Absence Management Policy

  • Our Absence Management Policy is focused on sickness absence. It also covers unauthorised absences and other reasons why you may need to take a period of time away from work.
  • The Policy explains what you need to do if you are sick and cannot come to work, including who you should tell and how you should tell them. It also includes details relating to pay during periods of sickness absence.
  • We have a process to manage short-term absence issues which we will use if your regular attendance dips below an acceptable level. This procedure is based on attendance triggers, with formal warnings imposed and escalated if improvement is not shown.
  • The Absence Management Policy also explains our approach if your absence is long-term. It covers things like obtaining medical evidence, taking holidays, keeping in touch and holding meetings.

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Appraisal Policy

  • Our Appraisal Policy provides details of our appraisal process, which we use to:
    • Work out whether everyone is happy with your performance
    • Identify what you’ve achieved
    • Identify any training that might help you
    • Encourage you to do your job well
  • The Policy outlines the process we use for conduct appraisals each year. This involves setting annual objectives which are reviewed against performance with your manager each year, with quarterly check-in appraisal process, involving one formal meeting, where objectives are set for the year and regular, more informal check-ins that are held throughout the year to monitor progress against those objectives and offer support and training where necessary.
  • The Policy provides tips on how to set strong objectives and explains how managers will support achievement against objectives through training and feedback. It also explains how any performance issues identified may then be addressed under our Performance Improvement Policy.

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Bribery Policy

  • We have a zero-tolerance approach to bribery. You have a role to play in helping us to achieve our aim to conduct our business in a way which is free from bribery and corruption.
  • Our Bribery Policy provides guidance on what we mean by the terms ‘bribery’ and ‘corruption’. There is still a place for hospitality and gifts, but they must be appropriate. The Policy also sets out what the law says about our responsibility to prevent bribery and how you should report concerns.

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Car Policy

  • Some employees in the business are entitled to a company car under their employment contract. Others might be required to use their own car, on occasion, to carry out their duties. Our Car Policy covers everyone that uses a car (whether their own or a company car) in the course of their work.
  • Our Car Policy gives details of our company car scheme and the rules which apply to using a company car. It also sets out the rules which we apply to those who use their own car for business purposes.

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Computer, Email & Internet Policy

  • Our Computers, Email and Internet Policy sets out the standards we require you to meet when using computers, email and the internet for work. It also explains what might happen if you fail to meet these standards.
  • The Policy explains our approach to personal use of email and the internet. It also gives tips on how to use appropriate language when communicating by email.
  • It explains how we approach the use of personal devices for work – including the approval you need to get before using them and the restrictions we will put in place to protect business information. The Policy also explains when we will monitor your usage, and for what purpose.

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Data Protection

  • We need to gather and use information, or ‘data’, about you as part of our business and to manage our relationship with you. This includes straightforward data we might need on a day-to-day basis, such as your name, attendance details and payroll information. It might also include more sensitive data, such as medical information.
  • The Data Protection Policy explains how we 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, the business.
  • The Data Protection Policy explains the reasons we have for holding and processing your personal data and the approach we will take when data is particularly sensitive. It sets out how we will strive to keep your data secure, how you can access it and how long we will keep it.

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Disciplinary Policy

  • We have clear standards of conduct which all our employees must meet. These standards are set out in our policies and procedures, in your contract of employment and communicated on a day-to-day basis through management instructions.
  • Our Disciplinary Policy sets out the procedure which we will follow if it is suspected that you have breached the standards expected. It explains the importance we place on investigating issues before taking any disciplinary action. It also sets out how a disciplinary meeting works – including the right to have someone accompany you, who will be there from the business and how we will communicate the outcome.
  • The disciplinary process contains different levels of warnings which can be imposed depending on the seriousness of the misconduct (or whether it is a repeat offence). The Policy gives examples of the types of things that we regard as misconduct – including things that we view as gross misconduct (which would entitle us to dismiss you immediately without notice).

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Drug & Alcohol Policy

  • Drugs and alcohol represent a health and safety risk to our workplace.  Everyone working for us needs to understand our rules on alcohol and drugs at work.
  • Our Drugs and Alcohol Policy outlines what these are, and how we deal with drug and alcohol-related issues in the workplace. This Policy also covers our approach to issues such as prescription medication, work-related social events and, if needed, searches.
  • If you ever experience issues with drug and/or alcohol misuse, then you can also find support and guidance in this Policy.

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Equal Opportunities Policy

  • We do not tolerate discrimination or harassment, and we are committed to promoting equal opportunities at work. We want everyone working for us to understand what equal opportunities at work actually means.
  • Our Equal Opportunities Policy sets out the standards of conduct expected of everyone working in the business. It explains the different types of discrimination which may take place at work and the characteristics which are protected by law from discrimination and harassment.

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Flexible Working Policy

  • We support a flexible approach to working and recognise the benefits it can bring to both you and the business. Flexible working might involve changing the hours or days that you work or the location you work from. This can sometimes be agreed upon informally with your manager. There is also a formal route available.
  • Our Flexible Working Policy sets out how to make a formal application for flexible working and the process we will follow when looking at your request. It explains what happens if your request is approved. It also sets out the reasons why we might refuse your request.

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Grievance Policy

  • We want to make sure that you feel comfortable raising with us any work-related problems you may experience. Our Grievance Policy provides a framework to enable you to do so.
  • There is an informal option, where you can discuss the matter with your manager, but we are also aware that you may prefer to have a problem investigated more formally. Our formal grievance process involves investigating your complaint and setting up a grievance meeting to discuss it with you.
  • The Policy explains in detail how we will respond if you raise a grievance, your right of appeal and what we will do to make sure that the process is followed fairly and promptly.

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Harassment & Bullying Policy

  • We are committed to providing a work environment where everyone is treated with dignity and respect.
  • Our Harassment & Bullying Policy sets out our clear zero-tolerance approach to bullying and harassment in the workplace.
  • The Policy explains what we mean by the terms ‘bullying’ and ‘harassment’. It also explains the process you should follow if you have a concern about harassment or bullying. It sets out our commitment to deal with your concern fairly and sensitively.

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Holiday Policy

  • It is important that everyone who works for us takes time away from work to rest.  All employees and workers in the business are entitled to paid holiday each year.
  • Our Holiday Policy explains the rules around requesting and taking holiday. It sets out how you will be paid when you are on holiday and what happens if you are sick or on family leave. It also explains what happens with holiday when you stop working for us.

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Homeworking Policy

  • Homeworking can work positively for both you and the business. Some homeworking arrangements are formalised through our Flexible Working Policy. Others are more informal.
  • Our Homeworking Policy explains how to apply for homeworking and the things we look at when considering a request. It also covers the rules that you must follow when working from home.
  • The Policy covers the practical issues with working from home – from staying in contact with the workplace and keeping your equipment secure to checking your home insurance covers you. It also explains how we will manage you when you are working remotely and sets out the reasons why we might decide to end your homeworking arrangement.

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Maternity & Family Friendly Policy

  • Mothers, fathers, partners (including same-sex partners) and adoptive parents all have legal rights to family leave. In the UK, we have several different types of family leave and some of them overlap. Each type has its own rules on whether you can use it, the amount of time you can have off work and the amount of pay you will receive when you are off.
  • Our Maternity & Family Friendly Policy takes you through the different rules on:
    • Maternity Leave and pay
    • Adoption Leave and pay
    • Paternity Leave and pay
    • Shared Parental Leave and pay
    • Parental Bereavement Leave and pay
    • Time off for dependants

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Menopause Policy

  • We want to remove any stigma associated with the menopause.
  • Our Menopause Policy explains what the menopause is and what symptoms people might have. It highlights appropriate sources of support if you or someone you work with experiences difficulties associated with the menopause.
  • The Policy also clearly sets out our expectation of appropriate conduct and behaviour towards those who are affected by the menopause.

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Modern Slavery Policy

  • We want to make sure that modern slavery and human trafficking is not taking place within our business or its supply chains. You have a role to play in helping us to achieve this aim.
  • Our Modern Slavery Policy explains what is meant by the terms ‘modern slavery’ and ‘human trafficking’. It explains what we do to make sure that our business and its supply chain are free from modern slavery. The Policy also sets out how you can help to identify any risk areas for modern slavery, and it provides you with a mechanism for reporting your concerns.

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Performance Improvement Policy

  • We want all of our employees to perform well in their roles and maximise their own performance.
  • There may be times during your employment when we do not think that your performance meets the standards we expect of you.  If this happens, we will use our Performance Improvement Policy to help us understand the causes of your performance issues and work with you to resolve them if possible.
  • It explains how informal action will be taken to secure improvement where possible. A more formal process is also detailed, which is centred around the creation and regular review of a ‘performance improvement plan’ – a document which we will work on together and which clearly sets out our expectations and the ways we will help you to achieve them.
  • The performance improvement process set out in the Policy involves the use of escalating warnings (up to and including dismissal) if improvement, assessed against the performance improvement plan, does not occur.

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Recruitment Policy

  • We want to recruit the best people to work for us. In order to do this, we have clear and detailed processes in place which we follow to ensure we recruit people fairly.
  • Our Recruitment Policy covers how we identify and advertise vacancies. It also explains the different ways we might select candidates and sets out the support we provide to managers to make sure that they act fairly and reasonably when recruiting.

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Redundancy Policy

  • Neither management nor the workforce ever wants redundancies. We will do what we can to avoid them. But this Policy covers what happens if redundancies can’t be avoided.
  • We will try to find you an alternative job, and treat everybody fairly, if a need to select for redundancies arises.
  • Our Redundancy Policy gives more detail on how we will approach redundancy situations, provides a general overview of the procedures involved in both individual and collective redundancies and gives you all the information you need on redundancy payments.

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Religious & National Holiday Celebrations

  • We want to create a workplace where events and occasions which are important to our staff members of all nationalities and religions are understood and appreciated.
  • Our Religious & National HolidayPolicy aims to increase awareness of these events and occasions across the workforce. It sets out our approach to dealing with requests for time off to celebrate religious and national holidays and explains the options available to you if you are unhappy with a decision taken.

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Right to Work Policy

  • You can only work for us if you have the right to work in the UK. We have legal duties to make sure that everyone working for us has permission to work in the UK. We take our responsibilities to prevent illegal working seriously.
  • Our Right to Work Policy explains the current right-to-work system in the UK. It sets out the checks we will carry out when you come to work for us and the documents we will need to see.

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Social Media Policy

  • Most of the people who work for us use social media. It is also an important tool for our business.
  • Social media use can lead to difficulties, as boundaries which exist in the ‘real world’ are very easy to ‘blur’ online. It is therefore important to us that we have a policy in place which provides guidance on appropriate use of social media.
  • The Social Media Policy explains our expected standards of conduct and behaviour on social media and how we monitor these. It also sets out guidelines for you to follow if you post on our behalf or as our representative.

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Training & Development Policy

  • We understand the importance of having a clear training and development structure in place within our business. We want you to have the skills to carry out your role to the best of your ability. We want to provide opportunities for training which help you develop and grow.
  • Our Training & Development Policy includes details of the different types of training we can offer. It explains how we will assess training needs and identify development opportunities for you. It also sets out our policy on time off to attend training and payment of training fees.

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Wellbeing Policy

  • Your wellbeing at work is important. We encourage you to maintain your wellbeing through the principles and initiatives set out in our Wellbeing Policy.
  • The Wellbeing Policy includes practical advice to help you maintain wellbeing in your working life, such as taking regular breaks during the working day, making time for exercise and eating well.
  • We want open discussion between staff and managers about wellbeing and how we can help you. We are committed to listening supportively in all cases.

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Whistleblowing Policy

  • Whistleblowing is the name given to the reporting of certain types of wrongdoing by people who work for us. This will usually, although not always, be something you have seen or noticed at work.
  • Our Whistleblowing Policy sets out the types of concerns which are likely to be covered by the term ‘whistleblowing’. It also outlines how you should report whistleblowing and the procedure we will follow when investigating your concerns.
  • We will take your concerns seriously, they will be thoroughly investigated, and you can be confident there will be no reprisals.

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We would welcome an informal discussion with you to understand how Guildford HR can effectively partner with your business. Please either call us on 01483 362732 or contact us.