Standard Operating Procedure: Volunteer Duties for Friday Prayer

Organisation: Greenwich Peninsula Islamic Centre

Effective Date: 20 June 2025

Version: 3.1

Purpose

This document outlines the standard procedures for volunteers assisting with crowd management and service support during Friday prayers. Its goal is to ensure a safe, orderly, and respectful environment for all attendees and to provide volunteers with a clear and comprehensive guide for their duties.

1. Professional and Welcoming Conduct

As a volunteer, you are a representative of the Centre. Your conduct is a reflection of our community's values. Senior Volunteers can be identified by their blue high-visibility vests.

  • Maintain a positive and helpful attitude at all times.

  • Greet all attendees with a smile and offer assistance as needed.

  • Actively listen to any concerns and direct them to a Senior Volunteer.

  • Maintain a professional demeanour and dress in a respectful and modest manner.

  • Avoid personal conversations or distractions while on duty.

2. Crowd Management Procedures

To ensure a smooth flow of attendees, volunteers must adhere to the prayer schedule and crowd control protocols.

  • The Centre holds two Friday prayer sessions.

    • First Session: Khutbah (Sermon) begins at 1:15 PM.

    • Second Session: Khutbah (Sermon) begins at 1:40 PM.

  • If the main prayer hall reaches maximum capacity during the first session, volunteers must close the main doors.

  • Upon closing the doors, politely inform arriving attendees that the first prayer is full and direct them to the library area to wait for the second session. This keeps the entrance clear and safe.

 3. Friday Prayer Procedures List

Setup (Arrival at 12:30 PM)

  • Lay out prayer mats and chairs neatly.

  • Set up the room divider for men's and women's sections.

  • Ensure shoe racks are ready and accessible at the entrance.

  • Set up and test the sound system and speaker.

  • Put up all necessary signs (e.g., "Silence Please," "Exit").

  • Check that bathrooms are clean and stocked with supplies.

  • Remove any tables and chairs from the main community space.

Teardown (Departure around 2:45 PM)

  • Store all prayer mats and chairs properly in the designated storage area.

  • Take down and store the room divider.

  • Tidy the shoe rack area and clear any obstructions.

  • Turn off and store the sound system and speaker.

  • Take down and store all signs.

  • Perform a final check of the bathrooms to ensure they are tidy.

  • Return tables and chairs to the community space for other activities.

 

4. Assistance for Attendees with Health Conditions

 

Be mindful of attendees who may have difficulty standing, bowing, or prostrating. A small, designated section with chairs should be provided for their comfort and easy access.

 

5. Role of the Prayer Service Coordinator

 

This volunteer supports the Imam to ensure the service runs smoothly.

  • Assist with any pre-sermon announcements.

  • Operate the sound system to ensure clear audio throughout the service.

  • Remain near the front to assist the Imam or attendees with urgent questions.

 

6. Role of the Contactless Donations Assistant

 

This volunteer oversees the contactless donation screen to facilitate contributions.

  • Position yourself near the device to be visible and available.

  • Greet potential donors warmly and thank them for considering a donation.

  • Be prepared to explain how the device works in simple terms.

  • Guide users through the prompts if they need help, without handling their payment card.

  • Thank every donor for their generosity.

  • Report any technical issues immediately to a Senior Volunteer.

 

Safety & Emergency Protocols

 

 

7. Emergency Procedures

 

In an emergency, your calm and swift action is vital.

  • Medical Emergency: Immediately notify a Senior Volunteer, who will assess the situation and call emergency services if needed. Clear a path for paramedics.

  • Evacuation: In the event of a fire alarm or other evacuation order, follow the instructions of Senior Volunteers. Calmly guide attendees to the nearest emergency exit and direct them to the assembly point at [e.g., the park across the street].

  • Know Your Environment: Before your shift, familiarise yourself with the location of all emergency exits, fire extinguishers, and the first aid kit by consulting the map in Section 9.

 

8. Emergency Contact Information

 

  • Emergency Services (Police, Fire, Ambulance): 999

  • Centre Main Office: [Insert Centre's phone number]

  • Senior Volunteer Coordinator (Name): [Insert Coordinator's mobile number]

  • Centre Manager (Name): [Insert Manager's mobile number]

 

9. Map of Prayer Area

 

[Map Placeholder: A clear, detailed, and well-labelled Master Floor Plan of the ground floor. This map is the primary safety and operational plan and MUST include:]

  • All Entrances and Exits

  • All Emergency Exits (clearly marked in red)

  • Main Prayer Hall (showing Men's and Women's sections)

  • Library / Overflow Waiting Area

  • Location of the First Aid Kit (marked with a green cross)

  • Locations of all Fire Extinguishers (marked with a red 'F' icon)

  • Designated area for chairs (for attendees with health conditions)

  • The external Emergency Assembly Point

 

Operational Guidelines

 

 

10. Lost and Found

 

  • Collect any items left behind after each prayer session.

  • Log each item in the Lost and Found binder, noting its description and where it was found.

  • Store items safely in the designated cabinet in the main office.

  • Direct anyone looking for lost items to a Senior Volunteer.

 

11. Communication Protocols

 

  • Use clear, respectful, and calm language at all times, even in challenging situations.

  • Direct specific questions (e.g., about Islamic jurisprudence) to the Imam. Direct operational concerns to the appropriate Senior Volunteer.

  • If you're unsure who to ask, find any Senior Volunteer for guidance.

 

12. Feedback and Improvement

 

  • We value your input. You can provide feedback anonymously through our online form at [Insert link to feedback form].

  • We also hold monthly volunteer meetings to discuss feedback and make improvements.

 

13. Volunteer Scheduling and Attendance

 

  • Check-in Process: Upon arrival, report to the Welcome Desk in the main lobby to sign in and receive your assignment.

  • Role Assignments: Your specific duties for the day will be confirmed during check-in.

  • Backup Procedures: If you are unable to make your shift, please notify the Coordinator by 10 AM on Friday via the volunteer WhatsApp group. If a volunteer does not show up, the Coordinator will re-assign duties.

  • Minimum Staffing: A minimum of 6 volunteers is required for safe operations.

 

14. Safety and Security Protocols

 

  • Capacity Limits: The maximum capacity for the main prayer hall is 250 attendees.

  • Suspicious Activity: Be vigilant. Report any unattended bags or individuals asking unusual questions about security to a Senior Volunteer immediately. Do not confront anyone directly. Follow the "See Something, Say Something" principle.

  • Child Safety: Children should be supervised by their parents. If you find an unaccompanied minor who appears lost or distressed, please stay with them and alert a Senior Volunteer.

 

15. Equipment Operation Guidelines

 

  • Sound System Setup:

    1. Plug the main speaker into the wall socket.

    2. Connect the microphone cable to 'Input 1'.

    3. Turn the 'Master Volume' dial halfway.

    4. Switch the power 'On' and test the microphone.

    [Image Placeholder: A close-up, labelled photograph of the sound system's control panel, indicating the 'Power' switch, 'Input 1' socket, and 'Master Volume' dial.]

  • Donation Device Troubleshooting: If the screen is frozen or a payment fails, attempt a simple restart. If the issue persists, place the "Temporarily Out of Order" sign on the device and report it to a Senior Volunteer.

    [Image Placeholder: A photograph of the contactless donation device, showing the main welcome screen and the card-tap area.]

 

16. Cultural Sensitivity and Inclusivity

 

  • Greeting Protocols: A universal greeting like "Hello" or "Welcome" is appropriate for all.

  • Visitor Orientation: For first-time visitors, including non-Muslims, politely explain the prayer format, the separate spaces for men and women, and where they may observe respectfully.

  • Accessibility: Proactively offer assistance to attendees with disabilities, asking how you can best support them.

 

17. Post-Prayer Responsibilities

 

  • Attendance Counting: The volunteer at the main entrance should use a hand-held clicker to get an approximate attendance number for each session. Report the numbers to the Coordinator before leaving.

  • Incident Reporting: Any safety incidents, major complaints, or emergencies must be documented on an Incident Report Form (located in the main office) before you leave.

  • Security Check: The last Senior Volunteer to leave must perform a final walkthrough of the premises to ensure all windows are closed, lights are off, and doors are securely locked.

 

A Final Word of Thanks

 

Your time, effort, and positive attitude are the backbone of a successful Friday prayer service. We deeply appreciate your commitment to serving the community and helping create a welcoming and safe space for all. Thank you for your invaluable contribution.