Underwood Carpenter Employee Handbook - Latest 02 11 16

Employee Handbook 

Issue Date: November 2016

Contents 

The Purpose of this Handbook 6 

Our Support Mentors 6 

Aims 6 

Non-Contractual and Contractual Terms 6 

Amendments to the Employee Handbook 6 

Section 1 7 

1 7 

Benefits for Employees 7 

Employee Wellbeing 7 

Training and Development 7 

Professional Membership Fees 7 

Personal Development Plan 7 

UC Pension Plan 8 

Perkbox Benefits 8 

Medical Insurance 8 

Eye Sight Tests for Display Screen Equipment (DSE) Users 9 

2 9 

Your Working Environment 9 

Code of Conduct 9 

Dress Code 9 

Alcohol/Drugs/Substance Abuse 9 

Equal Opportunities 10 

Bullying and Harassment 10 

Working from Home / Flexible Working 12 

Personal Property 12 

Public Duties 12 

Employee Handbook Issue Date: November 2016 

2

3 12 

Work and Family 12 

Maternity Pay and Leave 12 

Paternity Pay and Leave 15 

Shared Parental Pay and Leave 16 

Parental Leave 19 

Family Emergencies 20 

4 20 

Health and Safety 20 

Health and Safety Policies 20 

5 21 

Marketing and Branding 21 

Marketing 21 

All forms of marketing and related initiatives must be agreed and signed-off by 

your Line Manager. 21 

Branding and Standard Templates 21 

6 22 

Corporate Social Responsibility 22 

Business Ethics 22 

Environment 22 

Community 22 

Philanthropy 22 

7 22 

Problem Solving 22 

Disciplinary Procedure 22 

Grievance Procedure 29 


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Section 2 30 

1 30 

Terms and Conditions of Employment 30 

Attendance and Time Keeping 30 

Working Time Regulations 30 

Driving on Company Business 30 

My Space: Timesheet, Expenses and Mileage System 31 

Holidays 33 

Sickness Absence 34 

Work Related Stress 39 

Healthcare Appointments 39 

2 39 

Protecting our Assets 39 

Company Property and Security 39 

3 41 

Security and Information Technology Governance 41 

Internet, Email and other IT Systems 41 

Social Media 41 

Acceptable Personal Usage 42 

Monitoring 42 

Rules for usage of internet and email systems 42 

Prohibited Activities 43 

Monitoring 44 

Telephones 44 

4 45 

Bribery and Disclosure 45 

Anti-Bribery 45 

Data Protection 47 


4

’Whistle Blowing’ Procedure 47 

Public Interest Disclosure 48 

5 48 

Leaving the Company 48 

Notice/Termination of Employment 48 

Redundancy 49 

Retirement 49 


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Introduction to the Employee Handbook 

Welcome to our Team and we hope you will find your career with us both enjoyable and 

rewarding. 

We recognise our people are our future. We are continually learning, evolving and developing new 

ways of working that benefit our team and the Company as a whole. 

Our objective is to make our Company a great place to work and one in which each of our team 

feel recognised and are encouraged to grow and succeed. 

The Purpose of this Handbook 

We have prepared this Handbook with the objective of providing our team with useful information 

on all aspects of our policies, standards and procedures. We hope you will find this information 

useful as a reference document. 

A copy of this handbook is available on the HR Policies and Company Procedures drive : 

1. Employee Handbook 

It is important that you ensure you make yourself familiar with its contents, but always feel able to 

discuss any business or personal matters with your Line Manager or one of our Support Mentors. 

Our Support Mentors 

Tim Salter, Allan McPherson, David Underwood and Rachael Lewis 

Aims 

It is our intention to clearly set out policies and procedures to ensure that all employees are treated 

consistently and fairly and that new members to our team have a point of reference on 

employment matters. 

Non-Contractual and Contractual Terms 

The contents of this handbook fall into two categories, non-contractual and contractual terms of 

employment. 

To help you define which items are non-contractual and which ones are contractual, this 

handbook has been split into two sections: 

Section 1: 

Section 2: 

Non-Contractual 

Contractual 

Amendments to the Employee Handbook 

It is important that we keep reviewing our people policies and procedures to ensure we comply 

with all legal requirements and adhere to best practice. The Company therefore reserves the right 

to make changes to policies and procedures contained within the handbook or otherwise to add 

in additional clauses/policies. 


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Section 1 

This section covers non-contractual policies and procedures. Whilst they do not form part of your 

contract of employment, they do nevertheless include policies that must be followed. It is therefore 

important that you understand these requirements, if they are not observed it may lead to a 

breach of Company policy and possible disciplinary measures. 

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Benefits for Employees 

• Employee Wellbeing 

• Training and Development 

• Professional Membership Fees 

• Personal Development Plan 

• UC Pension Plan 

• Perkbox Benefits 

• Medical Insurance 

• Eye Sight Tests for Display Screen Equipment (DSE) Users 

Employee Wellbeing 

We appreciate that at times, work can be stressful (either on a temporary or permanent basis) and 

at certain times in people’s lives, they are less able to tolerate stress levels that previously they 

would have been able to cope with and need a little extra support. 

Should you ever feel that your job is causing you undue stress or that you need extra support, 

please speak to your Line Manager or a Team Mentor so that we can work together to discuss ways 

of addressing the situation. 

Training and Development 

The Company is committed to training all employees to fully develop their potential and ensure that 

standards of competence are maintained. 

In conjunction with the Company's commitment it is expected that all employees will make a similar 

commitment to their own development, through their attitude to the opportunities and self learning. 

Professional Membership Fees 

At the Company’s discretion, we may reimburse professional fee subscriptions provided that they 

are relevant to your activities for the Company. 

Personal Development Plan 

Personal Development Plans are a key part of our business strategy and our staff development 

plan. We will aim to carry out reviews at least every three months or as agreed in your PDP Action 

Plan. 


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PDPs have four main objectives: 

- To provide an opportunity for you to have a dialogue with your Line Manager, enabling you 

to discuss and receive feedback and evaluation on your performance. 

- To provide a method to set and review key objectives linked to personal, team and 

Company objectives and values. 

- To provide a means to identify and prioritise learning and development needs, and to 

define an action plan for each employee. 

- To provide an opportunity for reflection and discussion about your performance and 

aspirations in a constructive and open environment 

Competencies and performance will be reviewed against the specific job role but the review 

process may also seek to provide support and development for future new roles and opportunities. 

UC Pension Plan 

The Company operates a workplace pension plan that is managed by Aviva. Eligibility is subject to 

meeting scheme membership criteria, namely; 

• You earn over £192 per week (or £833 per month), 

• you are aged 22 or over and, 

• you are under state pension age 

Employees meeting the eligibility criteria will be automatically enrolled into the UC Pension Plan. 

The eligibility criteria may be updated in line with changes in legislation from time to time. 

Employer and employee contributions are based on a percentage of basic salary. The 

percentage the Company will contribute into your UC Pension Plan is 1.5% and employees will 

contribute a minimum of 1%. Contributions will increase in increments, currently planned for 

October 2017 and then October 2018 to reach the minimum contribution level of 3% for the 

employer and 5% for the employee. This may be subject to change to align with legislation 

amendments. 

Upon enrolment, employees will receive a Scheme Membership pack, detailing how to log on to 

your own Aviva account for monitoring/managing your pension plan, how to opt out of the 

scheme and details of Aviva product discounts. You may also refer to the UC Pension Plan 

microsite: https://www.aviva.co.uk/mypension/ucpensionplan/. 

If you choose to opt out of the scheme, in line with pension regulations, you will be automatically 

enrolled again every 3 years, at which time you will need to opt out of the scheme if you wish to 

remain opted out. 

Perkbox Benefits 

The company operates a Staff Benefits package. This benefits package will give you access to 

discounts at major retailers, restaurants, cinemas, leisure facilities and much more. Further 

information will be provided with your membership invitation. 

Medical Insurance 

This benefit may be provided subject to grade. Alternatively, the company is able to obtain 

preferential rates for medical insurance should you require this cover. Please contact the Finance & 

HR Manager should you wish to obtain a quote for you or your family. 


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Eye Sight Tests for Display Screen Equipment (DSE) Users 

Employees who regularly use PCs or other display screen equipment (i.e. for more than 2 hours per 

day or 10 hours per week) are entitled to have DSE eye sight tests, up to every 2 years if required, 

paid for by the Company. 

Should you need a DSE eyesight test you can claim reimbursement upon presentation of your test 

payment receipt with your next expenses claim. The cost of your eye test will be reimbursed up to 

a maximum of £25. 

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Your Working Environment 

• Code of Conduct 

• Dress Code 

• Alcohol/Drugs/Substance Abuse 

• Equal Opportunities 

• Bullying and Harassment 

• Working from Home / Flexible working 

• Personal Property 

• Public Duties 

The following sections cover our key policies for creating a positive and professional working 

environment. 

Code of Conduct 

The Company expects all employees to conduct themselves in an appropriate manner at all times, 

not only in terms of behaviour, but also with regards to their personal attire and choice of 

language. You are a representative of the Company, and your conduct, both inside and outside 

work premises, may reflect on the image and reputation of the Company. 

Maximum effort should be put into building relationships with our clients, as excellent customer 

service is the key to our continued success and profitability. Any negative feedback from clients 

concerning customer service will be investigated and should it be found that you were 

discourteous or rude to any client, you may be subject to disciplinary action. 

If for any reason you are required to work at a client’s premises you are reminded that you must 

abide by the policies of that client and also act as a good ambassador of the Company. 

Dress Code 

Starting with your first day and continuing throughout your employment, you represent the 

Company. We encourage everyone to maintain appropriate attire and personal appearance in a 

manner that is professional in our business environment. We are more relaxed about smart casual 

wear in our office, but would still ask that due consideration be given to the image you present to 

any visiting clients or suppliers 

Alcohol/Drugs/Substance Abuse 

No illegal drugs or substances are allowed on the Company’s premises. If you are found to be in 

possession of illegal drugs or substances or you are suspected of dealing drugs on Company 

premises the police will be informed immediately. Any employee who is unfit for work, as a result of 


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excessive drinking or suspected use of illegal drugs or substances, will be sent home immediately on 

suspension, with pay, and will be liable to disciplinary action being taken. Being unfit for work as a 

result of drinking alcohol or the use of illegal drugs or substances, possession of or dealing drugs is 

normally considered to be an act of gross misconduct and may therefore result in your dismissal 

from the Company. 

If any employee is on a course of medication or prescribed drugs they must inform their Line 

Manager immediately if the effects of the drug may impair their ability to work or to operate 

Company equipment, including driving vehicles on or off the Company’s premises, so that a risk 

assessment can be carried out and appropriate action taken to protect your welfare and the 

health and safety of others. 

Equal Opportunities 

The Company is an equal opportunities employer committed to all aspects of employment, 

including recruitment, the provision of training and career development opportunities to: 

• Provide the same level of opportunity for everyone 

• Attract and retain new employees 

• Show our clients that we are a fair Company 

• Ensure that our employment and business practices do not infringe the law 

• Demonstrate our commitment to be an equal opportunities employer 

The Company values diversity and it is in everyone’s interests for the environment in which we work 

to be harmonious and respectful. We will treat all employees fairly and with dignity and we will 

provide a working environment free from direct and indirect discrimination, harassment or 

victimisation. 

Any employee’s conduct outside of work that could have a bearing on their employment or could 

bring the Company’s name or reputation into disrepute will be dealt with under the Company’s 

disciplinary procedure. 

All employees for employment with this Company will be given equal opportunity regardless of their 

age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, 

race, religion or belief, sex and sexual orientation or any other condition which cannot be shown to 

be relevant to performance. 

Employer’s Responsibilities 

The Company will fulfil it’s commitment to equal opportunity by: 

• Recognising it’s legal obligations under the Equality Act 2010 and also other associated 

legislation and appropriate case law 

• Providing facilities for any employee who believes that he/she has been unfairly treated to 

raise the matter through the grievance procedure 

• Regarding any deliberate discriminatory action, including harassment, by any employee as 

a serious disciplinary offence 

Bullying and Harassment 

This policy sets out the Company’s approach to dealing with any form of bullying or harassment 

within the work environment. This policy applies to all workers and includes not only their usual work 

environment but any work-related functions held out of working hours, such as Christmas parties, 

leaving drinks and so on. 

The Company will not tolerate any acts of harassment or bullying. 


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Employees must remember that everyone will differ in their interpretation of ‘bullying’ and 

‘harassment’, and what may be acceptable to one person may not be acceptable to another. 

Bullying and harassment behaviours are defined by how the person feels and not by what the 

bully/harasser intended. 

Bullying and harassment can cause significant stress, fear and anxiety for the recipients and can 

manifest itself in high absence levels, low morale, poor performance, high turnover and illness. 

The following is a list of examples of bullying and harassment, but is by no means exhaustive: 

• Physical abuse (pushing, shaking or blocking someone’s way) 

• Shouting and swearing at an individual, making threats 

• Personal insults and name-calling 

• Spreading malicious rumours 

• Punishments given for no apparent reason 

• Persistent criticism and belittling individuals 

• Setting unrealistic targets on purpose, setting people up to fail 

• Removing responsibility and allocating menial tasks 

• Racial abuse 

• Displays of sexually offensive material (e.g. pin-ups) 

• Requests and insistence on sexual favours, actual sexual violence 

• Threat of dismissal, loss of promotion for refusal of sexual favours 

• Unnecessary physical contact 

• Insensitive jokes or pranks or lewd comments 

• Deliberate exclusion from conversations or teamwork 

• Internet / email bullying, persistent harassment on email or social media sites 

Procedure for Dealing with Bullying and Harassment 

Any employee who feels they have been bullied or harassed should report the matter either 

informally or formally to their Line Manger, a Team Mentor, HR Manager or Director of the 

Company. Subject to the outcome of that discussion, a disciplinary investigation may then take 

place. 

Allegations of bullying and harassment are very serious. Any employee who brings a complaint of 

bullying or harassment will not suffer any victimisation for having done so but, should their complaint 

prove to be untrue and made in bad faith, then disciplinary action may be taken. 

Minor Acts of Bullying or Harassment – Informal approach 

If the employee feels able to deal with the issue themselves, they should approach the individual 

concerned and make it clear that their actions are not acceptable, and that if the behaviour does 

not stop they will have to consider making a formal complaint. 

Serious Acts of Bullying or Harassment 

If the informal approach has not been successful or if the bullying or harassment is sufficiently 

serious then the formal grievance procedure should be instigated by writing down the details of the 

bullying or harassment in the form of a complaint and handed to your Line Manager. 

Confidentiality 

Please be aware that whilst confidentiality will be maintained as far as possible, in some 

circumstances the Company may have a duty of care to investigate and take action to resolve 

the problem, even in instances when the employee concerned would prefer that no action be 

taken. 


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Working from Home / Flexible Working 

Whilst we support flexible and mobile working, we expect our team to work from the Company’s 

Head Office at least one day per week to maintain proper communication with their Line Manager 

and ensure they operate as part of the team structure and are fully up to date with ways of 

working. Individual arrangements must be agreed with your Line Manager. 

If the Company agrees to you working from home for any part of a day or any part of a week, you 

must first satisfy the Company that you have adequate facilities available for you to work from 

home. This will include ensuring that you have the means to maintain full telephone and email 

communication at all times. If agreement is granted by the Company, any subsequent change 

whatsoever that may affect your ability to work from home in the required manner must be notified 

to your Line Manager immediately. Failure to satisfy this requirement may result in appropriate 

actions in line with the Disciplinary Procedure. 

If working from home or away from the office, you must ensure that the following are being 

achieved: 

• Regular communication, including discussion of your workload, whereabouts, objectives 

and achievements 

• Regular submissions of evidence/reports/documentation relating to your workload, 

whereabouts, objectives, achievements, etc 

• You have access to the appropriate resources in order to fulfil your business objective 

• You are easily contactable by telephone and or email during your contracted hours 

• Your locations are regularly updated with head office 

Personal Property 

You are reminded that the Company does not accept any responsibility for loss or damage to an 

employee’s clothing or personal items. 

Public Duties 

If you are required to be a witness in court or attend jury service, leave of absence may be 

granted. 

If granted, you will be required to complete the loss of earnings form provided by the courts. 

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Work and Family 

• Maternity Pay and Leave 

• Paternity Pay and Leave 

• Shared Parental Leave 

• Parental Leave 

• Family Emergencies 

Maternity Pay and Leave 

If you are absent from work due to pregnancy or confinement, you must take compulsory 

maternity leave of at least 2 weeks and are entitled to maternity leave of up to 52 weeks and, if 

you satisfy particular qualifying conditions, you may be entitled to certain statutory payments. 


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Please note, however, that owing to the complexity of the legislation the following is only a 

summary. 

Notification of Pregnancy 

Once you have your pregnancy confirmed you should notify your Line Manager at the earliest 

opportunity and, if possible, give an indication of when your baby is due. Notifying the Company of 

pregnancy is particularly important for anyone whose work involves, for example, lifting or carrying. 

However, at the latest, you are required to notify the Company of your intention to take maternity 

leave by the 15 th week before your expected week of confinement (EWC). You will need to advise 

the Company: 

• That you are pregnant 

• The week your baby is expected to be born 

• When you want your maternity leave to start 

You are entitled to change your mind about when you want to start your maternity leave, 

providing you advise the Company at least 28 days in advance. 

Once the form MAT B1 (which states the expected date of birth) has been issued by the midwife or 

doctor, you should give this to the Finance and HR Manager. 

The Company will respond in writing within 28 days of receiving your notification of your leave 

plans, setting out the date of which you are expected to return to work if you take your full 

maternity leave. 

You should notify the Company of the date of your baby’s birth as soon as is convenient after the 

birth. Maternity pay and leave provisions are applicable to anyone whose baby is born after 24 

weeks of pregnancy. 

Risk Assessment 

The Company may carry out a risk assessment and if your job, or any of your duties, is identified as 

carrying any risk for you or your unborn child you will be notified immediately and all reasonable 

arrangements will be made to remove you from those risks. This may mean that your working 

conditions are altered or that you are offered other more suitable duties for the duration of your 

pregnancy. If neither of these options is possible it may be necessary to suspend you on full pay 

until you are no longer at risk. If you unreasonably refuse a suitable alternative vacancy which is 

offered you may lose your right to pay. 

If you have any concerns about your own health and safety during your pregnancy at any time 

you should speak to your Line Manager immediately. 

Ante Natal Care 

Time off with pay is allowed for the purposes of antenatal care advised by a doctor or midwife 

provided that you can provide evidence of an appointment (except for your first ante natal 

appointment, which you can attend first and provide evidence later). 

The father/partner is entitled to attend up to 2 ante-natal appointments; time off for these 

appointments will be unpaid. 

Maternity Pay 

If you have been employed by the Company for 26 weeks, 15 weeks before the week in which 

your baby is due (the qualifying week) and your earnings are above the lower earnings limits, you 

will be entitled to statutory maternity pay (SMP). 


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If you have been employed for less than 26 weeks you will qualify for maternity leave, but not for 

maternity pay. 

SMP is paid for a maximum period of 39 weeks and is paid in the same way and at the same times 

as normal salary. 

Maternity pay is paid at 90% of normal earnings for the first 6 weeks of the maternity leave period 

and then 33 weeks at the SMP flat rate which is reviewed in April of each year, or 90% of average 

weekly earnings if this is less than the SMP rate. 

If you are not entitled to SMP you may be entitled to receive Maternity Allowance which can be 

claimed from The Department of Work and Pensions by completing form MA1 which is available 

online. 

Maternity Leave 

All employees are entitled to 52 weeks’ statutory maternity leave. This comprises of 26 weeks’ 

ordinary maternity leave (OML), immediately followed by 26 weeks’ additional maternity leave 

(AML). 

The earliest date you can commence your maternity leave is 11 weeks before the expected date 

of confinement (EWC), although you are not required to take any maternity leave before the birth 

if you do not wish to do so. However, if you are absent from work for a pregnancy related illness 

during the 4 weeks before the start of your EWC, your maternity leave will start automatically, 

regardless of the date you intended to start your maternity leave. 

For babies due on or after the 5th April 2015, if both you and the father/partner meet the qualifying 

requirements you will be able to opt in to Shared Parental Leave, allowing you to share up to 50 

weeks with the father or partner, after the initial compulsory maternity period of 2 weeks. For more 

information on Shared Parental Leave, please see the section below. 

Keeping in Touch Days 

During your statutory maternity leave period you may carry out up to 10 days’ work without 

bringing your maternity leave to an end. This can include attending training or keeping in touch 

with the workplace by, for example, attending Company or team meetings. 

During your statutory maternity leave period there is no obligation on the Company to provide you 

with work, nor is there any requirement on you to attend work if you do not wish to do so. 

Contractual Status during Maternity Leave 

Whilst on maternity leave you are entitled to receive all your normal contractual benefits, such as 

annual holiday entitlement, but, you are not entitled to receive your normal pay during this period. 

All other terms and conditions of employment remain in force throughout the full period of 

maternity leave. 

If an employee wishes to return to work during or at the end of the period of ordinary maternity 

leave they are entitled to return to their original job. If they return at the end of additional maternity 

leave and their original job is no longer available, they will be entitled to return to a job of a similar 

nature and status. 

Returning to Work 

If you intend to return to work at the end of your full maternity leave entitlement you are not 

required to give any further notification to the Company. However, if you wish to return to work 

before the end of your maternity leave, you must notify the Company in writing at least 56 days 


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efore your intended date of return. If you do not give appropriate notice, this may delay your 

return to work. 

If you decide not to return to work you must give the normal contractual notice period for 

termination of employment. 

If you request to return to work on different terms and conditions of employment than before the 

commencement of your maternity leave, the Company will give reasonable consideration to this 

request and will not unreasonably refuse permission. Please see the Company’s policy on 

requesting flexible working. 

Paternity Pay and Leave 

This policy sets out the entitlement for ordinary paternity leave and pay. 

Ante Natal Care 

The father/partner is entitled to attend up to 2 ante-natal appointments or adoption meetings; time 

off for these appointments will be unpaid. 

Ordinary Paternity Leave (OPL) 

In order to qualify for paternity leave you must: 

• Be the biological father of the child or the mother’s husband or partner; or 

• Be the adopter’s spouse or partner; 

• Have worked continuously for the Company for 26 weeks leading into the 15th week before 

the baby is due; or 

• Have worked continuously for the Company for 26 weeks leading into the week in which 

the adopter is notified of being matched with a child; and 

• Have or expect to have responsibility for the child’s upbringing. 

The Company will ask you to provide a self-certificate as evidence that you meet the eligibility 

conditions outlined above. 

Length of Ordinary Paternity Leave 

You can choose whether to take either one week or 2 consecutive weeks’ paternity leave. Leave 

cannot be taken as single days. 

You can choose to start your leave: 

• From the date of the child’s birth (whether this is earlier or later than expected); or 

• From the date of the child’s placement; or 

• From a chosen number of days or weeks after the date of the child’s birth (whether this is 

earlier or later than expected); or 

• From a chosen number of days or weeks after the date of the child’s placement; or 

• From a chosen date. 

Leave can start on any day of the week on or following the child’s expected birth (or placement), 

but it must be completed within 56 days of the actual date of birth (or placement) of the child, or if 

the child is born (or placed) early, within the period from the actual date of birth (or placement) up 

to 56 days after the expected week of birth (or placement). 

Only one period of leave will be available, irrespective of whether more than one child is born as 

the result of the same pregnancy, or whether more than one child is placed. 


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Ordinary Statutory Paternity Pay 

During ordinary paternity leave, most employees will be entitled to statutory paternity pay (SPP). 

SPP is paid at the standard rate of statutory maternity pay (SMP), which is reviewed in April of each 

year, or 90% of average weekly earnings if this is less than the SMP rate. 

Notification of Intention to take Ordinary Paternity Leave 

You will be required to inform the Company of your intention to take paternity leave by the 15th 

week before the baby is expected, or within 7 days of being informed by the adoption agency of 

a match. You will need to advise your Manager: 

• The week the baby is due; or 

• When the child is expected to be placed; and 

• Whether you wish to take 1 or 2 weeks leave; and 

• When you want your leave to start. 

You are entitled to change your mind about the date on which you want your leave to start 

providing you advise the Company at least 28 days in advance. 

Contractual Status during Ordinary Paternity Leave 

The contract of employment continues during ordinary paternity leave and entitlement to all 

benefits continues, with the exception of salary (and other remuneration payments). 

Return to Work After Ordinary Paternity Leave 

You will be entitled to return to the same job following paternity leave. 




commencement of your additional paternity leave, the Company will give reasonable 

consideration to this request and will not unreasonably refuse permission. Please see the 

Company’s policy on requesting flexible working. 

If you would like to take further leave, you can opt in to Shared Parental Leave (SPL), please see 

the Shared Parental Leave policy for more information. 

Shared Parental Pay and Leave 

Eligible employees will have the right to share up to 50 weeks Shared Parental Leave (SPL) to care 

for a child due or adopted on or after 5th April 2015. 

Eligibility 

In order to qualify for Shared Parental Leave: 

• The mother/primary adopter can only share the leave with the one partner/spouse or the 

father of the child and this person must share the main responsibility for the care of the 

child; and 

• The parent intending to take SPL must be an employee and be employed for the duration 

of the SPL (or at the start of each leave period); and 


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• The mother/primary adopter must be entitled to maternity or adoption leave or statutory 

maternity or adoption pay or maternity allowance and have ended/given notice to end 

the maternity/adoption entitlements; and 

• The employee seeking SPL must have worked for the Company for at least 26 weeks at the 

end of the 15th week before the week in which the child is due (or at the week in which an 

adopter was notified of having been matched with a child for adoption) and still be 

working for the Company at the start of each period of SPL; and 

• The other parent/partner must have worked for 26 weeks in the 66 weeks leading up to the 

due date and have earned above the minimum earnings threshold; and 

• Give the correct notice, including a declaration and evidence that both parents meet the 

employment and earnings tests. 

It’s possible that only one parent may be eligible to take SPL, e.g. the other partner may be selfemployed 

and so will not be eligible to take SPL, but will still need to pass the earnings test so that 

their partner, an employee, can qualify. If both parents meet the qualifying requirements, there will 

be a joint entitlement and they will have to decide how to share the SPL once the mother/primary 

adopter has curtailed their maternity/adoption leave. 

Shared Parental Leave (SPL) 

Shared Parental Leave can be taken at any time after the 2 weeks of compulsory adoption or 

maternity leave as long as the SPL is taken before the child’s first birthday and providing that there 

is some untaken maternity/adoption leave to share. 

In order for Shared Parental Leave to start: 

• The mother or primary adopter must have returned to work; or 

• The mother or primary adopter must have given a ‘binding notice’ (a decision that can’t be 

changed) to the Company of the date when they’ll end their maternity or adoption leave; 

and 

• Ended or given a binding notice to end their maternity/adoption pay. 

Therefore SPL can start for the father/partner while the mother or adopter is still on maternity or 

adoption leave if she’s given binding notice to end her leave (and pay if appropriate). 

Alternatively the SPL can start at the end of the maternity/adoption leave or sometime later. Both 

parents can either take SPL at the same time, or separately in blocks (if eligible). 

An employee must opt in for SPL and give the Company at least 8 weeks’ notice before the start of 

the first period of SPL. Employees can give their employer up to 3 separate notices – each notice 

can be for a block of leave or the notice may request a pattern of discontinuous leave involving 

different periods of leave. 

Please note that discontinuous means blocks of 1 week e.g. 1 week off, 1 week in work, 1 week off 

etc.) 

The Company will agree to blocks of continuous leave, and will consider requests for blocks of 

discontinuous leave, but, depending on the needs of the business, requests for discontinuous leave 

may be refused and the total weeks of leave will need to be taken in a single continuous block. The 

Company will ensure that a response is provided to requests for discontinuous leave within 14 days 

of receiving the request. 

SPL can start on any day of the week and may only be taken in complete weeks. 

If the request for discontinuous leave is refused then the employee can withdraw their request on or 

before the 15th day after the request was made and it will not count as one of their 3 requests, if 

the employee doesn’t do this then they must take the total amount of leave they had requested in 


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a continuous block. The employee can choose when this leave period will begin within 19 days the 

request was given to the Company but it cannot start sooner than the date initially requested. If the 

employee doesn’t choose the start date, then the leave will begin on the starting date originally 

requested. 

If the employee is eligible for SPL but doesn’t have or doesn’t want to share the SPL with a father or 

partner, then they can use the SPL to take their leave in separate blocks. 

Both parents will have to complete a declaration confirming that they meet the eligibility 

conditions outlined above and giving details of the Shared Parental Leave and how they plan to 

take it. 

Only one period of leave will be available, irrespective of whether more than one child is born as 

the result of the same pregnancy, or whether more than one child is placed. 

Discussions regarding SPL 

If you are considering taking Shared Parental Leave, you are encouraged to speak to your 

Manager or Finance and HR Manager at an early stage. Once we have received your notification 

that you would like to opt into Shared Parental Leave, we may simply write to you to agree the 

period of leave, or may arrange an informal discussion to discuss your intentions and how you 

would like to use your entitlement. 

Shared Parental Pay (SPP) 

In order to be entitled to Shared Parental pay, the following conditions apply: 

• The child’s mother or adopter must have been entitled to statutory maternity pay, statutory 

adoption pay or statutory maternity allowance; and 

• The child’s mother or adopter has not exhausted the full 39 weeks statutory pay entitlement 

by the start of SPL; and 

• The other parent must have earned an average salary of the lower earnings limit, or more 

for the 8 weeks prior to the 15th week before due date. 

The entitlement to Shared Parental Pay will depend on how statutory maternity pay, statutory 

adoption pay or statutory maternity allowance has been taken. If the mother/primary adopter has 

not taken the full entitlement to pay then the remaining pay entitlement will transfer over to Shared 

Parental Leave and can be taken by either parent. 

For example, if a mother takes 2 weeks compulsory maternity leave, but wants to opt in to Shared 

Parental Leave for the remaining 50 weeks, then there will be 4 weeks of pay at 90% of average 

earnings, followed by 33 weeks at the flat rate of Shared Parental Leave which can be shared 

between the parents depending on who is taking SPL. 

If the full entitlement to statutory maternity pay, statutory adoption pay or statutory maternity 

allowance has been used at the time that SPL starts then neither parent will be eligible to receive 

Shared Parental Pay and therefore the period of SPL will be unpaid. 

Change of Start/End Date for Shared Parental Leave 

You are entitled to change your mind about the date on which you want your leave to start, or 

end providing you advise the Company at least 8 weeks in advance. However, notice of a change 

of date will count towards the 3 requests for Shared Parental Leave. The only exception being if 

the change is as a result of the child being born early or if the Company requests the change. 


18

SPLIT (Shared Parental Leave in Touch) Days 

During your Shared Parental Leave you may carry out up to 20 days’ work without bringing your SPL 

leave to an end or impacting on your right to claim SPP. This can include attending training or 

keeping in touch with the workplace by, for example, attending Company or team meetings. In 

addition, reasonable contact to discuss your work or return to work will also not bring your SPL to an 

end. 

During your SPL there is no obligation on the Company to provide you with work, nor is there any 

requirement on you to attend work if you do not wish to do so. Therefore, for the avoidance of 

doubt, before commencing your SPL we will discuss with you what contact you feel would be 

appropriate during your leave. 

Contractual Status during Shared Parental Leave 

The contract of employment continues during Shared Parental Leave and entitlement to all 

benefits continues, with the exception of salary (and other remuneration payments). 

Return to Work After Shared Parental Leave 

You will be entitled to return to either the same job following SPL, or a job or a similar nature and 

status depending on the length of your absence. 




commencement of your SPL, the Company will give reasonable consideration to this request and 

will not unreasonably refuse permission. Please see the Company’s policy on requesting flexible 

working. 

Parental Leave 

Any employee with continuous employment of one year or more who has or adopts a baby/child 

will be entitled to take up to 18 weeks’ unpaid leave. This can be taken at any time prior to the 

child’s 18th birthday. 

You carry your entitlement with you from employer to employer; you will therefore be required to 

disclose the amount of parental leave that you have already taken with your former employer(s). 

Leave must be taken in blocks of not less than one week except where time off is needed for the 

care of a disabled child. You cannot take more than 4 weeks’ parental leave in any one year. 

Requests for leave should be made at least 21 days in advance of the leave dates. The Company 

would appreciate as much notice as possible in order to try and accommodate requests where 

possible. 

The Company is unlikely to request more than a 3 month delay in taking leave; however the 

Company reserves the right to postpone requests for leave by up to 6 months. 

Should the request for leave be considered to be for reasons other than looking after a child, 

spending time with a child etc., leave will be refused. 

During the leave period, you will owe a duty of ‘fidelity’ to the Company. Therefore, should you 

choose to use parental leave to work elsewhere or to carry out activities not compatible with the 

reasons given for taking leave, you will be subject to disciplinary action. 


19

At the end of the leave period, you will have the right to return to the role you were in prior to 

taking leave unless, in exceptional circumstances, you have taken in excess of 4 weeks, in which 

case you will be entitled to return to the same role or a role of a similar status and nature. An 

employee who fails to return on the due date from parental leave may be subject to disciplinary 

action. 

Family Emergencies 

In the case of family emergencies, employees will be allowed a reasonable amount of unpaid time 

off to: 

• Assist a dependant who is ill, gives birth or is injured (spouse, child, parent or someone who 

lives in the same household other than an employee, lodger or tenant) 

• Arrange care for a dependant who is ill or injured or to assist when existing arrangements 

break down 

• Make arrangements following the death of a dependant 

• Deal with an incident involving their child during school hours 

You should note that any time off should only be long enough to deal with the problem that has 

arisen and the incident or emergency must be quite serious and genuinely unexpected. 

For these purposes ‘dependant’ is defined as a spouse, child, parent or someone who lives in the 

same household other than an employee, lodger or tenant. The definition for the first two reasons 

as identified in the above list extends to someone who reasonably relies on the employee for help 

on a day-to-day basis. 

To qualify for time off an employee must inform their Manager why they need to be off as soon as is 

reasonably practicable, and give some indication of how much time they would need. Should you 

fail to contact the Company as soon as reasonably practical of the reason for your absence, you 

will lose the automatic right to time off. In contacting the Company, you must also say how long 

you are likely to be absent. Should you not notify the Company of why you are absent or if you are 

thought to have abused this right in some way, you may be subject to disciplinary action. Such 

occurrences are likely to be viewed as a serious breakdown in the mutual trust and fidelity that 

needs to exist between the Company and its employees. 

4 

Health and Safety 

• Health and Safety Policies 

Health and Safety Policies 

The Company aims to provide a safe and healthy environment for all it’s employees, visitors and 

contractors. In order to achieve this aim it is necessary that the full support and co-operation of all 

employees, visitors and contractors is willingly given. 

Health and Safety is the responsibility of all individuals and their recognition of this responsibility is 

crucial. The objectives are to prevent all injuries wherever possible and to establish safe working 

practices throughout all areas. 

It is the duty of the Company to take all necessary steps to ensure that all plant and equipment is 

maintained in a safe condition and that the Company’s premises are free of defect that may 

affect the health of those using them. 


20

It is, therefore, the Company’s policy to comply with all statutory requirements concerning Health 

and Safety, both in practice and spirit. However, it is the duty of all employees and other users of 

the Company’s premises to take all necessary precautions to protect themselves and others from 

injury, which may arise from their actions, and everyone is to abstain from any act of endangering 

others. 

Health and Safety policies and procedures are located on the HR Policies and Company 

Procedures drive : 

2. Company Health and Safety Policies and Procedures 

It is each employee’s responsibility to ensure they are familiar with the Company’s Health and 

Safety Policies and conduct themselves in accordance with the provisions of the Company’s 

policies and procedures. 

5 

Marketing and Branding 

• Marketing 

• Branding and Standard Templates 

Marketing 

Marketing takes many forms including: 

1. Promotional and tender submission material 

2. Marketing corporate events 

3. Advertising 

All forms of marketing and related initiatives must be agreed and signed-off by your Line Manager. 

With all marketing material, the Company brand including logo and font type must be strictly in 

accordance with the Company’s branding templates. 

Social and corporate events may be approved but these must reflect the Company’s professional 

standing and be appropriate. Such events must be agreed with your Line Manager. 

Branding and Standard Templates 

Correct branding of documentation is of great importance. All documents, however formal or 

informal, reflect the Company and its professionalism. We have set out clear guidelines on the use 

of the Company’s font and logo, including sizing. These must be adhered to and should not be 

deviated from. 

Clear guidance and standard templates can be found on the HR Policies and Company 

Procedures drive. 

It is the responsibility of all employees to ensure they are familiar with, and adhere to, branding 

requirements. If there are any aspects of this requirement that you are unsure of, you should 

contact the Office Manager. 


21

6 

Corporate Social Responsibility 

• Business Ethics 

• Environment 

• Community 

• Philanthropy 

Our Corporate Social Responsibility agenda is embedded in our culture and values. 

Demonstrating our commitment to Corporate Responsibility evolves as we align our business values, 

purpose and strategy with the social and economic factors that enable us to act as a responsible 

and ethical business. 

Business Ethics 

Committed to active professionally and fairly in all our business dealings and relationships. Ensuring 

full legal compliance in all that we do. 

Environment 

Proactively engaging in better ways to protect and improve our environment. Treading as lightly as 

possible with the objective that the legacy of our work makes a positive contribution for current 

and future generations. 

Community 

Creating and maintaining a safe environment where our people can grow and achieve fulfilling 

and rewarding careers in an environment of equal respect, dignity and opportunities. 

Philanthropy 

Placing great emphasis on community giving and charity support and creating opportunities for 

our people and those we work with to make a difference. 

7 

Problem Solving 

• Disciplinary Procedure 

• Grievance Procedure 

Whilst every effort is made to ensure that your working life is trouble free, there may be times when 

problems do occur. This is why we need to have in place both informal and formal procedures to 

facilitate problem solving in the workplace. 

Disciplinary Procedure 

Misconduct and Poor Performance 

It is the Company’s intention that all employees are treated both fairly and consistently and that 

employees are given sufficient opportunity to demonstrate their commitment to both the 

Company and the work they do. Whenever help or guidance is needed by an employee in order 


22

for them to be able to carry out their duties, every effort will be made to help them. However, if an 

employee commits an act of misconduct or proves unable to meet the performance requirements 

of their position, the following procedures will, as much as is reasonably practicable, apply for all 

employees with more than 24 months’ service: 

• Performance management procedure 

• Disciplinary procedure for misconduct 

In instances of poor performance or misconduct involving an employee with less than 24 months’ 

service, no formal warnings will be given prior to dismissal in line with the procedure which is 

documented below. 

Procedures for managing both long-term absence and persistent short-term absence are given in 

the sickness absence section of this handbook. 

Performance Management Procedure 

There may be occasions when you fail to meet the standards of performance, which are expected 

of you. In such instances it is in the interests of all concerned to resolve and deal with problems 

effectively. This procedure is designed to promote good working relationships and assist and 

encourage you to achieve and maintain good standards of work performance. 

Step 1 

When your Manager first becomes aware that your work performance is unsatisfactory they will 

have an informal meeting with you. 

At that meeting (and all performance management meetings), your Manager will ensure you 

understand that you will be given: 

• Every opportunity and assistance to correct the situation 

• Clear information regarding where/how your performance is not satisfactory 

• Clear information regarding how the Company expects you to improve 

• Clear information regarding what support the Company will provide 

• A clear understanding of when the next review of your performance will take place and 

how frequent subsequent reviews might be 

The contents of your discussion will be noted on file and you will be provided with written 

confirmation of what has been discussed. 

As it is an informal meeting you do not have the right to ask someone to accompany you and you 

are encouraged to have an open discussion with your Manager so that all relevant issues can be 

discussed. Your Manager will not be accompanied either. 

If, over the given review period, your work performance continues to fall below the standards 

required and you fail to achieve a fully acceptable level of performance, then your Manager will 

initiate the next stage of this procedure which is formal. 

Step 2 

You will be asked in writing to attend a formal performance management meeting. You will be 

told that the outcome of that meeting may result in a written warning for poor performance. If a 

written warning is issued, this warning will be confirmed in writing clarifying the following: 

• Where/how your performance is not satisfactory 

• How the Company expects you to improve 

• What support the Company will provide 

You will also be advised of the potential consequences of a failure to improve your performance. 


23

If, over the given review period, your work performance continues to fall below the standards 

required and you fail to achieve a fully acceptable level of performance, then your Manager will 

initiate the next stage of this procedure. 

Step 3 

If your performance has still not improved to the required standard you will be written to and 

formally asked to attend a meeting. You will be told that the outcome of that meeting may result 

in a final written warning for poor performance. This will be issued in writing giving the same level of 

detail as was provided to you at step 2 of the process. 

A final written warning is the final warning prior to dismissal. If performance does not improve 

during the required period, then step 4 will be invoked. 

Step 4 

If, following a final written warning being issued, your performance continues to fall below the 

required standard, you will be asked to attend a final formal meeting. You will be told in writing 

when you are invited to this meeting that the outcome of that meeting may result in your dismissal. 

In all instances the Company reserves the right to start the performance process at an appropriate 

level. This may mean commencing the process at step 2 or step 3 due to the seriousness of the 

underperformance, the adverse effect of the underperformance on the business or the level of 

responsibility of the person concerned. 

Formal Performance Meetings 

At formal meetings your performance will be discussed and where appropriate, actual examples of 

where/how your performance is not satisfactory will be given to you. Your Manager will hear your 

comments and if necessary, will then instigate an investigation to gather any required information 

prior to a decision being made by the Company whether to issue a warning or dismiss you. Where 

appropriate and practical this investigation will be carried out by another Manager. 

Witnesses 

As part of the investigation process it may be necessary to interview witnesses. In appropriate 

circumstances, such as where you believe that the statements made by the witness are inaccurate 

or incomplete, it may be appropriate for a witness to be asked to confirm the details of their 

statement or provide further information in response to your queries. You will be asked to raise any 

queries you have regarding the witness’s statements in advance of the meeting when you are 

provided with the content of statements. 

Content of a Formal Warning 

Should you be issued with a formal warning this will be confirmed to you in writing. In that letter you 

will be given clear information regarding where/how your performance is not satisfactory, how the 

Company expects you to improve and what support the Company will provide. Information will 

also be provided as to what the consequences may be, should your performance not improve. 

You will also be given a clear understanding of when the next review/s of your performance will 

take place. 

Performance Management Appeal 

You have the right to appeal at every formal stage of this performance management procedure. 

The reasons for the appeal should be submitted in writing within 5 working days. An appeal hearing 

date will be arranged as soon as possible and usually within 10 working days of the date of appeal. 

As in all formal meetings, you have the right to be accompanied if you attend an appeal hearing. 


24

Right to be Accompanied 

You have the right to be accompanied by a colleague or an accredited trade union 

representative or a union official who has been approved by the union to act as a companion for 

you during formal performance management and appeal hearings. This companion should act as 

a witness to proceedings for you. Your companion will have the right to address those present and 

may respond on your behalf to any views put forward during the hearing. However, your 

companion cannot answer questions on your behalf, but they will be able to confer with you 

throughout the hearing. If your chosen companion is not available, you can ask the Company to 

postpone the interview by up to 5 working days. A postponement will be agreed providing it is 

considered to be reasonable. No postponement beyond 5 working days will be allowed. 

Duration of Warnings 

Step 2 – Written warning – current for 6 months 

Step 3 – Final written warning – current for 12 months 

Performance Dismissals 

Any employee dismissed for poor performance (with the exception of a dismissal for gross 

incompetence) will be dismissed with notice. If appropriate, the Company may pay such notice in 

lieu, or require the employee to stay off work for the duration of the notice period, or require the 

employee to take any holiday that has been accrued. 

Alternatives to Warnings or Dismissal 

As an alternative or in conjunction with a formal warning or dismissal, the Company reserves the 

right to take any or all of the following where this is deemed appropriate given the performance 

shortfalls: 

• A change of duties to avoid a repeat of the performance issues experienced; and/or 

• A demotion to duties which will endeavour to avoid a repeat of the performance issues 

experience; and/or 

• A reduction in salary/benefits commensurate with a revised role, duties or an entirely new 

position. 

Disciplinary Procedure for Misconduct 

Should an act of misconduct be thought to have been committed the following procedure will 

apply: 

Steps of the Procedure and Duration of Warnings 

Step 1 – Written warning – current for 6 months 

Step 2 – Final written warning – current for 12 months 

Step 3 – Dismissal 

In all instances the Company reserves the right to start disciplinary proceedings at an appropriate 

level based for example on the seriousness of the act of misconduct, the adverse effect of the act 

on the business, length of service or the level of responsibility of the person concerned. Examples of 

different types of misconduct and how seriously they will be viewed are given at the end of this 

procedure. 

Investigations 

No action will be taken before a proper investigation has been undertaken by the Company. 

What constitutes a proper investigation will depend on the specific circumstances and may involve 

a meeting with you, or may simply involve the collation of evidence; this will be a matter for the 

Company’s judgement. 


25

Suspension 

In certain circumstances you may be suspended while a case is being investigated. The suspension 

is not disciplinary action but is intended to facilitate the fair and proper investigation of an 

allegation. During a period of suspension, providing you are otherwise available for work, you will 

receive your basic pay. 

If you are suspended your contract of employment will be deemed to continue together with all 

your rights under your contract including payment of wages, but during the period of suspension 

you will not be entitled to access the Company’s or any of our Client’s premises except at the prior 

written request or with the prior written consent of the Company and subject to such conditions as 

the Company may impose. The decision to suspend you will be notified to you by HR and 

confirmed in writing. 

Request to Attend a Formal Disciplinary Hearing 

Should an act of misconduct thought to have been committed; you will be asked in writing to 

attend a formal disciplinary hearing with an appropriate senior representative of the Company. 

You will be told that the outcome of that meeting may result in a warning (the level of warning 

likely will be specified e.g. written/final written) or otherwise dismissal on the grounds of misconduct. 

You will be given copies of all relevant documents, including the Company’s disciplinary 

procedure, to ensure you are able to properly prepare for your meeting. Around 1 - 3 day’s notice 

will usually be given of a disciplinary meeting depending on both the seriousness of the incident 

and the business situation. 

Right to be Accompanied 

You have the right to be accompanied by a colleague or an accredited trade union 

representative or a union official who has been approved by the union to act as a companion for 

you during formal disciplinary and appeal hearings. 

Disciplinary Hearings 

In advance of a formal disciplinary hearing you will be presented with all the management 

evidence including copies of all relevant documentation and the Company’s disciplinary policy. 

At the hearing you will have an opportunity to fully state your case and to ask any questions you 

may have regarding the content of the material that has been provided as evidence. If necessary 

a further investigation will take place, which may include asking further questions of any witnesses 

after the disciplinary meeting or during an adjournment if more evidence comes to light that you 

wish to respond to, prior to the Manager making a decision. In any case, the meeting will be 

adjourned for an appropriate length of time so that all facts of the case can be considered before 

a decision is made. 

As soon as is possible and reasonable, the meeting will be reconvened and the Manager will 

explain the decision that he/she has reached. This decision will later be confirmed to you in writing. 

In appropriate circumstances, the meeting may not be reconvened; in these situations, the 

decision will be notified to you in writing. 

Escalation of the Procedure 

Should a formal warning for misconduct be on file, any subsequent act of misconduct, if found, is 

likely to result in an escalation of the procedure. This means that different acts of unrelated 

misconduct could result in the procedure being escalated. This will not of course be the case if the 

previous warning has expired. 


26

Gross Misconduct 

There are certain actions by employees that may constitute misconduct serious enough to justify 

dismissal without notice or pay in lieu of notice. The Company reserves the right in each situation to 

decide what constitutes gross misconduct. Examples of what might be seen to be gross 

misconduct are given at the end of this procedure however, these are intended as a guide only 

and the list is not complete or exhaustive. 

Right to Appeal 

You have a right of appeal at any stage of the disciplinary procedures. Any such appeal should 

be put in writing, within 5 working days of receipt of the letter confirming the outcome of the 

disciplinary action. 

Sickness Absence in the Course of the Disciplinary Procedure 

If you are required to attend a disciplinary interview in respect of alleged misconduct or gross 

misconduct and you are absent for reasons of sickness at the time when the meeting is due to be 

held, the meeting will be postponed to a date within the next 5 working days. If you are still absent 

for sickness reasons at the time when the postponed meeting is due to be held, indefinite 

postponement should be avoided. If it is clear that you will be fit to return to work within the next 5 

working days, the meeting should be postponed to the date of your return. 

However, if your return date is not clear, a hearing will be arranged within the next 5 working days 

which you may choose to attend, if you are well enough, or otherwise you may submit a written 

representation and, if you so wish, appoint a representative in possession of the full facts to attend 

on your behalf. This should be a colleague or accredited trade union representative or a union 

official who has been approved by the union to act as a companion for you. 

If you do not attend the meeting or submit written representation, the Company will endeavour to 

be reasonable and will consider rescheduling the meeting. However, it may, dependent on the 

circumstances, be appropriate to hold the hearing in your absence and make a decision on the 

basis of the information available. Your right to appeal is not affected. 

Examples of Misconduct 

The following are likely to result, if a first instance of misconduct, in a written warning: 

• Lateness/poor timekeeping 

• Repeated failure to provide appropriate sickness absence documentation 

•

Examples of Gross Misconduct 

The following are likely to result in summary dismissal on the grounds of gross misconduct: 

• Deliberately damaging or destroying Company property or failing to return Company 

property when requested to do so 

• Failure to disclose information relating to a conflict of interest 

• Contravention of the Company’s rules regarding cash handling procedure 

• Unauthorised possession of cash or property belonging to the Company, other employees, 

or clients of the Company 

• Being unfit for work as a result of alcohol or illegal drugs or substances 

• Criminal offences against the Company or against another employee 

• Conviction of a criminal charge – if it affects an employee’s suitability to do their job, their 

relationship with their employer, colleagues or customers 

• Use of violent, threatening or insulting behaviour or use of obscene language 

• Fighting or assaulting any other person during the course of employment 

• Disorderly behaviour likely to cause damage, injury or waste of resources 

• Deliberate and serious contravention of Health and Safety procedures 

• Possession, sale, transfer or use of any illegal drugs or other prohibited materials on 

Company property and/or during any Company activities 

• Deliberate harassment, victimisation or deliberate discrimination against any other 

employee, supplier or client 

• Any act of fraud, e.g. working whilst claiming Company sick pay, making false statements 

on the application for employment form, falsification of legal or Company documentation, 

including falsification of holiday or petty cash forms 

• Offering, promising, giving, requesting, agreeing to receive or accepting any bribe whether 

this is a financial payment or other reward or advantage to encourage an individual or 

organisation to perform their functions or activities improperly or as a reward for having 

already performed their functions or activities improperly 

• Falsification of accounting systems, time recording or administration of systems 

• Unauthorised absence of 5 working days or more 

• Conduct outside of work which brings the Company’s name into disrepute 

• Deliberate (or serious) breach of confidentiality, data protection, email or misuse of 

Company equipment policies including unauthorised entry to computer records 

• Loss of a licence, such as a driving licence where it is an essential part of the job 

• Action or behaviour which is directly against the best interests of the Company 

• A significant breach of the implied trust and confidence that must exist between the 

Company and employee 

• Deliberate (or serious) negligence which causes unacceptable loss, damage or injury 

• Serious act of insubordination 

Alternatives to a Warning or Dismissal 

As an alternative to a warning or dismissal for misconduct, the Company reserves the right to take 

any or all of the following actions: 

• A change of duties within the job role; and/or 

• A demotion to another role; and/or 

• A reduction in salary/benefits commensurate with a revised role, duties or an entirely new 

position. 

Mediation 

There may be circumstances where the Company envisages that it could be beneficial and 

financially viable to propose using mediation to help resolve any underlying conflicts. Mediation is 

not suitable in all circumstances and will not be used as a means of managing an employee where 

the disciplinary process is the appropriate method of doing so; however, where both parties are in 


28

agreement that mediation could add value and are willing to participate, mediation may be 

considered. 

Grievance Procedure 

It is the Company’s policy to ensure that if you have any work related problems, they can be 

discussed openly with your Manager or a Team Mentor. The Company believes that it is in the 

interest of all involved to try and resolve matters quickly and informally wherever possible and will 

encourage open and honest discussions between those affected to help resolve any concerns you 

may have. 

If the problem remains unresolved or is of a more serious nature that cannot be addressed 

informally, such as sexual harassment for example, there is a formal 3 step procedure for grievances 

or complaints: 

1. The written statement 

2. The meeting 

3. The appeal 

Step 1 

In accordance with the grievance procedures you should set out the details of your 

grievance/complaint in writing and give it to your Manager or a Director. Once received, you may 

be asked if you wish to resolve it informally in the first instance before step 2 of this process is 

initiated. 

Step 2 

You will be invited in writing to attend a meeting to discuss your grievance. The meeting will be 

arranged as soon as reasonably practicable and normally within 5 working days of receiving your 

written statement. 

At the meeting you have the right to be accompanied by a colleague or an accredited trade 

union representative or a union official who has been approved by the union to act as a 

companion for you. Your companion will have the right to address those present but they will not 

be able to answer questions on your behalf or to otherwise represent you. 

Should your chosen companion not be available on the date or time designated by the Company 

a further date and time will be arranged. No delay for the hearing to take place will normally be 

permitted in excess of 5 working days. 

At the meeting the Investigating Manager will give your grievance full consideration and then will 

notify you in writing of their decision. 

Step 3 

If you are unhappy with the decision you have the right to appeal. You should set out the grounds 

of your appeal in writing within 5 working days of receiving the written decision from step 2 of this 

procedure. 

You will then be invited in writing to attend a meeting to discuss the appeal. After the meeting you 

will be advised in writing of the Company’s decision, this decision will be final. 

Mediation 

There may be circumstances where the Company envisages that it could be beneficial and 

financially viable to propose using mediation to help resolve any underlying conflicts. Mediation is 

not suitable in all circumstances and will not be used as a means of managing an employee where 

the disciplinary process is the appropriate method of doing so; however, where both parties are in 

agreement that mediation could add value and are willing to participate, mediation may be 

considered. 


29

Section 2 

This section covers contractual terms which form part of your contract of employment. 

1 

Terms and Conditions of Employment 

• Attendance and Time Keeping 

• Working Time Regulations 

• Driving on Company Business 

• My Space Timesheet, Expenses and Mileage System 

• Holidays 

• Sickness Absence 

• Wok Related Stress 

• Healthcare Appointments 

Attendance and Time Keeping 

Your attention is drawn to the importance that the Company places on it’s employees attending 

work regularly and punctually. All employees are reminded that they should be ready to start work 

promptly at their designated commencement time. Persistent absenteeism and/or lateness may 

be dealt with under the Company’s Disciplinary Procedure. 

Working Time Regulations 

In line with the Working Time Regulations, no employee will be obliged to work more than 48 hours 

per week, as averaged over a 17-week period. Any employee who wishes to work more than 48 

hours per week on a regular basis must ensure they sign an opt-out to the Working Time Regulations 

before carrying out the additional hours. Such an opt-out form is contained within your contract of 

employment. This should be signed and returned to Finance and HR Manager. 

Driving on Company Business 

If you drive on Company business, you should provide the Company with the following up to date 

documents: 

• Your driving licence, 

• evidence of your driving record. This is available online via the DVLA’s Share Driving 

Licence Service, https://www.gov.uk/view-driving-licence, 

• insurance certificate (this document must clearly demonstrate that you are insured for 

business use), 

• an MOT certificate for vehicles of more than 3 years old. 

Upon expiry, updated documents should be provided to the Company. 

Any employee who drives on Company business without a valid driving licence or insurance will be 

considered to have committed an act of gross misconduct. You should notify the Company 

immediately if you are facing prosecution for a motoring offence or are given any points on your 

licence. 


30

The Company is under no obligation to provide alternative transport or meet any costs incurred in 

providing alternative transport for any driver who loses their licence and is banned from driving. 

If during your employment you should start to take any medication which may result in drowsiness 

or begin to suffer from any serious physical or medical condition that may affect your ability to drive 

this must also be immediately reported to your Line Manager, who will then liaise with you to inform 

DVLA if appropriate. 

Driving Guidelines 

At no time and under no circumstances will the Company condone speeding, driving whilst 

overtired, illegal parking leading to a fine or clamping, eating, drinking, or using a hand-held 

mobile phone whilst driving. 

It is essential that you ensure you have an up to date MOT (if applicable) and that your vehicle is 

taxed; you should not drive on Company business if you do have an up to date and valid 

documentation for your vehicle. In addition please check your tyres regularly for pressure and 

tread, particularly if you have a busy travelling week ahead of you. 

Every consideration should be given to driving in a way that is safe both to you and all other road 

users. Even if you are running late for meetings, please do not be tempted to speed, please call 

ahead and let them know that you will be late (although not whilst driving!). 

Mobile Telephones 

Hands free mobiles should only be used whilst driving to make and receive essential calls only. 

Hand held mobile phones must never be used whilst driving; it is a criminal offence (this includes 

using a phone at the side of the road while your engine is still switched on). 

If you do not have a hands free system in your vehicle, you should wait until your vehicle is 

stationary and properly parked with the engine turned off before accessing voicemails or text 

messages. It is your responsibility to ensure that you check your phone regularly for messages and 

missed calls to ensure that contact with the office and/or clients is maintained when it is safe and 

appropriate to do so. 

A detailed Driving Policy is available on the HR Policies and Company Procedures drive : 

2. Company Health and Safety Policy and Procedures 

My Space: Timesheet, Expenses and Mileage System 

My Space is a bespoke system for submitting your timesheets and expenses/mileage claims. You 

will be given training on the system as part of your initial workplace induction. You will also be 

provided with a comprehensive guide to support your familiarisation with the My Space system, the 

guide also gives details of how to request new projects to be added to the system 

My Space guides are available on the HR Policies and Company Procedures drive : 

4. Timesheets and Expenses 

Timesheets 

Timesheets are an important management tool. They help us to evaluate the services we provide 

to our clients and the efficiency in which we work. 


31

Timesheets must be submitted on a weekly basis. The My Space system will not accept 

expenses/mileage submissions if your timesheets for the period are not on the system. 

Expenses and Mileage Claims 

You are responsible for making expense claims and to select available expense options in such a 

way as to minimise costs to the Company and/or it’s clients. 

Business expenses will only be reimbursed where they are incurred wholly, necessarily and 

exclusively in the course of carrying out your duties as instructed by the Company. Failure to abide 

by the laid down expenses policy will result in reimbursement being declined. 

Expense Claims Procedure 

Business expense claims must comply with the rules set out in this policy in accordance with the 

following process: 

• The first step in the claims process is to submit your expenses and mileage claims on to My 

Space. This must be no later than the 10 th of the month following the end of the calendar 

month in which expenses are incurred. 

• Claims must be supported by original receipts, and petrol receipts if mileage is claimed. 

Your receipts should arrive in the office along with a hardcopy of your My Space expenses 

and mileage claim listing as soon as possible after submission of your claim. 

• Receipts must show the supplier’s VAT number if VAT has been charged. They must also be 

full itemised receipts, ie debit/credit card receipts provide confirmation of a payment only 

and are therefore not accepted as they cannot be verified as relating to a business 

purchase. If full itemised receipts are not submitted to support your claim, the Company 

reserves the right to decline reimbursement. 

• Expenses will not be reimbursed if submitted more than 3 months after the date they were 

incurred or otherwise no later than the last day of employment. 

• Expense claims will be reimbursed, usually within 5 working days following the 10 th of the 

month. 

• Failure to submit expenses on time and / or submission of inaccurate / incomplete claims will 

be subject to delay in reimbursement. 

Use of Own Vehicle 

Travel 

• Business mileage will be reimbursed at the agreed rate which can be found on My Space. 

• Any car parking charges incurred through Company business will be reimbursed against 

supporting receipts. 

• Fines such as (but not limited to) parking or motoring fines are the responsibility of the 

individual and will not be reimbursed by the Company for any reason whatsoever. 

• It is your responsibility to ensure that your insurance policy includes business use and an 

indemnity to the employer clause. Refer to Driving on Company Business above for further 

information on use of your own vehicle. 

• You must select the most cost effective mode of transport. If train travel or air travel is 

required they should be booked in the most cost effective way available, eg. booked in 

advance, off-peak etc. Taxi’s should only be used in exceptional circumstances where 

there is no other mode of transport to reach your destination. 

• If it is for long distance travel you should contact Office Manager so that she can make the 

necessary arrangements for you. 

• 


32

Hotels 

Meals 

• The Company has accounts with Travel Lodge, Premier Inn and Laterooms to assist with 

administration. You should send your request to Office Manager along with approval from 

your Line Manager so that she may make the necessary booking for you. 

• If it is more convenient to make the arrangements yourself and you are able to secure 

accommodation within the standard rate of £45-£65 per night, then you may reclaim this 

through the expense claim system. If you are unable to secure accommodation within this 

standard rate, you should not book and reclaim through the expenses system. Your request 

should be sent to Office Manager. All claims for hotel accommodation, however booked 

must be accompanied by approval from your Line Manager. 

• Reasonable food allowance expenses when travelling OR on extended trips away from 

home are reimbursed. Including for Company business meetings. The limit covered by the 

company is: 

• Subsistence day travel: up to £6.00 / day 

• Hotel stays: up to £15.00 / overnight stay 

Holidays 

All claims must be supported by detailed VAT receipts. 

Holidays may be taken at any time or times subject to adequate notice being given in line with the 

holiday request procedures and provided that such times are reasonably in line with the 

operational requirements of the business. The company reserves the right to refuse or postpone 

periods of leave if the holiday request procedures have not been followed and/or the Company is 

unable to accommodate the period of leave requested. 

Staff are encouraged to take their holiday in proportion to the calendar year and you should be 

aware that except with the express permission of a Director, holidays cannot be carried over from 

one year to the next. Therefore, unless exceptional circumstances have prevented holiday from 

being taken in the correct holiday year, such as long term ill health or maternity leave, holiday that 

remains untaken at the end of a holiday year will be deemed to have been waived. 

The office is closed on the last working day before Christmas Day and reopens on the first working 

day after New Year’s Day each year. Three days’ holiday will be deducted from your annual 

holiday allowance to cover this period. 

If holiday is taken without appropriate authorisation, the Company reserves the right to treat any 

time off as unpaid leave or unauthorised absence, and this may lead to disciplinary action. Should 

more than 5 days be taken without authorisation, this will be considered to be an act of gross 

misconduct. 

Holiday Accrual 

The holiday year runs from 1 January and 31 December. Holidays are accrued based on the 

employee’s holiday entitlement for every completed month of employment per annum or pro rata 

for part time employees. 

All employees begin to accrue holiday entitlement from the commencement of employment; 

Holiday will not usually be approved unless the employee has accrued sufficient entitlement for the 

holiday year, at the discretion of a Director. 

Employees are encouraged to book their holiday in proportion to the accrued holiday year, 

subject to business needs and management approval. 


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Bank Holidays 

In addition to your annual leave, full time employees are entitled to a maximum of 8 bank holidays 

per year. Part-time employees are entitled to holidays and bank holidays on a pro rata basis. 

Payments or Deductions if Employment Ends 

If your employment with the Company ends you will be paid in lieu of any unused holiday 

entitlement (unless you are required to take all or part of your unused holiday entitlement during 

your notice period). 

For these purposes, the calculation for payment of holidays is 1/260 of your annual basic pay 

multiplied by the number of days’ accrued entitlement. Pro rata for part time employees. 

Unpaid Leave 

In exceptional circumstances, short periods of unpaid leave may be taken, but only with the 

permission of your Line Manager. This will only be granted when an employee has taken their full 

entitlement to paid leave. 

Sickness during Holiday Leave 

In the event that you fall ill whilst on annual leave which prevents you from fulfilling your holiday 

plans (or immediately prior to a period of pre-booked annual leave and the sickness period 

extends into the annual leave), providing you have informed your Line Manager, in line with the 

sickness absence reporting procedures below, and the period of sickness is appropriately certified 

(i.e. self-certification, a Statement of Fitness for work certificate), the sickness period may be 

classed as sick leave and you may be able to reclaim the annual leave in some circumstances and 

agree with your Line Manager to take it at a later date. 

Accrued holidays during long term sick leave is calculated pro rata for the period of absence, 

based on 20 days annual leave, this is in line with the Working Time Regulations. Holidays accrued 

during a period of long term sick leave must be taken within the holiday year you return to work or 

they will be deemed waived, unless expressly agreed otherwise by your Line Manager prior to the 

end of your return to work holiday year. 

Sickness Absence 

Notification of Absence 

Employees who are unable to attend work due to ill health must contact the Company’s Kings Hill 

Head Office by 9.30am on their first day of absence. It is the responsibility of all employees to 

contact the Company’s Head Office to advise on sickness as their first point of contact. 

Notification should not take place on voicemail, answer phone or email and it is essential you 

inform head office. 

Whenever possible, you should make the phone call yourself notifying the Company of your 

absence, providing the following information: 

• Why you are absent 

• How long you think you are likely to be absent 

• Any other relevant details e.g. if you have any urgent client work or deadlines to meet 

Regular contact must be maintained throughout any period of sickness absence. The Company 

reserves the right to arrange face-to-face interviews with any employee who is absent from work 

due to sickness. 


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Self-Certification/Medical Certificates 

The Company will pay for absence due to ill health in line with the Statutory Sickness Payment 

scheme. In order to qualify, all employees are required to self-certificate for absences of 7 calendar 

days or less. 

For absences of 8 calendar days or more, a Statement of Fitness for Work certificate from your GP 

or your hospital should be obtained and given or sent to the Company. 

In all cases, payment of Statutory Sickness Pay and any Company Sickness Pay will be dependent 

upon your full compliance with the sickness absence reporting procedures and requirements as set 

down in this policy. 

Any absence which is not covered by a medical certificate or self-certification may be treated as 

unauthorised absence. 

Fit note 

Your GP will provide you with a Statement of Fitness for Work certificate which will advise you and 

the Company whether it is possible for you to return to work or, if you are not fit for work at the 

current time. 

Where any certificate is for a period of more than 3 months the Company reserves the right to ask 

for further information from your doctor and request that you obtain further medical advice to 

ascertain if there have been any changes during that initial 3-month period. 

Not Fit for Work 

If your GP confirms in the Statement of Fitness for Work certificate that you are ‘not fit for work’ at a 

particular point in time the Company may contact you to arrange a face to face meeting to 

understand the reason/s for your absence in more detail, and how best to support you. You are 

expected to maintain regular contact throughout any period of sickness absence and keep the 

Company informed about any changes to your health and anticipated return to work date. 

Fit for Work 

If your GP advises that despite a medical condition, injury or illness you are well enough to carry out 

certain aspects of your role then you are regarded as fit to return to work which will be indicated 

on the Statement of Fitness for Work certificate. Where this is the case the Statement of Fitness for 

Work certificate may also give general information about the impact of your illness or injury on your 

role at work and detail any support that the Company could provide in order to help you return to 

work. 

Please note that the Statement of Fitness for Work certificate is not a legally binding document and 

that the GP or other medical practitioner may not be aware of internal risk assessments or the finer 

details of your particular role and the context in which you carry it out. As such, although support 

will be given wherever possible, the Company does reserve the right to override the 

recommendations made in the Statement of Fitness for Work certificate where this is necessary for 

safe and effective operation of the business. 

Where the Company is unable to make a decision on the information provided, such as where the 

information included in the Statement of Fitness for Work certificate is incomplete or unclear, you 

may be asked for your permission to allow the Company to approach your GP for further 

clarification. 

Returning to Work 

On receipt of a Statement of Fitness for Work certificate indicating that you may be fit for work, the 

Company will arrange a return to work interview with your Line Manager. This interview must take 


35

place before your return to work. The purpose of this interview is to risk assess how your return to 

work may best be accommodated, in light of the advice and recommendations offered. 

Specifically, consideration is likely to be given to: 

• A phased return to work 

ο This would involve a gradual increase in the intensity of work duties or working hours. 

Please be aware that if you return to work on a phased approach or reduced hours 

of work, your salary may be reduced on a pro rata basis. 

• Altered hours 

ο This could involve working fewer hours or involve a change to the timing of your 

working hours, for instance if a more flexible working pattern is required to allow for 

increased rest breaks or to allow for time off to attend necessary treatment that 

must take place during working hours. Reduced hours will result in a reduction in 

pay. 

• Amended duties 

ο This may involve light duties, different duties or a short term change of role with 

decreased responsibility. The changes that can be accommodated will be 

reviewed, taking into account the GP’s recommendations, as well as the business 

needs at that time. Pay may be adjusted as appropriate to reflect the work / level of 

duties carried out. 

• Workplace adaptations 

ο In some cases adjustments to the workplace may be appropriate. This will be 

considered on an individual basis, depending on the nature of the adaptations and 

their cost and practicality. Workplace adaptations could include, for example, 

arranging for a parking space near to the entrance or moving a workstation to 

prevent the need to climb stairs. 

The Company reserves the right to make the final decision regarding the practicalities of 

implementing any recommendations or suggestions on a fit note taking into account the business 

needs, knowledge of the role and practicalities. 

It is recognised that some of the adjustments above may involve taking either a pay reduction due 

to reduced hours or reduced duties and as such no decision will be taken without your agreement. 

Please note that any action or decisions made by the Company in response to a fit note are in 

addition, not in replacement of the normal absence management process, and the Company will 

continue to manage your absence according to the absence policy. 

A risk assessment may also be carried out if necessary to give detailed consideration to the risks 

that you may be exposed to, and how they can best be managed. 

Statutory Sick Pay 

Providing the self-certification / Statement of Fitness for Work certificate procedures have been 

adhered to, SSP is payable for a maximum of 28 weeks. However, there are a small number of 

people who will not qualify for SSP payments, for example an employee who is on maternity leave. 

If you are concerned that you have been, or might be, excluded from SSP then you should speak 

to Finance and HR Manager in the first instance. 

SSP is not payable in any of the first 3 days of sickness absence. It is paid at the rate applicable for 

the current tax year. 


36

Company Sick Pay (CSP) 

If you are unable to work because of sickness or injury, you may be paid CSP on the following scale 

provided the rules for notification and certification are followed, and as long as you will be 

returning to work following your recovery. In any event, all payments are at the absolute discretion 

of the Directors and there is no contractual entitlement to CSP. Unless agreed otherwise, no CSP is 

paid in the first three days of absence. 

The following arrangements apply: 

Length of service 

Maximum entitlement to CSP 

in any rolling 12 month period 

26 weeks and under No entitlement 

More than 26 weeks but Less than 2 years 1 week on full pay 

More than 2 years but Less than 5 years 2 weeks on full pay 

5 years and over 4 weeks on full pay 

The amount of any Statutory Sick Pay to which you are entitled may be deducted from any CSP 

payable. 

The purpose of CSP is to support committed employees who are suffering genuine ill-health 

problems and are genuinely unable to work. These payments are solely at the discretion of the 

Directors. 

Return to Work Interviews 

Prior to your return to work following any period of sickness absence you may be required to attend 

a return to work interview with your Line Manager to discuss the details of your absence, risk assess 

your return to work and ensure compliance with notification procedures etc. Notes from this 

discussion will be held on your personnel file. 

Frequent Sickness Absence 

If you are frequently absent from work for periods of 7 days or less, the Company reserves the right 

to request a medical report from your GP or arrange an independent medical examination by a 

Company appointed doctor. The Company also reserves the right to investigate the reasons for 

absence. Failure to improve may result in disciplinary action being taken, in line with the Persistent 

Short Term Absence Policy given below. 

Policy on Dealing with Persistent Short Term Absences 

This policy has been introduced in order to ensure that all staff are treated fairly and understand 

the Company’s policy on persistent short-term absence. It is essential that staff, whilst needing time 

off work when sick or when other personal emergencies occur, must consider the impact of their 

absence on colleagues and overall business efficiency if they regularly take time off work. 

Should your Line Manager identify (usually as a result of one or more return-to-work interviews) that 

an employee’s attendance at work needs to be addressed more formally, then the following 

procedure will apply: - 

Wherever possible, prior to the employee being asked to attend a formal meeting to discuss their 

sickness absence rate, the Manager will collate appropriate information. Such information might 

include: 

• All details of the employee’s reasons for absence and length of absences for the previous 

period (usually 12 months) – self-certification forms and medical certificates and any other 

medical/doctor’s information (as relevant). 


37

• Attendance levels of other members of staff (if relevant). 

The employee will be asked to attend a formal meeting to discuss their attendance at work in line 

with the disciplinary procedure. At the meeting your Line Manager will discuss with the individual 

the reasons for their absences and discuss whether the employee is able to improve their absence 

rate to an acceptable level. The level of attendance required will be specified in each instance. 

As an outcome of that meeting, a timescale will usually be set for a further review of absence levels 

(usually 3 monthly meetings on an on-going basis will be organised or otherwise meetings after 

each subsequent period of absence which will be combined with the return to work interview). The 

content and outcome of the meeting will be confirmed to the employee in writing. This will 

constitute a first written warning on the basis of capability/ill health in line with the procedure set 

out in the disciplinary policy. 

Should the required improvement not occur over the set period, the employee may be invited to 

attend a further formal meeting the outcome of which may be a final written warning on grounds 

of capability/ill health in line with the procedure set out in the disciplinary policy. 

Meetings 

At every formal meeting regarding short-term absence, the employee has the right to be 

accompanied by a fellow employee or an accredited trade union representative. At least 24 hours 

written notice will be given, in order that the employee can prepare for the meeting. 

Doctors Report 

If appropriate a doctor’s report may be requested prior to any or all of these meetings. 

Right of Appeal 

After a warning has been given, the employee has the right of appeal to an appropriate member 

of Senior Management. After any dismissal on grounds of capability an employee has the right of 

appeal to a Director. Any appeal should be put in writing and submitted within 5 working days of 

the warning/dismissal being confirmed in writing. 

Long-term sickness 

This policy applies when an employee: 

• is at work but not able to fulfil all the duties of their job for 3 or more months in a 12 month 

period or; 

• is absent from work as a result of sickness or injury for 4 consecutive weeks or; 

• is absent from work as a result of sickness or injury for a total of 6 weeks in any 12-month 

period. 

A. Medical Examination Report 

The Company may request a GP report or may arrange for an independent medical examination 

by a Company appointed doctor. This examination will seek for example, to establish the 

employee’s future capability to perform his/her role and the likelihood of requiring more time off 

sick/continuing light duties. 

B. Consideration of temporary light duties or medical suspension 

To facilitate an early return to work or to full health, every consideration will be given as to whether 

light duties are available and suitable on a temporary basis. If nothing is available or suitable, the 

Company may require an employee to stay off work until they are fully fit to return to their duties. If 

lighter duties are undertaken, this may incur an adjustment to salary as appropriate. 


38

C. Consideration of Suitable Alternative Work 

After a significant period of absence or period of light duties, as an alternative to dismissing an 

employee on grounds of ill health/capability, every effort will be made to consider whether: 

There is any suitable (permanent) alternative work – this may incur an adjustment to salary as 

appropriate to the alternative position. 

Any changes can be made to work equipment or the work environment to enable the employee 

to continue working. 

The tasks involved in the job can be changed in order to accommodate the employee. 

Dismissal on Grounds of Ill Health 

Further to the findings of a medical report and/or having given due consideration to whether there 

is suitable alternative work, the Company reserves the right to dismiss an employee on grounds of ill 

health. 

Other examples of dismissal on the grounds of ill health the Company will consider in making their 

decisions is the overall effect that prolonged / frequent ill health has on the Company’s activities, 

eg where continued interruption requires permanent recruitment to service a project of client 

account effectively. This may result in dismissal on the grounds of ill health if the Company is unable 

to cover the role within its existing resources. 

Work Related Stress 

Should any employee ever consider their job is providing them with undue stress, they must speak 

with their Manager and discuss ways of addressing the situation. The Company wishes to help 

employees suffering from stress, but cannot help unless the employee makes someone aware of 

the problem. 

Healthcare Appointments 

Reasonable leave of absence will be granted for optician, dental and doctors’ appointments 

where it is necessary for these to be held in working hours. The Company reserves the right to 

request you to schedule appointments outside of work time, or take leave of absence from your 

entitlement, or take unpaid time off, or make up hours not worked, where appropriate and 

reasonable. 

2 

Protecting our Assets 

• Company Property and Security 

Company Property and Security 

Security of the business is of paramount importance to this Company. We therefore have in place 

standards of behaviour and practice designed to minimise any such risks. Any employees in breach 

of this policy will be subject to disciplinary action. In the case of serious financial loss to the 

Company, a serious breach in the trust and confidence that needs to exist between employer and 

employee, or actions which have brought the name of the Company into serious disrepute and/or 

have harmed its public reputation, the likely sanction would be dismissal on the grounds of gross 

misconduct. 


39

Office Equipment 

Employees are required to take due care of Company equipment. The Company reserves the right 

to deduct monies from salary payments to cover the cost of lost, damaged or misused equipment 

if they were lost, damaged or misused due to an employee’s negligence. 

The Company reserves the right to require you to immediately return any Company property 

(including documents) that are in your possession or control at any time, on demand, and with 

immediate effect. 

Company Goods and Services 

The following will be considered to be misuse or misappropriation of Company goods or services: 

Keys 

• Taking Company goods home or removing them from business premises without permission; 

• Use of Company goods and/or services for personal use. This includes use both during and 

outside normal working hours without permission; 

• Offering Company goods or services free of charge or at reduced rates to other individuals 

and/or businesses/organisations without prior permission from a Director. This would include 

for the purposes of relationship building with potential clients, giving someone a ‘favour’, 

offering discounts outside the boundaries of standard procedure and practice. 

Entry fobs / keys for Company premises, cupboards and drawers, etc remain at all times the 

property of the Company. The Company can therefore at any time request the return of entry fobs 

/ keys without having to provide either an explanation or justify its actions. 

A failure to keep entry fobs / keys secure will be seen to be a breach of this security procedure. 

Computer Equipment 

All computer systems and their peripherals are the property of the Company and may not be 

defaced or modified by users. Similarly, all electronic communications systems (i.e. telephones, 

voicemail, electronic mail, and internet access systems) and all messages, files or other data 

created uploaded, downloaded, sent, received or stored are the Company’s property. 

Information Technology Assets 

Email is a wonderful means of transmitting viruses and the internet is an easy place to access them. 

All staff should be aware of the potential dangers and should remain vigilant to possible attacks 

and methods of infection. The ethos which should be employed at all times is to assume that any 

unusual email, download or site may be fraudulent and always approach with caution. 

Please ensure that you abide by the good practise rules to help us protect our assets and make 

sure that if you have any concerns at all you contact a member of the IT department. 

• Ensure your junk email/deleted mailboxes are regularly emptied and that your main mailbox 

holds only relevant emails and is not allowed to become cluttered in order to optimise mail 

storage. 

• Users may not install or remove any programs from the systems. 

• Users should never affix any details of their user name or password to the system. 

• Except in an emergency, users may not unplug anything from the system. 

• Users may not plug any devices into the system unless authorised to do so. 


40

• Users should not leave their laptop/PC logged in if they leave the office or if they are away 

from their desk for an extended period. It is permissible to lock the system for short durations. 

All users should log off at the end of the day. 

• Users may not disassemble any part of the system at any time. 

• Users must inform the IT department immediately if they suspect a virus infection on their 

machine If the virus appears virulent, the user is advised to shut down the machine 

immediately and await assistance before switching back on. 

• All machines must be shut down properly before switching off. It is not appropriate to switch 

off the machine by removing power. 

• File sharing tools and Internet chat programs are expressly forbidden except where 

specifically sanctioned for company business. 

• No attempt may be made to use external proxy services for Internet connectivity. 

• Each user is responsible for ensuring that their laptop/PC is secure. In the event that illicit 

activity is detected on a laptop/PC(or from a login account), the registered user will be 

deemed responsible for that activity. 

3 

Security and Information Technology Governance 

• Internet, Email and other IT Systems 

• Social Media 

• Acceptable Personal Usage 

• Monitoring 

• Rules for Usage of Internet and Email Systems 

• Prohibited Activities 

• Telephones 

Internet, Email and other IT Systems 

This policy has been drafted to ensure that the Company’s staff are clear about their responsibilities 

in respect of their use of the Company’s IT and email systems and internet, including social media. 

This policy sets out the Company’s expected standards in relation to business use of the internet 

and emails, as well as personal (use at work out of working hours) and private use (use in your own 

time which may impact on the Company). 

This policy is applicable to all individuals working in or for the Company, including employees, 

consultants, contractors, partners, trainees, homeworkers, casual and agency staff and volunteers. 

Social Media 

For the purposes of this policy, social media includes websites and web applications which allow 

social networking, blogging (and micro-blogging), content communities, wikis and forums e.g. 

LinkedIn, Twitter, YouTube, Facebook etc. The terminology used to refer to this type of activity is 

constantly changing and evolving, and therefore a common sense approach will be used and the 

terminology used in this policy should in no way be seen as final or exhaustive. 

We accept that the use of social media can be a valuable tool to keep in touch and as such we 

encourage this activity, providing that a responsible, common sense approach is taken. 

Inappropriate use which has a direct impact on the Company, its reputation, brand or an 

individual’s work will be treated seriously and formally investigated. 


41

Acceptable Personal Usage 

The Company is happy to accommodate an acceptable amount of personal internet and email 

use during lunchtimes and outside normal working hours. Please note that this policy applies to use 

of the internet and email systems on any computer, mobile phone, tablet or other electronic 

device. 

The Company reserves the right to amend the personal usage allowance or withdraw it at any time 

without prior warning. 

Monitoring 

• In order to protect the business, the Company reserves the right to monitor use of the 

internet and email systems and access computer files, telephone calls, emails and manual 

files. Such monitoring will take place without prior notification to the individual(s) 

concerned. 

• In instances where this policy has been breached, or is suspected to have been breached, 

the Company reserves the right to request the individual to immediately remove any 

inappropriate comments or images, or any comments or images which may be construed 

as inappropriate. Failure to remove the material in question immediately, may be treated 

as gross misconduct, which could result in summary dismissal. 

• The Company will investigate the alleged inappropriate material, which may include 

communication with the relevant web site. Following completion of the investigation the 

Company may hold a disciplinary hearing to decide if it is appropriate to issue a formal 

warning, which in cases of serious misconduct may result in dismissal. 

• In appropriate cases, formal court action may be pursued to remove the offending material 

from the public domain, if necessary. Furthermore, the Company reserves the right to 

pursue individuals for damages relating to libel or defamation claims. 

• The Company also reserves the right to deduct appropriate payments from your next salary 

payment, for both the cost of calls (internet/emails/telephone etc.) and also for the 

estimated amount of Company time you have wasted. 

• If you are unsure or have any concerns regarding this policy, please speak to your Line 

Manager. 

Rules for usage of internet and email systems 

The Company may be held liable for any statements or contractual arrangements made or 

entered into as a result of an individual’s use of the internet, social media or email. The Company 

can even be held vicariously liable for any illegal or unlawful activities carried out by an individual 

during their personal or private use of the internet, which may be linked back to the Company. To 

protect both you and the Company, individuals may not: 

• Contravene the Company’s data protection policy by unauthorised or unlawful processing, 

loss, damage or destruction of personal data; 

• Copy, distribute or possess any intellectual property e.g. copyrighted material, designs, 

inventions and so on without appropriate authorisation; 

• Access, download, display on screen or transmit any material with content which may 

constitute a criminal offence; 

• Make any defamatory or derogatory statements; 

• Make offensive or disruptive remarks, or transmit offensive material e.g. sexually explicit 

material; 


42

You should remember that whether you are using the internet and emails for business, personal and 

private use, your actions captured via images, posts, or comments will reflect upon the Company. 

Therefore, care should be taken to ensure that any information, or images posted and accessible 

by the general public, are not derogatory, inappropriate or damaging to the business or brand, or 

any person or organisation associated with the Company. 

Staff should be aware that use of the internet and email messages and systems should not be 

considered private. All staff should assume that their internet activities, and email messages may be 

read or heard by someone other than the intended recipient, even when a message is deleted, it 

still may be backed-up elsewhere or it may be possible to recreate the message. Therefore, please 

think very carefully before communicating confidential or sensitive information through the internet 

or email systems. 

You may, if specifically authorised, remotely access the Company’s files and emails by logging on 

to the system using your password. All passwords must be kept confidential and may not be 

divulged to anyone outside of the Company. Remote access may be withdrawn at any time. 

Once you have either given notice, or the Company has served notice to terminate employment, 

or in instances of long term absence (in excess of two weeks) from work, remote access will 

automatically be withdrawn. 

Staff are reminded that when using the internet and emails, including in their personal or private 

time they should ensure that their activities do not inadvertently undermine their contractual 

obligations and the relationship that they have with the Company, irrespective of whether they are 

directly breaching this policy. For example, making inappropriate comments about a colleague or 

the Company on a personal Facebook page. Such behaviour will be taken seriously and may 

result in disciplinary action, which may include dismissal in appropriate circumstances. 

Prohibited Activities 

The following activities are expressly prohibited during business, personal or private use (please note 

this list is not exhaustive): 

• Communicate or distribute inappropriate, offensive, libellous, discriminatory or defamatory 

material, including material about any individual or organisation, including the Company; 

• Claim to represent the views of the Company unless authorised to do so; 

• Transmit confidential or sensitive information over the internet, social media sites or via e- 

mail (other than by approved, secure systems for external e-mail); 

• Post derogatory comments about the Company, working for the Company or decisions 

made by the Company; 

• Post expressions of personal anger or abuse against another member of staff; 

• Publish untrue statements about another person which could damage their reputation or 

working relationships; 

• Knowingly accessing or attempting to access inappropriate Internet sites, downloading, 

storing or circulating material which is illegal or inappropriate to the workplace e.g. any 

material which is pornographic, racist, or involves illegal activity; 

• Send inappropriate messages/create posts which breach the standards and values set by 

the Company or which are abusive, threatening or provocative; 

• Download, possess, distribute or copy works (e.g. document, photograph, music or video) 

without the consent of the copyright owner; 

• Disclose personal data or information about any individual or colleague which could be in 

breach of the Data Protection Act 2008; 

• Gain or attempt to gain, access to those parts of the Company’s network for which 

• authorisation has not been granted, or to do so with the intention of damaging or 


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• disrupting the system, altering its normal performance or causing it to malfunction; 

• Falsify email addresses or otherwise generate messages in a manner which would make 

them appear to have come from someone else; 

• Breach the Company’s password security arrangements; 

• Post videos or pictures of others without their permission; 

• Use Company logos or trademarks without the express prior permission of the Company. 

Monitoring 

• In order to protect the business, the Company reserves the right to monitor use of the 

internet and email systems and access computer files, telephone calls, emails and manual 

files. Such monitoring will take place without prior notification to the individual(s) 

concerned. 

• In instances where this policy has been breached, or is suspected to have been breached, 

the Company reserves the right to request the individual to immediately remove any 

inappropriate comments or images, or any comments or images which may be construed 

as inappropriate. Failure to remove the material in question immediately, may be treated 

as gross misconduct, which could result in summary dismissal. 

• The Company will investigate the alleged inappropriate material, which may include 

communication with the relevant web site. Following completion of the investigation the 

Company may hold a disciplinary hearing to decide if it is appropriate to issue a formal 

warning, which in cases of serious misconduct may result in dismissal. 

• In appropriate cases, formal court action may be pursued to remove the offending material 

from the public domain, if necessary. Furthermore, the Company reserves the right to 

pursue individuals for damages relating to libel or defamation claims. 

• The Company also reserves the right to deduct appropriate payments from your next salary 

payment, for both the cost of calls (internet/emails/telephone etc.) and also for the 

estimated amount of Company time you have wasted. 

• If you are unsure or have any concerns regarding this policy, please speak to your Line 

Manager. 

Telephones 

The Company accepts sensible use of Company mobiles/telephones for personal matters. We ask 

members of staff to respect this facility. The Company reserves the right to deduct excessive 

telephone costs incurred from salary payments. 


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4 

Bribery and Disclosure 

• Anti-Bribery 

• Data Protection 

• ‘Whistle Blowing’ Procedure 

• Public Interest Disclosure 

Anti-Bribery 

The Company is committed to conducting business ethically and with integrity to ensure that 

business can be conducted in a free and fair market. Every individual and organisation that acts 

on the Company’s behalf or represents the Company is responsible for ensuring that this principle is 

upheld and the policy is implemented so that the Company conducts all business in an honest and 

professional manner in line with The Bribery Act 2010. 

Bribery 

The Company has a zero tolerance policy towards any form of bribery, whether this bribery takes 

the form of a direct or indirect financial payment or other reward or advantage to encourage an 

individual or organisation to perform their functions or activities improperly or as a reward for having 

already performed their functions or activities improperly. 

Any individual or organisation acting on behalf of the Company is strictly prohibited from offering, 

promising, giving, requesting, agreeing to receive or accepting any bribes or backhanders. Any 

breach of this policy by an employee will be treated as gross misconduct and may result in their 

summary dismissal. Any breach of this policy by a third party or sub-contractor acting for the 

Company will result in an immediate termination of their contractual arrangements. 

Employees and other individuals or organisations acting for the Company should be aware that 

bribery is a criminal offence which may result in imprisonment and an unlimited fine for both the 

individual and Company. 

Entertainment, Hospitality, Gifts, Promotional Expenditure 

The Company permits the use of entertainment, hospitality, gifts or promotional expenditure where 

it is used to thank or build relationships with its clients, suppliers, customers or other organisations 

providing that it is arranged in good faith and not organised with the intention of influencing the 

impartiality of the individual or organisation. 

It is absolutely essential that the use of entertainment, hospitality, gifts or promotional expenditure is 

reasonable and proportionate. To ensure that expenditure is reasonable and proportionate, all 

individuals conducting Company business or representing the Company are subject to a cap of 

£50 per recipient. Any expenditure over this threshold must be requested in writing to a Director of 

the Company detailing the purpose and nature of the expenditure, the recipient and the 

objective. The Company will approve any proposals which demonstrate a clear business objective 

and are appropriate for the business relationship. 

The honest and appropriate intentions of the Company should be made absolutely clear in all 

entertainment and hospitality situations. Should any individual be challenged on the purpose of 

their hospitality, this should be raised immediately with their Line Manager so that the Company 

can take the appropriate formal action to ensure clarity in this regard. 


45

In order to ensure transparency when conducting business hospitality, entertainment or giving or 

receiving gifts, it is essential that accurate, detailed and up to date records are kept. The 

Company reserves the right to make adverse inferences from a lack of accurate, detailed or up to 

date records which cannot be adequately explained and furthermore, these inferences may result 

in disciplinary action being taken (should it be appropriate) after a full investigation has taken 

place. 

Inducements 

As a general rule the Company finds it acceptable for its staff to receive small gifts from grateful 

clients, suppliers etc. However, the Company does not condone under any circumstances any 

inducements leading to corruption, bribery or behaviour detrimental to the business or its 

reputation. 

Any individual who is given a gift from an existing or potential client, customer, supplier etc. must 

inform their Line Manager to ensure that an assessment can be made as to the intentions behind 

the giving of the gift. 

If the gift has been given with the statement that it is a gesture of goodwill and appreciation and is 

not of substantial value, the individual may be permitted, at the Company’s discretion to keep the 

gift or to share it with colleagues. However, if it is felt that the gift may constitute a bribe or there 

may be a conflict of interest the individual will be asked to return the gift to the sender advising 

them of the Company’s policy relating to gifts and request that this is respected. 

If the purpose of the gift is unclear, or there is a suspicion that it has been given with the intention of 

influencing the Company’s decision in some way and/or there is a conflict of interest and/or it 

appears to be of excessive value, the individual will be asked to return the gift to the sender 

advising them of the Company’s policy relating to gifts and request that this is respected. 

This also applies to gifts and/or services offered indirectly. If an individual is unsure in any way as to 

what constitutes a gift, please raise this immediately with their Line Manager. 

For clarity, accepting any form of gift (including a meal/entertainment) : 

• from a supplier or client following completion of a project may be acceptable 

• from a supplier who it could be construed is wishing to be considered for a project is not 

acceptable 

• from a client who it could be construed is wishing you/the Company to perform duties 

outside of the agreed scope, is not acceptable 

Any employee found to have accepted gifts without the appropriate authorisation will be liable to 

disciplinary action. Deliberate taking of bribes will be treated as an act of gross misconduct. 

Any third party or sub-contractor acting for the Company found to have accepted gifts without 

the appropriate authorisation may have their contractual arrangements terminated. 

Notification of Concerns 

If you become aware of any conduct which you believe may be in breach of this policy and/or 

the associated policies and procedures, you should raise your concerns immediately with your 

manager. Whilst you should report any concerns, in particular the following should be reported: 

• Any suspected or actual attempts to bribe or provide backhanders; 

• Any requests for unusual payments and/or cash payments; 

• Unusual or unsubstantiated expenses; 

• Failure to follow normal financial practices, such as a lack of appropriate invoices; 


46

• Business relationships with close family members, personal friends etc; 

• Business activities in countries or with individuals who have a history of corruption. 

In line with our Public Interest Disclosure procedure, if you report your concerns in good faith you will 

be supported and will not be subjected to any detriment as a result of raising your concerns. Failure 

to raise your concerns will be considered a breach of trust and dealt with under the disciplinary 

procedure. Should any employee raise concerns which are subsequently found to be in any way 

malicious this will be dealt with under the Company’s disciplinary process and may be treated as 

an act of gross misconduct. 

Data Protection 

Information is kept about employees for legal purposes (such as for payroll), for administration 

purposes and for the purposes of day-to-day people-management. The Company does not 

intentionally keep records such as old addresses. Only authorised individuals and those responsible 

for payroll have access to individual records. 

Employees should therefore be aware that the Company will hold on file, for example: 

• Interview notes and references received 

• Contracts 

• Performance review forms and associated documents 

• Disciplinary records and all file notes relating to the management of the employee 

• Medical certificates, self-certificates, fit notes and medical questionnaires 

• Other information covering periods of absence, training records and any other material as is 

considered appropriate by the Data Controller 

The Data Protection Act 1998 allows employees to have access to some of the information stored 

about them. Employees can ask for access to their own personal details held on computer or held 

manually. 

’Whistle Blowing’ Procedure 

Reporting Procedure 

If you believe that any breach of the Company’s rules or other malpractice may have taken place, 

or is likely to occur in the future, you are encouraged to report your suspicions to your Manager so 

that the matter may be investigated and appropriate action taken. If you feel unable to report the 

matter, you should speak to another appropriate senior member. 

1. You can report your suspicions verbally or in writing and you should try to provide as much 

information as possible. 

2. A Director will arrange to have a meeting with you to discuss your suspicions in detail. This is 

to enable how best to proceed. A colleague of your choice may accompany you if you so 

wish. 

3. If the matter requires further investigation such an investigation will be carried out and you 

will be informed of the outcome of the investigations and what, if any, action has been 

taken. 

4. At all times during and after the investigation, your identity will be kept confidential, unless 

you agree otherwise in order to further any investigation 

Implementation of the Policy 

Staff have a duty to report known breaches of the Company’s rules or illegal practices. 


47

If you have any concerns about the content within this policy, please do not hesitate to discuss this 

with your Line Manager in the first instance. 

Public Interest Disclosure 

The Company at all times conducts its business with the highest standards of integrity and honesty 

and expects all its staff to maintain the same standards in everything they do. Employees are 

therefore encouraged to report any wrongdoing by the Company or its staff that falls short of these 

business principles. 

The Public Interest Disclosure Act 1998 protects staff who report wrongdoing within the workplace 

and the purpose of this policy is to ensure that our staff are able to tell us about any wrongdoing at 

work which they believe has occurred or is likely to occur. We recognise that staff may not always 

feel comfortable about discussing their concerns internally, especially if they believe that the 

Company itself is responsible for the wrongdoing. Our aim is to ensure that staff are confident that 

they can raise any matters with the Company that concerns them in the knowledge that it will be 

taken seriously, treated as confidential and that no action will be taken against them. 

The Company is committed under the procedure to investigate all reported matters and to keep 

the person who made the disclosure informed of the progress and results of the investigation and 

any action taken (subject to the Company’s obligations of confidentiality). 

The procedure below has been established to assist you to report your suspicions without fear of 

reprisals of any sort. You are therefore encouraged to use this procedure if you have any concerns 

at all about wrongdoing at work. In addition to any breach of Company’s rules, the following are 

examples of what is meant by ‘wrongdoing’ for the purposes of the procedure: 

• A criminal offence has been committed, it is being committed or is likely to be committed; 

• A person has failed, is failing or likely to fail to comply with any legal obligation to which he 

or she is subject; 

• A miscarriage of justice has occurred, is occurring or is likely to occur; 

• The health or safety of any individual has been, is being or is likely to be endangered; 

• The environment has been, is being or is likely to be damaged; 

• Information tending to show any matter falling within any one of the above to be 

concealed. 

5 

Leaving the Company 

• Notice/Termination of Employment 

• Redundancy 

• Retirement 

This section covers issues relating to you leaving the Company. As a reminder, this section is 

contractual. 

Notice/Termination of Employment 

Notice to be given is as detailed in your contract of employment. The Company reserves the right 

to only pay for holidays accrued in line with the statutory holiday entitlement. 


48

The Company reserves the right to pay in lieu of notice, or pay employees at normal salary intervals 

but require them not to attend work during their contractual notice period, and may or may not 

provide them with work during this time. By mutual agreement the Company, or the employee 

concerned, may waive their right to all or part of the notice period. The Company reserves the right 

to require you to take all or part of your unused accrued holiday entitlement during the notice 

period. 

Any employee who leaves without giving notice will only be entitled to payment of wages up to 

the time of leaving and will be deemed to have breached their contract of employment. 

The Company reserves the right, if there are no means of direct contact with the employee 

concerned, to post written notice of termination to an employee’s last known address by recorded 

delivery service. 

On leaving the Company, or at any time during the notice period if so requested, employees must 

surrender to the Company all Company property which is in their possession including, for example, 

documents, client records, files, keys/entry fobs, manuals, computer software and any copies, 

stationery etc. 

Redundancy 

When unavoidable business circumstances require redundancies to be made, the Company will 

apply the following procedure to ensure that all employees are treated fairly and consistently: 

1. Where a particular job is no longer required and where only one person currently does that 

job, the individual involved will be told that their job will no longer exist and that their 

selection for redundancy has been solely on these grounds. 

2. Where there are a number of individuals performing the same or a similar role and the 

number of employees in that role needs to be reduced by one or more, selection for 

redundancy will be made according to specific selection criteria. However, the Company 

reserves the right to vary the selection criteria in appropriate circumstances to take into 

account essential skill sets or attributes that the Company may need to rely upon for the 

future success of the business. 

The Company may also consider voluntary redundancy as an alternative, or a precursor to, 

compulsory redundancy. 

Any employee affected by redundancy would have the right to apply for any vacant roles that 

may exist within the business, as an alternative to redundancy. 

Any redundancy payments will be made in line with statutory requirements. 

Retirement 

The Company does not operate a compulsory retirement age for its employees. 

The Company is committed to equal opportunities for all its employees and recognises the 

contributions of a diverse workforce, including the skills and experience of older employees. It 

believes that employees should, wherever possible, be permitted to continue working for as long as 

they wish to do so. The Company operates a flexible retirement policy and employees may 

voluntarily retire at a time of their choosing. 

If an employee has decided that they wish to retire, they should inform their Line Manager or the HR 

Manager in writing as far in advance as possible and, in any event, in accordance with their notice 


49

period as set out in their contract of employment. This will assist the Company with its succession 

planning. 

The Company will write to the employee acknowledging the employee’s notice to retire and will 

arrange a meeting with the employee to discuss arrangements for retirement, including the 

intended retirement date, succession and handover plans, pension details and phased retirement, 

if applicable. 


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