in a way that promotes and safeguards the well-being and interests of service users, staff members and the organisation at all times
§ There may be times when you feel that there is a conflict between the interests of these various parties. You are therefore expected to raise any such issues in support and supervision sessions or more immediately with your relevant staff member
§ You must not disclose any personal information to service users relating to yourself or other colleagues without the prior consent of that person
Borrowing and lending money to service users
§ You must not lend money to service users
§ You must not give service users your own money or make personal gifts however small
§ You must not borrow money or property from service users
Giving and accepting gifts
§ You must not give service users gifts (this does not include refreshments)
§ You must never solicit gifts from service users or their families.
§ If you are offered a gift you may accept it where to refuse it would give offence. However, you must declare the gift and explain to the service user the policy and procedure for dealing with gifts and that you will declare the gift to your relevant staff member or Volunteer Co-ordinator. If the gift is deemed inappropriate, you may be instructed to return the gift. Alternatively, gifts may be donated to charity.
§ You must declare gifts from service providers or firms with which Jewish Women’s Aid works. Jewish Women’s Aid contracts with other firms, organisations and individuals and the utmost discretion must be exercised if gifts or hospitality are offered. You must always declare such gifts and offers of hospitality and explain Jewish Women’s Aid policy on gifts and hospitality. You may be instructed to decline the gift or offer of hospitality if it is deemed inappropriate.
You must not take your friends or family into your place of volunteering
This applies at all times except in exceptional circumstances and then only by prior arrangement with your line management (for example where a child care arrangement has broken down unexpectedly).
You must not take your family or friends on outings with service users.
You must not consume alcohol or drugs on duty (including out of hours cover) or be unfit for work through the off-duty consumption of alcohol or drugs
During social events with service users which have been arranged by Jewish Women’s Aid or during chance encounters in which you have decided to engage with a service user you may consume alcohol in moderation. However, you must always remain fit for work.
You must not take any action that could undermine the position of any staff members or volunteers in the eyes of service users
You are expected to support decisions and actions that have been made within Jewish Women’s Aid policies, procedures and delegated authorities.
You should not discuss or denigrate other staff or team members with service users or external agencies.
This does not supersede your right and your responsibility to raise issues of concern through Grievance, Whistle-Blowing and/or Protection from Abuse policies and procedures.
Relationship between volunteers/staff
Jewish Women’s Aid does not encourage the formation of sexual relationships between volunteers & staff because this can cause tensions and conflicts within an organisation or a team. However, Jewish Women’s Aid acknowledges that relationships can develop and in this event you must declare this to the CEO. Where a relationship does exist, you must conduct it outside the organisation. You must ensure that your relationship does not impinge on your volunteering in any way. You may not directly be supervised by the person with whom you are having a relationship.