CDDFT Procedural Document Template.dot policy vn... · Web viewThe level of supervision required will vary in relation to the role and activities the volunteer will be undertaking

POLICY DOCUMENT CONTROL SHEETReference Number POL/VOL0001

Title Volunteer Policy

Version number 5.0

Document Type Policy x Trust Procedure Clinical Guideline

Approval level (Clinical Guidelines)

Local Trust-wideN/A (not a guideline)

Original policy date November 2006

Reviewing Committee Patient Experience Forum

Approving Committee Integrated Quality Assurance Committee

Approval Date 24 January 2017

Next review date December 2019

Originating Directorate & Care Group (where applicable) Nursing and Quality

Document Owner Patient Experience Manager

Lead Director or Associate Director

Noel Scanlon, Director of Nursing

Scope Trust wide

Equality Impact Assessment completed on

Yes

Status Draft

Confidentiality Unrestricted

Keywords Volunteer, supervision, training

Final approval

Chairman orExecutive Sponsor’s Signature

Date Approved 24 January 2017

Name & Job title of Chairman or Executive Sponsor

Noel Scanlon, Director of Nursing

Approving Committee IQAC

Signed master copy held at:Corporate Records Office, Trust Headquarters, Darlington Memorial Hospital

Version5 Pol/Vol0001 1

VERSION CONTROL TABLE

Date Ratified Version Number StatusNovember 2006 1 Approved (no evidence)February 2011 2 Approved (no evidence)June 2013 3 ApprovedJuly 2015 4 ApprovedJanuary 2017 5 draft

TABLE OF REVISIONS

Date Section Revision AuthorFeb 2011 All Full document review as part of

harmonisation of policies with acute and community services.

F Day, PALs Manager F Maher, Community Volunteer Co-ordinator

June 2013 All

Change of Document Owner. To include specific duties of Volunteer Coordinator, Volunteer Supervisor and HR/Learning Development in line with restructure of Volunteer management process. Included reference to supporting documents: Staff Guide and Volunteer Information pack. To include: Equality section (19), Compliance monitoring section (20), Relevant documents (21) and EIA (22), Employment Check Standards (7

J Salkeld, Patient Experience Manager

June 2015 All Full review. Additions to sections: 7 Recruitment and selection, 9 Recruitment checklist, 10 Supervision. Appendix 1 Recruitment checklist, Appendix 2 Recruitment Process flow chart.

J Salkeld

Patient Experience Manager

Jan 2017 All Full review in response to transfer to ESR recruitment process

J Salkeld Patient Experience Manager


Contents

Policy

Document Control Sheet i

Version Control Table...................................................................................................2Table of Revisions.........................................................................................................2Contents.........................................................................................................................31 Introduction ..........................................................................................................52 Purpose.................................................................................................................53 Scope.....................................................................................................................54 Definitions……………………………………………………………………….……..5

5 Duties ……………………………………………………………………….……… 6

6 Main Content of Policy ………………………………………………………………7

6.1 Volunteer Involvement............................................................................................7

6.2 Recruitment and selection……………………………………………………………..7

6.3 Induction…………………………………………………………………………………9 6.4 Recruitment Checklist………………………………………………………………….9 6.5 Supervision………………………………………………………………………………9 6.6 Training………………………………………………………………………………….11 6.7 Insurance………………………………………………………………………………11 6.8 Car parking…………………………………………………………………………….11 6.9 Expenses………………………………………………………………………………11 6.10 Change of circumstances. Leaving Volunteering…………………………………..12

6.11 Recognition……………………………………………………………………………12 6.12 Compliments and complaints………………………………………………………...12 6.13 Code of Conduct………………………………………………………………………13 6.14 Confidentiality………………………………………………………………………….13 6.15 Equality and Fairness……………………………………………………………..….13

7 Monitoring……………………………………………………………………………..13

7.1 Compliance and Effectiveness Monitoring…………………………………………13

7.2 Compliance and Effectiveness Monitoring Table………………………..…………13

8 Glossary of Terms…………………………………………………………………..14

9 Associated Documentation…………………………………….…………………..14

10 Appendices ……………………………………………………………………………15


10.1 Equality Impact Assessment

10.2 Volunteer Recruitment Checklist

10.3. Volunteer Recruitment Procedure

10.4. Volunteer Supervision Template


1. INTRODUCTION County Durham and Darlington NHS Foundation Trust (CDDFT) aspires to the highest standards of corporate behaviour and clinical competence to ensure that safe, fair and equitable procedures are applied to all organisational transactions, including relationships with service users, public, staff, stakeholders and the use of public resources. In order to provide clear and consistent guidance, CDDFT will develop documents to fulfill all statutory, organisational and best practice requirements and support the principles of equal opportunities for all.

This policy is intended to provide a framework to guide all staff and volunteers engaged in volunteer worker activity. It does not constitute either implicitly or explicitly, a binding contract or personnel agreement.

The policy is to ensure that the Trust has the necessary systems in place to recruit, supervise, train and support volunteers appropriately to ensure that CDDFT service users, carers and volunteers benefit from voluntary activity.

This policy is intended for use by all volunteers, allied and health care staff employed by CDDFT who recruit, co-ordinate or/and manage volunteers.

The role of the volunteer is to complement the work of employees not to replace them.

The policy and procedures will ensure that any identified risks associated with voluntary activity can be managed thus safeguarding service users, carers, staff and volunteers.

2. PURPOSE

This policy is designed to ensure that the volunteer service is of a consistently high standard across the Trust and adheres to associated Trust policies. This policy aims to provide clear guidance to the management and support of CDDFT volunteers.

3.SCOPE

This policy applies to all CDDFT staff who accept volunteers to their service within all ward, department or community settings.

4. Definition

Volunteering

Volunteering is an activity that involves spending time unpaid, doing something that aims to benefit the environment, individuals or groups other than (or in addition to) close relatives (Department of Health, 2010).


In the context of this policy the definition of volunteer refers to anyone who without compensation or expectation of compensation beyond reimbursement of reasonable agreed expenses perform a task at the direction of and on behalf of CDDFT.

5. DUTIES

Care Group Volunteer Supervisors (VS)

The Volunteer Supervisor (VS) is a member of the Care Group who has been nominated to recruit and support the volunteer within the respective work environment. The VS will recruit and arrange appropriate training, as well as offer supervision three times per year in line with Volunteer England recommendations. The VS will update volunteer activity via the recruitment team (RT) who will upload details onto the Atlantic / ESR recruitment system. Support and supervision sessions and training records will be sent by the VS to the Training Management System (OLM).

Care Groups will have appointed VS, who will liaise with potential volunteers by meeting with them in order to discuss the role within their respective department / service. All Volunteer roles are defined within the Volunteer Information Pack and Staff Guide to Managing Volunteers. The aim is to support the day to day function of ward / department activity, and enhance the patient, carer and service user experience. The information provided to the potential volunteer by the VS ensures that both staff and volunteers have a clear understanding of the remit of volunteering and the limitations of their involvement.

The VS will commence the recruitment process by completing an informal interview and ensuring all application details are provided to the potential volunteer, in line with the Staff Guidance for Managing Volunteers.

The VS will follow the Recruitment Checklist ( appendix 1) to ensure all aspects of recruitment are completed and cleared prior to accepting a volunteer within the organisation

The VS will liaise with the recruitment team (RT) in order to progress the recruitment process. The VS will refer to the Volunteer Information Pack and the Staff Guide to Managing Volunteers in order to fulfill this process accordingly.

Once appointed, the VS provide on-going support to the Volunteer.

The Staff Guide to Managing Volunteers is available on the Trust intranet site and available to all VS. The Volunteer Information Pack is available to all potential volunteers via the Trust web site. The RT will provide the VS with a volunteer personal file following completion of recruitment checks. The volunteer personal file will be maintained by the VS.

All recruitment documentation will be securely scanned by the VS to the RT and vice versa using the email address provided. No documentation should be posted to and from RT and VS departments.


The Recruitment Team (RT)

The Recruitment Team (RT) will support the VS with the recruitment process in line with the Guidance for Managing Volunteers. The RT will provide the PEM with an ESR Report of volunteer details three times per year for review.

All recruitment documentation will be securely scanned by the VS to the RT and vice versa using the email address provided. No documentation should be posted to and from RT and VS departments.

Patient Experience Manager (PEM)

An overview of volunteer data via the ESR database will be reviewed by the Patient Experience Manager (PEM), to ensure appropriate information is available corporately, and updated contemporaneously. A report of such data will be requested by the PEM from the Recruitment Team three times per year in order to monitor compliance.

The PEM will escalate non-compliance as per audit recommendations, to the Volunteer Steering Group, Patient Experience Forum and if required Integrated Quality Assurance Committee.

6.MAIN CONTENT

6.1 VOLUNTEER INVOLVEMENT

There is a comprehensive volunteer profile list available to all staff, volunteers and potential volunteers. The list covers all aspects of health services across both community and hospital settings. Profiles identify if the role requires DBS, POVA and POCA vetting

For a list of volunteer profiles, please refer to the CDDFT Volunteer Information Pack (VIP) and Staff Guidance to Managing Volunteers (SGMV) which are available on staff net.

6.2 RECRUITMENT AND SELECTION

An informal meeting will take place to provide an opportunity for the Trust to describe its services and also ascertain what competencies, time and activity the volunteer is able to offer against the opportunities available. A record of any discussions and the decision as to whether to accept a volunteer should be recorded and stored confidentially by the VS

All applicants for volunteering opportunities must undertake an informal discussion, health screening and be able to provide two references. A Disclosing and Barring check may also need to be undertaken at the level appropriate to the voluntary activity in line with Trust policy. Reference should be made to the NHS Employment Check Standards for eligibility as below:


Levels of Disclosure and Barring Service (DBS) Checks

Volunteer profiles have been developed ( requirements are identified within the Volunteer Information Pack and Staff Guide to Managing Volunteers) to determine whether it is necessary to undertake a DBS check, and the level of check required.

It is a legal requirement to undertake an enhanced check, including a check on the relevant barred lists (children or adults, dependent on the role) for all regulated activity, which falls into the following categories:

1. Providing health care either by or under the supervision of a health care professional;2. Assisting an adult with eating, drinking, toileting, washing, bathing, dressing, oral care,

care of the skin, hair, nails or teaching someone to do one of these things;3. The provision of social work by a social care worker in connection with any health or

social services;4. Assistance with cash, bills, and/or shopping because of an adults age, illness or

disability;5. Assistance with the conduct of an adult's own affairs, e.g. enduring powers of attorney

or deputies appointed under the Mental Health Act; and6. Transporting an adult to or from their place of residence and a place where they have

received or will receive health care, personal care or social care (excludes taxi drivers).

Important It is a criminal offence for organisations to recruit a volunteer who appears on either of the DBS barred lists in Regulated Activity with the group from which they are barred from working. Likewise, it is a criminal offence for a person to seek work, or work in, activities from which they are barred. If you are unsure whether a particular role is eligible for a check you can contact the DBS direct via email or by telephone 0870 909 0811.

Disclosure & Barring Service (DBS) Checks guidance published by the National Association for the Care and Resettlement of Offenders (NACRO).

(www.nacro.org.uk)

Eligibility for Standard Checks

Employers may carry out standard level criminal record checks to assess a person’s suitability for work listed in the Exceptions Order i.e. where the type of work enables the person to have

‘access to persons in receipt of such services in the course of [their] normal duties’.

The term ‘access’ only relates to where individuals have direct, physical contact with patients as part of their day to day activities; it does not include positions where there is no contact with patients. Please note that positions that purely involve having access to records are not covered under the terms of the Exceptions Order and therefore employers cannot obtain a standard or enhanced criminal record check for these positions.

The results of Disclosure and Barring checks may occasionally include details of criminal convictions. These must be considered against the voluntary activity taking place and should not automatically exclude a volunteer. A decision should be made taking in to consideration the time lapsed from the activity and whether the nature of the criminal activity poses a risk to


http://www.nacro.org.uk/

service users, carer’s or staff. VSs should seek advice from the RT. Updates and guidance pertaining to the Disclosing and Barring Service can be accessed at www.gov.uk/dbs

Applicants must be 16 years of age and over.

Individual personal records will be kept for all volunteers by the Volunteer Supervisor in line with Trust Policy.

The recruitment process is described in detail within the Staff Guide to Managing Volunteers document.

6.3 INDUCTION

When the volunteer has fulfilled the remit of the recruitment process, they are invited to attend a corporate induction day. This is mandatory and must be completed prior to commencing any duties within the Trust. The Volunteer will be provided with an ID Badge following Corporate Induction. This must be worn at all times when on duty at any CDDFT hospital or community site.

Further details are available by referring to the Staff Guide to Managing Volunteers.

Once a volunteer has been accepted for a position within the Trust they should receive an acceptance letter confirming their appointment and clarifying all necessary checks have been completed and approved.

Once the Volunteer commences their duties, the support is provided by the respective VS who will arrange a local induction and ongoing support, in line with Trust Policy. This is in addition to the corporate induction programme. Both induction processes are mandatory.

6.4 COMPLETION OF RECRUITMENT CHECKLIST

The recruitment process includes completion of the Volunteer Recruitment Checklist (VRC) as per appendix 1. All steps must be completed prior to agreeing for the Volunteer to support any activity within CDDFT.

The VRC must be signed by the VS and counter signed by the manager of the VS to ensure assurance processes are in place. The VRC must be available within each Volunteer Personal File and made available for audit purposes.

The Volunteer Checklist is available in appendix 1

The Procedure is available in appendix 2

6.5 SUPERVISION

All volunteers will become an integral part of the team. They have the right to be treated as equal co-workers. As part of this their VS will provide or arrange for on-going support and mentoring.


The level of supervision required will vary in relation to the role and activities the volunteer will be undertaking. Volunteers will be offered a minimum of three supervisory sessions per year for on-going activities. This may take the form of group supervision or one to one contact as appropriate.

Supervision meetings may not be appropriate for all models of volunteer involvement, but for many volunteers it is the best way of ensuring that they get a chance to give and receive feedback. They offer the chance for an open two way conversation about the volunteers work.

Please avoid supervision sessions being seen as an appraisal. Reassure volunteers that it's a chance to talk in a private space, and that it's as much about you listening to the volunteer as you talking to them.

Arrange a private space for the supervision meeting. It's meant to be a chance for the volunteer to speak their mind, which is impossible if they feel they can be heard by others. Some obvious questions to ask are:

What's gone well?What hasn't gone so well?Are there any other tasks within the organisation you would like to do?Do you feel there is any support or training you need?Has annual essential training been completed / arranged?

Encourage volunteers to raise problems or concerns. It’s much easier to deal with a problem at an early stage than let it grow into something which disrupts the work of the volunteer or even the whole volunteering programme.

Give clear feedback. Make sure that you let volunteers know that you are pleased with their work. It is important that neither the volunteer nor the VS gets into the habit of viewing the meeting as a gripe session. Be clear about the objective of the meeting.

Where there are problems about the volunteers work or behaviour don’t be afraid to raise them. Always remember that the problem is the behaviour not the individual, and phrase the issue as a shared problem to identify solutions.

Corrective action may be taken following supervision. Decisions involving corrective action of a volunteer worker will be reviewed for appropriateness in line with Trust policy. Examples of corrective action include additional training, re-assignment of a volunteer worker to a new position, suspension of the volunteer worker, or dismissal from volunteer worker service. Where corrective action is taken, the affected volunteer worker must be informed of the procedure for expressing any concerns or grievances.

(http://www.volunteering.org.uk/component/gpb/supportandsupervision)

A supervision template is available in appendix 3.

Supervision should be reviewed 3 times per calendar year as minimum. All supervision documentation should be scanned to [email protected].


mailto:[email protected]

http://www.volunteering.org.uk/component/gpb/supportandsupervision

6.6 TRAINING

All volunteers must attend a Corporate Induction prior to commencing their duties, and the Trust Essential Training, annually thereafter. Attendance at Essential Training is recorded by P&OD and entered onto the Trust Training Management System, OLM. This will automatically be reported onto the ESR system.

Local training can be accessed specific to the placement and managed by the VS. All details of local training activity must be uploaded onto the OLM system by the VS.

Volunteers can access the Trust Online training system (using their individual position number) and Life Long Learning Directory and VS should encourage uptake of relevant training programmes.

6.7 INSURANCE

Volunteers will be indemnified through the Trust’s insurance, dependent on the volunteer carrying out their activities within the guidance issued to them. All volunteers must have adequate insurance, tax and MOT, if they are using their car for trust business in line with the Driving at Work Policy. With the exception of Volunteer Drivers, volunteers cannot transport patients. Volunteer Drivers must provide evidence of appropriate insurance for transporting patients. This is a requirement within the VRC.

6.8 CAR PARKING

Reimbursement of car parking charges are available whilst carrying out volunteer duties.

6.9 EXPENSES

Volunteers are offered travel expenses in accordance with Trust policy.

Volunteer workers are eligible for reimbursement of reasonable expenses incurred while undertaking business for the Trust. Prior approval must be sought for all business expenditure and receipts obtained for any relevant claims.

All volunteer related expenses will be drawn from the service budget where the volunteer activity is taking place. It is therefore the responsibility of individual service budget holders to ensure that they have sufficient budget to cover Volunteer travel claims. Expenses shall be paid at the current public transport rate. Mileage can be claimed for a maximum of three months retrospectively. Mileage claims will be paid at rates in line with Volunteer England recommendations.


6.10 CHANGE OF CIRCUMSTANCES & LEAVING VOLUNTEERING

VS will ensure ESR 2 documentation is completed if there are any change in circumstances for volunteers within their department. A copy of this document must be retained by VS in volunteer personal file.

VS will ensure ESR 3 documentation is completed when volunteers leave their department. ID Badge must also be returned to the VS and an exit interview completed where appropriate. A copy of this document must be retained by VS in volunteer personal file.

All volunteer personal files must be retained in line with CDDFT retention period guidelines.

It is vital that the above processes are carried out contemporaneously to avoid inaccurate contact with volunteers via volunteer newsletters sent centrally.

6.11 RECOGNITION OF VOLUNTEERS

Informal events are held with the Chairman during the Christmas period in order to show appreciation to all volunteers for the valuable role they play across CDDFT.

6.12 COMPLIMENTS, COMPLAINTS AND DISCIPLINARY ISSUES

Volunteers are advised not to accept gifts. If a gift is offered the volunteer should seek the advice of their VS or other nominated staff member within their service area who will advise on the appropriate action to be taken as per Trust policy.

Volunteer workers are expected to perform their duties on a regular scheduled and timely basis as agreed. If expecting to be absent from the agreed duties and working times the volunteer worker should inform their staff supervisor as far in advance as possible. Continual absenteeism will result in a review of the volunteer’s work assignment or term of service. This will be managed by the VS.

If a complaint is made either formally or informally about the volunteer the nature of the concern should be discussed with the volunteer and VS. The conversation will be documented regardless of the outcome of the complaint investigation in the volunteer personal file.

Should a complaint be made to the volunteer about any aspects of service delivery, the volunteer should immediately inform a member of staff to whom they are working with who will follow up the complaint in line with the Trusts complaints procedure.

Any volunteer who has a grievance should discuss this with the VS, or by contacting the Personnel Department.

Volunteer workers who fail to adhere to Trust policies and procedures or who fail to perform their volunteer worker assignment will be liable to have their assignment terminated.

No volunteer worker services will be terminated until the volunteer worker has had an opportunity to discuss the possible reasons for dismissal with supervisory staff. Staff should seek advice and assistance from the Human Resource department in these cases.


6.13 CODE OF CONDUCT

The volunteer code of conduct is described in detail within the Volunteer Information Pack and managed by the VS. All volunteers are requested to sign an Agreement Form during the recruitment process agreeing to abide by the Code of Conduct outlined in the agreement and NHS Constitution principles. Please refer to the Guidance for Management of Volunteers

6.14 CONFIDENTIALITY

Volunteers are responsible for maintaining confidentiality as per Trust policy. This obligation continues to apply when volunteer work ceases.

6.15 EQUALITY AND FAIRNESS

CDDFT is a diverse organisation enriched by the participation of all individuals and communities.

Every Volunteer can expect to be treated fairly and equally regardless of age, disability, sex, religion or belief, race or nationality, sexual orientation, gender reassignment, pregnancy or maternity, marriage and civil partnership. For those people needing language or signed interpreting these will be made available throughout the process.

7 MONITORING

7.1 Compliance and Effectiveness Monitoring

Compliance with this policy will be monitored as outlined in the table below.

7.2 Compliance and Effectiveness Monitoring Table

Monitoring Criterion Response

Who will perform the monitoring?

VS will monitor recruitment process and supervision, training requirements.

PEM will review ESR/Atlantic system volunteer data 3 x per year via receipt of ESR Report from RT

What are you monitoring? Compliance of Volunteer Policy and Staff Guide to Managing Volunteers

When will the monitoring be performed?

VS will monitor recruitment process via VRC and 3 x per year via supervision sessions, details of which will be uploaded centrally.

How are you going to monitor?

Via one to one and group supervision meetings between Volunteer and VS which will be recorded and stored at ward / service level.

Uploaded by VS/RT onto ESR. PEM will review evidence of ESR 3 x per year via receipt of RT Report


What will happen if any shortfalls are identified?

PEM – reminders to VS’s and escalation via Volunteer Steering Group , Patient Experience Forum and Integrated Quality Assurance Committee

Where will the results of the monitoring be reported?

Patient Experience Forum and Integrated Quality Assurance Committee

How will the resulting action plan be progressed and monitored?

Review of ESR and progress reports to Patient Experience Forum and Integrated Quality Assurance Committee

How will learning take place?

Review of actions, future conduct monitored and reviewed.

In addition to the monitoring outlined in the above table, attendance at Essential Training is recorded by P&OD and entered onto the Trust Training Management System, OLM. Monitoring of non-attendance will be in line with the Training Needs Analysis, Monitoring and Evaluation Policy and carried out by P&OD. Please refer to this policy for detailed information.

8. GLOSSARY OF TERMSStaff Guide to Managing Volunteers – Is referred to within this policy. This document is a step by step guide for volunteer supervisors to ensure recruitment process is followed and supervisory processes are supported. This document is reviewed regularly and shred with all staff on share point.Volunteer Information Pack – Is referred to within this policy. This is a package of information for provided to potential volunteers when they express an interest in volunteering at CDDFT. This contains relevant information in relation to expectations and responsibilities of volunteers and CDDFT staff during the volunteer process.VS– Volunteer SupervisorRT – Recruitment TeamVRC – Volunteer Recruitment Checklist

9. DOCUMENTATION

Related documents.

Training Needs Analysis, Monitoring and Evaluation Policy Supporting Document: Staff Guide to Managing Volunteers. Supporting Document: Volunteer Information Pack. NHS Employment Check Standards: Eligibility for Standards Check Disclosing and Barring Service: www.gov.uk/dbs Driving at Work Policy Volunteer England

Relevant legislation


Health & Safety At Work Act 1974 General duties of Employers and Employees. Requirement that employers assess and manage risks to health and safety.

Human Rights Act 1998 Rights and freedoms protected under the European Convention on Human Rights.

Equality Act 2010 To be treated fairly and equally regardless of age, disability, sex, religion or belief, race or nationality, sexual orientation, gender reassignment, pregnancy or maternity, marriage and civil partnership

Employers will find it useful to be aware of the following Statutory Instruments which came into force on 29 May 2013:

Police Act 1997 (Criminal Record Certificates: Relevant Matters) (Amendment) (England and Wales) Order 2013 which amends the definition of ‘relevant matters’ in the Police Act 1997, being the information which should be disclosed in an standard or enhanced check.

Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2013 which 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 and therefore are not subject to disclosure through a DBS check. Employers must take care not to ask questions which could potentially lead to an applicant disclosing protected convictions or cautions and cannot take any such information into account as part of the recruitment process.

Guidance and criteria on the filtering of these cautions and convictions can be found on the Disclosure and Barring Service website at: www.gov.uk/disclosure-and-barring-service.

10. APPENDICES

10.1 EQUALITY ANALYSIS / IMPACT ASSESSMENT

Full Assessment Form

Division/Department: Patient Experience

Nursing & Service Transformation

Title of policy, procedure, decision,

project, function or service:

Volunteer Policy

Pol/Vol0001


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

Lead person responsible: J Salkeld

Patient Experience Manager

People involved with completing

this:

Patient Experience Manager, Patient Experience Officers, Associate Director of Patient Experience and Safeguarding.

Volunteer Steering Group, Patient Experience Forum

Type of policy, procedure, decision, project, function or service:

Existing x

Step 1 – Scoping your analysis

What is the aim of your policy, procedure, project, decision, function or service and how does it relate to equality?


To ensure all staff are aware of their responsibilities in relation to the recruitment and ongoing support and management of Volunteers across CDDFT

Who is the policy, procedure, project, decision, function or service going to benefit and how?

The policy will benefit all personnel with key responsibility, for the support and management of volunteers and their role within the organisation This ultimately will benefit the patient experience, ensuring that volunteers are carrying out duties in a safe and supportive environment.

What outcomes do you want to achieve?

A clear understanding of the recruitment , management and supportive processes in place for volunteers in order to ensure a positive experience for staff, volunteers and patients..

What barriers are there to achieving these outcomes?

Not adhering to the policy

How will you put your policy, procedure, project, decision, function or service into practice?

Ensure all stakeholders involved are clear about their roles and responsibilities.

Liaison with Volunteer Supervisors to ensure compliance.

Discussion with volunteers to gain an understanding of their experiences.

Does this policy link, align or conflict with any other policy, procedure, project, decision, function or service?

No

Step 2 – Collecting your information


What existing information / data do you have?

Feedback from service leads requesting more responsibility for managing volunteers within their respective areas.

A consistent approach required per Care Group

Who have you consulted with?

Members of:

Volunteer Steering Group

Patient Experience Forum

Recruitment Team

Associate Director and Executive Director for Nursing and Patient Experience

What are the gaps and how do you plan to collect what is missing?

Need more robust central database collection and monitoring process. Need up to date feedback from Care Groups with relevant information to update ESR system to ensure compliance with recruitment process and support for volunteers.

Step 3 – What is the impact?

Using the information from Step 2 explain if there is an impact or potential for impact on staff or people in the community with characteristics protected under the Equality Act 2010?

Ethnicity or Race

Lack of database detail means we have limited awareness of ethnicity or race of volunteers across CDDFT at a corporate level

Sex/Gender

Lack of database detail means we have limited awareness of sex / gender of volunteers


across CDDFT at a corporate level

Age

Lack of database detail means we have limited awareness of the age range of volunteers across CDDFT at a corporate level

Disability

Lack of database detail means we have limited awareness of the age range of volunteers with disabilities across CDDFT at a corporate level

Religion or Belief

Lack of database detail means we have limited awareness of the religion or belief of volunteers across CDDFT at a corporate level

Sexual Orientation

Lack of database detail means we have limited awareness of the sexual orientation of volunteers across CDDFT at a corporate level

Marriage and Civil Partnership

Lack of database detail means we have limited awareness of the marital status of volunteers across CDDFT at a corporate level

Pregnancy and Maternity

Lack of database detail means we have limited awareness of volunteers who may be pregnant across CDDFT at a corporate level

Gender Reassignment

Lack of database detail means we have limited awareness of volunteers who are gender reassigned at a corporate level


Other socially excluded groups or communities e.g. rural community, socially excluded, carers, areas of deprivation, low literacy skills

Details available in large print, Braille and audio when required.

Step 4 – What are the differences?

Are any groups affected in a different way to others as a result of the policy, procedure, project, decision, function or service?

No – Policy is available upon request in large print , Braille, and can be arranged via audio channels upon request.

Does your policy, procedure, project, decision, function or service discriminate against anyone with characteristics protected under the Equality Act? No

Step 5 – Make a decision based on steps 2 - 4

If you are in a position to introduce the policy, procedure, project, decision, function or service? Clearly show how this has been decided.

Policy . Reviewed at Patient Experience Forum

Disseminate to stakeholders following QHcGC approval.

If you are in a position to introduce the policy, procedure, project, decision, function or service, but still have information to collect, changes to make or actions to complete to ensure all people affected have been covered please list:

none known

How are you going to monitor this policy, procedure, project or service, how often and who will be responsible?


As per monitoring compliance section

10.2 Volunteer Recruitment Checklist.

Volunteers Name:

Job Title (as per profile):

Email:

Contact Number:

Volunteer Supervisor:

Department / Site

Contact Number:

Email:

All below sections must be completed prior to a volunteer commencing duties with CDDFT

Date Initials

Section A – to be completed by Volunteer Supervisor

The Volunteer Supervisor has met with the potential Volunteer to discuss expectations of the role.

The Interview Record has been completed and signed and sent to recruitment

The Application Form has been completed, including details of 2 referees and sent to Recruitment.

If Volunteer Driver, please ensure car insurance details are viewed to ensure volunteer is insured to drive Trust patients in volunteers private vehicle. Have insurance details been viewed.

If DBS is required, you have returned the completed DBS cover sheet and copies of ID to Recruitment Team

If DBS is required, you have returned signed Declaration Form

Completed Record of Decision sent to recruitment

Signature of Volunteer Supervisor:

Return above documentation electronically to: [email protected]

Date signed and returned to Recruitment Team:

Section B – to be completed by Recruitment Team

Recruitment Team to confirm with Volunteer Supervisor receipt of Section A information within 5 working days. Please respond electronically following receipt of documents.

Date responded acknowledging receipt of information.

Add Volunteer onto NHS Jobs and upload to ESR

Alert List(s) Checked

Equal Opportunities removed


mailto:[email protected]

Verification of Identity Checks

Tick evidence received & ensure that copies are all signed by a member of the interview panel. Added to personal file, Database and ESR. Please write your initials.Current Passport: ______ (also add to Right to Work checks section)) Driving Licence: _________

Proof of Address: List documents seen (utility bills must be within 3m old)

Document Type:_____________________________ Document Date:___________ Actioned by:_______

Document Type:_____________________________ Document Date:___________ Actioned by:______

OPTION 1 – 2 PHOTOGRAPHIC ID AND 1 PROOF OF ADDRESS

OPTION 2 – 1 PHOTOGRAPHIC ID AND 2 PROOF OF ADDRESS

OPTION 3 – VERIFICATION FORM WITH 2 PASSPORT PHOTOS AND 2 PROOF OF ADDRESS

OPTION 4 – 2 PHOTO DRIVING LICENCE, BIRTH CERTIFICATE AND 2 PROOF OF ADDRESS

Right to Work Checks

Immigration Status UK/EU/Other:

Passport/VISA Expiry Date:

Birth Cert with names of a parent and NI card/Tax letter/P45/P60

References

Referee E/P Date sent & who by

Chased / by who / date

Chased / by who / date

Received Re-Employ?

Initials

1. Y/N

2. Y/N

You are happy with the feedback from referees YES/NO

Disclosure and Barring Checks – ensure all details are entered onto ESR

Date Electronic Email sent to applicant:

Date recruitment complete Electronic I.D. check:

Date E-DBS completed by applicant and submit to E-DBS

Enhanced ☐ Standard ☐

Children’s Barred List Yes/No

Vulnerable Adults Barred List Yes/No

Date Disclosure received electronically:

DBS Disclosure Number:

Add full DBS details to ESR


Staff Health – ensure all details are entered onto ESR and Database

Cohort Email sent to applicant:

Passed Fit Date: Update ESR ☐

If restriction shown, email manager and add email to personal file ☐

Starting Details

Alert List Checked (Date):

Start Date: Induction Date: Database ☐

Added to Induction by (add name):

Signature of Recruitment Team member:

Date signed and returned to Volunteer Supervisor:

Section C – to be completed by Volunteer Supervisor

Have you received the Volunteer Personal File from recruitment?

Have you received completion of section B of this check list from recruitment?

Have you received confirmation of Corporate Induction attendance and receipt of ID badge?

Have you arranged local induction and completed paperwork, returning it to recruitment?

Have you arranged routine quarterly supervision sessions with your Volunteer. ?

You must upload evidence of this onto the ESR system contemporaneously

Signature of Volunteer Supervisor: Date:

Signature of Volunteer Supervisor Manager Date:

Date the completed checklist was sent to Recruitment Team

(Ensure a copy is held in volunteer personal file)

Please send a copy of the completed Checklist to RT and keep on Volunteer Personal File for audit purposes.


10.3 Recruitment Procedure

To ensure all Volunteer Supervisors within the Trust follow the recruitment process for all new volunteers joining the Trust, ensuring appropriate correct checks are carried out at the correct level in a timely manner by the Recruitment Team.

Responsibility Key:

VS– Volunteer Supervisor

RT – Recruitment Team

VRC – Volunteer Recruitment Checklist

Step Responsible Task

1 VS

The VS is to complete section A of the Volunteer Recruitment Checklist (VRC), sign, date and return this with all the completed paperwork and documentation required for the application to the Recruitment Team at Henson Close, South Church Enterprise Park, Bishop Auckland, County Durham, DL14 6WA

2 RT

Upon Receipt of the paperwork from the VS the RT will add the volunteer onto NHS Jobs and upload this onto ESR using the volunteer’s position number.

3 RT

RT will issue the offer letter and complete all relevant recruitment checks outlined in Section B of the VRC.

4 RT

On completion of all recruitment checks the RT will contact VS to confirm they accept the candidates’ references and to agree a start date.

5 RTRT will book the applicant onto the next available Corporate Induction day, where the candidate will receive their ID badge

VS Following on from the volunteer attending the corporate induction the RT will sign section B of the VRC and send all of the completed documents and paperwork back to the VS for


6 final completion of documents in Section C and the checklist in the final section of the VRC.

7

VS

Personal file to remain with VS. Keep copy of completed VRC on file and send copy to RT. Remember to sign and date the completed VRC ensuring VS Manager countersigns the document

Complete Local Induction which includes volunteer signing Volunteer Agreement Form and protection of personal data form ( from section C) in personal file.

8 VS

Update ESR system with dates of supervision / support provided. This should be offered 3 x year. Keep copy of this in volunteer personal file.

Declaration Form is destroyed after 6 months

10.4 Supervision Template


Documents

CDDFT Procedural Document Template.dot policy vn... · Web viewThe level of supervision required will vary in relation to the role and activities the volunteer will be undertaking