



As a new employee we welcome you to Supabarn Supermarkets. We consider the employment of every individual as an important factor in the constant growth of our company.
We hope that as an employee of Supabarn you will become an enthusiastic and valuable member of our team. At Supabarn we endeavor to supply all our employees with optimal working conditions, support and direction, which in turn, with your cooperation, should deliver positive results, opportunities and benefits to both parties.
We consider our employees to be the most valuable resource available to us and we encourage the innovative and distinctive ideas that come with staff contribution. The following manual is intended as a guide to make you feel as comfortable as possible in your new position. Whilst we cannot answer all your questions, familiarising yourself with the contents of this manual will clarify basic policies and procedures, and should act as a primary step in learning about the structure of our company.
Further questions regarding your contract of employment or any other issues, should be directed to your immediate supervisor, or your Store Manager.
I trust that your experiences at Supabarn will be rewarding. On behalf of the management and staff at Supabarn I would like to welcome you to our team and wish you every success in your future achievements.
Yours faithfully
Theo Koundouris General Manager Supabarn Supermarkets Pty Ltd
Support Office:
Eyre St Market
34 Eyre Street
KINGSTON ACT 2604
Phone: (02) 6257 1777
Email: payroll@supabarn.com.au
05 Gymea Supabarn Express
76 Gymea Bay Road
Gymea NSW 2227
Phone: (02) 9531 3577
09 Crace Supabarn
56 Abena Avenue
Crace ACT 2911
Phone: (02) 6162 0913
11 Casey Supabarn
15 Kingsland Parade
Casey ACT 2913
Phone: (02) 6225 7270
08 Annandale Supabarn
4 - 8 Booth Street
Annandale NSW 2038
Phone: (02) 9571 5675
10 Sans Souci Supabarn 524 – 544 Rocky Point Road
Sans Souci NSW 2219
Phone: (02) 9529 7822
13 Kingston Supabarn 34 Eyre Street
Kingston ACT 2604
Phone: (02) 6185 3236
The Supabarn Employee Manual is an information system for both current and new employees. The manual is provided to you with details of your working conditions, benefits and relevant company policies. The information contained within should give you, the employee, the basic guidance and foundation to understand the company’s aims and goals.
We hope this will empower all employees with the opportunity to reach their full potential and forge solid career goals, maximising the benefit to both parties.
The Employee Manual should answer some of your questions regarding policies and procedures within the organisation. It is essential that all employees understand and comply with all the provisions of this manual.
Supabarn reserves the right to modify, revise or supplement policies and portions of this manual as appropriate. Any changes to the manual will be placed on the notice board as they occur.
You will be asked to sign off on a declaration of the manual, once you have read and understood its contents, confirming this.
Supabarn is focused on providing every employee with an environment where they can become part of a team and excel in their position. We believe that every employee’s contribution is valuable and we encourage staff involvement. It is an important part of every new staff members’ development and training to be familiar with the working environment at Supabarn.
As part of the induction and training process at Supabarn we will assign every new employee with a ‘buddy’ to help guide him/her through the introductory process. Your buddy may be a supervisor or the most suitable member of your team. Your buddy will help you familiarise yourself with the working environment and assist you to settle in.
As part of the introduction process all employees will be shown around the premises and introduced to fellow colleagues. Your buddy will outline any rules and regulations that you need to follow at this stage.
You will be given on the job training to help you in your new role. Your buddy will ensure that you have a clear idea of your new responsibilities to help you fulfill your duties without problems. It is the responsibility of your buddy to ensure that you are trained in the safest and most efficient way to perform your job.
Depending on your position, you may be given documentation outlining the duties involved in your position. Your buddy will be available to help you with any questions regarding your employment. This arrangement usually ends when your trial period expires, but continues as long as you need it on an ongoing basis.
All employees will undergo a trial or training period. This is to ensure that you are happy with the position and that you have the capability of meeting or exceeding the requirements of the position. Your supervisor will work closely with you at this stage to ensure that the arrangement benefits both parties.
The length of your trial period is outlined in your governing employment agreement and begins from your date of commencement. This agreement also outlines conditions of termination or separation, and the procedures in the case of disagreement.
During your trial period you will be eligible for the same benefits as all other employees.
As previously outlined, you will be allocated a personal buddy when you commence your trial period with Supabarn. The Company will take the utmost care in selecting a buddy for your trial period. Your buddy will be familiar with all the requirements of your position and the duties assigned to you. Please consider your buddy as a “Confidant” to whom you may go to for matters needing clarification and any concerns over relationship and character clashes that may be evolving.
Management is always available for discussions on any aspect of the organisation; involvement from all staff is encouraged.
It is the responsibility of the Store Manager to ensure that the induction process is as easy as possible for both employee and employer. Your Store Manager and office manager can also answer any questions relating to rules and regulations, dress and conduct as well as advice on your career and any personal matters.
You are welcome to contact management at any time although we recommend that initial queries be directed to your immediate supervisor.
Each of our stores are structured as shown below, with three key levels of management and a Duty Manager to cover out of normal working hours of operation:
It is important you get to know who the manager is for each department, where they are located in the store, who also works there and what products they sell.
All staff at Supabarn are required to contribute towards positive service and commitment to our customers. It is our goal to “maintain and exceed our customers’ requirements”, continually meeting and exceeding all expectations, while at the same time, sustaining profitability.
We cannot fulfill this goal without the ongoing support of the company’s most valuable resource, our employees. It is only through teamwork and collective strength that we can stimulate the kind of quality product and superior service that results in long term customer satisfaction.
Regardless of whether your involvement with customer service is direct or supportive, each member of the team has an impact on the customer’s impression of our company.
All contact, a customer has with our company, leaves an impression. All employees at Supabarn have a prime directive to ensure that each and every moment of contact is positive, thus upholding the company’s high standard of quality and service. It is the role of each employee, regardless of position, to make each moment of customer service outstanding.
Every customer will have their own expectations of the service they deserve; it is only by constantly exceeding these expectations that we can maintain the highest service possible.
• Be sure to greet all customers in a friendly manner. E.g. “hi, how are you today” and don’t forget to smile as this is the first impression of you to the customer. Show the customer you are interested in helping them and are in no way bothered by their inquiry.
• Engage the customer in friendly conversation whilst you are serving them.
• Focus on the customer while you are serving them, don’t engage in conversations with other staff members while you are in the middle of serving the customer.
• Maintain good grooming and personal standards as you are representing the company eg. neat hair and clothes, no chewing gum.
• Always make sure you are wearing a name badge.
• If you cannot answer the customers query, get another staff member who can or call the duty manager.
• Always take the customer to the product if they ask you where something is, do not just tell them the location or aisle number.
• Always check if there is anything else you can assist them with.
• Never, ever argue with a customer. If a situation is such that you cannot handle, immediately refer the customer to your supervisor or the duty manager.
• Farewell the customer in a friendly manner. E.g. “have a great day”
To provide our customers with the best food shopping experience in the country
We pride ourselves on creating a point of difference from our competitors and we achieve these points of difference by focusing on the following four key areas:
1. Range - we strive to keep a range which is different to our competitors and stock the hard to get items that our customers find difficult to get elsewhere.
2. Store Presentation - we maintain our stores to the highest standard of cleanliness, layout and presentation of product.
3. Product quality - our commitment is to consistently provide products that are of the highest possible quality and freshness.
4. Excellent customer service - our staff are genuinely caring for our customers and their requirements whilst seeking to exceed their expectations. To the customer YOU ARE Supabarn and treating every customer as an individual will ensure their return. The contribution of all staff is vital to achieving these company goals.
The conditions of your employment are outlined in this manual and in the current agreement or your letter. Most employees are employed under Supabarn Supermarkets (ACT & NSW) Collective Agreement 2023 (EBA) which can be found at www.fwa.gov.au or in the tea room. Some employees are employed under a Common Law Contract.
Conditions may be forced to change as situations arise. Any changes to your employment will be advised through your store Office Manager or Tanda App. These changes are not always the choice of Supabarn. Factors such as economic climate and changes to relevant Federal and State Laws can influence how we operate.
A full-time employee works in accordance with the hours established between Supabarn and that employee, based on an average of 38 hours per week (over a four-week period), with overtime hours only as required and approved.
A part-time employee is an employee who works no more than an average 35 hours per week (measured over a two-week period), and more than 10 hours per week on a regular basis. They will have a set roster detailing days and hours they will work.
A casual employee works a variety of hours depending on need and agreement.
Your roster will outline the hours of work your position requires. Though we endeavour to adhere to rosters once they are written, it may be necessary on occasion to change your hours for which we ask you to be flexible. Changes to hours of work will be in consultation with the relevant department head, who will discuss the matter with the relevant staff member. If required, your Store Manager will assist and arbitrate any disputes.
All departments work on a roster system. It is your responsibility to ensure that you are aware of your rostered timing for starting and finishing work.
At Supabarn we ask for a high standard of punctuality and attendance amongst all employees. We believe that punctuality and attendance are paramount to the fundamental principles of professionalism.
Employees who disregard these basic principles on a continuing basis will be subject to disciplinary action and / or termination.
If for any reason you are unable to attend work, you should advise your supervisor 24 hours before your shift commences. This will minimise the disruption to other staff members. Similarly, if you are running late for any reason, please contact your supervisor as soon as possible.
If you are continually late, or ring without adequate reason or time frames in relation to a rostered shift, you risk your employment being terminated.
Tea, coffee and fresh water is provided in the tearoom at no cost. The kitchen area contains a kettle, microwave and fridge for the convenience of our employees. Staff can take their breaks where ever they choose, however the tearoom is for your convenience. The tearoom is for use by all employees of Supabarn and should be treated with respect. Staff will be expected to clean up after themselves.
All staff are expected to take advantage of their allocated breaks as it allows for the chance to regenerate and maintain an adequate level of concentration. For this reason breaks are not to be taken within 1 hour of starting or finishing work, or within 1 hour of another break.
Below you will find the paid and unpaid breaks you are entitled to according to your shift timing (please note this incorporates smoke breaks):
In order to maintain a professional workplace, it is important that all staff abide by certain standards relating to their appearance and personal grooming. These standards are described as following to clearly communicate what is and what is not acceptable.
If a staff member turns up for work in a manner that does not meet these standards, they will not be allowed to start work until management is satisfied that they meet the company standard.
Hair should be of a neat and manageable style, with hair longer than the shoulder tied back or plaited. If working with fresh foods, hair must be tied up under hat or with a hair net.
Men must be cleanly shaven before each shift. If wearing a beard, goatee or moustache, it should be neat and trimmed at all times and if in a food prep area, a beard net should be worn.
Fingernails must be clean and trimmed at all times. False nails are not acceptable if working in the fresh food departments and chipped nail polish is not acceptable in any department.
Any makeup worn should be kept simple, natural and fresh looking. Bright colours and glitter-based makeup is not acceptable.
All decisions on what is acceptable will always be made by your manager, so please refer to them on what is, and is not acceptable.
Dark Blue or Black Jeans – no rips or holes.
Checked shirt, can be a flannelette or Supabarn logo T-shirt
Black rubber soled shoes
Hair longer than shoulder length must be neatly tied back
Name badge
Supabarn Apron if in service area.
Supabarn Hat in Fresh food areas.
Uniforms will comply with the appropriate safety standards to ensure employees can carry out their positions efficiently and safely.
Any uniforms supplied by Supabarn will remain the property of Supabarn and should be treated as company property. Whilst at work you will be required to wear the uniform as above.
It is the responsibility of each employee to take care of any uniform supplied such as aprons Damaged or misplaced uniforms must be reported to the appropriate Department Head.
All Supabarn supplied items must be returned on cessation of employment from Supabarn Supermarkets. The cost of all uniforms not returned may be deducted from your final pay.
It is a Supabarn company policy that family members including husbands, wives, siblings, uncles, aunties, cousins and de facto’s are not to work in the same store. This list may also include other non-related members of your household as well. If you are unsure about this policy and any affect it may have on your employment with the Company, please discuss with your manager immediately.
It is your responsibility to ensure you are aware of this rule and that you disclose any concerns you have. Breach of this policy may result in termination or your movement to another store.
It is considered inappropriate to use company phones to make or receive private calls.
We realise that in the case of any emergency you may need to be notified, but other personal calls whilst on duty are discouraged. For this reason, the store will receive all personal incoming calls. Messages from non-urgent personal calls will relayed to you at an appropriate time. Messages concerning emergency calls will be communicated to you immediately.
A similar policy applies to the use of company mail, email or photocopier and unauthorised usage will be considered inappropriate conduct and result in disciplinary action. Supabarn believes these tools to be for business purposes only and not for private use.
Mobile Phones are to be switched off and kept in your locker during your shift. It is considered inappropriate to make or receive private calls during work hours especially on the shop floor. Mobile phones are not to be carried whilst working at any time.
EarPods or any other form of head phones are not acceptable while working.
The majority of employees will have access to a PC or related equipment. This has been supplied to assist in making your job more efficient.
Access to these facilities is for business purposes only and not for private matters under any circumstances. Any abuse of this system will be considered serious misconduct.
Any form of media that may risk the introduction of viruses to the network or company files and information must not be used. Even though Supabarn has taken all reasonable care to ensure a safe and virus free computer environment, we are all aware of the problems a virus can cause. Deviation from this rule will be considered serious misconduct and may result in termination. Under no circumstances are staff to charge mobile phones or other devices via a USB port in any Supabarn IT equipment.
If you have access to computer and emails, please ensure you have reviewed the KG Capitol Cyber Policy and do not open anything you are not expecting.
Supabarn goes to great expense to ensure that all equipment is up-to-date and in good working order. Employees can only be expected to excel at their jobs if we supply the appropriate tools to do the job safely and efficiently.
Investments made by Supabarn for the upkeep and maintenance of all equipment is considerable, all employees can contribute to minimising these costs. A caring attitude combined with common sense application will enhance the life of the equipment and minimise inconvenience to the user.
Supabarn delivery vehicles are to be driven by dedicated drivers, whose role is to do all deliveries. If, for any reason an employee needs access to a company vehicle, approval and arrangements must be made with the Store Manager. For insurance purposes a copy of your driver’s license is to be supplied at the time of request.
Unauthorised use of equipment will result in disciplinary action. If we all treat the company’s equipment as if it were our own, we will have sustained and efficient use from the resources available to us.
All salaries and wages will be paid in arrears by Electronic Funds Transfer (EFT). The working week runs from Monday to Sunday. Payments are processed weekly with wages available in most bank accounts by the middle of the following week. At times there may be delays outside the company control which will be rectified as soon as it is possible.
Payments are made directly into the bank, building society or credit union of your choice. It will remain your responsibility to advise any change to your account details. Supabarn cannot be held responsible for any delays in processing that arise due to changes in your banking details or incorrect information.
All pay queries are to be handled through the store’s Office Manager in the first instance.
All employees will be required to sign on/off at the beginning and end of their shift. It is each individual’s responsibility to record the hours worked. Failure to sign on/off may result in a delay with wage payment, please note your face must appear in the camera when sign on/off at the beginning and end of their shift.
More serious action may be taken if an employee has been found to be deliberately negligent with regards to this procedure or the misuse of the system.
All employees have a right to privacy. It is essential that you do not give out personal details including phone numbers, addresses or even roster details of any staff members to any other person without their express permission.
Breach of these rights may lead to your termination.
At Supabarn we do not support ongoing overtime as part of our standard practice. Employees under the EBA are not required to work overtime unless agreed by both the employee and employer.
All employees should be able to complete their role in specified working hours. If for any reason you believe you are constantly unable to complete your allocated tasks, please discuss the matter with your immediate Supervisor or Store Manager.
If overtime is required it is vital that you speak to a Department Head to gain approval. Sign on/off procedures must be followed carefully at all times.
Any staff that work overtime without prior approval will not be compensated. We therefore strongly recommend that all employees follow the correct procedure.
This can stimulate creative ideas and suggestions that may benefit the company in both productivity and revenue.
Management strongly supports and recommends communication between management and staff.
We encourage staff to actively communicate improvements in our operations. This can be made to a manager or via email to payroll@supabarn.com.au.
If you are unable to work due to illness it is important that you telephone your supervisor, advising the nature of the illness and the day you believe you will return to work. It is expected that all staff give a minimum of five hours’ notice at all times. It is of course preferred if you can give your supervisor as much notice as possible, in order to provide alternative cover for your shift and reduce the extra work load on your colleagues.
On return to work, if not yet completed, you will be required to apply for sick leave via your work app. All permanent staff are required to provide a medical certificate. Note if certificate is not provided within two weeks of the absence it will not be accepted and sick leave will not be paid.
The purpose of the certificate is to confirm your inability to attend work due to illness. For this assessment to be made, you will need to have seen a medical practitioner. This can include a teleconference or face to face with a doctor, pharmacist or chiropractor for example. This does not however include ordering a certificate from a website where there has been no interaction with a medical practitioner. These will not be accepted.
Note Supabarn may confirm with the medical centre if in doubt of the validity of a certificate who have been known to report fraud to the police.
If you require an extended period of leave (due to accident or illness), you will need to inform your supervisor and keep them updated on the estimated date you will be returning to work. It is important that you are in contact with your supervisor on a regular basis on plans to return to work.
Full-time employees will be entitled to 10 days sick leave per year. Leave accrues weekly and is available when and if required. Part-time employees will receive their entitlement on a pro-rata basis in accordance with the ordinary hours worked.
All sick leave payments will be made at standard pay rates only. Should an employee receive any workers’ compensation benefits, they will not be entitled to any sick leave benefits.
At times you may have medical reasons, unrelated to work, that prevents you being able to complete your duties at the required level. This may include medical advice placing restrictions on what you can and cannot do while at work such as lifting restrictions.
Modified or light duties will not normally be available in these circumstances and management may require a clearance certificate from your treating medical practitioner before you will be able to recommence your pre injury duties and normal work hours. This is part of our duty of care to you.
It is requested that any employee wishing to take parental leave inform their Office Manager no less than ten (10) weeks prior to the expected date of confinement.
Staff should refer to the Supabarn ‘Maternity Policy’ for further information on entitlements & requirements. The policy is available from the Office Manager of payroll team in the support office. This document covers what paperwork is required to be completed, the period of leave including an anticipated return date to be provided on commencement of the maternity period.
Supabarn may replace the employee on parental leave whilst absent. The replacement employee will be advised of the temporary nature of the position and the period of employment. Therefore, it is important to ensure communication between the employee and the company is both open and clear.
An employee, other than a casual employee, shall on the death of a family member as defined in the National Employment Standards (NES) be entitled to take paid compassionate leave as per your employment contract.
If it is necessary for you to attend jury duty you will be required to supply documentation to your supervisor. Supabarn will continue to pay wages and salary as per your standard rate less any amounts received directly from the courts for your services. There will be no compensation where jury duty occurs over a weekend or any other such day where you are not normally paid.
Full time staff are entitled to 4 weeks Annual Leave per year to be taken at a time that is mutually agreeable to you and the employer. Part time employees leave is pro-rated based on ordinary hours worked.
You should ensure you have enough leave accrued before applying for leave. You are requested to hold no more than 8 weeks in accrued leave. Staff may be requested to take leave if they have more than 8 weeks accrued.
Payment of leave will be the greater of the amount that would have been paid for the week in total or 17.5% on the base rate for hours taken.
You are required to apply for annual leave via your work app no less than 14 days before the requested leave date. Note your request does not automatically mean your leave is approved and you should review your work app for confirmation before finalising any travel plans. The company will try at all times to meet any reasonable requests for leave, you should however remember that you are working as part of a team, consideration for your coworkers and any existing responsibilities is essential.
Requests for leave in the month of December will not be approved as well as the 2 weeks prior to Easter. These are the two busiest times of the year for the retail industry and so all staff will be required to be available to work.
Additionally, requests for Leave without Pay for extended periods of time will not be available (unless exceptional circumstances exist). To take leave you should have accrued leave available.
Periods of unpaid and unapproved leave that fall on either side of a public holiday will be taken to have encompassed the public holiday i.e. will either start or finish on the public holiday and will result in the public holiday also being unpaid.
Public Holidays
Salaried Staff: Salaried staff are expected to work on public holidays and be entitled to time off in lieu to compensate for working on Public Holidays. The time off in lieu should be taken within two weeks of the public Holiday or may be lost.
Days in lieu will not be able to be accrued or accumulated. It is your responsibility to arrange the time off in lieu with your department/store manager. The department/store managers will ensure that an agreement is reached on when the time off should be taken.
Wages Staff: Payment of hours worked on public holidays is in accordance with the Agreement.
The concept of Long Service Leave is to recognise and reward employees for long periods of continuous service to Supabarn.
Long Service Leave is determined by Federal and State laws and is subject to change accordingly.
Long Service Leave is paid in accordance to the employee’s employment instrument. Payments may be received by the employee as a lump sum at the start of the leave period or as normal on weekly paydays.
Employees are required to give at least 28 working days’ notice if Long Service Leave is required and it is recommended employees confirm approval before making plans.
Harassment and Bullying
Supabarn is committed to providing its employees, contractors and visitors a work environment that is free from harassment, bullying and discrimination. Supabarn also expects employees to take reasonable care for the health and safety of others in the workplace. Employees have a duty of care to cooperate with company policies and procedures given to comply with health and safety laws.
Harassment, bullying and discrimination are not tolerated in the workplace and all efforts will be taken against proven offenders to prevent problems continuing.
Harassment is any form of unwanted or unreciprocated behaviour that humiliates, offends or intimidates another person. It can occur over a period of time or it can be a single act. Harassment can be physical, verbal or written. Harassment can be direct or indirect and can take many forms including:
▪ Comments about a person’s sexual life or physical appearance
▪ Suggestive behaviour
▪ Sexual harassment of another person
▪ Unnecessary physical intimacy such as brushing up against a person
▪ Sexual jokes, offensive telephone calls, photographs, reading matter or objects
▪ Sexual propositions or continued requests for dates
▪ Physical contact such as touching or fondling
▪ Indecent assault or any other criminal offence
▪ Staring or leering
▪ Verbal abuse
Bullying is repeated unreasonable behaviour directed towards a worker or group of workers that creates a risk to health and safety. Bullying can occur wherever people work together. Under certain conditions, most people are capable of bullying. Whether it is intended or not, bullying is a health and safety hazard.
A broad range of behaviours can be bullying and these behaviours can be direct or indirect. Examples of bullying include:
▪ Interfering with someone’s personal property or work equipment
▪ Verbal abuse
▪ Putting someone down
▪ Spreading rumours or innuendo about someone
▪ Unjustified criticism or complaints
▪ Deliberately excluding someone from workplace activities
▪ Deliberately denying access to information or other resources
▪ Withholding information that is vital for effective work performance
Note the use of reasonable actions under performance management is not bullying.
Discrimination
Discrimination is making a distinction between people on the basis of class or category without regard for their individual merit. Discrimination in the workplace can take many forms. It is an offence to discriminate against any individual on the basis of:
▪ Sexual activity / sexual orientation
▪ Marital, parental or career status
▪ Physical features
▪ Pregnancy
▪ Sex
▪ Race
▪ Religion
▪ Age
▪ Disability
▪ Living with AIDS or Hepatitis C
▪ Personal relationships
Policies relating to harassment, bullying and discrimination apply to any relationship between employee and managers. It also applies between all employees, contractors, customers and visitors to Supabarn stores and work sites.
If for any reason you believe you are a victim of harassment, bullying and / or discrimination it is important that you report it to your immediate Supervisor, Store Manager, Payroll/HR Team, or the Operations Manager.
An investigation of the facts will be carried out in complete confidence and witnesses may be asked to provide evidence. Supabarn management will make a decision based on the facts and will advise all parties of the decision. It may involve termination, transfer of workplace or further mediation between the relevant parties involved.
The situation must be resolved so that it never happens again and Supabarn is committed to reaching this outcome in every instance. Where appropriate, Supabarn will not hesitate to report harassment allegations to the Equal Opportunity Commission or the Police.
Please refer the Supabarn Workplace Bullying Policy on your notice board or for more specific information on all of the above can be obtained from Supabarn Support Office, the Equal Opportunity Commission or WorkCover in your State.
As an employee of Supabarn you will be a representative of our reputation. It is vital that the conduct of each employee is at all times of the highest standard. This includes a commitment to satisfy the standards of honesty and fair trade at all times. All employees must adhere to the fundamental ethical practices and principles of Supabarn.
A variety of issues may cause a conflict of interest. Sometimes these issues may not be clear-cut and thus employees will have to refer to the relevant company policy. An example of conflict may be if and when the company becomes a competitor to its distributors.
Employees have the responsibility to work in the best interests of Supabarn and avoid situations and actions that may be, or create appearance of being, in conflict with the company’s overall objectives and principles. The following are examples of activities that have the potential to cause conflict and should be avoided:
▪ Holding a substantial financial interest in any company with whom we have business dealings (e.g.: competitors, suppliers and customers)
▪ Accepting, directly or indirectly from any party or supplier of services, cash payments, goods or services, loan (except from banks or other financial institutions) or discounts, (except those offered to all employees of the company)
▪ Accepting gifts from any business party involved with Supabarn
▪ Working for a competitor’s store
If you are in a situation that you believe that you may have a conflict of interest it is appropriate to discuss the matter with your immediate supervisor, or alternatively, the Store Manager/Operations Manager.
Ideas, concepts and suggestions can help improve the business and as such, we encourage employee input. At the same time, the preservation of confidential business information and trade secrets is vital to protect the interests and growth of Supabarn.
Such confidential information includes, but is not limited to the following:
▪ Store sales figures
▪ Department sales figures
▪ Product cost and sell prices
▪ Details of promotions
▪ Supplier terms and discounts
The non-disclosure of confidential information applies to all staff members as it forms part of their conditions of employment and the business ethics at Supabarn.
Employees who disclose trade secrets or confidential business information will be subject to disciplinary action, including possible termination of employment. In addition, where any “reasonable doubt” exists, contacts with the police and other relevant organisations may be made to lodge claims for damages incurred, even if the employee themselves does not actually benefit from the disclosed information.
It is a policy of Supabarn to allow employees to pursue other opportunities outside the Company, provided that the employee meets and continues to meet all of their allocated commitments to Supabarn. Any secondary employment must take second priority to all existing job requirements of Supabarn.
If at any time involvement in another company is seen as interfering with the interests of Supabarn, the employee may be asked to terminate such relations or risk further action. All employees will be judged against the same performance standards as other staff members, there will be no discrimination against employees pursuing outside interests.
All staff will be subject to rostering demands as appropriate to the position held and management are not required to consider other jobs when rostering.
Outside work must not be completed during work hours or on work equipment under any circumstances.
In accordance with Federal and State Laws Supabarn provides an Equal Employment Opportunity policy for all employees, without discrimination against race, gender, religion, colour, any disability or impairment.
This policy extends to all applicants for employment and all current employees in every location and company facility, regardless of offices or representation. This policy works in the strictest compliance with Federal and State Laws. Equal Employment Opportunity includes hiring, promotion, transfer, compensation and training. It also includes leaves of absence and in some cases termination.
Supabarn will endeavour to consistently employ capable people to manage and operate our working environment in a safe and profitable manner. This allows all people employed at Supabarn to utilise their skills to their maximum potential, with a clear pathway available to achieve the highest position possible.
Any breach of this anti-discrimination policy will be considered a serious offence and immediate action will be taken.
At Supabarn we believe that open and constructive feedback is paramount in the wellbeing of our employees. Knowing and understanding your objectives as an employee contributes strongly with meeting and achieving these objectives.
Supabarn aspires to the “Open Door” policy. All employees should feel comfortable in the knowledge and assurance that they may approach another member of staff to discuss any issue with superiors and senior management. We place a great deal of importance on open and frank communication at all levels within the organisation.
Please do bear in mind that there exists a clear line of communication, which should be followed initially. Whilst senior management welcomes contact from all employees, any grievance or issue you wish to table should be a clear, concise report and interchange based on facts.
Supabarn is committed to providing a safe and healthy shopping and working environment for customers, staff and contractors. This will best be achieved by following a program of occupational health and safety activities and procedures that are monitored, reviewed and implemented to achieve best practice.
Supabarn’s commitment to occupational health and safety for its employees, customers and visitors is very important and can never be compromised with poor practices. The Company undertakes to regularly review this policy to take account of changes in legislation.
▪ To provide safe and healthy work and shopping environments for all our customers, contractors and staff
▪ To provide safe and healthy methods of work
▪ To provide a program of occupational health and safety activities and procedures, which are continually updated and effectively performed.
Work health safety is a company responsibility. This responsibility is met by the development, implementation, promotion and maintenance of safe and healthy work environment, work practices and safe systems of work. The company has the right to outsource any Return to Work Programs if required.
Every Manager is responsible for the implementation, promotion and maintenance of occupational health and safety systems for employees and a safe and healthy shopping environment for customers. Managers are to ensure their management team is aware of their occupational health and safety responsibilities.
Department Managers are required to provide supervision and training to ensure that safe and healthy procedures are followed and that unsafe methods and hazards are systematically identified, assessed and controlled.
All employees are required to comply with work health and safety policies, programs, safe work procedures and practices to ensure the health and safety of themselves and others in the workplace, including our customers.
Every store has procedures in place to deal with emergencies; these include issues such as a fire in the store or adjacent facilities or a store bomb threat.
It is critical that you understand our fire and evacuation plan. You will find a copy on the wall of the lunch room. AS A PRIORITY you are to ask your supervisor to explain the exit points, hydrant and extinguisher locations during your initial orientation.
The safe evacuation of all staff and customers in the event of an emergency is of prime importance. Every effort must be made to ensure exit paths are clear and, in the case of fire equipment, that it is available and easily accessed by trained personnel. Some critical elements to our emergency preparedness are discussed below and you will be told more about each during your induction period:
1. Evacuation Plan & Nomination of Wardens - each store has established an evacuation plan, complete with nominated Wardens to coordinate our response should a critical event occur. Area wardens have been appointed for day, afternoon and night trading times.
2. Meeting Points - the evacuation plan nominates the store meeting point. Please ensure that you confirm the location with your Supervisor.
3. Identify Equipment & Exits - each store carries a range of safety equipment, such as fire extinguishers, and has several points of exit. Please confirm locations with your supervisor.
4. Evacuation Drills - to ensure we are adequately prepared to meet an emergency situation, we may organise mock evacuation drills.
5. Use of Visitors Book - a critical element of our plans is to ensure that we can account for all visitors to the store i.e. people visiting for business purposes. A visitor’s book for these people is provided and should be maintained at all times.
Manual handling means any activity where a person is required to exert force to lift, lower, push, pull, carry or move objects. Supabarn is legally bound to comply with the National Standard and State and/or Territory Codes of Practice for Manual Handling.
These codes set down minimum standards designed to protect all staff from unnecessary risk. Rules regarding the lifting of weights by employees have been replaced by a National Standard and Code of Practice for Manual Handling.
It is the responsibility of management to ensure that any manual handling task that is likely to be a risk shall be identified, assessed and controlled.
Supabarn management will facilitate discussions between department management, employees and the work health safety committee when any manual handling problem needs to be rectified.
All employees will be fully instructed on manual handling matters pertaining to their work situation and will be expected to observe all instructions and directions relating to manual handling activities.
Employees must be provided with the right training to be able to:
▪ Assess the manual handling they are required to do for each lift
▪ Use mechanical aids where possible
▪ Only proceed with the lift if it is safe to do so
▪ Ask for the help of a fellow employee to assist with the lift if necessary
Employees should take note of the Supabarn Guide to Correct Lifting on the next page to ensure they understand the safest method to use when moving or lifting boxes in the workplace.
Plan the Lift
• What will you be carrying?
• How heavy is it?
• Where is it going?
• How will you get it there?
• Any obstructions on the way?
• Alternative routes?
Prepare to lift
1. Place feet apart on either side of the load.
2. Put your leading leg as far forward as is comfortable
Correct posture
• bend the knees
• keep the back straight
• do not twist
• keep the hips and the shoulders aligned
Grip firmly
• Use a hooked grip around the edge of the load.
• Adjust your grip as necessary as the load progresses.
Don’t jerk
• Keep the lifting movement as smooth as possible
Move the feet
• Move the feet and hips to turn.
• Do not twist the trunk
• Keep the load as close to the body as
• Ensure you have a firm footing
• Place the hands between waist and shoulder level
▪ If a staff member is injured they must notify their supervisor immediately
▪ The supervisor (with the assistance of the office manager or store/duty manager, will facilitate the completion of the required paperwork.
▪ This paperwork will be lodged with the relevant insurer.
▪ If a staff member is absence from work as a result, and/or obtains medical assistance, a claim will be lodged. The staff member will be required to abide by all requests by insurer’s, rehab providers (if applicable), and Supabarn management including provision of information and forms, attendance at required appointments and participation in any return to work programs.
▪ Supabarn will provide available work duties to assist in any return to work programs recommended by the relevant parties where available.
▪ The first few moments following an accident in the store by a customer can be critical to the outcome of the event. The customer needs to know that we care.
▪ Staff should immediately go to the customer (even if not the first aid officer) and offer assistance. If they appear injured encourage them to stay still and you will get help. If they wish to sit up, offer them a nice quite space with a chair to sit on. Offer some water.
▪ Arrange a Code Blue to be called so that a team member trained in first aid can attend and take over the care of the customer.
▪ This First aid office will facilitate the relevant paperwork and information that is required
▪ Occasionally difficult customers may cause a scene. Our staff’s safety is always paramount.
▪ If Service 500 is called, please note this means all available males to attend the location. A number of staff attending will normally ensure the situation is deescalated with a “Safety in numbers” approach.
During the course of your job you will be exposed to a range of equipment which demands safe operation to protect yourself and those around you. At all times, if you do not feel comfortable in using equipment you should stop and seek assistance.
Some critical areas of equipment safety you should consider are:
Mechanical Equipment
▪ Check cut off switches are operational.
▪ Use safety guards at all times.
▪ Do not use unless trained in safe operation.
▪ Check stability of ladder before climbing.
▪ Do not overreach or stretch.
▪ Do not block pathways, aisles or traffic areas.
▪ Do not overload.
▪ Ensure you can see where you are going.
▪ Stack the load securely and safely.
▪ Take care on uneven or slippery surfaces.
▪ Report any oil leaks immediately.
▪ Never ride or stand on trolleys or pallet jacks.
Electrical Equipment
▪ Turn off at the power source prior to cleaning or moving.
▪ Check for frayed cords or damaged power points prior to use.
▪ Don't get wet.
SPECIAL NOTE: IF UNDER 16 YOU MAY NOT USE ANY ELECTRICAL EQUIPMENT ## This includes the bale press and meat slicers ##
▪ Always take care when using knives.
▪ Cut away from your body.
▪ Do not leave unattended or in an invisible position.
▪ Always pass handle first.
▪ Never throw a knife.
▪ Wear an appropriate cutting glove.
▪ Always take care when using the slicer.
▪ Always concentrate on what you are doing by not talking to other staff
▪ Do not leave unattended on automatic.
▪ Always use the guard never your hand to put pressure on the product being sliced.
▪ Never start off in automatic setting or a fast speed.
▪ Ensure you have been trained and signed the deli meat slicer document
Unless you hold a current Forklift Drivers Licence you are not permitted to drive or use the forklift.
If you are found driving the forklift without a licence, your employment may be terminated for breaching health and safety policy.
SPECIAL NOTE: Ensure that you do not use any equipment until you have been trained in the safe operation of it and are comfortable with using it.
Introduction
It is important that management and staff have the knowledge to dispose of hypodermic syringes safely and effectively. The following information is provided as a guide that must be followed when faced with this situation. A syringe disposal (sharps) container is available to stores upon request.
There is no need to become alarmed when collecting and disposing of discarded needles and syringes. Avoid touching the needle with your fingers or hands. Pick up the used needle or syringe by the blunt end, away from the point. When doing this it is preferable to wear gardening gloves or to use a brush and pan or barbecue tongs. Put the needle and syringe in the sharps container. When the sharps container is full, contact your nearest HIV AIDS unit or local Community Health Centre to arrange for the container to be collected and disposed of appropriately.
Do not put container in the rubbish and do not attempt to replace the protective cover of the needle if the needle is exposed.
A person who is pricked or scratched with a discarded needle has only a very remote risk of being infected with Human Immunodeficiency Virus (HIV) from blood in the needle. There is however a possibility of Hepatitis B or Hepatitis C infection. Like HIV/AIDS, Hepatitis B and C can be caused by blood borne viruses.
Tetanus spores, which live in the body soil, may also cause infection if they are transported into the body through broken skin caused by an injury from a discarded needle.
What do you do if you receive a needle stick injury?
If you do receive a needle stick injury you should:
▪ Wash the area and apply an antiseptic and sterile dressing
▪ Attend your local doctor as soon as possible.
Tests may be done to see if you are already protected from Hepatitis B. If not, a course of vaccinations may be given. This will be most effective if begun in the 24 hours following the injury. If you are not vaccinated against tetanus this should be done. Antibiotics may be given as a protection against other infections.
The following equipment is made available for all staff who work in the relevant departments. Their use is mandatory.
PPE
Mesh Gloves
Description Department
Mesh / Betcher gloves are designed to protect you from the risk of lacerations whilst you are using sharp hand held knives or cleaning equipment with sharp edges.
Ensure the glove is in good working order. Ensure the glove is washed after contact with food. The glove should be worn on the non dominant hand when using knives.
Gum boots are designed to protect you from the risk of slip and reduces the risk of chemical burns.
Meat Produce
Delicatessen Seafood
Gum Boots
Heat Resistant
Gloves
Insulated
Gloves & Jackets
Gum boots should be used when cleaning a fresh food department with water. Ensure you wear socks when using Gum boots.
Ensure Gum boots are cleaned after use.
Heat Resistant Gloves are designed to protect you from the risk of burns when using the chicken oven or chicken racks.
Use whenever the chicken cooker is open while hot.
Use whenever moving a hot chicken. Clean Heat Resistant Glovers after use.
Insulated gloves and jackets are designed to protect you from the cold related injuries.
Use when spending time in cool rooms or fridges.
Meat
Delicatessen Seafood
Delicatessen and Bakery
Meat Dairy Freezer
Delicatessen Seafood
During the course of your employment you will be exposed to a number of hazards in the workplace. Some of the critical hazards are documented below:
1. Slips, Trips & Falls - Slips, trips and falls account for a large proportion of our injuries to staff and customers. To avoid these injuries these areas need to be addressed:
Housekeeping – don’t pass it up! Pick it up! Always ensure we maintain our standards and 'clean as we go', so if you see any rubbish, or spilled product that a customer or staff member could slip on, pick it up immediately,
Floors - keep aisles clear and clean spills immediately, OR call for someone to clean it up. Do not leave the area until another staff or cleaner arrives. If unable to stay then be sure the area is closed off to passing STAFF and CUSTOMER traffic
Footwear - use footwear that is slip resistant and appropriate to the job.
2. Sharps - these include discarded needles and syringes. We provide a sharps tin for disposal and advise you to use tongs and gloves if disposing of a needle.
3. Power & Electricity - treat powered items with respect. Inspect equipment before use. Do not use equipment which is wet or has frayed or damaged cords.
4. Dangerous Goods & Chemicals - we carry a range of products that are either classified as dangerous goods (eg cigarette lighters, aerosols) or chemicals (eg Chlorine). These items are identified and are to be handled in accordance with our guidelines.
When faced with a hazard, don't pass it up! Pick it up! or isolate whilst arranging action. Remember, we are all responsible for everyone's safety.
Like all businesses and individuals within the community, Supabarn is subject to laws which govern our actions. Supabarn complies with these laws and industry codes of practice. You are an integral part of our business and we require your support to meet this commitment.
A number of key areas that affect our business are discussed below:
1. Trade Practices Act - this Act deals with competition and fair dealing. It impacts our business in a number of ways. Importantly it is consistent with our policy of dealing fairly and honestly with our customers and suppliers. There are heavy fines for both the individual and company for not complying.
You are to follow these guidelines:
a. Never sell a customer an item that scans 'Product Recalled'. When products are recalled you must promptly and accurately remove them from display and follow up returns from customers.
b. Product labels on our 'Supabarn' label products (including fresh foods) must be accurate and correctly specify weight, country of origin, ingredients and any safety warnings. If the label is not correct, do not place it on show.
c. Ticketing and signage must be correct and consistent with the specials, promotional lines and other advertised lines applicable to our store. Adequate stock must be available to meet reasonable customer demand.
d. Customers must be fairly and honestly dealt with at all times, but particularly when dealing with enquiries or returns.
2. Industrial Relations - Our staff work under an Enterprise Bargaining Agreement (EBA) and applicable Awards in the State you work in. Supabarn welcomes ongoing dialogue with our staff and is committed to always working within the Industrial Relations framework. We actively encourage participation across the business.
In addition, the critical laws discussed in the previous section, our business is impacted on by a range of other legal requirements or industry codes or practice in place to protect our customers and the community.
Some of the key requirements are addressed below:
1. Food Safety - we are in the food business. Much of what we sell will find its way onto our customer’s tables. It is critical that we comply with food handling processes.
You will receive training in the applicable issues in your Department. Across the store it is important that you maintain correct personal hygiene that you wash your hands upon returning to your Department and do not work in an area handling food if you are unwell.
2. Scanning Code of Practice - this Code deals with use of scanning equipment and the correction of problems. Supabarn abides by this Code of Practice.
The Code states that “The customer has the right to query any stage of the checkout procedure” . Should a grocery item scan higher than the shelf price the customer is entitled to receive this item free. This will need to be approved by the Front-End Supervisor and does NOT include tobacco and alcohol product nor products over $50.
3. Weights & Measures - it is legislation that the customer gets what they pay for. Supabarn must ensure that all its scales are operating correctly, they are level and the sample weights are accurate. It is important to also ensure that scales are tared correctly when weighing products with packaging to ensure that the customer only pays for the product, NOT the packaging.
4. Immigration – employees are not to breach any visa or other immigration rules that apply to them. Employees must take responsibility for their own visa restrictions and ensure they do not work outside these. Supabarn takes these matters seriously and any breaches will result in termination.
Security problems and violations cannot be addressed in a constructive and preventative manner unless management knows or is advised about them. At Supabarn, we believe security is the responsibility of all employees. Therefore, our policy puts great emphasis on reporting of incidents as they occur, or may look to be occurring and how they can be prevented.
Shrinkage is the term used to describe anything that reduces the opportunity to make a profit in the store. The main causes of shrinkage include customer theft, staff theft, vendor theft and paperwork error. Good teamwork and good training can minimise losses of this nature.
Damaged stock is a considerable cause of loss. Breakages and damage to stock can be avoided by careful handling. Never pack heavy stock on top of light, breakable items. Never leave cartons of goods where they can be knocked over by customers or other staff members.
If you locate damaged stock in the store, immediately report it to the Duty Manager who will then give you a direction as to its disposal or repair. Do not dispose of damaged stock before notifying your Manager.
At times you may be offered gifts from suppliers in the form of products, cash incentives, sample stock or even non-monetary items such as holidays. These gifts are obtained through your employment with the company, and as such are the property of the company. They must be disclosed to senior management immediately or may result in your employment being terminated.
Pilferage and shoplifting by customers are very common. Every employee therefore, is asked to be alert at all times.
If you have any suspicions, report them to the Duty Manager. Under no circumstances are you to accuse a person of shoplifting. To wrongly accuse someone may result in serious consequences both to you and the Company.
Staff in our stores are placed in a position of trust. You may have access to large amounts of cash and goods. For the sake of your own future, you must resist any temptation to steal money or goods or give discounts on groceries to other people. Staff detected stealing or giving discounts will be terminated immediately and the Police will be notified. Do not allow a dishonest staff member to spoil your good work or jeopardise your job.
Dishonesty, or signs of dishonesty, must be reported immediately to your Manager, who is trained to handle the matter confidentially.
Staff purchases for lunch or morning tea must be witnessed by the Front-End Supervisor. The purchase must be rung through by another cash register operator and a “check seal” signed and dated placed on the product. The employee, as extra security, should hold the docket.
Goods purchased outside the store, which are also sold by Supabarn, must be presented to the Front-End Supervisor or Duty Manager immediately upon entering the store for a check seal.
Shopping purchased during a break and to be taken home at the end of a shift must be rung through a cash register and again, witnessed by the FrontEnd Supervisor. The check seal is to be signed and dated and used to seal the bag containing the groceries. The staff member must retain the docket as extra security.
Goods to be purchased must be taken directly to a cash register for purchase. You are not allowed to put goods aside or in your locker for purchase at a later date or any other reason.
Any goods in your possession that are not check sealed will be confiscated. Anyone found in the possession of goods without a check seal will be deemed to have stolen them and will be terminated immediately for theft. NO EXCEPTIONS WILL BE MADE.
Also remember, it is your responsibility to ensure your bags or parcels are checked when leaving the store. This check will be conducted by the service supervisor, a duty manager or the store security guard.
Staff are not to serve themselves from the deli or other fresh food departments.
Staff must follow all directions given when accessing and using a Staff Discount Card or a customer’s Loyalty Card. Please ensure you read and accept the terms and conditions of use before using your Staff Discount Card to ensure you are aware of your obligations when using the card.
Up to date information will be provided on the notice boards regarding the Staff Discount Scheme and Customer Loyalty Scheme and access to the scheme. It is the employee’s responsibility to ensure you have read and understood the guidelines.
Eating or drinking unpaid merchandise is stealing and will result in termination. This ruling also includes damaged stock. You must pay for anything you have consumed and had it check sealed.
Staff entry and departure is via the checkouts only while the store is trading. The after-hours entry/exit is for after-hours use only, no exceptions. You will be required to have all bags and purchases checked when leaving the store.
The Duty Manager, Department Managers or their nominees are the only persons in the store who have the authority to mark down stock. Stock will be marked down for a variety of reasons, e.g.: a deleted line, damaged stock etc.
You are not permitted to purchase stock that has been marked down under any circumstances. This will be considered serious misconduct.
If you are operating a register you are not allowed to serve friends or relatives and as such should advise them to be served by another member of staff. Similarly, you are not allowed to serve yourself nor use a Customer Loyalty Card or Staff Discount Card by yourself on your own register. When making a purchase you should wait for an operator at another register to assist you and if required request a check seal.
It may on occasion, be necessary to conduct security inspections. A Store or Assistant Manager will at all times conduct these. Security inspections may include your personal belongings and regular office space. These inspections may take place at random and at the discretion of management.
Security checks will not be taken lightly and at no stage will a violation of your privacy occur.
No individual employee will be singled out for inspection, unless either witness statements or proof of any misconduct may substantiate allegations. Having your “personal” area searched carries no suggestion or implication of a misdemeanour having taken place. In most instances the search will be carried out as a precautionary measure to protect your own interests.
In case of major misconduct, management has the discretion to require attendance of any law enforcement agency or other representation as considered appropriate.
All Supabarn stores have closed circuit television cameras (CCTV) in operation at all times. These cameras are also located in the cash office, lunch room, back dock areas, car parking areas and other common areas. The cameras are not to be interfered with by any staff member at any time.
The cameras are for the safety and security of employees, contractors, customers and stock. The record of footage taken can be re-played and stored indefinitely at any time in the future.
Staff are not to enter service areas unless they are working in that area or have been sent to complete a specific task by a Manager or Supervisor. Service areas include: behind all service counters, preparation areas and the back dock area.
Liquor, tobacco and knives are not to be sold to any person less than eighteen (18) years of age.
If a person looks under the age of twenty-five (25) or you suspect they are under age, you must ask for proof of age. The only acceptable forms of identification are current driver’s licence, proof of age card and passport. Individual staff members may be held personally liable for selling liquor, tobacco or knives to under age persons.
If you are in any doubt as to the validity of an ID you must call your supervisor.
All staff serving alcohol must hold an accredited Responsible Service of Alcohol (RSA) certificate to enable you to sell alcohol to a customer. In the ACT, it is a requirement of the company that all front-end staff working in any of our ACT stores hold a valid RSA certificate. Failure to obtain your RSA once requested may result in shifts being removed and/or termination of your employment.
Whilst the risk of an armed hold up is minimal in our business, it always helps to be prepared. This information has been provided for the welfare of all staff regardless of department and should be followed carefully.
▪ Remain calm
▪ Don’t make any sudden movements
▪ Don’t stare: avoid direct eye contact with the offender
▪ Don’t shout or provoke the offender
▪ Don’t attempt to answer a ringing telephone nor sound any alarms
▪ Don’t take any risks: simply obey the offender’s instructions
▪ Don’t delay the offender’s departure
▪ Always keep your hands in sight of the offender(s)
▪ Prepare to memorise any features of the robber than can later be used
▪ Note the offender’s dress and physical appearance
▪ Assess the offender’s height against a fixed object
▪ If possible, observe the offender’s direction and means of departure
▪ Don’t chase the offender: let the Police do it
▪ Secure the area where the offence took place
▪ Preserve the crime scene for the police who will check for fingerprints etc
▪ Remain at location until Police allow you to leave
▪ Don’t discuss any details with other staff
▪ Don’t make a statement to any media representative
▪ Complete the Personal Description form on your own
Your information could lead to the capture of a criminal. Do not try to be a hero. Remember: No amount of money is worth a life
1.1 The Social Media Policy (“Policy”) relates to all entities that make up the KG Capitol group including but not limited to Supabarn Supermarkets Pty Ltd (“Supabarn”), Strathony Pty Limited, and Condos Investments Pty Ltd. Where relevant it operates in conjunction with the Internet, Email and Computer Use Policy and the Contract of Employment or contract for service.
2.1 This Policy commenced on 3 April 2013. It replaces all other policies, if any, relating to access to social media platforms and social networking sites (whether written or not).
3. Scope
3.1 The Policy relates to all full-time, part-time and casual employees of the KG Capitol Group (“KG Employees”), as well as contractors, temporaries and subcontractors working for or on behalf of either a company or any associated companies in the KG Capitol Group workplace (“KG Contractors”).
3.2 The Policy applies to KG Capitol Group Employees and KG Capitol Group Contractors participation in social media inside or outside of any KG Capitol Group workplace and includes use of an Employee’s own device.
3.3 The Policy does not form part of any contracts of employment with KG Capitol Group. Nor does it form any part of any contract for service with KG Capitol Group.
4. Definitions
4.1 In this Policy:
(a) “Blogging” means the act of using web log or ‘blog’. A blog is a frequently updated website featuring diary-style commentary, audio-visual material and links to articles on other websites.
(b) “Confidential Information” includes but is not limited to trade secrets of KG Capitol Group; non-public information about the organisation and affairs of KG Capitol Group such as: pricing information such as internal cost and pricing rates, production scheduling software, special supply information; marketing or strategy plans; commission structures; contractual arrangements with third parties; tender policies and arrangements; financial information and data; sales and training materials; technical data; schematics; proposals and intentions; designs; policies and procedures documents; concepts not reduced to material form; information which is personal information for the purposes of privacy law; and all other information obtained from KG Capitol Group or obtained in the course of working or providing services to KG Capitol Group that is by its nature confidential.
(c) “Computer” includes all laptop computers and desk top computers.
(d) “Hand held device” includes all such devices which are used by KG Capitol Group Employees and KG Capitol Group Contractors, inside and outside working hours, in the workplace of KG Capitol Group (or a related corporation of KG Capitol Group) or at any other place. Such devices include, but are not limited to, mobile phones, BlackBerrys, Palm Pilots, PDAs, iPhones, tablets, iPads, other handheld electronic devices, smart phones and similar products, and any other device used to access social networking sites or a social media platform.
(e) “Intellectual Property” means all forms of intellectual property rights throughout the world including copyright, patent, design, trade mark, trade name, and all Confidential Information and including know-how and trade secrets.
(f) “Person” includes any natural person, company, partnership, association, trust, business, or other organisation or entity of any description and a Person’s legal personal representative(s), successors, assigns or substitutes.
(g) “Social Networking Site” and “Social Media Platform” includes but is not limited to Facebook, My Space, Bebo, Friendster, Flickr, LinkedIn, XING, WordPress, YouTube, Twitter, Yahoo Groups, Good Groups, Whirlpool, Instant Messaging Services, Message Board, Podcasts, ‘Wikis’ (e.g. Wikipedia) and other similar sites.
5.1 In consideration of the type of business of KG Capitol Group, any comments about or in connection with KG Capitol Group made in a Social Media Platform must be factual and consistent information with KG Capitol Group’s goals and objectives. This means protecting commercially sensitive information in accordance with a KG Capitol Group Employee’s contract of employment, confidentiality document and KG Capitol Group Contractor’s contract for service.
5.2 All KG Capitol Group Employees and KG Capitol Group Contractors are restricted from making comments on behalf of KG Capitol Group or use KG Capitol Group’s branding (including the corporate logo, internal logo and registered trademarks) in any Social Media Platform unless otherwise authorised.
5.3 Only the following KG Capitol Group Employees are authorised to speak on behalf of KG Capitol Group on Social Media Platforms:
(a) Directors of any KG Capitol Group companies. (b) Marketing staff approved by the above.
5.4 KG Capitol Group recognises that circumstances may arise in which KG Capitol Group Employees and KG Capitol Group Contractors make mention of KG Capitol Group in social media.
5.5 Unless authorised by KG Capitol Group, any comments made by KG Capitol Group Employees and KG Capitol Group Contractors must contain a disclaimer that they are not representing KG Capitol Group and do not have authority to speak on behalf of KG Capitol Group and the views of the KG Capitol Group Employee/KG Capitol Group Contractor do not represent the views of KG Capitol Group.
6.1 All KG Capitol Group Employees and KG Capitol Group Contractors acknowledge that:
(a) They are not to make comments which might reflect negatively on KG Capitol Group’s reputation or make deliberately false or misleading claims about KG Capitol Group, or its products or services. Any recognised inaccurate comments must have all reasonable efforts made by the KG Capitol Group Employee or KG Capitol Group Contractor to correct the statement;
(b) They must not disclose confidential or commercially sensitive information about KG Capitol Group including KG Capitol Group’s Confidential Information or Intellectual Property. This obligation continues after the employment or engagement ceases;
(c) They must not endorse or cite any client, partner or supplier of KG Capitol Group without the explicit prior permission of an authorised representative found at Clause 5.3.
(d) They must observe the relevant privacy, defamation and copyright laws; and
(e) They must comply with the relevant discrimination laws and KG Capitol Group policies that related to discrimination, harassment and bullying.
7.1 Inappropriate or disparaging content and information stored or posted by other (including non-employees) in the social media environment may also damage the KG Capitol Group reputation.
7.2 If you become aware of any such material which may damage KG Capitol Group or its reputation, you must immediately notify your Manager and General Manager.
8.1 When using external Social Media Platforms, including, but not limited to social networks and blogging sites, KG Capitol Group Employees and KG Capitol Group Contractors should not disparage or make adverse comments about KG Capitol Group, any KG Capitol Group Employee or KG Capitol Group Contractor. This includes where such comments are made whilst a KG Capitol Group Employee or KG Capitol Group Contractor is contributing to a Social Media Platform using a KG Capitol Group computer and internet resources and similarly whilst using a nonKG Capitol Group computer or hand held device.
8.2 KG Capitol Group Employees and KG Capitol Group Contractors should be aware that, in accordance with the Internet Policy, internet usage is continually logged and archived by KG Capitol Group for monitoring purposes on an ongoing basis.
8.3 If it comes to KG Capitol Group’s attention that a KG Capitol Group Employee or KG Capitol Group Contractor has made inappropriate and/or unauthorised comments about KG Capitol Group or a KG Capitol Group Employee or KG Capitol Group Contractor, KG Capitol Group may choose to take action against such person as outlined in the Policy. Action will not be limited to contributions made on a Social Media Platform made whilst using a KG Capitol Group computer and internet resources by may include action taken as a consequence of inappropriate and/or unauthorised contributions made about KG Capitol Group, a KG Capitol Group Employee or KG Capitol Group Contractor via a non-KG Capitol Group computer or hand held device.
9.1 KG Capitol Group Employees and KG Capitol Group Contractors are personally responsible to report any inaccurate, misleading or deceptive information they encounter about KG Capitol Group and its products and services to head office.
10.1 Apart from the potentially adverse effect a blog or social networking entry may have on KG Capitol Group, inappropriate blogs on internal or external site can also have adverse consequences for a KG Capitol Group Employee or KG Capitol Group Contractor in terms of future career prospects, as the material remains widely and permanently accessible to other site users.
10.2 KG Capitol Group may use and disclose an Employee’s social media posts where that is or disclosure is:
(a) For a purpose related to the employment of any employee or related to KG Capitol Group’s business activities;
(b) Use or disclosure to a law enforcement agency in connection with an offence;
(c) Use or disclosure in connection with legal proceedings; or
(d) Use or disclosure reasonably believed to be necessary to avert an imminent threat of serious violence to any Person or substantial damage to property.
10.3 Employees must be mindful that any information (personal or other) they disclose while using KG Capitol Group’s computer network may be used and/or disclosed as provided for in clause 10.2 above. As Employee is taken to have consented to the use and disclosure of any information (personal or otherwise) that is disclosed during personal use of KG Capitol Group’s computer network.
11.1 Any breach of the Policy may result in disciplinary action, including, but not limited to, issuing of a warning, demotion, suspension or termination of employment (or, for a KG Capitol Group Contractor, the termination or non-renewal of their contract for services).
12.1 Any questions about this Policy should be directed to Head office.
KG Capitol Group reserves the right to vary, replace or terminate this Policy from time to time.
Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal day-to-day basis. It is vital that staff are provided constant feedback and are recognised for positive and proactive performance. Where necessary, staff should be given guidelines to suggest improvements. Your supervisor will keep you updated regularly to avoid any situations that may arise from a lack of communication.
Performance Reviews are a constructive way to address any problems or issues you may be having within your position. You will be encouraged to respond on any comments or documentation made regarding your performance. Any formal written comments concerning your conduct are to be signed by both you and your immediate supervisor. This report will then remain on your personal file.
At Supabarn we find the results from the review process extremely important. Staff remain focused and motivated if provided with constructive assessment and ongoing feedback.
Every employee has a personnel file containing the details of their employment and the associated conditions, including a copy of their employment contract. The information in these files contain all the material relating to your employment, and in general do not contain anything that has not been discussed with the employee.
Any information that is deemed sensitive, such as medical information, is only accessible by the employee concerned, their immediate supervisor and the support office payroll team.
It is the employee’s responsibility to notify Supabarn of any changes to their employment details. This may include change of address, name phone number, person to notify in case of accidents or illness, changes to information related to the tax status of the employee and any other change affecting the relationship between Supabarn and the employee.
Training is highly regarded within Supabarn. It serves several purposes not least of which is that it assures that employees are exposed to training in all aspects of the supermarket, which will further their career and personal development.
You may be asked to attend training courses or you may identify certain training courses and programs, both possibilities should be discussed with your supervisor. Details of upcoming training courses will be discussed with you, in order to best suit your job, other commitments and company circumstances.
We welcome your suggestions if you have identified any department or areas you would like training in which would further your development in your chosen career. The results and outcome will benefit all concerned.
At Supabarn, our employees are a very important asset. Management sets direction and guidelines, yet the running of the company greatly depends on the contribution by all staff.
In a positive and open environment, employees feel they can contribute and grow, and this is the climate we strive to create at Supabarn.
Sometimes there are hurdles to overcome – but everything can be resolved as long as an intention exists to solve the matter in a positive fashion.
Therefore the following Problem Resolution framework has been implemented for those employees with a desire to resolve matters as positive, mature individuals:
▪ All employees are invited to discuss matters with their respective supervisors openly and positively
▪ If matters cannot be resolved efficiently and professionally, the employee demonstrating positive intentions to solve the matter may contact the Store Manager for assistance
▪ The Store Manager may see the parties individually, or as a group, to resolve any outstanding and festering matters
▪ Where the Store Manager is unsuccessful, the Operations Manager will further mediate the matter
▪ Where a resolution fails to evolve, both the Store Manager and the Operations Manager will enforce a solution to be implemented by all parties
▪ During the course of the resolution, both parties must seek guidance and/or support from a peer, trade association or union representative. These people have no influence or implementation power, other than to assist the process through its natural course
All stages will be documented and file notes provided on request to all parties involved. Files are accessible by those concerned only by contacting the Operations Manager.
When terminating the employment of a full-time or part-time employee, Supabarn shall give to the employee the following notice:
Period of Continuous Service Period of Notice
Less than 1 year 1 week
1 year but less than 3 years 2 weeks
3 years but less than 5 years 3 weeks
5 years and over 4 weeks
In addition, an employee over 45 years of age at the time of the giving of the notice with not less than two (2) years continuous service shall be entitled to an additional weeks’ notice.
The period of notice shall not apply where an employee has been guilty of misconduct.
Resignations can and do occur from time to time. It is expected that any employee wishing to resign take the appropriate steps to minimise the impact on Supabarn. Resignations can affect staff morale and the operation of the company. Employees should submit their resignation as soon as they are aware but no less than the time periods indicated at the top of this page.
If any employee fails to give the proper notice the Company has the right to withhold money up to one week from any money due to the employee.
Supabarn will try to accommodate your requirements with regard to resignation and where possible will accommodate any request for early departure.
It is required that all employees will return any company property in their possession. It should be noted that your actions at the time of departure will be referenced for any future re-hiring decisions.
All employees will be expected to act in a professional manner at all times. At Supabarn we provide a positive and safe work environment and expect all employees to uphold these standards.
Certain rules of conduct and behaviour apply; this ensures a harmonious work environment for all concerned.
The following are some specific examples of the types of unsatisfactory behavior which constitute misconduct and could lead to either a verbal or written warning or dismissal where a previous verbal or written warning has been given. Serious or willful misconduct may lead to instant dismissal.
▪ To ignore the procedures and standards set out in this manual unless the breach is considered Serious Misconduct
▪ To willfully misuse, mistreat or otherwise not take reasonable care of Company owned or leased property
▪ To be negligent, careless, inefficient, or lazy in the performance of duty
▪ To behave in a manner that could cause unreasonable distress to other employees or persons either on-site or where that staff member is clearly identified as a person of the Company
▪ To be absent from duty or place of work without proper reason, or
▪ Continual lateness on duty
The following are some specific examples of unsatisfactory behaviour that would normally be considered Serious Misconduct and which could result in instant dismissal.
▪ To disobey or disregard lawful instruction, either verbal or written
▪ To deliberately damage the reputation, profitability or viability of the Company
▪ To willfully damage any Company owned or leased property
▪ To be proven to have committed an act of theft in relation to the Company’s business
▪ To remove or take possession of another employee’s property without their permission
▪ To be unable to perform duties due to consumption of alcohol or other non-prescribed drugs or substances
▪ To admit to or be convicted of any offence against the law which, in the opinion of the Company Managing Director, brings into question the ability of the staff member to complete their duties or of their suitability for continued employment with the Company
▪ To be found to have been fighting or the aggressor in an assault on Company premises
▪ To breach Work Health Safety procedures, policies and regulations where the breach causes imminent risk to a person at the Company work place; or
▪ To ignore the requirements of any verbal or written warning
▪ Breach of immigration visa restrictions.
▪ If found to have been an aggressor in any harassment and bullying claims bought to the companies’ attention.
Management has the discretion to review this list or its interpretation at any time.
If we are concerned about your work performance, we shall meet with you and tell you about our concerns. We will advise you of the standard of work or behaviour that is required and we will discuss ways and methods to improve your work and conduct.
We may give you some information about appropriate organisations who can offer assistance, training, counseling or dispute resolution to help you improve your work performance.
We as the employer and you as the staff member will have a discussion after which a reasonable period will be set for you to reach an acceptable work performance or conduct. You should be warned that your employment will be ended if acceptable performance levels or appropriate behaviour are not reached.
We will discuss with your manager or supervisor during the set period whether there has been any improvement by you and, if necessary, to further warn you that your employment will end if that improvement is not reached. The meetings and warnings given to you will be put in writing, dated, and signed by us and you.
If you cannot achieve an acceptable level of performance or behaviour within the period set, you may be dismissed from employment with appropriate notice or payment instead of notice.
Once an issue is identified, an employee performance management process may commence. In complicated situations, senior management from head office will be contacted to discuss the matter prior to commencement of the process with the employee.
A performance management form would normally be completed prior to the meeting to enable clear thought and structure to meeting particularly in complicated situations. In simpler matters this form may be filled in at the meeting.
A meeting is arranged and a witness is offered to the staff member and a witness is also present for the employer. This witness for Supabarn is normally the office manager or other senior member of staff to ensure confidentiality is maintained. A meeting is then held between management and the staff member to discuss the concern. The actions and responses are documented during this meeting. The witness can be the same for both parties.
At this meeting both sides of the issue are discussed. The employee can respond to any issues raised. Both parties should be given the opportunity to sign the form. If declined this is noted.
If serious misconduct is identified, a different process may be initiated involving an investigation of the matters raised and possible suspension or dismissal. In some serious situations, it may be deemed necessary to have a first and final warning in the process.
The performance process that follows after the initial meeting involves the employee’s work being monitored and regular feedback and other communications being maintained between the management and the employee.
If the performance/issue is not resolved in an acceptable time frame, (this depends on the situation and impact on business) then a second and final warning would be issued for the same concern. At this stage, an employee would be advised that any continued issues will potentially end in termination of their employment. The employee may then be dismissed if the issue was not resolved.
The employee has every right to involve the union and or a support person in any of these processes. The employee would continue to work during the process to enable monitoring of their work performance.
If a staff member is absent from work for a period in excess of three (3) days without leave or without notifying the Company of the reason for their absence, the staff member may be terminated.
Upon establishment by the Company that no record of the absence has been recorded at the workplace and is therefore unauthorised and having attempted to contact the absent staff member either personally or by email in order to attempt to determine the reason(s) for the unauthorised absence and the likelihood of an imminent return to work, the Company may take steps to terminate the employment of the staff member on the basis that the staff member has in fact abandoned their employment.
The company will take all due and reasonable consideration of the reason(s) (if any) offered by the staff member in relation to the unauthorised absence. If, however, after seven (7) days from the commencement of the Company’s attempts to contact the absent staff member all reasons are considered unsatisfactory (including a lack of response), the Company will take purposeful and positive steps to terminate the employment contract between the Company and the staff member.
Responsibility rests with the staff member at all times to keep the Company informed if they are unable to attend for work.
When you have finished reading the Employee Manual and are happy that you have been provided with any additional information by your manager, you can now complete the Induction Quiz in next steps. It will have been allocated to you on your Tanda app in training.
Once completed, you can sign the manual sent to you with your employee starter pack.
Good Luck!