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Library, Archive and Museums Service volunteer policy
Date approved: 01 August 2007
Date by which policy due for review: 31 March 2012
1. Introduction The Council’s vision for Bromley is that it remains a place where people choose to live and do business. It is the role of the Council to help maximise the opportunities that all residents have to lead fulfilling and independent lives.
The Library, Archive and Museum Service involves volunteers in the delivery of its services to provide opportunities for individuals to contribute to the community. In return, using volunteers enables the Service to take advantage of local knowledge and the enthusiasm some volunteers have for their community, especially in relation to local history. By engaging volunteers from various groups within the community, libraries can help combat social exclusion.
Volunteers will not be used to replace paid staff or do work that was done by paid staff in the recent past.
2. Selection and recruitment The Library, Archive and Museum Service aims to recruit volunteers from all sections of the local community and with a range of skills, life experiences and knowledge. We welcome volunteers of all ages. Volunteers are currently used in the following service areas:
• Home Library Service
• Local Studies and Archives
• Museum Service
• Reading Groups
All volunteering opportunities will have a volunteer role description appropriate to the area of service. All prospective volunteers will be interviewed to discuss their skills, roles and expectations. The Library, Archive and Museum Service retains the right to reject any volunteers who are inappropriate for the task, or to suggest alternative placement.
Volunteers will be required to complete an application form, which will be retained for future reference.
3. Criminal clearance All volunteers will be required to disclose any criminal convictions (including spent convictions) when completing an application form. Volunteers who will be working closely with children, young people and vulnerable adults will be subject to Criminal Records Bureau checks.
4. Equal opportunities The Council treats all people with equal respect, concern and consideration and recognises the contribution made to the community by all individuals. We strive to ensure that this belief is embodied in the way we provide services, in our employment practices, and how we work with our partners/agencies in the community.
Volunteers will be expected to accept and work in accordance with this Equal Opportunities Policy.
5. Induction and training Bromley Council believes in making effective use of all of its resources by developing a culture of continuous improvement to enable it to achieve its main aim of ‘Building a Better Bromley’. Volunteers will be given training that is relevant and appropriate to their roles. New volunteers will be required to attend a basic induction session.
6. Supervision and support Volunteers will have access to effective supervision and any necessary support mechanisms, including learning and development opportunities. Where appropriate, group support meetings will be arranged.
All volunteers will have a six monthly appraisal, reviewing their job satisfaction, achievements and areas for further training and improvement. The appraisal process may be less formal than for other staff.
Library users have the right to expect high standards of service delivery and professionalism in all their dealings with the Library Service. Volunteers who persistently fail to perform their duties to a satisfactory standard will be asked to meet with a manager to discuss the problem. If the performance of a volunteer does not improve he or she will be asked to leave or work in a different area of the service.
7. Expenses Volunteers will be offered reimbursement of reasonable travel expenses from their home to place of work and any reasonable expenses incurred in the course of their work. Any expenses must be agreed with the volunteer’s line manager in advance.
8. Insurance
Volunteers will be indemnified against third party claims under the Council’s Public Liability Policy while carrying out their duties.
9. Health and safety We will not place volunteers in situations that will put their health and safety, or that of others, at risk. Volunteers must comply with the Departmental Health and Safety Policy requirements.
It is the responsibility of line managers to ensure volunteers receive suitable and sufficient induction with particular attention to Health and Safety matters. The training will include information about personal safety, first aid and what to do in the event of a fire.
It is the responsibility of all staff to take reasonable care of their own health and safety and for others who may be affected by their acts or omissions.
10. Grievance procedure Volunteers should raise any concerns or problems with their immediate supervisor
11. References Volunteers will be entitled to receive a reference from the Library, Archive and Museum Service. This is conditional on the volunteer undertaking at least 50 hours of voluntary work of satisfactory standard whilst working directly on behalf of the service