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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Volunteer and Intern Recruitment, Training, and Support Policy

1. Purpose

The purpose of this policy is to provide a structured framework for the recruitment, training, and support of volunteers and interns within {{org_field_name}}. Volunteers and interns play a valuable role in enhancing service delivery, supporting staff, and improving the quality of care provided to service users. This policy ensures that all volunteers and interns are recruited, trained, and supported in a manner that aligns with our Care Quality Commission (CQC) standards, safeguarding principles, and organisational values.

By implementing clear guidelines and robust support mechanisms, we ensure that volunteers and interns contribute effectively while gaining meaningful experience in a safe and professional environment.

2. Scope

This policy applies to:

• All volunteers and interns engaged in {{org_field_name}}, regardless of role or duration.
• Supervisors and managers responsible for overseeing volunteer and intern activities.
• Service users and their families, ensuring they benefit from well-trained and supported volunteers.
• External institutions and placement providers, including colleges, universities, and community groups.

It covers:

• Recruitment and selection process.
• Training and induction procedures.
• Roles and responsibilities.
• Supervision and ongoing support.
• Safeguarding and compliance requirements.
• Recognition and professional development.

3. Legal and Regulatory Framework

This policy aligns with the following legislation and regulatory requirements:

• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, as amended – Includes requirements relating to safe care and treatment, safeguarding, staffing and the recruitment of fit and proper persons. Regulation 19 applies to people working within regulated services, including volunteers where applicable.
• Health and Social Care Act 2008 (Regulated Activities) (Amendment) (No. 2) Regulations 2023 – Amended the recruitment information requirements applying to volunteers. Ordinary volunteers are no longer required to provide the full employment history specified in paragraph 7 of Schedule 3, unless they are acting in specified roles such as a service provider, director or registered manager.
• Safeguarding Vulnerable Groups Act 2006 – Establishes the statutory framework for regulated activity and safeguarding arrangements, including the barred lists administered by the Disclosure and Barring Service (DBS).
• Equality Act 2010 – Requires recruitment, training, supervision and treatment of volunteers and interns to be free from unlawful discrimination, harassment and victimisation.
• UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025 – Govern the lawful, fair and secure processing of personal information obtained during recruitment, training and ongoing engagement.
• Care Quality Commission (CQC) Fundamental Standards – Require registered providers to maintain appropriate recruitment, safeguarding, supervision and governance arrangements.

{{org_field_name}} will ensure that recruitment and pre-engagement checks are appropriate and proportionate to the duties and responsibilities of each volunteer or intern role.

4. Recruitment and Selection Process

To ensure the selection of competent and committed volunteers and interns, we follow a rigorous recruitment process:

• Application Process:
  • Interested candidates submit a detailed application form and CV.
  • Applications are reviewed based on skills, experience, and motivation for the role.
• Interview and Assessment:
  • A formal interview is conducted by HR or a designated supervisor.
  • Assessment includes role suitability, communication skills, and commitment level.
• Background Checks:
  • All successful candidates undergo Enhanced Disclosure and Barring Service (DBS) checks.
  • Reference checks are conducted for interns and long-term volunteers.
• Role Assignment:
  • Volunteers and interns are placed in roles based on skills, interests, and organisational needs.
  • Clear role descriptions are provided outlining duties, expectations, and limitations.

5. Training and Induction Procedures

All volunteers and interns receive structured induction and training before commencing their roles:

• Mandatory Induction Training:
  • Introduction to organisational policies, values, and mission.
  • Overview of CQC compliance and care standards.
  • Safeguarding, confidentiality, and data protection training.
  • Health and safety awareness, including infection control and manual handling.
• Role-Specific Training:
  • Volunteers supporting service users receive training on dignity in care and communication skills.
  • Interns in administrative roles receive training on relevant systems and processes.
• Shadowing and Mentorship:
  • New volunteers and interns shadow experienced staff for hands-on learning.
  • A designated mentor or supervisor is assigned for support.

6. Roles and Responsibilities

• Volunteers and Interns:
  • Adhere to organisational policies and professional standards.
  • Maintain confidentiality and safeguard service users.
  • Engage in ongoing learning and supervision.
  • Report any concerns, incidents, or service user issues.
• Supervisors and Managers:
  • Provide ongoing guidance and monitoring.
  • Ensure volunteers and interns feel supported and valued.
  • Conduct regular performance evaluations.

7. Supervision and Ongoing Support

• Regular Check-Ins:
  • Supervisors hold weekly or monthly meetings to assess progress.
• Feedback and Development:
  • Volunteers and interns receive constructive feedback on their performance.
• Well-Being Support:
  • Access to mental health and well-being resources.
  • Encouragement of work-life balance.

8. Safeguarding and Compliance Requirements

To protect service users and maintain safe and lawful working arrangements, {{org_field_name}} will ensure that appropriate safeguarding and compliance measures are applied to volunteers and interns according to their individual roles and responsibilities.

This includes:

• DBS and Safeguarding Checks: Appropriate Disclosure and Barring Service checks will be undertaken where the duties of the role make the individual eligible for that level of check. Where a role involves regulated activity with adults, the appropriate Enhanced DBS check and Adults’ Barred List check will be obtained.
• Role Restrictions: Volunteers and interns must only undertake duties for which they have been appropriately recruited, trained, supervised and assessed as suitable.
• Confidentiality and Data Protection: Volunteers and interns must comply with organisational confidentiality requirements and with the UK GDPR and Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025.
• Information Security: Personal and sensitive information relating to service users, staff or other individuals must only be accessed, used or shared where this is necessary and authorised for the person’s role.
• Safeguarding Responsibilities: Any safeguarding concern, allegation, incident or disclosure must be reported immediately in accordance with {{org_field_name}}’s safeguarding procedures.
• Supervision: Volunteers and interns must receive appropriate supervision and must not undertake tasks beyond the limits of their role, competence or authority.

9. Recognition and Professional Development

• Certificate of Completion:
  • Issued to volunteers and interns who complete their placement.
• Reference Letters:
  • Available upon request for future employment or education.
• Opportunities for Paid Roles:
  • High-performing individuals may be considered for permanent roles.

10. Monitoring, Review, and Policy Updates

To ensure effectiveness and relevance, we:

• Conduct annual policy reviews in response to legislation changes or operational feedback.
• Gather volunteer and intern feedback for continuous improvement.
• Implement updates as needed to align with best practices.

11. Conclusion

By implementing this Volunteer and Intern Recruitment, Training, and Support Policy, {{org_field_name}} fosters a structured, ethical, and supportive environment for volunteers and interns. Through rigorous recruitment, comprehensive training, ongoing mentorship, and clear compliance measures, we ensure that volunteers and interns contribute meaningfully while developing valuable skills within a safe and professional framework.

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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.