employee handbook 2013
LAND
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contents section 1 Foreword by the
Managing Director
2
4
About Land Engineering
Our Business Objectives Our Values Land Engineering in the Community Charitable Giving
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page
5 6 6 7
Joining Us
Induction Probationary Period
8 8
4 Working with Us
Our Code of Conduct
Appearance Care of Company Property Care of Personal Equipment Computer, Internet and Email Usage Confidentiality Dignity at Work Drugs & Alcohol Health & Safety Professional Conduct Smoking Timekeeping
9 9 9 10 10 10 11 11 11 11 11
5 Working with Us
Other Useful Information
Absence Adverse Weather Conditions Change of Personal Details Company Vehicles Data Protection Disciplinary Procedure Employee Representatives Equality Expenses Gifts & Hospitality Grievance Procedure Health & Wellbeing • Alcohol & Drug Addiction
12 12 12 13 13 14 14 14 15 15 16 16
section
page
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• Employee Assistance Programme • Healthy Working Lives • Occupational Health Surveillance Holidays 17 Hours of Work 17 • Breaks • Temporary Lay Off • Working Time Regulations Learning and Development 18 Pay and Benefits 18-19 • Life Assurance • Lifestyle Benefits • Pay Dates • Pay Review • Pensions • Private Medical Insurance • Profit Share Raising Concerns at Work 19 Recruitment 19 Redundancy 19 Termination of Employment 20 Time Off for Public Duties 20 • Jury Service • Other Public Duties • Reservist Activities Work and Families 21-23 • Adoption Leave • Compassionate Leave • Flexible Working Requests • Maternity Leave • Parental Leave • Paternity Leave • Time off for Dependents
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Working Safely
Safe Working Practices Personal Protective Equipment (PPE) H&S Responsibilities Reporting H&S Issues Business Management System
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Company Policies
24 25 25 26 26 - 28 29
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section 1
Foreword by Managing Director
Welcome to Land Engineering! I am delighted that you have joined Land Engineering and hope that your time with us with be challenging, rewarding and enjoyable. You, along with the colleagues you will be working with, are central to our success as a business and your own success and we are determined to provide you with a great place to work. Our handbook has been prepared to provide a one-stop guide for all our employees detailing the practicalities of working with us and the rules that underpin how we all behave. Please take time to read this handbook. If you need further information or help in any way, do not hesitate to speak to your manager or the HR team. Best regards.
Stuart Dillett Managing Director
Please note that the content of this handbook is not contractually binding and we will vary it from time to time as a result of changes in employment law, feedback from you and the changing needs of our business.
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section 2
About Land Engineering
Established in 1980, Land Engineering has built a strong reputation across Scotland as a quality provider of hard and soft landscaping, civil engineering, grounds maintenance and external masonry.
Joint Venture business creation and partnerships to leverage long term sustainable work streams for our core capabilities and competencies.
Our commitment to quality is demonstrated in the finished product and services that we provide and this is also reflected through the industry accreditations that we hold. We are constantly looking for ways to improve our products and services for our customers.
We will develop stronger relationships with our clients and key supply chain partners and introduce innovative ways of working together so we are less reliant on competitive tendering.
Our Head Office is based at Fenwick in Ayrshire and we have offices in Livingston and Glasgow as well as a number of site offices/depots to support our operational delivery.
Our Business Objectives Our overriding goal is to build a sustainable, profitable business which reliably delivers guaranteed quality and value in our chosen markets, external projects and services. To help us to deliver this goal, we have 5 key priorities:
Sustainable Growth We will identify, develop and secure sources of work which provide regular and profitable income for Land Engineering.
Focus on our Customers
We will learn more about our current markets and identify new business models we can introduce to the market. We believe both renewable energy and public realm are both markets which can provide new opportunities to secure long term civil engineering, environmental improvement and grounds maintenance contracts.
Develop our People We recognise that our people are critical to building a sustainable and profitable business and this year we will ensure we have the right structures, roles and people in place to deliver our goal and that we ensure we have the appropriate management support and training to help everyone do their job to the best of their abilities whilst recognising the need for a sensible work life balance.
We continually pursue new ways to engage with our customers through 5
section 2 Improve how we operate as individuals and as a team We will continue to focus on delivering quality projects and services by improving how we operate, how we communicate and how we use information and systems to make it easier to do our jobs.
Strong Cash Position
We will maintain our focus on profitability, ensuring we focus on cash collection and managing our costs to ensure we have a positive cash flow.
Our Values Underpinning everything we do is a set of values which represent what Land Engineering stands for: Commitment – We care about our business and what we do and we honour our commitments to colleagues, customers, suppliers and third parties. Integrity – We do the right things, take personal responsibility for our actions and treat everyone fairly and with trust and respect. Openness – We listen to the ideas of others and encourage an open dialogue. Innovation – We welcome people’s contribution, skills and knowledge and encourage people to think differently about how we do business. 6
About Land Engineering
Land Engineering in the Community Environment Land Engineering is committed to protecting the environment we work in and we focus heavily on effective waste management on our sites identifying ways that we can reduce waste, reuse materials where possible and recycle waste. We also look to reduce our noise and air pollution in the course of our daily work activities. A copy of our Health, Safety, Quality and Environment Policy can be found on SharePoint within the BMS section.
Community Benefits Land Engineering takes our social responsibilities seriously and has long participated in delivering tangible and sustainable Community Benefits from the works we do and actively support various authorities around Scotland to assist local communities undertaking local strategic economic and physical regeneration activities. Below are just some of the additional social benefits we have contributed to over the years: • Training and Employment. • Support for SME’s including Social Enterprise. • Community Enhancement. • Resources for Community Initiatives.
section 2 • Training for Existing workforce. • Work Experience and placements. • Career and advice to local schools. Land Engineering will continue to develop opportunities and connect to disadvantaged social groups. We will continue to work with the local communities to improve their quality of life and become more sustainable by assisting them in various social, economic and environmental issues.
Charitable Giving
About Land Engineering
two charities each year which will receive a donation from the company.
T he committee are always looking for new members - if you wish to be involved please contact Aimee Auld (Marketing) for further details.
As a company we are committed to supporting the wider community and have an active Charity Committee. Our charitable giving focuses on 5 different areas: 1. Payday Lottery – once a quarter the company matches the employee contributions to the Payday Lottery and the winning member of staff chooses which charity they would like the company’s donation to go to. 2. We run regular fundraising events throughout the year to support local and national charities. 3. Every quarter, the company will donate £500 to a charity in which one of our employees is actively raising money. 4. The company will sponsor worthwhile causes on request. 5. Through consultation with our Employee Reps we choose 7
section 3 Induction During your first few weeks with us you will be settling into to your new working environment and getting to know your colleagues. To help you do this quickly and effectively, we have designed an induction programme which will ensure that you are given essential information about Land Engineering, your terms and conditions of employment, company rules and health & safety.
Probationary Period For most people, the first 13 weeks of employment will be a probationary period. However, in some specific situations, this probationary period may be shorter or longer and you will be told of this before joining us. During this time you will be making your own mind up about whether this is the right organisation for you and it will also provide your manager with the opportunity to ensure that your capabilities and behaviours fit with us. If, after your probationary period, everything is going well, we will write to you to confirm your role with Land Engineering. If there is any reason to extend your probationary period, we may do so. If this happens, we will explain the reasons why and agree with you the steps needed to successfully complete your probationary period. 8
Joining Us
 
section 4 This section covers the way we are all expected to behave whilst working on behalf of Land Engineering.
Appearance You are expected to maintain a good standard of personal hygiene, appearance and dress, appropriate to your job responsibilities. Our company brand is important to us and we provide Corporate Work Wear to operational employees which should be worn during working hours and when acting on behalf of Land Engineering. Separate guidelines on Corporate Work Wear are available from HR or on SharePoint. We do not allow the wearing of football tops or clothing with reference to any sort of team or association. We also ask that site based staff do not wear hooded tops as they provide a health & safety risk.
Care of Company Property As part of your day to day work you will be provided with equipment to do enable you to do your job well and safely. You are expected to take care of all company equipment and property (including PPE) and report any damage, loss or theft to your manager or the workshop. Any wilful damage or damage as a result of negligence may result in disciplinary action under the
Working with us Our code of conduct
company’s disciplinary procedure and the company may seek to recover the costs of repair or replacement from you. Expensive equipment such as laptops, mobile phones, optical instruments etc. should be removed from vehicles and stored overnight in doors.
Care of Personal Equipment As an employee, you are responsible for the safekeeping of any personal belongings you bring to work. Land Engineering does not accept responsibility for any loss or damage to personal property whilst it is on company premises, customer sites or in company vehicles.
Computer, Internet and Email Usage The company may provide you with IT or other electronic resources such as mobile phones and PCs to enable you to do your job and for the benefit of the business. We have a communication policy to give you clear guidelines on their correct use and this is available on SharePoint or from the HR Department. The policy covers the use of landline telephones, mobile telephones, email, fax, internet access, and printed and written communications including letters and printed emails and you are expected to comply with this at all time. 9
section 4 We recognise the increasing role played by Social Media in both business and personal lives; however, this should not be used during working times other than in agreed breaks. Please remember that any discussions about work related issues which you engage in on social media are in the public domain and inappropriate comments may result in disciplinary action.
Confidentiality Whilst working for Land Engineering you will have access to confidential and sensitive information. You must not give any outside body any confidential information, client details, price lists or details of business connections including any you have introduced to the company during your employment. You must not remove any documentation of any description or copies of documentation for either your personal use or the use of any third party either during or after your employment. You must not publish literature or communicate with the public, press, TV or radio organisations or anyone else on matters relating to the company’s business or business connections without the prior permission of the Managing Director.
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Working with us Our code of conduct
Dignity at Work We are committed to promoting a safe, fair, healthy and harmonious place to work where everyone is treated with dignity and respect. No one should feel threatened, intimidated or victimised because of their age, race, colour, culture or national origins, disabilities, gender, gender re-assignment, marital status, religion, religious belief, sexual orientation, political beliefs, HIV status, or trade union membership /activities or association or support of any organisation e.g. football teams. If you believe you are the subject of harassment, verbal slander or bullying you should raise the issue immediately with your manager and they will attempt to resolve the issue informally. If it can’t be resolved this way, you can raise the matter formally through the company’s Grievance Procedure. If you are found to have been involved in harassment, verbal slander or bullying behaviour you may be subject to disciplinary action under the company’s disciplinary procedure. A copy of our Dignity at Work policy can be found on SharePoint.
Drugs & Alcohol To ensure that you are fit to undertake your work, we take a “zero tolerance” approach to the drinking of alcohol and the taking of drugs on company
section 4 premises or areas of work. If you are suspected of being under the influence of drugs or alcohol you will be suspended and may be subject to disciplinary action under the company’s disciplinary procedure. If you are taking any prescribed medication you should let your manager know immediately to ensure that there are no health and safety concerns for you or your colleagues. We also reserve the right to ask you to take an alcohol and drug test as part of a random sample of employees or where there is cause to suspect that you are under the influence of either alcohol or drugs. A copy of our Drug & Alcohol policy can be found on SharePoint within the BMS section.
Health & Safety You must observe the company’s Health & Safety policies and procedures and report any near misses or accidents or incidents which result in injury, or could have resulted in injury, to you, your colleagues or any other individual. More details on Health, Safety, Quality and Environment can be found in section 6 of this handbook.
Professional Conduct You must behave in an appropriate manner and be polite to all customers, clients, suppliers and members of the public. Each of us has a key role to play in being an ambassador for Land Engineering.
Working with us Our code of conduct
Smoking It is company policy that all of our workplaces are smoke-free, and that all employees have a right to work in a smoke-free environment. Smoking is prohibited throughout the entire workplace and this includes pool cars, company vans and other light goods vehicles. Smoking is only permitted in designated smoking areas. If you are visiting suppliers, customers or client’s premises you must comply with the local smoking policy in those premises. A copy of our Smoking Policy can be found on SharePoint.
Timekeeping You are expected to be on site and ready to work by the start of your normal shift. If you are going to be late for any reason, you must phone your line manager as soon as possible. Persistent poor timekeeping may result in disciplinary action. Please also make your manager aware if you need to leave the premises/ site during working hours, as it is important that we know your whereabouts in the event of an emergency. For the same reason, please ensure that you sign in and out of buildings when arriving or leaving our premises.
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section 5 Absence If you are unable to attend work due to illness, then you must notify your line manager by phone as soon as possible but no later than 30minutes before your normal starting time. You should let you manager know the reason for your absence and when you will be likely to return to work. A text message is not an acceptable form of communication.
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authorised absence) your manager will meet with you on the first day back or as soon as is practical to discuss your recent sickness absence. A copy of our Absence Policy can be found on SharePoint.
Adverse Weather Conditions
All employees should make a reasonable effort to attend their place of work. If it is not practical to do so due to adverse weather conditions, please contact your Line Manager who Some useful contact numbers: will discuss with you the possibility of Fenwick alternative arrangments. 01560 600811 Changes to Personal Details The Wedge 0141 270 1968 It is important that we hold up to date personal information for you in case Grangemouth we need to contact you or your next 01324 486070 of kin. It is also essential that we hold Livingston the correct bank account information 01506 448140 for you to ensure you receive your wages without unnecessary delay or complications. If you are absent from work for less than 7 days, you will need to send a If there are any changes to your completed Statutory Sick Pay (SSP) personal circumstances, such as certificate to the HR department at change of address, bank details, Fenwick. telephone number or emergency contact details, please complete a For absences lasting more than 7 Change of Personal Details form which days, you will need to provide a is available from the HR Department or Medical Certificate from your GP or on SharePoint. Hospital. This should be sent to the HR department. When you return to work from any absence (except holidays or 12
Company Vehicles
Depending on your job you may be entitled to a company vehicle as
section 5
Working with us Other useful information
part of your terms and conditions of employment. However, this will be dependent upon your type of driving licence, age, and driving history. Before any vehicle is assigned you will be you will be issued with a Driver Handbook which details your responsibilities when driving a company vehicle.
When driving and parking please treat all Company vehicles with care and consideration at all times. Any complaints received about a colleagues driving, parking or conduct while driving a company vehicle, even out with working hours will be fully investigated and may lead to disciplinary action.
If you are eligible for a Company Car, you will be expected to act in accordance with the Company Car Policy (a copy can be found on SharePoint).
Unnecessary damage to a company vehicle may result in a deduction being required from your wages to meet the cost of repair.
A small number of Pool Cars are available for other employees who are asked to drive on company business. Please speak to the Fleet and Workshop Manager to request use of a Pool Car. If you drive, or are allowed to drive, a company vehicle you will be required to submit your driving licence for review on a regular basis. Any failure to do this may result in revocation of your “company driver” privilege. You must tell your manager and the Fleet Manager immediately if: • You are involved in an accident, even if it is minor. • You receive a criminal conviction for motoring offences. You receive any points on your license. • You lose your driving licence.
If you lose your driving licence then the company will consider what action should be taken. We may search for alternative employment for you but where the loss of your licence means that we cannot find any suitable alternative employment we will have to terminate your contract with notice. A copy of the Drivers Handbook and Company Car Policy are on SharePoint.
Data Protection To enable us to carry out our duties as an employer we need to collect and process personal data about you in connection with your employment. This may include items of ‘sensitive personal data’ and ‘personal data’ as defined in the terms of the Data Protection Act 1998. Processing of all such personal data by us will be subject to and in accordance with the provisions 13
section 5 of the Data Protection Act 1998 and subsequent amendments. This legislation gives you the right to request access to your personal file. If you wish to do so, please put your request in writing to the HR Department.
Employee Representatives
Disciplinary Procedure
Employee Representatives are elected by employees and are intended to be representative of the workforce (for example reflecting different areas, jobs and levels of seniority) and meet every two months.
We recognise that for the majority of the time our employees work hard and maintain a high standard of attendance, performance and conduct. However, there may be occasions where an individual’s conduct, attendance or capability falls below the company’s required standards. As a company, we are committed to providing a fair, consistent and professional approach to dealing with these situations and, wherever possible, minor cases of misconduct and poor performance or attendance will be dealt with informally through coaching and counselling by your manager. Where the situation is not resolved informally or where the issue is of a more serious nature, we will follow a clear set of guidelines for dealing with issues which may result in disciplinary action. A copy of our Disciplinary Policy is on SharePoint.
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Working with us Other useful information
Our Employee Representatives are a group of members of staff who are elected to meet in a forum along with Senior Management to share business developments and updates, news, employee views and feedback.
Employee Representatives are not intended to replace the dialogue which should take place regularly between you and your manager informally on a daily basis. Instead it provides another forum to encourage the two way communication between employees and senior management.
Equality It is Company policy to ensure that no job applicant or colleague seeking promotion or development receives less favourable treatment due to any protected characteristic as identified under the Equality Act 2010. These are: Age, Disability, Gender Reassignment, status of Marriage or Civil Partnership, Pregnancy and Maternity, Race, Religion or Belief, Sex, or Sexual Orientation.
section 5 We expect all colleagues to conduct themselves in a manner that respects others and to treat other people as you would like to be treated yourself. The Company aims to select, promote and treat colleagues on the basis of their relevant qualifications, experience and abilities alone. A copy of our Equality Policy is on SharePoint.
Expenses The Company will reimburse employees for reasonable and actual expenses incurred in connection with necessary and authorised Company business. Any business expenses claims must be accompanied by a claim form and VAT receipts. The form must be signed by your line manager, and expense reasons clearly identified, otherwise no payment will be made. Completed expense forms should be sent to the Accounts team at Fenwick. Controlling travel and entertainment costs is the responsibility of each employee. It is expected that good judgement will be exercised when using Company funds. Timely submission of expense reports (i.e. at least once a quarter) will allow for efficient processing and payment. All travel must be approved by a senior manager or above, depending upon destination. Hotel bookings and other travel arrangements, where a deposit or payment is required, must be made
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via an authorised company credit card holder with the details being sent to the Finance Department. All travel arrangements must be authorised in advance by a senior manager. For Income Tax reasons, employees will only be reimbursed up to the following amounts when undertaking Company duties away from the normal place of work which disturb their normal pattern of taking a meal. • Hourly paid employees: (All amounts fully taxable) o Subsistence - £10.00 o Dinner Allowance - £10.00 (If evening meal is not included with hotel accommodation) o Alcoholic beverages cannot be claimed • Management: All management should claim via a Company expense form.
Gifts and Hospitality No employee may, without the consent of their Head of Department, accept any gift from a customer, client, service provider or supplier. All offers and acceptances of gifts must be reported to your line manager. Any offer of bribe or commission must be reported immediately to your manager and under no circumstances must it be accepted.
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section 5 Grievance Procedure We encourage open and honest communication between all members of staff and we believe that most workplace issues can be resolved informally. However, there may be occasions where informal routes are unsuccessful in resolving an issue and you want to raise your concern through a formal grievance procedure. A copy of our Grievance Procedure is on SharePoint.
Health & Wellbeing Land Engineering is committed to ensuring the ongoing wellbeing of all employees.
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It offers assistance on a range of topics including: • Financial Matters. • Medical concerns. • Legal issues and consumer rights. • Relationships. • Eldercare and childcare. • Housing challenges.
To access this confidential service, please call 0800 072 072 or go to www.axabesupported.co.uk Username: engineering Password: supported
Alcohol & Drug Addiction The Company recognises that alcohol and drug misuse and addiction are an area of health and social concern. Whilst we do not tolerate colleagues being under the influence of alcohol or drugs while at work, we do recognise that a member of staff facing problems with substance abuse should expect help and support from the Company. If you have an issue which you would like to discuss in confidence, please contact the HR department.
Employee Assistance Programme “Be Supported” is our information, counselling and support service which is available to all employees. 16
Healthy Working Lives Land Engineering is an active supporter of “Healthy Working Lives”, an NHS Scotland initiative. For more information on the award or for general information and advice on health matters, please go to www. healthyworkinglives.com.
Occupational Health Surveillance As part of our ongoing commitment to our people, we conduct annual health surveillance for all operational employees. Details of your appointment will be sent to you and you should make every effort to attend.
section 5 Holidays Your holiday entitlement will be 31 days per year, inclusive of Public Holidays. Ten of these days are ‘fixed’ between Christmas and New Year. Holidays for part time employees will be calculated on a pro rata basis according to their hours of work. The holiday year runs from 1st November to 31st October. Holidays should be requested on a holiday form at least one month in advance and will be allocated by your manager on a first come, first served basis. Holidays will be calculated in ‘days’ therefore a ‘day’ for the purpose of holidays will be classed as 8 hours per day. Please note that we are not obliged to grant you holidays when you request them so please ensure that you have secured time off before you book or pay for any holiday. You will be expected to work on any public or bank holiday when the Company requires you to do so. Hourly Paid employees will receive a payment for all untaken holidays in the first pay after the end of October. Salaried employees may be able to carry over a maximum of 5 days holiday entitlement from one holiday year to the next, however all arrangements must be approved by your manager. Any additional untaken holidays will not be paid.
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Holiday pay calculation is detailed in your terms and conditions of employment. For the avoidance of doubt, a Friday counts as a full day’s holiday. The Company may require you to take a part of your holiday entitlement at specific times of the year to meet business needs.
Hours of Work Your normal hours are those set out in your written statement of particulars of employment. However, you may be required to work additional hours from time to time to meet the needs of the business.
Breaks You are entitled to reasonable breaks during your working day which includes an unpaid 30 minute lunch break (with the exception of Friday). Any breaks will be agreed locally with your manager and some flexibility may be required in terms of the timing of these. If you work on a part-time basis details of your breaks will be included in your contract of employment.
Temporary Lay Off In the event of work shortages or other circumstances beyond the control of Land Engineering which prevent normal working, the may have no alternative other than to introduce temporary lay-offs or impose shorttime working. Payment during these periods will be at the company’s discretion but will not be less than the government statutory payment.
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section 5 Working Time Regulations The working time regulations protect employees from having to work over 48 per week on a regular basis if they do not wish to do so. Land Engineering is committed to ensuring that our employees do not work hours longer than necessary, however on occasion business requirements will mean that you may be asked to work over the ‘normal’ working week of between 39 and 42 hours. Working over 48 hours per week is entirely voluntary and you will be asked to sign an ‘opt out’ agreement to confirm that you are happy to work these hours. Further information can be found in our Working Time Policy on SharePoint.
Learning and Development Land Engineering is committed to your ongoing technical, professional and personal development. We recognise that you need the skills and knowledge to enable you to perform your job to the highest possible standard. All training is managed by the HR team and you should speak to your line manager about any training requests in the first instance.
Pay and Benefits Accident Cover All site based employees will be enrolled into the company’s Accident Cover scheme which provides 18
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payment for any ‘qualifying injuries’ which occur on site or on the way to or from work. Further information on the scheme is available from the HR team.
Life Cover All colleagues are eligible to a “Death in Service” benefit through one of two company schemes and you are automatically enrolled on successful completion of your probationary period.
Lifestyle Benefits Land Engineering ‘Rewards’ (www. landengineeringrewards.co.uk or call 0845 272 8720) provides all colleagues with access to our online benefits portal where you can obtain discounts on shopping, holidays, cinema, gyms etc. The company’s childcare vouchers scheme can also be accessed through the website.
Pay Dates If you are a salaried member of staff, you will be paid in twelve equal instalments on the 28th day of each month. If you are hourly paid you must ensure that you complete a time sheet each week and get this signed by your manager or supervisor. Your wages will be paid 4 weekly in arrears by Credit Transfer on the 4th Friday of each pay period. In certain circumstances you may be requested to work overtime and
section 5 this will be paid in line with the rates defined in your written statement of particulars of employment. Please inform the HR team of any changes to your personal details or bank account as soon as possible to ensure changes can be made in time for subsequent payment runs. A Change of Personal Details form is available on SharePoint. Please note that our payroll works on 260 days per annum i.e. 52 weeks at 5 days per week and this is the basis on which all calculations are made.
Pay Review A Pay Review will take place in September of each year and any change to your pay and benefits will be communicated to you in writing. Any pay increases will be linked to market rates, performance, conduct and the company’s ability to pay.
Pension All colleagues who have successfully completed their probationary period will receive a company contribution into one of two Group Personal Pension Schemes. This Employer Contribution will increase in line with Pension Auto-Enrolment obligations. Employee contributions are deducted from salary by individual agreement, however, this will change in line with Auto-Enrolment.
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Private Medical Insurance PMI is offered to all salaried employees. Enrolment in this scheme is automatic after successful completion of your probationary period unless you choose to “opt out”. Details of the process for doing this will be communicated annually. PMI is a taxable benefit and this will be declared to HMRC through your P11D which is issued in July each year.
Profit Share Scheme Land Engineering has a noncontractual Profit Share Scheme which enables eligible employees to benefit from the financial success of the business. Details of this Scheme will be communicated annually.
Raising Concerns at Work If, during your employment with Land Engineering, you come across information which leads you to reasonably believe we are involved in a criminal offence, have failed to meet a legal obligation, are failing in our health & safety duties or are knowingly damaging the environment, you should raise this with your manager or a Director of the Company. The law provides protection against any consequences of making a “protected disclosure” (better known as “whistleblowing”). A copy of the Disclosure of Malpractice policy is on SharePoint.
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section 5 Recruitment
Time off for Public Duties
We are committed to recruiting the best people to work for Land Engineering. We will ensure that we have a fair and objective selection process in place to ensure that we recruit people who will perform well in their role and fit with the culture and values of the Company.
You are entitled to request time off for certain public duties in addition to normal holiday entitlement. This time off is not paid but may be given as authorised, unpaid, leave.
Redundancy Land Engineering is committed to retaining employment wherever possible and will make every effort to take alternative actions. However, there may be occasions where redundancies are unavoidable. Where this is the case, we will consult with those affected.
Termination of Employment If you wish to resign from the company you must give the required written notice to your manager (see your contract of employment). If we decide to terminate your employment you will be notified in writing and given the appropriate notice. You must return all items of company property to your manager before leaving the company.
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Jury Service If you receive a summons to Jury Service you must inform your manager of the dates and send a copy of the summons to the HR department. You can claim for both loss of earnings and travel expenses from the court and claim forms will be enclosed with your summons. The Certificate of Loss of Earnings should be submitted to HR for completion and presented at court on the first day of attendance. In certain circumstances operational requirements will mean that it is not possible for you to be granted the required time off. In this instance the company will request that your Jury Service be delayed until a later date. Likewise should you have pre-existing commitment, such as a holiday or hospital appointment which cannot be rescheduled, the company can request a delay on your behalf. (Please note that evidence must be provided and, even with the company’s request, there is no guarantee the Jury Service will be delayed).
section 5
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Other Public Duties
Reservist Activities
You can also get a ‘reasonable’ amount of unpaid time off if you are: • a magistrate (also known as a justice of the peace) • a local councillor • a school governor • a member of any statutory tribunal (e.g. an employment tribunal) • a member of the managing or governing body of an educational establishment • a member of a health authority • a member of a school board • a member of the prison visiting committees • a member of Scottish Water or a Water Customer Consultation Panel • a trade union member (for trade union duties and activities). The amount of time off should be agreed with your manager beforehand based on > how long the duties might take > the amount of time you have already had off for public duties > how the time off will affect the business.
There is no statutory right to time off for Reservist activities. However, the Reserve Forces (Safeguard of Employment) Act 1985 says that members of the reserves and auxiliary forces who are called to active duty have a legal right to reinstatement in their previous employment.
The Company reserves the right to refuse a request for time off if it is unreasonable.
Adoption leave and pay are available to you if you adopt a child. The conditions of leave and pay are broadly similar to Maternity and Paternity leave and pay, with one parent being entitled to up to 52
Continuity of employment is preserved although the actual period of absence does not count for accrual purposes for holiday entitlement and other benefits nor is the employer obliged to pay salary during the absence.
Work and Families We recognise that for many of our employees, there is a need to balance working with other commitments outside of work. To support this, Land Engineering has a number of policies help you achieve an effective work life balance. Certain eligibility criteria apply for some family polices, such as length of service. Further information can be found in the full policy documents which can be accessed on SharePoint or by contacting HR.
Adoption Leave
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section 5 weeks leave, and the other entitled to up to 2 weeks leave. Pay during Adoption leave will be at the current statutory amount. On return to work, after a maximum of 52 weeks, you will have protected rights to the same pay, conditions and benefits as you were entitled to prior to adoption leave.
every attempt will be made to find an arrangement which suits both your own needs, and the requirements of the business.
Compassionate Leave
Maternity Leave
Compassionate leave will be given if you suffer bereavement within your close family (providing you notify your line manager of the situation). You will normally be entitled to up to 3 days paid leave for a member of your immediate family (parent, spouse, sibling or child), and up to 1 day to attend the funeral of close friends or members of your extended family i.e. Grandparents. This may be extended on a paid or unpaid basis at management discretion, based on individual circumstances.
Flexible Working Requests Parents of children aged under 17, or of disabled children under 18, or carers of adults have the right to apply to the company to work more flexibly. The request can cover hours of work, times of work and place of work and may include requests for different patterns of work. Although the Company cannot guarantee that flexible working will be possible in every circumstance, each request will be considered fairly, and 22
Working with us Other useful information
If you wish to be considered for flexible working, please make your request in writing to your manager.
Women are entitled to take between a minimum of 2 and a maximum of 52 weeks maternity leave. Maternity pay will be at the current statutory level, and will be paid for the first 39 weeks of maternity leave, with any further leave being unpaid. On return to work, after a maximum of 52 weeks, women have protected rights to the same pay, conditions and benefits as they were entitled to prior to maternity leave.
Parental Leave If you have completed one year’s service with the company you are entitled to 18 weeks’ unpaid parental leave for each child born or adopted. The leave can start once the child is born or placed for adoption or as soon as you have completed one year’s service, whichever is later. It may be taken at any time up to the child’s fifth birthday (or until five years after placement in the case of adoption). Parents of disabled children can take 18 weeks up to the child’s 18th birthday. A minimum of 21 days’ notice must be given prior to taking parental leave.
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Working with us Other useful information
Paternity Leave Paternity leave and pay are available if you are expecting a baby of which you are the biological father, or if you are the husband or partner of an expectant mother. Ordinary Paternity leave can be taken for up to two consecutive weeks, and will be paid at the current statutory amount. You are entitled to take up to 26 weeks’ paid Additional Paternity Leave - but only if the mother returns to work.
Time off for Dependents You are entitled to a reasonable amount of time off during working hours for dependents, to deal with unforeseen circumstances and emergencies. There is no legal right to be paid, however payment may be agreed at your manager’s discretion and is entirely dependent on individual circumstances. In most cases, a day or two should be sufficient to deal with the immediate crisis, but each instance will be assessed on an individual basis.
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section 6 We are committed to ensuring that we protect you, your colleagues and members of the general public. Our basic philosophy for working safely with Land Engineering is SEE IT, SORT IT - if you see something that could cause an accident or injury, and it is safe to do so, sort it (if you have the skill set to do so). If you can’t fix it, you must notify your manager and report the observation.
Safe Work Practices • Ensure all your work activities are carried out safely: o For example, if you are cutting with a stihl saw, you will be wearing safety glasses or goggles, hearing protection and dust masks, think – can this activity affect anyone else? o For example, if you are strimming you may be wearing protective clothing and equipment, think - could others be injured by flying objects? • Do not misuse or interfere with anything provided for your safety e.g.do not remove guards from saws or strimmers. • Do not attempt to carry out tasks that you have not been trained in e.g. never change a blade on a stihl saw unless you have been trained and authorised to do so. 24
Working Safely
• Be Tidy as this prevents slips, trips and falls: o Store materials and equipment in a safe manner. o Do not block passageways, access roads or pathways. o Ensure that your work area is safe, secure and tidy at the end of the working day. o Clear and clean as you go. • Needles or Syringes - If they are found on site, in offices or any other area, do not touch them under any circumstances and inform your foreman or supervisor immediately. The company will arrange for their disposal by a trained person. • Signing In and Out - Where required, make sure you sign in and out of the office or site. This ensures that you are accounted for in the event of an emergency situation. Anyone not accounted for in an emergency will be treated as missing and may put emergency workers at risk by looking for someone who is not there. • Mobile Phones - Talking and texting on mobile phones may distract you from the immediate life-threatening dangers that are part of working on operational/client sites. Also, if your phone conversation is loud you may distract other workers away from their tasks. You may not use hand held mobile phones
section 6 whilst driving not should you adjust satellite navigation systems, radios or cd players while driving. Mobile Phones must only be used during recognised breaks and even then they are only to be used in a designated safe area. Ensure that your family and friends are made aware of the personal use restriction on the use of your mobile phone. Any breach of this will be regarded as a breach of health & safety regulations and may result in disciplinary action. For employees supplied with company mobiles phones, making and receiving business calls must take place in a safe area – do not walk and talk. • U se of iPODS/MP3/Mobile Phones with headsets - Distractions are one of the biggest causes of accidents in the UK. Hearing is a key element of our natural warning system and headphones block out back ground noise, reducing your ability to hear and therefore react to audible warnings. Therefore the company does not allow the use of MP3/iPods or mobile phones with music or any other device that is capable of transmitting music by means of headphones whilst working. Anyone breaching this will be subject to disciplinary action up to and including their assignment being terminated.
Working Safely
Working at Height Working at height is the biggest single cause of fatalities in our industry. Therefore, if you are required to work at height, ALWAYS follow instructions and guidance. If in any doubt ask your supervisor or manager.
Personal Protective Equipment (PPE) The Company will provide you with the Personal Protective Equipment required to do your job safely. However, it is your personal responsibility to wear this as appropriate and to look after it. If your PPE is damaged in any way, please inform your foreman or supervisor.
H&S responsibilities We all have individual responsibility for ensuring we look after ourselves, our colleagues and the general public. We also have appointed Safety Reps who are there for you to raise any concerns about health & safety. They are easily identified by their orange high vis vests (or blue overalls at Grangemouth). Most squads will also have a trained First Aider or an emergency appointed person should first aid be required. Please ensure that you know who this is in the site or office where you work.
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section 6 Reporting H&S Issues Land Engineering must comply with Health & Safety Law and one of these laws is known as RIDDOR ((Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995). All accidents, incidents and dangerous occurrences must be reported to your manager immediately. If you witness a near miss incident where someone is almost injured or equipment/property was close to being damaged, you must report this to your manager immediately to ensure an investigation is carried out. If you observe something that could cause an accident or incident, and if safe to do so, you should fix the problem – remember SEE IT, SORT IT.
Business Management System (BMS) The safety of our people is important we want to ensure each of you return home safely and unharmed. Ensuring this happens involves everyone and to help us achieve this we have an Integrated Management System which combines legislation, regulation, international standards and our own company requirements for Health, Safety, Quality and Environment into one documented system called the Business Management System (BMS).
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Working Safely
Our BMS is accredited to the following standards: ISO 9001:2008 - Quality. ISO 14001:2004 - Environment. BS OHSAS 18001:2007 - Health & Safety. The BMS consists of the following sections: 1. Business Management Manual (BMM) – an overview of what the company does and how it complies with legislation and the international standards. 2. Policies. 3. Procedures. a. System Procedures prefixed with SP – these procedures are a requirement of all three of the standards. b. Health & Safety Procedures prefixed with HSP – relate to BS OHSAS 18001:2007 and Health and Safety legislation/ regulations. c. Quality Procedures prefixed with QP – relate to ISO9001:2008. d. Environmental Procedure prefixed w ith EP – relate to ISO 14001:2004 and Environmental legislation/regulations. 4. Forms – Split into the sections above and prefixed SF, HSF, QF, EF. 5. Guidance Documents – split into the sections above and prefixed SPG, HSPG, QPG, EPG.
section 6 All BMS documentation is controlled and given a unique reference number, which is visible in the bottom right hand corner; e.g. SP01/01 with the numbers referring to the document number and the issue number. The BMS is accessible via the company’s SharePoint system under the Health Safety Quality and Environment section. Your computer should be automatically set up to go to it when you use internet explorer. If this does not happen please speak to IT. Following and using the BMS will ensure you are compliant with legislation and our company procedures, therefore ensuring you are minimising risks to yourself, your team and the company. For example: • Works are planned and detailed in a Safe System of Work Pack following HSP09 Safe System of Work Procedure. These packs will, for example, contain Risk Assessments, COSHH Assessments and Lifting plans following HSP01, HSP03 and HSP08 respectively. • Monitoring activities take place by various functions and levels throughout the company in the form of Inspections (SP09), Internal Audits (SP11) and Management Review (SP12). The results of these and other monitoring
Working Safely
activities can result in preventive or corrective non conformances being raised (SP10). Reviewing this information allows the company to identify good practices and make improvements where necessary. • We always strive to provide good quality work. Subcontractors and suppliers must be approved before we can use them (QP01 and QP16). Drawings and specifications are controlled via QP05 and any variations to works are recorded following QP04 Control of Information. Regular progress meetings will be held with the client and in accordance with QP11. We also have procedures for recording client satisfaction (QP18) or customer and third party complaints (QP15). • All of our works have an impact on the environment in some way or another, even if you don’t work on a site you probably drive to work and therefore create emissions. The company is accredited to the Achilles Certified Emissions Measurement and Reduction Scheme (CEMARS). We measure our carbon emissions and we are actively looking to reduce them, everyone can play their part by switching lights off in unused rooms, car sharing, only filling the kettle with enough water for what’s required. Our sites, however, will have a bigger impact on the 27
section 6 environment and need to create an Aspects and Impacts register for the works (SP01) know what to do in the event of a spill (EP01) and actively manage waste (EP02). • Individuals are the single most important part of a company and we look to train and communicate with our employees to the best of our ability. SP06 Training and Competence Management procedure and SP07 Communication and Consultation Procedure help us to do this. The BMS belongs to everyone and any changes can be requested by following the Change Request Procedure QP17.
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Working Safely
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Company Policies
Copies of all Company Policies can be found on SharePoint under HR or as part of the BMS.
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Land Engineering (Scotland) Limited Gardrum House, Fenwick, Ayrshire, KA3 6AS tel: 01560 600811 fax: 01560 600974 email: hq@landengineering.co.uk www.landengineering.co.uk
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