Handbook
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Guardian Angel Carers
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This handbook is designed to help answer your questions, find important information and understand the more about the company and how we work. Whether you are a new starter or have been with us since the beginning, whether you are a care or office colleague, this handbook is has been designed with you in mind. Please make time to read it. Some of the information is part of the terms and conditions of working with us and is designed to protect
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you as well as our business.
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Contents Contents 3
Your Development
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Keeping you Informed
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Time away from work
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Your responsibilities
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Welcome to Guardian Angel Carers
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This handbook is designed to help answer your questions, find important information and understand the more about the company and how we work. Whether you are a new starter or have been with us since the beginning, whether you are a care or office colleague, this handbook is has been designed with you in mind. Please make time to read it. Some of the information is part of the terms and conditions of working with us and is designed to protect you as
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well as our business.
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Welcome to Guardian Angel Carers What’s in this section: A personal message from Christina Handasyde Dick
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The things that really matter to us
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Our story
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A personal message from Christina Handasyde Dick Dear Colleague, It’s great to have you as part of our team! Every single colleague plays their part in the success of our business - you make us what we are. Please take the time to read this guide as it will help you understand what we’re all about. You will find out about our history, what it’s like to work here and what matters most to us. It’s important that this is a great place to work. Our values are central to this and guide how we treat each other and our clients. I hope what you read helps you see why we’re a brilliant team and how, by believing in what we do, we achieve fantastic things together. We also have a big impact on our local communities, our clients, their loved ones and on each other. Everyday colleagues like you find ways to make
We love hearing your ideas and views so get in touch hr@gacarers.co.uk. Christina Handasyde Dick
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Guardian Angel Carers an even better place to work.
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The things that really matter to us Every colleague in our business plays a vital part in our success. So that everyone understands what we want to achieve and the way we need to get there, we have a clear Vision, Mission and set of Values. We do everything with these in mind.
Vision
Mission
Where we want to get to
What are we trying to achieve
To positively evolve care
To inspire confidence in
at home, supporting quality
the hearts of clients and
of life for longer
their families by always providing professional and compassionate care.
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To inspire colleagues to deliver
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this care by showing them respect and compassion
Core Values Guiding principles that drive our internal culture
Compassionate
Professional
A warm-heartedness and
We embrace efficiency
concern for the wellbeing of
through technology to deliver
others
the highest quality care
Friendly
Reliable
Real people who engage in a
We keep our promises and
human way
do what we say
Quality
Innovative
A value that runs through all
We continuously strive to do
that we do
things better to support our clients and our people
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and external connection
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Our Story Guardian Angel Carers was founded by former Olympic sailor, Christina Handasyde Dick. On hanging up her sails in 2010, she founded the domestic help company, Task Angels, on a houseboat in Chichester Marina, West Sussex. As the Task Angel family grew several family friends turned to Christina looking for support for their elderly parents, such as assistance with medication, meal preparation and personal care. Christina recognised that there was a real need for a compassionate, professional, local home care company, and so Guardian Angel Carers was established in 2012, to provide companionship, tech and care, visiting care, overnight care and live in care to the community of West Sussex and Hampshire. Having grown up and lived with both her grandmothers at various stages and supported them through the last years of their lives, Christina has a good understanding of the challenges the older person and their families face. She is passionate about a proactive and preventative approach to care and support at home, helping individuals retain their quality of life for longer. For everyone the support they require is unique, and we will do all we can to
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support you to live life your way.
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Care Culture
“Often it is a series of events and experiences that shape the people we become, and where our values and motivators stem. I was lucky enough to be very close to both my Grannies growing up. Both lived incredible lives having been through the war era. They made me feel loved. They were special, like Grandparents are. Yet, a time came when things started to change, as the challenges of ageing set in. I have this vivid early memory, walking down the street holding my mother’s hand, and seeing an elderly lady alone. She walked with a stick, was immaculately dressed, yet she had this expression on her face that I didn’t recognise. There was a huge pang in my heart, as I thought “who is going to
Growth through expansion and franchising As well as growing our own branches in Chichester, Worthing and Fareham we are expanding the business through franchising. Our growing network of franchisees includes people with backgrounds from health care and hospitality to aviation and media.
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hold her hand?”
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Your Development What’s in this section:
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Your first few weeks Your ongoing development
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Your first few weeks 1
When you join, we help you as much as we can to settle in and learn about us and about your new job. .
In your induction sessions you’ll hear more about what it’s like to work here. You’ll cover health and safety
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and other legal requirements.
Your first few weeks is a time for you to find your feet, meet
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new colleagues and build up the skills you need to do a brilliant job for our clients. It’s also a chance for us to get to know you.
During this time your line manager will review your progress, so you can discuss your role and how
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you’re getting on.
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We’ll check in with you through a well
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being call in your first few weeks.
You’ll be sent a colleague survey for your feedback so we can learn and improve
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During your onboarding period you’ll receive training, development and support. Here is an overview of what you can expect to receive: Onboarding training All new recruits joining Guardian Angel Carers will complete our in-house training programme, whether you have previous experience or not. For CareAngel colleagues this is divided into 3 sections: 1) E-Learning – this can be done in your time; however, it must be completed before you attend our virtual training. It takes circa 13 hours, and is completed through our learning management system, My Learning Cloud. 2) Virtual Training – this is 3 days, carried out over Zoom and run by the Training Manager at our Flagship office in Chichester. 3) In-Person Training – this includes safer manual handling of people and CPR. This training is one day. For office colleagues, you will also be added to My Learning Cloud but on a learning pathway specific to your role. All roles will receive an induction, including: a) Office tour b) Introductions to the team Equipment set up
d) Mission, vision & values e)
DISC profile
f)
Behavioural competency training
g) HR: important information re dress code, holidays, sickness, etc h)
Software training
Further role specific training may include a mixture of reading policies & procedures, workshops, and shadowing.
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c)
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Learn Your Wings – Becoming A Care Angel Shadow & practice Gaining experience by shadowing a more experienced colleague is an important part of your training. Before going it alone it gives you a different perspective by learning from others in a real environment. For those new to care it allows you to get an insight into the working life of a CareAngel, and the chance to make connections with other members of your team in an industry that otherwise has a lot of lone working. For those recruits with previous experience, it gives a chance to reflect on your own professional practice and allows them to get an insight into our organisation, culture and the way our CareAngels do things. Pre-shadowing In preparation for completing shadowing all new CareAngels will meet with the coordinator after they complete their induction training and complete a preshadowing form on our care management software. This meeting is a chance to review the knowledge gained by the CareAngel throughout training and to plan the best shadowing sessions to meet their needs by providing shadowing which focuses on any area they may lack confidence. Skills review Ask and evaluate gives every CareAngel a vital channel of communication Team Leaders will support their CareAngel team with field-based skills reviews. These will look at the CareAngels’ skills surrounding delivering high quality care, including medication administration, safe moving and handling and much more. There are skills review forms to complete on our care management software. In addition, the COLLEAGUE HANDBOOK
timing for these will also be triggered through our care management software. Shadowing review When shadowing sessions are completed all new CareAngels will again meet with the coordinator to complete a shadowing review form on our care management software. This meeting is to review the experience and competence of the new CareAngel as observed during the skills review and medication skills review. This is also an opportunity for the new CareAngel to discuss any areas where they do not feel confident and request additional support before working alone. If there are no issues or concerns the new CareAngel is signed off to work alone and this forms the end of the Learn Your Wings experience. 16
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Your on-going development
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Your learning with us should never stop. We want you to carry on developing throughout your time with us so you can gain the skills and experience to do an outstanding job and be the best you can be. You and your line manager are both responsible for your training plan and you can discuss it at any time. As our business grows and changes, you’ll receive extra training on anything relevant to your role, so you always have the most up to date knowledge and skills to do a great job.
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For care colleagues Earn your wings Once you have learnt your wings, it is important for ongoing review to continually prove and evidence they have “earned their wings”. This is done in several ways dependent on your role. In any three-month period you should expect at least one of the following interactions: Ask & evaluate (supervisions) Ask and evaluate, which you may know as supervisions, gives every CareAngel a vital channel of communication with the office team. You can use this opportunity to share useful information with one another and discuss any challenges or concerns. This ensures you feel confident when performing your role and can access the support they need to manage difficult and sometimes emotional situations. The CareAngel role is often lone working, this can be a great opportunity to unload and therefore reduce stress. The ‘Ask & Evaluate’ forms are on our care management software, and the timing for these will also be triggered through our care management software. Your Cell Team Leader will guide you through this. Skills review and medication skills review Cell Team Leaders will support their CareAngel team with field-based skills high quality care, including medication administration, safe moving and handling and much more. There are skills review forms to complete on our care management software. In addition, the timing for these will also be triggered through our care management software.
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reviews. These will look at the CareAngels’ skills surrounding delivering
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Flying Visits (spot checks) Flying visits, which you may also know as spot checks, are a chance to review your performance when you are in the field. During this visit we will be looking to see that you continue to be a respectful brand ambassador for Guardian Angel Carers. Things like the correct uniform, turning up on time to a visit, and addressing the client with respect make a difference. Wings Meetings This is a monthly meeting for CareAngels to get together, face to face or virtually, learn new skills and refresh existing ones. Usually monthly, with dates on My Learning Cloud it is a great chance to share your thoughts. Career progression We are proud to promote care as a career. There is a clear career pathway from CareAngel to Managing Director. Many of HQ and our office team started off as part-time CareAngels and have gone on to achieve their ambitions in management roles. We are keen to develop and promote all our staff. Our ‘always learning’ culture is at the heart of our success and the on-going success of all our colleagues.
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The typical care career pathway looks like this:
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Care Supervisor
CareAngel Cell Team Leader Live-in CareAngel
Registered Manager Care Co-ordinator
For office colleagues 1-2-1 Meetings A 1-2-1 is for office colleagues and is a chance to open a channel of communication between the colleague and line manager. Together you can use this opportunity to reflect on the time since the last 1-2-1 and set goals for the next 6 weeks. It’s a great opportunity to look at capabilities, areas of development and any support needed. 90 Day Planner We work in 90-day stints, as opposed to annual appraisals, as we believe creating a 90-day plan is an extremely useful tool to keep the team aligned with business goals. By breaking large projects into manageable tasks, they become more achievable and easier to measure success. They are a great way of keeping you on track and accountable for your part in a goal/project. Your line managers will work with you to develop a 90-day plan during their 6 weekly 1-2-1’s, then next 1-2-1 reviews progress, and the next one reviews and resets goals in a new 90-day plan. Behavioural competency review At Guardian Angel Carers we have a clear set of behaviours that we been established to develop each team member and equip them with the necessary soft skills to perform. Reviewing these is a great tool for individual development, encouraging better working relationships and realising your potential and possibly where there may be gaps. They can also be used as a measure to support any performance bonuses, alongside performance against KPIs specific to role. We aim to carry these out every 6 months.
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expect of all members of the team. The behaviour competencies have
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Further learning opportunities It is essential that there are always opportunities to develop the skills and learnings of the team. My Learning Cloud is updated regularly with new modules and changes to existing learning. At Guardian Angel Carers we encourage individual growth whether it be essential for the role or just to better yourself as an individual. Angel merit cards – recognition Angel Merit cards have been developed to highlight positive behaviours and encourage more of the same. These are be completed by line managers to both say thank you, and well done. When giving feedback, even positive, it is important to be specific about the action or behaviour that you want to highlight, so you are clear on what you have done that we value. We have cards for each Angel Merit, as per the below list. 1.
Commitment to Excellence
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Client & Colleague Focused
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Communicates with Impact
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Proactive Problem Solving
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Working Together to Make a Difference
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Effective Decision Making
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Continuous Personal Development
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Lead to Inspire
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Cloud 9 – Rewards
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Cloud 9 is the term we use for recognition and rewards. This is when you have gone above and beyond, and you could give anything from a card of thanks, flowers, a voucher or a special mention at a company meeting. We believe thanks, appreciation and acknowledgement goes a long way to build a happy and committed team.
Sphere bonus This is a performance bonus opportunity for CareAngels and is achievable every 6 months. We measure all the following areas to be successful for the bonus: 1.
No missed visits
2.
Sickness record below 50 using Bradford factor
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No absence other than holiday, sickness, planned
appointment, maternity/paternity 4.
No disciplinary action
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80% of My Learning Cloud e-learning compliance
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Adequate completion of care visit activities
Annual Angel Awards We like to host an annual Christmas party for our entire team. Voted for by clients and colleagues the Angel Awards are a key part of the evet. Here are 1.
ANGEL Award for being positive & upbeat
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ANGEL Award for exceptional end of life care
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ANGEL Award for being a true team player
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Guardian Angel Award for being extraordinary
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our categories:
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CAREANGEL
CELL TEAM LEADER
Skills & Qualifications Essential
Desirable
Good literacy and numeracy
NVQ 2 / 3 in Health and Social Care
Full EU / UK driving licence (hourly carers only)
Full EU / UK driving licence (live in carers)
Essential Six months as a CareAngel at Guardian Angel Carers OR one-year alternative home care experience within elderly care
Desirable Previous experience in a supervisory role Previous experience in care plan writing
Able to look after own home
Experience of working with the public (customer care skills)
Proven experience of working in a caring environment
Experience of running a home (housekeeping)
Knowledge of home care environment Aware of confidentiality procedures
Excellent communication skills, written and oral
Proficient use of Microsoft Office
Positive attitude, selfmotivated, flexible, approachable, presentable, able to use initiative, reliable, team worker Ability to quickly develop good rapport with new people Proficient use of a tablet & smart phone Accurate data recording
Good written English
Experienced team worker
Care Certificate
Good spoken English
Basic IT skills
Full UK driving licence with First Class Business Use Insurance
Evidence of a caring and compassionate nature Good organisational skills Proficient use smart mobile phone and applications Accurate data recording Evidence of good time keeping
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Level 3 in Health & Social Care
CARE SUPERVISOR
REGISTERED MANAGER
& CARE COORDINATOR Skills & Qualifications Essential One year working within home care industry as a care worker Have experience in running a safe and hygienic home effectively
Excellent communication skills, written and oral
Desirable
Essential
Desirable
Previous experience in a supervisory role
GCSE English and Maths grade C or above
NVQ L5 in health & social care or University degree
Previous experience in care plan writing
Full UK driving licence
No criminal convictions
Proficient use of Microsoft Office
Experience of working with the public
Proven experience of working in a caring environment
Positive attitude, selfmotivated, flexible, approachable, presentable, able to use initiative, reliable, team worker
Experience in a managerial role Experience in health / care industry Understands the needs and requirements of clients requiring care at home
Ability to quickly develop good rapport with new people
Aware of confidentiality procedures Knowledge of the home care profession
Proficient use of a tablet & smart phone Accurate data recording
Care Certificate Full UK driving licence with First Class Business Use Insurance
Level 3 in Health & Social Care
Great communication skills Good interpersonal skills Team worker / player Effective people manager Excellent planning, organisational and administration skills
Ability to respect the needs of individuals Great customer care skills Knowledge of local area Knowledge of care planning software
Excellent computer skills Accurate input of data onto computer system Ability to quickly learn new systems Ability to cope with pressure Ability to make clear decisions Strives for excellence
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Keeping you Informed 1.
We share
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We listen
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What’s in this section:
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We share Everyone needs to know about the big things that are going on, so we have the same priorities and work to achieve the same goals. There are lots of ways we keep you posted about what’s happening in your work location and all around our business.
We listen We believe our colleagues really make the difference and so it’s vital there are lots of ways to get your voice heard. As well as talking to your line manager, there are plenty of other ways you can tell us what you think. We have set out the channels we use and what we use them for in the table
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opposite.
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Channel
Purpose
Teams chat
Individuals as per internal comms Group chat for teams, projects, work streams, branches
Teams
Group/team project work
Teams video
Replaces traditional phone where signal allows
For information that requires more consideration
Whats App Formal (office colleagues)
Important, urgent operation issues
Whats App Branches & Cells
Important, urgent client/colleague issues, cascading information
Whats App Informal (office colleagues)
Office news to all office colleagues, celebrations etc
Phone
Mobile not to be used. Use MobeX app.
Daily Huddle (heads of department)
10/15 first thing daily check in – immediate issues, help and support needed that day
Weekly meetings
Tactical issue resolution via Teams video
Monthly meetings
All colleague virtual meeting
Quarterly meetings
2 hours via Teams video focus on strategy
Annual Company Conference
Full day
Angel newsletter (monthly via mailchimp)
Share: • Good news stories • Angel Merits • Introduce new office team members • Announcements including any clients who have sadly died • Events & other newsworthy stories within our Angel community • Care Angel of the month
Wings Meetings
This is a monthly meeting for the CareAngels to get together, face to face or virtually, learn new skills and refresh existing one and to listen to any collective concerns.
Listening groups
Led by HR Manager
Annual survey
April/October
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Other Comms
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Time away from work What’s in this section: Your holidays
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Work life balance
3.
Parenthood
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Your holidays We want you to make the most of your holiday entitlement. We have a holiday policy to explain how you can request holiday and how we manage your holiday requests, to keep the business running smoothly and to make it fair for everyone. When it applies… • If you want to take holiday • If you are a manager responsible for agreeing holiday requests This policy explains… • How we work out your holiday entitlement • When you can take holiday • How you request for time off as holiday • Times when we are less likely to agree holidays • What happens if you are a new starter or leaver? • About holiday pay • What happens if you are ill during your holiday?
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• About your holiday entitlement when you are off sick
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Our up-to-date holiday policy can be found on My Learning Cloud by searching: “Holiday Policy”
Work life balance We know that for you to do the best job you can, there needs to be a healthy balance between your home life and your job. We’ll do everything we can to support you in finding the right balance. There are also times in life when you need some extra support in balancing work and home commitments, and we work hard to make sure we have schemes in place to help with this. If you feel you need to adjust, have a chat to your line manager or people partner in the first instance. Flexible working We’ll do all we can to help you adapt your working arrangements to fit with other personal or family responsibilities such as caring for a close relative or studying. If you would like to change your working hours, shifts or responsibilities please complete a flexible working request form and submit this to your line manager. Give all the details of what you would like, say how you think it would affect the business and explain what you think we would need to change or do in your team or department to make it possible. Within 28 days your line manager will meet with you to discuss the change and decide whether they can agree to it. For further details, please refer to the Flexible Working policy on My Learning Cloud by searching:
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“Flexible Working Policy”
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Parenthood We understand that colleagues who are already or are becoming parents need to find a balance between their parenting and work responsibilities. We’ll do all we can to support you if you need time off for preparation or after you become a parent. We have clear fair policies that cover maternity, paternity, adoption and shared parental leave. You can find the details on My Learning Cloud by searching: “Maternity, paternity, adoption and shared leave policy”
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“Parental leave”
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Your responsibilities What’s in this section: Your appearance and what to wear
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Being here and being on time
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Your behaviour and business conduct
4.
Your safety and security
5.
Disciplinary and appeal procedure
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This section of the handbook is about what we expect from every colleague. There’s guidance about how to act when you’re at work and rules about business conduct. It’s designed to help us all behave professionally and ethically and make sure we treat everyone fairly. If you want more information about any of the rules or guidance in this section, have a look at our detailed HR policies and information. You can find them online on My Learning
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Cloud or ask your line manager.
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Your appearance and what to wear We want you to be comfortable in what you wear at work and to feel confident and appropriately dressed. Our clothing and uniform rules are set out so we can work safely and present a professional image to our clients. If you’re based in various work locations or visiting another location, please dress appropriately for the place you’re going to. If you are office based smart business attire is the best overall summary. For men, dress chinos and a collared shirt with or without a tie, a jumper and blazer. For women, dresses, blouses, skirts or trousers are all acceptable. For CareAngels and care colleagues we have a uniform policy. Details can be found on My Leaning Cloud by searching: “Dress code policy”
Being here and being on time We rely on our colleagues to work as a team and to be at work so that we can provide great service to our clients. We understand there may be times when you are unable to come to work because you are not well enough, We monitor absence very
closely and we will investigate and take corrective action if we feel your absence is unreasonable. Details of our attendance policy can be found on My Learning Cloud by searching: “Attendance management policy”
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and we will offer you support where we can.
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Your behaviour and business conduct Everyone is welcome at Guardian Angel Carers. We value the different points of view and experiences of all our colleagues and believe that having a truly diverse workforce helps us to be successful. Attracting, keeping and growing the best colleagues from all parts of the community really matters to us and means we can better understand and respond to the needs of all our different clients. We want to create a working environment where everyone feels valued and respected and where all colleagues can be the best they can be. We will not discriminate on grounds including, but not limited to, a person’s age, race, colour, nationality, ethnic origin or community background, sex, gender reassignment, sexual orientation, family status, religion or belief, disability, marriage, civil partnership, pregnancy, maternity, paternity, carer responsibility, real or perceived HIV/AIDS status, working patterns, political or religious affiliation, ex-offender status or membership or non-membership of a Trade Union. All our people- related policies are regularly reviewed to ensure that they meet current legislation and promote equality of opportunity. For further details, please refer to the Equality, diversity policy which can COLLEAGUE HANDBOOK
be found on My Learning Cloud by searching:
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”Equality and diversity policy”
Your safety and security It’s important that we offer a safe working environment for all our colleagues and clients and that we all know our responsibilities under the health and safety laws. We all need to follow our safety rules and procedures to make sure we can do this. If you don’t follow them, it can put you and others at risk and could lead to accident, injuries or potential serious accidents and may result in disciplinary action being taken. There is more detailed information available on My Learning Cloud. Details of our lone working and personal safety policy can be found on My Learning Cloud by searching: “Lone working & personal safety policy” Social media and networking The internet and social networking are great ways to stay in touch with family and friends and many of us use them outside work. We need to be aware of our responsibilities to each other, to clients and to the business, wherever and whenever we use social media. That means: • You’re personally responsible for everything you say online
• If you want to talk about your work, think carefully about how you represent the company, our clients and your colleagues. Is it true and accurate? Would it be appropriate to say it to their faces? What could the consequences be for you or us? • You mustn’t set up any sites or media that could appear or claim to be Guardian Angel Carers Our social media and PR policy can be found on My Learning Cloud by searching:
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• Only discuss non-confidential topics
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Disciplinary and appeal procedure If you follow the policies, procedures and rules that we explain to you in your induction, training and in this handbook, you should be able to maintain high standards in all areas of your work. If you’re unsure about anything you can always ask your line manager or HR for more information or training. These policies are very important and it’s your responsibility to make sure you fully understand them. However, when a colleagues’ performance falls short of the standards we expect, we use the disciplinary procedure. It’s a consistent process designed to manage breaches of policy and behaviour in a way that’s fair and equal for every colleague. What the disciplinary procedure is for It’s a way to correct behaviour and deal with unsatisfactory performance, attendance and conduct. Your manager will do all they can to sort out minor issues outside this process first by giving you informal guidance and coaching. If this doesn’t lead to the improvement that we need, or if the issues are more serious, we may act through the disciplinary process. Details of our disciplinary and appeals policy can be found on My Learning Cloud by searching:
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“Disciplinary and appeals policy”
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Chichester, Fareham & Worthing only Important Initiatives Creating An Even Better Place To Work We have a very active group whose aim is to make this a better place to work, the group is called Creating An Even Better Place To Work. Made up of people from across the company it meets regularly to talk about and set up activities, competitions, challenges, charity events and community action initiatives. Carefriends Carefriends is our colleague app which allows you to earn extra points (which can be turned into cash) for referring friends and for above and beyond performance. You will be sent details of how to log in and how to make the most of this simple app. It allows you to: • Refer friends direct from your phone in just three taps • Earn rewards for each step of the process, not just for successful hires • Earn extra bonus points for good performance • Track how many points/cash you have earned and choose when to cash
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them in Golden Angels Golden Angels is an initiative to help tackle loneliness and isolation. Six times a year our founder and CEO Christina aims to organise a lunch or a social event for members of the Golden Angels Club. You make like to volunteer to help out at these events. We believe that we have an important part to play in our local community. If you have ideas about how we might make even more of a positive impact, then do bring them to the Creating An Even Better Place To Work group. 44
We are delighted to have you as part of the Guardian Angel Carers team. We look forward seeing you thrive and progress in your career with us.
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Welcome to the Guardian Angel Carers team!
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www.gacarers.co.uk
Headquarters East Wing, The Granary, Oak Lane, Apuldram Chichester, West Sussex, PO20 7FD Telephone: 01243 216416 Email: care@gacarers.co.uk
Franchisee offices https://www.gacarers.co.uk/map