Safeguarding

ROSIE’S TRUST 

ADULT SAFEGUARDING POLICY

Introduction

As a charity that has contact with vulnerable adults, Rosie’s Trust has both a moral and legal obligation to ensure proper procedures are in place to safeguard our beneficiaries.   The Trustees, staff and volunteers of Rosie’s Trust are all committed to promoting the welfare of vulnerable adults and safeguarding them from harm.

There is growing recognition that some adults, for a wide variety of reasons, may have been harmed or may be at risk of harm. The full extent of the incidence of harm caused to adults in Northern Ireland is not known, but it is suspected to be significantly under-reported.

Our Adult Safeguarding Policy details the practical steps Rosie’s Trust will take to safeguard adults at risk, in the form of robust procedures supported by clear guidelines.

Purpose

The purpose of this policy is to ensure that Trustees, staff and volunteers are aware of the issues that can cause harm to adults at risk, know how to respond to concerns that an individual may be suffering harm or abuse, and be able to help protect adults at risk.

Our Adult Safeguarding Policy applies to and is ‘owned’ by everyone involved with our charity, including our Trustees, volunteers, staff, beneficiaries and their carers, and advocates.

We will endeavour to safeguard the adults we work with and care for by:

• Adhering to our Adult Safeguarding Policy and ensuring that it is accompanied by robust procedures.
• Carefully following the procedures laid down for the recruitment and selection of staff and volunteers.
• Providing effective management of staff and volunteers through supervision, support and training.
• Implementing clear procedures for raising awareness of and responding to abuse within the charity, and for reporting concerns to the appropriate statutory authorities, while involving adults at risk and their carers appropriately.
• Ensuring general safety and risk management procedures are adhered to.
• Having clear procedures for dealing with concerns and complaints.
• Managing personal information, confidentiality, and information sharing.
• Implementing a Code of Behaviour for staff and volunteers.

Section 1

Adult Safeguarding Policy Statement

1.0 Scope

This Adult Safeguarding Policy covers all functions and services of Rosie’s Trust where there is the potential for direct or indirect contact with adults at risk of harm or abuse.

Everyone involved in Rosie’s Trust is expected to comply with this policy and follow the procedures.

1.1 Who is an ‘adult at risk’ and an ‘adult in need of protection’?

Adult at risk

An ‘adult at risk’ is a person aged 18 or over, whose exposure to harm through abuse, exploitation or neglect may be increased by their:
a) personal characteristics,

and/or
b) life circumstances.

Personal characteristics may include, but are not limited to, age, disability, special educational needs, illness, mental or physical frailty or impairment of, or disturbance in, the functioning of the mind or brain.

Life circumstances may include, but are not limited to, isolation, socio-economic factors, and environmental living conditions.  

The risk to adults may be greater when:

• They are emotionally or socially isolated.
• A pattern of violence exists or has existed.
• Drugs or alcohol are being misused.
• Relationships are under stress.
• Staff or volunteers are inadequately trained and/or poorly supervised.
• Staff or volunteers are lacking support/working in isolation.

Adult in need of protection

An ‘adult in need of protection’ is a person aged 18 or over, whose exposure to harm through abuse, exploitation or neglect may be increased by their:

1. a) personal characteristics
   and/or
   b) life circumstances
   and
   c) who is unable to protect their own wellbeing, property, assets, rights or other interests
   and
   d) where the action or inaction of another person or persons is causing or likely to cause him/her to be harmed.

The definition of an ‘adult at risk’ or an ‘adult in need of protection’ is determined by professional judgement on a case-by-case basis.

Fig 1: Adult Safeguarding Continuum from the NI regional ‘Adult Safeguarding: Prevention and Protection in Partnership’ policy

1.2 Legal context

Adults at risk are protected in the same way as any other person against a criminal act. If a person commits theft or perpetrates violence, whether physical or sexual, against an adult at risk, they will be dealt with through the criminal justice system, in the same way as any other offender.

Where there is a reasonable suspicion that a criminal offence may have occurred, it is the responsibility of the Police to investigate and decide upon any subsequent action.

The Police should always be consulted about criminal matters.

There are a number of pieces of legislation relating to safeguarding and protecting adults at risk, which can be accessed through www.opsi.gov.uk

The Human Rights Act 1998 (enacted 2000) protects the rights of adults at risk to live a life free from neglect, exploitation and abuse.  Specifically, Article 2 protects a vulnerable adult’s right to life; Article 3 provides for their right to be protected from inhuman and degrading treatment; and Article 5 protects their right to liberty and security.

Other relevant legislation includes:

• The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 (as amended by the Protection of Freedoms Act 2012).

• The Criminal Law Act (Northern Ireland) 1967.
• The Health and Personal Social Services (Northern Ireland) Orders and the Health and Social Care (Reform) Act (Northern Ireland) 2009
• The Mental Health (Northern Ireland) Order 1986.
• The Police and Criminal Evidence (Northern Ireland) Order 1989.
• The Public Interest Disclosure (Northern Ireland) Order 1998.
• The Family Homes and Domestic Violence (Northern Ireland) Order 1998.
• The Northern Ireland Act 1998, Section 75.
• The Criminal Evidence (Northern Ireland) Order 1999.
• The Forced Marriage (Civil Protection) Act 2007.
• The Sexual Offences (Northern Ireland) Order 2008.
• The Human Trafficking and Exploitation (Criminal Justice and Support for Victims) Act (Northern Ireland) 2015.

1.3 Principles

This Adult Safeguarding Policy is underpinned by the five key principles outlined in ‘Adult Safeguarding: Prevention and Protection in Partnership’.¹ These are:

A Rights-Based Approach:

To promote and respect an adult’s right to safety and security; to freedom from harm and coercion; to equality of treatment; to the protection of the law; to privacy; to confidentiality; and to freedom from discrimination.

An Empowering Approach:

To empower adults to make informed choices about their lives, to maximise their opportunities to participate in wider society, to keep themselves safe and free from harm, and enabled to manage their own decisions in respect of exposure to risk.  https://www.health-ni.gov.uk/publications/adult-safeguarding-prevention-and-protection-partnership-key-documents

A Person-Centred Approach:

To promote and facilitate the full participation of adults in all decisions affecting their lives, taking full account of their views, wishes and feelings and, where appropriate, the views of others who have an interest in their safety and well-being.

A Consent-Driven Approach:

To make a presumption that the adult has the ability to give or withhold consent; to make informed choices; to help inform choice through the provision of information, and the identification of options and alternatives; to have particular regard to the needs of individuals who require support with communication and advocacy, or who lack the capacity to consent; and intervening in the life of an adult against their wishes only in particular circumstances, for very specific purposes and always in accordance with the law.

A Collaborative Approach:

To acknowledge that adult safeguarding will be most effective when it has the full support of the wider public and of safeguarding partners across the statutory, voluntary, community, independent and faith sectors working together, and when it is delivered in such a way that roles, responsibilities and lines of accountability are clearly defined and understood. Working in partnership will always involve adopting a person-centred approach.

Further, Rosie’s Trust’s core values inform our Adult Safeguarding Policy as follows:

Compassion:

All Rosie’s Trust staff, volunteers and Trustees will show kindness and caring towards adults at risk and support them in the ways outlined in this Policy.

Integrity:

All adults at risk will know that Rosie’s Trust staff, volunteers and Trustees are honest, fair, and ethical in all their actions, and that they will always be treated with dignity and respect.

Inclusiveness:

Rosie’s Trust staff, volunteers and Trustees will value and respect all adults at risk, regardless of their age, gender, religious belief, racial origin, culture or disability.

Respect:

All adults at risk will be accorded the same respect and dignity as any other adult, recognising their uniqueness and individual needs.

Quality:

Rosie’s Trust staff, volunteers and Trustees will strive to provide the highest standard of excellence in its support of adults at risk.

Partnership:

Rosie’s Trust staff, volunteers and Trustees will work in partnership with the appropriate authorities and organisations to provide adults at risk with the support that they need.

Confidentiality:

All adults at risk will know that Rosie’s Trust manages their personal information appropriately and that staff and volunteers respect and understand the need for confidentiality at all times.

1.4 Management roles and responsibilities

The Trustees of Rosie’s Trust have ultimate responsibility for ensuring compliance with our Adult Safeguarding Policy. The Board appoints a Trustee every year to have oversight of this policy and its implementation.

‘Safeguarding’ is a standing item on the Board’s monthly Operational Report.

Day-to-day responsibility for implementation of our Adult Safeguarding Policy is delegated through the management structure to the CEO, Operations Manager, and Development Officers.

Rosie’s Trust has a dedicated Adult Safeguarding Officer and Deputy Adult Safeguarding Officer, whose responsibilities include acting as a central contact point for reporting concerns and providing advice on adult safeguarding matters.

The role of the Adult Safeguarding Officer is to:

• Provide information and support to staff and volunteers on adult safeguarding issues.
• Ensure that Rosie’s Trust’s Adult Safeguarding Policy is disseminated and to support its implementation throughout the charity.
• Advise on adult safeguarding training needs.
• Provide advice to staff and volunteers who are concerned they may have witnessed signs of harm or abuse and ensure that any safeguarding concern is reported to the relevant HSC Trust Designated Adult Protection Officer or Police, as appropriate.
• Assist staff to respect the adult at risk’s wishes in this matter, except where this would prevent information about a risk of harm or abuse being shared with the relevant HSC Trust for assessment.
• Contact the HSC Trust, Police, and other agencies as appropriate.
• Maintain accurate and up-to-date records, detailing all decisions made, the reasons for these decisions and any actions taken.
• Compile and analyse records of concerns that have been reported in order to determine whether the number of low-level concerns combine to become a significant concern and to then make these records available for inspection.

Rosie’s Trust Designated Adult Safeguarding Officers

1.5 Trustees, staff and volunteers’ roles and responsibilities
Our Trustees, staff and volunteers have a duty to comply with this policy and to notify our Adult Safeguarding Officer on any matters relating to safeguarding adults at risk.

Trustees, volunteers and staff are also responsible for ensuring that they undertake the necessary training to fulfil their safeguarding responsibilities.

1.6 Training
Rosie’s Trust will provide suitable training in adult safeguarding to Trustees, volunteers and staff working or coming into contact with adults at risk of harm.

Attendance records will be kept for all training provided.

1.7 Third Party Organisations
Rosie’s Trust requires all organisations that work with us to have an acceptable Adult Safeguarding Policy in place or, as a minimum, to accept and apply the standards outlined in this Policy.

1.8 Reviews
Our Trustees and management will review our Adult Safeguarding Policy, procedures, guidelines and Code of Behaviour annually to ensure that they are fit for purpose.  Trustees and/or management may instigate an earlier review if changes to the law or Rosie’s Trust require it.

Section 2

2.1 Recruitment and selection of volunteers and staff

Rosie’s Trust will follow established recruitment and selection procedures for positions where there is significant contact with adults at risk.  These will include, where appropriate, an Access NI disclosure check. Roles that come under ‘Regulated Activity’ will have a full enhanced disclosure check with barred list, in accordance with the Safeguarding Vulnerable Groups (NI) Order 2007 (as amended by the Protection of Freedoms Act 2012).

The engagement of all Trustees and staff is subject to a probationary period (3 and 6 months respectively) and satisfactory references.  The Volunteer Support Officer and/or the relevant Volunteer Coordinator regularly check in on new volunteers to ensure they are settling in well.

Rosie’s Trust will take all reasonable steps to ensure that:

• There is a clear job/role description and person specification outlining the key skills and abilities required.
• There is an open recruitment process.
• There is an application form that covers past work/volunteering experiences.
• There is a declaration form requesting information about any convictions and/or investigations.
• A consent form for an Access NI disclosure check is completed (if required).
• There is an interview process suitable to the role and task.
• Written references are sought (and followed up when necessary).
• Where required, an Access NI disclosures check is carried out.

• The post / role has been approved by our Trustees.

Induction, review and training processes

2.2.1   The induction process for new staff and volunteers will include:

• Information on Rosie’s Trust policies, procedures, guidelines, activities and principles.
• What is expected and required of them and the boundaries or limits within which they should operate.
• Awareness raising and training on the recognition, recording and reporting of safeguarding concerns and disclosures.
• Information relating to our key referral agencies and their roles.
• Staff and volunteers will be asked to confirm that they have completed induction training and have read and understood our policies, procedures and guidelines.
• There will be a six-month probationary period for staff and a three-month probationary period for Trustees. The staff member’s progress will be reviewed at the end of this period.  Where there are concerns about a staff member’s performance, it may be necessary to extend their probationary period, or to terminate their contract.
• There will also be an annual appraisal of staff and Trustees. This will provide staff and Trustees with the opportunity to give and receive feedback on their general performance, and to identify any additional supports required, if applicable.  A written record will be kept of all training, support and supervision provided together with the annual appraisal.
• As noted above, the Volunteer Support Officer and/or Volunteer Coordinator check in regularly with the volunteers to ensure they are performing well and that all the necessary support is provided.
• In addition to the induction process, staff, volunteers and Trustees will receive training, including adult safeguarding training, appropriate to their work/volunteering role. This training will be reviewed and updated regularly in line with changing legislation and practice.  A good understanding of the nature of adult abuse is essential to help staff and volunteers to be alert to signs that an adult may have been abused.  There will also be formal training on adult safeguarding issues (e.g. how to follow relevant procedures and how to address concerns about the safety of adults at risk). Training records will be maintained.
• Staff and volunteers will have a sound understanding of their responsibilities in terms of external reporting (and the waiving of confidentiality) in respect of relevant disclosures or concerns that are made to them, regardless of whether such disclosures or concerns relate to the alleged misbehaviour of a staff member or other person.
• A Code of Behaviour will be in force (see section 6).
• Effective management practices and effective working practices (including the establishment of safeguards through the organisation of work) will be implemented. For example, the Code of Behaviour will be communicated to all staff and volunteers.
• Rosie’s Trust will take every opportunity to raise awareness and sensitivity in relation to adult safeguarding issues.

Section 3

Understanding abuse and harm

3.0 What constitutes abuse

Abuse is a violation of an individual’s human and civil rights by any other person or persons.  Many incidents of abuse are criminal acts.

The ‘Adult Safeguarding: Prevention and Protection in Partnership’ policy¹ provides the following definition:

Abuse is a single or repeated act, or lack of appropriate action, occurring within any relationship where there is an expectation of trust, which causes harm or distress to another individual or violates their human or civil rights.

Abuse is the misuse of power and control by one person over another. Abuse may be perpetrated by a wide range of people, including those who are usually physically and/or emotionally close to the individual and on whom the individual may depend and trust. This may include, but is not limited to, a partner, relative or other family member, a person entrusted to act on behalf of the adult in some aspect of their affairs, a service or care provider, a neighbour, a health or social care worker or professional, an employer, a volunteer or another service user. It may also be perpetrated by those who have had no previous connection to the victim.

• Physical abuse is the use of physical force or mistreatment of one person by another, which may or may not result in actual physical injury. This may include hitting, pushing, rough handling, exposure to heat or cold, force feeding, improper administration of medication, denial of treatment, misuse or illegal use of restraint, or deprivation of liberty. Female genital mutilation is considered to be a form of physical and sexual abuse.
• Sexual violence and abuse is any behaviour (physical, psychological, verbal, virtual/online) perceived to be of a sexual nature which is controlling, coercive, exploitative, harmful, or unwanted that is inflicted on someone (irrespective of age, ethnicity, religion, gender, gender identity, sexual orientation or any form of disability). Sexual violence and abuse can take many forms and may include non-contact sexual activities, such as indecent exposure, stalking, grooming, being made to look at or be involved in the production of sexually abusive material or being made to watch sexual activities. It may involve physical contact, including but not limited to non-consensual penetrative sexual activities or non-penetrative sexual activities, such as intentional touching (known as groping). Sexual violence can be found across all sections of society, regardless of gender, age, ability, religion, race, ethnicity, personal circumstances, financial background or sexual orientation.
• Psychological/emotional abuse is behaviour that is psychologically harmful or inflicts mental distress by threat, humiliation, or other verbal/non-verbal conduct. This may include threats, humiliation or ridicule, provoking fear of violence, shouting, yelling and swearing, blaming, controlling, intimidation and coercion.
• Financial abuse is actual or attempted theft, fraud or burglary. It is the misappropriation or misuse of money, property, benefits, material goods or other asset transactions which the person did not or could not consent to, or which were invalidated by intimidation, coercion or deception. This may include exploitation, embezzlement, withholding pension or benefits, or pressure exerted around Wills, property or inheritance.
• Institutional abuse is the mistreatment or neglect of an adult by a regime or institution in which adults who may be at risk reside. This can happen in any organisation, within and outside Health and Social Care (HSC) provision. Institutional abuse may occur when the routines, systems and regimes result in poor standards of care, poor practice and behaviours, inflexible regimes and rigid routines that violate the dignity and human rights of the adults and place them at risk of harm. Institutional abuse may occur within a culture that denies, restricts or curtails privacy, dignity, choice and independence. It involves the collective failure of a service provider or an organisation to provide safe and appropriate services and includes a failure to ensure that the necessary preventative and/or protective measures are in place.
• Neglect occurs when a person deliberately withholds, or fails to provide, appropriate and adequate care and support to another adult. It may be due to a lack of knowledge or awareness, or through a failure to take reasonable action given the information and facts available to them at the time. It may include physical neglect to the extent that health or well-being is impaired, administering too much or too little medication, failure to provide access to appropriate health or social care, withholding the necessities of life, such as adequate nutrition, heating or clothing, or failure to intervene in situations that are dangerous to the person concerned or to others, particularly where the person lacks the capacity to assess risk.

Note: The ‘Adult Safeguarding: Prevention and Protection in Partnership’ policy does not include self-harm or self-neglect within the definition of an ‘adult in need of protection’.  Each case will require a professional HSC assessment to determine the appropriate response. For example, self-harm may be the manifestation of harm that has been perpetrated by a third party and which the adult feels unable to disclose.

• Exploitation is the deliberate maltreatment, manipulation or abuse of power and control over another person; to take advantage of another person or situation usually, but not always, for personal gain from using them as a commodity. It may manifest itself in many forms including slavery, servitude, forced or compulsory labour, domestic violence and abuse, sexual violence and abuse, or human trafficking.

There are related definitions, which are relevant to adult safeguarding, each of which has their own associated adult protection processes in place.

• Domestic violence and abuse is threatening, controlling, coercive behaviour, violence or abuse (psychological, virtual, physical, verbal, sexual, financial or emotional) inflicted on anyone (irrespective of age, ethnicity, religion, gender, gender identity, sexual orientation or any form of disability) by a current or former intimate partner or family member. Domestic violence and abuse is essentially a pattern of behaviour, which is characterised by the exercise of control and the misuse of power by one person over another. It is usually frequent and persistent. It can include violence by a son, daughter, mother, father, husband, wife, life partner or any other person who has a close relationship with the victim. It occurs right across society, regardless of age, gender, race, ethnic or religious group, sexual orientation, wealth, disability or location.  Any adult facing this situation will usually be referred to specialist services, such as Women’s Aid or the Men’s Advisory Project. In high-risk cases a referral will also be made to the Multi-Agency Risk Assessment Conference (MARAC). Specialist services will then decide if the case needs to be referred to a HSC Trust for action under the safeguarding procedures. If in doubt, anyone with a concern should contact the Domestic and Sexual Violence helpline 0808 802 1414 for advice and guidance.

• Human trafficking/modern slavery involves the acquisition and movement of people by improper means, such as force, threat, or deception, for the purposes of exploiting them. It can take many forms, such as domestic servitude, forced criminality, forced labour, sexual exploitation or organ harvesting. Victims of human trafficking/modern slavery can come from all walks of life; they can be male or female, children or adults, and they may come from migrant or indigenous communities.
• Hate crime involves any incident that the victim or any other person believes to be motivated by prejudice, discrimination or hate towards a person’s actual or perceived race, religious belief, sexual orientation, disability, political opinion or gender identity. Anyone with concerns that an individual has been subjected to a hate crime should contact the Police.

3.1 Where abuse can occur

Abuse can happen anywhere, including:

• In the person’s own home.
• At a carer’s home.
• In day care, residential care, nursing care or other institutional settings.
• At work or in educational settings.
• In rented accommodation or commercial premises.
• In public places.
• On public transport.

3.2 Who perpetrates abuse and types of abuse or harm

An abuser can be anyone who has contact with the adult at risk – it could be a partner, spouse, parent, child, relative, friend, main carer, informal carer, a healthcare, social care or other worker, a peer, neighbour or, less commonly, a stranger.

• Professional abuse:

The misuse of power and abuse of trust by professionals, the failure of professionals to act on suspected abuse/crimes, poor care practice or neglect in services, resource shortfalls or service pressures that lead to service failure and culpability as a result of poor management systems.

Possible signs of professional abuse include:

• • Entering into inappropriate relationships with an adult at risk.
  • Failure to refer disclosure of abuse.
  • Poor, ill-informed or outmoded care practice/s.
  • Failure to support an adult at risk of harm to access health care/ treatment.
  • Denying an adult at risk access to professional support and services such as advocacy.
  • Inappropriate responses to challenging behaviours.
  • Failure to whistle blow on issues when internal procedures to highlight issues have been exhausted.

• Peer abuse:

The abuse of one adult by another in a care setting. This can occur in a group or communal setting, such as day care centres, clubs, residential care homes, nursing homes or other institutional settings.

• Stranger abuse:

The abuse of an adult by someone they do not know. This could be someone who deliberately targets adults at risk.

What is Harm?

Harm refers to any negative or adverse impact that a person experiences as a result of an action or situation, and can take many forms, including physical, emotional, psychological, financial, or social harm.

• Physical harm is any injury or damage to a person’s body, such as cuts, bruises, or broken bones.
• Emotional harm refers to any negative impact on a person’s emotional well-being, such as feelings of sadness, anger, or anxiety.
• Psychological harm refers to any negative impact on a person’s mental health, such as depression, trauma, or post-traumatic stress disorder (PTSD).
• Financial harm refers to any negative impact on a person’s financial well-being, such as loss of income, assets, or property.
• Social harm refers to any negative impact on a person’s relationships, reputation, or sense of community, such as exclusion, discrimination, or loss of social support.

Harm can have serious and long-lasting consequences for a person, and can affect their health, well-being, and quality of life.

Section 4

Concerns and disclosures

4.0 How to deal with a concern

When a concern is raised or a disclosure or allegation made, people often feel anxious about passing on the information to anyone else.  They may question whether they are mistaken, and this may discourage them from taking action.

It is important for Rosie’s Trust staff and volunteers to understand that they are not responsible for deciding whether abuse has occurred or not; neither are they responsible for conducting any investigations, which is the role of the HSC Trusts and the Police.

Staff and volunteers must pass on any concerns they may have to the Adult Safeguarding Officer at Rosie’s Trust.  They must NOT attempt to deal with the situation alone.

4.1 Being alert to signs of abuse or harm

There are various signs that an adult is suffering abuse or harm.  These include:

• They may disclose to you.
• They may show signs of physical injury for which there does not appear to be a satisfactory or credible explanation.
• Their demeanour/behaviour may lead you to suspect abuse or neglect.
• The behaviour of a person close to them makes you feel uncomfortable (this may include another staff member, peer, or family member).
• Someone else may raise their concerns with you.

Being alert to potential abuse is critical in safeguarding adults; any concerns about possible abuse must be reported.

4.2 When an adult at risk discloses abuse

If an adult discloses abuse to a staff member or volunteer, they should respond as follows:

Do

• Stay calm.
• Listen attentively.
• Express concern and sympathy about what has happened and acknowledge what has happened.
• Reassure the person; tell the person that they did the right thing in telling you.
• Let the person know that the information will be taken seriously; advise what will happen next, including that the information will remain confidential except for the requirement to share it with the Trust or Police.
• If urgent medical/Police assistance is required, call the emergency services.
• Attend to the immediate safety of the person.
• If you think a crime has occurred be aware that medical/forensic evidence might be needed.  Advise the Police as soon as possible and ensure you do nothing that might contaminate evidence.
• Record the incident on the Adult Safeguarding Report Form (below), date and sign your report, and give it to the Adult Safeguarding Officer as soon as you possibly can.
• Act without delay.

Do not

• Stop someone disclosing to you.
• Promise to keep secrets.
• Press the person for more details or make them repeat the story.
• Talk about the disclosure or pass on the information to anyone who
  does not have a legitimate need to know.
• Contact the person alleged to have caused the harm.
• Attempt to investigate the matter yourself.
• Leave details of your concerns on a voicemail or by email.

4.3 Checking out

Some initial ‘checking out’ with the adult who has disclosed information to you may be needed in order to ensure his/her safety.  For example, if a staff or volunteer member notices a bruise on a vulnerable adult’s arm, it would be appropriate to ask, “I see you have a bruise on your arm. How did that happen?”  However, be careful not to start investigating.

It is important that staff and volunteers understand the clear distinction between ‘checking out’ and investigating.

Staff and volunteers should not begin to investigate alleged or suspected abuse by asking questions that relate to the detail or circumstances of the alleged abuse, beyond initial listening, expressing concern and checking out.

4.4 How to react and what to do

There is no one simple set of rules to follow in responding to these situations, but in general:

• It is important that staff and volunteers are aware that the first person who has concerns or encounters a case of alleged or suspected abuse is not responsible for deciding whether abuse has occurred (that is the role of the appropriate authorities).
• Staff and volunteers, however, do have a duty of care to report any suspicions they may have regarding the possible abuse of an adult at risk so that the appropriate action may be taken.

Section 5

5.0 Procedures for reporting and recording: The 5 R’s

All concerns, disclosures, allegations and suspicions should be reported to Rosie’s Trust’s Adult Safeguarding Officer and recorded on the Adult Safeguarding Report Form (below).

The procedures to follow are known as the 5 R’s of safeguarding, as follows:

Recognise
Stay familiar with the advice Rosie’s Trust provides in our safeguarding training and policy document so that you are confident you can recognise the different signs and symptoms of potential abuse, harm and neglect.

Respond
If you do have a safeguarding concern, it is essential that you respond appropriately.  Do not ignore the situation.  Reassure the individual, ask what they would like to happen and let them know what action you may need to take to ensure they are safe.

Report
You must report any safeguarding concerns you have without delay.  Confidentiality is vital, so only share information with those who are part of the safeguarding process; that is, the designated Adult Safeguarding Officers at Rosie’s Trust.  Call them on 07721 204 061.

Record
This is the who, what, why, when and where of safeguarding.  Take precise, comprehensive notes that detail everything about your safeguarding concern and record these on Rosie’s Trust’s Adult Safeguarding Report Form. You should do this as soon as you can.

Refer
It is usually the responsibility of the Adult Safeguarding Officers to pass on safeguarding concerns to the relevant authorities; however, in the unlikely event that you are unable to contact them, that the safeguarding risk is urgent, and you suspect somebody is under immediate or severe threat, please contact the Police directly on 999.

5.1 Reporting Procedure Flow Chart  

Source: ‘Keeping Adults Safe: A Shared Responsibility’.  Volunteer Now.

Note: ASC stands for Adult Safeguarding Champion = Adult Safeguarding Officer.

5.2 Responding to allegations or concerns about a member of staff or volunteer

The following procedures should be followed:

• Take the allegation or concern seriously.
• Always report using Rosie’s Trust’s reporting procedures if you have a concern.
• Do not investigate yourself.
• Don’t not do anything.

5.3 Reporting procedure: Allegations of abuse against a staff member or volunteer

Disciplinary investigations will be carried out by the Board of Rosie’s Trust.

5.4 Whistleblowing

Whistleblowing occurs when a member of staff or volunteer raises a concern about misconduct, illegal or underhand practices by individuals and/or an organisation; or about the way care and support is being provided, such as practices that harm or risk harm to others or are abusive, discriminatory, or exploitative. This includes situations where a staff member’s or volunteer’s concerns are not acted upon by the Adult Safeguarding Officer or other appointed person.

Rosie’s Trust is committed to enforcing the highest possible standards of conduct, openness, honesty and accountability.  We take poor practice or malpractice seriously and have clear reporting procedures so that staff and/or volunteers can raise concerns quickly and appropriately.

Staff and volunteers have the option to raise concerns outside of line management structures where necessary.

Section 6

6.0 Code of Behaviour

This Code of Behaviour aims to help minimise the risk of harm to adults and to help protect staff and volunteers by ensuring they understand the behaviour that is expected of them and the boundaries within which they should operate.

It is expected that everyone in Rosie’s Trust and everyone who uses our services should treat each other in a mutually respectful way.

This Code of Behaviour is a living document and will be reviewed on a regular basis to take account of situations arising for the first time; for example, new technology, and at least once a year.

6.1  Positive behaviours

Rosie’s Trust is committed to working in partnership with our beneficiaries in a mutually dignified and respectful way.  We assist individuals who find themselves unable to care for their companion pets because they are receiving end-of-life care, have cancer, or are elderly and have mobility issues. We support these individuals regardless of their gender, race, religion or sexuality.

We operate a person-centred approach that puts our beneficiaries and their pets at the heart of everything we do.

Our behaviours reflect the values and principles set out in Section 1 of this policy.

6.2 Behaviours that should be avoided

This refers to behaviours that staff / volunteers may slip into through lack of experience or training.  While not intentionally harmful, such behaviours might be misconstrued and could, potentially, result in allegations of adult abuse.

For example:

• Staff/volunteers should not spend excessive amounts of time alone with adults at risk.
• Staff/volunteers should not take a vulnerable adult to his/her own home.
• Staff/volunteers should not take a vulnerable adult alone on a car journey, unless in the performance of Rosie’s Trust’s core services.

If it is not possible to avoid any of these situations, they should only occur with the full knowledge and consent of a line manager and an appropriate record maintained.

6.3 Unacceptable behaviours

Unacceptable behaviours are behaviours that should always be avoided in the interests of the safety of adults at risk, staff and volunteers.

For example, a staff member or volunteer should never:

• Abuse, neglect, harm or place at risk of harm an adult, whether by omission or commission.
• Engage in rough physical games, including horseplay.
• Engage in sexually provocative games, e.g. spin the bottle, strip poker.
• Make sexually suggestive comments.
• Form inappropriate relationships.
• Share personal details and sensitive information.
• Make or accept loans or gifts of money from adults at risk.

6.4 Diversity and additional care and support needs

Staff and volunteers should:

• Be aware and respectful of the diverse beliefs and practices of individuals and their families.
• Be aware of the difficulties posed by language barriers and other communication issues.
• Not discriminate against individuals and their families who have different cultural backgrounds and beliefs from their own.
• Use the procedures outlined in this policy to report any discrimination against individuals and their families by other staff or volunteers.

6.5 Guidelines on handling the money of adults at risk

Occasionally our beneficiaries may require our staff / volunteers to get pet food or take the animal to the vet, which will involve handling money.  All staff and volunteers must adhere to our ‘Handling Beneficiaries’ Money’ Policy.

Staff and volunteers should:

• Maintain records of receipts and expenditure in line with Rosie’s Trust policy.
• Never deny a beneficiary access to their money.
• Never gain in any way from using the beneficiary’s money on their behalf or advising them in the use of their own money.
• Never borrow money from or lend money to a beneficiary.
• Report any suspicions of financial abuse.

Use of technology, including photography

New technologies, such as social networking websites and mobile phones, can be misused by those who are intent on harming or exploiting adults at risk.

Staff and volunteers should:

• Never photograph/video an adult, even by mobile phone, without the adult’s written consent and then only if there is a valid business reason for doing so.
• Ensure that all photographs/videos taken are appropriate.
• Report any inappropriate use of images of an adult at risk.

When adults at risk are aware of the dangers associated with new technology, such as social networking sites and the internet, they may tell someone if they encounter something that makes them feel unsafe or threatened; this should be treated as a disclosure.

6.7 Breach of the Code of Behaviour

Staff members and volunteers should understand that:

• If they are unsure of their actions and believe they may have breached the Code, they should consult with their line manager or Development Officer/Volunteer Coordinator.
• Breaching this Code is a serious issue that will be investigated.
• A breach of this Code may result in disciplinary action and, possibly, dismissal or being asked to leave.  If their action constitutes harm or risk of harm, they will be referred to the HSC Trust or Police, as appropriate.

Section 7:  Guidelines for sharing information

• The right of all parties to confidentiality must be upheld.
• Information will be handled and disseminated on a need-to-know basis only, e.g. Adult Safeguarding Officer, HSC Trust, Police, the adult at risk, courts and relevant staff.
• Recorded information will be stored in a secure place in accordance with data protection legislation.
• Any public or media enquiries will be referred to the CEO and/or Board. Staff and volunteers should not make any comments on the situation.
• The Trustees will deal with Freedom of Information requests for safeguarding reports on a case-by-case basis; however, it is likely that such requests will be refused due to the extremely confidential nature of the information sought.
• Rosie’s Trust’s Complaints Policy and Procedure is available on request.

Adult Safeguarding Report Form