NHL Guide 25

A GUIDE TO WORKING AT

New Hythe Lane

WELCOME TO

New Hythe Lane (NHL) 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 NHL.

Have a query?

If you need assistance or have any questions about working at the NHL offices or in the warehouse, support is readily available. We encourage you to reach out by emailing kcsbusinessresilience@kcs.co.uk or calling 0808 281 9440 during business hours for prompt assistance.

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General information Opening times The building is open from 06.30 Monday to Friday and the front gates to the main car park and offices are locked at 22.00 by night by security.

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

• The speed limit is 10mph.

• Parking is on a first-come-firstserved basis.

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 KCS Business Resilience.

• There are three electric vehicle charging points, however, two are in disabled bays, only park in these spaces if you are charging your vehicle. Charging cards are available from the Customer Experience office.

• If you cycle to work, the bike shelter is located in the front car park.

• 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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Offices

Papyrus Way

AWR

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NHL Car Park Map New Hythe Lane Delivery Exit

Goods Yard

19 Loading Bays

Fire Assembly Points Designated Smoking Area Fire Exits Electric Vehicle Charging Points

Warehouse Distribution Centre

Shared Disabled Parking and Electric Vehicle Charging Points Disabled Parking Hi-Viz – must be worn Bike Rack Baler Shed Bin Storage

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Visitors SCAN TO REPORT BUILDING ISSUES

All visitors, including Commercial Services Group staff, must sign in using the QR code.

There is no need to book a car parking space at NHL. If you need to arrange a taxi for your visitor we suggest using a local taxi firm maybe West Malling Taxis or an Uber.

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

Reporting an issue NHL does not have a manned reception. In the event that you require assistance or observe any issues with the building’s structure, services, or utilities, please report them by scanning one of the Building Issue QR codes which are located throughout the building, clicking this link or by emailing the Business Resilience team.

Smoking NHL is a no smoking site with the exception of a designated smoking area situated in the rear goods yard, see map.

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Post and Deliveries The Royal Mail deliver to NHL daily and this is sorted and put into the marked post trays located next to the small kitchen in the large downstairs office space. Any outgoing post needs to be put into the blue tray on top of the post tray cabinet. This post is taken to AWR daily for franking or distribution to other areas of CSG.

Refreshments In the kitchens, we provide basic refreshments such as tea, coffee, milk, bread, condiments, soups, and cereals.

There are two small kitchens located in the big offices on each floor, as well as a staff room in the main corridor downstairs.

You can also find a vending machine on the ground floor in the staff room and this gets replenished on a weekly basis. However, any faults or items need to be replenished in the kitchen, can be reported using the building issue QR code.

Catering Twice as Nice or Memphis Belle are local businesses that offer catering services to both individuals and businesses. To order lunch, simply send an email with your requirements.

Lunches are delivered to one of the Business Support teams, who are on site during Collaboration event days.

Booking a Desk NHL 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.

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

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Meeting Rooms NHL has five meeting rooms which must be booked in advance via GemEx app and cancelled if not required. Alternatively AWR provides an additional 13 meeting rooms, also accessible via the GemEx app, offering ample options for scheduling necessary meetings.

If you need a room for a larger group, NHL offers a spacious meeting area that can accommodate up to 80 people.

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 of workspaces which allows colleagues the flexibility for collaborative working and to meet informally.

Booking a Room 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 require lunch for a meeting this can be ordered in advance – Twice as Nice, 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 using the Building Issue QR codes placed all around the building or follow this link.

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SCAN TO REPORT BUILDING ISSUES

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

Large meeting or conference

Interview room Computer

Soft seating TV

Ground floor

Art Room

First floor

Collaboration Zone

Science Room

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Staff Room

10Literacy Room

ICT Room

10 Community Room

Maths Room

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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 QRCode displayed around the building, following this link.

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 notice any faulty electrical equipment, please report it using the building issue QR code or follow this link.

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 the disposal of larger waste items, please contact Business Resilience team for assistance.

In the staff room, there is a box for recycling batteries. Toner cartridges are collected by the Facilities team and disposed of properly.

Office Space The office environment at NHL is designed to be comfortable and efficient for your work.

The lighting works on proximity sensors and the heating/cooling can be adjusted by using the control units situated in the offices and meeting rooms. Please be mindful of your colleagues when adjusting the heating/ cooling in the offices.

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.

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Fire Alarm Testing The fire alarm is tested every Friday at 10.00am. Employees do not need to evacuate the building unless the alarm sounds for longer than 10 seconds.

Fire Safety 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 throughout the building.

Fancy being a hazard spotting, fire-prepared, life-saving wonder?

Fire Warden training that can be found on the Commercial Services Group Learning Academy.

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Fire Assembly Points If the fire alarm sounds please leave the building via the nearest exit. We have two assembly points, one in the front car park and one in the goods yard, 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. Please familiarise yourself with the exits.

Ground floor fire escapes

First floor fire escapes

Warehouse fire escapes

Packing Area

A-Zone

Groundfloor Hot Desk Area Server Room

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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 here to start a conversation, and one of our Aiders will contact you.

First Aiders There are several trained First Aiders throughout the building. An up to date list of first aiders is displayed at every fire alarm call point in the building and warehouse. First aid boxes are available in the first aid room, all offices and various locations in the warehouse.

In an Emergency There is an Automated External Defibrillator (AED) located in the first aid room on the ground floor (first aid room is the small room in between/ below staff room and ICT) in reception, which could play a critical role in saving a life during a sudden cardiac emergency.

Medical Room NHL is lucky enough to have a dedicated first aid room. This has a first aid couch and a better-equipped first aid kit.

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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. Please email the Business Resilience team regarding milk expression. They can arrange access to the first aid room, which can be locked from the inside, and provide a secure place to store expressed milk.

Toilets/Showers There are separate toilets for ladies and men on each floor. Showers are available on the ground floor.

Additionally, there are two disabled toilets on each floor.

Please report any issues using the QR code or follow this link.

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

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

If you notice a fault or issue regarding the building’s fabric, services or utilities. Please, report any issues using the QR code, follow this link or email the Business Resilience team.

SAFE Place

Spica Luna

Wellbeing Hub

The App that is used for booking a desk or meeting room at NHL.

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

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.

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

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.

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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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

CSG Offices Gresswell, Timstar, TSL, & Maude Sport Bordeaux

CES Holdings Dubai

Connect2Halton

CES Holdings Bangkok

CES Holdings Manchester KCS Education Midlands

Prospectus Payroll Gresswell, Timstar, TSL, & Maude Sport Shewsbury

Connect2Luton

Connect2Dudley

Connect2Hackney Lifecycle CSG Head Office

Landscape4Learning Bowerhouse Connect2Dorset

KCS Education and The Education People

Connect2Hampshire

Connect2Surrey

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CSG Offices 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 Bowerhouse II Solar (Energy) Havage Drove, Weston-Super-Mare Somerset BS24 6UA Connect2Dorest Dorset Council, County Hall, Colliton Park, Dorchester, Dorset, DT1 1XJ

Lifecycle Management Group Unipart House, Garsington Road, Cowley, Oxford, Oxfordshire, OX4 2PG 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 CES Holdings – Manchester Shepley Estate (South) Manchester, M34 5EX CES Holdings – Dubai 507 HDS Tower, JLT, Dubai United Arab Emirates

Connect2Dudley 3-5 St James’s Road, Dudley West Midlands, DY1 1HZ

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

Connect2Hackney London Borough of Hackney 1 Hillman Street, London E8 1DY

Landscape4Learning Duffryn Industrial Estate, Unit 6, Withey Court, Caerphilly, CF82 7TT

Connect2Halton Halton Borough Council Municipal Building, Widnes, WA8 7QF

Timstar, TSL, Gresswell, & Maude Sport Phoenix House, Battlefield Enterprise Park, Stafford Drive, Shrewsbury, SY1 3FE

Connect2Hampshire Dame Mary Fagan House Lutyens Close, Lychpite Basingstoke, RG24 8AG Connect2Luton 44-48 Gordon Street, Suite 1, 2nd Floor Clemitson House, Luton, LU1 2QP 18

Connect2Surrey Woodhatch Place, Cockshot Hill Reigate, RH2 8AN

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Timstar, TSL, Gresswell, & Maude Sport Bordeaux, France

Creating impact together to be recognised as the global leader in education and public sector solutions.

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