Our purpose in adopting this policy is to;

• set out our commitment and approach to involving volunteers with SSAFA, how volunteers can expect to be treated and what is expected from volunteers.
• acknowledge the value and impact of the contribution made by volunteers.
• reflect the values, standards, and strategic aims of SSAFA in its involvement of volunteers.
• recognise the respective roles, rights, and responsibilities of volunteers in SSAFA.
• help to ensure the quality of both SSAFA's volunteering offer and the volunteering activity undertaken by volunteers.

This policy applies to all volunteers and those responsible for, or involved with, volunteers or volunteering activity across the charity.

SSAFA is committed to involving volunteers, developing, and supporting them and recognising their impact and efforts. We will always champion the benefits and value of volunteering.

We appreciate that volunteers choose to share their time with SSAFA, and we endeavour to provide a quality, enjoyable and rewarding experience, where volunteering opportunities are meaningful manageable and mutually beneficial.

We understand that volunteers contribute to our work in unique ways including;

• Adding value through a diversity of skills, experience (including lived experience), talents and insights
• Enabling us to deliver consistent and effective support to beneficiaries.
• Extending our reach into communities, and raising SSAFA’s profile, strengthening our brand and raising awareness of the support we offer across their networks.
• Bringing credibility to our work through their passion and dedication to our cause.
• Providing a more flexible means of support; ensuring SSAFA can offer support when, where and how people need it.

SSAFA are committed to maximising the individual potential and collective impact of volunteers through recognising their skills, enabling, and trusting them to carry out their roles and investing in their management and development.

Volunteers play a key role in defining excellence with regards to SSAFA’s volunteer experience. Through meaningful engagement initiatives, we will seek to involve them in developing our volunteering framework and wider work.

We define volunteers as people who donate their time, skills, and expertise to support the work of SSAFA without financial remuneration beyond reasonable out of pocket expenses. It is support undertaken by choice and is unpaid.

SSAFA understands that the volunteering relationship is flexible and informal and distinct from an employment arrangement. The volunteer relationship is built on trust and mutual understanding.

The nature of SSAFA’s work means that we have high expectations of volunteers, and they are often the face of SSAFA to our beneficiaries and the public. These expectations are made clear within this policy and the Volunteer Code of Conduct policy.

Volunteers:

• Help SSAFA deliver our services.
• Raise both funds and awareness to support our work.
• Are active in projects and community-led activities supported by SSAFA.

It is important that when volunteers undertake their roles that their behaviour and attitudes reflect our values and standards.

SSAFA’s values and standards define how we act, behave and work together.

Our values;

• Compassion
• Commitment
• Integrity
• Understanding

SSAFA’s values are underpinned by our BRAVE Standards which set the consistent, high expectations for the behaviours of everyone within the charity, irrespective of an individual’s role or remit.

• Beneficiary-focused
• Respect for others
• Adapting to change
• Valuing diversity and inclusion
• Excellence in everything we do

SSAFA is committed to equality, diversity and inclusion and we do not tolerate discrimination of any kind. It is vital that all volunteers are treated with dignity and respect, and we value volunteers’ identity, diversity, and the experience they bring to SSAFA.

All volunteers have a role to play in promoting equality and inclusion and for ensuring wherever possible that others do the same. Everyone involved with SSAFA must follow our Equality, Diversity, and Inclusion policy.

We aim to offer volunteering opportunities which are meaningful, manageable, and mutually beneficial and which appeal to, and are accessible to, a diverse range of people.

All volunteer opportunities have a role description, and volunteers should only carry out activities outlined in their role description and/or as agreed with their volunteer manager.

We practice fairness in our recruitment procedures. All volunteers will be asked to complete an application form and, depending upon the role, other steps such as an interview, reference checks or a vetting check.

Having a criminal record does not automatically preclude people from volunteering and suitability is considered on a case-by-case basis.

Throughout the recruitment process we provide information about role and organisational expectations and will do our best to match volunteers with the right opportunity. We will be honest when we conclude that a particular volunteer role, or volunteering with SSAFA, is not appropriate.

All volunteers must be officially accepted by SSAFA as a volunteer and be registered on our volunteer management system before undertaking any volunteering activities.

There is no upper age limit for volunteers, however, some of our volunteer roles have a minimum age restriction due to the nature of the volunteering activity.

To make certain that volunteers are suitably prepared to start in their role, SSAFA will provide training and induction specific to each role. Volunteers will also be assigned a volunteer manager who will guide them through their induction period.

Before starting as a volunteer, and for the duration of volunteering with SSAFA, all required training, including refresher training, must be completed within stipulated timeframes.

The following training is essential for all SSAFA volunteers (and employees); safeguarding and data protection.

We will support volunteers to meet training requirements. However, if a volunteer does not complete the required training, restrictions may be applied to their volunteering activity or they could be asked to step down from their role, in line with SSAFA’s Volunteer Tenure policy.

It is our hope that everyone feels supported throughout their time as a volunteer. To realise this, all volunteers must know who to contact for support and guidance.

Volunteers will have a named volunteer manager (either a SSAFA employee or volunteer) who will be their first point of contact, with whom they can discuss their role, training or development needs or any issues they may have. The nature and frequency of support offered will be appropriate both to the role and the needs of the volunteer.

Additional specific support is available through central and regional SSAFA departments and teams, for example, safeguarding advice and guidance.

We believe in supporting all volunteers to develop their skills through ongoing learning opportunities, such as e-learning, events and through

SSAFA is committed to ensuring that the contribution of all volunteers is acknowledged and valued.

Volunteers have different motivations for being involved with SSAFA, and so we strive to understand these and to offer a variety of ways to show appreciation in a manner which is meaningful for each volunteer.

We have a range of formal reward and recognition options, and more details can be found in our Honours and Awards policy.

There may be circumstances when volunteers would like to take a break from their volunteering role. We encourage volunteers to take breaks as and when they need, and they can take a break for up to 18 months before having to reapply as a new volunteer.

It is acknowledged that volunteers are free to stop their volunteering with SSAFA at any time. When a volunteer leaves, there is a process to follow so we can understand the reasons why and to ensure it is a standard and positive experience.

There may be occasions where SSAFA directs a volunteer to change or end their role, or to end the volunteering relationship. This can happen when a volunteer has not acted or behaved in line with our expectations.

We believe that volunteers should not be left out-of-pocket because of their volunteering with SSAFA, and our policy is to reimburse any reasonable out-of-pocket expenses incurred in line with our Volunteer Expenses policy.

The safety and wellbeing of our volunteers is paramount. SSAFA complies with health and safety legislation to ensure any significant risks are assessed and minimised. Volunteers should familiarise themselves with SSAFA’s Volunteer Safety Handbook and will be offered training and guidance relevant to any risks associated with their role.

Volunteers are responsible for taking reasonable care of their own safety and that of others around them, and for reporting any accidents or incidents in accordance with our Health and Safety Reporting Procedure for Volunteers.

All volunteers are covered by SSAFA’s public liability insurance policy while undertaking volunteering activities on our behalf.

Volunteers using their own vehicle to carry out volunteering activity should ensure they are adequately covered by their own insurance company. Further details can be found in our Volunteer Driver’s Policy.

We are committed to communicating appropriately and regularly with volunteers in an open and respectful manner. We want volunteers to feel part of SSAFA, and therefore we will keep in touch about organisational changes as well as matters regarding their role and volunteering activity.

Methods of communication include direct contact with volunteer managers, email updates, departmental news articles, events, conferences, town halls and our intranet.

We aim to foster a culture of trust and engagement and proactively seek volunteers' ideas, views, and feedback at various stages of the volunteer journey, and with regards to matters affecting them.

Everyone has a responsibility to ensure that children, young people, and adults are kept safe, and SSAFA is committed to promoting the welfare of all our beneficiaries, employees, and volunteers, and to work in a way that protects them from harm.

All volunteers should adhere to SSAFA’s Safeguarding Policy and Procedures and know how to report a concern. We provide essential safeguarding training and specialist advice is available via the Principal Safeguarding Officer.

We hope that volunteering with SSAFA is a positive experience, however we recognise that sometimes problems and dissatisfaction can occur, and we believe that it is important any such instances are dealt with fairly, consistently and in a timely manner.

Our approach is to manage any concerns or complaints informally where appropriate, before moving onto a formal process. Where a formal complaint is made, our Complaints policy must be followed.

Where there are serious concerns about a volunteer's behaviour or ability then SSAFA may remove them from their role or end the volunteer relationship in line with the Volunteer Tenure Policy.

SSAFA attaches the utmost importance to identifying and remedying wrongdoing in the organisation. Volunteers have the right to raise concerns regarding a matter of public interest which comes to their attention. We will ensure that all concerns are treated seriously and dealt with in a timely fashion.

Volunteers may be party to personal or confidential information about beneficiaries, volunteers, employees and about the work of SSAFA. It is the responsibility of volunteers to maintain confidentiality and not to disclose this information and to adhere to our Data Protection, IT and Social Media policies.

SSAFA works to all the principles for handling personal data as outlined in the General Data Protection Regulations 2018. All volunteers are required to uphold these principles.

To support volunteers with understanding their responsibilities, data protection training is provided. Failure to uphold data protection and confidentiality may result in someone no longer being able to continue as a volunteer.