Safeguarding Policy

Martin Gray Football Academy

Safeguarding Policy and Procedures


  1. Introduction

MGFA makes a positive contribution to a strong and safe community and recognises the right of every individual to stay safe.


MGFA comes into contact with children and / or vulnerable adults through the following activities:


  • In-School football coaching
  • Mentoring


The types of contact with children and / or vulnerable adults will be regulated. This depends on the contract with the School but will often be weekly sessions.


This policy seeks to ensure that MGFA undertakes its responsibilities with regard to protection of children and / or vulnerable adults and will respond to concerns appropriately. The policy establishes a framework to support paid and unpaid staff in their practices and clarifies MGFA’s expectations.


  1. Legislation

This policy has been drawn up on the basis of law and guidance that seeks to protect children, namely:


  • Children Act 1989
  • United Convention of the Rights of the Child 1991
  • Data Protection Act 1998
  • Sexual Offences Act 2003
  • Children Act 2004
  • Protection of Freedoms Act 2012
  • Relevant government guidance on safeguarding children




  1. Definitions




This is about embedding practices throughout the organisation to ensure the protection of children and / or vulnerable adults wherever possible. Child and adult protection is about responding to circumstances that arise.




This is a selfish act of oppression and injustice, exploitation and manipulation of power by those in a position of authority. This can be caused by those inflicting harm or those who fail to act to prevent harm. Abuse is not restricted to any socio-economic group, gender or culture.


It can take a number of forms, including the following:


  • Physical abuse
  • Sexual abuse
  • Emotional abuse
  • Bullying
  • Neglect
  • Financial (or material) abuse




A child is a person under the age of 18 (as defined in the United Nations convention on the Rights of a Child).


Vulnerable adult


A vulnerable adult is a person aged 18 years or over who may be unable to take care of themselves or protect themselves from harm or from being exploited.


This may include a person who:


  • Is elderly and frail
  • Has a mental illness including dementia
  • Has a physical or sensory disability
  • Has a learning disability
  • Has a severe physical illness
  • Is a substance misuser
  • Is homeless


  1. Responsibilities

All staff have responsibility to follow the guidance laid out in this policy and related policies, and to pass on any welfare concerns using the required procedures.


We expect all staff to promote good practice by being an excellent role model, contribute to discussions about safeguarding and to positively involve people in developing safe practices.


Additional specific responsibilities


The Designated Senior Manager /lead officer is Graham Hodgson. This person’s responsibilities are:


  • To ensure this policy is in place and appropriate
  • Ensure this policy is accessible
  • Ensure this policy is implemented
  • Ensure this policy is monitored and reviewed
  • Ensure sufficient resources (time and money) are allocated to ensure that the policy can be effectively implemented
  • Promoting the welfare of children and vulnerable adults
  • Ensure staff have access to appropriate training/information 
  • Receive staff concerns about safeguarding and respond to all seriously, swiftly and appropriately
  • Keep up to date with local arrangements for safeguarding and DBS
  • Develop and maintain effective links with relevant agencies
  • Take forward concerns about responses



  1. Implementation stages

The scope of this Safeguarding Policy is broad ranging and in practice, it will be implemented via a range of policies and procedures within the organisation. These include: (insert list)


Safe recruitment

MGFA ensures safe recruitment through the following processes:


  • Providing the following safeguarding statement in recruitment adverts or application details –‘recruitment is done in line with safe recruitment practices.’
  • Job or role descriptions for all roles involving contact with children and / or vulnerable adults will contain reference to safeguarding responsibilities.
  • There are person specifications for roles which contain a statement on core competency with regard to child/ vulnerable adult protection/ safeguarding
  • Shortlisting is based on formal application processes/forms and not on provision of CVs
  • Interviews are conducted according to equal opportunity principles and interview questions are based on the relevant job description and person specification
  • DBS checks will be conducted for specific roles for all staff working with children and vulnerable adults. Portable/ carry over DBS checks from another employer will not be deemed to be sufficient. It is a criminal offence for individuals barred by the ISA to work or apply to work with children or vulnerable adults in a wide range of posts.
  • No formal job offers are made until after checks for suitability are completed (including DBS and 2 references).



Criminal Bureau Records Gap Management


The organisation commits resources to providing Criminal Records Bureau check on staff whose roles involve contact with children and /or vulnerable adults.


In addition to checks on recruitment for roles involving contact with children/ vulnerable adults, for established staff the following processes are in place:

  • A 3 year rolling programme of re-checking DBS’s is in place for holders of all identified posts.
  • Existing staff who transfer from a role which does not require a DBS check to one which involves contact with children / vulnerable adults will be subject to a DBS check.


  1. Communications training and support for staff

MGFA commits resources for induction, training of staff, effective communications and support mechanisms in relation to:




Induction will include:


  • Discussion of the Safeguarding Policy (and confirmation of understanding)
  • Discussion of other relevant policies
  • Ensure familiarity with reporting processes, the roles of line manager and

Designated Senior Manager (and who acts in their absence)

  • Initial training on safeguarding including: safe working practices, safe recruitment, understanding child protection and the alerter guide for adult safeguarding 




All staff who, through their role, are in contact with children and /or vulnerable adults will have access to safeguarding training at an appropriate level.


Communications and discussion of safeguarding issues


Commitment to the following communication methods will ensure effective communication of safeguarding issues and practice:


  • Team meetings
  • One to one meetings


  1. Professional boundaries

Professional boundaries are what define the limits of a relationship between a support worker and a client. They are a set of standards we agree to uphold that allows this necessary and often close relationship to exist while ensuring the correct detachment is kept in place.


MGFA expects staff to protect the professional integrity of themselves and the organisation. 


The following professional boundaries must be adhered to:


  • MGFA does not allow paid or unpaid staff to give gifts to or receive gifts from clients. However gifts may be provided by the organisation as part of a planned activity.
  • Personal relationships between a member of staff and a client who is a current service user is prohibited. This includes relationships through social networking sites such as facebook, twitter, Instagram and other sites in this vein.
  • It is also prohibited to enter into a personal relationship with a person who has been a service user over the past 12 months.


  • Staff must not accept responsibility for any valuables on behalf of a client.
  • If the professional boundaries and/or policies are breached this could result in disciplinary procedures or enactment of the allegation management procedures.


  1. Reporting

Due to the nature of business of MGFA and the fact that we work with multiple schools and organisations the safeguarding policy of each school will be adopted and adhered to by the company.


Any staff wishing to report a concern or potential issue must report it to Graham Hodgson.


It is Graham’s responsibility to then report the issue to the relevant person/people within the school in question.


Should a concern arise around a a child or children within MGFA programmes the following process will be used:


Communicate your concerns with your immediate manager


Seek medical attention for the vulnerable person if needed


Discuss with parents of child

Or with vulnerable person.

Obtain permission to make referral if safe and appropriate


If needed seek advice from the Children and Families helpdesk or Adults helpdesk


Complete the Local Authority Safeguarding Vulnerable Groups Incident Report Form if required and submit to the local authority within 24 hours of making a contact


Ensure that feedback from the Local Authority is received and their response recorded



  1. Allegations Management

MGFA recognises its duty to report concerns or allegations against its staff within the organisation or by a professional from another organisation.


The process for raising and dealing with allegations is as follows:


First step: Any member of staff from MGFA is required to report any concerns in the first instance to their line manager. A written record of the concern will be completed by the Line manager/Safeguarding officer.


Second step: contact Local Authority for advice. Childrens Access Point on 01325 406222, or out of hours on 08702 402994


Third step:  follow the advice provided


MGFA recognises its legal duty to report any concerns about unsafe practice by any of its staff to the Independent Safeguarding Authority (ISA), according to the ISA referral guidance document



  1. Monitoring

The organisation will monitor the following Safeguarding aspects:


  • Safe recruitment practices
  • DBS checks undertaken
  • References applied for new staff
  • Records made and kept of supervision sessions
  • Training – register/ record of staff training on child/ vulnerable adult protection
  • Monitoring whether concerns are being reported and actioned
  • Checking that policies are up to date and relevant
  • Reviewing the current reporting procedure in place
  • Presence and action of Designated senior manager responsible for Safeguarding is in post


  1. Managing information

Information will be gathered, recorded and stored in accordance with the following policies:


  • Data Protection Policy
  • Confidentiality Policy


All staff must be aware that they have a professional duty to share information with other agencies in order to safeguard children and vulnerable adults. The public interest in safeguarding children and vulnerable adults may override confidentiality interests. However, information will be shared on a need to know basis only, as judged by the Designated Senior Manager.


All staff must be aware that they cannot promise service users or their families/ carers that they will keep secrets.


  1. Reviewing the policy

This policy will be reviewed by Graham Hodgson (Executive Director of Operations) every two years and when there are changes in legislation.