On The House Volunteer Agreement
Position of On The House Volunteer
This Volunteer Agreement describes the arrangement between us, On The House (OTH) and you (the volunteer) in relation to your voluntary work. The intention of this agreement is to assure you that we appreciate you volunteering with us and to indicate our commitment to do the best we can to make your volunteer experience with us a positive and rewarding one.
On The House’s Commitment
On the House agrees to:
- provide information about the organisation
- provide orientation, support, training, and supervision
- provide a safe working environment
- provide opportunities for input into the organisational plan and evaluation
- reimburse for pre-approved expenses
- acknowledge and recognise the contribution of volunteers to the organisation
Volunteer Commitment
As a volunteer you agree to:
- abide by and support the philosophy, policy, and guidelines of OTH
- act in the best interests of OTH
- maintain confidentiality.
- abide by safety and risk management requirements.
- carry out the tasks assigned by your supervisor
- attend on the agreed time and day or contact the appropriate person if you are not available.
- participate in orientation, meetings, and trainings as required.
- raise any matters of concern with OTH.
(For Volunteer Drivers)
- use a warranted, registered, and insured vehicle when driving for OTH
- notify OTH of any loss, or expiration of license or driving related charges.
Remuneration / Benefits
As a volunteer you agree to work without financial reward. We will provide you with a safe and suitable working space, necessary equipment, and appropriate clothing / aprons / Hi-Viz if required.
If working at the Warehouse you will have use of the staff room / kitchen facilities
As part of On the House community you will receive OTH ’s newsletter emails and invitations to relevant volunteer and OTH events.
Age Limit
To be eligible to volunteer with OTH, you must be 16.
Volunteer Responsibilities and Behaviour
You agree to perform the responsibilities specific to your position as guided by your supervisor. OTH expects its volunteers to represent the organisation in a positive light – teamwork and treating others with respect is equally as important as performing your volunteer tasks.
Volunteer Food Policy
All food donated to OTH is used exclusively for redistribution. Volunteers are not to take food for their personal use unless explicitly gifted it by a food donor. If you need food assistance, please contact the Free Store Manager.
Communication
OTH communicates with its volunteers via email and text message. You agree to supply both a current email address and mobile number that OTH can directly and reliably contact you on.
Media and Open Evenings
Sometimes OTH needs to film or photograph our work in action, and this often happens during volunteer shifts. You can opt not to be photographed, filmed, or involved with open evenings and we will respect your wishes.
Volunteers are also asked not to post on social media or any other forum on behalf of On The House
Privacy
All OTH volunteers are covered by the Privacy Act 2020. Your information will only be used for the purpose for which it was intended. OTH will obtain your written consent to:
- Use any confidential information.
- Disclose any confidential information to any external person or organisation unless it is to fulfill a legal obligation or where it is necessary to fulfill OTH duties.
- Copy any material containing confidential information for personal use or for use by an unauthorised person or organisation.
Any confidential and/or personal information that is no longer needed, will be archived, or disposed of in a way that maintains confidentiality
Absences
Sickness
Due to food safety requirements, you must not handle food while sick. If you are sick and have a rostered shift coming up, you agree to notify OTH as soon as possible so cover can be organised.
Other Commitments
OTH appreciates that you volunteer your time and will do our best to be flexible if you have another commitment that comes up, e.g., special occasions, traveling out of town. In such a case, you agree to notify OTH as soon as possible so that cover or a shift swap can be arranged. If you become aware that other commitments will affect your availability for regular rostered shifts, you agree to discuss this with OTH as soon as possible.
Notification of Absences
You agree to notify OTH at least 3 working days in advance if you are not available to attend a rostered shift, or in an emergency text/phone as soon as possible. Missing shifts without notice means your team members must carry your workload. Teamwork is of key importance at OTH.
If you are absent from a volunteer shift without explanation, OTH will contact you to follow up. If you do not reply and / or if you continue to miss volunteer shifts without explanation, OTH reserves the right to terminate this agreement.
Confidentiality
Where you have access to confidential information you will not, without proper written authority during the continuation of your volunteer work, or after its termination, disclose to other persons, organisations, or make use of for your own benefit, any confidential information relating to OTH. Confidential information includes items such as volunteer personnel records and food volume information.
Safety
You are required to be proactive in taking all reasonable practical steps to ensure the safety of yourself and others affected by your work, and to cooperate fully with management in implementing the OTH’s health and food safety procedures
Smoke-free
OTH has a smoke-free work environment. It is a condition of the Volunteer Agreement that this provision is accepted.
Security
You accept that the OTH property under your care must always be safeguarded against any loss or misuse. You will ensure that all reasonable precautions are taken to protect OTH property and keep it secure or locked. If you are provided with security access into OTH’s office or partner facility, you must not share the security access details with any other person.
Resolution of Matters of Concern / Problems
You can raise matters with the Operations Manager or Volunteer Manager. If the matter is not resolved to the satisfaction of either party, you can contact the General Manager.
Ending The Agreement
Should you wish to resign from your volunteer position, it would be appreciated if you could give at least one week’s notice in writing to OTH, and you may be asked to provide feedback via an informal exit interview.
