2. 2
Contents
3. Welcome
4. About and aims
5. Staff
6. Our commitment to you
7. What we expect from you
8. Safeguarding
10. Health and Safety
11. Social Media Policy
12. Complaints/Problems
14. Other Useful Things
16. Useful Contacts
17. Volunteer Agreement
18. Confidentiality Agreement
3. 3
Welcome
As a Hut volunteer, you've just joined a lovely little group of like-minded
people, helping to make a difference in the lives of people in York with
learning disabilities and/or enduring mental health conditions.
This handbook should contain everything you need to know about
volunteering with us. We want to make sure you have the best experience
possible, so if you have any questions about anything, please just ask.
We're not expecting you to memorise every word of this handbook, but
hopefully it will be useful to refer back to over your time with us.
4. 4
About
The Hut is part of Clarence Gardens Association (CGA), a registered
charity and limited company established in 2011 by 3 senior nurses
working in residential care, to provide purposeful activities and support
for people with learning disabilities and/or enduring mental health
conditions. It was created in response to an increasing need for day
facilities in York and runs its activities predominantly at the Hut.
Our service is open to any individual whose needs we can meet, although
most of our members are adults with learning disabilities and/or enduring
mental health conditions.
Activities we currently provide include arts and crafts, computer sessions,
and photography.
Our aims are:
• To improve the quality of life for our members through purposeful
activity and learning opportunities.
• To keep the opinions of our members at the forefront of decisions
we make.
• To provide opportunities for people to come in for a chat and a
drink; our service is open to anyone, provided that we are in a
position to meet their needs.
5. 5
Staff
There are two main members of staff at The Hut who you will come into
contact with.
Emma
Emma is the manager at The Hut. She works Monday, Tuesday, Thursday,
Friday from 8am-4pm. She can be contacted at:
info.clarencegardens@gmail.com or you can just pop in and see her
during her working hours.
Jonny
Jonny is the activity coordinator. He works Monday-Friday from 9:30am-
4:30pm. You can always chat to him when he's around – he's the best
person to go to if you want to know how you can help day-to-day.
6. 6
Our Commitment to You
Volunteers are incredibly important to The Hut; they keep us running! We
really value all the time and effort that volunteers give us, and we believe
it's important to ensure that you're getting something out of your time
here.
We are committed to ensuring that everyone is treated equally and fairly
regardless of who they are or where they've come from.
The Hut is committed to the following:
Volunteers are part of The Hut. You are important to us and we
treat all volunteers equally and fairly
We recognise the individual skills that each volunteer brings to the
organisation
We want you to feel supported and valued. We will run through an
induction with you when you start, and we want you to feel able to
speak to Emma or Jonny should you have any concerns, ideas, or
just need a general chat.
We will involve you in any relevant decisions and you will be invited
to our member's meetings, volunteer's meetings and AGMs.
We offer training, development and 1:1 support
Your Personal Development
As part of your induction, we'd like to hear from you about what it is you
would like to get out of volunteering at The Hut, and any skills you might
like to develop. We'd also like to know about any additional support you
think would be useful while you are with us.
You will get out of the role as much as you put in which is why we think
it's so important to regularly reflect on what you've been doing with us
and how you've found it.
We'll regularly catch up with you to informally chat about how you've
been doing and how you can continue to get the most out of your time
here.
7. 7
What We Expect From You
If you can't make a volunteering session, or if you will be late,
please let us know. This just means that we don't worry about you!
Please tell us if you need any support that you're not getting. We
want you to make the most of volunteering with us and sometimes
that means having some extra support in place which is absolutely
okay! But, if you don't tell us what you need, we can't provide it.
Please dress appropriately – you will be working with people from
many different backgrounds at a range of ages.
Don't drink alcohol or take non-prescribed drugs whilst
volunteering.
If you smoke, please do so only in the designated area
Be considerate of others and of the environment
If you become concerned about a member (or other volunteer),
please pass it on to a member of staff
Treat everyone equally. Do not discriminate against anyone either
in person or online.
If you are struggling to do the hours you've signed up to or are
struggling to fulfil your role while here, please tell a member of
staff.
If things are getting on top of you, tell us! Volunteering with us
should be fun, not a chore. It's really important to us that you don't
get too tired or overwhelmed.
If you think that someone has been inappropriate in any way,
please tell a member of staff.
Bring up any problems or issues as and when they arise so that we
can deal with them quickly and prevent them escalating.
If you need any help/advice – just ask! We're not scary and we
want to help!
8. 8
Safeguarding
At The Hut, we work alongside vulnerable adults. It's important to have a
safeguarding policy in place so that everyone can work to prevent abuse
and know what to do in the event of abuse. The policy applies to all staff,
trustees, volunteers, agency staff, students and anyone working on behalf
of The Hut.
The Designated Named Person for Safeguarding Adults at The Hut is
Emma Harris, the manager. It's important that you report any worries
about a member experiencing abuse to Emma as soon as possible. If
Emma is unavailable then please report your worries to Jonny (activities
coordinator) or Ryan (trustee). They will follow up any concerns in an
appropriate manner.
Recognising Abuse
Abuse may be carried out deliberately or unknowingly; it may be a single
act or repeated acts. Abuse includes:
Physical abuse: including hitting, slapping, punching, burning,
misuse of medication, inappropriate restraint
Sexual abuse: including rape, indecent assault, inappropriate
touching, exposure to pornographic material
Psychological or emotional abuse: including belittling, name calling,
threats of harm, intimidation, isolation
Financial or material abuse: including stealing, selling assets, fraud,
misuse or misappropriation of property, possessions or benefits
Neglect and acts of omission: including withholding the necessities
of life such as medication, food or warmth, ignoring medical or
physical care needs
Discriminatory abuse: including racist, sexist, that based on a
person’s disability and other forms of harassment, slurs or similar
treatment
Institutional or organisational: including regimented routines and
cultures, unsafe practices, lack of person-centred care or treatment
Disclosures
We realise that hearing an allegation is never easy. If you do receive an
allegation then please:
Reassure the person concerned
Listen to what they are saying
Record what you have been told/witnessed as soon as possible
Remain calm and do not show shock or disbelief
Tell them that the information will be treated seriously
Don’t start to investigate or ask detailed or probing questions
Don’t promise to keep it a secret
9. 9
If you witness abuse or abuse has just taken place you should:
Call an ambulance if required
Call the police if a crime has been committed
Preserve evidence
Keep yourself, staff, volunteers and service users safe
Inform Emma (or Jonny or Ryan if Emma is unavailable)
Record what happened
All situations of abuse or alleged abuse will be discussed with Emma. If
you feel unable to raise this concern with Emma, Jonny or Ryan, please
raise it with the safeguarding team at York City Council. The alleged
victim will be told that this will happen.
If it is appropriate and there is consent from the individual, or there is a
good reason to override consent, such as risk to others, a referral will be
made to appropriate people. If the individual experiencing abuse does not
have capacity to consent a referral will be made without that person’s
consent, if it is in their best interests.
Emma may take advice from the safeguarding team at York City Council.
Allegations against staff or volunteers
The Hut will ensure that any allegations made against volunteers or
members of staff are dealt with swiftly.
If it is thought that a member of staff or volunteer has committed a
criminal offence the police will be informed. If a crime has been witnessed
the police should be contacted immediately.
A risk assessment must be undertaken immediately to assess the level of
risk to all service users posed by the alleged perpetrator. This will include
whether it is safe for them to continue in their role or any other role
within the service whilst the investigation takes place.
Emma will liaise with the safeguarding team to discuss the best course of
action.
Recording Allegations
All allegations/concerns should be recorded. The information should be
factual and not based on opinions, record what the person tells you, what
you have seen and witnesses if appropriate. This information will be kept
secure.
10. 10
Health and Safety
Our organisation is committed to the health and safety of our volunteers.
We carry out risk assessments, which we act upon to lower risk.
This includes a risk assessment of:
The premises on which we operate
Our activities
The roles carried out by our volunteers
We will provide you with any information, training or equipment you need
to remain safe whilst carrying out your volunteering tasks.
You are expected to remember your duty of care towards the people
around you, and not act in a way that might endanger those around you.
11. 11
Social Media Policy
The Hut social media channels can be found at:
Facebook – facebook.com/hutyork
Twitter - @thehutyork
Instagram - @thehutyork
Website – www.thehutyork.co.uk
Please feel free to follow/like us, retweet/reblog/share anything and invite
all your friends to do the same!
We would love it if you take photos or share things that happen in the
sessions you volunteer in (with member's permission).
If you have anything that you would like to share via social media or if
you would like anything putting on the website, please email it to
digital.clarencegardens@gmail.com.
Please be mindful when using social media and remember the
confidentiality policy. Make sure you always have permission from people
before posting anything that shows that they have been at The Hut, or
details anything about what they've been doing here.
12. 12
Complaints/Problems
We aim to create an environment where volunteers feel valued. We
recognise that there may be occasions when volunteers have concerns or
grievances. The procedure provides an open and fair way for volunteers
to raise any problems and aims to enable grievances to be resolved
quickly before they become major problems.
Informal Discussions
In the first instance, you should discuss any problems informally, as soon
as possible, with Emma. If the grievance involves Emma, you should
discuss it with Ryan or Penny, the trustees co-chairs. They can be
contacted at pg@amitola-communities.co.uk (Penny) or rb@amitola-
communities.co.uk (Ryan). We hope the majority of concerns will be
resolved at this stage.
Formal Procedure
Stage 1: If you feel that the matter has not been resolved through
informal discussions, you should put the complaint in writing to Emma. If
the complaint involves Emma the complaint should be put in writing to
Ryan or Penny.
A meeting will be held between you and Emma (or other appropriate
person) to respond to the complaint(s) raised. The meeting is an
opportunity for you to explain your complaints and share how you would
like them to be addressed. You have a right to be accompanied to the
meeting.
Within 5 working days of the meeting, Emma (or other appropriate
person) will provide a written response outlining how the complaint(s) will
be responded to. If the complaint is against another member of staff or
volunteer or requires further investigation, the 5 working days limit
above, may need to be extended. The response will follow this meeting
and include a reference to the right of appeal.
Stage 2: If you feel the issue has still not been resolved satisfactorily,
you must raise the matter, in writing, with Ryan or Penny who will advise
the board of trustees. They will invite you to a meeting where they can
discuss the matter and establish how best to resolve the situation. You
have a right to be accompanied to the meeting.
Within 5 working days of the meeting, Ryan or Penny will provide a
written response outlining how the complaint(s) will be responded to. If
the complaint is against another member of staff or volunteer or requires
further investigation, the 5 working days limit above, may need to be
extended. The response will follow this meeting and include a reference
to the right of appeal.
13. 13
Right of Appeal
If you wish to appeal against any grievance decision, you must appeal, in
writing within five working days of hearing the decision. There will then
be an appeals sub-committee who hear the appeal and those involved will
be invited to a meeting with the appeals sub-committee. You have the
right to be accompanied to the appeal meeting.
The appeals sub-committee’s decision will be final.
14. 14
Other Important Things
Confidentiality
Whilst working as a volunteer at The Hut you may be required to collect
personal information or to have access to personal information. This
information must be kept confidential at all times, including after you
have left The Hut. It is the responsibility of all volunteers to maintain the
confidentiality and privacy of all members, volunteers, staff, and
organisational information to which they have access.
Data Protection
Confidentiality is an essential part of the relationship between our
members, volunteers and staff at The Hut. We consider the obligations
set out in the Data Protection Act and their implications for healthcare
settings.
Without the security to speak freely and the knowledge that personal
details are respected and protected, our members may not disclose
important information. Without such information, a full and accurate
understanding of our members or reasons for seeking help may not be
obtained. A risk of harm to the wider community may also materialise.
Information sharing is, therefore, at the heart of being able to provide
proper advice and treatment, to both the individual and society as a
whole.
Disclosures
Occasionally you may get a disclosure from a member or other volunteer.
In the case of a disclosure, please follow the same steps as you would
take in the event of a safeguarding disclosure (see page x). Never
promise to keep a secret, always listen respectfully to people, and always
pass any concerns onto Emma or Jonny.
Equal Opportunities
The Hut is committed to equality of opportunity that is intended to be an
integral part of all our activities. It endorses the principles of the York
Fairness and Equality Commission, in aiming for the centre to be an
inclusive resource for the communities of York.
We aim to create an environment free from discrimination, harassment,
intimidation, coercion or bullying, in which people treat each other with
mutual respect, regardless of age, disability, social background,
marriage/civil partnership, same-sex relationship/marriage,
pregnancy/maternity/paternity, religion or belief, gender, gender
reassignment, sexual orientation, and unrelated criminal convictions.
We also aim to encourage and create an environment where diversity is
celebrated, applying across multi-cultural and multi-faith communities.
15. 15
First Aid
Emma is The Hut's named first aider. If an incident requires basic first
aid, please ask her to administer it. If Emma is unavailable or an incident
requires anything more than basic first aid, please ring 999.
Photography
Please be mindful when taking photos that some people don't like their
photo taken. Always ask permission before publishing photos of people
online
Smoking
We operate a no-smoking policy within The Hut building. If you wish to
smoke, please do so in the designated area, away from the front of the
building.
16. 16
Useful Contacts
The Hut email
info.clarencegardens@gmail.com
Ryan Buglass – chair of trustees
rb@amitola-communities.co.uk
Safeguarding
Phone: 01904 555111
York Police
Phone: 101
(ask for Local Area Police Station or Public Protection Unit)
Emma will give you further contact information on completion of
induction.
17. 17
Volunteer Agreement
Volunteers are an important and valued part of The Hut, Clarence
Gardens Association Ltd. We hope that you enjoy volunteering with us
and feel a full part of our team.
This agreement tells you what you can expect from us, and what we hope
from you. We aim to be flexible, so please let us know if you would like to
make any changes and we will do our best to accommodate them.
We, The Hut, Clarence Gardens Association Ltd will do our best:
To introduce you to how the organisation works, an induction
explaining your role and providing you with a mentor. On your
induction, you will be given a Volunteer Passport to complete with
your mentor.
To provide regular 1-1 meetings with your mentor who will support
you through your time with us.
To respect your skills, dignity and individual wishes and to do our
best to meet them.
To consult with you and keep you informed of possible changes.
To insure you against injury you suffer or cause due to negligence.*
To provide a safe workplace.*
To apply our equal opportunities policy.
I, _______________________________________, agree to do my best:
To work reliably to the best of my ability and to give as much
warning as possible whenever I cannot work when expected.
To follow The Hut’s rules and procedures, including Health and
Safety, Equal Opportunities and Confidentiality.
Signed:_______________________________________ Date:_________
*More details on these issues are provided in the volunteer Policy
and Handbook.
Note: this agreement is in honour only and is not intended to be a
legally binding contract of employment.
18. 18
Confidentiality Agreement
Whilst working as a volunteer at The Hut you may be required to collect
personal information, or to have access to personal information on
members, other volunteers and/or staff and their families. This
information must be kept confidential at all times, including after you
have left The Hut. It is the responsibility of all volunteers to maintain the
confidentiality and privacy of all members, volunteers and staff, and
organisational information to which they have access.
This includes ensuring the security of documents, files, computer data,
photographs, technical data and other information which is the property
of The Hut. If you have any questions regarding confidential information
please ask your mentor or the any other volunteer and refer to your
volunteer handbook.
I, ___________________________________________ agree that I will
maintain at all times the confidentiality of all privileged information to
which I am exposed whilst working as a volunteer and after I leave as a
volunteer, whether this information involves a members, volunteer s
and/or staff.
I agree that if I am uncertain about the appropriate use of confidential
information, I will discuss it with my mentor.
Volunteer’s signature:
________________________________________________________
Date:________________________________
Mentors signature :
________________________________________________________
Date:________________________________
