Sanctuary in Chichester Volunteer Lead Role Description

Background

Sanctuary in Chichester (SiC) came into existence in 2016.  ‘Sanctuary’ is a place of welcome and safety and our aim is to provide refugees and asylum seekers relocated to the Chichester area, with the best possible opportunity to settle, feel safe and become fully integrated into their new, adopted community. SiC has a number of paid staff members but relies on volunteers to provide the majority of support to beneficiaries. Volunteers provide invaluable help and assistance to beneficiaries across a wide range of roles. Each role or activity has a Volunteer Lead. 

Volunteer Lead Roles

Befrienders	Allotment
Drop-Ins	CPH (includes storeroom lead and asylum support group lead)
Women’s Group (includes creche lead)	ESOL Tutors
Schools Liaison	PTI Mentors
Lift bank	ETE Mentors
Nations United

Who are Volunteer Leads responsible to?  Volunteer Leads report directly to the Charity Manager, who is ultimately responsible for all volunteers. 

Volunteer Leads Responsibilities

Volunteer Leads take responsibility for the operational oversight of the volunteers who work in their particular area. This generally involves:

• Recruitment: the Volunteer Lead may have initial discussions with a potential volunteer if that volunteer has a skill or interest in a particular area. For example, ESOL teaching, Schools Liaison.
• Recruitment: the Volunteer Lead will assist the Charity Manager or  (or their delegated representative) in the formal interview as part of safer recruitment.
• Induction: the Volunteer Lead will participate in induction and may lead the process depending on the specific volunteer role. For example, induction for a Drop In volunteer may be led entirely by the Volunteer Lead, whereas induction for Befrienders will  involve the staff team as well as the Volunteer Lead.
• Regular reporting to the Charity Manager: the Charity Manager has overall responsibility for all volunteers so the Volunteer Lead needs to provide regular updates either through reports or face to face meetings.

Responsibilities for group activities

 (Drop-Ins, Women’s Group, Allotment, Storeroom, ESOL support group, Creche, Asylum Support Group, Schools Liaison, Nations United)

• Liaising with the premises management for access to the activity site.
• Making sure the premises are set up and put away appropriately.
• Preparing rotas and assigning work: If the volunteer activity operates on a rota system, the Volunteer Lead prepares the rotas and makes sure the activity has enough volunteers to cover the activity, and that each volunteer is aware of their role during the session.
• Oversight of volunteer work: ensuring volunteers adhere to the Volunteer Code of Conduct, Boundaries Policy and Safeguarding Policy.
• Ongoing support: providing regular support and encouragement to volunteers. For example, holding regular group meetings, feedback sessions at the end of the activity, regular phone calls or messages, including volunteers in the planning and development of the activity. 
• Safeguarding: reporting any safeguarding concerns to the Charity Manager within 24 hours.
• Health and safety: taking responsibility for keeping volunteers and beneficiaries safe by ensuring a Risk Assessment of the premises is carried out and adhering to Health and Safety guidelines. The Volunteer Lead should report any accidents or incidents to the Charity Manager within 24 hours. 
• Exiting volunteers: if a volunteer wants to stop volunteering, or to change their role,  the Volunteer Lead should inform the Charity Manager and Assistant Manager so that they can be removed from the activity and should participate in an exit interview if appropriate. 

Individual activities 

(Befriending, ESOL tutoring, PTI support, ETE support, Lift bank)

• Assisting staff members in setting up the volunteer/beneficiary relationship. This may involve going to the initial meeting between volunteer and beneficiary.
• Encouraging accurate record keeping: checking logs (and Whatsapp groups if appropriate) regularly to ensure volunteers are recording their visits, and/or recording their own actions as necessary. 
• Safeguarding: the Designated Safeguarding Lead (Charity Manager) is responsible for safeguarding but the Volunteer Lead should be familiar with, and encourage volunteers to read and comply with the Safeguarding Policy, Boundaries Policy and Lone Working Policy. 
• Ongoing support: regularly contacting the volunteer to check they are happy to continue the relationship and answer any questions they may have. Offering guidance and discussing any issues which may arise. 
• Exiting volunteers: the Volunteer Lead should inform the Charity Manager and Assistant Manager if a volunteer wishes to stop volunteering or change their role, and should assist with the process.

Role description date: November 2025

Review date: November 2026

Reviewer: Charity Manager