EXAMPLE VOLUNTEER AGREEMENTS & VOLUNTEER ROLE DESCRIPTIONS FOR PEOPLE VOLUNTEERING IN HEALTH RELATED ROLES

Transcription

1 EXAMPLE VOLUNTEER AGREEMENTS & VOLUNTEER ROLE DESCRIPTIONS FOR PEOPLE VOLUNTEERING IN HEALTH RELATED ROLES Collated by the Altogether Better Learning Network September 2008

2 EXAMPLE 1 CUMBRIA CVS This Volunteer Agreement describes the arrangement between [name of organisation] and you. We wish to assure you of our appreciation of your volunteering with us and will do the best we can to make your volunteer experience with us enjoyable and rewarding. Part 1: the organisation Your role as a volunteer is [state nature and components of the work] and starts on [date]. This work is designed to [state how the work benefits the organisation]. You can expect [Name of organisation]: 1. Induction and training To provide thorough induction on the work of [voluntary organisation], its staff, your volunteering role and the induction and/or training you need to meet the responsibilities of this role. The Volunteer Handbook provides full details of the organisation. 2. Supervision, support and flexibility To explain the standards we expect for our services and to encourage and support you to achieve and maintain them; To provide a named person who will meet with you regularly to discuss your volunteering and any successes and problems; To do our best to help you develop your volunteering role with us. 3. Expenses To repay these expenses following procedures in the Volunteer Handbook: Travel to and from home to [the place of work] and during your work: see the Volunteer Handbook for rules on methods of travel and car mileage allowances Meal allowance to a maximum of [ ] with a receipt and [ ] per day without. [To be eligible you must work around meal times or for at least [ ] hours a day]. Specialist clothing where this is required and provided by you. Actual cost of crèche, childminding fees or other dependant costs incurred in order to be available for voluntary work.

3 4. Health and safety To provide adequate training and feedback in support of our health and safety policy, a copy of which is in the Volunteer Handbook. 5. Insurance To provide adequate insurance cover for volunteers whilst undertaking voluntary work approved and authorised by us 6. Equal opportunities To ensure that all volunteers are dealt with in accordance with our equal opportunities policy, a copy of which is set out in the Volunteer Handbook. 7. Problems To try to resolve fairly any problems, grievances and difficulties you may have while you volunteer with us; In the event of an unresolved problem, to offer an opportunity to discuss the issues in accordance with the procedures set out in the Volunteer Handbook. Part 2: the volunteer We expect you: To help [name of organisation] fulfil its [services]; To perform your volunteering role to the best of your ability; To follow the organisation s procedures and standards, including health and safety and equal opportunities, in relation to its staff, volunteers and clients; To maintain the confidential information of the organisation and of its clients; To meet time commitments and standards agreed to and to give reasonable notice so other arrangements can be made when this is not possible; To provide referees as agreed who may be contacted, and to agree to a police check being carried out where necessary. This agreement is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time at the discretion of either party. Neither of us intend any employment relationship to be created either now or at any time in the future.

4 EXAMPLE 2 HULL PCT Volunteer Agreement This volunteer agreement describes the arrangement between [the Sponsoring Organisation] and you. Thank you very much for volunteering with us and we will do the best we can to make your experience enjoyable and rewarding. Part One outlines Our Commitment to You Part Two deals with Your Commitment to Us Please read it through carefully and ask any questions that you may have before signing and returning it to the PCT Co-ordinator. Copies of this agreement should be kept by the Volunteer Tutor, the PCT and the EPP Trainers. 4

5 EXAMPLE 2 HULL PCT Volunteer Agreement: Part One - Our Commitment to You 1 Induction To provide: an induction on the work of the PCT and its staff, the role of the PCT Co-ordinator, and your role within the PCT Familiarisation with the PCT s policies on Equal Opportunities, Health and Safety, Confidentiality and Complaints and Grievances 2 Training [delivered by the EPP Trainers] To fund: initial Volunteer Tutor Training in order to prepare you to deliver the Chronic Disease Self-Management Course. on-going training as necessary to meet the responsibilities of the role 3 Supervision, Monitoring and Support [monitoring of delivery provided by the EPP Trainers and Assessors] To fund: three Group Supervision meetings a year, at which you will be informed of course developments, locally and nationally if requested, one 1-1 meeting a year to discuss your personal development and any successes or problems you may have while volunteering, with the local EPP Trainers To explain the standards we expect from you in your role and to encourage and support you to achieve and maintain them To arrange: assessments with trained EPP Assessors, who will provide written feedback in your first two courses or until you become accredited for you to be awarded with a certificate of accreditation after you have undergone two successful assessments 5

6 EXAMPLE 2 HULL PCT monitoring visits post accreditation at least once every 12 to 18 months The PCT Co-ordinator will: inform you as soon as possible if the course has to be postponed ring you after each of the first and last sessions of the course offer support and discuss any issues that arise at mutually convenient times during the course provide you with a replacement co-tutor in the case of absence of your co-tutor (if possible) or postpone the session as appropriate 4 Expenses Expenses will be reimbursed as agreed with your PCT Coordinator to include: travel to and from home to the agreed venue when delivering a course, attending meetings, supervisions or other events materials (e.g. flipchart pads, markers, blu-tak etc) agreed respite cover or child-care provision 5 Health and Safety To provide training and feedback in support of our Health and Safety policy. (The EPP Trainers will give safety guidelines concerning courses.) 6 Insurance To provide insurance cover for volunteers whilst undertaking voluntary work, approved and authorised by the organisation 7 Equal Opportunities To ensure that you are treated in accordance with our equal opportunities policy 8 Problems To resolve fairly any problems, grievances or difficulties you may have while you volunteer with us in accordance with grievance policy 6

7 EXAMPLE 2 HULL PCT 9 Termination of Agreement Your activities and progress will be reviewed on an ongoing basis. The PCT Co-ordinator reserves the right to withdraw anyone whose activity and/or general conduct does not reach the standard required, or whose CRB check is not satisfactory 7

8 EXAMPLE 2 HULL PCT Volunteer Agreement: Part Two Your Commitment to Us Your role as a Volunteer Tutor begins on.. (date) The Expert Patients Programme offers lay-led self-management courses to people with long-term conditions in the local community I, (volunteer s name) agree to: deliver a minimum of two courses a year for [the organisation] over a period of two years, within the geographical area as agreed at interview attend a minimum of one Group Supervision a year perform my volunteering role to the best of my ability follow the PCT s standards and policies, including health and safety and equal opportunities, in relation to staff, volunteers and the public maintain confidentiality at all times meet time commitments and standards agreed to. In the event of exceptional or unforeseen circumstance, I will give reasonable notice to the PCT Co-ordinator and co-tutor, so that other arrangements can be made. an enhanced CRB check being carried out. Signed:.. (Volunteer) Date: Signed:.. (Volunteer Manager) Date: This agreement is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time, at the discretion of either party. Neither of us intends any employment relationship to be credited in this agreement, either now or at any time in the future. 8

9 EXAMPLE 2 HULL PCT Joint Protocols to be followed by the PCT and Volunteer Tutor Prior to Course Commencing The PCT Co-ordinator for the EPP will ensure that Volunteer Tutors have sight of the names of participants who have already expressed an interest in attending the course The names of the Volunteer Tutors will be included in the confirmation letter sent to participants for the course. Volunteer Tutors will declare if any participants are known to them and in what capacity, to the PCT Co-ordinator. The PCT Co-ordinator and Volunteer Tutor will identify if there is a potential conflict. Volunteer Tutors will have a clear understanding that they have the right to decline to deliver a particular course if they anticipate a difficulty. It is acknowledged that there may be benefits in tutors/participants knowing each other and this will not necessarily exclude someone from a course. During a Course If the Volunteer Tutor has concerns about a participant s behaviour, they will discuss this in the first instance with their co-tutor. Subsequently, if still concerned, they will contact their PCT Coordinator. The PCT Co-ordinator may seek support/advice from the EPP Trainers. Outcomes will vary: it may be that the Volunteer Tutor will feel comfortable at this stage in dealing with the issue and discussing it with the participant. If not, the PCT Coordinator will handle it on the Volunteer Tutor s behalf and may ask the participant to withdraw from the course, if necessary. This is likely to be an extremely rare occurrence. 9

10 EXAMPLE 3 Healthy Communities Collaborative, South Tyneside 1. JOB DETAILS JOB DESCRIPTION Title: Band: Hours: Healthy Communities Collaborative Volunteer - Advisor Voluntary Work To suit HCC volunteer Tenure: Location: Within the targeted HCC local communities 2. JOB PURPOSE To improve the health of individuals in the local community through; Identifying and engaging with individuals from target groups (as agreed with HCC Project Manager). Supporting individuals in learning how to make better health choices and supporting them in initiating and sustaining appropriate behavioural changes. Helping people to find and use the right services. Identifying and informing HCC Project Manager about people in the local communities that you are worried about. 3. ORGANISATION CHART HCC Project Manager HCC volunteer 10

11 EXAMPLE 3 Healthy Communities Collaborative, South Tyneside 4. MAIN DUTIES Identify & Engage With Individuals Needing Support by; Understand the nature of, and engage with the local community. Work with existing groups to identify and engage with individuals with health issues. Start appropriate groups (if necessary) to identify and engage with individuals with health issues. Run sessions/community events to identify and engage with individuals and raise awareness. Identify ways of ensuring ongoing communications with the local community and action. Working With Individuals; Understand healthy living options and behaviours for individuals, in their context. To raise awareness at a preventative level on a number of different health related topics to improve understanding in order to inform individuals within the local communities to encourage positive health choices/change. To report concerns about individuals in the local communities and those who s needs cannot be met by HCC volunteers, to managers as appropriate. Help individuals to access local services. Develop effective ongoing communications with individuals. Work With Teams; Identify ways to improve local services and inform team /manager. Report to HCC Project Manager on your own capacity and capability. Develop communications with your own and other linked teams. 11

12 EXAMPLE 3 Healthy Communities Collaborative, South Tyneside 1. JOB DETAILS JOB DESCRIPTION Title: Band: Hours: Healthy Communities Collaborative Volunteer Support Voluntary Work To suit HCC volunteer Tenure: Location: Within the targeted HCC local communities 2. JOB PURPOSE To improve the health of individuals in the local community through; Supporting the identification and engagement of individuals from target groups (as agreed with HCC Project Manager). Supporting HCC volunteer advisors to support individuals in learning how to make better health choices and supporting them in initiating and sustaining appropriate behavioural changes. Helping people to find and use the right services. Identifying and informing HCC Project Manager about people in the local communities that you are worried about. 3. ORGANISATION CHART HCC Project Manager HCC volunteer support 12

13 EXAMPLE 3 Healthy Communities Collaborative, South Tyneside 4. MAIN DUTIES Identify & Engage With Individuals Needing Support by; Understand the nature of, and engage with the local community. Support working with existing groups to identify and engage with individuals with health issues. Help support starting appropriate groups (if necessary) to identify and engage with individuals with health issues. Support at community events to identify and engage with individuals and raise awareness. Help support the identification ways of ensuring ongoing communications with the local community and action. Working With Individuals; To support the HCC in raising awareness at a preventative level on a number of different health related topics to improve understanding in order to inform individuals within the local communities to encourage positive health choices/change. To report concerns about individuals in the local communities and those who s needs cannot be met by HCC volunteers, to Community Action Workers & managers as appropriate. Help individuals to access local services. Develop effective ongoing communications with individuals. Work With Teams; Identify ways to improve local services and inform team /manager. Report to HCC Project Manager Develop communications with your own and other linked teams. 13

14 EXAMPLE 4 Reading CAB Healthy Lifestyle Coach Role Description Context of role: The Healthy Lifestyle Project at Reading CAB is piloting a new service for the Citizens Advice organisation, supporting clients in the health and well being aspects of their lives. Role purpose: The Healthy Lifestyle Coach, working within the Aims, Principles and Policies of the CAB service, will take a coaching approach to helping service users to achieve change in the health and well being aspects of their lives. They will support service users in drawing up achievable health and well being action plans. Key work areas and tasks: Working with clients Meet with clients at Reading CAB or designated partnership sites Using the bureau s coaching model, help the client to make progress towards their desired outcome Explore the nature of the client s health and well being goals and any blockers to action Is able to use a range of approaches and skills to meet the client s needs Understand any specific instructions/advice that they have been given by healthcare professionals Where appropriate, refer to the project s information resources to help the client to explore options Help the client to draw up an action plan to make changes to their lifestyle At later sessions, review the action plan and review progress against it Maintain client motivation where necessary Keep a record of all work with the client Ensure that clients understand the need to consult healthcare professionals before making any lifestyle changes Recognise the situations that this service can help with. When the service is not appropriate for a client, consider options for referrals and discuss with the supervisor Social Policy 14

15 EXAMPLE 4 Reading CAB Help prevent future problems by identifying enquiries which have wider implications so that evidence can be given to policy makers Self-development and training Undertake basic training for the role including taking RIPH exam In consultation with the Project Manager, identify your own training and development needs Attend project training and case discussion meetings Development of the service Keep informed about related local and national issues Feed in any comments on any aspect of the service to the Project Manager Participate in project reviews Person specification Understanding of and commitment to Citizens Advice aims, principles and policies. Respects the uniqueness of others and believes that every person is capable of achieving more Is willing to create partnerships with clients Displays openness, honesty, empathy, integrity and a passion for individual learning and development An interest in healthy lifestyles Excellent communication skills Ability to be flexible and adopt different working practices as the service is developed Meet the hours commitment agreed to Ability to earn and maintain the trust of those people with whom the bureau deals Ability to reflect on own performance and accept comments from the supervisor. People using our service should feel safe and able to trust the CAB. Bureaux and those who work for them have a responsibility to safeguard clients and the wider community, particularly vulnerable adults, from harm and abuse of all kinds. As this post may include work with vulnerable adults, we may require you to have a Criminal Records Bureau check in the future. Although a criminal record will rarely mean that you cannot work in the CAB, if you have been convicted of sexual abuse of a child or vulnerable adults you will not be able to work in the CAB. 15

16 EXAMPLE 5 Kent Volunteer Agreement Part 1: the organisation Your role as a volunteer is [state nature and components of the work] and starts on [date]. This work is designed to [state how the work benefits the organisation]. You can expect [Name of organisation] to comply with the following terms of this agreement: 1. Induction and training To provide thorough induction on the work of [voluntary organisation], its staff, your volunteering role and the induction and/or training you need to meet the responsibilities of this role. The Volunteer Handbook provides full details of the organisation. 2. Supervision, support and flexibility To explain the standards we expect for our services and to encourage and support you to achieve and maintain them; To provide a named person who will meet with you regularly to discuss your volunteering and any successes and problems To do our best to help you develop your volunteering role with us. 3. Expenses To repay these expenses following procedures in the Volunteer Handbook: Travel to and from home to [the place of work] and during your work: see the Volunteer Handbook for rules on methods of travel and car mileage allowances Meal allowance to a maximum of [ ] with a receipt and [ ] per day without. [To be eligible you must work around meal times or for at least [ ] hours a day]. Specialist clothing where this is required and provided by you. Actual cost of crèche, child minding fees or other dependant costs incurred in order to be available for voluntary work. 4. Health and safety To provide adequate training and feedback in support of our health and safety policy, a copy of which is in the Volunteer Handbook. 5. Insurance To provide adequate insurance cover for volunteers whilst undertaking voluntary work approved and authorised by us 6. Equal opportunities To ensure that all volunteers are dealt with in accordance with our equal opportunities policy, a copy of which is set out in the Volunteer Handbook. 7. Problems To try to resolve fairly any problems, grievances and difficulties you may have while you volunteer with us; 16

17 EXAMPLE 5 Kent In the event of an unresolved problem, to offer an opportunity to discuss the issues in accordance with the procedures set out in the Volunteer Handbook. Part 2: The Volunteer We expect you: To help [name of organisation] fulfill its [services]; To perform your volunteering role to the best of your ability; To follow the organisation s procedures and standards, including health and safety and equal opportunities, in relation to its staff, volunteers and clients. To maintain the confidential information of the organisation and of its clients; To meet time commitments and standards agreed to and to give reasonable notice so other arrangements can be made when this is not possible; To provide referees as agreed who may be contacted, and to agree to a police check being carried out where necessary. This agreement is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time at the discretion of either party. Neither of us intends any employment relationship to be created either now or at any time in the future. 17

18 EXAMPLE 5 Kent Volunteer Agreement 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. We, AnyOrg, will do our best: to introduce you to how the organisation works and your role in it and to provide any training you need. The initial training agreed is [ ]. to provide regular meetings with your manager so that you can tell us if you are happy with how your work is organised and get feedback from us. Your manager s name is [ ]. to respect your skills, dignity and individual wishes and to do our best to meet them. to pay your travel and meal costs up to our current maximum*. 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 to apply our complaints procedure if there is any problem I, [name of volunteer], 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 AnyOrg s rules and procedures, including health and safety, equal opportunities and confidentiality. *More details on these issues are provided in the volunteer handbook. Note: this agreement is in honour only and is not intended to be a legally binding contract of employment. 18

19 EXAMPLE 6 Doncaster 3 Expert Patients Programme (EPP) 4 5 Volunteer Agreement This volunteer agreement describes the arrangement between Doncaster Primary Care Trust (PCT) and you. We wish to assure you of our appreciation of your volunteering with us and will do the best we can to make your volunteer experience with us enjoyable and rewarding. Part One outlines Our Commitment to You and Part Two deals with Your Commitment to us. Please read it carefully and ask any questions that you may have before signing and returning it. Once this document has been signed, a copy will be given to you for future reference and a copy will be retained by the EPP Co-ordinator. Thank you again for your commitment to the programme it is very much appreciated. 19

20 EXAMPLE 6 Doncaster PCT Volunteer Agreement: Part One Our Commitment to You 1. Induction To provide a thorough induction on the work of the PCT and its staff, the role of the EPP Co-ordinator and your role within the organisation Familiarisation with the Organisation s policies on Equal Opportunities, Health and Safety, Confidentiality and Complaints and Grievances 2. Training To provide initial Volunteer Tutor Training in order to prepare you to deliver the Chronic Disease Self Management Course (CDSMC) To provide on-going training as necessary to meet the responsibilities of the role To provide opportunities in accordance with Stepping Stones to enable to you deliver a course within the first three months after your initial training and your second course within a year of your initial training To provide opportunities for you to deliver a minimum of one course per year 3. Supervision, Monitoring and Support To explain the standards we expect from you in your role and to encourage and support you to achieve and maintain them To organise assessments with trained assessors and provide written feedback in your first two courses or until you become accredited To award you with a certificate of accreditation after the successful assessments To provide monitoring visits post accreditation at least once every 12 to 18 months To provide opportunities for support with a trained assessor during the six-week period you are delivering a course 20

21 EXAMPLE 6 Doncaster PCT To provide individual supervision regularly, but not less than every six months to discuss your personal development and training requirements To keep you informed of developments locally and nationally To invite you to three Group Supervision meetings a year Except in exceptional circumstances, to provide you with a replacement co-tutor if your co-deliverer is unable to attend so that a course is facilitated by two tutors at all times 4. Expenses Expenses will be reimbursed as agreed by the PCT to include: Travel to and from home to the agreed venue when delivering a course, attending meetings, supervisions or other related events Refreshments provided on course Telephone call costs Expenses for child-care and other carers 5. Insurance To provide insurance cover for volunteers whilst undertaking voluntary work that is approved and authorised by the organisation 6. Problems To resolve fairly any problems, grievances or difficulties you may have while you volunteer with us in accordance with grievance policy 7. Termination of Agreement Your activities and progress will be reviewed on an ongoing basis. The EPP Co-ordinator reserves the right to withdraw anyone whose activity and/or general conduct does not reach the standard required, or whose CRB check is not satisfactory 21

22 EXAMPLE 6 Doncaster PCT Volunteer Agreement: Part Two Your Commitment to Us Your role as an Expert Patients Programme (EPP) Volunteer Tutor on behalf of Doncaster Primary Care Trust (PCT) begins on:-.. (date) This course offers lay-led self-management courses to people with long-term conditions, in the local community I, (volunteer s name) agree: To deliver a minimum of one course a year for Doncaster PCT within the geographical area as agreed at interview To attend a minimum of one Group Supervision a year To perform my volunteering role to the best of my ability To follow the organisation s standards and policies, including health and safety and equal opportunities, in relation to staff, volunteers and the public To maintain confidentiality at all times To complete a form for reimbursement of expenses regularly and not less than every three months To complete routine administration in relation to course delivery In the event of exceptional or unforeseen circumstances, to give reasonable notice to an accredited assessor or co-deliverer, so that other arrangements can be made for delivery of that session To an enhanced CRB check being carried out. Signed:.. Date: EPP Volunteer Tutor Signed: Date: EPP Coordinator 22

23 EXAMPLE 6 Doncaster PCT This agreement is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time, at the discretion of either party. Neither of us intends any employment relationship to be credited in this agreement, either now or at any time in the future. 23

24 EXAMPLE 7 Kirklees PCT VOLUNTEER AGREEMENT As a volunteer with Kirklees PCT you can expect: To be involved with an organisation that is dedicated to promoting good health. A supportive and positive environment that ensures you enjoy your volunteering. To be treated with respect and courtesy To be treated fairly regardless of gender, sexual orientation, age, parental or marital status, disability, religion, colour, race, ethnic or national origins, or socio/economic background An induction and opportunities to undertake appropriate training A named contact for support Relevant and up to date information and advice Recognition and thanks Reimbursement of any reasonable out-of-pocket expenses incurred in the course of your volunteering Adequate public liability insurance In return we ask that you: Support our aims and objectives Remember that you are a representative of Kirklees PCT Reach a shared understanding with us summarising your role and commitment Are open and honest in your dealings with us Treat fellow volunteers,staff and the public with courtesy and respect Let us know if you wish to change the nature of your contribution Let us know if we can improve the service and support that you receive Signed. Date.. 24

25 EXAMPLE 7 Kirklees PCT 25