Principles and Values
This volunteering policy is underpinned by the following principles:
a. acta will ensure that volunteers are properly integrated into the organisational structure and that mechanisms are in place for them to contribute to acta’s work;
b. acta does not aim to introduce volunteers to replace paid staff but instead to complement their work and extend our services;
c. acta expects that staff at all levels will work positively with volunteers and, where appropriate, will activity seek to involve them in their work;
d. acta recognises that volunteers require satisfying work and personal development and will seek to help volunteers meet these needs, as well as providing the training for them to do their work effectively;
e. acta is proud of our commitment to equal opportunities and seeks to create a diverse and inclusive working environment for staff and volunteers.
- Preparing for volunteers
Before involving volunteers in any role, acta will ensure that the following are in place to ensure their safety and efficiency:
a. All volunteers will be provided with a written role description that explains the role purpose and main duties/responsibilities;
b. acta will ensure that volunteers have access to the necessary equipment to carry out their duties/tasks, including personal protection equipment (PPE)if appropriate;
c. The Project Manager of each specific project is responsible for the management of volunteers. She/he will ensure that volunteers are properly inducted into acta and have access to this policy and other relevant policies and handbooks. The Project Manager (or a staff member identified by them) will conduct regular support or supervision reviews with volunteers to ensure good performance and opportunities for personal development;
d. acta has public liability insurance that protects volunteers whilst in their voluntary role.
2. Involving volunteers: recruitment and selection process
Our recruitment and selection process will include the following steps:
a. Role descriptions: acta will create clear role descriptions for each volunteer opportunity. These will be available to ensure that potential volunteers, staff and the organisation as a whole are clear on the purpose of the role, this will also provide a basis for support and supervision as it outlines the volunteer’s tasks and responsibilities.
b. Promotion: acta will ensure that all volunteer opportunities are promoted widely to increase accessibility of a diverse range of interested parties.
i. Our recruitment process will be a fair and open procedure, promoting equality of opportunity. For example:
acta will only list the skills and requirements on a role description that are necessary for that role;
acta will make reasonable adjustments to accommodate volunteers, for example allowing a support worker to accompany a volunteer.
c. Application form
Our promotional material will clearly explain how a volunteer can get involved. The first step for volunteers is to fill in a short application form that asks for personal contact information.
d. Criminal records checks
acta will carry out criminal records checks for any role that deems it necessary, for example working with children and young people, vulnerable people or sensitive data.
e. Saying no and referring volunteers on: acta recognise that volunteers are an important part of their work and service but also recognise that volunteers placed in roles not suited to their needs or interests can be detrimental to the organisations service and to the volunteer’s motivation and development. If during the application and interview process a volunteer has been identified as not suitable to the role then acta will offer individuals an opportunity to identify other roles within the organisation (if available) or will refer the individual to a volunteering service
3. Managing volunteers
acta are committed to the ongoing support of volunteers to ensure that they are able to carry out their role, the following elements are essential to ‘managing our volunteers’:
a. Induction will include:
i. The background of acta.
ii. The volunteer role and how this fits into acta’s work
iii. Where the volunteer will work, resources available and who they will work with.
iv. Access to all relevant policies and procedures, such as health and safety, safeguarding, fire procedure, expenses, etc.
v. Support from the Project Manager or relevant identified person.
b. Training
acta will ensure that any mandatory training that is required for the role is clearly explained to the volunteer during their recruitment interview. acta will provide any training essential to the role prior to the volunteer undertaking related tasks. acta will give volunteers the opportunity to attend the same training that staff of acta attends (dependent on availability and suitability to role).
c. Support
The Project Manager will be responsible for providing ongoing and regular support sessions. acta recognise that volunteers have different preferences and availability and so are open to this being an informal process agreed upon between the Project Manager and the individual volunteer.
d. Record keeping
The Project Manager will keep an accurate file of each volunteer. Files will include the volunteers personal contact information, their application form, role description, signed agreement, record of their interview, training attended, record of all support meetings and any grievances or complaints. This file will be treated in accordance with the Data Protection act (1998).
e. Recognition
Although volunteers have chosen to give up their time to help acta we understand that recognition of their contribution is vital in helping them to be part of the team, see the difference they make and to encourage others to volunteer. Where possible acta will promote the contribution that volunteers make to our work, through internal newsletters, press releases and through our social media.
4. Policies and Procedures
acta recognise that volunteers are a part of our team and should be protected and bound by acta’s policies and procedures that are designed to keep all interested parties safe and ensure work is carried out to a high and consistent standard. For information about each policy please see acta’s Employee Handbook. Important policies to read include:
– Safeguarding
– Health and Safety
– Equal Opportunities
– Problem solving
– Confidentiality
– Insurance.
Last Reviewed: February 2026
Email: info@acta-bristol.com
Telephone: 0117 953 2448
