Volunteers Policy
Why Include Volunteers?
Hastings International Piano recognises that volunteers play a vital role within our organisation and that their contribution enables us to deliver our services. We want to ensure that there are good working relationships between paid staff and volunteers, and that volunteers are well supported.
We need people from all walks of life and all communities, who can bring their different skills and experiences to our work.
Volunteers bring a different perspective to the organisation, often reflecting the views of the local community.
Volunteers can also help to extend the services we are able to offer.
Who is a volunteer?
A volunteer is any individual who undertakes unpaid activities on behalf of our organisation of their own free choice.
Volunteers may be involved in short or long-term activities or as a one off. Typical activities may include:
Acting as stewards during the Competition/Festival/Concerts
Acting as drivers during the competition
Managing aspects of our services and projects such as host families, other volunteers, piano schedules, Patrons scheme.
Involvement in direct delivery of our services and projects
Being part of our board of trustees
Roles and Responsibilities
Each volunteer will be supported and supervised by a designated member of staff within the organisation. The designated staff member will provide guidance, support and supervision to the volunteer to ensure that the volunteering experience is a positive and rewarding one.
The volunteer role is based on trust and mutual understanding. There is no contractual obligation for the volunteer to attend or to undertake particular tasks. However, there is a presumption of mutual support and reliability and a reciprocal set of expectations:
Volunteers can expect:
To have clear information about what is and is not expected of them
To receive adequate support and training
To be insured and to volunteer in a safe environment
To be treated with respect and in a non-discriminatory manner
To receive reimbursement for reasonable expenses
To have opportunities for personal development
To be recognised and appreciated
To be able to say ‘no’ to anything which they consider to be unrealistic or unreasonable
To know what to do if something goes wrong
The organisation expects volunteers:
To be reliable, open and honest
To uphold the organisation’s values and comply with organisational policies
To make the most of opportunities given, e.g. for training
To contribute positively to the aims of the organisation and avoid bringing the organisation into disrepute
To carry out tasks within agreed guidelines
To adhere to Hastings International Piano’s privacy policy at all times
Recruitment
Recruitment will usually involve an informal application and informal discussion. Some roles may require further checks such as DBS checks which will be undertaken in accordance with the latest guidance
Equal opportunities principles will be adhered to when recruiting volunteers and an additional form will be used to record monitoring information for our Equal Opportunities Policy.
Where it is reasonable to do so we will be flexible with the tasks within role descriptions – e.g. where some tasks may be difficult for a person with anxiety, or to better fit the motivations of the individual.
Volunteer opportunities will be advertised on our website and via social media. All enquiries will be responded to within 7 days.
The Volunteer Coordinator will oversee the recruitment, with the support of the General Manager. The General Manager will also advise on the use of DBS disclosures and other safeguarding measures where relevant to individual roles.
Induction and Training
Volunteers will receive a training day before each competition/festival which will include:
An introduction to other volunteers and staff members
A tour of appropriate venues with particular attention to the location of exits and the assembly point
A copy of the Volunteer Handbook containing copies of policies in respect of Health and Safety, Privacy and Safeguarding
Expenses Form and verbal instruction as to its completion
Health and Safety procedures including verbal instruction regarding the Fire Evacuation Procedure
Housekeeping e.g. use of catering equipment, location of toilets
In general, training will be provided by the volunteer coordinator and the General Manager in an ‘on the job’ basis, but some roles may require formal training – e.g. in safeguarding issues. The General Manager will help advise on what training might be needed.
Support and Supervision
Each volunteer will have a named supervisor. The supervisor is responsible for training and supervising the volunteer, as well as giving feedback and answering queries. They will also plan work for the volunteer.
Recognition
Volunteers will be given the opportunity to share their views and opinions of their experiences of volunteering with us. We will also recognise their contribution through social media, newsletters and by saying thank you.
Confidentiality
All volunteers are bound by the same requirements for confidentiality as staff, as laid down in the Hastings International Piano Privacy Policy or by verbal instruction from their supervisor. Volunteers who will have access to confidential information will be asked to sign a confidentiality agreement. Breach of confidentiality is taken very seriously and may result in us asking the volunteer to leave.
We are bound by the Data Protection Act to ensure that we treat volunteer information with respect. Only staff who need to see information for purposes related to volunteer involvement will be able to access it. We will not pass information on without permission. Please view the Privacy Policy for full details.
Expenses
It is the policy of Hastings International Piano to reimburse relevant volunteers expenses against the production of receipts.
Reasonable expenses may include postage, stationary costs and parking.
Problem-solving Procedure
Hastings International Piano acknowledges that sometimes problems do arise. In the first instance, any volunteer with a complaint or concern should bring it up with their supervisor. If the issue cannot be resolved by informal discussion, then it can be taken up formally through the problem-solving procedure. Volunteers will be made aware of the policy during the induction period.
Health and Safety
Hastings International Piano appreciates that all staff and volunteers have the right to work and volunteer in a safe environment. Therefore, all staff and volunteers must carry out their duties in line with Hastings International Piano’s Health and Safety Policy whilst engaged in their work/volunteering activity.
Volunteers are covered by Hastings International Piano’s Public Liability Insurance but if they wish to use their car to carry out any aspect of their volunteering role, the onus is on the volunteer to notify their insurance company to ensure that they are covered on their vehicle insurance. We can support volunteers by providing a template letter or list of insurance companies who generally cover volunteer driving.
Volunteer Feedback
At times Volunteers will be asked to complete a survey to provide feedback on their volunteer experience. They will also be given the opportunity to discuss their responses more fully if they wish to do so. Responses should be anonymised and kept confidentially, although key information should be used to inform Hastings International Piano’s volunteering offer and ensure continuing good practice.
Diversity
All volunteers will be expected to have an understanding and commitment to equal opportunities and diversity and should therefore ensure that they have read Hastings International Piano’s Equal Opportunities Policy. Volunteers are expected to comply with this policy at all times. Volunteers may also request training in respect of diversity issues if they feel that would assist them in their volunteering role.
Hastings International Piano is very sensitive to different cultures, lifestyles, backgrounds and languages and strives to ensure equality of opportunity to ensure that individuals are given equal access to information, services etc and requires all staff and volunteers to follow these principles. We will strive to provide extra support and make reasonable adjustments, if needed, for volunteers with additional needs including disability, language or mental health.
We are committed to reviewing our policy and good practice annually.
This policy was last reviewed on: ………1st July 2024 (date)
By: ………Ian Brignall – General Manager
Hastings International Piano is a registered charity (Registered Charity Number 1192703)
Our registered address is The Festival Office, White Rock Theatre, Hastings, TN34 1JX.
