CLASSIC SECURITY (UK) LTD
VET11 STAFF HANDBOOK
Caring for Your Property Day and Night
CLASSIC SECURITY (UK) LIMITED
(Incorporating Thompson Estate Maintenance)
STAFF HANDBOOK
This “Staff Handbook” is designed as a reference and supporting document, which should be read and complied with in conjunction with the Company Employment Contract. Employees should be aware that this handbook forms part of their contract.
CONTENTS:
1. DISCIPLINARY & GRIEVANCE PROCEDURES
2. EQUAL OPPORTUNITIES POLICY
3. ANNUAL LEAVE
4. MATERNITY LEAVE
5. PATERNITY LEAVE
6. UNPAID LEAVE
7. TUPE
8. PENSION SCHEME
9. MOBILE PHONES
10. TRAINING OBJECTIVES
11. EMPLOYEE RULES
11.1 Safety Requirements
11.2 Personal Property
11.3 Company Property
11.4 Drug/Alcohol Abuse
11.5 Practical jokes
11.6 Accidents
11.7 Dress Code
11.8 Booking On & Off & Check Calls
11.9 Use of Company Vehicles and Equipment
11.10 Driving
11.11 Personal Conduct
11.12 Animals
11.13 Union Representation
11.14 Copy Documentation
11.15 Subject Access Requests
12. SICKNESS
13. OTHER EMPLOYMENT
14. DATA PROTECTION - PERSONAL FILES AND RECORDS
15. FREE GIFTS/PROMOTIONAL PRODUCTS
16. PUBLICITY
17. CORPORATE & SOCIAL RESPONSIBILITY
18. SOCIAL MEDIA & CONFIDENTIALITY
19. SIA LICENCES & COMPANY IDENTITY CARDS
20. RIGHT TO WORK IN THE UK
21. LAY OFF
22. MOBITY CLAUSE
APPENDIX 1: Classic Security (UK) Ltd Health & Safety Policy Statement
1. DISCIPLINARY & GRIEVANCE PROCEDURES:
Purpose and Scope
This procedure is designed to help and encourage all employees to achieve and maintain standards of conduct, attendance and job performance. This procedure applies to all employees; however, if you are in your probationary period you may be dismissed with immediate effect. The aim is to ensure consistent and fair treatment for all.
o No disciplinary action will be taken against an employee until the case has been fully investigated.
o At every stage in the procedure the employee will be advised of the nature of the complaint against him or her and will be given the opportunity to state his or her case before any decision is made.
o At all stages the employee will have the right to be accompanied by a fellow employee or trade union official during any disciplinary interview.
o An employee will have the right to appeal against any disciplinary action taken
o The procedure may be implemented at any stage, i.e. verbal, written, final written, dismissal, if in the opinion of Classic Security (UK) Ltd the employee’s alleged misconduct warrants such action.
o No employee will be dismissed for a first breach of discipline except in cases of gross misconduct when the penalty will be dismissal without notice or payment in lieu of notice.
The Procedure
Minor faults will be dealt with informally. If you are on probation, the process is explained in your offer letter. Where the matter is more serious the following procedure will be adopted:
Stage 1 – Verbal Warning
If conduct or performance does not meet with acceptable standards the employee will normally be given a formal Verbal Warning. He or she will be advised of the reason for the warning and his or her right of appeal. A record of the verbal warning will be kept on file but it will be disregarded after 6 months subject to satisfactory conduct and performance.
Stage 2 – Written Warning
If the offence is of a serious nature or if further offences occur a Written Warning will be given to the employee. He or she will be advised of the reason for the warning and his or her right of appeal. A copy of the written warning will be kept on file but it will be disregarded after 12 months subject to satisfactory conduct and performance.
Stage 3 – Final Written Warning
If there is still a failure to improve conduct or performance or if the misconduct is sufficiently serious to warrant only one written warning but insufficiently serious to justify dismissal a final written warning will be given to the employee. He or she will be advised of the reason for the warning and his or her right to appeal. A copy of the final written warning will be kept on file but it will be disregarded after 12 months (in exceptional cases this period may be longer) subject to satisfactory conduct and performance.
Stage 4 – Dismissal
If the performance or conduct is still unsatisfactory and the employee fails to reach the prescribed standards dismissal will normally result. Only the appropriate Senior Manager can take the decision to dismiss. The employee will be provided as soon as reasonably practicable with written reasons for dismissal, the date on which the employment will terminate and the right to appeal.
Appeal
All appeals must be submitted in writing to the Human Resources Manager within 5 working days after the relevant disciplinary action is taken, setting out the grounds of appeal. Appeals will be heard by a Senior Manager whose decision is final. At an appeal, any disciplinary penalty imposed may be reviewed but it cannot be increased.
Gross Misconduct
In certain circumstances, you may lose your right to receive any notice, e.g. gross misconduct. Examples of the sort of behaviour which is likely to result in summary dismissal without pay or payment in lieu include:
o Any act of dishonesty or theft of property belonging to Classic Security (UK) Ltd, a fellow employee or client (including misuse of client or company telephones or mobile phones and misuse of fuel paid for by the Company).
o Fraudulent or reckless misrepresentation or deliberate falsification of records, including timesheets/Q & A sheets or contravention of specific assignment instructions
o Assault or threatening behaviour, either physical or verbal, intimidatory behaviour, flagrant insubordination or rudeness to a manager, fellow employee or client
o Wilful or malicious damage to Company property
o The consumption of alcohol or use of non-prescribed drugs, either before, during or after normal duty which impairs job performance
o Serious negligence, which causes unacceptable loss, damage or injury including breaches of confidence
o Rudeness to customers, clients and or serious acts of insubordination
o Failure to inform the Company Management of any arrest or involvement with the police whereby prosecution or a caution is pending or given. This includes motoring offences in Company vehicles.
o Abuse of e-mail system and Internet facility
o Gross discrimination, harassment or bullying of colleagues
o Breach of trust or any unauthorised disclosure of confidential information
o Failure to comply with the Company Health & Safety Policy
o Failure to comply with statutory law in obtaining the necessary licence to operate as a Security Officer
o Unauthorised absence
o Sleeping on duty.
If an employee is found guilty of gross misconduct he or she may be dismissed without notice or pay (other than pay accrued to the date of dismissal). Where cases of gross misconduct have to be investigated the Company reserve the right to suspend an employee on full pay for a maximum of 2 days. If on completion of the investigation and the full disciplinary procedure the Company is satisfied that gross misconduct has occurred the result will normally be summary dismissal without notice.
GRIEVANCE PROCEDURE
Classic Security (UK) Ltd regards it as being imperative that good working relationships are established and maintained at all levels. In order that problems can be resolved fairly, effectively and speedily you should follow the three step procedure-:
Stage 1
o Raise your grievance, complaint or problem in writing to your Line Manager or the Human Resources Manager.
o Classic Security (UK) Ltd will respond within 28 days.
Stage 2
o A meeting will be held to discuss the issues raised. You have the right to be accompanied at this meeting by a fellow employee or a trade union official.
o Following the meeting you will be informed in writing of the decision made.
Stage 3
o You have the right to appeal to this decision within 5 working days after the relevant decision is taken, setting out the grounds of your appeal.
2. EQUAL OPPORTUNITIES POLICY:
2.1 We are committed to being an equal opportunities employer. We believe that everyone
has the right to be treated with dignity and respect at work. The aim of our policy is to
ensure that all job applicants and employees receive equal treatment regardless of sex,
marital status, race, colour, nationality, ethnic or national origins disability, religion or
age. This policy commits the company to fair, unbiased and objective employment
practices and a work environment which is free of harassment and victimization. This is
good business sense and helps to ensure that our most important resource, our staff,
are treated in a fair and effective manner.
2.2 Legislation:
2.2.1 It is not lawful to discriminate against individuals whether directly or
indirectly in respect of their race, age, sex & sexual orientation, gender
reassignment, religion or belief, marriage, civil partnership, pregnancy,
maternity or because they are disabled.
2.2.1 The relevant legislation is embodied in the Equality Act 2010, the Race Relations Act 1976, the Sex Discrimination Act 1975, the Disability Discrimination Act 1995 and the Age Discrimination Act 2006.
2.3 Forms of Discrimination:
The following are types of discrimination which are all against our policy:
2.3.1 Direct Discrimination: This occurs where a person is given less favourable treatment because of their sex, race, religion, age or disability.
2.3.2 Indirect Discrimination: This will occur where there is a requirement or condition which cannot be justified and which is applied equally to all groups but which has a disproportionately adverse affect on one particular group.
3. ANNUAL LEAVE:
3.1 Entitlement
All staff are entitled to paid holiday. The basic holiday entitlement is 5.6 weeks (28 days for those employees working a 5 day week) including Bank Holidays. If you are a part-time employee you will be entitled to a pro-rata (proportion) of the full-time entitlement based on your contracted working week i.e. if you work 4 days per week your entitlement will be 22 days (4 x 5.6 days). If you work in the relief guard pool your holidays will be calculated on the average number of hours worked over a 12 week period, it is important that you keep your pay slips/timesheets safe in order to calculate this.
The holiday year runs from 1st January to 31st December. Only in exceptional circumstances will leave be granted in the month of December. Failure to take your annual leave entitlement by the 30th November will lead to any outstanding leave being forfeited.
If you start work at Classic Security (UK) Ltd after 1st January in a given holiday year, your holiday entitlement for that year is a proportion of the full annual entitlement equal to the proportion of the holiday year remaining on the date your employment began. Accordingly, if you are entitlement to 20 days and you join on 1st July you will be entitled to 10 days paid holiday to 31st December of that year.
If you TUPE across and your holiday year is different to that of Classic Security (UK) Ltd you will be asked to bring your holiday in line with the remainder of the Company. You will be advised individually of your holiday entitlement in this case.
3.2 General Holiday Rules
During the probation period and first four weeks of employment you will generally not be allowed to take holidays in excess of those earned during that period. Neither can this be supplemented with unpaid leave of absence except in exceptional circumstances.
All holiday arrangements must be approved by the Area Operations Manager by using the holiday request form, giving at least 4 weeks notice. All holiday Request forms are to be forwarded to the Human Resources Manager, at Head Office, who will return the signed form if your holiday has been approved. Do not book or pay for flights without first receiving confirmation of the holiday requested.
Employees are not entitled to more than 10 consecutive working days holiday leave, unless the Director of Operations approves it in writing. All holiday leave will be approved on a first request, first granted system. The taking of unauthorised holiday will be viewed as a serious disciplinary matter.
You will be expected to take your leave throughout the year on a proportional basis and not to save your whole entitlement until the end of the leave year. Leave is monitored and Classic Security (UK) Ltd reserves the right to impose compulsory leave should the situation arise. The Company reserves the right to require Employees to work on bank/public holidays. The rate of pay will depend on hourly or daily rates fixed for that particular site at which the Employee is located.
3.3 Carrying Holiday over to the Following Year
Employees are required to take all their holiday entitlement within the current holiday year as they cannot be carried over into any subsequent holiday year.
Employees who are sick during a period of annual holiday are to produce a valid medical certificate. They will then be entitled to take this period off as holiday at a later date during the current holiday year. They will receive sick pay, not holiday pay for the period stated in the medical certificate, as the principle reason for absence will be taken to be sickness.
3.4 Holiday Pay on Termination of Employment
If when your employment terminates you have already taken more holiday than you have accrued you will be required to repay an amount equivalent to the number of days by which you have exceeded your entitlement. Classic Security (UK) Ltd reserves the right to deduct this sum or any other sums which you owe to Classic Security (UK) Ltd from your final wage. Classic Security (UK) Ltd reserves the right to withhold any accrued holiday pay to which you may have been entitled should you be summarily dismissed for gross misconduct.
Holiday pay may also be withheld in whole or in part should you fail to give proper notice to terminate your employment or should you leave before the said notice has expired. In such a case, your holiday pay will be reduced by the number of days notice not worked.
4. MATERNITY LEAVE:
4.1 The HR department must have confirmation, in writing, of your pregnancy as soon as possible. A copy of the Maternity Policy will then be sent to you.