Employee Handbook

EMPLOYEE HANDBOOK

FAMILY WELCOME TO THE

ISSUE 01 - 2020

Welcome from Michael Conway MBE - Chairman

Dear Colleague,

I am delighted to welcome you to the FM Conway family. We are a business with strong family values that places our people at the heart of what we do and treats everybody with care, integrity and respect, expecting them to do the same. With Excellence as one of our core values, I ask that you bring this approach with you to work every day to help us excel and continue delivering for our customers, who we ultimately serve. As part of our family it is essential that you commit to our ‘People First’ safety agenda, ensuring that everyone goes home safe and well each day. The health, safety and wellbeing of our people is our priority, and we expect this to be your priority too. Our 10-year strategy, the Big Ten in 10, has been put into place to eliminate the biggest risks facing our business. Since 1961 we have evolved from a small family-run business into the self-delivery construction giant we are today. We have achieved all this by adapting to the ever-changing landscape in our industry, with our people being very much the driving force behind this positive change. I encourage you to have a look back at our journey on our website to see the evidence of how this was made possible. You will understand more about what our self-delivery model means as you learn about FM Conway, but importantly for me, it is what helps us to build and maintain a sustainable business. For 60 years, we have made our name by working hard on our environmental commitments and ambitions. Thanks to our heavy investment in recycling infrastructure, we have placed ourselves at the forefront of recycling in the construction industry and have won many awards in recognition of our hard work. Sustainability though is not just about the environment; it is reliant on people, every kind of people, and as part of the family you will now play your part in our sustainable future. Our Sustainability Strategy which we launched in 2020 outlines our commitments and targets; we aligned our ambitions to those of the United Nations Sustainability Development goals, focusing on the eight where we believe that we can deliver the greatest possible impact. As part of this strategy we have also committed to achieving carbon net zero by 2045 which is five years ahead of the Government’s own target.

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The story of our company is already a remarkable journey. But that journey is only just at the beginning and you are all a part of it.

Michael Conway MBE

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I wish you well in your role and I look forward to meeting with you in the coming months – welcome once again to the FM Conway family!

Michael Conway MBE

Contents The handbook 7

Company vehicles and company assets 36 Driving licenses and company vehicles 36 Company plant and assets 37 Lost, stolen or broken equipment 37 Telephone rules 37 Personal and company mobile phones 37 Other office equipment and supplies 38 Recruitment Recruitment, training and development 39 Referral bonus scheme 39 Equal opportunities and diversity 40 Training and development 40 Ongoing training 40 E-learning 40 External training 41 Appraisals Communication and team events 43 Communication 44 Social events 44 Public relations Controlling risks 48 General 48 Customer Care team 48 Right of search 49 Visitors 49 Personal property 49 Building security 50 Big Ten in 10

Absence from work 53 Holidays 53 Public holidays 53

IT security 72

Introduction

IT security

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Everyone is welcome – Fairness, Inclusion & Respect (FIR)

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Use of FM Conway’s computer systems Use of the internet - personal use

Sickness and absence rules

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About our business Our service offering

54 54 54 55 55

Notification

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10 12 14 14 14 15

Medical/dental appointments

Our locations Our vision Our mission Core values Our values

Compassionate leave

73 73 73 74 74 74 75

Internet - monitoring Email use - general

Jury service

Time off for dependant emergencies

Emails - personal use and monitoring Passwords and security

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Severe weather and disruptions to travel Accepted absence or lateness

Device protection Social media IT service desk

Getting started 17

56 56

Pre-employment screening

Leaving work early

17 17 17 18 19 19 19 19 19

Medical questionnaire

A family friendly company 59 Maternity leave 59 Paternity leave 59 Shared parental leave 59 Adoption leave 60 Parental leave 60 Flexible working Resolving problems 64 Resolving problems 64 Disciplinary procedure 64 Grievance procedure 64 Bullying and harassment 65

Data protection 77

Induction

Probationary period

Data protection

Appearance & dress code

77 78 79 79 79

Data protection principles Your data responsibilities Your rights as a data subject How to deal with data breaches

Personal Protective Equipment (PPE)

Conduct

Meeting etiquette

Subject access request

Flexibility Respect Smoking

How we do business 82

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Conflict of interest

Email/phone signatures

82 82 82 83

Bribery

Out of office

Purchasing and commissioning

If you are dissatisfied How to raise a concern

Pay, hours of work, expenses and benefits 24 Pay 24 Queries related to pay and income tax 24 Overtime 25 Deductions 25 Hours of work and timekeeping 26 Pensions 26 Bonus payments 26 Benefits 26 Expenses 27 Remote working 28 Your voice 32 Mental health support 33 Employee assistance programme

Dealing with poor performance

Drugs and alcohol 67

Modern slavery 85

Drugs and alcohol

What to do if you suspect you are seeing signs of modern slavery

67 67 67 68

Rules

Medication

Support and confidentiality Testing and consequences

Leaving FM Conway 88 Exit interview 88 References 88 Retirement 89

Restrictive covenant

89 89 92

Holiday pay on termination

Final salary/P45

The Conway Charitable Foundation

The handbook

Introduction This handbook has been designed to help you understand how FM Conway is organised, what standards and behaviours you are expected to follow, and what you can expect from us in return. The details about our policies and procedures contained within this handbook are non-contractual but act as a guiding framework, setting out our expectations for our colleagues. For full copies of each policy please refer to the appropriate section of our Integrated Management System (IMS). We hope that sharing this information helps you successfully navigate your way around our business and settle more quickly; if you are unsure of anything though, please do not hesitate to ask your line manager or the HR team. Everyone is welcome – Fairness, Inclusion & Respect (FIR) FM Conway is an equal opportunities employer actively engaging with Human Rights and Equality legislation. We respect and value people’s differences and aim to help everyone achieve more at work and in their personal lives. We are proud of the part you play in our success.

Our grievance procedures ensure sympathetic handling, and satisfactory resolution, for any employee concerns or dissatisfaction.

We believe that all decisions about people at work should be based on the individual’s abilities, skills, performance, and behaviour. We strive to operate a culture of Fairness, Inclusion and Respect (FIR) within the workplace, where individuals feel they are a valued part of a team. Discrimination, abuse, or harassment is not acceptable and will be dealt with accordingly.

Photo - Surfacing on London Bridge - Divisions: Structures, Surfacing, Aggregate & Asphalt and Traffic Management

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About our business FM Conway is a family-run infrastructure services company, delivering vital services in transportation, the built environment, and open spaces. In partnership with network operators, local authorities, and private clients, we bring clear thinking, innovation, and high-quality delivery to everything we do.

Our unique self-delivery model combines in-house consultancy expertise with front line operational excellence. From initial inspection, through to design, delivery, refurbishment works and ongoing maintenance, this approach enables us to supply all the services required to keep important transport infrastructure and open spaces operating effectively and efficiently.

Our circular economy: a unique approach to materials

Coring and testing We take sample extracts of materials from roads to

Excavation Materials are also generated through excavation on the majority of our projects. Gully cleansing Gully waste is collected by our dedicated teams as part of our cleansing and maintenance. It’s an underused resource that can nonetheless be recycled and diverted from landfill. We clean nearly 1 million gullies each year, and ensure recyclable materials are put to use for our industrial processes.

Storage Once materials have been collected they may have to be stored before they are recycled. Effective planning and scheduling is vital for minimising cost, and helps us to share efficiencies with our clients. Drainage treatment plant This is where gully waste is processed. We extract sand and stone, which are used for aggregate, and around 2 million gallons of water each year, which is used for cleaning aggregates and in our concrete batching vehicles.

Concrete plant Our concrete production,

Asphalt plant Our asphalt plant in Erith, Kent reprocesses asphalt planings for use in highways maintenance and new road construction. It is one of the lowest carbon asphalt plants in Europe and includes a jetty onto the river Thames at Erith that allows us to import aggregates by boat. Based on our success in Erith we have invested in an additional plant in West London, called Heathrow Asphalt, which is a mirror image of Erith and doubles our recycling capacity.

Re-using asphalt planings Finally, we roll recycled asphalt back onto roads as part of our work – ensuring sustainable management of materials, and lower costs for our clients.

supplemented by our concrete plant in Erith, sees our fleet of volumetric mixers use water from our drainage treatment plant, and manufacture different strengths of concrete during the same visit – cutting down journeys on London’s road network.

understand the materials in our clients’ assets. Coring shows the material in our roads, and allows us to develop strategies for how materials can best be put back into use.

Asphalt planing Once we have developed

Aggregate screening and washing

thorough plans for the materials, we plane them from the roads as part of our maintenance programmes – collecting them and transporting them back to our asphalt manufacturing plants.

Our highways arisings recycling takes place at our unique static crushing, washing and grading plant. We recover at least 95 per cent of all arisings as reusable aggregates, and deploy them on future projects.

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Our service offering

Civil Engineering

Cabling & Utilities

Surfacing

Term Maintenance

Consultancy

Aggregates & Asphalt

Structures

Lighting

Technology Centre

Recycling Facilities

Water & Drainage Management

Traffic Management

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Our locations

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FM Conway Locations: 1. Conway House 2. Chelsfield 3. Purley Oaks Depot 4. Crodon Asphalt (Conway Collect) 5. Dartford Recycling 6. Imperial Wharf, Bitumen Terminal & Technology Centre 7. Erith Aspalt & Wharf 8. Mandela Way 9. Victoria Street 10. Richmond 11. Heathrow Asphalt & Recycling 12. Reading Asphalt (Conway Collect) 13. Theale Asphalt 14. Aldershot Asphalt (Conway Collect) 15. Water and Drainage Management 16. Newhaven Asphalt (Conway Collect) 17. North Acton

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Our values

CARE

As a family business we act with care and compassion

EXCELLENCE

Great people delivering great work, always

INTEGRITY

A business committed to doing the right thing

Our vision To be the leading family infrastructure business delivering a better society through collaboration, protection of resources and continued investment in self- delivery. Our mission To transform the built environment using sustainable, innovative, self-delivered, quality services; working together as a family with our people, our customers and our communities.

INNOVATION

Our passion is to always find a better way

Core values

Our values define who we are as a company, guiding our everyday actions and decisions.

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Photo - Erith Wharf & Asphalt Plant

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Getting started

Pre-employment screening Your offer of employment with FM Conway is conditional, subject to satisfactory referencing and pre-employment checks which include the Right to Work in the UK, employment references, driving licence checks (if appropriate) and a Drugs and Alcohol test. FM Conway also asks that you disclose any unspent convictions and any conflicts of interests. Should these checks not be deemed as satisfactory, we reserve the right to either terminate, or withdraw the offer of employment. Medical questionnaire All new colleagues are asked to complete a questionnaire when starting employment. The information provided by you and by any medical practitioner will be treated in the strictest confidence and will enable FM Conway to assess your health and wellbeing in relation to your employment. Induction To welcome you to our team and ensure you settle in as quickly as possible, we will always take the time to introduce you to your new colleagues and explain how the business operates on a day-to-day basis.

As part of your induction, you will receive Health and Safety training and an overview of all our company policies.

Everyone here is happy to help and answer any questions you may have relating to any aspect of your work, so please do not hesitate to ask.

Probationary period Starting a new job can be challenging, and your employment is subject to the satisfactory completion of a probationary period, normally six months. This is the time for you to learn about your job, for us to support and guide your development whilst you settle in, and for us to review your progress with a view to successfully confirming you in post at the end of your probation.

Upon the successful completion of the probationary period you will continue with the terms and conditions agreed at the commencement of employment.

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Photo - Theale Asphalt Plant

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Appearance & dress code

Personal Protective Equipment (PPE) Where required by a risk assessment your role, PPE will be provided and must be worn at all appropriate times. It is provided for your safety and wellbeing. Failure to do so will be considered a breach of your health and safety obligations and may result in disciplinary action. Conduct FM Conway takes pride in fostering good relationships with clients, colleagues, associated business partners and the wider stakeholder audience (including the general public and all road users). It is essential that we always act in a dignified and professional manner. We do not tolerate rude or discourteous behaviour. Meeting etiquette When attending meetings please ensure that you arrive on time, and refrain from answering your mobile phone. If a call is urgent, please leave the room before answering. Meeting rooms in many of our offices can be booked via your Outlook calendar in advance or at the door of the room. If someone has booked the room after you, please ensure you leave the room on time and in the same condition that you found it in. Please do not leave glasses or cups in rooms and switch any projectors or screens off when you leave. Flexibility Your job description provides details about your day-to-day duties. However, as a team we need to work well together and be flexible about our work. We will, from time to time, issue reasonable instructions which you will be expected to follow. This may require you to do different tasks to your normal workload to enable us to meet our client’s expectations or to serve the public need. We will not ask you to do anything that is unreasonable, that you are not capable of doing, or to undertake anything that could be considered a health and safety risk.

It is important that we all present a smart and professional image when people visit our premises and sites.

FM Conway recognises the diversity of cultures, religions and abilities of its employees and will take a sensitive approach when this affects a colleague’s appearance, dress, and uniform. Priority will be given to health and safety and security considerations.

Examples of acceptable clothing:

• Blouses and shirts (with collars – long or short sleeve) • Dresses • Skirts • Jackets, sports jackets and blazers • Business suits

• Jumpers • Trousers

Office based male employees are expected to wear a shirt and tie.

Footwear must be safe, sensible, in good order, smart and clean and have regard to health and safety considerations.

Examples of unacceptable clothing:

• Baseball caps/hats • Casual sports t-shirts or tops with thin straps • Casual trousers or skirts • Clothing which bear inappropriate slogans/language • Combat trousers

• Flip-flops • Leggings • Leisure shorts • Overly tight or revealing clothes • Sweatshirts • Tracksuits

The wearing of facial/body piercings is not permitted (other than earrings) and these must be removed before coming to work. If employees have piercings for religious or cultural reasons, these must be covered where they present a quantifiable health and safety risk.

Respect

We ask all employees to show respect for each other and for company property.

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Smoking Our Smoking Policy applies to everyone who works here, and any visitors or contractors. We ask all our employees to help us enforce it; is important that we all present a smart and professional image when meeting people.

The policy applies to the smoking of cigarettes, cigars and pipes, and electronic cigarettes.

WHERE THIS APPLIES

Premises Smoking is strictly prohibited within FM Conway buildings and at the entrance to the premises. Those wishing to smoke during their allocated break may do so only at designated smoking areas. We have provided a bin for cigarette butts and other waste. Please make sure the area is left tidy.

Vehicles We do not allow any driver or passenger to smoke in a company vehicle.

Criminal offence It is a criminal offence to smoke in a smoke-free area and breaches will result in disciplinary action. Assistance and support Our Smoking Policy provides support for anyone who wishes to stop smoking, and we are committed to assisting any colleague in this endeavour. Email/phone signatures FM Conway has a standard email and phone signature that all employees are required to conform to. This ensures that our brand is consistent and that your important contact information is included. Out of office If you are taking leave or are due to be out of the office for more than a day, please ensure that you set an ‘Out of Office’ message on both your email and your voicemail which also nominates a delegate. This enables anyone trying to reach you to contact someone else if the issue is urgent and prevents unnecessary delay or frustrations. If you are a manager and have authority to approve expenses, requisitions or annual leave, and you are going to be out of the office for a significant period, you must also delegate your i-CON approval before you go.

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Photo - Josh Sampson - Gus Smith Award Winner

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Pay, hours of work, expenses and benefits

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Photo - Traffic Diversion on the A249 Sheppey Crossing - Division: Traffic Management

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Pay If you are a monthly paid employee, you will be paid on or before the 28th day of each calendar month, or the closest working day prior to the 28th. If you are a fortnightly paid employee, you will be paid on a Friday, for the previous two weeks worked. All colleagues can access an itemised payslip (for each fortnight or month respectively) detailing your payments and deductions via the ADP portal, via the website or via the mobile app. You will be asked to supply your bank/building society account details when you start work with us. If these details change you should let us know as soon as possible so your payments go through smoothly. • Enables us to recruit and retain quality employees who will perform their roles effectively • Motivate employees to achieve the objectives set by their line managers so that goals are met • Provide progression opportunities and suitable rewards for employees assuming greater responsibility and duties that are more demanding • Is non-discriminatory Queries related to pay and income tax Any queries relating to pay and income tax should be first discussed with the Payroll Manager. The Payroll helpline number is 01732 600 801 or you can email Payroll on payroll@fmconway.co.uk . Overtime Across the business, overtime rates can vary depending on the type of contract an employee has. All overtime must be authorised in advance by your line manager. We aim to maintain remuneration at all levels which:

Deductions All deductions, either those required by law or authorised by you, will be made from salary and shown on your payslip. Examples of deductions may include, but are not limited to: • The balance of a season ticket loan or other loans • Overpayments of any element of pay, including adjustments for hours not worked or lateness • Holidays taken in excess of your accrued entitlement • Pension contributions • Damage caused to company property, including vehicles • Time off for jury service • The excess on any insurance payable as a result of your actions • Fines incurred as a result of your actions • The balance of any training assistance given • Where FM Conway is instructed to do so by a legal institution or Government body Hours of work and timekeeping Good timekeeping is essential to the smooth running of the business and as such you are required to be at work ready to commence work at your contracted start time, and you are expected to remain in attendance and working until your finish time. Fortnightly paid employees are required to submit timesheets with their manager’s approval. On occasions some monthly paid employees may be required to submit timesheets. This will be communicated to you if needed. Rotas If you work on a rota system, details will be communicated to you by your line manager on a weekly basis. Clocking in and out Where a system is provided you must ‘clock’ in and out. Failure to do this may result in disciplinary action taken against you or late payment for hours worked. It is strictly prohibited for anyone else to ‘clock’ in and/or out on your behalf. Such conduct may be viewed by FM Conway as serious misconduct by both parties and disciplinary action may be taken. Any arrangement to leave work before your normal finishing time must be agreed beforehand with your line manager.

FM Conway reserves the right at any time, to amend the overtime rates or withdraw the payment of overtime.

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Pensions

Remote working Not all work performed by FM Conway lends itself to remote, off-site working. Employees must speak with their line manager about whether home/mobile working is suitable and their responsibilities when remote working.

If you are eligible you will be automatically enrolled into company pension scheme, which is run as a ‘Salary Sacrifice’ scheme.

If you have been automatically enrolled into the workplace pension scheme you will receive a letter from our external pension provider, detailing:

When working from home, your designated workspace must be kept in a safe condition, free from any hazards to either you or the equipment.

• The date you were added to the pension scheme • The type of pension scheme and who runs it • How much we will contribute and how much you will have to pay in • How to leave the scheme, should you want to • How tax relief applies to you Bonus payments FM Conway may, at its sole and absolute discretion, choose to pay you a bonus from time to time. Any bonus is non-contractual, and FM Conway will determine the eligibility, timing, and amount of any bonus.

Colleagues working from a designated workspace will be expected to attend all essential meetings via video conference or by phone. You should follow the same meeting etiquette for remote meetings as you would for face to face meetings, including: • Being professional in appearance and approach • Logging on on-time for the meeting • Muting the microphone when not speaking to prevent background noise for other participants • Using the ‘hand raise’ icon when you want to speak to prevent participants talking over each other

For more information, please see the Remote Working Policy on the IMS.

No bonuses will be paid to employees who have left or who are working their notice.

Benefits

Role specific benefits are issued to you in your benefits statement upon joining.

For further information on company-wide benefits, please click here .

Expenses FM Conway will wholly reimburse all business expenses that are reasonably and properly incurred whilst engaged on company business if VAT receipts/invoices and expense claims are submitted in line with company policy.

All such spend must be authorised by your line manager in the first instance and by a Board Director where necessary.

All expenses must be submitted fortnightly or monthly. Expenses which are outstanding for three months or more, will not be paid unless there are mitigating factors.

For more information, please see the Expenses Policy on the IMS.

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BIG IDEA

If you have a great idea, tell us about it. We welcome and encourage suggestions that may help us to improve the business and pay £25 for the very best ones. In some cases there is the possibility of a payment of up to £5,000, if the idea delivers a significant and measurable benefit to the business. For more information or to submit your idea, visit the Big Idea App .

NEAR MISS

This App enables anyone working for or with FM Conway to record and advise of a “Near Miss” (an accident that hasn’t happened yet). This allows FM Conway to identify potential incidents and prevent them from becoming accidents. To record a near miss visit the Near Miss App .

NCR

Non-Conformity Reporting is our continuous improvement programme. We need to know about instances where there has been a failure in any process, or when something did not happen as was expected. By recording these events, we can make a positive change by identifying trends and tackling route causes which prevent us from repeating something similar in the future. To raise an NCR visit the NCR App .

Your voice Your opinions really matter so we have implemented several initiatives to ensure our employees are heard and that your ideas, initiatives, and concerns are recorded and managed in an appropriate way. These initiatives include:

Photo - The first UK 3d Crossing St John Wood Westminster - Division: Surfacing

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MY DREAM

This is a personal initiative by our Chairman, Michael Conway. Michael will offer financial assistance to a colleague and their family to realise a dream. To submit your requests to My Dream, fill out the form and email it to Michael at: mydream@fmconway.co.uk

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I was a full-time student at University when I decided to leave and pursue a career in the construction industry. Today I am a Project Management Apprentice. It was the best decision I ever made.

HAVE YOUR SAY

Your views are important to us; ‘Have Your Say’ is our company-wide employee engagement survey which enables all colleagues to feedback and comment on a number of subjects, such as our working practices, our leaderships teams, our Health and Safety initiatives and more. Results are collated, themes identified, and projects initiated which are then communicated back out to the workforce. It is important that you take part to ensure that your voice is heard and your opinion counts. ‘Speak Out’ is FM Conway’s confidential app and helpline. It helps to enforce FM Conway’s ethical business practices and the principles of Fairness, Inclusion and Respect across all levels of the business both inside and outside. If you feel that these practices have been breached or you would like some advice on upholding the standards we are committed to, then you are encouraged to come forward and raise your concerns, either to a manager or via Speak Out. This can be done anonymously and via the helpline number on 0808 169 1521 or via the SpeakOut App : For more information, please see the Whistle Blowing Policy on the IMS. SPEAK OUT

Akisam Mugezi

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SPEAKOUT

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Mental health support FM Conway has trained Mental Health First Aiders that are on hand to support you. You can reach them via HR@fmconway.co.uk or contact them directly using the Conway Connect People Directory, which has a ‘tick box’ to help you search for their names and details.

Employee assistance programme We operate an Employee assistance programme to provide independent and confidential support on various matters, including (but not limited to) financial advice, legal advice, employment advice and counselling to all employees on a 24/7 basis.

You can contact Health Assured by: Freephone: 0800 028 0199

All mental health support enquiries will be treated confidentially.

To access the Wellbeing Portal you will require the following login credentials:

Username: Wellbeing Password: MoonLakeGrow Website:

www.healthassuredeap.co.uk

To access the My Healthy Advantage App you will require the below login credentials:

Unique code: MHA182442

Download on iOS and Android devices.

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Photo - Some of our Mental Health First Aiders

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Company vehicles and company assets

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Photo - Walking Floor Asphalt Lorry

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Driving licenses and company vehicles

Lost, stolen or broken equipment Please take care of all company equipment, including IT devices and mobile phones. If an item is lost, it must be reported to the Customer Care team as soon as it is noticed missing. Depending on the circumstances in which the device was lost, we will assume responsibility for replacement unless carelessness on your part can be shown as the cause of the loss. You may be required to reimburse FM Conway for the full replacement cost of the device.

All new company vehicle drivers will be asked, by email from our fleet management partner, to sign a mandate which allows us to check your driving licence for endorsements or points. A new mandate must be completed every three years; without an up-to-date signed mandate you will not be allowed to drive a company vehicle. Any changes to your driving licence must be reported to your line manager immediately, and they must notify the Plant and Transport Department for advice. If you lose your licence, a company car may be reclaimed, or an allowance stopped. Where a driving license or a specific category entitlement is considered essential for your job, inability to drive lawfully may affect you employment with the company. During working hours, Monday to Sunday, a company commercial vehicle must be available for the nominated driver and for the benefit of any other company personnel who may need to use it for work purposes. The vehicle can only be left at home if it is not registered on FM Conway’s O-Licence or with the explicit permission of Plant or Transport senior management.

Telephone rules Company telephones are to be used mainly for company business. Essential personal calls, either those made or received, should be kept to a minimum.

Personal international calls/calls to premium numbers are prohibited unless permission has been given by your line manager in advance.

Company cars allocated to an individual and taxed appropriately can be used for private purposes, including the carrying of passengers.

Personal and company mobile phones

It is your responsibility to use a mobile phone legally. FM Conway will not be liable for any misuse of a mobile phone where it contravenes the law. Please leave personal phones on silent during working hours. Calls and texts to and from personal mobile phones should only take place during breaks and be carried out somewhere that will not disturb those around you. The taking or sending of photographs or video on your personal or company mobile is not permitted whilst on duty unless authorised by your line manager, and with the prior consent of the subject(s) to be photographed or videoed.

Commercial vehicles are only insured for business use and must never be used for social, domestic or pleasure purposes or to carry non-employee passengers. If it is required for a legitimate business reason, you must have prior written approval from the Head of Plant and Workshops or a Managing Director.

For more information please refer to the Vehicle and Fuel Card Policy on the IMS and ensure that you adhere to the rules.

Company plant and assets When working for FM Conway you will be provided with any plant, equipment and materials required to do your job. When collecting plant or equipment from our workshops you will be asked to sign for them.

All premium rate numbers are prohibited on company phones.

Other office equipment and supplies

The use of FM Conway’s business stationery and headed notepaper for private purposes is strictly prohibited.

The use of Plant, Equipment and Materials for personal use is strictly prohibited and can result in disciplinary action.

It is important that your business email account is not used for any personal email activity, as content could be viewed as representing the views of the business.

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Recruitment, training and development

Recruitment

Referral bonus scheme FM Conway believes that colleagues can make a major contribution to FM Conway’s recruitment activities. FM Conway will reward any employee who introduces a candidate that is subsequently employed and successfully passes their probationary period.

FM Conway is an equal opportunities employer. We will advertise most positions internally, as well as externally where appropriate.

If you wish to apply for an internal vacancy you should inform your line manager, out of courtesy. All applications should be made through Conway Connect and, as with all employee information, applications are held in the strictest confidence. If an applicant, either external or a current employee, needs any specific help to enable them to apply for a role due to a disability, they should make this clear as part of their application. Candidates will be screened and interviewed fairly, objectively and without unlawful bias, ensuring the person who best meets the criteria for the job is successful. Specifications for the job and the person will be limited to necessary requirements for effective performance.

For more information, please refer to our Employee Referral Bonus Policy on the IMS.

Equal opportunities and diversity FM Conway is committed to ensuring that equal opportunities are provided to all employees and job applicants regardless of sex, sexual orientation and transgender status, age, marital status, religion or belief, race, ethnic origin, nationality, disability or any other protected characteristic. We remind you that the responsibility for preventing discrimination in the workplace is shared by every company employee. You are legally obliged to ensure that you do not unlawfully discriminate or knowingly aid others to do so. For more information, please refer to the Equality, Diversity & Inclusion Policy on the IMS.

For internal candidates, the normal notice period will apply.

For more information, please refer to the Recruitment & Selection Policy on the IMS.

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Photo - Graduate training scheme

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Training and development People are our most valuable resource. Our continued success depends upon having highly motivated people with proper skills in the right job, at the right time. We recognise the need to, where possible, offer all colleagues a clear path of progression within the business. Therefore, job descriptions and personal objectives will be reviewed on a regular basis. Ongoing training After satisfactory completion of your probation period you will be given opportunities to learn and develop your skills. There must be a specific need which relates to your technical competence or safety before approval will be granted to attend a training course. For the benefit of both your own career and the organisation, we encourage employees to take some responsibility for their own development; this includes recognising your strengths and needs, keeping up to date with what is happening in the industry and organisation, using opportunities at work to learn and develop your own performance, as well as utilising colleagues as role models, support coaches and mentors. If colleagues have courses or training that has been approved by their line manager and they fail to attend the training, or leave our employment before or during the training, they could be required to reimburse FM Conway for the training costs. E-learning FM Conway subscribes to an e-learning platform that all employees can access. You will find a wide range of courses which can help you in your day-to-day work. Some courses are mandatory such as Modern Slavery and Bribery; others will simply help you improve your skills. If you have not received a login and would like one, please contact the Learning and Development (L&D) team.

Appraisals

We believe in harnessing and developing the skills of our colleagues for today, and for future business growth.

As part of our commitment to you, your line manager will conduct an appraisal at least once a year via a positive and structured meeting; reviewing your performance over the previous year and agreeing your personal development plan and objectives for the year ahead.

Many of the i-CON and IT user guides can be found on Conway Connect i-CON Training .

External training Some aspects of your training may be met by external providers. Advice on the most suitable training solution will be made by the Learning and Development department.

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Photo - Jason Ward a winner of the Pride of Conway Award

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Communication Communication is a fundamental task in each employee’s daily working life and personal development. It also plays a role in people management and leadership.

The purpose of communication is to inform and motivate our colleagues so that they can support and play an active role in achieving FM Conway’s objectives.

All communication should meet the following standards:

• Clear

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Easy to understand Dependable, frequent Appropriate to audience

• Consistent –

• Relevant • Timely • Honest • Open

– – – –

At the right time

Believable, trustworthy Good and bad news

What should you do?

• Understand your communication responsibilities to your colleagues, your manager and your organisation • Know where and how to access the information you need to perform your role • Participate fully and actively in all internal communications • Seek clarification on any communication that is not understood • Gather information which will make you more knowledgeable about your own area of expertise • Share your knowledge and experience FM Conway is committed to developing effective communications throughout the business. Obtaining everyone’s views and feedback is central to our communication strategy and we welcome constructive ideas and suggestions from all our teams about how we improve FM Conway and make this a better place to work. We also provide every FM Conway colleague with a work email address so they can access all company updates. You must activate this email address within two weeks of receipt .

Communication and team events

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Photo - On site CPR training

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Social events Social events take place throughout the year and we hope that these are enjoyable opportunities to mix with your colleagues. All employees are asked to remember that they are representing FM Conway at these events and should behave accordingly. Public relations If you receive an enquiry from the media, or even just suspect that you are speaking to a member of the press, you must refer them to the Marketing team. marketing@fmconway.co.uk

“

I really enjoy the fact that there are so many different roles to recruit for, it’s great to have such variety as each day is different. I also enjoy working for a big company like FM Conway as there is huge exposure to a wide array of people.

Do not attempt to deal with the media directly on FM Conway’s behalf.

Victoria Hillary

“

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Controlling risks

Photo - Dummy safety test off scaffolding on Rochester Bridge - Division: Structures

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General

Visitors Visitors are welcome at FM Conway. If you have arranged an appointment with an external visitor it is your responsibility to ensure that your they are looked after during the time they are on our premises and they should be made aware of our Fire Procedure and escape routes. All visitors must be recorded into and out of our premises and locations. Personal property Please do not bring valuables or large sums of money to work with you as we cannot accept responsibility for any personal property on our premises. Building security Each and every one of us must contribute towards security by adhering to the security rules, challenging anyone on company premises not displaying identification and following any related instructed and guidance to protect company property. At Conway House, anyone entering or leaving the building, for whatever period, must security card ‘swipe’ in and out. All employees must ensure that their identification security cards are not left unattended out of their possession.

It is everyone’s responsibility to prevent the theft or damage of goods, company property, plant on external hire and resources.

Our security rules are designed to minimise the risk of loss, and we require your fullest co-operation in implementing, maintaining, and improving our procedures.

Our rules and procedures are also designed to protect you. Failure to follow security rules may lead to the inference that you have acted dishonestly.

We may use a variety of security and surveillance techniques for the protection and management of the business and its employees; including monitoring communication, CCTV cameras, vehicle cameras and trackers and the right to search. If you notice anything suspicious, report it to your manager or another available member of management as soon as possible. Any suggestions for improvements in the Security Procedures are always most welcome – these should be taken up with your line manager in the first instance. Customer Care team The Customer Care team are responsible for monitoring and managing any incidents or accidents at work. If you are involved in any type of incident either in a company vehicle, on site or with a member of the public, please report it first to your line manager and then to Customer Care. The team will support you and manage the exposure of risk to the business. The team are there to protect you and manage FM Conway’s exposure to risk. They will not reprimand you.

Customer Care can be contacted on 01732 600 888 or customer.care@fmconway.co.uk

Right of search

In the interests of security, we reserve the right of search. Searches of employees, their bags, other possessions, and vehicles may take place from time to time. You may, if you wish, be accompanied by a colleague during the search.

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Big Ten in 10 The Big Ten in 10 is our 10-year safety strategy that aims to eliminate the potential for the 10 biggest identifiable risks from our business operations to cause life-changing harm.

Temporary Works

Safe Digging Practices

Subcontractor Control

Working at Height

Occupational Health

Confined Spaces

Traffic & Pedestrian Interface

Isolation & Guarding

Lifting Operations

Occupational Road Risk

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Absence from work

Holidays FM Conway’s holiday year runs from January to December. Your annual leave is specified within your SOPE (Statement Of Particulars of Employment) and is pro-rated for part-time employees. Annual leave is provided to ensure that you receive sufficient rest periods throughout the year. FM Conway expects employees to take all their holiday entitlement within the year it is accrued. Where this is not possible, a maximum of five days may be carried forward once approved by your line manager.

For more information please refer to the Annual Leave Policy on the IMS.

Public holidays

Employees are not normally required to work on Public Holidays and will be paid their normal salary.

Sickness and absence rules FM Conway is committed to ensuring the welfare of its employees and it is essential that our employees are also committed to maintaining high levels of personal attendance. We recognise that from time to time health problems will occur and FM Conway will do everything it can to support employees during these periods. However, continued short-term absences or a long-term absence can have a serious impact on your colleagues and on FM Conway’s ability to deliver the level of service that is expected. FM Conway’s sickness absence procedure is designed to ensure that the reason for absence is fully investigated and appropriate medical advice (which may involve a referral to Occupational Health) is sought where necessary. You must take responsibility for your own attendance at work and, if you are ill, your recovery and return to work. It is a requirement that you: • Follow the notification and certification procedures in our policy • Maintain communication with us while you are absent from work • Co-operate with a reasonable request for a medical/occupational health report or examination • Co-operate with us to implement any advice from medical/occupational health practitioners to facilitate a timely return to work • Do nothing to aggravate or delay recovery, such as working for another employer or taking part in inappropriate social or sporting activities

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Photo - COVID-19 barriers in Piccadilly - Division: Term Maintenance

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Notification All unplanned absences must be reported to your line manager as early as possible, but no less than 30 minutes before you are due to start work on the first day of absence. Contact should be made directly by you, not text message, and only in exceptional circumstances should partners, parents or friends make contact on your behalf. If your absence continues for more than one day, you must keep your manager informed on every subsequent day for the first seven days. Following that, the frequency can be agreed with your manager, but as a minimum on a weekly basis until your return.

Jury service If you must attend court for jury service or as a witness, please let us know as soon as possible and provide a copy of the court summons to support your request for time off work. Payment of salary during this period is at the absolute discretion of FM Conway. You may be able to claim compensation from the Court for loss of earnings, and childcare expenses of applicable. FM Conway will be able to provide you with a Certificate of Loss of Earnings.

If you attend court and are told your services are not required that day, you must telephone us immediately and then return to work.

For more information, please refer to the Jury Service Policy on the IMS.

Absences lasting seven days or less (Saturday and Sunday included) can be self- certified; this form can be found on Conway Connect.

Time off for dependant emergencies • As a family business we recognise and support the right of all colleagues to reasonable amounts of unpaid leave to deal with emergency situations involving a dependant, such as illness, injury, giving birth • When care arrangements unexpectedly break down • The death of a dependant • To deal with an unexpected incident involving a child at school Anyone wishing to take leave to deal with any of the above must telephone their line manager personally prior to the start of their working day giving the reason for their absence and the expected duration. Severe weather and disruptions to travel Severe weather conditions or major disruptions to public transport (for example, train strikes or accidents on the roads) happen from time to time. FM Conway strives to balance protecting the health and safety of all our colleagues with the needs of our business and clients. You are expected to make every effort to attend work in all circumstances, taking advice on the position from the appropriate external agencies. You may need to allow extra time for your journey or, make alternative travel arrangements. Where our SHEQ department finds that extreme weather or disruption may present a risk to the health and safety of our people, they will communicate their specific advice and recommendations.

Absences longer than seven days (Saturday and Sunday included) require a ‘statement of fitness for work’ (also known as a ‘it note’) signed by your doctor. This must be sent promptly to your manager. For longer absences, please make sure that you supply a new medical certificate as soon as the old one expires.

During all periods of absence, your manager will maintain contact with you.

For more information please refer to the Absence Policy on the IMS.

Medical/dental appointments Where possible, appointments should be made outside of working hours. Where this is not possible, they should be made at the start or end of the day. You must inform your line manager of any such appointments in advance and at your manager’s discretion you may be asked to make the time up. Compassionate leave In cases of bereavement involving immediate family, an appropriate period of paid leave will be granted at the discretion of management. Any other time off for attending funerals, religious services etc. should be taken from your holiday entitlement unless otherwise agreed.

For more information, please refer to the Compassionate Leave Policy and the Parental Bereavement Leave Policy on the IMS.

For more information please refer to our Inclement Weather – Transport Disruption Policy.

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