Sport,Exercise&Health StaffHandbook
Welcome to the University of Bristol and the Sport, Exercise & Health Division.
This handbook gives you an overview to the University and the Division and provide helpful inforrmation on a range of areas.
Your staff induction is usually undertaken by your line manager who will take you through our online induction process and provide specific details relating to your new role.
If you have a printed version of this document all referenced links can be found on the back
OnlineInductionProcess
Our online induction process provides essential information for new staff including:
Introductory message from our Director of Sport, Exercise & Health - Matt Birch
Divisional Teams
Our Facilities, ervices & programmes
Divisional essential documents
Induction checklist for your new role
New staff can also find more information and support on our SEH SharePoint site
Our Teams
The Sport, Exercise & Health Division is made up of five teams:
Business Development
Sport & Health
Facilities & Operations
Tennis
Performance Sport
Each of our teams has a part to play in achieving the strategic priorities of the Division and creating a culture and environment in which all staff and community of members can thrive.
Our colleague values are: B:Welcoming, B:Supportive and B:RoleModel.
BusinessDevelopmentTeam - responsibility the income generation from memberships, facility use, hospitality and events, marketing and communications activities, including social media channels, the Leisure Management System and administration support (including financial).
Jo Blackett - Business Development Manager
Deputy Business Development Manager
Events Manager
Marketing & Communications Officers
Social Media Assistant
Business Development Officer
Systems Officer
Senior Sports Administrator
Finance Administrator
Operations Administrator
Sports Administrator
Sports Administrator (Events & Comms)
Sports Administrator (BUCS & Competitions)
Sports Administrator (Memberships)
Sports Medicine Clinic Administrator
Sports Administrator (B:Active)
Sports Administrator (Systems)
Sport&HealthTeam - two main areas of responsibility: the Sports Medicine Clinic (a multi-disciplinary team providing a range of services to improve performance and prevent injury) and the Sport and Physical Activity team (provides a range of free and low-cost activity to engage primarily students in getting activity).
John Wilford - Sport and Health Manager
SMC Clinicians
Deputy Sport and Health Manager
Development Officer (Inclusion)
Development Officer (Wellbeing)
Development Officer (Sport)
Development Officer (Health)
Sport and Health Intern
Student Activators
Facilities&OperationsTeam - responsibility for ensuring our three main sites are safe and enjoyable environments for our students, staff and wider community.
Gordon Aitken - Facilities & Operations Manager
Health & Fitness Manager
Aquatics Manager
Health & Fitness Manager
Health & Fitness Supervisor
Health & Fitness Advisors
Centre Managers
Supervisors (Dry side)
Receptionists
Centre Assistants
Class Instructors
Pool Supervisors
Lifeguards
Swim Teachers
Grounds Manager
Deputy Grounds Manager
Grounds Staff
Cleaner
TennisTeam - responsible for junior, student and adult tennis coaching programmes and activity, plus providing support to the University of Bristol Tennis Club through coaching, committee support and the development of their BUCS level players.
Andy Trott - Director of Tennis
Community Tennis Programme Manager
Head Coaches (BUCS & High Performance, Clifton High School, Saturday AM, Junior Performance)
University Tennis Coordinator
Tennis Coaches - Programme Leads
Assistant Tennis Coaches
PerformanceSportTeam - responsibility for ensuring our three main sites are safe and enjoyable environments for our students, staff and wider community.
Matt Paine - Performance Sport Manager
Performance Pathway Manager
Lead Strength & Conditioning Coach
Head Coaches (Rugby, Tennis, Boat, Hockey)
Sports Coordinator (Netball, Men’s Football)
Sports & S&C Coaches
IT&Equipment
On your first day you should be provided with your staff username which is your log in for all centrally managed University systems.
To set your password and for further information please follow the link below to the University’s IT Services “New Staff” information.
A workstation self-assessment must be carried out for all employees who use Display Screen Equipment to ensure you have the correct equipment to support you whilst at work.
Pay
The University pay-day is the 26th of each month. When the 26th falls on a weekend or Bank Holiday, staff will be paid on the Friday before. Staff are paid before the Christmas break in December. Payslips can be downloaded from MYERP (the University's integrated HR, Finance, Payroll and Procurement system).
Please refer to these links for further info: https://www.bris.ac.uk/my-erp-support/how-toguides/gettingpaid/paymentinfo htt // b i k/ t/ /
Holiday
The basic holiday for staff is 23 days per year, after 5 years’ service 2 additional days are added to give a total of 25 days (for Staff on Grades A-I). Holidays are accrued throughout the year (which runs January to December). Part time staff receive pro-rated holiday allowance per year.
Particular terms & conditions of employment for staff on grades A - I
All holidays must be taken in the current leave year.
Only in special circumstances can leave be transferred into the next year. A maximum of 5 days may be carried-over and only by authorisation from the Director.
If staff are sick whilst on holiday, holidays can only be reimbursed with a doctor’s certificate, giving details and dates of sickness.
To apply for annual leave please complete the Annual Leave Request Form. Your line manager will then review your request and authorise your holiday. You will then receive email confirmation that your leave has been authorised. You can also request TOIL if you are looking to work additional hours. TOIL has to be authorised before it is worked through the LIEU Request Form.
Absence & Health
Responsibilities during sickness absence are shared between individual members of staff and the line manager and both have a responsibility to be proactive to support wellbeing in the workplace. Staff should alert their manager to any problems/issues which may have an impact on attendance/health or performance so that the manager can offer suitable support.
In some circumstances, staff are encouraged to complete an individual Wellness Action Plan (WAP) and discuss these with their line manager. Managers are also encouraged to consider when it might be appropriate to complete a stress risk assessment either on an individual or group basis. Please refer to this link for more information.
Sickness Procedure
When a member of staff is sick they must contact their Line Manager asap when they know they will not get to work as cover may have to be sought. You must give the reason of sickness and your expected return date.
1. Contact their Line Manager / Absence Co-ordinator on the first day of absence, with expected return date and reason.
2. Provide information regarding the reason for their absence, e.g. back pain, flu symptoms. Please avoid ‘sick’ or ‘unwell’.
3. On return from an absence of no more than 7 consecutive days (including weekends), complete a Sickness Self-certification form in MyERP. Staff without computer access complete a paper sickness selfcertification form.
4. Provide fit notes (doctor's certificates) from 8th day of absence on paper or by email.
A Sickness Self-certification form is not required in this case but is not a problem if submitted.
If you work in a role which requires cover, for example reception, teaching, coaching or lifeguarding please refer to Operational procedure OP2.2 for individual contact numbers and specific guidelines.
Our local Absence Coordinator is Vicky Dickson – vicky.dickson@bristol.ac.uk
When long-term sickness occurs, the Line manager and the Human Resources Manager will often visit staff at home. This visit will usually take place after six weeks of sickness absence. The main reason for the visit is to offer support and to get a prognosis on the likely return to work date, the visit will also be used to answer staff queries regarding their terms and conditions of employment.
After a home visit, it may be necessary for staff to see the University Occupational Health Department so a more detailed prognosis can be obtained. If staff are unable to take annual leave due to sickness a maximum of five days can be transferred to the following year with the agreement of the Director. We ask all staff to keep in regular contact with the department whilst off sick.
Looking after yourself -
The health and happiness of our staff is of paramount importance to us. We are committed to providing support where we can, to help you deal with any issues around your mental health and wellbeing. Mental health is just as important as physical health; they form two sides of the same coin. And things don't have to be at a crisis point for you to seek help. Problems can arise in many forms and from many situations: for example; stress at work, bereavement, family or relationship problems, illness, legal or financial troubles, or an underlying mental health condition.
http://www.bristol.ac.uk/hr/well being/staff
Counselling -
The Staff Counselling Service can support you whether you simply want to talk something through with someone who can be neutral and independent, or if you would like help with more severe problems such as anxiety and depression.
In addition to being able to provide support for a wide range of personal problems, the workplace service can offer specific support for workplace issues such as acceptable behaviour, traumatic incidents and dealing with fli t
Health and Safety
Departmental Safety Policy
Whilst working for Sport, Exercise and Health, all employees have a legal obligation to comply with the following:
- To take reasonable care for your own health and safety and that of others who may be affected by what you do, or do not do.
- To co-operate fully with your employer on all issues relating to health and safety.
- To correctly use any work items provided by your employer including personal protective equipment in accordance with training and instructions given.
- To not interfere with or misuse anything provided for your health, safety and welfare.
Our Divisional Health and Safety Officer is Gordon Aitken – 07775 004 446
Each Facility also has a designated Site Safety Advisor (SSA)
University’s Health & Safety Policy -
The University of Bristol Health & Safety Policy can be found here.
Emergency Procedures
Every member of staff will need to regularly remind themselves of the emergency procedures for the site in which they work. These can be found in the site local rules and the Health & Safety folder located in the main reception area.
Emergency contacts: Security Services – 11 22 33 or 87848 Estates (Emergency Maintenance) – 89898 (Zone Facility Manager)
Fire Emergencies -
All staff should know at least two escape routes from their work area. They should also know how to raise the alarm and where the building evacuation point is located. All staff should know where fire appliances are situated in their building/area. All fire exits and assembly points are clearly marked throughout S.E.H.
Fire assembly points are:
IndoorSportsCentre– outside the Arts and Social Sciences Library, Tyndall Avenue
SwimmingPool – outside the Catholic Chaplaincy, Queen’s Road
CoombeDingleSportsComplex (tennis centre) – Coach Park
On discovering a fire, staff must raise the alarm immediately, ringing 112233 internal or 999 external and operating the nearest red fire alarm point.
On hearing the alarm, staff should leave the building quietly, closing doors and windows as they leave, as this will prevent fire spread.
All staff should report to the building evacuation point.
If it is a minor fire, staff may wish to attempt to extinguish the fire with the appropriate extinguisher or appliance.
Accidents and incidents -
If you are unlucky enough to have an accident whilst at work, it is very important that a University Accident form is completed. No matter how small the accident, an accident form must be completed; this is a legal requirement.
Accident forms are available from reception or your site Health and Safety Officer. All accident forms should be sent to your site Health and Safety Officer, to ensure an accident investigation takes place and to ensure the form is signed.
Once an investigation has taken place and the form has been completed, it will be sent onto the University Safety and Health Department. Accident forms can also be used to record near misses or dangerous occurrences.
First Aid -
First aid notices are displayed in every building (white cross on green background). These notices give details of the nearest first aid point. A list of the first aiders on duty can be found at the main reception on each site. Staff carrying out first aid training will receive one additional day of holiday.
First Aid kits are located at the main reception desks (all sites), pool side (University pool), gym reception and sports hall (Indoor Sports Centre) and reception, workshop first aid room (Coombe Dingle).
All accidents must be reported. The accident forms are held at the main receptions on all sites and must be completed in full by the injured party or their representative. The forms are then passed to the Health and Safety Officer for the site where the incident took place and then sent to the Health and Safety Office.
Personal Safety and Security -
Staff should always be mindful of their personal safety. If staff enter a building and there has been a break-in or intruder, please contact Security immediately on 112233 and do not touch anything; preserve the scene. Challenge suspicious persons or call Security immediately. Never let people that you don’t know into a building unless they have a valid Ucard. Personal attack alarms are available to staff if required, from the Security Office.
Local Rules -
Pensions
The University runs two pension schemes:
• University of Bristol Pension and Assurance Scheme (UBPAS)
• University of Bristol Group Pension plan (UBGPP) You may also have a pension with:
• National Health Service Pension Scheme (NHSPS)
• Universities Superannuation Scheme (USS)
For additional information please refer to the University's website
Staff Facilities
At the Indoor Sports Centre
-
The kitchen facilities are situated in the main office on the first floor
Currently, there is a filtered water machine and a soft drinks machine situated on the first floor
The Indoor Sports Centre has limited Car Parking available to the rear of the building - a permit is required.
At Coombe Dingle Sports Complex -
There are no staff room facilities at the Indoor Tennis Centre but staff can take their lunch breaks in the Main Pavilion café area.
The Ground Staff have a small staff room situated in the Annexe Pavilion.
The kitchen area, behind reception in the Tennis Centre, is available for staff to make refreshments
At the Swimming Pool -
The staff room is situated on the ground floor of the pool. There is no assigned car parking at the swimming pool. There are water, soft drink and snack vending machines in reception. The Balloon Bar is located on the floor above in the Richmond Building, which staff can access during their break..
Smoking
All University buildings are non-smoking. Smoking is only permitted in designated outside areas.
Uniform
All staff are provided with a uniform are expected to wear it all times whilst on duty. Local rules may apply across each site depending on job roles.
SEH SharePoint site - Sport Exercise and Health - https://uob.sharepoint.com/sites/sport
SEH Online Inductionhttps://xerte.bris.ac.uk/play.php? template_id=4393
IT Services - New Staff - Guidance for new staff - www.bristol.ac.uk/it-services/new-staff
Terms and Conditions for staff (grade A - I)http://www.bristol.ac.uk/hr/terms/atoistaff.html
University of Bristol Pension informationwww.bristol.ac.uk/directory/finance/pensions
HR Absence policieshttp://www.bristol.ac.uk/hr/policies/absencehe alth Univeristy Safety Policyhttp://www.bristol.ac.uk/safety/policies/