Employee Handbook
1 Employee Handbook Contents Page Message from the Chief Executive 4 Our Purpose 5 Our Promise to the People we Support 5 Structure of the Organisation 6 THE ESSENTIALS Employee Information 7 Conditions of Employment 8 Disclosure and Barring Service 8 Secondary Employment 8 Payment of Salary 8 Pension 9 Working Time Regulations 9 Probationary Period 9 Travel Expenses 10 Holidays 10 Resignation 11 Policies 11 YOUR WELLBEING Maternity Leave 12 Adoption Leave 12 Shared Parental Leave 12 Paternity Leave 13 Flexible Working 13 Sickness Absence 13 Employee Assistance Scheme 14 Drinking Alcohol or taking illegal substances 15 Domestic Abuse 15 Display Screen Equipment Use 15 RESPECT Respect at Work 16 Equality and Diversity 16 Disputes 16 SAFEGUARD Codes of Conduct and Practice 17 Protected Disclosures 18 Employee Handbook Page 2
1 Conduct at Work 19 ENABLE Training 21 Supervision 21 Membership of the Co-operative 22 Trade Union Membership 22 THE RULES Friendships with the People you Support 23 Driving During Work Time 23 Use of Social Media 23 Confidentiality 24 Severe Weather 24 USEFUL CONTACT NUMBERS Employee Handbook Page 3
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Thisdisappointed.handbook is designed to help you settle in and tells you a little bit about our background and the employment policy framework within which we operate. We expect that you will read the handbook fully and although it is designed to answer many of your questions, please feel free to ask your line manager about anything that remains unclear. This is a warm welcome from us all and every good wish for the years ahead.
Message from the Chief Executive
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Welcome to Cartrefi Cymru Co-operative. We are glad that you have decided to join our Company which has existed as a charity since 1989 and became a co-op in I2017.have
been working in services supporting people in the community for many years and I can confidently say that this is a good company with strong values that great people are proud to work for. I can’t guarantee that we never make any mistakes or that every work-place is always happy. Mistakes happen. Teams have their ups and downs. But, if you are hoping to find that we are committed to the people we support and that we believe in respect and fairness for all, you will not be
We have made a promise to the people we support, setting out our commitments to them and how they can expect to be supported.
Our Promise to the People We Support
Safeguard - We will safeguard the people we support from abuse and neglectand from unfair limits to your freedom, happiness and what you might achieve.
Enable - We will enable the people we support to have as much control and choice over their lives as they want and can manage.
Cartrefi Cymru is governed by a board of voluntary trustees called the Board of Management. They are appointed by a National Council of Representatives. The Board is ultimately responsible for the company’s assets and liabilities, for setting policy, monitoring performance and complying with charity and company regulations. But they must uphold co-operative values and principles and are ultimately accountable to the co-op members. They are supported in fulfilling this role by the Chief Executive who has day to day responsibility for the running of the company.
The Chief Executive oversees the Director of Finance and two Operational Directors and two Operational Assistant Directors and the Assistant Director (People). Employee Handbook Page 5
Our “watchwords” – the values we measure ourselves by – are Respect, Safeguard and Enable
We are also a cooperative, with membership open to employees, the people we support and our supporters within the community. Our members have a say in how we govern the company and have voting rights to elect representatives who appoint our governing body. Our members are also “community builders”, giving their time and energy to give something back to our local communities. In all of this we also need make sure we act within the law and meet the standards set out in care regulations and our contracts of service.
Respect - We will respect the people we support with the same rights and responsibilities as any other person.
We are here to help the people we support to achieve what matters to them – to help them to live a good life. We believe that every person, no matter how profound their disability, has the potential to engage, achieve and contribute. Our role, whether we work in someone’s home or in an office, is to help that to happen.
Our Purpose
The Structure of the Organisation
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1 The Operational Directors are responsible for overseeing and developing our services in each our regions - Mid, South and North Wales. Each Director is assisted by an Assistant Director and a team of Area Managers and each Area Manager is responsible for a team of Service Managers, who may be aided by an Assistant Service Manager. Each Service Manager has a team of Support Workers who work directly with the people we support. The Operatonal Directors will be based in a local office. There are other regional offices that the Area or Service Managers use for their base. Assistant Directors and Area Administrators are also based in the regional offices. The Corporate or “central office” departments include: Chief Executive Office Finance Department Payroll Department Human Resources Department Information & Technology Department Staff Development Department Communications & Coop MembershipTeam Corporate Governance The largest concentration of Corporate functions is in the company’s registered office in Cardiff, which can be contacted on 02920 642250. The Staff Development Team have Regional Staff Develompent Partners who are based in Bangor, Trealaw and Brecon. Employee Handbook Page 6
Completed application forms/job applications, references, medical reports received with your consent and assessment/performance reviews are held in secure manual or electronic files.
When you start work with us, we need to hold some information about you in your employee record. The Company is registered and recognises its obligations under the Data Protection Act 1998. This means there are legal standards about the way we deal with your records.
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Please also ensure Human Resources are advised who should be contacted in an emergency. Any changes to conditions which affect all employees will be displayed on notice boards. Any changes personal to you will be advised by private and confidential letter.
We keep some of our employee information on computer. This data is used for the accurate processing of wages, pensions administration, the management of absence, the recording of disciplinary sanctions and appeals, trade union membership or non-membership and training records. This list is not exhaustive and can include such data necessary for management forecasting and planning and for the legitimate interests of the Company.
Employee Information
Any information gathered, held or processed about employees will be treated as confidential, will be relevant for the purpose, will be for legitimate business purposes and will be accessible only by those in whom the Company has invested due authority. Data will not be disclosed without your consent other than where the Company is legally obliged to do so, if it is necessary in order to pursue the legitimate interests of the Company, or there is an emergency which threatens your health & safety. Any unauthorised accessing, processing, breach of confidentiality or disclosure of such data will be viewed as gross misconduct and may result in dismissal.
Every effort is made to keep information accurate, up to date and secure. Any changes to your information (changes to address, name or personal circumstance - if you get married etc.) should be passed to your manager at the earliest opportunity.
1 THE ESSENTIALS
Changes to personal details – It is important that you advise your line manager and the Human Resources section of changes to your personal details.
Your normal area of work will be detailed in your contract. However, in order to ensure Cartrefi’s ability to provide effective service to the people we support, it may be necessary to change your area of work and/or the hours and patterns of work, following discussion.
If we don’t have up to date personal information this can lead to confidential and sensitive letters being sent to a wrong address.
You will be subject to a DBS check every three years. Secondary employment
You will be paid on the 28th of each month. This payment will be for your normal contracted hours during that relevant month, e.g. salary received in May is for payment of your contracted hours from 1st to 31st May. It may also cover payment for additional hours which are paid in arrears as follows:-
For some roles, as part of your appointment process, you will have undergone a DBS check. If you are charged with a criminal offence (including driving offences), you must notify your line manager. Failure to provide such information may lead to formal disciplinary action being taken.
Disclosure and Barring Service
1 Conditions of Employment
Relief members of staff are paid in arrears the following month. So using this example, hours worked in May will be paid in June, please note there is also a cut off date for the previous month which will apply.
You are not prevented from accepting other employment outside of your normal working hours with other employers. However, you must notify your line manager so that we can make sure that this is not detrimental to your work with Cartrefi.
On your date of commencement, you will be sent a Written Statement of your Main Terms of Employment which will contain all the main details of your pay and conditions of employment. You should retain one copy for your own reference and one is retained by the Human Resources Department.
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Overtime, sleep–ins are paid the following month. So using this example, payment for overtime and sleep-ins worked in May will be paid in June.
Payment of salary
Sleep in Payments/Disturbance
Working Time Regulations Under the Working Time Regulations (1998), you do not have to work more than an average of 48 hours per week. If you choose to work more than 48 hours per week, you must sign a form declaring your intention to opt out of the Working Time Regulations. There is a section on the Personal Details Form sent to you with your offer of employment to opt out.
A sleep in allowance is paid to any employee who is required to sleep overnight at a service. The start and finish time of a sleep in period is subject to the needs of the individual supported.
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We strive to ensure that our employees do not regularly work excessive hours and will only request that employees work beyond their contracted hours when operational requirements necessitate such action. You must notify your line manager of the number of hours you are working per week with another employer. This is to ensure that Cartrefi is not contravening the Working Time Regulations.
A disturbance allowance is paid to an employee when an individual supported has disturbed his/her sleep during a sleep in period. The specific arrangements regarding disturbance allowance are set out in the Night Cover Policy If you have a query about your pay, you should contact the Payroll department on 02920642266.
Probationary Period If you work in a support role, your probationary period will be 6 months. During this time you will be assessed by your line manager as to whether you are suited to your new role, if you have the relevant skills, knowledge and aptitudes and whether you perform to the required standards. Any relevant training will be provided to you during this period. In addition, you will receive regular supervision meetings or probationary review meetings and any concerns or praise will be fedback to you at these meetings.
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Pension When you start work and provided you meet the necessary criteria, you will automatically be enrolled into our National Employers Savings Trust (NEST) pension scheme. The Company contributes 3% of your pensionable earnings into your pension and you contribute 2% (which includes tax relief at 20%). You will also have the option to make additional contributions yourself, if you wish to do so. You can choose to opt out if you want and you can do so when you receive the pension information shortly after you start.
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There are 3 possible outcomes at the end of a probation meeting:
To calculate the standard working day, divide the contracted weekly hours by 5. I.e. 30 ÷5 = 6 hours, therefore the standard day is 6 hours. Annual leave entitlement is 6 x 33 = 198 hours. If you book 1 week’s leave, 30 hours will be deducted from your leave entitlement leaving 168 hours. Your annual leave must be booked and authorised by your line manager before you formally book holidays, flights etc. You will be expected to use your leave throughout the leave year and if you do not, Managers are permitted to book leave for you if you don’t take regular leave. Carry over of unused leave is not normally permitted and you will lose any leave remaining at the end of the leave year. 10
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Probation successfully completed – you are confirmed in post. Probation not successfully completed – but your manager feels that with additional training and support you will become fully competent. Your probationary period will normally be extended by a few months.
The company’s annual leave year runs from 1st April to 31st March.
Probation not successfully completed – should your manager consider that you will not achieve the standards expected; your employment will be terminated. Travel Expenses
If you are required to use your car on behalf of the Company, eg to attend training courses or meetings, you will be able to claim travel expenses. You will be expected to use public transport or share transport unless this is not feasible. You must have valid business insurance in order to claim mileage payments and you must submit any claim within 2 months of the date of travel. You can claim any expenses through our expenses portal at Login to Skynet Self Service Expenses are paid weekly.
The current leave entitlement is 25 days plus 8 bank holidays (pro rata) and an additional 5 days leave will be awarded to you after the completion of 5 years continuous service. If you have selected the Flexible Benefit option, your leave entitlement will be 20 days plus bank holidays.
Employee Handbook Page
End of probation – towards the end of the probationary period your line manager will carry out a formal end of probation review meeting.
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Emergency situations – If you have an emergency situation, you may be granted to take time off that will be paid or unpaid.
Buying and Selling Leave – you can buy or sell any annual leave entitlement, subject to your entitlement not falling below 28 days (including bank holidays). Further information can be found in the Buying and Selling Leave Policy
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All the Company policies are available on TEAMS and can be accessed HERE.
Authorising Leave – generally all “support hours” need to be covered when an employee is taking time off, therefore, you are encouraged to give as much notice as possible, if other members of the team are on annual leave for the same period of time, your manager may need to decline your request. Normally leave is granted on a first come first served basis, taking the underlying needs of the service into consideration, as well as who was granted specific time off if there was a previous clash of bookings (i.e. Christmas, Easter holidays). If you work in a Service you may need to check the individual leave policy for that Service.
Resignation If you decide to resign you are required to give notice in line with your Contract of Employment. During your probationary period you are required to give 1 week’s notice, on completion of your probationary period you are required to give 1 month’s notice to end your employment. Our Policies We have a number of policies and procedures which govern many activities within the workplace. Many of these policies, particularly the employment related ones, have been developed jointly with Unison. All policies are regularly reviewed and we welcome feedback and suggestions from employees about how they are implemented or could be made more efficient. You should ensure that you fully understand and adhere to those policies that concern your work and employment. It is your responsibility to ask for clarification if there is anything that you do not understand.
Time off for medical appointments – you may request time off for other reasons such as medical/dental appointments. It may be possible, if you give sufficient advance notice, to plan the rota around your request for time off. Otherwise, if the rota is already prepared you must discuss your request with your line manager; you may be granted annual leave or time off in lieu providing you have a positive balance. Otherwise, time off to attend will be unpaid.
All pregnant employees have the right to one year’s maternity leave which is made up of Ordinary Maternity Leave (first 39 weeks) and additional Maternity Leave (13 weeks). We also operate a Return to work Bonus which is subject to terms and conditions. Maternity Leave Policy.
If you have more than two years continuous service, you will be entitled to occupational maternity pay. All employees will receive a maternity bonus on their return to work following maternity leave. Adoption Leave Adoption leave follows the same principles of maternity leave and falls into 2 blocks of Ordinary Adoption Leave and Additional Adoption Leave. This is not as easy to plan as prospective parents may not have firm dates about when the placement will take place.
If you are pregnant there are several things that need to be taken into account to ensure that the policy is closely followed. These are:
Ensure that your manager completes Maternity Risk Assessments – these will be updated as your pregnancy progresses
You must provide a MAT B1 to confirm your pregnancy (at around 25th week)
You must advise your line manager of your ante-natal appointments to allow the rota to be changed or to allow time off, with pay, to attend these appointments. You must advise your line manger of your maternity leave dates so that rota’s can be planned and Payroll can adjust your salary payments.
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1 YOUR WELLBEING Maternity Leave
You must discuss annual leave to be taken, before and after maternity leave, and advise of your planned “return to work” date.
Shared Parental Leave (SPL) Parental leave can now be shared, enabling eligible mothers, fathers, partners and adopters to choose how to share time off work after their child is born or placed. This could mean that the mother or adopter shares some of the leave with her partner, perhaps returning to work for part of the time and then resuming leave at a later
You must: Report your absence, in person or by phone, to your line manager, before your shift starts Provide concurrent Fit For Work certificates to cover your absence over 1 week Attend a Return to Work meeting
Sickness Absence
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The Company has a generous sick pay scheme which is more than the Statutory Scheme, however your right to payments are dependent on the duration of your employment and your compliance with the Attendance Management Policy (this includes attending formal Welfare Meetings/Case Review Meetings).
You are required to complete an Application Form and in turn your line manager will arrange to meet you to discuss your request in more detail. Flexible Working Policy.
A mother and her partner are both eligible for SPL. The mother ends her maternity leave after 12 weeks, leaving 40 weeks (of the total 52 week entitlement) available for SPL. She takes 30 weeks and her partner takes the other 10 weeks.
Paternity Leave Ordinary Paternity Leave – If your wife, civil partner or partner gives birth to a child, you are entitled to two weeks' ordinary paternity leave provided that you have 26 weeks' continuous service by the 15th week before the child is expected. You must take this leave in blocks of 1 or 2 weeks within 8 weeks from the birth of the child.
During the first 7 days absence you are required to contact your line manager regularly to update him/her on your progress. If you are able to return to work it is important that you let your line manager know so that a Return to Work meeting can be arranged. If the correct absence procedures are not followed you will not be eligible to Occupational Sick Pay (OSP).
If you hit one of the Company’s absence triggers (10 days or 3 separate periods in 6 months), your line manager will advise you of this at your return to work meeting and you may be invited to attend an Absence Review Meeting (1st Stage). The meeting
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Flexible Working Every employee has the statutory right to request flexible working after 26 weeks employment service.
Further Welfare Meetings – should you continue to be unable to return to work, your manager will meet you again approximately every 4 weeks.
Obtaining a GP Report or Occupational Health Report – should your absence continue after 4 weeks it may be necessary to seek a GP of OH Report and we will request your consent.
1 will allow your line manager to discuss your levels of absence and any other health concerns you may have.
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The Welfare Meeting – At the initial Welfare Meeting you will have the opportunity to discuss your absence with your line manger.
If following the Absence Review Meeting (1st Stage) you continue to hit the Company’s absence triggers you will be invited to attend an Absence Review Meeting (2nd Stage) when you will be issued with a 12 months sanction.
Case Review Meetings - Should your absence continue and there is little indication of you being able to return to work in the near future, you will be invited to a Case Review Meeting when we will have no alternative but to end your employment due to your inability to attend work. If you are absent from work due to sickness for a period of 4 weeks or longer, you stop accruing Company annual leave entitlement from the 1st day of absence. During this period of absence you are entitled only to Statutory annual leave entitlement (i.e. 28 days and will not include Bank Holidays). You will revert to Company annual leave entitlement on your return to work. You must make yourself available to attend formal absence meetings, as failure to attend will result in OSP being withheld. Employee Assistance and wellbeing We provide 24/7 access to wellbeing support through our employee assistance helpline. You can use the Care first support line on 0800 174319 or you can access
What is Long Term Absence – We consider an absence of 4 weeks or more “Long Term”, if your absence falls into this category you will be invited to a Welfare Meeting; we normally arrange a 1st Welfare Meeting when an employee has been absent for 4 weeks or more, unless it is clear that support can be given sooner. A Welfare Meeting will normally take place at one of our local offices (unless you are too unwell to travel to the nearest office).
After the above meeting, should a further absence(s) occur this may lead to a Case Review Meeting which could ultimately lead in your dismissal from the Company.
When is a Fit Note needed –absences over 7 days must be supported by a Fit Note. If your absence continues, you must submit further Fit Notes within 3 calendar days of the expiry date of the previous Fit Note otherwise Company Sick Pay may be withheld. You should send these direct to the HR department.
We have a large number of women working for us and we understand that they may experience symptoms of the menopause at some stage in their lives. The Organistaions Menopause Policy describes some of the symptoms that women may experience, makes some suggestions to support employees and details the support Cartrefi can offer as well as signposts to specialist services.
We recognise that domestic abuse is a serious issue and sometimes there may be incidents at home that may affect your attendance or performance whilst at work. We will support employees who may be subject to domestic abuse by signposting relevant organisations that can help and support through appropriate supervision.
Menopause Support
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Drinking Alcohol or taking illegal substances
Domestic Abuse Policy
online support at www.carefirstlifestyle.co.uk.
Display Screen Equipment Use
Employees are also able to access an app called My Possible Self which provides a range of wellbeing information including toolkits, mood trackers, visual and audio exercises to name a few. Access Itunes or Google play to download the app –search for my possible self. Once downloaded you will need to create an account using an email address and password and register using the following registration
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If you will be using display screen equipment eg, computers/tablets regularly, you should have your eyes tested regularly. This will be provided at no cost to you as long as you use the Company scheme. Further information can be found Here
Our employees have a duty of care towards the people we support and work colleagues. It is therefore, essential that the judgement of employees is not impaired whilst on duty. Under no circumstances should an employee attend work whilst under the influence or drink and/or illegal substances or drink alcohol or take illegal substances whilst on duty.
You will need to enter the usernamecartrefi001 and the password which is employee
Furthermore, if you are taking any prescribed medication that may have an effect on your ability to carry out your work safely, you must notify your line manager so that appropriate action can be taken, if required.
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Domestic Abuse
Informal – If you have a concern you must bring this to your line manager’s attention at your earliest opportunity. Most people are happy for concerns to be handled in this way as it allows matters to be resolved quickly and with minimum of fuss.
We are committed to building a workforce that is valued and whose diversity reflects the communities we serve. This enables us to deliver the best possible services to the people we support in those communities. We strive to ensure equality of opportunity in everything we do but particularly in relation to recruitment, training and promotion of other employment related issues regardless of age, disability, race, nationality, ethnic or national origin, gender, religion, belief, sexual orientation or marital status.
For further information please refer to the Respect at Work Policy Equality and Diversity
All employees have the right to enjoy a working environment in which their individual dignity is respected. Cartrefi views harassment, bullying and victimisation in whatever form, as unacceptable behaviour and will consider any allegations as a serious matter.
Formal Dispute –should you have a formal dispute you should put this in writing outlining your concerns. Your dispute will be heard by a person who is unconnected to the issues. If your dispute is relating to your line manager you will have to submit your dispute to your line manager’s line manager. Dispute Resolution Policy
Disputes If you have a concern, problem or complaint you can use the Company’s Dispute Resolution Process. Should this happen, your concern or complaint will be looked into independently with a view to seeking resolution.
1 RESPECT Respect at Work
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1 SAFEGUARD Codes of Conduct and Practice
All employees must work to a certain standard. You need to do your job properly, behave appropriately and do the right thing at all times.
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Behave at all times in a manner that presents a positive image of Cartrefi Cymru and not do anything that could call into question your suitability to work in the social care profession, bring the Company into disrepute or cause damage to its public image Use any Company resources in a responsible and lawful manner Dress appropriately and professionally Ensure that no-one is put at risk of harm from what you may or may not do Respect the views and wishes, and promote and protect the interests, of the people you support, colleagues and the wider community the well-being, voice and control of the people you support Adhere to all relevant policies and procedures Report any actions or omissions by yourself or colleagues that you feel may compromise the safety or care of the people you support any criminal convictions or cautions to the appropriate manager at the earliest opportunity, where these are in any way related to your employment details of any other employment which may hinder or conflict with the interests of your employment with the Company any personal or confidential information about the people you support by making sure it is only disclosed to those who need to know to help deliver services NOT develop intimate relationships with the people you support (for further information see Management the Boundary between professional and social contract policy)
All employees are governed by our Code of Conduct, whether they work in an office or in a one of our services. The Code of Conduct says that you must:-
Treat everyone fairly, with dignity and respect and not discriminate or condone discrimination in any way, against the people you support, colleagues or other people with whom you come into contact with Act with integrity at all times, always doing what is right to protect the people you support, colleagues and others who you come into contact with when you are working Do your best for the people you support and their families
Promote
Disclose
Safeguard
2. Strive to establish and maintain the trust and confidence of individuals and carers
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The Code of Professional Practice says that you must:
1. Respect the views and wishes, and promote the rights and interests, of individuals and carers.
All employees who work with the people we support must work to the standards contained within the Code of Professional Practice for Social Care.
We aim to ensure that employees are able to raise any concerns they may have about work at an early stage. We would rather you raised the matter when it is just a concern rather than wait for proof. Some examples of possible concerns are:to the people we support to the environment any information in relation to the above
5. Act with integrity and uphold public trust and confidence in the social care profession.
Danger
There are also a number of policies that deal with standards of conduct at work, including Discipline, Dispute Resolution and the Complaints policy. These policies place a responsibility on managers to investigate any concerns raised. If something
1 Work with individuals in a person centred way, involving them in decisions about the care and support they receive, enabling them to make choices to achieve what matters to them Work openly and co-operatively with your colleagues as part of a team Take responsibility for maintaining and developing your knowledge and skills to enable your role to be carried out effectively Work with individuals in ways that maximise their wellbeing and active participation Work with individuals to express concerns or make complaints, take any complaints seriously, respond to them or pass them on to the appropriate person
4. Respect the rights of individuals while seeking to ensure that their behaviour does not harm themselves or other people.
3. Promote the well-being, voice and control of individuals and carers while supporting them to stay safe.
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6. Be accountable for the quality of your work and take responsibility for maintaining and developing knowledge and skills.
Unlawful conduct Financial malpractice Concealing
A full copy of the code can be downloaded HERE Protected disclosure of issues of concern
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The Discipline Policy gives an indication of the type of breaches which may result in disciplinary action being taken. Acts of Gross Misconduct are seen to be so serious that they fundamentally destroy the relationship between the employee and Cartrefi. Except in very exceptional circumstances, gross misconduct will result in employment being terminated.
Normally, you should initially raise your concern with your line manager. If this is not appropriate, you can contact a more senior manager or use the contacttheceo email. Conduct at Work
1 is troubling you, that you think Cartrefi should know about or look into, where the interests of others or Cartrefi are at risk, then the Whistleblowing Policy is the appropriate policy to follow.
The following examples may be viewed as gross misconduct but it is not exhaustive: theft, attempted theft or other impropriety in relation to the property or funds of the Company, the people w support or of fellow employees; deliberate damage to Company or property belonging to the people we support; fighting or being involved in acts of violence at work; bringing offensive weapons into the workplace; serious violation of health and safety rules and standards, including failure to wear protective clothing/equipment provided; failure to report abuse; unauthorised use or removal of the Company’s or equipment belonging to the people we support, or materials for personal use; carrying out private activities during normal working hours; leaving the workplace without permission or without due cause; misuse of the Company’s facilities including computer facilities (e.g. e-mail and Internet); criminal or other serious misconduct outside the workplace which reflects adversely upon the Company or on the employee’s suitability for the post; inappropriate use of social media (including Facebook, Twitter, LinkedIn) eg, incidents of bullying of colleagues or social media activity causing serious damage to the Company, whether this is outside working hours or not; knowingly providing false information on any matter relating to the employee’s employment; discrimination on the grounds of gender, race, religion, colour, disability, sexuality, age, etc.;
We are committed to encouraging all employees to achieve and maintain high standards of conduct at work. The Discipline Policy sets out the standards required and provides a framework within which management action may be taken to ensure these standards of conduct are met and maintained, whilst ensuring fair and consistent treatment for employees.
1 serious bullying or harassment; gross negligence which causes or might cause unacceptable loss, damage or injury; falsification of timesheets or expense claim forms, abuse of the flexitime/toil system; incapability through an excess of alcohol or illegal drugs; providing false sickness or absence information; serious breach of confidence (subject to the Public Interest (Disclosure) Act 1998). Breach of the Code of Professional Practice for Social Care For further information please refer to the Disciplinary Policy Employee Handbook Page 20
Our in-house Staff Development Team will also support you to achieve a qualification for your role. If you are in a support role, you will be expected to achieve the relevant QCF qualification to enable you to do your role and we will provide you with support to enable you to become qualified. You will be expected to attend all planned training. Supervision You can expect to receive regular supervision sessions with your manager on a regular basis but at least 4 times per year. These sessions are intended to make sure you know what you are doing and to develop your practice.
1 ENABLE Training
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Regular review meetings will take place to monitor progress in line with the Action StagePlan.
There may be times when your performance is not quite where it is expected and you will be provided with all necessary support and training in order to get where you need to be. Your manager may need to use a formal process in order to provide this support this may involve:-
Initial Support Meeting – Your manager will discuss concern(s) with you at this meeting or during a supervision meeting; an Action Plan will be worked out and implemented to help you achieve the required standards.
We want you to do your job well and enjoy your career with us and we have a wide range of initiatives in place to help you do this.
We have an electronic training system called SDMS which details all of the training courses that we offer. During your induction, you will learn how to access the system and can view what is on offer.
Every new employee will receive induction training and e-learning training, depending on their role. This may also include undertaking shadow shifts in a service if you are in a support role. For some roles, there will also be mandatory training which will be provided for you.
1 Formal Meeting – If there is no improvement or the level of improvement is below expectations the formal Capability process will start. You may be issued with Employee Handbook
Membership of the Cooperative
By becoming a member you are eligible to take part in the democratic structure of the Company. You can attend local Co-op Forum meetings and activities. You can vote for, or seek nomination for election to, the Representative Council and have a say in the direction and running of the Company. You may already be involved in your community and want to share what you do with other cooperative members. Alternatively, you may just want to show your support by have the opportunity to be involved in making a real difference to the lives of each other and everyone living within their community. You can join by completing the application form included in your Induction pack or by contacting your local office Administrator. Trade Union Membership We have a formal recognition agreement with Unison and formally consult and negotiate with them on issues regarding pay and conditions etc. All employees have the right to join a Trade Union of your choice, although no one is obliged to do so.
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meetings will take place to monitor progress in line with the Action StagePlan.
2 Formal Meeting - Following your Stage 1 Formal Meeting if you continue to demonstrate insufficient improvement you may be issued with a further sanction or dismissed on the grounds of Capability.
1 a 1st Written or Final Written Warning. You are entitled to be accompanied at formal Regularmeetings.review
If you are providing support to people, you must not expose people to an unacceptable level of risk or be distracted from your principle purpose – that is adding value to the people we support - by using social media whilst working.
However, we have a duty to safeguard the people we support and you, so it is very important that you discuss any friendship that you may develop with your manager at the first opportunity. For further information please see HERE
Whether you are driving a Motability vehicle or your own vehicle the law specifically prohibits the use of hand-held mobile phones whilst driving. You must not, therefore, use a mobile telephone whilst driving.
1 THE RULES
Use of Social Media
You should always ask yourself whether your use of social media therefore, adds value to the lives of the people you support. If the answer is no, do not do use it
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You should also bear in mind that you must not bring the Company into disrepute, breach confidentiality or copyright, or be discriminatory towards a person when using social media. Further information can be found in the policy HERE 23
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You are allowed to make reasonable and appropriate use of social media whilst you are at work, provided this does not interfere with your duties and have a detrimental effect on your own and/or your teams productivity.
Employee Handbook Page
Whenrelationships.working
Friendships with the People you Support
To visit someone you support, with whom you have a friendship, when you are off duty
We want the people we support to expand and develop their social networks and with the people you support, you will be able to:friendships with someone you support someone you support in your own social networks Invite someone you support, with whom you have a friendship, to visit your own home or that of a friend or family member
To take part in social activities, with someone you support, when you are off duty
Driving during work time
Dress – At Cartrefi Cymru we have a very informal dress code however it is important that employees dress appropriately when attending work. The rule of thumb is that you need to consider whether there is anything in the way you dress that could be considered inappropriate or offensive to the people you support or colleagues. Logos printed on clothes should not be in any way rude or offensive.
1 Confidentiality Issues
Human Resources section deals with a range of sensitive and confidential issues; employees are encouraged to contact HR if they have any concerns about breaches of Confidentialityconfidentiality.and
Severe Weather
Social Networking - It is important that you aware of the importance of confidentiality and respect this in relation to the people you support. It is also worth pointing out that using Facebook and other social media sites may result in a breach of confidentiality without you realising it at the time.
You are expected to make every effort to attend your normal place of work by whatever means of transport is available. If the weather or road conditions mean that you are not able to travel to your normal place of work, you must contact your line manager or the on-call manager. You may be instructed to work at another location or the local office, work from home or stay home. You may use annual leave or time off in lieu if necessary, but this will be agreed with your line manager.
Reporting concerns – You have a responsibility to the people you support, your colleagues, manager, the Company as a whole and our commissioners that you report concerns you have witnessed immediately. This can be difficult at times as you may feel that you have conflicting loyalties. This may just be an informal chat with your manager to make them aware of the situation or for advice on how best to handle the matter.
Employee Handbook Page 24
Female employees should not wear inappropriately skimpy or revealing tops, skirts or shorts that are excessively short.
1 USEFUL CONTACT NUMBERS Head Office Unit 5 Coopers Yard, CF10Road,CurranCardiff5NB 64225002920 ResourcesHuman 64225002920 hr.enquiries@cartrefi.coop Payroll 64226602920 payroll-1@cartreficymru.coop Finance 64709602920 finance.enquiries@cartrefi.coop IT Helpdesk 64228102920 LinkICT@cartrefi.cooptoICTrequest form Request Help DevelopmentStaff 42084901443 enquiries.sd@cartrefi.coop North OfficeRegional 30 Dean Street, Bangor Gwynedd LL57 1UR 36000401248 Mid OfficeRegional Unit 27 LD1LlandrindodDdoleEnterpriseDdolePark,Road,Wells,6DF 82556601597 South Regional Office 2 Waterton Cross Business Park, South CF31Estate,BridgendRoad,IndustrialBridgend3UL 65560601656 Employee Handbook Page 25