Trust Matters

A code of conduct for volunteers defines the standards of behaviour expected of volunteers

Introduction

The most essential resource of any charity is its people. Volunteers play a particularly important part in executing the work of a charity. Charity trustees are responsible for providing leadership to volunteers. This includes supporting and valuing the contribution volunteers make to the aims and objectives of the charity as well as promoting standards of behaviour as outlined in this document.

Charity trustees will support volunteers in carrying out their duties and always, in terms of their conduct, serve as an example of how everyone in the charity should conduct themselves to reflect the values of the charity.

WHAT IS A CODE OF CONDUCT FOR VOLUNTEERS?

A code of conduct for volunteers defines the standards of behaviour expected of volunteers to ensure that:

  • The charity is effective, open, and accountable.
  • Volunteers have productive and supportive relationships with each other and volunteers and other persons who interact with the charity.

    • The Code of Conduct for Volunteers applies to all volunteers within the charity and will be shared with new volunteers as soon as they agree to take on a volunteering role in the organization.

    The board of charity trustees will review the Code of Conduct for Volunteers at 3-year intervals or as appropriate.

    STANDARDS

    The purpose of the Code of Conduct for Volunteers is to set out standards of behaviour expected from volunteers of Community Cancer Caregivers CLG. All volunteers should ensure that they have read and comply with this Code of Conduct.

    Volunteers should maintain the highest standards of behaviour in the performance of their duties by:

  • Fulfilling their role as outlined in their written volunteer role description to a satisfactory standard.
  • Performing their volunteer role to the best of their ability in a safe, efficient and competent way.
  • Following the charity’s policies and procedures as well as any instructions or directions reasonably given to them.
  • Acting honestly, responsibly and with integrity.
  • Treating others with fairness, equality, dignity and respect.
  • Raising concerns about possible wrongdoing witnessed by the volunteer during the volunteer’s role with Community Cancer Caregivers with [Donna Phelan/Deborah Hall Designated Liaison Persons].
  • Meeting time and task commitments and providing sufficient notice when they will not be available so that alternative arrangements can be made.
  • Acting in a way that is in line with the purpose and values of the charity and that enhances the work of the charity.
  • Communicating respectfully and honestly always.
  • Observing safety procedures, including any obligations concerning the safety, health and welfare of other people in line with training provided to volunteers.
  • Reporting any health and safety concerns.
  • Directing any questions regarding Community Cancer Caregiver’s policies, procedures, support, or supervision to the volunteer’s supervisor.
  • Addressing any issues or difficulties about any aspect of their role or how they are managed in line with Community Cancer Caregiver’s grievance procedures.
  • Declaring any interests that may conflict with their role or the work of the charity (e.g. business interests or employment). If any doubt arises as to what constitutes a conflict of interest, volunteers may seek guidance from any board member.
  • Keeping confidential matters confidential.
  • Exercising caution and care with any documents, material or devices, containing confidential information and at the end of their involvement with Community Cancer Caregivers returning any such documents, material in their possession and deleting all relevant personal data such as phone numbers.
  • Seeking authorization before communicating externally on behalf of Community Cancer Caregivers.
  • Maintaining an appropriate standard of dress and personal hygiene.
  • Disclosing the fact that they have been charged with, or convicted of a criminal offence by prosecuting authorities (or given the benefit of the Probation of Offenders Act 1907 as amended) to [Donna Phelan/ Deborah Hall designated persons].1 For the avoidance of doubt, volunteers are not required to disclose the fact or details of ‘spent convictions’ under the Criminal Justice (Spent Convictions and Certain Disclosures) Act 2016 (as amended) to Community Cancer Caregivers.

    • VOLUNTEERS ARE EXPECTED NOT TO

  • Bring the charity into disrepute (including using email, social media, and other internet sites, engaging with media etc.).
  • Seek or accept any gifts, rewards, benefits, or hospitality during their role.
  • Engage in any activity that may cause physical or mental harm or distress to another person (such as verbal abuse, physical abuse, assault, bullying, or discrimination or harassment on the grounds of gender, civil status, family status, sexual orientation, religion, age, disability, race or membership of the Traveller community).
  • Be affected by alcohol, drugs, or medication which will affect their abilities to carry out their duties and responsibilities while volunteering.
  • Provide a false or misleading statement, declaration, document, record or claim in respect of
  • Community Cancer Caregivers its volunteers or charity trustees.
  • Engage in any activity that may damage property.
  • Take unauthorised possession of property that does not belong to them.
  • Engage in illegal activity while carrying out their role.
  • Improperly disclose, during or after their involvement with Community Cancer Caregivers ends, confidential information gained during their role with Community Cancer Caregivers ends.

    • Where a volunteer is found to be in breach of the standards outlined in this Code of Conduct or any of Community Cancer Caregiver’s other policies and procedures this may result in the volunteer’s position being terminated. Notwithstanding the foregoing, volunteers should note that Community Cancer Caregiver’s may terminate a volunteer’s position without cause.

    Volunteers acknowledge that no employment relationship is created in the context of their role with Community Cancer Caregivers. The board of charity trustees will review the Code of Conduct for Volunteers at [3]-year intervals or as appropriate. The Board is responsible for ensuring that this policy is implemented effectively. All other staff and volunteers, including charity trustees, are expected to facilitate this process.

    In seeking information from volunteers about criminal convictions (or the fact that they have been charged with an offence or given the benefit of the Probation of Offenders Act 1907 (as amended)) charities should comply with data protection law and be aware of the limitations on the circumstances in which it is possible to process such information (e.g. see section 55 of the Data Protection Act 2018). It is also important that charities have due regard to the provisions of the Criminal Justice (Spent Convictions and Certain Disclosures) Act 2016 (as amended). If a charity has any doubt about its rights and responsibilities in this regard, it should obtain legal advice.

    STATEMENT TO THE MEDIA

    Any statements to reporters from newspapers, radio, television, etc. in relation to our business will be given only by a Director and following approval by the Board.

    USE OF SOCIAL NETWORKING SITES

    Any service-related issue or material that could identify an individual who is a client or volunteer colleague, which could adversely affect the service to a client or our relationship with any client must not be placed on a social networking site. This means that service- related matters, must not be placed on any such site at any time either during or outside of service working hours and includes access via any computer equipment, mobile phone or PDA.

    ABUSE OF ANY SOCIAL NETWORKING PROFILES

    The service takes its responsibility towards its volunteers very seriously, and in light of this all volunteers should be aware that it will be considered an offence to abuse another volunteer’s social networking profile on Company time, by using Company equipment, or which implicates the Company in any way. Abuse of social networking profiles is the posting of offensive comments, pictures, links or otherwise on any volunteer’s social networking profile/page.

    As a volunteer you should not access social networking sites during working hours, however if accessing these pages on designated rest breaks or outside of working hours you should not put yourself in a position where your profile is susceptible to hacking by any volunteer.

    Any volunteer who is found to have abused any volunteer’s account may be in breach of the Company’s policies and may be subject to disciplinary action, up to and including dismissal.

    GRIEVANCE PROCEDURE

    It is important that if you feel dissatisfied with any matter relating to your work you should have an immediate means by which such a grievance can be aired and resolved.

    Nothing in this procedure is intended to prevent you from informally raising any matter you may wish to mention. Informal discussion can frequently solve problems without the need for a written record but if you wish your grievance to be formally recorded and investigated, please make this clear at the outset.

    If you feel aggrieved at any matter relating to your work (except personal harassment, for which there is a separate procedure), you should:

  • First raise the matter with the chairperson of the charity board either verbally or in writing, or if the matter relates to this person, an alternate member of the board of directors. From time to time, it may be necessary to appoint an external person to investigate any grievance matter; such an appointment will be deemed a last resort and only used where necessary. Should it be deemed necessary to engage an external person to investigate a grievance, all such investigations carried out will be in accordance with service procedures. You agree to permit us to share any relevant sensitive data where it is necessary for the purposes of that hearing.
  • Explain fully the nature and extent of your grievance. If you wish, a fellow volunteer can be present with you to help you to explain the situation more clearly.
  • If the problem has not been resolved within ten working days, you should agree to a further time at which the matter will be discussed with a view to resolution. A decision reached at this meeting is final.