Safeguarding policy

Approved by Board: 18th February 2026
Review Date: 10th February 2026
Policy Owner: CEO
Named Safeguarding Lead: Kirsten Mitchell

1. Purpose

Spoons is committed to safeguarding and promoting the welfare of children, young people and adults at risk.

We provide peer support, trauma informed family support and community engagement for families who have experienced neonatal care across Greater Manchester.

We recognise that many families we support may be experiencing trauma, mental health challenges, financial hardship, domestic abuse, bereavement or complex social circumstances.

Safeguarding is a shared responsibility across the organisation. This policy sets out how Spoons protects children, young people and adults at risk from harm and how concerns are identified, reported and escalated.

2. Scope

This policy applies to:

• Trustees
• Employees
• Volunteers and peer supporters
• Session facilitators
• Contractors
• Anyone representing Spoons

It applies to:

• Face to face support
• Home visits
• Community sessions
• Hospital based activity
• Online groups and digital engagement

Spoons does not deliver clinical or statutory services. Where safeguarding concerns arise, we escalate to the appropriate statutory agency.

3. Our Safeguarding Commitment

Spoons will:

• Create a culture where safeguarding is prioritised
• Ensure safe recruitment and appropriate DBS checks
• Provide safeguarding training appropriate to role
• Maintain clear reporting procedures
• Work in partnership with statutory services
• Maintain accurate records of concerns
• Report serious incidents to the Charity Commission
• Review safeguarding practice annually

4. Legal and Regulatory Framework

Spoons operates in line with:

• Working Together to Safeguard Children 2023
• Children Act 1989 and 2004
• Care Act 2014
• Mental Capacity Act 2005
• Equality Act 2010
• Charity Commission safeguarding guidance
• Greater Manchester multi agency safeguarding procedures

5. Roles and Responsibilities

Board of Trustees

The Board holds ultimate accountability for safeguarding governance.

Trustees will:

• Approve and review this policy annually
• Ensure adequate resources are allocated to safeguarding
• Receive an annual safeguarding report
• Ensure serious incidents are reported appropriately

CEO

The CEO is the accountable officer for safeguarding within Spoons.

The CEO will:

• Ensure safeguarding policy is implemented
• Ensure staff and volunteers are trained
• Oversee serious incident reporting
• Liaise with statutory agencies where required
• Inform the Chair of serious safeguarding matters

Named Safeguarding Lead (Aimee Loughlin)

The Named Safeguarding Lead is the first point of contact for safeguarding concerns.

They will:

• Provide advice and guidance to staff and volunteers
• Record safeguarding concerns
• Make referrals to Children’s Social Care, Adult Social Care or the Police
• Maintain confidential safeguarding records
•  Support staff following safeguarding incidents

A Deputy Safeguarding Lead will be appointed and trained to act in the absence of a Named Safeguarding Lead.

Board Safeguarding Lead (Khadijah Salim)

The Board Safeguarding Lead provides additional oversight and assurance to the Board regarding safeguarding practice.

They will:

• Provide challenge and scrutiny where required
• Meet periodically with the Named Safeguarding Lead
• Report safeguarding themes to the Board
• Support oversight of serious incident reporting

Staff and Volunteers

All staff and volunteers must:

• Complete safeguarding training appropriate to their role
• Be alert to signs of abuse, neglect or exploitation
• Maintain professional boundaries
• Report concerns immediately
• Never investigate safeguarding concerns themselves

6. Recognising Abuse and Neglect

Abuse may be:

• Physical
• Emotional
• Sexual
• Neglect
• Financial
• Domestic abuse
• Modern slavery
• Discriminatory abuse
• Self neglect

Families supported by Spoons may also present with:

• Perinatal mental health difficulties
• Trauma responses
• Complex grief
• Substance misuse
• Housing instability

Any concern that a child or adult is at risk of significant harm must be reported.

7. Responding to Safeguarding Concerns

If a person is in immediate danger call 999.

If a concern arises:

1. Listen calmly.
2. Do not promise confidentiality.
3. Do not investigate or question in depth.
4. Record the facts as soon as possible.
5. Report immediately to the Named Safeguarding Lead.

The Named Safeguarding Lead will decide whether to:

• Offer advice and monitor
• Refer to MASH
• Refer to Adult Social Care
• Contact the Police

All concerns will be recorded using the organisation’s safeguarding form which can me found on Breathe HR (Company Documents)

8. Managing Allegations Against Staff or Volunteers

If an allegation is made against a staff member or volunteer:

• The CEO must be informed immediately.
• The Board Safeguarding Lead will be informed of serious safeguarding matters.
• The Chair of Trustees must be informed if the allegation concerns the CEO.
• The Local Authority Designated Officer will be contacted where required.
• Appropriate suspension or risk management measures will be considered.

Spoons will act proportionately and fairly while prioritising safety.

Concerns about safeguarding practice or organisational culture may also be raised via the Whistleblowing Policy.

9. Safe Recruitment and DBS

Spoons will:

• Use safer recruitment practices
• Take up two references
• Verify identity and right to work
• Complete appropriate DBS checks

Any unexplained gaps in employment history will be explored.

Enhanced DBS checks with children’s barred list check are required for roles involving regular contact with children or families.

Volunteers must not begin unsupervised activity until DBS clearance is confirmed.

10. Safeguarding in Community and Online Settings

Community Settings

• Lone working procedures must be followed.
• Home visits require risk assessment.
• Volunteers must not transport service users unless authorised.

Online Groups

• Groups are moderated.
• Safeguarding disclosures online must be escalated in the same way as face to face disclosures.
• Volunteers must not engage in private messaging without transparency and oversight.
• Where appropriate, screenshots of online disclosures may be retained as part of safeguarding records.

11. Professional Boundaries

Staff and volunteers must not:

• Not provide clinical advice
• Not offer financial loans or personal gifts
• Not develop dual relationships

Not maintain private contact outside agreed boundaries

Boundaries protect families, volunteers and staff.

12. Record Keeping and Confidentiality

Safeguarding records will:

• Be factual and timely
• Be stored securely
• Be shared only on a need to know basis
• Comply with data protection legislation

Information may be shared without consent if a person is at risk of significant harm.

Information will be shared lawfully, proportionately and in line with statutory safeguarding guidance.

13. Serious Incident Reporting

Spoons will report serious safeguarding incidents to:

• The Charity Commission
• Relevant statutory agencies
• Funders where contractually required

A serious incident includes actual or alleged abuse involving staff or volunteers, systemic safeguarding failure, or significant reputational risk.

The Board will be notified of all serious safeguarding matters.

14. Low Level Concerns

Spoons encourages the reporting of low level concerns about staff or volunteer behaviour so that patterns can be identified early.

15. Training

• All staff and volunteers receive safeguarding training at induction.
• Refresher training occurs every year
• Named Safeguarding Leads receive enhanced training.

Training records are maintained centrally via Bluestone for staff and via the Volunteer Coordinator for volunteers.

16. Monitoring and Review

This policy will be reviewed annually or sooner if:

• Legislation changes
• Serious incident occurs
• Organisational structure changes

The Board receives an annual safeguarding report.

Appendix 1: Safeguarding Referral Contacts

Spoons maintains a separate operational document containing up to date contact details for:

• Children’s Social Care and MASH teams across Greater Manchester
• Adult Social Care
• Local Authority Designated Officer
• Out of hours emergency contacts

This document is reviewed annually and updated as required.

The Named Safeguarding Lead maintains the contact list.

The Board Safeguarding Lead provides periodic oversight to ensure safeguarding systems remain appropriate