Subject to the
condition that they are kept under constant review, the Procedures, Policies
and other documents
contained in this document were adopted
by the Board of Suffolk Inter-Faith Resource on 17th January
2006.
(Click on the ‘SIFRE
Staff Handbook’ below the SIFRE logo to return to this menu page)
In Britain today, people of many different faiths and
beliefs live side by side. The opportunity lies before us to work together to
build a society rooted in the values we treasure. But this society can only be
built on a sure foundation of mutual respect, openness and trust. This means
finding ways to live our lives of faith with integrity, and allowing others to
do so too. Our different religious traditions offer us many resources for this
and teach us the importance of good relationships characterised by honesty,
compassion and generosity of spirit. The Inter Faith Network offers the
following code of conduct for encouraging and strengthening these
relationships.
As members of the human family, we should show each other respect and courtesy. In our dealings with people of other faiths and beliefs this means exercising good will and:
· Respecting other people's freedom within the law to express their beliefs and convictions
· Learning to understand what others actually believe and value, and letting them express this in their own terms
· Respecting the convictions of others about food, dress and social etiquette and not behaving in ways which cause needless offence
· Recognising that all of us at times fall short of the ideals of our own traditions and never comparing our own ideals with other people's practices
· Working to prevent disagreement from leading to conflict
· Always seeking to avoid violence in our relationships
When we talk about matters of faith with one another, we need to do so with sensitivity, honesty and straightforwardness. This means:
· Recognising that listening as well as speaking is necessary for a genuine conversation
· Being honest about our beliefs and religious allegiances
· Not misrepresenting or disparaging other people's beliefs and practices
· Correcting misunderstanding or misrepresentations not only of our own but also of other faiths whenever we come across them
· Being straightforward about our intentions
· Accepting that in formal inter faith meetings there is a particular responsibility to ensure that the religious commitment of all those who are present will be respected.
All of us want others to understand and respect our views. Some people will also want to persuade others to join their faith. In a multi faith society where this is permitted, the attempt should always be characterised by self-restraint and a concern for the other's freedom and dignity. This means:
· Respecting another person's expressed wish to be left alone
· Avoiding imposing ourselves and our views on individuals or communities who are in vulnerable situations in ways which exploit these
· Being sensitive and courteous
· Avoiding violent action or language, threats, manipulation, improper inducements, or the misuse of any kind of power
· Respecting the right of others to disagree with us
Living and working together is not always easy. Religion harnesses deep emotions which can sometimes take destructive forms. Where this happens, we must draw on our faith to bring about reconciliation and understanding. The truest fruits of religion are healing and positive. We have a great deal to learn from one another which can enrich us without undermining our own identities. Together, listening and responding with openness and respect, we can move forward to work in ways that acknowledge genuine differences but build on shared hopes and values.
This article was taken from the web site of the InterFaith Network (www.interfaith.org.uk)
The
Holiday Year begins on 1st April and ends on 31st March each year.
The
following conditions apply to your Annual Holiday Entitlement:
· Holiday dates will be agreed on a
"first come - first served" basis, to ensure that operational
efficiency/ minimum staffing levels are maintained throughout the year. This means that you may not be able to take
holiday on the dates you wish. Four
weeks notice of your intention to take holidays is requested.
· In the event of the termination of
your employment, any holiday entitlement earned but not taken, will be paid
pro-rata, i.e. an extra payment will be
made based on the number of days holiday due compared to the number of working
days in the month when your employment ceases, or alternatively an earlier
finish date to compensate may be approved at the discretion of the Executive
Officer. However, in the event of you
having taken holidays which have not been earned, pro-rata in the Holiday Year,
then the appropriate deduction will be made from your final payment.
· When you have used up your holiday
entitlement you will only be permitted to take extra days without pay on the
authority of the Executive Officer. If
you do not take your full holiday entitlement in any Holiday Year you will be
permitted, at the discretion of the Executive Officer, to carry over leave to
the next Holiday Year to a maximum of five days.
· The basic holiday entitlement for a
full time employee will be at the rate of 20 days per annum. Additional days will be due based on service. The full provisions relating to holiday
entitlement are set out in the Terms and Conditions of Employment.
· The leave is calculated in
accordance with the Working Time Regulations 1998.
· Any employee who has working
arrangements in place whereby they work a short week (less than five full days
per week) or, alternatively, work under varying daily times and hours, will
have their pro-rata days leave calculated on an annual hours basis.
Up to
five days' paid bereavement leave may be granted in the case of the decease of
an immediate family member (immediate family is defined as a partner, child or
parent of the employee, or someone who lives with the employee as part of their
family). Such leave to be authorised by
the line manager who shall consult with the Executive Officer in order that a
consistent decision is reached.
In cases
where absence may be prolonged unpaid leave may be granted.
For
non-immediate family up to one days' paid bereavement leave may be granted by
the line manager who shall consult with the Executive Officer in order that a
consistent decision is reached.
For
non-family bereavement any leave shall be annual leave or unpaid leave.
Any new
rules or changes to the Staff Handbook will be published by notification of a
memo issued to each employee giving a minimum period of 28 days before
implementation. If you do not
understand or have a dispute regarding any amendments, you must contact the
Executive Officer and inform him/her of your problem.
Suffolk
Inter-Faith Resource's policy on the use of computers and email is set out in
your Terms and Conditions of Employment.
Further details are contained in Suffolk Inter-Faith Resource's
Computers and E-mail Policy, which is contained in Appendix 1.
You
should not at any time during your employment
(except so far as it is necessary and proper in the course of your
employment) or at any time after your employment is terminated, disclose to any
person any confidential information as to the practice, business dealings or
affairs of Suffolk Inter-Faith Resource or any of its clients or any other
matters which may come to your knowledge by reason of your employment.
Employees
are reminded that on application for employment, they should state any criminal
convictions, as required, by the Rehabilitation of Offenders Act 1974.
Where
Suffolk Inter-Faith Resource regards your employment as being of a nature
coming within Part V Police Act 1997, it is required to carry out enquiries
with the Criminal Records Bureau. The
type and nature of your work will determine the level of enquiry and you agree
to Suffolk Inter-Faith Resource carrying out such checks as Suffolk Inter-Faith
Resource may consider necessary in that regard. The requisite fee will be paid by Suffolk Inter-Faith Resource.
Suffolk
Inter-Faith Resource fully recognises its obligations under the Data Protection
Act 1998, and all staff are expected to comply with its provisions. Therefore, there should be no processing of
data unless it can be justified as being for a legitimate reason recognised
under the Act. If you are in any doubt
as to whether the acquisition or storage of any information or material
contravenes data protection principles, you should clarify the position and
obtain permission for such processing from the Executive Officer.
Suffolk
Inter-Faith Resource has a separate Data Protection Policy.
Suffolk
Inter-Faith Resource's Disciplinary Rules and Procedures are set out in a
separate policy, which is contained in Appendix 2.
Suffolk
Inter-Faith Resource reserves the right to request any employee to remove
jewellery that in its opinion, compromises the provisions of the Health and
Safety at Work Act 1974. All staff,
whether full or part-time should attend work clean and presentable, and dressed
in the manner appropriate and practical for their working environment. All items of clothing including shoes should
be clean and not torn.
No
liability is accepted for loss of, or damage to, employee's property brought
onto the premises. Employees are
requested not to bring personal items of value onto the premises and, in
particular, not to leave any items overnight.
Use of
such property for any purpose other than for normally defined duties is not
permitted.
Suffolk
Inter-Faith Resource property of any type is not to be taken away from the
premises unless with the prior approval of the Executive Officer. Employees must immediately notify an
appropriate member of management of any damage to property or premises. Unauthorised entry of Suffolk Inter-Faith
Resource's premises outside normal working hours is strictly forbidden.
Suffolk
Inter-Faith Resource is aware of its responsibilities in the area of diversity
and equal opportunities and accordingly will comply with the following; The Sex
Discrimination Act 1975, the Equal Pay Act 1970, the Sex Discrimination (Gender
Re-assignment) Regulations 1999, the Race Relations Act 1976, the Disability
Discrimination Act 1995, the Equal Pay (Questions and Replies) Order 2003, the
Race Relations Act 1976 (Amendment) Regulations 2003, the Disability Discrimination
Act 1995 (Amendment) Regulations 2003, the Employment Equality (Sexual
Orientation) Regulations 2003, and the Employment Equality (Religion or belief)
Regulations 2003.
Suffolk
Inter-Faith Resource aims to employ the person best suited for each post
without regard to sex, marital status, racial origin, sexual preference,
religion, age, disability or any other factor that cannot reasonably be
construed as being related to a person's ability to do the job.
Suffolk
Inter-Faith Resource has in place procedures aimed at avoiding discrimination,
both at recruitment stage and thereafter, in terms of access to progression and
promotion.
In view
of Suffolk Inter-Faith Resource's commitment to Equal Opportunities and
Diversity we have developed a separate Equality and Diversity Policy. This policy outlines details of
expectations, training, enforcement etc.
The success of the policy depends upon all staff realising that they
have their own obligations under the legislation, and any breach will result in
disciplinary action being taken.
Suffolk
Inter-Faith Resource acknowledges and fully embraces the current legislation in
respect of family rights in the workplace, and embraces all of the following
statutory rights currently contained within the Employment Act 2002. You will be entitled to take benefit of any
provision under the terms of the legislation prevailing at the relevant time.
Ordinary
Maternity Leave (OML) is 26 weeks regardless of length of service. You should give Suffolk Inter-Faith Resource
21 days notice of your intention to start your OML. There is a further entitlement to 26 weeks of unpaid Additional
Maternity Leave (AML) for employees who have 26 weeks service by the start of
the 14th week before the expected week of childbirth. Statutory Maternity Pay (SMP) is payable for the full 26 weeks of
OML. The first six weeks will be paid
at 90% of your average earnings, and the standard rate after those six weeks
will be £100 (or 90% of earnings, if less).
Under the Employment Act 2002,
you do not need to give notice of intention to return, unless you are coming
back early, in which case 28 days notice is required.
This is
an entitlement to two weeks leave after the birth of a child, or the taking of
a child for adoption. Either the father
or mother can take it within 56 days of the birth/adoption. To qualify, you must have 26 weeks service
by the 15th week before the event; Paternity Leave is paid at the same rate as
SMP.
This is
an entitlement to all parents of children under the age of five years. The maximum time that can be taken is 13
weeks per child, with four weeks maximum per year and 21 days notice must be
given. The request must be granted
unless there is a genuine business reason as to why it should not, whereupon it
can only be postponed for a maximum of six months. Although there is no legal entitlement to pay whilst on Parental
Leave, Suffolk Inter-Faith Resource will pay you at the same rate as SMP for
any Parental Leave.
Despite
the legislation which states that a worker taking one day will be deemed to
have taken that whole week, Suffolk Inter-Faith Resource will not apply that
condition.
As with
parental leave, adoptive parents can take 13 weeks up to five years after the
adoption. Adoptive parents can take 26
weeks ordinary adoption leave (paid) and 26 weeks additional adoptive leave
(unpaid). This applies to only one
partner and 26 weeks service is required.
It is paid at the same rate as SMP.
This
grants employees the right to take time off to deal with emergencies involving
dependents, usually involving problems with immediate members of the family,
such as sick children where a day or two is needed to make urgent arrangements
for the care of the child. Obviously,
prevailing circumstances will dictate the applicability of this provision in
any case. However, it does not extend
to, for example, taking two to three weeks off to look after a child with
Chicken Pox. Although there is no legal
entitlement to pay whilst on Dependency Leave, Suffolk Inter-Faith Resource
will pay you at the same rate as SMP for any Dependency Leave. Immediate family is defined as partner,
child or parent of the employee, or someone who lives with the employee as part
of their family.
All
qualifying employees are entitled to ask for hours which suit their own
domestic and personal arrangements.
This could extend to requests for home working, or shorter days or
reduced hours generally. It is limited
to parents of children under the age of six, and you must submit the request in
writing. Thereafter Suffolk Inter-Faith
Resource must set up a meeting within a month and give reasons of a business
nature, if your request is refused.
This must be in writing and you will have the right to contest the
decision and to resort to a tribunal if
agreement cannot be reached. Reasons
for refusal might include the burden of extra costs to Suffolk Inter-Faith
Resource, inability to meet client demand and/or difficulty in finding extra
staff needed for cover within the organisation. One request every 12 months is permissible.
Suffolk
Inter-Faith Resource's Grievance Procedure is set out in a separate policy,
which is contained in Appendix 2.
Harassment
is a form of discrimination and will not be tolerated by Suffolk Inter-Faith
Resource. It consists of unwanted or
unwelcome conduct of such a nature as to result in the victim suffering a
detriment. Typically, it can consist of
bullying, racially offensive remarks, intimidation and victimisation. It can also consist of sexual harassment,
which typically is unwelcome sexual attention, suggestive remarks or gestures,
display of offensive material, etc. Any
employee behaving in the ways illustrated above (or similar) will be in breach
of this principle and liable to be dealt with under Suffolk Inter-Faith
Resource's Disciplinary Rules and Procedures.
Any
employee who is a victim of harassment should approach their line manager and
voice his or her concerns, in absolute confidence. The matter will be dealt with sensitively and sympathetically,
and you should have no fear in coming forward in this way, provided the complaint
is made in good faith.
Suffolk
Inter-Faith Resource' has a separate Health and Safety Policy, which is set out
in Appendix 3.
Both
from the point of view of safety and of appearance all working areas must be
kept clean and tidy and all employees are expected to avoid actions which might
jeopardise this intention.
In the
interests of operational efficiency employees may be required to transfer to
alternative work, and it is a condition of employment that they are willing to
do so, when requested.
On the
termination of their employment employees must leave behind all of Suffolk
Inter-Faith Resource's property. This
includes equipment, stationery and all forms of paperwork.
It is
Suffolk Inter-Faith Resource's practice to follow an Exit Strategy with all
departing employees in accordance with the relevant Policy and staff are
requested to co-operate.
During
the continuance of your employment, you will be required to devote your full
time, attention and abilities to the proper performance of your duties, and you
must at all times act in the best interests of Suffolk Inter-Faith Resource.
Should
you wish to take further employment with another employer, you should notify
the Executive Officer in writing.
However, if you intend to engage in any occupation, either paid or
voluntary, which is likely to either compete with the business of Suffolk
Inter-Faith Resource, might involve a conflict of interest, or your working has
any other detrimental effect on your ability to carry out your duties, then
Suffolk Inter-Faith Resource has the right to require you not to take up that
activity, or to cease such activity forthwith, as the case may be.
In
circumstances whereby you take other employment in addition to your work with
Suffolk Inter-Faith Resource, it shall be a condition that you sign an opt out
clause under Regulation 5 of the Working Time Regulations 1998.
The
personal telephone numbers of any member of staff, or Suffolk Inter-Faith
Resource Trustee must not be disclosed to anybody outside the business without
that person's approval.
Should
the circumstances arise where redundancy is seen to be a possibility the first
steps will be to restrict recruitment, and thereafter to investigate measures
such as short-time working and/or lay-off (without normal redundancy pay) as
means of avoiding redundancies. If
redundancies cannot be avoided, consideration will be given to the retirement
of employees over the normal retirement age and applications for voluntary
redundancy where acceptable.
If the
selection of employees for redundancy becomes necessary, the following will be
considered:
· Previous work experience and the
ability to transfer to other jobs.
· Previous disciplinary, absence and
conduct records.
· Previous job performance and the
ability to be retrained.
At all
times the overriding consideration will be the future viability of the
business.
In the
three months prior to anticipated redundancy employees will be permitted to
attend job interviews during work hours without loss of pay subject to the
request being approved by the line manager.
If the number of interviews to be attended exceeds five, the further
approval of the Executive Officer member will be required.
Details
relating to salary payment and review are set out in your Terms and Conditions
of Employment. The current Salary Scale
is contained in Appendix 4.
Details
of your entitlement and obligations are set out in your Terms and Conditions of
Employment.
Statutory
Sick Pay (SSP) is payable for the first 28 weeks of absence through sickness in
any one period. It is paid to the
employee by Suffolk Inter-Faith Resource on behalf of the state and is subject
to PAYE and NI contributions. Further
SSP details are set out in the Terms and Conditions of Employment.
Where
there is concern for an employee's health and his/her ability to carry out
their work, Suffolk Inter-Faith Resource reserves the right to ask that
employee to submit to an independent medical examination, the cost of which
will be borne by Suffolk Inter-Faith Resource.
On receipt of the medical report Suffolk Inter-Faith Resource will
assess the situation with regard to the employee's future employment.
Smoking
by staff is prohibited in any buildings housing the offices of Suffolk
Inter-Faith Resource except those that are located in an employee's home.
Personal
telephone calls should be kept to a minimum, and only in emergencies or by
reason of immediate necessity. Suffolk
Inter-Faith Resource reserves the right as it considers appropriate to instruct
staff to switch their personal mobile phone to the silent mode during working
hours.
It is
now unlawful to make telephone calls from a vehicle other than by way of a
'hands-free' kit. Suffolk Inter-Faith
Resource undertakes not to intentionally make calls to employees in breach of
the Regulations. Where an employee
receives a call from any source whilst driving on Suffolk Inter-Faith
Resource's business, they will be expected not to respond (unless by way of a
'hands-free' device), and it is a condition of employment that the employee
complies with this request.
All
employees are free to be members of a trade union of their choice.
Suffolk
Inter-Faith Resource values the contributions of its employees and will seek wherever
possible to help employees develop new skills so that they may be considered
for promotional opportunities.
Subject
to availability of funding, employees are encouraged to attend seminars,
lectures and other training events in order to keep themselves informed of
matters and skills relevant to their employment. Employees are encouraged to propose to their line manager
training that they feel would be relevant to their employment. Where Suffolk Inter-Faith Resource proposes
or agrees to an employee's suggestion any costs involved will be met by, or
reimbursed by, Suffolk Inter-Faith Resource.
In line
with its commitment, Suffolk Inter-Faith Resource has a separate Training and
Development Policy.
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1. |
Introduction |
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2. |
Definitions |
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3. |
Policy
Statements |
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4. |
Aims
and Objectives |
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5. |
Implementation:
Expectations |
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6. |
Implementation:
Recruitment and Promotion |
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7. |
Implementation:
Interviews and Selection |
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8. |
Implementation:
Training |
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9. |
Enforcement |
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10. |
Monitoring |
1.1 Suffolk Inter-Faith Resource
strives for high standards both as an employer and as a provider of
services. In so doing, we recognise the
need for encouraging diversity and wholeheartedly support a policy of equal
opportunities in all areas of our work and responsibilities.
1.2 This policy provides guidance to
enable all who work with or for Suffolk Inter-Faith Resource to comply with
anti-discrimination legislation. The
policy will also address anti-discrimination issues involving areas that
currently fall outside any legislation.
1.3 Failure to follow the procedures in
the policy may lead to disciplinary or other appropriate action.
1.4 Suffolk Inter-Faith Resource's aims
and objectives will be achieved through action planning, effective monitoring
and a willingness to tackle problems where they arise. Suffolk Inter-Faith Resource is committed to
reviewing this policy on an annual basis.
Through our training, publications, interaction with members and other
activities, Suffolk Inter-Faith Resource will ensure those we work with know
our statements of policy.
1.5 Suffolk Inter-Faith Resource will
regularly review the implementation of its Equality and Diversity Policy and
strategy. Where evidence is found of
ineffectiveness, immediate remedial action will be taken to ensure
implementation.
2.1 Equal Opportunities ensures that
policies, procedures and practice within Suffolk Inter-Faith Resource do not
discriminate against the people within it.
It is about treating people fairly and equally regardless of who they
are, their background or their lifestyle.
2.2 Diversity ensures that all people
are valued as individuals and are able to maximise their potential and
contribution to Suffolk Inter-Faith Resource and to the community. It recognises that people from different
backgrounds can bring fresh ideas and a different approach, which can make the
way we work and learn more fun, more creative, more efficient and more
innovative.
2.3 Direct Discrimination occurs when
an individual is dealt with less favourably on the grounds of race, colour,
nationality, ethnic or national origin or sex.
Also because of, for example, marital status or caring responsibility;
sexual orientation; age; physical, sensory or learning disability; mental
health; political or religious beliefs; class; HIV status; employment status;
unrelated criminal convictions; union activities.
2.4 Indirect Discrimination occurs when
a requirement or condition, which although it applies equally to persons of all
groups, is such that only a considerably smaller proportion of a particular
group can comply with it. Examples: a
rule about clothing that disproportionately disadvantages a racial group cannot
be justified; requiring applicants to have British qualifications.
2.5 Victimisation occurs when an
individual is treated less favourably because that person has asserted rights
under the Sex Discrimination Act, the Race Relations Act or the Disability
Discrimination Act or acted as a whistleblower on such activity. People must be able to act against unlawful
discrimination without fear of reprisals.
2.6 Harassment means repeated,
unreciprocated and unwelcome comments, looks, actions, suggestions or physical
contact which is found objectionable and offensive and which might threaten an
employee or participant or create an intimidating or uncomfortable environment. Harassment can be sexual, racial, directed
against people with disabilities or indeed related to any characteristic
exhibited by the individual. (See
Suffolk Inter-Faith Resource's Harassment Policy for guidance where harassment
has occurred).
2.7 Positive Action refers to measures
taken to assist employees or learners who have been under-represented in
specific areas, to reach a level of workplace knowledge and competencies that
is comparable with 'representative' employees.
These measures would normally take the form of additional training. 'Positive discrimination' at the point of
selection for work is not permissible.
3.1 Suffolk Inter-Faith Resource will
actively encourage diversity to maximise achievement, creativity and good
practice and to bring benefit to individuals and communities.
3.2 Suffolk Inter-Faith Resource
encourages all people it works with and for to contribute to an environment in
which people feel comfortable expressing how they feel and what they need,
knowing they will be treated with respect and that their contribution will be
valued.
3.3 The way we work, train and learn
within Suffolk Inter-Faith Resource reflects both the Mission and Objectives of
Suffolk Inter-Faith Resource and the spirit and intentions of legislation that
outlaws discrimination and promotes equality and diversity.
3.4 Suffolk Inter-Faith Resource will
make reasonable adjustments to working practices, equipment and premises and
offer, where appropriate, additional support to trustees, staff and volunteers
to ensure they are able to take a full and active part in Suffolk Inter-Faith
Resource's work.
3.5 Suffolk Inter-Faith Resource will
endeavour to deliver services in a way that genuinely recognises the importance
of an inclusive society that brings opportunities and access, not barriers to
individuals.
3.6 Suffolk Inter-Faith Resource is an
equal opportunities employer and provider of services. No job applicant, employee, volunteer,
trustee, member or service user should receive less favourable treatment on the
grounds of race, colour, nationality, ethnic or national origin; sex; marital
status or caring responsibility; sexual orientation; age; physical, sensory or
learning disability; mental health; political or religious beliefs; class; HIV
status; employment status; unrelated criminal convictions; union
activities. Nor will such person be disadvantaged by conditions or
requirements which cannot be shown to be justifiable. This principle applies to recruitment, promotion, transfer,
training, benefits, facilities, procedures and all terms and conditions of
employment.
4.1 The aims and objectives of the
Equality and Diversity Policy are:
· To encourage, promote and celebrate
diversity in all our activities and services.
· To ensure equal access to jobs,
volunteer opportunities.
· To ensure compliance with
legislation on discrimination and equality (Disabled Persons (Employment) Acts
1944 & 1958, Sex Discrimination Act 1975, Race Relations Act 1965, 1968
& 1976, Disability Discrimination Act 1995, Human Rights Acts 1998, Data
Protection Act, Race Relations (Amendment) Act 2000, Protection against discrimination
at work on grounds of sexual orientation (2003), Protection against
discrimination at work on grounds of religion or belief (2003)).
· To promote equal opportunities in
other areas not currently covered by legislation. Examples Age, Rural.
· To create environments free from
harassment and discrimination.
· To maximise the use of resources in
the best interests of staff, volunteers and service users.
· To confront and challenge
discrimination where and whenever it arises whether it be between colleagues,
or in any other area relating to Suffolk Inter-Faith Resource's work.
· To make a willingness to accept and
implement this policy to be a necessary qualification for any position in
Suffolk Inter-Faith Resource.
· To ensure, through positive action
and so far as is practicable, that all Suffolk Inter-Faith Resource premises
and services are accessible to all people.
· To ensure that employment and
advancement within the organisation is determined by objective criteria and
personal merit.
5.1 The Trustees of Suffolk Inter-Faith
Resource recognises that passive policies do not provide equality and Suffolk
Inter-Faith Resource will seek to promote equality and diversity within the
following framework of responsibilities.
5.2 Responsibility for implementing and
developing the policy rests with the Trustees.
The overall co-ordinating responsibility for equal opportunities and
management of diversity is delegated to the Equality and Diversity Officer. However, Suffolk Inter-Faith Resource
believes that all who work with or for the organisation have an individual
responsibility: to accept the policy and ensure a personal involvement in its
application; to co-operate actively to ensure that the environment we desire is
a reality. Therefore:
5.3 The Trustees of Suffolk Inter-Faith
Resource expects individuals:
· to co-operate with measures
introduced by the Trustees of Suffolk Inter-Faith Resource to ensure equality
of opportunity, diversity and non discrimination.
· not to harass, abuse or intimidate
any other employee or participant on the grounds of race, colour, nationality,
ethnic or national origin; sex; marital status or caring responsibility; sexual
orientation; age; physical, sensory or learning disability; mental health;
political or religious beliefs; class; HIV status; employment status; unrelated
criminal convictions; union activities.
· to
feel sufficiently confident to inform management if they suspect
discrimination is taking place.
5.4 The Trustees of Suffolk Inter-Faith
Resource expect Line Managers:-.
· to ensure that proper records of
their employment decisions are maintained and regular reviews of their employment practices are carried
out.
· to ensure that grievances are dealt
with in a fair and consistent manner and in line with Suffolk Inter-Faith
Resource's Grievance Policy and Procedure.
· to ensure that individuals within
their remit are aware of their legal responsibilities, and the organisation's
Equality and Diversity Policy.
· to promote actively the benefits of
employee and participant diversity, in employment, services and training.
5.5 The Trustees of Suffolk Inter-Faith
Resource will consult with an Equality and Diversity Adviser. We will invite him/her to:-.
· offer advice and make
recommendations in relation to Equal Opportunities and Diversity and the
implementation of relevant policies and procedures.
5.6 The Trustees of Suffolk Inter-Faith
Resource will appoint an Equality and Diversity Officer who will:-
· ensure that the highest standards
of Equality Opportunities practice are observed in the delivery of Suffolk
Inter-Faith Resource services and undertake training and development
opportunities to ensure that competence is maintained.
· collate and discuss relevant
organisational information and make recommendations to the Executive Officer.
· offer advice and guidance to
members of staff, volunteers and organisations on Suffolk Inter-Faith Resource's Equality and Diversity Policy and
Procedures.
· seek the views and opinions of
employees, volunteers, customers and clients on the operation of the policy in
his/ her locality/ area of responsibility, in particular to meet the diverse
needs of the users.
· ensure that staff are supported in
their roles in regard to the Equality and Diversity Policy and Procedures.
· ensure Trustees and the Executive
Officer are appraised regularly on the state of equal opportunities and
diversity within Suffolk Inter-Faith Resource.
5.7 The Trustees of Suffolk Inter-Faith
Resource will:-
· ensure that the Equality and
Diversity Policy and associated documents are reviewed on an annual basis.
· review and approve policies,
procedures and practices that impact on equal opportunities and diversity
practice.
· facilitate training and discussion
on Equal Opportunities and Diversity issues as appropriate.
· co-ordinate the delivery of an
equality and diversity strategy and action plan.
6.1 Suffolk Inter-Faith Resource
strives to ensure that our trustees, staff and volunteers reflect the wider
community.
6.2 Clear and accurate information on
vacant posts should be available through advertisement, job descriptions,
person specifications and interview. Vacancies
should be advertised sufficiently widely to reach the widest possible range of
candidates, either internal and/or external.
6.3 All recruitment material should not
imply any preferred group, unless a genuine occupational qualification exists
limiting a post to a particular group.
6.4 Applicants will be informed,
through all recruitment material of Suffolk Inter-Faith Resource's commitment
to Equal Opportunities and Diversity and the existence of this policy.
6.5 Person specifications may include
'essential' and 'desirable' requirements that are necessary and
justifiable. Care, and advice where
necessary, is needed to ensure these are not discriminatory.
6.6 Staff and volunteers should be
encouraged to discuss their development and training needs through a process of
regular support and annual appraisals.
6.7 Job titles that are discriminatory
should be avoided.
7.1 In line with the intentions of this
policy, interviewing and selection policies and processes must take care to
reflect the gender, disability and ethnic make up of Suffolk Inter-Faith
Resource when selecting the panel.
7.2 The shortlisting panel will not
select candidates on the basis of the gender, name, possible disability or age
of the candidate.
7.3 The interview panel must take
extreme care not to ask discriminatory questions unrelated to the requirements
of the job, eg race, colour, nationality, ethnic or national origin; sex;
marital status or caring responsibility; sexual orientation; age; physical,
sensory or learning disability; mental health; political or religious beliefs;
class; HIV status; employment status; unrelated criminal convictions; union activities.
8.1 In line with the intentions of this
policy, Suffolk Inter-Faith Resource will not discriminate in the provision of
training courses/ opportunities wherever possible.
8.2 Appropriate training will be
provided to enable trustees, staff, volunteers and Committee members to perform
their jobs effectively. The training
offered will take into account the needs of all people.
8.3 Briefing on this policy will form
part of the Induction Procedure for trustees, staff, volunteers and Committee
members.
9.1 Suffolk Inter-Faith Resource recognises
the need for a continuing commitment to genuine equal opportunities and
diversity within the organisation. The
effectiveness of the policy's aims and objectives can only be judged by how the policy operates in practice.
9.2 Any staff member or volunteer who
feels they have been a victim of unlawful discrimination or unfairly treated in
a way contrary to the intention of this policy should raise the issue through
Suffolk Inter-Faith Resource's established Grievance Procedure.
9.3 Any service user who feels he/ she
has been unfairly treated in a way contrary to the intention of this policy
should make a complaint through Suffolk Inter-Faith Resource's Executive
Officer, who must report any such complaint to the Board of Suffolk Inter-Faith
Resource. If the complaint is about the
Executive Officer, this should be made through the Chairman of the Board of
Suffolk Inter-Faith Resource.
9.4 Any job applicant who believes that
he/ she has been treated unfairly and contrary to the intention of this policy
should raise the issue with the Executive Officer or the Chair of the Board of
Suffolk Inter-Faith Resource.
9.5 All incidents of direct
discrimination are disciplinary offences and will be dealt with under the
Disciplinary Procedure.
9.6 Incidents of indirect
discrimination will be investigated to determine whether they should be dealt
with under the Disciplinary Procedure.
9.7 Incidents of victimisation or
harassment will be dealt with in accordance with Suffolk Inter-Faith Resource's
Harassment Procedure. Where incidents
of victimisation and harassment are proven, the issue will be dealt with under
Suffolk Inter-Faith Resource's Disciplinary Procedure.
9.8 Suffolk Inter-Faith Resource will
not treat lightly or ignore grievances from members of disadvantaged groups on
the assumption that they are over-sensitive about discrimination.
9.9 Any member of staff found to be in
breach of this policy will be subject to disciplinary action in line with the
Standard Terms of Employment.
9.10 Any volunteer found to be in breach
of this policy will be counselled on his/her actions and may, where necessary,
be removed from Suffolk Inter-Faith Resource's volunteer register.
9.11 Any member of any Committee or
working group of Suffolk Inter-Faith Resource found in breach of this policy
will be counselled on his/her actions and may, where necessary, be asked to
leave Suffolk Inter-Faith Resource.
9.12 Any service user found in breach of
this policy will, where appropriate, be counselled on his/her actions and may,
where necessary, be referred back to their organisation or refused future
services from Suffolk Inter-Faith Resource.
10.1 Suffolk Inter-Faith Resource view
the collection/analysis of data is vital in informing change and improving
performance. Where appropriate,
statistics on Suffolk Inter-Faith Resource's services will be collected and
analysed in relation to equality and diversity matters. We will review employee turnover and seek
information on reasons for leaving.
Local and national data or statistics will be used to benchmark our
performance.
10.2 The Trustees will review annually
equality of opportunity relating to Suffolk Inter-Faith Resource services. Recruitment and selection procedures will be
monitored and reviewed annually by the Executive Officer who will report to the
Board of Suffolk Inter-Faith Resource.
All aspects of personnel policies and procedures shall be kept under
review to ensure that they do not operate against the Equal Opportunities
Policy.
10.3 In order to determine the impact of
this policy it is important that a monitoring system be developed which will
measure commitment, progress and effectiveness. The Diversity and Equality Policy will be monitored and reviewed
as follows:
· The policy will be an agenda item
at Suffolk Inter-Faith Resource team meetings.
· The Board of Suffolk Inter-Faith
Resource will undertake an annual policy review. All relevant parties will be encouraged to submit comments for
consideration.
· The review recommendations will be
presented to the next Trustee meeting for their comments and ratification.
10.4 Where it appears that there may
have been or there is a breach of the policy, the Board of Suffolk Inter-Faith
Resource will investigate the circumstances and action will be taken to counter
any proven breach of policy.
10.5 If it is found that the policy is
excluding or discouraging the development of trustees, staff or volunteers or
restricting service users, the Board of Suffolk Inter-Faith Resource should
take positive action to re-adjust the policy.
|
. Equality
and Diversity Adviser. __________________________________________ Tel:__________________ |
|
Monitoring
Arrangements: Date of
local review(s): |
|
Other
Information: |
SUFFOLK
INTER-FAITH RESOURCE is working towards becoming an equal opportunities
employer. All applicants for jobs are
considered only on their ability to contribute to the aims of the charity, not
on the basis of their national or ethnic origin, gender, marital status, sexual
orientation, age, religion or disability.
To help
ensure that our equal opportunities policy is effective, please answer the
questions below. The information you
provide will be used to monitor the overall profile of all the people who
apply. It will only be used for the
selection of individuals in a way that is within the letter and spirit of the
equal opportunities legislation. It
will be treated in the strictest confidence.
Ethnic Origin
|
|
|
|
White
British |
Black
African |
Asian
Bangladeshi |
|
White
English |
Black
Caribbean |
Asian
Chinese |
|
White
Irish |
Black
Other |
Asian
Indian |
|
White
Irish Traveller |
White
and Asian |
Asian
Pakistani |
|
White
Scottish |
White
and Black African |
Asian
Other |
|
White
Welsh |
White
and Black Caribbean |
Other
Asian background |
|
White
Other |
Mixed
Other |
Chinese |
|
Other |
Unknown |
|
Gender
|
|
|
|
|
Male |
|
Female |
|
Age
|
|
|
|
|
|
|
|
|
|
|
16-24 |
|
45-54 |
|
25-34 |
|
55-65 |
|
35-44 |
|
.
Do you
have any disability of which SIFRE should be aware? YES / NO.
Have you
ever been convicted of a criminal offence that is not classed as a spent
conviction as defined by the Rehabilitation of Offenders Act 1974 (as
amended)).
YES / NO.
If yes
please give details:
Organisationally,
Suffolk Inter-Faith Resource aspires to be characterised as 'a well managed,
well resourced organisation' in order to deliver on its Mission Statement. People are the key factor in achieving this - we therefore need to
recruit and retain excellent staff.
Our
Recruitment Policy meets with best practice, but also have the flexibility to
experiment and challenge existing practices.
Fundamental is our commitment to Diversity and Equal Opportunities -
these need to be inherent parts of our approach and processes.
Suffolk
Inter-Faith Resource seeks to recruit high quality, committed and effective
Trustees, Staff and Volunteers using a fair, honest and open process.
We aim
to maintain and develop an organisation whose people are:
· Professional and effective.
· Motivated and fulfilled.
· Knowledgeable and committed.
· Offered support for personal
development.
· Reflective of the communities we
serve.
Suffolk
Inter-Faith Resource will monitor and respond to issues arising from the
recruitment process, particularly in relation to diversity matters.
|
|
Recruitment Activities |
Rationale |
|
1. |
The following papers will be regularly reviewed and kept up to date by the Board of Trustees: · Trustee Role Description and Person Specification. · Trustee skills audit |
To keep up to date with Trustee developments and maintain awareness of skills mix |
|
2. |
At least once per annum the Trustees will review the composition of the Board to assess if there are any vacancies, co-options or skills/experience/knowledge gaps |
To ensure the Trustee Board revisits its purpose and composition |
|
3. |
Recruitment of new Trustees will be managed by a permanent Search Committee, led by the Chairperson of the organisation, with at least one other Trustee as member and supported by the Executive Officer. |
Allocating responsibility for recruitment of Trustees |
|
4. |
The Search Committee will determine and implement: · the best approach to advertising or searching for new Trustees, adhering to the Equality and Diversity Policy. · the best approach to short-listing and interviewing potential trustees. · the selection criteria |
Ensuring recruitment keeps in line with policies |
|
5. |
Selection criteria: · The selection criteria must be applied equally to all candidates and be based on the Role Description and Person Specification. · If the Selection criteria are not met, an appointment should not be made |
Ensuring recruitment keeps in line with policies |
|
6. |
The Search Committee makes recommendations to the Trustee Board, which can confirm or reject recommendations. |
Final responsibility rests with Trustees |
|
7. |
Post interview : · The successful candidate/s should be telephoned as soon as practicable and oral confirmation of acceptance of the post secured. · This should be followed by a written offer to the successful candidate within two working days of oral acceptance with a prompt acceptance reply sought . · The successful candidate's references and other details should be followed up promptly. · The Search Committee or the potential trustee may suggest attending up to two meetings as an observer prior to accepting the appointment. · All other candidates interviewed should be informed promptly and offered feedback on their interview. · Expenses for attending interview can be made |
To ensure that the chosen candidate is secured as soon as possible |
|
|
Recruitment Activities
|
Rationale
|
|
1. |
A Job
Description and Person Specification will be developed for any new post or
significant amendment to an existing post. |
Clarity
of objectives in recruitment and establishing objective benchmarks |
|
2. |
An
Interview Panel will be formed to determine the recruitment strategy for the
post to be filled. The Interview
Panel: · Will report and be accountable to
the Board of Trustees. · Will have at least 2 people, with
3 being the norm. · Will include at least one manager
who will support the process. · Will include a Trustee for any
management post. · Will first determine internal
recruitment process, thereafter will determine the advertising and interview
process. · Will undertake interview s and
make a decision on appointment. · Will report to the Board of
Trustees on any problems or
difficulties encountered. |
Clarity
of processes to be followed by interview
panel |
|
3. |
Internal
and external recruitment: · Existing staff will be informed
of all vacancies by written notice. · Applications from staff/ volunteers
currently in post will be considered for vacancies, subject to the staff/
volunteers having successfully completed their probationary period. · The Interview Panel may determine
that it needs to interview external as well as internal candidates in which
case the vacancy will be publicly advertised in appropriate media. |
Need to
retain knowledge and expertise within the organisation. If an internal applicant is appointed,
must have joined the organisation under full recruitment process |
|
4. |
Short-listing
process: · Short-listing needs to follow the
organisation's best practice in Equal Opportunities. The front 'monitoring' sheet of the
applications should not be viewed by those short-listing. · The Interview Panel will
determine the most appropriate short-listing process in relation to the
status of the post and the number of applications. |
Need to
reduce the number of applications to a realistic number. |
|
5. |
The
interview process needs to fulfil the following criteria: Review
all application forms. · Follow a process that provides
the Panel with the ability to scrutinise individual ability, experience and
knowledge. The Panel determines
whether this involves questions, presentations, tests or other recruitment methods. · Meet the Equality and Diversity
Policy by applying the same process/format to all candidates (but making
allowance/ adaptation for special needs). |
Providing
all candidates with equal opportunity and developing a robust system that
will appoint the best candidate |
|
6. |
Selection
criteria: · The selection criteria must be
applied equally to all candidates and be based on the Job Description and
Person Specification. · If the Selection criteria are not
met, appointment should not be made. |
Providing
all candidates with equal opportunity and developing a robust system that
will appoint the best candidate |
|
7. |
Post
interview : · The successful candidate should
be telephoned as soon as practicable and an oral confirmation of acceptance
of the post secured. · This should be followed by a
written offer to the successful candidate within two working days of oral
acceptance with an acceptance reply sought within the next three working
days. · The successful candidate's
references and other details should be followed up promptly. · All other candidates interviewed
should be informed promptly and offered feedback on their interview. · Expenses for attending interview
can be reimbursed. |
To
ensure that the chosen candidate is secured as soon as possible |
.
This
statement is dated __________________ and sets out particulars of the terms and
conditions on which Suffolk Inter-Faith Resource employs:
Your
period of continuous employment began on the __________________.
Your
contract of employment is a fixed term contract for _______, expiring on
_________________.
All
employees on joining Suffolk Inter-Faith Resource are subject to a three-month
probationary period. During this period
Suffolk Inter-Faith Resource reserves the right to terminate your employment by
giving one weeks' notice of termination.
Your job
title is ______________________________________.
You
should understand that your job title and job description may be amended by Suffolk
Inter-Faith Resource and that you may be called upon to perform additional or
other duties as may reasonably be required by Suffolk Inter-Faith
Resource. The nature of the
organisation and the changing needs of the voluntary sector mean you must be flexible
in your approach to your work in order to meet organisational objectives.
Your
salary will be £_________________ per annum.
This will be subject to review as at the 1st April each year in
accordance with the NJC Salary Scale.
Any pay rise is at the discretion of the Board of the Suffolk
Inter-Faith Resource and, therefore, it does not follow that employees can
expect a pay rise every year, as many factors need to be considered. Staff will be notified of any change to
their salary as soon as is practicable.
Your
salary will be paid calendar monthly in arrears. Payment will be made by cheque which will be normally presented /
posted to you on the 28th day of the month, or the previous working day if the
28th is not a normal working day and each month you will receive an itemised
pay statement.
Suffolk
Inter-Faith Resource reserves the right to recover from you, or deduct from any
sums payable to you, any sums which you may from time to time owe Suffolk
Inter-Faith Resource. Such sums may
include, but are not limited to, any overpayment of salary or expenses, any
holiday taken in excess of your entitlement, or the cost of repairing any
damage to the organisation's property, if such damage was caused, or
contributed to, by you. This list is
illustrative rather than exhaustive.
The
working week for full-time employees is 37.5 hours per week. Your contract is for ____ hours per week.
Your
hours of work are to be agreed with your line manager.
You will
be entitled to one hour for lunch to be taken at a time to be agreed with your
line manager. With the agreement of
your line manager the lunch period on any day may be reduced and your finishing
time adjusted correspondingly on that day.
You are
required to complete and submit a weekly time sheet to your line manager.
You may
be required to work overtime in accordance with the requirements of the
organisation when circumstances demand.
It may also be necessary to alter your hours of work generally if there
is a genuine business need for this, in order to provide a full and effective
service. In the case of extra hours
being worked, or your being required to work outside of your usual hours, time
off in lieu (TOIL) will be granted. All
TOIL must be taken within two months of when it was accrued and be approved by
the line manager. To ensure operational
efficiency/ minimum staffing levels are maintained, the line manager has
authority to extend this period to four months from accrual.
The
organisation's Holiday Year runs from the 1st April to 31st March each year.
The
basic holiday entitlement for full time employees is 20 days* fully paid per
annum plus 8 fully paid bank holidays which must normally be taken on their due
dates.
Employees
will be expected to take 3 days of their annual leave at Christmas when the
SIFRE Centre is closed.
The
basic holiday entitlement for part time employees is 20 days* fully paid per
annum reduced pro rata to the hours worked.
Fractions of days will be rounded up to the nearest half-day.
Part
time employees shall be given time off on bank holidays when these fall on
their working days.
Part
time employees not normally working on bank holidays will be entitled to time
off in lieu which will be calculated on the basis of a fraction of the (in most
years) eight bank holidays. Fractions
of days will be rounded up to the nearest half-day.
Part
time employees will be expected to take 3 days of their annual leave at Christmas,
reduced pro rata to the hours worked, when the SIFRE Centre is closed.
*This
entitlement increases by one day for each completed year of service, to a
maximum of an additional five days. An
employee commencing employment in the first 6 months of the holiday year will
be entitled to an extra half day annual leave entitlement in the following
Holiday Year. This entitlement will be
carried forward until the maximum five extra days have been earned.
All
leave granted complies with the Working Time Regulations 1998. All new employees are entitled to holidays
on a pro-rata basis according to the hours worked. You are advised in particular that you should not book a holiday without
first agreeing the holiday dates with your line manager. Should you fail to do so, you may be
required to cancel such holiday and you should understand that the organisation
will not be liable for any expense or inconvenience caused.
You are
required to be available for work during your normal working hours and you must
make every effort to attend work. In
order to minimise disruption you are requested, where possible, to make dental,
medical or hospital appointments in your own time.
If you
are absent on account of sickness or injury you, or someone on your behalf if
you are unable to, should ring your line manager before 10.00am on the first
working day of absence. You should
indicate the nature of, and the likely duration of, your sickness. Thereafter you should keep your line manager
updated as to the current position.
For any
absence due to sickness or injury you will be required to provide a sickness
self-certification form if the absence is for less than seven calendar
days. If the illness continues after
the seventh day you should forthwith submit a medical certificate from a
registered medical practitioner. On
returning to work you may be required to submit a medical certificate of your
fitness to work, and you may be required to undergo a medical examination,
before you recommence work. Because of
the rules relating to the payment of Statutory Sick Pay (SSP) (see below) it is
important that your medical certificate indicate actual days of sickness, even
if they are sometimes days when you would not have worked, e.g. weekends and public holidays.
You
should understand that should you fail to comply with the organisation's
sickness policy and procedures, the organisation reserves the right to deduct
statutory sick pay and any contractual pay.
You should further note that a failure to comply with any of these
procedures could render you liable to disciplinary action. Should you be absent due to sickness or
injury over an extended period, the organisation will regularly review such
absence, and it may be necessary to terminate your employment.
After
successful completion of your probationary service period, sickness benefit
will be paid in accordance with the terms below. These payments incorporate SSP (see below):
|
|
Full
Pay |
Half
Pay |
|
First
year of service |
Up to
4 weeks |
Subsequent
2 weeks |
|
Subsequent
years |
Up to
8 weeks |
Subsequent
4 weeks |
.
Any
previous period of sickness in respect of which benefit has been paid within
the previous 12 months preceding the first day of a new period of absence will
be applied against the above limits for the new period of absence.
When
sickness under these provisions occurs during a period of annual holidays you
will be credited with the equivalent days annual leave to be taken at another
time, provided a medical certificate covering the relevant period is produced
from a registered medical practitioner.
In cases
where either your doctor, or one appointed by the organisation, indicates that
a phased return to work following a period of sickness is appropriate, which
involves you working something less than your contracted hours, then full pay
may be given at the discretion of the Executive Officer. Such an arrangement, if agreed, will only be
for a maximum period of 28 days.
Any
continuation of sick pay beyond these limits will be on the recommendation of
the Executive Officer to the Board who must ratify it; they may request a
medical examination to be carried out by a registered medical practitioner
appointed by them.
The
organisation makes payments in accordance with the government's Statutory Sick
Pay scheme "SSP". In order to
obtain SSP you must follow the notification procedures detailed above.
The
Disciplinary Procedure applying to your employment is set out in the Staff
Handbook.
Any
grievance relating to your employment should be taken up in accordance with the
procedure set out in the Staff Handbook.
Your
principal base for work will be at the SIFRE Centre, 75 Grimwade Street,
Ipswich. However, it may be necessary
from time to time for staff to carry out their duties wherever the requirements
of the organisation reasonably dictate.
You will
be entitled to any statutory maternity leave and pay for which you
qualify. You will be entitled to claim
ordinary maternity leave and pay from the commencement of your employment. After twelve months service, you will be
entitled to additional maternity leave.
When you receive medical confirmation that you are pregnant, you should
immediately notify the Executive Officer of this and provide a medical
certificate confirming this. This is in
order for the organisation to carry out a proper risk assessment in accordance
with the Management of Health and Safety at Work Regulations 1999. Further details are set out in the Staff
Handbook.
You are
also entitled to other types of family leave, namely paternity leave, flexible
working, adoption leave, parental leave and dependency leave. These are fully explained in the Staff
Handbook.
The
organisation appreciates that it may be necessary at times to release staff for
the purposes of fulfilling public duties, such as service as a Parish or
District Councillor, Jury Service etc.
Where such leave is granted, this will be at the absolute discretion of
the employer. Requests must be made in
writing, and agreed in writing in advance.
You should note that service in the Territorial Army would not be
classed as being in this category of leave, and service involving normal working
days must be taken as allocated annual leave.
It is
the policy of the organisation to fully comply with all legislation relating to
computers and data protection. It is
therefore important that employees' minimise exposure to legal risk through
careless practices with regard to the use of data, or inappropriate or illegal
use of software.
Computers
should only be used by you to perform your job function effectively. You are authorised to use systems and
programmes relevant to your post.
Personal
use of the organisation's computers and email facility is restricted as set out
in the organisation's Computers and E-mail Policy, a copy of which will be
provided.
You
should not under any circumstances use the email system to transmit any material
that is offensive or obscene, untrue or malicious, in breach of copyright, or
defamatory. You should understand that
any such use of the email system is likely to result in dismissal for gross
misconduct. You should further
recognise that messages sent over the email could give rise to legal action
against the organisation. You should
note that breach of confidentiality could arise from transmission of messages
via the email system.
You must
comply with all appropriate health and safety legislation including the
provisions of the Health and Safety at Work Act 1974 (and associated
legislation). SIFRE’s premises, staff
and volunteers are subject to the Health and Safety Policies of Suffolk
College If health and safety policies,
procedures or information are not understood, or need clarification, this
should be made known to the Executive Officer who if necessary will consult
with the College’s Fire and Safety Officer.
Should
you be incapable of performing your duties as a result of disability or injury
caused by the negligence of a third party, the organisation shall be entitled
to recover any losses in terms of salary from any compensation or damages claim
successfully brought by you.
As an
employee of the organisation you are eligible for membership of the
organisation's stakeholder pension scheme "The Scheme", or you may
elect to continue with, or to take out, your own Personal Pension Plan.
The
organisation will not make a contribution to any pension arrangement during an
employee's probationary period of service.
On satisfactory completion of your probationary period of service you
will be entitled to a 6% employer's pension contribution.
If you
wish to join The Scheme, or after six months service wish to claim the
employer's pension contribution, you should seek a meeting with the Executive
Officer.
In the
event that you elect to make contributions to a pension arrangement,
appropriate deductions can be made from your salary and you hereby consent to
those deductions being made.
There is
no Contracting Out Certificate in force in respect of your employment.
The
normal retirement age for this post is 65 years, but you may apply to work
beyond the age of 65 under certain circumstances. You should make the request no later than 6 months before the
normal retirement date, and the organisation has the right to agree or not at
its absolute discretion. This applies
to both male and female members of staff.
The effective date of the termination shall be the employee's 65th
birthday unless a request to defer the normal retirement date has been agreed.
Notice
to be given by the employer following a satisfactory probationary period:
|
Up to
4 years service: |
1
month. |
|
Over 4
years service: |
1
additional week for each complete year of service up to 12 years. |
|
|
|
|
Employee
Notice: |
1
month written notice except in the case of the Executive Officer who should
give notice comparable to that required, which is 3 months. |
This
Statement of Terms and Conditions of Employment is issued in accordance with
Section 1 of the Employment Rights Act 1996 (as amended) and any changes or
amendments to this Statement will be notified to you at least 28 days before
they are due to take effect. Any
changes to the Staff Handbook, which also forms part of the Contract of
Employment, will also be notified to you at least 28 days before any change is
brought into effect.
A copy
of the Staff Handbook is attached. If
you have any queries concerning the Handbook or your Contract of Employment you
should discuss them with your line manager.
I
acknowledge receipt of this Statement and accept the contents thereof and
confirm that I have read and fully understand the contents of the Staff
Handbook.
|
Signed. |
Signed |
|
Empoyee |
Company
Secretary or other Board Member for and on Behalf of the Board of Suffolk
Inter-Faith Resource |
|
Date |
Date |
.
Many
voluntary and community organisations use local authority (NJC) pay scales.
Agreement
has been reached on local authority pay with effect from 1 April 2004 for the
three years to 31 March 2007. The
increase on all scale points of 2.75% from 1 April 2004, 2.95% from 1 April
2005, and 2.95% (or the RPI (retail price index) at October 2005, whichever is
the higher) from 1 April 2006.
The
rates from 1 April 2004 and 1 April 2005 are listed below. Given that the rates of pay and allowances
applicable from 1 April 2006 may be subject to the RPI at October 2005, those
rates will be published nearer that time.
Note:
The NJC stopped assigning scales to the spinal column several years ago. These are published for reference only.
Scale
|
Spinal Column Point
|
1 Apr 04
|
1 Apr 05
|
|
Scale
|
Spinal Column Point
|
1 Apr 04
|
1 Apr 05
|
|
Scale 1 |
4 |
£10,560 |
£10,872 |
|
Scale 6 |
26 |
£19,713 |
£20,295 |
|
|
5 |
£10,809 |
£11,127 |
|
|
27 |
£20,370 |
£20,970 |
|
|
6 |
£10,962 |
£11,286 |
|
|
28 |
£21,033 |
£21,654 |
|
|
7 |
£11,316 |
£11,649 |
|
SO1 |
29 |
£21,867 |
£22,512 |
|
|
8 |
£11,673 |
£12,018 |
|
|
30 |
£22,599 |
£23,265 |
|
|
9 |
£12,027 |
£12,381 |
|
|
31 |
£23,313 |
£24,000 |
|
|
10 |
£12,279 |
£12,642 |
|
SO2 |
32 |
£24,000 |
£24,708 |
|
|
11 |
£13,071 |
£13,458 |
|
|
33 |
£24,708 |
£25,437 |
|
Scale 2 |
12 |
£13,344 |
£13,737 |
|
|
34 |
£25,407 |
£26,157 |
|
|
13 |
£13,701 |
£14,106 |
|
PO |
33 |
£24,708 |
£25,437 |
|
Scale 3 |
14 |
£13,953 |
£14,364 |
|
|
34 |
£25,407 |
£26,157 |
|
|
15 |
£14,244 |
£14,664 |
|
|
35 |
£25,938 |
£26,703 |
|
|
16 |
£14,586 |
£15,015 |
|
|
36 |
£26,625 |
£27,411 |
|
|
17 |
£14,931 |
£15,372 |
|
|
37 |
£27,372 |
£28,179 |
|
Scale 4 |
18 |
£15,225 |
£15,675 |
|
|
38 |
£28,173 |
£29,004 |
|
|
19 |
£15,795 |
£16,260 |
|
|
39 |
£29,100 |
£29,958 |
|
|
20 |
£16,371 |
£16,854 |
|
|
40 |
£29,865 |
£30,747 |
|
|
21 |
£16,968 |
£17,469 |
|
|
41 |
£30,654 |
£31,557 |
|
Scale 5 |
22 |
£17,409 |
£17,922 |
|
|
42 |
£31,434 |
£32,361 |
|
|
23 |
£17,922 |
£18,450 |
|
|
43 |
£32,217 |
£33,168 |
|
|
24 |
£18,507 |
£19,053 |
|
|
44 |
£33,009 |
£33,984 |
|
|
25 |
£19,092 |
£19,656 |
|
|
45 |
£33,750 |
£34,746 |
|
|
|
|
|
|
|
46 |
£34,566 |
£35,586 |
|
|
|
|
|
|
|
47 |
£35,358 |
£36,402 |
|
|
|
|
|
|
|
48 |
£36,147 |
£37,212 |
|
|
|
|
|
|
|
49 |
£36,921 |
£38,010 |
.
In order
to deliver its services, Suffolk Inter-Faith Resource employs individuals from
the Faith Communities as Faith Tutors on an as needed basis.
Following
consultation, tutors will be issued with a letter of appointment for each
assignment they are asked to undertake together with a claim form which must be
return to the Executive Officer who will then arrange for payment.
Tutors
will be paid at the prevailing rate for actual contact time and will be
recompensed for all out of pocket and travel expenses incurred. Supporting receipts must be provided. HM Revenue and Customs view these travel
expenses as taxable income but SIFRE will enhance the claims of those who pay
tax such that they receive the full rate.
Payment will be by cheque, normally issued on the 28th of the
month.
Tutors
are subject to the general conditions of staff employment except that: tutors
are not eligible for holidays; bereavement, maternity, paternity, parental or
dependent leave. Neither are they
eligible for holiday and sickness and injury pay.
Before
being allocated any assignments, tutors will be asked to sign a tutor agreement
outlining the commitment and expectations of Suffolk Inter-Faith Resource and
the role or specific tasks that the tutor will be contracted to undertake. A representative of Suffolk Inter-Faith
Resource will also sign this agreement.
The agreement will be deemed to be a contract between Suffolk
Inter-Faith Resource and the tutor.
Tutors will also receive a copy of the Tutor Induction Pack to keep and
refer to when necessary.
The
tutor policy is guided by the following principles. The organisation and its
tutors will follow this policy:
· All tutors are expected to be
either members or associates of SIFRE
· All tutors will sign the tutor
agreement.
· The tutor's role with be clearly
explained and mutually agreed.
· The organisation will provide
induction, information, training and support to its tutors appropriate to their
role.
· The organisation will, whenever
possible, give tutors work that is satisfying and appropriate to their
expertise.
· Tutors have the right to express
their views within the organisational structure.
· Tutors and staff will work together
within the organisation's rules, policies and procedures.
· Tutors and staff will treat each
other with respect and courtesy.
· The organisation is committed to
equal opportunities in relation to the recruitment, selection and involvement
of tutors.
Suffolk
Inter-Faith Resource is a voluntary organisation and volunteers are at the
heart of its structure - as trustees, committee members and workers. The contribution of volunteers to the work
of Suffolk Inter-Faith Resource is especially valued and respected.
Volunteers
increase our capacity to fulfil our mission statement and deliver on our
objectives. They keep the organisation
in touch with our purpose and provide a wide range of relevant skills and
perspectives that improve the work we do.
This
policy, which is supported by our volunteers, sets out how Suffolk Inter-Faith
Resource intends to support its volunteers.
Suffolk
Inter-Faith Resource recognises three different types of volunteers.
These
are people who volunteer at events such as Forum of Faiths meetings and social
events or help with projects, for example by helping with looking after the
Centre and its garden when necessary.
They volunteer occasionally,
perhaps a few times a year.
These
are people who take on a particular task, on an ongoing basis. Regular volunteers include those undertaking
administrative work.
These
people hold positions of responsibility and have been elected by members of the
organisation or selected on the basis of their skills and experience.
The
volunteer policy is guided by the following principles:
· The organisation and its volunteers
will follow this policy.
· All regular volunteers, Trustees
and committee members will sign the volunteer agreement.
· The organisation recognises that
volunteers donate their time. Their
contribution should be mutually agreed.
· The volunteer's role with be
clearly explained and mutually agreed.
· The organisation will provide
induction, information, training and support to its volunteers appropriate to
their volunteer role.
· The organisation will, whenever
possible, give volunteers work that is satisfying and appropriate to their
interest.
· Volunteers have the right to
express their views within the organisational structure.
· Volunteers and staff will work
together within the organisation's rules, policies and procedures.
· Volunteers and staff will treat
each other with respect and courtesy.
· The organisation is committed to
equal opportunities in relation to the recruitment, selection and involvement
of volunteers.
Regular
volunteers, trustees and committee members will be asked to sign a volunteer
agreement outlining the commitment and expectations of Suffolk Inter-Faith
Resource and the role or specific tasks that the volunteer has offered to
undertake. A representative of Suffolk
Inter-Faith Resource will also sign this agreement. The agreement is by no means a contract; it is simply a guideline
to help the volunteer feel supported and clearer about their
responsibilities. Volunteers will also
receive a copy of the Volunteer Induction Pack to keep and refer to when
necessary.
Volunteers
will be reimbursed travel and other approved expenses when allowed by Suffolk
Inter-Faith Resource's Expenses Policy.
To claim expenses, supporting receipts must be provided.
Suffolk
Inter-Faith Resource is committed to good practice when supporting its tutors
and volunteers. Detailed information on
how the organisation supports its tutors and volunteers can be found in the
Tutor and Volunteer Induction Packs.
Suffolk
Inter-Faith Resource will make ongoing efforts to recruit tutors and volunteers
who match appropriate needs. This
selection process will be based on the skills and interest of the tutor or
volunteer and the current needs of the organisation.
Tutors
and volunteers will receive an appropriate induction, which will include
information on the aims, background and organisational framework of the
organisation. Additional information
will be provided to help the tutor or volunteer in their work. Suffolk Inter-Faith Resource will strive to
make the information sessions accessible and relevant to local needs. Opportunities to develop knowledge and
skills will also be provided as appropriate.
Tutors
and volunteers will be supported and supervised by a named contact person who
may be a member of staff or another approved person. This person will provide the tutor or volunteer with feedback on
their work, the opportunity to discuss future work and a chance to discuss any
issues that may arise.
Suffolk
Inter-Faith Resource will, as far as is practical, care for the health, safety
and welfare of its tutors and volunteers.
Tutors and volunteers will be provided with copies of relevant health
and safety procedures and receive appropriate support and training.
Tutors
and volunteers will be given opportunities to express their views about issues
concerning the organisation and its work.
You can also give us feedback through your appointed supervisor.
Tutors
and volunteers will be covered by the organisation's insurance policy while
engaged in approved work for Suffolk Inter-Faith Resource.
All
tutors and volunteers are required to make a commitment to equal
opportunities. Volunteers will be
provided with a copy of Suffolk Inter-Faith Resource's equal opportunities policy
and will be supported in its practice.
Tutors
and volunteers will be asked to sign a confidentiality agreement and follow its
principles.
Tutors
and volunteers will have access to personal information about some
individuals. Some tutors and volunteers
will also hold information about, for example, financial and personnel
matters. The organisation needs to be
able to trust its tutors and volunteers with such information, which is
confidential. However, tutors or
volunteers suspecting mistreatment or abuse of a tutor, volunteer, staff member
or client should discuss the matter with their supervisor. This person will make an informed decision
on what needs to be done.
Suffolk
Inter-Faith Resource aims to identify and resolve problems at the earliest
possible stage. A Grievance Procedure
has been drawn up for dealing with complaints by tutors and volunteers. Where the actions of a tutor or volunteer
warrant serious concern, the Disciplinary Procedure may be used and appropriate
action taken.
This
agreement is intended to indicate the seriousness with which we treat our
tutors. The intention of the agreement
is to assure you both of our deep appreciation of your services and to indicate
our commitment to do the very best we can to make your tutoring experience here
a productive and rewarding one.
We, THE
BOARD OF SUFFOLK INTER-FAITH RESORCE (the organisation), agree to accept.
the
services of _________________________________ (tutor) beginning on ______________.
and
commit to the following:
1
To provide adequate
information, training and assistance for the tutor to be able to meet the
responsibilities of their tutor job.
2
To ensure satisfactory
supervisory support to the tutor and to provide feedback on performance.
3
To respect the skills,
dignity and individual needs of the tutor, and to do our best to adjust to
these individual requirements.
4
To be receptive to any
comment from the tutor regarding ways in which we might mutually better
accomplish our respective tasks.
5
To treat the tutor as
an equal partner with the organisation's staff, jointly responsible for
completion of the organisation's goals and the fulfilment of its mission.
I agree
to serve as a tutor and commit to the following:
1
To perform my tutor
duties to the best of my ability.
2
To adhere to the
organisation's rules and procedures, including record-keeping requirements and
confidentiality of organisation and client information.
3
To meet time and duty
commitments, except in exceptional circumstances.
4
To inform my line
manager as soon as possible if I am unable to fulfil any commitment so that
alternative arrangements can be made.
This
agreement is constitutes a legally binding contract between us but may be
cancelled at any time at the discretion of either party.
Signed:
______________________________ _______________________________.
Tutor Line
Manager
Date:
____________________ Date:
___________________.
This
agreement is intended to indicate the seriousness with which we treat our
volunteers. The intention of the
agreement is to assure you both of our deep appreciation of your services and
to indicate our commitment to do the very best we can to make your volunteer
experience here a productive and rewarding one.
We, THE
BOARD OF SUFFOLK INTER-FAITH RESORCE (the organisation), agree to accept.
the
services of _________________________________ (volunteer) beginning on ______________.
and
commit to the following:
6
To provide adequate
information, training and assistance for the volunteer to be able to meet the
responsibilities of their volunteer job.
7
To ensure satisfactory
supervisory support to the volunteer and to provide feedback on performance.
8
To respect the skills,
dignity and individual needs of the volunteer, and to do our best to adjust to
these individual requirements.
9
To be receptive to any
comment from the volunteer regarding ways in which we might mutually better
accomplish our respective tasks.
10
To treat the volunteer
as an equal partner with the organisation's staff, jointly responsible for
completion of the organisation's goals and the fulfilment of its mission.
I agree
to serve as a volunteer and commit to the following:
5
To perform my volunteer
duties to the best of my ability.
6
To adhere to the
organisation's rules and procedures, including record-keeping requirements and
confidentiality of organisation and client information.
7
To meet time and duty
commitments, except in exceptional circumstances.
8
To inform my line
manager as soon as possible if I am unable to fulfil any commitment so that
alternative arrangements can be made.
Signed:
______________________________ _______________________________.
Volunteer Line
Manager
Date:
____________________ Date:
___________________.
This
agreement is not a legally binding contract between us and may be cancelled at
any time at the discretion of either party.
Neither of us intend any employment relationship to be created, either
now or at any time in the future.
1. When it is both operationally
appropriate to Suffolk Inter-Faith Resource and acceptable to the member of
staff, some members of staff will work from home.
2. In the case of a new member of
staff, the requirement to work from home will be recognised in the Job
Advertisement and the Terms and Conditions of Employment.
3. In the case of an existing member of
staff when there is a requirement that their place of work will be home,
revised Terms and Conditions will be issued which reflect the new place of
work.
4. The decision for a member of staff
to work from home will be made by the Executive Officer and will be confirmed
in writing to the member of staff. A
copy of this approval will kept on the member of staff's personnel file.
5. From time to time other staff may
work at home on "an odd day basis", with the agreement of the
Executive Officer.
6. For both these circumstances the
arrangements will be different, as described in the schedules.
7. Arrangement to work from home will
be subject to health and safety inspections by Suffolk Inter-Faith Resource
. Inspections will only be of the area
where Suffolk Inter-Faith Resource work
is undertaken. Any legal notices
required will be provided.
8. In setting up an office at home, a
written agreement with the Executive Officer will be drawn up to record the details
of what has been provided in terms of equipment and maintenance
agreements. See Appendix.
9. Staff working from home are subject
to the same conditions of employment as other staff in respect of reportable
absences and holiday arrangements.
10. Where Suffolk Inter-Faith Resource equipment is made available for
office use in a member of staff's home there are potential tax
implications. The basic principle for
tax purposes is that any profit element from the reimbursement is taxable. To this end costs should be reimbursed in
the form of expenses, supported by receipts, rather than in the form of round
sum allowances. The submission of
receipts not only the expense claimed, allows Suffolk Inter-Faith Resource to reclaim the VAT element, if applicable.
11. Any software used by staff working from home must be licensed and
in line with Suffolk Inter-Faith Resource
policy. The Executive Officer
will be responsible for ensuring that these conditions are met.
Item
|
Working from Home on a
permanent basis
|
Working from Home from
time to time
|
|
Equipment |
Property of Suffolk
Inter-Faith Resource
Suffolk
Inter-Faith Resource is responsible
for repairs and maintenance. See note
1. Property of member of
staff
Either
Suffolk Inter-Faith Resource pays the
member of staff £5.00 per week to cover maintenance and wear and tear of the
equipment over a 3 year basis or Suffolk Inter-Faith Resource purchases the machine from the member of
staff at an agreed market price. See
note 3. |
Staff
member is responsible for equipment installation and costs. See note 2. |
|
E-mail
& Internet |
If
agreed the cost of providing and installing an e-mail and/or internet
facility will be approved by the Executive Officer. |
Not
applicable |
|
Fax |
A fax
line and equipment will be paid for by Suffolk Inter-Faith Resource if it is
agreed that one may be installed. If
an employee wishes to use their own equipment, they may claim the cost of any
fax transmissions through their expenses.
This claim must be supported by a bill. Payment of bills should be claimed through expenses, less any
personal charges. See Note 4. |
This
will not be paid for. If it is
necessary to use a personal fax for business use, then the cost of any faxes
claimed through expenses, covered by a copy of the bill. |
.
Item
|
Working from Home on a
permanent basis
|
Working from Home from
time to time
|
|
Telephone |
Suffolk
Inter-Faith Resource will pay for a
business line. This arrangement is
separate from the employee's own line.
See Note 5. Payments of bills
should be claimed through expenses. |
If
necessary to use a personal line for business use then the cost of any calls
may be claimed through expenses, covered by a copy of the bill. |
|
Office
Furniture |
Where
no appropriate furniture is available, the employee can agree an amount with
the Executive Officer to purchase a desk, office chair and filing
cabinet. This should be obtained
locally and covered by receipts. This
can be claimed through expenses. If
there are difficulties in obtaining office furniture this should be discussed
with the Executive Officer. Any other
equipment that is needed for the home office should be agreed with a cost
limit by the Executive Officer before purchase. |
|
|
Stationery |
Stationery
to be ordered through main Office.
Small items can be purchased locally.
These can be claimed through expenses, to be covered by a receipt. |
If
stationery is required, this can be taken from the main office with the
appropriate authorisation. |
|
Insurance |
Individual
All
employees are covered by the Employer's Liability Insurance where it has been
agreed by the Executive Officer that they can work from home. Equipment
All
Suffolk Inter-Faith Resource property
is insured under Suffolk Inter-Faith Resource 's policy. It is advisable that the member of staff
informs their own insurance company that they are working from home and the
equipment used is insured separately. |
Individual |
.
Item
|
Working from Home on a
permanent basis
|
Working from Home from
time to time
|
|
Health
and Safety |
The
employee has a responsibility to ensure that they provide and work in safe
conditions. Any necessary legal
notices will be provided by Suffolk Inter-Faith Resource. From
time to time the "office space" will be subject to health and
safety inspection. No other home area
will be inspected. If
such an inspection proves to be unsatisfactory, the employee and line manager
will agree the appropriate action that needs to be taken to ensure the safety
of the employee. If any costs are
incurred in the improvement of the office this will be the responsibility of
Suffolk Inter-Faith Resource . |
Not
applicable |
|
Heating
and Lighting |
Suffolk
Inter-Faith Resource will pay a maximum of £1.50 per week towards heating and
lighting costs. This cost should be
claimed through monthly expenses. See
Note 6. |
Not
applicable |
|
Security |
A member
of staff should not arrange to meet a visitor who is not known to them in
their own home. A neutral meeting
place should be organised. If a cost
is incurred this should be claimed through expenses, covered by a receipt. |
A
staff member should not arrange to meet a visitor not known to them in their
home. A neutral meeting place should
be used. Any costs incurred can be
claimed with a receipt. |
|
Post |
Although
the Terms & Conditions of Employment will state the employee's home
address as the place of work, they may not wish to openly use this. They can: 7. Use a PO Box number. Details to be arranged with Executive
Officer. 8. Mail may be sent to the main
office where it will be forwarded to the home address. 9. Postage costs may be claimed
through expenses, to be covered by a receipt. |
Not
applicable |
|
Travelling
expenses |
Expenses
may be claimed from the home address, which is the recognised work place if
an employee is visiting a separate location or attending a meeting. |
Not
applicable |
|
Hospitality |
If an
employee is meeting a visitor at a separate location, costs of providing
refreshments will be met. |
If an
employee is meeting a visitor at a separate location, costs of providing
refreshments will be met. |
.
Where an
asset is made available which is primarily for office use but which from time
to time may be used privately, a taxable benefit arises of 20% of market value
(when first made available) x private use %.
The tax charge will be the above value at the employee's marginal rate
tax rate.
If there
is no private use then there is no tax charge.
If an
employee owns the equipment which is used for work purposes. Capital allowance can be claimed against the
personal tax charge of 25% of the original value (less 25% per year compound) x
business use %. The proportion of
business vs personal use will have to be justifiable.
£5.00
per week assumes cost of replacement computer equipment @ £1000.00, over 3
years and 75% usage for Suffolk Inter-Faith Resource work. This fixed rate
must be able to be demonstrated as reasonable in relation to the type of
machine and renewal period.
Private
use of fax is taxable.
Suffolk
Inter-Faith Resource can only play for
a dedicated line if it is an additional line.
The
fixed rate of £1.50 per week is considered to be a reasonable amount. Any access of heat and lighting
reimbursements above justifiable costs is taxable.
Where a
member of staff is working from home all week due to the nature of the post,
these costs may need to be adjusted.
Each case will be considered separately.
|
NAME
OF EMPLOYEE |
|
|
ADDRESS
OF EMPLOYEE |
|
|
POST |
|
|
POSITION
OF. RESPONSIBLE
PERSON |
|
.
The following
equipment and services have been provided (delete as appropriate):
PC YES/
NO.
Printer YES/
NO.
Modem YES/
NO.
Desk YES/
NO.
Chair YES/
NO.
Filing
cabinet YES/
NO.
Telephone YES/
NO.
Fax YES/
NO.
Postal
Services - PO Box Number YES/ NO.
Any
other arrangements as agreed, please list below:
EMPLOYEE
..........................….......................... DATE………...............
LINE
MANAGER ............................................... DATE...........………....
1. All new trustees will be inducted
as soon as possible after commencing in post.
2. All new employees will be inducted
on first day and ongoing induction will continue for a period of three months.
3. New trustee induction will be the
responsibility of the Chairman of the Board of SIFRE.
4. New employee induction will be
arranged by the line manager in consultation with the Executive Officer.
5. Trustee induction will follow the
trustee induction check list.
6. Employee induction will follow the
staff induction check list.
7. Tutor induction will follow the
tutor induction check list
8. Volunteer induction will follow the
volunteer induction check list.
|
Name of
New Employee: |
|
|
Date of
commencement: |
|
|
Date of
completion: |
|
|
Name of
person responsible for the Induction: |
|
ISSUE
|
COMMENTS
|
Staff
Signature
|
Inductor
Signature
|
Personnel Issues
|
|
|
|
|
Salary
and Pay Arrangements |
|
|
|
|
Provision
of details - NI, Bank Details, P45 etc |
|
|
|
|
Conditions
of employment received, understood & signed |
|
|
|
|
Hours |
|
|
|
|
Time
Sheets |
|
|
|
|
Holiday
Entitlement / holiday records and bookings |
|
|
|
|
Pension |
|
|
|
|
Claiming
expenses |
|
|
|
Building Issues
|
|
|
|
|
In/Out
Board |
|
|
|
|
Tour of
premises |
|
|
|
|
Location
of other staff/volunteers |
|
|
|
|
Tea /
coffee arrangements |
|
|
|
|
Location
of equipment and stationery |
|
|
|
|
Booking
procedures for rooms and equipment |
|
|
|
|
First
Aid Box and Accident Book & nominated persons |
|
|
|
|
Fire
procedure and equipment |
|
|
|
ISSUE
|
COMMENTS
|
Staff
Signature
|
Inductor
Signature
|
|
Security
alarm |
|
|
|
|
Last
Out/First In Procedures |
|
|
|
|
Where to
park |
|
|
|
|
Telephone
system/protocol |
|
|
|
Overview of Organisation
|
|
|
|
|
Explanation
of Aims and Objectives |
|
|
|
|
Explanation
of activities |
|
|
|
|
Explanation
of organisational structure |
|
|
|
|
Governance/Trustees/Committees |
|
|
|
|
Copy of
latest Annual Report |
|
|
|
|
Copy of
latest Business Plan |
|
|
|
|
Copies
of relevant brochures |
|
|
|
|
Copies
of latest publications |
|
|
|
|
Website |
|
|
|
|
Introductions
to staff/volunteers |
|
|
|
|
Roles of
staff members and volunteers |
|
|
|
|
Introductions
to relevant committees |
|
|
|
|
Membership
information |
|
|
|
.Policies &
Procedures.
|
All to be read and
understood.
|
|
|
|
Confidentiality
policy |
|
|
|
|
Data
protection policy |
|
|
|
|
Dress
code |
|
|
|
|
E-mail
policy |
|
|
|
ISSUE
|
COMMENTS
|
Staff
Signature
|
Inductor
Signature
|
|
Employee
Exit Strategy |
|
|
|
|
Equality
and Diversity policy |
|
|
|
|
Grievance
and Disciplinary policy and procedures |
|
|
|
|
Harassment
policy and procedures |
|
|
|
|
Health
and Safety policy |
|
|
|
|
Induction
policy |
|
|
|
|
Leave
policy |
|
|
|
|
Lone
Working policy |
|
|
|
|
Training
policy |
|
|
|
|
Working
from Home policy |
|
|
|
|
Other
policies and procedures |
|
|
|
|
IT
equipment |
|
|
|
|
Post |
|
|
|
Job and Work Programme
|
|
|
|
|
Job
description |
|
|
|
|
Line
management |
|
|
|
|
Appraisal
and supervision |
|
|
|
|
Accountability |
|
|
|
|
Budgets |
|
|
|
|
Staff/volunteers
you will be working with working with |
|
|
|
|
Committees
you will be working with |
|
|
|
|
People
outside the organisation you will be working with |
|
|
|
|
Team
meetings |
|
|
|
ISSUE
|
COMMENTS
|
Staff
Signature
|
Inductor
Signature
|
|
Key
Areas to tackle - Short-term |
|
|
|
|
Key
Areas to tackle - Mid-term |
|
|
|
|
Key
Areas to tackle - Long Term |
|
|
|
|
Training
needs |
|
|
|
|
Possible
corporate roles within the organisation |
|
|
|
|
Other
matters |
|
|
|
Post-Induction
Interview
|
|
|
|
.
|
Name of
New Tutor: |
|
|
Date of
commencement: |
|
|
Date of
completion: |
|
|
Name of
person responsible for the Induction: |
|
ISSUE
|
COMMENTS
|
Staff
Signature
|
Inductor
Signature
|
Personnel Issues
|
|
|
|
|
Salary
and Pay Arrangements |
|
|
|
|
Provision
of details - NI, Bank Details, P45 etc |
|
|
|
|
Conditions
of employment received, understood & signed |
|
|
|
|
Hours |
|
|
|
|
Time
Sheets |
|
|
|
|
Claiming
expenses |
|
|
|
Building Issues
|
|
|
|
|
In/Out
Board |
|
|
|
|
Tour of
premises |
|
|
|
|
Location
of other staff/volunteers |
|
|
|
|
Tea /
coffee arrangements |
|
|
|
|
Location
of equipment and stationery |
|
|
|
|
Booking
procedures for rooms and equipment |
|
|
|
|
First
Aid Box and Accident Book & nominated persons |
|
|
|
|
Fire
procedure and equipment |
|
|
|
ISSUE
|
COMMENTS
|
Staff
Signature
|
Inductor
Signature
|
|
Where to
park |
|
|
|
|
Telephone
system/protocol |
|
|
|
Overview of Organisation
|
|
|
|
|
Explanation
of Aims and Objectives |
|
|
|
|
Explanation
of activities |
|
|
|
|
Explanation
of organisational structure |
|
|
|
|
Governance/Trustees/Committees |
|
|
|
|
Copy of
latest Annual Report |
|
|
|
|
Copy of
latest Business Plan |
|
|
|
|
Copies
of relevant brochures |
|
|
|
|
Copies
of latest publications |
|
|
|
|
Website |
|
|
|
|
Introductions
to staff/volunteers |
|
|
|
|
Roles of
staff members and volunteers |
|
|
|
|
Introductions
to relevant committees |
|
|
|
|
Membership
information |
|
|
|
.Policies &
Procedures.
|
All to be read and
understood.
|
|
|
|
Confidentiality
policy |
|
|
|
|
Data
protection policy |
|
|
|
|
Dress
code |
|
|
|
|
E-mail
policy |
|
|
|
ISSUE
|
COMMENTS
|
Staff
Signature
|
Inductor
Signature
|
|
Tutor
Exit Strategy |
|
|
|
|
Equality
and Diversity policy |
|
|
|
|
Grievance
and Disciplinary policy and procedures |
|
|
|
|
Harassment
policy and procedures |
|
|
|
|
Health
and Safety policy |
|
|
|
|
Induction
policy |
|
|
|
|
Leave
policy |
|
|
|
|
Lone
Working policy |
|
|
|
|
Training
policy |
|
|
|
|
Working
from Home policy |
|
|
|
|
Other
policies and procedures |
|
|
|
|
IT
equipment |
|
|
|
|
Post |
|
|
|
Job and Work Programme
|
|
|
|
|
Job
description |
|
|
|
|
Line
management |
|
|
|
|
Appraisal
and supervision |
|
|
|
|
Accountability |
|
|
|
|
Budgets |
|
|
|
|
Staff/volunteers
you will be working with working with |
|
|
|
|
Committees
you will be working with |
|
|
|
|
People
outside the organisation you will be working with |
|
|
|
|
Team
meetings |
|
|
|
ISSUE
|
COMMENTS
|
Staff
Signature
|
Inductor
Signature
|
|
Key
Areas to tackle - Short-term |
|
|
|
|
Key
Areas to tackle - Mid-term |
|
|
|
|
Key
Areas to tackle - Long Term |
|
|
|
|
Training
needs |
|
|
|
|
Possible
corporate roles within the organisation |
|
|
|
|
Other
matters |
|
|
|
Post-Induction Interview
|
|
|
|
.
|
Name of
New Trustee: |
|
|
Date of
commencement: |
|
|
Date of
completion: |
|
|
Name of
person responsible for the Induction: |
|
ISSUE
|
COMMENTS
|
Trustee
Signature
|
Inductor
Signature
|
Overview of
Organisation
|
|
|
|
|
Explanation
of Aims and Objectives |
|
|
|
|
Explanation
of projects and activities |
|
|
|
|
Explanation
of organisational structure |
|
|
|
|
Governance/Trustees/Committees |
|
|
|
|
Explanation
of Portfolios |
|
|
|
|
Copy of
latest Annual Report |
|
|
|
|
Copy of
latest Business Plan |
|
|
|
|
List of
Trustees and others on Trustee Board |
|
|
|
|
Trustees
representation on other bodies |
|
|
|
|
Copies
of relevant brochures |
|
|
|
|
Copy of
latest publications |
|
|
|
|
Website |
|
|
|
|
Introductions
to staff/volunteers |
|
|
|
|
Staff
roles and Job Descriptions |
|
|
|
|
Introduction
to relevant committees |
|
|
|
|
Membership information |
|
|
|
ISSUE
|
COMMENTS
|
Trustee
Signature
|
Inductor
Signature
|
.Role and Work
Programme
|
|
|
|
|
Trustee/Director
roles and responsibilities |
|
|
|
|
Accountability |
|
|
|
|
Relevant
legislation |
|
|
|
|
Declaration
of Interests |
|
|
|
|
Confidentiality |
|
|
|
|
Budgets |
|
|
|
|
Standing
orders and meetings procedure |
|
|
|
|
Key
Areas to tackle - Short-term |
|
|
|
|
Key
Areas to tackle - Mid-term |
|
|
|
|
Key
Areas to tackle - Long Term |
|
|
|
|
Minutes
of the last 3 Trustee meetings & other relevant minutes |
|
|
|
Policies &
Procedures.
|
All to be read and
understood.
|
|
|
|
Confidentiality
policy |
|
|
|
|
Data
protection policy |
|
|
|
|
Dress
code |
|
|
|
|
E-mail
policy |
|
|
|
|
Employee
Exit Strategy |
|
|
|
|
Equality
and Diversity policy |
|
|
|
|
Grievance
and Disciplinary policy and procedures |
|
|
|
|
Harassment
policy and procedures |
|
|
|
|
Health
and Safety policy |
|
|
|
|
Induction
policy |
|
|
|
ISSUE
|
COMMENTS
|
Trustee
Signature
|
Inductor
Signature
|
|
Leave
policy |
|
|
|
|
Lone
Working policy |
|
|
|
|
Training
policy |
|
|
|
|
Working
from Home policy |
|
|
|
|
Other
policies and procedures |
|
|
|
|
IT
equipment |
|
|
|
|
Post |
|
|
|
Building &
Personnel
|
|
|
|
|
Tour of
premises |
|
|
|
|
Fire
procedure and equipment |
|
|
|
|
Where to
park |
|
|
|
|
Claiming
expenses |
|
|
|
|
Other
matters |
|
|
|
|
Post-Induction
Interview |
|
|
|
.
|
Name of
New Volunteer: |
|
|
Date of
commencement: |
|
|
Date of
completion: |
|
|
Name of
person responsible for the Induction: |
|
ISSUE
|
COMMENTS
|
Trustee
Signature
|
Inductor
Signature
|
Personnel Issues
|
|
|
|
|
Hours to
be worked |
|
|
|
|
Attendance
at agreed times |
|
|
|
|
Claiming
expenses |
|
|
|
Building Issues
|
|
|
|
|
In/Out
Board |
|
|
|
|
Tour of
premises |
|
|
|
|
Location
of other staff / volunteers |
|
|
|
|
Tea /
coffee arrangements |
|
|
|
|
Location
of equipment and stationery |
|
|
|
|
Booking
procedures for rooms and equipment |
|
|
|
|
First
Aid Box, Accident Book and nominated persons |
|
|
|
|
Fire
procedure and equipment |
|
|
|
|
Security
alarm |
|
|
|
|
Last
Out/First In Procedures |
|
|
|
|
Where to
park |
|
|
|
|
Telephone
system/protocol |
|
|
|
|
|
|
|
|
ISSUE
|
COMMENTS
|
Trustee
Signature
|
Inductor
Signature
|
Overview of
Organisation
|
|
|
|
|
Explanation
of Aims and Objectives |
|
|
|
|
Explanation
of activities |
|
|
|
|
Explanation
of organisational structure |
|
|
|
|
Governance
/ Trustees / Committees |
|
|
|
|
Copy of
latest Annual Report |
|
|
|
|
Copy of
latest Business Plan |
|
|
|
|
Copies
of relevant brochures |
|
|
|
|
Copies
of latest publications |
|
|
|
|
Website |
|
|
|
|
Introductions
to staff / volunteers |
|
|
|
|
Roles of
other staff / volunteers |
|
|
|
|
Introductions
to relevant Committees |
|
|
|
|
Membership
information |
|
|
|
Policies &
Procedures
|
All to be read and
understood
|
|
|
|
Confidentiality |
|
|
|
|
Data Protection
policy |
|
|
|
|
Dress
Code |
|
|
|
|
Equal
Opportunities / Diversity policy |
|
|
|
|
Grievance
and Disciplinary policy and procedure |
|
|
|
|
Harrassment
policy and procedures |
|
|
|
|
Health
and Safety policy |
|
|
|
|
Induction
policy |
|
|
|
ISSUE
|
COMMENTS
|
Trustee
Signature
|
Inductor
Signature
|
|
Lone
Working Policy |
|
|
|
|
Volunteer
policy |
|
|
|
|
Other
policies and procedures |
|
|
|
|
IT
Equipment |
|
|
|
|
Post |
|
|
|
Job Role/ Work
Programme
|
|
|
|
|
Job
Description |
|
|
|
|
Supervision |
|
|
|
|
Accountability |
|
|
|
|
Staff /
volunteers you will be working with |
|
|
|
|
Committees
you will be working with |
|
|
|
|
People
outside the organisation you will be working with |
|
|
|
|
Team
meetings |
|
|
|
|
Training
needs |
|
|
|
|
Other
matters |
|
|
|
Post-Induction
Interview (Monitoring the Induction Process)
|
|
|
|
.
1. Suffolk Inter-Faith Resource needs
to keep certain information about its employees, trustees, volunteers, members,
clients and other members of the public to enable it to monitor performance and
achievements. It is also necessary to
process information so that staff can be recruited and paid, activities
organised and legal obligations to funding bodies and government fulfilled.
2. To comply with the law, information
must be collected and used fairly, stored safely and not disclosed to any other
person unlawfully. To do this, Suffolk
Inter-Faith Resource must comply with the Data Protection Principles which are
set out in the Data Protection Act 1998 (the Act). In summary these state that personal data must be:
· obtained and processed fairly and
lawfully;.
· obtained for a specified and lawful
purpose and not processed in any manner incompatible with that purpose;.
· adequate, relevant and not
excessive for that purpose;.
· accurate and kept up to date;.
· not be kept for longer than is
necessary;.
· processed in accordance with the
data subject's rights;.
· kept safe from unauthorised access,
accidental loss or destruction;.
· not be transferred to a country
outside the European Economic Area, unless that country has equivalent levels
of protection for personal data.
3. All Suffolk Inter-Faith Resource
staff and volunteers who process or use any Personal Information must ensure
that they follow these principles at all times. In order to ensure that this happens, Suffolk Inter-Faith
Resource has adopted this Data Protection Policy.
4. Any member of staff, trustee or
volunteer, who considers that this policy has not been followed in respect of
personal data about him/herself, should raise the matter with the Designated
Data Controller initially. If the
matter is not resolved it should be raised as a formal grievance.
5. All employees, trustees,
volunteers, members, clients and other members of the public have the right to:
· know what information Suffolk
Inter-Faith Resource holds and processes about them and why;.
· know how to gain access to it;.
· know how to keep it up to date;.
· know what Suffolk Inter-Faith
Resource is doing to comply with its obligations under the Act.
6. Suffolk Inter-Faith Resource as a
Registered Charitable Company Limited by Guarantee is the Data Controller under
the Act, and the organisation is therefore ultimately responsible for
implementation. However, Designated
Data Controllers will deal with day to day matters.
7. Suffolk Inter-Faith Resource has
one Designated Data Controller who is: the Executive Officer.
8. Personal Information is defined as any
details relating to a living, identifiable individual. Within Suffolk Inter-Faith Resource this
applies to employees, trustees, volunteers, members, clients and other members
of the public such as job applicants and visitors. We need to ensure that information relating to all these people
is treated correctly and with the appropriate degree of confidentiality.
9. Suffolk Inter-Faith Resource holds
Personal Information in respect of its employees, trustees, volunteers,
members, clients and other members of the public. The information held may include an individual's name, postal,
e-mail and other addresses, telephone and facsimile numbers, subscription
details, organisational roles and membership status.
10. Personal Information is kept in order to enable the Suffolk
Inter-Faith Resource to understand the history and activities of individuals or
organisations within the voluntary and community sector and to effectively
deliver services to its members and clients.
11. Some Personal Information is defined as Sensitive Data and needs
to be handled with special care (see paragraph 17 below).
12. All staff and volunteers who process or use any Personal
Information are responsible for ensuring that:
· Any Personal Information which they
hold is kept securely; and.
· Personal Information is not
disclosed either orally or in writing or otherwise to any unauthorised third
party.
13. Staff and volunteers should note that unauthorised disclosure will
usually be a disciplinary matter, and may be considered gross misconduct in
some cases.
14. Personal information should be:
· kept in a locked filing cabinet;
or.
· in a locked drawer; or.
· if it is computerised, be password
protected; or.
· kept only on disk which is itself
kept securely.
15. If personal information is collected by telephone, callers should
be advised what that information will be used for and what their rights are
according to the Act.
16. Personal or confidential information should preferably not be
discussed in public areas of Suffolk Inter-Faith Resource's work premises or
within open-plan office areas. Wherever
possible, visitors should be escorted to a private interview room or office and
not be permitted to wander about the premises on their own. If possible, visitors should subsequently be
escorted out of the premises when the meeting is over. All staff should be aware of the
difficulties of ensuring confidentiality in an open plan area and respect the
confidential nature of any information inadvertently overheard. Any notes taken during or after an interview
should be of relevance and appropriate.
It is recommended that such notes are subsequently filed in a legible
and coherent manner and that informal notes are retained for a short period (1
year), in a secure place, before being shredded.
17. Whenever information is collected about people, they should be
informed why the information is being collected, who will be able to access it
and to what purposes it will be put.
The individual concerned must agree that he or she understands and gives
permission for the declared processing to take place, or it must be necessary
for the legitimate business of Suffolk Inter-Faith Resource.
18. Suffolk Inter-Faith Resource aims to make as much information
public as is legally possible. In
particular information about Suffolk Inter-Faith Resource staff, trustees and
members will be used in the following circumstances:
· Suffolk Inter-Faith Resource may
obtain, hold, process, use and disclose information in connection with the
administration, management and business activities of Suffolk Inter-Faith
Resource, including making and keeping lists of members and other relevant
organisations.
· Suffolk Inter-Faith Resource may
publish information about Suffolk Inter-Faith Resource and its members
including lists of members, by means of newsletters or other publications.
· Suffolk Inter-Faith Resource may
confirm to any third party whether or not any person is a member of Suffolk
Inter-Faith Resource.
· Suffolk Inter-Faith Resource may
provide approved organisations with lists of names and contact details of
members or other relevant organisations only where the members or other
relevant organisations have given their consent.
· Suffolk Inter-Faith Resource may
use information for anything ancillary or incidental to any of the foregoing.
· Names of, and a means of
contacting, staff and trustees will be published within publicity leaflets and on the website.
· Photographs of key staff may be
displayed at Suffolk Inter-Faith Resource or placed on the website with their
consent.
· Suffolk Inter-Faith Resource's
internal staff contact list will not be a public document and information such
as mobile telephone numbers or home contact details will not be given out,
unless prior agreement has been secured with the staff member in question.
19. Any individual who has good reason for wishing details in these
lists or categories to remain confidential should contact the Designated Data
Controller.
20. Sensitive information is defined by the Act as that relating to
ethnicity, political opinions, religious beliefs, trade union membership,
physical or mental health, sex life, criminal proceedings or convictions. The person about whom this data is being
kept must give express consent to the processing of such data, except where the
data processing is required by law for employment purposes or to protect the
vital interests of the person or a third party.
21. Sensitive material should be shredded. Particular care should be taken to delete information from
computer hard drives if a machine is to be disposed of or passed on to another
member of staff.
22. All staff are responsible for checking that any information that
they provide to Suffolk Inter-Faith Resource in connection with their
employment is accurate and up to date.
Staff have the right to access any personal data that is being kept
about them either on computer or in manual filing systems.
23. Staff should be aware of and follow this policy, and seek further
guidance where necessary.
24. There is a legal duty to disclose certain information, namely,
information about:
· Child abuse, which will be
disclosed to social services; or.
· Drug trafficking, money laundering
or acts of terrorism or treason, which will be disclosed to the police.
25. Suffolk Inter-Faith Resource will keep some forms of information
for longer than others. Because of
storage problems, information about clients cannot be kept indefinitely, unless
there are specific requests to do so.
In general information about clients will be kept for a minimum of seven
years after they use the services, unless other bodies, such as funders,
require Suffolk Inter-Faith Resource to keep the information longer.
26. Suffolk Inter-Faith Resource will also need to retain information
about staff. In general, all
information will be kept for six years after a member of staff leaves Suffolk
Inter-Faith Resource. Some information
however will be kept for much longer, for example, if required by funders. This will include information necessary in respect
of pensions, taxation, potential or current disputes or litigation regarding
the employment, and information required for job references. A full list of information with retention
times is available from the Designated Data Controller.
27. A statement about Data Protection will be displayed clearly within
public spaces within Suffolk Inter-Faith Resource's premises and on the
website. A copy of the Data Protection
Statement is Appended.
· Sometimes we have to confirm or share information with other organisations. If we need to do this, we will make it clear to you on the forms you complete giving us the information.
· We will draw up an agreement with the organisation that we need to share the information with as appropriate. This is so that both sides understand why the information is being passed on, and what use can be made of it. In some cases, a third party organisation, such as a funding body, may draw up the agreement.
· We will make sure that the information about you is accurate and up to date when we collect or use it. You can help us with this by keeping us informed of any changes to the information we hold about you.
· We will keep information about you secure.
· We will protect your information against unauthorised change, damage, loss or theft.
· We will hold information about you only for as long as the law says. After this, we will dispose of it securely and properly.
· We will tell you what kinds of information we hold and what we do with it.
· Whenever possible, we will let you see the information we hold about you and correct it if it is wrong.
· We will comply with the Data Protection Act 1998 and any subsequent legislation on information handling and privacy.
· We will do this through Suffolk Inter-Faith’s Data Protection Policy.
· We will help you with any questions or problems that you may have with the Data Protection Act 1998, the Human Rights Act 1998 or the Freedom of Information Act 2000.
· If we cannot help you, we will give you advice on where to write to get the information you may need.
· We will only collect information that is necessary for what we do.
· We will be fair in the way we collect information about you.
· We will tell you who we are and what we intend to do with the information about you.
· Where practicable, we will collect information directly from you.
· If we collect information about you from someone else, we will make sure you know that we have done this whenever possible.
This
policy applies to all our staff and those working at our premises.
1.1 Our policy is to enable all staff
to have e-mail addresses on our network.
1.2 Internal e-mail is recognised as a
means of communications between staff.
Staff should bear in mind that e-mail is to be treated no differently to
written communications in terms of observance of courtesy and avoidance of derogatory
comments. E-mail is not secure and
sensitive material should not be sent via e-mail. Any messages or memoranda that are intended to remain
confidential to the recipient should be clearly marked as such, as recipients
will often forward e-mails to others.
1.3 Staff will endeavour to ensure that
e-mails are of relevance (including, keeping to a minimum general forwarding to
all). Staff are encouraged to help each
other manage communication through use of e-mail.
2.1 The contents of e-mails should not
contain sensitive, discourteous or derogatory material and should not seek to
create any obligation on the part of us or an employee acting in the course of
his/ her duty without authorisation.
2.2 Staff are permitted in their own
time to use the connection to the Internet for personal reasons, whether to
access sites of personal interest only or to download personal e-mail. Staff, however, are not permitted to set up
personal accounts on our server. (see
also 5.2).
2.3 All personal use of e-mail and the
internet must be in the staff member's own time, not during working hours.
2.4 Staff should be aware that each
personal computer's log of calls can be recorded and may be monitored.
3.1 E-mail should not be relied upon
where an issue needs to be discussed in more depth, where information is likely
to be controversial or sensitive, or in any instance where a phone call or
personal contact would be more appropriate.
4.1 All staff are expected to check
their personal e-mails at least once a week (except when on holiday). Optimum use of the system requires daily
checking, especially for messages from external agencies.
4.2 Where the system proves unreliable
for whatever reason, problems should be reported immediately to the Executive
Officer.
4.3 Information received by e-mail must
be treated in the same way as that received in the post, by telephone or in a
meeting. Such a record of all messages
sent and received must be kept either electronically or manually. Staff sending out memos or other papers by
e-mail should normally be able to assume that those memos have been read and
filed accordingly unless they have been previously notified that an e-mail
system is not operating at that time.
5.1 All Suffolk Inter-Faith Resource's
adopted policies apply to the use of e-mail and the internet including Equal
Opportunities, Diversity and Harassment Policies.
5.2 Use of Suffolk Inter-Faith
Resource's facilities to deliberately access pornographic, racist or other
material in contravention of our policies will be considered a matter of gross
misconduct to be dealt with in accordance with the Disciplinary and Grievance
Policy and Procedure.
It is
our policy to provide and maintain safe and healthy working conditions,
equipment and systems of work for all staff and volunteers, and to provide
information, instruction, training and supervision as is needed for this
purpose.
We also
accept our responsibility for the health and safety of other people who may be
affected by our activities.
Suffolk
Inter-Faith Resource actively seeks support from all staff and volunteers,
whatever their status, in achieving the objectives of this Health and Safety
Policy ("the Policy").
SIFRE’s
premises, staff and volunteers are subject to the Health and Safety Policies of
Suffolk College If health and safety
policies, procedures or information are not understood, or need clarification,
this should be made known to the Executive Officer who if necessary will
consult with the College’s Fire and Safety Officer.
The
allocation of duties for safety matters and the arrangements for implementation
of the Policy are set out in sections B and C of the Policy. The Policy will be kept up to date as
required. To ensure this, the Policy
and the way in which it is operated, will be reviewed annually.
The
Policy is issued to all staff and volunteers.
Signed:
..................................................... Dated: .............................
For the
Board of the Suffolk Inter-Faith Resource.
SIFRE’s
premises, staff and volunteers are subject to the Health and Safety Policies of
Suffolk College If health and safety
policies, procedures or information are not understood, or need clarification,
this should be made known to the Executive Officer who if necessary will
consult with the College’s Fire and Safety Officer.
Suffolk
Inter-Faith Resource's organisational structure is set out in the diagram below
and the schedule of individual health and safety responsibilities detailed
below.
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College Fire and Safety Officer |
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The Board of Suffolk Inter-Faith
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1
The Safety Officer is
responsible for all day to day health and safety matters relating to the
premises at the SIFRE Centre (75 Grimwade Street, Ipswich) ("the
premises").
2
The Safety Officer is
responsible for all day to day health and safety matters relating to the
premises and is responsible for carrying out workstation risk assessments, copies
of which should be forwarded to the Executive Officer as soon as carried out.
3
Staff and volunteers
working from home are responsible for all day to day health and safety matters
relating to their home office and are responsible for carrying out workstation
risk assessments, copies of which should be forwarded to the Executive Officer
as soon as carried out.
4
All staff and
volunteers working away from the office - whilst travelling or working away
from their designated office will follow this Policy.
5
It is the duty of all
employees and volunteers while at work:-.
· To take responsible care for the
health and safety of him/ herself and of other persons who may be affected by
his/ her acts or omissions at work, and.
· To co-operate with supervisors and
managers to achieve a healthy and safe workplace and to report to the
appropriate person any health and safety problems which they are unable to
resolve themselves, and.
· Not to interfere with or misuse any
equipment provided in the interests of health, safety and welfare.
6
Any abuse of health
and safety responsibilities by an employee or volunteer may lead to
disciplinary proceedings being taken against him/her.
7
The Board of Suffolk
Inter-Faith Resource is responsible for checking the Policy to ensure continued
effectiveness, particularly that:
· Health and safety responsibilities
are being properly discharged.
· Employees and volunteers are
working to health and safety rules.
· Employees and volunteers are safety
conscious.
8
Allocation will be
made annually in the budget for the purpose of health and safety, i.e. safety training.
9
Any self employed
cleaner is responsible for his/her own health and safety procedures and is
required to comply with the COSHH assessments carried out by Suffolk
Inter-Faith Resource and notified to him/her.
Lone working procedures for the cleaner can be found in Appendices A and
B.
10
Employees and
volunteers are reminded of their moral and legal responsibility for conducting
themselves in such a manner in their work so as not to expose themselves or
others to risk. To this end the Health
and Safety Policy is a document that must be read, understood and implemented
by all employees. A declaration by the
employee must be signed when the Policy has been read and understood. Staff and volunteers must not promote or
participate in horseplay, pranks or practical jokes which may result in an
accident or injury.
11
If an accident occurs
it is the injured person's responsibility to notify either the Qualified First
Aider or the Company Secretary who will record the accident in the Accident
Book. Should the accident be reportable
under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
1995 (RIDDOR), this will be done by the Safety Officer.
First
Aid box is situated in Reception.
Appropriate signs are displayed.
The
Qualified First Aiders are: Safety
Training.
12
All staff and
volunteers are given induction training relating to evacuation procedures,
accident procedures and availability of first aid. Other training is carried out by various training providers
according to need. Records of all
training are kept in the employee's personal file.
13
Health and Safety is
an agenda item for all staff and tutors' meetings. All employees and volunteers are encouraged to raise any matter
of concern at the meeting, but if more urgent to raise with the Safety Officer
at any time.
14
Smoking is not allowed
in any Suffolk Inter-Faith Resource work area, other than an employee's home,
but smoking is allowed outside of the premises.
15
Fire procedures are
displayed on each floor of the premises.
Fire drills are carried out at least annually. Following evacuation all staff and volunteers should report to
the assembly point, which is the students' car park of Suffolk College. The Safety Officer will co-ordinate the fire
drills.
The fire alarm is be tested monthly by the Safety Officer who also
carries out monthly visual checks on all fire extinguishers.
All fire extinguishers are serviced annually by staff of Suffolk
College.
All drills checks and annual servicing are recorded in the Fire
Log Book maintained by the Safety Officer.
16
No personal protective
equipment is considered necessary following risk assessments having been
carried out.
17
Good Working Practices
including safety precautions to be taken when working alone are set out in
Appendix B.
18
All portable
electrical appliances are checked annually by qualified electrical contractors. The installation is checked every five years
in accordance with the Electricity at Work Regulations 1989 and the Institute
of Electrical Engineers Wiring Regulations 16th Edition.
19
Health and Safety
guidance for visitors is displayed on the entrance lobby.
20
Never drive or operate
a vehicle on Suffolk Inter-Faith Resource business unless you are authorised to
do so and hold the appropriate licence.
Only use vehicles for the purpose for which they are intended.
21
Suffolk Inter-Faith
Resource follows the Health and Safety Executive guidelines for lifting
e.g. no employee or volunteer is
expected to lift over 25kg without assistance.
All staff and volunteers who may be involved in physical handling will
be trained in the correct procedures to adopt.
Training records are available for inspection.
22
All staff and
volunteers have been informed of the various ill health conditions associated
with the use of display screen equipment.
They have also been trained in the correct use of computers, the
positioning of desk, chair monitor etc., to enable them to avoid the various
ill health problems. All staff and
volunteers are aware that their employer will provide an eye test should it be
requested. Training records are
available for inspection.
23
Only two hazardous
substances are used on the premises and use is restricted to the cleaner. The substances have been assessed; copies of
the assessments are retained by the Safety Officer and appropriate information
supplied to the cleaner.
Risk
Assessments have been carried out in the following subject areas:-.
· General risk assessment including
fire hazards.
· Display screen equipment.
· Hazardous substances.
Assessment
records are all available for inspection.
24
The work area has been
assessed as low risk and an inspection will be carried out annually unless
circumstances dictate otherwise.
25
For each venue hired
by Suffolk Inter-Faith Resource a Venue Health and Safety checklist schedule,
Appendix D, will be issued and the completed form reviewed by the Safety
Officer. This procedure will be
followed on the first hiring of any venue to ensure implementation of this
Policy. For subsequent hirings
enquiries should be made to ascertain whether the information supplied is still
current.
26
Should any person in
this category notify Suffolk Inter-Faith Resource of pregnancy a risk
assessment will be carried out on her work according to the requirements of the
management of Health and Safety at Work Regulations 1999.
27
This Policy will be
reviewed and updated following any major changes in procedures, personnel or
annually whichever occurs first.
In case
of emergency contact the emergency services by telephoning 999 and ask for the
appropriate service(s).
In
non-emergency situations contact should be made by telephone to:
The
Safety Officer.
The
Executive Officer.
1
All Staff and volunteers
will record their arrival and departure in the daily log maintained in the
office, and all visitors must be asked to record their arrival and departure in
the Visitors Book, so that at all times the persons on the premises can be
ascertained in the event of an emergency.
2
Keep all passageways
clear of obstructions.
3
Do not obstruct any
Fire Exit.
4
Keep all electrical
leads tidy and ensure that they do not form an obstruction.
5
When alone in the
office ensure that the entrance door is closed and secure, i.e. that it cannot be opened from outside except
by means of the code.
6
When alone in the
office do not admit any caller who is not known to you or who does not have a
prior appointment.
7
Staff and volunteers
travelling to other premises during the normal working day should leave an
itinerary in the premises and ensure that others are informed of their
whereabouts.
8
When visiting other premises
staff and volunteers should where ever possible ensure that all reasonable
precautions are taken to avoid risk to their personal safety e.g. they should park in a public area and, if
after dark, in a well lighted area as close as possible to the premises to be
visited.
9
When meetings are held
at the premises, the senior member of staff present, or the chairman of the
meeting, must ensure that all visitors are informed of fire escape exits.
10
Staff and volunteers should
take all reasonable precautions when meeting with unknown persons outside a
normal office environment including advising the premises of the circumstances
and arranging for a colleague to be in attendance if in any doubt as to her/his
safety.
11
Employees responsible
for booking venues for events must take all reasonable steps to ensure that the
premises satisfy the Management of Health & Safety Regulations 1992.
12
The last person out of
the office at any time should observe Last Person Out the instructions, a copy
of which is appended hereto.
PLEASE
CHECK:
THAT ALL LIGHTS ARE OFF.
THAT ALL APPLIANCES ARE SWITCHED OFF
EXCEPT:
· THE FRIDGE.
· THE FAX.
· THE TELEPHONES.
THAT THE ANSWERPHONE IS SWITCHED ON.
THAT ALL WINDOWS ARE SHUT AND
ARE LOCKED.
THAT THE DOOR TO THE OFFICE IS SECURELY SHUT.
SET THE ALARM. (If you are authorized to do so!)
THAT THE DOOR TO THE BUILDING IS SECURELY SHUT AS YOU EXIT THE
BUILDING.
This
checklist must be carried out on venues used by Suffolk Inter-Faith Resource as
part of the Health and Safety Policy.
This must be used on every venue.
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Do you
have a current signed Health and Safety Policy |
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* A. Statement |
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* B. Organisation |
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* C. Arrangements |
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HEALTH AND SAFETY LAW
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Poster
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INSURANCES
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RISK ASSESSMENTS
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Workplace Risk Assessments undertaken? |
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significant risks been recorded with action plan? |
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FIRST AID ARRANGEMENTS
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ACCIDENTS AND DISEASES
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EMERGENCY ARRANGEMENTS
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Any
other comments:
I
confirm that the above particulars are correct.
Name Position.
Signed Date.
*
Evidence to be seen.
1. It is in the nature of Suffolk
Inter-Faith Resource 's work that staff or volunteers may, on occasions, find
themselves in potentially dangerous situations whilst on Suffolk Inter-Faith
Resource business. The following policy
is concerned with minimising the risk to people working for Suffolk Inter-Faith
Resource
2. Staff or volunteers who are working
on their own should not allow access to casual visitors who have no
appointment, (add in any exceptions as appropriate). Such callers should be encouraged to make an appointment.
3. Where staff are dealing with an
individual but feel uneasy about being alone with him or her they have the
right to refuse to make an appointment or give access if it would put them in
that position. In these situations
Suffolk Inter-Faith Resource management will put their trust in the feelings of
the worker.
4. All windows and entry doors will be
lockable.
5. Staff who are going to be away on
Suffolk Inter-Faith Resource business should make it clear to other staff where
they will be, how long for and how they can be contacted.
6. If in the course of a trip away
from the office plans change significantly, this should be communicated back to
the office.
7. Staff should make clear who they
wish to be informed (outside of work) in the event of an emergency and how they
can normally be contacted.
8. Suffolk Inter-Faith Resource will
keep a personal alarm for use by staff.
9. Staff who carry money for Suffolk
Inter-Faith Resource have the right to be accompanied by another person.
10. Large amounts of cash, over and above petty cash should not be
kept on Suffolk Inter-Faith Resource premises.
11. Visits to the bank should not be at a regular time.
12. Under no circumstances should staff put themselves at risk on
account of Suffolk Inter-Faith Resource 's property. If money is demanded with threats it should be handed over.
13. Guidelines for Personal Safety are detailed in the Appendix. These are good practice recommendations that
are aimed at improving the safety of staff and volunteers.
1. There are lots of things we already
do that keep us safe, but becoming more aware of our surroundings puts us in
control of our environment. The
following steps are recommended to Suffolk Inter-Faith Resource staff as being helpful.
2. Whilst out and about:
· Trust your intuition and listen to
your feelings. If you sense something
is wrong, it probably is. Acting on
intuition may prevent an aggressive situation.
· Be prepared. Do you know whom to contact and what to do
if a difficult situation arises? Find out and if there is no one designated,
ask for a supervisor or manager to be nominated.
· Be observant. Notice everything around you - exit doors,
telephones, windows, sources of help.
This will make you more aware of your surroundings and help you escape
if you need to.
· Assess potential risks. Avoid dangerous short cuts, walk facing the
traffic on the street side of pavements, think about where you park your car
and remember where you have parked it.
· Make sure you have all relevant
information with you. Have you checked
to see if there is a known problem with whom you are or where you are going?.
· Look confident. "Walking tall" and being aware of
your surroundings deters assailants.
· Never stay in a situation where you
think you may be at risk. Don't feel
you have to stay because of your work.
You can see the client, arrange the visit or do the interview again. You can ask a colleague to come in or be
with you. Don't be afraid to ask for
help.
· Be aware of personal space - yours
and others. Encroaching on other
people's personal space can make them aggressive. If other people are too close to you and making you feel
uncomfortable, ask for more space or move away.
· Don't get into lifts with people
who make you feel uneasy. If you are in
a lift and feel uncomfortable, get out and use the stairs, or wait for another
lift. Make sure you know where the
emergency button is and stand where you can reach it.
· Don't accept lifts in vehicles from
people you have no reason to trust.
· Think about what you are wearing,
can you run if you need to?.
3. If you find yourself in an
aggressive situation, what can you do?.
· Try to stay calm if someone is
starting to get angry. Your body
language, voice and response can help to defuse a situation. Take a deep breath, keep your voice on an
even keel, and try to help.
· Offer an angry person a range of
options from which they can choose the one they prefer. They will find it difficult to stay angry.
· Do not be aggressive back - this is
how anger can escalate into violence.
· Are you the best person to deal
with this situation? Going to get someone
else is often helpful particularly if they can solve a problem that you can't.
· Get on the same level as the
aggressor. If they are standing so
should you. It makes you feel less
vulnerable and makes it easier for you to get away or fetch help if necessary.
· Keep your balance and keep your
distance.
· Do not touch someone who is angry.
· Don't let your escape route be
blocked.
· Keep yourself between an escape
route and an aggressor so you can still get away.
· If the situation is dangerous, then
get away as fast as you can. Never
remain alone with an actively violent person.
· If you cannot get away, then scream
or use the panic alarm.
Suffolk
Inter-Faith Resource believes in training and developing its staff, trustees
and volunteers to help them develop skills, potential and knowledge so that
both Suffolk Inter-Faith Resource and the individual's long term aims are
met. Suffolk Inter-Faith Resource
recognises that there are many forms of training, both formal and informal to
help develop the skills, knowledge and professionalism of its staff, trustees
and volunteers. Methods may include:
· attending conferences and/or
training events.
· sharing skills in-house e.g. computer skills, mentoring.
· study visits.
· distance learning packages.
· undertaking courses at colleges
e.g. NVQs etc.
· reading books/magazines etc.
as long
as these are seen to be appropriate.
All
employees on commencement of their employment will embark on an induction
training programme co-ordinated by their line manager. After the first six weeks they will then
have an interview with the Executive Officer to review how the induction has
gone and whether there are any urgent training needs. Thereafter staff training will be reviewed at the individual's
annual appraisal interview with their line manager.
All
trustees on first being appointed/elected to the Board will have an induction
training programme co-ordinated by the Chairperson of the Board and other
trustees (as appropriate). All Trustees
will have an annual meeting with the Chairman or Vice-Chairman where any
individual training requirements will be reviewed.
All
volunteers on commencement of their volunteering will embark on an induction
training programme co-ordinated by their supervisor. After the first six weeks they will then have an interview with a
senior manager to review how the induction has gone and whether there are any
urgent training needs. Thereafter
volunteer training will be reviewed at the individual's annual appraisal
interview with their supervisor.
Suffolk
Inter-Faith Resource prioritises the training and development of its staff,
trustees and volunteers for the following reasons:
· To ensure that people are able to,
and will meet the current and future needs of the organisation and its members.
· To make continuous improvement in
the service.
· To achieve a more confident,
skilled and knowledgeable workforce.
· To ensure the long-term success of
the organisation.
· To ensure that successes and best
practices are shared with others in the organisation.
· To increase creativity, innovation
and adaptability.
· To improve staff, trustee and
volunteer retention and motivation.
· To keep abreast of legislation,
policy, new technology etc.
· To encourage the development of the
individual's knowledge and skills and to help the individual with his/her
career development, where appropriate.
Suffolk
Inter-Faith Resource has a dedicated training budget and individual staff and
volunteers will discuss opportunities with their line manager (for Trustees
this will be with the Chairman or Vice-Chairman) and requests for training will
not be refused providing:
· There are sufficient funds in the
training budget.
· The individual is not
"monopolising" funds for training.
· In the case of staff, Suffolk
Inter-Faith Resource's work will not be adversely affected by the amount of
time the member of staff is away from work.
· There are clear reasons why this
training would be of use either for the individual's role or for the
individual's personal development or knowledge/skills needs.
The
Board actively encourages staff, trustees and volunteers to attend in-house
training events. In most cases there
will be no charge for this training. In
exceptional cases, if a contribution is required, this will be discussed with
the individual concerned.
Suffolk
Inter-Faith Resource expects each staff member, trustee or volunteer to:
· fill in the relevant feedback forms
after they have received the training.
· share what they have learnt with
others within Suffolk Inter-Faith Resource.
· in some cases, "mentor"
other individuals and pass on the new knowledge or skills they have learnt in
the most appropriate way.
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NAME: |
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HOLIDAY
YEAR |
1st APRIL to
31st MARCH
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LEAVE ENTITLEMENT |
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NUMBER
OF DAYS TAKEN |
CUMULATIVE
TOTAL |
BALANCE |
AUTHORIZED BY: |
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1. Subsistence and travelling expenses
are paid in appropriate circumstances when you are away from your normal place
of work on approved duty.
2. You will be reimbursed at the
Standard Class travel rate for travel by rail or other appropriate public transport,
or where a journey by car is appropriate, at the rate per mile applicable at
the date of travel as notified from time to time.
3. The mileage rate for use of own car
on Suffolk Inter-Faith Resource business is 35 pence per mile for Trustees,
staff and volunteers.
4. Where an employee is required to
stay away from home overnight on Suffolk Inter-Faith Resource business, a
subsistence allowance of up to £50.00 per day may be claimed. Except in the event that such overnight stay
is unforeseen, prior approval should be obtained and the overnight
accommodation allowance agreed with the employee's Line Manager.
5. In the event that an employee
incurs exceptional expenditure for meals whilst on Suffolk Inter-Faith Resource
business, claims up to £20 per day will be considered.
If you
have any questions or grievances relating to your employment you may seek
redress orally or in writing in the following manner:
1. In the first instance you should
refer the grievance to your line manager and the matter will be discussed
informally with you.
2. If the grievance is not thereby
resolved, or if you consider that you have not been fairly treated, you may
take the grievance to the Executive Officer within 14 days.
3. If the grievance is still not
resolved, or you still consider that you have not been fairly treated, you may
appeal to the Chairman of the Board, who will nominate a person or persons to
consider the appeal within 14 days of the decision at the previous stage.
4. At any stage of the grievance
procedure you may be accompanied by a trade union official or a colleague of
your choice.
This
Disciplinary Procedure provides for warnings to be given for failure to meet
the organisation's standard of job performance, conduct (whether during working
hours or not), and attendance, or for breach of any of the Terms and Conditions
of Employment. The procedure applies to
all employees who should familiarise themselves with the provisions. The procedure will be followed generally,
where appropriate.
1. In the first instance the line
manager will establish the facts concerning the problem (if necessary taking into
account the statements of any available witnesses).
2. If the line manager considers it is
not necessary to resort to the formal warning procedure he or she will discuss
the matter with you suggesting areas for improvement. The discussions will so far as is possible be in private and you
will be informed that no disciplinary action is being taken.
3. If the line manager considers it is
necessary to invoke the formal warning procedure he or she will inform
you. The following procedure will then
apply, but depending on the seriousness of the offence may be invoked at any
level including summary dismissal.
i. In the case of minor offences you
will be given a formal oral warning.
You will be advised that the warning constitutes the first formal stage
of the disciplinary procedure and that a note will be placed on your personal
file. You have the right to be
accompanied by a trade union representative or a colleague of your choice at
any meeting. The nature of the offence
and the likely consequence of further offences or a failure to improve will be
explained to you.
ii. In the case of serious offences, or
a repetition of earlier minor offences, you will be given a written warning
setting out the precise nature of the offence, the likely consequences of
further offences and specifying, if appropriate, the improvement required and
by when.
iii. In the case of a further repetition
of an earlier offence, if you still fail to improve or if the offence, whilst
falling short of misconduct, is serious enough to warrant only one written
warning, you will be given a final written warning setting out the precise
nature of the offence, containing a statement that any recurrence will lead to
dismissal or whatever penalty is considered appropriate and, specifying, if
appropriate, the improvement required and over what period.
4. Depending on the seriousness of the
matter and all the other circumstances, any of the above stages can be
omitted. In the case of gross
misconduct, or if all the appropriate stages of the warning procedure have been
exhausted, you will normally be dismissed, but only after consideration of
other possible disciplinary action including (but without limitation) demotion
or transfer, loss of seniority or salary increment, or suspension (with or
without pay).
5. In all cases, other than an oral
warning, before any disciplinary action you will be interviewed by the
Executive Officer and will be informed of the allegations made against
you. You will be given the opportunity
to state your case at the interview, accompanied by a union representative or
workplace colleague of your choice. If
the complaint is upheld you will be informed of the disciplinary action to be
taken, the stage in the disciplinary procedure to be adopted depending on the
seriousness of the offence, and your right of appeal.
6. If you are dissatisfied with the
outcome of any stage of the procedure you may appeal in writing within 14 days
to the Chairman of the Board who will nominate a person or persons to consider
the appeal within 14 days of the decision at the previous stage. The following are non-exhaustive examples of
the sort of offence which, if committed, will normally lead to formal
disciplinary action being taken.
· Poor job performance involving
substandard work;.
· Poor punctuality;.
· Absenteeism or other minor breach
of the employers Regulations.
Oral
warnings will be deemed to have expired six months from the date of issue
unless there is a repetition of the relevant conduct.
· Negligence resulting in minor
loss;.
· Damage or injury;.
· Smoking in any building housing the
offices of the organisation except those located in an employee's home;.
· Failure to comply with a specific
instruction;.
· Irresponsibility in relation to
other employees;.
· Activities or impropriety in
respect of the employee's tasks for the employer, (whether or not within
working hours) which the organisation reasonably considers to be detrimental
to, or conflicting with the interests of the organisation, or its clients, or
likely to affect your standard of work;.
· Failure to disclose any personal
interest which conflicts with the matter with which you are engaged or any
breach of confidence relating to the organisation's affairs.
Written
warnings will be deemed to have expired twelve months after the date of issue,
unless there is a repetition of the relevant conduct.
· Negligence resulting in serious
loss; damage or injury;.
· Assault or attempted assault;.
· Theft;.
· Malicious damage to property;.
· Willful disregard of duties or
instructions relating to employment;.
· Deliberate and serious breach of
confidence relating to the organisation's affairs;.
· The use of personal information
obtained by you in the course of your employment;.
· Falsification of records;.
· Conduct violating common decency or
conviction for a criminal charge relevant to your employment;.
· Employees who present themselves as
unfit for work due to intoxication by alcohol or non-medically prescribed
drugs, or who consume either during working hours.
Final written
warnings will be deemed to have expired after two years, unless there is a
repetition of the relevant conduct.
Suffolk
Inter-Faith Resource recognises a duty of care to staff, volunteers and service
users and has developed the following policy and guidance to ensure that the
risk of harassment in places where Suffolk Inter-Faith Resource undertakes
activities is minimised.
1. Suffolk Inter-Faith Resource
believes that every individual should be treated with dignity and respect. Accordingly, any harassment, whether
intentional or unintentional, is totally unacceptable. In our respect for each other, we are all
responsible for challenging all forms of harassment.
2. Harassment is unwanted behaviour
which, in their opinion, is perceived to cause distress and/or annoyance to the
victim or to a third person. This
covers the circumstances where a victim may not have sufficient confidence to
complain but a third person may do so on their behalf or, alternatively, the
intended victim is not distressed/annoyed but the third person is.
3. It can bring about fear, stress,
anxiety and demoralisation in the victim and the damage, tension and conflict
which harassment creates makes for an unpleasant working environment for all.
4. Sexual and racial harassment are
commonly recognised forms of harassment.
However, people can be subjected to harassment on other grounds
including:-.
Ethnic and national origin, nationality and skin colour, sexual
orientation, disabilities and learning difficulties, age, health, physical
characteristics, religion, personal beliefs.
5. Harassment may be persistent or an
isolated incident and may be directed towards one or more individual. It can range from extremes, such as assault,
to less obvious forms like ignoring someone.
Other forms include:-.
Bullying, physical contact, jokes, offensive language, gossip,
slander, letters posters, graffiti, obscene gestures, isolation or non co-operation
and exclusion from social activities, coercion for sexual favours, intrusion by
pestering, spying and stalking.
6. Harassment will be treated as a
serious disciplinary offence; it may result in dismissal. In certain circumstances, harassment may be
a criminal offence. Individual
employees guilty of harassment or managers failing to investigate complaints
effectively may be financially liable for their actions.
7. Staff should not ignore behaviour
which makes them feel uncomfortable but take appropriate action so that the
behaviour stops. For example, minor
sexual harassment may be stopped by the victim making it clear to the harasser
that the behaviour is unacceptable and must stop.
8. However where approaches by the
victim have failed or where a more serious harassment has occurred the victim
should make a formal complaint.
9. It is best to follow the route
outlined in Suffolk Inter-Faith Resource's Grievance Procedure, however there
may be occasions where it would not be appropriate to use the procedure and the
complaint should be made to the appropriate senior member of staff or Trustee.
10. We recognise that people who are being or who have been harassed
may be helped by receiving support and advice from an independent person. Any requests for additional support will be
treated sympathetically.
11. All allegations of harassment will be thoroughly investigated and
dealt with as quickly as possible.
Suffolk Inter-Faith Resource will undertake to take all reasonable steps
to ensure that the investigation is completed within four weeks.
12. If it has been found that an allegation of harassment has been
made maliciously, the matter will be treated very seriously and disciplinary
action taken against the person who made the allegation.
13. Whatever the outcome of a complaint of harassment, no one who has
made a complaint should be allowed to suffer victimisation for having made the
complaint.
To aid
the handling of allegations of harassment and recognising the sensitive and
confidential nature of such allegations, Suffolk Inter-Faith Resource expects
that the Executive Officer will be consulted in every case. The Executive Officer will be able to
discuss, advise and counsel and initiate the appropriate action. If the allegation is being made against the
Executive Officer the complaint should be directed to Chairman of the Board of
Trustees.
1. All allegations of harassment should
be treated seriously and confidentially.
A full investigation should be carried out by the line manager, where
appropriate.
2. A statement should be provided by
the victim. In some cases it may be
appropriate for a statement to be taken by another person, e.g. the Executive Officer. In some cases it would be sensible if this
other person was someone of the same sex.
Statements should be taken/ required from any witnesses.
3. After the allegation has been made,
care should be taken to ensure that the complainant is able to continue working
without embarrassment or anxiety. It
may be that arrangements can be put into place to minimise contact between the
two staff.
4. If, on the basis of these
statements, it appears that harassment may have taken place, the allegations
should be put to the alleged harasser and opportunity given to him or her to
comment on his/her conduct. It is
probably advisable to deal with the evidence on the basis of statements rather
than having the witness present.
However this will mean that there may have to be adjournments to obtain
a response from witnesses to any serious conflict of evidence.
5. At the end of this process, the
person conducting the investigation has to decide whether harassment has taken
place and on the seriousness of the harassment.
6. If harassment has taken place
disciplinary action should be taken.
The action taken will depend on the seriousness of the harassment; see
the grievance disciplinary procedure.
7. Where appropriate the victim should
be informed of the action taken.
8. If the harasser remains in
employment, it is important to check that the harassment has stopped and there
has been no victimisation or retaliation.
9. Where appropriate, the outcome
should be discussed with the member of staff who has been harassed.
If the
offence is of a criminal nature it should be reported to the Police immediately
after the internal investigation is completed.
As part
of our risk management process the Trustees of SIFRE are required to make a
regular assessment of risk and ensure that reasonable procedures/controls are
in place to manage or mitigate risk. We
have utilised the following model in this process:
|
SIGNIFICANCE |
High
Significance |
High
Significance |
High
Significance |
|
Medium
Significance |
Medium
Significance |
Medium
Significance |
|
|
Low
Significance |
Low
Significance |
Low
Significance |
|
LIKELIHOOD
|
|||
.
SIFRE's
risk assessment is reviewed annually.
Taking into account any developments, actions are then identified and
followed through.
The Trustee
Board is asked to.
1. Agree the key risks.
2. Identify any additional control
measures or actions.
3. Implement additional control
measures or actions.
|
Key Risk |
Likelihood |
Significance |
Controls/ measures |
Officer |
Action Needed |
|
Building |
|
|
|
|
|
|
Burglary |
|
|
|
|
|
|
Fire/flood/Act of God |
|
|
|
|
|
|
Equipment failure |
|
|
|
|
|
|
Accident for staff/ visitor |
|
|
|
|
|
|
Financial |
|
|
|
|
|
|
Reduction in Investment income |
|
|
|
|
|
|
Reduction in project income |
|
|
|
|
|
|
Reduction in Core Funding |
|
|
|
|
|
|
Insufficient cashflow against budget |
|
|
|
|
|
|
Unauthorised/illegal expenditure |
|
|
|
|
|
|
Not meeting pension requirements |
|
|
|
|
|
|
Reputation |
|
|
|
|
|
|
Not meeting members' expectations |
|
|
|
|
|
|
Not meeting funders' expectations |
|
|
|
|
|
|
Bad publicity |
|
|
|
|
|
|
Personnel |
|
|
|
|
|
|
Health & Safety risks |
|
|
|
|
|
|
Not retaining appropriate staff |
|
|
|
|
|
|
Failure to recruit appropriate staff |
|
|
|
|
|
|
Lone Working |
|
|
|
|
|
|
Long term staff sickness |
|
|
|
|
|
|
Key Risk |
Likelihood |
Significance |
Controls/ measures |
Officer |
Action Needed |
|
Projects
/ Events |
|
|
|
|
|
|
Poor
quality of speakers/ facilitators |
|
|
|
|
|
|
Poor
venues |
|
|
|
|
|
|
Accidents
to participants |
|
|
|
|
|
|
Information
Technology |
|
|
|
|
|
|
System
failure |
|
|
|
|
|
|
Work
station assessments |
|
|
|
|
|
|
Outdated
ICT systems |
|
|
|
|
|
|
Theft |
|
|
|
|
|
|
Trustees |
|
|
|
|
|
|
Quality
of Trustees |
|
|
|
|
|
|
Insolvency |
|
|
|
|
|
|
Negligence |
|
|
|
|
|
|
Conflict
of Interest |
|
|
|
|
|
|
Loss of
particular officers e.g. Chair, Treasurer |
|
|
|
|
|
.
|
1 |
Key
Policies and Procedures |
Yes |
No |
Recommended
Actions |
|
1.1 |
Does your
organisation have the following policies and procedures? |
|
|
· Think about what policies you
need. · Write and implement the required
policies and procedures or contact SAVO or other relevant organisations for
specimen policies to adapt to your own needs. · Monitor the effectiveness of your
policies and procedures. · Review all policies and
procedures annually, to ensure they comply with legal requirements and
current best practice. |
|
|
· Equality and Diversity Policy and
Procedures |
|
|
|
|
|
· Harassment Policy and Procedures |
|
|
|
|
|
· Confidentiality Policy |
|
|
|
|
|
· Recruitment Policy |
|
|
|
|
|
· Induction Policy |
|
|
|
|
|
· Probation Policy |
|
|
|
|
|
· Dress Policy |
|
|
|
|
|
· Expenses Policy |
|
|
|
|
|
· Leave Policy |
|
|
|
|
|
· Flexible Working Policy |
|
|
|
|
|
· Lone Working Policy |
|
|
|
|
|
· Vulnerable Clients Policy |
|
|
|
|
|
· Working From Home Policy |
|
|
|
|
|
· Disciplinary and Grievance Policy
and Procedures |
|
|
|
|
|
· Redundancy Policy |
|
|
|
|
|
· Exit Policy and Procedure |
|
|
|
|
|
· Training and Development Policy |
|
|
|
|
|
· Volunteer Policy |
|
|
|
|
|
· Data Protection Policy |
|
|
|
|
|
· Use of Computers and E-mail
Policy |
|
|
|
|
|
· Health and Safety at Work Policy |
|
|
|
|
|
· Fire Evacuation Procedure |
|
|
.
1. The purpose of an Exit Interview
should be:
1.1 to gain the employee's perspective
on his/her time at Suffolk Inter-Faith Resource and the work undertaken.
1.2 to look at ways (where applicable)
of improving Suffolk Inter-Faith Resource practices.
2. When an employee leaves Suffolk
Inter-Faith Resource, the following procedure should be adopted:
2.1 Where applicable the employee
should put their resignation in writing including information about the
intended last day of employment.
2.2 The Line Manager should ensure that
the Executive Officer of Suffolk Inter-Faith Resource is informed about the
arrangements.
2.3 The Executive Officer shall resolve
with the employee final pay arrangements including any extra pay due in respect
of outstanding holiday entitlement as calculated in accordance with the
provisions of Suffolk Inter-Faith Resource's Leave Policy, or deduction from
salary in the case of an employee who has exceeded his/her holiday entitlement.
2.4 The Line Manager shall schedule an
exit interview as soon as possible between the employee and his/her Line
Manager or other senior manager. In
most cases it is likely to be the employee's Line Manager but the employee has
the right to choose any other senior manager if he/she wishes. The Exit Interview should be arranged to
take place at least five normal working days before the employee's final
working day.
2.5 The Exit Interview takes place and
issues discussed are recorded on the Exit Interview Form (see Appendix 1). The person conducting the interview with the
employee types up the Exit Interview Form and obtains the employee's signature
to confirm that the record truly reflects the discussion at the Exit Interview.
2.6 A copy of the record is sent to the
Board of Suffolk Inter-Faith Resource to be received a minimum of four working
days prior to employee's final working day.
2.7 The members of the Board of Suffolk
Inter-Faith Resource will confer to see if one of them needs to meet with the
employee before he/she has finished working for Suffolk Inter-Faith
Resource. It may be appropriate for a
designated Trustee to seek an interview with the employee's Line Manager as
well.
2.8 The Board of Suffolk Inter-Faith
Resource will discuss any issues highlighted in the Exit Interview Form and
will, where applicable, make recommendations for possible changes in
policies/procedures/job descriptions as a result.
Employee
Leaving: ________________________________________.
Job
Title: ________________________________________.
Exit
Interviewer: ________________________________________.
Date of
Exit Interview: ________________________.
Leaving
Date: ________________________.
|
REASONS
FOR LEAVING |
|
POSITIVE
POINTS ABOUT THE JOB & HIS/HER TIME AT <ORGANISATION NAME> |
|
NEGATIVE
POINTS ABOUT THE JOB & HIS/HER TIME AT <ORGANISATION NAME> |
|
JOB
HOLDER'S ASSESSMENT OF HOW THE PROJECT/POST MIGHT PROGRESS AND LESSONS LEARNT |
|
LINE
MANAGER'S/INTERVIEWER'S RECOMMENDATIONS FOR CHANGE |
|
HANDOVER
ARRANGEMENTS |
|
CONCLUSIONS |
.
I agree
this summary of the Exit Interview provides an honest record of the discussion.
Signed:
------------------------------------------------
(Job Holder)
---------------------------
(Date).
-----------------------------------------------
(Interviewer)
--------------------------
(Date).
The
SIFRE Centre has a Meeting Room, a Library (SIFRE's library of some 2500 books
is now fully documented!), and open office with a kitchen area.. There is a limited amount of parking space
for staff and visitors in the yard to the side of the Centre. Please note that the car park is only
accessible between 7am and 9.00pm Monday to Thursday and 7.00am to 5.30pm on
Fridays. Users who plan to stay later
than 9.00pm are advised not to park inside the part of the College which is
secured overnight and at weekends.
The
Centre will normally be open from 9.00am to 4.30pm, Monday to Friday. It can be used by appointment at other times
for teaching and meetings.
The
security of the Centre is a shared responsibility. Suffolk Campus University as landlords are overall responsible
but SIFRE as tenants and members of SIFRE using the Centre for teaching and
other purposes must all be aware of their responsibility at times when there are
no officers of SIFRE around.
Whilst
you are teaching or when you are alone in the Centre, you are advised to keep
the downstairs front door secured by the Yale lock.
Out of
normal hours, the Security Staff activate the Centre's alarm system. If the notice on the front door advises that
the alarm is active, do not enter. If
you would expect the alarm to be switched off, check with estates section first
to make sure that you do not cause a false alarm. The police get very cross about false alarms.
If you
experience any problems whilst using the Centre, please contact the Executive
Officer on 01379 678615 or contact the Estates Section of Suffolk College on
6641.
|
↓ |
|
↓ |
|
↓ |
|
↓ |
|
↓ |
|
SIFRE Circles |
|
MEMBERS ACTIVITIES |
|
COMMUNITY |
|
ADMINISTRATION |
|
TEACHING / TRAINING |
|
Hon Deputy FOs |
|
Centre Manager |
|
C L Os / F Os |
|
Executive Officer |
|
Education and Training Officer |
|
|
|
The SIFRE Centre |
|
The SIFRE Centre |
|
The SIFRE Centre |
|
The SIFRE Centre |
|
Meetings |
|
|
|
Forum of Faiths
|
|
Finance |
|
Schools |
|
Social Events |
|
|
|
Public Involvement |
|
HMIT |
|
Hospitals |
|
|
|
|
|
Mapping of Faiths |
|
Charity Commissioners |
|
Social Services |
|
|
|
|
|
Supporting Communities |
|
Companies House |
|
Prisons |
|
|
|
|
|
Public Relations |
|
Sales |
|
Police |
|
|
|
|
|
Chaplaincy |
|
Purchases |
|
Probation Service |
|
|
|
|
|
Liaison with Public |
|
IT and Web Site |
|
Primary Care Trusts |
|
|
|
|
|
Liaison with Statutory Sector |
|
Mailings |
|
Colleges |
|
|
|
|
|
Liaison with Voluntary Sector |
|
|
|
Voluntary Sector |
|
|
|
|
|
Research/ Awareness |
|
Strategic Relationships with other Bodies and
Sectors |
|
Private Sector |
|
|
|
|
|
Emergency Planning |
|
|
County Council |
|
|
|
|
|
|
Suffolk Strategic Partnership |
|
|
Borough Councils |
|
|
|
|
|
|
One Ipswich |
|
|
|
District Councils |
|
|
|
|
|
Liaison with Churches |
|
|
|
Churches |
|
|
|
|
|
Liaison with Faiths |
|
|
|
Faiths |
|
Tutor Recruitment |
|
Tutor Recruitment |
|
Tutor Recruitment |
|
|
|
Tutor Recruitment & Training |
|
Membership Recruitment |
|
Membership Recruitment |
|
Membership Recruitment |
|
Fees, Salaries, Expenses |
|
Fees, Salaries, Expenses |
|
|
|
|
|
|
|
T & T Bookings |
|
T & T Bookings |
|
|
|
|
|
|
|
T & T Invoices |
|
T & T Invoices |
|
Programme |
|
Programme |
|
Programme |
|
Programme |
|
Programme |
|
Newsletter |
|
Newsletter |
|
Newsletter |
|
Newsletter |
|
Newsletter |
|
Booklets & Publications |
|
Booklets & Publications |
|
Booklets & Publications |
|
Booklets & Publications |
|
Booklets & Publications |
|
Publicity |
|
Publicity |
|
Publicity |
|
Publicity |
|
Publicity |
|
Members’ Roll |
|
Members’ Roll |
|
Members’ Roll |
|
Members’ Roll |
|
Members’ Roll |
|
|
|
|
|
|
|
|
|
|
|
Social Events |
|
Social Events |
|
Social Events |
|
Social Events |
|
Social Events |
Suffolk
Inter-Faith Resource's mission statement is to advance public knowledge and
understanding of the teachings, beliefs, traditions and practices of the
different religions and philosophies (including their distinctive features and
common ground) of communities in Britain and in particular, communities in
Suffolk and East Anglia.
· Encourages people of different
faiths to meet, share their traditions and promote mutual understanding.
· Takes an active role in the
inter-faith and multi-cultural process in Suffolk and East Anglia.
· Collects and produces study
materials and makes them available for schools and other interested bodies.
· Offers a programme of events and
training days for school children, students and professional people.
· Provides a range of activities for
the general public.
· Promotes research and the
exploration of ideas.
· Liaises with national and
international inter-faith organisations and networks.
· Is committed to equal opportunities
and encourages people from different backgrounds to contribute their life experience
and their scholarship.