Safeguarding Policy
Morgan Wills & Estates Ltd is committed to safeguarding the welfare of all clients, particularly those who may be vulnerable due to age, disability, illness, or other factors. This policy outlines our approach to safeguarding and the measures we take to protect vulnerable individuals when providing will-writing services.
This policy is designed to ensure that vulnerable clients are protected from abuse, exploitation, and other forms of harm during the will-writing process.
Purpose
The purpose of this policy is to:
- Ensure that all employees, contractors, and associates understand their responsibilities in identifying and responding to safeguarding concerns.
- Provide guidance on how to handle situations where a client is suspected to be at risk of abuse, neglect, or exploitation.
- Outline the procedures to follow if safeguarding concerns arise.
Scope
This policy applies to all employees, contractors, associates, and anyone acting on behalf of Morgan Wills & Estates Ltd when interacting with clients in the course of providing will-writing services.
Definitions
Vulnerable Adult: A person aged 18 or over who is or may be in need of community care services by reason of mental or other disability, age, or illness, and who is or may be unable to take care of themselves or protect themselves against significant harm or exploitation.
Safeguarding: The process of protecting vulnerable individuals from abuse, neglect, or exploitation, ensuring their health and well-being.
Responsibilities
All Client-facing Staff: Must be aware of the signs of abuse, neglect, and exploitation. They must report any concerns to the designated safeguarding officer.
Designated Safeguarding Officer (DSO): The DSO is responsible for receiving safeguarding reports, assessing the situation, and taking appropriate action, including reporting to external agencies if necessary.
Disclosures and Barring Services (DBS)
It is recognised that whilst not foolproof, carrying out DBS checks on personnel will help protect any vulnerable clients from any potential fraud or abuse from members of staff. The policy for such checks will be as follows:
- Client facing staff (consultants) – a Basic DBS check will be carried out and will be renewed every 3 years.
- Administrative and Support Staff – no check is mandatory but is at the discretion of the Company, unless it is likely that they will see any potential vulnerable client on their own, in which case a basic DBS check should be carried out. Again, this will be renewed every 3 years.
Identifying Vulnerable Clients
Clients may be considered vulnerable if they:
- Are elderly, particularly those over 75 years of age.
- Have a disability or long-term illness.
- Suffer from mental health issues, including dementia or cognitive impairment.
- Are experiencing significant stress or trauma, such as the recent loss of a loved one.
- Have difficulty understanding the will-writing process or making informed decisions.
Safeguarding Measures
Client Assessment: During the initial consultation, staff should assess the client’s ability to understand and participate in the will-writing process. This includes evaluating their mental capacity and ensuring they are not under duress.
Confidentiality: All client information must be kept confidential. However, if there is a safeguarding concern, information may be shared with appropriate authorities following the procedures outlined in this policy.
Training: All staff must receive training on safeguarding principles, identifying vulnerable clients, and responding to safeguarding concerns.
Record Keeping: Accurate records of all interactions with clients must be maintained, particularly where there are concerns about vulnerability.
Reporting Safeguarding Concerns
If any staff member suspects that a client is at risk of harm, they must:
1. Immediately report their concerns to the Designated Safeguarding Officer, and ensure information is passed securely (encrypted or password protected).
2. Document the concerns, including details of the client, the nature of the concern, and any actions taken. Use the form in Appendix 1
3. Ensure that they have received an acknowledgement from the Designated Safeguarding Officer and have been provided with a unique identifying reference number in case there is a need to provide additional information or follow up at a later date.
Responding to Safeguarding Concerns
The Designated Safeguarding Officer will:
1. Acknowledge receipt to the person reporting and provide a unique identifying reference (do not include victims name) to them in case of need to provide additional information or carry out a follow up.
2. Not investigate the concern but carry out a Fact Find by speaking with the client and any relevant parties to assess the situation.
3. Decide on the appropriate course of action, which may include:
· Continuing to provide services with additional safeguards in place.
· Referring the client to appropriate support services.
· Reporting the concern to local adult safeguarding services or the police.
4. Record all decisions and actions taken in response to the safeguarding concern.
5. The Society of Will Writers should be informed if outside agencies are to be involved.
Confidentiality and Information Sharing
While safeguarding concerns must be reported, care should be taken to maintain confidentiality wherever possible. Information should only be shared with those who need to know to protect the client and in accordance with legal requirements.
Review of the Policy
This safeguarding policy will be reviewed every 3 years or sooner if there are changes in legislation, guidance, or circumstances that may impact the effectiveness of the policy.
Contact Information
Designated Safeguarding Officer: Fiona Morgan, fiona@morganwillsandtrusts.co.uk or 0114 399 5236
Local Adult Safeguarding Services in Sheffield: 0114 273 4908
Police (in emergencies): 999
See Appendix 2 for additional support contact information
Approval
This policy has been approved by Morgan Wills & Estates Ltd and is effective from 21st July 2025.
Signature
Name
Fiona Morgan
Position
Director
Date
21st July 2025
Appendix 1: Reporting form
Below is a template for a safeguarding concern reporting form tailored for will writers in the UK. This form can be used by staff to document and report any concerns about the safety and well-being of vulnerable clients. This can be adapted to suit specific company requirements.
Morgan Wills & Estates ltd Safeguarding Concern Reporting Form
Unique Identifying Reference: [completed by Designated Safeguarding Officer upon receipt]: ………………………………………….
Confidential
1. Reporter Details
Name of Person reporting the Concern
Position
Contact Details
– Telephone
Date of Report
2. Client Details
Clients Name
Clients Address
Clients Date of Birth
Clients Contact details
– Telephone
Any known Vulnerabilities (eg age, disability, mental health issues)
3. Details of the Safeguarding Concern
Date and Time of Incident/Concern
Location of Incident (if applicable)
Description of Concern (please provide as much detail as possible by answering the following questions)
– What was observed?
– What was said (by the client or others involved) – use their words?
– Any other relevant details including who else was present
Has the client expressed consent to report the Concern?
Yes/No/Not Applicable
If No, please provide reason
4. Actions Taken
Immediate Actions Taken (if any) e.g. Did you provide reassurance to the Client? Did you seek further information or clarify the situation? Have you informed the Police or Social Services? If so, please include any reference numbers.
Was the Designated Safeguarding Officer informed?
Yes/No
If yes, please record date and time of notification and name of person informed:
Date: ……………………………………
Time: …………………………………..
Any other Actions Taken
5. Further Information
Are there any other individuals involved or witnesses?
Yes/No
If yes, please provide names and contact details (use separate paper if insufficient space)
Has the Client previously been the subject of a Safeguarding Concern?
Yes/No/Don’t Know
Additional Information or Concerns or previous history
6. Designated Safeguarding Officer Use Only
Date and Time Report Received
Summary of Actions Taken by DSO
Outcome of Concerns (eg referral to safeguarding services, advice given to client, ongoing monitoring)
Is follow-up required?
Yes/No
If Yes, provide details of Follow-up Plan
DSO Name
DSO Signature
Date
7. Final Review and Closure
Date of Final Review
Has the Safeguarding Concern been resolved?
Yes/No
Final Comments
Reviewed by (Name and Position)
Signature
Date
Appendix 2: Additional Contacts
General
Society of Will Writers
Telephone:
Email:
Adults with Care and Support Needs
Age UK – a free confidential, national phone service for older people, their families and friends, carers and professionals. They have a team of expert advisers who give advice and information that is reliable and up to date.
Advice Line: 0800 678 1602 (8am – 7pm, 365 days a year)
www.ageuk.org.uk
Alzheimer’s Society – the UK’s leading dementia charity, campaigning for change, funding research and supporting people living with dementia
Dementia Contact support line: 0333 150 3456
www.alzheimers.org.uk
Dementia Friends – an initiative run by Alzheimer’s Society to change perceptions of dementia. It aims to transform the way the nation thinks, acts, and talks about the condition
Telephone 0300 222 5855
www.dementiafriends.org.uk
Hourglass – a nationwide charity working to protect and prevent the abuse of older adults with care and support needs
Helpline 0808 808 8141
www.wearehourglass.org
The Silver Line – confidential free helpline for older people across the UK, open 24/7, 365 days offering information, friendship and advice
Helpline 0800 4 70 80 90
www.thesilverline.org.uk
Bereavement
Cruse Bereavement Support – CruseChat available via website
Helpline: 0808 808 1677 (not 24 hour)
www.cruse.org.uk
Domestic Violence/Support
Karma Nirvana – supporting victims of honour-based abuse and forced marriage.
Helpline 0800 5999 247 (Monday to Friday 9am – 5pm)
www.karmanirvana.org.uk
Mankind Initiative – a helpline service for male victims of domestic abuse or domestic violence
Helpline 01823 334 244 (Monday to Friday 10am – 4pm)
www.mankind.org.uk
National Centre for Domestic Violence – gives information on housing, welfare, health and legal rights, refers women and children to refuges across the UK, makes referrals to temporary emergency accommodation and helps to get support from the police. Free 24-hour national domestic violence helpline
Helpline and referrals: 0800 970 2070
www.ncdv.org.uk
Refuge – provides accommodation and support for women and children experiencing domestic violence
Telephone 0207 395 7700
www.refuge.org.uk
Respect – information on national services for perpetrators of domestic violence
Helpline 0808 802 4040 (Monday to Friday 9am – 8pm)
Webchat respectphoneline.org.uk
Men’s Helpline 0808 801 0327 (Monday to Friday 9am – 8pm)
Webchat mensadviceline.org.uk
Hoarding
Help for Hoarders – online help for compulsive hoarders and their families
www.helpforhoarders.co.uk
Hoarding Disorders UK – expert advice and practical support for people affected by a hoarding disorder
Telephone 0330 133 2310
www,hoardingdisorderuk.org
Hoarding UK – supporting people impacted by hoarding behaviour
Telephone 0203 239 1600
www.hoardinguk.org
OCD Action – focussing on obsessive compulsive disorder
Helpline 0300 636 5478
www.ocdaction.org.uk
Language
Language Line – immediate interpreter provision in 100 languages (24-hour service)
Telephone 0800 169 2879
www.languageline.com/uk
Mental Health
Healthwatch – consumer champion in every borough, county and unitary area for users of health and social care and is part of every Safeguarding Adults Board. The national umbrella body is Healthwatch England which can provide local contact details
www.healthwatch.uk
Mind – national leading charity promoting understanding of mental health
Telephone 0208 519 2122
Infoline 0300 123 3393 (Monday to Friday 9am – 6pm)
www.mind.org.uk
NHS mental Health – help and support and general information and advice obtained vis NHS 111 service or the mental health section of the NHS website
Telephone 111 and select option 2
www.nhs.uk/mental-health
Samaritans – national free suicide helpline
Telephone 116 123 (24/7, 365 days)
www.samaritans.org
Other useful Contacts
Your Local Adult Safeguarding Board
Your Local Adult Social Services
Office of the Public Guardian
0300 456 0300
Email opg.safeguardingunit@publicguardian.gov.uk