Volunteer Guidelines

Beckington After School Hub (BASH)

Volunteer Guidelines

Version: 2.0
Review Date: September 2027

Welcome

Thank you for volunteering with Beckington After School Hub (BASH).

Our volunteers are the heart of everything we do. By giving your time, skills and encouragement, you help create a place where children can feel safe, valued, included and able to flourish.

These Volunteer Guidelines explain how we work together to provide a safe, welcoming and enjoyable environment for every child. They form the operational handbook for all BASH volunteers and should be read alongside the Volunteer Agreement, Volunteer Role Description and our supporting policies.

Our Purpose

BASH exists to provide children aged 8–13 with a safe, welcoming place to belong after school.

Through play, creativity, practical activities and positive relationships, we aim to help every child:

  • feel they belong;
  • develop confidence and resilience;
  • build healthy friendships;
  • discover new interests and skills;
  • enjoy being part of their community.

Our Values

Everything we do is guided by five simple values.

Welcome

Every child is greeted warmly and made to feel that they belong.

Safety

Children’s welfare always comes first.

Inclusion

Every child is encouraged to participate, whatever their background, ability, disability, ethnicity, faith or family circumstances.

Respect

We treat everyone with kindness, dignity and fairness.

Fun

Children learn, develop and build confidence when they enjoy themselves.

Our Christian Ethos

BASH is an initiative of Beckington Parish Church Council and is inspired by Christian values of love, kindness and service.

We warmly welcome children and families of every faith and none.

BASH is not a programme for promoting Christianity. Volunteers should never seek to persuade children to adopt any particular faith or belief.

If a child asks a genuine question about faith, volunteers may answer naturally and honestly while always respecting the beliefs and wishes of the child and their family.

Your Role

Every volunteer helps to create a safe and enjoyable session.

You are there to:

  • welcome children;
  • encourage participation;
  • build positive relationships;
  • notice children who may feel left out;
  • support activities;
  • encourage teamwork and kindness;
  • model respectful behaviour;
  • help children resolve disagreements positively;
  • support children with additional needs;
  • prepare the venue before each session;
  • tidy away afterwards;
  • support the Session Leader and other volunteers.

You are not expected to be an expert activity leader. Your greatest contribution is your presence, encouragement and care.

Safeguarding

Safeguarding is everyone’s responsibility.

The welfare of children always comes before activities, timetables or convenience.

If a child shares something concerning:

  • remain calm;
  • listen carefully;
  • never promise confidentiality;
  • reassure the child that they have done the right thing;
  • report the concern immediately to the Designated Safeguarding Lead (DSL) or Deputy DSL;
  • record the concern in Kids Club HQ as soon as possible.

Never investigate concerns yourself.

If a child is in immediate danger, contact emergency services immediately and inform the Session Leader.

Professional Boundaries

Volunteers should:

  • maintain appropriate professional relationships;
  • avoid favouritism;
  • avoid being alone with a child wherever possible;
  • never exchange personal contact details with children;
  • never communicate with children through personal social media or messaging apps;
  • never transport children without prior authorisation;
  • maintain appropriate physical boundaries at all times.

Inclusion

Every child deserves to feel that they belong.

Volunteers should:

  • encourage quieter children;
  • notice children who appear isolated;
  • adapt activities where practical;
  • celebrate differences;
  • challenge discrimination respectfully;
  • ensure every child has opportunities to participate.

Positive Behaviour

Our Behaviour and Kindness Policy is based on one simple principle:

Be kind.

Be kind to yourself.

Be kind to others.

Be kind to our environment.

When behaviour becomes challenging:

  • remain calm;
  • listen first;
  • redirect positively;
  • encourage children to repair relationships;
  • use calm reflection where appropriate;
  • seek support from the Session Leader when necessary.

We coach behaviour.

We never humiliate.

We never shout.

Physical restraint should only ever be used to prevent immediate harm and only in accordance with safeguarding procedures.

Before the Session

Please arrive by 3.30 pm.

Together we will:

  • prepare the venue;
  • set up activities;
  • identify the First Aider;
  • identify the DSL or Deputy DSL;
  • review allergies, medical information and SEND requirements;
  • complete a quick venue safety check;
  • ensure Kids Club HQ is ready for registrations.

Signing Children In and Out

Kids Club HQ is our official attendance register.

Volunteers may be asked to:

  • register arrivals;
  • confirm authorised collection arrangements;
  • sign children out;
  • check emergency contact information.

Children must never leave with an unauthorised adult.

If you are unsure, always ask the Session Leader.

Kids Club HQ

Every volunteer receives training in Kids Club HQ.

The system is used to:

  • register attendance;
  • record departures;
  • access emergency contact details;
  • record allergies and medical information;
  • record accidents and injuries;
  • record behavioural incidents;
  • record safeguarding concerns.

Information should always be factual, accurate and entered promptly.

Health and Safety

Help us maintain a safe environment by:

  • reporting hazards immediately;
  • carrying out simple dynamic risk assessments;
  • knowing where the first aid kit is kept;
  • knowing the fire evacuation procedure;
  • following instructions from the Session Leader.

Food and Allergies

Always:

  • check allergy information before serving food;
  • encourage handwashing;
  • supervise food preparation where appropriate;
  • encourage children to remain seated while eating;
  • ensure drinking water is available.

Never guess about allergies.

Accidents and Incidents

If an accident occurs:

  • summon the First Aider;
  • reassure the child;
  • inform the Session Leader;
  • record the incident in Kids Club HQ;
  • ensure parents are informed where appropriate.

Mobile Phones and Photography

During sessions:

  • personal mobile phones should not be used except in emergencies;
  • photographs must never be taken using personal devices;
  • only authorised BASH equipment may be used for photographs;
  • parental permissions must always be respected.

Confidentiality

Families trust us with personal information.

Information gained through volunteering should remain confidential except where safeguarding requires information to be shared.

Working with Parents

Please:

  • welcome parents warmly;
  • share positive news about their child where appropriate;
  • refer concerns to the Session Leader;
  • never discuss another child or family.

Working as One Team

Support one another.

Ask for help whenever needed.

Offer help whenever you can.

Share observations that may help colleagues support children well.

Treat fellow volunteers with the same kindness and respect that we show our children.

Session Checklist

Before

□ Team briefing

□ Venue prepared

□ Activities ready

□ Register open

□ Medical information reviewed

□ First Aider identified

□ DSL identified

During

□ Children welcomed

□ Children supervised

□ Activities inclusive

□ Behaviour positive

□ Water available

□ Concerns shared promptly

End

□ Children signed out

□ Incidents recorded

□ Parents informed where appropriate

□ Equipment stored

□ Venue left clean

□ Team debrief completed

The BASH Question

Throughout every session ask yourself:

B – Belonging
Does every child feel welcome?

A – Activity
Are children actively engaged?

S – Safety
Are children safe?

H – Happiness
Are children enjoying themselves?

If the answer is “yes”, you’re helping BASH achieve its purpose.

Supporting Policies

These Guidelines should be read alongside:

  • Volunteer Agreement
  • Volunteer Role Description
  • Safeguarding Policy
  • Inclusion Policy
  • Behaviour and Kindness Policy
  • Health and Safety Policy
  • Activities and Risk Management Policy
  • Privacy Policy

Thank You

Children rarely remember every game they played or every activity they completed.

They do remember how adults made them feel.

Thank you for helping Beckington After School Hub become a place where every child feels welcome, safe, included and valued. and your kindness.