Volunteering Policy

Kids Inspire values the key part that volunteering and volunteers play in the success of our organisation. Much of the important work we do could not be delivered without the support and dedication of every one of our volunteers. The information in this booklet is designed to outline Kids Inspire’s position and commitment to volunteering, including who our volunteers are and how we work with them.

1.Our Vision for Volunteering

Volunteers are at the heart of our charity and the work they carry out on our behalf underpins much of what we deliver. We recognise that volunteers are a major resource, making a vital contribution towards helping us achieve our aims and objectives. As such we intend to encourage, develop and support the use of volunteers wherever appropriate and continue to include them as important stakeholders in our work.

2. The Aims and Scope of the Policy

The purpose of this policy is to set out the aims and approach of Kids Inspire to volunteer involvement. It seeks to provide guidance and clarification to paid staff and volunteers, ensuring there is a consistent approach to involving volunteers. This policy relates to all volunteers in all duties and projects undertaken by or on behalf of the charity.

This policy is intended for guidance only and does not constitute a legally binding or contractual agreement.

3. Related Policies/Procedures/Guidelines

Volunteer Application Form
Staff Handbook
Mentor Handbook
Health & Safety Policy
Equality, Diversity and Inclusion Policy
Financial Controls Policy
Touch Policy
Child Safeguarding Policy
Volunteer Problem-Solving Procedure

4. General

4.1 Definition of a Volunteer

A volunteer is anyone who, without compensation, or expectation of compensation beyond reimbursement of expenses incurred during their volunteer duties, performs a task at the direction of and on behalf of Kids Inspire. A volunteer must be officially accepted and enrolled by Kids Inspire prior to performance of the task. Volunteers are not considered employees.

4.2 Responsibilities of a Volunteer for Kids Inspire

It is the responsibility of the volunteers at Kids Inspire to perform their duties to their best abilities and to meet mutually agreed time and duty commitments or to give as much notice as possible when these cannot be met.

4.3 Relatives of members of staff as volunteers

Family members of staff are allowed to volunteer with Kids Inspire but will not be placed under the direct supervision of the members of their family who are employees.

4.4 Service Users and Relatives of Service Users as Volunteers

Service Users and Relatives of service users may not serve as volunteers for the duration of their support with Kids Inspire. Upon the support conclusion, a request to volunteer would need to be agreed and accepted on an individual basis. The potential impact upon the volunteer, their family members and other staff, volunteers and service users would have to be considered in this instance.

4.5 Maintenance of Records and references

A service record will be maintained on each volunteer, including dates of service, positions held and awards received. It is the responsibility of the volunteer and the volunteer manager and volunteer’s steward to ensure that all information about hours are recorded onto the volunteering hours log in SharePoint. Volunteer records will be accorded the same confidentially as staff records.

One important benefit of being a volunteer with Kids Inspire is that the organisation will provide a reference for volunteers who have actively engaged with Kids Inspire continuously over a six-month period.

Kids Inspire is happy to provide a Certificate of Volunteering on request.

4.6 Conflict of Interest

Any person who has a conflict of interest with any activity or programme within Kids Inspire, whether personal, professional, or financial will not normally be accepted as a volunteer. Any volunteer who discovers they have a conflict of interest whilst volunteering with Kids Inspire should inform the Volunteer Manager as soon as possible and appropriate action will be taken.

4.7 Representation of Kids Inspire

Unless it is specifically part of their role, volunteers should speak to the Volunteer Manager before carrying out any action or making any statements which might significantly affect or obligate the charity. These actions may include, but are not limited to, public statements to the press, collaborations or joint initiatives, lobbying efforts with other organisations, or any agreements involving contractual or other financial obligations.

Ambassadors, who are recognised long-term volunteers of the charity, are the exception to this role. They represent KI at official events, but only after they have been briefed by their Steward.

4.8 Confidentiality

Volunteers are required to sign a volunteer agreement that includes a statement regarding confidentially, upon commencement of their volunteering duties with Kids Inspire. It is important that each volunteer understands the full implications of this statement before the document is signed.

Volunteers are responsible for maintaining the confidentiality of all private or privileged information to which they are exposed while serving as a volunteer, whether this information involves a member of staff, volunteer, child, family member, or other person, or involves the overall business of Kids Inspire. A breach of confidentiality will result in a volunteer being asked to stop volunteering with Kids Inspire and corrective action will be taken.

All material, data and information collected during the course of volunteering remains the possession of Kids Inspire and must be returned upon termination of the volunteer agreement.

Subject to the amended Copyright Designs and Patent Designs and Patent Act 1988, all information and materials devised by the volunteer that relates directly or indirectly to Kids Inspire, will remain property of the Charity.

The obligations remain even after volunteering duties have ceased.

4.9 Dress Code

As representatives of Kids Inspire, volunteers like staff, are responsible for presenting a good image to the community. Volunteers will dress appropriately for the conditions and performance of their duties. Kids Inspire will provide a logo t-shirt to identify them as a Kids Inspire volunteer.

4.10 Age Limitations

Kids Inspire are not allowed by Law to recruit as a volunteer a child under the age of 13 years.
Due to the nature of the work of Kids Inspire, volunteers must be at least 16 years old to work with service users e.g for mentoring or lunch club.
There is no upper age limit for volunteering with Kids Inspire. However, Kids Inspire would be irresponsible if it permitted volunteers to continue beyond a point where volunteering is detrimental to the health and safety of themselves, or others, or when their tasks become too onerous. In these circumstances, a volunteer Manager may conduct a risk assessment and explore other opportunities for volunteering with the charity if appropriate.
Individuals are assessed on their ability and suitability for the volunteer role rather than their age.
Fundraising volunteers under 16 are not legally permitted to collect money or engage in street collections. Under 16s are permitted to collect cash as part of bucket collections with an adult as part of a group.

Anti-Discrimination laws and legislation will be applied to volunteers in the same way as to paid staff.

4.11 Health and Safety

The charity must ensure that volunteers are aware of their individual responsibilities to take all reasonable care in their own safety and that of others and to comply with Kids Inspires' Health and Safety policy.

Volunteers will be provided with briefing appropriate to their role and support will be provided. Failure to undertake this training and subsequently failure to adhere to the Health & Safety policy will result in the volunteer being asked to stop volunteering with Kids Inspire and/or other corrective action will be taken.

Volunteers are asked to provide contact details in case of emergency.

The Charity's Health and Safety Policy is available on request from the Operations Manager.

4.12 Equal Opportunities

Kids Inspire welcomes diversity and would like to recruit volunteers from all walks of life. We are committed to treating everyone reasonably and fairly, irrespective of race, marital status or civil partnership, sexual orientation, age, religion or belief, sex, disability, gender- reassignment, or pregnancy/maternity.

4.13 Insurance

Public liability and accident insurance is held by Kids Inspire, but the Charity does not insure the personal possessions of volunteers against loss or damage.

Volunteers driving their own cars must consult with their own car insurance provider to ensure their policy covers their use of their car whilst engaged in volunteering for the Charity. A written copy is available upon request.

4.14 Money Handling

Any volunteer require to handle or count money must have training on procedures and standards. Generally, the same policy exists for volunteers as with paid staff. Where money or cheques are being handled, a minimum of two people should be present.

4.15 Expenses

Refreshments: If your attendance at an event is as a helper and if coffee and teas are not freely available, then the organisation will pay for a reasonable supply of hot/cold beverages for staff and volunteers.

If travel costs are involved in their volunteer activities, reasonable travel costs will be covered by the Charity.

5. Recruitment Process

5.1 Staff requests for Volunteers

It is essential that all volunteering opportunities fit with departmental, and the Charity's needs as described in the Charity’s strategic and/or specific project aims and objectives. The main qualification for becoming a Kids Inspire volunteer is support for the values of Kids Inspire and the volunteer’s suitability to perform a required task on behalf of the charity.

A volunteer role description will be drawn up and agreed for each volunteering activity, with clear information on the named contact staff member who will be the link to the Charity.

5.2 Informal Interviews

All enquiries received will be acknowledged and an informal interview offered.

At the informal interview, whether in person or by phone or virtual platform, the volunteer will be introduced to the charity, given an outline of the aims and mission and an explanation of the important role volunteers undertake. The Interview will assess the suitability of the volunteer for the roles that are available, considering their relevant skills and experience, health and fitness, interests, and motivation.

If the candidate is unsuitable, they will be given constructive feedback by the volunteer Manager.

All volunteers will be expected to complete an application form, based on the agreed expectations of the specific volunteer activity, detailing time commitment and duties.

5.3 Disclosure and Barring Service and References

As a registered charity working with children and vulnerable adults, Kids Inspire will carry out procedures to ensure that anyone undertaking voluntary activities on our behalf has been appropriately checked.

When appropriate, volunteers must provide details of two referees, at least one being a professional reference if possible. Neither reference should be related to the volunteer in any way but must know them well enough to provide a character reference and comment on their suitability to volunteer in their chosen duties.

In addition, certain Kids Inspire roles will require a DBS (Disclosure Barring Service) check and volunteers will not be able to commence until a satisfactory disclosure is received. Volunteers who do not agree to a DBS will not be accepted as a volunteer.

Volunteers working in a regulated activity directly with clients, their families and carers will need to be checked including checks against the Enhanced check and Barred List check.

It is the responsibility of a volunteer to inform the Volunteer Manager, of any criminal conviction received going forward during the period of volunteering.

It is the responsibility of anyone volunteering in a professional capacity e.g., counselling to keep the Volunteer Manager informed of any changes to the status in their ability to practice.

6. Induction and Training

6.1 Training

Volunteers will receive an induction briefing to provide them with the information and skills necessary to perform their volunteer role.

6.2 Information Governance (IG)

Volunteers are expected to undertake the relevant training and mandatory policy reading and to comply with any legislative requirements.

7. Volunteer Management

7.1 General

It is the responsibility of the volunteer steward to manage the volunteers relevant to them and to ensure support, help and guidance is provided. All volunteers will be notified regularly of the member of staff they should contact in the event of a safeguarding concern or disclosure.

7.2 Support and Supervision

Volunteers should have a clearly identified named staff contact who will take responsibility for ensuring they are clear about their assigned tasks, and that they are supported in executing their tasks and in managing their input.

Volunteers may act as supervisors of other volunteers, provided they are under the direct supervision of a paid member of staff.

7.3 Concerns and Problem Solving

Kids Inspire encourages direct and open communication between volunteers and paid employees. Volunteers are stakeholders in the charity and their views are valid and important. Kids Inspire undertakes to treat all volunteers with dignity and respect and a decision to release a volunteer would only be taken after careful consideration of all circumstances. Please see Volunteer Problem Solving Procedure (Appendix 1).

Appropriate procedures are in place in Kids Inspire to ensure that volunteers are treated fairly and not discriminated against.

7.4 Complaints

For any complaints, refer directly to our complaints policy.

7.5 Thanking/Celebrating our volunteers

We recognise the important role that our volunteers undertake throughout their time with Kids Inspire. We want to thank them in a variety of different ways, such as at our Drop-In sessions, regular check in emails, thank you email or post card, regular volunteering newsletters and having a ‘Spotlight’ on our volunteers to highlight and celebrate who they are throughout the organisation. This allows us to ensure that they are all treated consistently, fairly and without any one group being singled out.

For a volunteer who has been long-time supporter, or who has been recognised as going above and beyond we identify external awards for which to nominate them for e.g., Coronation Champion, High Sherriff award or Community Awards.

7.6 Ambassadors

Kids Inspire recognise the need for having people to share the amazing work that Kids Inspire does and to promote this within the communities that they work, socialise and network in, our Ambassadors are asked to contribute in the following ways that may include one or two of following:  

Representing Kids Inspire at different public events during the year e.g. presentation evening, collecting a cheque;
Speaking about Kids Inspire at an event e.g. at a Rotary Meeting, School Assembly;
Attending networking events, this could include meeting with potential investors for Kids Inspire;
Attending drop ins at head office to speak with a range of supporter including trusts and foundations;
Supporting fundraising events throughout the year;
Volunteering for Kids Inspire as a mentor, trustee, driver etc.
Attending a staff meeting once a year to keep up to date with the direction of Kids Inspire;

We invite these people having carefully considered the contribution that they make to the Charity and we ensure that they are prepared to act as an Ambassador before accepting the role.

We review our Ambassador role and commitment on a regular basis with each person.

8. Ad-hoc Volunteers

An ad-hoc volunteer is someone who without any regular commitment gives time, unpaid, doing any fundraising or communications activity that aims to benefit the Charity. They may volunteer once or many times during any particular year, but this will vary from time to time, and they will decide whether to support an activity on an opportunity basis. Ad-hoc volunteers will have no defined regular place of work. Their profile will change as required according to the specific volunteering opportunity.

Ad-hoc volunteers will never have unsupervised access to Kids Inspire or to count/handle cash.

The Volunteer Manager will take responsibility to ensure that ad-hoc volunteers understand and support the values of the Charity and are provided with access to the full range of policies and processes which relate to them and their role in Kids Inspire. Ad-hoc volunteers will receive a verbal and written brief before they undertake their chosen volunteering opportunity. Briefing packs will be tailored to the activity and role the volunteer is fulfilling, but will always include:

An overview of the activity

The name and contact details of their volunteer steward/ event manager
A clear role description
A 'hazards' briefing highlighting any potential health & safety risks within their role
Emergency contact details if they have urgent concerns or queries
Emergency medical arrangements

9. Reviewing our Policy & Procedures

This policy, along with any other volunteering policies and procedures will be reviewed on an annual basis to ensure it is kept up to date and reflects Kids Inspires organisational priorities. Where a need is identified, new policies will be created to provide clarification and clear guidance for both staff and volunteers.

Responsibility for review

Volunteer Manager, Chief Operations Officer, The Fundraising Team Management and the Trustee Board of Kids Inspire review this policy annually.

Date of next review

February 2025

Appendix 1

Volunteer Problem Solving Process

This guidance is for all volunteers of Kids Inspire who are involved in any volunteering opportunities including mentoring, lunch clubs and activities that are ad hoc.

Volunteers make a vital contribution to the work of a charity and Kids Inspire greatly values the time and commitment of these individuals in supporting its mission.

Kids Inspire places great emphasis on supporting every volunteer to succeed with whatever contribution they are making. However, we recognise that situations may occur that mean a volunteer might not be able to meet the required expectations. For example:

struggling with what the role entails (eg: for mentoring – not attending supervision, keeping in contact with Kids Inspire or completing meeting records)
taking on too much and feeling overwhelmed
exhibiting behaviour that becomes difficult for others to manage such as not collaborating, not communicating, or not arriving at the appropriate time
behaving in a manner that is classed as misconduct/gross misconduct that could carry a reputational risk to Kids Inspire
sharing confidential data or information
committing fraud or stealing funds
volunteering under the influence of alcohol or drugs.

Once aware of an issue, Kids Inspire will investigate this by:

Talking to the volunteer to find out the facts. If the problem involved several volunteers, talking to all parties as necessary.

These discussions will:

avoid taking sides
listen to what people have to say
be non-judgmental
stick to facts
avoid blame.
Notes will be taken of these discussions.

This process will be completed by the Volunteer Project Manager with the aim of resolving matters swiftly and to mutual satisfaction. If the Volunteer Project Manager is involved, this will be passed to the Chief Operating Officer.

Following this, Kids Inspire will:

Explain to the volunteer what the problem is and the impact it has had. They may be unaware of the issue and drawing their attention to it could fix things.
Decide with the volunteer what they would like to happen and how you'll try to solve the problem. Involving volunteers in the solution will help make it a success. (see Possible solutions)
Review the outcome and timeline of actions to be taken. Set a review date.
Be clear of what would happen if the same situation occurred again or if there is no improvement.

Possible solutions:

Re-explain the role and expectations. A reminder of the role, its boundaries and what you expect from the volunteer may solve the issue.
Offer more support or training. Sometimes it takes people a little longer to learn new skills. If the volunteer is struggling with their role or part of it, they might need more support.
Change their tasks. If a task is causing an issue, see if someone else could do it or if the volunteer could do it in another way. Other resources could also help.

Offer another role. If the role isn't meeting the volunteer's expectations, see if they can support you in another way. Set a time frame for trying out any new roles, approaches, or behaviour.

If there is no change, or the volunteer’s behaviour is considered to be misconduct/gross misconduct, it may lead to an immediate dismissal of a volunteer.

This decision would be made by the Volunteer Manager, Chief Operating Officer and in discussion with the HR Manager.