Purpose of this Policy

  • Menopause Cafe charity aims to have a mutually beneficial relationship with its volunteers: their involvement informs and furthers our work; we provide opportunities for them to develop through their volunteering.
  • It aims to:
    – reflect the purpose and principles of the charity in its approach to volunteers
    – recognise the roles, rights and responsibilities of volunteers

Background

  • The Menopause Cafe is a Scottish Charity Incorporated Organisation, registration number 048435, registered with the Scottish Charity Regulator, OSCR. 
  • Menopause Cafe charity operates on a social franchising model.
  • The Menopause Cafe hosts are social franchisees, running Menopause Cafes in their community or workplace, remotely or in person.

Definition of Menopause Cafe Volunteers

The Menopause Cafe charity volunteers are:

  • Trustees: including the Chairperson, Secretary and Treasurer
  • other members of the Committee
  • members of the Advisory Board 
  • people who do other administrative roles eg moderating Hosts WhatsApp group, Hosts Zoom meetups, moderating social media, processing feedback forms….

NB Menopause Cafe hosts work on a voluntary basis but are covered by the Social Franchise Operating Procedures, sometimes referred to as Guidance for Hosts.

Intentions

The involvement of volunteers is guided by the following intentions:

  1. the tasks performed by volunteers will be clearly defined, so that everyone is sure of their respective roles and responsibilities;
  2. the charity complies with the relevant UK legislation on data protection in the use of data held on all volunteers; 
  3. volunteering opportunities will complement rather than replace the work of paid staff;
  4. volunteers will be provided with regular opportunities to share ideas/concerns with each other and with the Chairperson of the Trustees
  5. all existing and future policies will be checked as to how they affect volunteers.

Recruitment

  1. Menopause Cafe will adhere to its Equality, Diversity and Inclusion Policy when recruiting and selecting volunteers. 
  2. Written role descriptions will outline time commitment, necessary skills and responsibilities. Where there is specific training required this will be highlighted as part of the recruitment process. 
  3. Trustee Recruitment procedure is outlined in our Trustee Recruitment document, available on request.

Support and supervision

  1. Volunteers are expected to comply with existing policies and procedures. Trustees have limited liability, covered by our Trustee Indemnity Insurance
  2. All volunteers will have an induction, which includes sight of all relevant policies and procedures.
  3. Committee members, including Trustees, will have annual support meetings with the Chairperson.  A brief record of these discussions will be held as part of the Committee member’s  records. Volunteers can access their records at any time. 
  4. Volunteers will be able to claim reasonable expenses for their volunteering in line with the Spending Limits and Consultation Policy, available on request.
  5. Where volunteers have other commitments which means that they cannot fulfil their normal volunteering role, they should advise the Chairperson or Administrator. The charity will endeavour to be flexible to accommodate the needs of volunteers.

Implementation

  1. Menopause Café charity Trustees are responsible for the implementation, monitoring and review of this policy.
  2. All volunteers are responsible for acting in accordance with this policy.

Communication

This policy is available on the Menopause Cafe charity website.