Safeguarding is not a form completed at the last minute. It is the set of decisions, responsibilities and everyday behaviours that reduce the chance of harm and make it easier to respond when a concern is raised. The host organisation should lead because it understands its activities, people and existing procedures.
Assess the role before recruiting
Describe what the volunteer will do, where, with whom and under whose supervision. Decide whether the role involves regulated activity or is eligible for a DBS check; eligibility depends on the actual duties and frequency, not a general desire for reassurance.
Give every participant a usable briefing
Business volunteers need the same practical information as other short-term volunteers: expected conduct, boundaries, who to contact, how to report a concern and what confidentiality means in that setting. The business should ensure employees understand that workplace seniority does not override the host’s safeguarding process.
- Name the safeguarding lead and an alternative contact.
- Avoid unsupervised access unless the role has been designed and checked for it.
- Do not take photographs or share stories without the organisation’s approval and appropriate consent.
Respond and learn
Record concerns factually, preserve confidentiality and follow the organisation’s reporting procedure. Trustees remain responsible for making sure safeguarding is prioritised and handled appropriately. After the activity, review whether the role, briefing or supervision should change before it is offered again.
Sources and further reading
- Charity Commission: Safeguarding duties for charity trustees — official expectations for safeguarding and protecting people
- Disclosure and Barring Service: Eligibility guidance — official guidance on roles eligible for DBS checks
- NCVO: Safeguarding — practical resources for voluntary organisations
