Jersey Post - Colleague Handbook

Welcome to Jersey Post

Jersey Post is the postal operator serving the island of Jersey.

Established in 1969 and incorporated from the local government in 2006, Jersey Post operates 19 post offices across the island and provides a delivery service to all Jersey residential households and businesses six days a week.

Sitting alongside our post office and delivery networks is a range of complementary business and logistic services that enable Jersey Post to provide a full suite of delivery products and services for island-based businesses and retailers of any size and sector.

In addition, Jersey Post’s digital business, Vaiie is a provider of digital regulatory technology that supports organisations on their digital transformation journey, enabling them to take a competitive lead by enhancing, securing and digitising their practices and processes.

Jersey Post also has an international branch of the business named JPGL. JPGL is a global logistics provider and has trading locations on every continent, a network of worldwide distribution routes, and an extensive portfolio of delivery services.

To summarise, for customers in Jersey and across the world, Jersey Post is their partner in the sending and receiving of goods and communications.

We do this through a network of global partners, providing a solution that meets the needs of our customers wherever they operate.

We enable our customers around the world to stay connected.

Table of Contents

SECTION 1: Introduction

SECTION 2: Contractual Terms and Conditions

Duties  Probation

Confidentiality

Covenants By the Employee

Overtime

Salary

Salary Reviews

Productivity/Bonus Payments

Annual Holiday Entitlement

Sick Absence Leave

Medical Leave

Stocks or Shares

Personal Telephone Usage

Intellectual Property and Ownership

Customs And Excise

Jersey Competition Regulatory Authority ("JCRA")

Use Of Private Vehicles

Use Of Jersey Post Stationery, Equipment & Vehicles

Gambling

Criminal Conduct Reporting

Money Laundering and Terrorist Financing – Reporting

Media

Termination Of Employment

Payment in lieu of Notice

Garden Leave

Holidays on Termination

Money Owed to the Company

Copyright and Ownership

Dismissal without Notice

Suspension

Redundancy

Pension

Conflicts of Interest

Choice Of Law/Jurisdiction

Revision of Terms  Supplementary Terms

SECTION 4 – Benefits

Sports and Social Activities  Wellbeing

Learning & Development

Facilities at Postal Headquarters

Travel Insurance

Employees Association - CWU

SECTION 4 – Policies and Procedures

Section 1

Photo by Lois Lee

Introduction

The contents of this Handbook apply to all employees of Jersey Post Limited.

The purpose of the Handbook is to provide information to employees about their employment within Jersey Post Limited. It replaces any previous handbook, procedures and policies which may have been issued to employees by any previous or existing Jersey Post Limited or States of Jersey entity including the Committee for Postal Administration of the States of Jersey.

Our policies will evolve over time in line with what’s happening to our business plus any legal changes that we all need to comply with. As such, this handbook will be updated from time to time and we’ll make sure we keep you informed when it’s updated.

Information is divided into a number of sections as follows:

Section One: Introduction explains the various sections of the Handbook.

Section Two: Contractual Terms and Conditions details terms and conditions additional to those set out in the Statement of Employment Terms (contract of employment) and which together with the Statement of Employment Terms forms the Contract of Employment. In the event of any inconsistency between this Handbook and the Statement of Employment Terms, the Statement of Employment Terms will prevail.

Section Three: Benefits provides details of benefits currently available to employees. The information in this section is for guidance and information only, is not legally binding and does not form part of the Contract of Employment. The contents are subject to amendment or termination at the Company's discretion at any time.

Section Four: Policies provides information on policies and procedures that operate within Jersey Post Limited which employees are required to follow but which are not legally binding and which do not form part of the Contract of Employment.

Section 2

Contractual Terms & Conditions

Duties

During your employment with the Company, you shall:

 Respect all lawful requests, instructions and regulations made by the Company and perform and observe such duties and restrictions and supply such information (in writing if so requested);

 If reasonably required to do so, perform duties for and on behalf of the Company, and/or perform other jobs at similar levels within Jersey Post Limited;

 Use your best endeavours to carry out properly all duties reasonably assigned to you by the Company;

 Devote the whole of your time, attention and ability to your duties during your normal working hours and at such other times as may reasonably be required by the needs of Jersey Post Limited;

 Serve Jersey Post Limited to the best of your ability and use your best endeavours to promote the business of Jersey Post Limited and not knowingly or willingly do or permit to be done anything to the prejudice, detriment or injury of Jersey Post Limited;

 Use appropriate behaviour, language and conduct both with the public and with your colleagues, in accordance with but not limited to Jersey Post Limited’s policies;

 Dress appropriately and maintain the correct appearance relevant to your job; and

 Comply at all times with all codes of conduct including all procedures manuals and compliance rules adopted from time to time by Jersey Post Limited and all applicable rules and regulations of any relevant regulatory authority, as such manuals, rules and regulations may be amended and updated from time to time in particular those contained in the Handbook.

The Company is at liberty from time to time at its sole discretion:

 To change the duties to be performed by an employee under the Contract of Employment (provided that the Company acts reasonably in exercising its discretion);

 To limit the employee's authority and/or change the limits on their authority; and/or

 To appoint any other person or persons to act jointly with the employee or solely to discharge the duties previously assigned to them and exercise their powers.

Probation

When you start working at Jersey Post, your probation period is the opportunity for both you and us to assess how you’re settling in and performing in your role as well as developing the skills, knowledge and experience we expect.

If you terminate your employment during the probationary period, the notice period set out in the employment contract must be worked and any failure to do so will result in you having to pay the Company the equivalent of your salary for the period that they do not work (or such amount may be deducted from salary).

If during your probationary period, your line manager judges your performance and/or behaviour to be below an acceptable level they will discuss this with you. However, should performance not improve to a sustainable level, employment may be terminated with the necessary notice or paid in lieu of notice. At those meetings, you can have a work colleague or trade union representative accompany you.

The probation period may be extended at the discretion of the Company. Once you have completed your probation period, the period of notice will be as that set out in your employment contract

It is likely that you will have access to sensitive and confidential information about Jersey Post Limited and its customers. For this reason, all of our employees including temporary and fixed term contract employees are required to sign a Personal Declaration and to comply with the provisions of this clause. Any breach of the Personal Declaration or this clause will be dealt with under the disciplinary procedure.

Employees shall not at any time during their employment (except insofar as it is necessary and proper in the course of their employment or unless expressly authorised or required to do so by a Director) or any time after the termination of their employment (except as required by any duly authorised regulatory authority or court of law) disclose to any person or company or make use of any information, whether considered secret or confidential or otherwise, which may come to an employee's knowledge during the course of their employment, howsoever that information is obtained concerning the existence, identity, business transactions, personal or corporate details, practice, operations, dealings, affairs or otherwise of Jersey Post Limited, its officers, employees or its existing, former or potential customers or suppliers and business contacts. Any breach of this term during the course of employment may lead to an employee's dismissal, with or without notice. The Company also reserves the right to take whatever legal action it may deem appropriate against an employee or former employee who is found to be in breach of this term.

The confidentiality clause set out above applies to any information obtained through an employee's access to any systems belonging to or operated by Jersey Post Limited, including any data held on such systems and includes any documents created by any employee on any such systems (which documents shall remain the property of Jersey Post Limited). Any unauthorised copying, reproduction or removal from Jersey Post Limited’s offices of any such information by an employee who has not received express written authorisation from a Director may lead to an employee's dismissal, with or without notice.

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Covenants By the Employee

In this clause only:

"Company" shall be construed unless the context otherwise specifically requires as meaning the Company and/or any of its parent, subsidiary, associated companies or any other subsidiary of any parent company with which an employee has been actively concerned during their employment;

"Relevant Date" means the date on which an employee's employment is terminated for whatever reason or the date on which any solicitation as prohibited by this clause takes place whichever is the earlier;

"Restricted Business" means a business which supplies services substantially the same as any services supplied by the Company and the supply of which an employee has been actively concerned with at any time during the two years immediately before the termination of an employee's employment;

"Restricted Employee" means any person employed by the Company in a managerial position with whom an employee has worked during their employment within Jersey Post;

"Restricted Period" means the period of an employee's employment and the period of 12 months immediately following the termination of an employee's employment and in the case of summary dismissal for gross misconduct, an additional period of time equal in length to the notice period.

All employees are likely to obtain in the course of their employment confidential information and personal knowledge of and influence over the business and employees of the Company. All employees therefore agree that they will be bound by the restraints set out below. This does not prejudice any other statutory obligations or contractual restrictions imposed on employees.

No employee shall, without the prior written consent of the Company, during the Restricted Period in any capacity whatever and, whether on their own account or in conjunction with any other person, solicit or facilitate the solicitation in respect of the Restricted Business any person who was during the period of 12 months immediately before the Relevant Date or is (a) a client of the Company; (b) a realistic prospect of becoming a client of the Company; or (c) a person with whom the Company had business dealings and (i) who the employee knows or believes falls within that category (a), or (b) or (c); or (ii) with whom the employee has dealt or had contact during the period of 12 months before the Relevant Date.

No employee shall without the prior written consent of the Company during the Restricted Period in any capacity whatever and whether on their own account or in conjunction with any other person employ or offer employment to or endeavour to entice from the employment of the Company any Restricted Employee or in any way discourage any Restricted Employee from continuing in the employment of the Company.

No employee shall during the Restricted Period assist, advise or give any information to any person for the purpose of that person's doing any act which if done by such employee would be in breach of any of the above provisions of this clause.

Employees acknowledge and agree that the covenants in this clause are separate and severable. Employees agree and acknowledge that, due to changing circumstances and unforeseeable reasons some restrictions may become invalid or that the validity may be open to doubt. Employees agree that, if one or more is found to be invalid or unreasonable, for any reason, then the remaining covenants will still be valid.

The covenants in this clause are considered by the Company and employees to be reasonable in all circumstances, including the duration, and are appropriate for the protection of the Company's proper interests. The parties recognise that, due to changing circumstances and unforeseeable reasons, some restrictions may become invalid or the validity may be open to doubt and agree that

a) if any one or more of the restrictions contained in this clause are considered to go beyond what is fair and reasonable, for the protection of the legitimate interests of the Company, then deletions and limitations can be made by the Company in order that the restrictions can be judged reasonable and will still apply;

b) the Company may give employees notice to delete or limit any one or more of the restrictions contained in this clause if it considers it in its best interest to do so, and in such event the restrictions will apply with such deletions or limitations.

Overtime

Overtime is any additional time that you work over and above the standard minimum hours of work as set out in your employment contract. The overtime week runs from Monday till the following Sunday.

Overtime must be authorised in advance. Where an emergency prevents this, authorisation must be obtained as soon as possible after the overtime has been worked.

Overtime rates - Your employment contract will set out whether you are entitled to be paid overtime and any overtime rates payable.

Part Time Employees - Where overtime is payable, hours worked in excess of your contractual hours are paid at single time rates until they exceed full-time hours, (being 38 hours per week for postal operations and 37 hours per week for managerial/support employees) when they are paid at overtime rates as set out in your employment contract.

Overtime claims - All overtime claims must be recorded on relevant system/documentation and authorised by your line manager.

Salary

Salary entitlement is set out in your contract of employment and you will be advised of any changes in your salary.

Annual salaries are paid by equal monthly instalments on the last working day of each month, direct to your bank account. If this date falls at a weekend or bank or public holiday then payment will be made on the preceding working day.

Weekly salaries are paid weekly on a Friday directly into your bank account unless otherwise set out in the Statement of Employment Terms. If a Friday is a bank or public holiday then payment will be made on the preceding working day.

Where only part of a calendar month is worked, whether on commencement or termination of employment or otherwise, employees will have their salary calculated on a daily basis (see example below).

£ [annual salary] ÷ 12 [months of the year] ÷ [number of calendar days in relevant termination/start month] x [employee end date from the start of the month or employee start date to end of the month] = salary for relevant month.

Alterations to your bank details and any other information affecting the proper functioning of the Company's payroll system must be notified to the HR Department immediately to ensure payroll security and accuracy.

Salaries (including any payment due to you on termination of employment) are subject to any deductions which are required by law (including where appropriate social security contributions and income tax) or as agreed with you or as a result of any sums due or becoming due to Jersey Post Limited including:

 any overpayments of any remuneration or any payments made by mistake or through any misrepresentation or otherwise;

 any overpayment made in respect of any benefits;

 any failure by the employee to give and/or to work the requisite period of notice;

 any payments received by the employee in respect of social security benefits whilst they are receiving sick pay from the Company, this applies if the employee has not handed over the social security cheque to Jersey Post Limited;

 the costs of causing or allowing damage to or appropriation of Jersey Post Limited property or for the non-return of any Company property by an employee upon termination of their employment;

 unauthorised absence or persistent lateness;

 any deductions in respect of benefits to which the employee makes a contribution e.g. pensions;

 the costs of any training or professional subscriptions or similar paid for by Jersey Post Limited where an employee fails to complete the course or leaves in the 12 month period following such training or leaves the Company part way through the year following the payment of the professional subscription. For further details please refer to your Learning and Development Policy.

 any repayment of maternity, paternity or adoption pay in the circumstances outlined in the relevant policy;

 union dues

Employees are required to inform the Company of their income tax Tin Number and 'effective rate notice' as soon as they receive it. If they do not, then the Company will be required to deduct the default rate from their salary. It is also the employee’s responsibility to check their ITIS rate to ensure they are paying the latest relevant percentage.

Employees are also required to provide the Company with their registration card, Settlement Status Certificate (if applicable) and TIN number. If they do not, then Company will be unable process their salary.

Salary Reviews

Salaries will be reviewed periodically, usually annually. Any increase to salary as a result of such review shall be entirely at the discretion of the Company.

Productivity/Bonus Payments

All operational, support and managerial employees are eligible to participate in a productivity or bonus scheme, subject to reaching agreed targets. These schemes may change at the Company's discretion from year to year and details will be supplied to employees as soon as they are available. Generally, the rules of the current bonus scheme, if any, are issued on an annual basis.

The payment of a bonus in any particular year does not guarantee any payment in any successive year. In order to be considered for a bonus, employees must be employed on 31 December of the relevant year.

Any bonus granted is paid on a pro-rata basis to part-time employees or those working only part of the relevant year subject to them being employed on 31 December of relevant year.

Annual Holiday Entitlement

The Company's holiday year runs from 1st January to 31st December. Employees entitlement will be adjusted according to the number of complete months/weeks of service where the employee starts work part way through the holiday year.

Employees are entitled to the following initial annual holiday:

Support and postal employees

Management Grade (Non CWU Grades)

Additional Holiday Entitlement

4 weeks 2 days

5 weeks 1 day

Employees are entitled to additional days' holiday entitlement after being employed for a certain period of time. The number of additional day’s holiday to which an employee is entitled depends upon their length of service and the month in which an employee's employment with Jersey Post Limited commences ("Start Date").

Additional Holiday Entitlement is awarded at the beginning of the holiday year in which a 'Relevant Anniversary' falls (as set out in each of the relevant tables below) subject to the Cut-off rule (see further below).

Employees on a zero contract

Holiday entitlement is equivalent to three weeks per annum as required by legislation. Holiday pay will be paid for as it is earned on the basis of an additional 6% pay for each contracted hour worked. Any holidays then taken will not be paid for as such payment will already have been made.

Cut-off rule

Where an employee's start date falls in the months of June – December inclusive, one day of any Additional Holiday Entitlement is deferred to the commencement of the following holiday year. To avoid doubt, if the additional holiday entitlement consists of only one extra day, then that day will be deferred until the beginning of the next holiday year. This deferral is referred to as the 'Cut-off rule'.

The only exception to the Cut-off rule is for Managers in Bands E and F whose Start Date is before 1st January 1999 and who reach 20 year’s service. Where such an employee's Start Date falls in the months of:

• April - August inclusive, one day of the relevant Additional Holiday Entitlement is deferred to the commencement of the following holiday year; and

• September – December inclusive, two days of the relevant Additional Holiday Entitlement are deferred to the commencement of the following holiday year.

Clerical and Postal Employees

Managers Employed after 1 January 1999

Managers Employed Before 1 January 1999

† Please note the exception to the Cut-off rule for these employees as set out above.

If an employee takes one week's leave, this is deemed to be a working week regardless of whether it is a 5 day or 6 day working week. If operationally possible, the remaining days may be taken as full individual days.

Managers have responsibility for ensuring appropriate cover in their department to enable work requirements to be met.

Exceptional Circumstances

• Delayed return from annual leave

Where an employee is unable to return to work at the end of a period of annual leave because of exceptional circumstances, such as adverse weather, delayed flights etc, they should inform their Line Manager, prior to the time they are due to recommence duty, of the delay and their expected date and time of return.

Employees should also make arrangements with their Line Manager to make the time up.

Sickness absence whilst on annual leave

An employee who falls ill during the course of their annual leave, will be able to reapply for their leave to take it at a later date, provided that a medical certificate is produced. These dates will need to be agreed with their Line Manager, taking into account operational requirements. If after having been signed off, an employee decides to leave the Island thus taking a holiday, this will be deemed as holiday absence. Under these circumstances, the Department of Employment & Social Security must be advised. the employee must advise Jersey Post Limited that they are leaving the Island on holiday with medical and Social Security consent.

If Social Security benefit is not paid, an amount equal to the amount of Social Security Benefit that would have been received by an employee will be deducted from any sick pay payable by the Company.

Carry over of holiday entitlement to the following year

Only in exceptional circumstances will employees be allowed to carry over holidays from one holiday year to the next. Any such requests should be submitted in writing and shall require the written agreement of an employee's Line Manager. Under these circumstances, the leave must be taken before 31 January of the following year

Adjustments to Holiday Entitlement

An employee's annual holiday entitlement is adjusted proportionally according to the number of complete months of service in the following circumstances:

• the year in which the employee commences employment with the Company;

• during any period of extended leave; and

• the year in which the employee's employment is terminated for whatever reason. However, subject to applicable legislation, the employee shall not be entitled to payment in lieu of untaken holiday entitlement in the event that they are dismissed without notice.

Procedural Requirements

Unless otherwise required by the department in which an employee works, requests for holiday should be submitted to an employee's Line Manager well in advance of the travel dates. Employees should make themselves familiar with any specific guidelines in their department for the booking of annual leave. Such guidelines will be available from the employee's Line Manager.

Permission granted for leave is dependent on the availability of staffing levels within the business. The needs of the business take priority and the timing of when an employee may take their holiday must be when it is convenient to the business.

On leaving the Company for whatever reason (with the exception of dismissal on the grounds of gross misconduct) and subject to the correct notice being given where employment is terminated by the Company, payment for outstanding holidays will be made based on the number of complete months/weeks worked. Where holiday taken exceeds earned entitlement, a sum equal to the excess holiday taken will be deducted from salary.

Sick Absence Leave

Jersey Post is proud of its reputation as one of the best postal services in the world and continually strives to give its customers a reliable speedy and efficient service. Regular and punctual attendance at work are two of the main ways we are able to achieve this, and it is important for all employees to understand that their individual contribution to the business plays a valuable part in enabling us to reach our targets. For further information please refer to the Sickness Absence & Disability Policy.

Eligibility

Subject to the Sickness Absence policy, employees shall be eligible for sick leave with pay as follows:

 During the first year of service, one week for every complete month of paid service. Thereafter, provided the probationary period has been successfully completed,

During any rolling period of 12 months - 183 days at the full rate - thereafter 183 days at half rate

Please note the 183 days are calculated on a 7-day week in line with Social Security payments.

Half rate is defined as half an employee's normal rate of basic pay, excluding overtime or bonus payments, or such lesser amounts which, when added to social security sickness benefits, equals not more than the employee's full rate of pay.

If an employee has had 365 days of sick leave in the previous 4 years (rolling year, not calendar year), then they have reached the maximum amount for that period. On the day that they reach this point, the employee is no longer entitled to paid sick leave for the next 4 years

Sick pay at pensionable rate may, at the entire discretion of Jersey Post Limited, be payable after normal paid leave has been exhausted.

Whilst in receipt of sick pay at full salary, Social Security sickness benefit cheques must be returned to the Company.

Whilst an employee is sick and in receipt of half pay or pensionable rate of pay or where no pay is made to the employee, social security sickness benefit may be retained.

Whilst an employee is on no pay the employee will not receive a payslip for that period of time.

Medical Leave

Routine medical appointments should be made outside normal working hours wherever possible. It is recognised that on some occasions employees may need time off to attend such appointments during normal working hours. In each of these circumstances time off with pay will be at the discretion of the Line Manager.

Stocks or Shares

Employees must not make use of information obtained during the course of their employment, whether for personal gain, to prevent a loss or for another's benefit, when purchasing and/or selling stocks or shares and should be aware that it may constitute a criminal offence to do so. It is a criminal offence to be involved in market abuse, market manipulation or insider dealing. If an employee is or becomes aware of any market abuse, market manipulation or insider dealing or has concerns relating to them, they must inform their Line manager. Failure to comply with the provisions of this clause or to co-operate with the Company in relation to the disclosure of such information may result in disciplinary action being taken.

Personal Telephone Usage

Jersey Post Limited recognises that it is inevitable that staff on occasion will need to make and receive private phone calls, but these should be kept to an absolute minimum. Where possible, these calls should be made during breaks.

Intellectual Property and Ownership

All inventions, discoveries, improvements, processes, designs and ideas relating to the business of Jersey Post Limited which an employee makes or conceives while in the employ of Jersey Post Limited shall be the property of Jersey Post Limited and an employee is required promptly to disclose them to the Finance Director.

The copyright, design and patent rights to all works created by employees during the course of their employment shall automatically belong to Jersey Post Limited and shall not be removed from the premises of Jersey Post Limited except in the ordinary course of an employee's duties. If necessary, employees should be prepared to take any steps required by Jersey Post Limited to protect its rights or to enable it to obtain, in its name and for its sole beneficial use, patent or other protection anywhere in the world.

Any information of any kind, whether this takes the form of a document or otherwise, regardless of whether it is in hard copy or is held on systems belonging to or operated by Jersey Post Limited or is a photocopy thereof, which emanates from an employee or is otherwise obtained by an employee during the course of their employment must not be made use of other than during the normal course of their duties and is the property of Jersey Post Limited. This restriction applies in full, both during the employment and after the termination of the employment. This shall include the unauthorised copying, reproduction or removal from Jersey Post Limited's premises of any such information.

Use (including giving or selling to others outside of Jersey Post Limited) of such intellectual property unless specifically approved by the Company will be considered as gross misconduct and will be treated as such.

Should it be found that an employee has used Jersey Post Limited's intellectual property improperly the Company or any member of Jersey Post Limited reserves the right to pursue recovery of the intellectual property and appropriate costs and damages through legal means.

For further information please refer to the IP and copyright compliance policy.

Customs And Excise

All letter mail and parcel traffic arriving in Jersey is subject to inspection by Customs and employees are required to co-operate with customs officers working within the Company's premises. Import charges are levied on goods arriving from certain countries. Customs officers also check imports for prohibited items and articles made from the fur or skin of animals or reptiles on the endangered species list.

Employees must not discuss with others, inside or outside the office, save as required by law or if requested to do so by a Director any information concerning Customs procedures. A failure to comply with these provisions may result in disciplinary action which could lead to dismissal (either with or without notice).

Jersey Competition Regulatory Authority ("JCRA")

Jersey Post Limited is regulated by the JCRA in the conduct of its business. Employees must comply with the competition law and any JCRA rules and guidelines including those set out in the licence issued to Jersey Post Limited as amended from time to time throughout their employment with the Company and co-operate fully with the JCRA, its officers, employees and agents in the fulfilment of their duties. Employees will also be bound by any manual relating to competition law compliance which may be issued from time to time by Jersey Post Limited.

Use Of Private Vehicles

The use of private vehicles for business purposes must be authorised in advance by an employee's Line Manager and employees must ensure that their vehicle insurance covers them for use for business purposes.

Use Of Jersey Post Stationery, Equipment and Vehicles

The use of Jersey Post Limited stationery, equipment or vehicles for private purpose is not allowed, nor is the use of an official Jersey Post Limited address in any private correspondence. Any employee found to be guilty of this may result in disciplinary action. Please refer to the Drivers policy for further details.

Gambling

Employees are not permitted to take part in gambling or betting when on Jersey Post premises and cannot act as a betting agent, tipster or tipster's agent.

Criminal Conduct Reporting

If you have knowledge or suspicion of dishonesty or criminal conduct affecting Jersey Post Limited, be it by an employee or any other person, you must report the matter immediately to your Line Manager. Failure to do so may result in disciplinary action which could lead to dismissal (either with or without notice). Employees are required to advise their Line Manager immediately if they have been arrested, summoned to appear in court or at a Parish Hall enquiry or are convicted of any offence, however trivial. Employees must also advise their Line Manager if they are declared bankrupt or insolvent.

Money Laundering and Terrorist Financing - Reporting

The Money Services Business carried out by Jersey Post is regulated in law. The company and its employees are under legal obligation in respect of this business. If you have knowledge, suspicion or reasonable grounds for knowledge or suspicion, of money laundering or terrorist financing by a customer or any other person, you must report the matter immediately to the Money Laundering Reporting Officer or their Deputy. Failure to do so is a criminal offence punishable by imprisonment, a fine, or both. Failure may also constitute an offence or offences under the staff discipline code. Disciplinary action could lead to dismissal (either with, or without notice).

Media

Employees may, from time to time be asked to appear in company images published by Jersey Post Group for marketing and advertising purposes. No fee will be payable for any image a staff member may appear in and staff have no obligation to appear in these images. Any images rights will be retained by Jersey Post. More detailed information can be obtained from the Marketing department.

Termination Of Employment

The notice period required from an employee or the Company to terminate an employee's employment is contained in the Statement of Employment Terms. If an employee fails to work the required period of notice, where no prior written dispensation has been given by the Company, this will result in the employee having to pay to the Company the equivalent of their salary for the period that they do not work (or such amount may be deducted from salary).

Payment in lieu of Notice

The Company reserves the right at its absolute and sole discretion when giving notice to an employee of the termination of their employment, or having received such notice from an employee, to terminate the employment by paying to that employee their salary and other contractual entitlements for the relevant period of notice. The Company may exercise this right in respect of the whole or the balance of the notice period which would otherwise be required. For the avoidance of doubt, the right of the Company to make a payment in lieu of notice, does not give rise to any right of an employee to receive such a payment.

Garden Leave

The Company reserves the right at its sole and absolute discretion when giving notice to an employee of the termination of their employment, or having received such notice from an employee, to require that employee not to render all or any of their duties during the relevant notice period and in such case the Company can exclude the employee from any Jersey Post Limited premises during the notice period. However, the employee must, at all times during such notice period, remain available to attend Jersey Post Limited premises and be contactable by the Company at all times during such notice period. Such action taken on the part of the Company shall not constitute a breach of the Contract of Employment in any way in respect of which an employee would have any claim against the Company. During such notice period, an employee shall receive their salary and other contractual entitlements (unless and until the employment is summarily terminated during the notice period) and shall not undertake alternative employment unless agreed by the Company, although such employment may be sought with a view to commencement after the expiry of the notice period.

Holidays on Termination

Any outstanding holiday entitlement should normally be taken during the notice period. An employee's holiday entitlement (adjusted proportionally according to the number of complete months/weeks of service worked) will be calculated by the Company and the final salary payment will include any additions in respect of untaken holiday entitlement. If an employee has taken more holiday than they are entitled to, the Company will deduct the outstanding amount from an employee's final salary payment. Subject to any applicable legislation, an employee shall not be entitled to payment in lieu of untaken holiday entitlement in the event that they are dismissed without notice.

Money Owed to the Company

Whatever the reason for leaving the Company, an employee must pay all outstanding debts, Pay Day Advance or training costs due to Jersey Post Limited. The Company reserves the right to deduct any outstanding amount from an employee's salary or from any other money owed to them by the Company. The Company also reserves the right to deduct any monies due from an employee to the Company in respect of the cost of repairing any damage or loss to Jersey Post Limited property.

Copyright and Ownership

Upon termination of an employee's employment for whatever reason or upon the written request of the Company during any notice period prior to such termination of employment, an employee shall:

 immediately return to the Company all property belonging to Jersey Post Limited including, without limitation, any correspondence, databases, drawings, documents, spread sheets, papers and memoranda, notes, records, media clips (including such as may be contained on magnetic media, hard discs, computer programs, computer discs or other forms of computer storage and all copies thereof) (together the "Documents"), credit cards, parking permit, telephones, mobile phones, computer laptops, security passes, cards or fobs and other property of the Company or of any member of Jersey Post Limited which may be in an employee's possession or control (including such Documents as may have been prepared by an employee) and an employee shall not allow the same to be used by any party whatsoever before giving up possession to the Company and an employee shall not make or retain any copies thereof;

 immediately, without copying, delete all Documents relating to, or all programs licensed to Jersey Post Limited which are saved on computer discs or the hard disc of all or any computers which an employee may own or have utilised for the purposes of undertaking Jersey Post Limited business at home or elsewhere.

Dismissal without Notice

The Company may terminate an employee's employment without notice or payment in lieu (and the employee will not be entitled to compensation or damages) where this is justified by the employee's behaviour and without prejudice to any remedy which it may have against the employee for the breach or non-performance of any of the provisions of the Contract of Employment. The following are non-exhaustive examples of such behaviour:

 failing or neglecting efficiently and diligently to discharge their duties or otherwise being in serious breach of their obligations under the Contract of Employment;

 being unable to discharge their duties by reason of being under the influence of drink or drugs during working hours;

 being convicted of a criminal offence involving drink, drugs or other intoxicants or dishonesty or any actions resulting in a prison sentence;

 bullying, victimisation or harassment;

 committing in the opinion of the Company any dishonest or fraudulent act in relation to Jersey Post Limited or otherwise;

 an act or omission which brings or is likely to be detrimental to or bring disrepute to Jersey Post Limited;

 being in breach of Jersey Post Limited's rules relating to confidentiality (including but not limited to the Personal Declaration and the clause in section two of the Handbook entitled confidentiality) and procedures and/or any other material rules applicable to Jersey Post Limited affecting the good conduct or reputation of Jersey Post Limited or acting in any manner likely to place Jersey Post Limited in breach of or otherwise prejudice any licence, permit or consent it may have issued to it by any regulatory or governing body or authority or place it in breach of any relevant laws or regulations;

 misappropriation of or causing or allowing deliberate damage to the property of Jersey Post Limited or employees;

 serious negligence causing unacceptable loss, damage or injury;

 persistent refusal to carry out reasonable instructions from a line manager, and other forms of serious insubordination;

 misuse of the attendance policy or entitlement to sick leave or sick pay;

 providing misleading information or failing to provide relevant information prior to commencing employment;

 violent, abusive or threatening behaviour;

 unauthorised use of any facility or equipment of the Company;

 unauthorised disclosure to third parties of any information concerning the Company or its employees or clients or customers;

 assaulting, physically threatening or causing, attempting, or threatening to cause injury or using abusive language towards an employee of Jersey Post Limited, a customer or anyone on Jersey Post Limited's premises;

 theft, fraud or deliberate falsification of records;

 gambling or betting when on Jersey Post Limited premises or acting as a betting agent, tipster or tipster's agent;

 commission of any act prohibited by law as referred to in the Personal Declaration;

 any breach of the Mail Integrity Code or;

 improper use or entry into computer records or intellectual property.

Suspension

The Company reserves the right to suspend all or any of an employee's duties and powers on such terms as it considers expedient (including a term that the employee shall not contact or have dealings with any customer, supplier or employee of the Company or Jersey Post Limited save that in cases where an employee is required not to attend work or Jersey Post Limited premises during an investigation, they shall be given a point of contact within Jersey Post Limited whom they may contact for the purposes of any investigation or disciplinary hearing) or to require the employee to carry out the duties of another person either in addition to or instead of their usual duties. The Company shall be under no obligation to assign any duties to the employee and shall be entitled to exclude them from Jersey Post Limited premises.

Redundancy

In such situations, an employee's employment will be terminated in accordance with the provisions relating to the termination of employment. For further details please refer to the non-contractual Change Policy.

Pension

Employment start date pre 1st January 2010

All permanent employees and employees on a fixed term contract of at least six months who meet the eligibility criteria are eligible to join the applicable pension scheme ("Scheme"). All employees aged 20 or over must join the Scheme. Details will be provided with your Statement of Employment Terms.

Employment start date post 1st January 2010

All permanent employees, following successful completion of their probation, and employees on a fixed term contract of a minimum of one year, who meet the eligibility criteria are eligible to join the ‘Jersey Post Group Defined Contribution Pension Scheme’. Employees over the age of 16 will have the opportunity to join the scheme unless they complete an ‘opt out’ form.

Full details of the scheme are available in the Jersey Post Group Defined Contribution Pension Scheme Guide.

Additional Information

Directorships and Other Employment

Employees are required to give prior notice to their Line Manager of any employment whatsoever undertaken outside of Jersey Post Limited whether such employment is undertaken during working hours or otherwise insofar as such employment is deemed by the Company to affect or potentially affect the performance of an employee's duties pursuant to their Contract of Employment, the Company reserves the right to refuse to allow an employee to carry out employment, or take disciplinary action.

Employees are required to disclose to the Company any consultancy work or other employment which is to be undertaken during normal working hours. Employees may, at the Company's absolute discretion, be required to account to the Company for any sums of money, allowances, commissions, discounts or any other benefits whatsoever, whether financial or otherwise, which may be given or granted to them by a client or customer, as a result of public service, consultancy work or other employment whatsoever which is undertaken during normal working hours.

Conflicts of Interest

A conflict of interest arises where an employee may be influenced in their duties or considerations of a gain or benefit for themselves, or members of their family or friends or by taking a decision from which the employee will gain personally. On such occasions, the employee must draw the potential conflict to their Line Manager's attention. Some posts, such as invoicing or purchasing of goods or services from others, are particularly sensitive. Orders and contracts must be awarded on merit and no favouritism should be shown to businesses run by, for example, friends, partners or relatives. All such relationships must be reported to your Line Manager.

Employees are required to identify to the Company any possible conflicts of interest with the work or the performance of their duties with the Company and to declare these in writing at the earliest opportunity.

The Company will consider such declarations and will not unreasonably withhold consent to approve the activities. Where there is a perceived conflict of interest in the Company's view, the Company will advise the employee of actions that need to be taken to remove any conflicts satisfactorily.

Should the employee either not declare a possible conflict of interest or not take remedial action as required by the Company to resolve any conflict of interest this will be considered as a matter of gross misconduct and will be dealt with as such.

For further information please refer to the Conflict-of-Interest Policy.

Choice Of Law/Jurisdiction

An employee's employment and all agreements relating to it shall be governed by and interpreted in accordance with Jersey law. All disputes, claims or proceedings between the parties relating to an employee's employment or any agreement relating to it shall be subject to the non-exclusive jurisdiction of the courts and tribunal of Jersey.

Revision of Terms

The Contract of Employment and any policies, procedures, manuals or other guidance issued to employees are subject to revision by the Company. Any revision will be communicated within 4 weeks of it coming into effect and, wherever reasonably possible, in advance.

Jersey Post Limited will review all relevant policies in consultation with the CWU. Employees can comment on any Jersey Post Limited policy or procedure through the HR Department or their CWU Representative.

Supplementary Terms

Supplementary terms and conditions may be annexed to or incorporated in other documents as explicitly indicated and brought to the attention of individual employees as appropriate and in writing from time to time.

Section 3 Benefits

The following sections are not legally binding and do not form part of an employee's Contract of Employment. The Company reserves the right to vary, replace or discontinue any of the benefits referred to below in its absolute discretion.

Benefits

Some benefits which are provided to employees are provided under policies of insurance. Where this is the case, any decision as to whether an employee will be entitled to benefit from that policy will be made by the insurance company and not by the Company and accordingly the Company is not directly liable for any such benefit or claim. The provision of any benefits referred to in this Contract is subject to the rules of the applicable scheme, to you meeting the normal underwriting requirement of the applicable scheme (if any) and being accepted at the normal rates of premium (if any).

Sports and Social Activities

The Jersey Post Limited Sports and Social Club run an extensive calendar of events. Most sports are catered for and social activities for the non-sports person are held throughout the year.

All employees are eligible for membership and there is no membership fee. The events are partially sponsored by Jersey Post Limited.

Wellbeing

Jersey Post understands the positive impact that healthy and engaged colleagues make to the success of the business. As such, Jersey Post pledges to provide colleague wellbeing strategies to equip colleagues with knowledge and skills to enjoy a good quality of life and ensure they are supported in maintaining a healthy lifestyle which can benefit them in and outside of work.

For further information please refer to the Wellbeing Policy.

Learning & Development

Jersey Post is committed to becoming a learning organisation where learning and ongoing development is at the heart of the business. The Group Learning and Development Strategy will ensure that learning and development opportunities are accessible to all, thus enabling colleagues to develop personally, professionally and realise their full potential.

For further information please refer to the L&D Strategy and the L&D Policy.

Facilities at Postal Headquarters

There is a canteen available at Rue Des Pres to all employees, Monday to Friday from 6:30am to 11:30am. A selection of hot and cold snacks are available during opening hours. Beverages and snacks are also available from a vending machine service.

Limited parking facilities are available at Rue des Pres. If an employee works 3 days or more a week, full time, they may be allocated a designated parking space, however, they must ensure that they park in this space only and not use other spaces unless specific permission has been given by the Parking Administrator.

For those working 2 days or less a week “Hot desks” are available to book at Rue Des Pres using the Jersey Post Hot Desk Booking system. Limited parking spaces are also available for those who use the Hot desks, on a first come first parked basis. If there are no parking spaces available, then parking vouchers can be used in “White Zones” or the public car park on the trading estate.

Travel Insurance

Subject to the terms of the travel insurance policy, employees are covered for whilst undertaking a business journey involving travel outside Jersey. For full terms of the cover please contact your line manager.

Employees Association - CWU

The union representing postal employees is the CWU for operational and support employees. The local CWU representative will advise employees how to apply for membership if they so wish.

Section 4 Jersey Post Policies & Procedures

Jersey Post Policies