A guide to working at Abbey Wood Road
Welcome to Abbey Wood Road (AWR)
This guide aims to provide you with all the essential information you need to know to work here. From health & safety guidelines to booking a meeting room, useful links and 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
Introducing the Client Relations team: Joanne Kerr and Diane Lockyer. They are dedicated to providing comprehensive support and assistance to all employees and visitors.
Alongside them, Joe McLennon plays a crucial role in maintaining the smooth operations of our building and facilities.
If you require any assistance or have questions, do not hesitate to contact Jo, Diane or Joe on 01622 476897 or email.
If you feel that any information is missing from this guide which you believe may be useful to have included, please inform Client Relations and they will look to get it added.
General information
Opening times
The building is open from 7am Monday to Friday and locked at 7pm 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
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.
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.
• There are two electric charging points, 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 CSG is not liable for any damage or theft to parked vehicles.
Please see, the car park map
Bin Storage Bike
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
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
Post and Deliveries
Royal Mail deliver to AWR daily. All incoming post is sorted for each department to collect from the post room, behind reception.
Outgoing post needs to be put in the allocated tray 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.
If you are expecting a delivery, please inform the reception team, so that they can contact you when it arrives.
Refreshments
AWR is a no smoking site with the exception of a designated smoking area situated at the rear of the car park, see map.
In the kitchens we provide basic refreshments such as tea/ coffee, milk, bread, condiments, soups and cereals in the kitchens located on each floor at back of the building.
Please inform reception if any items need to be replenished. Keep the kitchens clean and tidy put your dirty dishes in the dishwashers, and discard any 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.
Booking a Desk
AWR operates a hot desk system for all the workspaces and these desks must be booked through the GemEx App.
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.
See the following page if you need to book a meeting room. book a desk.
Meeting Rooms
AWR has 14 meeting rooms which must be booked in advance and canceled if not required.
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.
To view the floor plans of our meeting rooms see P8-9. For a comprehensive guide to each of the rooms, please check Horizon.
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.
Booking a Room
To book a meeting room, please use the GemEx App. For further details on how to use the app please see page 5.
Catering
If you require lunch for a meeting this can be ordered in advance –Memphis Belle Sandwich Shop, email your requirements.
Tea and coffee is down to the meeting lead to set up and 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.
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.
Key to Meeting rooms
Capacity Boardroom Interview room Soft seating
Hybrid Computer screens and docking station TV
Ground floor
Recruitment
None
First floor
Health & Safety
CSG 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 CSG Learning Academy.
SAFE Place
SAFE Place is the SharePoint Site for Health, Safety, Environment & Quality (HSEQ) .
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
See it, Sort it, Report it! Taking action straight away, you can prevent a serious incident 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 for longer than 10 seconds.
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
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, fire-prepared, life-saving wonder? Fire Warden training that can be found on the CSG Learning Academy.
Wellbeing
First Aiders
There are several trained First Aiders throughout the building. Please be sure to 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.
Accessibility
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 supports 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, located in the main reception area and at the back of building on each floor. These include a separate disabled toilet.
Sanitary products are available in all female toilets. Please inform reception if any of the supplies including paper towels and toilet roll need to be replenished.
There are showers 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 are provided with both general waste, mixed recycling and confidential bins. Please take care that you use these correctly. For the disposal of larger waste items, please contact Client Relations .
There is a battery recycling box in the staff room. Toner cartridges are collected by Facilities and disposed of appropriately.
Office Space
The office environment at AWR is designed to be comfortable and efficient for your work. The lighting and heating are automatically adjusted, but you can request extra heaters or fans from Client Relations if needed. Please remember to switch them off when you leave. You can open the windows for fresh air, but make sure to close them before you go.
The offices are cleaned daily, but we expect you to keep desks tidy. Please do not leave any cups or dishes on desks for the cleaners to deal with.
CSG Office Locations
CSG Head Office
1 Abbey Wood Road Kings Hill, West Malling Kent ME19 4YT
• Cantium Business Solutions
• Connect2Kent
• Connect2Socialwork
• CSG Managing Waste
• HR Connect
• Interim & Executive Search
• Invicta Law
• KCS Procurement Services
• Landscape Services
• LASER Energy
• Lumina Energy
• The Education People
• Zero Carbon Future
Bowerhouse II Solar (Energy) Havage Drove Weston-Super-Mare Somerset BS24 6UA
CES Holdings – Manchester Shepley Estate (South) Manchester, M34 5EX
CES Holdings – Dubai 507 HDS Tower, JLT, Dubai United Arab Emirates
CES Holdings – Bangkok Unit 11A, 11th Floor Piya Place Langsuan Building 29/1 Soi Langsuan Ploenchit Road Lumpini Patumwan Bangkok 10330
Connect2Dorest
Dorset Council, County Hall
Colliton Park, Dorchester
Dorset, DT1 1XJ
Connect2Dudley
3-5 St James’s Road Dudley, West Midlands, DY1 1HZ
Connect2Hampshire
Dame Mary Fagan House
Lutyens Close, Lychpit
Basingstoke, RG24 8AG
Connect2Luton
44-48 Gordon Street, Suite 1, 2nd Floor, Clemitson House
Luton, LU1 2QP
Connect2Surrey
Woodhatch Place, Cockshot Hill
Reigate, RH2 8AN
KCS Education
Unit 1, New Hythe Lane
Aylesford, Kent ME20 7FE
KCS Education (Midlands)
Lake View Drive, Sherwood Park, Nottingham, NG15 0DT
Lifecycle Management Group
Unipart House, Garsington Road, Cowley, Oxford, Oxfordshire, OX4 2PG
Prospectus Payroll
Broadwell Road, Oldbury, Birmingham, B69 4BY
Useful Links and contacts
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
App that is used for booking a desk or meeting room at AWR.
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.
CSG Horizon
Access all the very latest CSG information, videos, and guides on the intranet site – Horizon.
CSG Policy Library
View all the up-to-date CSG 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.
IT Support*
For support on IT services or equipment, please contact Cantium via the ServiceNow portal or call on 03000 410 750.
HR Connect Portal*
Access the HR Connect portal to book leave, manage your personal information and view HR news and guidance.
* Once logged in to either the Cantium or HR Connect portals, you can easily switch between the two by clicking option at the top of your screen.
Employee Self-Service
Access your personal and financial information on the CSG employee self-service website. View your payslips, update your personal details, submit your expenses and sick leave requests.
Delta Learning
CSG’s Learning Academy portal is where you will find a range of training courses and development opportunities, as well as the mandatory training.
Employee Vacancies
Keep up-to-date with all the current employee vacancies and progress your career with CSG.
Track System
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.
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
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.