EMPLOYEE HANDBOOK

This is a copy of the same employee handbook that you have signed on Planday. You will have an email version of it but if if you need to check anything for quick reference you can find it here.

Click on the orange section links to jump straight to that section below.

TABLE OF CONTENTS

SECTION ONE
INTRODUCTION EQUALITY IN THE WORKPLACE INDUCTION HEALTH & SAFETY AT WORK
DATA PROTECTION
SECTION TWO
CONTRACT OF EMPLOYMENT
PROBATIONARY PERIODS PAY
HOURS OF WORK
OVERTIME WORK BREAKS
COMPANY UNIFORM MEALS
CONFLICT OF INTEREST/CONFIDENTIALITY
SEARCH & SECURITY
DEDUCTIONS FROM WAGES
TIPS POLICY
PENSION
LAYOFFS AND SHORT-TIME WORKING
PUNITIVE ACTION
SECTION THREE
ABSENCE AND SICK PAY
DOCTOR AND DENTIST APPOINTMENTS
HOLIDAYS
COMPASSIONATE LEAVE
FAMILY-FRIENDLY LEAVE
FLEXIBLE WORKING
SECTION FOUR
CONDUCT
DISCIPLINARY PROCEDURE
GRIEVANCE PROCEDURE
SUBSTANCE ABUSE
SMOKING AT WORK
USE OF PERSONAL VEHICLES
USE OF COMPUTERS AT WORK
ANTI HARASSMENT AND BULLYING
WHISTLEBLOWING
ANTI BRIBERY AND CORRUPTION
MODERN SLAVERY ACT 2015
SECTION FIVE
NOTICE PERIODS
RETIREMENT
REDUNDANCY
LEAVING PROCEDURE
REFERENCES

SECTION ONE

INTRODUCTION

We would like to take this opportunity to welcome you to Raasay House hereafter referred to as “the Company”, and to express the hope that our association will be a long, happy and mutually productive one.

This Handbook is issued to all employees as a guide, not only to our terms and conditions of employment, but also to the wider environment in which we work. The purpose of the Handbook is primarily to help new staff settle quickly into the Company by drawing together much of the information needed into one simple guide, which they can consult as required. We hope that it will also be of use to established employees as a reference on any point regarding their terms and conditions. With the exception of Section Two, this handbook is a non-contractual document and does not form part of your Contract of Employment.

We hope that you will read the Handbook in its entirety, but the table of contents offers a ready reference and will help you quickly locate those subjects in which you are particularly interested.

Although it is designed to answer many of your questions, please feel free to ask your Manager about anything that remains unclear.

EQUALITY IN THE WORKPLACE

The Company is committed to eliminating discrimination and encouraging diversity amongst our workforce. Our aim is that our workforce will be truly representative of all sections of society and each employee feels respected and able to give of their best.

To that end the purpose of this policy is to provide equality and fairness for all in our employment and not to discriminate on grounds of gender, gender reassignment, marital status or civil partner status, race, ethnic or national origin, colour, nationality, disability, sexual orientation, age, pregnancy or maternity, religion or belief. We oppose all forms of unlawful and unfair discrimination.

All employees, whether part-time, full-time or temporary, will be treated fairly and with respect. Selection for employment, promotion, training or any other benefit will be on the basis of aptitude and ability. All employees will be helped and encouraged to develop their full potential and the talents and resources of the workforce will be fully utilised to maximise the efficiency of the organisation.

The principles of non-discrimination and equality of opportunity also apply to the way in which employees’ treat visitors, clients, customers, suppliers and former staff members.

All staff have a duty to act in accordance with this policy and treat colleagues with dignity at all times, and not to discriminate against or harass other members of staff, regardless of their status.

Our commitment:

To create an environment in which individual differences and the contributions of all our staff are recognised and valued.
Every employee is entitled to a working environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated.

Training, development and progression opportunities are available to all staff.
Equality in the workplace is good management practice and makes sound business sense.
We will review all our employment practices and procedures to ensure fairness.
All members of staff are responsible for the success of this policy and must ensure that they familiarise themselves with the policy and act in accordance with its aims and objectives.
All managers must set an appropriate standard of behaviour, lead by example and ensure that those they manage adhere to the policy and promote our aims and objectives with regard to equal opportunities.
The senior management team have overall responsibility for the effective operation of our equal opportunities policy and for ensuring compliance with the relevant statutory framework prohibiting discrimination.
Breaches of our equality policy could result in disciplinary action up to and including summary dismissal.

INDUCTION

During your first week of employment you will take part in the company’s formal induction programme. You will receive further guidance and training from your Manager as is deemed necessary.

You will also be asked to provide details on your next of kin, emergency contact, bank account and tax documents.

HEALTH & SAFETY AT WORK

The Company places the greatest importance on Health and Safety matters and undertakes to conduct its operations in such a way as to ensure the health and safety of all its employees, visitors and the general public.

If you become aware of any potential hazard or unsafe working conditions, you should have no hesitation raising them with your Manager.

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.

You must report to management and enter into the Accident Book all accidents, no matter how small.

DATA PROTECTION

Everyone has rights with regard to the way in which their personal data is handled. During the course of our business, we will collect, store and process personal data about our employees, customers, suppliers and other third parties, and we recognise that the correct and lawful treatment of this data will maintain confidence in the organisation and will provide for successful business operations.

Data processors are obliged to comply with our policies when processing personal data on our behalf and any breach may result in disciplinary action.

The types of personal data that we may be required to process includes information about current, past and prospective employees and others that we communicate with.

The personal data, which may be held on electronic and/or paper format is subject to certain legal safeguards specified in the General Data Protection Regulation and the Data Protection Act 2018 and other regulations as may be amended from time to time.

This statement and any other relevant privacy statements and policies set out the basis on which we will process any personal data we collect from data subjects, or that is provided to us by data subjects or other sources.

This statement does not form part of any employee’s contract of employment and may be amended at any time.

The Data Protection Policy, which is [provided with this handbook/available from [OR state where available]] sets out rules on data protection and the legal conditions that must be satisfied when we obtain, handle, process, transfer and store personal data.

We will, where required, put in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction. Personal data will only be transferred to a data processor if he/she agrees to comply with those procedures and policies, or if he/she puts in place adequate measures for compliance.

SECTION TWO

CONTRACT OF EMPLOYMENT

You will be issued with a detailed Contract of Employment (the Contract) at the commencement of your employment, which will detail all your main terms and conditions of employment. This Handbook augments many of the items contained within your Contract. However, you should be aware that provisions in your individual Contract will always supersede those in this Handbook.

PROBATIONARY PERIODS

You will join the Company on an initial probationary period of three months. Throughout this period an assessment will be made of your work performance and, if satisfactory, this will be confirmed in writing. However, if your work performance is not to the required standard, the Company may either extend the probationary period, or terminate your employment.

WORKING DEPARTMENTS AND POSITIONS

Depending on your skills and previous experience, you might be asked to help out in other departments to cover staff sickness and holidays. Usually this would be in addition to your normal workload and therefore it would be your decision to take on extra hours, taking into consideration your team members and reciprocal arrangements.

PAY

Your basic rate of pay is given in your individual Contract. On commencement or termination of your employment, monthly pay will be reduced pro-rata where only part of the month is worked.

An itemised pay statement will be issued to you at each pay period. If you have any queries regarding your pay please do not hesitate to discuss them with your Manager.

HOURS OF WORK

Your normal hours of work are detailed in your Contract; it is your responsibility to ensure that you attend punctually for work and follow all timekeeping and absence procedures.

If you have a need to leave work prior to your normal finishing time or to have time away during the normal working period, you must not leave without first obtaining permission from your Manager.

Persistent lateness, unacceptable levels of absence and/or unauthorised absence will result in disciplinary action.

We use a system called Planday/Punchclock to log hours for all house staff. House staff are required to punch in and out of their shifts. This can be done on either your own mobile phone after downloading the Planday app or on any company tablet or PC by going to the following URL https://punchclock.planday.com/ If you forget to clock in or out you must alert JOB TITLES as this may affect the accuracy of your wage calculation. Pay day is the last day of the month. Wages are paid directly into your bank account and your payslip is emailed to you. Wages included in each pay packet run from 21st of each month.

OVERTIME

In order to meet operational requirements, you may be required to work overtime as directed by your Manager. If you are eligible for overtime payments this will be detailed in your Contract.

Part-time employees will only be entitled to overtime payments once the standard full-time hours have been worked.

WORK BREAKS

If you work 6 hours you are entitled to a 30 minute unpaid break. Please check with your supervisor/line manager on the timing of your breaks. Certain times get very busy and deciding to go on a break at the busiest time may not suit your team.

COMPANY UNIFORM

Staff dress is an important part of the professional business image held by Raasay House. All dress should be clean, smart and in good condition. We request that no staff wear denim (including but not limited to jeans) no crop tops, singlets or vest tops. If you are waiting, café, bar, front of house, reception or office staff, you are required to wear black clothing. Café staff must ensure long hair is tied back and tidy, in accordance with our Health & Hygiene Policy. Instructing staff must wear a red Raasay House t-shirt at all times when with their clients or groups. We also encourage this when working in the grounds of the House so that clients can identify our Instructing staff.

There are washing machines, washing powder and dryers available in the laundry room for staff to use. These should not be used between the hours of 8 a.m. to 7 p.m. This is a working laundry room for all of Raasay House and this should be respected. You must ensure that you following the instructions for the machines properly.

MEALS

All meals are included within your package.

Breakfast: Help yourself in the staff dining room. There is a hot water urn in there.

Lunch: This is available from 12.30 – 1 p.m. in the small dining room or at the woodpile bench.

Dinner: This is available at 5 p.m. in the small dining room or at the woodpile bench. If you know you will be late for dinner, you should ensure you make arrangements for this to be saved in a plastic container for you, stored and labelled correctly and placed in the staff fridge. Please refrain from using the benches directly in front of Raasay House as these are for our guests.

You can buy food and drink from Raasay Community Stores. You are also most welcome to purchase food and drink from our café, bar or restaurant when you are not working. If you do, please ensure you are not in work uniform so that guests do not approach you for service. If you would like to order dinner from the café or restaurant menu, please book a table at reception. It does get fully booked during summer months, therefore you can book to secure a place. If you choose to eat and drink you are entitled to a staff discount of 10%.

Purchases must be paid on the day of purchase. If you want to pay by card or cash at the end of each transaction, you can. Card payments must be over £10. If you would like to pay for items monthly, then a tab can be set up with your credit or debit card details as security. These details must be given to reception and with your consent, payment for your tab will be taken at the beginning of each month. You must sign for everything posted to your tab at the time, if not, you will need to pay at the time of the transaction.

CONFLICT OF INTEREST/CONFIDENTIALITY

You are not permitted to engage in any activity which might, or does, involve a conflict of interest. This means that under no circumstances must you have a direct, or indirect, interest in, or benefit in any way from, a commercial activity that might affect the Company, its clients, or your judgement on the Company’s behalf.

Additionally, you should not lay yourself open to the suspicion of dishonesty and your behaviour must be (at all times) above reproach. If you are ever in doubt as to whether you are breaching this policy, either from additional employments or activities outside of work, you must consult your Manager immediately.

You will not, either during or after employment with the Company, use for your own benefit, or disclose to any other person, company or organisation, information of a confidential nature relating to the Company or any third party, obtained during the course of your employment, without first obtaining the written consent of the party concerned.

SEARCH & SECURITY

The Company retains the right to search bags, lockers, outer clothing, etc., if there are reasonable grounds to suspect the employee may be in possession of Company or other individual’s property or if the Company suspects that the employee has breached the Substance Abuse Policy and is in possession of alcohol or illegal drugs “prohibited substances” in the workplace. You will be entitled to have a work colleague present at any such search, if requested. Any employee who unreasonably withholds their consent to a search may be the subject of disciplinary proceedings.

There are several CCTV cameras positioned throughout Raasay House. They are installed for the safety of our guests and staff, as well as a safeguard for stock and property.

If you are a key holder it is of the utmost importance that you know where your keys are at all times. If you lose or misplace your keys you must inform a member of management as soon as this happens.

DEDUCTIONS FROM WAGES

The Company may recover from you any sum which you may, from time to time, owe to the Company. The Company may recover such sums by deducting it from any sums payable to you by the Company (including your wages) whether by way of one such deduction or a series of deductions. For example, this will cover deductions from wages of overpayments, expenses, loans, damage caused by you and any other money due from you to the Company.

Where it is intended to make any such deduction, you will be notified of the total amount owed and of the rate at which and the means by which the Company intends to recover the sum.

TIPS POLICY

All tips must be processed through our Accounts team and through the PAYE arrangements. Currently tips are divided up between all staff. You must hand in your tips to the tip jar. If you do not, this will be treated as theft and may result in disciplinary action up to and including summary dismissal.

PENSION

PRE-AUTOENROLMENT: The Company does not currently operate an occupational pension scheme however the Company will comply with the employer pension duties in respect of employees in accordance with Part 1 of the Pensions Act 2008 relating to auto-enrolment.

POST-AUTOENROLMENT: The Company complies with the employer pension duties in respect of auto-enrolment in accordance with Part 1 of the Pensions Act 2008. For further information please contact the person responsible for payroll.

LAYOFFS AND SHORT-TIME WORKING

The Company reserves the right to lay you off or require you to work short-time without your normal remuneration on a temporary basis if this is considered necessary. You will be given as much notice as is reasonably practicable given the particular circumstances necessitating the lay off. Where applicable, guarantee payments will be made in accordance with statutory provisions.

PUNITIVE ACTION

Under the Company Disciplinary Procedure the employee may have other punitive action imposed as a disciplinary measure as an alternative to dismissal including (but without limitation): demotion or transfer, loss of seniority or salary increment, suspension without pay. An employee will have the right to appeal against any such alternative sanction as set out in the Company Disciplinary Procedure.

Please refer to Section 4 for full details of the Company Disciplinary Procedure.

SECTION THREE

ABSENCE AND SICK PAY

What to do if you are sick

If you are unable to attend work for reasons of sickness you should contact the Duty Manager before your normal starting time to advise them of the situation, the nature of your sickness and its likely duration. Such notification is to be made personally (or if you are unable to do so, then by a relative, neighbour or friend). It is your responsibility to keep your manager advised of the status of your illness and to provide the appropriate sickness certification.

If you are sick during a period of scheduled annual leave you are required to adhere to the sickness absence procedure and provide the necessary sickness certification.

Sickness Certification

If you are unable to attend work due to sickness you will need to provide medical certification as follows:

Absence of up to seven calendar days: For any period of absence lasting up to seven calendar days, you should fill out a self-certification form on return to work, these are available from your manager.

Absence of more than seven calendar days: If an absence has been (or you know that it will be) for longer than 7 days then you must submit to the Company a certificate from your doctor (a “Statement of Fitness for Work” or “Fit Note”) stating you are not fit for work and the reasons why. If sickness absence extends to more than 7 days you are required to notify your Manager once a week thereafter and supply fit notes to cover the whole period of absence.

If your doctor provides a certificate stating that you “may be fit for work” you should inform your line manager immediately. We will discuss with you any additional measures that may be needed to facilitate your return to work, taking into account your doctor’s advice. This may take place at a return to work interview. If appropriate measures cannot be taken, you will remain on sick leave and we will set a date to review the situation.

The Company will take a serious view if employees take sickness leave that is not genuine and this may result in disciplinary action being taken.

Sick Pay

You are entitled to Statutory Sick Pay (SSP) during authorised absence as a result of sickness, provided you meet the criteria laid down in Government SSP regulations. When you are sick for 4 or more consecutive days you will be paid SSP by the Company, if you are eligible. This is treated like wages, being subject to Income Tax and National Insurance Contributions.

Qualifying days are the only days for which you are entitled to SSP. These will be the days on which you would normally be required by your contract to be available for work. The first 3 qualifying days of sickness are waiting days, for which SSP is not payable. Any two periods of incapacity from work, which are 56 days apart, or less, are linked and are treated as one period of incapacity to work.

Medical Examinations

The Company may at any time require you to submit to a medical examination, and consent to reports on your absence being supplied to the Company, by its Occupational Health Advisers. Failure to agree to such examinations without good cause will render you liable to disciplinary action.

DENTIST AND DOCTOR’S APPOINTMENTS

You should always try to make such appointments outside of normal working hours but time off may be given in exceptional circumstances. Appointment cards must be shown to your manager upon request.

HOLIDAYS

Your individual holiday entitlement will be detailed in your Contract. The leave year runs from 1st January to 31st December. The entitlement for part time employees is pro rata to the entitlement for full time employees.

During the first year of employment your holiday entitlement accrues monthly in advance, at the rate of one-twelfth of the annual entitlement each month. You will only be able to take days leave equivalent to the number of days accrued.

You are required to complete a Holiday Request Form to your line manager prior to making any holiday arrangements. At the very height of the season there are some of your employment. Please do not book any time away without clearing this without clearing this with JOB TITLE who will arrange a communication to all staff when completing the rota for the next week. Not all changes to the rota can be accommodated.

The Company will endeavour to meet your wishes about holidays subject to the overall operating needs of the business. However, where too many employees require the same holiday period, holidays will be granted on the basis of first request, first granted.

Unused holidays cannot be carried forward from one year to the next. No payments in lieu will be made for any outstanding holiday entitlement, except where the employment relationship is terminated.

Where termination of your employment is due to gross misconduct or where the full contractual notice period is not given and worked, unused holiday pay will not be paid, apart from any payment required under the Working Time Regulations 1998.

COMPASSIONATE LEAVE

You have a right to a reasonable amount of unpaid time off work to deal with incidents involving a dependant, under statutory provisions.

In the event of the death or funeral of a relative or close friend, you may be granted appropriate time off work and payment at the discretion of the Company after careful and sympathetic consideration has been given to the circumstances surrounding each bereavement.

FAMILY-FRIENDLY LEAVE

MATERNITY

You have certain statutory rights if you are pregnant. These are addressed in turn below listing what conditions must be met for you to be entitled to the rights. To obtain the benefit of each right, you must have complied with all of the conditions.

The rules on pregnancy and maternity are very complex and any query should be raised with the Company.

It is recommended that you notify your manager as early as possible if you are pregnant. When you advise us of your pregnancy, we will conduct a risk assessment pertaining to your job role to identify any particular adjustments that need to be made to your duties during your pregnancy.

Statutory Maternity Pay (SMP) If you stop work and meet all of the following conditions you are entitled to receive SMP. You must therefore:

▪ have been continuously employed for at least 26 weeks ending with the 15th week before the Expected Week of Childbirth (EWC);

▪ have average weekly earnings of not less than the figure set by the Government for the payment of National Insurance contributions;

▪ still be pregnant at the 11th week before the EWC or have given birth by that time;

▪ give at least 28 days’ notice that you intend to stop work;

▪ provide medical evidence of the EWC.

For the first 6 weeks SMP is payable at the earnings related rate (equivalent to 90% of earnings) and for the remaining 33 weeks at the standard rate as set by the Government.

Maternity Leave Pregnant employees are entitled to 52 weeks maternity leave (26 weeks ordinary maternity leave followed by 26 weeks additional maternity leave). Additional maternity leave begins on the day immediately following the day on which ordinary maternity leave ends.

Whilst on maternity leave employees will be entitled to the same terms and conditions (with the exception of remuneration) during both ordinary and additional maternity leave.

At the end of your ordinary maternity leave you are entitled to return to the job you were in before you went away. In the event that you take additional maternity leave, you may not be able to return to the same job but may be offered a suitable alternative position on no less favourable terms and conditions.

In order to take up your entitlement to maternity leave you must notify the Company (in writing) by the 15th week before the EWC unless that is not reasonably practicable, of the following:

▪ that you are pregnant;

▪ the EWC;

▪ the date on which you intend your ordinary maternity leave to start; and

▪ if requested, provide medical evidence of the EWC.

You are legally prohibited from working during the two weeks immediately after the birth, four weeks if you are a factory worker; this is known as the ”compulsory maternity leave period” and is considered part of the ordinary maternity leave period.

If you wish to return to work prior to the end of the additional maternity leave you must give at least 8 weeks’ notice of your intended date of return.

The above information is given for guidance purposes only. Full details will be given to you once you have informed the company of your pregnancy.

Keeping in Touch Days Employees on maternity leave are entitled to work for up to 10 days during the statutory maternity leave period without bringing that period to an end and as a result of carrying out the work. Work may include training or any other activity undertaken to assist you in keeping in touch with the work place. Any such work will be agreed between the Company and you. Any such days’ work shall not have the effect of extending the maternity leave period.

ANTENATAL APPOINTMENTS

Pregnant Employees You are entitled to reasonable time off work with pay to attend for ante-natal care at appointments made on the advice of a registered medical practitioner, registered midwife or registered health worker. If requested, you must provide a certificate of pregnancy and an appointment card.

Accompanying a Pregnant Woman to Antenatal Appointments If you have a “qualifying relationship” with a pregnant woman or her expected child you are entitled to take unpaid time off during your working hours to accompany the woman to antenatal appointments. Time off is limited to no more than two occasions lasting no more than six and a half hours each.

You will be deemed to have a “qualifying relationship” if you meet any of the following criteria:

You are the pregnant woman’s spouse or civil partner.
You live with the woman (whether in a heterosexual or same-sex relationship) in an enduring family relationship and are not a relative of the woman.
You are the expected child’s father.
You are one of a same-sex couple who is to be treated as the child’s other parent under the provisions of the Human Fertilisation and Embryology Act 2008 (HFEA).
You are the potential applicant for a parental order under section 54 of the HFEA 2008 in relation to a child who is expected to be born to a surrogate mother.

If requested you must provide a document showing the following:

That you have a qualifying relationship with the pregnant woman or expected child.
That the purpose of taking the time off is to accompany a pregnant woman to an antenatal appointment.
That the appointment has been made on the advice of a registered doctor, registered midwife or registered nurse.
The date and time of the appointment.

The Company reserves the right to refuse time off when reasonable.

Adoption Appointments

An adoption appointment is an appointment arranged by an adoption agency (or at the agency’s request) for you to have contact with a child who is to be placed with you for adoption, or for any other purpose related to the adoption. You may take time off to attend an adoption appointment once the agency has notified you that a child is to be placed with you for adoption but before the child is actually placed with you.

Where you and your partner are adopting a child, you must decide between you who will be treated as the primary adopter and who will be treated as the secondary adopter for the purposes of time off. You must tell the Company your decision the first time you request time off for an adoption appointment. This will affect how much time you can take off and whether it is paid. You would usually choose to be the primary adopter if you intend to take adoption leave when the child is placed with you. You would not be able to take paternity leave if you have elected to be the primary adopter. You would usually choose to be the secondary adopter if you intend to take paternity leave when the child is placed with you, although you may be able to take adoption leave if your partner is not taking it.

If you are adopting on your own or have elected to be the primary adopter, you may take paid time off to attend an adoption appointment on up to five occasions in relation to any particular adoption. If you are the secondary adopter, you may take unpaid time off to attend an adoption appointment on up to two occasions only. You must not take more than six and a half hours off for each appointment, including travel and waiting time.

PARENTAL LEAVE

You may be entitled to (unpaid) parental leave as follows if you have, or will be expected to have, “formal parental responsibility for a child”. This includes parents and adoptive parents, unmarried fathers who have a formal agreement or a court order and guardians.

To qualify for parental leave, you must have one year’s continuous employment with the Company. Both parents can qualify for parental leave as detailed below:-

▪ Up to 18 weeks unpaid leave of absence for each child.

▪ Leave can be taken up to the child’s 18th birthday

Leave must be taken in a minimum of one week blocks (except for where a child is disabled then leave may be taken as single days or multiples of one day) and is limited to a maximum of 4 weeks in any year for each child.

At least 21 days’ notice must be provided and leave may be postponed apart from leave taken immediately after the birth or adoption, depending on the needs of the Company.

PATERNITY LEAVE/PAY

If you are eligible, you will be entitled to take paternity leave. This will allow you to take either one week or two consecutive weeks’ leave (not odd days) if you:

▪ have been continuously employed for at least 26 weeks by the 15th week before the Expected Week of Childbirth (EWC) or by the week in which an Approved Adoption Agency matches you with a child; and

▪ have given notice of your intention to take the leave in or before the 15th week before the EWC specifying the EWC, length of period you have chosen to take and the date you have chosen the leave to begin.

To qualify for Statutory Paternity Pay (SPP) you must have average weekly earnings of not less than the figure set by the Government for the payment of National Insurance contributions. You will be paid paternity pay at the standard rate or 90% of your average weekly earnings if this is less.

ADOPTION LEAVE

Adoption leave gives a statutory right to 26 weeks ordinary adoption leave and 26 weeks additional adoption leave, giving a total of up to one year’s leave. Adoption Leave can be taken in addition to the right to take 18 weeks parental leave. Leave may be taken by either parent. Further information in relation to Adoption Leave and Pay entitlements can be obtained from your Manager.

SHARED PARENTAL LEAVE

Shared Parental Leave allows parents to share leave following the birth or adoption of a child. Eligible employees must have been continuously employed for at least 26 weeks by the 15th week before the Expected Week of Childbirth (EWC) or by the week in which an Approved Adoption Agency matches you with a child. If eligible it is possible to share up to 50 weeks of leave with the other parent of the child as an alternative to Maternity or Adoption leave. You may also be eligible for Statutory Shared Parental Pay.

There are a number of eligibility and notice requirements associated with Shared Parental Leave and Pay, and further information on this can be obtained from your Manager.

FAMILY EMERGENCIES

You are entitled to reasonable time off, without pay, for urgent incidents of real need involving a dependant, who is a member of your immediate family or someone who reasonably relies on you for help when they are ill or injured or for making arrangements for them to be cared for in the event of illness or injury.

The entitlement to time off in such circumstances is limited to what is reasonable for you to deal with the immediate problem and sort out any longer term arrangements.

If you are unable to attend work due to unforeseen family circumstances such as the death of a dependant, breakdown of childcare arrangements or illness of a dependant, you may be entitled to reasonable time off work.

FLEXIBLE WORKING

In order to qualify for the right to apply to work flexibly within the Company, eligible employees must have been continuously employed for at least 26 weeks and must have not made an application under the statutory procedure in the last 12 months.

It should be noted, this will not provide an automatic right to work flexibly as there may be circumstances when the Company is unable to accommodate the employee’s desired work pattern.

Further information on making a flexible working request can be obtained from your Manager.

SECTION FOUR

CONDUCT

At all times during your employment the Company expects you to conduct yourself as a representative of the Company and behave accordingly.

Your behaviour has a direct effect on the quality of the clients’ experience and the members of the community that we live amongst, irrespective of whether you are working or not. The Isle of Raasay has a unique culture of its own and our clients come from a rich diversity of cultures and backgrounds. It is important to remember that swearing and boisterous behaviour is unacceptable to the company and is likely to cause offence to other staff, clients and members of the community.

All staff must maintain professional boundaries in their relationships with clients and customers at all times. This includes maintaining appropriate boundaries with you clients, some of whom are vulnerable and impressionable.

Any member of staff who is found to have bullied or victimised any other employee will be guilty of misconduct and this could lead to disciplinary action being taken and could lead to dismissal.

Failure to carry out your work as and when directed in an efficient and conscientious manner may be considered misconduct and could lead to disciplinary action being taken and possibly dismissal.

A list of examples of behaviours considered gross misconduct is detailed with the Company’s Disciplinary Procedure.

You are expected to turn up for work on time and to work your required hours. Bad timekeeping or taking unauthorised time off will be regarded as misconduct.

Always remember that you represent the Company and your conduct towards colleagues and clients should reflect that.

DISCIPLINARY PROCEDURE

Introduction

The disciplinary policy complies with the ACAS Code of Practice on discipline and grievance. The policy aims to ensure that all employees are aware of their rights and obligations under the disciplinary procedure.

Scope

The company requires good standards of conduct and performance from all employees. This disciplinary procedure will apply to any act of misconduct or failure to meet satisfactory standards of behaviour or attendance. Although this procedure is primarily aimed at misconduct, it will also be applied to cases of poor performance and capability.

Employees do not have a contractual right to the benefit of this disciplinary procedure and we reserve the right to change this procedure from time to time without prior notice.

Responsibility

The manager is responsible for ensuring that this policy is applied consistently to all appropriate acts of misconduct or capability and for briefing all employees within their area of accountability.

The employee is responsible for adhering to the standards of performance and behaviour set by the company.

Principles

a) No formal disciplinary action will be taken against an employee until the matter has been fully

investigated.

b) In advance of any disciplinary hearing, the employee(s) will be advised in writing of the nature of the conduct, capability or other circumstances that may result in disciplinary action or dismissal. The employee will be given the opportunity to discuss the issue and state their case at a meeting before any decision is made.
c) All employees will be given the opportunity to prepare before attending a disciplinary hearing.
d) The employee will be advised of their right to be accompanied by a work colleague of their

choice or their trade union official during the disciplinary hearing.

e) The disciplinary action taken will depend on the circumstances (including the nature of the

complaint) and will be dealt with as soon as is reasonably practicable.

f) Only the appropriate manager can take the decision to dismiss.
g) Any suspension necessary before a disciplinary measure is determined will be on basic pay. Should an employee become unwell during any period of suspension (and thereby unable to attend work) then the appropriate sick pay will always be paid. Any period of suspension will be as brief as possible and will be kept under review.
h) Where an employee is persistently unable or unwilling to attend a disciplinary hearing without

good cause the appropriate manager will make a decision on the evidence available.

i) Employees being disciplined will have the right of appeal, wherever practicable, to a level of

management not previously involved.

The Right to be Accompanied

At any disciplinary hearing an employee may request to be accompanied by a fellow employee of their choice or by a trade union official. Where a trade union is recognised in the workplace, it is good practice for workers to ask an official from that union to accompany them. If an employee chooses a lay trade union official they should be certified by their union as having experience of having received training in acting as an employee’s companion at disciplinary hearings. The company may wish to see evidence that the trade union official who accompanies them is so certified.

Before the hearing takes place, in order to exercise the right to be accompanied a worker must first make a reasonable request. What is reasonable will depend on the circumstances of each individual case.

If the companion can’t attend on a proposed date, the employee can suggest an alternative time and date so long as it is reasonable and it is not more than five working days after the original date.

The companion will be allowed to address the hearing in order to put the employee’s case and sum up where appropriate. The companion can also confer with the employee during the hearing. The companion has no right to answer questions on the employee’s behalf, or to address the hearing if the employee does not wish it, or to prevent the company from explaining their case.

Informal Action

Minor conduct issues can often be resolved informally between an employee and their manager. These discussions should be held in private and without undue delay whenever there is cause for concern.

For minor breaches of discipline, or failure to achieve satisfactory standards of behaviour or performance, the employee will normally be given an informal verbal warning.

A note of this warning will be recorded and retained on the file.

Formal steps will be taken under this procedure if the matter is not resolved, or if informal discussion is not appropriate (for example, because of the seriousness of the allegation).

THE FORMAL PROCEDURE

Where informal action does not bring an improvement or the matter is more serious, the following formal procedure will be used.

Before the company takes any formal action, a full investigation into the allegations will be carried out. Where practicable, the investigation will be carried out by a manager who will not be involved in any potential disciplinary hearing. b. As part of the investigation, the company will interview any witnesses to the incident or allegations. The witness will be notified that their statement may be used as part of the evidence in any potential disciplinary proceedings. c. Following the investigation, the employee will receive written notice of the disciplinary hearing at which the allegations will be discussed. The written notice of the meeting should contain details of the meeting [date, time and location] and sufficient information for the employee to be able to fully understand the nature of the allegations and why they are not acceptable. It is normally appropriate for the written notice to include copies of any investigation notes or witness statements or other evidence that the employer wishes to discuss with the employee. The written notice will also inform the employee of their right to be accompanied at the hearing. d. Where practicable, the manager who will be conducting the disciplinary hearing should arrange for a competent note-taker to attend the meeting to ensure that a full record of the meeting is made. The note-taker may not participate in the hearing. e. At the start of the disciplinary hearing, the manager should ensure that the employee has received copies of all the relevant investigation notes etc. If the employee declines the right of representation, this should be recorded in the notes of the meeting.

The manager should review the essence of the allegations and allow the employee

to state their case in full. g. The employee should be given a reasonable opportunity to ask questions, present evidence and call relevant witnesses. The employee (and their companion) should be permitted to raise points about any information provided by witnesses however, there is no right for the employee (or their companion) to cross examine witnesses. h. Where the employer or the employee intends to call relevant witnesses to a

disciplinary hearing, they should give advance notice that they intend to do this. i. If new evidence comes to light at this stage, the hearing must be adjourned pending

further investigations. j. Once the manager and employee have had the opportunity to review the allegations in full, the manager should adjourn the hearing to consider the appropriate level of disciplinary action. The length of adjournment will depend on the complexity of the allegations and must allow the manager sufficient time to consider appropriate action. If the hearing is to be adjourned beyond the day of the hearing, the company will give the employee notice of the re-convened meeting. k. When the disciplinary hearing is re-convened, the manager will advise the employee of the level of disciplinary warning and the reasons for the decision. The employee will also be advised of their right of appeal.

Written Warning

If the offence is a serious one (or if a further offence occurs after an informal verbal warning), a WRITTEN WARNING will be given to the employee. It will detail the complaint, the improvement required and the timescale. It will warn that action under the next formal stage will be considered if there is no satisfactory improvement and will advise the right of appeal.

Written Warnings will be considered invalid for disciplinary purposes after 12 months, subject to satisfactory conduct and performance.

Final Written Warning

If there is still a failure to improve, and conduct or performance is still unsatisfactory, OR if the misconduct is sufficiently serious to warrant only one written warning (but insufficiently serious to justify dismissal) a FINAL WRITTEN WARNING will normally be given to the employee. It will detail the complaint, the improvements required, the timescale and will warn that dismissal will result if there is no satisfactory improvement and will advise on the right of appeal.

Final Written Warnings will be considered invalid for disciplinary purposes after 12 months, unless specified otherwise.

Dismissal

If conduct or performance is still unsatisfactory and the employee still fails to reach the prescribed standards, or misconduct is sufficiently serious to warrant it, then DISMISSAL will result. Only the appropriate senior manager can take the decision to dismiss. The employee will be provided, as soon as is reasonably practicable, with written reasons for the dismissal, together with the date on which employment will terminate and the right of appeal.

Following the disciplinary hearing, the manager is responsible for ensuring that the employee receives written notification of the disciplinary decision.

Gross Misconduct

Employees will be summarily dismissed if it is established, after investigation and hearing the employee’s case, that there has been an act of gross misconduct or poor performance of sufficient gravity to warrant summary dismissal. Such dismissals will occur without the need to issue prior disciplinary warnings. As a precautionary measure, employees may be suspended from work on full pay to enable the company to investigate the alleged offence.

Gross misconduct giving rise to dismissal without warning(s) will include, but not be limited to, the following:-

Fighting, physical assault, violent conduct or dangerous horseplay.
Failure to carry out a reasonable and lawful direct instruction given by a superior during working hours.
Gross insubordination.
The use of aggressive behaviour or excessive bad language.
Theft, wilful damage or negligence which leads to damage of property belonging to the company, clients or other employees.
Causing injury through serious negligence.
Falsification of company records (including timesheets, clock cards, commission claims, expenses claims, etc.).
Performing, arranging or carrying out work or activity which could be considered to be in competition with or which adversely affects in any way the company’s interests.
Fraud or any other offence committed against the company which would be a breach of the law of the land.
Attending work while intoxicated by alcohol or non-medically prescribed drugs.
Possession, use, supply or attempted supply of illegal drugs.
Acts of gross negligence or misconduct involving carelessness or reckless driving.
Loss of driving licence on conviction when driving is all or an essential part of the job requirements.
Serious breach of legal limits when driving company vehicles.
Breach of safety rules and/or any action which seriously endangers the health or safety of an employee or any other person whilst at work.
Knowingly giving false information or deliberately omitting relevant information on the job application form or curriculum vitae.
Smoking in designated non-smoking areas.
Partaking in discrimination or harassment.
The viewing or downloading of pornographic or other derogatory, defamatory, obscene or inappropriate material from internet/e-mail systems.
Unauthorised access to, or disclosure of, any confidential information.
Failure to ensure that confidential information in your possession is kept secure.
Abuse of internet/e-mail systems/telephone for personal usage.
Bringing the organisation into serious disrepute.
Accepting or offering a bribe or any other breach of the anti-bribery and corruption policy.
Conviction for a criminal offence that in the Company’s opinion may affect our reputation or our relationships with our staff, customers or the public, or otherwise affects your suitability to continue to work for us.

Alternatives to Dismissal

An employee may have other punitive action imposed as a disciplinary measure as an alternative to dismissal including (but without limitation): demotion or transfer; loss of seniority or salary increment; suspension without pay. A Final Written Warning will normally accompany any alternative action. An employee will have the right to appeal against any such alternative disciplinary sanction, as set out below.

Appeals

At any stage after a formal disciplinary decision has been taken by the company, including dismissal, an employee has the right to appeal to the next level of management.

To start an appeal, the employee must confirm their intention to appeal in writing within five working days of receiving the written notification, following the disciplinary action. The written confirmation should set out the grounds for the appeal. The Warning or Dismissal will stand unless and until it is altered on appeal.

On receipt of the written confirmation of the employee’s wish to appeal, the company should undertake an appeal hearing as soon as is reasonably practicable. The company should write to the employee inviting them to the appeal hearing, and give the employee notice of the hearing. The written notice should also confirm that the employee has the right to be accompanied by a fellow employee or trade union official of their choice.

The company will endeavour to ensure that the person hearing the appeal was not party to the original disciplinary decision.

At the appeal hearing, the employee will be given the opportunity to set out the grounds of their appeal in full. The manager should review the evidence on which the original disciplinary decision was made and consider whether the decision was reasonable.

The manager should adjourn the appeal meeting to consider the information before re-convening to deliver the decision. The length of the adjournment will depend on the complexity of the case.

The manager is responsible for ensuring that the employee receives written notification of the decision taken at the appeal hearing i.e. that the appeal has been upheld or denied.

The decision taken at the Appeal is deemed to be final.

GRIEVANCE PROCEDURE

Introduction

The object of the grievance policy set out below is to provide a means for dealing promptly with any grievance, which an employee may have in the course of, and connected with, his or her employment. The policy complies with the ACAS Code of Practice on discipline and grievance.

Scope

The company requires good standards of conduct and performance from all employees. The aim of this policy is to ensure that employees’ workplace concerns are dealt with consistently and effectively. This policy applies to all employees in the company.

Where an employee has a complaint relating to disciplinary action, including dismissal, they should address this through the disciplinary appeals process. However, should the employee feel that the disciplinary action taken is discriminatory or that, contrary to the company’s assertion, has not been taken on conduct or capability grounds then the employee should put full details of their grievance in writing to their immediate line manager.

Responsibility

The manager is responsible for ensuring that this policy is applied consistently to all grievances raised by employees within their area of accountability.

The employee is responsible for adhering to the policy and working with their manager to resolve their grievance.

The Right to be Accompanied

At any grievance hearing an employee may request to be accompanied by a fellow employee of their choice or by a trade union official. Where a trade union is recognised in the workplace it is good practice for workers to ask an official from that union to accompany them. If an employee chooses a lay trade union official they should be certified by their union as having experience of having received training in acting as an employee’s companion at grievance hearings. The company may wish to see evidence that the trade union official who accompanies them is so certified.

PROCEDURE

Informal Procedure

Employees should aim to resolve most grievances informally with their line manager. This allows for problems to be resolved swiftly. If the grievance cannot be resolved informally then the following formal procedure should be followed.

Formal Procedure

Stage 1

Employees should put full details of their grievance in writing, to their immediate line manager. Where the grievance is against the line manager the matter should be raised with a more senior manager.

The manager will then invite the employee to attend a meeting in order to discuss the grievance and will inform the employee of his or her statutory right to be accompanied at this meeting. This meeting will be convened at a reasonable time and place to be determined by the company. The employee must take all reasonable steps to attend this meeting.

This meeting will not take place until the employee has informed the company in writing as to the basis for the grievance and the company has had a reasonable opportunity to consider their response to this information.

After the grievance meeting, the manager will endeavour to issue his/her response to the grievance as soon as is reasonably practicable and will inform the employee of his/her right to appeal against the decision if he/she is not satisfied with it.

Where reasonably practicable the appeal will be dealt with by a more senior manager than attended the first meeting.

Stage 2 (Appeal)

If the employee feels that the grievance has not been satisfactorily resolved, then he or she should write without unreasonable delay, setting out the grounds for any appeal, to the relevant manager hearing the appeal.

The relevant manager will then invite the employee within a reasonable time frame to attend a further meeting in order to discuss the grievance and any specific grounds of appeal and should inform the employee of his or her statutory right to be accompanied at this meeting. The employee must take all reasonable steps to attend this meeting.

The manager will endeavour to issue their response in writing to the grievance as soon as is reasonably practicable after the appeal meeting.

The decision taken at the Appeal is deemed to be final.

OPTIONAL Using mediation as part of a grievance

Mediation is not part of the Company’s formal grievance procedure. However if both parties agree to mediation, then the grievance procedure can be suspended in an attempt to resolve the grievance through that route. If mediation is not successful, then the grievance procedure can be re- commenced.

An independent third party or mediator can sometimes help resolve grievance issues before it is necessary to invoke the formal procedure. Mediation is a voluntary process where the mediator helps two or more people in dispute to attempt to reach an agreement. Any agreement comes from those in dispute, not from the mediator. The mediator is not there to judge, to say one person is right and the other wrong, or to tell those involved in the mediation what they should do. The mediator is in charge of the process of seeking to resolve the problem but not the outcome.

Where appropriate, the Company will seek to identify employees who have been trained and accredited by an external mediation service who can act as internal mediators. When this is not appropriate the Company will source an external mediation provider. Mediators will work individually or in pairs as co-mediators. There are no hard-and-fast rules for when mediation is appropriate but it can be used:

For conflict involving colleagues of a similar job or grade, or between a line manager and their employees;
At any stage in the conflict as long as any on-going formal procedures are put in abeyance;
To rebuild relationships after a formal dispute has been resolved;
To address a range of issues, including relationship breakdown, personality clashes, communication problems and bullying and harassment.

If you believe that mediation is suitable for your situation, please raise this with your line manager, or if this is not appropriate, a more senior manager.

SUBSTANCE ABUSE

The Company is committed to maintaining a safe, healthy and productive work environment free of the misuse of drugs, alcohol, solvents and related substances. Substance abuse (of any of the aforementioned items) cannot only impair employee health and performance, but can also create unsafe working conditions for the individual and his or her colleagues.

We forbid the use, possession, concealment, transportation, promotion or sale of prohibited substances by employees whilst on Company premises or in Company vehicles or on client premises. Contravention of this will be considered gross misconduct and employees will be subject to action under the Company’s disciplinary procedure up to and including dismissal.

Employees are not permitted to consume alcohol during working hours including breaks.

You must not report for work under the influence of a prohibited substance. “Under the influence”, means that there is a sufficient amount of the substance in the employee’s system to produce a positive result from a medical test or breathalyser unit, and/or that the employee shows erratic abnormal behaviour likely to pose a risk to others, or to interfere with their job performance.

Out of working hours you must not consume alcohol on the premises in view of clients/guests under the age of 18.

Employees may be tested at any time during working hours where they are suspected of being “under the influence” or where the Company has reasonable cause to believe they are under the influence. This includes the start of any shift (including the start of a second shift in the instance of an employee working split shifts).

A “substance” is defined as a material that chemically modifies the body’s functions resulting in physical, psychological or behavioural change.

A “prohibited substance” means a controlled drug as defined in the Misuse of Drugs Act 1971 or any other substance including prescription and over-the-counter medication taken in such a manner as to impair the individual.

These include, but are not limited to:

Cannabinoids
Cocaine
Opiates
Amphetamines

Barbiturates
Benzodiazapine
Phencyclidine
Propoxyphene
Methadone
Solvent or solvent based products
New Psychoactive Substances (Formerly ‘Legal Highs’)
Alcohol

“Substance abuse” means the use of a prohibited substance.

A “positive test result” for the purposes of alcohol means the presence at a level higher than [50 milligrams per 100 millilitres of blood (ie. the Scottish “drink driving” limit)].

If an employee is suspected of being “under the influence”, they may be required to undertake a test and/or may be sent home. They may also be subject to action under the Company’s disciplinary procedure up to and including dismissal (see Disciplinary Procedure – Gross Misconduct).

The Company will try and assist those employees who come forward voluntarily with any substance abuse problem. In such circumstances the Company will treat substance abuse as a health problem and allow employees to seek professional assistance. The Company will treat all relevant discussions in strict confidence. However, if such employees fail to complete a prescribed course of treatment or have a relapse following treatment, the matter will be dealt with under the Company’s Disciplinary Procedure.

SMOKING AT WORK

It is the policy of the Company to establish working environments that are entirely free of tobacco smoke. Employees are not permitted to smoke on Company premises except in designated smoking areas. For the avoidance of doubt the smoking of e-cigarettes is also forbidden.

There is a designated smoking area on the west side of the house behind the laundry for employees. Employees are prohibited from smoking in front of clients.

Managers have a significant responsibility to ensure that all employees, third party contractors and visitors are fully aware of this policy and that they adhere to the policy. Failure to do so, or any significant breaches of the policy, may result in disciplinary action being taken up to and including summary dismissal.

The Company reserves the right to remove any designated smoking areas.

USE OF PERSONAL VEHICLES [Option]

In the event that you need to use your own vehicle for business use, it is your responsibility to ensure that your vehicle is covered by comprehensive insurance and for business use. You should submit a copy of your insurance certificate to your Manager before using your own vehicle for business purposes. All drivers must hold a valid driving license and you must have paid for the appropriate vehicle excise duty. Employees who do not adhere to these terms must not use their own vehicle for business purposes.

USE OF COMPUTERS AT WORK

The Company relies on the integrity and availability of its Computing Systems and Infrastructure to meet its business and commercial needs. However a User’s improper use of the Company Computing Systems can impact adversely on the system, waste time and resources and create legal liability and embarrassment for both the Company and the User.

All data on the Company’s Computer Systems is owned by the Company. You are reminded that e- mail (including “hotmail” accounts or similar personal email accounts) and internet systems are not ‘private’ and the Company reserves the right to access e-mail and audit the use of the internet and other computer systems.

The primary purpose for the Company’s Computer Systems is for Company business use. Users may make very limited, infrequent, or incidental use of company computer systems. Unreasonable use of e-mail or the internet for personal purposes will lead to disciplinary action.

Users should be aware that any person loading, downloading, printing, storing, or receiving (without reporting to their Manager), any material of a sexual or lewd nature via electronic means or otherwise may be subject to Summary Dismissal for Gross Misconduct

Users must not use Company Computer Systems in any way that may be considered detrimental or offensive to others.

Rude, offensive and detrimental messages and files can have a serious impact on the recipient and may constitute harassment or discrimination under the current discrimination laws.

The Company will thoroughly investigate any complaint of harassment or discrimination and will take prompt corrective action. This includes implementing the Company’s Disciplinary Procedure which may lead to dismissal.

Social Networking

The growth of computer use and internet expansion has led to an increase in the use of blogs and social networking sites. The company has strict guidelines on the use of such sites:

Community online starts with our values. You should always treat people with respect and avoid speaking negatively about other people, companies or organisations.
The use of social networking sites & blogs must not be allowed to interfere with or bring into disrepute the conduct of the Company or its good name or reputation.
You should take care to ensure you do not misrepresent yourself or the company on social media. You should not use an alias or mislead people about our connection to the company.
Always ensure your posts are accurate, not misleading or damaging and be careful not to reveal any confidential company information. If unsure of the content, do not post it.
Always respect copyright and give credit where it is due. Do not post text, images or videos that were created by someone else without crediting them, where possible include a link to the source.
Do not post photographs online which feature Raasay House or Raasay Outdoor Centre without clearing it with a Director or the Marketing Manager. Do not tag in a post or write about

Raasay House or the Outdoor Centre without clearing it with a Director or the Marketing Manager.

Always remember that everything on the internet is public. Online comments and posts are public and permanent, even with privacy settings in place.
Customers and colleagues may have access to the information you post online and information originally intended for friends and family can be passed on and traced back. Always be mindful that media and competitors are watching. The media and our competitors search online for information about us.
Always remember to help us to protect our creativity and integrity by thinking carefully about the content which you share online. If you see something that concerns you relating to the organisation please raise this with your line manager or a Director.
Social networking must not be used to harass or bully other staff in any way or breach the Anti- harassment and bullying policy.
Employees contravening this rule will be subject to the Disciplinary procedure.

Use of Company computers, networks, and Internet access is a privilege granted by management and may be revoked at any time for inappropriate conduct carried out on such systems.

ANTI HARASSMENT AND BULLYING

The Company is committed to developing a working environment in which bullying and harassment are known to be unacceptable and are not tolerated at any level of the Company. The Company seeks to ensure that every individual can work effectively in comfort and dignity. The Company will provide any employee who suffers bullying or harassment with an appropriate form of redress and seeks to guarantee that complainants will not encounter any form of reprisal or victimisation as a result of their complaint.

This policy covers harassment or bullying which occurs both in and out of the workplace, such as on business trips or at events or work-related social functions. It covers bullying and harassment by staff and also by third parties such as customers, suppliers or visitors to our premises. It covers harassment where employees are not directly targeted. Any complaint will be thoroughly investigated and prompt corrective action taken.

Harassment is unwanted conduct that violates a person’s dignity or creates an intimidating, hostile, degrading, humiliating or offensive environment for them. Harassment can take many forms, occur on a variety of grounds and may be directed at an individual or group of individuals. It is not the intention of the perpetrator but the deed itself and the impact on the recipient which determine what constitutes harassment. Ultimately, the question which has to be asked is has an individual or group of individuals been treated in a detrimental way on improper grounds?

Whatever the form of harassment it will be unwanted behaviour which is unwelcome and unpleasant. Unlawful harassment may involve conduct of a sexual nature (sexual harassment), or it may be related to the victim’s gender, gender reassignment, marital status or civil partner status, race, ethnic or national origin, colour, nationality, disability, sexual orientation, age, pregnancy or maternity, religion or belief. Harassment is unacceptable even if it does not fall within any of these categories.

A person may be harassed even if they were not the intended “target”. For example, an employee may be harassed by racist jokes about a different ethnic group if they create an offensive environment for that employee.

Bullying is offensive, intimidating, malicious or insulting behaviour involving the misuse of power that can make a person feel vulnerable, upset, humiliated, undermined or threatened. Power does not always mean being in a position of authority, but can include both personal strength and the power to coerce through fear or intimidation. Bullying can take the form of physical, verbal and non-verbal conduct.

Legitimate, reasonable and constructive criticism of a worker’s performance or behaviour, or reasonable instructions given to workers in the course of their employment, will not amount to bullying on their own.

No one in the Company should have to put up with harassment or bullying within their employment. This may include the use of the Company’s disciplinary procedure.

If you think you are being bullied or harassed, you should, where possible, first make it clear to the person that their behaviour is unwelcome and you want it to stop. Once the person concerned understands that their behaviour is unwelcome, this may be enough to stop it.

If the bullying or harassment continues you should take your complaint through the Grievance Procedure. All complaints will be handled in a timely and confidential manner. You will be guaranteed a fair and impartial hearing and the matter will be investigated thoroughly. If the investigation reveals that your complaint is valid, prompt attention and disciplinary action designed to stop the bullying or harassment immediately and prevent its recurrence will be taken. In such circumstances, if relocation proves necessary, every effort will be made to relocate the harasser rather than you as the victim; however, the Company will endeavour to relocate you if this is your preference.

You will be protected from intimidation, victimisation or discrimination for filing a complaint or assisting in an investigation. Retaliating against an employee for complaining about bullying or harassment is a disciplinary offence.

Whilst this procedure is designed to assist genuine victims of bullying or harassment, you should be aware that if you raise complaints which are proven to be deliberately vexatious, you will become subject to disciplinary proceedings.

WHISTLEBLOWING

All organisations face the risk of things going wrong or of unknowingly harbouring malpractice. The Company has a duty to identify malpractice and take the appropriate measures to remedy the situation. By encouraging a culture of openness within our organisation the Company aims to prevent malpractice. The Company wants to encourage all workers to raise issues, which concern them at work. Further details on how to do this can be obtained from your line manager.

All employees have legal protection under the Public Interest Disclosure Act 1998 from any form of retribution, victimisation or detriment as a result of publicly disclosing certain serious allegations of malpractice. Employees who disclose information of a specified category to a specified individual in specified circumstances, in accordance with the Public Interest Disclosure Act 1998 will be afforded protection. It will also enable them, if necessary, to make a complaint or assist in an investigation without fear of reprisal.

Protection under whistleblowing will apply in cases where an employee genuinely believes that one of the following sets of circumstances is occurring, has occurred or may occur within the Company:

that a criminal offence has been committed, is being committed or is likely to be committed
that a person has failed, is failing or is likely to fail to comply with any legal obligation to which he or she is subject
that a miscarriage of justice has occurred, is occurring or is likely to occur
that the health and safety of any individual has been, is being or is likely to be endangered
that the environment has been, is being or is likely to be damaged
that information tending to show any matter falling within any one of the preceding paragraphs has been, is being or is likely to be deliberately concealed.

While it is not necessary that the employee proves the malpractice or misconduct that he/she is alleging, but may simply raise a reasonable suspicion, please note that an employee will not be protected from the consequences of making such a disclosure if, by doing so, he/she commits a criminal offence. Employees will only be entitled to protection if the disclosure is carried out in the public interest.

Who the disclosure should be made to If you wish to raise or discuss any issues, which might fall into the above category you should contact your line manager in the first instance who will treat the matter in confidence. In such cases it is likely that further investigation will be necessary and you may be required to attend a disciplinary or investigative hearing as a witness. The complaint should be made orally or in writing, describing the incident(s) as fully as possible to your line manager. Where the concern involves your line manager then the concern should be raised with a more senior manager. All Complaints will be viewed seriously and treated confidentially.

ANTI BRIBERY AND CORRUPTION

You agree that you will not offer, promise, give, request, agree to receive or accept any bribes:

in the course of your employment;
when conducting company business; or
when representing the organisation in any capacity.

A bribe means a financial payment or other form of reward or advantage, whether direct or indirect, that is intended to persuade or influence, or has the effect of persuading or influencing, an individual, company or public body to perform their functions, including business and public duties, improperly. For the avoidance of doubt, improper performance includes:

not acting in good faith;
not acting impartially; and
not acting in accordance with a position of trust.

You agree to comply with the company’s anti-bribery policy and procedures and agree to comply with all applicable bribery and corruption laws.

You agree to report any suspicious conduct that may amount to a bribe being offered, promised, given, requested or accepted (either involving you or another employee or person acting for, or on behalf of, the organisation) immediately to the relevant individuals within the organisation in accordance with the anti-bribery policy and guidelines.

If the company suspects you of bribery, it is entitled to invoke its disciplinary procedures and suspend your employment while carrying out its investigations.

The company is entitled to terminate your employment in writing without notice or pay in lieu of notice, without prejudice to any rights or claims it may have against you, if it is found by the company, or any other relevant public or legal authority, that you are guilty of bribery.

MODERN SLAVERY ACT 2015

The Company is committed to ensuring that there is no modern slavery or human trafficking in our supply chains or in any part of our business. Our Anti-slavery Policy reflects our commitment to acting ethically and with integrity in all our business relationships and to implementing and enforcing effective systems and controls to ensure slavery and human trafficking is not taking place anywhere in our supply chains. For further information, please see your Line Manager. Alternatively any concerns in this regard should be raised through the Whistleblowing Policy.

SECTION FIVE

NOTICE PERIODS

Your notice requirements will be detailed in your individual Contract.

RETIREMENT

The Company currently has no fixed retirement age and employees are free to retire whenever they choose. We acknowledge that retirement is a matter of choice for individuals and consider that age diversity is beneficial to the Company.

If you wish to have an informal discussion about retirement at any time please speak with your line manager. If you indicate that you are thinking of retiring, you are free to change your mind at any time until you have actually given notice to terminate your employment.

If you do decide to retire, we would appreciate as much notice as possible, although you should give the company at least the notice you are obliged to give under your contract of employment.

REDUNDANCY

It is the Company’s intention to develop and expand the business activities and thus provide a stable work environment for all employees. However, where economic necessity dictates, it may become essential, having tried all other available options, to reduce staffing levels, leading to subsequent redundancies. Where this is the case, employees will be fully consulted, either as individuals or via recognised representatives, and a suitable redundancy procedure will be adopted, dependant always on the particular needs of the business.

LEAVING PROCEDURE

On termination of employment, you are required to follow the Company’s leaving procedure. You must give your correct notice as detailed in your Contract. Before you leave it is essential that you return all Company property.

REFERENCES

It is not the general policy of the Company to provide ‘open’ references for employees leaving. However, factual references may be provided in certain circumstances.