Policies
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1. Definitions
· "The Ellesmere Centre .
· "Data Controller"- The Centre’s Data Controller for CCTV is the Office Manager.
· "CCTV Operator"- The Centre Manager or Employees/Trustees of the Ellesmere Centre with the permission (from the Centre Manager or Chair of Trustees)to operate the CCTV and retrieve footage. CCTV footage must not be viewed by anybody other than the police, Centre Manager ,Chair of Trustees or other authorised personnel.
2. Introduction
The purpose of this policy is to regulate the management, operation and use of the closed circuit television (CCTV) system at the Ellesmere Centre.
The system comprises a number of static cameras located around the site. All cameras can be monitored from the Main Office.
This Code follows Data Protection Act guidelines.
The CCTV system and data is owned by the Ellesmere Centre.
3. Objectives of the CCTV system
· To protect the buildings and assets of the Ellesmere Centre.
· To increase personal safety and reduce the fear of crime.
· To support the Police in a bid to deter and detect crime.
· To assist in managing the Centre.
4. Statement of intent
The Centre will treat the system and all information, documents and recordings obtained and used, as data which are protected by the Data Protection Act.
The system installed is compliant with the Data Protection Act, Human Rights Act and Regulatory Investigation Powers Act.
Cameras will be used to monitor activities within the Ellesmere Centre and its car parks and other public areas to identify criminal activity actually occurring, anticipated, or perceived, and for the purpose of securing the safety and wellbeing of the Centre and its staff and visitors.
Cameras are focused on the Centre buildings and around entrances/exits.
Materials of knowledge secured as a result of CCTV will not be used for any commercial purpose.
Information transferred to CD/DVD (or other appropriate media) will only be used for the investigation of a specific crime or incident.
Release to the media would only be allowed with the written authority of the police if this was required by them as part of a police investigation.
Warning signs, as required under the Data Protection Act, have been placed at key points in the building. Description text goes here
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SAFEGUARDING/CHILD PROTECTION POLICY 2025
The aim of this document is to ensure that all individuals connected with The Ellesmere Centre (hereafter called The Centre) fully understand their responsibilities with regard to the safeguarding of children.
In the U.K a child means a person under the age of 18.
The Centre is committed to safeguarding all children involved with it from harm.
· The welfare of the child is paramount
· All children without exception have the right to protection from abuse* in any form
· The Policy is approved and endorsed by the Trustees.
· The Policy applies to everyone connected with The Centre in carrying out its work and activities
· All concerns and allegations of abuse will be taken seriously by the Trustees, staff and other personnel and responded to appropriately - this may require a referral to children’s services and, in emergencies, the Police
· The Trustees are committed to safe recruitment, selection and vetting of everyone in contact with unaccompanied children in order to carry out The Centre’s work and activities
· The Policy will be reviewed annually by the Trustees
RECOGNITION AND CATEGORIES OF ABUSE
Taken from “Working Together to Safeguard Children” – HM Government (2006).
Physical Abuse
Physical abuse may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating, or otherwise causing physical harm to a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness in a child
Emotional Abuse
Emotional abuse is the persistent emotional ill-treatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development. It may involve conveying to children that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may feature age or developmentally inappropriate expectations being imposed on children. These may include interactions that are beyond the child’s developmental capability, as well as overprotection and limitation of exploration and learning, or preventing the child participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying causing children frequently to feel frightened or in danger, or the exploitation, or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.
Sexual Abuse
Sexual abuse involves forcing or enticing a child or young person to take part in sexual activities, including prostitution, whether or not the child is aware of what is happening. The activities may involve physical contact, including penetrative (e.g. rape or buggery or oral sex) or non-penetrative acts. They may include non-contact activities such as involving children in looking at, or in the production of, pornographic material or watching sexual activities, or encouraging children to behave in sexually inappropriate ways.
Neglect
Neglect is the persistent failure to meet a child’s basic physical and/or psychological needs, likely to result in the serious impairment of the child’s health or development. Neglect may occur during pregnancy as a result of maternal substance abuse. Once a child is born, neglect may involve a parent or carer failing to provide adequate food and clothing, shelter including exclusion from home or abandonment, failing to protect a child from physical and emotional harm or danger, failure to ensure adequate supervision including the use of inadequate caretakers, or the failure to ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to a child’s basic emotional needs.
CHILD PROTECTION PROCEDURE
DBS Checks & Disclosure
It is a requirement of The Centre that all adults that might come into contact with unaccompanied children undergo a successful DBS check in order to commence work with the organisation. Where possible The Centre will aim to have two people present at all times with any unaccompanied children.
Mobile Phones are not permitted in children’s groups with the exception of receiving or making a call. Any phone call needing immediate attention should be taken outside the room where the group is held. This is to avoid potential videoing and photography of the children.
1. Roles and Responsibilities
1.1 The Chair must ensure that:
(i) All staff, volunteers, visitors and third party/external organisations are aware of the procedure regarding child protection referral, and that all new staff and volunteers are made aware of them on appointment;
(ii) The agreed procedure is followed every time a child protection concern is identified;
(iii) All staff and volunteers who are involved in activities, which involve unaccompanied children, receive appropriate training, including working with the agreed procedure within the first month of appointment.
1.2 The Safeguarding Lead has additional responsibility for:
(i) The processing of any referral documentation and for liaising with statutory bodies administering the referral;
(ii) Keeping up to date with any changes to child protection law and informing and advising personnel of such changes;
(iii) Ensuring that the appropriate people attend child protection conference/reviews;
(iv) Keeping and storing all records in a safe and confidential manner.
1.3 All staff, volunteers, third parties/external groups and visitors have responsibility for:
(i) Reporting any safeguarding concerns to the Safeguarding Lead(Centre Manager).
2. Staff and Volunteer Training
All staff and volunteers having contact with children will receive induction training for these procedures.
3. The Procedure
3.1 Initial Response:
(i) Personnel will usually come to know about instances of abuse in one of two ways
● Disclosure
When someone who is being, or has been abused or someone who knows about the abuse, or has concerns the abuse is occurring tells you that it is happening or has happened.
●Observation
When behaviour, appearance, attitude, injury, etc, observed by you or observed by others and reported to you, give cause for concern.(ii) If a child discloses to you it is important to:
● Stay calm
● Listen
● If you are talking directly to the child, reassure them(do not touch the child).
● Consider who else can hear
● Make sure that the child knows you cannot keep secrets
● Do not ask leading questions or push the child for more information
● Inform the child what will happen next
● Record everything you have seen/heard as soon as possible;
● Follow the procedure.
If there is immediate risk to the child, the emergency services should be called on 999.
(iii) If you, or others, observe changes in behaviour, physical injury or changes in attitude or appearance you should:
● Record everything that you observe including times and dates and the nature of your concern;
● In cases of injury, if appropriate ask the child what happened;
● Ask yourself if the injury matches the ‘story’;
● Talk with your colleagues about your concerns and their observations;
● Remember not to ask the child leading questions;
● Follow the procedure
(iv) Care must be taken in interpreting children’s responses to questions about, indications of, or information about, abuse.
(v) Asking leading questions can be interpreted as putting ideas into the child’s mind. You should not ask questions which encourage the child to change his or her version of events in any way, or which impose your own assumptions (For example say, “Tell me what happened.”. Rather than “Did they do this to you?”) Your role is to listen and not interrupt when the child is recalling significant events, and to make a record of the discussion which should include the time, date, place and people present as well as what has been said. The recording with clear facts, observations, allegations and options be signed and dates by the writer. The original record of concern whether hand written or typed must be passed to the Chair or named Committee member.
3.2 Once a disclosure has been made or observations have given cause for concern, staff/volunteer MUST take action.
3.3 You must record any conversations or observations fully and ensure that these recordings are kept safe and confidential whilst in your care.
3.4 You must share your concern with the Safeguarding Lead.
3.5 The Safeguarding Lead must make immediate contact with the Child Protection Team at Social Services.
3.6 The Safeguarding Lead will duplicate the relevant paperwork/recordings and distribute as follows:
● All original papers to the relevant Social Care team.
N.B. The Social Care team must know whether the child parents/carers have been informed of the referral. Only in exceptional circumstances should the parents/carers not be informed of the referral.
● Copy to be securely stored in an envelope markedLIn the safe).
Strictly Private and Confidential Child Protection Matter.
3.7 The Safeguarding Lead will contact personnel involved in making the referral to ensure that they have the appropriate support in dealing with any issues that arise from the referral.
3.8 If any new information becomes available after a referral has been made that should be recorded and passed to the appropriate Social Care team via the Manager.
3.9 When a child protection arises in respect of a child who is in the care of, or the responsibility of another organisation, that organisation child protection designated worker should be contacted and their relevant protection procedure initiated.
3.10 This Policy will be reviewed annually by the Trustees
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The Ellesmere Centre is committed to ensuring that any person or organisation using services provided by The Ellesmere Centre or affected by its operations has the right to lodge a complaint and to have their concerns addressed in ways that ensure access and equity, fairness, accountability and transparency.
The organisation will provide a complaints management procedure that:
· is simple and easy to use
· is available to all clients.
· ensures complaints are fairly assessed and responded to promptly ·
is procedurally fair and follows principles of natural justice
· complies with legislative requirements.
OUR COMMITMENT
If you make a complaint to The Ellesmere Centre you can expect that we will:
treat you with respect
tell you what to expect while your complaint is being looked into
carry out the complaint handling process in a fair and open way
provide reasons for decisions that are made
protect your privacy
WHAT CAN I MAKE A COMPLAINT ABOUT?
You can make a complaint to The Ellesmere Centre about the delivery of it’s facilities,services , functions or classes.
From time to time The Ellesmere Centre consults with the sector to gauge the views of the sector. It is not the intent of this policy to allow a person or organisation to complain about the outcome of such consultations if the final result does not agree with that person or organisations position. A person may however lodge a complaint if a documented consultation process was not followed, or if the process was flawed.
The Ellesmere Centre has service providers who provide tuition, sports coaching, well-being , educational, entertainment and other services. We do not have the authority to directly investigate complaints about these organisations. If you have a complaint regarding one of our users, we recommend that you discuss the complaint with that person/organisation directly.
MAKING A COMPLAINT A person wishing to make a complaint may do so in writing or verbally to:
the staff member they were dealing with at the time, unless you are making a complaint about this person
the Staff Manager
the Board of Trustees or If the complaint is about:
a product or service delivered by the Ellesmere Centre, the complaint will normally be dealt with by the relevant manager.
a staff member, the complaint will normally be dealt with by the Centre Manager
The Centre Manager, the complaint will normally be dealt with by the Board of Trustees
where a staff member makes a complaint concerning another staff member, will be dealt with in accordance with the Grievance Policy and Procedure.
Written complaints may be sent to the Ellesmere Centre office.
PROCEDURE FOR COMPLAINTS MANAGEMENT
The person managing the complaint will be responsible for:
1. Registering the complaint:
informing the complainant that their complaint has been received and providing them with information about the process and time frame
2. Investigating the complaint:
examining the complaint within 5 working days of the complaint being received
informing the complainant by letter within 10 working days of the complaint being received of what is being done to investigate and resolve it, and the expected time frame for resolution.
Policies and Procedures Resolving the complaint:
making a decision or referring to the appropriate people for a decision within 20 working days of the complaint being received
Informing the complainant of the outcome and any options for further action if required
Record the following for each complaint:
Details of the complainant and the nature of the complaint
Date lodged
Action taken
Date of resolution and reason for decision
Indication of complainant being notified of outcome
Complainant response and any further action
Copies of all correspondence and other materials received by NDS in connection with any complaints will be kept for 7 years. The complaints register and files will be confidential and access is restricted to the Centre Manager and the Board of Trustees.
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Policy statement
It is the policy of The Ellesmere Centre that employees and others acting on The Ellesmere Centre’s behalf must be free from conflicts of interest that could adversely influence their judgement, objectivity or loyalty to the company in conducting The Ellesmere Centre business activities and assignments. The centre recognizes that employees may take part in legitimate financial, business, charitable and other activities outside their Ellesmere Centre jobs, but any potential conflict of interest raised by those activities must be disclosed promptly to management. Equally members of the Management Committee must promptly declare all possible conflicts of interest when they arise and withdraw from discussions and decisions where appropriate.
What it means
Request management approval of outside activities, financial interests or relationships that may pose a real or potential conflict of interest. Remember that management approval is subject to ongoing review, so you need to periodically update your management on your involvement.
Avoid personal relationships with other Ellesmere Centre employees where parties in the relationship may receive or give unfair advantage or preferential treatment because of the relationship.
Avoid actions or relationships that might conflict or appear to conflict with your job responsibilities or the interests of The Ellesmere Centre.
Even the appearance of a conflict of interest can damage an important company interest.
Obtain necessary approvals before accepting any position as an officer or director of an outside business concern.
Prior to serving on the board of directors of a bona fide charitable, educational or other non profit organization, you are encouraged to advise the management of The Ellesmere Centre.
What to avoid
Working with a business outside your Ellesmere Centre responsibilities that is in competition with any Ellesmere Centre business.
Having a direct or indirect financial interest in or a financial relationship with an Ellesmere Centre competitor, supplier or customer
Taking part in any Ellesmere Centre business decision involving a company that employs your spouse or a family member.
Having a second job where your other employer is a direct or indirect competitor, distributor, suppler or customer of The Ellesmere Centre.
Having a second job or consulting relationship that affects your ability to satisfactorily perform Ellesmere Centre assignments.
Using non public Ellesmere Centre information for your personal gain or advantage.
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You may only use the nets if:
1. You have completed a booking form in the office.
2. You follow the net safety rules
3. You use the correct kit in the nets and abide by the equipment rules.
4. The Centre reserves the right to withdraw the privilege of using the nets from users who do not follow these rules
Kit & Equipment rules1. No kit bags should be inside the nets.
2. Suitable footwear must be worn i.e. rubber-soled (non marking) cricket shoes or trainers. [No Spikes, no smooth soles, no non-sports shoes]
3. Batsmen working with a hard ball must wear adequate protection, helmet, box, pads etc
4. All Under 18s must bat in a helmet.5. Please refrain from tapping bats excessively at the crease
6. Only proper leather cricket balls, bowling machine balls, tennis balls or purpose made “incrediballs” to be used in nets.7. Balls loose between the netting system should not be hit clear with a bat, but removed by hand to minimise damage
8. No Footballs to be used in or against the nets
9. No climbing, leaning or bouncing off the nets
10. All rubbish/litter is to be placed in the bin and the net area left tidy after each session
Net Safety rules
1. When sessions in progress please do not enter by the main door into the hall. Use the door that the rear of the nets-accessed through the Sports Hall cupboard
2. No spectators are to be in the net.
3. Batters must pad up outside the net area.
4. Bowlers must only bowl when the batter is ready and face the batter at all times. Loose balls should be removed before bowling in the net.
5. A loud cry of “STOP” should stop activity in all nets immediately to address any potential safety problem.The nearest First Aid point is in the kitchen and the Defibrillator is situated outside the front door.
6. Balls should be returned immediately by the batsman and not left to lie loose in the net
7. Bowlers should take care not to cross into another lane to retrieve a ball
8. Bowling must be in accordance with the laws of cricket. (From legal distance, legal action, no deliberate excess of short bowling)
9. Bowling machines. These should only be used by those qualified and/or authorised to do so10. U13s and below must be supervised by a responsible adult at all times.
11. The nets and mats must be put away after use
Use outside normal schedule club training sessions1. The club will not accept responsibility for unaccompanied children using the nets facility.
2. People using the nets without the supervision of a qualified coach do so AT THEIR OWN RISK.
Any issues of concern should be brought to the attention of the Ellesmere Centre staff. -
1. THE ELLESMERE CENTRE holds three types of information which are covered by this policy:-
Organisational Information – publicly available information about organisations and some confidential information.
PersonalInformation – information about individuals such as names, addresses, job titles
Sensitive Personal Information – in general this kind of information is only held about employees. There are, however, instances where sensitive information is held about other people. For example, information about dietary requirements at Conference might allow a person’s religion to be deduced. Membership of the Sexuality Issues Network Group might also be seen as sensitive data.
Information about organisations is not covered by the Data Protection Act.
However, there is sometimes ambiguity about whether certain information is personal or organisational, therefore, with regard to organisational information THE ELLESMERE CENTRE strives to achieve best practice and for these reasons organisational information is covered by this policy.
The organisations and people about which THE ELLESMERE CENTRE holds information are referred to in this policy as data subjects2. THE ELLESMERE CENTRE will not hold information about individuals without their knowledge and consent.
3. THE ELLESMERE CENTRE will only hold information for specific purposes. It will inform data subjects what those purposes are. It will also inform them if those purposes change. The only exception to this is that THE ELLESMERE CENTRE will make it clear to members that it is a condition of their membership that THE ELLESMERE CENTRE will decide what should happen to information supplied about the organisation (but not about individuals within the organisation).
4. Information will not be retained once it is no longer required for its stated purpose, i.e. when clients are no longer using the Centre.
5. THE ELLESMERE CENTRE will seek to maintain accurate information by creating ways in which data subjects can update the information held.
6. Data subjects will be given the option not to receive marketing mailings from THE ELLESMERE CENTRE, or other organisations (but see 3 above).
7. Data subjects will be entitled to have access to information held about them by THE ELLESMERE CENTRE.
8. Information about data subjects will not be disclosed to other organisations, to individuals who are not THE ELLESMERE CENTRE staff, or members of the Board of Trustees, except in circumstances where there is a legal requirement, where there is explicit, or implied consent, or where the information is publicly available elsewhere.
9. THE ELLESMERE CENTRE has procedures for ensuring the security of all personal data. Paper records containing confidential personnel data are disposed of in a secure way.
10. The Ellesmere Centre keeps all personal information stored on the computer securely. The computer is password protected and the office is kept locked at all times when unmanned.
11. THE ELLESMERE CENTRE has procedures covering all areas of its work, which it follows to ensure that it achieves the aims set out above.
A Named Trustee will be designated as the Data Protection Compliance Officer for THE ELLESMERE CENTRE.12. At the beginning of any new project or type of activity the member of staff managing it will consult the Named Trustee about any data protection implications.
13. There may be situations where THE ELLESMERE CENTRE works in partnership with other organisations on projects which require data sharing. THE ELLESMERE CENTRE will determine which member of the organisation is to be the Data Controller and will ensure that the Data Controller deals correctly with any data which THE ELLESMERE CENTRE has collected.
14. All new staff will be given training on the data protection policy and procedures.
15. THE ELLESMERE CENTRE will carry out an annual review of its data protection policy and procedures.
16. Any member of the public can request to be removed from the database at any time by contacting the office directly, by telephone, or by emailing office@ellesmerecentre.org.uk.
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The Ellesmere Centre
is committed to improving our environmental performance and implementing best practice to minimise the environmental impacts of our business operations. We will also implement strategies that will reduce the impact of environmental risks on our organisation.
This document keeps senior management and employees informed about their environmental roles and responsibilities within our organisation.
The Ellesmere Centre Aims to
Implement environmental actions within our organisation
Monitor the environmental actions and improvements internally
Demonstrate leadership by working sustainably with suppliers, communicating with customers and recommending relevant environmental initiatives
The Environmental Policy applies to all employees and contractors, both full time and part time.
This Environmental Policy formalises our commitment to supporting the principles of environmental sustainability and recognises that a sustainable environment is central to our organisation and the lives and work of our employees Internal and external framing .
The Ellesmere Centre is committed to accelerating the move to a sustainable, low carbon economy and to reduce and ultimately eliminate any impact to the environment from our operations.
Our commitment:
Promote responsibility for the environment within the Ellesmere Centre and communicate and implement this policy at all levels within the workforce.
Assess the environmental impacts of our operations and set objectives and targets annually in order to improve our environmental performance. We will regularly review these targets.
Comply with all relevant environmental legislation/regulation.
Define and communicate to management, employees and contractors responsibilities so that all are aware of their individual obligations.
Ensure that all our policies and services are developed in a way that is complimentary to this policy.
Take into account environmental considerations in our procurement.
Reduce the use of energy, water and minimise waste at the Ellesmere Centre by reduction, re-use and recycling methods where possible
Additional actions:
Working with environmental specialists as required.
Preparing and promoting our environmental policy and action plan.
Monitoring and reducing utilities consumption in the Centre.
Where appropriate, increasing recycling practices and purchasing environmentally friendly products.
As employers we will:
• Share expectation of responsibility for the environment to our employees and service providers.
• Demonstrate clear commitment to the environment and lead by example, to ensure that the protection of the environment is promoted to all employees.
Our employees will:
• Be familiar with the environment impact and requirements relevant to their own role and activities and take responsibility for their own impact on the environment.
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Part A: Statement of Values and Equal Opportunities
1 The Ellesmere Centre (hereafter called the Centre) is an organisation established to ensure equality to all of our users.
2 The Centre recognises our society as diverse in race, religion and other beliefs, gender reassignment, marriage and civil partnership, pregnancy and maternity and age.
3 The Centre is committed to challenging oppression and prejudice and aims to promote both diversity and full access to opportunities in all areas of its work and structures
4 The Centre believes:
In working towards a just and participatory society
That all people have equal opportunity and responsibility to work towards social justice
That priority should be given to working with communities and groups whose full participation in society is limited by economic, political and social disadvantage.
That the role of the The Centre is to affirm and enable all people to play an active part in their community, both individually and collectively
5 The Centre has a fundamental belief in developing equal opportunities in all areas of its work and structures, and in particular will take positive action in the areas of: representation, services, employment and consultation
6 In line with its values and belief, The Centre will:
Challenge practices, legislation, and institutions which seek to discriminate against, or deny the rights of, individuals or groups on the grounds of race, religion and other beliefs, gender reassignment, marriage and civil partnership, pregnancy and maternity and age.
7 The Centre’s policy is to take every reasonable step to ensure that no-one connected with The Centre receives less favourable treatment than others on the grounds of race, colour, nationality, ethnic origin, religion, disability, gender, marital status, sexual orientation, age, lack of formal qualifications, responsibility for dependants, ideology, health or medical grounds (including HIV/AIDS related illnesses) or by conditions or requirements which cannot be shown to be justified.
8 The Centre aims to develop and implement strategies and positive action programmes to promote its Equal Opportunities Policy throughout The Centre areas of activity and spheres of influence.
Part B: The scope of the policy
The policy applies to
a) All staff and volunteers
b) The Trustee Board
c) All sub-committees
d) All functions of The Centre including third party hire and contractors.
e) Members: The Centre shall expect members to endorse and wholeheartedly promote the principles and objectives of The Centre Equal Opportunities.
Part C: Implementation
Where applicable, employment practice and procedures shall be followed strictly in accordance with the 2010 Equality Act.
2. This shall be reviewed annually by the Board of Trustees.
The Centre agrees that to implement its Equal Opportunities Policy, The Centre needs to facilitate and promote the following initiatives through training of the Trustee Board, volunteers and its membership on
a) Recruitment and selection processes
b) Interview techniques
c) Codes of practice
d) The Centre disciplinary and grievance procedures
e) Awareness of the implications of the legislation listed above.
Part D: Employment
The Centre shall ensure that
a) Discussion and in-service training shall be undertaken as necessary for staff, volunteers and the Trustee Board to combat racial and sexual harassment or other forms of harassment/bullying at work.
b) Practice and procedures shall reflect the cultural and religious needs of its employees and volunteers.
c) As far as is practicable ensure that premises are selected and/or adapted suitably to meet the needs of disabled employees, volunteers, visitors and members.
d) All other appropriate measures are taken to ensure job satisfaction as well as the delivery of service to members.
Part E: Review
The Centre shall monitor and review annually the effectiveness of its Equal Opportunities Policy.
The Centre and its Trustee Board shall monitor and review the composition of the Trustee Board in order to promote as far as possible a broad-based representation that reflects its membership and is in accord with its constitution.
The Centre, in monitoring and evaluating the impact of its Equal Opportunities Policy shall pay particular attention to:
3.1. Internal
a) Recruitment and selection procedure
b) Sub-committees
c) Membership of the Trustee Board
3.2. External
a) Membership
b) Provision of services
c) Accessibility of premises used for training and meetings.
Part F: Complaints Procedure
Please see Staff or Volunteer Complaints procedure.
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POLICY STATEMENT
It is the policy of The Ellesmere Centre to be financially responsible and accountable. Being financially responsible means that The Ellesmere Centre will not take on any responsibilities that it does not have the resources to meet. It means that the organisation will endeavour to pay its bills on time and keep accurate records of all monies that come into and go out of the organisation. Financial responsibility also means that the organisation will endeavour to collect all monies owed to it as promptly as possible. Accountability means that The Ellesmere Centre will endeavour to provide accurate and up to date financial report which are available for viewing by the public.. The Management Committee has a duty of responsibility to ensure that the organisation’s finances are managed to the maximum advantage in the interest of the organisation.
POLICY PURPOSE The purpose of this policy is to set out how the finances of The Ellesmere Centre are managed. Following this policy will help to ensure that The Ellesmere Centre is financially responsible, accountable and prudent.
SCOPE
This policy covers all financial transactions carried out by, for and on behalf of The Ellesmere Centre by all/any authorised persons.
RESPONSIBILITIES
The Trustees Have ultimate responsibility for :
ensuring the effective implementation of this policy. The Treasurer has direct ultimate responsibility for ensuring the effective implementation of this policy and the effectiveness of The Ellesmere Centre’s financial management system.
The Trustees are responsible for ;
approving all financial transactions except where authority has been granted to the Centre Manager.
for approving the annual budget The Treasurer has direct responsibility for ensuring that proper budgets are prepared and any variations to an approved budget are properly evidenced before presentation to the Trustees.
approving all expenditures including expenditures over which the Centre Manager has been granted authority.The Centre Manager must present information on expenditures to the Trustees on a regular basis for approval.
The Treasurer has direct responsibility for ensuring that the Trustees properly approve all expenditures including where authority has been granted to the Centre Manager.
appointing the external auditor or independent examiner as appropriate.
for reviewing this policy and are directly responsible for agreeing any amendments to the policy. The Treasurer has direct ultimate responsibility for ensuring that this policy is reviewed and any amendments are properly implemented.
ensuring the effective implementation of this policy and the effectiveness of the financial management system for the Ellesmere Centre.
The Treasurer is responsible for :
ensuring that a proper budget is prepared annually for approval by the Trustees. He/she is responsible for ensuring that any variations necessary to an approved budget are properly evidenced before being submitted to the Management Committee for re-approval and for overseeing the effective day-to-day management of the finances of The Ellesmere Centre.
arranging the annual audit or examination of the accounts and financial management system of The Ellesmere Centre with the external auditor or independent examiner appointed by the Trustees.
ensuring that this policy is reviewed on regular basis to continue to meet the needs of The Ellesmere Centre. and are responsible for supervising the review of this policy.
the effective day-to-day implementation of this policy. He/she is responsible for developing and implementing an effective financial management system for The Ellesmere Centre according to this policy.
in conjunction with the Finance Officer for preparing an appropriate budget for submission to the Trustees for consideration and approval.
devising and maintaining all relevant financial records for the effective management of the finances of the Organisation.
in conjunction with the Chair for ensuring that all bills and any other monies owed by the Organisation are paid on time without incurring any surcharges, fines or penalties.
in conjunction with the Finance Officer for ensuring that all monies owed to The Ellesmere Centre including grant funding are collected promptly. He/she is responsible for recording and banking all monies collected except cash receipts.
producing and presenting regular financial management reports to the Trustees.
in conjunction with the Chair for preparing the annual accounts of the Organisation. He/she is responsible for submitting the accounts to the external auditor or independent examiner.
The Finance Officer:
The Finance Officer may be responsible for collecting and receipting all cash coming into the Organisation and may be responsible for administering the petty cash account
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1. Purpose of the Policy
The Ellesmere Centre is a registered charity and relies on income from fundraising to secure its business activities. We must ensure that by undertaking fundraising activities we uphold any legal, statutory or regulatory requirements, and maintain our reputation and adherence to The Ellesmere Centre values.
This Policy provides guidance on how fundraising at The Ellesmere Centre will be managed to ensure that we maintain these standards, and provide reassurance and transparency to our donors and sponsors of our processes.
We are registered with the Fundraising Regulator and are committed to maintaining good practice in fundraising. This Policy will be reviewed every three years or more frequently as legislation, guidance from official bodies or industry best practise changes.
2. Definitions
The Ellesmere Centre fundraises through the following means:
A “donation” is a gift for which no direct benefit is sought. A donation may take various forms including cash, services or goods and can be from an individual or an organisation. A donor’s name or list of donors may be on display or included in publicity if agreed by both parties, by way of thanks. It must be made clear to the donor that any decision to display or include the donor’s name is at the sole discretion of The Ellesmere Centre. The Ellesmere Centre is entitled to claim Gift Aid on donations from individuals where a Gift Aid Declaration is made that confirms that the individual is tax resident in the UK and has paid tax during the period in which the donation is made. Donations are not subject to VAT.
A “grant” is cash given to an individual or an organisation for a specific purpose. There is an obligation to fulfil any criteria the funding body may place upon the grant i.e. to ensure the project that is funded satisfies their aims and objectives and proceeds as outlined during the grant application process. Funding bodies usually require some level of profile in return for their grant and this should be in proportion to the size of grant and agreed in writing before accepting the grant. This is usually in the form of a logo or line credit with agreed wording in publicity. Grants should always be documented in some form of written agreement between the parties. Grants are not subject to VAT, unless we are providing goods or services in return.
“Fundraising events “such as music nights, raffles etc.
3.Requirements
The Ellesmere Centre will only accept funds if they meet the following requirements:
Independence: donations, partnerships or activities do not compromise our independent status and do not contradict The Ellesmere Centre’s mission, aims and objectives.
Influence: there is no attempt on the part of the partner, donor, company or organisation to influence our policy or actions either explicitly or implicitly.
4. The role of Trustees
Final responsibility for actions under this Policy and our Fundraising Strategy rests with The Ellesmere Centre’s trustees, who will be able to demonstrate they act in ‘the best interests of the charity’. This means trustees will not be influenced by personal moral perspectives or judgements, or derive any personal benefit from funding to the charity. Trustees will declare a conflict of interest where it exists.
5. Consideration of opportunities
Some companies, organisations or donors will require special consideration before funding can be accepted from them. Examples include funders that: may have unethical practices with regard to the manufacture of their products or does not uphold the same values of our Equality & Diversity Policy.
6. Transparency
A copy of this policy will be displayed on our website and given to any third parties who undertake any fundraising on our behalf.
7. Process for managing Donations & Grants
When a donation or a grant is received, staff should ensure the following:
Clarification of where the donation or grant will be spent and whether it should be treated as unrestricted or restricted funds.
Document the gift and log any relevant details agreed such as management of the gift and activity funded, decision making for any changes to the activity supported, payment schedule etc.
Procedure for thanking the funder, ensuring that benefits of significant financial value are not given that will conflict with this policy or significantly off-set the value of the gift.
If the gift is being made by a UK resident tax payer, undertake full documentation for possible Gift Aid claim purposes. The Ellesmere Centre needs to know source of funds to ensure it complies with this policy.
8. Data Protection
The Ellesmere Centre will administer all fundraising in line with its Data Protection Policy. Funders will never be given direct access to mailing lists or data held by The Ellesmere Centre, unless it has the express permission of the data subject. Should any funder or donor wish to make a complaint about fundraising, then they may do so under the Ellesmere Centre Complaints Policy.
9. Use of agencies & third parties
On occasion, we may work with third parties, sponsorship agencies, consultants and partners on our fundraising. Where such parties are engaged, they must also adhere to this policy.
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All users must complete a registration form and disclaimer before using the gym for the first time.
Any health problems or injuries should be declared when joining.
Authorised users only to be allowed in the gym .
When the Centre is unmanned any users must be accompanied by another adult at all times. For safety reasons please have a mobile phone with you.
Users 14-18 years must have an adult sign their registration form. (No users under the age of 14yrs are to use the gym).
All equipment must be regularly maintained.
A First Aid Box will be situated in the gym at all times.
In case of emergency please press the buzzer(two provided at low level). This will alert staff in the office. In the case of the office being unmanned the buzzer will attempt to contact the nearest member of staff on their mobile. Please follow instructions on the wall labelled ’What to do in an Emergency’.
On joining all members will be given a short induction as to the use of the equipment.
The gym may not be used under the influence of alcohol, narcotics, tranquilizers or medication which may affect your ability to exercise safely.
Please bring a small gym towel to wipe down equipment after use.
Please put weights back where they belong. Please do not misuse the weights by dropping them on the floor.
The use of the Gym at the Ellesmere Centre is done so at your own risk . The Ellesmere Centre accept no responsibility for members using the equipment.
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Part 1 - General statement of intent
Our policy is to provide healthy and safe working conditions, equipment and systems of work for all our employees, volunteers and trustees, and to provide all such training, information and supervision as is necessary. We also accept responsibility for the health and safety of other people who may be affected by our activities whilst in the Centre.This policy will be kept up to date, particularly as the organisation changes in nature and size, to ensure our responsibilities are met in relation to:
Health & Safety at Work Act (1974)
Other relevant current legislation
To ensure this, the policy and the way in which it has operated will be reviewed every year.
Part 2 - Organisation of Health and Safety
2.1 Overall responsibility
The Trustee Board of The Centre has overall and final responsibility for health and safety in the Centre.
2.2 Fire precautions
The person with overall responsibility for fire precautions is The Centre Manager and duties/responsibilities include:
Initial risk assessment and contact with Fire Brigade
Organising the maintenance and testing of fire equipment and keeping records
Making sure drill is carried out on a regular basis, at least annually
Fire training for new staff and volunteers
2.4 Insurance
The person responsible for insuring the activity of the Centre is The Trustee Board of the Centre and the Parish Council.
2.5 First Aid
The person responsible for first aid assessment in the Centre is the Centre Manager and/ or the member of staff on duty.
The conclusion of the first aid risk assessment is that it is/is not necessary to have a fully qualified first aider but that there should be at least one member of staff who has been trained as an “Appointed Person”. At present the Appointed Persons are Julie Bampton/Andrea Smith
2.6 Recording and reporting of accidents and incidentsThe person responsible for investigating, recording and reporting accidents and incidents (including violence) is the Centre Manager.
2.7 Employees
All employees have the responsibility to co-operate with supervisors and managers to achieve high standards of safety within the Centre and to take reasonable care of themselves and others. Employees will be provided with a safety briefing during their period of induction. Deficiencies or defects in the current arrangements must be reported to Centre Co-Ordinator.
Consultation between management and employees is provided by:
staff meetings
team meetings
staff supervision and appraisal
2.8 Training
All staff complete an induction programme which includes information about Health and Safety arrangements within the organisation. Any updates or changes to these arrangements will be discussed at staff meetings and supervision sessions. Staff will be offered further Health and Safety training to support their identified needs appropriate to their work tasks.Part 3 -mArrangements and Procedures
3.1 GENERAL FIRE SAFETY
3.1.1 Local fire brigade contact name: Cambridge Fire Station. Phone No. 01223 376200 (Newmarket Fire Station -Ipswich- 01473 260588)
3.1.2 Company hired to check, maintain and service fire safety equipment
Eastern Fire
3.1.3 List of equipment and location
No water extinguisher/s on site.
Foam spray extinguisher/s located Foyer. Gredley, Small Hall, Corridor, Rear Exit.
Carbon dioxide extinguishers located Small Hall, Office, Shop and Rear Exit.
Fire Blanket in Kitchen and Gredley Rm.
Service due for all extinguishers in March yearly
3.1.4 Fire certificate issued by Eastern Fire. A list of the actions required of The Centre by the fire certificate is included in the fire procedures.
3.1.5 Fire procedures A set of procedures has been prepared. This includes:
Checklist of responsibilities
Training document for new staff
What to do in case of fire – staff
Specific duties in case of fireMeeting room hire – instructions to be given to person responsible
Signs for meeting room - one re fire, one re first aid.
3.2 INSURANCE
3.2.1 A copy of the insurance certificate for office contents, public liability and employer’s liability is displayed on the noticeboard. This gives details of the insurer, the amount insured and the excesses on the policy. There are no special conditions or exemptions.
3.2.2 Vehicle insuranceAll staff who use their own motor vehicles for work purposes such as driving to work related meetings are required to check that their motor insurance covers them for business use. New staff are asked to confirm that they are covered, and all staff are asked to confirm this every October. Staff who do not provide such confirmation will be instructed to stop using their vehicle for work purposes.
3.3 Acts and Regulations applicable
Health and Safety at Work etc Act 1974
The Management of Health and Safety at Work Regulations 1992
The Workplace (Health, Safety and Welfare) Regulations 1992
The Provision and Use of Work Equipment Regulations 1992
The Manual Handling Operations Regulations1992
The Personal Protective Equipment at Work Regulations 1992
The Health and Safety (Display Screen Equipment) Regulations 1992
Control of Substances Hazardous to Health Regulations 1994(COSHH)
Electricity at Work Regulations 1989
3.4 Risk assessment
The following assessments have been carried out:
3.4.1 Health and safety - general
· The full risk assessment of the office premises was last reviewed on 04/07/2023. The control measures included in the risk assessment include a six-monthly health and safety inspection. The last inspection was carried out in July 2023.
The generic risk assessment for Centre events was last reviewed on 4/07/2023.
Managers are responsible for ensuring that the generic assessment is reviewed by the event planning team for all events and any specific risks identified.A stress risk assessment is advisable.
3.4.2 COSHH – Control of substances hazardous to health
A review of the substances held in the office has been carried out. There are no substances bearing hazard signs in the office. A sufficient precaution will be to include in the health and safety briefing to staff a reminder that if using any substances they should check the container for any specific warnings.
3.4.3 Fire
The fire risk assessment was reviewed on 05/07/2023. A set of fire procedures is in place as set out at 3.1.5. The procedures were also reviewed on 05/07/2023. The office was visited by a Fire Officer on 28/3/2023
3.4.4 First aid
The risk assessment was last reviewed on 05/07/2023
3.4.5 Manual handling
The risk assessment was last reviewed on05/07/2023.
3.4.7 Electrical equipmentElectrical equipment is covered in the general office risk assessment. Electrical equipment is inspected annually.
There may specifics relating to specialised equipment needed to be included in this document….
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All users must complete a registration form accepting responsibility for their group/booking.
All users should read the Data protection policy.
The facilities must be vacated by all persons at the specified time of end of booking.
The Centre reserves the right to refuse admission and users may be asked to leave if their behaviour is deemed inappropriate
Users must always show consideration and respect to all other users and staff.
All equipment must be used appropriately having regard to the health and safety of you and others
Please note that the Centre is sometimes unmanned in the evening and users are responsible for their own safety at such times. It is therefore advised that each group has at least one member who has First Aid Training and has attended a Defibrillator training course.
First Aid. NB: There is a First Aid Box in each kitchen area
All users should be aware of the fire procedure and must leave the building if the fire alarm sounds.
Group leaders should be responsible for accounting for members of their group.
Users must be dressed in appropriate clothing for the activity they are participating in- particularly footwear.
The Centre is not responsible for loss or damage to any property.
All accidents or incidents should be reported immediately to reception if manned or the following morning.
Smoking or Vaping is not allowed in any part of the building or on the Astro turf.
Users should not
tamper with or remove any life-saving, first aid or firefighting equipment.
Use any equipment for any activity that is not approved by the Centre Manager.
CANCELLATION OF CLASSES/FACILITIES
All bookings including classes can be made in advance.
24 hours notice should be given to cancel or change a booking if possible.
There is no charge for occasional cancellations of classes.
Anyone not attending for booked facilities including classes on a regular basis will not be allowed to continue booking in advance.
The Centre reserves the right to cancel bookings in exceptional circumstances. CANCELLATIONS OF EVENT/PARTY
If you need to cancel your event/party, then the 50% deposit is non-refundable. If you have paid in full, then 50% will be returned. There will be no refund if cancelling events with less than one week’s notice.
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We, the committee of The Ellesmere Centre, acknowledge that our building is situated in a quiet rural location where the background noise level is low. For this reason excessive noise from the hall can be very disturbing to those residents living in close proximity.
1. We will strive to ensure that noise/music is kept at a level that does not disturb nearby residents.
2. We will ensure hirers agree to the following terms in our Hiring Agreement:
“Hirers and organisers of events at The Ellesmere Centre are responsible for ensuring that the noise level of their function(s) is such that it does not cause interference with other activities within the building or inconvenience for occupiers of nearby premises”
and
“The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning”
and
“The hall committee reserve the authority to stop the event or reduce its noise impact (e.g. through disabling of music systems etc) if unacceptable disturbance is being caused”
3. Posters will be prominently displayed near the exit of the hall encouraging users to exit the building quietly.
4. We will participate in local community consultation activities to ensure that we understand the views of near neighbours.
This policy will be reviewed regularly to ensure continued compliance with legislation and other licensing conditions placed on the premises.
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The Ellesmere Centre is committed to protecting the privacy of its customers. This Privacy policy is to let you know how we gather and use your information. All personal information will be stored and used in accordance with the General Data Protection Regulation.
We commit to:-
Only keep your data for the services intended.
Destroy all records when they are no longer needed.
Keep data safely and securely.
Gather and store information in accordance with the data protection laws.
The law says that we must only hold information:-
When you consent to it.
To fulfil a contract we have with you.
When it is our legal duty to do so.
Data Collected:-
We will only collect information from you that is relative to the services that you use at the Centre.
Only office staff and Trustees have access to your data.
All staff are aware of what they need to do to protect your data.
It will help us if you inform us of any changes in your details or inform us if any information we have is wrong.
Withholding Personal Information:-
This may make it difficult to contact you regarding session cancellations for example.
In some cases it may be a legal requirement for us to hold your data.
You have the right to access, amend or erase your data at any time providing it is not needed for legal reasons. For example tutor data and DBS checks are necessary if taking classes or dealing with children or vulnerable adults.
Information held by the Centre is solely for our use and is not made available to any third party unless for preventing or detecting crime.
Data Protection Guidance :-
For more details on how we store and use data please see our GDPR on our website.
Complaints:- Please contact The Trustees
Links-our website may contain links to other websites. Please read the privacy statements on these sites as our policy does not apply to information on third party sites.
When you use our website you are agreeing to this privacy statement and any other within this website.
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A Transparent Approach
The Ellesmere Centre aims to be a transparent organisation. Our accounts are available to the general public on request. It is hoped that this transparent approach will better help inform the general public, the Charities Commission and any grant providers to the Centre.
Definition of Free or Unrestricted Reserves
The Ellesmere Centre has adopted the Charity Commission’s definition of reserves.
This means the following funds will be excluded from any calculation of free reserves:
Restricted income funds: This is income from a grant or donation that may only be spent on a specified purpose as restricted by the donor. A common example may be a donation to purchase a specified item of equipment or a restricted grant to deliver a specific project. Such a restricted grant could not be used more generally to fund other staff salaries and running costs, for example, and therefore could never be utilised to cover general and ongoing expenditure costs.
Tangible fixed assets: Relevant fixed assets will be excluded in cases where a fixed property asset is fundamental to the operation of a charity’s activities. An obvious example would be a property used for accommodation. This is because a fixed asset is not easily realisable and its loss would fundamentally disrupt operations.
Approach to Designated Reserves
The Charity Commission guidance allows “designated reserves” to be included or excluded from the free reserve calculation depending on whether they have been designated for “essential future spending”. The Charity Commission guidance for excluding designated reserves reads:
“Where unrestricted funds are earmarked or designated for essential future spending, for example, to fund a project that could not be met from future income alone they can be excluded from reserves - in such cases the reserves policy should explain the nature and amount of the designation and when the funds set aside are likely to be spent; it is never acceptable to set up designations simply to reduce the stated level of reserves.”
Therefore the inclusion or not of the “designated fund” within the calculation of free reserves will be dependent upon the purpose, size and significance of the designated amount to the overall operation of the charity’s activities.
Examples of whether designated reserves will be excluded include: an amount designated as future expenditure on planned refurbishment work, or to make a large exceptional purchase.
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1. Introduction
The Ellesmere Centre endeavors to involve more people more effectively in volunteering to help solve real problems and enrich communities.
It does this by:
Working with volunteer involving organisations to improve the diversity and quality of volunteer placements.
Providing potential volunteers with the means to access volunteering opportunities.
Helping people who might otherwise have found themselves excluded to take part in their communities.
The Ellesmere Centre is committed to involving volunteers directly within the organisation to:
Contribute to the delivery of our services
Form our board of Trustees
Make sure we are responsive to the needs of our users.
Provide different skills and perspectives.
Offer opportunities for participation by people who might otherwise be excluded.
This volunteer policy sets out the principles and practice by which we involve volunteers.
2. Principles
The Ellesmere Centre
Recognises that voluntary work brings benefits to volunteers themselves, to service users and to paid staff.
Will ensure that volunteers are properly integrated into the organisational structure and that mechanisms are in place for them to contribute to the volunteer centre’s work.
Will not introduce volunteers to replace paid staff.
Expects that staff at all levels will work positively with volunteers and, where appropriate, will actively seek to involve them in their work.
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.
Will endeavour to identify and cover the costs of involving volunteers.
Recognises that the management of volunteers requires designated responsibilities within specific posts.
Will endeavour to involve volunteers from a wide range of backgrounds and abilities and ensure our volunteering opportunities are as accessible as possible
3. Recruitment
Recruitment of volunteers will generally be from all sections of the community, and will be in line with The Ellesmere Centre Equal Opportunities Policy.
People interested in becoming volunteers with The Ellesmere Centre will be invited for an informal talk with the appropriate contact person.
All volunteers will be asked to complete a simple registration form appropriate to the role that they are applying for.
For volunteer roles which involve ‘regulated work’ such as care giving and/or sustained and direct contact with children or vulnerable adults, The Ellesmere Centre has a legal obligation to ensure that volunteers are not barred from working with children or vulnerable groups.
4. Induction and Training
Volunteers will be given induction and training appropriate to the specific tasks to be undertaken.
5. Support
Volunteers will be assigned a named contact person who will provide regular support. Support sessions will provide the opportunity for ongoing dialogue about the development of the volunteering role and any advice and guidance as needed. Where the volunteering role is emotionally demanding these sessions also give volunteers the opportunity to access emotional support from the organisation.
6. The Volunteer’s Voice
Volunteers will be consulted in decisions which affect them. The Ellesmere Centre is committed to developing consultation and representational procedures for volunteers.
7. Records
Minimum details will be kept on volunteers. This will include the registration form, emergency contact, correspondence and any other relevant information in accordance with The Ellesmere Centre data protection and confidentiality policies.
8. Expenses
The Ellesmere Centre will ensure that there is a clear and accessible system to enable volunteers to claim agreed out of pocket expenses.
9. Insurance
Volunteers will be covered by insurance while carrying out agreed duties.
10. Health and Safety
The Ellesmere Centre will take all reasonably practicable steps to ensure the volunteers’ health, safety and welfare while at work in accordance with the centre’s Health and Safety policy.
11. Equal Opportunities
Volunteers and staff will work in accordance with The Ellesmere Centre equal opportunities policy and will prevent discrimination on any grounds.
12. Code of Conduct.
Volunteers are accountable for the ways in which they support the Ellesmere Centre and have a duty to keep themselves and others safe. This is achieved by maintaining a respectful, caring and professional approach to those they come into contact with.
Volunteers Must
Be a good role model with behaviour and an attitude that they are in line with the Ellesmere Centre’s values and ethos.
Be friendly, courteous and kind at all times.
Respect other people’s privacy and boundaries.
Communicate with others in an open and respectful way.
Be responsible and accountable in the way they carry out their role.
Not act fraudulently or dishonestly or do anything that brings or is likely to bring The Ellesmere Centre into disrepute.
13. Confidentiality
Volunteers have an obligation to protect confidential or personal information in relation to the Ellesmere Centre, other volunteers and external organisations/events. If volunteers have access to confidential information (including addresses or telephone numbers of colleagues/clients), this should never be discussed or disclosed to anyone other than the person(s) authorised to receive it, both during and after the volunteer’s involvement with the organisation/event.
14. Monitoring and Evaluation
The Ellesmere Centre will systematically monitor and evaluate its use of volunteers with reference to this Volunteer Policy.