Top Job Recruitment Agency Worker Handbook by Top Job Recruitment

Agency Worker Handbook. For the avoidance of doubt, the policies contained in this handbook are non-contractual unless otherwise stated

Let’s work together. APR2 2



Contents

About Top Job Recruitment

Maternity Policy

General Rules

Shared Parental Pay

Data Protection Policy

Whistleblowing Policy

Absence

Modern Slavery Policy

Holidays

Anti-Corruption and Bribery Policy

Health & Safety Policy

Environmental Policy Statement

Quality Policy Statement

Confirmation of Receipt of Agency Worker Handbook

19 Computer, Internet, Email, Telephone & Social Media Policy

Grievance Procedure

Harassment & Bullying

Equality & Diversity



Agency Worker Handbook – About Top Job Recruitment

Introduction We are delighted you have chosen to work with us as a temporary worker. This handbook has been designed to give you the information you need to carry out your role with confidence. It sets out the standards, with which you are expected to comply with, and gives you clear policies and procedures to follow. Together with your Terms of Engagement (Contract for Services), Assignment Details Form and other amendments it constitutes the basis for your employment. You should read the handbook thoroughly and familiarise yourself with the information provided. It is important that you fully understand everything covered in it. If there are any points, which you do not fully understand, or if you have any feedback on how we can improve the handbook for the next review, please direct these to us at the office. Parts of the handbook will be updated from time to time to reflect any changes in our procedures or for statutory changes. We reserve the right to amend it accordingly. Whenever this happens we will send you an email notification. It is your responsibility to review the amendments and seek advice if you do not understand any of the contents of this handbook.

Company history This handbook is intended to inform you of the rules, policies and procedures which you must comply with. These are to be regarded as non-contractual. However if you breach these rules it is likely this will be taken into account in Disciplinary and Grievance proceedings. Where there is a difference between your Terms of Engagement Contract, the Assignment Details form and this handbook, your Terms of Engagement Contract will apply. For the avoidance of doubt, the policies contained in this handbook are noncontractual unless otherwise stated.

Definitions Assignment: The period during which you are assigned to provide services to the Client Client: The person, firm or corporate body requiring the services of temporary workers together with any subsidiary or associated company as defined by the Companies Act 2006. You: The Agency worker

Top Job Recruitment is the leading independent professional employment agency based in the area and aims to provide a five star service to both the applicants and its clients. It continues to build its reputation on an honest reliable service. Marc Smith & Jameson Smith resurrected Top Job Recruitment in September 2011. They saw a niche in the market for not just another recruitment agency but a company that spent time understanding their client’s requirements and matching them with hand-selected candidates. Marc and Jameson have been running a successful businesses in Colchester more than 15 years. All the staff at Top Job Recruitment have a wealth of knowledge of all parts of the recruitment industry from temporary to full time positions. The steady growth of their business comes from recommendations and referrals after successfully meeting our clients’ challenging deadlines, time after time.

Visit our website for more information: www.topjobrecruitment.com

Directors’ statement Top Job Recruitment must endeavour to continually assess and improve their customer service and increase sales turnover. Our customers must know us to be a highly efficient, professional and service-orientated organisation.

Contact details Our office address is 40 North Hill, Colchester CO1 1PY Our main office switchboard number is: 01206 548421 Out of hours, the main number will divert to a manned mobile phone service. The out of hours service number should only be used for time critical issues.

Understanding and working closely with our customers is key to everybody at Top Job Recruitment. The company is committed to investing in their staff and technology to enable its customers and candidates needs are met.



Our Purpose Top Job’s purpose is to bring the right staff to the right place at the right time, and at the right rate to all our clients, and to ensure that our candidates are well-matched to their roles in the hope that they can find rewarding employment. Top Job provide a team of highly professional and experienced experts to help our partners get the best out of a temporary workforce, whatever the size. We provide candidates which are adequately qualified, well-vetted and reliable. We want our clients to feel that they have personal contact, with someone who is interested in their business and can work flexibly with them to meet their goals. We seek to reduce the stress and time of finding staff from start to finish. We utilise our expertise, experience, and technology to ensure that our clients’ needs are met rapidly and accurately. We aim to reduce the administrative overhead of temporary workforces using our in-house technology. We aim to find job seekers, whatever their background, fulfilling and appropriately paid employment, either permanent or temporary. We believe in getting to know our candidates so that they match the jobs in which we place them and want to come back to us for more.



Agency Worker Handbook – About Top Job Recruitment

Location

Bus Route Map of Colchester and Surrounds

Top Job Recruitment is situated at 40 North Hill, Colchester CO1 1PY Train – Colchester Station is the closest (approx. 0.7 miles) Bus – Numbers 65, 70, 71, 71A, 74, 75, 75B, 76, 103, 104 or 88 (Essex County Hospital) Road – Come off at Junction 26 of the A12 then at the roundabout take the 3rd exit onto Cymbeline Way. At the roundabout take the first exit and onto the A1124, Lexden Road. Warning: Speed Cameras along the A1124 . At the roundabout take the 3rd exit and stay in the left-hand lane toward the town centre. At the traffic lights turn left into Head Street. Church Street can be found on the left-hand side opposite Halifax. Top Job Recruitment is situated opposite Smith’s Wine Bar on the lefthand side. Parking - There is no parking near the office however there is parking at St Mary’s Fields Car park on Balkerne Hill CO3 3AA and also at St John’s on Southway CO2 7AN.



Agency Worker Handbook – General Rules Hours of work

Termination of assignment

Alcohol & drugs

Dress code & personal appearance

The length of an assignment and the number of hours you work each week may vary. There may also be occasions when no work is available, and you are not entitled to receive any pay when you are not on an assignment.

In accordance with your contract, an assignment can be ended at any time by yourself, the client or Top Job Recruitment. When an assignment ends, Top Job Recruitment will endeavour to find you an alternative assignment that matches your knowledge, skills and experience. If you no longer wish to be considered for other assignments, please request your P45 and outstanding holiday pay from your Top Job Recruitment Representative. This will not be processed automatically.

You must not attend work under the influence of alcohol and / or drugs. Top Job Recruitment and its clients reserve the right to conduct alcohol and / or drug testing of workers, where appropriate, and to deny workers access to, or remove them from, premises if such tests are positive. If you test positive, you will have your assignment terminated.

You should present yourself for work in clothes that are smart, clean and tidy, as expected for business standards and appropriate to the type of assignment you are undertaking. Some clients may require specific dress standards or uniform to be worn for an assignment. You will also be expected to follow any client specific rules and guidelines relating to personal appearance, for example concerning visible body piercings.

Punctuality When you begin an assignment, you will be advised of the start and finish times. You must make every effort to arrive in sufficient time to start work at your agreed start time. As we wish to provide the best possible service to our Clients, we take a serious view of punctuality unless it is caused by circumstances beyond your control. Persistent lateness will result in the termination of your assignment.

Location of work You have no permanent place of work and your place of work will vary according to each assignment.



Agency Worker Handbook – General Rules Agency worker regulations 2010 (AWR) After completing a 12 week AWR qualifying period, you will be entitled to receive the same basic employment and working conditions as if you had been recruited directly by the client. This includes: basic pay, overtime rates and holiday pay etc. Your Top Job Recruitment representative will advise you of any applicable increases. Please note that the AWR qualifying period is affected by holiday, sickness and shutdown. Obligations on taking an assignment: You must devote the whole of your time, attention, skill and abilities to the performance of your duties under your assignment and shall act in the best interests of the Client and Top Job Recruitment. You must comply with the Client’s reasonable instructions and accept the direction, supervision and control of any person assigned to do so in the client’s organisation; You must follow and observe any rules and regulations of the Clients; You must take all reasonable steps to safeguard your own health and safety and that of any other person who may be present or be affected by your

Time sheets actions on the assignment and comply with the Health and Safety policies and procedures of the Client – see Health and Safety Policy; You must not undertake any activity or engage in any conduct which could be construed as detrimental to Top Job Recruitment and/or the Client or that brings Top Job Recruitment and/or the Client into disrepute and/or results in the loss of custom or business by either Top Job Recruitment or the Client; You must not commit any act of unlawful discrimination against, or harassment of, any member of Top Job Recruitment or the Client’s staff; You must not at any time share, for your own benefit, or for any other person’s benefit, any Confidential Information relating to the Client’s or the Top Job Recruitment’s employees, workers, business affairs, transactions or finances; You must, on completion of the assignment or at any time when requested, return property or items provided to you in connection with or for the purpose of the Assignment,

including, but not limited to any equipment, materials, documents, swipe cards or ID cards, uniforms, personal protective equipment or clothing; You will be liable for payment of any fines or penalties incurred whilst working on the assignment. This is particularly relevant to drivers and includes road traffic.

You must submit to Top Job Recruitment a timesheet completed to indicate the number of hours worked at the end of each week of an Assignment (or at the end of the Assignment where it is for a period of 1 week or less or is completed before the end of a week). Timesheets must be submitted no later than 10 am on the Monday following an assignment. An authorised representative of the Client must sign this. If you fail to submit a properly authenticated timesheet Top Job Recruitment shall, in a timely fashion, conduct further investigations into the hours claimed and the reasons that the Client has refused to sign a timesheet in respect of those hours. This may delay any payment due to you. Top Job Recruitment shall make no payment to you for hours not worked. Your working time shall only consist of those periods during which you are carrying out activities or duties for the Client as part of an Assignment. Time spent travelling to the Hirer’s premises (apart from time spent travelling between two or more premises of the Hirer), lunch breaks and other rest breaks shall not count as part of your working time for these purposes.



Agency Worker Handbook – Data Protection Policy Data protection principles

Overview Top Job Recruitment takes the security and privacy of your data seriously. We need to gather and use information or ‘data’ about you as part of our business and to manage our relationship with you. We intend to comply with our legal obligations under the Data Protection Act 2018 (the ‘2018 Act’) and the EU General Data Protection Regulation (‘GDPR’) in respect of data privacy and security. We have a duty to notify you of the information contained in this policy. This policy applies to current and former workers, volunteers, apprentices and consultants. If you fall into one of these categories then you are a ‘data subject’ for the purposes of this policy. You should read this policy alongside your contract of employment (or contract for services) and any other notice we issue to you from time to time in relation to your data. Top Job Recruitment will hold data in accordance with our Data Retention Policy. A copy of this can be obtained from Marc Smith. We will only hold data for as long as necessary for the purposes for which we collected it.

purpose and means of the processing of your personal data. This policy explains how Top Job Recruitment will hold and process your information. It explains your rights as a data subject. It also explains your obligations when obtaining, handling, processing or storing personal data in the course of working for, or on behalf of, Top Job Recruitment. This policy does not form part of your contract for services and can be amended by Top Job Recruitment at any time. It is intended that this policy is fully compliant with the 2018 Act and the GDPR. If any conflict arises between those laws and this policy, Top Job Recruitment intends to comply with the 2018 Act and the GDPR.

Personal data must be processed in accordance with six ‘Data Protection Principles.’ It must: Be processed fairly, lawfully and transparently; Be collected and processed only for specified, explicit and legitimate purposes; Be adequate, relevant and limited to what is necessary for the purposes for which it is processed; Be accurate and kept up to date. Any inaccurate data must be deleted or rectified without delay; Not be kept for longer than is necessary for the purposes for which it is processed; and Be processed securely. We are accountable for these principles and must be able to show that we are compliant.

Top Job Recruitment is a ‘data controller’ for the purposes of your personal data. This means that we determine the



Agency Worker Handbook – Data Protection Policy How we define personal data ‘Personal data’ means information which relates to a living person who can be identified from that data (a ‘data subject’) on its own, or when taken together with other information which is likely to come into our possession. It includes any expression of opinion about the person and an indication of the intentions of us or others, in respect of that person. It does not include anonymised data. This policy applies to all personal data whether it is stored electronically, on paper or on other materials. This personal data might be provided to us by you, or someone else (such as a former employer, your doctor, or a credit reference agency), or it could be created by us. It could be provided or created during the recruitment process or during the course of the contract of employment (or services) or after its termination. It could be created by your manager or other colleagues. We will collect and use the following types of personal data about you: Recruitment information such as your application form and CV, references, qualifications and membership of any professional bodies and details of any pre-employment assessments;

How we define special categories of personal data Your contact details and date of birth;

Training records;

The contact details for your emergency contacts;

Electronic information in relation to your use of IT systems/swipe cards/ telephone systems;

Your gender; Your marital status and family details; Information about your contract of employment (or services) including start and end dates of employment, role and location, working hours, details of promotion, salary (including details of previous remuneration), pension, benefits and holiday entitlement; Your bank details and information in relation to your tax status including your national insurance number; Your identification documents including passport and driving licence and information in relation to your immigration status and right to work for us;

Your images (whether captured on CCTV, by photograph or video); and Any other category of personal data which we may notify you of from time to time.

‘Special categories of personal data’ are types of personal data consisting of information as to: Your racial or ethnic origin; Your political opinions; Your religious or philosophical beliefs; Your trade union membership; Your genetic or biometric data; Your health; Your sex life and sexual orientation; and Any criminal convictions and offences. We may hold and use any of these special categories of your personal data in accordance with the law.

Information relating to disciplinary or grievance investigations and proceedings involving you (whether or not you were the main subject of those proceedings); Information relating to your performance and behaviour at work;



Agency Worker Handbook – Data Protection Policy How we define processing

How will we process your personal data?

‘Processing’ means any operation which is performed on personal data such as:

Top Job Recruitment will process your personal data (including special categories of personal data) in accordance with our obligations under the 2018 Act.

Collection, recording, organisation, structuring or storage; Adaption or alteration; Retrieval, consultation or use; Disclosure by transmission, dissemination or otherwise making available; Alignment or combination; and Restriction, destruction or erasure. This includes processing personal data which forms part of a filing system and any automated processing.

We will use your personal data for: Performing the contract of employment (or services) between us; Complying with any legal obligation; or

out certain parts of the contract between us. For example, if you do not provide us with your bank account details we may not be able to pay you. It might also stop us from complying with certain legal obligations and duties which we have such as to pay the right amount of tax to HMRC or to make reasonable adjustments in relation to any disability you may suffer from.

If it is necessary for our legitimate interests (or for the legitimate interests of someone else). However, we can only do this if your interests and rights do not override ours (or theirs). You have the right to challenge our legitimate interests and request that we stop this processing. See details of your rights below. We can process your personal data for these purposes without your knowledge or consent. We will not use your personal data for an unrelated purpose without telling you about it and the legal basis that we intend to rely on for processing it. If you choose not to provide us with certain personal data you should be aware that we may not be able to carry



Agency Worker Handbook – Data Protection Policy Examples of when we might process your personal data We have to process your personal data in various situations during your recruitment, employment (or engagement) and even following the termination of your employment (or engagement). For example (and see below for the meaning of the asterisks): To decide whether to engage you; To decide how much to pay you, and the other terms of your contract with us; To check you have the legal right to work for us; To carry out the contract between us including where relevant, its termination; Training you and reviewing your performance*; To decide whether to promote you; To decide whether and how to manage your performance, absence or conduct*; To carry out a disciplinary or grievance investigation or procedure in relation to you or someone else; To determine whether we need to make reasonable adjustments to your workplace or role because of your disability*;

To monitor diversity and equal opportunities*;

The prevention and detection of fraud or other criminal offences;

To monitor and protect the security (including network security) of Top Job Recruitment, of you, our other staff, customers and others;

To defend Top Job Recruitment in respect of any investigation or litigation and to comply with any court or tribunal orders for disclosure*; and

To monitor and protect the health and safety of you, our other staff, customers and third parties*;

For any other reason which we may notify you of from time to time.

To pay you and provide pension and other benefits in accordance with the contract between us*; Paying tax and national insurance; To provide a reference upon request from another employer; To pay trade union subscriptions*; Monitoring compliance by you, us and others with our policies and our contractual obligations*; To comply with employment law, immigration law, health and safety law, tax law and other laws which affect us*; To answer questions from insurers in respect of any insurance policies which relate to you*; Running our business and planning for the future;

We will only process special categories of your personal data (see above) in certain situations in accordance with the law. For example, we can do so if we have your explicit consent. If we asked for your consent to process a special category of personal data then we would explain the reasons for our request. You do not need to consent and may withdraw consent later, if you choose, by contacting Marc Smith. We do not need your consent to process special categories of your personal data when we are processing it for the following purposes, which we may do: Where it is necessary for carrying out rights and obligations under employment law; Where it is necessary to protect your vital interests or those of another person where you/they are physically or legally incapable of giving consent;

Where you have made the data public; Where processing is necessary for the establishment, exercise or defence of legal claims; and Where processing is necessary for the purposes of occupational medicine or for the assessment of your working capacity. We might process special categories of your personal data for the purposes detailed above which have an asterisk beside them. In particular, we will use information in relation to: your race, ethnic origin, religion, sexual orientation or gender to monitor equal opportunities; your sickness absence, health and medical conditions to monitor your absence, assess your fitness for work, to pay you benefits, to comply with our legal obligations under employment law including to make reasonable adjustments and to look after your health and safety; and your trade union membership to pay any subscriptions and to comply with our legal obligations in respect of trade union members. We do not take automated decisions about you using your personal data or use profiling in relation to you.



Agency Worker Handbook – Data Protection Policy Sharing your personal data

How should you process personal data for Top Job Recruitment?

Sometimes we might share your personal data with group companies or our contractors and agents to carry out our obligations under our contract with you or for our legitimate interests.

Everyone who works for, or on behalf of, Top Job Recruitment has some responsibility for ensuring data is collected, stored and handled appropriately, in line with this policy.

We require those companies to keep your personal data confidential and secure and to protect it in accordance with the law and our policies. They are only permitted to process your data for the lawful purpose for which it has been shared and in accordance with our instructions.

Marc Smith is responsible for reviewing this policy and updating the Directors on Top Job Recruitment’s data protection responsibilities and any risks in relation to the processing of data. You should direct any questions in relation to this policy or data protection to this person.

Payroll company Pension company Online HR system Online CRM system Customers Online job boards Emails Online banking Online accounts We do not send your personal data outside the European Economic Area. If this changes you will be notified of this and the protections which are in place to protect the security of your data will be explained.

You should only access personal data covered by this policy if you need it for the work you do for, or on behalf of Top Job Recruitment and only if you are authorised to do so. You should only use the data for the specified lawful purpose for which it was obtained. You should not share personal data informally. You should keep personal data secure and not share it with unauthorised people. You should regularly review and update personal data that you have to deal with for work. This includes telling us if your own contact details change.

You should not make unnecessary copies of personal data and should keep and dispose of any copies securely. You should use strong passwords. You should lock your computer screens when not at your desk. Consider anonymising data or using separate keys/codes so that the data subject cannot be identified. Do not save personal data to your own personal computers or other devices. Personal data should never be transferred outside the European Economic Area except in compliance with the law and authorisation of Marc Smith.

You should ask for help from Marc Smith if you are unsure about data protection or if you notice any areas of data protection or security we can improve upon. Any deliberate or negligent breach of this policy by you may result in disciplinary action being taken against you in accordance with our disciplinary procedure and/or your assignment termination. It is a criminal offence to conceal or destroy personal data which is part of a subject access request (see below). This conduct would also amount to gross misconduct under our disciplinary procedure, which could result in your dismissal and/or assignment termination.

You should lock drawers and filing cabinets. Do not leave paper with personal data lying about. You should not take personal data away from the Client or Company’s premises without authorisation from your line manager or Marc Smith. Personal data should be shredded and disposed of securely when you have finished with it.



Agency Worker Handbook – Data Protection Policy How to deal with data breaches

Subject access requests

We have robust measures in place to minimise and prevent data breaches from taking place. Should a breach of personal data occur (whether in respect of you or someone else) then we must take notes and keep evidence of that breach. If the breach is likely to result in a risk to the rights and freedoms of individuals then we must also notify the Information Commissioner’s Office within 72 hours.

Data subjects can make a ‘subject access request’ (‘SAR’) to find out the information we hold about them. This request must be made in writing. If you receive such a request you should forward it immediately to Marc Smith who will coordinate a response.

If you are aware of a data breach you must contact gdpr@topjobrecruitment.com and Marc Smith immediately and keep any evidence you have in relation to the breach.

If you would like to make a SAR in relation to your own personal data you should make this in writing to Marc Smith. We must respond within one month unless the request is complex or numerous in which case the period in which we must respond can be extended by a further two months. There is no fee for making a SAR. However, if your request is manifestly unfounded or excessive we may charge a reasonable administrative fee or refuse to respond to your request. Your data subject rights You have the right to information about what personal data we process, how and on what basis as set out in this policy. You have the right to access your own personal data by way of a subject access request (see above). You can correct any inaccuracies in your personal data. To do so you

should contact the Director Marc Smith. You have the right to request that we erase your personal data where we were not entitled under the law to process it or it is no longer necessary to process it for the purpose it was collected. To do so you should contact the Director Marc Smith. While you are requesting that your personal data is corrected or erased or are contesting the lawfulness of our processing, you can apply for its use to be restricted while the application is made. To do so you should contact the Director Marc Smith. You have the right to object to data processing where we are relying on a legitimate interest to do so and you think that your rights and interests outweigh our own and you wish us to stop. You have the right to object if we process your personal data for the purposes of direct marketing. You have the right to receive a copy of your personal data and to transfer your personal data to another data controller. We will not charge for this and will in most cases aim to do this within one month.

With some exceptions, you have the right not to be subjected to automated decision making. You have the right to be notified of a data security breach concerning your personal data. In most situations we will not rely on your consent as a lawful ground to process your data. If we do however request your consent to the processing of your personal data for a specific purpose, you have the right not to consent or to withdraw your consent later. To withdraw your consent, you should contact the Director Marc Smith. You have the right to complain to the Information Commissioner. You can do this by contacting the Information Commissioner’s Office directly. Full contact details, including a helpline number, can be found on the Information Commissioner’s Office website (www.ico.org.uk). This website has further information on your rights and our obligations.



Agency Worker Handbook – Absence Requesting time off

Reporting absences

If you need time off for any reason, you should request this as far in advance as possible and as a rule no later than 2 hours prior to the start of your shift. If, for whatever reason, you are unexpectedly unable to come into work or are delayed the following rules apply:

If you are absent from work due to sickness or injury the following rules apply:

You must notify Top Job Recruitment prior to the commencement of your assignment or within 1 hour of the start of your shift, to explain your absence or delay. If you are unable to contact Top Job Recruitment you must contact the client in the first instance. You must inform Top Job Recruitment every day that you are unable to work. All absences (with exception of paid antenatal appointments) are unpaid. Top Job Recruitment reserves the right to deduct an appropriate amount from your salary

You must notify Top Job Recruitment by telephone to give details of your absence prior to the commencement of your assignment, or as soon as possible, on the first day of your absence. You must state the reason for absence and the date on which you expect to return. In normal circumstances you are expected to call in yourself rather than get a friend or relative to do so.

Unauthorised absence After seven days of continuous absence a Statement of Fitness for Work must be sent as soon as possible to Top Job Recruitment. Further certificates will be required to cover the total period of absence. It is your responsibility to keep Top Job Recruitment informed about your progress and your likely date of return. Failure to supply the necessary certificates may result in the termination of your assignment and the suspension of SSP

Unauthorised absence, or failure to follow the correct absence reporting procedure may result in the termination of your assignment.

A self-certification certificate must be completed by you and returned to Top Job Recruitment on the day of your return to work to cover all periods of absence up to and including seven calendar days.

Repeated or prolonged absences of any kind may result in termination of your assignment.



Agency Worker Handbook – Absence Statutory sick pay You will be entitled to receive statutory sick pay (SSP) if: You are on an assignment when you become sick. Your average weekly earnings are at or above the Lower Earnings Limit (set by the Government). If your average weekly earnings are less than the Lower Earnings Limit, you will not be entitled to SSP and no payment will be made.

It is possible that during a period of sickness, a client will request a replacement worker. If this is the case, you will be informed that your assignment has ended. In these situations, you are no longer eligible to receive SSP as you are no longer on an assignment. If you are ineligible for SSP for any reason, you will be issued with a SSP1 Form, which may enable you to obtain SSP from an alternative source.

Medicals

Pregnancy

Top Job Recruitment reserves the right to require workers to have a medical examination by an occupational Health Specialist or Independent Medical Adviser, with any report made by the doctor supplied to the Company. If it is necessary to seek information from your own doctor or specialist, this will be done in accordance with the Access to Medical Reports Act.

If you become pregnant during your time working for us, please notify the Company in confidence in order that we can undertake a maternity risk assessment and provide you with information regarding your rights and your entitlement in relation to Statutory Maternity Leave and Statutory Maternity Pay. Please see our Maternity Section of the Handbook.

You are absent from work due to sickness for more than three days (the first three days of sickness absence are known as ‘waiting days’ and no SSP is paid for these first three days). You provide Top Job Recruitment with the following documentation: A self-certification form, if your absence lasts seven calendar days or less and / or; A ‘fit note’, which you must obtain from your doctor, if your absence lasts eight calendar days or more. A qualifying day for the purpose of SSP is a day falling within Monday to Sunday (inclusive).



Agency Worker Handbook – Holidays Holiday entitlement The Top Job Recruitment holiday year runs from 1st January to 31st December.

You are responsible for ensuring that paid annual leave is requested and taken.

You will begin accruing annual leave from the first day of your assignment.

Prior to requesting a holiday, you will need to check that you have accrued sufficient holiday entitlement.

Entitlement to payment for leave under this policy accrues in proportion to the amount of time worked by you on Assignment during the Leave Year. The amount of payment you receive will be calculated in accordance with the number of hours that you have worked on Assignment. The amount you will be paid for the annual leave is calculated by multiplying the entitlement, by the average number of hours worked and pay accrued over the past 12 weeks (or actual number of weeks worked if less than 12). All accrued annual leave must be taken during the holiday year in which it accrued and none may be carried forward to the following year. Any annual leave which has been accrued and not taken will be lost.

You may also be required to take holiday at certain times of the year e.g. during a company shutdown. Where your contracted is terminated you shall be entitled to a payment in lieu of any untaken leave at the date of termination.

Bank holidays

Taking leave

Except where detailed in your Assignment Details form, where a bank holiday or other public holiday falls during an Assignment and you do not work on that day, then subject to having accrued entitlement to payment for leave that day shall count as part of your paid annual leave entitlement.

If you wish to take paid leave during the course of an Assignment you should notify Top Job Recruitment of the dates of the intended leave, giving notice of at least two weeks prior to the leave date.

Qualifying period Under the Agency Workers Regulations, on completion of the Qualifying Period you may be entitled to paid and/or unpaid annual leave in addition to the Agency Worker’s entitlement. If this is the case, any such entitlement will be as set out in the Assignment Details Form.

For Agency Workers on assignment at Albea, you must give a minimum of four weeks notice of request to take leave, noting that no more than two agency workers can be absent from a shift at any one time and that will be taken into account when granting leave. Leave will be granted therefore on a first come first served basis in this situation. In certain circumstances we may require you to take paid annual leave at specific times or notify you of periods when paid annual leave cannot be taken. Where you have given notice of a request to take paid annual leave in accordance with this clause, Top Job Recruitment may require you to postpone or reduce the amount of leave that you wish to take. If this happens Top Job Recruitment will inform you in writing giving at least the same length of notice as the period of leave that it wishes to postpone or reduce it by.



Agency Worker Handbook – Health & Safety Policy

Purpose

Obligations

Top Job Recruitment and its clients take your health and safety very seriously and we expect you to do so too. This handbook outlines some general rules, which we expect you to adhere to at all times during an assignment. It is likely that there will be additional client specific rules and regulations, and these will be explained to you by Top Job Recruitment and the client where you are working. This may take the form of a client specific induction. Failure to adhere to any health and safety procedures, rules and regulations will almost certainly result in the termination of your assignment.

In order to help you remain healthy and safe during an assignment, Top Job Recruitment will ensure that: The client has an appropriate written Health and Safety Policy. The client has appropriate employment insurance to cover agency workers. The client has carried out appropriate risk assessments in relation to the work you are required to carry out. Copies of the client risk assessments are obtained and reviewed. You are notified of any risks associated with the work to be carried out. You are advised of any personal protective equipment required.

General rules At the beginning of each assignment you must familiarise yourself with, and conform to, the Client’s Health and Safety Procedure, undergoing training where necessary. At all times, you must comply with all instructions given by the Client’s Safety Officer and others with a responsibility for Health and Safety. You must obey the Client’s safety rules at all times and take reasonable care for your own safety, and that of your colleagues. You must not take any action, where you work, which might endanger the Health and Safety of yourself or any other person. Where required by legislation, or by the Client, you will be supplied with and must wear / use appropriate safety clothing or equipment. All damage, unsafe practices and unsafe workplaces must be reported, without delay, to both the Client Representative and to Top Job Recruitment, whether people are injured or not.

You must bring to the Company’s attention any health condition that you believe may have been caused or aggravated by a work activity. You must report any health condition that you have, or that you develop, (whether or not it is work-related) that may put you at particular risk from a work activity. You should be aware of the dangers, which may arise from excessive working hours, and the importance of adequate rest breaks. You must bring to the attention of Top Job Recruitment any requests to work excessive hours or if inadequate rest breaks are provided. You must always ensure you are aware who your first aiders and fire wardens are during your assignment. Any failure to comply with any aspect of Top Job Recruitment or the Client’s health and safety procedures, rules or duties or any improper interference with any health and safety equipment will be regarded as misconduct or gross misconduct and may result in termination of your assignment.



Agency Worker Handbook – Health & Safety Policy General rules At the beginning of each assignment you must familiarise yourself with, and conform to, the Client’s Health and Safety Procedure, undergoing training where necessary. At all times, you must comply with all instructions given by the Client’s Safety Officer and others with a responsibility for Health and Safety. You must obey the Client’s safety rules at all times and take reasonable care for your own safety, and that of your colleagues. You must not take any action, where you work, which might endanger the Health and Safety of yourself or any other person. Where required by legislation, or by the Client, you will be supplied with and must wear / use appropriate safety clothing or equipment. All damage, unsafe practices and unsafe workplaces must be reported, without delay, to both the Client Representative and to Top Job Recruitment, whether people are injured or not.

First aid/accidents You must bring to the Company’s attention any health condition that you believe may have been caused or aggravated by a work activity. You must report any health condition that you have, or that you develop, (whether or not it is work-related) that may put you at particular risk from a work activity. You should be aware of the dangers, which may arise from excessive working hours, and the importance of adequate rest breaks. You must bring to the attention of Top Job Recruitment any requests to work excessive hours or if inadequate rest breaks are provided. You must always ensure you are aware who your first aiders and fire wardens are during your assignment. Any failure to comply with any aspect of Top Job Recruitment or the Client’s health and safety procedures, rules or duties or any improper interference with any health and safety equipment will be regarded as misconduct or gross misconduct and may result in termination of your assignment.

ll accidents, no matter how small, must A be reported to the Client’s designated health and safety representative and to Top Job Recruitment. All accidents and dangerous occurrences must be reported and recorded in the Client’s accident book. If you have an accident ensure that you receive first aid treatment immediately.

Fire You must ensure that you are fully conversant with and comply with the fire and other emergency procedures and take part in all drills as organised/notified by Top Job Recruitment and/or the Client. You must ensure that you do not render any fire escape or fire escape routes at the site unavailable for emergency use, not cause any obstruction at any time to any staircases, passages, walkways, entrances and exits or any other part of the site. If you require further guidance you should contact Top Job Recruitment or the Client to whom you are assigned on any particular Assignment. At the commencement of each Assignment you should make sure that you know: How to raise the fire alarm; The fire evacuation procedure; The location of fire extinguishers and how to use them; The whereabouts of all fire exits; The fire representative for your area of work (if appropriate).



Agency Worker Handbook – Computer, Internet, Email, Telephone & Social Media Policy Purpose You have a duty to ensure that you are aware of any policy that the Client has in place regarding computer usage and use of email, the Internet, mobile and work phones and to comply with any such policy at all times. In the event that the client does not have such a policy in place the following policy will apply and you are required to comply with it. You must not: Introduce or knowingly or recklessly transmit or distribute any bug, virus or other infection via Client equipment; Corrupt any data held within the Equipment; Tamper with or damage or do any act or thing which may in any way affect the output or performance of the Equipment; Use the Equipment to send, receive, distribute or store any material that is (in the view of Top Job Recruitment or the Client) offensive, abusive, indecent, obscene, sexually explicit, pornographic or menacing;

Equipment Disclose to any other person any confidential information which may be stored on the Equipment or disclose any password protections to or allow access to your computer by any other person; Use the Equipment for playing games or any other purpose other than legitimate work of the Client (other than reasonable personal use of e-mail and Internet access as set out below); Use any software/disks, etc. on the Equipment other than those owned or leased by the Client which have been purchased new from recognised and reputable suppliers, backed by a confirmation that they are free from viruses or other infections and with a guarantee/indemnity in respect of such confirmation; Forget to switch your computer off at the end of the day or if you leave your seat for a prolonged period; and Upload, download, transmit or possess any material with illegal or unacceptable (in the view of Top Job Recruitment or the Client) content or content of a pornographic or sexually explicit nature;

Transmit defamatory, obscene, offensive, racially or sexually harassing, indecent or abusive messages, or any messages that may be construed as such; “Spam”, or send e-mail messages to multiple recipients; Send or participate in chain letters or the spreading of gossip; Use the systems or Equipment for personal gain.

The Client’s computer equipment and systems (hardware and software) (“the Equipment”) are a vital part of their business and must only be accessed and operated specifically by those appointed and authorised to do so. Unauthorised use of the Equipment (which means use by any person other than those specifically authorised), failure to comply with the policy, or in any way tampering with the Equipment will be regarded as gross misconduct and will render the offender liable to termination of assignment and possible criminal prosecution under the Computer Misuse Act 1990, even if no damage results. Unauthorised bypass or any attempt to circumvent any security system is prohibited and is a dismissible offence. It is your responsibility to check with the Client that accessing the Internet or sending e-mail is allowed for reasonable personal use when using the Client provided access accounts or the Equipment. The Client’s computer networks and the messages and information stored in or exchanged through them are the property of the Client.



Agency Worker Handbook – Computer, Internet, Email, Telephone & Social Media Policy Personal telephone calls including mobile phones

E-mail and internet use for work purpose

All Client telephones are for business use only. When personal calls are necessary, please ask permission first from the Client.

You may be required by the Client to use e-mail and the Internet regularly for work purposes. This is clearly acceptable when it is fulfilling work duties. However, it is important that you use e-mail and the Internet appropriately. In particular:

Mobile phones should not be used for personal activities during working hours – other than for work related calls or during breaks/lunchtime. Personal mobile phones must be kept on silent during the day other than in exceptional circumstances.

No obscene or offensive language should ever be used in e-mails; E-mails of a discriminatory, derogatory or defamatory nature must never be sent; E-mail must never be used as a form of communication which could cause harassment or be abusive to someone; E-mails should not be copied to people inappropriately; If you receive an offensive e-mail this should be reported to the Client immediately on receipt. It should not be passed/forwarded on to other staff members; Internet sites should only be accessed if they are appropriate to the work that is being carried out; E-mail content and language should remain consistent with the organisation’s best practice; E-mail messages should be remain concise and appropriate.

E-mail use for personal purposes If you do use email inappropriately including some of the examples above, your assignment may be terminated. The client organisation reserves the right to access your work e-mail account at any point. This is necessary to ensure that any business issues are addressed in a timely manner.

Internet sites that cannot be accessed Under NO circumstances can any pornographic or gambling related Internet sites be accessed during working hours or at any time using a computer belonging to the organisation. In addition, social networking sites other than specifically related to a work matter should not be accessed using a computer belonging to the organisation during working hours (with the exception of official breaks) Any other Internet sites that contain offensive, obscene or otherwise unacceptable material must not be accessed using a computer belonging to the organisation, or during working hours.

You should not use the Client work e-mail accounts to send personal e-mails. Workers may only use their work e-mail address for work purposes. They are not to send personal e-mails using this address.

Downloading of material Viruses and similar problems can bring an entire computer network to a standstill. It is important, therefore, to help protect the Client system you must not download any documents on to a computer belonging to the Client without being confident that it comes from a legitimate source. No software can be downloaded onto a computer belonging to the Client without the express agreement of the Client. If you produce, collect and/or process business-related information in the course of your work, the information remains the property of the Client. This includes such information stored on third-party websites such as web mail service providers and social networking sites, such as Facebook, LinkedIn or similar.



Agency Worker Handbook – Computer, Internet, Email, Telephone & Social Media Policy Social media On-line blogs and posting of comments online relating to the client, related companies, its clients, customers, staff or Top Job Recruitment and its clients, staff, other workers and related companies: You must not contribute to on-line blogs during working hours, or using a computer belonging to the organisation, unless authorised so to do by the Client. You must not contribute to any social media site or blog, which criticises the Client or Top Job Recruitment, or otherwise brings either organisation into disrepute, at any time (this includes during personal time). If you are dissatisfied with some aspect of your employment this should be addressed using the grievance procedure enclosed. You must not reveal any confidential information about the Client or Top Job Recruitment in personal online postings, uploads or transmissions - including financial information and information relating to clients, business plans, policies and/or internal discussions

Using any social media site to criticise or damage the reputation of the Client or Top Job Recruitment may result in disciplinary action. The best advice is not to post anything related to your job, assignment, client, agency or colleagues on social media at anytime.

Passwords

Where required by the Client you must password protect access to the Client’s computers. You must not put in place any process which bypasses the requirement for a password. Passwords must not be stored close to the computer.

Copyright rules apply to articles on the Internet. Hence, care should be taken when using Internet information. If there is any doubt whether material can be used you should ask the Client for specific advice.

You must ensure that the Client has a record of your most recent password. This is important to allow your e-mail account to be accessed, if required, during your absence or after your assignment.

The law of copyright protects computer programs on the IT facilities. You must comply with all legal obligations concerning copyright, and must not copy any software or other data without the prior authorisation from the copyright owner.

Passwords must not be disclosed to any other person.

Monitoring The Client reserves the right to monitor the e-mail and Internet use on any computer that belongs to the Client.

Action to be taken in the case of inappropriate use If you are found to have used equipment, e-mail, telephone, mobile phones or the internet in an inappropriate manner or to have had unauthorised access or interfered with any of the Client’s IT facilities it may result in termination of your assignment.



Agency Worker Handbook – Grievance Procedure Complaints & grievances

Informal stage

Formal stages

We want you to let us know if you have work related problems, and especially if they are affecting your work. Please contact us first rather than complaining to our client.

If you have a grievance about your assignment you should raise it informally with Top Job Recruitment.

STAGE 1

We recognise that you are entitled to raise a formal Grievance and the procedure for doing so is described below. In the first instance, contact Top Job Recruitment. If this does not resolve your problem or you feel that you cannot speak to the branch personnel, then contact in writing Liz Mullenger

They will give you a response within ten working days. See below for exceptions to this procedure.

If you feel that the matter has not been resolved satisfactorily through informal discussions you must put your grievance in writing to Top Job Recruitment outlining the nature of your grievance and the outcome you are looking for. You will receive a reply within five working days and a meeting will be arranged. Prior to the meeting the organisation may carry out such reasonable investigation as necessary so that it can properly deal with your grievance. You, any relevant witnesses and the manager will attend the meeting. You may choose to be accompanied by a colleague, lay or trade union official. The manager will give a response within five working days of the meeting and will inform you of the appeals procedure.

Investigations Top Job Recruitment is committed to ensuring that all grievances are investigated fully. This may involve carrying out interviews with the workers concerned and third parties such as witnesses, colleagues and managers, as well as analysing written records and information. The investigation report will be made available to all the parties concerned. The identity of witnesses will be kept confidential where necessary.

STAGE 2 If you are not satisfied with the response, you may raise the matter, in writing, with a relevant senior manager or Director. A meeting will be arranged, constituted as in Stage 1, except that the senior manager will replace the manager. The senior manager will give a response within five working days of the meeting. This decision will be final.



Agency Worker Handbook – Harassment & Bullying

Overview It is in everyone’s interest for the work environment to be harmonious and respectful. This policy aims to ensure that if inappropriate behaviour does occur in the Client or Top Job Recruitment workplace it is dealt with in a serious, sensitive and confidential manner so that the matter can be resolved as quickly as possible for all concerned. Top Job Recruitment is committed to tackling incidents of inappropriate behaviour swiftly and decisively. A strong stand is needed on this issue to enable people of all backgrounds to have dignity at work, and enable them to progress at work.

Identifying harassment What one individual might think of as harmless could be felt to be harassment by another. The question of whether or not behaviour constitutes harassment rests with the person on the receiving end of the behaviour. Care should be taken when interacting with others to distinguish between behaviour that is viewed as welcome and behaviour that is unwanted and potentially offensive to another person. For example, someone tells a joke that they think is funny. Although it was just a bit of fun and the person did not intend to upset anyone, a colleague finds it offensive. This individual may have a valid claim that they have been harassed. A single incident can constitute harassment, if it is sufficiently serious. Alternatively, a series of relatively minor incidents or actions can be collectively viewed as harassment, in particular if the behaviour persists after the individual has expressed an objection to it or asked for it to stop. Harassment at work is unlawful under the Equality Act 2010. Top Job Recruitment maintain that no harassment of any kind should take place and all workers have a responsibility to ensure at all times that their own

behaviour does not offend others. It is important to remember that harassment: Depends on the view of the individual on the receiving end of another person’s behaviour Does not depend on the severity of the behaviour – a joke or a throwaway comment could be perceived as harassment by anyone who hears it Can include behaviour that you hear or see, even if it is not directed at you and has nothing to do with you. People can be subjected to harassment on a wide variety of grounds. Some examples are: Sex-based (purely because of gender) or sexual (sexual in nature) Sexual orientation Trans-sexualism (gender reassignment) Being married or a civil partner Race, nationality, ethnic origin, national origin or skin colour Disability itself or a reason relating to it

Employment status, e.g. part-time, fixed-term Membership or non-membership of a trade union Carrying out health and safety duties Religion or religious beliefs or lack of either Deeply held personal beliefs or lack of them Political beliefs Criminal record Health, e.g. aids/HIV sufferers Physical characteristics Social class Willingness to challenge harassment – being ridiculed or victimised for raising a complaint. Examples of harassment include: Verbal – crude language, open hostility, offensive jokes, suggestive remarks, innuendoes, rude or vulgar comments, malicious gossip and offensive songs.

Age



Agency Worker Handbook – Harassment & Bullying Identifying harassment continued... continue next page… Non-verbal – wolf-whistles, obscene gestures, sexually suggestive posters/calendars, pornographic material (both paper-based and generated on a computer, including offensive screen-savers), graffiti, offensive letters, offensive emails, text messages on mobile phones and offensive objects. Physical – unnecessary touching, patting, pinching or brushing against another individual’s body, intimidating behaviour, assault and physical coercion. Coercion – pressure for sexual favours (e.g. to get a job or be promoted) and pressure to participate in political, religious or trade union groups, etc. Isolation or non-cooperation and exclusion from social activities. Intrusion – following, pestering, spying, etc.

Preventing harassment & bullying

Bullying ullying is regarded as any behaviour, B occasional or persistent, by anyone, that intimidates or oppresses another person, possibly through misuse of authority or power. It invariably has a negative effect on the victim’s self-confidence, selfesteem and general well-being. It can be subtle in nature and is intended to hurt. It can take place with your work colleagues in public or in private, at work or socially. Examples of bullying may include: The obvious: Shouting or swearing at people in public and private Persistent criticism Ignoring or deliberately excluding people Persecution through threats and instilling fear Spreading malicious rumours Constantly undervaluing effort Dispensing disciplinary action that is totally unjustified Spontaneous rages, often over trivial matters.

The less obvious: Withholding information or supplying incorrect information

We all have a responsibility to discourage harassment and prevent it from taking place by: Being aware of the problems that harassment can cause, and ensuring that our behaviour does not cause others to feel harassed

Deliberately sabotaging or impeding work performance Constantly changing targets Setting individuals up to fail by imposing impossible deadlines

Making our colleagues aware that if certain conduct or behaviour is causing concern or offence to ourselves or to others.

Levelling unfair criticism about performance the night before a worker goes on holiday Removing areas of responsibility and imposing menial tasks Blocking applications for holiday, promotion or training.

Dealing with harassment & bullying We will deal with all complaints of Harassment and Bullying promptly, fairly, sensitively and in confidence. Most people who complain that they are being harassed simply want the behaviour to stop. Where appropriate, they can be encouraged to take charge of the situation themselves by informing the harasser that his or her behaviour is unacceptable and that it must stop.

If you feel that you are unable to deal with a particular situation without support, you should seek advice from your Supervisor at your Client workplace or at Top Job Recruitment to explain to the person causing offence that their behaviour is unwelcome and must stop.



Agency Worker Handbook – Equality & Diversity

Overview The success of a business depends on people. Capitalising on what is unique about individuals and drawing on their different perspectives and experiences adds value to the way businesses run. This policy covers all aspects of how you are treated by Top Job Recruitment and everybody who we work with. Matters it covers include (but are not restricted to) the following: Pay and conditions of employment; Training and continuing professional development; Recruitment processes; Procedures for addressing grievances and disciplinary matters; Providing references; How visitors are treated; How clients and suppliers are treated; and How any other business contacts and associates are treated. You should read this policy in conjunction with our Harassment and Bullying Policy, and our Grievance Policy.

Our equal opportunities commitment & aims

How the law defines discrimination

Top Job Recruitment using fair and objective employment practices, aims to ensure that:

The following list gives you a general description of the types of acts that may both breach this policy and be unlawful. Sometimes actions can be intentional, and sometimes unintentional. We include examples of both types in this list:

All agency workers, employees and potential employees and workers are treated fairly and with respect at all stages of their employment All workers have the right to be free from harassment and bullying of any description, or any other form of unwanted behaviour, whether based on sex, trans-gender status, marital status, civil partnership status, pregnancy, race, disability, age, political or religious belief or sexuality All workers have an equal chance to contribute and to achieve their potential, irrespective of any defining feature that may give rise to unfair discrimination.

Direct Discrimination: this is when somebody is treated less favourably because of a protected characteristic than somebody else has been, or would have been, in identical circumstances. Examples: rejecting a job applicant because of their race, or refusing to promote someone because they are pregnant. Indirect Discrimination: this is when a group of people with one of the protected characteristics (subject to a couple of exceptions) is put at a disadvantage by a provision, criterion or practice applied to all staff unless the treatment is justified for a good business reason. Examples: refusing a request to work part-time without a good business reason (which indirectly discriminates against parents, who are more likely to have childcare responsibilities); insisting all staff work Saturdays without a good business reasons (which indirectly discriminates against Jewish workers, who may not be able to work on the Jewish Sabbath)

Harassment: this is when a hostile, humiliating, degrading, intimidating or similarly offensive environment is created in relation to a protected characteristic. We also consider it harassment for a worker to be subjected to uninvited conduct related to a protected characteristic that — as an intended or unintended consequence — violates their dignity. Examples: name calling, lewd comments, excluding colleagues, making insensitive jokes, and displaying pornographic material are all examples of harassment. We deal in detail with harassment under our separate policy on harassment and bullying; and Victimisation: in a legal context, ‘victimisation’ has a much more restricted meaning than in real life. It occurs when a worker has complained about harassment or discrimination, or supported a colleague in their complaint, and is then treated less favourably as a result. Examples: a worker who is ‘sent to Coventry’ because they spoke up on behalf of one of their colleagues in a harassment investigation, or a worker who is dismissed under a pretext because they, themselves, have complained of discrimination. continue next page…



Agency Worker Handbook – Equality & Diversity How the law defines discrimination continued... The ‘protected characteristics’ are: Age; Race (which includes colour and ethnic/national origin); Disability; Religion or belief; Sex; Gender reassignment; Pregnancy or maternity; Sexual orientation; and Marital or civil partnership status. There are other actions which can be unlawful under the equal opportunities legislation. Examples include: Failure to make reasonable adjustments to minimise certain disadvantages suffered by a disabled worker (or job applicant); Instructing another person (or applying pressure on them) to discriminate;

How we carry out our responsibilities and duties Knowingly assisting somebody else when they carry out a discriminatory act; Discriminating against somebody believed to have a protected characteristic, whether or not they actually do, or because they associate with a third party who does.

Both management and agency workers are essential for ensuring the success of this policy and each has their own duties and responsibilities. We all have a legal responsibility to comply, and any of us may be found personally liable for unlawful discrimination if we breach the terms of this policy.

We also encourage all staff to take part in promoting equal opportunities across Top Job Recruitment. Please contact Liz Mullenger if you have any ideas about how we could do this better, or you would like to be more involved in achieving this policy’s aims.

Overall responsibility for the effective implementation and operation of the policy lies with management. Everyone working at managerial level is expected to act in full accordance with this policy, lead by example, and attain and maintain appropriate standards of behaviour within the teams they manage. The ethos and standards covered by this policy can only be achieved and maintained if all workers also cooperate fully, and it is important to understand that you also have a legal responsibility to comply. If you breach this policy, you may also make Top Job Recruitment liable for your actions and both of us may have to pay compensation to anyone who claims against us. We accordingly expect you to take personal responsibility for adhering to this policy’s aims and commitments and for drawing any breaches to our attention.



Agency Worker Handbook – Equality & Diversity How we recruit, promote, & make other selections We carry out all recruitment, promotion and other types of selection procedures, such as for redundancy exercises, on the basis of merit, using non-discriminatory and, as far as possible, objective criteria. Advertisements for vacancies must not include wording that may discourage some groups of people from applying, or stereotype in any way, and they must be placed where they can reach as wide and diverse a pool of potential candidates as possible. Nobody applying for employment through Top Job Recruitment must be asked about their health, attendance record, or whether they have a disability before a job offer is made, except in very limited situations. It may, for example, be justifiable to ask whether the applicant needs any disability-related measures put in place for the interview, or to check that they are capable of carrying out a key part of the job. It is acceptable to make some job offers dependent on a medical examination.

How we enforce this policy & handle breaches It is unlawful to ask job applicants anything that might suggest intent to discriminate on the grounds of a protected characteristic. Asking an applicant about their religion for a job entailing weekend working would not, for example, be permissible. Including health or disability questions in equal opportunities monitoring exercises is acceptable, but the data gathered must not be used for selecting someone for a role, or other employment-related decisions.

We investigate any complaint or allegation you raise regarding a potential breach of this policy, and if you believe you have been harassed or discriminated against you should contact Liz Mullenger as soon as possible. If you want to take formal action, you will need to follow our grievance procedure and read our policy on harassment and bullying. You will face disciplinary action if we find you have harassed or discriminated against anyone else in breach of this policy. Sometimes this type of behaviour may amount to gross misconduct, in which case you will be dismissed without notice and with no payment in lieu of notice. Occasionally, people make complaints knowing them not to be true. They might do this to avoid or deflect disciplinary action, for example. We view any complaint made in bad faith as an act of misconduct and this will normally lead to disciplinary action. In some cases, bad faith complaints may lead to summary dismissal for gross misconduct.



Agency Worker Handbook – Maternity Policy Statutory maternity pay

Agency Workers are not eligible for Maternity Leave

Agency workers are eligible for Statutory Maternity Pay (SMP) if they meet the normal qualifying conditions. You do not need to be classed as an employee to get SMP. To qualify for SMP you must: Have been employed by the same agency in each of the 26 weeks ending with the qualifying week (the 15th week before the week your baby is due), and Still work for the agency in all or part of your qualifying week, and Earn at least £116 per week (April 2018-2019) on average in the eight weeks (if paid weekly) or two months (if paid monthly) up to the last payday before the end of the qualifying week. To get SMP you must give Top Job Recruitment the following information in writing at least 28 days before you wish to start your SMP: That you are pregnant, The expected week of childbirth, The date on which you intend to start your maternity pay,

Your MATB1 certificate (you will receive this from your GP or Midwife when you are around 20 weeks pregnant). If you want to change the date you start your maternity leave, you must give Top Job Recruitment notice of the new date at least 28 days before the new date or the old date, whichever is the earliest. If there is a good reason why that is not possible, tell us as soon as you reasonably can. The earliest you can start your SMP is 11 weeks before the expected week of childbirth. You can work right up until the date the baby is born, unless you have a pregnancy-related illness/absence in the last 4 weeks of your pregnancy or your baby is born before you have started your maternity leave.

SMP is paid for 39 weeks. SMP is paid at two rates: for the first six weeks you get 90% of your average pay. The average is calculated from the pay you actually received in the eight weeks or two months up to the last payday before the end of the qualifying week. After that you get a flat rate of £145.18 per week (April 2018-2019) for 33 weeks or 90% of your average earnings if that is less. Top Job Recruitment will pay your SMP in the same way as your salary is paid. We will deduct any tax and National Insurance contributions. If you do not qualify for SMP Top Job Recruitment will give you form SMP1, which explains why you do not qualify for SMP and your MATB1 form. You will need both forms to claim Maternity Allowance.

If you are off sick with a pregnancy-related illness in the last four weeks of pregnancy, your SMP will start on the day after your first day of absence from work. So, if you phone in sick on a Wednesday, your SMP period will start on a Thursday. If you give birth before the start of your maternity leave, your SMP period will start on the day following the actual date of birth.



Agency Worker Handbook – Maternity Policy Maternity allowance (MA)

Time off for antenatal care

Health & safety

You can get MA if you have changed jobs during pregnancy or you do not earn enough to get SMP or you are unemployed or self- employed during pregnancy.

All agency workers have basic health and safety rights from day one of their employment.

To get MA: You need to have worked for at least 26 of the 66 weeks before the expected week of childbirth, and You can find 13 weeks (not necessarily in a row) in which you earned over £30 per week on average. You should choose the weeks in which you earned the most. You can add together earnings from more than one job. You can include employed and self-employed work.

Once you notify the Client and Top Job Recruitment in writing that you are pregnant or that you have given birth in the last 26 weeks or you are breastfeeding, the Client must consider the risks and take reasonable action to remove the risks by altering your working conditions or hours of work. The Client is entitled to ask for medical evidence in the form of a certificate to confirm the pregnancy from your midwife or GP.

Any offer of alternative employment we make will be suitable and appropriate for you and it will not be on less favourable terms and conditions. If you have not completed 12 weeks’ continuous employment with the same Client you are not entitled to be offered suitable alternative work or to be suspended on full pay.

Once you have completed 12 weeks’ continuous employment with the same Client, you are entitled to be offered suitable alternative work if it is not possible to remove the risks to your health and safety. If there is no suitable alternative work you are entitled to be suspended on full pay by Top Job Recruitment for the length of the intended placement. We can offer a suitable alternative placement if one is available.



Agency Worker Handbook – Maternity Policy Statutory paternity pay

Agency workers are not eligible for Paternity Leave

Agency workers are eligible for Statutory Paternity Pay (SPP) if they meet the normal qualifying conditions. You do not need to be classed as an employee to get SPP. To qualify for SPP you must: Have been employed by the same agency in each of the 26 weeks ending with the qualifying week (the 15th week before the week your baby is due), and Still work for the agency in all or part of your qualifying week, and Earn at least £116 per week (April 2018-2019) on average in the eight weeks (if paid weekly) or two months (if paid monthly) up to the last payday before the end of the qualifying week. To receive SPP, you must give Top Job Recruitment notice of the date you want the payment to start at least 28 days before or as soon as reasonably practicable.

Time off for antenatal care To give notice give your employer a signed letter stating that: You want to receive one or two weeks’ SPP You are the baby’s father or the husband/partner of the mother You are responsible for the baby’s upbringing You are taking time off to be with your child or the mother.

You are not entitled to paid time off for antenatal care until you have completed at least 12 weeks continuous employment with the same employer. Once you have completed 12 weeks continuous employment with the same Client you are entitled to take reasonable paid time off to attend antenatal appointments. You will be paid at your normal hourly rate. You may take an unpaid leave of up to 6 hours and 30 minutes to accompany a pregnant woman to two ante-natal appointments. To be eligible to do so, you must be: The baby’s father The woman’s spouse, civil partner or partner (including same-sex partner) in an enduring relationship, or The intended parents in a surrogacy situation who are entitled to and intend to apply for a parental order for that child.



Agency Worker Handbook – Shared Parental Pay

Overview If you are eligible for Maternity or Paternity Pay you may be eligible for Shared Parental Pay. Where your baby is due on or after 5 April 2015, eligible mothers will be able to volunteer to end their maternity pay early to create pay which they can share with the child’s father or their partner as shared parental pay (if the partner/father is eligible). Shared parental pay is paid at the lower of 90% of salary or the flat rate of £145.18 a week (April 2018- 2019 tax year). It is paid in the same way that other statutory payments (such as statutory maternity pay or statutory paternity pay) are paid.

To qualify for shared parental pay

Employment & earnings test

You must:

To be eligible to share the parental pay the other parent must:

Have been employed by the same agency in each of the 26 weeks ending with the qualifying week (the 15th week before the week your baby is due), and Still work for the agency in all or part of your qualifying week, and Earn at least £116 per week (April 2018 - 2019) on average in the eight weeks (if paid weekly) or two months (if paid monthly) up to the last payday before the end of the qualifying week. You must share the main responsibility for the care of the child that the shared parental pay relates to with the other parent (i.e. their partner or the child’s father) at the date of the child’s birth or placement for adoption. The other parent must meet the ‘employment and earnings test’ for you to qualify for shared parental leave.

Qualify for Statutory Paternity Pay, Have worked for at least 26 of the 66 weeks before the expected week of childbirth, and Have earned at least £390 in total in 13 of those 66 weeks. The mother may curtail their pay to create a right to statutory shared parental pay, subject to meeting the qualifying requirements for this, however, a mother cannot curtail her maternity pay without having taken 2 weeks maternity pay after the birth (or 4 weeks if she works in a factory or workshop) and a maximum of 37 weeks statutory shared parental pay can be created. If you wish to participate in shared parental pay please speak to Top Job Recruitment for more information.



Agency Worker Handbook – Whistleblowing Policy How to raise a whistleblowing concern

Overview This policy outlines what you should do if you suspect something happening at work is putting you or others in danger, or is illegal or unethical.

What is whistleblowing? Our aim is to maintain the highest standards of integrity in everything we do. However, all organisations can occasionally be affected by conduct that is dangerous against the law or breaches ethical or professional codes. Should you have any such concerns, we encourage you to report them immediately — this is called ‘whistleblowing’. You can be assured that we will take your concerns seriously, they will be thoroughly investigated, and you can be confident there will be no reprisals. The types of concerns you may want to raise with us by whistleblowing might include: Any activity you suspect is criminal; Any activity you suspect puts health and safety at risk;

Any activity you suspect breaches our policy on bribery and corruption; Any failure to comply with legal or regulatory obligations; Any failure to meet professional requirements; and/or Any attempt to conceal one or more of these activities. Speak to your manager if you are not sure whether something you have become aware of is covered by this policy. Note that if your complaint is about the way people are behaving towards you, then you should refer to our policy on Bullying and Harassment, or to our Grievance Policy, for guidance on how to proceed.

In most cases, you should start by raising your concerns with your manager, either face-to-face or in writing. If you would prefer not to go to your manager, you should write to Marc Smith. You should also do this if your concerns are of a very serious nature. Your letter should say that you are raising your concerns under this policy and then explain what they are. Include all the key facts, dates, and the names of the people involved. You will be invited to a meeting to discuss your concerns, and you are entitled to be accompanied at this and any subsequent meetings by a colleague or trade union representative. If you bring a companion, we ask that you both agree to keep your disclosures confidential before and after the meeting and during any investigation that may follow. After the initial meeting, we will investigate your concerns and we may ask you to attend further meetings. To investigate properly, we may involve specialists with particular knowledge or experience of the issues you have raised.

You will be kept informed about how our investigations are progressing and how long they are likely to take. Sometimes, however, we may be unable to give you details about the investigation (or any action it leads to) as we need to protect confidentiality and comply with legal obligations. We understand this may be frustrating and give you concerns about whether we have actually done anything, and if this happens we will do our best to sit down with you and explain why we are acting in the way we are. Your concerns will be addressed fairly, but we cannot guarantee the outcome of our investigations will be the one you want. If you are not satisfied with how we have conducted the investigations, you can take the matter to one of our directors for further consideration. Most concerns are raised with us in good faith, but occasionally someone makes a false allegation out of malice or because they believe they have something to gain. Anyone found doing this will face action under our Disciplinary Policy and is at risk of being dismissed for gross misconduct.

Any activity you suspect may damage the environment;



Agency Worker Handbook – Whistleblowing Policy Confidentiality & anonymity

How we protect whistleblowers

Taking your concerns outside Top Job Recruitment

There is a significant difference between wanting to keep your concerns confidential and making a disclosure anonymously. We actively discourage anonymous whistleblowing.

If you raise a concern in good faith under this policy, we will support you fully even if we find, through our investigations, that you made a mistake or that there has been no breach of policy, legal obligation etc. However, if you feel you have been treated detrimentally as a result of raising a concern, you must tell us at once. First, inform your manager and, if the matter remains unresolved, you must follow the formal process in our Grievance Policy.

This policy outlines the process for raising, investigating, and resolving wrongdoing within the workplace. It is rarely necessary – or, from our point of view, desirable – for anyone outside Top Job Recruitment to become involved when a whistleblowing allegation is made.

You are always encouraged to raise concerns openly, and if you prefer to do so in confidence, we will do all that we can to ensure your identity remains hidden. We may want to disclose your identity to people involved in the investigation, but will always discuss this with you first. You are protected from reprisals under this policy (see below), but if you are still worried we encourage you to discuss this with us and we will explore how far we can go in keeping your concerns confidential. Concerns raised anonymously are very difficult — and sometimes impossible — to investigate. We can’t properly establish whether your allegations are credible without being able to ask you for more details or for clarification, and this makes it hard to reach an informed decision. This is why we urge you not to report matters anonymously.

All whistleblowers are afforded the same protection, so you must not threaten others who have raised concerns or carry out reprisals against them. You may face disciplinary action that could include dismissal for gross misconduct if we find that you have. You may also face legal action from the whistleblower in these circumstances. You can seek further advice on whistleblowing, protecting confidentiality, and being protected from reprisals from the independent charity Public Concern at Work, which offers a confidential helpline on 020 7404 6609; www.pcaw.org.uk.

In some exceptional circumstances, you may need to go to an external body — an industry regulator, for example — and the independent charity Public Concern at Work can direct you towards the appropriate regulator for the type of issue you want to raise. This policy covers the actions of third parties such as suppliers, service providers and clients, as well as our staff. Should you have concerns about a third party, you are encouraged to raise them with us before approaching anyone else. Your manager will be able to explain how you should proceed.

Alerting the media to a concern — particularly before or during an internal investigation — is almost never justified or appropriate in any situation. We strongly discourage you from doing so and will treat any contact with the press as a serious disciplinary issue justifying dismissal unless exceptional circumstances exist. We would normally expect you to have taken all reasonable steps to deal with the matter internally or with an external regulator, and to take full advice from a lawyer or Public Concern At Work before being justified in approaching the press.



Agency Worker Handbook – Modern Slavery Policy Overview and how we define modern slavery

Preventing slavery & humantrafficking in our business

If you are a worker providing services for us

Slavery, child labour and human trafficking are serious crimes and a violation of fundamental human rights. There are various forms of this ‘Modern Slavery’ which deprive victims of their liberty and usually involves financial exploitation.

Top Job Recruitment makes appropriate checks on all workers, recruitment agencies and suppliers, to know who is working for, or on behalf of us.

You must immediately report any suspicions of Modern Slavery or humantrafficking in our business or supply chains to our ASO. Our ASO will investigate and will advise within a reasonable time, on actions that may require to be taken.

At Top Job Recruitment, we conduct our business fairly, ethically and with respect to fundamental human rights. We are fully committed to the prevention of all forms of slavery, forced labour or servitude, child labour and human-trafficking, both in our business and in our supply chains. We will not tolerate it. You are required to read and comply with this policy if you work for, or on behalf of Top Job Recruitment in any capacity including as an employee, director, officer, worker, consultant, volunteer, supplier or service provider. Top Job Recruitment’s Anti-Slavery Officer Marc Smith (‘ASO’) is responsible for this policy.

Top Job Recruitment provides every worker with a written assignment contract. We pay every worker in accordance with the law. We comply with our legal obligations to ensure the health and safety of all our workers, including in relation to working hours, rest breaks and holidays.

You will not suffer any detrimental treatment as a result of reporting any genuine concerns, raised in good faith, under this policy. This applies, even if after investigation, they are found to be mistaken. If you believe that you have suffered any such treatment, you should immediately inform our ASO and if you are a worker, refer to our Grievance and Whistleblowing Policies. Citizens Advice Bureau Tel: 08444 111 444 OR National Trafficking Support Service Tel: 0300 303 8151 (24 hours Confidential)

Failure to comply with this policy may result in disciplinary action, including dismissal, or termination of the contract between you and Top Job Recruitment. It could also involve other legal steps being taken against you.



Anti-Corruption and Bribery Policy 1. Policy statement

2. Who is covered by the policy

4. Gifts and hospitality

1.1 It is our policy to conduct all our business in an honest and ethical manner. We take a zerotolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships, wherever we operate, and implementing and enforcing effective systems to counter bribery.

The policy applies to all individuals working at all levels and grades, including senior managers, officers, directors, employees (whether permanent, fixed term or temporary), consultants, contractors, trainees, seconded staff, home workers, casual workers and agency staff, volunteers, interns, agents, sponsors, or any other person associated with us, or any of our subsidiaries or their employees, wherever located (collectively referred to as workers in this policy).

4.1 This policy does not prohibit normal and appropriate hospitality (given and received) to or from third parties.

1.2 We will uphold all laws relevant to countering bribery and corruption in all the jurisdictions we operate. However, we remain bound by the laws of the UK, including the Bribery Act 2010, in respect to our conduct both at home and abroad. 1.3 The purpose of this policy is to:

3. What is bribery? A bribe is an inducement or reward offered, promised or provided in order to gain any commercial, contractual, regulatory or personal advantage. Here are some examples:

• set out our responsibilities, and the responsibilities of those working for us, in observing and upholding our position on bribery and corruption; and

Offering a bribe

• provide information and guidance to those working for us on how to recognise and deal with bribery and corruption issues.

This would be an offence, as you are making the offer to gain a commercial gain and contractual advantage. We may also be found to have committed an offence because the offer has been made to obtain business for us. It may also be an offence for the potential client to accept your offer.

1.4 Bribery and corruption are punishable for individuals by up to ten years’ imprisonment and, if we are found to have taken part in corruption, we could face an unlimited fine, be excluded from tendering public contracts and face damage to our reputation. We therefore take our legal responsibilities very seriously. 1.5 In this policy, third party means an individual or organisation you come into contact with during the course of your work with us. This includes actual and potential clients, customers, suppliers, distributors, business contacts, agents, advisers and government and public bodies, including their advisers, representatives and officials, politicians and political parties.

You offer a potential client a ticket to a major sporting event, but only if they do business with us.

Receiving a bribe A supplier gives your nephew a job, but makes it clear in return they expect you to use your influence within the organisation to ensure we continue to do business with them. It is an offence for the supplier to make such an offer. It would be an offence for you to accept the offer as you would be doing so to gain a personal advantage. Bribing a foreign official You arrange for the business to pay an additional payment to a foreign official to speed up an administrative process, such as clearing our goods through customs. The offence of bribing a foreign public official has been committed as soon as the offer is made. This is because it is made to gain a business advantage.

4.2 You are prohibited from accepting a gift from or giving a gift to a third party, or giving or receipt of gifts is not prohibited, if the following requirements are met: • it is not made with the intention of influencing a third party to obtain or retain business or a business advantage, or to reward the provision or retention of business or a business advantage, or inexplicit or implicit exchange for favours or benefits; • it complies with local law; • it is given in our name, not in your name; • it does not include cash or a cash equivalent (such as gift certificates or vouchers); • it is appropriate in the circumstances, e.g. in the UK, it is customary for small gifts to be given at Christmas time; • taking into account the reason for the gift, it is of an appropriate type and value and given at an appropriate time; and • it is given openly, not secretively. 4.3 We appreciate that the market practice of giving business gifts varies between countries and regions, and what may be normal and acceptable in one region may not be in another. The test to be applied is whether in all the circumstances the gift or hospitality is reasonable and justifiable. The intention behind the gift should always be considered. 5. What is not acceptable It is not acceptable for you (or someone on your behalf) to:

• give, promise to give, or offer a payment, gift or hospitality to a government official, agent or representative to ‘facilitate’ or expedite a routine procedure; • accept payment from a third party that you know or suspect is offered with the expectation that it will obtain a business advantage for them; • accept a gift or hospitality from a third party if you know or suspect that it is offered or provided with an expectation that a business advantage will be provided by us in return; • threaten or retaliate against another worker who has refused to commit a bribery offence or who has raised concerns under this policy; or • engage in any activity that might lead to a breach of this policy. 6. Facilitation payments and kickbacks 6.1 We do not make, and will not accept, facilitation payments or ‘kickbacks’ of any kind. Facilitation payments are typically small, unofficial payments made to secure or expedite a routine government action by a government official. They are not commonly paid in the UK, but are common in some other jurisdictions in which we operate. 6.2 If you are asked to make a payment on our behalf, you should always be mindful of what the payment is for and whether the amount requested is proportionate to the goods or services provided. You should always ask for a receipt which details the reasons for payment. If you have any suspicions, concerns or queries regarding a payment, you should raise these with the compliance manager. 6.3 Kickbacks are typically payments made in return for a business favour or advantage. All workers must avoid any activity that might lead to, or suggest, that a facilitation payment or kickback will be made or accepted by us.

• give, promise to give, or offer, a payment, gift or hospitality with the expectation or hope that a business advantage will be received, or to reward business already given;



Anti-Corruption and Bribery Policy Continued 7. Donations

9. Record keeping

12. Protection

14. Who is responsible for this policy

We do/do not make contributions to political parties, but these are never made in an attempt to influence any decision or to gain a business advantage, and are always publically disclosed. We do/do not make charitable donations that are legal and ethical under local laws and practices. No donation must be offered or made without the prior approval of the compliance manager.

9.1 We must keep financial records and have appropriate internal controls in place which will evidence the business reason for making payments to a third party.

12.1 Workers who refuse to offer or accept a bribe, or those who raise concerns or report an others wrongdoing, are sometimes worried about possible repercussions. We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken.

14.1 The board of directors has overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it.

8. Your responsibilities

9.3 You must ensure that all expenses claims relating to hospitality, gifts or expenses incurred to third parties, are submitted in accordance with our expenses policy and specifically record the reason for expenditure.

8.1 You must ensure that you read, understand and comply with this policy. 8.2 The prevention, detection and reporting of bribery and other forms of corruption are the responsibility of all those working for us or under our control. All workers are required to avoid any activity that might lead to, or suggest, a breach of this policy. 8.3 You must notify your manager or your compliance manager or the confidential helpline as soon as possible, if you believe or suspect that a conflict with this policy has occurred, or may occur in the future. For example, if a client or potential client offers you something to gain a business advantage with us, or indicates to you that a gift or payment is required to secure their business. 8.4 Any employee who breaches this policy will face disciplinary action, which could result in dismissal for Gross Misconduct. We reserve the right to terminate our contractual relationship with other workers if they breach this policy.

9.2 You must declare and keep a written record of all hospitality or gifts accepted or offered, which will be subject to managerial review.

9.4 All accounts, invoices, memoranda and other documents and records relating to dealings with third parties, such as clients, suppliers and business contacts, should be prepared and maintained with strict accuracy and completeness. No accounts must be kept ‘off book’ to facilitate or conceal improper payments. 10. How to raise a concern You are encouraged to raise concerns about any issue or suspicion of malpractice at the earliest possible stage. If you are unsure whether a particular act constitutes bribery or corruption, or if you have any other queries, these should be raised with your manager or the compliance manager or through the confidential helpline. Concerns should be reported by following the procedure set out in our Whistle Blowing Policy. A copy of the Whistle Blowing Policy can be found in the HR Manual. 11. What to do if you are a victim of bribery or corruption

12.2 We are committed to ensuring no one suffers any detrimental treatment as a result of refusing to take part in bribery or corruption, or because of reporting in good faith their suspicion that an actual or potential bribery or other corruption offence has taken place, or may take place in the future. Detrimental treatment includes dismissals, disciplinary action, threats or other unfavorable treatment connected with raising a concern. If you believe you have suffered any such treatment, you should inform the compliance manager immediately. If this matter is not remedied, and you are an employee, you should raise it formally using our Grievance Procedure which can be found in the Employee Handbook. 13. Training and communication 13.1 Training on this policy forms part of the induction process for all new employees and other workers. All existing employees and workers will have received regular, relevant training on how to implement and adhere to this policy. 13.2 Our zero-tolerance approach to bribery and corruption must be communicated to all suppliers, contractors and business partners at the outset of the business relationship with them and as appropriate thereafter.

14.2 The compliance manager has day to day responsibility for implementing this policy, and for monitoring its use and effectiveness, and dealing with any queries on its interpretation. Management, at all levels, are responsible for ensuring those reporting to them are made aware of, and understand, this policy and are given adequate and regular training on it. 15. Monitoring and review 15.1 The compliance manager will monitor the effectiveness and review the implementation of this policy, regularly considering its suitability, adequacy and effectiveness. Any improvements identified will be made as soon as possible. Internal control systems and procedures will be subject to regular audits, to provide assurance that they are effective in countering bribery and corruption. 15.2 All workers are responsible for the success of this policy and should ensure they use it to disclose any suspected danger or wrongdoing. 15.3 Workers are invited to comment on this policy and suggest ways in which it might be improved. Comments, suggestions and queries should be addressed to the compliance manager. 15.4 This policy does not form part of any employee’s contract of employment and it may be amended at any time.

It is important that you tell the compliance manager or the confidential helpline as soon as possible, if you are offered a bribe by a third party, are asked to make one, suspect that this may happen in the future, or believe that you are a victim of another form of unlawful activity.



Anti-Corruption and Bribery Policy Continued POTENTIAL RISK SCENARIOS: ‘RED FLAGS’ The following is a list of possible red flags that may arise during the course of you working for us, and which may raise concerns under various anti-bribery and anti-corruption laws. This list is not intended to be exhaustive and is for illustrative purposes only. If you encounter any of these red flags while working for us, you must report them promptly to your manager OR to the compliance manager OR using the procedure set out in the Whistle Blowing Policy: • you become aware that a third party engages in, or has been accused of engaging in, improper business practices • you learn that a third party has a reputation for paying bribes, or requiring that bribes are paid to them, or has a reputation for having a ‘special relationship’ with foreign government officials

• you receive an invoice from a third party that appears to be non-standard or customised • a third party insists on the use of side letters or refuses to put terms agreed in writing • you notice that we have been invoiced for a commission or fee payment that appears large, given the service stated to have been provided • a third party requests or requires the use of an agent, intermediary, consultant, distributor or supplier that is not typically used by or known to us • you are offered an unusually generous gift or offered lavish hospitality by a third party

• a third party insists on receiving a commission or fee payment before committing to sign up to a contract with us, or carrying out a government function or process for us • a third party requests payment in cash and/ or refuses to sign a formal commission or fee agreement, or to provide an invoice or receipt for a payment made • a third party requests that payment is made to a country or geographic location different from where the third party resides or conducts business • a third part requests an unexpected additional fee or commission to ‘facilitate’ a service • a third party demands lavish entertainment or gifts before commencing or continuing contractual negotiations or provision of services • a third party requests that a payment is made to ‘overlook’ potential legal violations • a third party requests that you provide employment or some other advantage to a friend or relative



Environmental Policy Statement 1. Top Job Recruitment Ltd (the Company) recognises its environmental duties under the Environmental Protection act 1990 and the Waste (England and Wales) (Amendment) Regulations 2012. The Director Responsible for Health, Safety and Environmental issues, Marc Smith recognises that he has a responsibility to take an environmentally (and socially) responsible approach both to existing activities and to possible new developments.

2. The Company, so far as is reasonably practicable, proposes to pay particular attention to: a) Minimise disturbance to the local and global environment, and to the local communities and wildlife. b) Follow the waste management hierarchy as outlined in the Waste (England and Wales) (Amendment) Regulations 2012. The Company will follow the hierarchy outlined below:

3. In order that the Company can achieve those objectives, it is important that employees recognise their duty, whilst at work, to take reasonable care of the environment. Employees should also co-operate fully with the Company or anyone else concerned, to ensure that their legal and moral obligations are performed or complied with.

(1) Prevention (2) Preparing for re-use (3) Recycling (4) Recovery (5) Disposal c) Minimise use of energy and raw materials and to adhere to the principles of sustainability. d) Consider the environment in the design of processes and products and the maintenance of equipment. e) Provide information on the use and final disposal of products. f) Ensure that all employees and suppliers are adequately informed about the Company’s environmental policy. g) Minimise the use of product related materials and services such as packaging or transport.



Quality Policy Statement 1. Top Job Recruitment Ltd (the Company) recognises it has a responsibility to manage the quality of the products and services it provides to all Customers. The managing director responsible for quality Marc Smith recognises that ensuring and maintaining the quality of the work & services provided by the company is critical to the long term future of the company. In order to achieve this the company will: 2. Implement, operate, maintain, review and improve a Quality Management System in accordance with BS EN ISO 9001: 2008 to assist with the management of quality matters. 3. The Company, so far as is reasonably practicable, proposes in particular:

Senior Management team will share the responsibility for maintaining the overall operation of the Quality Management. Over all responsibility for the quality management system will be held by Marc Smith. Senior Management shall further ensure that this policy is: a) Communicated to all staff and other interested parties. b) That the Policy and the Quality Management System are reviewed on an annual basis as a minimum to ensure they are up to date, effective and meet the overall objectives towards quality.

a) To ensure adequate resources for the Quality Management System requirements b) To plan for quality requirements in all existing and future activities of the Company c) To ensure compliance with contractual and legal requirements and standards d) To maintain standards in line with current best industry practice e) To provide adequate training and development of all staff to ensure they are capable f) To assess the capability of suppliers and sub-contractors employed by the Company and only use those known to meet quality requirements g) To monitor quality performance by audits, reviews of complaints, non-compliances and measurement of customer satisfaction to ensure required standards are maintained and to identify areas where corrective or preventive actions are required h) To set objectives, targets and programmes with a view to continual improvement of the Quality Management System and services provided.



Confirmation of Receipt of Agency Worker Handbook I confirm I have read and understood the contents of the Agency Worker Handbook and I have received a copy for my reference.

Signed:

Print name:

Date:

Bury St Edmunds 59mins

Ipswich 19mins

Sudbury

Felixstowe Harwich

Harlow

Ilford

Chelmsford 21mins

Colchester

topjobrecruitment.com

40 North Hill, Colchester CO1 1PY

Braintree Witham

01206 548421

Frinton Clacton-on-Sea

Maldon

St Peters Street St Peters Street

Basildon

The Octagon

Southend-on-Sea

St Peters

North Hill

ugh M iddleboro

London 49mins

Street

Northgate Street

Balkerne Hill

 ASK Italian

NCP Car Park SINCE 2016

North Hill

The Sixth Form College Colchester

Noodle Bar







