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.
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.
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.
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.
• 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.
Offices
New Hythe Lane Delivery Exit
Goods Yard
Warehouse
Distribution Centre
19 Loading Bays
Fire Assembly Points
Designated Smoking Area
Fire Exits
Electric Vehicle Charging Points
Shared Disabled Parking and Electric Vehicle Charging Points
Disabled Parking
Hi-Viz – must be worn
Bin Storage Bike Rack
Baler Shed
Visitors
SCAN TO REPORT BUILDING ISSUES
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.
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!
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
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.
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.
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.
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 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 – 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
Please report any faults or issues using the Building Issue QR codes placed all around the building or follow this link.
not right!
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.
Key to Meeting rooms
Capacity Boardroom Interview room Soft seating
Large meeting or conference Computer TV
Ground floor
First floor
Art Room
Science Room
Collaboration Zone
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
See it, Sort it, Report it!
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).
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.
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
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 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
Groundfloor
Packing Area
A-Zone
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.
Accessibility
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.
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
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.
Spica Luna
The App that is used for booking a desk or meeting room at NHL.
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.
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.
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 you have 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 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.
Employee Vacancies
Keep up-to-date with all the current employee vacancies and progress your career with Commercial Services Group.
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
CSG Offices
Commercial Services Group
Head Office
1 Abbey Wood Road, Kings Hill, West Malling, Kent, ME19 4YT
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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.