Volunteer Policy

Volunteer Policy

Personality Disorder CIC
Effective Date: 2025
Review Cycle: Annually

1. Introduction and Purpose

Personality Disorder CIC (“the organisation”, “we”, “us”, or “our”) recognises and values the vital contribution volunteers make to achieving our mission of supporting individuals affected by personality disorders and their families.

This Volunteer Policy sets out the principles and standards that govern volunteer involvement within our organisation. It aims to:

  • Define the scope and nature of volunteering roles
  • Ensure fair and consistent treatment of volunteers
  • Promote a safe, inclusive, and supportive environment
  • Clarify responsibilities of both the organisation and volunteers
  • Ensure compliance with relevant legislation, including safeguarding and equality laws

This policy applies to all volunteers engaged with Personality Disorder CIC, including those working directly with service users, supporting events, administration, digital projects, or governance.

2. Recruitment and Selection of Volunteers

Personality Disorder CIC is committed to a fair, transparent, and inclusive recruitment process for all volunteers. Our aim is to attract individuals whose skills, experience, and values align with our mission and who demonstrate a commitment to supporting people affected by personality disorders.

2.1 Equal Opportunities

We operate an equal opportunities policy and welcome volunteers from all backgrounds, irrespective of age, gender, ethnicity, disability, sexual orientation, religion, or socioeconomic status. Recruitment decisions are based solely on merit and suitability for the role.

2.2 Role Descriptions

Clear, written role descriptions are developed for all volunteering roles. These include the purpose of the role, key responsibilities, required skills or qualifications, time commitment, and reporting lines.

2.3 Application Process

Prospective volunteers are invited to complete an application form detailing their relevant experience, skills, and motivation. We may also conduct informal interviews or discussions to assess fit and clarify expectations.

2.4 References and Background Checks

For roles involving contact with vulnerable individuals, safeguarding checks including Disclosure and Barring Service (DBS) disclosures will be required in accordance with legal and regulatory obligations.

2.5 Induction and Training

All volunteers receive an induction to the organisation, including key policies (safeguarding, confidentiality, health and safety), role-specific training, and ongoing support.

3. Volunteer Responsibilities and Code of Conduct

Volunteers play a crucial role in supporting Personality Disorder CIC’s mission and values. To maintain a safe, respectful, and effective environment, all volunteers are expected to uphold the following responsibilities and standards of conduct:

3.1 Commitment and Reliability

  • Undertake agreed tasks conscientiously and to the best of their ability
  • Inform their supervisor promptly of any changes affecting availability or ability to volunteer
  • Respect agreed time commitments and give reasonable notice if unable to attend

3.2 Professionalism and Respect

  • Treat all service users, staff, fellow volunteers, and partners with dignity, respect, and courtesy
  • Maintain confidentiality regarding personal or sensitive information encountered during volunteering
  • Avoid any behaviour that could be perceived as discriminatory, harassing, or abusive
  • Adhere to Personality Disorder CIC’s policies, including safeguarding, equality, and data protection

3.3 Health and Safety

  • Follow all health and safety instructions and report any hazards or incidents immediately
  • Use equipment or technology responsibly and only as authorised
  • Ensure their own well-being by taking breaks and seeking support as needed

3.4 Boundaries and Ethics

  • Recognise the limits of their role and avoid providing clinical or therapeutic advice
  • Refer any concerns about service users’ welfare or safeguarding to designated staff promptly
  • Declare any conflicts of interest or personal relationships that may affect their volunteering

4. Organisation’s Responsibilities to Volunteers

Personality Disorder CIC is committed to supporting volunteers by providing a safe, respectful, and rewarding environment. Our responsibilities include:

4.1 Clear Communication and Support

  • Providing comprehensive role descriptions and expectations
  • Offering an appropriate induction and ongoing training
  • Assigning a named supervisor or volunteer coordinator as a point of contact
  • Keeping volunteers informed about organisational news, changes, and opportunities

4.2 Health, Safety, and Well-being

  • Ensuring a safe working environment that complies with health and safety legislation
  • Providing appropriate equipment and resources for volunteer roles
  • Monitoring and managing risks associated with volunteering activities
  • Promoting mental and physical well-being and offering support when needed

4.3 Respect and Inclusion

  • Treating all volunteers fairly, without discrimination or bias
  • Valuing diversity and fostering an inclusive culture
  • Listening to volunteers’ feedback and involving them in decision-making where appropriate

4.4 Recognition and Development

  • Acknowledging volunteers’ contributions through formal and informal recognition
  • Offering opportunities for skill development, learning, and progression
  • Providing references or testimonials upon request and subject to satisfactory performance

5. Confidentiality and Data Protection

Personality Disorder CIC recognises the importance of confidentiality and the responsible handling of personal data. Volunteers are entrusted with access to sensitive information and must uphold strict standards to protect the privacy of individuals and the organisation.

5.1 Confidentiality Obligations

  • Volunteers must maintain the confidentiality of all personal, sensitive, and organisational information encountered during their role
  • Confidential information must not be disclosed to unauthorised persons or used for personal gain
  • Discussions about service users or internal matters should only occur with authorised staff and within appropriate settings
  • Any breaches or concerns regarding confidentiality must be reported immediately to a supervisor

5.2 Data Protection Compliance

  • Volunteers must comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018
  • Personal data must be collected, stored, used, and disposed of in accordance with organisational policies
  • Volunteers should only access personal data necessary to perform their role
  • Volunteers must ensure data security, including secure handling of paper and electronic records, passwords, and devices

5.3 Training and Support

  • Personality Disorder CIC will provide volunteers with relevant training on confidentiality and data protection
  • Volunteers are encouraged to seek guidance when unsure about any aspect of data handling or confidentiality

6. Safeguarding and Duty of Care

Personality Disorder CIC is committed to safeguarding the welfare of all individuals who access our services, including service users, carers, volunteers, and staff. Volunteers have a key role in recognising and responding to safeguarding concerns.

6.1 Understanding Safeguarding

  • Safeguarding means protecting vulnerable individuals from abuse, neglect, exploitation, or harm
  • Volunteers must be familiar with the organisation’s safeguarding policies and procedures
  • Any concerns or disclosures regarding abuse or risk must be reported promptly to the designated safeguarding lead or supervisor

6.2 Duty of Care

  • Volunteers have a duty to act responsibly and with care towards all individuals they come into contact with
  • Volunteers must never engage in behaviour that could cause harm or distress
  • Boundaries should be maintained to avoid conflicts of interest or dual relationships that could compromise safety or professionalism

6.3 Reporting Concerns

  • Volunteers must report any suspicions, disclosures, or incidents related to safeguarding immediately and confidentially
  • The organisation will investigate concerns fairly and take appropriate action to protect individuals
  • Volunteers will be supported throughout any safeguarding process and provided with training as needed

7. Health and Safety

Personality Disorder CIC is committed to providing a safe and healthy environment for all volunteers. Volunteers share responsibility for their own safety and that of others while engaged in organisational activities.

7.1 Responsibilities of the Organisation

  • Complying with all relevant health and safety legislation and regulations
  • Conducting risk assessments for volunteer activities and environments
  • Providing information, training, and equipment necessary to ensure volunteer safety
  • Establishing procedures for reporting accidents, incidents, or hazards promptly

7.2 Responsibilities of Volunteers

  • Following health and safety instructions and guidelines provided by the organisation
  • Using equipment and resources properly and safely
  • Reporting any unsafe conditions, accidents, or near misses immediately to supervisors
  • Taking reasonable care for their own health and safety and that of others affected by their actions

7.3 Incident Reporting

  • All incidents, injuries, or health concerns occurring during volunteering must be documented and reported according to organisational procedures
  • Volunteers will be supported in accessing medical care or assistance as needed

8. Training and Development

Personality Disorder CIC is committed to providing volunteers with the knowledge and skills necessary to perform their roles confidently and safely. Ongoing training and professional development are key components of our volunteer support.

8.1 Induction Training

  • All new volunteers will receive a comprehensive induction covering:
    • Organisational mission, values, and structure
    • Volunteer role expectations and responsibilities
    • Key policies including safeguarding, confidentiality, data protection, and health and safety
    • Practical information such as communication channels and supervision arrangements

8.2 Role-Specific Training

  • Volunteers will be provided with training tailored to the specific duties and risks associated with their role
  • This may include technical skills, communication techniques, or awareness of mental health and personality disorders

8.3 Ongoing Learning Opportunities

  • We encourage volunteers to engage in continuous learning through workshops, webinars, peer support, and external courses where appropriate
  • Feedback and development needs will be reviewed regularly during supervision sessions

8.4 Access to Resources

  • Volunteers will have access to relevant materials, guides, and support networks to facilitate their work and personal development

9. Supervision and Support

Personality Disorder CIC recognises the importance of providing volunteers with regular supervision and support to ensure a positive and effective volunteering experience.

9.1 Regular Supervision

  • Volunteers will be assigned a named supervisor or volunteer coordinator responsible for providing guidance and oversight
  • Supervision sessions will be held regularly (frequency dependent on role), providing an opportunity to discuss progress, challenges, and wellbeing
  • Supervisors will offer constructive feedback and address any concerns or questions

9.2 Emotional and Practical Support

  • Recognising the emotional demands of working in mental health, volunteers will have access to appropriate support mechanisms
  • This may include debriefing sessions, peer support groups, or referral to external counselling or employee assistance programmes
  • Volunteers are encouraged to raise any difficulties promptly with their supervisor

9.3 Problem Resolution

  • Where conflicts or difficulties arise, Personality Disorder CIC will work collaboratively with volunteers to resolve issues fairly and promptly
  • Volunteers have the right to raise grievances according to the organisation’s grievance procedures without fear of reprisal

10. Recognition and Reward

Personality Disorder CIC values the contributions of volunteers and is committed to recognising and rewarding their efforts in meaningful ways.

10.1 Formal Recognition

  • Volunteers will be acknowledged through certificates, awards, or public recognition events
  • We may feature volunteer stories and achievements on our website, newsletters, or social media (with consent)

10.2 Informal Appreciation

  • Supervisors and staff will provide regular verbal and written thanks and encouragement
  • Opportunities for social activities or informal gatherings may be arranged to build community and camaraderie

10.3 Development Opportunities

  • Volunteers may be offered opportunities to develop new skills, attend training, or take on additional responsibilities
  • References or testimonials can be provided upon request, subject to satisfactory performance and adherence to policies

11. Ending Volunteering

We recognise that volunteers may end their involvement with Personality Disorder CIC for various reasons. This section outlines the procedures and considerations related to the conclusion of volunteering.

11.1 Volunteer-Initiated Ending

  • Volunteers may resign at any time by notifying their supervisor or volunteer coordinator
  • We request volunteers provide reasonable notice where possible to facilitate a smooth transition
  • An exit interview or feedback opportunity may be offered to understand the volunteer’s experience and gather suggestions for improvement

11.2 Organisation-Initiated Ending

  • Personality Disorder CIC reserves the right to terminate volunteering agreements if:
    • The volunteer breaches organisational policies or code of conduct
    • There is a failure to meet agreed standards or commitments
    • The role is no longer available due to changes in organisational needs
    • Health, safety, or safeguarding concerns arise
  • Termination will be conducted fairly, with clear communication and, where appropriate, an opportunity to respond

11.3 Return of Property and Confidential Information

  • Volunteers must return any organisation property, equipment, or confidential documents upon ending their role
  • All confidentiality obligations continue after volunteering ends

11.4 References and Future Engagement

  • Volunteers may request references reflecting their service and contributions
  • We welcome former volunteers to re-engage with the organisation in the future if appropriate

12. Policy Review and Updates

Personality Disorder CIC is committed to regularly reviewing and updating this Volunteer Policy to ensure it remains current, effective, and compliant with relevant legislation and best practice.

12.1 Review Cycle

  • This policy will be reviewed at least annually or more frequently if required due to changes in legislation, organisational needs, or feedback from volunteers and staff.

12.2 Consultation

  • Volunteers and relevant stakeholders will be consulted as part of the review process to gather input and ensure the policy meets the needs of all parties.

12.3 Communication of Updates

  • Any significant changes to the policy will be communicated promptly to all volunteers via email, meetings, or updated documentation.

12.4 Compliance

  • Continued volunteering constitutes acceptance of the terms within this policy and any updates made during the course of volunteering.