Employee Handbook 2012

people / skills / jobs

Contents

2Employee Handbook

1.0 Code of Conduct 1.1 What to expect from your manager 1.2 Confidentiality and Data Protection 1.3 Safeguarding 1.4 Disclosure of Relationships 1.5 Whistle blowing 1.6 Contractors and Negotiations 1.7 Dual Employment 1.8 Equal Opportunities 1.9 Equipment & Materials 1.10 Alcohol and drugs misuse 1.11 Smoking 1.12 Gifts and Hospitality 1.13 E-mails

2.0 Health and Safety 2.1 Accidents 2.2 Eye examination Scheme 2.3 Electrical Items

3.0 Probationary Period

4.0 Flexi-time Working Hours

5.0 Pay

6.0 Grading

7.0 Annual Leave

8.0 Sickness and Absence Procedure 8.1 Medical/Dental appointments

9.0 Employee Benefits 9.1 Work life balance policy 9.2 Compassionate Leave 9.3 Leave policy 9.4 Maternity Support Leave 9.5 Adoption Leave 9.6 Maternity Leave & Pay 9.7 Pension Scheme

10.0 Travel & Transport Concessions 10.1 Annual Travel Card Discount 10.2 Car Parking 10.3 Car Sharing

11.0 Employee Relations 11.1 Disciplinary Procedures 11.2 Grievance Procedures 11.3 Discrimination/Harassment 11.4 Performance monitoring 11.5 The management systems

12.0 Notice Periods

13.0 Training Policy

Introduction

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Welcome to Steps to Work (Walsall) limited.

Steps to Work (Walsall) limited is a registered Charity (1100403) and a company limited byguarantee constituted under the Companies Act 1985 and registered in England and Wales(3738249) formed in 1999. The Charity operates a wholly owned subsidiary – Starting PointRecruitment Limited, which is a company limited by shares and registered in England andWales and formed in October 2002.

This handbook is designed for all new Steps to Work employees and contains informationregarding the companies’ policies and procedures, which you will find useful during youremployment.

This handbook supplements the induction training which you will be given. Should you require any further information about any of the policies or procedures do not hesitate toapproach your Line Manager or the Personnel Officer.

1.0 Code of Conduct

Steps to Work’s reputation depends largely on the conduct of its employees. Therefore Steps to Work expects you to behave at all times with integrity andto contribute fully to its efforts in delivering thehighest possible standards of service.

You should always be courteous and helpful whendealing with members of the public and with eachother. All employees are expected to be co-operative and to contribute to working as a team.Steps to Work now has a number of offices withinthe Black Country and employees may be requiredto provide assistance at any of these offices fromtime to time.

Deal with complaints as quickly as possible in accordance with set procedures and in a courteousand sympathetic way. If a complaint is serious YOUMUST report it to your Line Manager and it must bereported to the Chief Executive and Personnel Manager.

1.1 What to expect from your manager

Your manager has a responsibility to you to provide theguidance, training and development assistance to helpyou to carry out your role effectively. The skills, knowledge and behaviours expected of Steps to Work’smanagers are detailed as follows:

Knowledge• To provide guidance to the team and to advise on actions to be taken.• To carry out training with staff.• To provide guidance with regards to career aspirations

Skills• The ability to empower employees to have the confidence to make decisions.• To be approachable.• The ability to recognise when it is appropriate to guide and provide assistance.• The ability to create a team environment.• The ability to plan the training and development of the team.• To motivate the team to perform.

Behaviours• To lead by example. • To demonstrate professional conduct at all times.• To give praise and reward to employees.• To complete regular reviews and provide constructive feedback.

Communication• To hold regular team meetings.• To hold regular one to one performance meetings with staff.• To ensure notice boards are up to date.• To ensure minutes from Staff Representative meetings are communicated to all staff in department.

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1.2 Confidentiality and data protectionYou should be open about Steps to Work services andhow these are provided. In particular circumstances,however, you are legally obliged to maintainconfidentiality, for example the Data Protection Act.You should not use information obtained during youremployment for personal gain or benefit. Nor should youpass it to others who might use it in such a way.All information should be collected and stored in linewith the Company’s Data Protection Policy, retention anddestruction of information and security policy.

1.3 SafeguardingAt Steps to Work we take Safeguarding very seriously andensure all staff have CRB checks. Staff are regularly trained and updated on how to help and prevent/protectagainst abuse and how to deal with it.

1.4 Disclosure of relationshipsYou must disclose relationships you have with job applicants to Steps to Work, whether or not the job applicants are already employed by Steps to Work if:

You are a Board Member or Line Manager/Supervisor or you have direct responsibility for the post to which the appointment is to be made.

Or you would normally be involved in any way with recruitment and selection to the post.

You must disclose the relationship in writing to the Chief Executive and you must take no part, or no further part, in recruitment and selection to the post.

1.5 Whistle blowing policy You must advise your manager of any possibleirregularity in procedures or their operation. Further, ifyou are aware of or suspect actions are being takenwithout proper or sufficient authority you have a duty toreport this in writing to your manager or the manager ofthe employee taking the unauthorised action.

1.6 Contractors and Negotiations In accordance with the law on declaring financial interests, you must inform the Chief Executive in writingabout any relationship you may have with contractors orpotential contractors which could be seen as giving financial gain or advantage.

1.7 Dual employmentNo employee should undertake work outside the company that may conflict with their work on behalf ofthe company. This applies to all employees, includingthose on secondment, temporary assignment and working with voluntary organisations or trusts, or boardmembers of arms-length voluntary organisations andtrusts.

Officers above scale 6 (or equivalent) must devote theirwhole-time service to the company. They must not engage in any other business or take up additional appointment, without the written consent of their manager.

1.8 Equality & DiversitySteps to Work is committed to equality of opportunity,ensuring equal access to our projects, regardless of ethnicorigin, gender, marital status, sexual orientation, religion,age, colour, disability or offender background.

Steps to Work are committed to:

and all staff will receive equality and diversity training.

1.9 Equipment and materialsCompany facilities, equipment and materials – such asphotocopier, telephone, petrol, the internet – should notbe used for private purposes, except as shown below:a. You obtain the express permission of your managerb. You pay for their use

1.10 Alcohol & DrugsAlcohol consumption is not permitted during workinghours. You must not attend work at any time whilst underthe influence of alcohol or illegal drugs.

1.11 SmokingEmployees are not to smoke within the Steps to Work offices. Please speak to your line manager with regardsto the designated smoking area within your department.You will need to obtain authorisation when taking smokebreaks, and they should not interfere with your daily duties and/or the needs of customers and the business.

1.12 Gifts & HospitalityYou must be especially careful about accepting any gifts,favours or hospitality from any person or any organisation having an interest in obtaining or providingservices to Steps to Work. Offers to attend purely socialor sporting functions must be accepted only when theyare part of the life of the community or where Steps toWork should be seen to be represented.

Gifts from contractors, service providers and clients areprohibited with the exception of inexpensive calendars,diaries, blotting pads, pens etc (perhaps marked with thedonor’s name). If in any doubt about whether you shouldaccept a gift it is best to refuse it. If you are offered something you consider to be beyond a goodwill gesture(that is a bribe) you should tell your manager, who has aduty to report it to the Chief Executive.

1.13 E-mail and Internet PolicySteps to Work reserves the right to monitor the use andcontent of e-mails sent using Steps to Work equipmentwhen circumstances warrant such action. Personal datatransmitted via e-mail is subject to the provisions of theData Protection Act 1998. Never send such data via Internet/E-mail without encryption. Please refer to thee-mail and Internet Policy

Security is not something you

buy, it’s something you do!

2.0 Health and Safety and Wellbeing

It is your responsibility to maintain their awarness of emergency procedures. You mustby law take reasonable care of the health and safety of yourself and other people, including your colleagues, who may be affected by anything you do at work.

You should not do anything intentionally or recklessly which might interfere with provisions made in the interests of health, safety and welfare. In the case of pregnancyyou must notify your line manager in writing as soon as your pregnancy is confirmedso that the Company may fulfill it’s legal obligations in respect of pregnant employees.If you need any further information with regards to Health and Safety please speak tothe Health and Safety Officer.

Steps to Work has a security plan which ensures the security and safety of staff, customers, visitors and information. All employees are to ensure that they are awareof this and follow it at all times. At Steps to Work we process and store confidentialcustomer information. It is extremely important that all information remains confidential within the team and that individual’s abide by the security and dataprotection policies in place to protect the customers and the company. If you areever unsure of your obligations with regards to secure data please speak to yourline manager for guidance.

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2.1 Accidents

If you suffer an injury as a result of an accident at workor are involved in a near miss, or are subject to violence,the details must be reported to your line manager immediately and an accident form must be completedby the qualified First Aider.

2.2 Eye Examination Scheme

The eye examination scheme enables employees whoregularly use display screen equipment to attend an examination at the Steps to Work nominated Opticianswith the cost being paid directly by Steps to Work or anominal amount being reimbursed if a different opticianis visited. Please see the Personnel Officer for more information.

2.3 Electrical Items

Employees must not bring any item of their own electrical equipment into work unless they have the permission of their line manager and the Health andSafety Officer to do so.

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4.0 Flexi-Time Working Hours

Steps to Works normal hours of operation are8.45am to 5.15pm. The business needs of the organisation are always priority. The flexi-time system is available to all staff but employees mustalways gain authorisation from their line managerif they wish to arrive at work any later than 9am orif they wish to leave any earlier than 5pm.

Core Time Every employee must be at work during the hours of10.00am to 12.00 noon and 2.00pm – 4.00pm.

Flexible TimeStarting times each day are between 8.30am – 10.00am Finishing times each day are between 4.00pm and5.30pm

3.0 Probationary Period

During your first six months with Steps to Work your performance will be monitored and reviewed to ensurethat everything possible is done to help you understand what is expected of you and help you to achieve therequired standard of performance.

Lunch TimeThe minimum lunch break is half an hour, but can be upto two hours providing the requirements of cover withinthe department are met.

Accounting Period – Carryover provisionsThe accounting period is four weeks and employees areallowed to carry forward to the next period up to 8 hourscredit at the end of the accounting period, you will losethe excess. If you have more than 4 hours debit in an accounting period you may be subject to disciplinary action.

Flexi–leaveA maximum of 1 day or 2 half days leave per accountingperiod may be taken as flexi –leave. Applications for flexileave are treated the same as those for annual leave andare only granted subject to the staffing requirements ofthe various sections being met.

Staffing of offices It is a provision of the scheme that all departments areadequately staffed throughout the normal working day,including the lunch break. Employees are therefore required to co-operate with their line managers to ensurethat the service to the public is maintained.

Recording Arrival and DepartureTwo documents are used to record the hours. One is arecorded sheet on which an individual records hoursworked by entering actual times of arrival and departurefrom their workplace in the morning and afternoon.These times must be inserted at the time of arrival anddeparture and not later in the day. The other documentis a control sheet, used in all the Company office’s torecord the location of staff members when they are leaving the building.

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5.0 Pay

The pay period covers from the 1st – 31st of each month. Employees are paidmonthly on the 28th of each month directly into their bank or building societyaccounts.

6.0 Grading

A grade has a number of spinal column points. On 1st April each year you maybe awarded an increment i.e move to the next spinal column point, provided thatyou have been in your current post for at least six months by the 1st April andthat you do not exceed the maximum spinal point of the grade. If you have notbeen in post for 6 months by 1st April you will be awarded an increment after sixmonths from the date you took up your new post, again provided that you do notexceed the maximum spinal column point of the grade. For further informationon the Grading procedure or the re-grading procedure please see the PersonnelOfficer.

7.0 Annual Leave

All employees are entitled to holiday entitlements based on the grade of theirpost as follows:

Spinal Column Point

4 – 21 25 days 22 – 28 26 days 29 – 40 28 days 41 plus 29 days

Holidays must be taken by arrangement with your line manager within the leave year. Annual leave not taken withina leave year may not be carried forward in to the next leaveyear unless there are special circumstances, in which case themanager may grant approval.

For employees who have taken leave in excess of their entitlement, the appropriate deduction will be made fromtheir final payment.

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8.0 Sickness & Absence procedure

The Company’s Sickness Scheme is intended to supplement Statutory Sick Pay and Incapacity Benefit. In order toqualify for company sick pay you are required to notify your manager immediately that you are unable to attendwork due to sickness and you are required to keep your manager informed of how long your sickness absence is likelyto continue. Failure to do so may lead to disciplinary action being taken.

8.1 Medical/Dental Appointments

Routine appointments should be made wherever possibleoutside of core time. Where an employee has a hospitalappointment they must show a copy of their appointment letter to their line manager and send it tothe Personnel Officer. On arrival from or departure to amedical appointment, it may be necessary to record oneof the outer limits of the normal working day (8.45am – 1.00pm and 2.00pm – 5.15pm) as a notionalarrival or departure time.

A maximum time of 3 hours and 15 minutes is allowedfor hospital appointments unless you have been advisedthat the appointment will be of a longer duration.

Day 1 You must inform your manager immediately if you are unable to attend work due to sickness. This call should be made between 8.45am and 9.30am. A message on an answering machine or a text message is not sufficient. You must speak to your line manager or in their absence the line manager present in the office or Personnel.

Days 2 &3 Keep your manager informed of how long your sickness absence is likely to continue.

Day 4 If you are still sick on the fourth day you must inform your manager and complete a Sickness Self Certification Form must be completed.

Day 8 If your sickness continues for more than 7 days, on day 8 you should consult a doctor and obtain a medical statement. The medical statement should be sent to your supervisor immediately. Thereafter medical statements should be forwarded to the supervisor at frequent intervals as and when issued by the General Practitioner.

Steps to Work may require you to visit Occupational Health if you are frequently absent due to sickness oryou are absent for more than 4 weeks due to sickness or if you have regular periods of absence due to sickness. You will have a return to work interview with your line manager on your return from every periodof sickness. Please contact the Personnel Officer in respect of your sickness pay entitlement.

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9.1 Work life balance policy

Individuals can request a change to their working hoursin line with the work life balance policy. This may be dueto childcare, caring responsibilities etc.

9.2 Compassionate Leave

Compassionate leave is special leave which may begranted in addition to annual leave in the case of deathor serious illness of a close relative. Close relative is defined as mother, father, husband, wife, brother, sister,son, daughter, common law husband or wife.

• Applies to all employees

• For the death of a close relative: 4 days with pay

• For the serious illness of a close relative: 3 days with pay

• Up to one day’s leave can be granted to attend the funeral of a mother-in-law, father-in-law or grandparent

• Your line manager/supervisor should be informed at the earliest opportunity

Accompanying relatives to the hospital, dentist ordoctors is not considered to be appropriate reasonsfor granting compassionate leave.

9.3 Leave policy

Carer’s leave is special unpaid leave which may begranted in addition to annual leave for an employee tocare for a close relative for a period not exceeding 6months.

9.4 Maternity Support Leave

Maternity support leave is special leave which may begranted in addition to annual leave to employees who arenominated as the primary provider of support to an expectant mother. The scheme applies to all employeesirrespective of length of service with Steps to Work. Thismay be someone who has been nominated by the expectant mother as her primary provider of support ator around the time of the birth of her baby. Up to fiveday’s leave with pay shall be granted at or around thetime of birth of the child. The days may be taken as ablock or in half day multiples. Entitlement is subject tothe production of a medical certificate giving the mothers expected date of confinement.

9.5 Adoption Leave

Adoption leave is special leave which may be granted inaddition to annual leave to employees adopting a child.Please see the adoption leave policy for details. This canbe obtained from your line manager or your Personnel Officer.

9.6 Maternity Leave & Pay

All employees have a legal entitlement to paid time offto attend antenatal appointments.

There are three elements of maternity leave, compulsory,ordinary and additional. The amount of leave an employeeis entitled to depends on how long she has worked forSteps to Work. All employees are entitled to some element of maternity leave regardless of how long theyhave worked with us, the hours of work or whether or notthey intend to return to work. These entitlements relatesolely to the amount of time off that can be taken anddo not concern pay.

There are two elements of maternity pay: OccupationalMaternity Pay and Statutory Maternity Pay.

Your entitlement to these payments will depend on individual circumstances.

9.7 Pension Scheme

Steps to Work is a member of the Local Government Pension scheme. Further information is available fromWest Midlands Metropolitan Authorities Pension Fund atWolverhampton on 01902 554600.

Scottish Life PensionAll new employees that joined Steps to Work after July2009 are eligible to join Scottish Life Pension Scheme.Please contact Personnel for further information.

9.0 Employee Benefits

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10.1 Annual Travel card discount scheme

This scheme is run by West Midlands Travel /Centro offers all employees the chance of purchasing a variety of annual bus or bus/rail travel cards at discounted prices.

They are issued by Walsall MBC and are paid for through monthly, weekly or fortnightly repaymentsdeducted from salaries/wages. It is the individuals responsibility to cancel the agreement when leaving.

10.2 Car Parking

Steps to Work do not own a carpark at any of their offices. Employees at some offices may have accessto a car park for which they will need to complete a form and wait for a space to become available. Payment for these spaces will be deducted through payroll.

10.3 Car Sharing

Staff are expected to car share where possible for meetings/events, to plan journeys ahead where pos-sible using the shortest route. We encourage use of the public transport scheme and promotion of annualtravel passes through Walsall MBC.

10.0 Travel & Transport Concessions

12.0 Periods of Notice to TerminateEmployment

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This is outlined in your terms and conditions as stated in the individuals contract.

11.0 Employee Relations

11.1 Disciplinary Procedure

You should be advised of the conduct and standard ofperformance expected of you when you start a new job.Every attempt will be made to ensure that you are acquainted with the rules and regulations relating to youremployment. If at any time during your employmentwith Steps to Work your conduct or performance at workis not up to the required standard, Steps to Work maydeal with any short comings through its disciplinary procedure. This procedure is intended to help and encourage all employees to achieve and maintain acceptable standards of conduct, attendance and job performance and to ensure consistent and fair treatmentfor all. Full details of the disciplinary procedure can beobtained from the Personnel Officer.

11.2 Grievance Procedure

As an employee you have the right to seek redress if youfeel aggrieved about any matter relating to your employment. The steps that you should take for resolving such grievances are set out in the Steps to WorkGrievance procedure. The procedure enables a grievanceto be raised and resolved promptly.

11.3 Discrimination/Harassment

Steps to Work, through its equal opportunities policy opposes unfair or unlawful discrimination, harassment onthe grounds of sex, race, colour, nationality, ethnic or national origin, marital status, disability, sexual orientation, age, trade union activity, political or religious/cultural beliefs.

Steps to Work believes that all employees have the rightto be treated with dignity and respect. If you believe thatyou have been unfairly discriminated against or harassedthere is an internal means of redress specifically designedto deal with complaints of this nature.

There is both an informal and formal procedure to dealwith cases of alleged discrimination/harassment shouldany employee wish to pursue a complaint.

11.4 Performance Monitoring

Steps to Work is a customer focused organisation andtherefore requires all of its employees to provide a levelof performance that will enhance our service delivery.Performance monitoring of individuals will be undertakento establish and agree performance levels which will bemonitored with individual staff and their line managers.The Management of Poor Performance procedure will befollowed for any employees not achieving the requiredstandard.

11.5 Quality Systems

Employees are required to ensure that they adhere tocompany procedures in respect of completion ofpaperwork and maintenance of computerised systems, inline with contractual and quality requirements.

This includes all management systems; BS2599,ISO14001, ISO9001, Matrix, Investors in People, Investorsin Diversity, Disability 2 Ticks.

13.0 Induction and Development Policy

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Steps to Work aspires to be recognised as a learning organisation. Managers are responsible for regularly agreeing learning and developmentneeds with each employee and employees are encouraged to contribute toidentifying and meeting their own job-related development needs.

Financial and Developmental support will be given for relevant learning anddevelopment opportunities in accordance with the department’s prioritiesand individual employee needs.

As a safeguard for Steps to Work investment in the development of its employees, where financial assistanceis given to support the attainment of a qualification theemployee must sign a declaration promising to remain inSteps to Work employ for a period of two years from thedate they gain the qualification.

Failure to meet this condition, or failure to make satisfactory progress in studies or discontinuation ofstudies or leaving the employ of Steps to Work beforegaining the qualification means the employee will haveto repay the full cost or a contribution towards the costof the financial assistance.