Shirehampton Public Hall Volunteering Policy
Last Reviewed: 01.04.2026
Mission Statement
Shirehampton Public Hall Trustees aim to manage and maintain the building for the benefit of all who live in the parish of Shirehampton, working towards maintain and managing the building to ensure it is accessible as a community resource. Shirehampton Public Hall Trustees aim to work with the Shirehampton community to provide opportunities for residents to access education, promote wellbeing and support recreation and leisure.
In line with this mission statement, SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION is committed to involving volunteers to:
Support the staff, trustees and users of the Public Hall
To ensure our volunteers are prepared and feel confident in supporting staff, trustees and users
Principles
SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION volunteering policy is guided by the following principles:
Voluntary work brings benefits to volunteers, service users, and the wider community
Barriers to volunteer involvement exist and we will strive to bridge the opportunity gap
We will not introduce volunteers to replace paid staff
Involvement of volunteers requires mentoring and support
We will ensure that this volunteer policy is adopted throughout SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION and informs & supports other policies
A Board of Trustees will guide and monitor the implementation and ongoing review of this policy and will ensure that:
Paid Staff & Trustees work positively in partnership with volunteers and involve them in appropriate volunteering roles which contribute to the work of the organisation
Practice Guidelines
The following guidelines apply to practical involvement of volunteers directly engaged within SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION. Members of the Board of Trustees are not included in these guidelines as their role and responsibilities are covered by separate guidance.
Recruitment
Recruitment of volunteers will generally be from all sections of the community, and will be in line with SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION Core Values, however positive action in recruitment may be used where appropriate
People interested in becoming volunteers with SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION will be invited for an informal interview with the appropriate contact person. All volunteers will be asked to complete a simple Application Form and to supply two written references where required
Potential volunteers will be asked to disclose any convictions or conditional cautions which are currently unspent under the Rehabilitation of Offenders Act 1974. A previous conviction will not necessarily be a barrier to volunteering and this information will be dealt with in the strictest confidence. If the role will involve a volunteer working with children or vulnerable adults, they will be asked to complete a DBS (Disclosure and Barring Service) Check, in line with SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION Child Protection and Vulnerable Adult’s Policy, before being considered.
Volunteer Agreements
Each volunteer will be given a role description and a Volunteer Agreement containing information about their chosen area of work and a clear idea of their responsibilities and SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION responsibilities to them. Each volunteer will also receive a Volunteer Briefing containing all relevant details needed to inform their role and responsibilities.
Induction
All volunteers will receive an induction.
Support and Supervision
All volunteers will have a named Trustee who will support and provide feedback on the role the volunteer is providing. Volunteers who are under 18 years of age or who are classed as a vulnerable adult must be supervised in their role by a responsible person who has undergone an appropriate level DBS Check.
The Volunteer’s Voice
Volunteers are encouraged to share with their named Trustee their views about their experiences of their nominated volunteer role and any observations they have about the opportunities provided by SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION. Volunteers will be consulted on issues and decisions that affect them in their contribution to SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION and our relationship with volunteers will be one of mutual responsibility and commitment.
Expenses
It is not expected that volunteers will have travel and other out-of-pocket expenses.
Insurance
All volunteers are covered by SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION insurance policy whilst they are on the premises and engaged in any tasks associated to their volunteer role.
Although it is unlikely that a volunteer will be asked to use their own car as part of their volunteering role, if they do, they must notify their insurance company.
Health and Safety
Volunteers are covered by SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION Health and Safety Policy. A copy of which is available at Health and Safety Policy
Equal Opportunities
SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION operates an Equal Opportunities policy in respect of both paid staff and volunteers. Volunteers will be expected to have an understanding of and commitment to our equal opportunities policy. Available at https://shirepubhall.org.uk/wp-content/uploads/2026/02/policies_procedures25.pdf page 31
Confidentiality
Volunteers will be bound by the same requirements for confidentiality as paid staff and will be expected to have an understanding of and a commitment to this policy. Available at https://shirepubhall.org.uk/wp-content/uploads/2026/02/policies_procedures25.pdf page 24
Problem Solving
Where an issue of concern to the volunteer or the named volunteer Trustee arises, they should work together to resolve the situation and explore support options. If the issue is not resolved, the volunteer should be supported to find another role within SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION or externally. A copy of our Customer Charter and Complaints Procedure is available at https://www.shirepubhall.org.uk/index.php/policies-and-procedures.
Policy Reviewed and Approved by the Board May 2026
