Orwell Handbook .pdf

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TABLE OF CONTENTS
WELCOME FROM THE MANAGING DIRECTOR.............................................................................. 4
Introduction ............................................................................................................................................ 5
Data Protection – Access to Personal Information ......................................................................... 6
Equal Opportunity Employer............................................................................................................... 7
Equal Pay ................................................................................................................................................ 7
Part Time Employees............................................................................................................................ 8
Flexible Working.................................................................................................................................... 9
Home working......................................................................................................................................10
Working Parents ..................................................................................................................................10
Working Time Regulations ................................................................................................................10
Additional Employment......................................................................................................................11
Retirement ............................................................................................................................................12
FIRST WORKING DAY ........................................................................................................................13
Probation ..............................................................................................................................................13
Recruitment ..........................................................................................................................................13
Written Statement of Particulars of Employment ..........................................................................14
DRESS CODE.......................................................................................................................................15
SALARY AND WAGES .......................................................................................................................16
Overtime ...............................................................................................................................................16
Bonus ....................................................................................................................................................17
Commission .........................................................................................................................................17
Solicitations and Gifts ........................................................................................................................17
National Minimum Wage ....................................................................................................................17
HOLIDAYS ............................................................................................................................................18
Leave of absence for Public Duties .................................................................................................18
Special Leave .......................................................................................................................................19

APPRAISALS .......................................................................................................................................19
JOB SECURITY....................................................................................................................................19
Capability ..............................................................................................................................................20
Education and Training ......................................................................................................................20
Dignity at Work ....................................................................................................................................21
Disabled Workers ................................................................................................................................21
Employee Integrity ..............................................................................................................................22
Employee Purchases ..........................................................................................................................22
Whistle blowing ...................................................................................................................................23
Trade Union Membership ..................................................................................................................23
BRIBERY & CORRUPTION ................................................................................................................24
Definition...............................................................................................................................................24
Unacceptable Behaviour ....................................................................................................................24
Business Gifts .....................................................................................................................................24
Hospitality.............................................................................................................................................24
Offering Gifts and Hospitality............................................................................................................24
Responsibilities of the Manager .......................................................................................................25
Expenses ..............................................................................................................................................25
Attempts to Bribe ................................................................................................................................25
Donations to Organisations ..............................................................................................................25
Disciplinary Action ..............................................................................................................................25
Raising Concerns ................................................................................................................................25
USE OF COMPANY PROPERTY/FACILITIES .................................................................................26
Company Property ..............................................................................................................................26
Workshop Facilities ............................................................................................................................26
Computer Use ......................................................................................................................................26
Use of E-mail ........................................................................................................................................27
Use of Internet......................................................................................................................................27
Connecting Personal Mobile Devices ..............................................................................................27

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UPDATED FEBRUARY 2013

Use of Personal Transport on Company Business .......................................................................28
SOCIAL MEDIA ....................................................................................................................................29
Policy Definition ..................................................................................................................................29
Use of Social Media at Work..............................................................................................................29
Company’s Social Media Activities ..................................................................................................29
Social Media Rules..............................................................................................................................30
Social Media Monitoring ....................................................................................................................32
Contravention of this Policy ..............................................................................................................32
COMPANY VEHICLES ........................................................................................................................33
Parking of Private Vehicles................................................................................................................33
TELEPHONES AND PERSONAL CORRESPONDENCE ...............................................................34
Mobile Telephones ..............................................................................................................................34
HEALTH & SAFETY.............................................................................................................................35
Protective Clothing .............................................................................................................................35
Accidents ..............................................................................................................................................35
Interview following a Road Traffic Accident ...................................................................................36
Accidents within the workplace ........................................................................................................36
Absences from Work ..........................................................................................................................36
Sick Pay ................................................................................................................................................37
Smoking at Work .................................................................................................................................38
Substance Abuse ................................................................................................................................38
DISCIPLINARY PROCEDURES .........................................................................................................40
Pay in Lieu of Notice ...........................................................................................................................41
GRIEVANCE PROCEDURE................................................................................................................41
Complaints ...........................................................................................................................................41
Addendum ............................................................................................................................................42

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UPDATED FEBRUARY 2013

Orwell Truck & Van
Company Handbook

Welcome from the Managing Director
May I begin by welcoming you to Orwell Truck &
Van and wishing you a long, successful and
rewarding career with us.
Founded in 1991, and privately owned by the
Directors, the Company is committed to providing
employment security for its staff in return for
loyalty and hard work.
Our Company is dependant upon Customers,
both new and old. Every member of staff should
seek to treat our Customers, and their vehicles, in
the best possible way and in the manner which
you yourself would wish to be treated by a
Supplier.
David Grant
Managing Director

We have the best Commercial Vehicle Franchise
with Mercedes-Benz and you join a team of skilled
hard working people throughout the Company at
its four branches in Ipswich, Norwich, Colchester
and Newmarket.
Good Luck!

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UPDATED FEBRUARY 2013

Chapter

1 Introduction

Introduction
This handbook contains guidelines, which, together with your
appointment letter, form the terms of employment with Orwell Truck
and Van ‘the Company’ and provides all employees of the Company
with important information.
This information concerns matters which relate primarily to the general
conduct of the employment relationship, including duties and
responsibilities of both employees and the Company. A proper
understanding of such matters is helpful towards maintaining a
relationship which is positive, beneficial, knowledgeable, professional
and safe.
Unless otherwise advised, every employee is engaged on a
probationary period of three months. It is a standard procedure for
your Line Manager to formally review your performance during this
period.
Following a successful assessment, your employment will be
confirmed upon completion of this probationary period.
Our business is built upon the confidentiality and care of our
customers. As part of your employment contract, you are bound not to
disclose to any person, outside Orwell Truck & Van, any information
that you have obtained during the course of your work.
It is your responsibility to read this Handbook and query anything that
you do not understand with your Line Manager. Comprehensive
details of all our policies are available in the ‘Policy Manual’ located at
all branches.

5

UPDATED FEBRUARY 2013

Data Protection – Access to Personal Information
The Data Protection Act places responsibility on all employers who
keep personal data and sensitive personal data on computers to adopt
the Data Protection principles as outlined in the Act and to provide
employees with access to certain personal information relating to
themselves, usually via a written request to their Line Manager or
Supervisor. Furthermore, legislation gives employees the right to have
access to the personal information held about them on a manual file as
well. In the majority of cases, such information is held on what is
known as the Employee’s ‘Personnel File’.
The Company will fulfil its obligations under this Act to the fullest extent,
including ensuring that the following 8 principles governing the
processing of personal data are observed:
1. personal data shall be processed fairly and lawfully;
2. personal data shall be obtained only for specified and lawful
purposes and shall not be processed in any manner
incompatible with those purposes;
3. personal data shall be adequate, relevant and not excessive in
relation to the purposes for which it is processed;
4. personal data shall be accurate and, where necessary, kept up
to date;
5. personal data shall be kept for no longer than is necessary for
the purposes for which it is processed;
6. personal data shall be processed in accordance with the rights
of data subjects under the Act;
7. personal data shall be subject to appropriate technical and
organisational measures to protect against unauthorised or
unlawful processing and accidental loss, destruction or damage;
8. personal data shall not be transferred to a country or territory
outside the European Economic Area unless that country or
territory ensures an adequate level of data protection.
Employees who wish to review information held by the Company,
about them, should make an appropriate application in accordance
with the Company’s policy/procedure.

6

UPDATED FEBRUARY 2013

Equal Opportunity Employer
Our policy is to recruit, employ and promote our employees on the
basis of their suitability for the work to be performed. We aim to ensure
that no applicant or employee receives less favourable treatment on
the grounds of age, sex, creed, colour, race, handicap or marital status.
Equality of opportunity:  extends to all matters relating to employment, including
recruitment, performance appraisal reviews, training needs
assessment, assessment for promotion, disciplinary action, pay
reviews, terms and conditions, grievances etc.
 covers all employees, or potential employees, and embraces
the principle that all people shall be treated equally, regardless
of their age, gender, ethnic origin, nationality, colour, religion,
marital status, sexual orientation, religion or belief, disability, or
offending background unless unequal, or different treatment can
be shown to be justified and is appropriate.
 As a matter of principle, equality in opportunity and treatment
applies equally to Suppliers, Customers and others directly
associated with the conduct of business.
It is the Company’s clear objective and policy to embrace all of the
principles of ‘equality of opportunity’ described above.
All employees are required to operate within the framework of this
policy, and any conduct, which is seen to be contrary to its aims, will be
investigated, and disciplinary action, which could lead to dismissal, may
be taken.
Equal Pay
The Company understand the duties and obligations placed upon it by
the Equal Pay Act 1970 and will not discriminate, unlawfully, on the
grounds of pay* between men and women who, under the terms of the
Act, are employed:
a. on like work to that of a man – that is, work of the same or a
broadly similar nature to the man’s;
b. on work rated as equivalent to that of a man – that is, in a job
which a job evaluation study has shown to have equal value to
the man’s;
c. on work of equal value to that of a man – that is in a job which
is equal in value to the man’s in terms of the demands made on
her under such headings as effort, skill and decision making
(although no job evaluation study has been completed);
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UPDATED FEBRUARY 2013

Unless the Company can show that the difference in pay is due to a
material factor other than the difference of sex. (The sexes are
interchangeable in the context of the legislation, so ‘man’ may also
refer to ‘woman’, and vice versa).
*Pay
The definition of ‘pay’ is broad and includes salary, wages, bonus
payments, annual leave, redundancy payments, employer’s pension
contributions, sick leave and occupational pensions benefits.
Any employee who feels that they have a legitimate grievance in
respect of equal pay matters should consult with their Line Manager.
If the matter cannot be resolved informally, then employees have
access to the Company’s formal Grievance Procedure.
Part Time Employees
The Company understands the duties and obligations placed upon it by
the Part Time Employees (Prevention of Less Favourable Treatment)
Regulations 2000 (and subsequent amendments) and will not treat
part-time employees less favourably in their contractual terms and
conditions than comparable full-time employees unless different
treatment is justified on objective grounds.
In response to the detailed requirements of the Regulations the
Company will ensure that:
a) In reorganising workloads, part-time workers will not be treated
less favourably than full-time workers, unless this treatment can
be objectively justified;
b) Previous or current part-time status should not of itself constitute
a barrier to promotion to a post, whether the post is full-time or
part-time;
c) Part-time workers will receive the same hourly rate as
comparable full-time workers;
d) Part-time workers will receive the same hourly rate of overtime
pay as comparable full-time workers, once they have worked
more than the normal full-time hours;
e) Part-time workers should be able to participate in profit sharing
schemes available for full-time staff, unless there are objective
grounds for excluding them;
f) The benefits part-time workers receive under these schemes
should be pro-rata to those received by comparable full-time
workers;

8

UPDATED FEBRUARY 2013

g) Part-time workers will not be treated less favourably than fulltime workers in terms of a) calculating the rate of sick pay or
maternity pay, b) the length of service required to qualify for
payment and c) the length of time for which the payment is
received;
h) It does not discriminate between full-time and part-time workers
over access to pension schemes, unless different treatment is
justified on objective grounds;
i) It does not exclude part-time staff from training simply because
they work part-time;
j) The criteria used to select jobs for redundancy will be objectively
justified, and part-time workers will not be treated less
favourably than comparable full-time workers;
k) Employee benefits will be applied to part-time workers (on a
pro-rata basis) unless an exception is justified, e.g. the benefit
cannot be offered pro-rata and the cost of providing the benefit
(e.g. Company Car) is disproportionate;
l) The holiday entitlement of part-time workers will be pro-rata to
that of full-time workers;
m) Contractual maternity leave and parental leave will be available
to part-time workers as well as full –time workers;
n) Part-time employees will be treated no less favourably than
comparable full-time employees in respect of public/bank
holidays unless there is objective justification for doing so.
Part-time workers who believe that they have been treated in a
manner, which infringes the Regulations, have the right to receive a
written statement of reasons for the treatment.
The part-timer must submit their request in writing and the Company
will return the written statement within 21 days.
Part-timers who still believe they are being treated less favourably, and
who are not satisfied that this treatment is objectively justified, are
advised to make use of the Company’s formal Grievance Procedure.
Flexible Working
The Company recognises the benefits that accrue from having
employment policies, which support the obligations inherent in raising a
family and will meet its statutory obligations in full.
In addition to providing Statutory Leave and Pay the Company will
consider requests from eligible employees to vary their working hours
9

UPDATED FEBRUARY 2013


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