Welcome to SHARE Oxford!
Thank you very much for your interest in volunteering with us. This brief document summarises how we work with our volunteers and what we expect from you. At the end of the document there is a quick form you can use to confirm you agree and provide the information we need to sign up with us and we’ll be in touch. If you have questions before you’re ready to sign up, do feel free to contact any of the team.
A Brief History
SHARE Oxford was set up by two friends, Maurice and Alex, emerging from Oxford Circular Collective to become the Library of Things and Repair Cafés. We started planning and building the team in 2017, and the Library of Things opened in February 2019.
Maurice and Alex have both now moved away from Oxford, and, having raised some funds, in September 2021 we employed Ben (project manager) as our first staff member, followed by Christine (library manager) in July 2022 and Ranulf joined as librarian in 2024.
In November 2022, we were accepted as a registered charity, with charitable objectives to protect the environment and promote reduction on waste, repairing and recycling.
As well as building our Library of Things and Repair Cafés, we’re looking forward to promoting more forms of sharing and repairing, and doing our bit to build a circular economy for the future.
Your Experience
SHARE Oxford is run by and for our community. Volunteers are at the heart of what we do and we couldn’t exist without people giving their time. Volunteers are an extremely valued part of the team.
We hope your experience here will be productive, enjoyable and meet your needs and interests as well as those of SHARE Oxford.
This agreement outlines what you can expect from us as a volunteer and what we expect from you. This will be explained in greater detail during your induction and please ask questions at any stage.
What you can expect from us
- To offer equal opportunities to everyone who wants to volunteer
- To match your skills and experiences with the right role for you wherever possible, listening to your motivations and aspirations
- To offer appropriate training and support for your role
- To celebrate success and recognise loyalty and dedication
- To respect all our volunteers and listen to what you have to say, consistently encouraging two-way communication
- To provide information about our policies and procedures
- To make necessary arrangements to ensure your health, safety and welfare as a volunteer
- To encourage a positive, inclusive and friendly atmosphere
- To provide access to trained members of staff, to support, guide and advise you
The sections below cover our particular responsibilities as an organisation.
Recruitment
Interested people are invited to get in touch anytime either in person or by emailing any of the contacts on our website.
All volunteers will meet with the project coordinator or relevant team leader for a chat and, if appropriate, recent references will be contacted before confirming their position.
Training and Development
You will have access to training or information to help you successfully carry out your volunteering role. You will be offered an appropriate induction including information about the volunteering environment and any equipment you may be using in your role. If you choose to take on an additional or alternative role or activity as a volunteer, your team leader will be happy to help you widen or develop your skills and knowledge accordingly.
Equal Opportunities and Diversity
SHARE Oxford is committed to diversity and aims to be representative of the community in which we work. We are committed to developing and maintaining a service in which differing ideas, abilities, backgrounds and needs are fostered and valued, and where those with diverse backgrounds and experiences are able to participate and contribute.
Expenses
SHARE Oxford recognises that the reimbursement of expenses incurred in travelling to and from the place of volunteering or in the course of volunteering is important from an equal opportunities point of view. This is necessary to ensure that all individuals have access to voluntary opportunities.
The organisation’s volunteers are able to claim reasonable out of pocket expenses, subject to the production of receipts as evidence of the expenditure. This has to be pre-arranged with your manager; please ask if you would like to discuss this.
Data Protection and Confidentiality
We take great care to protect your information as part of our data protection responsibilities. As a volunteer, we expect you to protect personal or confidential information to which you have access.
Insurance
SHARE Oxford has appropriate insurance in place to cover its volunteers. These include employers’ liability insurance and public liability insurance in the event of a volunteer being harmed due to the negligence of the charity, or a third party being injured as a result of the actions of a volunteer whilst performing your duties. Note, our insurance does not cover your personal belongings.
Smoking and Substance Abuse
No smoking is allowed in or near our site at Makespace, particularly the shed where we store highly flammable fuels. You must never volunteer whilst under the influence of alcohol or drugs and we will ask you to leave if we have reason to believe you are.
Grievance and Disciplinary Procedures
If a volunteer has a grievance about the organisation they can bring this up with the project coordinator in the first instance. Any grievances will be taken seriously and worked through in the appropriate manner. In exceptional circumstances, if anyone feels unable to speak to the project manager they can contact the Chair of Trustees at chair@shareoxford.org.
Health and Safety including Safeguarding
Everybody volunteering with SHARE Oxford will be taken through appropriate health and safety measures and practical safety issues during their induction, including an understanding of our health & safety policy and risk assessments.
You will also be made aware at induction of our Safeguarding Policy, ensuring that children and vulnerable adults are safe whether working or volunteering with us, visiting or using our services.
Code of Safe and Responsible Behaviour
We ask you to follow these rules and guidelines so we all remain safe when working for SHARE Oxford.
General Rules
- Work areas to be kept clean and tidy and clear of tripping hazards.
- Stairs and passageways to be kept clear.
- Check ladders, steps and other access equipment for defects before use. If damaged do not use and report to manager.
- Heavy items to be kept on low level shelves, only small, light-weight items on upper shelves.
- Lift items within your own personal limits and ask for help where needed.
- When sorting stock be careful as some items may be sharp. We have protective gloves if required. Sort items on a table, bag rubbish safely and wash hands afterwards.
- Electrical equipment must be switched off and unplugged when left unattended unless designed to be left plugged in.
- Report all mechanical and electrical defects to the manager who will enable repairs.
- Use correct lifting technique when handling goods. Ask for help when needed.
- Use personal protective equipment if necessary even for brief periods.
- Report all hazards, accidents and near misses to your manager; these will be reviewed and action taken.
- Report any incidents of abuse to managers for discussion & support.
Fire Precautions
- Keep fire exits clear.
- Always leave the building whenever you hear the fire alarm.
- Never leave internal fire doors open.
- All indoor areas are No Smoking Areas.
- Do not allow rubbish to accumulate.
- Take due care and attention when dealing with flammable liquids and substances.
- If a fire starts, don’t put yourself at risk: sound the alarm if not already activated, exit and call 999 (from outside the building).
- Makespace’s fire meeting point is by the bike shed outside the north door.
- There are fire extinguishers and alarm call points next to both the north and south door.
- Fire extinguishers are only to be used by trained people to facilitate escape.
Safety Guidelines for Repairers
- Only repair or test equipment if you are competent and confident to do so and approved by the repair café manager. If you have any doubt, please refuse the item or refer it to a more experienced repairer.
- You are responsible for ensuring your working area is safe. The repair café is a busy environment and if you have any concerns, please stop work and the repair café manager will help you make arrangements to continue.
- Be aware of those around you when using tools, repair equipment or chemicals. Ensure all equipment is used in accordance with the manufacturer instructions, including using appropriate personal protective equipment (PPE) and not using hazardous substances in areas accessed by the repair café guests.
- If you are bringing any hazardous chemicals for use at the repair café, please bring the safety data sheets for these products so we can risk assess their use with you.
- Safeguarding: Children must be accompanied at all times by their guardians and kept an appropriate distance from chemicals, soldering and dangerous tools. Ensure that you are never left alone with a vulnerable adult and that you have at least another volunteer working with you.
- Hygiene: Practice hand washing and good food hygiene when handling and preparing food after doing repairs.
What we expect from you
As a volunteer you agree:
- To perform your volunteering role to the best of your ability
- To be reliable, punctual and meet agreed commitments and to give reasonable notice when this is not possible
- To work in partnership with other volunteers, staff and the general public
- To support, respect and adhere to our organisational policies, guidelines and management decisions – including all aspects of equal opportunities, health and safety and data protection
- To consider and protect SHARE Oxford’s good reputation in your actions and conduct
- To act responsibly and within the law
- To let your manager know if you have any problems so that we can find a solution together
- To discuss your needs with staff whilst volunteering with us.
- To let your manager know if changes in your personal circumstances affect your volunteering, and us up to date with changes to your personal details.
Note: this is a mutual volunteering agreement, not a legally binding contract of employment, and either party can choose to end the arrangement, for any reason, without notice.
Ready to go?
Thank you for taking the time to read through these important points. If you have any questions, please get in touch, or if you’re ready to go, please click below to fill in our form and we’ll get back to you ASAP to get started!
Agreement last updated 9 August 2024 by Ben Tuppen; approved by Allan Smith.