volunteer handbook version 2

Welcome to Pact

Contents • All about Pact • Contact details • Meet the team • Meet the trustees • Our objectives • Mandatory training • Expenses • Data protection

All About Pact PACT was founded in 1977 – with a donation of £113 – when eight parents created a support group for families whose children had cancer. PACT started raising funds for a Christmas party and a Summer trip for the children. The charity expanded its remit to include children with Leukaemia in 1978 and, as funds were secured, services grew to include new ideas like the provision of equipment and facilities for families. Over the last 40 years PACT has continued to raise money to help support the families, and increasingly to support the ward and clinic at the hospital. We own and run a house in Sheffield right next to the Sheffield Children’s Hospital. We provide practical support by purchasing equipment for the ward, school room and clinic and for the community nurses who look after the children in their own homes. Every year we provide trips and treats for the children and their families and we own two caravans – one in Filey for children who are on treatment and unable to travel far and one in Berwick-on-Tweed for the families who are off treatment. These facilities provide a welcome opportunity for a holiday/break and some quality family time. We know how families can often struggle financially during this time and, where possible, we provide lunch for the Parents whose children are in-patients. We also provide a treat trolley for the children where they can choose two items free of charge each day. We offer our support to the families of every child who has Cancer or Leukaemia and is referred to the Oncology Unit at Sheffield Children’s Hospital irrespective of where they live. Our help continues when the child is in remission and it only stops when the child moves on to adult services. If a child sadly does not survive, our support is here for as long as the families wish.

Contact Details Email – [email protected] www.pactfriends.co.uk Pact Office Sheffield Children’s Hospital Pact Sheffield Western Bank @Pact Sheffield S10 2TH Pact House 309 Western Bank Sheffield S10 2TJ Beryl – 07534411903 Sarah – 07534412749 Office – 01142724570

Meet the team Nicola Brown Clerical Officer Nicola has been at PACT since October Beryl Welburn PACT Coordinator 2018. Nicola’s responsibilities are the day Beryl has worked at PACT for many years to day running of the office, answering the and coordinates the day to day running of telephones and dealing with all the Charity. She has first hand administrative duties within the office. experience of what Parents are going through as her own daughter had Julie Connelly Housekeeper Leukaemia aged four, she is now in her Julie has been at PACT for a number of thirties with two children of her own. years and is the housekeeper of PACT House. Julie ensures that it is always Sarah Harrison Assistant PACT ready to welcome new families should the Coordinator need arise. Sarah supports Beryl with the day to day running of the Charity. She has been involved with PACT for almost three years but became a permanent member of the team in February 2019. Sarah also manages all social media platforms.

Meet the Trustees Mark Simpson Jane Mitchell Liz Hunt Sarah Mitchell Treasurer Chair Vice Chair Secretary Ciara Maguire Carl Thompson Martyn Rhodes Matt Dyke

Our objectives Relief • The provision of relief for individuals who are under the care of Sheffield Children’s Hospital Paediatric Oncology & Haematology Unit and who are suffering from either a malignant disease or a non-malignant but life-threatening haematological disorder and the preservation and protection of the good health of individuals formerly under the care of the Unit. Protection • The protection and preservation of good health amongst families of individuals who are or have been under the care of the Unit and the provision of practical and other support in their role of caring for such individuals. Support • The provision of support for the Unit by way of the acquisition and maintenance of equipment and services for use within the Unit or in connection with the work of the Unit. Research • The provision of support for the Unit to encourage and assist research and investigation work and the dissemination of the results of such research and experimental work. Education • The provision of support for education and training of members of the Unit where such education and training will benefit the individuals in the care of the Unit, or individuals who have been in the care of the Unit.

Mandatory Training • Lifting and Handling • Tour of the building and fire • Safeguarding exits • Confidentiality • DBS • Tour of Pact House • Infection Control • Health and Safety

Expenses • Mileage can be claimed for: • Benefits • Driving to and from the volunteer’s main place of • Only actual out of pocket expenses are reimbursed, so volunteering benefit payments should not be affected. Volunteers • Driving during the course of volunteering and on behalf receiving benefits are responsible for informing their Job Coach or Benefits Advisor about their volunteering. of Pact • Volunteers who are required to use their own car during • Process for claiming expenses the course of their volunteering and on behalf of PACT • Expenditure is pre-authorised by the Operational team are asked to provide: or Chair in advance of the expenditure being occurred. • Valid driving license Any expenditure that has not been approved cannot be • MOT certificate reimbursed • Confirmation of insurance cover (volunteers should inform their insurance provider of their volunteering • Expenses are claimed at the end of each month and role, as in some instances, additional cover may be should be claimed within 2 months of the first expense required) being incurred • Speeding and parking fines are not reimbursable. • When claiming mileage, volunteers are required to include • The Volunteer is required to complete a Bank Details the reason for the journey as well as the departure Form in advance of (or alongside) their first expense (including postcode) and destination (including postcode) claim on the Expense Form. • Tax • Volunteers complete the Volunteer Expenses Claim Form • All taxation matters are the responsibility of the (and submit with original receipts) individual. If the volunteer is claiming over 10,000 miles in any tax year they have a legal requirement to declare • The operational team signs the claim form to confirm the to HMRC. dates and expenses incurred or will refer back to the volunteer if they have any queries

Expenses • The operational team signs the form and approves the • If any volunteer wishes to, they can donate part or all of claim or will refer back to the Chair if there are any their expenses back to Pact. queries • If the volunteer is a UK Taxpayer, Pact can claim Gift • Payment is made by BACS within 3 weeks of the form Aid on the donation. However, this only applies if being received and approved. If a volunteer requires an payment is made to the charity. We cannot claim gift aid alternative arrangement, they should discuss with the on unclaimed expenses. operational team. • Volunteers are advised to keep copies of their claim form and receipts for their own records. • Importance of claiming expenses • Some volunteers choose not to claim expenses in lieu of a donation. Whilst we appreciate this very kind gesture, Pact encourages volunteers to claim their out of pocket expenses to • 1) Ensure that expenses are not a barrier to volunteering • 2) Help Pact accurately assess the costs associated with running the volunteer program.

Data Protection • In the course of your volunteering, you may have access • Confidentiality and Data Protection Statement to personal and sensitive information about patients, ex- patients, families, staff, volunteers and supporters, as • I understand that while volunteering with Pact, I may well as trade secrets, technical, commercial or financial come across information that is confidential. I agree information about Pact. that I will never disclose such confidential information to anyone outside of Pact even after my involvement with • Such information must remain confidential, and should the Charity has ended. not be discussed or disclosed to anyone outside of the organisation (with the exception of safeguarding concerns, where appropriate procedures must be followed) and should only be discussed with appropriate managers within the organisation. • Your duty of confidentiality is indefinite and continues after your involvement with the charity has ended. • Any notes or work you produce should only be used for the benefit of the charity. Any notes or work produced by you shall remain the property of the charity and copyright will belong to the charity. Any notes or work should be left with your supervisor after your involvement with the charity has ended.

Welcome Hello, I just wanted to take a moment to introduce myself. I am Jane and I am the Pact Chair. My involvement with Pact starts with first hand experience and then a passion to help the charity deliver and achieve it’s aspirations. Thank you for choosing to spend your valuable time helping us to support our families The Pact operational team strive to do whatever they can to make the journey easier. Having you on board allows them to reach more people and offer vital support where needed. We hope you enjoy your time at Pact and can’t wait for you to come on board our continual journey. Jane x