Download Volunteer Policy

Action Cancer
Volunteer Policy
(Summarised Version)
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August 2016 – the full Volunteer Policy is available on request.
Thank You
Thank you for your interest in becoming part of the Action Cancer Volunteer Team!. Action Cancer is Northern
Ireland’s leading and foremost local cancer charity. Formed in 1973 we are dedicated to “Saving and Supporting”
people and their families affected by Cancer. We are:
 The only charity in the British Isles which provides free breast screening services, screening circa 9,500
women annually and detecting a carcinoma in approximately every 150 women screened.
 The largest voluntary sector provider of free health checks for men and women, testing circa 5,000 people
annually with nearly 50% tested being referred for further investigation.
 We provide to adults and children, through our highly qualified specialists, the most extensive range of
therapeutic support interventions of any Northern Ireland charity.
 We lead on the delivery of education and awareness programmes to school children and in raising
awareness of cancer to the general public of Northern Ireland.
We are a local Northern Ireland charity - all our money is raised to provide services for local communities. Our
dedicated team of staff and volunteers work across the whole of Northern Ireland helping to save lives and support
people affected by cancer. To operate our services we must raise circa £4 million every year. As an Action Cancer
volunteer you will help Action Cancer provide our vital support and services to people affected by cancer across
Northern Ireland.
Volunteers are an important part of the Action Cancer ethos, as they add considerably to the quality of service that
Action Cancer provides. We realise that the achievement of our goals is best served through the participation of
members from the local community. To this end, we encourage the involvement of volunteers in a variety of roles in
Action Cancer, and we see it as our responsibility to continue to identify ways in which the work of Action Cancer can
be extended by the involvement of volunteers as a core part of our team, with a distinctive but complementary role
alongside paid staff. All Action Cancer staff are encouraged to assist in the creation of meaningful and productive
roles through which volunteers can gain personal benefits.
Action Cancer welcomes and encourages volunteer applications via our website, our shops, our fundraising activities,
and by word of mouth. Our services are very special and the belief that the dignity of people must be maintained is
vital to all our relationships. We recognise that the provision of equal opportunities is not only good management
practice, it also makes sound business sense, helping all those who work and volunteer for us to develop their full
potential and to fully use the talents and resources of Action Cancer to maximise the efficiency of the organisation.
Equality of opportunity comes into every aspect of our work, and in relation to volunteers when:
 Recruiting
 Considering adjustments to support volunteering
 In relationships between staff and volunteers
 Between volunteers and 3rd parties
Involvement as a volunteer for Action Cancer, is a most rewarding and stimulating experience. Simply knowing that
you are in a position to help and make a difference to others who often cannot help themselves is a real privilege. In
the case of Action Cancer knowing that you are helping to contribute to the delivery of our Mission which is
“...saving lives and supporting people (in Northern Ireland) through cancer awareness, prevention, detection, and
support” is both a joy and priceless.
The purpose of this summarised Volunteer Policy is to provide you with information if you are thinking of
volunteering with us - Application Forms can be downloaded from this page. A full Volunteer Policy is available if you
would like more detailed information.
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August 2016 – the full Volunteer Policy is available on request.
There are a variety of volunteering opportunities available in Action Cancer and each area has produced information
for potential volunteers giving a flavour of what the volunteering activities involve, and how to apply. This
information is available via our website by clicking on each volunteer tab, or by contacting the volunteer
representative in the relevant area:
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Retail – Katherine Young / Diane Winter
[email protected] / [email protected]
Peer Mentoring – Elizabeth Boyd
[email protected]
Fundraising and Fundraising Events – Georgina Campbell
[email protected]
Local Groups – Jenna Booth
[email protected]
Finance – Arlene McGeown
[email protected]
Counselling – Ruth Fleming
[email protected]
Reception – Michele Warke
[email protected]
Tea Bar – Joanna Currie
[email protected]
Council of Management – Norman Carson
[email protected]
Definition of Volunteering
Volunteering is defined as:
“the commitment of time and energy, for the benefit of society and the community, the environment, or individuals
outside (or in addition to) one’s immediate family. It is unpaid, and undertaken freely and by choice.”
(DSD Jan, 2014)
A volunteer must be formally appointed and matched to their agreed role prior to starting their volunteering.
Volunteers shall not be considered as employees of Action Cancer.
Our Heritage
Established in 1973 by cancer specialist Dr George Edelstyn the initial aim of the charity was to fund pioneering
research into chemotherapy and to support and sustain patients and their families during treatment. Our
founders’ vision for the future was that people of Northern Ireland would be free from the risk of cancer.
Since Action Cancer was formed we have been the only charity in the UK and Ireland to provide a screening service
for breast cancer, leading the way in 2006 with the introduction of digital mammography. Then in the same year we
developed another first - a state of the art articulated vehicle nicknamed the Big Bus, with on-board facilities for
breast screening and health checks.
Through our clinic in Belfast, the Big Bus and the use of local community facilities each year we provide free breast
screening to women 40-49 and 70 +, support and therapeutic services and health checks in over 200 locations across
Northern Ireland. We also deliver health checks, cancer awareness and health education programmes in schools and
a wide variety of other settings. We continue to lead the way in on health promotion, lobbying and campaigning on
cancer and health related issues.
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August 2016 – the full Volunteer Policy is available on request.
Values and Behaviours:
Our strengths are that we are a Values driven charity with people being at the very centre of everything we do. Our
services are proven to make a difference, we are a Northern Ireland charity run and controlled by local people, raising
money, spending money, and supporting people only here in Northern Ireland.
We have three stated Values which are supported by seven expected behaviours.
Value 1: Putting People First - People are at the centre of everything we do.
Value 2: Making a Difference - Having a positive impact on everything we do.
Value 3: Being Accountable - Clear, open and honest about everything we do.
Our Values are supported by seven Behaviours. We Will…
1. Treat people with respect, care, dignity and consideration.
2. Listen, hear and respond positively to what people say.
3. Support, develop and equip our people to reach their full potential.
4. Gain from our experience and celebrate success.
5. Work together, supporting, adding value, learning from and sharing with others.
6. Embrace and develop new ideas, ways of working and technologies.
7. Welcome scrutiny, taking ownership and responsibility collectively and individually for our actions.
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Benefits of Volunteering with Action Cancer
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Helping to support Northern Ireland’s leading cancer charity
A happy and friendly volunteering environment
Tea and coffee whilst volunteering
Support with your volunteering needs
Bi annual organisational volunteer recognition and celebration event
Training and development within your role
Flexible volunteering times
Many thousands of people have been touched by the work of Action Cancer- through the early detection services
throughout the province, our information and support services for cancer patients, our Men’s Health Programme,
awareness initiatives such as Breast Cancer Awareness Month. But great challenges still lie ahead of us. Cancer is set
to become the most common cause of death in Northern Ireland. Cancer treatment and detection have improved
greatly, but there is still much more to be done. We rely heavily on the support and dedication of our volunteers to
enable us to carry out this vital work. As well as providing a very worthwhile service volunteering with Action Cancer
has great benefits for the volunteers themselves, such as:
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Having fun and sharing great company
Training & development
Relieving boredom
Learning new skills
Gaining confidence
Improving self-esteem
Helping a worthy cause
Meeting new people
Making friends
Gaining valuable work experience to add to your CV
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August 2016 – the full Volunteer Policy is available on request.
Key Information
Recruitment of Volunteers
Action Cancer recruits volunteers as widely as possible. We promote our volunteering opportunities via our shops
and groups throughout Northern Ireland, via our website, the Volunteer Now and Community NI websites, and
Volunteer Application Forms can be collected or requested from Action Cancer House. Clients who have been
supported by Action Cancer also offer their volunteering services.
Volunteers may be recruited either through an interest in a specific function, or through a general interest in
volunteering which will later be matched with a specific task. No final acceptance of a volunteer will take place
without a specific written volunteer role description for that volunteer.
Special Case Volunteers
Action Cancer also accepts as volunteers those participating in student community service activities, and other
voluntary service programmes such as the Duke of Edinburgh Award Scheme. In each of these cases, however, a
special arrangement must be in effect with the agency, school, company, or programme from which the special case
volunteers originate - this should identify responsibility for management and care of volunteers. Volunteers who are
under the age of 18 years of age are required to obtain written permission from a parent or guardian before
commencing any voluntary task in Action Cancer, and to ask their parent or guardian to confirm consent on the
Volunteer Application Form. Certain activities of Action Cancer’s work will be restricted for minors. These will be
identified by a Risk Assessment during Induction.
Recruitment and Selection Procedure
Recruitment and selection of volunteers differs from area to area, depending on the frequency, the nature of, and
the sensitivity of the volunteering role. Therefore each area has produced its own information or flow chart detailing
how to become an Action Cancer volunteer, and the process followed in recruiting and selecting volunteers. This
information is available in hard copy, or on our website for the following:
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Retail - Assistant, Driver
Fundraising and Fundraising Events – Action Cancer House
Fundraising Groups – Member, Treasurer, Chairperson
Finance
Counselling
Peer Mentor
Council of Management
Receptionist
Tea Bar
Role descriptions and information are available online for each volunteering role – simply download from the
appropriate tab – or on request from Action Cancer House and shops. Contacts for each area are detailed on Page 4
of this Policy. These contacts will provide you with information regarding what Action Cancer expects from
volunteers, and will invite you to attend an informal chat when they receive your volunteer application form.
Interviewing
Prior to being assigned to a position, all potential volunteers will be invited to an informal chat to ascertain their
suitability for and interest in that position. How the chat will be conducted is confirmed in the relevant “How To
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August 2016 – the full Volunteer Policy is available on request.
Become A Volunteer” information and flowchart, and will be appropriate to the frequency, the nature of, and the
sensitivity of the volunteering role.
In most cases – this may not be feasible for ad hoc events and groups volunteers - the informal chat will determine
the skills and interests of the volunteer, their commitment to fulfil the requirements of the role, and will give the
volunteer the opportunity to ask any questions they have about the role.
The recruitment process is managed by the relevant volunteer supervisor and is aimed at allowing both parties to
give and receive sufficient information to assess whether the volunteer opportunity available matches the potential
volunteer’s skills, qualities and needs.
Individuals will be notified either verbally or in writing if an available volunteering opportunity matches the potential
volunteer’s skills, qualities and needs. Alternatively they will be offered an opportunity to discuss the outcome of
their informal chat and identify possible alternatives within or outside of Action Cancer.
References
All potential volunteers who complete a Volunteer Application Form will be asked to submit the name of two
referees. These referees should be known to the volunteer for two or more years and not be related to them. A
volunteer role which involves cash handling responsibilities will only be confirmed after the receipt of two
satisfactory verbal references.
Criminal Records Check
As appropriate for the protection of clients, volunteers in certain roles may be asked to submit to an AccessNI check.
Volunteers who do not agree to the background check for a volunteer role which requires this will not be able to
undertake that particular role but may still be able to undertake a non-regulated role in Action Cancer. At present
our counselling roles require an AccessNI check.
Past/Pending Convictions
Usually a volunteer has no legal obligation to reveal spent or unspent convictions. However, our volunteers regularly
work closely with children and adults at risk of harm or in need of protection and for this reason we ask potential
volunteers about past and pending convictions. This is known as asking an exempted question, which when
answering, a person has a legal obligation to reveal spent convictions.
Prospective volunteers are asked to state on their Application Form whether they have any spent or unspent
criminal convictions, or any cases pending against them, and if they indicate yes, further details will be asked for
during the informal chat, and the reason for this will be explained to the prospective volunteer. This information will
be dealt with in a confidential manner, may not necessarily exempt the person from volunteering, and will not be
used to discriminate against applicants unfairly.
Monitoring
Action Cancer does not ask volunteers to complete monitoring information, with the exception of our Peer Mentors
(in adherence of OCN requirements for their role).
Conflict of Interest
No person who has a conflict of interest with any activity or programme of Action Cancer, whether personal,
philosophical, or financial shall be accepted or serve as a volunteer. Volunteers are asked to confirm at the
application stage that they agree to actively undertake volunteering to the best of their abilities and to remain loyal
to the values, aims, and procedures of Action Cancer.
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August 2016 – the full Volunteer Policy is available on request.
Settling in Period
All new volunteers will have a settling in period of up to 6 months. At this time you will evaluate and discuss your
progress, what you have learned, how you feel about being a volunteer, your attendance, reliability and training.
Both you and Action Cancer can review your position and if mutually suitable you are accepted as a fully-fledged
volunteer.
Support
It is important that you do not keep problems to yourself. If the problem is Action Cancer related or even if it is
personal, or especially if the volunteering you are doing is raising issues and difficulties in your own life, please DO
ask for help.
Training
Knowing your role and all the activities is one of the best ways to feel part of the team and confident in your
volunteering role. You will receive full training on all activities that you will carry out as part of your volunteering role
to make sure you feel confident in the areas. E.g. Action Cancer Customer Service Training
Volunteer Management Procedures
Each volunteer will have a designated supervisor - a member of staff who will take responsibility for the direct
management of the supervision of the volunteers in that particular area. This person will be identified and
introduced to the volunteer before they commence their volunteer role.
Expenses
Volunteers should not incur any additional expenses due to their volunteering, and may be eligible for
reimbursement of reasonable expenses incurred while undertaking a voluntary role for Action Cancer. Information
specific to each volunteer role can be found in volunteer information relating to each area.
Confidentiality
Confidentiality is fundamental to our ongoing work in Action Cancer. Volunteers are responsible for maintaining the
confidentiality of all proprietary information to which they have access while serving as a volunteer, whether this
information involves a client, member of staff, volunteer, or involves the overall business of Action Cancer.
Volunteers will be required to sign a Confidentiality Agreement before commencing volunteering on behalf of Action
Cancer.
Dress Code
As representatives of Action Cancer, volunteers, like staff are responsible for presenting a good image to customers,
clients, their relatives, and to the wider community. Volunteers are asked to dress appropriately for the conditions
and performance of their volunteering.
Volunteer – Staff Relations
Volunteers and staff are considered to be partners in implementing the mission and programmes of Action Cancer,
with each having an equal, but complementary role to play. It is essential for the proper operation, and success of
that relationship that each partner understands and respects the needs and abilities of the other.
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August 2016 – the full Volunteer Policy is available on request.
Volunteers are a valuable resource in performing the work of Action Cancer, and staff are encouraged to consider
creative ways in which volunteers might be of service to the Charity and to consult with their line manager if they
feel in need of assistance or additional training in relation to their work with volunteers.
Volunteer Development
Volunteers are encouraged to develop their skills during their involvement with Action Cancer, and are to be
encouraged through rotating duties to assume additional and greater responsibilities. If so desired by the volunteers,
Action Cancer will assist the volunteer in maintaining appropriate records of volunteer experiences that will assist
the volunteer in future career opportunities, both paid and unpaid.
Changing Volunteer Roles
Volunteers who at any time have a change of role will discuss the new role with the supervisor and receive all
appropriate orientation and training for that position either before they begin or in the first few sessions of being in
that role. In addition, any screening procedures appropriate for that specific position must be completed, even if the
volunteer has already been working for Action Cancer.
Recognition
A biannual Volunteer Recognition Day will be organised to highlight and reward the contribution of volunteers to
Action Cancer. Smaller scale social gatherings may also be organised by staff at various locations as a means of
showing appreciation for the valuable contribution which volunteers make to Action Cancer.
Informal Recognition
All staff responsible for volunteer supervision are encouraged to undertake methods of recognition of the volunteer
service on a regular basis throughout the year. These methods of informal recognition should range from a simple
“thank you“ , to a concerted effort to include volunteers as full participants in decision-making and implementation
for projects which involve the volunteer.
Reliability
It is very important that all volunteers come in for the times that they have agreed to volunteer. Remember, we
depend on you once you have given a commitment.
Action Cancer’s Ambassador
In many respects volunteers act as an ambassador for Action Cancer, this means that all volunteers should treat
members of the public with respect and in a professional manner as they are representing the charity. Action Cancer
volunteers are not permitted to speak to the media about Action Cancer without agreed permission.
Smoking
Smoking or the use of e-cigs is prohibited on any Action Cancer property, outside any Action Cancer property or
whilst in any Action Cancer branded merchandise including Action Cancer t-shirts or when wearing your volunteer
badge.
Leavers
Whilst we hope that you will not want to leave your role as an Action Cancer volunteer we understand that this is
the nature of volunteering due to other commitments and further development. Volunteers that leave will receive a
Thank You certificate from Action Cancer and will be asked to fill out a short optional questionnaire.
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August 2016 – the full Volunteer Policy is available on request.