Practical Information

Driving for Volunteer Duties

Some volunteer roles may involve using a car to help with transport. You are welcome to offer the use of your own vehicle, and in some cases, you can request reimbursement for travel costs, just check with your supervisor beforehand.

If you’re using your car as part of your volunteering, there are a few important safety and legal requirements you must meet:

• Your vehicle must be roadworthy, taxed, and have a valid MOT.
• You must hold a full, valid UK driving licence.
• Your car must be insured for comprehensive cover.
• All relevant road laws must be followed at all times, including those related to alcohol, drugs, speed limits, and mobile phone use.
• You are responsible for any fines or penalties incurred while driving.
• If transporting children another adult must be present and children must sit in the rear of the vehicle. Appropriate car seats should be used following legal requirements and consent must be obtained from parents/guardians.
• If driving children the adult volunteer must be over 25 and have held a full driving license for over two years. Drivers with more than six points on their license must inform the Ministry Area Safeguarding Officer and any driver with a conviction for drink driving, dangerous driving or racing on the highway or similar must not transport children unless this has been considered by the Provincial Safeguarding Panel.

If your supervisor agrees in advance, you can claim mileage reimbursement. To do so, please keep a simple travel log (including date, purpose of journey, and mileage) and submit it within one month of the trip. Your supervisor can advise if there is a set form to use, the amount claimable, and who to submit your claim to.

Vehicle Insurance

If you choose to use your personal vehicle while volunteering, it’s important to know that it won’t be covered under the diocese’s insurance policy.

In the event of an accident, any damage to your car, or someone else’s, will need to be claimed through your own comprehensive insurance. Any policy excess or costs not covered by your insurer will be your responsibility.

If you have any queries, please check with your insurance company before using your vehicle.

Holidays/Leave

Please inform your supervisor if you have upcoming holidays or if you are unwell so that your supervisor can organise cover in your absence.

If you are unable to attend to your commitments, please notify your supervisor at your earliest convenience or follow the established procedure.

Induction and Training

Your induction, along with this handbook, should give you a good understanding of the diocese, the ministry area and your location. Your supervisor will conduct a site orientation to familiarise you with your workplace facilities and introduce your team members.

Safeguarding needs to be embedded in all aspects of the life and ministry of the Church, and safeguarding training and development at the Church in Wales is delivered in this context.

In line with the Church in Wales commitment to safety, best risk management practices, and to ensure that you are prepared to carry out your duties, you will be provided with an induction and ongoing training and development opportunities. Some of this training is compulsory prior to commencing your role, such as DBS checks and Church in Wales Safeguarding module A training.

The Church in Wales has a comprehensive safeguarding training suite and you may require additional levels dependent on your role. Other training may be available depending on the Ministry Area’s mission action plan and your role.

Performance

As a valued volunteer, we undertake to carry out a review of your contribution each year. You will have the opportunity to discuss with your supervisor what has gone well, what hasn’t gone so well and any hopes or aspirations you may have for the next year.

Personal Property

While we do our best to create a safe and secure environment for everyone, we kindly ask that you take reasonable care with your personal belongings during your time as a volunteer.

At your induction, your supervisor will let you know the availability of safe storage for your items if necessary. If something does go missing or is damaged, please report it to your supervisor right away. The Ministry Area or diocese does not take responsibility for lost or stolen items.

Reimbursement of Expenses

We want to make sure that volunteering doesn’t put a strain on your finances. While most day-to-day costs are your own responsibility, if your supervisor asks you to purchase something on behalf of the diocese, or if an expense is agreed in advance, you can be reimbursed.

To claim approved expenses, please keep your receipt and pass it along to your supervisor for reimbursement. Claims should always be agreed before any purchase is made.

Resignation or Retirement

If you decide to step down from your volunteer role, whether due to retirement or another reason, we ask that you let your supervisor know as soon as you can. You’re welcome to share this either in writing or in person.

We’re incredibly grateful for the time and energy you’ve given, and we’d love the chance to thank you properly and make the transition as smooth as possible.