CH144-Volunteer and Intern Recruitment, Training, and Support Policy

Registration Number: {{org_field_registration_no}}

Volunteer and Intern Recruitment, Training, and Support Policy

1. Purpose

This policy outlines how {{org_field_name}} recruits, trains, supervises, and supports volunteers and interns in a home care setting. Volunteers and interns are valuable contributors to enhancing the quality of care, companionship, and engagement for the people we support. This policy ensures that our approach to managing volunteers and interns is consistent with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, including Regulation 19 (Fit and Proper Persons Employed), Regulation 12 (Safe Care and Treatment), and Regulation 13 (Safeguarding Service Users from Abuse and Improper Treatment). It promotes safe, compassionate, and person-centred care while ensuring our volunteers and interns are appropriately supported.

2. Scope

This policy applies to all individuals engaged in a voluntary or internship capacity at {{org_field_name}}, including those on structured placements through educational institutions, community programmes, or other volunteering schemes. It covers the entire volunteer/intern lifecycle—from recruitment and induction to supervision, training, and exit. All staff involved in managing or supervising volunteers and interns must be familiar with this policy and ensure its implementation is consistent and effective.

3. Related Policies

This policy should be read in conjunction with the following related policies to ensure consistency and regulatory compliance:

CH02 – Fit and Proper Persons: Employed Staff Policy
CH11 – Safe Care and Treatment Policy
CH13 – Safeguarding Adults from Abuse and Improper Treatment Policy
CH17 – Infection Prevention and Control Policy
CH27 – Staff Supervision, Training, and Development Policy
CH30 – Equality, Diversity, and Inclusion Policy
CH29 – Whistleblowing (Speaking Up) Policy

4. Recruitment of Volunteers and Interns

{{org_field_name}} follows a robust and transparent recruitment process to ensure all volunteers and interns are suitable for their roles. All candidates are required to complete a volunteer/intern application form and attend an informal interview to assess their interests, availability, motivations, and suitability. References are checked, and where roles involve direct contact with people we support, an enhanced Disclosure and Barring Service (DBS) check is conducted, in line with our safeguarding responsibilities under Regulation 13. All candidates must demonstrate good character, a willingness to uphold our values, and the capacity to contribute positively to the care environment.

5. Role Clarity and Agreements

Each volunteer and intern is provided with a written role description outlining their duties, responsibilities, boundaries, and who they report to. While they are not counted in the staffing numbers or permitted to undertake regulated care tasks, they play a crucial role in providing companionship, administrative support, social engagement, and assistance with activities. A Volunteer/Intern Agreement is signed, setting clear expectations around conduct, confidentiality, safeguarding, and professionalism. Volunteers and interns are informed that they are part of the team and expected to uphold the same ethical standards as paid staff.

6. Induction and Training

Volunteers and interns receive a structured induction programme tailored to their role, which includes:

Introduction to {{org_field_name}} values, policies, and procedures
Health and safety awareness
Confidentiality and data protection expectations
Safeguarding adults and whistleblowing
Infection prevention and control
Emergency procedures and how to raise concerns
Training is recorded and reviewed regularly. Interns who require specific experience or skills development as part of a formal programme (e.g., health and social care students) will have learning objectives documented and reviewed regularly in partnership with their academic institution.

7. Supervision and Support

Each volunteer and intern is allocated a named supervisor—usually a senior staff member—responsible for overseeing their engagement and ensuring appropriate support. Regular supervision meetings are held to review progress, discuss experiences, and address any concerns. Volunteers are encouraged to provide feedback about their experiences, which contributes to service improvement. For interns on placements, a formal supervision plan is established in collaboration with their educational provider. Volunteers and interns are also included in team meetings and relevant training opportunities to reinforce their sense of inclusion and development.

8. Performance, Conduct, and Boundaries

Volunteers and interns are expected to follow the same Code of Conduct as staff. Issues around behaviour, attendance, or boundaries are addressed sensitively but firmly through supervision and, where necessary, through a formal review. Inappropriate behaviour or serious breaches (e.g., safeguarding concerns) will result in immediate suspension while the matter is investigated. We ensure that volunteers and interns understand the boundaries of their roles and do not undertake duties that require regulated qualifications or care responsibilities.

9. Recognition and Retention

{{org_field_name}} is committed to recognising the valuable contributions of volunteers and interns. We provide certificates of achievement, offer references, and celebrate their impact through appreciation events and feedback mechanisms. Volunteers are offered the opportunity to continue in long-term roles if mutually agreed, and interns may be invited to apply for paid positions where available. We aim to retain a loyal, engaged volunteer base by ensuring their work is meaningful, supported, and rewarding.

10. Health, Safety and Insurance

All volunteers and interns are covered by {{org_field_name}}’s public liability and employer liability insurance. They are expected to comply with all health and safety guidance and report any accidents, near misses, or concerns immediately. A risk assessment is conducted for each role, and additional assessments may be carried out for individuals with specific needs. We provide appropriate PPE and support to all volunteers and interns to ensure their wellbeing in line with our CH17 – Infection Prevention and Control Policy.

11. Equality and Inclusion

In accordance with CH30 – Equality, Diversity, and Inclusion Policy, we are committed to inclusive volunteering and internship opportunities that reflect the diversity of our community. We actively welcome applications from individuals of all backgrounds, including those with lived experience of care, and make reasonable adjustments where needed. No individual will be disadvantaged based on age, race, disability, religion, gender identity, or any other protected characteristic.

12. Exit and Feedback

At the end of a volunteer or internship placement, an exit meeting is held to reflect on their experience, capture feedback, and offer references or certificates. Volunteers and interns are encouraged to remain connected through our alumni or volunteer network if applicable. Their feedback informs service development, and they are encouraged to return or reapply in future if interested.

13. Policy Review

This policy will be reviewed annually or sooner if there are changes in relevant legislation, CQC requirements, or operational needs

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.