Sport, Exercise & Health
Staff Handbook
Welcome to Active Life at Bristol
Welcome to the University of Bristol and the Sport, Exercise & Health Division. This handbook gives you an overview to the University and the Division and provide helpful information on a range of areas. Your staff induction is usually undertaken by your line manager who will take you through our online induction process and provide specific details relating to your new role. If you have a printed version of this document all referenced links can be found on the back page.
Online Induction Process
Our online induction process provides essential information for new staff including: Introductory message from our Director of Sport, Exercise & Health - Matt Birch Divisional Teams Our Facilities, services & programmes Divisional essential documents Induction checklist for your new role New staff can also find more information and support on our SEH SharePoint site
Strategic pillars Developing active communities
Improve health and wellbeing
Support to thrive
Developing communities and belonging
Increase the physical activity levels of our University community, driven by focus on health and wellbeing.
Provide an inspirational and inclusive sport and physical activity service, which allows everyone across our community to reach their potential.
Use the power of sport and physical activity to enable our community to meet like-minded people, develop lifelong friendships and build connection with the University.
Our Teams
The Sport, Exercise & Health Division is made up of five teams: Business Development Sport & Health Facilities & Operations Tennis Performance Sport Each of our teams has a part to play in achieving the strategic priorities of the Division and creating a culture and environment in which all staff and community of members can thrive.
- responsible for the income generation from memberships, facility use, events, marketing and communications activities, including social media channels, the Leisure Management System and administration support (including financial). Business Development Team
Jo Blackett - Business Development Manager Deputy Business Development Manager Events Manager Marketing & Communications Officers Web & Social Media Coordinator Social Media Assistant Business Development Officer Systems Officer Business & Finance Coordinator
Senior Sports Administrator Sports Administrators (Facilities & Bookings) Sports Administrator (Commercial progs.) Sports Administrator (Events & Comms) Sports Administrator (BUCS & Competitions) Sports Administrators (Memberships) Sports Administrator (SMC) Sports Administrators (Systems)
- two main areas of responsibility: the Sports Medicine Clinic (a multidisciplinary team providing a range of services to improve performance and prevent injury) and the Sport and Physical Activity team (provides a range of free and low-cost activity to engage primarily students in getting activity). Sport & Health Team
John Wilford - Sport and Health Manager SMC Clinicians Development Officer (Inclusion) Development Officer (Wellbeing) Development Officer (Sport) Development Officer (Health) Sport Engagement Practitioners Student Activators
- responsible for ensuring our three main sites are safe and enjoyable environments for our students, staff and wider community. Facilities & Operations Team
Gordon Aitken - Facilities & Operations Manager Group Health & Fitness Manager Aquatics Manager Health & Fitness Supervisor Health & Fitness Advisors Class Instructors Centre Managers Supervisors (Dry side) Receptionists Centre Assistants
Swim School Manager Pool Supervisors Lifeguards Swim Teachers Grounds Manager Deputy Grounds Manager Grounds Staff Cleaner
- responsible for junior, student and adult tennis coaching programmes and activity, plus providing support to the University of Bristol Tennis Club through coaching, committee support and the development of their BUCS level players. Andy Trott - Director of Tennis Tennis Team
Community Tennis Programme Manager Head Coaches (Student Performance, Saturday AM, Junior Performance) University Tennis Coordinator Tennis Coaches - Programme Leads Assistant Tennis Coaches
- responsible for provides athlete support, coaching, strength and conditioning, physiotherapy and nutrition services, to deliver an exceptional programme that helps students reach their potential on and off the field. Performance Sport Team
Matt Paine - Performance Sport Manager Lead Strength & Conditioning Coach Head Coaches (Rugby, Tennis, Boat, Hockey) Sports Coordinator (Netball, Men’s Football) Strength & Conditioning Coaches Sports Coaches
#wearebristol
IT & Equipment
On your first day you should be provided with your staff username which is your log in for all centrally managed University systems. To set your password and for further information please follow the link below to the University’s IT Services “New Staff” information. A workstation self-assessment must be carried out for all employees who use Display Screen Equipment to ensure you have the correct equipment to support you whilst at work.
Pay The University pay-day is the 26th of each month. When the 26th falls on a weekend or Bank Holiday, staff will be paid on the Friday before. Staff are paid before the Christmas break in December. Payslips can be downloaded from MyERP (the University's integrated HR, Finance, Payroll and Procurement system). Please refer to these links for further info: https://www.bris.ac.uk/my-erp-support/how-toguides/gettingpaid/paymentinfo https://www.bris.ac.uk/my-erp-support/resources/qrgpayslips-and-personal-details.pdf
Holiday The basic holiday for staff is 25 days. Holidays are accrued throughout the year (which runs January to December). Part time staff receive pro-rated holiday allowance per year. Particular terms & conditions of employment for staff on grades A - I All holidays must be taken in the current leave year. Only in special circumstances can leave be transferred into the next year. A maximum of 5 days may be carried-over and only by authorisation from the Director. If staff are sick whilst on holiday, holidays can only be reimbursed with a doctor’s certificate, giving details and dates of sickness.
To apply for annual leave please complete the Annual Leave Request Form. Your line manager will then review your request and authorise your holiday. You will then receive email confirmation that your leave has been authorised. You can also request Time of In Lieu (TOIL) if you have worked additional hours. TOIL has to be authorised before it is worked through the LIEU Request Form.
Absence & Health Responsibilities during sickness absence are shared between individual members of staff and the line manager and both have a responsibility to be proactive to support wellbeing in the workplace. Staff should alert their manager to any problems/issues which may have an impact on attendance/health or performance so that the manager can offer suitable support. In some circumstances, staff are encouraged to complete an individual Wellness Action Plan (WAP) and discuss these with their line manager. Managers are also encouraged to consider when it might be appropriate to complete a stress risk assessment either on an individual or group basis. Please refer to this link for more information.
Sickness Procedure When a member of staff is sick they must contact their Line Manager ASAP when they know they will not get to work as cover may have to be sought. You must give the reason of sickness and your expected return date. 1. Contact their Line Manager / Absence Coordinator on the first day of absence, with expected return date and reason. 2. Provide information regarding the reason for their absence, e.g. back pain, flu symptoms. Please avoid ‘sick’ or ‘unwell’. 3. On return from an absence of no more than 7 consecutive days (including weekends), complete a Sickness Self-certification form in MyERP. Staff without computer access complete a paper sickness self-certification form. 4. Provide fit notes (doctor's certificates) from 8th day of absence on paper or by email. A Sickness Self-certification form is not required in this case but is not a problem if submitted. If you work in a role which requires cover, for example reception, teaching, coaching or lifeguarding please refer to Operational procedure OP2.2 for individual contact numbers and specific guidelines.
Our local Absence Coordinator is Vicky Dickson – vicky.dickson@bristol.ac.uk When long-term sickness occurs, the Line manager and the Human Resources Manager will often visit staff at home. This visit will usually take place after six weeks of sickness absence. The main reason for the visit is to offer support and to get a prognosis on the likely return to work date, the visit will also be used to answer staff queries regarding their terms and conditions of employment. After a home visit, it may be necessary for staff to see the University Occupational Health Department so a more detailed prognosis can be obtained. If staff are unable to take annual leave due to sickness a maximum of five days can be transferred to the following year with the agreement of the Director. We ask all staff to keep in regular contact with the department whilst off sick.
Staff Wellbeing - looking after yourself The health and happiness of our staff is of paramount importance to us. We are committed to providing support where we can, to help you deal with any issues around your mental health and wellbeing. Mental health is just as important as physical health; they form two sides of the same coin. And things don't have to be at a crisis point for you to seek help. Problems can arise in many forms and from many situations: for example; stress at work, bereavement, family or relationship problems, illness, legal or financial troubles, or an underlying mental health condition. For more information please visit our university’s Staff Wellbeing information.
Counselling
The Staff Counselling Service can support you whether you simply want to talk something through with someone who can be neutral and independent, or if you would like help with more severe problems such as anxiety and depression. In addition to being able to provide support for a wide range of personal problems, the workplace service can offer specific support for workplace issues such as acceptable behaviour, traumatic incidents and dealing with conflict. For more information please visit our university’s Staff Counselling information.
Health and Safety Departmental Safety Policy
Whilst working for Sport, Exercise and Health, all employees have a legal obligation to comply with the following: To take reasonable care for your own health and safety and that of others who may be affected by what you do, or do not do. To co-operate fully with your employer on all issues relating to health and safety. To correctly use any work items provided by your employer including personal protective equipment in accordance with training and instructions given. To not interfere with or misuse anything provided for your health, safety and welfare. Our Divisional Health and Safety Officer is Gordon Aitken – 07775 004 446
University’s Health & Safety Policy
The University of Bristol Health & Safety Policy can be found here. Emergency Procedures
Every member of staff will need to regularly remind themselves of the emergency procedures for the site in which they work. These can be found in the site local rules and the Health & Safety folder located in the main reception area. Emergency contacts: Security Services – 11 22 33 or 87848 Estates (Emergency Maintenance) – 89898 (Zone Facility Manager)
Fire Emergencies
All staff should know at least two escape routes from their work area. They should also know how to raise the alarm and where the building evacuation point is located. All staff should know where fire appliances are situated in their building/area. All fire exits and assembly points are clearly marked throughout S.E.H. Fire assembly points are: – outside the Arts and Social Sciences Library, Tyndall Avenue Swimming Pool – outside the Catholic Chaplaincy, Queen’s Road Coombe Dingle Sports Complex (tennis centre) – Coach Park Indoor Sports Centre
On discovering a fire, staff must raise the alarm immediately, ringing 112233 internal or 999 external and operating the nearest red fire alarm point. On hearing the alarm, staff should leave the building quietly, closing doors and windows as they leave, as this will prevent fire spread. All staff should report to the building evacuation point. If it is a minor fire, staff may wish to attempt to extinguish the fire with the appropriate extinguisher or appliance. If a major fire is discovered, staff should not try to tackle the blaze, but raise the alarm and head for the evacuation point.
Accidents and incidents
If you are unlucky enough to have an accident whilst at work, it is very important that a University Accident form is completed. No matter how small the accident, an accident form must be completed; this is a legal requirement. Accident forms are available from reception or your site Health and Safety Officer. All accident forms should be sent to your site Health and Safety Officer, to ensure an accident investigation takes place and to ensure the form is signed. Once an investigation has taken place and the form has been completed, it will be sent onto the University Safety and Health Department. Accident forms can also be used to record near misses or dangerous occurrences.
First Aid
First aid notices are displayed in every building (white cross on green background). These notices give details of the nearest first aid point. A list of the first aiders on duty can be found at the main reception on each site. Staff carrying out first aid training will receive one additional day of holiday. First Aid kits are located at the main reception desks (all sites), pool side (University pool), gym reception and sports hall (Indoor Sports Centre) and reception, workshop first aid room (Coombe Dingle). All accidents must be reported. The accident forms are held at the main receptions on all sites and must be completed in full by the injured party or their representative. The forms are then passed to the Health and Safety Officer for the site where the incident took place and then sent to the Health and Safety Office.
Personal Safety and Security
Staff should always be mindful of their personal safety. If staff enter a building and there has been a break-in or intruder, please contact Security immediately on 112233 and do not touch anything; preserve the scene. Challenge suspicious persons or call Security immediately. Never let people that you don’t know into a building unless they have a valid Ucard. Personal attack alarms are available to staff if required, from the Security Office. Local Rules
All members of staff are required to read the local rules and risk assessments, please sign and date the Induction checklist document to say you have read and understood these. Coombe Dingle local rules Indoor Sports Centre local rules Swimming Pool local rules
Pensions
The University runs two pension schemes: • University of Bristol Pension and Assurance Scheme (UBPAS) • University of Bristol Group Pension plan (UBGPP) You may also have a pension with: • National Health Service Pension Scheme (NHSPS) • Universities Superannuation Scheme (USS) For additional information please refer to the University's website
Staff Facilities
At the Indoor Sports Centre: The kitchen facilities are situated in the main office on the first floor (UCard access is required) There is a filtered water machine on the ground floor by gym entrance and on the first floor by the gym studios There is limited car parking at the back of the Indoor Sports Centre - a staff parking permit is required
Desk booking
At the Indoor Sports Centre there is a requirement to book a desk on the University’s Planon System. Helpful guide: Booking your flexible Workspace In the guide, you’ll find: Instructions on how to book, check in, cancel, add bookings to your calendar, and set up repeat bookings How to manage your bookings Maps of both offices (10.6 “Staff Office” and 1.09 “Manager Office”) Help contacts and additional information In the two Indoor Sports Centre offices, you will also notice that each desk has a sticker (bottom left) showing the desk number, instructions, and a QR code. Please note when scanning the QR code for the first time, you’ll need to download the Planon app beforehand, as the code is not yet directly linked. Google Store : Planon - Apps on Google Play Apple Store : Planon App - App Store
At Coombe Dingle Sports Complex: There are no staff room facilities at Coombe Dingle but staff can take their breaks in the Main Pavilion café area The Ground Staff have a small staff room situated in the Annexe Pavilion There are kitchen areas behind reception in the Tennis Centre and in the Annex for staff to use There is free and unlimited car parking on this site
At the Swimming Pool: The staff room is situated on the ground floor of the pool. There is limited underground car parking at the Richmond Building - a staff parking permit is required and you need a UCard to open the car parking gates The Balloon Bar is located on the first floor which staff can access during their break
Smoking
All University buildings are non-smoking. Smoking is only permitted in designated outside areas. Uniform
All staff are provided with a uniform are expected to wear it all times whilst on duty. Local rules may apply across each site depending on job roles.
Links
SEH SharePoint site - Sport Exercise and Health SEH Online Induction Coombe Dingle local rules Indoor Sports Centre local rules Swimming Pool local rules IT Services: New Staff Guidance for new staff Terms and Conditions for staff (grade A - I) University of Bristol Pension information HR Absence policies University Safety Policy Surridge Sport - uniform provider