Would You Like To Work With Essex Racial Equality Council As A Volunteer?
Please read our Volunteer Policy below (or download as a Word document here: EREC Volunteer Policy.doc)
If you want to speak to us please ring our offices on 01702 333351 or 01268 465068; any member of staff will be happy to speak.
Download and complete the Enquiry Form, and send to us: Volunteer Enquiry Form.doc
EREC Volunteer Policy
Introduction
We recognise the important contribution that volunteers make to the achievement of our goals and delivery of services to the people of Essex.
We also recognise that volunteering can provide important experience and training for the individuals concerned of which may help them to find employment, their academic achievement or their quality of life. Opportunities for paid work, i.e. projects, research etc, may arise and Essex REC will encourage individuals to take advantage of these as and when they arise. We believe that the relationship between our employees and volunteers should be clearly stated and the position of paid staff needs to be protected. Volunteers will not be used as a substitute for paid staff but instead will enhance and support other work which we do. Care will be taken to ensure that no undue demands are placed on our volunteers. The work done by volunteers is valued as is the volunteer. They will be regarded very much as part of the staff team and where possible we hope that they will get involved in as many of our activities as possible including staff meetings and training.
Individuals applying to volunteer will be entitled to do so as long as they meet the basic requirements of our Equal Opportunity Policy and our confidentiality protocol.
We hope that our volunteers enjoy their time with us and they find the experience positive and rewarding.
Induction
Volunteers will be given an induction session when they join Essex REC which will provide them with information on the job and introduce them to the policies and practices of the organisation. It will be an opportunity for them to formally meet staff, other volunteers and members of the Management Committee.
Trial Period
All volunteers will be placed on a probationary period for not more than 12 weeks. There will be regular group supervision from a designated supervisor at least once every 3 weeks and individual supervision once every 6 weeks. The Director will keep them informed of their progress and will deal with any concerns she/he may have. If at the end of the 11th week it is felt that the volunteer is suited as an Essex REC volunteer, she/he will receive a letter of confirmation during the 12th week that the probationary period has been successful; she/he will be asked to sign a Volunteer Agreement.
If at the end of the 11th week it is felt that she/he is unsuitable, the Director will tell them in person in the first instance. She/he will then receive confirmation of this in writing at the end of the 12 week period.
Supervision & Support
Essex REC believes it is important that volunteers are properly supported and supervised in their work. All volunteers will be nominated a supervisor with whom they can have regular access if problems arise or when help and support is needed. There may be opportunities to offer our volunteers training to have them progress in their role and that volunteers will be encouraged to attend staff meetings.
Our Grievance Procedure is not applicable to volunteers who if they do have a grievance, should take the matter up with the Director within 7 days of the incident which has given cause to raise a grievance. All attempts will be made to resolve this matter as quickly and as amicably as possible. If the grievance is one where there is a conflict with staff, or there are challenges to the aims and objectives of Essex REC, a valuation of the nature of the grievance will be made to try to resolve the issue. If no agreement can be reached the volunteer's services will be terminated.
Health & Safety Procedures
The Health & Safety legislation that applies to paid staff also applies to volunteers. We have a duty to ensure as far as possible that no one is exposed to risk. The health and safety of volunteers will not be put at greater risk than is acceptable to paid staff.
Expenses
We believe that as far as possible all volunteers should not be out of pocket as a result of their voluntary work. As with paid staff, any authorised expenses incurred by volunteers will be re-imbursed on receipt of itemised expenditure claims.
The cost of travel to and from work should be by public transport. If public transport is not available or impractical to use, the equivalent cost to public transport (usually 2nd class rail fare) will be reimbursed even if a private car is used.
The amount claimed should be the minimum of either the cost of public transport or the cost of a private car at the rate of 0.35 per mile.
All claims will be made monthly in arrears and all claims should be submitted at the end of each calendar month with the approved claims forms, receipts and documentation for expenditure which should be firmly attached to the claims form.
For mileage claims, mileage record forms should be submitted with details of the journey covered and the reason for the journey.
A subsistence allowance of £3.50 per day will be paid if working more than 7 hours.
Confidentiality
Staff will ensure that volunteers understand the confidentiality of clients at all times. Any information disclosed to them by clients should be treated in the strictest confidence. Clients will be informed that volunteers understand and respect their privacy. Confidentiality must also be maintained regarding all of the EREC's affairs.
Data Protection
Volunteers are required to follow the Data Protection standards. (These can be viewed at either Essex REC office.)
Equal Opportunities
We are firmly committed to the principles of equality of opportunity both in terms of employment and service delivery. Volunteers will be made aware of our equal opportunity policy during their induction session. Our policy requires all staff and volunteers to behave in a non-discriminatory way towards members of the public, other staff and volunteers.
Conflict Of Interest
Although engaged with Essex REC as a volunteer, opportunities occasionally may arise for the volunteer to be engaged in paid work with us. If she/he is a committee member of Essex REC this will conflict with them undertaking paid work. She/he cannot receive payment for work as a committee member. She/he will therefore have to make a decision as to whether they wish to continue as a committee member or not. If she/he wishes to remain as a committee member, opportunities for paid work will not be open to them. If she/he wishes to undertake paid work they will have to resign as a committee member.
Notice
In the event of she/he leaving as volunteer for example to take up paid work, notice of their intention to leave should be put in writing to the Director. It is appreciated that it is not always possible to give advanced notice but where it is possible the minimum of 5 working days should be given. This will help to ensure that we continue to offer a high level of service and allow an opportunity to find a replacement.
Recognition
It is important to recognise and show appreciation to volunteers for the work that they have done and every effort will be made to make volunteers feel valued and appreciated.