1. Purpose of the Policy
Pamphill Parish Hall may rely on a combination of volunteers and paid staff to manage, maintain and operate the Hall for the benefit of the local community.
This policy sets out how Pamphill Parish Hall will:
- Recruit, support and manage volunteers
- Employ and pay staff lawfully and fairly
- Ensure clear distinction between paid and voluntary roles
2. Scope
This policy applies to:
- All volunteers working on behalf of the Hall
- Trustees and Committee members involved in staffing decisions
- Any paid staff employed by Pamphill Parish Hall
3. Principles
Pamphill Parish Hall is committed to:
- Fairness, transparency and consistency
- Compliance with employment and charity law
- Treating volunteers and staff with respect
- Ensuring safe and appropriate working arrangements
4. Paid Staff
4.1 Employment Status
Paid staff may include roles such as:
- Cleaner
- Caretaker
- Booking Secretary / Administrator
All paid staff will:
- Have a clear job description
- Be issued with written terms of engagement
- Be paid through the appropriate system (e.g. PAYE or agreed self-employment where lawful)
4.2 Pay and Expenses
- Pay rates will be agreed by the Committee and reviewed periodically
- All payments will be properly authorised and recorded
- Staff will be paid at least the National Minimum / Living Wage where applicable
- Reasonable out-of-pocket expenses may be reimbursed on production of receipts
4.3 Payroll and Tax
Pamphill Parish Hall will:
- Operate PAYE where required
- Deduct tax and National Insurance as appropriate
- Keep accurate payroll and employment records
5. Volunteers
5.1 Role of Volunteers
Volunteers play an important role in supporting the Hall and may assist with:
- Events and activities
- Maintenance or gardening
- Committee support
Volunteers are not employees and do not receive payment for their time.
5.2 Expenses
Volunteers may be reimbursed for reasonable out-of-pocket expenses incurred while volunteering, subject to:
- Prior agreement
- Submission of receipts
5.3 Volunteer Agreements
Where appropriate, volunteers may be provided with:
- A role description
- Information about health & safety and safeguarding
These arrangements do not create a contract of employment.
6. Safeguarding and Health & Safety
Pamphill Parish Hall is committed to providing a safe environment for staff, volunteers and hall users.
Staff and volunteers must:
- Follow the Hall’s Safeguarding Policy
- Comply with Health & Safety and Fire Safety policies
- Report accidents, incidents or concerns promptly
7. Recruitment and Fairness
Pamphill Parish Hall will:
- Recruit staff and volunteers fairly and openly
- Apply the Equality & Diversity Policy in all recruitment decisions
- Avoid conflicts of interest in appointments
8. Supervision and Conduct
Staff and volunteers are expected to:
- Act in the best interests of Pamphill Parish Hall
- Behave respectfully and professionally
- Follow agreed procedures and policies
Concerns about conduct or performance will be addressed fairly and confidentially.
9. Termination of Roles
- Paid staff appointments may be ended in accordance with their terms of employment
- Volunteer roles may be ended by either party at any time
10. Review of Policy
This policy will be reviewed annually