Staying safe while volunteering

• Risk Assessment form 
• Venue safety checklist 
• Event incident form 
• Reporting an accident or incident form 

• Vehicle use Guidelines 

It is our intention, that through our actions we aim to keep everyone involved in the MND Association safe from harm and minimise the risk of our activities as much as possible.

Under the Health & Safety at Work Act 1974, the Association has a legal duty relating to the health and safety of employees, authorised volunteers and people affected by our work. See our current Health & Safety Policy

Health and Safety is everyone's responsibility.

The Association expects all our volunteers to follow safe working practices and take precautions, which will ensure their safety and the safety of others. The Association does not expect anyone to undertake tasks on their behalf which cause them to feel uncomfortable about their personal safety.

What are my responsibilities?

• Undertake risk assessment for all activities and events that you are organising, documenting, and communicating these with all involved.
• Stop any activity you are running if you feel unsafe or have concerns over safety.
• Report any concerns around practice to your supporting staff member.
• Report incidents that cause injuries or incidents that have the potential to cause injuries as soon as possible through appropriate channels.

If an accident or incident has occurred during your volunteering activity you must report it using the required form and return to [email protected]

Similarly, if a near miss occurs, please complete the Near Miss Report Form and return to us by emailing a copy to [email protected]

Report an accident or incident

Near miss report form

Risk management involves looking at the risks that can arise and then putting sensible health and safety measures in place to control them.

Risk management involves carrying out a risk assessment to identify potential risks and hazards.

A hazard is something that may cause harm or damage.

The risk is the harm that may occur from the hazard and the likelihood of harm occurring.

Controls are ways of making the activity safer by removing or reducing the risk from it.

The Health and Safety Executive (HSE) suggest a five-step approach.

• Step 1: Identify the hazards;
• Step 2: Decide who might be harmed and how;
• Step 3: Evaluate the risks and decide on precaution;
• Step 4: Record your findings and implement (retain for at least 3 years)
• Step 5: Review your risk assessment and update if necessary 

When planning Branch events such as Branch Meetings, AGMs and fundraising activities a competent person should carry out a health and safety risk assessment, it should be documented I.e. recorded in writing either typed or written and shared with Area Support Coordinator (or relevant staff support) ahead of the event.   All involved in running the event should also be aware of what is included in the risk assessment.

Risk assessments should be stored safely for three years.

If an event is running that is similar in nature and in the same venue you may only need to review and update your existing risk assessment based on any newly identified hazards or risks rather than create a new one each time.

If a person affected by MND specifically requests a meeting indoors, or at home, it is important you know how to manage the risk to yourself as a volunteer and to those you're meeting. This can be done by using our Support Volunteer Checklist and following our outlined ‘Safe Behaviours’.

We have also created a tool to help you assess potential venues. Our Venue Risk Assessment Checklist guides you on identifying the risks associated with Covid and how best to mitigate them, along with accessibility requirements that should be taken into consideration. 

There are a whole range of ways to present a risk assessment from a simple written list or checklist of the hazards and risks along with the measures to mitigate them to a more sophisticated document which may include a matrix assessments of the likelihood and severity of risks and detailed controls in place.

You will need to choose an appropriate method of recording the risks based on the nature of event or activity you are running.  A general rule of thumb is the bigger and more complicated the event the more sophisticated the risk assessment is likely to be.  If you require support speak to your ASC in the first instance.

Risk assessment templates below are design to help you carry out a risk assessment for your event or activity.

Risk Assessment template with matrix (PDF version)

Risk Assessment template with matrix (Word version)

• The Venue - is it in good condition, are there any trailing wires, are the fire exits clear etc? 
• First Aid – for a large event you must have a qualified first aider.
• Covid-19 transmission – what measures will be taken to reduce the likelihood of the spread of Covid-19? Please use our Venue Checklist to assess the risks.
• Cash Handling – cash must be stored securely.
• Use of marquees – should be erected and secured only by an appointed company/firm.
• Bouncy castles and other inflatable’s – they must be erected, secured and supervised by an appointed company person during their use at all time.
• Fireworks – only use a recognised pyrotechnic company.
• Food hygiene – including handling, safe storage etc.

The above is not an exhaustive list but merely some examples of risks that may be encountered when hosting an event. The completed risked assessment form should identify all risks associated with your event.

You should avoid lifting heavy weights on your own and where possible split loads into manageable packages.

Do not lift or assist a person with MND as you may injure yourself or them e.g. in or out of a car.

For further information and advice on manual handling please see the HSE website.

It is important that when an accident, incident or near miss occurs that this is reported to the association.

• An accident is an event that results in injury or ill health.
• An incident is a set of circumstances that have the potential to cause injury or ill health.
• A near miss is an event or occurrence that did not cause harm but had the potential to do so.

You and the MND Association share responsibility for your health and safety.

The Health & Safety at Work Act 1974 states that employers have a duty to ensure the safety and welfare of their employees ('so far as reasonably practicable').

The Management of Health & Safety at Work Regulations 1992 (updated 1999) requires every organisation in the UK to undergo a proactive process of risk management.

The MND Association is responsible for:

• Assessing the potential dangers you may face in your role and reducing risks as much as practically possible

• You are expected to take reasonable care of your own safety and that of others by completing a suitable risk assessment.

Risk assessment form (PDF)

Risk assessment form (Word)

• Follow any personal safety practices outlined by the Association.
• Report any accidents, incidents, injuries and 'near misses'. Near misses are classed as events that didn't harm anyone, but could have.
• Report any shortcomings or failings in safety practice by contacting 01604 250505 (during office hours) or 07718 393969 (out of hours - Phil Day)

If an accident, incident or near miss has occurred during your volunteering activity you must report this by completing the form below and send a copy to [email protected]. 

Near miss report form

There are more dangers when you work alone. There is no one there to help you if you have an accident or suffer sudden illness. You need to be able to recognise and avoid potential dangers. You also need to know how to get help.

No volunteer or member of staff should be in a situation where they feel at risk.

To examine the risks involved for you, you must look at the people involved, the environment you are in, and the tasks you are required to do.

Learning to assess risk can help you decide how safe a situation is and what action you should take to avoid personal risk.

Take the PET check

People

Environment

Task

View the graphic below which explains in more detail.

What does PET mean to you?

There are roles within the Association for both staff and volunteers, where working alone is unavoidable. We recognise that flexibility and being able to plan your own day in these roles is important to you. However, ensuring traceability is important in keeping you safe. Tracing is different to tracking. It is about ensuring someone knows where you are and what you are doing, and most importantly knows exactly what to do if you do not return at the expected time.

How are you? Do you....

• Have any health issues that might affect your safety when alone, such as pregnancy, disability, or special medication?
• Know what to do if you suddenly become ill or have an injury when working alone?

If there is a problem...

• How will you call for help?
• Who will respond?
• What will they do?

If you don't report back at the end of your activity/visit...

• Who will notice?
• What will they do?

Prior to a first visit, the Association asks that you check available resources for any known issues, eg. MrC, Volunteer Portal, supporting staff members, supporting volunteers, the connect team etc. Please also arrange a phone or video call with the person you are visiting before the visit is due to take place. 

• We recommend that ID is worn.
• Be alert of your surroundings, know your exit.
• Where possible face you exit, and ensure this route is clear.
• If you are visiting a home perhaps consider the following;
  • Show your ID at the door and state the purpose of the visit.
  • Wait to be invited in.
  • Don’t enter if you have any concerns.
  • Check how the front door locks and opens.
  • Only take what you need with you and do not spread your belongings around as you may need to leave in a hurry.
  • Ask for animals to be placed in another room, if applicable.
  • If you are aware the meeting has the potential to become volatile then take another Association member of staff or volunteer with you and if possible agree to meet in a suitable public place that either party can leave easily.
  • Anticipate that others may join the meeting.

• Be organised, plan your route, and know where you are going.
• Check the weather as this may have an impact on your travel arrangements.
• Tell someone when you will be expected home.

Public Transport

• Prior to travelling, check for any delays.
• On trains, avoid travelling in empty carriages.
• Wait in well-lit areas.
• Use reputable licensed taxi firms.
• Store taxi contact details in your mobile phone.

 Driving

• Ensure your vehicle is in good running order in line with Association policies.
• Always choose the safest, not necessarily the shortest, route.
• When driving alone, particularly in traffic, lock your door.
• Park somewhere well-lit where possible.

All volunteers who drive on Association business must comply with the Vehicle use Guidelines for Volunteers.