Volunteer Policy

The Royal Mint Museum has one of the finest collections of coins and related material in the world. It is a collection about how money is made and how the Royal Mint has evolved over the last 1000 years. Not only the finished coins and medals, but also the artwork, plaster models and equipment used in the design and manufacturing process have been retained, making it a collection unrivalled anywhere in the United Kingdom.

 

Introduction

 

This policy sets out the principles for volunteering at the Museum. It is relevant to all current and potential volunteers, as well as everyone concerned with recruiting, supporting, developing and managing volunteers at the Museum. This policy applies to all volunteers placements within the Museum, regardless of activity.

 

Strategic aims of the Royal Mint Museum

 

• Providing educational services to the public on the history of coinage and related artefacts and of the activities of the Royal Mint.
• Maintaining a museum and archive for the benefit of the public.
• Protecting and enhancing the numismatic heritage of the United Kingdom including, in particular, that of the Royal Mint, through collecting coinage artefacts and related material.
• Managing, documenting, conserving and safeguarding the collection and other holdings to the highest appropriate professional standards.
• Exhibiting, interpreting and providing access to the collection.
• Providing services to the Royal Mint and HM Treasury in relation to coinage history, coinage design and coinage law.

 

Our definition of a Volunteer

 

The Museum understands that a volunteer is an individual who provides a service of their own free will without monetary compensation, in order to assist in the achievement of our strategic aims. At present the minimum age for volunteering is 16 and there is no upper age limit.

 

Volunteers understand and accept that the Royal Mint Museum is not under an obligation to provide guaranteed volumes or types of work and volunteers are not required to make any minimum commitment to carry out certain volumes of work. The Museum hopes that mutually satisfactory arrangements can be reached. Volunteers accept and understand that their role does not give them the status of a worker or employee in any legal terms.

 

Volunteer Charter

 

The Royal Mint Museum values the contribution made by volunteers and recognises that their work and commitment is essential to the success of the museum. The Volunteer Charter sets out what volunteers may expect of the Royal Mint Museum and what is expected of them in return.

 

We are committed to:

• Providing adequate information, induction, training and assistance.
• Treating all volunteers fairly and equally.
• Providing support and supervision with a point of contact at all times when on site.
• Providing safe volunteering conditions.

 

We ask you to:

• Work with us to achieve our aims and objectives.
• Be reliable.
• Give reasonable notice, wherever possible, if unable to undertake agreed activities.
• Tell us in advance if you wish to stop volunteering.
• Treat volunteering as a mutually beneficial activity.
• Respect confidentiality, equality and health and safety requirements.
• Act under the direction of the volunteer supervisor.
• Commit to a minimum of half a day volunteering at the Museum each week.
• Attend relevant induction, training, feedback and support sessions.
• Share any concerns as soon as possible with the appropriate person.

 

Recruitment

The Royal Mint Museum has a fair and consistent process for recruiting and selecting volunteers that is relevant and appropriate to each role. The Museum recruits volunteers on a needs-led but mutually beneficial basis to match desirable projects and activities with volunteers’ skills, knowledge, experience and motivation. Volunteer supervisors will also discuss individual volunteer requirements to ensure volunteers feel happy and properly supported in their role throughout their time as a volunteer.

 

All potential volunteers will have a clear understanding of the role to support them in selecting one appropriate to their individual wishes. This is in the form of a concise and current role description, prepared by the volunteer supervisor.

 

Demand for volunteering vacancies is often high and not all applications will be successful. However, we do ensure that all applications are treated equally and will be submitted for consideration. Applicants that do not get placed may wish to be put on a waiting list for that role or other opportunities. Volunteers may be involved in more that one volunteer project.

 

A combined approach of application forms, references, informal interviews, and security checks form the basis of our volunteer recruitment.

 

Application forms are required to apply for all volunteer roles and two references are taken as standard.

 

Informal interviews and a defined trial period offer the chance for both the Museum and volunteer to find out more and clarify arrangements and suitability. The trial period will be discussed on an individual basis, depending on how often the volunteer will be in the museum.

 

Equal opportunities

The Museum is committed to equal opportunities and believes that volunteering should be open to all regardless of age, gender, gender identity, ethnicity, sexual orientation, disability, religion or belief. The acceptance of a volunteer for a particular role is made on merit, the sole selection criterion being the individual’s suitability to carry out agreed tasks.

 

Induction and training

The Museum will ensure that all new volunteers are made to feel welcome and an informal induction and core training will be provided for all roles. This may be before or on the first day of volunteering and will cover all essential information, policies and procedures in order to equip volunteers with the necessary information and skills to carry out their role competently and safely.

 

Commitment

The Museum aims to be as flexible as possible, understanding the nature of volunteering, while needing to maintain its high quality service and reputation. Commitment expectations are role dependant, aiming to achieve the maximum mutually beneficial arrangement. The level of commitment will be made clear from the start and stated on the role description.

 

Volunteer hours are logged to record the value of volunteer efforts.

 

Expenses

Museum volunteers are able to claim reasonable travel expenses up to the value of £6 per day. All expenses must be claimed on production of a receipt. Your volunteer supervisor will explain how to claim these expenses.

 

Health and safety

The Museum is committed to providing a safe environment for its volunteers. Volunteers will receive appropriate health and safety training and suitable equipment and protective clothing will be provided where necessary. Volunteers also have a duty of care for themselves and those around them.

 

If you have any medical conditions that limit the nature of the work you can do, or that we may need to know about in case of emergency, then please inform you supervisor immediately.

 

Insurance

Volunteers are covered by the Royal Mint’s liability insurance policy whilst undertaking work at the Museum.

 

Copyright

Any work undertaken by a volunteer for the Royal Mint Museum will be copyright of the Royal Mint Museum.

 

Dress code

There is a requirement to dress in smart casual clothing with appropriate use of jewellery and suitable footwear. (If working directly with collections, minimum jewellery should be worn.)

Protective clothing will be provided where necessary.

 

Disagreements

A disagreement with Royal Mint Museum staff, Royal Mint staff or other volunteers will be dealt with seriously and in a confidential and sensitive manner. Volunteers can expect their views to be heard, noted and acted upon promptly, with the aim of achieving a positive and amicable solution.

 

When a supervisor has concerns about a volunteer’s conduct, performance or reliability they will discuss it with the volunteer. If there is no improvement over a set period of time the volunteer arrangement may be ended.

 

Finishing as a volunteer

Volunteers are free to end their involvement with the Museum at any time. We ask all volunteers to complete an informal exit interview to help improve the volunteering programme. The Museum can also end the volunteer arrangement at any time should the project come to an end or, if the arrangement is no longer mutually beneficial. Volunteers are entitled to receive a reference from the Cardiff Story’s management if applying to undertake work (voluntary or paid) elsewhere.

 

 

The Royal Mint site

The Royal Mint Museum is based within the Royal Mint site and as such there are specific security and safety issues to take into consideration.

 

No smoking

It is prohibited by Law for anyone to smoke on these premises, including car parking areas.

If you wish to smoke, there is a smoking shelter situated alongside the bike sheds in the front car park to the left of the main entrance.

Tobacco, lighters and matches are not to be brought onto the site.

 

Forbidden items

Due to the sensitive and competitive nature of the work being carried out on the Royal Mint site it is forbidden to bring any camera equipment onto the premises without the express permission of the Chief Executive. This includes mobile laptop computers that have integrated digital cameras.

 

You must not bring any circulating or collector coins (irrespective of currency), medals or Royal Mint merchandise onto the Royal Mint site. Lockers are provided at the Royal Mint entrance should you need to store forbidden items, keys for which can be obtained from reception staff.

 

If coins are brought on site accidentally then report it immediately to your volunteer supervisor, seal them in an envelope signed by your volunteer supervisor and inform Security to avoid suspicion.      

 

In order to purchase anything on site you can use a Meal Card available to collect from the canteen. Credit on your meal card can be topped up using the machine at the Royal Mint entrance prior to passing through the security barriers.

 

You are not permitted to bring any televisions, video / DVD players etc onto the site without authorisation.

 

Security are entitled to search all employees, volunteers and visitors at any time.

 

IT Security Policy

All personnel acting for the Royal Mint have a duty to:

• Safeguard hardware, software and information in their care.
• Prevent the introduction of malicious software.
• Report on any suspected or actual breaches in security.
• Adhere strictly to the published rules governing information covered by protective markings.
• Comply with other associated policies including Royal Mint Operating Instructions 9 (PCs and LANS), 10 (External E-mail Policy) and 11 (Internet Access Policy).

 

Confidentiality

In accepting this placement you are agreeing not to disclose any confidential information without the Royal Mint’s prior written approval, and to obey all safety regulations, security requirements and all lawful instructions given by the Royal Mint. The placement may be terminated if confidentiality is breached.

 

Car parking

Any vehicle parked in a Royal Mint car park must be registered with Security in that person’s name, and the permit displayed clearly on the windscreen of the vehicle. These car parks are continually monitored by Security for suspicious vehicles that may pose a threat to security.

 

A period of eight hours grace is permitted from the time at which the vehicle is registered until the permit has to be displayed. This is to allow for the time taken to issue the permit.

 

Permits will not be sent through the internal mail. They must be collected from the reception desk.

 

Please request a Vehicle Registration Form should you wish to bring your vehicle to site.