Employee Handbook

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

7

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

72

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

Sickness and absence rules

8

About our business Our service offering

54 54 54 55 55

Notification

72

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

55

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

20 20 20

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