Safeguarding Policy:

Protecting Vulnerable Adults

1 . Introduction

Southpaw’s policy applies to all Trustees, members of staff, volunteers and freelance workers contracted by Southpaw who will be called ‘staff’ for the purposes of this policy.

2 . Southpaw Policy Statement

Southpaw is committed to protecting the welfare and human rights of all vulnerable adults or adults at risk who are involved with our work in whatever way works best for them. We have set out our safeguarding policy based on the relevant guidance and accredited training provided by Social Care Institute for Excellence (SCIE) as well as on the following guiding principles:

• In keeping with our Equality and Diversity Policy, everyone has an equal right to protection from abuse, neglect, and harm regardless of their age, race, religion, nationality or status, ability, gender, language, or sexual orientation/identity.

• Southpaw will treat all vulnerable adults as individuals first and foremost and endeavour to have a person-centred, rights-based, and solution-focused approach to dealing with the safeguarding of vulnerable adults who are involved with our work.

• Southpaw assumes that all vulnerable adults we work with are deemed as having mental capacity unless otherwise notified.

• Southpaw respects the diversity of vulnerable adults from migrant communities and recognises that they have diverse cultural identities, skills, abilities, and experiences. Southpaw also recognises that there is not a society or culture in the world that condones the abuse of vulnerable adults but different societies have different practices.

• Southpaw recognises that safeguarding vulnerable adults is everyone’s business and is committed to act upon and report any concerns in line with the requirements of the Care Act 2014. We acknowledge it is not for us to determine if abuse has taken place rather to set out clear guidance on what staff should look out for and what procedures they should follow to report all concerns in a compliant and unbiased manner.

• Southpaw is committed to embedding and promoting safeguarding throughout the organisation at every level of operation including setting out clear processes to mitigate, record and deal with any claims made against staff and how the organisation will continuously review their policy in keeping with best practise.

3 . What is safeguarding adults and who is it for?

Chapter 14 of the Care and Support Statutory Guidance[1] defines the safeguarding of adults with care and support needs as ‘protecting a vulnerable or at-risk adult’s right to live in safety, free from abuse and neglect[2]’.

‘Safeguarding is about people and organisations working together to prevent and stop both the risks and experience of abuse or neglect, while at the same time making sure that the person’s wellbeing is promoted including, where appropriate, having regard to their views, wishes, feelings and beliefs in deciding on any action. This must recognise that vulnerable or at-risk adults sometimes have complex interpersonal relationships and may be ambivalent, unclear, or unrealistic about their personal circumstances. Vulnerable or at-risk adults is a term that covers a wide range of people, from those with a learning disability to those experiencing dementia - and may also include adults whose mental capacity fluctuates, such as those with mental health or substance misuse difficulties. Some vulnerable or at-risk adults may be living in sheltered situations and others will be living in the community on their own or with family members. Those providing support to them might be family members, volunteers, or paid professionals’ (2017)

This policy will clearly set out our organisational responsibilities, expectations of staff and the procedures staff should follow to ensure that we play our role in safeguarding vulnerable adults who are involved with our work in a way that respects their dignity and individual choices. This policy will also set out clear guidance to deal with any safeguarding allegations against staff, how we will support a transparent and open-door policy and embed safe recruitment practises into our workplace.

4. Organisational responsibilities

This policy is designed to set out how we at Southpaw have a role to play in preventing or stopping abuse from taking place to adults over the age of 18 who are classed as vulnerable or at risk who we involve in our work. We do this by:

·       Setting out clear procedures to follow if there is a concern or disclosure of abuse taking place against a vulnerable adult who is involved in our work.

·       Ensuring our policy and procedures are open and transparent and are reviewed, maintained and updated at appropriate intervals.

·       Being committed to an open-door policy and ensuring our Designated Safeguarding Lead (DSL) is always available to approach to ensure the wellbeing of the individual concerned remains paramount.

·       Ensuring up-to-date policy information is disseminated to all staff through effective training and development at key times (e.g., on induction, event briefings, staff development training days, and project planning stages).

·       Ensuring that appropriate checks are made on all staff who may encounter vulnerable adults in their role at Southpaw as part of HR procedure and that this policy is embedded into other related policies such as Training and Development, Equality and Diversity and Data Protection.

5 .  Data protection, consent and permissions

(For comprehensive information, please refer to the Southpaw General Data Protection Regulation Policy and Privacy Statement, but specific to safeguarding, see below.)

Where information of a personal nature from participants or staff is required, it will be treated confidentially and securely stored for the duration necessary only. Where such information is collected, the need will be clearly communicated and only shared with partners as agreed by the parties involved. Collected data is reviewed, deleted or renewed every two years and will only continue to be held once explicit consent is obtained again to continue holding information whilst also ensuring it remains accurate and up to date.

Southpaw will assume that all vulnerable adults have mental capacity unless otherwise notified as outlined in the Mental Capacity Act 2005. It will endeavour to make all information as easy to understand as possible so that informed consent can be made appropriately about things such as photography and if needed, how to take forward concerns of abuse in line with Making Safeguarding Personal https://www.local.gov.uk/making-safeguarding-personal-outcomes-framework.

Southpaw may make use of pictures, an interpreter or an advocate or communicate in appropriate ways to ensure that all vulnerable adults have every opportunity to make informed decisions and choices.

6. Employee responsibilities

Everyone who represents Southpaw (directors, board members, staff, volunteers, contractors and partners) has a responsibility to ensure the safety of the vulnerable adults with whom they work. to have read, understood and adhere to this policy and other related procedures. All working within Southpaw must:

1.     Read this policy.

2.     Understand what constitutes abuse and neglect, see Appendix 1.

3.     Know what to do if someone discloses abuse to you.

4.     Know who to contact if you suspect abuse and who the Designated Safeguarding Lead (DSL) is.

5.     Carry out a risk assessment for all activity with vulnerable adults using the templates and training provided.

6.     Have effective risk management and reporting systems in place for all activity with vulnerable adults.

7.     Always follow-through on our values commitment to keep everyone safe from harm. See guidance notes on Good Practice Guidelines Appendix 2.

In addition, all Southpaw staff and trustees are required to complete safeguarding awareness training.  

REMEMBER It is important that everyone at Southpaw is aware that the person who first encounters a case of alleged or suspected abuse is not responsible for deciding whether abuse has occurred. That is a task for the professional protection agencies following a referral by the Southpaw Designated Safeguarding Lead (DSL) to them of concern.

7. Designated Safeguarding Leads

All organisations working with vulnerable adults should have a Designated Safeguarding Lead (DSL) in place. The DSL will provide a direct point of contact for any staff member or volunteer who has a concern regarding a vulnerable adult, record any concerns in a clear (and secure) manner, and ensure the appropriate action is taken. The DSL should also ensure the Vulnerable Adult Policy is being fully adhered to.

The Designated Safeguarding Lead for Southpaw is Catherine Johns, they can be contacted on catherine@southpaw.org.uk

If the DSL is not available, staff and volunteers should report to the Deputy DSL who is Creative Coordinator, Kate Pilbeam. They can be contacted on kate@southpaw.org.uk or 07474 650032

If neither the DSL nor Deputy DSL is available, advice should be immediately sought from the Adult Social Care Team in the relevant area, please refer to Appendix 6.

In incidents where a safeguarding procedure is initiated, the DSL will establish an incident log where they will record any reported incidents or breach of safeguarding policies and procedures. This will be kept in a secure place and its contents will be confidential. Please see Appendix 4 for template.

7 Southpaw’s safeguarding procedure: steps you must follow.

7.1       What to do in an emergency

In an emergency, everyone should follow the same steps:

1. Make an immediate evaluation of the risk and take steps to ensure that the adult is not in immediate danger. Do not put yourself at risk.

2. Wherever possible, establish what action the person wants you to take.

3. If there is need for emergency medical treatment, dial 999 for an ambulance. If you suspect that the injury is non-accidental, alert the ambulance staff so that appropriate measures are taken to preserve possible forensic evidence.

4. Alert the DSL so that they can involve the police as appropriate and safeguarding procedures can be followed.

5. Do not disturb or move articles that could be used in evidence, and secure the scene, for example by locking the door to a room.

6.     Do not ask leading questions. Only ask questions if you are seeking clarification about something they have said. Use TED; Tell, Explain, Describe.

1. Make a record of what has happened, this may later be used as evidence.

7.2  What to do if someone discloses abuse to you

It is possible that a vulnerable adult who is suffering, or has suffered abuse, will disclose this to you. This is something that everyone should be prepared for and must respond to carefully. The following action must be taken:

1.      Listen carefully to what the person tells you, stay calm, get as clear a picture as you can, avoid asking leading questions.

1. Assure them that the matter will be taken seriously.

2. Do not give promises of complete confidentiality.

3. Ask the person what they would like to happen.

4. Explain that you have a duty to tell your manager or other designated person within the organisation, and that information may need to be shared with others who could have a part to play in protecting them.

5. Reassure them that they will be involved in decisions about what will happen.

6. Explain that you will try to take steps to protect them from further abuse or neglect.

7. If they have specific communication needs, provide support and information in a way that is most appropriate to them.

8. Do not be judgemental or make assumptions.

9. Report the concern to your manager and DSL in line with this policy.

10. Make a record of the concern and action taken, see appendix 3 for guidance on what information to record. Pass this information on to the DSL.

Remember not all disclosures are obvious. Some people may be too frightened to directly disclose abuse but will make hints and even jokes to try and make an appropriate adult aware of the issue.

8 Planning and best practice

8.1  Southpaw Led Projects

Projects managed by Southpaw will be delivered in line with safeguarding procedures and should be included in the planning stages of the project together with the relevant health and safety, risk assessment and insurance planning.

A full risk assessment will be carried out (where necessary in collaboration with partners). This will cover health and safety and any potential or existing safeguarding duties and clearly identify the responsibilities and contact details for the Designated Safeguarding Lead. All staff and volunteers involved in the project will be given copies of the risk assessment and made aware of any issues and their own responsibility. The Project Manager will ensure that all DBS checking for staff and volunteers has been carried out where necessary and that all documentation such as parent/carer permission, emergency contacts, medical details and permissions are in place.

The Project Manager or responsible adult at each site will maintain an incident book for the purpose of injury or any other significant incident.

8.2 Partnership Projects

Where projects are delivered by Southpaw partner organisations, the lead Southpaw staff member will ensure that the project is delivered in line with the partner’s safeguarding procedure. The DSL will ensure that a project agreement will also confirm which partner is responsible for the DBS checks on all staff and volunteers working on the project and who is responsible for ensuring the relevant health and safety, risk assessment, safeguarding responsibilities and insurance measures are taken as well as gathering documentation such as parent/carer permission, emergency contacts, medical details and permissions.

9 Human resourcing and employment procedures

9.1  Disclosure and Barring Service checks

One effective way of centrally ensuring our commitment to safeguarding vulnerable adults is to carry out DBS checks on those staff who may come into contact with vulnerable adults. In some instances, staff who carry out ‘regulated’ activity[3] will need to have an enhanced DBS with adults barred list check. This will be monitored, assessed and regularly reviewed on a case-by-case basis in consultation with the DSL and staff managers as appropriate. In instances where a lower level of check is deemed appropriate (for example where the number of times the activity is carried out in a month is below the threshold when working with children) we may carry out a standard DBS check.

9.2  Contracted organisations and individuals

All contractors, e.g. freelancers, consultants, and organisations receiving investment, must sign up to following statement:

If the activity involves work with children, young people or vulnerable adults (“vulnerable people” aged 18 and over), you must take all reasonable steps to ensure their safety. You must have appropriate and continuous written policy and procedures in place to safeguard vulnerable people. This will include procedures to check a person’s background with the Disclosure and Barring Service pertaining to all trustees, employees, volunteers, or contractors. You must make a copy of your policy and procedures available to us upon our written request.

9.3 What you should do if there is a positive DBS disclosure

When considering recruiting an individual with a criminal record a fair risk assessment will be carried out considering all factors relating to the role, the criminal record and the level of risk associated with recruiting the individual concerned.

It may be necessary for Southpaw and or the individual and or organisation to seek advice from Nacro (a social justice charity). They will be able to advise whether the conviction is seen as ‘spent’, offer advice on how much information to disclose at what stage and give clear guidance as to what your responsibilities are in terms of safeguarding and confidentiality. The DSL will be informed of the situation, but at this stage does not necessarily need to know who the individual concerned is.  

10 Complaints and allegations against staff and volunteers

10.1  Rights and confidentiality

If a complaint or allegation is made against a member of Southpaw staff, they should be made aware of their rights under both employment law and internal disciplinary procedures. This is the responsibility of the Executive Director. Both the alleged abuser and the person who is thought to have been abused have the right to confidentiality under the Data Protection Act 1998. In criminal law the Crown or other prosecuting authority must prove guilt and the defendant is presumed innocent until proven guilty.

Complaints against a representative will always and without exception be investigated. Where there is a complaint against a member of staff there may be two types of investigation:

·        A disciplinary or misconduct investigation

• A criminal investigation

10.2  Internal enquiries and suspension

In the event of an accusation of abuse being made against any Southpaw representative, the individual accused will be suspended following immediate advice by the police and pending further investigations. The temporary suspension of a Southpaw representative in no way implies guilt or innocence. It is a measure intended to protect and reassure all involved.

The Southpaw Executive Director (ED) is responsible for assessing all cases based on all available information. The Southpaw representative against whom an accusation has been made will be required to attend an interview with the ED and a member of the board - or a working group thereof including the DSL as appropriate - as early as possible. Southpaw representatives are entitled to be accompanied to this interview and minutes will be taken of the interview. The task of the ED and the board is to decide whether the representative should be allowed to continue to work with adults and children at risk on behalf of Southpaw and to agree and oversee an appropriate course of action in-keeping with the organisation's legal obligations whilst always prioritising the needs of vulnerable individuals.

In all cases where the accusation of abuse is found to be true, Southpaw will normally terminate employment of the individual. Lesser measures may be taken at the discretion of the ED or board and in-keeping with Southpaw terms and conditions of employment and or contract.  

In cases where the ED is the accused, the Artistic Director will act as lead.

11  Support

Consideration will be given to the kind of support that children, parents and members of staff may need. Use of helplines, support groups and open meetings will maintain an open culture and help the healing process.

The British Association for Counselling Directory is available from The British Association for Counselling, 1 Regent Place, Rugby CV21 2PJ, Tel: 01788 550899).

Consideration will be given to what kind of support may be appropriate for the alleged perpetrator.

12 Allegations of previous abuse

Allegations of abuse may be made some time after the event (e.g., by an adult who was abused as a child or about a member of staff who is still currently working with vulnerable adults).

Where such an allegation is made, Southpaw will follow the procedures detailed above and report the matter to the social services or the police. This is because other individuals may be at risk from this person. Anyone who has a previous criminal conviction for offences related to abuse is automatically excluded from working with children and vulnerable adults.

Policy Review

Southpaw is committed to reviewing this policy and procedures annually or when changes in legislation require it to be updated.

Reviewed 7 June 2024

Reviewed 19th July 2025

[1] https://www.gov.uk/government/publications/care-act-statutory-guidance/care-and-support-statutory-guidance

[2] For more specific definitions of abuse and neglect see appendix 1.

[3] https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/216900/Regulated-Activity-Adults-Dec-2012.pdf