Sedgefield Town Council Staff Handbook

Sedgefield Town Council

STAFF HANDBOOK

SEDGEFIELD TOWN COUNCIL STAFF HANDBOOK

Contents:

Section: / Title: / Page No.
Introduction / 6
1. / Welcome To Our Team / 6
2. / About Sedgefield Town Council / 6
3. / Joining Sedgefield Town Council / 7
3.1. / Probationary Period / 7
3.2. / Induction / 7
3.3. / Employee Training / 7
3.4. / Job Description / 7
3.5. / Hours of Work / 8
3.6. / Criminal Records Check / 10
3.7. / Staff Appraisal Scheme / 10
3.8. / Job Flexibility / 11
3.9. / Personal Details / 11
3.10. / Personal Property / 12
4. / Salaries and Payments / 12
4.1. / Administration / 12
4.1.1. / Payment / 12
4.1.2. / Overpayments / 13
4.1.3. / Income Tax and National Insurance / 13
4.2. / Lateness/Absenteeism / 13
4.3. / Pension Scheme / 13
4.4. / Travel Expenses / 13
5. / Holiday Entitlements and Conditions / 14
5.1. / Annual Holiday Entitlement / 14
5.2. / Public Holidays / 15
6. / Absence From Work / 16
7. / Standards and Conduct / 16
7.1. / Standards / 16
7.2. / Confidentiality / 17
7.3. / Council Copyright / 17
7.4. / Statements To The Media / 17
7.5. / Use of IT (including internet and emails) / 17
7.6. / Wastage / 17
7.7. / Standards of Dress / 18
7.8. / Behaviour At Work / 18
7.9. / Relationships / 18
7.9.1. / With Councillors / 19
7.9.2. / With Contractors / 19
7.10. / Other Employment / 19
7.11. / Trade Union Membership / 20
7.12. / Declaration of Criminal Convictions / 20
8. / Health and Safety / 20
9. / Long Service Award / 20
10. / Termination of Employment / 21
10.1. / Resignation / 21
10.2. / Terminating Employment Without Giving Notice / 21
10.3. / Return of Council Property / 21
10.4. / Garden Leave / 21
10.5. / Exit Interview / 21
11. / Retirement / 21
Appendices:
No. / Title / Page No.
1 / Adoption Leave Policy / 23
2 / Anti-Bribery Policy / 28
3 / Bereavement Leave Policy / 31
4 / Confidential Reporting Policy / 33
5 / Councillor / Council Staff Protocol / 41
6 / Data Protection Policy / 51
7 / Disciplinary Policy / 55
8 / Equal Opportunities Policy / 60
9 / Fire Safety Policy / 64
10 / Flexible Working Policy / 67
11 / Grievance Policy / 71
12 / Health and Safety Policy / 76
13 / Information Technology and Electronic Communications Security Policy / 88
14 / Jury Service Policy / 95
15 / Lone Working Policy / 97
16 / Maternity Leave Policy / 101
17 / Medical Appointments Policy / 111
18 / Parental Leave Policy / 113
19 / Paternity Leave Policy / 117
20 / Personal Harassment and Bullying Policy / 120
21 / Reserve Forces Policy / 125
22 / Severe Weather Policy / 127
23 / Sickness Absence Policy / 129
24 / Time Off For Dependents Policy / 150
25 / Training Policy for Councillors and Council Staff / 153
26 / Valuing Diversity and Dignity At Work Policy / 158

INTRODUCTION:

This Staff Handbook was adopted by the Personnel Committee on [insert Target Date] and will be reviewed every two years by the Committee, or when there are changes in employment law or circumstances which require an earlier review.

This Handbook is shared with all Sedgefield Town Council employees and copies made available at all times for their consideration.

1. WELCOME TO OUR TEAM:

We would like to wish you every success during your employment with Sedgefield Town Council and hope that your experience of working here will be positive and rewarding.

This Staff Handbook is designed both to introduce you to Sedgefield Town Council and to be of continuing use during your employment. We ask that you study carefully the contents of this Staff Handbook as, in addition to setting out our rules and regulations, it also contains information on some of the main employee benefits that may be available to you and the policies and procedures relating to your employment. If you require any clarification or additional information please refer to your Line Manager.

1. ABOUT SEDGEFIELD TOWN COUNCIL

To find out about the Council’s work, its structure, staff and Councillors as well as services and events please visit the Town Council’s website which contains an extensive array of information to allow you to understand what the Council does (www.sedgefieldtowncouncil.gov.uk) .

1. JOINING SEDGEFIELD TOWN COUNCIL:

3.1. Probationary Period:

When joining the Town Council you will do so on an initial probationary period of six months. During this period your work performance and general suitability will be assessed and, if it is satisfactory, your employment will continue. However, if your work performance is not up to the required standard, or you are considered to be generally unsuitable, we may either take remedial action (which may include the extension of your probationary period) or terminate your employment at any time. The Town Council reserves its right not to apply our full contractual capability and disciplinary procedures during your probationary period.

3.2. Induction:

At the start of your employment with the Town Council a personalised two week induction programme will be put in place for you. During this time you will be introduced to your work colleagues, shown your work areas, have explained to you the Council’s policies and procedures and given on-the-job training for your new role.

3.3. Employee Training:

At the commencement of your employment you will receive training for your specific job, and as your employment progresses your skills may be extended to encompass new job activities within the Council. It is a condition of your employment that you participate in any training deemed necessary by us for you to reach the required levels of attainment standards. See Appendix 25 for the Town Council’s Training Policy For Councillors and Council Staff.

3.4. Job Description:

Prior to taking up your role with the Town Council you will already have been sent a copy of your Job Description as an accompaniment to your Contract of Employment. Amendments may be made to your job description from time to time in relation to our changing needs and your own ability. Any such amendments will be done in full consultation with yourself.

3.5. Hours Of Work:

Your normal hours of work and working pattern will be specified in your Contract of Employment. It is your responsibility to record on a daily basis your hours of work by completing a monthly timesheet (see copy overleaf). Members of staff may accrue flexi-time credit hours if they are required to work outside of their normal hours, e.g. to attend meetings or events. You must record the hours that you work on your monthly timesheet. You must submit your timesheet to the Financial Assistant/Receptionist or Town Clerk by the date which they stipulate in order to ensure your monthly salary is processed.

The successful work of this Council is based upon the skills and commitment of our staff and it is acknowledged that you give generously with your time. Without your goodwill and adaptability it would not be possible to provide our services and cope with the work demands which spill over from day to evenings to weekends and civic events. As a result of this it is inevitable that some staff are obliged, on some occasions, to work outside of normal office hours. When this happens Time Off In Lieu (TOIL) is available to compensate for the loss of personal leisure time. The purpose of TOIL is to allow you the employee some flexibility in your contracted working hours. Each employee will agree with their Line Manager when they will take the TOIL which they have owing to them. You may not go into TOIL debit without the permission of the Town Clerk.

Sedgefield Town Council has a policy of trying to assist staff to balance their work and home life, and is therefore willing to consider requests from staff to vary their working hours or work pattern. Such requests will be considered taking into account the impact on the Council, work colleagues and any other relevant factors. See Appendix 10 for the Town Council’s Flexible Working Policy.

SEDGEFIELD TOWN COUNCIL – MONTHLY TIMESHEET

MONTH: ______NAME: ______

Day / Date / Start / Finish / Total Hours / Lieu / Lieu Taken
Brought Forward
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
End Total
Carried Forward

* All lieu hours should balance each month. In exceptional circumstances you may accumulate 1 day’s hours to be used the following month.

Signed………………………… Date ……………………….

Authorised by………………….Date ………………………...

3.6. Criminal Records Check:

Employees of Sedgefield Town Council may be required to undergo a criminal records check (Disclosure Barring Service check). If such a check is required the Town Clerk will discuss this with you prior to confirming your permanent appointment (or relevant change to your job).

3.7. Staff Appraisal Scheme:

A satisfactory performance is a basic contractual requirement. You have a duty to monitor your own performance and to take advantage of appropriate training opportunities as they arise. You should also seek opportunities to improve the way things are done either on your own initiative, if appropriate or in conjunction with your colleagues and management. This will help to maintain the overall quality and cost effectiveness of the services offered and to ensure the continued viability of the employment the council offers.

The Council will ask you to take part in an annual appraisal in February each year. The purpose of such an appraisal is to build on your strengths for your future development and that of the Council; and at the same time offer support/training in any areas of your work which you want to improve. An appraisal is a positive process, which we believe should be beneficial to both the employee and the Council.

The Town Council will have annual appraisals of all its personnel. The Town Clerk will carry out this procedure on all employees of which she is Line Manager. The Gardening Supervisor will perform the appraisal of the Gardener. The Town Clerk’s appraisal will be carried out by the Chair and Vice Chair of Personnel Committee.

An appraisal is a means of continual assessment and consist of the following:

1. Setting objectives for an employee to strive and achieve over the coming 12 months;
2. Agreeing on performance indicators, i.e. the measure used to show that objectives are being met, and will involve discussion at six monthly intervals between the appraiser and appraisee so that progress can be considered and any issues identified and, if necessary, resolved;
3. The opportunity for employee’s to comment over the previous 12 months performance and any issues of concern or training need for the forthcoming 12 months.
4. A written report will be produced from each appraisal by the appraiser with a copy going to the appraisee for them to sign as a true record and then placed on their Personnel File.

3.8. Job Flexibility:

During holiday periods or when colleagues may be absent from work etc, it may be necessary for you to take over some duties normally performed by others. This flexibility is essential for operational efficiency as the type and volume of work is always subject to change.

3.9 Personal Details:

All employees have a separate, confidential personnel file. These files are held and maintained by the Town Clerk who will share limited information with Thirsk Payroll who manage the Council’s payroll. Your personnel file will usually contain the following:

• home address and emergency contact details

• job description

• appointment references, unless the referee requests it remain confidential

• all correspondence relating to your employment

• disciplinary records, if relevant.

• absence records, medical reports, accident reports

• training records and qualification details, including expense claims.

If you want to view your personnel file please ask the Town Clerk who will make the necessary arrangements. You must not write on any document or remove anything from your file but you can request photocopies of documentation. If you are not happy with what is in your file, discuss it with the Town Clerk and, if necessary, raise a grievance. If the information is wrong, providing you supply proof, you have the right to have it corrected under the Data Protection Act 1998.

You must notify us of any change of name, address, telephone number etc so that we can maintain accurate information on our records and make contact with you in an emergency, if necessary, outside normal working hours. If you change your bank account, please remember to tell the Town Clerk as soon as possible so that arrangements can be made to pay your salary into your new account.

3.10. Personal Property:

Any personal property such as jewellery, cash, credit cards, clothes, cars, motorbikes or bicycles etc left on Sedgefield Town Council premises are done so entirely at your own risk. You are strongly advised not to leave any valuables unattended, either on our premises, or in your own vehicle. Sedgefield Town Council does not accept liability for loss or damage to any personal property whatsoever.

1. SALARIES AND PAYMENTS

4.1. Administration:

4.1.1. Payment:

All employees are paid on a monthly basis. Salaries are paid on, or as near to as possible, the 27th of each month. Each employee receives a monthly payslip showing how the total amount of pay has been calculated along with an explanation of deductions made and the reasons for them, e.g. Income Tax, National Insurance etc. Any salaries queries should be raised with the Town Clerk as quickly as possible.

4.1.2. Overpayments:

If you are overpaid for any reason, the total amount of the overpayment will normally be deducted from your next payment but if this would cause hardship, arrangements may be made for the overpayment to be recovered over a longer period. Any overpayment queries should be raised with the Town Clerk as quickly as possible.

4.1.3. Income Tax and National Insurance:

At the end of each tax year you will be given a P60 showing the total payments you have received from the Town Council during the financial year and the total deductions made for Income Tax and National Insurance. You should keep this document in a safe place as you may need to produce it for tax purposes. If there are any changes in your personal circumstances which will affect your tax status, it is your responsibility to notify the Inland Revenue, who will automatically inform the Town Council of any changes to your tax code.

4.2. Lateness/Absenteeism:

You must attend work punctually at the specified time(s). All sickness absences must be notified in accordance with the Town Council’s Sickness Absence Policy (see Appendix 23). For absences in relation to jury service, reserve forces commitments and severe weather see Appendices 14, 21 and 22. Lateness or absence may result in disciplinary action and/or loss of appropriate payment.

4.3. Pension Scheme:

The Town Council operates a contributory pension scheme to which you will be automatically enrolled. The scheme enables you to save for your retirement using your own money, together with tax relief and contributions from the Council. Details regarding the pension scheme offered by the Town Council can be found at:

4.4. Travel Expenses:

The Town Council will reimburse you for any reasonable expenses incurred while travelling as part of your job. Public transport and accommodation costs will be reimbursed at actual cost upon the submission of receipts. Mileage rates when travelling by your own private transport are paid in accordance with National Agreement rates. All mileage must be calculated as leaving from the Council Offices, i.e. if you have a return journey to work of 10 miles and you go to an event from home to home and the journey is 20 miles you can only claim 10 miles. To claim travel expenses the Town Council’s official mileage form must be completed (a copy can be requested from the Financial Assistant/Receptionist or Town Clerk).

If your travel expenses relate to those incurred when driving you will need to provide the Town Council, on an annual basis, with a copy of your car insurance certificate clearly showing that you have insurance for business purposes.

All travel expenses must be submitted upon the Town Council’s Travel Expenses form, a copy of which can be obtained from the Financial Assistant/Receptionist or Town Clerk.

1. HOLIDAY ENTITLEMENT AND CONDITIONS:

5.1. Annual Holiday Entitlement:

5.1.1. You are entitled, in addition to the normal bank and public holidays, to 26 working days’ leave in each leave year (pro-rata for part time employees). The leave year runs from 1st April – 31st March.

5.1.2. All holiday entitlement will be calculated in hours using the following calculation:

Total Number of Annual Leave Days plus Total Number of Public Holidays divided by 5 and multiplied by the number of hours worked per week. This gives the total number of hours of annual leave entitlement for the year. If a Public Holiday falls on a day an individual works then the number of hours normally worked on that day are deducted, if a Public Holiday falls on a day an individual does not work then no hours are deducted.

5.1.3. If your employment commenced or terminates part way through the leave year, your holidays during that year will be assessed on a pro-rata basis. Deductions from final salary due to you on termination of employment will be made in respect of any leave taken in excess of entitlement.

5.1.4. Your leave entitlement will increase to 31 working days per year (pro-rata for part time employees) when you have completed not less than five years of continuous service immediately prior to the commencement of the leave year.

5.1.5. If you join the Council from another local authority your previous service will be taken into account in calculating your holiday entitlement.

5.1.6. It is our policy to encourage you to take all of your holiday entitlement in the current holiday year. At the discretion of the Town Clerk we permit 5-10 days annual leave to be carried forward and no payment in lieu will be made in respect of untaken annual leave other than in the event of termination of your employment.

You must complete a holiday request form and have it signed by your Line Manager before you make any firm holiday arrangements. A holiday request form can be obtained from the Financial Assistant/Receptionist or Town Clerk.

5.1.7. Your holiday pay will be at your normal rate of pay.

5.1.8. Occasionally the Town Clerk/Line Manager may refuse requests for annual leave where necessary in order to ensure that operational needs of the Council are met.