corporate ccg co22 policy for working with volunteers · policy for working with volunteers v1 6...

Corporate CCG CO22 Policy for Working with Volunteers

Version Number Date Issued Review Date

V1 14 May 2015 May 2017

Prepared By: Head of Corporate Affairs

Consultation Process:

Executive Director of Nursing, Patient Safety and Quality

Director of Quality

Patient Experience Lead

PPI & Community Development Lead

HR Manager

Formally Approved: 12 May 2015

Policy Adopted From: NHS Hearts Valley CCG

NHS South Worcestershire CCG

Approval Given By: Executive Committee

Document History

Version Date Significant Changes

Equality Impact Assessment

Date Issues

30/04/2015 See section 9 of this document

POLICY VALIDITY STATEMENT This policy is due for review on the latest date shown above. After this date, policy and process documents may become invalid. Policy users should ensure that they are consulting the currently valid version of the documentation.

Policy for Working with Volunteers v1 2

Policy for Working with Volunteers

Contents

Section Title Page

1

Introduction

3

2

Definitions

3

3

Policy Development: Principles And Process

4

4

Duties And Responsibilities

7

5

Implementation

9

6

Training Implications

9

7

Documentation

9

8

Monitoring, Review And Archiving

10

9

Equality Analysis

11

Appendices

1 Volunteer Application Form 13

2 Volunteer Agreement 20

3

Volunteer Induction Checklist 23


Policy for Working with Volunteers

1. Introduction

The CCG recognises and values the role of volunteers and acknowledges that they can make a valuable contribution to the work of the CCGs through their time, energy and skills. Volunteers potentially add value to the experience of service users/patients and their carers and can support staff in carrying out their roles. The contribution of volunteers is consistent with principles of social inclusion and of community engagement. Equally volunteering can also bring benefits to volunteers themselves by improving skills and confidence and developing interests. This policy aims to set out the CCGs approach to working with volunteers.

1.1 Status This policy is a Corporate policy.

1.2 Purpose and scope

The purpose of this policy is:

To acknowledge the value of the contribution made by volunteers

To establish clear principles for the involvement of volunteers within the CCG

To clarify the role of volunteers and the relationship between volunteers and staff within the CCG

To confirm the commitment of the CCG in involving volunteers in its work

To establish a framework for recruitment and support of volunteers

2. Definitions The following terms are used in this document: The Department of Health’s definition of a volunteer is: “Someone who commits time and energy for the benefit of others, who does so freely, through personal choice and without expectation of financial reward, except for payment of out of pocket expenses”.


3. Working with Volunteers

3.1 Principles 3.1.1 Volunteering in the CCG is undertaken for a wide variety of reasons involving

holistic personal development, reflective learning, skills development and to influence the work of the CCG. A range of volunteering opportunities may be available and although this is not an exhaustive list these could include:

Focus groups on specific topics

Shadowing a team or individual to gain experience of their work

Active involvement in specific projects

Members of committees, panels and groups

Expert patient programme volunteers

Assurance visits to health care providers

3.1.2 This policy adopts four principles fundamental to volunteering as identified by the Government Code of Practice (1998) which are choice, diversity, reciprocity and recognition.

3.1.3 The CCG supports and encourages the work of individual volunteers and voluntary organisations for the benefit of patients, users of services and their relatives. However, volunteers are not intended to be used to substitute the work of paid staff. Instead they can improve and enhance the level of service provided by the CCG by offering their time, skills and expertise.

3.1.4 The CCG is committed to developing, encouraging and supporting volunteer involvement in our work wherever appropriate. In so doing it is clearly recognised that the roles of volunteers will complement and not replace the roles of paid staff or cover formal health or social care roles. Volunteers should not carry out roles that are primarily concerned with personal care (e.g. bathing, assisting with use of the toilet). When new volunteer roles are being developed all interested parties should be consulted, including trade union representatives where necessary. 3.1.5 The CCG believes that no volunteer should be ‘out-of-pocket’ as a result of voluntary activity carried out for the CCG and volunteers will be actively encouraged to have their expenses reimbursed. Expenses will be paid in accordance with existing CCG arrangements, in line with NHS rates. 3.1.6 The tasks to be carried out by volunteers will be clearly defined so that both paid staff and volunteers are sure about their respective roles and responsibilities. The value of volunteers is in complementing the work of paid staff, not substituting for it.


3.1.6 All appropriate volunteers will need to go through a vetting process and all satisfactory checks will need to be received before they can commence their volunteering role, this includes evidence which confirms the right to live and/or work in the UK, standard Disclosure and Barring Service (DBS) checks, occupational health checks and references. 3.1.7 Volunteers are expected to abide by the policies and procedures of the CCG and will be shown how to access these. All appropriate volunteers will be required to sign a confidentiality agreement and declare any conflict of interest. 3.1.8 Any breach of this policy, or other CCG policies, by the volunteer will result in an automatic removal of them as a volunteer. 3.2 Rights and Responsibilities of Volunteers 3.2.1 The CCG recognises that volunteers should:

Be given an induction to the CCG and the service which is appropriate to the type and duration of their activity

Have a clear understanding of the role expected and receive relevant training in order to perform the tasks as required.

Not to be used to undertake activity that is, or has been, undertaken by paid staff

Have a clear understanding of who will be supervising them and who to contact if there are any problems or queries or if they wish to discuss any matters concerning their volunteering

Carry out their activity in safe working conditions and in accordance with Health and Safety requirements

Be insured under NHS arrangements

Be reimbursed for expenses incurred whilst volunteering, as agreed in advance with their named contact.

Be given feedback on their performance as a volunteer

Have the opportunity to give feedback to the CCG based on their experience of their voluntary activity.

3.2.2 The CCG expects that its volunteers will:

Enter into a volunteer agreement with the CCG

Carry out specified tasks to the best of their ability, in ways which support the aims, values and standards of the CCG

Do their best to volunteer at times as mutually agreed with the CCG and give reasonable notice if they are unable to achieve this.

Follow the CCGs policies and procedures

Wear appropriate forms of identification if required

Attend training where required to do so.


Ensure their insurance company is advised of their volunteer role 3.3 Equality, Diversity and Human Rights 3.3.1 The CCG is committed to equality of opportunity diversity and human right,

this commitment also extends to our volunteers. We welcome everyone from our community as a volunteer and will not discriminate against our volunteers on the grounds of age, disability, race, nationality, ethnic or national origin, gender, religion, beliefs, sexual orientation, domestic circumstances, social and employment status, HIV status, gender reassignment, political affiliation or trade union membership. Furthermore, we value difference and recognise the value that the different cultures, skills, outlooks and experiences of our volunteers bring to the organisation.

3.3.2 Behaviour that contradicts the letter or spirit of our equality, diversity and

human rights strategy will not be tolerated. Volunteers will be required to abide by the CCG’s equality, diversity and human rights strategy. Volunteer’s will be required to leave the CCG if they refuse to do so or breach the principles of the strategy.

3.4 Recruitment and Selection 3.4.1 Volunteers are recruited in accordance with NHS Employment Check

Standards. All volunteers will be asked to complete a Volunteer Application form – see Appendix 1. All potential volunteers will be required to supply identity documents to confirm their identity.

3.4.2 Reasonable adjustments will be considered for potential volunteers with a

disability. 3.4.3 Volunteers will be required to make an Occupational Health declaration. 3.4.4 Under the Rehabilitation of Offenders Act (1974) Exemption Order, volunteers

are required to declare all previous convictions to the Recruitment Department. This information will be confidential and will not necessary prejudice the volunteer being accepted for voluntary work.

3.4.5 Once all necessary checks have been undertaken successfully the volunteer

will be asked to sign a volunteer agreement before undertaking any voluntary work – see Appendix 2.


4. Duties and Responsibilities

Commissioning Forum

The commissioning forum members have delegated responsibility to the governing body (GB) for setting the strategic context in which organisational process documents are developed, and for establishing a scheme of governance

for the formal review and approval of such documents. Accountable Officer

The accountable officer has overall responsibility for the strategic direction and operational management, including ensuring that CCG process documents comply with all legal, statutory and good practice guidance requirements.

Directors The directors within the CCG will:

Take general responsibility for volunteer placements within their department ensuring that this policy and procedure is adhered to

Decide whether the volunteer requires any clearances to undertake their placement and if so ensure this takes place

Undertake a risk assessment for any volunteer placements identified within their department

Be accountable for the volunteer and ensure that they are supported within the department. This will include clear management and reporting arrangements for the volunteer which are made known to both the volunteer and line manager

Ensure that the volunteer is made aware of Health and Safety policies and procedures of the CCG and that whilst there is no employment relationship with the volunteer, that their health, safety and welfare at work are dealt with in the same way as for employees

Ensure that volunteers receive the appropriate training for their role including the completion of the induction checklist – see Appendix 3


Manager / Volunteer Co-ordinator

It is the responsibility of the Manager to:

Take general responsibility for volunteer placements within their department ensuring that this policy and procedure is adhered to

Decide whether the volunteer requires any clearances to undertake their placement and if so ensure this takes place

Undertake a risk assessment for any volunteer placements identified within their department

Be accountable for the volunteer and ensure that they are supported within the department. This will include clear management, supervision and reporting arrangements for the volunteer which are made known to both the volunteer and line manager

Ensure that the volunteer is made aware of Health and Safety policies and procedures of the CCG and that whilst there is no employment relationship with the volunteer, that their health, safety and welfare at work are dealt with in the same way as for employees

Ensure that volunteers understand what is meant by confidentiality and the governance arrangements which underpin this

Ensure that volunteers receive the appropriate training for their role including the completion of the induction checklist – see Appendix 3

All Staff It is the responsibility of all staff, including temporary and agency staff, to:

Understand the role of the volunteer within their department and recognise the benefits of their involvement

Support the volunteer in their role and explain any areas where the volunteer may be unsure

Introduce the volunteer to patient/clients and other employees in the department

Give general awareness of first aid and other safety procedures within the area

Volunteers It is the responsibility of volunteers to:

Follow the instructions or guidance given to them by the Manager of the department or other Manager to whom they report

Follow the policies and procedures of the CCG, as appropriate, for their role

Ensure that they consider the health, safety and welfare of themselves and others as they undertake their role

Undertake any training deemed necessary to their role by their Manager


5. Implementation 5.1 This policy will be available to all staff for use through the intranet and public

websites for the CCGs. It will also be available from the Head of Corporate Affairs.

5.2 All directors and managers are responsible for ensuring that relevant staff

within their own directorates and departments have read and understood this document and are competent to carry out their duties in accordance with the procedures described.

6. Training Implications 6.1 A well-structured induction programme ensures that the volunteer is fully

informed of the tasks expected. It also prepares him/her for the role and gives an understanding of the care setting.

6.2 All new volunteers will be encouraged to attend the general CCG induction and will be advised of any mandatory training requirements. The service area with whom the volunteer is placed will be responsible for providing a local induction and ensuring all mandatory training is completed. 6.3 All volunteers should have an induction appropriate to their level of

involvement. This should aim to prepare the volunteer for their role, and give them an understanding of its context. A well-structured induction programme ensures that the volunteer is fully informed of the tasks expected and is able to voice any doubts or concerns.

6.4 Volunteers should receive adequate training to carry out their roles and training needs should be discussed at interview and during induction. Any training provided must be intended to help the individual carry out his/her role and could also include informal learning such as coaching from a more experienced volunteer.

7. Documentation

7.1 Other related policy documents. CCG CO14 Risk Management Policy v3 CCG CO15 Safeguarding Children Policy v2 CCG CO16 Safeguarding Vulnerable Adults Policy v2 HR07 Disciplinary Policy HR11 Grievance Policy


HR12 Harassment and Bullying at Work HR13 Induction Policy HR34 Travel and Expenses Policy

7.2 Legislation and statutory requirements Cabinet Office (2006) Safeguarding Vulnerable Groups Act 2006: Protection of Vulnerable Adults List. London. HMSO. Cabinet Office (1998) Human Rights Act 1998. London. HMSO Cabinet Office (1998) National Minimum Wage Act 1998. London. HMSO.

Cabinet Office (1997) Police Act 1997. London. HMSO. Cabinet Office (1978) The Protection of Children Act 1978: Protection of Children Act List. London. HMSO. Cabinet Office (1974) Health and Safety at Work Etc. Act 1974. London. HMSO. Cabinet Office (1974) Rehabilitation of Offenders Act 1974. London. HMSO.

7.3 Best practice recommendations Restall. M, (2005) Volunteers and the Law. London. The Law Society

8. Monitoring, Review and Archiving

8.1 Monitoring The governing body will agree with the Head of Corporate Affairs a method for monitoring the dissemination and implementation of this policy. Monitoring information will be recorded in the policy database.

8.2 Review 8.2.1 The governing body will ensure that this policy document is reviewed in

accordance with the timescale specified at the time of approval. No policy or procedure will remain operational for a period exceeding three years without a review taking place.

8.2.2 Staff who become aware of any change which may affect a policy should advise their line manager as soon as possible. The governing body will then


consider the need to review the policy or procedure outside of the agreed timescale for revision.

8.2.3 For ease of reference for reviewers or approval bodies, changes should be

noted in the ‘document history’ table on the front page of this document. NB: If the review consists of a change to an appendix or procedure document, approval may be given by the sponsor director and a revised document may be issued. Review to the main body of the policy must always follow the original approval process.

8.3 Archiving The governing body will ensure that archived copies of superseded policy documents are retained in accordance with Records Management: NHS Code of Practice 2009.

9 Equality Analysis

Title of Policy: CCG CO22 Policy for Working with Volunteers

Short description of Policy (e.g. aims and objectives):

The purpose of this policy is:

To acknowledge the value of the contribution made by volunteers

To establish clear principles for the involvement of volunteers within the CCG

To clarify the role of volunteers and the relationship between volunteers and staff within the CCG

To confirm the commitment of the CCG in involving volunteers in its work

To establish a framework for recruitment and support of volunteers

Directorate Lead: Head of Corporate Affairs

Is this a new or existing policy?

New

Equality Group Does this policy have a positive, neutral or negative impact on any of the equality groups? Please state which for each group.

Age Neutral

Disability Neutral

Gender Reassignment

Neutral

Marriage And Civil Partnership

Neutral

Pregnancy And Neutral


Maternity

Race Neutral

Religion Or Belief Neutral

Sex Neutral

Sexual Orientation

Neutral

Carers Neutral

Screening Completed By

Job Title and Directorate

Organisation Date completed

Jeffrey Pearson Head of Corporate Affairs

NHS Newcastle Gateshead CCG

30/04/2015

Director’s Name

Director’s Signature Organisation Date


Appendix 1 CONFIDENTIAL NHS Newcastle Gateshead Clinical Commissioning Group Volunteer Application Form

Personal Details

Surname/Family Name

First Names

Title

Date of Birth

Address

Email Address

Contact telephone Number

Why do you wish to volunteer?

Please indicate what type of voluntary work interests you


Health Declaration

NHS Newcastle Gateshead Clinical Commissioning Group has a positive approach to the employment of disabled persons and welcomes applications from people with disabilities. It is our policy to provide assistance to disables persons to ensure that they are given the opportunity to obtain voluntary placements that make best use of their particular skills.

If you have a physical or mental health problem or disability which has lasted or is likely to last for at least a year, you are invited to declare this.

If you have a disability do you require any specific arrangements to enable

you to volunteer? Yes/No

If yes, please supply details: References

Please give details of two people (relatives must not be used) who have agreed to supply a reference on your behalf. For all positions you must provide 2 references, one of these should be your most recent employer, a representative from a voluntary organisation you have worked with, your school or college or a friend.

Referee 1

(please include name, address and email contact details)

Referee 2 (please include name, address and email contact details)


MONITORING INFORMATION

This section of the application form will be detached from your application form. The information collected will only be used for monitoring purposes in an anonymised format and will help the organisation analyse the profile and make up of applicants and appointees to jobs in support of their equal opportunities policies.

NHS organisations recognise and actively promote the benefits of a diverse workforce and are committed to treating all employees with dignity and respect regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. We therefore welcome applications from all sections of the community.

* Date of Birth

* Gender Male Female

I do not wish to disclose this

Equality Act 2010

* I would describe my ethnic origin as:

Asian or Asian British Bangladeshi Indian Pakistani Any other

Asian background

Black or Black British African Caribbean Any other

Black background

Mixed White & Asian White & Black African White & Black Caribbean Any other

mixed background

White British Irish Any other

White background

Other Ethnic Group Chinese Any other ethnic

group I do not wish to

disclose this


Equality Act 2010

* Please select the option which best describes your sexual orientation

Lesbian Gay Bisexual

Heterosexual I do not wish to disclose

this

* Please indicate your religion or belief

Atheism Buddhism Christianity

Islam

Jainism Sikhism Judaism

Hinduism Other I do not wish to

disclose this

Equality Act 2010

The Equality Act 2010 protects disabled people - including those with long term health conditions, learning disabilities and so called "hidden" disabilities such as dyslexia. If you tell us that you have a disability we can make reasonable adjustments to ensure that any selection processes - including the interview - are fair and equitable.

* Do you consider yourself to have a disability? Yes No

I do not wish to disclose this

information Please state the type of impairment which applies to you. People may experience more than one type of impairment, in which case you may indicate more than one. If none of the categories apply, please mark ‘other’.

Physical Impairment Learning Disability/Difficulty Sensory Impairment Long-standing Illness

Mental Health Problem Other


Rehabilitation of Offenders Act 1974

The Rehabilitation of Offenders Act (as amended) helps rehabilitated ex-offenders back into work by allowing them not to declare criminal convictions after the rehabilitation period set by the Court has elapsed and the convictions become ‘spent’. During the rehabilitation period, convictions are referred to as ‘unspent’ convictions and must be declared to employers.

The NHS aims to promote equality of opportunity and is committed to treating all applicants for positions fairly and on merit regardless of race, gender, marital status, religion or belief, disability, sexual orientation and age. The NHS undertakes not to discriminate unfairly against applicants on the basis of a criminal conviction or other information declared. If you are applying for a post involving access to persons in receipt of health services, your offer of employment may be subject to a satisfactory criminal record check. Failure to reveal information relating to any convictions could lead to withdrawal of an offer of employment.

Individuals applying for positions which involve ‘regulated activity’ are required to have an enhanced criminal record check and, where appropriate to the role, this check will also include any information which may be held against the barred lists for working with children and/or adults.

The full definition of ‘regulated activity’ is defined in the Safeguarding Vulnerable Groups Act 2006, as amended by the Protection of Freedoms Act 2012 which came into force on 10 September 2012.

Are you currently bound over, or do you have any unspent convictions issued by a Court or Court Martial in the UK or any other country?

Yes No

If yes, please supply details below;


Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2013

Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2013

The position you are applying for has been identified as being an 'eligible position' under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 [the Exceptions Order] and, in certain circumstances, the Police Act 1997. As such, it meets the eligibility criteria for a standard or an enhanced disclosure to be requested through the Disclosure and Barring Service (DBS).

Both standard and enhanced DBS disclosure certificates contain information about any convictions, cautions (including reprimands and final warnings) which are not 'protected' as defined by the Rehabilitation of Offenders Act 1974 (Exceptions Order) 1975 (as amended). Enhanced disclosures may also include other relevant police information where this is deemed relevant to the position you are applying for.

Please be aware that the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2013 (S.I. 2013/1198) made amendment to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 to provide that certain spent convictions and cautions will become protected when specific conditions are met. Protected convictions and cautions will not be disclosed in a DBS check, and employers cannot ask for information about protected convictions or cautions, or take these into account when considering you for appointment.

Before you complete the question(s) below please read guidance and criteria for the filtering of these convictions and cautions which can be found on the Disclosure and Barring Service website at:

www.gov.uk/government/organisations/disclosure-and-barring-service

Where the position has, in addition, been identified as a regulated activity under the Safeguarding Vulnerable Groups Act (2006) (as amended by the Protection of Freedom's Act 2012) an enhanced DBS disclosure will include information which is held on the Children's and/or Adults barred list(s), as applicable to the position. Please note that you do not need to tell us about convictions, cautions, warnings or reprimands which are deemed 'protected' under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 as amended by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2013 - see notes above. You also are not required to tell us about parking offences.

http://www.gov.uk/government/organisations/disclosure-and-barring-service

19

Are you currently bound over, or do you have any convictions or cautions (including warnings and reprimands) which are not deemed 'protected' under the amendment to the Exceptions Order 1975, issued by a Court or Court-Martial in the United Kingdom or in any other country?

Yes No

Are you currently bound by any barring decision made by the Disclosure Barring Service (DBS) from working with children?

Yes No

Are you currently bound by any barring decision made by the Disclosure Barring Service (DBS) from working with vulnerable adults?

Yes No

20

Appendix 2 VOLUNTEER AGREEMENT NHS Newcastle Gateshead Clinical Commissioning Group values the contribution made by volunteers to the CCG’s aims and services. This document sets out the responsibilities the CCG bears to support volunteers and the expectations it has of volunteers in respect of their individual placements. The purpose of this document is to safeguard the health and safety of volunteers and others who may be affected by their actions, and to ensure that confidentiality is maintained.

This is not a contract and there is no intention to create any employment relationship between the CCG and the volunteer. Volunteers will be covered by the CCG’s employer’s liability insurance and third party liability insurance for the duration of their placement. Volunteers are not covered for personal accident liability.

Please read the following statements and sign the

declaration overleaf.

THE ORGANISATION

The CCG agrees to accept your services as a volunteer and to commit to the

following:

To provide adequate information, training and support

for you to be able to meet the responsibilities of your

volunteer placement

To ensure satisfactory guidance from staff in your placement area

To respect your skills, dignity and individual needs, and where

possible, to respond flexibly to any individual requirements

To consider any comment from you regarding ways in which

you might better accomplish your tasks

To treat you as an equal partner with the CCG’s staff, jointly

responsible for the completion of the CCG’s goals and the

fulfilment of its aims

Meet your out of pocket expenses up to our current maximum

Provide a safe workplace

Apply our equal opportunities policy

21

THE VOLUNTEER

We ask you to commit to the following: Attendance

If you are unable to attend, please inform the relevant person giving as much notice as possible

Do not attend if you are unwell in any way that might affect the

well-being of others e.g. severe cold, diarrhoea / vomiting

Tasks

To comply with all reasonable directions given by members of

staff responsible for you in your placement area

To adhere to the CCG’s policies and procedures with particular

regard to health and safety, equal opportunities and data

protection/confidentiality

Health and Safety

Not to engage in any activity without the authorisation and

direction of the member of staff responsible for you in your

placement area

To undertake the tasks given to you reliably and to the best of your ability

To do nothing that might injure any other person or expose them to risk

To report to the staff any accident or incident caused to you, even where there is no injury

Not to smoke anywhere on the CCG’s premises Data Protection/Confidentiality

We appreciate that to undertake your role as a volunteer you may have access to information that is confidential. We ask that you do not discuss any confidential matters relating to the CCG. We also ask you not to discuss any matter concerning the business of the CCG with anyone outside the organisation.

22

Please remember that the CCG has a legal right to privacy.

I understand that failure to observe confidentiality will be seen as a breach of CCG Policy and could result in litigation.

I offer my services as a volunteer to the CCG and understand that this agreement can be terminated at any time by the CCG, the volunteer or by mutual agreement. Under the Data Protection Act, we are required to ask your permission to store personal data in relation to the management of you placement. Please sign below to give your permission and to indicate that you have understood this requirement. We will not pass on any information about you without your consent.

I agree to comply with the terms set out above. Whilst I will commit to come in on the days and times I have agreed, both the CCG and I recognise that I am not under any obligation to attend if I choose not to do so. Signed:………………………………………………………Date: ……………………… Print Name: ………………………………………………………………………………

23

Appendix 3 Volunteer Induction Checklist

Date Completed Volunteer Signature Manager Signature

Volunteer Agreement Completed – all necessary ID checks undertaken, motor insurance if required etc.

ID Badge

Information Governance training to include data protection and confidentiality

Health and Safety, including fire training

Procedure for expenses claims

Specific training relating to volunteer role with department

Orientation of building and department

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