Monthly Employee Handbook

EMPLOYEE HANDBOOK 

www.beck-pollitzer.com

Contents 

INTRODUCTION ........................................................... 2 

1. TERMS AND CONDITIONS OF 

EMPLOYMENT ....................................................... 2 

GENERAL ...................................................... 2 

1.1. Hours of work ................................... 2 

1.2. Additional Hours ............................... 3 

1.3. Assignments .................................... 3 

1.4. References ...................................... 3 

1.5. Medical Assessments ........................ 3 

1.6. Probationary Period .......................... 3 

1.8. Working Time Regulations ................. 3 

1.9. Data Protection ................................ 3 

1.10. Company Property ............................ 3 

1.11. Personal Property ............................. 3 

1.12. Confidential Information ..................... 3 

1.13. Inventions and Designs ..................... 4 

1.14. Bribery and Inducement ..................... 4 

1.15. Conflict of Interest ............................. 4 

REMUNERATION & BENEFITS ................. 4 

1.16. Remuneration .................................. 4 

1.17. Deductions from Earnings .................. 4 

1.18. Pension Scheme .............................. 4 

1.19. Life Assurance ................................. 4 

1.20. Life Assurance And Personal Accident 

Scheme 4 

1.21. Travelsafe Scheme ........................... 4 

1.22. Company Cars & Vans ...................... 4 

1.23. Mobile Phones ................................. 5 

1.24. Expenses ........................................ 5 

TERMINATION OF EMPLOYMENT ........... 5 

1.25. Resignations .................................... 5 

1.26. Notice Arrangements......................... 5 

1.27. Garden Leave .................................. 5 

1.28. Annual Leave Entitlements ................. 5 

1.29. Annual Leave Entitlement for Part-Time 

Employees ..................................................... 5 

1.30. Booking Holiday ............................... 6 

1.31. UK Bank and Public Holidays ............. 6 

1.32. Holiday Entitlement on Leaving the 

Company 6 

1.33. Sickness While on Annual Leave ........ 6 

SICKNESS ABSENCE ................................. 6 

1.34. Reporting your Sickness and Other 

Absences 6 

1.35. Continuous Sickness for 7 or Less 

Calendar Days ................................................ 6 

1.36. Continuous Sickness for 8 or More 

Calendar Days ................................................ 6 

1.37. Returning to Work ............................. 7 

1.38. Sick Pay .......................................... 7 

1.39. Managing your Attendance ................ 7 

1.40. Medical Assessments ........................ 7 

1.41. Third Party Recovery of Sick Pay ........ 7 

2. POLICIES AND PROCEDURES ............. 7 

GENERAL ....................................................... 8 

2.1. Communications ............................... 8 

2.2. Change of Personal Particulars........... 8 

PROFESSIONAL STANDARDS ................. 8 

2.3. Beck & Pollitzer Professional 

Standards ...................................................... 8 

2.4. Appearance ..................................... 8 

2.5. Good Housekeeping.......................... 8 

2.6. Mobile Phones & Driving .................... 8 

2.7. Drugs & Alcohol ................................ 8 

2.8. Smoke Free Workplace ..................... 9 

2.9. Purchase Authority ............................ 9 

2.10. Contract Controls .............................. 9 

2.11. Whistleblowing ................................. 9 

2.12. Personal Relationships at Work ........ 10 

USE OF COMPUTERS POLICY ............... 10 

2.13. Computer & Email Use .................... 10 

2.14. Email Conduct ................................ 10 

2.15. Security ......................................... 10 

2.16. Personal Usage .............................. 10 

2.17. Social Networking ........................... 10 

2.18. Computer Software ......................... 11 

2.19. General Systems Usage .................. 11 

FAMILY POLICES ....................................... 11 

2.20. Maternity Leave .............................. 11 

2.21. Paternity Leave .............................. 13 

2.22. Adoption Leave .............................. 13 

2.23. Parental Leave ............................... 13 

2.24. Emergency Dependant Leave .......... 14 

2.25. Flexible Working ............................. 14 

2.26. Childcare Vouchers ......................... 14 

2.27. Bereavement Leave ....................... 14 

2.28. Household Emergencies .................. 14 

EQUALITY & DIGNITIY AT WORK ........... 14 

2.29. Equal Opportunities Policy ............... 14 

2.30. Harassment ................................... 14 

2.31. Bullying ......................................... 15 

REDUNDANCY............................................ 15 

2.32. Redundancy Policy ......................... 15 

DISCIPLINE & GRIEVANCE ...................... 15 

2.33. Disciplinary Policy & Procedure ........ 15 

2.34. Grievance Procedure ...................... 17 

TRAINING & DEVELOPMENT .................. 20 

3. HEALTH, SAFETY AND 

ENVIRONMENT .................................................... 18 

3.1. Health and Safety Policy Statement ... 18 

3.2. Health & Safety Policy & Procedures 

document 18 

3.3. Safety Handbook ............................ 18 

3.4. Environmental Policy ....................... 18 

3.5. Quality Policy ................................. 19 

3.6. Major Incident Reporting .................. 19 

3.7. Stress ........................................... 19 

Updated August 2017 

Employee Handbook (monthly paid edition)

Introduction 

Beck & Pollitzer is a global leading engineering services 

company who specialise in the installation and relocation 

of all types of industrial machinery, plant and associated 

services. 

Established in 1863, the Company has continued to grow 

over the past 150 years in terms of our locations, skills and 

the types of projects we undertake. 

Although we are independently owned, we pride ourselves 

on being an organisation that cares for its staff, offering 

them careers not just jobs, competitive levels of pay and a 

great place to work. 

In recent years, we have continued our expansion into 

Europe to ensure that we can offer our customers the 

international solutions they require. 

Our goal is to continue to grow and to build on our longstanding 

reputation as a professional provider of complete 

engineering solutions for our customers and we aim to 

achieve this through: 

the development of our staff to meet the changing 

needs of the market; 

our commitment to high standards of safety and 

sustainability; 

our total commitment to quality, excellence and 

customer satisfaction; 

and our ability to innovate in the solutions we 

provide. 

The purpose of this handbook is to explain and clarify your 

terms and conditions of employment, the benefits 

available to you and to highlight the policies and 

procedures we have in place within Beck & Pollitzer. 

Section one of this handbook is incorporated into your 

contract of employment with Beck & Pollitzer. If you have 

any queries relating to your employment that are not 

answered either by your offer letter, this handbook or your 

Line Manager, please contact the Human Resources 

department. 

The handbook is split into three sections: 

 

 

 

Section One – Terms and Conditions of Employment. 

Section Two – Policies and Procedures. 

Section Three – Health & Safety. 

The Company reserves the right to make reasonable 

alterations to this handbook on a regular basis as and 

when it is necessary. 

Company Values 

As a company, we have the following core values that both 

the Company and our employees are expected to 

demonstrate on a daily basis: 

Our Colleagues 

1. We work together and recognise that our colleagues are 

at the heart of our business. 

We work in collaboration, not isolation. 

We value the thoughts and ideas that others bring. 

We treat each other with dignity and respect. 

We celebrate our individual and collective successes. 

We communicate openly and clearly at all times. 

Our Customers 

2. We are truly passionate about our customers and the 

great work we do for them. 

We exceed customer expectations wherever possible. 

We make it easy for our customers, not harder. 

We deliver excellence, not excuses. 

We listen to what is being said not what we want to hear. 

We work in partnership, not conflict. 

Our Processes 

3. We are persistent and consistent in delivering 

excellence in everything we do. 

We always act safely. 

We share and implement best practice. 

We aim to get it right first time. 

We focus on results and are always looking for ways to 

improve. 

We demonstrate a respect for process and procedure in 

how we work. 

When we live these values; 

We are Beck & Pollitzer. 

Our values define who we are. They are the fundamental 

beliefs of our global organisation. They guide our actions 

and behaviour. They influence the way we work with 

each other and the way we serve our clients. Every day, 

each one of us makes choices and decisions that directly 

affect the way we experience each other and the way our 

clients and wider communities experience us. Our values 

give us confidence that we are using the same principles 

to help us make these decisions throughout our global 

organisation. 

Key to our future is the ability to: “…work together and 

adopt consistent processes that improve services for our 

customers” 

We Value Our Staff 

We aim to have an open and transparent culture where 

every employee is treated as an individual regardless of 

their job role or any other characteristics. The 

management team will always be willing to discuss and 

help resolve any issues you may have and your Line 

Manager will always be your first point of contact. 

Other support is also available from the Health & Safety or 

Human Resources Manager should you wish to contact 

them directly. 

1. Terms and Conditions of 

Employment 

Unless expressly stated otherwise, this section of the 

handbook together with your contract of employment and 

any local pay agreements which apply to you, forms the 

basis of your conditions of employment. For the 

avoidance of doubt, if there are any inconsistencies 

between this handbook and your terms and conditions 

detailed in your contract of employment, then your 

contract will prevail. The Company reserves the right to 

change the terms and conditions detailed in this handbook 

from time to time. 

GENERAL 

1.1. Hours of work 

Your hours of work may vary according to the needs of the 

Company, department or location. Hours will be 

determined by the Company and specified in your offer of 

employment. 

The Company reserves the right, with reasonable notice, 

to change your working times, including start and finish 

times, depending on the needs of the business. 

2

1.2. Additional Hours 

Due to the nature of the Company's business it may be a 

requirement that you regularly work outside of your 

normal working week depending on the operational needs 

of the business. Subject to the Working Time Regulations, 

employees are expected to comply with this requirement 

to work all necessary additional hours during weekdays, 

weekends and if necessary during the night. 

1.3 Assignments 

The employee's normal place of work is as detailed in their 

contract of employment; however, due to the nature of the 

work the Company reserves the right to require you to 

undertake short-term assignments at any other location 

within the UK or internationally with reasonable notice. It 

is a condition of your employment that you undertake 

these assignments. 

1.4. References 

The Company will take up references on all employees. 

The purpose of a reference is to obtain factual information 

on an employee’s suitability for a particular job. All offers 

of employment and your continuing employment will be 

subject to satisfactory references being received. A 

maximum of two references will be taken up, dating back 

not more than 5 years. They may be requested from either 

previous employers, previous schools/colleges or from 

personal referees. 

1.5. Medical Assessments 

All staff are required to disclose any medical condition that 

could materially impact on their ability to carry out the 

responsibilities associated with their position once an offer 

of employment has been made. It may then be necessary 

to attend a medical examination to determine the potential 

impact of any condition identified. 

1.6. Probationary Period 

Unless specified otherwise in your offer letter, there will be 

a minimum three-month probationary period associated 

with your appointment. During this period both parties will 

satisfy themselves as to the success of the appointment. 

Particular attention will be paid to the identification of 

training and development needs during this period. The 

Company reserves the right to extend the period of 

probation where it is appropriate to do so. 

1.7. Retirement 

The Company does not operate a compulsory retirement 

age for its employees. 

The Company is committed to equal opportunities for all 

its employees. The Company 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. 

1.8. Working Time Regulations 

You agree that for the purpose of the Working Time 

Regulations you may work for more than the maximum 48 

hours a week. Should you decide at any time in the future 

that you wish to limit your hours to a maximum 48 hours 

per week you can do so by giving the Company not less 

than 3 months’ notice in writing to end your agreement. 

The responsibility for ensuring that the spirit of the 

regulations is followed is both the Company’s and the 

individual’s under health and safety law. 

1.9. Data Protection 

The Company aims to comply fully with its obligations 

under the Data Protection Act. Personal data is held in 

the Company’s filing systems to meet the needs of the 

Company for a variety of reasons, including health and 

safety requirements, superannuation, payroll, training and 

organisational reasons. 

Under the Act, personal data can also be in the form of 

images recorded by closed circuit television cameras, 

which the Company reserves the right to install at its 

premises for the prevention and detection of crime and 

generally monitoring security at the premises. Such data 

may be used as evidence in proceedings, including, if 

necessary, disciplinary proceedings. 

Employees are allowed access to their personal data at 

reasonable intervals, subject to certain statutory 

limitations. An employee seeking such access should 

complete a ‘Request for Access form’ (available from 

depot offices) and forward it via their Manager to the 

Company’s Head Office at Dartford. A copy of the data 

held will normally be provided within 40 days from the date 

the request is received. The Company is allowed to 

charge for providing such information and the charge is 

currently £10. 

1.10. Company Property 

You must not under any circumstances remove any tools, 

equipment, stationery, scrap materials, Company 

documents or any other Company property without the 

consent of your manager. Any removal of Company 

property for personal or private use will be fully 

investigated and may lead to disciplinary action. 

Where an employee is leaving the Company, a fully 

completed Leavers Statement must be signed by the 

employee and given to the Company. All property 

belonging to the Company must be returned promptly. 

The Company may delay the final payment until such time 

as it receives a completed Leavers Statement and all 

property has been returned. 

1.11. Personal Property 

Personal property, including personal tools and 

particularly items of value, should not be left unattended 

in the workplace. The Company does not accept any 

liability for items of personal property that are lost or 

stolen whilst at work. 

1.12. Confidential Information 

Confidential Information means all information (not in the 

public domain), know how and records of the Company 

(no matter in what form held) including but not limited to: 

 

 

 

 

 

 

 

information concerned with how we operate as a 

business including processes, procedures, methods 

etc; 

any financial information that is not published 

externally (inc accounting and tax information, sales 

statistics, surveys, market share data etc); 

any aspect of our pricing or how we develop 

quotations; 

any customer lists or customer information; 

any details relating to our equipment; 

any technical information (inc engineering and 

chemical data, specifications, formulae, drawings, 

manuals, component lists, instructions, design and 

circuit diagrams etc); 

any business plans, forecasts or information about 

our strategy. 

3

The employee will not disclose or make use of the 

Company’s trade and commercial secrets or Confidential 

Information, except in the proper course of their duties. 

When an employee’s employment with the Company 

ends, the departing employee will preserve the 

Company’s trade and commercial secrets or Confidential 

Information, but will not be prevented from using their own 

professional skill and experience. 

1.13. Inventions and Designs 

Subject to legal limitations, the rights to all inventions, 

designs and other intellectual property devised, originated 

or altered by an employee during his employment belong 

to the Company and may not be used or dealt with by an 

employee or former employee without the previous written 

permission of a Director. 

1.14. Bribery and Inducement 

Employees are not permitted to offer, promise, give, 

request, agree to receive, or accept any bribes in the 

course of their employment. 

A bribe means a financial payment or other form of reward 

or advantage, whether direct or indirect, that is intended 

to induce or influence, or has the effect of inducing or 

influencing, any other individual or organisation to act 

improperly. 

All employees must comply with the Company’s antibribery 

policy and procedures and report any suspicious 

conduct that may amount to a bribe or an inducement as 

detailed in our policy. 

Any employee suspected of bribery will be dealt with 

under the Company’s disciplinary procedures. 

1.15. Conflict of Interest 

You shall not, without the written consent of the Company, 

actively engage in any other business activity that may be 

in conflict with the interests of the Company. 

Employees with other business interests or secondary 

work should inform their Line Manager of the details so 

any conflict can be identified. 

Any private business interests or secondary jobs must not 

impact on your ability to perform your role professionally 

and safely. Where an impact is observed the Company 

may treat this as a disciplinary issue. 

REMUNERATION 

& BENEFITS 

1.16. Remuneration 

The Company’s method of calculating remuneration is 

based on an annual salary. When joining or leaving part 

way through a working month, salary entitlement for that 

part month is calculated using the following formula: 

Annual salary ÷ 260 x by week days employed during that 

month 

All employees are paid in arrears by bank transfer by the 

last working day of the month, however, where possible 

the Company will make arrangements to pay you earlier. 

Salaries are reviewed annually, unless specified 

differently in your contract of employment or subsequent 

amendments to it. It should be understood that such a 

review does not obligate the Company to issue or grant an 

increase in your salary. Also the Company may at its 

discretion vary the date which reviewed salaries are 

effective from. 

1.17. Deductions from Earnings 

It is your responsibility to check all payments you receive 

from the Company, and to check that you have a lawful 

right to receive the payment. 

If an overpayment or underpayment is discovered this 

should be notified immediately. Any overpayment 

subsequently discovered must be repaid. The Company 

may deduct from your earnings any sums which you owe 

to the Company, including but not limited to any 

overpayment of salary/wages or any holiday taken in 

excess of your entitlement. On leaving the Company, the 

Company 

reserves the right to recover, in full, any overpayment or 

other amount owed to the Company from your final 

payment. 

1.18. Pension Scheme 

The Company operates a defined contribution Pension 

Scheme which each permanent employee has the option 

to join after the completion of 3 full months’ service (11 

months for fixed-term employees). Entrants must be aged 

60 or under at the point they are first eligible to join. 

Membership is subject to the details contained in your 

contract of employment and further information is 

contained in the Pension Scheme booklet. However, the 

legal documents governing the Pension Scheme are the 

Trust Deed and Rules. In the event of any conflict 

between any explanatory literature and the Trust Deed 

and Rules, the latter will prevail. 

1.19. Life Assurance 

The Company operates a Life Assurance for all 

employees up to the age of 65. The cost of this scheme 

is borne by the Company and the scheme provides a 

death in service payment to your next of kin. If you are a 

member of the Company’s pension scheme then this 

benefit will be replaced by the enhanced life assurance 

benefits of the pension scheme. 

1.20. Life Assurance And Personal Accident Scheme 

The Company operates a Life Assurance and Personal 

Accident Scheme for all employees up to 

The age of 80. The cost of this Scheme is borne by the 

Company. The benefits include: 

• Death in Service Life Assurance. 

• Fatal Accident Benefit. 

• Loss of limb, sight or digit benefit. 

• Permanent total disablement benefit. 

Current benefit levels and other details are available upon 

request. 

Where employees are entitled to the enhanced life 

assurance benefits in the Pension Scheme, they will not 

also receive benefit under this Scheme. 

1.21. Travelsafe Scheme 

The Company has in place an insurance policy to cover 

medical expenses and associated costs incurred by 

employees whilst working abroad on Company contracts 

or travelling abroad on Company business. 

Employees who fall ill or require medical attention whilst 

abroad on the Company's behalf, should immediately 

contact their Manager or Director. 

Notwithstanding the above cover, it is recommended that 

all employees obtain a European Health Insurance Card 

(EHIC) which can be obtained online or from the Post 

Office which will cover them for emergency treatment 

whilst in EEA Countries & Switzerland (whether on 

business or private trips). 

1.22. Company Cars & Vans 

4

Where a Company car or van is provided to an employee, 

it is subject to the rules detailed in the employee's contract 

of employment and in the Company's Driver Handbook. 

The following notice periods are required to be given upon 

employment being terminated unless specified differently 

in your contract of employment. 

If you drive any of the Company’s vehicles or plant as part 

of your duties it is your responsibility to read the Driver 

Handbook and to comply with all requirements within it 

from checking roadworthiness of the vehicle to driving in a 

safe and responsible manner. As outlined in the Driver 

Handbook you are also responsible for the payment of any 

fines relating to traffic offences or parking violations whilst 

the vehicle is under your control. 

Length of 

service 

Within the 

first year 

Employee to 

Company 

Company to 

Employee 

1 week 1 week 

When driving a vehicle whether it be on our premises, a 

client’s site or on the public road you must not only comply 

with safety procedures and road legislation but you must 

all drive in a courteous manner that reflects positively on 

the Company. 

Employees are responsible for ensuring all vehicles and 

plant are kept clean and tidy at all times and the Company 

reserves the right to deduct reasonable monies from an 

employee for cleaning a vehicle if it is returned in an 

unacceptable condition. 

If your role in the Company is as a driver or your role 

requires you to drive to undertake your duties (ie Crane 

Driver) then it is a condition of your employment that you 

continue to hold a valid UK driving licence. If you receive 

a driving ban then the Company reserves the right to hold 

an employment review to decide whether your 

employment can continue. 

1.23. Mobile Phones 

Where a mobile phone is provided, under a mobile phone 

agreement, you consent that the Company may deduct 

from your pay the full cost of all private calls made 

inclusive of a handling charge, plus VAT. You agree to 

identify all such private calls and, in the event of a dispute 

concerning such charges, you accept that the reasonable 

decision of the Company as to which telephone calls are 

deemed private shall be final. You also agree to: 

 

 

 

 

 

Take reasonable care of the mobile phone and any 

accessories. 

Use it efficiently and in a cost conscious manner. 

Use it for only occasional private use. 

Return all equipment provided in good condition on 

demand. 

Comply with the Company’s Policy on Mobile Phones 

and Driving. 

1.24. Expenses 

Employees will be reimbursed with their monthly salary for 

all authorised and necessarily incurred business 

expenses. For this purpose completed Expense Sheets, 

authorised by an employee's Manager or Director and 

accompanied by VAT receipts, where appropriate, must 

be sent to the Accounts department in Dartford by the 7th 

of each month. 

TERMINATION OF 

EMPLOYMENT 

1.25. Resignations 

If you resign from the Company, you will be required to 

give written notice and, unless mutually agreed with your 

manger, work the notice period as detailed in this 

Employee handbook or as part of your terms and 

conditions of employment. 

1.26. Notice Arrangements 

1-5 years 

5 years 

onwards 

1 month 

1 month 

1 week for each 

complete year’s 

service up to a 

maximum of 12 

weeks 

1.27. Garden Leave 

The Company reserves the right, at its sole discretion, to 

require employees who have resigned with notice, or who 

have been given notice to terminate their contract by the 

Company, not to attend their place of work for all or part 

of the notice period. 

In these circumstances, the employee's contract will 

continue in force until the end of the notice period and the 

employee will continue to receive their basic pay and 

benefits in the normal way. The employee will also remain 

bound by all the obligations and restrictions set out in their 

contract including any confidentiality clauses and 

restrictive covenants contained therein. The employee 

must, within reason, remain available to be contacted by 

the Company. 

In these circumstances, the employee is not permitted to 

take up employment elsewhere during the notice period. 

ANNUAL LEAVE 

1.28. Annual Leave Entitlements 

It is the policy of the Company to ensure that all 

employees take the annual leave to which they are entitled 

and that this is organised in such a way that it causes 

minimal disruption. 

The leave year runs from 1 st January to 31 st December. 

Your annual holiday entitlement, Is 25 days. 

You must schedule your holiday so that it is taken within 

the current leave year. Any annual leave that is not taken 

by the end of the year will be lost. Only In exceptional 

circumstances where an employee has been prevented 

from taking their holiday due to business requirements will 

it be allowed to be carried over. Any request for holiday 

to be carried over must be made to your Line Manager in 

writing. If approved it is subject to a limit of 5 days that 

must be taken by the end of February of the new holiday 

year. 

1.29. Annual Leave Entitlement for Part-Time 

Employees 

Part-time employees will receive a pro-rata of the full time 

entitlements based on their contractual hours of work. 

Where a part-time employee is working different hours on 

different days the Company will at its discretion give the 

holiday entitlement in hours so that it can be booked and 

recorded accurately based on the employees work 

pattern. 

5

Part-time employees, that do not work 5 days in the week, 

will receive bank or public holiday entitlement as an 

additional pro-rated amount of holiday in addition to their 

basic entitlement. This additional entitlement must be 

used to book any bank/public holidays that fall on their 

normal work pattern as leave. Any remaining entitlement 

may be used throughout the year. 

1.30. Booking Holiday 

All annual holiday must be approved by your Line 

Manager before being taken. You should not commit to 

any holiday plans before approval is given, particularly 

where a deposit has to be paid. It is your responsibility to 

check that your holiday has been approved before taking 

it. Any holiday which is taken that has not been formally 

approved will be considered as unauthorised leave. 

You should give at least twice as much notice than the 

leave you are requesting. For example for one week’s 

holiday you should give not less than 2 weeks notice. For 

one day’s holiday you should give not less than 2 days 

notice. 

All holiday should be booked by submitting the appropriate 

form and having it approved by your Line Manager. You 

may not take more than two weeks holiday, unless you 

have sought additional approval from your Line Manager. 

1.31. UK Bank and Public Holidays 

You will be entitled to UK statutory bank and public 

holidays in addition to your annual holiday unless your 

contract specifies otherwise. 

Due to the nature of our work you may be required to work 

on a bank holiday and in these circumstances you will be 

entitled to receive a day off in lieu to be taken at a later 

date as agreed with your Line Manager. 

Part-time employees, that do not work 5 days a week, will 

receive a pro-rated allowance based on their contractual 

hours of work. 

1.32. Holiday Entitlement on Leaving the Company 

If you leave the Company, on completion of the required 

notice, you may be entitled to receive outstanding holiday 

pay. Holiday pay entitlement will be calculated on the 

basis of one twelfth of your current annual holiday 

entitlement for each completed month’s service in the year 

of leaving, less any holidays you may have taken in the 

year. Holidays taken in excess of entitlement will be 

deducted from final payments. The Company reserves the 

right to request that you take any outstanding holidays 

within your notice period where appropriate. 

1.33. Sickness While on Annual Leave 

In the event that you are absent from work due to sickness 

or injury prior to an approved holiday period, the holiday 

will be cancelled and removed from your record on 

submission of medical evidence which covers the period 

of leave which you are absent. 

If you are sick whilst on holiday, or during a public holiday, 

then no days in lieu will be permitted. 

You will continue to accrue holiday entitlement during 

periods of long-term sickness absence. An employee 

absent on a long-term basis can request to take holiday 

whilst they are absent although they are not permitted to 

receive holiday pay and sick pay at the same time. 

SICKNESS ABSENCE 

1.34. Reporting your Sickness and Other Absences 

If you are away from work for any time because of 

personal illness or accident, you must notify the Company 

as soon as possible on the first working day you are 

absent and by at least 9am. 

If you are absent due to an emergency situation with a 

dependent, domestic problem or commuting issue then 

you should notify your Line Manager of the specific reason 

for your non-attendance or lateness. 

When reporting sickness you should call your direct Line 

Manager or in their absence an appropriate alternative 

manager to log your absence. Only in exceptional cases 

should someone else call on your behalf. It is also not 

acceptable to send a text or email message or ask another 

member of staff to report your sickness for you. 

When telephoning your manager, you must give the 

following information: 

 

 

 

The general nature of your illness (e.g. accidental 

injury / nausea / contagious infection). 

The first day you became ill (even if not a working 

day). 

Anticipated duration of sickness absence or, if this is 

not possible, the date on which you will contact your 

manager again to update them. 

You must keep your Line Manager regularly informed of 

your situation. This will be on a daily basis unless 

expressly agreed otherwise with your manager. 

If you leave work early because you are unwell, you must 

inform your Line Manager before you leave. The time lost 

will be treated as sickness absence and will be recorded 

accordingly. 

Failure to notify the Company in accordance with any 

aspect of the notification procedure may affect your 

entitlement to sick pay and possibly lead to disciplinary 

action. 

1.35. Continuous Sickness for 7 or Less Calendar 

Days 

If your period of sickness is for 7 calendar days or less you 

must complete and submit a self certificate form on your 

first day back at work. 

1.36. Continuous Sickness for 8 or More Calendar 

Days 

If your period of sickness extends for eight or more 

calendar days, you must obtain a fitness for work 

certificate from your GP or hospital. The certificate 

provided must cover the whole period of absence up to the 

date you return to work. Medical certificates must be 

submitted to the Company as soon as they are issued by 

your doctor either by sending them in the post to the HR 

department or in person. If you are sending by post then 

you should retain a photocopy of the certificate for your 

records. 

Failure to supply a valid certificate (including those that 

are lost in the post) may result in the suspension of 

occupational and statutory sick pay and may result in 

disciplinary action. 

To support employees on long-term sickness absence the 

Company may arrange a home visit. Employees may also 

be requested to allow the Company to contact their doctor 

in order to obtain a medical report about their current 

condition. In some cases the Company may also arrange 

6

for the employee to be examined by a doctor or 

occupational health specialist. 

1.37. Returning to Work 

Before returning to work you must have provided or be in 

possession of a doctor’s certificate confirming that you are 

fit to return to work. If you wish to return earlier than the 

date given you should visit your doctor to be re-assessed. 

On your return to work you may be required to attend a 

return to work interview. 

1.38. Sick Pay 

During absence through sickness you will be entitled to 

receive Statutory Sick Pay (SSP) on production of a 

medical certificate or a self-certificate. Providing you are 

contractually entitled and it has not been exhausted you 

will also be entitled to Occupational Sick Pay (OSP). 

OSP is provided to enhance the sickness benefit available 

to employees. The qualifying days for OSP are Monday 

to Friday. The amount paid as OSP is inclusive of any SSP 

to which the employee is entitled. 

Any payments under the Occupational Sick Pay Scheme 

are made at the discretion of the Company, and the 

Company reserves the right to withdraw, amend or revise 

the scheme at any time. 

OSP Entitlement 

The Company will pay OSP on the basis of the equivalent 

basic salary (inclusive of any SSP entitlement) for the 

following number of days in each rolling 12 months, unless 

indicated differently in your contract of employment. 

Length of service 

On joining the Company 

OSP Entitlement on a 

rolling 12 month basis 

No OSP, Statutory Sick 

Pay only 

3 months service 5 days 

2 years 10 days 










12 years or more 60 days 

Any extension to these entitlements will only be made in 

exceptional circumstances and will be at the total 

discretion of the Company. 

Where OSP is exhausted the Company will continue to 

pay the remainder of any SSP up to the statutory 

maximum of 28 weeks. Once SSP is exhausted you will 

receive an SSP1 form notifying you of the situation. 

No payments will be made if an employee fails to comply 

with any aspect of the Company’s reporting requirements 

or if the Company believes that the system is being 

abused in any way by the employee concerned. 

Part-Time Employees 

Part time employees will have their entitlement to OSP 

pro-rated in relation to their contractual hours of working. 

1.39. Managing your Attendance 

The Company recognises that employees are sometimes 

too unwell to attend work and need time off to recover 

properly. However, unfortunately, there are limits to the 

amount of absence that the business and colleagues can 

sustain. Therefore, we monitor all absence and, where 

there is cause for concern, we will hold a review meeting 

with you and take action to bring about an improvement. 

Following a review meeting the Company will consider 

what action is appropriate and this may include a referral 

to a doctor, suspension of Company Sick Pay or, if 

necessary, imposing a formal warning. 

1.40. Medical Assessments 

You may be required, at any time and at the expense of 

the Company, to undergo a medical examination by a 

medical practitioner nominated by the Company. Before 

requesting a medical report, the Company will seek your 

consent under the Access to Medical Reports Act 1988. 

Should you refuse to give consent, any decision that the 

Company might make will be based on the facts available 

to it. 

The Company reserves the right, after receipt of a medical 

report following such a medical examination, to require the 

employee to resume working in a lighter job and/or on 

reduced hours either of which may be more appropriate to 

reduced capability following serious or prolonged illness. 

1.41. Third Party Recovery of Sick Pay 

It is recommended that employees who participate in or 

take holidays involving potentially dangerous sport 

activities should ensure that they have adequate personal 

insurance in place to cover the potential for loss of 

earnings resulting from accidental injury incurred whilst 

taking part in these activities. 

Employees who suffer injury and are absent from work in 

circumstances which enable them to recover 

compensation from a third party, e.g. from a dangerous 

sports insurer or as a result of a road traffic accident, will 

receive pay from the Company comprising of SSP and, at 

the Company’s absolute discretion, OSP. 

In the event of absence being due to injury caused by a 

third party, and a successful claim being pursued by the 

employee against that third party, then any payments 

made to the employee under the sick pay scheme shall be 

reimbursable to the Company. 

7

Policies and Procedures 

This section relates to the general policies and procedures 

which govern your employment and are subject to change 

by the Company at any time at its absolute discretion. 

Although these policies and procedures are not part of 

your contract of employment, you are required to comply 

with them at all times. 

Some of the polices contained in this section are in full 

whilst some are extracts of more detailed policies. Where 

a full policy is not included in the handbook it can be 

obtained from the HR department. 

GENERAL 

1.42. Communications 

Your Line Manager will keep you informed of Beck & 

Pollitzer affairs through regular briefings. The Company 

will also communicate via other publications and notice 

boards. You should ensure that you read all 

communications carefully and check the notice board for 

updates whenever possible. 

Details of vacancies will normally be posted on notice 

boards. 

1.43. Change of Personal Particulars 

Please help to keep company records up to date by 

notifying the Company of any changes in any of the 

following: 

 

 

 

 

 

 

Marital status 

Name 

Home address (including post code) 

Telephone/mobile number 

Person to be informed in case of illness or accident 

Bank details 

A change of details form can be obtained from the HR 

department and must be completed before any changes 

are made. 

You are reminded that personal data will be collected and 

processed in accordance with the Data Protection Act 

1998. 

PROFESSIONAL STANDARDS 

1.44. Beck & Pollitzer Professional Standards 

All employees are expected to conduct themselves in line 

with the following professional standards: 

Be polite and courteous at all times. 

Take pride in your work and the Company your work 

for. 

Be punctual for work or when attending 

appointments and meetings. 

Answer phones promptly and professionally. 

Answer emails promptly or at least acknowledging 

when there may be a delay. 

Be co-operative and helpful to your colleagues. 

Meet deadlines and respond promptly when asked 

for information. 

Not just doing the minimum but going the extra mile 

for your colleagues and customers. 

Pay attention to detail and getting documents right 

first time. 

 

 

 

 

 

 

 

 

 

Take special care with any documents that will be 

sent to customers e.g. quotations, sales invoices, 

safety documentation etc. 

Follow the Company’s procedures at all times. 

Exceed customer expectations wherever possible. 

Report to work in a fit condition. 

Not consuming alcohol on Company or customer 

premises at any time. 

Not betting and gambling during your working hours. 

Not carrying out any private work on Company/ client 

premises or during working hours. 

Not defacing or damaging the Company’s, its clients’ 

or fellow employees’ property. 

Not listening to or participating in malicious gossip or 

being unfairly negative about your fellow colleagues. 

1.45. Appearance 

You must be presentable in appearance at all times and 

especially when you are visiting customers. This applies 

to personal appearance and cleanliness/ hygiene. 

1.46. Good Housekeeping 

Whatever your work environment, you should leave it 

clean, tidy and secure at the end of your working day. This 

includes ensuring that any food waste or containers are 

placed in the correct bin and that any crockery that is used 

by you is either cleaned or placed in the kitchen for 

cleaning. It is also your responsibility to ensure that rest 

areas, staff toilets and other public areas are not left in a 

mess. 

1.46 Mobile Phones & Driving 

It is a requirement that a hands-free set must be used by 

employees who are issued with a mobile phone or similar 

hand-held device that permits two-way communication for 

their use while driving on Company business. The making 

or receiving of calls by any other means whilst driving in 

the capacity of an employee is strictly banned by the 

Company and employees will be liable for all fines 

incurred. Employees must comply fully with Government 

regulations. 

Any infringement of the above policy will be subject to the 

Company’s disciplinary rules and regulations. 

1.47. Drugs & Alcohol 

Beck & Pollitzer Limited’s policy on drug and alcohol 

abuse is an important and integral part of its policy of 

promoting good health amongst our employees. 

Management is responsible for maintaining a safe and 

healthy working environment. 

Employees are expected to co-operate: 

 

by adopting a sensible attitude towards the 

consumption of alcohol. During working hours no 

alcohol must be consumed. If an employee is 

working on a client’s site or in a Company depot, or 

is in charge of a Company vehicle, then no alcohol 

must be consumed prior to working or during meal 

breaks. At all other times and all other locations, the 

level of alcohol intake should be such as not to 

interfere with performance at work. Any employee 

who finds themself under the influence of alcohol 

should not report for work, but must firstly notify their 

Director or Manager; and 

by not using illegal drugs. Other drugs, even if 

prescribed by an authorised medical practitioner, can 

affect people in different ways and any employee 

who finds themself under the influence of a drug 

should not report for work, but must firstly notify their 

Director or Manager. 

8

The operation of the policy will be monitored and the policy 

reviewed in the light of any problem being identified. The 

Company will take action under the disciplinary procedure 

if the conduct of an employee warrants it. 

Counselling Any employee who finds they have a problem 

is urged to seek the help of one of the counselling services 

which operate in the field of alcohol and drug abuse. Any 

discussion between the Company and an employee about 

a drink or drug related problem will be treated in 

confidence. 

1.48. Smoke Free Workplace 

The Company recognises that the health, safety and 

welfare of employees, sub-contractors and anyone else 

directly affected by the Company’s operations are of prime 

importance. It is the Company’s policy that all of its 

workplaces, including clients’ sites, site cabins, offices and 

messing facilities, are smoke-free and that all employees 

have a right to work in a smoke-free environment and not 

be exposed to second-hand smoke. This is also a 

statutory requirement. As such, smoking is prohibited 

within the Company’s business premises at all times with 

no exceptions. 

However, employees may smoke in certain designated 

smoking areas located at the Company’s premises. The 

Company provides receptacles for smokers to dispose of 

cigarette butts and other smoking waste at all outside 

locations where smoking is allowed. 

The Company’s policy on smoking applies not only to 

employees but also to visitors to the workplace, including 

clients, customers, contractors, agency workers and 

suppliers. 

In addition, the Company wishes to portray a professional 

business image to its clients, customers and suppliers 

when they visit the Company’s business premises. 

Therefore, employees are not allowed to smoke 

immediately outside the entrances to its business 

premises. 

The Company does not permit workers to smoke in 

Company cars or any other Company vehicles, unless 

they are used exclusively by one person. This is the case 

even when the vehicle is used by more than one person 

only occasionally or the persons use the vehicle at 

different times. 

There are no limitations on an employee smoking in a 

vehicle that he/she owns, provided that the vehicle is used 

primarily for private purposes. 

The Company displays signs that make it clear that 

smoking is prohibited on its premises. These signs are 

located at all entrances to its buildings. The Company 

also requires that no-smoking signs are displayed in those 

of its vehicles that are subject to the ban. 

Smoking Breaks 

At the Company’s absolute discretion, employees are 

permitted to take two smoking breaks of five minutes each 

during the working day, one during the morning and one 

during the afternoon. Where a smoking break is taken 

during the working day, the employee is required to deduct 

an equivalent amount of time from their designated lunch 

break. The Company reserves the right to withdraw or 

amend the privilege of smoking breaks at any time. 

Non-Compliance 

Any infringement of these rules by an employee may 

result in appropriate disciplinary action. 

Any client, customer, contractor, agency worker or 

supplier who is found smoking in smoke-free areas should 

be reminded of the no-smoking signs and asked to stop. 

If they do not comply with this policy, they should be 

warned that they are committing an offence, requested to 

immediately refrain from smoking and, if they refuse, they 

will be asked to leave, or will be ejected from the premises. 

Those who do not comply with the smoking ban are also 

liable to a fixed penalty fine and possible criminal 

prosecution. The payment of any fines will be the 

responsibility of the employee. 

Help to Stop Smoking 

Funded by the Department of Health, the NHS Smoking 

Helpline (Tel: 0800 022 4 332), and the Smokefree 

website (www.smokefree.nhs.uk), offers free information, 

advice and support to people who are giving up smoking, 

and those who have given up smoking and do not want to 

start again. Callers can obtain a range of appropriate 

information leaflets, ask about 'stopping smoking' services 

in their local area, or seek help and advice from specialist 

advisers. 

Assistance is also available from other NHS services, 

doctors and local support groups. 

1.49. Purchase Authority 

Employees are not be permitted to place Purchase or 

Sub-Contract orders, or otherwise financially commit the 

Company, unless granted an Authorisation Limit by the 

Company’s Finance Director. 

If such a limit is granted, the employee must abide fully 

with the purchase order procedures which will be provided 

at that time. 

1.50. Contract Controls 

The Company has a contracts control procedure 

which is a key control. A copy of this procedure is 

available on request. The completion of the pricing 

summary sheet is required on every occasion prior to 

the submission of a quotation and authorisation is 

required in accordance with the procedures. Your 

Manager or Director must be kept fully informed of all 

contract negotiations and the terms and conditions 

applicable. 

1.51. Whistleblowing 

The Company is committed to conducting its business 

with the highest standards of integrity and honesty. It 

expects its workers to maintain the same standards in 

everything they do. 

The Company recognises that incidents of fraud, 

mismanagement or possible wrongdoing, while unlikely, 

may occur at work irrespective of the controls that have 

been put in place to prevent this. It is possible that a 

worker may discover or suspect that someone within the 

Company (or outside but connected with it) is guilty of 

malpractice or has committed an illegal act. 

The Company is committed to ensuring that any such 

malpractice is taken seriously, prevented and immediately 

dealt with, if it should arise. 

It is the duty of every worker to speak up if they have 

genuine concerns about malpractice in the Company. A 

relevant disclosure is one made in good faith by an 

individual who has a reasonable belief that one or more of 

the following has been, or is likely to be, committed: 

 

 

 

 

 

a criminal offence; 

a miscarriage of justice; 

an act creating risk to health and safety; 

an act causing damage to the environment; 

a breach of any other legal obligation; 

9

a failure to comply with key Company controls or 

procedures; 

fraud; 

corruption or bribery; 

intentional misrepresentation directly or indirectly 

affecting financial statements; 

and deliberate concealment of information relating to 

any of the above. 

If you believe one of these offences has been made then 

you should report it through your Line Manager. In 

circumstances where this is not appropriate you should 

raise it to a more senior manager or directly with the 

Finance Director. More details on reporting your concerns 

can be found in the Company’s Whistleblowing Policy. 

Employees raising issues of fraud and malpractice that 

they honestly and reasonably believe to be true will not be 

subject to any reprimands, disciplinary action or any other 

detriments as they are protected under the Public 

Disclosure Act. 

1.52. Personal Relationships at Work 

Employees who embark on close personal relationships 

with another member of staff must be aware, at all times, 

of their behaviour towards each other, particularly within 

the working environment. 

Where a personal relationship (either a family relationship 

or an intimate one) exists or develops between members 

of staff who are in a line management or supervisory 

relationship at work, the manager must declare this 

relationship and not be involved in the appraisal, 

promotion, discipline or authorisation of financial 

payments involving the person they have a relationship 

with without the express consent of the Managing 

Director. 

USE OF 

COMPUTERS POLICY 

1.53. Computer & Email Use 

Computers, electronic mail, telephones, voice-mail, faxes 

and the Internet are becoming a daily part of employee’s 

work. The purpose of these tools is to improve Company 

work functions and provide valuable information resources 

and services to Company clients. 

The Company owns these tools including: 

 

 

 

Information held, stored and exchanged 

Information accessed on or from Company premises 

Information accessed using Company equipment 

The Company may access this data at any time and 

employees should therefore have no expectation of 

privacy with respect to use of electronic communication 

facilities and services provided by the Company, including 

for personal purposes. 

Key staff members have the ability and right to monitor 

electronic communications to: 

 

 

 

Ensure that electronic facilities and services are 

being used in compliance with Company policy and 

to monitor usage patterns of communication. 

Ensure that system resources are not being used by 

traffic of a non-business nature. This particularly 

applies to files attached to messages and does not 

exclude traffic entering the domain from external 

systems. 

Prevent system misuse such as the use of 

objectionable language or the display or circulation 

of objectionable (sexually explicit or otherwise) 

material. 

 

Ensure that no software and/or disks etc., other than 

those owned or leased by the Company or 

authorised to be used by the Company may be used 

in the Company’s computer equipment or systems. 

This is particularly important for restricting the 

importation of computer viruses. 

1.54. Email Conduct 

Employees must use this business tool in a sensible 

manner and apply the same levels of professionalism as 

they would with any other business related 

communications. 

Employees shall not distribute nor display material of an 

objectionable or offensive nature. Employees that receive 

such material from outside the Company must delete it 

immediately and advise the sender that they do not wish 

to receive it again. 

Employees will refrain from distributing files attached to 

mail, either internally or externally that are not in the 

interest of the Company’s business. 

1.55. Security 

In the interest of network security and protection against 

computer viruses, employees shall not put the Company’s 

information systems at risk by distributing or running 

executable files or programs that have been received from 

an external or untrusted source. 

Usernames, passwords, or access codes of any kind are 

classed as Company confidential. In addition, employees 

shall not disclose any information to third parties regarding 

the Company’s computer security arrangements. 

1.56. Personal Usage 

Personal use of the Company’s computer systems is 

generally prohibited although some tolerance will be given 

to the usage of the internet providing it is within break 

times or outside your normal hours of work 

Incidents of misuse, excessive use or inappropriate use of 

the Company’s internet access are not acceptable and 

constitute a serious breach of our values, policies and 

standards. Among those activities considered 

inappropriate are conducting personal business, playing 

internet based games, gambling, accessing sexually 

explicit material or illegally accessing copyrighted 

material. 

Personal usage of landline phones is also not permitted 

except in emergency situations when the employee does 

not have a personal mobile phone they can use. 

Any employee found to be in breach of the Company’s 

policy on the personal use of computers or phones will be 

subject to the Company’s disciplinary procedure. 

1.57. Social Networking & Media Sharing Sites 

The Company respects an employee's right to a private 

life. However, the Company must also ensure that 

confidentiality and its reputation are protected at all times. 

It therefore requires employees using social networking 

websites (e.g. Facebook, Twitter, YouTube etc) to: 

 

 

 

 

refrain from identifying themselves as working for the 

Company in discussion forums; 

refrain from any defamatory comments about the 

Company, its staff or its clients 

ensure that in general they do not conduct 

themselves in a way that is detrimental to the 

Company; and 

take care not to allow their interaction on these 

websites to damage working relationships between 

members of staff and clients of the Company. 

10

Furthermore, employees are not permitted to post or 

distribute any photos or videos of Beck & Pollitzer projects 

or personnel on any social networks, forums or media 

sharing sites such as YouTube. without the express 

consent of either the Sales & Marketing Director or 

Managing Director. 

Under no circumstances should any confidential Company 

information be posted on any site including social 

networking sites such as Facebook or Twitter regardless 

of who has access to the information. 

If you discover any information or Company content online 

that does not appear to be from an an official Company 

source then please report it to either the IT or HR 

Manager. Any unauthorised posting of material or 

comments that conflict with this policy will be treated as 

disciplinary offences and depending on the content shared 

could result in summary dismissal. 

1.58. Computer Software 

The Company licenses the use of its computer software 

from a variety of outside companies. It does not own this 

software or its related documentation and, unless 

specifically authorised by the software developer or 

licenser, does not have the right to reproduce or alter it, or 

make any disclosure of confidential information relating to 

it. As well as subjecting the Company and its employees 

to liability for civil penalties, misuse of software by making, 

acquiring or using unauthorised copies or specially 

designed copying devices can result in criminal penalties 

of fines and/or imprisonment. 

It is the Company’s policy strictly to observe its legal 

obligations. To this end, Company employees must:- 

Only use software and related documentation in 

accordance with the applicable License Agreement 

and in particular must not make, acquire or use 

unauthorised copies; 

Familiarise themselves with any restrictions 

contained in the applicable License Agreement, 

particularly with regard to use of software on multiple 

machines; 

Not remove any software or related documentation 

from the Company’s premises or use it on any 

machine not designated for its use without prior 

permission from their Manager or Director. 

No software and/or disks etc. other than those owned 

or leased by the Company or authorised to be used 

by the Company, may be used in the Company’s 

computer equipment or systems. This is particularly 

important for restricting the importation and spread of 

computer viruses. 

Report immediately any misuse of software or related 

documentation within the Company, which comes to 

their attention. 

If in any doubt about how software may be used, an 

employee should consult their Manager or Director. 

Employees should be aware of the Software Protection 

Policies of the Company and understand that failure to 

observe them may result in disciplinary action. 

1.59. General Systems Usage 

Access to the systems of the Company, particularly the 

computer systems, is reserved for authorised personnel 

only and such personnel may only operate within the 

areas of their own departmental responsibility. 

In no instance shall any system be used other than for the 

legitimate work of the Company. 

The work shall at all times be treated as confidential and 

it is an express condition of employment that no employee 

(and no ex-employee following the end of their 

employment) may divulge to a person outside the 

Company any such information, or aid the outward 

transmission of any such information nor use it except for 

the purposes of their employment with the Company. 

All computer programs, back-up information, graphics and 

other data prepared for or obtained as a result of the 

Company’s work is the property of the Company and 

confidential to the Company and must only be used for its 

purposes. 

No such information may be removed from the Company’s 

premises (other than in the ordinary course of business). 

Unauthorised access to, or in any tampering with, any 

computer installation, system or software, will be regarded 

as gross misconduct and render the offender liable to 

dismissal, even if no damage results. 

FAMILY POLICES 

1.60. Maternity Leave 

Notification of Pregnancy 

On becoming pregnant, you should notify your Line 

Manager as soon as possible but at least by the end of the 

qualifying week (15 th week before the expected week of 

childbirth). This is important as there are health and safety 

considerations that the Company may need to discuss 

with you. 

When notifying the Company you should put in writing: 

 

 

 

the fact that you are pregnant; 

Your expected week of childbirth (EWC); and 

the date on which you intend to start your 

maternity leave. 

You must also provide a MAT B1 form, which is a 

certificate from a doctor or midwife confirming the 

expected week of childbirth. The form must have either the 

doctor's name and address or the midwife's name and 

registration number on it. 

The Company will formally respond in writing to the 

employee's notification of her leave plans within 28 days, 

confirming the date on which she is expected to return to 

work based on her full 52-week entitlement to maternity 

leave. 

Time off for Antenatal Care 

Pregnant employees are entitled to take reasonable paid 

time off work to attend antenatal appointments as advised 

by a doctor, registered midwife or registered health visitor. 

In order to be entitled to take time off for antenatal care, 

you are required to produce evidence of the appointment, 

such as an appointment card. Antenatal care may include 

parent craft classes in addition to medical examinations. 

Please give your Line Manager as much notice as 

possible of all appointments. 

Risk Assessment 

The Company will assess the workplace risks to women 

who are pregnant, who have recently given birth or that 

are breastfeeding. Following the assessment the 

Company will take such steps as are reasonably 

necessary to avoid those risks. 

Sickness Absence 

If you are absent from work during pregnancy owing to 

sickness after the beginning of the fourth week before your 

11

expected week of childbirth, your maternity leave will start 

automatically. 

Duration of Maternity leave 

All pregnant employees are entitled to take up to 26 

weeks' ordinary maternity leave and up to 26 weeks' 

additional maternity leave, making a total of 52 weeks. 

Maternity leave can start at any time after the beginning of 

the 11 th week before the employee's expected week of 

childbirth. The law obliges all employees to take a 

minimum of two weeks of maternity leave immediately 

after the birth of the child. If you give birth before your 

planned start date then you should notify the Company as 

soon as possible of the actual birth date. 

Ordinary Maternity Leave (OML) 

During the period of ordinary maternity leave your contract 

of employment continues and you are entitled to receive 

all your contractual benefits, except for salary. Salary will 

be replaced by Statutory Maternity Pay (SMP) if you are 

eligible to receive it. 

Additional Maternity Leave (AML) 

During AML, your contract of employment continues and 

if eligible you will continue to receive SMP for the first 13 

weeks of AML. The final 13 weeks of AML are unpaid. 

Statutory Maternity Pay (SMP) 

Statutory maternity pay is payable for up to 39 weeks 

during maternity leave. To qualify for SMP you must have 

been continuously employed by the Company for at least 

26 weeks at the end of the qualifying week and you must 

have notified the Company and provided your MAT B1 in 

accordance with the policy. 

For the first six weeks, SMP is paid at the higher rate, 

which is equivalent to 90% of your average weekly 

earnings calculated over the period between the last 

normal pay day before the Saturday at the end of the 

qualifying week and the last normal pay day at least eight 

weeks before that date. For the purpose of calculating 

average weekly earnings, shift allowances, overtime 

payments, bonuses and commission are all included. 

The standard rate of SMP is paid for the remaining 33 

weeks (or less if you return to work sooner). This is paid 

at a rate set by the Government for the relevant tax year 

Payment of SMP cannot start prior to the 11th week before 

your expected week of childbirth. Statutory maternity pay 

can start from any day of the week in accordance with the 

date you start your maternity leave. 

If you do not qualify for SMP you may qualify for a 

Maternity Allowance. This is based on your recent 

employment and earnings record and is a state benefit 

that may be payable by the Government for up to 39 

weeks. 

Annual Leave 

Annual leave continues to be accrued during your 

maternity leave. You are encouraged to take any 

outstanding annual leave due to you before the 

commencement of ordinary maternity leave. You are 

reminded that holiday must be taken in the year that it is 

earned and therefore if the holiday year is due to end 

during maternity leave, you should take the full year's 

entitlement before starting your maternity leave. 

bringing the period of her maternity leave to an end. These 

are known as 'keeping-in-touch' days. Keeping in touch 

days must be mutually agreed by both you and the 

Company. Any keeping-in-touch days worked do not 

extend the period of maternity leave. 

The Company reserves the right to maintain reasonable 

contact with you from time to time during your maternity 

leave. This may be to discuss your plans to return to work, 

to discuss any special arrangements to ease your return 

to work or simply to update you on developments at work 

during your absence. 

Transfer of Maternity Leave 

If you propose to return to work before then end of your 

Maternity Leave then your spouse or partner may be 

eligible to take up to 26 weeks' additional paternity leave 

(and additional statutory paternity pay) on your return to 

work. 

The earliest that additional paternity leave may commence 

is 20 weeks after the date on which your child is born and 

it must end no later than 12 months after the date of birth. 

The minimum period of additional paternity leave is two 

consecutive weeks and the maximum period is 26 weeks. 

You must therefore have as a minimum at least two weeks 

of your maternity leave untaken. 

For maternity leave to be transferred you will need to 

submit a written and signed declaration form to your 

spouse/partner’s employer. The employer may then 

contact Beck & Pollitzer for confirmation to verify the 

transfer to its employee’s entitlement of the additional 

paternity leave and pay. 

Returning to Work 

You will be formally advised in writing by the Company of 

the date on which you are expected to return to work 

based on 52-weeks maternity leave. We will expect you to 

return on this date unless you notify us otherwise. If you 

wish to return earlier than the expected date you must give 

the Company at least 8 weeks notice of the new return 

date. While you are under no obligation to do so, it would 

assist the Company if you could confirm as soon as 

convenient during your maternity leave the date you are 

planning to return. 

If you decide that you do not wish to return to work you 

must give notice of resignation as soon as possible and at 

least in accordance with the notice terms in your contract 

of employment. 

Rights on and After Returning to Work 

On resuming work after ordinary maternity leave, you are 

entitled to return to the same job as you occupied before 

commencing maternity leave on the same terms and 

conditions of employment. 

The same applies if returning after additional maternity 

leave, unless it is not reasonably practicable for the 

Company to allow you to return to the same job, in which 

case the Company may offer you suitable alternative work 

on terms and conditions that are no less favourable than 

your previous job. 

Returning on a Part-Time Basis 

There is no automatic right to return to return to work on a 

different work pattern, however, you are entitled to submit 

a flexible working request (see Flexible Working). 

Keeping-In-Touch (KIT) Days 

Except during the first two weeks after childbirth an 

employee can agree to work for the Company (or to attend 

training) for up to 10 days during either ordinary maternity 

leave or additional maternity leave without that work 

12

1.61. Paternity Leave 

Eligibility 

An employee whose wife, civil partner or partner gives 

birth to a child is entitled paid paternity leave provided that 

they have 26 weeks' continuous service by the week that 

falls 15 weeks before the week in which the child is 

expected. Paternity leave is also available to adoptive 

parents where a child is matched or newly placed with 

them for adoption. 

Notification Requirements 

If you wish to request paternity leave you must submit a 

completed paternity form to Human Resources 15 weeks 

before the date on which your partner's baby is due. The 

form will ask you to detail the length of paternity leave you 

wish to take and the date on which you wish the leave to 

commence. You must also provide a copy of your 

partner’s MAT B1 form. 

If you wish to change the timing of the paternity leave, you 

must give 28 days' written notice of the new dates, unless 

this is not reasonably practicable. 

For additional paternity leave there are additional 

requirements for notification. 

Ordinary Paternity Leave (OPL) & Pay 

Ordinary paternity leave must be taken in a single block of 

one or two weeks within eight weeks of the birth or 

adoption of the child 

Pay during ordinary paternity leave will be at a statutory 

paternity pay (SPP) rate. Current rates as listed on the 

Government’s Directgov website. 

Additional Paternity Leave (APL) & Pay 

If you are eligible you may take up to 26 weeks’ additional 

paternity leave within the first year of your child’s life 

provided that your child’s mother has returned to work. 

The earliest that additional paternity leave can commence 

is 20 weeks after the date on which your child is born, and 

it must end no later than 12 months after that date. 

Additional paternity leave must be taken as a single block 

in multiples of complete weeks. The minimum period is 

two consecutive weeks and the maximum period is 26 

weeks. 

Additional paternity leave will generally commence on the 

employee’s chosen start date. 

If eligible to receive it, your salary/wage may be replaced 

by statutory paternity pay for some, or all, of the additional 

paternity leave period, depending on the length and timing 

of the additional paternity leave. 

You are encouraged to take any outstanding annual leave 

due to you before the commencement of additional 

paternity leave. 

Notification for Additional Paternity Leave 

If you wish to request additional paternity leave and pay, 

you must give your Line Manager eight weeks’ written 

notice of the date you wish to take it. A form can be 

requested from the HR department. 

The mother of your child must also complete (within 28 

days) a form giving the Company details of her employer, 

her eligibility and the dates she has taken as maternity 

leave. A copy of your child’s birth certificate will also be 

required. 

Returning from Additional Paternity Leave 

You will be advised in writing by the Company of the end 

date of your additional paternity leave and you will be 

expected to return on the next working day after this date. 

If you wish to return to work earlier than the expected 

return date, you must give the Company at least six 

weeks' notice of your date of early return in writing. 

On resuming work after both ordinary and additional 

paternity leave you are entitled to return to the same job 

as you were undertaking before commencing paternity 

leave on the same terms and conditions of employment. 

1.62. Adoption Leave 

The right to adoption leave is available to men and women 

(whether married or single) who adopt a child through an 

approved adoption agency. Where a couple jointly adopt 

a child, only one of them will be entitled to take adoption 

leave (the couple can choose which). The other adoptive 

parent will normally be entitled to take paternity leave, 

provided that he or she meets the relevant statutory 

criteria. The right to adoption leave is not available to 

foster parents who adopt a child they are fostering, nor to 

step-parents who adopt their partner's child. 

Further details can be obtained from the HR department 

1.63. Parental Leave 

You are entitled to up to 13 weeks (18 weeks if the child is 

disabled) unpaid parental leave per child if you meet one 

of the following conditions: 

 

 

 

You are the parent of a child who is under five years 

of age. 

You have adopted a child under the age of 18 within 

the last 5 years. 

You have acquired formal parental responsibility for 

a child who is under five years of age. 

To qualify for parental leave you must have completed at 

least one year's continuous service with the Company. 

If you qualify you will be entitled to a maximum of 13 

weeks' parental leave to be taken up until the child's fifth 

birthday (unless the child is adopted or disabled). During 

parental leave you will remain employed, although all 

periods of parental leave are unpaid. The right to accrue 

statutory holiday entitlement will, however, remain in 

place. 

Duration of Parental Leave 

Employees may not take parental leave in blocks of less 

than one week (except in relation to a child who is 

disabled). 

You may not take more than four weeks' leave in respect 

of any individual child in any year. 

Notification Requirements 

To apply for leave you must complete an application form 

and provide any evidence requested to prove your 

eligibility. You must give the Company at least 21 days 

notice before the date on which leave is to start and must 

specify the dates on which the period of leave is to begin 

and end. 

The Company may postpone a period of parental leave 

(other than where parental leave has been requested 

immediately after childbirth or immediately after 

placement for adoption) where the Company considers 

that its business would be unduly disrupted if the 

employee were to take leave during the period requested. 

In such a case, the Company will allow the employee to 

take an equivalent period of parental leave beginning no 

13

later than six months after the commencement of the 

period originally requested. 

1.64. Emergency Dependant Leave 

All employees (irrespective of length of service, and 

whether they are part time or full time) are entitled to take 

a reasonable amount of unpaid time off during working 

hours in order to take necessary action: 

 

 

 

 

 

to provide assistance when a dependant falls ill, 

gives birth or is injured or assaulted; 

to make arrangements for the provision of care for an 

ill or injured dependant; 

to deal with the death of a dependant; 

because of the unexpected disruption or termination 

of arrangements for the care of a dependant; 

to deal with an incident that involves their child and 

occurs unexpectedly while the child is at school/other 

educational establishment. 

A dependant is a spouse, partner, child or parent or 

someone who is reliant on you for assistance in an 

emergency. 

You must inform your Line Manager of the reason why you 

need to be absent and how long you expect to be absent. 

Time off work under this right is envisaged as being no 

more than one or two days in most cases and should be 

to deal with the initial emergency not to undertake long 

term care. 

You may request to take dependant leave as holiday if you 

have remaining entitlement. 

1.65. Flexible Working 

If you are a parent or guardian of, or if you have 

responsibility for, a child aged 16 or younger (under 18 if 

the child is disabled) or provide care for an adult 

dependent over 18 then, provided you have been 

continuously employed by the Company for at least 26 

weeks, you may make a request for flexible working. 

The request must be made to your Line Manager using 

the flexible working application form. The Company will 

invite you to a meeting to discuss your request and within 

14 days after the meeting you will be notified in writing of 

the outcome. 

If your request has not been successful then you will have 

the right, if you wish, to appeal against the decision. If your 

application is successful you will be advised accordingly 

and, if necessary, you will be issued with amended terms 

and conditions. 

1.66. Childcare Vouchers 

The Company operates a childcare voucher scheme 

which is open to all employees under which employees 

can obtain childcare vouchers in exchange for a part of 

their salary/earnings. 

Under this scheme employees are able to save money 

using childcare vouchers as the salary used to purchase 

vouchers is not subject to income tax and national 

insurance. 

If you would like more information on this benefit or to 

request an application form please contact the HR 

department. 

1.67. Bereavement Leave 

Bereavement leave will be granted where an employee 

suffers a death in their family. If the death is of a partner 

or child then the Company will grant Bereavement Leave 

up to and including the funeral. For all other family 

members the Company will grant a day’s leave in order to 

allow the employee to attend the funeral. 

Any further absence required will be considered on an 

unpaid basis. 

1.68. Household Emergencies 

In situations where an employee has a household 

emergency e.g. house flooding, burglary, fire, car broken 

into, boiler breakdown etc the Company will consider 

granting unpaid leave or allow the employee to make the 

hours up at a later time. Any such request should be made 

to your Line Manager as soon as practically possible. 

Deliveries of furniture or white goods would not be classed 

as a household emergency and therefore holiday should 

be booked for these items. 

EQUALITY & DIGNITIY 

AT WORK 

1.69. Equal Opportunities Policy 

The Company is an equal opportunities employer and will 

not discriminate on grounds of sex, gender reassignment, 

pregnancy/maternity, colour, race, nationality, ethnic or 

national origins, sexual orientation, religion or belief, 

marital or civil partnership status, disability or unjustifiably 

on grounds of age in relation to employment. 

The policy applies to all aspects of employment, including 

recruitment, conditions of work, training, promotion and 

pay. 

Discrimination is not tolerated regardless of whether it is 

direct, indirect or based on association or perception. 

Discrimination can also take the form of harassment, 

victimisation or by not making reasonable adjustments for 

those with a disability. 

Both management and employees have responsibility for 

ensuring that the policy is observed, thereby promoting 

best employment practices. 

Employees who are disabled or become disabled in the 

course of their employment should make management 

aware of their condition so that consideration can be given 

to any reasonable adjustment to their employment or 

working conditions to assist in the performance of their 

duties, within the context of statutory provisions and 

restrictions. 

Any employee who harasses another employee on 

grounds of sex, gender reassignment, race or ethnic or 

national origins, sexual orientation, religion or belief, age 

or disability will be dealt with under the Company’s 

disciplinary procedure. Serious cases will be deemed to 

constitute gross misconduct, subject to summary 

dismissal. 

If an employee has a complaint about discriminatory 

conduct or harassment the employee may use the 

Company’s grievance procedure. 

Enquiries about the application of the policy or other 

questions concerning it should also be addressed to the 

Human Resources Manager. 

1.70. Harassment 

The Company takes seriously its responsibility towards 

incidents of harassment at work and will ensure that any 

incidents that come to its notice are dealt with effectively. 

All employees must familiarise themselves with the 

definition of harassment to ensure that their personal 

behaviour is not capable of harassing another. 

14

Harassment is unwanted conduct related to relevant 

protected characteristics, which are sex, gender 

reassignment, race (which includes colour, nationality and 

ethnic or national origins), disability, sexual orientation, 

religion or belief and age, that: 

 

 

has the purpose of violating a person's dignity or 

creating an intimidating, hostile, degrading, 

humiliating or offensive environment for that person; 

or is reasonably considered by that person to have 

the effect of violating his/her dignity or of creating an 

intimidating, hostile, degrading, humiliating or 

offensive environment for him/her, even if this effect 

was not intended by the person responsible for the 

conduct. 

Harassment will not be tolerated and the Company will 

treat any such acts as gross misconduct. 

Examples of harassment would include: 

 

 

 

 

 

 

 

 

physical conduct ranging from unwelcome touching 

to serious assault; 

unwelcome sexual advances; 

demeaning comments about a person's appearance; 

unwelcome jokes or comments of a sexual or racial 

nature or about an individual's age; 

excluding an individual because he/she is associated 

or connected with someone with a protected 

characteristic, e.g. his/her child is gay, spouse is 

black; 

repeated name calling related to an individual’s 

religion or belief, 

ignoring an individual because he/she is perceived to 

have a protected characteristic (whether or not 

he/she does, in fact, have that protected 

characteristic); 

the use of obscene gestures; 

and the open display of pictures or objects with 

sexual or racial overtones, even if not directed at any 

particular person, e.g. magazines, calendars or pinups. 

Conduct may be harassment whether or not the person 

behaving in that way intends to offend. Something 

intended as a "joke" may offend another person. 

Everyone has the right to decide what behaviour is 

acceptable to him/her and to have his/her feelings 

respected by others. 

First-time conduct that unintentionally causes offence may 

not be harassment but it may become harassment if it 

continues after the individual has made it clear that it is 

unacceptable. However, there are some cases when a 

single incident can be deemed as harassment if it is 

sufficiently serious. 

If you are experience behaviour which causes you offence 

then you should speak to the person in an open and 

professional way to explain your feelings. If this informal 

approach does not resolve matters or the matter is 

sufficiently serious then a formal complaint may be made 

using the Company grievance procedure. 

The Company will treat complaints of bullying and 

harassment sensitively and maintain confidentiality to the 

maximum extent possible. 

You have a right not to be victimised for making a 

complaint in good faith, even if the complaint is not upheld. 

However, making a complaint that you know to be untrue 

may lead to disciplinary action being taken against you. 

1.71. Bullying 

Bullying is a specific form of harassment that may not 

involve a protected characteristic but still involves 

intimidating, offensive, abusive, malicious, insulting or 

humiliating behaviour which makes the recipient feel 

upset, threatened, humiliated, vulnerable, undermines 

their self-confidence or may cause them to suffer stress. 

Examples of bullying behaviour include: 

verbal and/or physical intimidation - threats, 

shouting, derisory remarks, often in front of others; 

isolation/exclusion, or conversely, excessive 

unwarranted supervision; 

Unfair treatment 

ridiculing or demeaning someone 

 

 

spreading malicious rumours; 

distributing messages, including email, SMS or 

postings on social networks that are threatening, 

derisory or defamatory. 

Isolated incidents are not normally considered bullying but 

can be deemed as bullying if they persist over time. 

The Company does not consider bullying to have occurred 

where a manager is simply addressing a genuine concern 

with an employee over their conduct or performance 

providing it is addressed in the correct manner. 

Any employee that does feel they are being bullied by 

others should first make it clear to the person causing 

offence that such behaviour is unacceptable. If this is 

unsuccessful then they should speak to their Divisional 

Manager or HR as soon as possible to avoid the situation 

deteriorating further. 

REDUNDANCY 

1.72. Redundancy Policy 

No redundancies will take place without prior consultation 

either with individuals or with employee representatives. 

When a redundancy situation arises the Company will 

enter into a genuine consultation process with staff and 

will undertake efforts to mitigate the number and impact of 

any proposed redundancies. 

Where employees are to be selected for redundancy the 

Company will use criterion that focus on job performance, 

skills, reliability etc and will avoid any criteria which may 

be considered discriminatory. 

DISCIPLINE & GRIEVANCE 

1.73. Disciplinary Policy & Procedure 

All organisations need to ensure standards of conduct and 

performance at work are met by all employees. The 

Disciplinary Procedure provides a reference for managers 

and employees in situations that require disciplinary 

action. It also aims to ensure that employees are treated 

in a fair, reasonable and consistent manner. 

Employees of the Company are expected to be 

responsible individuals who know and respect that when 

a number of people are working together, there must be 

certain agreed codes of conduct to allow the organisation 

to function as smoothly as possible. 

The following are the Company's definitions of 

misconduct: 

Persistent lateness. 

Unauthorised absence or non-compliance of 

procedure concerning absence. 

Use of abusive or offensive language to another 

employee, or written remarks about another 

employee which are abusive. 

15

Poor performance due to attitude to work. 

Poor attitude towards Supervisor/Manager, other 

employees or clients. 

Any activity outside the scope of normal accepted 

employment practices which may have a detrimental 

affect on the business. 

Unauthorised use or misuse of Company property or 

equipment at any time. 

Behaviour in such a manner as likely to cause 

offence to other employees, or members of the 

public. 

A breach of security rules 

Refusal to undertake overtime or to work at a specific 

location.. 

Any other significant breach of the Company’s 

policies or procedures as contained in this handbook 

or otherwise published.. 

Gross Misconduct 

The types of misconduct which are considered by the 

Company to be so serious as to amount to 'gross 

misconduct' include: 

Theft or unauthorised removal of Company, 

customers, suppliers or another employee’s property 

(including scrap metal or other materials). 

Falsification of records, timesheets, reports, 

accounts, application forms, expense claims or selfcertification 

forms, whether or not for personal gain. 

Serious breach of confidence including deliberate or 

reckless disclosure of confidential information. 

Fighting, assault or attempted assault on another 

person or threatening behaviour either physical or 

verbal. 

Serious breach of the Company's policies or 

procedures but not restricted to health and safety 

rules and rules on computer use. 

Unauthorised use or misappropriation of the 

Company's or other persons’ materials, name or 

property including deliberate or reckless damage. 

Working or arriving for work under the influence of 

alcohol, drugs or other substances. 

Unlawful discrimination of any other person. 

Harassment, bullying, intimidation or aggression 

towards any other person. 

Serious negligence which causes unacceptable loss, 

damage or injury. 

Working for a competitor in conflict of interest 

failure or refusal to follow a reasonable management 

instruction or any other serious act of 

insubordination. 

 

 

 

Sleeping at work 

Being charged with and/or convicted of a criminal 

offence which, in the opinion of the Company, 

demonstrates unsuitability for further employment 

with the Company. 

Bringing the Company into disrepute. 

This list, however, is not exhaustive. 

Informal Discussions 

It is the Company's policy that if an employee shows signs 

of failing to meet required standards of conduct or work 

performance they are given help, encouragement and 

guidance to bring about the necessary improvement 

without invoking this formal disciplinary procedure. This 

will normally involve the employee being invited to a 

meeting of concern to discuss the issues and to agree an 

improvement plan. If this action does not achieve the 

desired effect, the following processes are invoked: 

fairly and speedily before recollections fade. Statements 

of any witnesses will be recorded and taken into full 

consideration. In every instance the employee concerned 

will be given the opportunity to state their case and to 

suggest witnesses. 

During investigations an employee may be suspended 

with pay when it is considered that their presence at work 

would be inappropriate. Any period of suspension will be 

no longer than absolutely necessary. While suspended 

an employee will continue to receive their full pay and 

benefits (excluding overtime) and it will be made clear to 

the employee that it is not a disciplinary action. 

Depending on the circumstances of the case, the 

employee may be invited to attend an investigatory 

interview. If such an interview is held prior to a disciplinary 

hearing, the employee will be informed at the outset that 

the interview is an investigatory interview. Although there 

is no right for employees to be accompanied at a formal 

investigatory interview the Company will at its discretion 

allow the employee to be accompanied by a work 

colleague or Trade Union Representative. The Company 

reserves the right to dispense with an investigatory 

interview and to proceed directly to a formal disciplinary 

hearing depending on the circumstances. 

Stage 2 - Disciplinary Hearings 

The employee concerned will be notified in writing of the 

intention to hold a hearing and be given information about 

the alleged offence. Before the hearing the employee will 

be provided with the relevant evidence and afforded a 

reasonable opportunity for them to consider their 

response to that information. Hearings will normally be 

chaired by a manager at a level appropriate to the alleged 

offence. At the hearing the employee will be informed of 

the complaint being made against them and will be given 

the opportunity to state their case, present any mitigating 

circumstances, ask questions and call witnesses. After the 

facts have been established, the manager will consider 

whether any disciplinary sanction is necessary. It will 

usually be appropriate to adjourn the hearing to consider 

the evidence and appropriate action. 

Disciplinary action usually takes the form of: 

 

 

 

Formal verbal warning - a formal verbal warning will 

normally be given in the first instance where a 

relatively minor case of misconduct has been 

committed. Although this is a "verbal" warning, it will 

nevertheless be properly recorded in writing and kept 

on file for 6 months. 

Formal written warning - if an employee has 

continued to fail to meet the required standard of 

performance or behaviour despite an earlier warning, 

it will be appropriate to move to this higher and more 

serious level of warning. If the nature of the poor 

performance or misconduct is sufficiently serious, it 

may be appropriate to apply this sanction for a first 

offence. 

Final written warning - this warning states that further 

recurrence of the poor performance or misconduct 

may lead to dismissal and applies when the poor 

performance or misconduct recurs after a previous 

written warning. For very serious poor performance 

or misconduct, it may be appropriate to move directly 

to this level of warning. 

Stage 1 - Investigation 

No formal disciplinary action will be taken before informing 

the employee of the allegations made against them. 

Investigations will normally be undertaken by a Line 

Manager. Investigations will be conducted thoroughly, 

 

Dismissal - with notice or summary - if the 

employee’s poor performance or misconduct 

continues/recurs despite warnings or is sufficiently 

serious, they will be dismissed. This may be with or 

16

without notice or pay in lieu (summary dismissal) 

depending on the circumstances. 

disciplinary transfer/demotion - in appropriate 

circumstances a transfer or demotion may be an 

appropriate alternative or additional sanction. This is 

only likely to occur on rare occasions, normally as an 

alternative to dismissal or where the offence 

committed by the individual concerned makes it 

inappropriate to remain in their current role or 

location, but could be practically employed in a 

different location or at a lower grade. 

Stage 3 - Appeal 

The employee has the right to appeal against any 

disciplinary sanction following closure of the Stage 2 

hearing and this will be confirmed in writing. Appeals will 

be heard by a manager who has not been involved in the 

procedure, and usually senior to the manager who has 

taken the disciplinary decision subject to appeal. 

General Principles 

The following principles underpin the Company’s 

Disciplinary Practice and Procedure: 

 

 

 

 

 

 

 

 

 

 

 

Disciplinary matters will be dealt with without undue 

delay. 

Discretion and confidentiality will be maintained 

consistent with proper completion of each stage of 

the Procedure. 

No disciplinary action will be taken against an 

employee until the circumstances have been fully 

investigated. 

At every stage of the procedure the employee will be 

advised of the allegations against them and be given 

access to the appropriate evidence. In cases where 

witnesses' identity must be withheld, the employee 

will still be advised of the substance of the allegations 

against them. 

If the elected Trade Union representative is subject 

to this procedure, the full-time official will be notified 

before any action is taken. 

Employees will be given the opportunity to state their 

case before any decision on disciplinary action is 

made. 

The employee has the statutory right to be 

accompanied at a disciplinary hearing by a fellow 

worker or Trade Union official. 

The employee's chosen companion has the right to 

address the hearing to put the employee's case, sum 

up the case and respond on the employee's behalf to 

any view expressed at the hearing. The companion 

is not able to answer questions on behalf of the 

employee. 

An employee will not be dismissed for a first breach 

of discipline except in the case of gross misconduct. 

An employee will have the right to appeal against any 

disciplinary sanction. 

All disciplinary meetings, including appeals, will be 

held at a reasonable time and place. 

Right to search 

We have the right, as part of an investigation, to search 

employees if we have reasonable grounds for believing 

that you may have property belonging to the Company or 

a third party in their possession, or are distributing/selling 

inappropriate items or substances on the Company’s 

premises. This action will only be taken if a situation arises 

where we believe it is the only way to discover whether or 

not an employee has committed a particular offence. 

This would apply to the employees personal outer 

clothing, bags or packages being carried, at their desk or 

in their locker or vehicle. Employees have the right to 

request the presence of a colleague to witness the search 

provided they are immediately available on site and 

consent to act as a witness. 

If an employee refuses to submit to the search procedure, 

they will be subject to the Company’s disciplinary 

procedures and the decision to refuse a search will be 

taken into consideration when reaching a finding. In the 

event that property or inappropriate items or substances 

are found, a full investigation following Company 

procedures will take place. Depending on the outcome of 

the investigation and following our disciplinary 

procedures, it may also be appropriate for the matter to be 

passed to the police. 

1.74. Grievance Procedure 

The Company recognises that from time to time 

employees may wish to raise grievances relating to their 

employment. The Company encourages free 

communication between employees and their managers 

to ensure that questions and problems arising during the 

course of employment can be aired and, where possible, 

resolved quickly and to the satisfaction of all concerned. 

If you have a complaint that you consider to be a grievance 

you should first discuss it with your manager who will 

endevour to resolve the matter informally for you. Where 

a grievance cannot be resolved informally, the employee 

may then raise their grievance formally. When submitting 

a formal grievance you must set out the complaint in 

writing, giving as much detail as possible, and send this to 

your manager (or where the grievance is about your 

immediate manager, to a more senior manager). 

Employees are requested to state that they wish their 

complaint to be treated as a formal grievance. 

Grievance Hearing 

Your manager will respond to your grievance by inviting 

you to a formal grievance meeting, normally within 28 

days. You may be accompanied at this grievance meeting 

by a Trade Union representative or a fellow employee. 

The purpose of the grievance meeting is for you to explain 

in detail your grievance so the Company can decide how 

it can be resolved. You will be notified in writing of the 

Company’s decision in respect of your grievance usually 

within 10 working days. If you are unhappy with the 

decision then you have the right to appeal. All grievance 

proceedings and records are confidential. 

Grievance Appeal 

If you feel your grievance has not been resolved, you can 

appeal, by outlining in writing the reason for your appeal 

and submitting it to the nominated appeal officer. You will 

then be invited to an appeal meeting within 28 working 

days of the appeal being raised by you. Following the 

meeting you will be informed in writing of the outcome of 

your appeal. This appeal decision will be final and no 

further appeal will be available. 

TRAINING & DEVELOPMENT 

Beck & Pollitzer is committed to providing its employees 

with appropriate training and developmental opportunities, 

enabling them to acquire the skills and competencies that 

are needed by the Company and their own development. 

Equality of access to training and our commitment to 

lifelong learning are seen as fundamental principles of the 

policy. 

Beck & Pollitzer is subject to a variety of statutory 

regulations and it must ensure that staff are trained to 

levels appropriate to their roles, in order to perform legally 

and effectively in the best interests of themselves, the 

Company, its clients and others in the community. 

17

In order to achieve these aims, the Company undertakes 

to: 

 

 

 

 

 

Identify staff training and development needs in the 

light of, for example, statutory requirements, 

necessary standards of competence, innovation, and 

personal aspirations. 

Set annual priorities in the light of these needs, given 

budgetary constraints. 

Provide induction training for all new staff 

Monitor and evaluate the effectiveness of induction 

and development programmes with a view to 

continued improvement 

Maintain individual training records. 

The Company recognises that, for its training policy to be 

effective, those in managerial or supervisory positions 

must be held accountable for giving their staff 

constructive, honest and timely appraisals of their 

performance, and for developing plans for improvement. 

These will take into account both the goals of the 

Company and the relevant aspirations of the individual. 

The Company also recognises that, for its training policy 

to be effective, staff must take responsibility for their own 

development. In addition to undertaking mandatory 

training required by law, they are expected to avail 

themselves of the opportunities provided and to make use 

of training and development to enable them to respond 

flexibly to change. 

2. Health, Safety and Environment 

2.4. Health and Safety Policy Statement 

Beck & Pollitzer Ltd is committed to ensure, so far as is 

reasonably practicable, the health, safety and welfare of 

all its employees and all other persons during the 

execution of the Company's business. 

The Company will provide and maintain, as far as is 

reasonably practicable, the following:- 

a. plant and systems of work that are safe and without 

risks to health; 

b. arrangements for ensuring the safe use, handling, 

storage and transport of "articles and substances" 

which are inherently or potentially dangerous; 

c. the provision of comprehensive information, 

instruction, training and supervision - with the object 

of ensuring, so far as is reasonably practicable, the 

health and safety at work of every employee, 

subcontractor, clients personnel and member of the 

public where they come into contact with our work 

activities; 

d. the maintenance of the workplace in a safe and risk 

free condition and the provision of safe means of 

access to and egress from the work place; 

e. a safe and healthy working environment with 

adequate welfare facilities, lighting, ventilation and 

site conditions. 

The Company is committed to the implementation of its 

management system to comply with the BS OHSAS 

18001 Standard 2007, all relevant Statutes, Orders, 

Regulations and Codes of Practice, legislation and its 

clients’ site rules in pursuance of the provision of Health 

and Safety at Work. 

It is the policy of the Company that all employees and 

subcontractors, whilst at work, have full knowledge of and 

due regard for their duty to:- 

a. take reasonable care for the health and safety of 

themselves and of others who may be affected by 

their acts or omissions at work; and 

b. as regards any duty or requirement imposed on 

his/her employer or any other person by or under any 

of the relevant Statutory legislation, to co-operate 

with his/her employer or other persons so far as is 

reasonable practicable to enable that duty or 

requirement to be performed or complied with. 

The policy will be reviewed annually and modified, if 

considered necessary, to reflect the impact of changes to 

any provisions relating to Health and Safety. The latest 

version can be found on the Company’s notice boards. 

The Managing Director of Beck & Pollitzer Ltd is ultimately 

responsible for the Company's Health and Safety Policy. 

2.5. Health & Safety Policy & Procedures document 

All employees will be provided with a copy of the 

Company’s Health & Safety Policy & Procedure document 

on joining the Company. 

This document contains the responsibilities for all 

employees as well as the arrangements for the following: 

Risk Assessments, Method Statements and Lift 

Plans; 

Welfare facilities; 

Control of Substances Hazardous to Health 

(COSHH); 

Fire; 

Noise; 

Accident, incident and near miss reporting; 

Training. 

All employees must read and familiarise themselves with 

this document so that they understand their own personal 

responsibilities when it comes to safety. 

2.6. Safety Handbook 

All employees in operational roles within the Company will 

be provided with an additional Safety Handbook which 

they must read and sign. 

The handbook is designed so that it can be carried with 

you at all times to ensure that you can refer to it when 

needed. It also contains practical information regarding 

safety systems along with key risk assessments that cover 

our most frequent activities. 

2.7. Environmental Policy 

Beck & Pollitzer acknowledges the necessity to take into 

account the effect their activities have on the environment 

when executing any of their day-to-day functions, 

whatever and wherever they may be. The following 

environmental policy will therefore be observed by the 

business and its employees:- 

 

 

 

 

 

 

To comply with all environmental legislation and 

recognised guidelines. 

To undertake internal environmental audits and there 

from establish and implement action plans. 

To recycle re-usable material and equipment 

wherever possible. 

To use environmentally friendly materials, services 

and products in all its operations, whenever 

possible. 

To ensure that, where appropriate, employees are 

trained to carry out their tasks with due concern for 

the environment. 

To reduce the consumption of fuel, energy and 

natural resources by design improvements, 

measures to conserve and driver training. 

18

Through the commitment of the business and all its 

employees, and through the promotion of Health, Safety 

and Quality issues, to work to continually improve the 

working environment 

2.8. Quality Policy 

The Management of Beck & Pollitzer Ltd has recognised 

that the prime objective of the organisation is to provide a 

high quality, efficient and profitable service which meets 

the demands and requirements of its clients. 

The procedures described in the Quality Manual have 

been introduced for the purposes of achieving sound 

operational and quality practices within the Company. 

They maintain a Quality System that conforms to, and is 

formally assessed and approved to BS EN ISO 9001 – 

2008. 

It establishes ongoing process Quality Objectives which 

are recorded, actioned and monitored to ensure continued 

improvement of the Quality Management System. 

All these procedures are mandatory throughout the 

Company and unauthorised deviations are not permitted. 

All personnel have a responsibility for quality and are 

required to conform to the procedures contained in the 

Quality Manual. Personnel are encouraged to inform their 

Supervisor or Manager of any changes which could 

improve quality, this leading to continuous improvements 

and achievement of the ultimate goal of total client 

satisfaction. 

Alternative procedures to those stated in the Quality 

Manual, or otherwise required by the customer, shall only 

be used after agreement with the relevant Company 

management and after their effectiveness and control 

have been suitably demonstrated. 

2.9. Major Incident Reporting 

If an incident occurs involving a fatality or serious 

injury and/or substantial damage to property and/or 

This policy will apply to everyone in the Company. 

Managers are responsible for implementation and the 

Company is responsible for providing the necessary 

resources. 

actual or threatened environmental damage, the 

matter must be reported immediately to the Line 

Manager responsible for the employee or the area 

where the incident occurred and they will 

immediately contact either: 

Office 

Mr Tim Marshall (Health and Safety 

Manager) 

0787 639 6601 

 

Mr Kevin Nolan – Group Head of HR and 

SHEQ 

01322 628 650 / 0777 876 9555 

In addition to one of the above, the Health & Safety 

Manager and the Finance Director should also be 

contacted by the manager reporting the incident. 

The four staff contacted will form the basis of a Major 

Incident Team to deal with all matters relating thereto. 

The Managing Director, Mr S Slater will be notified and 

frequently updated with the latest situation by the Health 

& Safety Manager. 

No comment will be allowed to any press or media 

representative until an agreed statement has been 

prepared and subsequently approved by the Directors. 

Other individuals within Beck and Pollitzer Limited may be 

requested to join the Major Incident Team as necessary. 

2.10. Stress 

We are committed to protecting the health, safety & 

welfare of our employees and recognise that workplace 

stress is a health & safety issue and acknowledge the 

importance of identifying and reducing workplace 

stressors. 

Definition of Stress 

The Health & Safety Executive defines stress as “the 

adverse reaction people have to excessive pressure or 

other types of demand placed on them”. This makes an 

important distinction between pressure, which can be a 

positive state if managed correctly and stress, which can 

be detrimental to health. 

In order to deliver this policy the Company will: 

 

 

 

 

 

Identify all workplace stressors and conduct risk 

assessments to eliminate stress or control the risks 

from stress. These assessments will be regularly 

reviewed; 

Consult with Trade Union representatives or 

employee representatives on all proposed action 

relating to the prevention of workplace stress; 

Provide training for all managers and supervisory 

staff in good management practices; 

Provide confidential counselling for staff affected by 

stress caused by work or external factors; 

Provide adequate resources to enable managers to 

implement the Company’s agreed stress 

management strategy. 

19

Company Addresses 

UK 

Head Office 

Burnham Road 

Dartford 

Kent DA1 5BD 

Tel: 01322 223494 

Fax:01322 291859 

Control Systems 

Unit 1 Industrial Estate 

Steeple Road 

Mayland 

Essex CM3 6AX 

Fax: 01621 743339 

Tel:01621 743743 

South West 

Unit 6 Locksbrook Court 

88-89 Locksbrook Road 

Bath 

BA1 

3EN 

Tel: 01225 425383 

Fax: 01225 448385 

East Midlands 

Wetmore Road 

Burton Upon Trent 

Staffordshire 

DE14 

1SN 

Tel: 01283 508976 

Fax:01283 508978 

West Midlands 

Dale Street 

Bilston 

West Midlands WV14 7HQ 

Tel: 01902 499800 

Fax: 01902 499810 

North East 

Unit 11B Brooklands Way 

Boldon Business Park 

Boldon Colliery 

NE35 9LZ 

Tel: 0191 417 5500 

Fax: 0191 417 5522 

North West 

Unit D2 

Meadowbank Business Park 

Tweedale Way 

Hollinwood 

Oldham 

OL9 8EH 

Tel: 0161 338 8095 

Fax: 0161 338 6178 

EUROPE 

Czech Republic 

Beck & Pollitzer Czech spol. s.r.o. 

Jaselská 875 

280 02 Kolin 

Czech Republic 

Tel: 0042 0 321 800 047 

Fax: 0042 0 321 800 046 

Matiční 730/3; 

702 00 Moravská 

Ostrava 

Tel: 0042 0 597 461 303 

France 

Beck & Pollitzer France SAS 

ZI du Moulin Blanc BP. 70222 

25 rue du Champ des Oiseaux 

59 230 Saint Amand les Eaux 

cedex 

France 

Tel: 0033 3 27 29 5620 

Fax: 0033 3 27 32 0462 

5, rue de L’Industrie 

95 310 Saint Oen L’Aumone 

France 

Tel: 0033 (0) 130 374 307 

Fax: 0033 (0) 130 374 308 

Germany 

Beck & Pollitzer Deutschland 

GmbH 

Ruhrallee 185 

D-45136 Essen 

Germany 

Tel: 0049 0 201 894 5230 

Fax: 0049 0 201 894 5235 

Hungary 

Beck & Pollitzer Hungary Kft. 

Vahot u.6 

H-1119 Budapest 

Hungary 

Tel: 0036 12 05 3461 

Fax: 0036 12 05 3462 

Sosto ut 9 

H-8000 Szekesfehervar 

Sosto industrial park 

Hungary 

Italy 

Beck & Pollitzer Italia s.r.l 

Tel: 007 484 222 0176 

Poland 

Beck & Pollitzer Polska Sp. z o.o. 

ul. Lelewela 23 

41-219 Sosnowiec 

Poland 

Tel: 0048 32 290 5800 

Fax: 0048 32 290 5802 

59-220 Legnica 

Jaworzynska 261 

Poland 

Tel: 0048 76 850 6259 

Fax: 0048 76 850 6259 

Romania 

S.C. Beck & Pollitzer Romania 

S.R.L. 

Str. Valea Oltalui 

Nr. 31-35, Sector 6 

Bucharest, cod 016977 

Romania 

Tel: 0041 31 425 2255 

Fax: 0041 21 444 3406 

Russia 

Beck & Pollitzer SPb 

Leninsky Prospect 168 

Office 614 

196191 St Petersburg 

Russian Federation 

Tel: 007 812 449 0262 

Fax: 007 812 449 0263 

Moscowkaya ulitca 286 

Kaluga 

Russia 

Tel: 007 4842 22 01 76 

Fax: 007 4842 22 01 77 

Slovakia 

Beck & Pollitzer Slovakia s.r.o. 

Kapitulska 18/A 

811 00 Bratislava 

Slovak Republic 

Tel: 00 420 597 461 303 

Fax: 00 420 597 578 260 

Turkey 

Beck & Pollitzer Ticaret Ltd Sti. 

Köseköy Sanayi Sitesi 

L Blok No: 199 

Köseköy / Kocaeli 

Turkey 

Tel: 00 90 262 373 6494 

Fax: 00 90 262 373 6495 

Ukraine 

Beck & Pollitzer Ukraine TOV 

Kolektorna Street 3-A 

02660 Kiev 

UkraineTel: 00 38 044 563 93 52 

Fax: 00 38 044 562 91 7 

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Employee Notes 

Please use this section for any notes 

21

Monthly Employee Handbook

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