Our Safeguarding Concerns Reporting Procedure

1. Purpose

Lambourn Junction CIC is committed to safeguarding all children, young people, and vulnerable adults who engage with our services. This procedure sets out clear steps for reporting, recording, and responding to safeguarding concerns, ensuring that they are dealt with promptly, fairly, and in line with statutory requirements.

2. Scope

This procedure applies to:

  • All Directors of the CIC
  • All staff, volunteers, and contractors
  • Any partner organisations working with Lambourn Junction CIC

3. Guiding Principles

  • Safety first: The welfare of the child, young person, or vulnerable adult is paramount.
  • Prompt action: All safeguarding concerns must be taken seriously and acted upon without delay.
  • Confidentiality: Information will only be shared on a “need to know” basis to protect those at risk.
  • Accountability: All safeguarding concerns and actions taken must be recorded accurately.
  • Partnership: We work in cooperation with statutory authorities, principally West Berkshire Council.

4. Roles and Responsibilities

  • Any Staff Member/Volunteer/Director: Responsible for raising safeguarding concerns without delay.
  • Directors of the CIC: First point of contact for safeguarding concerns; responsible for receiving and assessing initial information.
  • Designated Safeguarding Officer (DSO): Holds overall responsibility for safeguarding. Decides, in consultation with a Director, whether to escalate to statutory authorities. Maintains safeguarding records.
  • Statutory Authorities: West Berkshire Council’s safeguarding teams and, where relevant, the Police.

5. Reporting Procedure

Step 1 – Raising a Concern

  • Any safeguarding concern must be reported immediately to one of the Directors of Lambourn Junction CIC.
  • Concerns may relate to:
    • Suspected abuse or neglect
    • A disclosure by a child, young person, or vulnerable adult
    • Worrying behaviour by a colleague, volunteer, or partner
  • The person raising the concern must complete a Safeguarding Concern Record Form as soon as possible and within 24 hours.

Step 2 – Initial Response by Director

  • The Director receiving the concern will:
    • Listen carefully and take the matter seriously.
    • Ensure immediate safety if there is imminent risk of harm.
    • Make a preliminary assessment of the concern.
    • Pass the information without delay to the Designated Safeguarding Officer (DSO).

Step 3 – Review by Designated Safeguarding Officer

  • The DSO will:
    • Review all available information.
    • Decide whether the concern meets the threshold for referral.
    • Where appropriate, consult with West Berkshire Council’s safeguarding advice line.
    • Make a referral to West Berkshire Council Safeguarding Team or the Police if there is immediate danger.
  • The DSO will confirm in writing to the Director and record the referral.

Step 4 – External Reporting

  • If a referral is made, the DSO will:
    • Complete all required statutory forms.
    • Liaise with West Berkshire Council to ensure follow-up.
    • Keep a clear written record of all actions taken.

Step 5 – Recording and Confidentiality

  • A confidential safeguarding file will be maintained by the DSO.
  • All records must include dates, times, individuals involved, decisions made, and actions taken.
  • Records will be kept securely in line with data protection requirements.

6. Escalation

  • If a Director or the DSO feels a safeguarding concern is not being adequately addressed, they have a duty to escalate the concern directly to West Berkshire Council or the Police.
  • Concerns about the DSO must be raised directly with the Board of Directors, who will appoint an alternative officer to handle the case.

7. Whistleblowing

Any staff member, volunteer, or director who feels unable to raise a safeguarding concern through the normal procedure, or who believes their concern has not been acted upon, may contact:

  • West Berkshire Council Safeguarding Team directly
  • NSPCC Whistleblowing Helpline (0800 028 0285)

8. Review

This procedure will be reviewed annually by the Directors of Lambourn Junction CIC or sooner if there are changes in statutory safeguarding guidance.

Document Control

  • Policy approved on: 8 December 2022
  • Policy re-approved on: 28 November 2024
  • Next review date: 28 November 2025

Lambourn Junction Community Interest Company
The Blue House, Station Road, Lambourn, RG17 8PH
Company Number: 13305113

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