AWR Guide 25

A GUIDE TO WORKING AT

Abbey Wood Road

WELCOME TO

Abbey Wood Road (AWR) This guide provides essential information for working here, including health and safety guidelines, meeting room bookings, useful links, contacts, and more, we’ve got you covered.

With the adoption of the hybrid working model, there are some important details you need to know about how we use the office space, including hot desking. We encourage you to take the time to read through this guide, as it aims to answer frequently asked questions and address any concerns you may have.

We hope that this guide will be helpful and assist you in making the most of your time working at AWR.

Client Relations Team Alongside them, Joe McLennon plays a crucial role in maintaining the smooth operations of our building and facilities.

Introducing the Client Relations team: Joanne Kerr and Diane Lockyer.

They are dedicated to providing support and assistance to all employees and visitors.

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If you require any assistance or have questions, do not hesitate to contact Jo, Diane or Joe on 01622 476897 or email at clientrelations@csltd.org.uk If you believe any important or useful information is missing from this guide, please contact Client Relations so that they can include it.

General information Opening times The building is open from 6.30am Monday to Friday and locked at 8pm at night by security. If you need access to the building outside of these times you must notify Client Relations in advance so this can be arranged with our security company.

Car Park When parking at AWR, park your vehicle with consideration and take care when on foot.

• The speed limit is 10mph.

• Parking is on a first-come-firstserved basis. If there are no parking spaces please, contact reception and avoid parking in the visitors spaces, located at the front of reception.

ID Cards All employees are issued with a identity card that they are responsible for. The ID card provides access around most of the doors in the buildings, as well as printing facilities. The IT team can assist you to set up your ID card so you can use the printers.

If you lose your ID card, you must report it immediately to Client Relations.

• There are two electric charging points, please only park in these spaces if you are charging your vehicle. Charging cards are available from reception.

• If you cycle to work, there is a bike rack located at the rear of the building.

• Please note that Commercial Services Group is not liable for any damage or theft to parked vehicles.

Please see, the car park map.

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AWR Car Park Map

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Bike Bin Storage Car Park Divider Contractor Parking Designated Smoking Area Electric Vehicle Charging Point Fire Assembly Point Fire Exit Staff Care Services Visitor Parking Visitor/Disabled Parking

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Post and Deliveries Royal Mail deliver to AWR daily. All incoming post is sorted by Client Relations for each department to collect from the post room, behind reception.

Visitors If you are expecting a visitor and a car parking space is also required, please inform the Client Relations team, of any expected visitors and deliveries this can be done in person or by emailing.

Please ensure that all visitors sign in and out of the building using the iPads in reception.

If you need to arrange a taxi for your visitor we suggest using West Malling Taxis who can be contacted at 01732 845535.

Visitors can log in to our WiFi network – Group Guest, using the password: Abb3yW00d23!

Smoking AWR is a no smoking site with the exception of a designated smoking area situated at the rear of the car park, see map.

Outgoing post needs to be put in the allocated pigeon hole by 2.45pm and is sent by 2nd class post unless otherwise requested. If you require an alternative postage method e.g. recorded delivery, please mark accordingly. All post requires a full address including postcode.

If you are expecting a delivery, please inform the Client Relations team, so that they can contact you when it arrives.

Refreshments In the kitchens we provide basic refreshments such as tea/coffee, milk, bread, condiments, soups, cereals and fruit. The kitchens are located on each floor.

Please inform reception if any items need to be replenished.

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Please keep the kitchens clean and tidy put your dirty dishes, cups and cutlery in the dishwashers, and discard any expired food from the fridges.

There are three bins in each kitcheb – genral waste, recycling and food waste.

Booking a Desk AWR operates a hot desk system for all the workspaces and these desks must be booked through the GemEx App. In reception is a Starbucks drinks machine (card payments only). Please inform reception if any items need to be replenished.

You can also find two vending machines on the first floor in the staff room.

Vending machines get replenished on a weekly basis however, any faults can be reported to client relations.

Catering Memphis Belle is a local business that provides catering services for individuals and businesses.

If you’d like to order lunch, simply send an email with your requirements.

Please ensure you inform reception so that they know who the food is for when it arrives.

To reserve a desk you have two options. You can either download the GemEx App: Spica Workplaces on your smartphone or sign in to through your device’s Microsoft login. Both options require the downloaded Microsoft Authenticator App. You can find a detailed guide on how to use the GemEx App on Horizon or by clicking here.

Please note, the GemEx App is not yet available to TEP, Invicta Law and Cantium staff.

Remember hot desk etiquette. Please cancel your booking if the desk is no longer required and leave the desk clean and tidy.

If you need to book a meeting room, please see the following page.

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Meeting Rooms AWR has 13 meeting rooms which must be booked in advance and cancelled if not required.

In addition to our meeting rooms, we have created a number communal workspaces which allows colleagues the flexibility for collaborative working and to meet informally.

If you require a room for a larger number of people, New Hythe offers a spacious meeting area that can accommodate up to 80 people. The cost of using this space is £350 for half a day and £700 for whole day and can be booked on GemEx. Please use this space before booking an external venue.

Booking a Room To view the floor plans of our meeting rooms see P8-9. For a comprehensive guide to each of the rooms, please check Horizon.

To book a meeting room, please use For the GemEx App. further details on how to use the app please see page 5.

Catering If you need lunch for a meeting, please order in advance by contacting Memphis Belle Sandwich Shop via email with your requirements.

Tea and coffee is down to the meeting lead to set up and please clear up after the meeting.

Something not right!

Please report any faults or issues with the room to the Client Relations or call 01622 476897.

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Meeting room etiquette Always be respectable and considerate.

By following these guidelines, employees can contribute to a harmonious and effective workplace for all.

Book enough time for your meeting and your preparation.

Do not pin or stick anything to the walls.

Return furniture to the original room layout.

Remove cups and crockery.

Do not jump in an empty meeting room without booking it first.

Ensure you vacate the meeting room on time.

Turn off any conference equipment used.

Ensure windows are closed and heaters are turned off after use.

Leave the meeting room clean and tidy.

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Key to Meeting rooms Capacity

Boardroom

Interview room

Soft seating

Hybrid

Computer screens and docking station

TV

None

Ground floor Recruitment

HR

Cascade Sovereign

Epic Archer

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First floor

Energy

Admiral Pioneer

Progress

Target

Endeavour

Challenger

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Health & Safety SAFE Place serves as a comprehensive hub, designed to empower our employees with the guidance, policies, and forms they need to prioritise their wellbeing and maintain a secure and safe workplace.

Near Miss Reporting Commercial Services Group is committed to protecting the health, safety and wellbeing of its employees.

Every employee has a legal obligation to take reasonable care of their own safety and the safety of others.

Therefore, we request all employees, visitors and contractors to cooperate, ensuring we comply with our legal duties.

All employees are required to complete mandatory online training which include Health & Safety and Environment and this can be found on the Commercial Services Group Learning Academy.

SAFE Place SAFE Place is the SharePoint Site for Health, Safety, Environment & Quality (HSEQ).

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See it, Sort it, Report it!

Taking action straight away, you could prevent a serious incident or accident from happening.

All incidents or near miss, are to be reported by scanning the Safe QR Code displayed around the building, following this link or via Client Relations.

PAT Testing Portable Appliance Testing helps to ensure that all electrical equipment is maintained, and in a safe condition for use. PAT Testing, will be carried in the offices periodically.

If you come across a faulty piece of electrical equipment, please notify Client Relations.

Fire Alarm Testing The fire alarm is tested every Monday at 09.30am. Employees do not need to evacuate the building unless the alarm sounds outside this time.

Fire Extinguishers Fire Assembly Points If the fire alarm sounds please leave the building via the nearest exit. If you leave the building from the front, the assembly point is at the rear of the car park. Please familiarise yourself with the exits, see the map.

Fire Escape Routes It is crucial to keep fire escape routes free of obstructions and hazards.

Please do not place any items blocking the fire exits. Additionally, fire extinguishers and safety signs must be visible and not be hidden.

Fire Extinguishers are located throughout the building. You must familiarise yourself with their location, but, choosing the right fire extinguisher is essential. Fire extinguisher have labels that include symbols to indicate which types of fires there are designed to fight.

Fire Wardens There are a number of trained Fire Wardens throughout the building.

An up-to-date list of Fire Wardens is displayed in each of the offices and in reception.

Fancy being a hazard spotting, fireprepared, life-saving wonder? Fire Warden training that can be found on the Commercial Services Group Learning Academy.

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Wellbeing

Mental Health First Aiders If you’re dealing with a mental health issue or emotional distress, our Mental Health First Aiders are here to listen empathetically in a confidential, nonjudgemental space. Click the button to start a conversation, and one of our Aiders will contact you.

Accessibility First Aiders There are several trained First Aiders throughout the building. Please familiarise yourself with the up-to-date list of First Aiders displayed in every office and at reception. First aid boxes are located in all offices and reception.

In an Emergency There is an Automated External Defibrillator (AED) located in reception, which could play a critical role in saving a life during a sudden cardiac emergency.

Medical Room Whilst AWR does not have a dedicated medical room should you need a room for medical reasons please contact Client Relations who will find you somewhere appropriate.

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If you are driving, you can park in one of the disabled spaces outside the main entrance. To access the first floor there is a lift in the main reception area.

Breast Feeding CSG support the needs of breastfeeding mothers. Speak to Client Relations who can arrange a private space for milk expression and a secure place to store the expressed milk.

Toilets/Showers There are three sets of toilets in the main reception area and at the back of the building on each floor, including a separate disabled toilet. Sanitary products are available in all female toilets. Please notify reception if supplies need replenishing. Showers are located at the back of the building on the lower floor.

Environment It is important to us that we carry out our business activities in a responsible manner. This includes minimising our impact on the environment, to meet our target of being a Net Zero organisation by 2030. Details can be found about our Environment on SharePoint.

Waste & Recycling Our office and kitchen areas have designated bins for general waste, mixed recycling, and confidential materials. Please ensure you use these bins correctly.

For larger waste items, please contact Client Relations for assistance.

Office Space

In the staff room, there is a box for recycling batteries.

The office environment at AWR is designed to be comfortable and efficient for your work. The lighting and heating are automatically adjusted.

There are air conditioning units in each of the offices.

Toner cartridges are collected by the Facilities team and disposed of properly.

You can open the windows for fresh air, but make sure to close them before you leave.

The offices are cleaned daily, but we expect you to keep desks tidy.

Please do not leave any cups or dishes on desks.

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Our Office Locations

Commercial Services Group Head Office 1 Abbey Wood Road, Kings Hill, West Malling, Kent, ME19 4YT • Cantium Business Solutions • Connect2Kent • Connect2Socialwork • CSG Managing Waste • EIS • Employment Check • HR Connect • Invicta Law • Kent-Teach • Landscape Services • LASER Energy • Lumina Energy • Procurement Services • Staff Care Services • Talent Solutions

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Bowerhouse II Solar (Energy) Havage Drove, Weston-Super-Mare Somerset BS24 6UA Connect2Dorest Dorset Council, County Hall, Colliton Park, Dorchester, Dorset, DT1 1XJ Connect2Dudley 3-5 St James’s Road, Dudley West Midlands, DY1 1HZ Connect2Hackney London Borough of Hackney 1 Hillman Street, London E8 1DY Connect2Halton Halton Borough Council Municipal Building, Widnes, WA8 7QF Connect2Hampshire Dame Mary Fagan House Lutyens Close, Lychpite Basingstoke, RG24 8AG

UK

BORDEAUX

DUBAI BANGKOK

Connect2Luton 44-48 Gordon Street, Suite 1, 2nd Floor Clemitson House, Luton, LU1 2QP

CES Holdings – Manchester Shepley Estate (South) Manchester, M34 5EX

Connect2Surrey Woodhatch Place, Cockshot Hill Reigate, RH2 8AN

CES Holdings – Dubai 507 HDS Tower, JLT, Dubai United Arab Emirates

Lifecycle Management Group Unipart House, Garsington Road, Cowley, Oxford, Oxfordshire, OX4 2PG

CES Holdings – Bangkok Unit 11A, 11th Floor, Piya Place, Langsuan Building, 29/1 Soi Langsuan Ploenchit Road, Lumpini Patumwan Bangkok 10330

Prospectus Payroll Broadwell Road, Oldbury Birmingham, B69 4BY KCS Education and The Education People Unit 1, New Hythe Lane Aylesford, Kent ME20 7FE KCS Education (Midlands) Lake View Drive, Sherwood Park Nottingham, NG15 0DT

Landscape4Learning Duffryn Industrial Estate, Unit 6, Withey Court, Caerphilly, CF82 7TT Timstar, TSL, Gresswell, & Maude Sport Phoenix House, Battlefield Enterprise Park, Stafford Drive, Shrewsbury, SY1 3FE Timstar, TSL, Gresswell, & Maude Sport Bordeaux, France Commercial Services Group 15

Useful Links and contacts CSG Horizon Access all the very latest Commercial Services Group information, support, videos, and guides on the intranet site – Horizon.

CSG Policy Library Reporting an Issues If you notice a fault or issue regarding the building’s fabric, services or utilities.

Contact the Client Relations Team on 01622 476897 or email.

Spica Luna The App that is used for booking a desk or meeting room at AWR. Download the GemEx App: Spica Workplaces on your smartphone or through your sign in to device’s Microsoft login. Both options require the downloaded Microsoft Authenticator App.

View all the up-to-date Commercial Services Group-wide and business specific policies, procedures and forms all on one SharePoint site.

SAFE Place SAFE Place is the SharePoint Site for Health, Safety, Environment & Quality (HSEQ).

Wellbeing Hub View the dedicated SharePoint site that provides support and resources to help you prioritise your wellbeing both inside and outside of work.

Data Protection View the Data Protection and Privacy Management SharePoint site for information on how to work safely to with protect all our data, and report any breaches.

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IT Support*

Employee Vacancies

For support on IT services or equipment, please contact Cantium via the ServiceNow portal or call on 03000 410 750.

Keep up-to-date with all the current employee vacancies and progress your career with Commercial Services Group.

HR Connect Portal*

Track System

Access the HR Connect portal to book leave, manage your personal information and view HR news and guidance.

Track is the performance management system used across the group. The system enables you and your line manager to easily keep a record of your conversations, set performance and personal objectives, as well as capture feedback from colleagues across the business.

*Once you have logged in to either the Cantium or HR Connect portals, you can easily switch between the two by option at clicking the top of your screen.

Employee SelfService Access your personal and financial information on the Commercial Services Group employee self-service website. View your payslips, update your personal details, submit your expenses and sick leave requests.

Head Office Commercial Services Group 1 Abbey Wood Road Kings Hill West Malling Kent ME19 4YT 0808 168 5808 info@csltd.org.uk commercialservices.org.uk

Delta Learning Commercial Services Group’s Learning Academy portal is where you will find a range of training courses and development opportunities, as well as the mandatory training.

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Thank you for taking the time to read this guide to working at AWR and we hope it gives you all the information you need to work in the office.