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Safeguarding in voluntary & community sectors

Voluntary, charity, social enterprise and private sector organisations play an important role in safeguarding children through the services they deliver. They may as part of their work provide a wide range of activities for children and have an important role in safeguarding children and supporting families and communities.

Safeguarding is defined in Working together to safeguard children as:

  • protecting children from maltreatment;
  • preventing impairment of children’s health and development;
  • ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and
  • taking action to enable all children to have the best outcomes.

Children may be vulnerable to neglect and abuse or exploitation from within their family and from individuals they come across in their day-to-day lives. This can take a variety of different forms, including:

  • sexual, physical and emotional abuse;
  • neglect;
  • domestic abuse, including controlling or coercive behaviour;
  • exploitation by criminal gangs and organised crime groups;
  • trafficking;
  • online abuse;
  • sexual exploitation; and
  • the influences of extremism leading to radicalisation.

It is not your organisation’s role to establish whether or not abuse is taking place but it is the organisation’s responsibility to report any concerns over the welfare of individuals. This duty extends to the identification of abuse, poor practice by staff, volunteers and trustees of the organisation, as well as allegations brought to the attention of the organisation by a member of the public/community.

Everyone within your organisation has a responsibility towards safeguarding. Good safeguarding practice is more than just a tick-box exercise, it’s about culture and behaviour.

But the board of trustees are responsible for ensuring that there are appropriate policies and procedures in place to safeguard everyone. The board of trustees may choose to delegate this responsibility to a senior employee, for example the organisation’s Chief Executive if there is one.

Training should be offered to all staff, volunteers and trustees that is proportionate to their role and reflects the work they do. For example, a volunteer befriender visiting people in their own homes will need much more detailed safeguarding training than perhaps a marshal at a one off jogging event. However both volunteering roles need to have an understanding of safeguarding and their role within it.

All those who are working with children and their families, whether in a paid or voluntary position, are subject to the same safeguarding responsibilities.

It’s important to have a clear approach to safeguarding and to have this written down in a Safeguarding Policy.

Having safeguards in place within your organisation not only protects and promotes the welfare of children but it also increases the confidence of trustees, staff, volunteers, parents/carers and the general public.

Safeguarding is most effective when everyone understands their individual responsibilities towards it and how they need to work together with others. You must make sure that everyone, no matter what their role, understands the documents and uses them in the day-to-day running of the organisation. Your policy should clearly outline responsibilities and the process or steps taken to safeguard effectively within your organisation

You should make sure that your policies are appropriate to the size of your organisation, they need to reflect the work that you do and be easily understood by everyone. There are some useful tips on the NCVO website and the NSPCC has a guide for writing safeguarding policies and procedures if you’re not sure where to start.

The setting’s policy should also pay due regard to the Hampshire, Isle of Wight, Portsmouth & Southampton (HIPS) Safeguarding Children Procedures Manual.

Remember to include the trustees when writing a Safeguarding Policy. The Policy and any subsequent amendments to it will need to be adopted at a meeting of the trustees. It’s good practice to review your organisation’s policy at regular intervals (usually annually) to make sure they reflect your current working practices and are fit for purpose.

Your safeguarding policy may contain several different procedures depending on your organisation and activities. However, you will always need a reporting procedure that clearly explains how people can make their worries known and how you will handle any problems.

The reporting procedure needs to set out:

  • who to speak to;
  • how issues should be reported;
  • where information will be stored and shared internally; and
  • how you’ll share this with police, social services or regulators if necessary.

When recruiting support for your organisation including trustees, staff and volunteers, the following is best practice in safe recruitment.

It may be helpful for your organisation to have a safe recruitment policy which includes these points.

  • Role profiles: It’s important that you’re clear about the role you’re recruiting to. This includes volunteering roles, trustees and staff. Having role profiles for everyone will help to set clear boundaries on what is expected from the start of each role. Role profiles can be referred to throughout the volunteering role / employment not just during the recruitment process.
  • Interviews: You should carry out an interview for all roles including volunteers. Interviews can be very formal, or informal depending on what you feel is appropriate to the role. It is often helpful to ask a safeguarding question of your candidates during the recruitment process. For example, ‘What is your understanding of safeguarding’? This will help you identify any potential training needs.
  • References: It is standard practice to ask for references, including for volunteers. References should be used alongside information you gather in the interview and recruitment process to help build a bigger picture of the person potentially joining your team.
  • DBS checks: Depending on the role you’re recruiting to, you may need to undertake a disclosure and barring (DBS) check, previously known as a criminal records check (CRB). Only individuals undertaking what is known as ‘Regulated Activity’ require a DBS check. It is your responsibility to ensure that only the appropriate people are DBS checked. In accordance with DBS procedures, it is also your responsibility to report any individual to the DBS who come to your attention through the recruitment process.
  • Induction, probation and training: All staff and volunteers should have an induction that will include an explanation of the organisations safeguarding policies and procedures. Appropriate training should be offered for each role. It’s also quite common for staff and volunteers to start their role on a probationary period (e.g. six months). Having a probationary period is a two way process, it also allows volunteers and staff to ‘road test’ their roles within your organisation too.
  • Support and supervision: Depending on the different roles of your volunteers / staff, they will need differing levels of ongoing support and supervision. For example, a volunteer for a one off event probably doesn’t need weekly or monthly supervision, however a volunteer befriender supporting families weekly with parenting support would definitely need regular supervision. Supervision can be formal or informal, but it’s very important that your team all understand what support is there for them, and what to do if they have any worries or concerns.

To help voluntary and community organisations ensure that they are compliant with statutory safeguarding procedures and are working within the agreed model of practice for Portsmouth, the PSCP has designed two tools.

A safe activity is a well-managed activity.  We only reduce risk through good, safe management, and this means following best practice in all areas of work. The safeguarding checklist looks at those factors that are recognised as essential in ensuring good practice in safeguarding.  The purpose is to help your group:

  • Assess current safeguarding practice
  • Identify concerns and areas for improvement
  • Identify the support you may need to make these improvements

The second tool is the Compact Audit which must be completed by all organisations that are commissioned to deliver a service on behalf of Children Services or Health. This more extensive tool:

  • will help you to assess the quality of your safeguarding practice
  • will help to ensure that gaps in safeguarding are identified and prompt action is taken to address these areas
  • can be included as evidence for inspectors


You must refer to and follow your setting’s Safeguarding Policy and have regard to the Hampshire, Isle of Wight, Portsmouth and Southampton (HIPS) safeguarding children procedures manual

Worried about a child – If you are concerned that a child or young person has suffered harm, neglect or abuse, please contact Portsmouth Multi Agency Safeguarding Hub (MASH)

If a child is at immediate risk of harm, call the Police on 999