Roundabout Canberra Volunteer Policy

Purpose 

Volunteers are central to Roundabout Canberra’s work to ensure every child is safe, warm and included. We value the time, skills, knowledge and experience volunteers bring to our organisation.  

We want volunteering at Roundabout Canberra to be safe, welcoming, inclusive, meaningful and rewarding. This policy sets out what volunteers can expect from Roundabout Canberra, what we expect from volunteers, and how we work together to create a positive volunteer work environment for everyone. 

Scope 

This policy applies to all people undertaking authorised volunteer activities for Roundabout Canberra, including Board members, in their capacity as volunteers where relevant, noting that Board members are also subject to separate governance obligations, policies and procedures, and people volunteering through corporate, community or service-provider arrangements. It also applies to employees responsible for recruiting, supervising or supporting volunteers. 

This policy should be read with the Code of Conduct, Work Health and Safety Manual, Privacy Policy, ICT Acceptable Use Policy and relevant role instructions and procedures. 

Definitions 

Term	Definition
Authorised volunteer activity	A task, shift, event, project or other activity approved by Roundabout Canberra and undertaken within the directions, training and boundaries provided.
Child/Children or young person	A person under 18 years of age.
Volunteer	A person who freely gives their time, skills or experience to Roundabout Canberra without payment and without an expectation of employment.
Volunteer Coordinator	The employee with day-to-day responsibility for coordinating volunteers, including another employee formally delegated to perform that function.

Principles of volunteering 

Volunteering at Roundabout Canberra is undertaken by choice and without an expectation of wages or salary. Volunteer roles complement the work of employees and are not intended to improperly displace paid positions. 

Roundabout Canberra recognises that volunteering should benefit both the community and the volunteer and respects the rights, dignity, skills and contribution of every volunteer. 

Our volunteer culture 

Volunteers are an important part of the Roundabout Canberra community. We want volunteering with us to be welcoming, meaningful and enjoyable, and for every volunteer to feel respected, included and connected to our purpose. 

How we work together matters. We treat each other with kindness and respect, communicate openly, listen to different perspectives and ask questions with curiosity and care. We recognise that people bring different skills, experiences and reasons for volunteering, and that these differences strengthen our organisation. 

We work together towards a shared purpose and value the contribution every person makes to it. We encourage volunteers to share ideas, ask questions, offer feedback and seek support when they need it. We also take time to recognise people’s contributions, connect with one another and enjoy being part of the Roundabout community. 

We expect everyone at Roundabout Canberra, whether an employee, volunteer or Board member, to contribute to a positive, respectful and inclusive environment.  

Volunteer recruitment and support 

Roundabout Canberra provides equitable access to volunteer opportunities and recruits volunteers fairly and without unlawful discrimination, having regard to organisational needs, capacity and the requirements of available roles. Reasonable adjustments will be considered where practicable and consistent with the requirements and safety of the role.  

 Volunteer placements are subject to suitability and may require identity checks, referee checks, a National Police Check and/or a current Working with Vulnerable People card, depending on the role, its risks and applicable requirements. Volunteers must provide and maintain any checks, registrations or screening information required for their role and promptly advise Roundabout Canberra of any change that may affect their eligibility or suitability to volunteer. 

 Roundabout Canberra will provide volunteers with appropriate induction, information, training, supervision and support relevant to their role. Volunteers will be given clear guidance about their duties and will only be asked to undertake tasks for which they have been appropriately prepared. 

What volunteers can expect from us 

Roundabout Canberra will provide volunteers with a welcoming and respectful environment, clear information about their role, appropriate induction, training and support, and the equipment and information reasonably required to volunteer safely and effectively. 

Volunteers can expect to be treated fairly and with respect, to have their contribution valued, to be able to ask questions and provide feedback, and to have concerns taken seriously. 

Working together: expectations and responsibilities 

Roundabout Canberra works best when employees and volunteers communicate openly, respect each other’s roles and work together towards our shared purpose. Volunteers can expect to be treated with respect and supported in their role, and in return we ask volunteers to uphold the standards and behaviours that help make Roundabout a safe and positive place for everyone.  

As part of their orientation, volunteers must read, acknowledge and comply with the Roundabout Canberra Code of Conduct and other policies and procedures relevant to their role. 

Volunteers must follow reasonable directions provided by authorised staff, act respectfully, maintain appropriate boundaries, protect confidential information, use organisational resources responsibly and contribute to an inclusive environment free from bullying, harassment and unlawful discrimination. 

While registered as an active volunteer, volunteers must provide current contact details and agree to receive communications reasonably necessary for their volunteering. These may include information about shifts, closures, operational changes, safety requirements, training, policy updates and other matters relevant to their volunteer role.  Volunteers may manage their preferences for optional newsletters, fundraising and promotional communications. Essential operational communications will continue while the person remains an active volunteer.  

Safety, wellbeing and safeguarding 

Roundabout Canberra is committed to providing a safe environment for volunteers and will maintain appropriate volunteer insurance. Volunteers must take reasonable care for their own health and safety and that of others, follow safety instructions and report hazards, incidents or concerns. 

Roundabout Canberra is committed to the safety, dignity and wellbeing of children and young people. Although volunteers do not ordinarily have direct contact with children or families through our service model, all volunteers share responsibility for upholding this commitment and following relevant safeguarding requirements. Volunteers must immediately report any concern relating to the safety or wellbeing of a child or young person in accordance with Roundabout Canberra’s safeguarding procedures. 

Children may attend approved volunteer activities in accordance with Roundabout Canberra site and activity requirements. Their parent or caregiver remains responsible for close and appropriate supervision at all times. 

Acting on behalf of Roundabout Canberra 

Volunteers must not  authorise fundraising or donation activities, speak to the media, make commitments or otherwise represent Roundabout Canberra without prior authorisation from the CEO or General Manager.  Volunteers must not purchase goods, incur expenses or make financial commitments on behalf of Roundabout Canberra without prior approval. Reasonable, pre-approved out-of-pocket expenses will only be reimbursed in accordance with Roundabout Canberra’s financial procedures. 

Volunteers must not purchase, request or collect cots, bassinets, prams, car seats or other safety-regulated products from sellers or third-party groups on behalf of Roundabout Canberra without prior approval from the CEO or General Manager. 

Privacy and confidentiality 

Roundabout Canberra will protect volunteers’ personal information in accordance with its Privacy Policy. Volunteers must maintain the confidentiality of information obtained through their role, including information about children, families, referral partners, donors, volunteers and organisational operations. 

Concerns, complaints and feedback 

 Volunteers are encouraged to raise questions, concerns, ideas and feedback with a Volunteer Coordinator or another appropriate staff member. We welcome feedback and see it as an important part of learning and improving our volunteer program. 

Volunteers are encouraged to ask for support and may raise concerns about, or decline, a task they reasonably believe is unsafe, outside their training or inconsistent with their agreed volunteer role.  

Wherever appropriate, we encourage concerns to be raised early so they can be discussed and resolved informally. 

Volunteers may also make a formal complaint in accordance with Roundabout Canberra’s Complaints Policy. Complaints will be handled fairly, respectfully and as confidentially as reasonably possible. A volunteer will not be disadvantaged for raising a genuine concern or complaint in good faith. 

Changing or ending a volunteer arrangement 

Volunteering is undertaken by choice and a volunteer may change or end their volunteering arrangement at any time. Volunteers are asked to notify Roundabout Canberra if they intend to cease volunteering. Where a volunteer has not participated for an extended period, Roundabout Canberra may classify their volunteer status as inactive. 

Roundabout Canberra may change, suspend or end a volunteering arrangement. Where concerns arise, Roundabout Canberra will act fairly and, where practicable, give the volunteer an opportunity to respond. Immediate suspension or cessation may occur where required to manage a serious safety, safeguarding, conduct, operational or reputational risk. 

Former or inactive volunteers are welcome to seek to re-engage with Roundabout Canberra. Re-engagement will be subject to current opportunities, organisational capacity and any requirements relevant to the volunteer role at that time. 

Related policies: Code of Conduct, Work Health and Safety Manual, Privacy Policy, ICT Acceptable Use Policy and relevant role instructions and procedures..

Policy approved: CEO, August 2026