The Shirley Community Chaplaincy (North East)

CHILD AND VULNERABLE ADULT PROTECTION POLICY

Note:
1. Within this document, “The Chaplaincy” refers to The Shirley Community Chaplaincy (North-East)
which is a registered charity with the UK Charity Commission.
2. Where ‘children’, ‘young people’ or ‘vulnerable people’ are mentioned all three are usually intended.

STATEMENT OF INTENT
The Shirley Community Chaplaincy (North East) works in a sector where it comes into regular contact with
vulnerable adults and may from time to time come into contact with children and young people, normally in
the context of their being related to its clients. The Chaplaincy values and encourages the involvement of
people who may be vulnerable, both in its own work and in the work of other organisations. Through its
Child and Vulnerable Adult Protection Policy, the Chaplaincy is committed to promoting clients’ and their
families’ well-being and the enjoyment and protection of their health, safety and general welfare while in the
company or care of staff or volunteers.

This document is the product of two earlier documents:

 the Safeguarding Adults policy, adopted by the Chaplaincy on 13th November 2014
 the Child and Vulnerable Adult Protection Policy, adopted by the Chaplaincy on 12 th March 2015.
At its meeting on 12th March the Management Committee approved the second document, which
incorporated Children and Young People into its policy, as an interim measure, on condition that the two
documents be merged as soon as possible and that all Local Authority Safeguarding Department contact
details be included. This document is the outcome of this mergermerging both earlier documents.

INTRODUCTION
Vulnerable people are normally involved with the Chaplaincy as clients, but they may also be volunteers or
staff. In promoting this policy the Chaplaincy will take reasonable steps to:

 Provide a welcoming, secure and comfortable environment for the benefit of vulnerable people;
 Keep them safe from harm while in the care of its staff or volunteers;
 Comply with relevant statutory requirements;
 Support and protect the interests of staff and volunteers who have contact with, or access to, children,
young people and others who may be vulnerable.

This policy is intended as a practical guide for staff, assistant and volunteers involved with vulnerable people.

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SCOPE OF THE POLICY AND THOSE AFFECTED
This policy applies to all employees, assistants and volunteers (including Management Committee members),
and others representing the Chaplaincy who have contact with vulnerable people. Only employees, assistants
and volunteers, approved by the Management Committee, may carry out Chaplaincy business (including
finance and administration as well as ministerial and pastoral work).

In law a child is anyone under the age of 18. However, older children, for example, teenagers, may prefer to
be called young people.

A vulnerable person is anyone with additional needs who may need extra support, such as someone with a
physical or learning disability, mental health problem, frailty due to old age, recovering from addiction, or
disempowerment due to illness. It should be recognised that people with special needs are able to cope in
many situations, so sensitivity and common sense should be exercised.

Although the Chaplaincy is prepared to engage with ex-offenders who have been convicted of Domestic
Violence or Sex Offences, the Chaplaincy will work strictly within restrictions imposed by the probation
services, the police, the justice system and any other statutory authority. Offenders whose index offences
include targeting children or vulnerable adults will be allowed to engage with other clients within The
Chaplaincy only with good reasons and with appropriate safeguards in place.

IMPLEMENTATION OF THE POLICY

The main contact between the Chaplaincy and vulnerable people will be via its employed Community
Chaplain and its assistants. The Chaplaincy ensures that it employs suitably trained and experienced staff
for its employed roles, and it requires on-going safeguarding training of them and of assistants to support
this policy and good practice within the organisation. Staff and assistants must be DBS – certificated, and
their training should be reviewed/refreshed every 3 years.

The Chaplaincy will continually seek to raise awareness of the dangers to which vulnerable people may be
susceptible:

 Physical – where vulnerable people receive physical hurt or injury;

 Neglect – where adults fail to care for vulnerable people and to protect them from danger, seriously
impairing their health, well-being or development;
 Emotional – where vulnerable people are harmed by a constant lack of love and affection or intimidated
by threats or taunts;

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 Sexual – where vulnerable people are encouraged or forced to observe or participate in any form of
sexual activity by adults or children. This also includes the use of sexualised language;
 Financial – where inappropriate financial gain or misappropriation of funds is identified;
 Self-neglect – where individuals are lacking self-care in feeding, hygiene, clothing, housing
 Modern Slavery – where individuals are being trafficked or groomed for illegal activity
 Exploitation – where individuals may be bullied or manipulated
 Discrimination – where class, creed, colour, gender, age are used to gain power over others
 Organisational – where processes and structures inhibit individuals’ wellbeing
 Spiritual – where faith is used to domineer
 Toxic-Trio – domestic violence, mental health, substance abuse.

In discerning evidence of abuse, it is essential to rely on facts rather than opinions and not to jump to
conclusions.

In welcoming, and working with, people who are vulnerable the Chaplaincy will:

 Provide a friendly welcome for them and promote their general welfare, which must always be
paramount.
 Recognise their rights as individuals and treat them with dignity and respect.
 Consistently apply fair and objective methods of selecting employees, volunteers and contractors. A
thorough selection procedure for positions, both paid and unpaid, which could involve unsupervised
access to any vulnerable groups is probably the most effective way of assessing a person’s suitability, and
may act as a deterrent to those with an increased potential to mistreat others
 Ensure that any employees and assistants, who will have substantial unsupervised contact with
vulnerable people, are DBS (Disclosure and Barring Service) checked and where necessary CTC (Counter
Terrorism Check) checked
 Provide effective management for staff and volunteers through supervision, support and training
 Plan activities involving vulnerable people with care to minimise risks to their health and safety and the
likelihood of abuse
 Ensure that all management committee members, trustees, staff, volunteers, service users, and
carers/families are familiar with this policy and procedures
 Work constructively with other agencies
 Act within its confidentiality policy and will usually gain permission from service users before sharing
information about them with another agency
 Pass information to Adult and Culture Services when more than one person is at risk. For example: if the
concern relates to a worker, volunteer or organisation who provides a service to vulnerable adults or
children it will inform service users that where a person is in danger, a child is at risk or a crime has been
committed, then a decision may be taken to pass information to another agency without the service
user’s consent
 Make a referral to the appropriate Local Authority Department, where an issue has been raised

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 Endeavour to keep up to date with national developments relating to preventing abuse and welfare of
adults
 Ensure that the Safeguarding Officer understands his/her responsibility to refer incidents of abuse to the
relevant statutory agencies (eg. Police/Adult and Culture Services Directorate).

Employees and volunteers should:

 Remember they are role models and provide an example for those they work with to follow
 Bear in mind that some actions, no matter how well-intentioned, may be easily misinterpreted and so
leave all parties vulnerable
 Be alert to any potential harm or inappropriate behaviour by people who are vulnerable
 Respect individuals’ rights to privacy, given that confidentiality may sometimes need to be broken
 Provide access for vulnerable people to discuss any concerns they may have
 Speak to their line manager if they have concerns about an individual’s safety.
 Observe professional standards in arranging to see vulnerable people
 Be accompanied, if possible, when meeting with anyone who is vulnerable, and where this is impossible
attempt to keep the time you are alone with the person to a minimum. Where one-to-one work is
necessary inform another staff member, trustee or assistant
 Discourage abusive behaviour by others
 Exercise impartiality among clients, and avoid getting drawn into inappropriate attention-seeking
behaviour (e.g. crushes)
 Avoid suggestive remarks, gestures or touching of a kind which could be misunderstood
 Be transparent about the occasional need to breach confidentiality, eg for public safety
 Check facts before jumping to conclusions
 Do everything you can to uphold a good reputation for providing a safe environment
 Be ready to share concerns on any of these matters with the appropriate representative, eg Police,
Probation Service, Local Authorities, Charities.

The appointed people for Safeguarding Adults, Young People and Children in the Chaplaincy are the
safeguarding officer and the deputy safeguarding officer. Their contact details are provided with the
safeguarding procedures. They should be contacted for support and advice on implementing this policy and
procedures.

PROCEDURE FOR RESPONDING TO ALLEGED OR SUSPECTED HARM

The Chaplaincy provides a number of welfare and outreach services to ex-offenders who are now living in the
community / approved premises. These are detailed within the Chaplaincy's Aims and Objectives document
which has been prepared by the Chaplaincy's trustees and committee. This document is kept on file at the
Charities’ Commission. These procedures have been designed to ensure the welfare and protection of any

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person who accesses services provided by the Chaplaincy. The procedures recognise that adult abuse can be
a difficult subject for workers to deal with. The Chaplaincy is committed to the belief that the protection of
vulnerable people from harm and abuse is everybody’s responsibility, and the aim of these procedures is to
ensure that all managers, trustees of the organisation, management committee members, staff and
volunteers act appropriately in response to any concern around adult abuse.

The Chaplaincy is committed to putting in place safeguards and measures to reduce the likelihood of abuse
taking place within the services it offers and to ensuring that all those involved within the Chaplaincy will be
treated with respect. It will work within the current legal framework for reporting staff or volunteers who
might be abusers.

Service users will be encouraged to become involved with the running of the Chaplaincy. Information will be
available about abuse and the complaints policy, and the Child and Adult Protection policy will be available to
service users and their carers/families. The Chaplaincy’s Confidentiality Policy is also available, in which the
Chaplaincy is committed to observe confidentialities but is aware that sometimes information does need to
be shared with other agencies for reasons of health and safety.

Recognising the signs and symptoms of abuse

The Chaplaincy is committed to ensuring that all staff, the management committee, trustees and volunteers
undertake training to gain a basic awareness of signs and symptoms of abuse. The Chaplaincy will ensure that
the Safeguarding Officer and other members of staff, trustees and volunteers have access to training around
Safeguarding issues.

“Abuse is a violation of an individual’s human and civil rights by any other person or persons” (No Secrets:
Department of Health, 2000)

Abuse includes:
 physical abuse: including hitting, slapping, punching, burning, misuse of medication, inappropriate
restraint
 sexual abuse: including rape, indecent assault, inappropriate touching, exposure to pornographic
material
 psychological or emotional abuse: including belittling, name calling, threats of harm, intimidation,
isolation
 financial or material abuse: including stealing, selling assets, fraud, misuse or misappropriation of
property, possessions or benefits
 neglect and acts of omission: including withholding the necessities of life such as medication, food or
warmth, ignoring medical or physical care needs
 discriminatory abuse: including racist, sexist, that based on a person’s disability and other forms of
harassment, slurs or similar treatment

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• institutional or organisational: including regimented routines and cultures, unsafe practices, lack of
person-centred care or treatment

Abuse may be carried out deliberately or unknowingly. Abuse may be a single act or repeated acts. People
who behave abusively come from all backgrounds and walks of life. They may be doctors, nurses, social
workers, advocates, staff members, volunteers or others in a position of trust. They may also be relatives,
friends, neighbours or people who use the same services as the person experiencing abuse.

What to do if a vulnerable person wants to talk about harm

It is essential that the employee or assistant:

 Listens carefully to what the person says, keeping calm and looking at them directly;
 Lets them know that to help them someone else must be told;
 Reassures them that they are not to blame;
 Is aware that they may have been threatened;
 Does not push them for information;
 Reassures them that they are right to talk about it and what they say is accepted;
 Lets them know what will happen next and undertakes to let them know the outcome.

In short: Tells, Explains, Describes – TED.

If a person who may be vulnerable has talked about harm, or harm is suspected, the employee or volunteer
must do two things:

a) Write down accurately what the person has said using the pro forma for recording disclosures or signs
of abuse witnessed (see Appendix 1).

b) Notify her/his Line Manager, giving him/her the completed pro forma/written information.

Where a Line Manager is unavailable, and the vulnerable person is in imminent danger, staff should contact
the relevant authorities themselves, eg Police, Safeguarding Units of the Local Authority (contact details in
Appendix 2). They should then inform the line manager as soon as possible on their return.

Dealing with incidents of harm is difficult for any individual so employees and assistants should not:

 Act alone;
 Start to investigate;
 Make any assumptions about the persons involved.

Any employee or assistant who is involved in a disclosure of any kind may feel that they need to speak to a
child care or vulnerable adult professional to reassure themselves that they have done the right thing. Where

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it is suspected that an employee or assistant may be involved in the abuse, employees and assistants should
let their line manager know as soon as possible. The employee or assistant should be removed immediately
from access to vulnerable people but be assured that no presumptions have been made, and that the
allegation will be investigated fully by the relevant authorities.

If gross misconduct is reasonably suspected, it may be appropriate to ask them not to attend the office or
property at all while the matter is under investigation (suspended on full pay if an employee). Once the
relevant authorities’ enquiry has concluded, the line manager should decide what further action (eg risk
assessment) is appropriate in conjunction with other relevant policies.

Full and accurate notes, in as much detail as possible, and using the individual’s own words as much as
possible, must be written at the earliest opportunity, using the pro forma if available (Appendix 1). Records
should be as accurate as possible as they may be invaluable to the investigation and used as evidence in
court.

When dealing with personal and emotive details of this nature, confidentiality must be maintained at all
times since the allegations or suspicions may prove to be unfounded. Notes and records should be kept in a
secure place and shared only with those who need to know about the incident or allegation, as per the
Confidentiality Policy and Privacy Notice, which incorporate the General Data Protection Regulation 25 May
2018.

No assumptions of guilt should be made unless and until an actual conviction has been obtained in the
proceedings. Impartial contact will be maintained by a nominated staff member during this process.

In the event of Local Authority Involvement:

A Local Authority Safeguarding or Protection Manager will decide if the safeguarding process should be
instigated or if other support/services are appropriate. Feedback will be given to the person who raised the
safeguarding alert. A list of Local Authority Safeguarding contact details, as well as Police ‘phone numbers,
from the Tweed to the Tees is printed in Appendix 2 at the end of this document.

The Safeguarding Officer will have an overview of this process so they can explain it to the person concerned
and offer all relevant support to the person and process. This could be practical support e.g. providing a
venue, or information, reports and emotional support. Information could be about other sources of help or
how to enable them to decide what to do about their experience, to recover from their experience and to
seek justice.

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Managing Allegations Made Against Member of Staff or Volunteer

The Chaplaincy will ensure that any allegations made against members of staff or assistants will be dealt with
fairly and swiftly. The Safeguarding Officer will liaise with Adult Social Care Direct to discuss the best course
of action and to ensure that the Chaplaincy’s disciplinary procedures are coordinated with any other
enquirers taking place as part of the ongoing management of the allegation. The Chaplaincy has a whistle
blowing policy and staff are aware of this policy and will be supported to use this policy.

If the alleged offence is not criminal, the Safeguarding Officer will initiate an Internal Investigation, consisting
of interviews (conducted by the Chair of Trustees or one of the Trustees) with the complainant and with the
member/volunteer, the recording of data, a relevant timeline, and a reasoned decision on action to be taken.
Where a member of staff/assistant is thought to have committed a criminal offence the police will be
informed. If a crime has been witnessed, the police should be contacted immediately.

The safety of the individual(s) concerned is paramount. A risk assessment must be undertaken immediately
to assess the level of risk to all service users posed by the alleged perpetrator. This will include whether it is
safe for them to continue in their role or any other role within the service whilst the investigation is
undertaken.

Appointed Safeguarding Officers

The Chaplaincy has an appointed individual who is responsible for dealing with any Protection and
Safeguarding concerns. In his absence, a deputy will be available for workers to consult with. The
Safeguarding Officer(s) with responsibility for Child Protection and Safeguarding Adults within The
Chaplaincy are:
Safeguarding Officer Helen Pepper Trained in:
Safeguarding Children
Phone: 0191 584 2022

Deputy Safeguarding Officer David Scott

Phone: 07886 534 219

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Both the Safeguarding Officer and Deputy Safeguarding Officer must receive adequate safeguarding training
which should be reviewed every 3 years. In particular the safeguarding officer should be trained in
information recording, multi-agency information sharing, Risk Assessed and Management (Level 3); the
deputy should be trained as safeguarding “information recorder” (Level 2). The Safeguarding Officer should
also be trained in mental health awareness, child safeguarding, “Toxic-Trio” and the effects of Domestic
Violence.

Should either of these named people be unavailable then management committee members, trustees, staff
or volunteers should contact Local Authority Safeguarding Teams (contact details in Appendix 2) directly.

The roles and responsibilities of the safeguarding officers are to:

• ensure that all staff including assistants and trustees are aware of what they should do and who they
should go to if they have concerns that a vulnerable adult may be experiencing, or has experienced
abuse or neglect.
• ensure that concerns are acted on, clearly recorded and referred to an Adult Social Care Direct team or
to the allocated social worker/care manager where necessary.
• follow up any referrals and ensure the issues have been addressed.
• consider any recommendations from the Safeguarding process
• reinforce the utmost need for confidentiality and to ensure that staff and volunteers are adhering to
good practice with regard to confidentiality and security. This is because it is around the time that a
person starts to challenge abuse that the risks of increasing intensity of abuse are greatest.
• ensure that staff and volunteers working directly with service users who have experienced abuse, or
who are experiencing abuse, are well supported and receive appropriate supervision.

If appropriate, staff or volunteers will be given support and afforded protection if necessary under the Public
Interest Disclosure Act 1998: they will be dealt with in a fair and equitable manner and they will be kept
informed of any action that has been taken and its outcome.

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Signed on behalf of the Board of R K Bryant
Trustees:

Name of Trustee: Richard Bryant

Date of approval by the Board of

Trustees: 7 June 2018

Date of First Review June 2020

Date of Next Review

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 The Shirley Community Chaplaincy (North East)

CHILD AND VULNERABLE ADULT PROTECTION POLICY

Appendix 1: Pro forma for recording disclosures or signs of abuse witnessed

To be completed by person receiving disclosure

or witnessing signs of abuse.

Name of person disclosing or displaying signs

of abuse:

Day Month Year Time

Date and time disclosure received/signs of
abuse witnessed: am/pm

Gender of the person disclosing Male  Female 

Day Month Year

Date of birth

Address Line 1

Address Line 2

City/Town

Post Code

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Please detail what the person said (word for word) or signs of abuse witnessed:
(Continue on separate numbered sheets if necessary) Sheet 1 of ………………

Other observations / comments:

Name of person completing this form:

Signed: Dated:

The Shirley Community Chaplaincy (North East)

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 CHILD AND VULNERABLE ADULT PROTECTION POLICY
Appendix 2: Local Authority Safeguarding Units and Police Contact Details

Newcastle
Safeguarding Adults Unit
Advice Line 0191 278 8156
Referrals 0191 278 8377

Gateshead

Adult Social care

Tel: 0191 433 7033

North Tyneside

Gateway Team
0191 643 2777

Northumberland
Northumberland Adult Safeguarding,
01670 536 400

South Tyneside

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Safeguarding Adults Unit
0191 424 4049

Sunderland

Safeguarding Adults Unit

Tel: 0191 561 1112

Durham

County Durham Safeguarding Adults Inter-agency Partnership

03000 268 198

Teesside

Middlesbrough
Wellbeing Care and Learning Department
01642 726004

Stockton
First Contact Team
01642 527764

Hartlepool
on 01429 523 390

Police
101 or:
Northumbria Police: 101 ext 69191 (Headquarters)
Durham Police: 0345 6060365
Cleveland Police: 01642 326 326.

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