Wraysbury & Horton Resilience Volunteer Policy

Date adopted: 1st April 2025

Review date: 31st March 2026

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1. Policy Statement

Volunteers are at the heart of Wraysbury & Horton Resilience (WHR). This policy sets out our commitment to supporting, developing, and involving volunteers in a meaningful, safe, and rewarding way. We aim to create a positive environment where volunteers feel valued and empowered.

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2. Definition of a Volunteer

A volunteer is someone who commits their time and energy freely, for the benefit of the community, without financial gain. This includes individuals supporting WHR’s emergency response efforts, community engagement activities, and planning meetings.

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3. Recruitment

We are committed to equal opportunities in recruiting volunteers and welcome individuals from all backgrounds. Recruitment may include:

– Completion of a simple volunteer registration form

– Informal meeting to discuss interests, availability, and suitability

– References for roles of responsibility or direct engagement with vulnerable people

– Enhanced DBS check if required for the role

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4. Induction and Training

All new volunteers will receive:

– An induction to the organisation and its purpose

– A copy of key policies including safeguarding, health & safety, and this volunteer policy

– Training relevant to their role (e.g. flood response, first aid, communication protocols)

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5. Volunteer Roles and Responsibilities

Each volunteer will be given a role outline. Responsibilities may include:

– Participating in preparedness or response activities

– Reporting concerns or incidents appropriately

– Respecting confidentiality and data protection

– Complying with WHR’s values, policies, and code of conduct

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6. Supervision and Support

WHR aims to:

– Provide clear lines of communication

– Hold regular check-ins or group meetings

– Assign a named point of contact for each volunteer

– Offer feedback and recognition for contributions

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7. Health and Safety

Volunteers are expected to:

– Follow health and safety guidance

– Report risks or incidents

– Use equipment provided safely and responsibly

WHR will:

– Undertake risk assessments for volunteer activities

– Provide appropriate personal protective equipment (PPE) where required

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8. Expenses

Volunteers will not be unduly out of pocket for their involvement. WHR will reimburse reasonable, pre-agreed expenses such as:

– Travel

– Refreshments during duties

– PPE or training materials if not provided

Receipts must be submitted in accordance with the group’s finance procedures.

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9. Problem Solving and Concerns

We aim to deal with concerns informally and fairly. If a problem arises:

– Volunteers are encouraged to raise concerns with their named contact

– WHR may hold a meeting to clarify expectations and agree a plan

– Persistent or serious breaches may result in ending the volunteering relationship

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10. Confidentiality and Data Protection

Volunteers must:

– Respect confidentiality regarding personal and sensitive information

– Comply with the WHR Data Protection Policy

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11. Recognition

We are committed to thanking and recognising the contributions of our volunteers through:

– Informal thank-yous

– Certificates or awards (where appropriate)

– Public acknowledgements (with consent)

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12. Review

This policy will be reviewed annually or sooner if changes in legislation or good practice occur.