HEALTH AND SAFETY POLICY
1. ABOUT THIS POLICY
1.1 This policy sets out our arrangements for ensuring we meet our health and safety obligations to worker and anyone visiting our premises or affected by our work.
1.2 The Managing Director has overall responsibility for health and safety and the operation of this policy.
1.3 This policy does not form part of any employee’s OR agency workers contract and we may amend it at any time. We will continue to review this policy to ensure it is achieving its aims.
2. YOUR RESPONSIBILITIES
2.1 All worker share responsibility for achieving safe working conditions. You must take care of your own health and safety and that of others, observe applicable safety rules and follow instructions for the safe use of equipment.
2.2 You should report any health and safety concerns immediately to Kyle Hoy
2.3 You must co-operate with managers and our clients on health and safety matters, including the investigation of any incident.
2.4 Failure to comply with this policy may be treated as misconduct and dealt with under our Disciplinary Procedure.
3. INFORMATION AND CONSULTATION
We will inform and consult directly with all worker regarding health and safety matters.
4. TRAINING
4.1 We will ensure that you are given adequate training and supervision to perform your work competently and safely by way of an onsite induction or as directed by our clients.
4.2 Worker will be given a health and safety induction and provided with appropriate safety training by us and/or our clients.
5. EQUIPMENT
You must use equipment in accordance with any instructions given to you. Any equipment fault or damage must immediately be reported to Kyle Hoy Do not attempt to repair equipment unless trained to do so.
6. ACCIDENTS AND FIRST AID
6.1 Details of first aid facilities and the names of trained first aiders are displayed on the notice boards.
6.2 All accidents and injuries at work, however minor, should be reported to Kyle Hoy and recorded in the Accident Book
7. FIRE SAFETY
7.1 All worker should familiarise themselves with the fire safety instructions at each clients site they may be assigned to.
8. RISK ASSESSMENTS AND MEASURES TO CONTROL RISK
We liaise with our client to carry out general workplace risk assessments periodically. The purpose is to assess the risks to health and safety of our worker employees and to identify any measures that need to be taken to control risks.
9. COMPUTERS AND DISPLAY SCREEN EQUIPMENT
9.1 If you use a computer screen or other display screen equipment (DSE) as a significant part of your work, you are entitled to a workstation assessment and regular eyesight tests by an optician at our expense.
9.2 Further information on workstation assessments, eye tests and the use of DSE can be obtained from our office.
EQUALITY AND DIVERSITY RECRUITMENT POLICY
Foxes Recruitment is committed to diversity and will promote diversity for all employees, workers and applicants. Foxes Recruitment will treat everyone equally and will not discriminate on the grounds of an individual’s “protected characteristic” under the Equality Act 2010 (the Act) which are age, disability, gender re-assignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. We will not discriminate on the grounds of an individual’s membership or non-membership of a Trade Union.
Foxes Recruitment’s selection procedure is based solely on the necessary and justifiable job requirements and the individual’s suitability.
Job profiles and person specifications are drawn up for every post to be filled. Where posts are advertised externally, consideration is given to the most appropriate outlets to ensure that a wide range of potentially suitable applicants have the opportunity to apply.
Selection methods, including interviews, are conducted in accordance with documented and standardised procedures and checklists, designed to ensure that discrimination forms no part of the recruitment process. The objective is to make each appointment on the grounds of selecting the most suitable candidate for the post.
Foxes Recruitment ensures that all staff are given an opportunity to take part in both job specific training and have an individual Personal Development Plan designed to promote their opportunities and career advancement within Foxes Recruitment. The appraisal process is carried out in accordance with clear and laid down criteria to ensure that its application is free from discrimination at every stage.
Our data protection policy statement reiterates the important data protection principles set out in the GDPR, it outlines out how we intend to comply with them and clarifies what rights and obligations an employee has both in relation to their own personal data and when handling other people’s personal data.
The EU General Data Protection Regulation (GDPR) requires us to comply with six data protection principles in our data processing activities. These say that personal data must be:
Businesses not only need to comply with these principles but also must be able to demonstrate that they comply. This is called the principle of accountability. So, we have implemented appropriate technical and organisational measures, including putting in place data protection policies and procedures and providing employee training, to ensure and be able to show that we carry out processing in accordance with the GDPR’s requirements.
Our GDPR Data Protection Policy sets out the principles and legal conditions that we, and your staff, must satisfy when processing personal data in the course of our business activities. This includes not only employees’ and other workers’ personal data but also personal data belonging to customers, clients and suppliers. The data protection principles are a central part of our policy statement as it outlines what those principles are and what our procedures are for ensuring that we comply with them. It also includes policy provisions governing the lawful basis for processing, subject access rights, the other rights of data subjects, data protection impact assessments and data retention and erasure. It’s intended to outline both our responsibilities, and the employee’s rights and obligations, in relation to the processing of personal data. That way, our employees should clearly understand how to implement the data protection principles and apply them in practice. Finally, we’ve confirmed to our employees that a failure to follow data protection requirements is a disciplinary offence. We have adopted our policy statement to ensure it reflects the specific operational practices and procedures that we’ve put in place in relation to data processing activities.
Disciplinary Procedure
Whilst the Company does not intend to impose unreasonable rules of conduct on its employees, certain standards of behaviour are necessary to maintain good employment relations and discipline in the interest of all employees. The Company prefers that discipline be voluntary and self-imposed and, in the vast majority of cases, this is how it works. However, from time to time, it may be necessary for the Company to take action towards individuals whose level of behaviour or performance is unacceptable. It will also occur where an employee knowingly breaks any legal requirement in connection with their employment.
With the exception of the section on alternatives to dismissal (which is contractual), this disciplinary procedure is non-contractual and does not form part of an employee’s contract of employment and may be amended at any time. The Company may also vary this disciplinary procedure as appropriate in any case.
Minor faults will be dealt with informally through counselling and training. However, in cases where informal discussion with the employee does not lead to an improvement in conduct or performance or where the matter is considered to be too serious to be classed as minor, for example, unauthorised absences, persistent poor timekeeping, sub-standard work performance, etc. the following disciplinary procedure will be used. At all stages of the procedure, an investigation will be carried out in order for the Company to establish a fair and balanced view of the facts relating to the disciplinary allegations against the employee, before deciding whether to proceed with a disciplinary hearing. This can include, where necessary, an investigation of social media websites (social media websites are a public forum, even if account privacy settings are set at a restricted access level). Employees must co-operate fully and promptly in any investigation. This will include informing the Company of the names of any relevant witnesses, disclosing any relevant documents and attending investigatory meetings if required.
Following any investigation, if the Company considers there are grounds for disciplinary action, it will notify the employee in writing of the allegations against him or her and will invite the employee to a disciplinary hearing to discuss the matter. The Company will provide sufficient information about the alleged misconduct or poor performance and its possible consequences to enable the employee to answer the case. This will include the provision of copies of written evidence, including witness statements, where appropriate. All employees must treat as confidential any information or evidence communicated to them in connection with an investigation or disciplinary matter.
Having given the employee reasonable time to prepare their case, a formal disciplinary hearing will then take place, conducted by a manager, at which the employee will be given the chance to state his or her case, accompanied if requested by a trade union official or a fellow employee of his or her choice. The employee must make every effort to attend the hearing. If the employee fails to attend without good reason, or is persistently unable to do so, the Company may have to take a decision based on the available evidence. At the hearing, the employee will be allowed to set out their case and answer any allegations and will also be given a reasonable opportunity to ask questions, present evidence, call relevant witnesses and raise points about any information provided by witnesses.
Please note that it is prohibited for employees to record (whether covertly or otherwise) the proceedings at the disciplinary hearing, and at any appeal hearing, without the express permission of the Company. If the Company discovers that you have done this covertly, you could be subject to further disciplinary action.
Following the hearing, the Company will decide whether or not disciplinary action is justified and, if so, the employee will be informed in writing of the Company’s decision in accordance with the stages set out below and notified of his or her right to appeal against that decision. An employee will not normally be dismissed for a first act of misconduct, unless the Company decides that it amounts to gross misconduct. Otherwise, it should be noted that an employee’s behaviour is not looked at in isolation but each incident of misconduct is regarded cumulatively with any previous occurrences. Please note that the Company will deal with all disciplinary matters within a reasonable timescale. However, it reserves the right to extend these wherever necessary and if appropriate.
The employee will be given a formal WRITTEN WARNING. He or she will be advised of the reason for the warning, how he or she needs to improve their conduct or performance, the timescale over which the improvement is to be achieved, that the warning is the first stage of the formal disciplinary procedure and the likely consequences if the terms of the warning are not complied with. The written warning will be recorded but nullified after six months, subject to satisfactory conduct and performance.
Failure to improve conduct or performance in response to the procedure so far, a repeat of misconduct for which a warning has previously been issued, or a first instance of serious misconduct or serious poor performance, will result in a FINAL WRITTEN WARNING being issued. This will set out the nature of the misconduct or poor performance, how he or she needs to improve their conduct or performance, the timescale over which the improvement is to be achieved and warn that dismissal will probably result if the terms of the warning are not complied with. This final written warning will be recorded but nullified after twelve months, subject to satisfactory conduct and performance. However, the Company reserves the right to extend the validity of the final written warning to a maximum of three years in cases of very serious misconduct verging on gross misconduct or where the employee has a history of misconduct issues.
Failure to meet the requirements set out in the final written warning will normally lead to DISMISSAL with appropriate notice. A decision of this kind will only be made after the fullest possible investigation. Dismissal can be authorised only by a senior manager or a Director. The employee will be informed of the reasons for dismissal, the appropriate period of notice, the date on which his or her employment will terminate and how the employee can appeal against the dismissal decision.
This section only of the disciplinary procedure is contractual and forms part of an employee’s contract of employment.
In some cases the Company may at its discretion consider alternatives to dismissal. These may be authorised by management and will usually be accompanied by a final written warning. Examples include:
The Company reserves the right to institute disciplinary action against an employee who commits a misconduct offence, and this may result in a disciplinary sanction such as a written warning or final written warning. Examples of misconduct include:
The above is intended as a guide and is not an exhaustive list.
Offences under this heading are so serious that an employee who commits them will normally be summarily dismissed, regardless of whether there are any active warnings on their record. In such cases, the Company reserves the right to dismiss without notice of termination or payment in lieu of notice. Examples of gross misconduct include:
The above is intended as a guide and is not an exhaustive list.
In the event of serious or gross misconduct, an employee may be suspended without basic pay while a full investigation is carried out. Such suspension does not imply guilt or blame and will be for as short a period as possible. Suspension is not considered a disciplinary action or penalty and it does not indicate that any decision has already been made about the allegations.
An employee may appeal against any disciplinary decision, including dismissal, to a Director of the Company within five working days of the decision. Appeals should be made in writing and state the full grounds for appeal. The employee will be invited to attend an appeal hearing chaired by a senior manager or a Director or an independent chairperson appointed by the Company.
At the appeal hearing, the employee will again be given the chance to state his or her case and will have the right to be accompanied by a trade union official or a fellow employee of his or her choice.
Following the appeal hearing, the employee will be informed in writing of the appeal decision. The Company may confirm the original decision, revoke the original decision or substitute a different penalty. The Company’s decision on an appeal will be final.
If the appeal is against dismissal, the date that any dismissal takes effect will not be delayed pending the outcome of the appeal. However, if the appeal is successful, the decision to dismiss will be removed and the employee will be reinstated with no loss of continuity or pay.
This disciplinary procedure does not apply to any employee who has been employed by the Company for less than two years.
Grievance Procedure
The primary purpose of this grievance procedure is to enable staff to air any concerns that they may have about practices, policies or treatment from other individuals at work or from the Company, and to produce a speedy resolution where genuine problems exist. It is designed to help all employees to take the appropriate action, when they are experiencing difficulties, in an atmosphere of trust and collaboration.
Although it may not be possible to solve all problems to everyone’s complete satisfaction, this policy forms an undertaking by the Company that it will deal objectively and constructively with all employee grievances, and that anyone who decides to use the procedure may do so with the confidence that their problem will be dealt with fairly.
This grievance procedure is not a substitute for good day-to-day communication in the Company where we encourage employees to discuss and resolve daily working issues in a supportive atmosphere. Many problems can be solved on an informal footing very satisfactorily if all employees are prepared to keep the channels of communication between themselves open and working well. This procedure is designed to deal with those issues that need to be approached on a more formal basis so that every route to a satisfactory solution can be explored and so that any decisions reached are binding and long lasting.
This grievance procedure is entirely non-contractual and does not form part of an employee’s contract of employment.
If you cannot settle your grievance informally, you should raise it formally. This procedure has been drawn up to establish the appropriate steps to be followed when pursuing and dealing with a formal grievance.
In the event of your having a formal grievance relating to your employment you should, in the first instance, put your grievance in writing and address it to your line manager, making clear that you wish to raise a formal grievance under the terms of this procedure. Where your grievance is against your line manager, your complaint should be addressed to an alternative manager or to the human resources department. This grievance procedure will not be invoked unless you raise your grievance in accordance with these requirements.
A manager (who may not be the manager to whom your grievance was addressed) will then invite you to attend a grievance meeting to discuss your grievance and you have the right to be accompanied at this meeting by a trade union official or a fellow employee of your choice. Every effort will be made to convene the grievance meeting at a time which is convenient for you and your companion to attend. If this means that the meeting cannot be held within a reasonable period (usually within five working days of the original date set), we ask that you make arrangements with another companion who is available to attend. Any employee who is chosen to accompany another in a grievance hearing is entitled to take paid time off for this purpose.
You must make every effort to attend the grievance meeting.
At the meeting, you will be permitted to explain your grievance and how you think it should be resolved. Please note that it is prohibited for you to record (whether covertly or otherwise) the proceedings at the grievance meeting, and at any appeal meeting, without the express permission of the Company.
Following the meeting, the Company will endeavour to respond to your grievance as soon as possible and, in any case, within five working days of the grievance meeting. If it is not possible to respond within this time period, you will be given an explanation for the delay and be told when a response can be expected. You will be informed in writing of the Company’s decision on the grievance and notified of your right to appeal against that decision if you are not satisfied with it.
In the event that you feel your grievance has not been satisfactorily resolved, you may then appeal in writing to a Director of the Company within five working days of the grievance decision. You should also set out the grounds for your appeal.
On receipt of your appeal letter, a more senior manager or a Director (who again may not be the person to whom your appeal was addressed), or an independent chairperson appointed by the Company, shall make arrangements to hear your grievance at an appeal meeting and at this meeting you may again, if you wish, be accompanied by a trade union official or a fellow employee of your choice.
You must make every effort to attend the grievance appeal meeting.
Following the meeting, the senior manager or Director or independent chairperson will endeavour to respond to your grievance as soon as possible and, in any case, within five working days of the appeal hearing. If it is not possible to respond within this time period, you will be given an explanation for the delay and be told when a response can be expected. You will be informed in writing of the Company’s decision on your grievance appeal.
This is the final stage of the grievance procedure and the Company’s decision shall be final.
If your complaint relates to your dissatisfaction with a disciplinary, performance review or dismissal decision, you should not invoke the grievance procedure but should instead appeal against that decision in accordance with the appeal procedure with which you will have been provided.
In the event that the Company discovers a grievance previously raised by you is malicious, fabricated or falsified it reserves the right to take disciplinary action against you. Please note that this could result in your dismissal for gross misconduct.
Foxes Recruitment Limited (Leicester)
Foxes Recruitment is the trading name of Foxes Recruitment Ltd. Registered in England & Wales. Registered number No. 11877158 © 2019. All rights reserved.
Copyright © 2019-2022 Foxes Recruitment Limited - All Rights Reserved.
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