VOLUNTEER POLICY AND GUIDELINES
Mission Statement…Who We Are
“The ambition of the Sligo Welcome Ambassadors is to help Sligo to be the best possible version of itself, by connecting with locals and visitors alike to promote a welcoming and positive experience in our town.”
Policy Statement
The work of The Sligo Welcome Ambassadors could not be achieved without the involvement of a wide variety of volunteers. The Many people involved with the organisation from the board members to the mentors are volunteers.
We regard volunteers as a valuable resource and encourage them to get involved at all levels of the Organisation and within all appropriate activities. We aim to train, support and supervise our volunteers to the best of our abilities, and to act quickly and fairly if difficulties arise.
- VOLUNTEER MANAGEMENT PROCEDURES
1.1 Purpose of document
The purpose of this internal document is to provide guidance on all aspects of volunteering in the Sligo Welcome Ambassadors programme. It does not constitute a binding contract. It supplements our organisations policies and procedures, as well as our definition of volunteering, our mission statement and our value base.
These procedures apply to all volunteers who undertake tasks on behalf and at the direction of the Sligo Welcome Ambassadors.
1.2 Responsibility
The Sligo Welcome Ambassador Manager is responsible for ensuring that the policy and the procedures in this document are implemented efficiently and effectively. All other staff and volunteers (including voluntary management committee members) are expected to facilitate this process.
1.3 Eligibility
Sligo Welcome Ambassadors will consider involving anyone as a volunteer. We are an equal opportunities Organisation. Potential volunteers will need to be able to demonstrate a commitment to the aims of the Sligo Welcome Ambassadors and will only be accepted as volunteers if their skills, experience and needs match the needs of our programme. No person who has a conflict of interest with the ORG will be accepted as a volunteer. Under 18’s may be considered having given due regard to child protection considerations and insurance.
1.4 Relationship with paid staff[1]
Volunteers are appointed to enhance the capacity of paid staff (including Community Employment workers), not as a substitute for them. Conversely, SLIGO WELCOME AMBASSADORS do not accept the services of its paid staff as volunteers. Clear roles are established to differentiate between paid staff and volunteers to foster mutually beneficial and complementary relationships.
1.5 Working conditions.
Volunteers are treated as full members of SLIGO WELCOME AMBASSADORS team. They are treated equally and fairly and are included in its functions and decision-making processes wherever practical. Volunteers are provided with appropriate work sites and have access to the space, equipment and facilities necessary to volunteer effectively and comfortably.
1.6 Working times.
Working times are negotiated between the SLIGO WELCOME AMBASSADORS Manager and the volunteer and are as flexible as the tasks allow. Voluntary time commitment is never expected to match that of full-time paid staff, but unscheduled absences can create problems. When expecting to be absent, volunteers should inform their supervisor as soon as possible, so that alternative arrangements can be made.
1.7 Appropriate behaviour
Volunteers are expected to work within the policies and procedures of the SLIGO WELCOME AMBASSADORS programme and adhere to its ethos. As Ambassadors they are responsible for presenting a positive image of the programme to the outside world.
1.8 Representation of the SLIGO WELCOME AMBASSADORS
Volunteers will seek prior approval from the SLIGO WELCOME AMBASSADORS Manager before undertaking anything that might affect the programme. This includes, but is not limited to, statements to the press, joint initiatives with other bodies and agreements involving contractual or financial obligations.
1.9 Confidentiality
SLIGO WELCOME AMBASSADORS respects the volunteer’s right to privacy and confidentiality. In turn, volunteers are responsible for maintaining the confidentiality of all privileged information to which they are exposed while volunteering with the programme.
1.10 Records
A system of records is maintained on all volunteers, including dates and times of service, duties performed, evaluation of work etc. Volunteer records are accorded the same confidentiality as staff records. The volunteer will be using the Sligo Welcome Ambassadors App. This will hold the relevant data mentioned above.
1.11 Service at the discretion of the SLIGO WELCOME AMBASSADORS
Any voluntary service is at the discretion of SLIGO WELCOME AMBASSADORS. The Manager may, at any time, and for whatever reason, decide to terminate volunteer’s relationships with the programme. Similarly, volunteers may at any time, and for whatever reason, decide to terminate their relationships with the Welcome Ambassadors. Notice of such decisions should be communicated at the earliest opportunity, preferably in writing.
- VOLUNTEER RECRUITMENT AND SELECTION
2.1 Role descriptions and person specifications
Volunteers require a clear and accurate description of the tasks and responsibilities they are expected to undertake. Prior to any assignment or recruitment effort, a role description will be developed for each voluntary opportunity. This will include a title of the volunteering role, starting and finishing dates, hours and place of work, name of supervisor/mentor and tasks to be undertaken. If appropriate, a brief person specification may also be drawn up. The role description may be amended in joint agreement with the volunteer and the SLIGO WELCOME AMBASSADORS Manager. A copy of the final version will be given to the volunteer before commencing voluntary work, as it will be used in supervision and evaluation sessions. Role descriptions will define a time limit (no longer than one year) for voluntary involvement, after which time they are reviewed, and updated if appropriate.
2.2 Applications
Volunteers are recruited on a pro-active basis by using publicity avenues (including Sligo Volunteer Centre, social media, newspaper and radio) that are suitable for the roles that need to be filled. Volunteers are recruited in accordance with SLIGO WELCOME AMBASSADORS’s equal opportunities policy. All volunteers are required to complete an application form and an informal interview.
2.3 Interviews
If necessary, applications are short listed and suitable candidates are invited to attend an informal chat with SLIGO WELCOME AMBASSADORS Manager, to ascertain their interest in and suitability for the role. All unsuccessful candidates are thanked for applying and encouraged to reapply for other volunteering opportunities, either current or in the future.
2.4 Checks for suitability
SLIGO WELCOME AMBASSADORS guarantee confidentiality through this process in line with our Confidentiality Policy. Any disclosures that come to light in this process will not necessarily exclude the applicant. All cases will be considered on an individual basis and references are always taken up.
2.5 Appointment as volunteers
Formal appointments are made only after the role description has been agreed and all necessary checks have proved acceptable. No placements are made unless the requirements of the volunteer and the volunteer’s supervisor can be met.
2.6 Probation
All volunteers are subject to an initial trial period of one month. At the end of this period, SLIGO WELCOME AMBASSADORS Manager meets with the volunteer to discuss the volunteer’s suitability for their role. At this point, volunteers may continue in their current role, be reassigned to a more suitable role, or be asked to leave.
- VOLUNTEER TRAINING & DEVELOPMENT
3.1 Induction
All volunteers receive induction when they begin voluntary work with the SLIGO WELCOME AMBASSADORS. This consists of a general introduction to the programme as well as a specific orientation on the purposes and requirements of their volunteering role.
3.2 In-the-role training
Volunteers receive initial and ongoing in-the-role training to provide them with the information and skills necessary to perform their tasks well. The training will be appropriate for the demands of the position and the capabilities of the volunteer.
- VOLUNTEER SUPERVISION & EVALUATION
4.1 Lines of communication
Lines of communication should operate in both directions and should exist formally and informally. Volunteers will have access to all appropriate information, memos, materials and meetings relevant to their assignments. Volunteers will be consulted on all decisions that would substantially affect their volunteering conditions.
4.2 Supervisors
Each volunteer will have a clearly identified supervisor who is responsible for the day-to-day management of that volunteer. The SLIGO WELCOME AMBASSADORS Manager normally takes on the supervisor’s role, but all relevant staff members should receive training and guidance in volunteer management.
4.3 Supervision sessions
Volunteers receive regular appraisals of their work, based on their role descriptions. These review the performance of the volunteer, suggest any changes in work style, seek suggestions from the volunteer on means of enhancing the volunteer’s role, convey appreciation to the volunteer and ascertain the continued interest of the volunteer in serving in his or her role. The sessions also serve as an opportunity to plan future tasks.
4.4 Corrective Action
If appropriate, corrective action may be taken following supervision sessions. Examples include additional training for an identified training need, the reassignment of a volunteer or the dismissal of a volunteer.
4.5 Dismissal
Volunteers who do not adhere to rules or who fail to perform their volunteer assignments satisfactorily may be subject to dismissal. No volunteer’s involvement will be terminated in writing until the volunteer has had an opportunity to discuss the reasons for possible dismissal with their supervisor. Grounds for dismissal include, but are not limited to, the following: gross misconduct, being under the influence of drugs (including alcohol), theft, misuse of equipment and materials, abuse of clients and co-workers, breaches of confidentiality, failure to abide by SLIGO WELCOME AMBASSADORS policies and procedures and failure to complete duties to a satisfactory standard.
4.6 Concerns and grievances
If volunteers are not satisfied that issues relating to their volunteering are being handled appropriately by their manager, they are entitled to have their concerns reviewed by the management committee. The management committee will discuss the issue as soon as practical after receiving a written complaint and take appropriate action. The chair of the management committee makes the ultimate decision.
4.7 Exit Interviews
Where possible, informal exit interviews are held with volunteers who are leaving the organisation. Interviews are usually conducted with the volunteer’s supervisor and written records are kept. The session should ascertain why the volunteer is leaving, how they found the volunteering experience and what suggestions they offer to improve the way it operates. The offer of a personal reference for future employment etc. is made to each volunteer and this will be kept on file so future Managers may access it if requested.
- VOLUNTEER SUPPORT AND RECOGNITION
5.1 Support
The SLIGO WELCOME AMBASSADORS endeavours to provide the support necessary to encourage and empower volunteers to make a meaningful contribution and gain significant benefits from their voluntary work. Support forms part of the regular supervision sessions and gives volunteers a safe setting in which to express themselves, let off steam and discuss how they feel about volunteering. The SLIGO WELCOME AMBASSADORS manager will always try to be available to volunteers who require support in other areas that are affecting their performance.
5.2 Recognition
Volunteers provide a unique service to the SLIGO WELCOME AMBASSADORS, the benefits of which are difficult to fully quantify. It is essential that their efforts are recognised and rewarded. The manager is responsible for thanking all volunteers informally on a regular basis for the valuable contribution that they make to the programme. The Manager is responsible for ensuring that more formalised recognition takes place at key times.
5.3 Insurance
Insurance is provided by the SLIGO WELCOME AMBASSADORS to cover all volunteers working on behalf and at the direction of the programme manager.
5.4 Personal and vocational development
Volunteers are encouraged to develop their skills while involved with SLIGO WELCOME AMBASSADORS and are supported to assume greater responsibilities over time, if they desire this with the agreement of their manager.
- POLICY MONITORING AND EVALUATION
6.1 SLIGO WELCOME AMBASSADORS volunteer involvement
SLIGO WELCOME AMBASSADORS monitors and evaluates volunteer involvement in on a regular basis and seeks to make ongoing improvements to this Volunteer Programme.
6.2 Feedback
Constructive feedback on this document is always welcome. It will be given to the SLIGO WELCOME AMBASSADORS Manager who will ensure that it is considered fully. It will be reviewed every year.