Volunteer Handbook & Induction Guide to Volunteering at Gateshead Council
On behalf of Gateshead Council thank you for registering as a volunteer. You
will play a vital role in the delivery and success of activities and events in
Gateshead. As a volunteer you will be given the opportunity to get involved in a
variety of fantastic volunteer placements across the borough.
This handbook is intended to provide you with all the essential information you
will need to undertake your role as a volunteer.
We hope you enjoy your time as a volunteer.
How to become a volunteer
Your volunteering journey typically starts by completing an APPLICATION
FORM. This gives you the opportunity to tell us why you want to volunteer, what
you would like to achieve and the types of volunteering opportunities you are
interested in. We will then match your interests with a suitable vacancy.
Once you have returned the form you will be invited to attend a short informal
INTERVIEW. The aim of this is to find out why you want to volunteer, assess
your suitability and to help support your aspirations. There will be a variety of
reasons for becoming a volunteer – from supporting your local community, giving
your valuable time or as a routeway into employment. This will form the first part
of the process to help support you. It is at this point that a volunteering
opportunity will be made available to you
Depending upon your role as a volunteer you may be required to undergo an
Disclosure and Barring Service (DBS) check. Certain volunteering opportunities
are alongside staff working with children and vulnerable adults. This will be
discussed with you at the interview process.
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As a Gateshead Council Volunteer you will ask you if you have a disability or
medical condition that might require adjustment to the volunteering role. You may
be required to complete a Medical Health Questionnaire if the role involves
driving. We will also ask for two references during your application stage.
You will be required to return a signed confirmation letter which will be specific to
your individual volunteering opportunity. Your volunteering role will not be able to
start until this is returned and all relevant checks have been completed
When you are ready to start volunteering you will be invited to attend an
INDUCTION. The Induction is a time to ensure just how valued and important
you are to Gateshead Council, and is an opportunity to embrace the enthusiasm,
motivation and fresh ideas a volunteer can bring. Induction is more than just the
first day within the organisation, it starts before you arrives and will carry on for
as long as necessary.
How do you find out about volunteer opportunities?
We will actively source volunteer opportunities for you and carefully work with
each provider on your behalf. Vacancies will be sent to you via email or post
depending on your preferred method of communication.
You can apply for a variety of long and short term opportunities. You do not
need to volunteer for all groups/activities/events just those that you are interested
in.
Each volunteer opportunity will come with a volunteer role description, which will
detail what is expected of you. This role will be agreed prior to you starting and
can be revised at any time as part of our ongoing support to you.
You can expect
 To be assigned a named person who will provide guidance and support
 To be given a volunteer role within the organisation
 To have the opportunity to access appropriate training
 Regular up to date information on training and volunteer opportunities
 To have access to all policies and procedures relating to your role
 Respect and consideration
 Equality of opportunity
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 To be supported for reasonable expenses incurred
 Supervision within your role when relevant
 Training to cover the use of any equipment required
We expect you to
 Act as a positive role model
 Be reliable and punctual
 Promote equality
 To adhere to the organisations policies and procedures
 Specially adhere to guidance while using equipment
 Show understanding and respect amongst all races, religions, ages, gender
and disabilities
 Treat all people with respect and dignity
 Provide an environment free from harassment, discrimination and
victimisation
 Value and respect all individuals for their own qualities, differences and
achievements
 Adhere to the organisations confidentiality policy
Volunteer Induction Programme
Induction is a time to ensure just how valued and important you are to our
organisation, and is an opportunity to embrace the enthusiasm, motivation and
fresh ideas a volunteer can bring. Induction is more than just the first day within
the organisation, it starts before you arrive and will carry on for as long as
necessary.
What’s The Purpose of Induction?
Induction is the process by which a volunteer becomes part of the organisation
and is about making your experience a planned and supported one from the very
beginning
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Every induction should be tailored to suit the person
Before starting in your role as a volunteer you will be invited to complete your
personalised induction plan. This will be your chance to meet the team and find
out about your role as a volunteer. This will be an individual induction, tailored to
meet your needs. By completing an induction prior to volunteering, you are fully
aware of what is expected of you, and of others. When you start volunteering
you will know exactly what you will be doing and what group/activity/event you
will be supporting.
Regular Reviews
As part of the ongoing support available to you, an induction review will be
carried out at varied times. This will be a chance for you to review your role,
provide valuable feedback and to discuss if volunteering has met your
expectations. The timescale for this will vary and can be requested at any time
by yourself or a staff member you are supporting
Exit interviews
Exit interviews, where possible, will be conducted with volunteers who are
leaving their positions. This will help to provide valuable feedback which will
improve the programme for future volunteers.
You are under no obligation to keep volunteering if you are unhappy. All we ask
is that you tell us why so we can resolve the situation to help us improve the
scheme for future volunteers.
Keeping you up to date
We keep in regular contact with volunteers through a variety of channels
although we find the best way to communicate is by email. If you do not have an
email address don’t worry we can always post any updates out to you.
Please keep us up to date with any changes in your personal circumstances and
let us know if you no longer wish to receive correspondence from us.
Volunteer development / progression
Volunteering has been proven to be an excellent way to get into employment.
Many skills can be learnt or developed further through volunteering and there are
excellent training opportunities available with good support and advice in place to
help you find work.
There will be a variety of reasons for becoming a volunteer – from supporting
your local community, giving your valuable time or as a routeway into
employment; we can help to achieve your goal. Tailored individual support plans
can be developed to help meet your expectations and aspirations.
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Recognition
Every opportunity will be sought to highlight and reward the contribution of
volunteers. You can ask us to provide a reference for the time you spent with us
as a volunteer.
Expenses
Volunteers will be supported where reasonable expenses are incurred. For
further information please speak to your named contact and please remember to
keep all your receipts as proof. Without this we cannot reimburse you for any
expenses incurred.
Expenses are reclaimed by completing a Gateshead Council Travelling and
Subsistence Claim form. All expenses are managed by the individual service
area.
Unable to volunteer?
If you are unable to volunteer for any reason please get in touch with your named
volunteer contact. Wherever possible please give plenty of notice to enable staff
to make alternative arrangements. If there is to be a long period of absence,
please inform the named volunteer contact when you will be available to
volunteer again.
Pregnancy
We will ensure that a risk assessment is undertaken for any volunteer who is or
becomes pregnant to ensure that their role is safe for them to undertake during
and immediately after their pregnancy. In the event of you expecting a baby
please inform a member of the team as soon as possible and a risk assessment
of your role will be undertaken.
Volunteering whilst on benefits
Volunteering is a great way to improve your skills if you are looking for work. If
you are claiming benefits you must advise your local job centre that you are
volunteering. Reassure them that you can be contacted while volunteering and
always make yourself available for any mandatory interviews with your advisor.
It might also be helpful to explain the opportunities available to you (i.e. training
and expenses).
If you are in receipt of benefits and have any doubts about whether volunteering
will affect your benefits, please contact your local Jobcentre Plus office or visit
www.gov.uk
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What happens to my personal information?
All of your details are held on a secure database and information systems that
only restricted staff have access to. We will record your personal data and keep
it safe and secure in accordance with the Data Protection Act 1998. We will not
share it with other organisations without your knowledge, unless we are required
by law to do so. The information provided will be kept on file no longer than the
time required under statute. You have the right to see the information that we
keep about you. If you wish to see it, please contact Gateshead Council’s
Information Rights Officer, Corporate Administration, Legal and Corporate
Services, Central Services, Civic Centre, Regent Street, Gateshead NE8 1HH or
email [email protected].
Mobile Phones
Mobile phones may not be permitted to be used during your volunteering role
unless specified by your volunteer contact. If you do need to make a call please
inform the relevant member of staff who will advise of a suitable place where
calls can be made / received.
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