Organisational Structure and Responsibilities

This policy outlines the organisational structure of Beyond Words CIC and defines the roles, responsibilities and professional expectations of everyone working within the organisation.

Clear leadership, accountability and teamwork enable Beyond Words to provide safe, consistent and high-quality services for autistic children and children with Special Educational Needs and Disabilities (SEND).

This policy has been developed in accordance with relevant UK legislation, statutory guidance and recognised good practice relating to employment, safeguarding and the governance of children's services, including:

• ✦Children Act 1989
• ✦Children Act 2004
• ✦Equality Act 2010
• ✦Health and Safety at Work etc. Act 1974
• ✦Working Together to Safeguard Children (2025)
• ✦SEND Code of Practice: 0,25 years (2015)
• ✦UK General Data Protection Regulation (UK GDPR)
• ✦Data Protection Act 2018

This policy should be read alongside the Governance Framework and other organisational policies that support the safe and effective delivery of Beyond Words services.

Beyond Words operates with a clear leadership structure that promotes consistency, accountability and effective communication.

Founder & Director

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Activity Leaders (Employees)

The Founder & Director has overall responsibility for the organisation. Activity Leaders work under the direction of the Founder & Director and are responsible for delivering high-quality support within their allocated roles and responsibilities.

As Beyond Words grows, additional roles may be introduced to meet the needs of the organisation while maintaining clear lines of accountability, effective communication and high standards of practice.

The Founder & Director provides the strategic, operational and professional leadership of Beyond Words.

Responsibilities include:

• ✦Establishing the vision, direction and values of the organisation

• ✦Planning, developing and overseeing services
• ✦Designing programmes, activities and timetables
• ✦Allocating staff roles, responsibilities and children
• ✦Leading the day-to-day operation of services
• ✦Providing induction, mentoring, guidance and professional development
• ✦Monitoring the quality and consistency of practice
• ✦Ensuring safeguarding remains a priority
• ✦Overseeing health and safety and risk management
• ✦Building positive relationships with families, schools and partner organisations
• ✦Reviewing policies, procedures and organisational performance
• ✦Ensuring compliance with relevant legislation, regulatory requirements and organisational governance
• ✦Supporting the continued development of Beyond Words

The Founder & Director works alongside Activity Leaders to model good practice, provide support and ensure children receive safe, meaningful and engaging experiences.

Activity Leaders are employees of Beyond Words who work under the guidance and leadership of the Founder & Director.

Each Activity Leader plays an important role in creating a positive, safe and inclusive environment where children are supported to participate, communicate, develop confidence and achieve meaningful outcomes.

Activity Leaders may be responsible for:

• ✦Leading planned activities
• ✦Supporting their allocated children throughout sessions
• ✦Implementing agreed communication, sensory and behaviour support strategies
• ✦Promoting independence, participation and emotional wellbeing
• ✦Encouraging positive relationships between children
• ✦Supporting children during routines, transitions and community activities
• ✦Maintaining children's safety and wellbeing
• ✦Sharing observations with the Founder & Director
• ✦Reporting concerns immediately
• ✦Maintaining accurate records where required by organisational procedures
• ✦Working collaboratively with colleagues
• ✦Contributing to the smooth running of each session

Activity Leaders remain accountable to the Founder & Director for carrying out their responsibilities safely, professionally and consistently.

Professional Development Beyond Words recognises that the quality of its services depends upon knowledgeable, caring and well-supported staff.

Wherever possible, Activity Leaders are recruited based on:

• ✦previous experience supporting autistic children or children with SEND
• ✦relevant professional skills and experience
• ✦shared values and commitment to inclusive practice; or
• ✦their potential to develop specialist knowledge under the guidance of the Founder & Director

All Activity Leaders receive appropriate induction into the values, expectations, policies and working practices of Beyond Words. Where required by their role, staff will complete mandatory training before working independently with children.

Professional development is an ongoing process and may include:

• ✦mentoring
• ✦modelling of good practice
• ✦in-house training
• ✦discussion of individual children's needs
• ✦feedback following observations
• ✦reflective practice
• ✦external training where appropriate; and
• ✦opportunities to further develop specialist SEND knowledge and skills

Beyond Words promotes a culture of continuous learning and professional growth.

Children are allocated to Activity Leaders to promote consistency, build positive relationships and support effective communication throughout each session.

Activity Leaders are expected to become familiar with each allocated child's:

• ✦communication methods
• ✦strengths and interests
• ✦sensory needs
• ✦regulation strategies
• ✦individual support approaches
• ✦medical or dietary information

• ✦risk management arrangements
• ✦personal outcomes
• ✦and any reasonable adjustments identified to support their safe and meaningful participation

While children may be allocated to individual Activity Leaders, all staff work together as one team and provide support wherever it is needed to maintain children's safety, wellbeing and participation.

Professionals Beyond Words values positive relationships with families and recognises that parents and carers know their children best.

The Founder & Director maintains regular communication with families regarding:

• ✦children's individual needs
• ✦support strategies
• ✦participation
• ✦wellbeing
• ✦progress
• ✦concerns where appropriate; and
• ✦organisational matters

Activity Leaders may also communicate with families where appropriate and under the guidance of the Founder & Director.

Beyond Words works collaboratively with schools, therapists, local authorities and other professionals where this supports positive outcomes for children and families. Information will be shared appropriately, lawfully and in accordance with the organisation's Data Protection and Confidentiality Policy.

Everyone working within Beyond Words is expected to:

• ✦act professionally and respectfully at all times
• ✦follow organisational policies and procedures

• ✦maintain confidentiality
• ✦maintain appropriate professional boundaries
• ✦safeguard children and report concerns promptly
• ✦work positively as part of a team
• ✦communicate openly and respectfully
• ✦contribute to a positive working environment
• ✦use agreed approaches consistently
• ✦maintain high standards of conduct; and
• ✦represent Beyond Words professionally
• ✦act honestly, with integrity and in the best interests of children at all times

Staff are expected to seek advice whenever they are unsure and to work within the limits of their role and competence.

Clear accountability supports safe and effective practice.

The Founder & Director retains overall responsibility for the leadership, governance and quality of Beyond Words.

Activity Leaders are responsible for carrying out their allocated duties to a high professional standard and for reporting any concerns, incidents or safeguarding matters without delay.

Everyone working within Beyond Words contributes to maintaining a culture of professionalism, accountability and continuous improvement.

Everyone has a responsibility to raise concerns where practice falls below expected standards or where the safety or wellbeing of a child may be at risk.

The Founder & Director will monitor the implementation of this policy through:

• ✦observation of practice
• ✦staff mentoring and supervision
• ✦feedback from families and professionals
• ✦review of incidents and concerns
• ✦reflective discussions
• ✦review of compliments, feedback and examples of good practice

• ✦evaluation of service delivery; and
• ✦annual policy review

Where improvements are identified, appropriate support, training or changes to practice will be implemented.

This policy should be read alongside:

• ✦BW-GOV-001 , Governance Framework
• ✦BW-FRM-001 , Philosophy, Vision & Values
• ✦BW-SAFE-001 , Safeguarding & Child Protection Policy
• ✦BW-HS-001 , Health & Safety Policy
• ✦BW-COC-001 , Staff Code of Conduct
• ✦BW-DP-001 , Data Protection & Confidentiality Policy
• ✦BW-EQ-001 , Equality, Diversity & Inclusion Policy
• ✦BW-RA-001 , Risk Assessment Policy