Outline Task Lists for Volunteers

Below are concise list of tasks for volunteer roles in Woodcraft Folk Groups and Districts, necessary to function at what is currently considered best practice.

The activities are not prescriptive and, if required, can be combined or altered to suit local conditions. You may also want to look at examples of role descriptions that Woodcraft Districts are currently using.

However, there must be a clear understanding of what the volunteer’s tasks are in any role that the volunteer might carry out on behalf of Woodcraft Folk. (For further guidance on this issue please refer to Woodcraft Folk's Volunteering Policy and Code of Good Practice.)

At the present time all volunteering roles within Woodcraft Folk in England, Wales and Scotland require an Enchanced Disclosure by the Data & Barring Service.

Click on the role you'd like to read about, or go to the foot of the page to download an attachment containing all roles. 

Group Roles

·          Woodchip Leader (up to 6 years)

·          Elfin Leader (6 – 9 years)

·          Pioneer Leader (10 – 12 years)

·          Venturer Leader (13 – 15 years)

District Roles

In order for groups and/or districts to be fully proactive within their community there are other roles where volunteers could play an important part. Some possibilities are given below.

Other Roles

In any of the roles outlined in the following pages where contact with children or young people is involved, all volunteers should remember that the safety and well being of the children attending any Woodcraft Folk activity is their prime responsibility.

 

GROUP ROLES

 

Group Helper - no DBS check: While waiting for their DBS they must continually be in presence of two other DBS checked volunteers and not be given any child care responsibilities.

Where working with young people is involved all volunteers should be encouraged to become a registered member of Woodcraft Folk and ideally an “acknowledged” Woodcraft Folk Leader by a mixture of experience through participation in group nights and other events, and attending specific training events as suggested by the Group Leader or District Co-ordinator.

New Group Helper: – enhanced DBS check

  • Take an active role as agreed with the Leader(s)
  • Encourage and help the children to participate fully in the activities
  • Are aware of Woodcraft Aims and Principles, Code of Conduct, Child Protection Policy and Safety Guidelines
  • Is fully supported and supervised by the Group Leader or other assigned responsible person

Group Leader: must be over 18 – enhanced DBS check

  • An experienced Woodcraft Member – with an accepted minimum standard of experience 
  • Ensures the group is run according to the aims and principles and programme of Woodcraft Folk
  • In co-operation with others (including young people) plans and co-ordinates the activities of the group
  • Where necessary supervises and empowers helpers to lead activities and be involved
  • Attends District meetings

Group helpers and Group Leaders may have other tasks that they can carry out on behalf of their group or District.

Group Treasurer

  • Collects subs
  • Keeps good Group accounts
  • Prepares financial report for Group meetings
  • Reimburses volunteer expenses
  • Keeps records of Gift Aid declarations
  • Prepares end of year accounts for AGM or passes to District Treasurer for consolidation into District accounts
  • Pays group contribution to District Treasurer (including registration fees)
  • Gives annual account at District AGM
  • Returns annual accounts to Head Office for consolidation into national accounts
  • Pay group registration fees

 Group Co-ordinator

  • Oversees the group activities and provides its contact number / email address
  • Ensures the group functions within its constitution or district constitution
  • Ensures the group is functioning well and working within the Woodcraft Folk Constitution, its Aims and Principles and Programme
  • Calls group meetings
  • Encourages the group to take part in District, national and international events
  • Receive complaints and grievances
  • Ensure all adults are made aware of group programme
  • Liaises with other group leaders on group progression of young people

(The tasks below could be given to a Volunteer Co-ordinator if you decide to have one)

  • Acts as contact number for new volunteers
  • Helps recruit and place volunteers
  • Develops effective partnerships with individuals and organisations that can support the local volunteering strategy
  • Plans, organises and co-ordinates the induction of all new volunteers
  • Help volunteers develop the knowledge, skills and competence they need, both to fulfill their roles within Woodcraft Folk and as part of their personal development
  • Gathers and records personal information about volunteers, stores this information securely and uses it only for agreed purposes in line with data protection legislation (duplicate with District Membership Secretary)
  • Provides volunteer support
  • If one is not already in place, develops with others, a volunteering strategy for the Group and /or District
  • Conducts exit interviews

The tasks below could be given to a Group Secretary if you decide to have one.

  • Keeps a copy of all the children's health forms
  • Keeps records of all children attending the group
  • Processes membership applications
  • Pursues applicants' references
  • Keeps up to date records of all adult volunteers in the group
  • Takes minutes at group meetings
  • Distributes minutes and correspondence to Group Members
  • Receives and distributes letters

 

DISTRICT ROLES

 

District Co-ordinator/Chair

  • Oversees the District and its groups
  • Is the contact number for Woodcraft Folk in the area
  • Ensures the District functions within its constitution
  • Calls District meetings and draws up an agenda
  • Ensures groups are functioning well and working within the Woodcraft Folk Constitution, its Aims and Principles and Programme.
  • Acts as contact number for new volunteers
  • Receives and distributes letters
  • Encourages groups to take part in District, national and international events.
  • Receive complaints and grievances

District Volunteer Co-ordinator

  • If one is not already in place, developes, with others, a volunteering strategy for the Group/District
  • Helps recruit and place volunteers
  • Develops effective partnerships with individuals and organizations that can support your volunteering strategy
  • Plans, organises and co-ordinates the induction of all new volunteers
  • Helps volunteers develop the knowledge, skills and competence they need, both to fulfill their roles with Woodcraft Folk and as part of their personal development
  • Gathers and records personal information about volunteers, stores this information securely and use it only for agreed purposes in line with data protection legislation (duplicate with District Membership Secretary)
  • Provides volunteer support
  • Conducts exit interviews

District Treasurer

  • Keeps good District accounts
  • Prepares financial report for District meetings
  • Reimburses volunteer expenses
  • Gives annual account at District AGM
  • Returns annual accounts to Head Office
  • Pays group registration fees
  • Keeps records of Gift Aid declarations

District Membership Secretary

  • Processes membership applications
  • Pursues applicants references
  • Keeps up to date records of all adult members in District
  • First contact in District for volunteer enquiries
  • May be first contact in District for group membership
  • Directs enquiries to appropriate groups
  • Holds DBS check outcome information
  • (This post could also be a district disclosure signatory – see below description)

District Secretary

  • Takes minutes at District Meetings
  • Distributes minutes and correspondence to District Members
  • Sends letters as directed by District Committee
  • Receives letters

District Safeguarding Officer  - enhanced DBS check

  • Has some training in the area of child protection
  • Provides training to new volunteers in safeguarding
  • Keeps up to date with current legislation regarding child protection
  • Is responsible for ensuring that procedures regarding child protection (incl health and safety, checking volunteers etc) are followed
  • Is ready to intervene in any hazardous situations involving a child and encourage others to do so as well
  • Is the first port of call for any leader, helper etc. who has concerns about a child
  • Liaises with (and at times pass on information to) the statutory child protection agencies

District DBS Signatory – Separate form required, enhanced DBS check

  • Meets DBS applicants and checks their photographic identity and other ID documents in their presence, and that details have been correctly entered on their form
  • Helps applicants with any queries regarding the DBS form
  • Completes the signatory part of the form and checks the form has been filled in correctly
  • Sends forms to the collator (if in Scotland, to the Scottish Officer)
  • Is responsible for informing Group Leaders / District Co-ordinators of the outcome of the disclosure process (this job is often taken by the District / Group Membership Secretary).


PLEASE NOTE

All the volunteers described above will need a DBS check if they are at any time, in a childcare position.

“A child care position is a position whose normal duties include caring for, training, supervising or being in sole charge of children.”

It is clear that all volunteers, helpers or leaders that run groups nights, outings and camps will have to be DBS checked.

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Outline task lists - Woodcraft Folk volunteers.doc75 KB