Volunteer Policy and Code of Conduct

Purpose and scope

Conger Hill Trust relies on volunteers to help deliver its charitable activities, including Toddington Community Fridge.

We value the time, skills and commitment that volunteers contribute to our work and aim to provide a positive, safe and welcoming volunteering environment.

This policy explains what volunteers can expect from Conger Hill Trust and what the Trust expects from its volunteers. It also sets out the standards of conduct expected when somebody is volunteering or otherwise representing the Trust.

The policy applies to all volunteers undertaking activities on behalf of Conger Hill Trust.

Trustees are also required to comply with this policy whenever they undertake operational, volunteering or public-facing activities on behalf of the Trust. Trustees have additional responsibilities arising from their role as charity trustees, which are dealt with separately through the Trust's governing document and Trustee Code of Conduct.

Volunteering is undertaken freely and does not create a contract of employment or worker relationship between a volunteer and Conger Hill Trust.

Who can volunteer and role suitability

Volunteers must be aged 18 or over.

Conger Hill Trust does not accept volunteers under the age of 18, including where a parent or guardian offers to supervise them.

The Trust will consider the requirements of each volunteering role and whether an individual can undertake it safely.

Some roles, particularly food collections, unloading and stock movements, are physically demanding and may involve lifting and carrying trays or crates of food weighing up to 20 kg.

For health and safety reasons, and to protect the welfare of our team, the Trust will not permit someone to undertake collections or other manual-handling duties where it reasonably considers that they are unable to carry out the physical requirements of the role safely.

Where appropriate, we may offer an alternative volunteering role that does not involve heavy lifting or physically demanding work.

Depending on the role, volunteers may also be required to:

complete an induction;
provide appropriate driving documentation where driving is required;
demonstrate relevant skills or experience; or
undergo other suitability checks, including a Disclosure and Barring Service check where appropriate and legally available for the role.

The Trust may decide that an individual is not suitable for a particular volunteering role or may offer an alternative role where appropriate.

Children must not accompany volunteers or trustees while they are carrying out food collections, deliveries, stock movements or other operational duties on behalf of the Trust.

Training

Conger Hill Trust will provide volunteers and trustees with the training required to carry out their roles safely and appropriately.

All volunteers must complete:

health and safety training;
manual handling training; and
equality and diversity training.

Any volunteer who handles, transports, stores or redistributes food must also complete a recognised Level 1 food hygiene qualification.

Trustees and anyone undertaking a supervisory or lead role involving food must complete a recognised Level 2 food hygiene qualification.

Anyone appointed by the Trust to a food safety lead role must complete a recognised Level 3 food safety qualification, or an equivalent qualification considered appropriate by the Board of Trustees.

The Trust will meet the reasonable cost of all training that it requires volunteers and trustees to complete.

Required training must normally be completed before an individual undertakes the relevant duties independently. The Trust may require training to be refreshed periodically or where procedures, responsibilities or regulatory requirements change.

Volunteers and trustees are expected to complete required training within a reasonable timescale and to provide evidence of completion where requested.

What volunteers can expect from us

Conger Hill Trust will aim to:

treat volunteers fairly, respectfully and with dignity;
provide clear information about their role and what is expected;
provide appropriate induction, information and training;
provide a safe environment in which to volunteer;
maintain appropriate insurance arrangements;
provide appropriate equipment where this is required for the role;
listen to concerns, feedback and suggestions;
provide clear routes for raising safeguarding, health and safety or other concerns;
reimburse properly authorised expenses in accordance with the Trust's arrangements; and
keep volunteers informed about matters relevant to their role.

What we expect from volunteers and trustees

When undertaking activities on behalf of Conger Hill Trust, volunteers and trustees are expected to:

support the charitable purposes and activities of the Trust;
treat beneficiaries, volunteers, trustees, suppliers, partner organisations and members of the public with dignity and respect;
follow Trust policies, procedures and reasonable instructions;
undertake only activities they are competent and authorised to perform;
complete training required for their role;
follow food safety, safeguarding and health and safety requirements;
take reasonable care of Trust property and equipment;
maintain appropriate confidentiality;
act honestly and responsibly when representing the Trust;
raise concerns promptly where something appears unsafe, inappropriate or contrary to Trust policy; and
let the relevant person know as soon as reasonably possible if they are unable to undertake an agreed activity.

Trustees undertaking operational activities are expected to follow the same operational procedures and standards as other volunteers.

Bullying, harassment, intimidation, threatening behaviour, discrimination, sexual harassment, abusive language or other inappropriate behaviour will not be tolerated.

Volunteers and trustees must not use their position within the Trust to exploit another person, obtain an inappropriate personal or financial benefit, or establish an inappropriate relationship with a beneficiary.

Nobody should claim to speak on behalf of the Trust, make commitments on its behalf or present a personal opinion as an agreed Trust position unless authorised to do so.

Safeguarding and appropriate boundaries

All volunteers and trustees must follow the Conger Hill Trust Safeguarding Policy.

Any concern about the welfare or safety of a child or adult at risk must be reported promptly in accordance with that policy. Volunteers and trustees should not attempt to investigate safeguarding concerns themselves.

Children may attend public-facing Trust activities, including Toddington Community Fridge sessions, when accompanied and supervised by their parent, guardian or responsible adult.

Children must not accompany volunteers or trustees undertaking collections, deliveries, stock movements or other operational duties. This includes remaining in a vehicle while a food collection takes place.

Volunteers and trustees must maintain appropriate boundaries with people they meet through Trust activities. They must not:

exploit a beneficiary;
use their role to establish an inappropriate personal, financial or sexual relationship;
lend money to or borrow money from beneficiaries;
seek inappropriate gifts or personal benefits;
make promises of support that they are not authorised to provide; or
use information obtained through their role for personal purposes.

Friendly and supportive relationships with members of the community are encouraged, but everyone acting on behalf of the Trust should remain mindful of the responsibilities that come with representing a charity.

Food safety, collections and manual handling

Food safety is fundamental to the operation of Toddington Community Fridge.

Anyone involved in collecting, transporting, storing or redistributing food must follow the Trust's Food Safety Management System and any relevant procedures or training.

This includes requirements relating to:

temperature control and maintenance of the cold chain;
use-by dates and other date controls;
allergens;
personal hygiene;
safe storage and transportation;
contamination; and
reporting refrigeration failures or other food safety concerns.

Food that is known or reasonably suspected to be unsafe must not be distributed. Where there is any doubt, advice should be sought from the appropriate person.

Anyone undertaking a food collection represents Conger Hill Trust and must follow the arrangements agreed with the supplier, behave appropriately towards supplier staff, follow site safety requirements and deliver food promptly to the agreed Trust location.

Collectors must not make independent arrangements with suppliers on behalf of the Trust unless authorised to do so.

Food collected or donated to Conger Hill Trust forms part of the Trust's redistribution arrangements. It must not be treated as belonging to the person collecting or handling it and must not be removed for personal use before it has been made available for redistribution in accordance with the Trust's agreed arrangements.

Volunteers and trustees are entitled to benefit from the Trust's services on the same basis as any other member of the public. For example, a volunteer may take food from Toddington Community Fridge during a public session, provided that the same arrangements applying to everyone else are followed. Food must be weighed and recorded, and any limit in place for that session, normally 3 kg unless otherwise agreed, must be observed.

Being a volunteer or trustee does not provide priority access to food or an entitlement to take additional food outside the arrangements applying to other visitors.

Collections, unloading and stock movements can involve repetitive lifting and individual trays or crates weighing up to 20 kg.

Volunteers and trustees must use safe lifting techniques, use appropriate equipment where provided and seek assistance where a load cannot safely be handled by one person. Nobody should attempt to lift or carry something they cannot safely manage.

Driving, health and safety

Everyone undertaking activities for the Trust must take reasonable care of their own health and safety and that of others who may be affected by their actions.

Volunteers and trustees must follow the Trust's Health and Safety Policy, relevant risk assessments and safety requirements applying at premises they visit.

Accidents, injuries, hazards and near misses must be reported.

Nobody should undertake a task that they believe they cannot safely perform.

Volunteers and trustees using their own vehicle for Trust activities are responsible for ensuring that:

they hold an appropriate and valid driving licence;
the vehicle is roadworthy and legally compliant;
they have appropriate motor insurance covering the activity being undertaken; and
the vehicle is suitable for safely transporting the items concerned.

Drivers must comply with road traffic law. The Trust will not be responsible for parking fines, speeding penalties or other penalties resulting from an individual's actions.

Any accident occurring while undertaking Trust activity should be reported as soon as reasonably practicable.

Nobody may undertake Trust activities while impaired by alcohol, illegal drugs or any other substance that makes it unsafe for them to do so.

Confidentiality, data protection, photography and social media

Volunteers and trustees may become aware of personal or sensitive information about beneficiaries, donors, other volunteers or partner organisations.

Information obtained through Trust activities must only be used for legitimate Trust purposes and must not be shared unnecessarily.

Volunteers and trustees must follow the Trust's data protection arrangements, protect Trust records and systems to which they have access and report suspected loss or inappropriate disclosure of personal information promptly.

The duty to respect confidentiality continues after somebody stops volunteering or serving as a trustee.

Nothing in this section prevents information being shared where necessary to raise a safeguarding concern, report wrongdoing or comply with a legal obligation.

Photography and social media are important ways of communicating the work and impact of Conger Hill Trust. Photographs of our activities, volunteers and trustees help us demonstrate the Trust's work, recognise the contribution of our team and promote our activities to the community.

Volunteers and trustees are not required to appear in photographs, videos or other promotional material, and we will respect anyone's decision not to take part.

We ask anyone who does not wish to appear in publicity to make this clear to the person coordinating the activity at the earliest opportunity. Where photographs are being taken, they should also make themselves known to the photographer and, where appropriate, exclude themselves from group photographs.

We ask volunteers and trustees to do this proactively. Identifying and removing photographs after an activity has taken place can create significant additional work, particularly where material has already been prepared or published.

Nobody will be treated less favourably because they choose not to appear in publicity.

Identifiable photographs of beneficiaries should only be taken or published with appropriate permission. Particular care must be taken with photographs of children.

Volunteers and trustees must not publish confidential information or photographs obtained through their role without appropriate permission.

Only people authorised by the Trust may post from official Trust social media accounts.

When expressing personal opinions, including on social media, volunteers and trustees must not suggest that they are speaking on behalf of Conger Hill Trust unless authorised to do so.

Money, donations, expenses and Trust property

Money, food, equipment or other goods donated to Conger Hill Trust belong to the Trust and must be handled in accordance with its financial and operational procedures.

Volunteers and trustees must not:

retain cash donations personally;
divert donations or donated goods for their own benefit;
use Trust purchasing arrangements for personal purchases;
remove Trust equipment without permission; or
commit the Trust to expenditure without appropriate authority.

Any suspected theft, fraud, misuse of donations or other dishonest behaviour must be reported promptly to a trustee. Where the concern relates to a trustee, it should be reported to the Chair or another trustee.

Reasonable expenses properly incurred while carrying out authorised Trust activities may be reimbursed in accordance with the Trust's expenses arrangements. Expenses require prior approval and appropriate receipts or other evidence.

Nobody should assume that expenditure will be reimbursed unless it has been authorised.

Volunteers and trustees must not solicit gifts from beneficiaries, suppliers or partner organisations. Cash gifts offered personally in connection with a Trust role must not be accepted.

Concerns, misconduct and ending volunteering

Volunteers are encouraged to raise concerns at an early stage.

Operational concerns should normally be raised with the person coordinating the relevant activity or a trustee.

Safeguarding concerns must be raised in accordance with the Safeguarding Policy.

Serious concerns about wrongdoing, unsafe practices, financial misconduct or the behaviour of a trustee may be raised directly with the Chair or another trustee.

Nobody will be disadvantaged for raising a genuine concern in good faith.

Where there are concerns about a volunteer's conduct, capability or suitability, the Trust will normally seek to resolve them informally where appropriate. This may include discussing the concern, providing additional guidance or training, changing the person's duties or offering an alternative role.

Where concerns are sufficiently serious, the matter will be referred to the Board of Trustees. The Board may decide to restrict or suspend a volunteer's activities or ask them to stop volunteering with the Trust.

Serious misconduct may result in the Board deciding that volunteering must end immediately.

Examples of serious misconduct may include:

theft, fraud or deliberate misuse of donations;
serious or deliberate breaches of food safety requirements;
violence, threatening behaviour, bullying or serious harassment;
serious safeguarding concerns;
serious or deliberate breaches of confidentiality;
undertaking Trust activities while seriously impaired by alcohol or drugs;
serious discrimination;
deliberate falsification of Trust records; or
conduct likely to cause serious harm to another person or to the Trust.

Decisions made by the Board of Trustees under this section are final. There is no formal right of appeal.

Where appropriate, a matter may also be referred to the police, local authority, Disclosure and Barring Service, Charity Commission or another relevant authority.

Volunteers are free to stop volunteering at any time and are asked to give reasonable notice where possible.

Volunteering is not employment and the Trust's employment disciplinary and grievance procedures do not apply to volunteers.

Concerns about the conduct of a trustee in their capacity as a trustee will be dealt with in accordance with the Trust's governing document, Trustee Code of Conduct and applicable charity law.

Review and volunteer declaration

The Board of Trustees will review this policy at least annually and sooner where Trust activities change significantly, a serious incident identifies a weakness in existing arrangements, relevant guidance changes or experience indicates that amendments are required.

Volunteer declaration

I confirm that I have received and read the Conger Hill Trust Volunteer Policy and Code of Conduct.

I understand the standards expected of me while volunteering for or representing Conger Hill Trust and agree to follow the Trust's policies, procedures and reasonable instructions.

I understand that volunteering does not create a contract of employment or worker relationship with Conger Hill Trust.

Name: ___________________________________

Signature: ________________________________

Date: ____________________________________