Volunteer Management Policy

Organisation Name: Heston Wellness Centre 

Date Adopted: 14 December 2025 

Review Date: Annually or following significant changes to activities

1. Introduction and Guiding Principles

Heston Wellness Centre (HWC) believes that volunteers are essential to achieving our charitable aims of promoting wellness through low-cost classes. This policy sets out the principles for managing volunteers effectively, ensuring a rewarding experience for them while protecting the interests of HWC and its beneficiaries.

Key Principles:

  • Volunteers are not employees; they give their time freely and voluntarily.

  • Volunteers will be treated fairly, consistently, and with respect.

  • Volunteers will not be used to replace paid staff or instructors.

  • The relationship is a mutual commitment, not a contract of employment.

2. Volunteer Roles and Recruitment

2.1 Scope of Volunteer Roles

Volunteers primarily support the smooth running of our classes, administration, and fundraising efforts. Current roles typically include:

  • Greeting Attendees: Welcoming service users and providing general information.

  • Managing the Sign-in Sheet: Recording attendance for registers and class records.

  • Setting Up and Packing Down the Hall: This includes laying out mats and props, and ensuring the hall is left clear and tidy (as per the Health & Safety Policy).

  • Handling Small Amounts of Cash: Collecting class fees and managing float change.

  • Fundraising Support: Assisting with annual fundraising events and activities.

2.2 Recruitment and Induction

  1. Application: All potential volunteers will be asked to complete a simple application form.

  2. Informal Interview: An informal meeting will be held with a Trustee or the Health and Safety Officer (Mr Sandeep Gupta) to discuss the role and mutual expectations.

  3. References: HWC may request two references, particularly for roles involving handling cash or contact with vulnerable adults.

  4. Induction: All new volunteers will receive an induction, covering:

    • HWC's mission and purpose.

    • The Health and Safety Policy (including fire procedures and safe lifting for set-up/pack-down).

    • The Safeguarding Policy (how to report concerns).

    • Specific tasks, cash handling procedures, and the Code of Conduct.

3. Volunteer Rights and Responsibilities

3.1 Rights of the Volunteer

Volunteers have the right to:

  • Clear and accurate information about HWC and the role they are undertaking.

  • A clear line of supervision (e.g., reporting to Mr Sandeep Gupta).

  • Be protected by HWC's relevant insurance policies (Public Liability).

  • Receive appropriate training and support for their tasks, particularly for cash handling.

  • Have out-of-pocket expenses reimbursed (see Section 4).

3.2 Responsibilities of the Volunteer

Volunteers must:

  • Comply with all HWC policies, particularly Health & Safety and Safeguarding.

  • Act professionally, reliably, and in a way that protects the reputation of HWC.

  • Inform their supervisor (Mr Gupta) immediately if they are unable to attend a shift.

  • Maintain confidentiality regarding beneficiaries' personal or health information (GDPR).

  • Follow the documented cash-handling procedures strictly.

4. Expenses and Financial Matters

4.1 Reimbursement of Expenses

Volunteers are entitled to claim reimbursement for legitimate, out-of-pocket expenses incurred while carrying out their duties, provided the expenses have been pre-approved by a Trustee or Mr Sandeep Gupta.

  • Claiming: All claims must be submitted with a valid receipt within [e.g., 30 days] of the expense being incurred.

  • Eligible Expenses typically include: travel costs (e.g., bus fares) directly related to the role, and agreed-upon costs for resources used (e.g., printing for promotional flyers).

4.2 Payments

Under no circumstances will volunteers be paid a wage or salary. Any payment made could create an implied contract of employment, which is contrary to the charitable nature of the role.

5. Volunteer Safety and Support

5.1 Supervision

Each volunteer will be supported by a designated point of contact, Mr Sandeep Gupta (Health and Safety Officer), who will provide day-to-day guidance and deal with any issues.

5.2 Insurance

Volunteers carrying out authorised duties for HWC are covered under the Public Liability Insurance and Trustees Indemnity Insurance.

5.3 Dispute Resolution and Termination

If a volunteer’s conduct is unsatisfactory or a disagreement arises, the matter will be addressed informally first by Mr Gupta. If the issue is serious (e.g., a breach of the Safeguarding Policy, or misuse of cash), the Trustees reserve the right to immediately and respectfully terminate the volunteering arrangement.