Section 4.2: Volunteer Role Descriptions and Person Specifications

Requirements

4.2.1 All volunteer roles that fall within the scope of this code must have a written volunteer role description and person specification. 

4.4.2 Volunteer role descriptions and person specifications must make any safeguarding aspects clear and refer to the church body’s commitment to protecting children, young people and vulnerable adults.

Guidance 

4.2.1-4.2.2 Volunteer Role Descriptions and Person Specifications 
Why?

Having clearly written documents enables a church body to thoroughly consider what they want from a volunteer role, and what sort of person would be suitable. 

Having such documents in place gives people confidence that the church body takes its work with children, young people and vulnerable adults seriously - the role and responsibilities are clear, as well as who the role is accountable to. 

How?

Consider the role 

The first step to drawing up a volunteer role description and person specification is to properly consider the role. 

The Role

Consider:

  • What contact & responsibilities does the volunteer’s role have in respect of children, young people and vulnerable adults - both direct & indirect?
  • What is the role’s purpose and what duties are involved?
  • How and where will the role be carried out?
  • What skills are needed for the role?
  • What training is required?
  • Where does the role fit into the church body’s structure?  
  • To whom does the role report? 
  • Is the role supervised or unsupervised?
  • Is the role eligible for a DBS check? If so, at what level? (see Section 4.8.2: Disclosure & Barring Service (DBS))

Consideration needs to be given to the “indirect” aspect of a role and the potential contact it may have with children, young people and vulnerable adults. A role might not be volunteering directly with these groups but presents certain opportunities e.g. where it is based, the hours volunteered.  The role may not meet the criteria for carrying out an Enhanced DBS (with/without Barred List/s) check, but this does not stop other safer recruitment steps being taken, as well as a risk assessment being carried out so that any possible risks are identified and mitigated as far as possible.

Role Descriptions

The general layout of role descriptions are likely to be similar but the contents will need to reflect local requirements, as well as the nature of the role. 

Volunteer Role Descriptions 

Identify:

  • The role title.
  • The main purpose of the role.
  • The expectations of the role.
  • To whom the role reports.
  • The extent of the role’s contact with children, young people and vulnerable adults and the responsibility for safeguarding.
  • A statement that the person appointed will be expected to work within the policy and procedures of the relevant safeguarding policy.
  • A statement that the person will be required to attend relevant safeguarding training.
  • General statements relevant to all roles, such as requirements relating to health and safety.
  • The time commitment anticipated (including, for example, setting up, clearing up, preparation during the week, meetings, training).
  • Where appropriate, a statement that the person appointed will require an Enhanced DBS (with/without Barred List/s) check.

Toolkit:  Volunteer Role Description template

Person Specifications

The person specification describes the attributes a suitable volunteer will possess. It is used for drawing up any advertisements/notices about the role and forms the criteria for evaluating applicants and assessing candidates, helping to identify key areas to focus on during the selection process.

Volunteer Person Specifications 

Describe:

  • Any qualifications or specific training required for the role.
  • Any experience needed.
  • Knowledge, skills and competencies required to carry out the duties of the role.
  • General attributes which must include the need for commitment to the protection and safeguarding of children, young people and vulnerable adults.
  • Any Occupational Requirements under the Equality Act 2010 – e.g. if there is a genuine requirement for an individual to be a practising Christian. 

The person specification should clearly indicate whether the stated criteria are:

  • Essential – those areas without which the volunteer role cannot be performed, 

or 

  • Desirable – not essential to carrying out the duties, but which would be valuable and may assist in the final selection process if several candidates meet the essential criteria.