Volunteers

1. Introduction

Volunteers are at the heart of WGC Foundation’s activities, helping to deliver impactful projects that benefit communities across the UK. This policy outlines our approach to volunteer recruitment, the disclosure and safeguarding requirements, and how we ensure that volunteers feel supported and valued in their roles. It aligns with our Safeguarding Policy to ensure the safety and welfare of all individuals involved in our activities.

2. Purpose

The purpose of this policy is to:

• Ensure a clear, transparent, and fair process for recruiting volunteers.
• Outline the expectations and responsibilities of both WGC Foundation and our volunteers.
• Ensure compliance with safeguarding practices and legal requirements, particularly concerning Disclosure and Barring Service (DBS) checks.

3. Scope

This policy applies to:

• All volunteers working with or on behalf of WGC Foundation.
• Staff and trustees involved in the recruitment, management, and support of volunteers.

4. Recruitment of Volunteers

WGC Foundation is committed to ensuring that the recruitment of volunteers is open and inclusive. Our recruitment process aims to:

• Ensure that the right volunteers with the required skills and experience are selected for each role.
• Provide opportunities for people from diverse backgrounds and experiences.
• Make the process clear, transparent, and welcoming for all potential volunteers.

Volunteer Recruitment Process:

• Application: Volunteers are invited to apply for roles through a formal application process. This may include completing an application form or submitting a CV.
• Interview/Informal Meeting: Potential volunteers will meet with a member of the WGC Foundation team to discuss the role, their experience, and their motivation for volunteering. This also provides an opportunity for the volunteer to ask any questions about the role.
• References: All volunteers will be asked to provide at least two references. These should be from individuals who can comment on the applicant’s suitability for the volunteer role, particularly their experience working with children, young people, or vulnerable adults, where relevant.
• DBS Check: Volunteers working with children, young people, or vulnerable adults will be required to undergo an Enhanced DBS Check (including barred list checks where appropriate). This is a mandatory step to ensure the safety of all participants in WGC Foundation activities.

5. Disclosure and Barring Service (DBS) Checks

WGC Foundation complies with the Safeguarding Vulnerable Groups Act 2006 and the Protection of Freedoms Act 2012 to ensure that volunteers who work with children or vulnerable adults are suitable for the role.

• Enhanced DBS Check: All volunteers whose roles involve regular contact with children, young people, or vulnerable adults will need an Enhanced DBS Check. This includes checks against the barred lists to ensure the individual is not prohibited from working with these groups.
• Confidentiality: Any information disclosed as part of the DBS process will be handled with the strictest confidentiality and in line with the Data Protection Act 2018.
• Renewal of DBS: Where applicable, DBS checks will be renewed every three years, or sooner if a volunteer’s role changes.

6. Safeguarding Responsibilities

All volunteers must adhere to WGC Foundation’s Safeguarding Policy, which outlines the responsibilities of individuals in preventing harm and promoting the welfare of children, young people, and vulnerable adults. This includes:

• Training: Volunteers will receive safeguarding training appropriate to their role as part of their induction process.
• Reporting: Volunteers must report any safeguarding concerns to the Designated Safeguarding Lead (DSL) as per the procedures outlined in the Safeguarding Policy.

7. Induction and Training

Once recruited, all volunteers will receive a full induction to WGC Foundation and their role. This includes:

• An introduction to WGC Foundation’s mission, values, and policies.
• Safeguarding training (see above).
• Role-specific training to ensure volunteers have the skills and knowledge needed for their tasks.
• Health and safety guidance related to their volunteering activities.

8. Supervision and Support

WGC Foundation is committed to providing ongoing support to volunteers to ensure they feel valued and supported in their roles. This includes:

• Supervision: Volunteers will have a designated supervisor who will provide guidance and support.
• Feedback and Development: Volunteers will have opportunities to give and receive feedback on their experience and development needs. WGC Foundation encourages volunteers to take on new challenges within the organisation as they gain confidence and skills.

9. Expenses

Volunteers are entitled to reimbursement for any reasonable expenses incurred as part of their volunteering role, such as travel costs. All claims must be made in line with WGC Foundation’s expenses policy.

10. Code of Conduct

All volunteers are expected to adhere to the WGC Foundation Code of Conduct, which sets out the behaviours and standards expected while representing the organisation. Breaches of the code may result in the termination of a volunteer’s role.

11. Equal Opportunities

WGC Foundation is committed to creating an inclusive and welcoming environment for all volunteers. We embrace diversity and are committed to ensuring that no volunteer is discriminated against on the grounds of race, gender, disability, age, sexual orientation, or religion.

12. Health and Safety

The health and safety of our volunteers is a priority. All volunteers will receive health and safety guidance relevant to their role, and risk assessments will be carried out for all activities to ensure a safe working environment.

13. Termination of Volunteering

Volunteers are free to end their role at any time by providing reasonable notice to their supervisor. WGC Foundation reserves the right to terminate a volunteer’s role if the individual does not adhere to the policies and expectations outlined in this document.

14. Monitoring and Review

This volunteering policy will be reviewed annually by the WGC Foundation Board of Trustees to ensure that it remains up to date with legislation and best practices.

15. Policy Approval

This policy has been approved by the WGC Foundation Board of Trustees and will be shared with all volunteers and staff involved in the recruitment and management of volunteers.