Volunteer Policy
Volunteering Policy
Our Policy
Rockingham Forest Trust’s (RFT) mission is to create and conserve special green spaces while exploring local heritage in ways which involves and inspires people.
RFT delivers an annual programme of events including conservation and heritage walks, open-air cinema and theatre and family activities. It also works with schools, youth and community groups to provide opportunities for people to engage with the natural world. RFT works with partners locally and nationally to address environmental issues.
At RFT volunteers play an integral role in delivering its mission. RFT recognises the immense benefits that volunteers bring to the business, and the bridges that they build between RFT and the local community. In return, RFT hopes to give its volunteers an opportunity to exercise their skills in a different environment and to undertake new experiences.
A volunteer is a person who gives freely of their time, skills, and experience without expectation of financial reward. Volunteering can take many forms. Some tasks require particular skills whereas others require none. Volunteering may be for a limited time to complete a project or may be on an ongoing basis.
RFT tries to offer a range of volunteering opportunities and, in accordance with its equal opportunities and diversity policies, to ensure that the opportunity to volunteer is widely available.
Status of volunteers
A volunteer is not an employee and will not have a contract of employment with RFT. We will agree a role with the volunteer and there will be an expectation that the volunteer will meet the role's requirements and that we will provide work for the volunteer. However, the volunteer is free to refuse to fulfil the role and we are not bound to provide the work. It is also expected that both RFT and the volunteer will give as much notice as possible if unable to meet these expectations.
Volunteering roles
Each volunteer will be assigned a role or roles. Roles may form part of a short term or long-term project, be part of a general volunteering opportunity or be specific to a volunteer. Roles may change over time depending on the volunteer’s skills and interests and the needs of RFT. Volunteers may be asked to carry out tasks that fall outside their remit to assist with the smooth running of RFT, or when required to do so through absence or the lack of other volunteers to fulfil those roles. Roles currently include conservation volunteers, visitor experience volunteers and event and project support. RFT can provide a more complete list of roles available. Volunteers will not be used as substitutes for employees.
Recruitment
A person wishing to become a volunteer will be asked to complete an application form. The applicant will be asked to identify areas in which they would like to volunteer. A genuine effort will be made to recruit and select volunteers from a broad range of backgrounds and experiences to represent RFT’s local communities. Applicants under the age of 16 must obtain the consent of a parent or guardian to volunteer for RFT.
RFT will use appropriate means to advertise for volunteers that take account of the principle of its Equality Policy. Selection of volunteers will be based on actual requirements and pre-determined screening measures. If the role requires substantial training, RFT will encourage long-term commitment from the volunteer where possible, which will ensure that the placement is mutually beneficial.
The prospective volunteer will agree to undergo health, credit and Disclosure and Barring records checks where appropriate.
Volunteering agreement
The volunteer will be invited to enter into a volunteering agreement with RFT. This agreement will set out what is required of the volunteer whilst undertaking their role and the commitment of RFT.
Induction and Training
All volunteers will receive a full induction to ensure that they understand and can fulfil their role safely and effectively. This will cover a range of issues including:
- A brief history of RFT, its work and wider context
- The role of the volunteer within RFT
- A tour of the Stanwick Lakes site
- Introduction to other volunteers, particularly team leaders
- Management structure and supervision
- Expectations and requirements in relation to RFT’s policies including the Volunteer Policy, Health and Safety, Confidentiality, and Copyright. In particular, this includes first aid procedures, emergency procedures and not to run any machines without full training
- Practical arrangement such as parking, toilets, and refreshments.
- Signing-in book
- Key contact details
- Dress code, including protective clothing.
All volunteers will receive training that is specific to their role. Where possible it will be provided by RFT staff, other volunteers and on the job training. If training is provided by an external trainer RFT will reimburse out of pocket expenses incurred by volunteers for travel to and from the location.
Health and Safety
RFT has a responsibility for the health and safety of volunteers. Volunteers should always follow our health and safety policies and procedures. Volunteers have a duty to take care of themselves and others who might be affected by their actions. Volunteers should not act outside their authorised area of work. Volunteers must record any accident in the Accident Book and report all accidents to their team leader. RFT will provide volunteers with appropriate guidance on any health and safety issues that arise.
Recompense
Volunteers are unpaid. RFT does not usually pay volunteers’ expenses, however it will reimburse out of pocket expenses incurred through the purchase of materials for use in specific RFT projects, providing these expenses are agreed beforehand and VAT receipts are provided. All volunteers must check with a team leader prior to purchasing items for RFT.
RFT offers a 50% discount in the cafe to all volunteers and 30% discount in the gift shop. These concessions may be altered or withdrawn at any time without consultation.
Policies and procedures
Volunteers are expected to comply with all of RFT’s policies while they are on its premises or undertaking any of their volunteering duties. Their induction will include an explanation of these policies and procedures.
Insurance
RFT’s Public Liability, Employer’s Liability, and Professional Indemnity Insurance cover its volunteers. The insurance will not cover unauthorised actions or actions outside the volunteering agreement. RFT’s insurance does not cover personal effects.
Confidentiality
Volunteers are likely to become aware of confidential information about RFT, its workers, customers, and suppliers. Volunteers should not disclose this information or use it for their own or another's benefit without the consent of the party concerned. This does not prevent disclosure once the information is in the public domain (unless it has been made public as a result of the volunteer's breach of confidentiality) or where the law permits or requires disclosure.
Supervision
A designated staff member will provide support and supervision appropriate to the volunteer’s role. S/he will hold informal discussions with volunteers after six months and thereafter on an annual basis, this will be to chat about their progress and volunteering experience plus provide a forum for any new ideas or proposals, difficulties, or concerns with their role. If the volunteer has any queries or would like to change their role this should be discussed with the staff member or Executive Director.
Dealing with problems
It is important that RFT is able to maintain its agreed standards of service to the visitors and organisations that use it and that volunteers enjoy making their contribution to this service. To facilitate this RFT will:
- Endeavour to resolve in a fair and just manner any problems, grievances or difficulties which may be encountered while you volunteer with us
- In the event of an unresolved problem, to offer an opportunity to discuss the issues in accordance with the RFT’s procedures.
Staff will normally try to solve any problems informally, but if this is not possible the formal complaints system will come into operation.
If the volunteer wishes to make a formal complaint they should put the complaint in writing to the Director. If a complaint is made about a volunteer, this will be notified to them in writing and the Director will decide whether any action should be taken. If the volunteer is dissatisfied with the outcome they may raise it with the Board of Trustees.
Volunteer information
On meeting at an interview and induction, the volunteer will have access to the following information:
- general information about RFT and its programmes;
- a copy of this volunteering policy;
- a standard volunteering agreement to be signed at interview or induction;
- details of where they can access the organisation's policies and procedures; and
- information on other volunteering opportunities that are available.
Additional Notes
This policy does not form part of the volunteering agreement, but it is a condition of being a volunteer that you will abide by the rules and policies made by RFT. RFT reserves the right to review this policy at any time and to make such changes as it considers appropriate. If this is necessary in order to reflect changes in legislation or sector regulation, such changes or terminations may be made without advance notice.
