Volunteer policy

1. Introduction

1.1. The Ectopic Pregnancy Trust aims to raise awareness of ectopic pregnancy among women of childbearing age, the medical profession and the general public.

1.2. The Trust strives to:

  • Provide information, education and support to those whose lives have been touched by ectopic pregnancy and the professionals who care for them.
  • Support research into the underlying causes, treatment and prevention of ectopic pregnancy; and
  • Improve the diagnosis and treatment of ectopic pregnancies through cooperation and collaboration with the educators and other agencies responsible for supporting and educating the professions.

2. Recruitment and selection

2.1. Generally, volunteers are usually recruited through the Trust website’s volunteering section where prospective volunteers complete a volunteer interest form or through  direct approaches to the Trust usually through an emailed enquiry.

2.2. The volunteer interest form requests information on relevant experience including details such as current employment, skills and strengths and hobbies/interests. The Trust also requests details of two character referees and obtains references according. Where necessary, the Trust may also undertake police checks.

2.3. Prospective volunteers are then contacted by a member of staff to discuss the applicant’s background and experience and allow them the opportunity to ask questions about the Trust and its work. The discussion may include potential roles at the Trust (current or future) and a suitable role may be offered together with a written volunteer role description, if appropriate.

2.4. The Trust shall issue copies of the Trust’s Volunteer Handbook and other relevant policy documents to the volunteer.

2.5. For certain “front-line” roles (such as on-line forum moderators/hosts, helpline operators and “buddies”), there is a comprehensive training programme and on-going support throughout the role. For these “front-line” roles, there is the opportunity to reflect on the role in question and a volunteer’s suitability at regular intervals during the training programme.

3. On-going support and supervision

3.1. Support and supervision is available to all volunteers and in particular to those with “front-line” roles.

3.2. The Trust organises regular conference calls both for the entire team and for each volunteer group as appropriate and volunteers shall be invited to join, if required.

3.3. Volunteers shall receive regular feedback and opportunities to identify areas for improvement within their role on a regular basis. Notes may be held on a volunteer’s personal development file.

4. Diversity

4.1. The Trust is committed to equality and valuing diversity within the organisation.

4.2. We are committed to ensure that this is embedded in our day-to-day working practices with all our service users, colleagues and partners.

4.3. We provide equality of opportunity and will not tolerate discrimination on grounds of gender, gender identity, marital status, sexual orientation, race, colour, nationality, religion, age, disability, HIV positivity, working pattern, caring responsibilities, trade union activity or political beliefs – or any other grounds.

5. Out-of-pocket expenses

Subject to prior agreement in writing between the Trust and relevant volunteer, the Trust shall pay out of pocket expenses incurred by a volunteer when undertaking activities specifically and solely on behalf of the Trust. Out-of-pocket expenses shall be paid only following the submission of a fully completed out-of-pocket expenses claim form.

6. Insurance

When conducting activities in connection with the Trust, volunteers are protected by the Trust’s employer liability cover.

7. Health and safety

Volunteers will be provided with a copy of the Trust’s Health and Safety policy and shall adhere to its provisions when undertaking activities on behalf of the Trust.

8. Grievance and disciplinary issues

Volunteers have equal access to the Trust’s grievance and disciplinary procedures. The Trust shall have recourse to the Trust’s grievance and disciplinary procedures when resolving any issues in respect of volunteers.

9. Safeguarding

The Trust places the safeguarding and well-being of volunteers, team members and people we support above all else. Volunteers may come across vulnerable adults/young people or adults/young people at risk. Volunteers should be alert of any signs or patterns of abuse or areas of concern and in these instances should always raise suspicions. Volunteers will be supported by the Trust. If any person divulges information on abuse, volunteers should remain calm, listen and reassure the person that it will be taken seriously. Here confidentiality cannot be promised as volunteers will need to speak to certain, limited people with the information and volunteers should always report this to the Trust.

10. Confidentiality

Volunteers shall strictly adhere to the Trust’s Code of Confidentiality.

Updated April 2020