We have standard rules and operating procedures which are intended to ensure that all employees are aware of their responsibilities in relation to working methods and the recording of changes to information.

It is an important requirement that you familiarise yourself with and comply with these procedures at all times.

Personal details

At the commencement of your employment you will have provided us with various personal details. You must notify the Organisation immediately of any change, e.g. name, address, telephone number, next of kin etc.

It is in your interest to notify us of any such changes promptly. The Organisation will not be responsible for any issues arising out of your failure to notify changes in your personal details.

Training

It is of paramount importance that all our staff are fully trained in order to ensure that they provide the best possible service to our residents and are able to fulfil their duties in a safe and legally compliant manner.

It is therefore a requirement of your role that you undertake training when instructed to do so by your line manager.

Wherever possible, training will be arranged for times when you are expected to be working. However, there may be circumstances which dictate that training needs to be arranged to take place when you would not ordinarily work. In these circumstances you will be expected to attend the training.

Training, which may be mandatory, can include, but is not limited to:

- Fire
- Health & Safety
- Safeguarding
- Manual Handling

This list is clearly not exhaustive.

The Organisation will ensure that reasonable provisions are made for all staff to undertake training however, any refusal or failure to undertake training when instructed to do so will be a considered to be a Gross Misconduct offence and could leave you liable to summary dismissal.

If you allow any training or certifications to lapse or fail to renew then you may not be able to be allowed to work and will be sent home without pay.

Additional employment

It is envisaged that you will devote the whole of your time and attention during your hours of work to our business. You must not, whether directly or indirectly, undertake any other duties during your hours of work without express permission from a member of management.

In addition, if you plan to take up additional employment outside of your normal working hours, you must discuss the nature of the additional employment with your line manager and obtain written permission from them before commencing any additional employment, or holding any office whether paid, unpaid or otherwise.

Where permission is given, you should be aware that we reserve the right to retract any such permission subsequently. This may be for any reason, including but not limited to circumstances where your additional employment is believed to be contravening any aspect of the Working Time Regulations 1998 or where it is believed to be detrimental to the running of our business.

If you are an Employee who has no set hours, there is no obligation to obtain written permission from the Company to take up additional employment outside of your working hours.

Under no circumstances will you be permitted to work in competition with ourselves.

In addition, you are not permitted to engage in any additional duties for any resident or their relatives, customer or supplier whether current or potential for your own personal gains, unless you have prior written authorisation from your line manager.

You should note that any breaches of the above provisions may be considered as gross misconduct in line with the disciplinary rules and procedures and may lead to your dismissal without notice.

Buying and selling of goods and services
You are not permitted to buy and sell goods and/or services on your own behalf on our premises, or premises belonging to residents, customers or suppliers, whether current or potential during working hours unless pre-authorised in writing by a member of management.

Behaviour outside of work

Whilst we do not seek to impose any particular restrictions on your behaviour outside of working hours, particularly as this is your own time to do with as you please, you should however be aware that we do see your activities outside of work as an issue if such activities adversely affect the operations of our business or its reputation.

As such, any actions outside of work which do all or any of the following may result in disciplinary action being taken:

- Bringing our business into disrepute.
- Adverse publicity.
- Actions that result in loss of faith in the business by third parties.
- Actions that result in loss of faith in the integrity of the individual (this includes harassment, bullying and any other inappropriate behaviour).

The detriment or potential detriment suffered will determine the level of misconduct and the most suitable disciplinary outcome considering the circumstances. However, you should be aware that in

severe cases, your employment could be terminated without notice on the grounds of gross misconduct if circumstances warrant it.

Criminal Convictions and DBS Checks

As we are involved in the regulated activity of undertaking work with vulnerable adults you should be aware that, if applicable to your role, it is a condition of your employment that you maintain a satisfactory criminal record. At the commencement of your employment and at periodical intervals thereafter a copy of your criminal record will be obtained, ordinarily from the Disclosure and Barring Service.
Please be aware we are exempt from the Rehabilitation of Offenders Act 1974 and therefore will require you to disclose spent convictions alongside unspent convictions.

It is a condition of your employment that you co-operate fully with our need to undertake regular checks of this nature. If you fail to comply, you should be aware that your employment may be terminated for gross misconduct.
If you are arrested, charged or convicted (including cautioned) for any criminal offence, you must let your line manager know immediately. Failure to do so will be seen as a disciplinary offence, where sanctions may include anything up to and including dismissal without notice for gross misconduct.

Where a criminal conviction of a serious nature is disclosed, it may result in your dismissal.

Handling of Disclosure Information

Disclosure and Barring Service (DBS) checks will be used to help assess the suitability of relevant job applicants.
The Organisation complies fully with the DBS Code of Practice regarding the correct handling, use, storage, retention and disposal of information obtained via a DBS check.

The Organisation also complies fully with its obligations under the Data Protection Act and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of DBS check information and has a written policy on these matters as detailed below:

Storage And Access

Disclosure information is kept securely, in a lockable, non-portable, storage container with access strictly controlled and limited to those who are entitled to see it as part of their duties.

Handling

DBS check information is only passed to those who are authorised to receive it in the course of their duties. The Organisation maintains a record of all those to whom DBS checks or DBS check information has been revealed and recognises that it is a criminal offence to pass this information to anyone who is not entitled to receive it.

Usage

DBS check information is only used for the specific purpose for which it was requested and for that for which you have given your full consent.

Retention

Once a recruitment decision has been made, the Organisation does not keep DBS check information for any longer than is absolutely necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep DBS check information for longer than six months, the Organisation will give full consideration to your Data Protection and Human Rights before doing so. Throughout this time, the usual conditions regarding safe storage and strictly controlled access will prevail.

Disposal

Once the retention period has elapsed, the Organisation will ensure that any DBS check information is immediately suitably destroyed by secure means, i.e. by shredding, pulping or burning. While awaiting destruction, DBS check information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). The Organisation will not keep any photocopy or other image of the DBS check or any copy or representation of the contents of a DBS check.

However, notwithstanding the above, the Organisation may keep a record of the date of issue of a DBS check, your name, the type of DBS check requested, the position for which the DBS check was requested, the unique reference number of the DBS check and the details of the recruitment decision taken.

The consistent application and effectiveness of the policy will be regularly reviewed and overall responsibility for its implementation rests with the Chief Executive/Company Secretary.

If you consider that you have any grounds for dispute or complaint regarding the handling of DBS check information you should raise the issue directly with the Chief Executive/Company Secretary.

Standards of dress

Uniform

As part of your work activities, you may be required to wear a prescribed uniform. This will need to be laundered by you.
You should take care of any uniform items issued to you, as failure to do so may render you liable for disciplinary action. In addition, you should be aware that we reserve the right to make a deduction from any monies owing to you for any damaged or unreturned uniform.

You should ensure that you wear your uniform at all appropriate times. Failure to do so may render you liable for disciplinary action. In addition, your failure to attend work without the appropriate uniform attire may render you unable to work. In this circumstance, you will not be in a position to complete your duties and accordingly you will not be paid for the hours you are unable to work.

Dress Code

We expect you to wear dress appropriate to the job that you are doing. Sensible non-slip soled footwear must be worn at all times for health and safety reasons.

It is not permitted to wear jewellery, scarves or neckties for safety reasons.

Remember that your image is part of the image that we portray. Therefore, it is imperative that standards of dress are maintained.

Failure to adhere to this dress code policy may be deemed to be a disciplinary matter.

Personal Protective Equipment (PPE)

PPE may be issued to you in order to ensure the safe performance of your duties. This may include for example, things like gloves, aprons, masks etc.

Where PPE has been issued to you, it is imperative that you wear this as ultimately it has been issued to you for your own protection.

You should ensure that you take good care of your PPE and look after it. Failure to do so may result in disciplinary action and/or a deduction from your wages.

If your PPE becomes damaged at any point, please report this straight away to the Health and Safety Manager so that this can be replaced immediately.

You should be aware that failure to use the issued PPE will be regarded as a contravention of the Health and Safety at Work Act 1974 and appropriate disciplinary action will be taken against you, up to and including dismissal without notice on grounds of gross misconduct if circumstances warrant it.

Property Belonging to the Organisation

As part of your functions, you may be given access to and be permitted to make use of certain property belonging to us. Where this is the case, you are not permitted to use such property for any purpose other than its intended use and for which you have been given authorisation.

However, you should be aware that such property remains the property of the Organisation. Whilst in your possession and when you are using any such property, you are expected to take good care of the items. Failure to do so may render you liable to disciplinary action and/or accountable by deduction from your wages for any loss suffered in consequence, including but not limited to the cost of replacement property.

Furthermore, unless authorised to the contrary, no business property should be removed from our premises.

You must notify a member of management straight away when you become aware of any damage to our property.

Upon termination of your employment for whatever reason, or upon any other request, you must return immediately to us, any property belonging to the business.

Lost property

If you find any items of lost property they should be handed to a member of management as soon as possible.

Telephone calls

Personal telephone calls on business telephones are strictly prohibited and only allowed in the case of an emergency and with the prior authorisation of management.

Personal mobile phones

Due to the nature of the work environment, personal mobile phones must not be used to make or receive personal calls/texts on Organisation premises under any circumstances. Where you bring a mobile phone onto the premises, this should be switched off prior to entering the building to avoid any potential problem with Organisation equipment.

However, there may be occasions when you are permitted to use your personal mobile phone at work solely for work related purposes. In this event you must seek and be given specific management authorisation to do so.

In the event of an emergency, you are instructed to use an Organisation telephone. If you are to be contacted whilst on duty, this should be via the Organisation’s main telephone number.

You are not permitted in any circumstance to use your personal mobile phone for the taking, recording or sharing of images whilst on Organisation promises or during the course of your employment.

Unauthorised use of a personal mobile phone during working hours will result in a disciplinary warning or dismissal, depending on the circumstances.

Anti-Harassment

You must be aware that certain operations able to be performed on smartphones may breach Organisation rules and procedures. You must understand that the sending of text messages or the sending of digital images that are or could be deemed offensive is strictly prohibited.

The photographing or filming of fellow employees, residents, visitors or any member of the public without their prior clear consent may breach an individual’s right to privacy and could in certain circumstances constitute harassment.

It is against the principles of this Organisation for any person to be harassed in such way, and will not be tolerated. Any instance that comes to the Organisation's attention will be investigated. Should anyone be found to have used a mobile phone, phablet or other electronic device in such a way they will be subject to the Disciplinary Procedure, which could include dismissal.

If you feel that you have been a victim of this form of harassment, you should bring this to the attention of management immediately.

Business mobile phones

Where a mobile phone has been issued, it is for business use only and at all times will remain the property of the Organisation.

A mobile phone is provided primarily to enable you to do your job – i.e. to keep the Organisation informed at the earliest opportunity of matters, which it needs to know and to be similarly contactable by the Organisation, or to contact customers or clients when you are working away from your base.

Therefore, it is your responsibility to ensure that the mobile phone is kept charged and switched on while you are on duty.

If you have been issued with a mobile phone, you are responsible for the safekeeping and condition of the mobile phone at all times. You will be responsible for any cost of repair or replacement other than fair wear and tear. The Organisation will arrange for any repair or replacement. In the event that the mobile phone is lost/stolen, the Organisation must be notified immediately in order to cancel the number.

You agree that upon termination of your employment, should you not return your mobile phone or should your mobile phone be returned in an unsatisfactory condition, the cost of replacement or a proportionate amount of this, as decided by the Organisation, will be deducted from any final monies owing to you, or you will otherwise reimburse the Organisation.

You are not permitted in any circumstance to use your Organisation mobile phone for the taking, recording or sharing of images whilst on Organisation premises or during the course of your employment without management authority.

Using Mobile Telephones While Driving

You must ensure that you have proper control of a vehicle that you are driving at all times.

It is an offence to use hand-held mobile phones whilst driving. You will be liable for prosecution if you are holding a mobile phone and any other type of hand-held device to send or receive any sort of data, be it voice, text or pictorial image.

You are regarded to be driving if you are in charge of a vehicle with its engine running on a public road, even if the vehicle is stationary. It is therefore strictly forbidden for you to use hand-held mobile phones whilst driving.

A mobile phone may only be used where there is an in-coming call or an out-going voice activated call through a hands-free device that is activated without a need to hold the phone at any time, in which case the call should be kept to the shortest possible time and only to effect essential communications. When you need to operate the mobile phone or make or deal with a call through a caller’s hands-free device for longer than receiving or giving a short communication, before doing so you must stop and park the vehicle where it is safe and lawful to do so and with the engine switched off. Whilst driving, you must not use the text message facility on the mobile phone, or if available through such a phone, an image facility or Internet access.

All convictions for driving offences, any driving endorsements and any fines incurred must be reported immediately. You are personally responsible for the payment of any fine or fixed penalty incurred whilst in charge of the vehicle.

You should note carefully that a breach of the Organisation’s rule on the use of a mobile phone whilst driving will render you liable to action under the Disciplinary Procedure, up to and including dismissal for gross misconduct, dependent upon the circumstances.

Contact of friends and relatives

Friends and relatives should be discouraged from telephoning or visiting you when you are at work, except in the case of emergencies.

Private Mail

No private mail may be posted at the expense of the business unless a formal re-charge arrangement has been made. Private mail should not be received c/o the business as all mail received by us will be opened, including mail addressed to individuals.

Gratuities

Employees must not accept money from residents of any value as a gift. Gifts or gratuities other than cash may be accepted, the receipt of such must be recorded in the Day Book.

Bribery

In compliance with the Bribery Act 2010 no employee should directly or indirectly offer, promise, give, accept or demand a bribe or other undue advantage to obtain or retain business or gain other improper advantage. All offers of bribes from third parties must be reported to management as a matter of urgency. A breach of these rules may give rise to disciplinary action which may lead to your dismissal without notice for gross misconduct.

Cash collections

Collections of money for gifts for employees are not allowed without management permission.

No-smoking policy

We operate a no-smoking policy. Smoking is not permitted in our buildings, premises, resident’s homes, or in vehicles being used for business use. This clause also prohibits the usage of E-Cigarettes or similar products in our buildings, premises, or in vehicles being used for business use.
Anyone found doing so will be subject to disciplinary action, up to and including dismissal without notice for gross misconduct.

Further details are available in the Organisation’s Smoking Policy document which will be provided to you separately.

Good housekeeping

Work areas must be kept clean and tidy at all times to reduce the risk of fire and accidents.

Work areas must be kept clean and tidy at all times to reduce the risk of fire and accidents.

We provide staff rooms for your use during authorised breaks. You are responsible for cleaning and tidying this area after use.

Parking

Personal vehicles are parked at your own risk and we do not accept liability for any theft or damage.

Health and safety

The Organisation is committed to ensuring your health, safety and welfare whilst at work. If you become aware of any potential hazard or unsafe working conditions, you should have no hesitation raising them with the Organisation.

You are required to take all reasonable steps to safeguard your health and safety, and that of any other person who may be affected by your actions, and to observe at all times published safety and fire rules and procedures.

Our Health & Safety Policy can be located at Head Office. It is essential that you comply with health and safety regulations.

You must read and take note of any health and safety notices.

If you wilfully or by neglect fail to observe our health and safety rules and regulations, disciplinary action may be taken. In serious cases, such action may include your dismissal without notice for gross misconduct.

Accidents at work

You must report to the Trust Lead Manager and enter into the Accident Book all accidents, no matter how small.
You must provide details of the nature of the accident or injury, any first aid treatment that was administered, the names of any witnesses and the date and time the accident occurred.

Health and hygiene

If you have either been in contact with persons suffering from an infectious or contagious disease, or are yourself suffering from an infectious or contagious disease, you must report it to management before commencing work.

Examples of such infectious or contagious diseases are influenza, norovirus, mumps and measles, as diagnosed by a doctor. In these circumstances you should self-certify your illness until you obtain a medical certificate from your doctor. You must not attend work until you are certified as being fit to do so by your GP, and the risk of passing the infection to others has stopped.

Right of Search

To safeguard you and to ensure that there is no abuse with regard to the removal of Company property or equipment, the Company reserves the right to search any employee or the contents of parcels or vehicles entering or leaving the premises. The search will always be conducted by a person of the same sex in the presence of a third person of the same sex and you will be encouraged to ensure that another independent witness is present if so required.

You have the right to decline being searched, however, an unreasonable refusal to submit to a search when properly requested may be viewed as misconduct and may lead to disciplinary action (up to and including dismissal) being taken against you.

In order to ensure fairness to all concerned, it would be preferable for you to be accompanied by a work colleague during the search. You will be offered the right to be accompanied before any search is carried out.

Any individual found with property that does not belong to them, and for which he or she cannot satisfactorily account, may be subject to the disciplinary procedure, which could result in dismissal for gross misconduct. Property will be deemed to include confidential information, such as customer credit card or account details.

Economy

We maintain a policy of ‘minimum waste’ to achieve cost effective and efficient running of all our operations. Every employee has a responsibility to promote this policy by avoiding unnecessary or extravagant use of services, time, materials, light, heating, water etc. You should also co-operate with any recycling schemes that are introduced.

CCTV/security cameras

You should be aware that you may be observed via CCTV or security cameras. Any information gained by CCTV or security cameras may be used as considered appropriate.

Employee notices

It is our policy to keep you informed of any changes that may affect you. This will be done through the use of the notice boards, meetings, email or by letter.

Changing terms and conditions of employment

We reserve the right to change your terms and conditions. Any key changes will be discussed with you prior to the proposed change in a consultation exercise and the appropriate notice will be given.

Resignation

If you wish to resign from your position you must inform a member of management in writing. The period of notice will begin from the date we receive this notification. Your last day of employment will be the date on which your notice expires unless agreed otherwise. The amount of notice you need to provide will be detailed within your Terms and Conditions of Employment. If you leave your employment without working notice, or giving the required notice, and we incur any additional cost or suffer any loss because you have failed to work it, this cost may be deducted from any wages or money owed to you.

If you are dismissed for gross misconduct you will not be entitled to notice or notice pay.

Garden leave

We reserve the right to place an individual who is on notice on "Garden Leave". Under this, we may require you to neither attend your place of work, nor to contact colleagues, residents, service users and suppliers whether current or potential, and may not provide you with any work or may provide you with alternative work of a broadly similar nature. This right is exercisable at our absolute discretion. Whilst on “Garden Leave” you will receive your basic pay and still be subject to our rules and disciplinary procedures.

Pay in lieu of notice

We reserve the right to make a payment in lieu of notice for all or any part of your notice period on the termination of your employment. This provision, which is at our discretion, applies whether notice to terminate the contract is given by you or by ourselves. Any such payment will consist of basic salary only, and will be subject to deductions for Income Tax and National Insurance Contributions.