Staff and Volunteers Policy

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