Risk Management Policy

Reuse Littleborough – Risk Management Policy

1. Introduction

Reuse Littleborough is committed to helping individuals and families in need by providing quality reused furniture, baby items, toys, and clothing. The charity also plays a vital environmental role by reducing landfill waste through reuse and recycling. This Risk Management Policy outlines the framework and processes by which Reuse Littleborough identifies, assesses, and manages risks to its people, assets, reputation, operations, and objectives.

2. Purpose

The purpose of this policy is to:

  • Ensure that risks are identified and managed proactively.
  • Protect the charity’s resources, beneficiaries, volunteers, and staff.
  • Support informed decision-making and improve resilience.
  • Ensure compliance with legal and regulatory obligations.

3. Scope

This policy applies to all aspects of Reuse Littleborough’s operations, including:

  • The furniture warehouse providing household items to those in need.
  • The charity shop selling used items, toys, and clothing.
  • The baby shop selling second-hand baby goods and accessories.
  • Volunteers, staff, trustees, suppliers, and service users.

4. Roles and Responsibilities

Trustees:

  • Hold overall responsibility for risk oversight and strategic risk management.
  • Review and approve the Risk Register at least annually.

Charity Manager / Coordinator:

  • Implement the risk management process and ensure all risks are monitored and reviewed regularly.
  • Report any emerging or critical risks to the Board of Trustees promptly.

Volunteers and Staff:

  • Identify and report operational risks and safety concerns.
  • Follow procedures and training designed to manage risk.

5. Key Risk Areas

5.1 Operational Risks

  • Health and Safety: Risks of accidents or injury in the warehouse and shops.
    • Controls: Regular risk assessments, manual handling training, safe storage, PAT testing, appropriate PPE.
  • Product Safety: Selling or donating unsafe or unsuitable items (e.g., baby items, electricals).
    • Controls: Quality checks, compliance with safety standards, up-to-date product recall information.
  • Volunteer Reliability and Training: Inadequate supervision or insufficient training.
    • Controls: Volunteer induction, role-specific training, safeguarding policy.

5.2 Financial Risks

  • Fraud and Misuse of Funds: Potential for financial mismanagement or fraud.
    • Controls: Segregation of duties, regular financial reviews, clear authorisation limits.
  • Income Variability: Changes in donation levels or shop sales.
    • Controls: Maintain reserves, diversify income streams, effective marketing.

5.3 Reputational Risks

  • Negative Publicity: Resulting from poor quality donations, complaints, or accidents.
    • Controls: Clear communication, feedback process, robust complaints handling policy.

5.4 Compliance Risks

  • Legal and Regulatory Compliance: Breach of charity regulations, GDPR, or trading laws.
    • Controls: Regular policy reviews, trustee training, data protection officer/lead.

5.5 Environmental Risks

  • Waste Management and Sustainability: Mishandling of unusable items.
    • Controls: Clear disposal policy, recycling partnerships, tracking waste reduction efforts.

6. Risk Assessment Process

Reuse Littleborough follows a five-step process to assess and manage risks:

  1. Identify risks – Through staff input, inspections, audits, and incident reports.
  2. Assess risks – Evaluate likelihood and impact using a risk matrix.
  3. Control risks – Implement preventive and mitigating measures.
  4. Review controls – Ensure they remain effective and proportionate.
  5. Record and monitor – Maintain a Risk Register reviewed quarterly.

7. Risk Register

A central Risk Register is maintained, listing all significant risks, their ratings, control measures, and action plans. It is updated by the Charity Manager and reviewed by trustees quarterly or following any incident.

8. Training and Awareness

All staff and volunteers will receive risk awareness training as part of their induction and regular refreshers. Training may include:

  • Health and safety procedures
  • Safe handling and lifting techniques
  • Data protection and safeguarding policies
  • Product safety checks

9. Policy Review

This Risk Management Policy will be reviewed annually or following significant changes in the charity’s operations or external environment. Updates will be approved by the Board of Trustees.

Approved by Board of Trustees: [Insert Date]
Next Review Date: [Insert Date]
Signed: ___________________________
Name & Role: Chair of Trustees