PAYE Handbook
Bentley Motors
We are the world's leading workforce solutions company, offering flexible placement, permanent placement, outsourcing and managed services across all sectors.
At Adecco, we believe in the potential of people. We deliver the right talent capabilities at the right time, enabling flexibility and agility for clients. Our global scale, local knowledge, and ‘always-on’ approach matches the best candidates across a wide range of office, industrial and service sector roles. As a career partner, we support the employability of our Associates and are committed to their success.
What We Do
Flexible placement
We recruit and manage flexible workers for our clients, taking care of onboarding, training, payroll and administration.
Outsourcing
We staff and manage entire workforces, such as warehouse logistics or IT support.
Permanent placement
We source candidates, screen CVs, conduct interviews and assessments, and advise hiring managers to ensure companies get the exact skills they need.
Training, upskilling and reskilling
We provide coaching and training that enhances individual employability and addresses persistent skills shortages in industries.
Hello and welcome to Adecco
We have worked with Bentley Motors for 16 years, working in partnership with them for their workforce solutions.
To ensure that you have a great experience whilst working onsite with our client, we have included all of the important information that you need to know throughout your contract with Adecco. Please take some time to read the information within this handbook.
The purpose of this handbook is to provide you with all the information relevant to your contract. It is in your interest to take the time to read the handbook and familiarise yourself with the contents. This handbook should be your first point of reference for any questions/queries that you may have.
Our aim in producing this document was to create a one-stop information point where you would be able to access all the information you are likely to need in relation to your contract with us. The Handbook and corresponding policy documents form part of your contract of employment with Adecco.
I hope you find this a useful guide during your employment, however, if you are unable to find the answer to your question here, please feel free to contact the Adecco Team.
Thanks
Gemma Jones Senior Account Manager
or click icon to add
Onboarding
Onboarding Journey
The below is a summary of the different stages you will undertake before you commence your new role at Bentley. You will find more detail on these stages in the following pages.
1. Offer acceptance – Once you have verbally accepted your offer, you will have an account set up on our Connect Communities portal.
2. Welcome call - You will receive a welcome call from your MyExperience contact to introduce themselves and support you through the onboarding process.
3. Compliance - You may be sent a link to our background checking system (if applicable for your role) and you will be asked to provide your legal right to work and background information
4. Contract - Your contract will be sent to you via Docusign to allow you to review and accept once we have been provided with all information requested
5. Payment set up - You will be asked to complete your bank details to enable Adecco to pay you successfully.
Getting Started
Offer Acceptance
You will have received an email containing the details of the role you have been offered – If you have any queries regarding the details provided, please reach out to the MyExperience team (01782 558312).
Connect Community
A member of our team will contact you to discuss the onboarding process in greater detail and they will provide you with a link to register and complete your Connect Community Profile which will come from @myconnectcommunity.com
Please look out for an email from Docusign which will contain a link for you to review and accept your Contract
Background Screening
For Orion Park Roles Only
Please complete your Background Screening steps as soon as possible
Before commencing your new role, our clients sometimes require that you complete a level of background checking in order to be compliant with their internal policy.
MyExperience will guide you through this process and you may be asked to provide documentation to help satisfy these requirements via our screening platform, and our Odro or TrustID technology.
Right to Work
Home Office guidelines require that we obtain your legal right to work and proof of address documents
Below are some examples of acceptable documents for your RTW. When requested, please provide to us as soon as you can
Passport Any Valid UK or EU Passport
Biometric Residence Permit
Birth certificateissued within 12 months of birth alongside proof of National Insurance*
Adoption certificate alongside proof of National Insurance*
*UK issued evidence of National Insurance examples - P45, P60, Payslip, NI card.
UK issued biometric permit showing right to work in the UK
UK, Isle of Man and Channel Islandsincluding those issued by UK authorities overseas, for example embassies, High Commissions and HM Forces
UK and Channel Islands
Legal Name
Please note if your legal name is different from any of the documents provided you may be asked to provide further documentation such as a marriage certificate or change of name deed to evidence this.
Proof of Address
The following are examples of the acceptable documents which we encourage you to provide to us as soon as possible once requested. Please note that online documents cannot be accepted.
Mortgage Statement
Bank or Building Society Statement
Bank or Building Society Account Opening
Confirmation Letter
Credit Card Statement
Financial statement, for example pension or Endowment
P45 or P60 statement, Council Tax Statement
Utility Bill (not mobile telephone bill)
Letter from Local or National Government Body e.g. HMRC, DWP
UK or EAA - Issued in last 12 months
UK and Channel Islands of EEAIssued in last 3 months
UK - Issued in last 3 months
UK or EAA - Issued in last 3 months
UK - Issued in last 12 months
UK and Channel Islands - Issued in last 12 months
UK - Issued in last 3 months
UK - Issued in last 3 months
Onboarding Checklist
The following stages must be fully completed in order to receive the details of your first day in contract at Bentley
✓ Confirm your acceptance of the role offer details.
✓ Complete your Community Profile with your bank details
✓ Complete online background screening form (If Required)
✓ Provide legal right to work documentation and proof of address via the Odro link that been provided to you. If you have already completed this, please do make us aware.
✓ Accept your contract through Docusign
Need to change something?
It is important that our records are correct, as inaccurate or out of date information may affect your salary or cause difficulties in situations where contact is required for emergencies.
You must update your account on Connect Communities and notify the Adecco team immediately of all changes in the following personal information:
• Name
• Home address
• Telephone number
• Bank account details
• Emergency contact
Personal data on associates is held in accordance with the provisions of the Company’s Data Protection Policy which will be made available for inspection by you if required.
Next Steps
Please see below when you can expect to hear from us next;
Prior to your first day, our dedicated Onsite Consultant will contact you to arrange where to meet on your first day, introduce you to site and answer any questions you may have. Our team will also check in with you during your 2nd week and to ensure you have everything you require for a successful start with Bentley Motors!
Our team will provide you with all the valuable information that will support you in your contract.
You will also receive your login details via email to complete your timesheets on your dedicated system during your first week.
Parking
Bentley has ample parking for all workers. When you enter site from Pyms Lane, please turn right before the security barriers and you will see car parking signage. Please report to Bentley security reception where the Adecco onsite consultant will meet you.
A full site map can be found at the below link (via your Bentley laptop): Pyms Lane Campus (vwgroup.com)
Mandatory Training
Below you will find the links to the Bentley Motors training platform.
Please make sure you view both the Contractor Induction and Environmental induction PowerPoint on your first day.
You are required to complete training modules 3, 4 and 5 within your first week.
The remaining modules 1,2,6,7,8,9 must be completed within the first month of you working at Bentley Motors.
Please email Bentley.adecco@adecco.com clearly stating that you have completed modules in line with the above deadlines.
To access the web page, you must be logged in to your Bentley Motors laptop.
We suggest you forward this whole document to your Bentley email address and you will then be able to click the links. Alternatively, you can search for them on the Bentley Intranet.
i. Contractor Training and Development (vwgroup.com) (can only be accessed from a Bentley laptop.
i. Here you will find the key training modules mentioned above.
ii. Contractor Induction (vwgroup.com) (can only be accessed from a Bentley laptop)
i. Please complete both the Contractor Induction and the Environmental Induction found on this page.
Here is a screenshot of what you will see:
Should you have any issues gaining access or questions regarding this requirement, please reach out to your Bentley Manager or email Bentley.adecco@adecco.com
In addition to the above, we will require you to complete the DSE (Display Screen Equipment) assessment to cover both on site and remote working locations. This will be issued to you directly from Bentley, you will have 1 week to complete this. The email will come from WORK RITE so please keep an eye out for this.
Timesheets and Payment
You will submit your timesheets through the Vector system. The only use for Connect is to update your personal information such as bank details or address.
Please follow the link below to access Vector and enter timesheets
URL: https://vms.vectorvms.eu.com
Username: FirstnameLastname
Temporary Password: welcome123
Org Key: h1760
Adecco recommend submitting hours on a Friday or at the end of your working week.
Once submitted, your timesheet is required to be approved by the Bentley Manager before 12.00 on Mondays
Please ensure any holidays or absence are accurately represented on your timesheet, and any overtime is recorded clearly.
Adecco will only pay the hours represented on your timesheet, so if your standard hours or overtime are not accurately recorded they will not be paid If your timesheet is approved and processed on time, you will be paid one week in arrears. If there is a delay, then your payment will be made the week after the time is approved. You will be paid on Fridays.
On weeks where there is a Bank Holiday Monday, timesheets need to be submitted and approved by the Friday of the week before
Please refer to the user guide sent to you along with this handbook. For additional support, please contact MyExperience
Overtime
PAYE contractors who occupy roles that are equivalent to Tarif (nonmanagement) positions, are entitled to receive overtime premium for hours worked in excess of 35 per week in line with the premiums outlined in the table below.
PAYE contractors who occupy roles that are equivalent to Tarif+ (management), are not entitled to receive overtime premiums, however will be paid basic rate for hours worked in excess of 37.
If you work overtime as part of a business trip, please refer to the Travel Policy which can be found later in the handbook.
Please note overtime hours MUST be pre-approved by your Bentley manager beforehand.
Overtime Premiums
First 2 hours (per day)
Over 2 hours (per day)
Saturday
Sunday
Overtime before or after night shift
Standard time + 25%
Standard time + 50%
Standard time + 50%
Standard time +75%
Standard time +50%
Where a working pattern includes an element of unsociable hours, the appropriate shift premium will be paid (applicable to Tarif and Tarif+ equivalent roles).
Night-Shift on Other Statutory Days
+ 20%
* Colleagues are eligible for one full day off in lieu in addition to the payment above, where Bentley recognise statutory holidays have been worked. The time off in lieu must be agreed with the colleague's line manager and in line with business requirements. If the day worked is a company fixed day, then the time back will be equal to the hours worked.
This applies to Bentley recognised Statutory holidays only
Not applicable for Tarif + colleagues
Online payslip
You will be able to access your payslips by logging into your Community Portal account.
Click here to log in
Once you have logged in click ‘Payments’ at the top of the screen and then select ‘Pay Advice’
Annual leave
You will accrue holidays every time you submit a timesheet with Adecco that is approved. Your holiday entitlement will be 35 days per annum inclusive of bank holidays and statutory days whilst in contract at Bentley Motors
It is your responsibility to manage your own holidays.
Your accrual amount is available to you by placing a quick call to MyExperience.
To request holidays, you must:
1. Ensure you have sufficient accrual.
2. Confirm with your Bentley line manager that they can accommodate to your leave request.
3. Authorisation must be obtained before taking any holiday.
4. Complete your timesheet in Vector, logging any days taken as annual leave.
5. Ensure this is approved by your line manager so we are able to make payment to you.
6. Please note that annual leave is accrued on a weekly basis, and cannot be accrued or paid out in advance
The holiday year is from October to September.
Any untaken holiday at the end of the holiday year will be lost and cannot be carried over.
Ways of Working at Bentley
Bentley operate a Hybrid Working model and a Flexitime model.
Below is a brief overview of both ways of working, however you can find out more detailed information at the Ways of Working Hub on Bentley’s intranet.
Hybrid Working
A blend of onsite 'in person'/offsite 'remote' working which will be available to contractors whose role enables parts of their work to be carried out remotely. The split is approximately 60% onsite and 40% remotely, depending on the requirements of your role and deliverables. Within this guidance, contractors can choose to work where it is most effective for them, their team and for our business.
Please note that not all roles at Bentley are Hybrid. The ability to work hybrid will depend on the requirements of the role
Flexitime
Flexitime is an adaptable work schedule which gives contractors the autonomy to decide their start and finish times (in line with the requirements of their role). It provides the opportunity to work longer or shorter days that help with personal or business commitments, and it enables the accrual of additional hours to be banked and taken back at a time convenient for contractors and/or the business. Contractors can build up a Flexitime account by working more than their daily contracted hours. No management authorisation is required for this, however the decision to work additional hours should be in accordance with business needs. Flexitime balances carry over to the next working day/week/month and increase/decrease when longer/shorter days are worked.
The Flexitime account is limited to -5 hours and +20 (pro rated for part time contractors) and it is both contractors and Bentley managers responsibility for maintaining the Flexitime account.
Please note that Flexitime is not appliable to all roles. The ability to work on a flexitime basis is role dependant. Please discuss with your Line Manager.
Reporting Absence
Please ensure you contact the MyExperience team on 01782 558312 as soon as you know that you are not able to attend work for any reason.
Absence levels are regularly monitored, and we may review your absence record, where you have had a number of periods of absence. If you have had 3 instances of general absence in any 12-month period, or a pattern is identified around formal days off work, i.e. weekends or bank holidays, an absence investigation meeting may be held. Please note that the end result of an absence investigation meeting could be an end of contract.
Statutory Sick Pay (SSP)
Statutory Sick Pay (SSP) may be payable in respect of periods of absence, subject to qualification in accordance with the rules of the scheme and with submission of appropriate certification.
There is no entitlement to SSP for the first 3 days of absence, known as waiting days. Furthermore, where Associates are not working in contract at the time of becoming unwell, qualification for SSP differs and may not be applicable.
For periods of sickness between 5 and 7 days, you will be required to complete a Self-Certification form which can be obtained from the MyExperience team.
For periods of sickness over 7 consecutive days in length (including weekends and non-working days), you will be required to produce a Doctor’s ‘Fit to Return’ certificate. This should be forwarded to your MyExperience team as soon as possible. Failure to supply a Doctor’s ‘Fit to Return’ certificate may result in loss of pay.
Pension and Autoenrolment
Adecco will automatically enrol you into our pension scheme provided that you:
• Are aged between 22 and state pension age
• Earn income that is subject to tax
• Have worked for us for three months
Our pension scheme is provided by NOW: Pensions
You will receive information from them confirming whether or not you meet the criteria to be automatically enrolled. If you have pension contributions on your payslip it’s because you meet all three of the criteria above. If you want to contact them in advance of receiving this information or because you haven’t received any information to date, you can contact them on:
Telephone: 0330 1003334
Email: membersupport@nowpensions.com
Remember that if you don’t want to belong to the scheme you are able to opt out of it. In order to do this you must contact NOW: Pensions but only after they have written to you.
You also have the option of opting in to the pension scheme before the 12 week period – you will need to contact Now Pensions directly regarding this.
Moving on
Should you decide to leave Adecco;
You must provide your resignation, considering the contractual notice period, in writing. Please contact the MyExperience team via email (myexperienceps@adecco.co.uk ) mentioning your finish date, your reason for leaving and the email address on your Connect communities profile.
We conduct Exit interviews prior to the end of your contract, we will endeavour to contact you via phone (email as a back up). This is a very important part of our off-boarding process as your feedback is essential to the evolution of our service.
Once your final timesheet has been submitted the MyExperience team will process all outstanding annual leave and generate your P45. Once the P45 is generated it will be posted to the home address we have on file for you.
If you would be interested in finding alternative contracts through Adecco, please mention this to your MyExperience advisor, so they can put you in touch with the recruitment team.
Performance and behaviour at work
Service Reviews
To support you through your time with Adecco at Bentley Motors, contract reviews will be scheduled in at weeks 4, 8 and 12. This will be conducted by your Bentley Manager.
This is an opportunity to review your progress, discuss any issues or concerns that you may have and provide any additional support you may need to fulfil your role.
In addition, the MyExperience team will also contact you during your contract with the offer of additional support (where required). Please don’t wait for these calls if you have a pressing matter. You can contact the team Monday to Friday from 8am until 5pm by telephone – 01782 558312 – or via email –myexperienceps@adecco.co.uk at any time
Code of Conduct
The Code of Conduct, OUR CODE, is Bentley’s ethical foundation for acting with integrity and in compliance with the rules at Bentley. The guiding principles below sit alongside their Charge Forward Behaviours listed later in this handbook.
WE ARE ONE
Our fundamentals for Integrity and Compliance.
WE ARE COMMITTED INDIVIDUALS
We embrace our corporate values, principles and rules, thus promoting trustful, sincere and fair interaction with one another. We are all role models
WE ARE RELIABLE COLLEAGUES
We take our responsibility in the workplace seriously and protect what is valuable for our team, our Company, and our customers
WE ARE RESPONSIBLE PARTNERS
Trust is our greatest asset. That is why we rely on honest, reliable, transparent, and fair business relationships
WE ARE GOOD CORPORATE CITIZENS
We bear responsibility for society and ensure that our Company contributes to sustainable development.
For further information please speak to your line manager or read more on the Bentley Intranet.
General Behaviour
Adecco and Bentley Motors expect a standard of behaviour and conduct for all staff that work on site.
You are expected to :
• Be appropriately dressed at all times
• Be punctual to work and back from breaks
• Be courteous to everyone, treat people how you expect to be treated yourself
• Maintain a good attendance record and be reliable
• Be aware that at any time Bentley Motors may have several VIP’s in the building
• Treat the building and surroundings with respect
• Ensure sickness/absence reporting process is always adhered to
• Follow written and verbal instructions at all times as compliance to standard operating procedures is very important to us.
• Adhere to the Health & Safety policies and procedures as directed during your induction at all times
You must not disclose by any means to any other person or organisation any information which is in your possession or at his/her disposal by virtue of working at the Company, which is owned by the Company or has been made available to the Company by a third party and concerns, for example;
• The nature of any work being carried out by the Company
• The nature of any work likely to be carried out by the Company
• Any financial or product plans of the Company, including the size and value of any orders taken by the Company.
Any confidential conversations between you and your Bentley Manager may be disclosed if it is deemed that there is a risk to the Company
Anti Bullying and Harassment
Adecco are fully committed to providing a working environment that is free from harassment and victimisation of any kind creating an environment of fairness and inclusion for all. We aim to ensure that all contractors understand their own responsibility in keeping the working environment free of bullying, harassment, and victimisation. Adecco’s Anti Bullying and Harassment policy provides further details, and a copy can be obtained from any member of the Adecco team.
Social Media
Bentley recognise not only the great commercial benefits of social media but also that contractors may choose social networking sites such as Facebook and Twitter as a way of interacting with contractors and friends.
We encourage responsible use of such sites and expect certain standards of conduct to be observed to protect both Bentley Motors’ and Adecco’s legitimate business interests and contractors/Associates from the risks of inappropriate use. Adecco and Bentley Motors will take it very seriously if any unfavourable comments/photos are posted on Social media sites in relation to the Company, Associates, contractors or our clients.
Bentley Charge Forward Behaviours
Bentley’s “Charge Forward Behaviours” support delivery of their “Beyond 100” strategy. These eight behaviours define clear criteria, to set a common understanding of Bentleys expectations for all its workforce, including Adecco [contractors (white)/associates (blue) – delete as appropriate].
All workers should:
“Act as an Owner” – We are accountable for sustainable results
“Be an entrepreneur” – We innovate and drive value creation
“Grow personally” – We drive our own development
“Excite Customers” – We create extraordinary
“Perform Together” – We are inclusive, we trust & collaborate
“Handle complexity” – We drive clarity through informed decisions
“Live integrity and Compliance” – We speak up and do the right thing
“Live Passion” – We are engaged and authentic
For further clarity on Bentley’s Charge Forward Behaviours please speak to your line manager or read more on the Bentley Intranet.
Security Procedures
The Swipe System
It might be the case that you will use Bentley’s swipe system to maintain your flexi time working spreadsheet. You will find the swipe devices located all over the site.
ID Badges
ID Badges will be issued by Bentley and must be worn and on show at all times whilst onsite, unless it is not safe to do so. If requested by security, you must show your I.D. badge. You must return your badge to Adecco at the end of your contract .
You may be issued with a temporary pass until your own is available. It is a security violation to swipe anyone in using your badge or to allow someone else to swipe you in with their badge.
If your ID Badge is lost whilst on or off site please make Adecco aware as a matter of urgency so that the card in question can be deactivated and a new card issued. If you forget or lose your ID Badge you must report to security reception and request a temporary pass.
Entry to site outside normal working hours
No person may enter the Company’s premises at times other than authorised working hours without the permission of the Company. Associates who have authorisation must report to main gate security before entering the site and on leaving the site. If you have forgotten personal items, please call Adecco.
Company Property
Bentley reserves the right to inspect on its premises any vehicle, personal belongings or locker.
Deliberate and calculated misuse, theft of or damage to Bentley property could result in your contract being terminated and may also lead to prosecution.
Personal Property
Adecco and Bentley accept no liability whatsoever for the loss of, or damage to, personal property brought by Associates on to the premises, however caused. This includes vehicles, motorcycles and bicycles.
Deliberate and calculated misuse, theft of or damage to another person’s possessions or property could result in your contract being terminated and may also lead to prosecution.
Return of Bentley property at the end of the engagement
At the end of your engagement, it is your responsibility to return your equipment to your Bentley manager, including laptops, work phones etc. This can either be handed back in person or couriered back to Bentley’s main site.
Body Worn Cameras (BWC)
Bentleys First Response Team (FRT) will now deploy BWC’s for both their own personal safety and the safety of others. BWC’s are used as a toll for the FRT to evidence both their own activities and their interactions with members of the public, colleagues, contractors and onsite visitors as applicable.
They may be activated at any time the user requires to do so, to avoid conflict or harm. They will also be activated when the user assesses that the footage captured will provide context of evidence relating to an ongoing incident.
Where it is possible to do so the user will inform subjects of the recording that’s the device is active and the reasons why.
The BWC will only be used where it is proportionate to do so and would not be used to capture special category data (e.g. medical emergencies)
Please remember that BWC’s are cooperate devices, recording for a business reason. The use of personal devise on-site to reciprocate recording is not permitted.
Health & Safety
Health and Safety Overview
Health and Safety is a partnership, in which we not only look after ourselves as individuals but also each other. In addition to the modules, you will complete on your first day of contract , we want to make you aware of your responsibilities in this important area.
Occupational Health
It is necessary for the health of prospective associates to be assessed prior to commencement of contract at Bentley Motors, in order to safeguard them, by ensuring that they are not employed in areas for which they are medically unsuited.
Bentley’s occupational health pre-placement screening is managed and processed by an external provider. In order to facilitate this screening, the following information will be shared with Optima Health to allow them to contact you and complete the necessary pre-placement screening:
• Name
• DOB
• Email address
• Phone number
• Home address
You will receive an email from alerts@myohportal.co.uk to the email address you have provided us, asking you to complete an online occupational health preplacement form (please note, it may appear in your Junk / Spam folder). The email will contain all the details required to log on and complete this form and contact details for support if required. Please be aware that the occupational health pre-placement screening outcome will be available to the Adecco onsite team. Please be advised that you may be invited to attend an Occupational Health appointment and full details will be advised accordingly if required.
Health and Safety Responsibilities
Our Responsibilities
As far as practically possible, we will do all we can to ensure you have a safe and healthy workplace with adequate supervision.
For this contract , Bentley is responsible for your Health & Safety whilst you are in contract. We will make sure you are given information on safety procedures so that you can carry out your tasks safely.
If, at any time during your contract , you do not understand anything please ask for clarification.
Your Responsibilities
• Take reasonable care for the Health & Safety of yourself and others while you are working.
• Work safely and to co-operate in the application of health and safety policies and procedures by taking reasonable care of your own safety ensuring you do not put themselves or other people at risk
• Continually keep your equipment safe, clean and tidy. This is also applicable to your place of work and surrounding areas.
• Make sure you familiarise yourself with the local emergency procedures of your workplace.
• Be aware of the safety rules and regulations as they apply to the site.
• Report any hazardous situations to your Line Manager.
• Do not undertake tasks you have not received training for or you feel are unsafe.
• Do not misuse any equipment or safety devices.
• Make correct use of all work equipment, machinery, substances and PPE.
The Company regards compliance with the Health and Safety at Work Act 1974 and all other relevant statutory requirements as the absolute minimum acceptable.
You should be told by your Bentley manager:
• The location of fire exits
• The location and types of fire extinguishers
• The location of the toilets and wash basins
• Who the first aider/appointed person is
• Any task specific training for the role
• The procedure for reporting accidents in the workplace
• Any other information relevant to your role of workplace
Reporting Accidents
If you are involved in an accident or near miss incident whilst in contract , it is important that you follow this procedure:
1. Report the incident immediately to your Bentley Manager and your Adecco representative
2. Ensure the details are recorded in the Clients’ accident reporting tool, details can be obtained from your Manager
3. If required, obtain treatment for the injury from a First Aider or Appointed Person.
4. Keep Adecco informed of any after-effects of the incident, including periods of total or partial incapacity for work.
All accidents are avoidable and the circumstances of any accident, whether or not it involves injury will be investigated. Where possible steps will be taken to reduce the probability of a similar accident occurring. If you have time off work following an accident at work either self-certified or on the advice of a doctor, must inform an Adecco representative on the first day of absence. This is to allow Adecco to meet its statutory requirements for recording and monitoring lost time accidents
Accident Prevention
It is the Company’s view that accidents are not inevitable. With reasonable precautions and a positive approach by all concerned, they can be prevented. It is the responsibility of all Associates to report anything which may be potentially dangerous to Bentley.
Equipment provided for the task
Workplace equipment accidents can range in severity, from minor injuries to fatalities.
Tools and/or equipment provided for the job should only be used if you are competent to use them.
Bentley will provide training in the use of tools or equipment necessary to carry out the task. This can be anything from simple hand tools to powered hand tools up to larger fixed apparatus or vehicles.
If you are not trained to use it, do not use it.
PPE
As standard, you should ensure:
• Belt buckles to be covered
• Any rings to be covered with the protective tape supplied. Other jewellery should be covered at all times.
• Nothing on show which can scratch the cars.
• The appropriate PPE should be worn at all times. This will be specific to the area in which you work and will be provided to you.
PPE is provided based on the specific health and safety needs of the zone in which you work, any request for you to wear said PPE must be adhered to. Any continual non-compliance or refusal to wear the appropriate PPE is not acceptable.
To ensure your greatest possible protection you may be required to wear safety footwear on site at Bentley. You will have a personal responsibility to ensure the effectiveness of the boots.
In particular you must;
• Ensure that the boots provided are worn at all times whilst on site if required.
• Safety footwear should be inspected prior to each use. Shoes should be checked for wear and tear at reasonable intervals. This includes looking for cracks and holes, separation of materials, broken buckles or laces.
• The soles should be checked for pieces of metal or other embedded items that could prevent electrical or tripping hazards.
• Boots must be maintained and cleaned in accordance with the manufacturer’s recommendations for cleaning and maintenance.
• Take all reasonable steps to safeguard the condition of boots when not in use i.e. store in a safe place.
• Regularly examine the boots and report any defect, damage or loss to either the Team Leader or your Adecco Representative
Drugs and Alcohol
Adecco has a duty under the Health & Safety at Work Act 1974 to ensure the health, safety and welfare of all our Associates and others that may be affected by work activities. The Company cannot allow the consumption of alcohol or the use of illegal drugs to place Associates at risk or to endanger the safety of others, and furthermore may face prosecution if it knowingly allows an Associate to continue working while impaired. In addition, all Associates have a responsibility under the Act for their own safety and for that of their contractors.
The unlawful possession, use, distribution or sale of illegal drugs on Company business or locations is prohibited and if there is evidence of such activity, disciplinary action will be taken.
Bentley Drug and Alcohol Policy
As of 3rd July 2023, Bentley have introduced a D&A policy. This policy has been developed in collaboration with the Trade Unions to ensure we maintain a safe and healthy work environment for everyone.
This policy is applicable to all contractors working at Bentley Motors Ltd.
Testing for drug and alcohol use may occur in specific circumstances such as: -
• As part of a health assessment for a worker new to/ongoing safety critical work
• ‘For cause’ where there is reasonably held suspicion that an associate has drugs in their system or is under the influence of alcohol
• As part of a rehabilitation plan formulated and agreed with Occupational Health and the associate
• For further information regarding this policy please contact your Adecco onsite consultant
Fire Safety
Fire Evacuation Process
Bentley will inform you of the appropriate procedure for their work area. Fire assembly points are shown on your first day on site.
Please take note of the following guidance:
• When you hear the fire alarm sound you MUST Immediately leave the building in a safe and orderly manner by the nearest fire exit.
• Do not stop to collect personal belongings
• Do not re-enter the building until told to by the incident coordinator
• Proceed to the designated fire assembly point and await further instructions.
What to do if you discover a fire
• Never attempt to tackle the fire.
• Immediately activate the nearest fire alarm (these will be pointed out to you during your induction)
• Leave the factory by the nearest fire exit and head for your fire assembly point.
Environmental Induction to be completed on day 1
You should have an understanding of the policy and be aware of the significant environmental issues on Bentley sites and how you can control these issues. Please refer to your Environmental Induction on the Contractor Induction Intranet page.
Environmental and Energy Awareness
Environmental and Energy Awareness
Before commencing work on a Bentley Site, you should all be aware of the following:
You should have an understanding of the policy and be aware of the significant environmental issues on Bentley sites and how you can control these issues.
Waste
• Use the correct container for the type of waste you want to dispose of, i.e. skip, tanker.
• Ensure container is fit for purpose.
• Do not burn any waste.
• Do not put any liquids into skips.
• Ensure Waste Carriers are registered.
• Check that disposal/receiving sites are fully permitted to receive the waste you are disposing of.
Energy
Everyone has an impact on the environment:
• Switch off all lighting and equipment not in use.
• Do not have heating on and prop open doors and windows – turn the heating down.
• Use high efficiency equipment and low energy lighting.
• Report all air and steam leaks immediately.
• Do not leave vehicle engines running.
Pollution/Prevention - Drains
It is important that you know and remember that Bentley’s water outfall is monitored on a daily basis and is regulated by the Environment agency.
Absolutely NO wastes of any type to be put down the surface water drains other than natural rainwater.
Everyday items such as milk, disinfectants, food wastes, oils etc can cause a water pollution incident.
If you are unsure which drain to use please ask.
If you see a spillage that is going near to, or entering a drain please report it immediately by ringing Ext. 5555
Pollution/Prevention - Spills
Always try to avoid any type of spillage by ensuring liquids are stored on bunded containers if they are not in a bunded area
However, in the event of a spillage:
• Know where to find your nearest spill kit
• Know how to use your spill kit
• Report any spills by calling Ext 5555
• Ensure that any materials used in the clear up of spills are disposed of appropriately into the correct waste stream.
Wellbeing
Mental Health Support
From time to time we all struggle with our mental health. Adecco are committed to ensuring that support is there when it’s needed most so have teamed up with _able futures.
What is _able futures?
_able futures provide Government-funded counselling to individuals as part of a self-referral scheme. You will be able speak to a healthcare professional within one working day of signing up.
How can it help me?
_able futures is open to everyone. Once you have referred yourself, _able futures will provide you with a confidential, free and personalised support scheme based on your needs, whilst offering face-to-face and over-the-phone counselling support for a period of up to nine months. The services offer first-class support from qualified health care professionals around most aspects of mental health, including stress, anxiety, depression, sleep problems, bereavement and many more. It is focused on helping you learn to cope better with your mental health challenges at work and move forward in a positive way.
How do I refer myself?
Please phone 0800 321 3137, Email hello@able-futures.co.uk or visit www.able-futures.co.uk for more information.
Employee Assistance
Need a helping hand with medical, legal and financial concerns? The Adecco Group’s free, confidential Employee Assistance Programme is here to help.
Challenges at work and home can sometimes feel like the weight of the world on your shoulders, but Adecco Group’s Employee Assistance Programme (EAP) can help lighten the load.
All Adecco Associates have access to a totally free, confidential, 24/7 service, which is run independently of Adecco Group by Legal and General.
One phone call puts you in touch with counsellors, medical and legal experts to help you cope with whatever life throws at you – including stress, family problems, bereavement, depression and money worries.
Services include:
• Telephone Counselling
An independent, confidential and unlimited 24/7 service provided by qualified counsellors for dispute resolution, stress, anxiety and many more issues. They offer practical advice, plus details of self-help support groups and other support agencies.
• Legal Information Service
Free information and links to legal guidance on debt management, lawsuits, consumer, property disputes and more. Please note, the service provides information only and does not give legal advice.
• Specialist advice
Practical information and signposting to services which provide advice for life events - from buying a house, getting married and having children to consumer issues, relocation, staying healthy and furthering your career.
How it works
Using the scheme is simple, and its available 24 hours a day, seven days a week. Get in touch with Legal and General’s EAP team on:
Freephone 0800 316 9337
Outside of the UK 01737 374788
Adecco policies & additional information
Travel and Expenses
For any domestic travel, you should follow the steps described below.
For international travel requirements, the first step is to inform Adecco of the requirement. Adecco will then take steps with the International team, to ensure all documentation and immigration checks are taken.
Only when Adecco have confirmed that your international travel is approved, can the steps to book your trip be taken
Please refer to the full travel policy sent to you along with this handbook.
Expense Policy
Any other expenses should be submitted in line with the Adecco Travel Policy.
Except flights and trains all other travel expenses (accommodation, mileage and sustenance etc) must be purchased and claimed back via the expense process.
Expenses will need to be submitted via vector and will need to be approved by 12pm on a Monday in order to be paid the Friday of the same week.
When submitting expenses please ensure to provide documented evidence (e.g. receipts for meals, car parking, fuel receipts etc) of each expense submitted. Any expenses submitted without receipts/supporting evidence will not be approved by Adecco.
For more information on this policy please contact your Adecco Consultant.
GDPR
The GDPR (General Data Protection Regulation) came into force on 25 May 2018, replacing the previous Data Protection Act, and gives everyone new responsibilities to consider helping ensure compliance.
GDPR is concerned with respecting the rights of individuals when processing their personal information. This can be achieved by being open and honest with staff about the use of information about them and by following good data handling procedures. GDPR is mandatory and all organisations that hold or process personal data must comply.
The Regulation contains six Principles:
• Personal data should be processed fairly, lawfully and in a transparent manner.
• Data should be obtained for specified and lawful purposes and not further processed in a manner that is incompatible with those purposes.
• The data should be adequate, relevant and not excessive.
• The data should be accurate and where necessary kept up to date.
• Data should not be kept for longer than necessary.
• Data should be kept secure.
All our staff have a responsibility to ensure that their activities comply with the Data Protection Principles. Line Managers have responsibility for the type of Personal Data they collect and how they use it.
Staff must not disclose Personal Data outside the organisation's procedures, or use Personal Data held on others for their own purposes.
Authorisation to Provide Personal Information
Adecco is committed to protecting and respecting your privacy. Our Privacy Information Statement describes your privacy rights in relation to the information about you that we process, as well as the steps we take to protect your privacy. We know its long, but please read this Statement carefully – the link is attached.
Adecco UK Limited
Privacy Information Statement https://www.adecco.co.uk/privacy-policy/
Worker Privacy Information Statement https://www.adecco.co.uk/workers-privacy
Agency Worker Regulations (AWR)
The Agency Worker Regulations seeks to ensure that agency workers receive the same entitlement or no less favourable treatment as comparable employees with respect to basic employment and working conditions.
Adecco work with Bentley Motors to ensure we are compliant with this legislation.
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Collective Facilities
Whilst in contract at Bentley you will have the following facilities available to you:
Restaurant
Brooklands restaurant is situated at the front of the Bentley site. There are a number of other satellite diners on site and these will be pointed out during your induction.
Car Parking
There are sufficient car parking spaces available around the outside of the site, located on the Sunnybank Road car park. There are also bike sheds. All the car parks and bike sheds will be pointed out on a site map during your induction. Please note that Associates should only park in designated spaces in the outlined car parks It is also not acceptable for anyone to be parking in the neighbouring residential streets surrounding the site. The expectation is that all Adecco Associates, Bentley contractors and Contractors park safely in the marked bays on the Bentley car parks, failure to do so could be a breach of your contract. Please take note of all car park guidance, including speed limits, pedestrian crossings and directional arrows indicating any one way systems. Any concerns reported to Adecco regarding associate conduct in the car parks will be addressed and dealt with accordingly
Lockers
Where possible Bentley will provide you with a locker if appropriate.
Gym
As a contractors in contract at Bentley Motors you are able to apply for membership for the gym at Legends, located on Sunny Bank Road, directly opposite Bentley Main site.
Permanent Bentley Roles
Contractors should create an account on https://careers.bentleymotors.com to keep up to date with opportunities at Bentley, or apply for vacant roles.
Maternity / Paternity Leave
Maternity leave
You are entitled to a period of 52 weeks’ maternity leave, regardless of length of service. This is split into 26 weeks ordinary maternity leave and 26 weeks additional maternity leave.
Maternity pay
You will be entitled to Statutory Maternity Pay (SMP) of 39 weeks in total if you have completed 26 weeks’ continuous service at the 15th week prior to your expected week of childbirth and you are still employed in that week. SMP entitles you to 90% of your average weekly earnings for the first 6 weeks (which are calculated at average earnings over the 8 weeks prior to the 15th week before your expected week of childbirth). The remaining 33 weeks will be paid at the basic government rate.
If you do not qualify for SMP you may qualify for Maternity Allowance and you should enquire about this at your local Job Centre.
Paternity leave
You will be entitled to statutory paternity leave if you have been continuously employed for a period of not less than 26 weeks ending with the week immediately prior to the 15th week before your child’s expected week of birth. If the child’s actual birth date is earlier than expected, the original expected birth date is nevertheless used for the purposes of calculating continuity of service when considering your eligibility.
You may take a period of one or two weeks’ consecutive leave (at your choice), however you may not take odd days or take two separate periods of one week duration.
Leave must be taken within 8 weeks after the birth of your child.
Paternity Pay
You will be entitled to Statutory Paternity Pay (SPP) if you have completed 26 weeks’ continuous service, 15 weeks prior to the expected date of childbirth. SPP entitles you to take up to two weeks’ paid leave.
You are entitled to either 90% of your average weekly earnings (which are calculated at average earnings over the 8 weeks prior to the expected date of childbirth) or the government standard rate, whichever is the lower.
Adoption Leave
Qualifying contractorss are entitled to up to 26 weeks’ ordinary adoption leave followed immediately by up to 26 weeks’ additional adoption leave regardless of length of service. The right is available to individuals who adopt or one member of a couple adopting jointly, either you or your spouse/partner may choose to take adoption leave.
Adoption Pay
You will be entitled to statutory adoption pay (SAP) if you have completed 26 weeks’ continuous service with us ending with the week you are notified of having been matched for adoption (Qualifying Week). SAP is payable for up to 39 weeks and will be paid at 90% of your average weekly earnings (calculated over a period of 8 weeks prior to the Qualifying Week) or the government standard rate, whichever is lower.
Shared Parental Leave/Pay
Shared parental leave (SPL) allows eligible parents to take up to 50 weeks between them during the first year following the birth or adoption of a child, in order to care for that child. Employees taking SPL may also be eligible to take between them up to 37 weeks’ shared parental pay (ShPP).
Employees will qualify for SPL if they meet the qualifying conditions set out at www.gov.uk/shared-parental-leave-and-pay/eligibility which provides an interactive calculator for employees seeking to assess their entitlement to SPL and ShPP.
Eligible parents can take SPL at the same time or at different times. Periods of SPL can also be spread with periods of work.
A mother or primary adopter is under no obligation to shorten their statutory maternity / adoption leave entitlement and opt into the SPL regime. SPL can be taken in addition to the statutory right to two weeks’ paternity leave.
Dependant Leave
You will be allowed to take a reasonable amount of time off work to deal with certain unexpected or sudden emergencies, and to make any necessary longer term arrangements, which involve one of your dependants. This leave will be unpaid.
What constitutes a reasonable amount of time off will depend upon the individual circumstances.
The nature of the incident, the closeness of the relationship between the employee and the dependant and the extent to which another person was available to assist are all relevant factors.
A “dependant” will include the following:
• a spouse, partner, parent or child;
• a person who lives in the same household as you, otherwise than by reason of being your employee, tenant, lodger or boarder; or
• any person who reasonably relies on you for assistance on an occasion when the person falls ill, is injured or assaulted or to make arrangements for the provision of care in the event of illness or injury.
Examples of family emergencies which will be covered include the following: where a dependant falls ill, is injured, or is involved in an accident;
• where a dependant gives birth;
• to deal with the death of a dependant;
• if a child for whom you are responsible is involved in a serious incident during school hours; or
• if childcare or other arrangements unexpectedly break down in relation to a child for whom you are responsible.
The right to time off only applies if you inform your Adecco consultant: as soon as reasonably practicable; the reason for your absence; and how long you expect to be away from work (unless it is not reasonably practicable for you to tell us of the reason for their absence until you return to work).
ED&I
Adecco and Bentley Motors are committed to equal opportunity in all aspects of employment, we are committed to providing a workplace free from all forms of discrimination. placeholder or click icon to add
Declaration
You must now complete the electronic declaration form below
By completing this you are declaring that:
• You are aware of your responsibilities required by you, Adecco and Bentley Motors.
• You acknowledge receipt of the Adecco Handbook and understand it’s contents
Should you not comply with the contents of this booklet, it may result in your removal from the contract at Bentley Motors.
Click here for our electronic declaration form
