CASUAL SUPPORT WORKER

STAFF HANDBOOK

New version, September 2016

'Community Lives Consortium is regulated by the Care Standards Inspectorate for Wales and commissioned by City & County of Swansea and Neath Port Talbot County Borough Council, we may share information about our

services and the people we support for quality and regulatory purposes' 1

CONTENTS

INDEX PAGE NO:

Welcome message from the Chief Executive 5

Consortium Operating Principles 7

Unison and Community Lives Consortium Joint Statement 11

Your Staff Handbook 12

You and your work with the Consortium: 1. Your Terms and Conditions 2. Changes to your Terms and Conditions 3. Changes to the Staff Handbook 4. Consortium policies and procedures 5. Job Description 6. Contracted hours and work pattern 7. Working Time Regulations 8. Continuous Service 9. Flexibility 10. Identity Card 11. Payment for hours worked 12. Expenses 13. Business Class Vehicle insurance 14. Staff Meals 15. Consortium communication with staff 16. Equal Opportunities Statement of Intent 17. Recruitment 18. Changes to your personal details 19. Service User Holidays 20. Termination 21. Notice periods 22. What happens to your annual leave when you leave the Consortium? 23. Exit Interview 24. Providing references (Work and other) 25. Retirement 26. Secondary work 27. Company Pension Scheme 28. Trade Union recognition 29. Registration and Professional Membership 30. Staff involvement and communications 31. Support and Wellbeing Advice Service 32. Alcohol and Substance Misuse 33. Personal Property

13 13 13 13 13 14 14 15 15 15 16 16 17 17 17 18 18 19 19 19 19 20 20 20 21 22 23 23 23 24 24 24 25 26

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Code of Conduct 1. General conduct 2. Expected Standards of behaviour 3. Confidentiality 4. Data Protection 5. Concerns and complaints 6. Reliability / Timekeeping 7. Internet, E­Mail and Mobile Phone Usage 8. Using Social Media 9. Harassment and Bullying at work 10 Motoring and Criminal Offences 11. Use of Consortium vehicles and vehicles of the people we support 12. Use of Consortium time 13. Use of Consortium equipment 14. Receiving a gift or benefit 15. Use of telephone while at work 16. Personal relationships 17. Dress code

27 27 27 27 28 29 29 29 29 30 31 32 32 32 33 33 34 34

Managers’ Code of Conduct (including Support Co­Ordinators) 1. Decision making and leadership 2. Setting clear priorities 3. Being involved 4. Clear communication 5. Providing support 6. Demonstrating quality 7. Presenting a positive image 8. Developing professionalism 9. Maintaining confidentiality

37 37 37 37 37 37 37 38 38 38

Safeguarding 1. Main principles 2. The definition of Safeguarding 3. Your role and responsibilities in Safeguarding 4. What is abuse? 5. What action should you take if you are concerned that somebody Is experiencing, or has experienced abuse?

39 39 39 39 40 40

Health and Safety 1. Main principles 2. Smoking Policy 3. Night Working Health Assessments

41 41 42 42

Learning and Development 1. Principles 2. How to access learning and development opportunities 3. Induction

44 44 44 44

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4. Staff Supervision and Appraisal 5. Attendance at training courses 6. Essential skills 7. Qualifications 8. Online learning

46 48 49 49 49

Important Policies 1. Inappropriate Practice (Whistleblowing) Policy 2. Disciplinary Policy 3. Grievance Policy 4. Capability Policy

50 50 50 51 51

Absence and Attendance 1. Reporting absence 2. Sickness or injury certification 3. Maintaining contact with your line manager while absent 4. Unauthorised absence 5. Payment during Sickness Absence 6. False Sickness Reporting 7. Managing sickness absence

53 53 53 54 54 54 54 54

Annual leave and Bank Holidays 1. Entitlement to Holiday Pay 2. Arrangements for taking annual leave 3. Bank holidays 4. Enhanced payments for Christmas and New Year

56 56 56 56 57

Other Leave 1. Dental / Medical Appointments 2. Time off due to inclement weather e.g. snow 3. Compassionate / bereavement leave 4. Jury Service 5. Reserve Forces

58 58 58 58 59 59

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Welcome message from the Chief Executive, Rick Wilson We are very pleased that you have decided to become part of Community Lives Consortium. Our shared purpose is to help the people that we support to live the lives they choose. The people we support may have particular physical, sensory or intellectual impairments, and may have also experienced social discrimination that will have impacted on their confidence, social development and experience of everyday living. It is our job to work with them so that they can grow and develop in a way that maximizes their personal enjoyment of their lives and helps them to make a positive contribution to their world around them. This means working collaboratively, honestly and sensitively with them and the network of people around them, while at all times being guided by a firm but honest commitment to working in this person’s best interest. This is difficult work; physically, intellectually and emotionally. It requires that we:

Think carefully about the outcomes of our work for the people that we serve.

Cooperate honestly and compassionately with the people around us so that we can all play our part in our work together.

Commit ourselves together to finding ever better ways of supporting people to have lives that are both enjoyable and inspiring.

This is true whether we; provide direct support ourselves, manage or coach people that do, or provide support or business services. Whatever our individual roles and tasks, we are all dependent on each other.

Without people providing support we cannot achieve our purpose. Without people recruiting, managing, and developing people we will not

continue to achieve our purpose. Without support services we will not achieve our purpose legally and fairly.

We all have a role to play, however we will only be successful if we work together openly, honestly and with a passion and ambition for our purpose and the lives of the people we serve.

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This staff handbook is very important in that it gives each one of us clear information about the things we must do to successfully do our jobs and work together. Like any set of ‘rules’ and ‘guidelines’ it is in some places general and in others detailed. If you see things in this handbook that you think need to change or could be better, please tell us in the sub­groups and forums through which we all have a voice. Thanks Rick Wilson

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CONSORTIUM OPERATING PRINCIPLES ­ WORKING TOGETHER

The purpose of Community Lives Consortium is to “help the people we support to live the life they choose” To achieve our purpose will need us to work together openly, honestly and constructively. This section of the Staff Handbook explains some key principles that we have agreed to help us work towards achieving our purpose in the most person centred and efficient way. These principles are intended to be used by us all in creating an organisation that is valuing, effective, and sustainable. We only do what matters to the people we support. This applies to all of us whether we work directly with people we support or we support and manage the people who do. We must think carefully about what we do, and only commit to doing things we

can see will help people we support live lives of control and value. Where we are doing things that do not add value to people lives, we must ask

why we are doing them. There may be good sensible reasons that are concerned with the law, or the need to provide a safe service. However we cannot achieve our purpose if we passively accept the status quo.

Where people lack the ability to understand their choices and clearly speak up about the things that they want to do in their life, we will try to maximise the person’s involvement in these choices. We will work with the other significant people in their lives to come to Best Interest decisions that are right for them.

In this collaboration with these significant people like, family, friends, care managers and professionals from other services we ask them to be tolerant of us constructively questioning things that we are being asked to do, we equally request that they equally question us where they think that we are not supporting the person to live in the way that they choose.

We will focus our best resources on the people that we serve. The people who work directly with the people we support have the best opportunities of knowing what matters to them. The quality of these relationships is the critical point in our service. The decisions we make that effect support should be made in close

partnership with people and the staff that support them.

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How do we make this happen? Fundamentally we need to trust each other to do what is right for the people that we serve. However trust is a result of increasing experience of mutual commitment and competence. To make this happen we will continue to develop our ability to: Ensure that we can all demonstrate our increasing competence and expertise in

the ways we perform our roles. Communicate effectively between ourselves as groups of colleagues. Develop transparent mechanisms for sharing the outcomes of the work we do for

the people that we support. Develop simple and effective mechanisms of resolving problems and concerns as

they arise. Rely on people’s commitment to our purpose, rather than their compliance with

our policy to ensure that we do the right thing for people.

We will help people to control their work. When people need to; ‘check a decision’, or ‘get authorisation’, or pass a task up the management structure it all pulls the control away from the person whose service it is. It increases the sense of powerlessness and encourages people to feel that they are passive and helpless. We will design services to keep these breaks in the ‘flow’ to a minimum. In doing this our managers (especially those with regulatory responsibilities) will become increasingly concerned with: Looking at the outcomes of our services and asking themselves: What does the

service look like? What do stakeholders say about it? What results is it achieving for people? What would it feel like to be receiving it?

Being available to help resolve issues, concerns and problems when they are pulled in by the people we serve, our colleagues, and other stakeholders.

Creating and maintaining systems in which people thrive and grow.

We will work together to get rid of waste. People will only get quality support services if it can be funded long­term, thus we

need to ensure that support packages are financially sustainable. Further than that there are a significant number of people locally who want

services that we provide but can’t get them because there is no money. Taking a wider perspective why would we provide services to people we serve,

knowing that the cost of our services stopped others being supported in the

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community by other agencies. For all of these reasons we need to be fully committed to delivering services with an absolute minimum of waste. System thinking defines waste as any process that does not directly help us to achieve our purpose ‘Supporting people to live the life they choose’. Some ‘waste’ is inevitable in that there maybe things that are required by legal or contractual processes. However our experience so far is that much waste is caused by our collective habits, culture and organisational caution. We must not be too hard on ourselves as this is common in almost all agencies currently. The cost of waste is not just financial; it is equally environmental and social. The largest source of our organisational carbon footprint is the miles driven by

our support staff getting to the homes of the people we support and moving between them. If we can ensure the most suitable staff member is also the most local, this will not only create a financial saving, but also an environmental one (less carbon), and potentially a social one (the people supporting the individual will also share with them knowledge and potentially commitment to that community).

We need to get better of understanding together how we can use our time and resources so that it enables us to have the maximum capacity to meet our shared purpose.

We will not break the law, but we may challenge it. Our last principle links back to our first. In working together to meet our purpose we suggested that we need constructively but honestly question whether what we are doing matters to the people that we support. This also applies to the external policies and laws that govern the work that we do. There is often a difference between what the law says and the way people

typically comply with it. This is often where bureaucracy and waste creeps into a system.

If we are to gently, but firmly, challenge what we are being told about legal and national policy requirements we must work to become expert in these primary tools that govern our work. We must then encourage and support each other to show creativity in how we meet these requirements in ways which are both in line with the needs of the people we support and as efficient for us as possible.

Applying these principles to our work together has the potential of creating much better outcomes for the people we serve, while generating much more engaging work for our team members.

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How will we use these principles? We can use these 5 principles in a range of ways:

They will be used by people involved in redesigning how the organisation works.

They can be used by people in the Sub­groups and Forums through which people discuss the effectiveness of the way we work together.

They can be used to discuss how teams work together at team or network meetings.

They can also be used as part of the supervision process to explore an issue of practice.

These principles are not just for managers but are for us all to use to help our work successfully help the people we support to live the live that they choose.

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Unison and the Consortium ­ Joint Statement on Partnership at work

The Consortium and its workforce recognise common goals that can best be furthered through Partnership.

People who work for the Consortium agree with, and are committed to

furthering the clear vision and objectives of the Consortium.

The Consortium values its workforce as its most important asset, and acknowledges their legitimate interest in advancing themselves materially and through personal development at work. The Consortium will strive to meet these aspirations wherever possible.

The Consortium will be managed at all levels in an open and consensual style,

with a maximum possible workforce involvement, fostered by good communication systems at all levels.

The relationship between the Consortium and its workforce will be based on

trust, integrity and honesty. Every opportunity will be taken to resolve differences in a consensual and non­confrontational manner.

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YOUR STAFF HANDBOOK Welcome to Community Lives Consortium. This handbook has been designed to provide you with clear and concise instructions on our operating rules and procedures. This document should be read in conjunction with your Statement of Main Terms and Conditions and also the Consortium’s “Recruitment and Management of Casual Support Workers Policy”. Some of the contents of this handbook are linked to your Terms and Conditions and therefore cannot be amended without prior consultation. Other information is not linked to your Terms and Conditions of service and can therefore be amended by the Consortium at any time in response to legislative and operational changes. The version of this Handbook available on the Consortium’s website, and in the Human Resources Department, will always be the most up to date version. All new Casual Support Workers will receive a copy of this Handbook and are expected to comply with all information contained in it, as well as the Consortium’s Policies and the Care Council for Wales “Code of Professional Practice for Social Care”. All existing Casual Support Workers are also required to comply with all information contained in the handbook, as well as the Consortium’s Policies and the Care Council for Wales “Code of Professional Practice for Social Care”. As the Consortium is constantly evolving, you may find that not all issues that arise will be covered in this Handbook. Should any issue arise that is not covered you should contact the Human Resources Department for advice. You have access to all of the Consortium’s Policies and Procedures, and advice on them is always available, therefore alleging ignorance or a lack of knowledge of a policy is not a defence if disciplinary action is taken for breaching a policy. We look forward to your contribution and effort to making the Consortium a great place to work.

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YOU AND YOUR WORK WITH THE CONSORTIUM 1. Your Terms and Conditions As a Casual Support Worker you will have been issued with a statement of Main Terms and Conditions. You must comply with the conditions set out in the Staff Handbook, all Consortium policies and your Statement of Main Terms and Conditions. Management reserves the right to make changes, or add to the contents of the Casual Support Worker Staff Handbook. You will be informed of such changes personally, via e­mail and / or via the “blog” on the Consortium website through policy updates within one month of any change. 2. Changes to your Terms and Conditions The Consortium reserves the right to make reasonable changes to any of your terms and conditions. Where changes are a result of amendments to UK employment law you will be given no less than one month written notice of the change. Any other changes which are linked to your Terms and Conditions will be made in consultation with UNISON. During the consultation you will be able to advise the Consortium of any objections to the change and the reason for your objection. Again, where the changes are implemented, you will be given no less than one month’s written notice of this. 3. Changes to the Staff Handbook From time to time, the Consortium will need to update or make changes to the Casual Support Worker Staff Handbook to reflect changes to practice or employment law. You will be notified of changes not linked to your Terms and Conditions by e­mail and / or the “blog” on the Consortium website through policy updates. Any such changes will take effect from the date of the notice. Changes to the Casual Support Worker Staff Handbook which are linked to your Terms and Conditions will be made in consultation with UNISON as detailed above. 4. Consortium policies and procedures A number of policies and procedures exist within the Consortium for the safe and effective operation of our services. You will have access to all policies and procedures and are required to comply with them.

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From time to time new policies will need to be introduced or amendments made to existing policies to reflect changes in practice or legislation. Significant changes will be made in consultation with UNISON. You will be notified of such changes via e­mail and / or the website blog. It is your responsibility to ensure you keep up to date with all policies and procedures which are in operation. 5. Job Description You will have received a job description for your job which specifies what your job will entail. The job description is a generic description of your duties, however as your job evolves, or as changes are made to the way in which the Consortium delivers its services, you may be asked to perform other duties which fall within your job grade but not specified on your job description. 6. Hours and work pattern As a Casual Support Worker the Consortium will offer work to you as and when required. If the Consortium wants to offer work to you, you will be contacted by telephone, sms or e­mail providing details of the work available. You are under no obligation to accept any work offered by the Consortium at any time. However, if you accept an assignment, you must inform the Consortium immediately if you will be unable to complete it for any reason. The Consortium reserves the right to terminate an assignment at any time for operational reasons. You will be paid for all work done during the assignment up to the time it is terminated. You are able to work up to a maximum of 50 hours per week. As a Casual Support Worker you may be asked to work a variety of shifts which may cover a 24 hour period. While shift patterns may vary from service to service, the shifts you may be required to work will include days, evenings, nights, weekends and Bank Holidays. You may also be required to “sleep­in” for which you will receive a set payment.

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7. Working Time Regulations In accordance with the Working Time Regulations (1998), you cannot be required to work more than 48 hours a week, averaged over a 17 week period. If you choose to work more than 48 hours a week you must sign a form declaring your intention to opt out of the Working Time Regulations. You may withdraw from this agreement at any time by giving one month’s notice in writing to your manager. You will be issued with a Work Time Opt­out form with your “new starter paperwork”. If you have not received a form please contact the HR Department. You will not be permitted to work in excess of 48 hours per week until your signed Opt­out form is received. The Consortium strives to ensure that its workforce does not regularly work excessive hours and therefore has a weekly working limit of 50 hours per week. You must inform your line manager of the number of hours you are working per week with a secondary employer to ensure the Consortium is not contravening the Working Time Regulations. Please note you must seek approval from the Human Resources Department if you work for or are employed by another organisation. 8. Continuous Service Each offer of work by the Consortium which you accept shall be treated as an entirely separate and severable engagement (an assignment), therefore there will be no relationship between you or the Consortium after the end of one assignment and before the start of any subsequent assignment. The fact that the Consortium has offered you work, or offers you work more than once, shall not confer any legal rights on you and, in particular, should not be regarded as establishing an entitlement to regular work or conferring continuity of service. 9. Flexibility All Casual Support Workers are required to work flexibly, this includes working at any location where the Consortium delivers its services. As a Casual Support Worker, you will not work at just one location, you will be expected to work at any service as required. The nature of the role of a Casual Support Worker means that you may be asked to work at any location at short notice to cover staff shortages. Casual Support Workers are required to work flexibly to include working a variety of shifts as detailed above.

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10. Identity card You will be issued with an identity card within 2 months of joining the Consortium as a Casual Support Worker. The ID card will be renewed every 3 years. Please ensure you carry your identity card with you at all times, especially when accessing the community with the people we support. You must return your ID card to your designated manager immediately prior to leaving the Consortium. 11. Payment for hours worked It is your responsibility to ensure that you receive payment for any hours that you work. At every service you will find a “Casual Support Worker ­ Scheme Timesheet”. At the end of every shift that you work you must ensure that you complete and sign the Casual Support Worker ­ Scheme Timesheet. The Scheme Timesheet must also be signed by an appropriate person* as a witness of the time worked. ( * an appropriate person is a manager, one of the people we support or a colleague). Failure to complete the “Casual Support Worker ­ Scheme Timesheet” will result in non­payment for hours worked. You will be paid for all hours worked one month in arrears. Your individual rate of pay will be included in your individual Main Statement of Terms and Conditions. You will be notified of any changes to your rate of pay. Payment will be made on the last working day of each month and will be subject to P.A.Y.E. and National Insurance deductions required by law. Any other deductions agreed by you will be deducted from your pay. The Consortium will also deduct from your pay any sum owed to the Consortium by you, without limitation, this may include overpayments. Each month you will receive a detailed monthly pay slip showing your Gross Pay, Net Pay and any deductions. Each April you will receive a P60. Payment for overtime and expenses will be made one month in arrears. The Consortium will review its financial budget each year and where possible, a cost of living pay award will be awarded. If you leave the Consortium and there is money owed by you to the Consortium, this will be deducted from your final payment. Conversely, any money owed to you by the

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Consortium will be paid to you in your final pay. Payment for overtime worked during your last working month will be made one month in arrears. 12. Expenses In accordance with the Consortium’s Finance Policy, certain expenses incurred during the course of your duties e.g. travel costs, will be reimbursed. You should obtain permission from your manager before incurring any expenditure. You should submit expense claim forms at the beginning of every month to claim for the preceding month. Where a significant amount of mileage expense has been incurred, alternative arrangements are available which will enable you to receive reimbursement earlier. For further information, please contact the Finance Department. 13. Business Class Vehicle insurance If you are a car owner, or authorised car user, and you use your car to travel to or between any of the Consortium’s places of business to work, attend training courses or meetings etc., to the homes of the people we support, or for any other reason during your working day you must ensure that your vehicle insurance covers you to drive in connection with your employer’s business, Business Class 1. This is essential whether you claim mileage expenses or not. If you do not have the appropriate insurance for your vehicle and you are involved in an accident when travelling to or between different work locations, your insurance will not be valid. You are required to provide evidence of your insurance to your designated Manager upon joining the Consortium and annually thereafter. 14. Staff Meals Meals for staff are not provided by either the Consortium nor the people we support. The people we support purchase their own food, therefore the food that is found within the services remains the property of the people we support. The Consortium provides hot drinks, i.e. tea, coffee with milk and sugar, however you are expected to provide your own food and other soft beverages. Employees who breach the Staff Meals Policy will be subject to disciplinary action up to and including termination of employment.

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For more information regarding staff meals including: the arrangements for food storage; the exceptional circumstances in which food can be provided by the people we support, with the procedure for this; and food arrangements resulting from an emergency etc. please refer to the Staff Meals Policy. 15. Consortium communication with staff The Consortium provides an individual Community Lives email address and Google account for all staff. This is the primary method that we will communicate and share the following information with you:

­ your monthly payslips ­ current job vacancies ­ changes to terms and conditions of employment following consultation ­ information regarding any proposed changes within the Consortium ­ consultation information regarding any proposed changes ­ policy and Staff Handbook updates ­ details of any new policies ­ any other general information

N.B. this list is not exhaustive. You are required to check your Community Lives emails on a regular basis. A lack of knowledge of information that you have received via email but not read, cannot be used as a defence if you are the subject of Disciplinary action. For further information please refer to the Consortium’s Email, Internet, Social Media and Mobile Phone Policy. 16. Equal opportunities statement of intent In society, power is not held equally and groups and individuals continue to be discriminated against directly and indirectly. The Consortium is therefore committed to the principle of equality of opportunity. The Consortium is determined to make all efforts to prevent discrimination or other unfair treatment of its workforce, potential workforce or users of its services, regardless of race, colour, nationality, gender, religion, sexual orientation, disability, marital status or any other protected characteristic. The Consortium has measures in place, and will continue to introduce measures, to combat any form of discrimination within the organisation, in work practices and its provision of services.

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17. Recruitment The Consortium has procedures in place which are designed to appoint the best person for the job in question. The procedures comply with Equal Opportunities legislation to ensure that no job applicant will receive less favourable treatment on the grounds of his/her race, sex, disability, age, sexual orientation, religion or any other protected characteristic. They will also not be disadvantaged by conditions or requirements which cannot be justified. Job Descriptions, Person Specifications, selection criteria and procedures will be frequently reviewed to ensure that individuals are selected, promoted and treated on the grounds of their merit and abilities. Training will also be provided for managers who will be involved in recruitment.

18. Changes to your personal details You must notify the Human Resources Department of any changes to your personal details or circumstances as soon as possible, this includes: name, address, telephone number, e­mail address, bank account, next of kin or marital status. It is essential that this information is up to date for communication, payroll and tax purposes and for contact details in the event of an emergency. 19. Service User Holidays All support staff may be required to accompany the people we support on holidays. Guidance and Information, including information on the payment and expenses you will receive while on holiday, can be found in the Supporting Service Users on Holiday Policy. 20. Termination By you If you no longer wish to be considered for casual work with the Consortium you should inform the HR department in writing as soon as possible. You must ensure that you return all of the Consortium’s property and the property of the people we support, this includes keys, mobile phones, documentation, computer equipment, etc. If you do not return any items, your final payment may be delayed until all outstanding items have been received.

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By the Consortium The Consortium may remove your name from the Casual Support Worker List for the following reasons:

if you are unable to accept an assignment on five consecutive occasions; where you have not undertaken any work for the Consortium for a period of 3

months (Attending or undergoing a Supervision session does not contribute to the 3 month period) ;

where you have refused to attend training or Supervision activities. if you are no longer required.

The Consortium may also terminate its working relationship with you immediately, following Disciplinary Proceedings, if it reasonably considers that you have committed any serious breach or committed any act of gross misconduct. Non­exhaustive examples of gross misconduct include dishonesty, theft, fighting, misuse of drugs or alcohol or any other acts or omissions which might bring the Consortium into disrepute. 21. Notice periods You are not obliged to give notice if you decide that you no longer wish to work as a Casual Support Worker, however if you have already agreed to work any assignment(s) you should provide reasonable notice for the shifts to be covered. The Consortium is not obliged to provide notice if you are no longer required to work as a Casual Support Worker, or in cases of summary dismissal resulting from an act of Gross Misconduct, or disciplinary action. 22. What happens to your holiday pay when you leave the Consortium? If you leave the Consortium you will receive your entitlement to holiday pay based on the number of hours you have worked before leaving. You will receive any holiday pay that you are entitled to in your final payment from the Consortium. 23. Exit Interview If you decide to leave the Consortium you will be asked provide feedback on your experience via an Exit Interview Form. The information you provide will be used to make improvements or changes within

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the Consortium, and will be treated in strictest confidence, unless you raise concerns of inappropriate practice. 24. Providing References (Work and other) Work references If you decide that you wish to cease working for the Consortium and pursue your career elsewhere, your future employer is likely to request a work reference from the Consortium. All work reference requests will be provided by the Human Resources Department and will contain factual information only. The information provided will be:

­ Name ­ Date of Birth: ­ National Insurance number ­ Dates of work ­ Position held ­ Any disciplinary action taken If timescales have lapsed for sanctions the

response will be no ­ Reason for leaving ­ Dismissed or Resigned (If resigned, the reason for

leaving will also be confirmed if known) In exceptional circumstances, consideration will be given to providing additional information in respect of specific professional expertise, skills or qualifications required for the post. This will usually depend on the post being applied for. After consideration, any additional information will be provided by the Human Resources Manager or appropriate line manager. Care Council for Wales Registration References As registration with the Care Council is a regulatory requirement, a detailed reference will be provided by the relevant senior manager. This will usually be the Deputy Chief Executive or Director of Operations. Mortgage / Rent references When you apply for a mortgage or to rent a property, it is normal practice for the finance company to request a reference regarding your job role and income. Mortgage and rent references will be completed by the Human Resources Department, only if accompanied by a signed authority from you, confirming that we can release this information. We will be unable to include details of any overtime payments received previously as

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overtime is not guaranteed. It therefore cannot be assumed that you will receive overtime payments in the future. Further education references If you apply to undertake further education, the college, university or relevant learning institution is likely to request a reference from the Consortium. This may also include references in respect of applications for bursaries and learning grants. Subject to the information contained in “Character references ” below, all further education references will be completed by the Staff Development Manager. This may include discussions with the appropriate manager. Fostering references If you apply to become a foster parent, the Consortium may be requested to provide a reference. Subject to the information contained in “Character references ” below, fostering references will be completed by the Human Resources Manager in discussion with the appropriate Contract Manager. Character references The Consortium is unable to provide Character References in any circumstances. Character references should be provided by somebody that you know outside of your work. Other references Any other types of reference requests, not included in the above, will be passed to the relevant manager to provide an appropriate response. 25. Retirement In accordance with employment legislation the Consortium does not operate a compulsory retirement age and is committed to equal opportunities for all. The Consortium recognises the contributions of a diverse workforce, including the skills and experience of its older workforce and believes that wherever possible, people should be permitted to continue working for as long as they wish to do so. If you wish to retire you should inform your line manager.

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26. Secondary work You must notify the Human Resources Department in writing if you undertake any other type of work, either for yourself or another employer. Your secondary work must not affect your performance or attendance at work with the Consortium, or your ability to work flexibly. Where your secondary work regularly results in you working more than 48 hours per week, you must complete a Working Time Regulations Opt Out Form. You can request a form from the Human Resources Department. 27. Company Pension Scheme Legislation requires that we automatically enrol any person who meets certain qualifying criteria into a Qualifying Workplace Pension Scheme (the Scheme). If you are automatically enrolled you will be advised of this in writing. You don’t have to do anything. The Consortium will make contributions to the Scheme in addition to your own contributions, however you can opt out of the scheme in accordance with Automatic Enrollment rules.. If you do not meet the qualifying criteria to be automatically enrolled you can still join the Scheme but you will need to complete a form which is available from the Human Resources department. The Consortium will make contributions in addition to your own contributions. 28. Trade Union recognition Community Lives Consortium formally recognises UNISON as their Trade Union for the purposes of collective representation, consultation and collective bargaining. Any collectively agreed variations to your contractual terms which are reached with UNISON will be incorporated into your individual terms and conditions. All Casual Support Workers are entitled to join UNISON, or any other Trade Union, although it is not compulsory for you to do so. The Consortium has a Joint Consultative Committee (J.C.C.) which is made up of Senior Managers and Trade Union Representatives. The J.C.C. meets on a quarterly basis to discuss and negotiate any changes that may affect the Consortium and its workforce, including policy changes and changes to terms and conditions.

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29. Registration and professional membership The Care Council for Wales is gradually introducing the requirement for anybody working within this sector to be registered. This currently only applies to Registered Care Home Managers and Contract Managers, but will include all people working in the sector within the coming years. You will be responsible for payment of your own fees to register with the Care Council for Wales. This also applies to the payment of fees for membership of any other professional body. 30. Staff Involvement and Communication The Consortium recognises the importance of clear communication and dialogue and therefore operates a number of staff forums. You are able to attend the appropriate forum based on your job role. The forums are an opportunity for key information to be shared with you, and also for you to share any general concerns you may have (this is not a forum where you should raise a complaint or a grievance, there are separate policies for this which are covered later in the Handbook). 31. Support and Wellbeing Advice Service The Consortium has a number of trained advisors who can be contacted directly and confidentially to discuss any matters of concern you may have regarding your work. The Support and Wellbeing Advisors (SWA’s) can be contacted between 9.00 a.m. ­ 9.00 p.m., seven days a week, except on Public Holidays. The contact details of all SWA’s are listed below: Michael Connolly ­ 07816 608552 Emma Shears ­ 07816 608664 Linda Gigg ­ 07816 609607 Jeanette Waters ­ 07816 608575 Sheree Lewis ­ 07977175386 Wayne Wilcox ­ 07711 040354 Rhodri Thomas ­ 07977175311 Julie Roberts ­ 07970970305 Liam Canfield ­ 07738024279

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If the advisor is not available to answer your call, please leave a message and they will get back to you. For more information regarding the Support and Wellbeing Advice Service, please see the 'Promoting Equality and Fair Treatment at Work Policy”; visit the relevant page on the Consortium website; or alternatively you can contact Helen Waters, Staff Development Manager and Support and Wellbeing Advisor Co­Ordinator. 32. Alcohol and Substance Misuse The Consortium acknowledges that the issues relating to alcohol and substance misuse are significant and complex. There is a balance to be drawn between the serious legal implications and major health and social difficulties that can result from alcohol and/or substance misuse. When dealing with the implications of alcohol and substance misuse the Consortium will attempt to balance these issues according to the needs of the individual concerned. To ensure the possible consequences of alcohol and substance misuse do not affect the individual while at work, their colleagues, the people we support or the work environment:

you must be alert to identifying the signs of alcohol or substance abuse, you must report any concerns you may have regarding a work colleague who you

believe may be misusing alcohol or other substances, you must NOT consume alcohol or use any other substance during working hours

or during a break, you must NOT consume alcohol or use any other substance prior to beginning a

shift, and you must be mindful of the amount of alcohol consumed the night before a shift

Where a member of the Consortium’s workforce is identified as having an alcohol or substance misuse problem, either through observation, reporting, disciplinary procedures or by voluntarily declaring that they have a problem, they will be offered the conditional opportunity immediately to seek help, advice and treatment. If there are still identifiable concerns either after or during their treatment or counselling, each case will be considered on its own merits taking into consideration work performance. You will not find yourself subject to disciplinary action if you decline to accept offers of help, or have discontinued a recovery programme as long as your work performance is satisfactory, or an alternative recovery programme is about to commence.

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If you decline to accept the offer of help or recovery programme, and your work performance is unsatisfactory you will be subject to formal action under the Consortium’s Disciplinary Procedures, this may lead to termination in the case of gross misconduct. If you are the subject of an allegation of misconduct, the fact that you may have been misusing alcohol or other substances will not be accepted in mitigation of the offence. If you are found to be involved in the production, supply or possession of illegal drugs either outside or inside work, or found to be using illegal drugs at any of the Consortium’s premises or the premises of the people we support, you will be subject to formal action, up to summary dismissal on the grounds of gross misconduct under the Consortium’s Disciplinary Policy. In all cases, where there is evidence to suggest that the law relating to the misuse of drugs or other substances has been broken, the police will be notified by the appropriate manager. All matters will be dealt with in strictest confidence. For further information please refer to the Alcohol and Substance Misuse Policy. 33. Personal Property The Consortium does not accept liability for the loss of, or damage to any personal property, including money or vehicles, at any of the Consortium’s premises, the premises of any person we support or at any other venue being used by the Consortium. You should make every effort to ensure that all personal belongings are secure. Please report any instances of theft or malicious damage to your Manager so that appropriate action can be taken.

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CODE OF CONDUCT

In addition to the Care Council for Wales “Code of Professional Practice for Social Care”, the Consortium’s Code of Conduct sets out the standards of behaviour its workforce is expected to demonstrate both in work and outside work.

1. General conduct

You must conduct yourself in a responsible manner both during and outside working hours. At no time must your conduct be detrimental to the interests of the Consortium, the Consortium’s purpose, the people we support, its staff or to its public image, or put into question your suitability to work within Social Care.

You will have received a personal copy of the Code of Professional Practice issued by the Care Council for Wales and you must comply with the Code at all times. 2. Expected standards of behaviour You are required to behave in an appropriate manner, in accordance with the Care Council for Wales Code of Professional Practice, the Consortium’s policies and procedures and the standards set out in this handbook. The lists of standards set out in the above documents are not to be regarded as exhaustive lists. If your behaviour breaches the expected standards you may be subject to disciplinary action in line with the Consortium’s Disciplinary Policy.

3. Confidentiality During the normal course of your work, you will become aware of personal and confidential information about the people you support, your colleagues and the Consortium.

All information gained during your work is confidential and should not be divulged to any person, either in or outside work, who is not authorised to receive that information, either during your working relationship with the Consortium, or after it has ended. As the Consortium works in partnership with other agencies, and professionals the mutual sharing of information is sometimes necessary to ensure the best interests and welfare of the people we support are met. Before sharing information, you must first seek permission from the person you are supporting, their carers or Consortium management.

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Any breaches of confidentiality will result in disciplinary action under the Consortium’s Disciplinary Policy. 4. Data Protection

The Data Protection Act 1998 (as amended) is designed to protect any data regarding an individual that is processed or stored, either electronically or in a paper based filing system. The Act also provides specific rights for the data subject. If you have access to any personal information relating to any individual person, whether that be a person we support, a staff member, a relative etc. you must ensure that you do not disclose that information to any unauthorised person, that includes your colleagues. Where a third party requests information, e.g. mortgage or rent reference, this information will not be provided unless a signed authority has been received from the data subject. Extreme care should be taken when using personal information, whether contained on a computer, laptop, smart phone or on paper. Electronic devices should be password protected and locked when not in use. Paper or files should be kept in a locked cabinet when not in use and should never be compromised e.g. left in a car, on a desk or anywhere where it could be read by an unauthorised person. Electronic information must be saved in a secure location which is backed up regularly, e.g. individual Google accounts, F Drive, (it should never be solely kept on a computer or laptop desktop or portable device e.g. memory stick or external hard drive). The updating of personal information is also covered by the Data Protection Act. Therefore, no personal information will be updated unless a signed authority has been received from the data subject. Breaches of the Data Protection Act will result in formal action under the Consortium’s Disciplinary Policy and possible legal action. For further information regarding the Data Protection Act, please refer to the Consortium’s Email, Internet, Social Media and Mobile Phone Policy, or alternatively more information can be found online at: http://www.ico.gov.uk/for_organisations/data_protection/the_guide.aspx

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5. Concerns and complaints You are required to bring to the attention of your line manager any concerns you may have regarding inappropriate practice. Any person who witnesses, or believes they have witnessed inappropriate practice but does not report it, may themselves be subject to formal action under the Consortium’s Disciplinary Policy. For further information regarding raising a concern, please refer to the Complaints and Compliments Policy, or contact the Investigation and Complaints Co­Ordinator. 6. Reliability / Time keeping The Consortium requires that all Casual Support Workers are reliable to ensure it provides a full and good quality service. This includes being at work at all times when you should be at work, and keeping good time. You are required to complete all assignments from the beginning of the shift to the end. Persistent lateness or leaving work during working hours may lead to disciplinary action up to termination. 7. Internet, E­Mail and Mobile Phone Usage To ensure appropriate and timely communication within the Consortium, you are provided with access to the internet and e­mail. When using these communication methods, you should be aware of what and when is appropriate use. For more information please refer to the Consortium’s Email, Internet, Social Media and Mobile Phone Policy. 8. Using Social Media We recognise that the internet provides unique opportunities to participate in interactive discussions and share information on particular topics using a wide variety of social media, such as Facebook, Twitter, blogs and wikis. However, the use of social media can pose risks to our confidential information and reputation, and can jeopardise our compliance with legal obligations.

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Social media should never be used in a way that breaches any of our other policies. If an internet post would breach any of our policies in another forum, it will also breach them in an online forum. For example, you are prohibited from using social media to:

breach our obligations with respect to the rules of relevant regulatory bodies; breach any obligations they may have relating to confidentiality; breach our Disciplinary rules; defame or disparage the organisation, the people we support, affiliates to the

Consortium e.g. customers, service users, business partners, suppliers or other stakeholders;

harass or bully another staff member in any way; unlawfully discriminate against other staff, the people we support or any other third

party; breach our Equal Opportunities policy; breach our Data Protection policy (for example, never disclose any personal

information about any person we support or a colleague); breach any other laws or ethical standards (for example, never use social media in

a false or misleading way, such as by claiming to be someone other than yourself or making misleading statements).

Any breach of the above rules will result in disciplinary action up to and including termination. For more information please refer to the Consortium’s Email, Internet, Social Media and Mobile Phone Policy. 9. Harassment and Bullying at work

Everybody has the right to enjoy a working environment in which their rights and dignity are respected. The Consortium views harassment and bullying in whatever form as unacceptable behaviour. Harassment may be defined as any action, behaviour, comments or physical contact, which is offensive to the person involved and causes them to feel threatened, humiliated or embarrassed. It may be directed against an individual or groups on the basis of their gender, race, disability, sexual orientation, age or some other characteristic. Allegations of harassment/bullying will be treated as a serious matter and will be handled with sensitivity and discretion and in accordance with the Consortium’s Harassment and Bullying policy. Breaches of the Harassment and Bullying policy may result in formal disciplinary action, up to and including dismissal.

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For further information please refer to the “Promoting Equality and Fair Treatment at Work Policy”. 10. Motoring and Criminal offences Motoring offences

Whilst the Consortium will make payment for mileage costs incurred when on Consortium’s business, it does not accept responsibility for any fines or other costs you may incur as a result of parking or motoring offences committed by you while performing your duties for the Consortium. Such costs are your responsibility. You are expected to comply with the Highway Code when driving at all times. Formal disciplinary action may be considered for motoring offences committed during the course of your work, this may include speeding offences, parking offences or causing an accident (this list is not exhaustive). You must advise the Human Resources Manager or the Director of Operations immediately, in writing, if you are convicted of any motoring offences while driving your own car, or while using a service user’s vehicle; either during the course of your duties, or during your own personal time. You must state the nature of the offence, the penalty, the number of points or endorsements imposed, and the total number of points you have on your driver’s licence as a result. If you are disqualified from driving for any period, it is not possible to insure you to drive any Motability vehicle for 5 years following your disqualification. Therefore, your ability to continue to work for the the Consortium may be at risk if you are disqualified from driving, and/or if driving is an essential criteria required for you to carry out your work. You must notify the Human Resources Manager or Director of Operations immediately if you are likely to be convicted of a motoring offence and lose your driver’s licence. Criminal offences Anybody who works for the Consortium is required to disclose any cautions, convictions or reprimands (even those when a juvenile). For qualifying job roles, an Enhanced Disclosure and Barring criminal record check will be required before your work begins. A caution, conviction or reprimand will not necessarily preclude you from employment with the Consortium and any detrimental information on a disclosure will be given due consideration, taking into account the nature of the offence, whether the applicant

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disclosed the offence when asked, how long ago the offence occurred, the Rehabilitation of Offenders Act and the job role. If you are arrested, charged or convicted of any offence while employed by the Consortium you must notify the Director of Operations in writing immediately. You should provide details of the offence, dates and penalty. Office Staff should notify the Deputy Chief Executive immediately. Once notified, consideration will be given as to whether or not the matter should be reported to the SoVA team. You may be subject to formal action under the Consortium’s Disciplinary Policy, up to and including dismissal, if you commit any criminal offence while employed by the Consortium. Whenever the Consortium is notified of an offence, an up to date DBS criminal record check will be processed for job holders who work in a qualifying job role. The cost of the new Disclosure and Barring Certificate will be deducted from the staff member’s salary when requested in these circumstances. 11. Use of Consortium vehicles and the vehicles of the people we support The Consortium expects you to take proper care and attention when driving vehicles either owned or leased by the Consortium or the people we support. Damage caused to any vehicle through your reckless driving will be treated seriously and you may be subject to disciplinary action under the Consortium’s Disciplinary Policy. You may also be responsible for covering the cost of any damage caused. You must not under any circumstances use your mobile phone when driving. 12. Use of Consortium time When at work your time should be wholly dedicated to Consortium business unless prior permission has been granted by your Contract Manager or Department Head. 13. Use of Consortium equipment The Consortium provides information technology and mobile communications to enable effective communication and provide access to information that will enable you to carry out your duties. You are expected to use these facilities responsibly. You are expected to take good care of any equipment provided by the Consortium e.g. mobile phones, laptops and computers etc., and it should be used for work purposes

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only, unless permission has been given by the Director of Business and Finance. You are not permitted to access inappropriate websites, download any games, software, screensavers or additional programmes onto your I.T. equipment without seeking prior authorisation. 14. Receiving a gift or benefit It is unlawful for the Consortium to grant a benefit or make payment to members of staff or their families other than those which are permitted in your Terms and Conditions.

Keeping or obtaining a benefit, payment or gift from someone other than from within the Consortium is prohibited if the reason for the benefit or payment is to influence future decisions of the Consortium, or could be regarded as being for such a purpose. To protect the Consortium and its workforce, you must notify the Human Resources Manager, if you or a member of your family, receive any benefit, payment or gift as a result of your work with the Consortium. Although this list is not exhaustive, this can include:

(a) A personal gift from a person we support or their family.

(b) An invitation to any social function or any other favours offered.

(b) All gifts, whether in cash or kind of any value, irrespective of acceptance,

together with the name of the donor.

(c) Any interest you or members of your household have in businesses involved, or likely to be involved with the Consortium.

(d) The purchase of goods or services used by the Consortium at a discount or

on advantageous terms, together with a copy of the invoice.

15. Use of the telephone while at work The Consortium recognises that there may be occasions where family or friends may need to contact you while you are at work, and also occasions where you made need to make a telephone call. Occasional, brief and local personal telephone calls may be made from a work’s telephone when absolutely necessary however, persistent and lengthy telephone calls, or calls to National Rate or international numbers are not permitted.

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Under no circumstances should the telephone numbers of the homes of the people we support be given to a third party. Personal mobile telephones should be in silent mode whilst on duty and should only be used if absolutely necessary. Persistent personal use of the telephone or personal mobile phones while at work, in some circumstances, could be seen as negligence if proper attention is not being given to the people we support due to the use of the telephone or any of its “apps” including Social Media e.g. Facebook. Any person who is found to be persistently using the service telephone or personal mobile phone, or is found to have given the telephone number of any of the services, other than the office to a third party, may be subject to formal action under the Consortium’s Disciplinary Policy. 16. Personal relationships You must tell your Line Manager if you are related to, or if you are in or have a close personal relationship with someone who also works for the Consortium. You will not be permitted to work within the same reporting line, or in the same network, department or location as a relative or someone with whom you have a close personal relationship. This is to maintain confidence in the supervision and management systems, to guard against accusations of favouritism or collusion and to avoid the bringing of personal relationship issues into the workplace. If a person is related to another member of staff, they should not line manage them, act in a disciplinary role or work together during any financial matters or transactions. Line Managers must be prepared to speak to individuals if they suspect that such a relationship exists, but care needs to be taken to handle these matters sensitively. If the Consortium is told, or discovers that a relationship exists, one of the people in that relationship will be moved elsewhere – normally the person whose position would cause the least disruption to the operational needs of the service, network or department. If because of operational constraints this is not possible, the matter will be referred to the Director of Operations and Human Resources Department.

17. Dress code The Consortium is keen to ensure that anybody who works for the organisation presents themself in an efficient and acceptable manner of appearance, as do other professional organisations we work with. You should therefore present a clean and tidy appearance

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and dress in a business like way. You should be mindful that you represent the Consortium and that you are expected to be role models for the people we support.

In any situation, you should dress appropriately for your job role. Clothes with discriminatory, offensive or defamatory slogans are not acceptable. Where it is appropriate, religious, cultural or ethnic dress, or dress for health reasons, may be worn. Your Line Manager will ensure that the dress code is adhered to and will inform you if your standard of dress is inappropriate.

Office Based Staff Jogging bottoms or shorts are not allowed at work. On designated “Dress Down” days staff can wear more casual clothes but should be mindful of health and safety issues. Contract Managers It is recognised that Contract Managers work in different situations at different times of the day, therefore when working in the community or in services, dress can be of a more casual nature. However, if based in the office all day, interviewing or representing the Consortium at meetings, the office based staff dress should apply.

Support Staff The dress standard for support staff should:

­ reflect the need to be practical to undertake the range of duties ­ reflect the needs of the people we support ­ reflect the requirements of behaviour / support plans ­ be appropriate ­ not be revealing

Your line manager will inform you of any specific dress requirements at your place of work.

Workshop Staff Dress standards in accordance with Health and Safety Regulations is required. This may include protective clothing or footwear which will be provided by the Consortium.

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Jewellery

You should be aware of the potential hazards that can be created by wearing certain jewellery e.g. necklaces, chains, large earrings in pierced ears or body jewellery in other parts of the body. A risk assessment of wearing such jewellery will need to be undertaken and local action will be taken to remove the risk – this may include removal of jewellery and refraining from wearing it while at work.

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MANAGERS’ CODE OF CONDUCT (including Support Co­Ordinators) In addition to the Care Council for Wales “Code of Practice for Social Care Workers” and the general code of conduct required by all staff, manager’s have an additional code of conduct which they must follow when making decisions and when managing their teams and services: 1. Decision making & leadership All managers will make decisions openly after discussion with those affected by the change. Managers need to understand that some decisions taken will be outside of their control however, they will be notified quickly of the affects the decisions may have on them. 2. Setting clear priorities Managers will set clear priorities for the people that they manage to ensure workloads can be effectively managed and overload avoided. 3. Being involved Managers will help their teams, the people we support, advocates and family members to be actively involved in the way the Consortium services are provided. 4. Clear communication Managers will work to ensure that everybody has the information they need to successfully perform their role. 5. Providing support Managers will actively seek and provide support that will enable their teams to do their job and to develop their skills. 6. Demonstrating quality Managers will take every opportunity to highlight the results the service is achieving for the people we support, and will recognise the contribution of their teams in providing an effective service.

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7. Presenting a positive image When working with professionals from external agencies and other stakeholders, managers will present an honest and positive image of the Consortium, the people we support and the service the Consortium provides. 8. Developing professionalism Managers should work to ensure everybody both within and external to the organisation recognise that they are skilled professionals and worthy of respect. 9. Maintaining confidentiality Managers must ensure that confidential information remains confidential ­ only accurate and relevant information should be passed on to people who need it. Consortium managers should work to prevent inappropriate information about staff and the people we support being passed on to anybody either within or external to the organisation.

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SAFEGUARDING 1. Main principles The Consortium does not tolerate abuse of the people we support, or anybody involved with the Consortium.

In achieving this we believe that the people we support should be supported and treated in ways that promote their:

Independence Dignity Respect Equality Privacy Choice

2. The definition of Safeguarding

“using relevant processes and procedures to challenge and report dangerous, abusive, discriminatory or exploitative behaviour and practice”. (Care Council for Wales’ Code of Professional Practice for Social Care)

3. Your role and responsibilities in Safeguarding In accordance with the Consortium’s “Inappropriate Practice (Whistleblowing) Policy:

“It is your duty to report any concerns in relation to abuse or inappropriate practice.”

You have a responsibility to report any concerns regarding the Safeguarding of any of the individuals supported by the Consortium because:

Failure to report may be a breach of your duty of care and may result in

disciplinary, criminal or legal action. this includes suspicion about a colleague or manager irrespective of their status, profession or authority. It is your duty to minimise any further risk to the person who has experienced abuse.

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It is your duty to work within agreed guidelines and policies to prevent abuse occurring to any of the people you support. 4. What is abuse? Abuse is defined as:

a violation of an individual’s human and civil rights by another person or persons which results in significant harm. (In Safe Hands, National Assembly for Wales, July 2000)

Abuse may be:

A single or repeated act, or multiple acts; A lack of appropriate action; Perpetrated as a result of deliberate intent, negligence or ignorance; and/or An act of omission (failing to act) or neglect. Abuse may involve the vulnerable adult being persuaded or forced to enter

into a Financial or sexual arrangement to which they have not, or could not, consent.

Abuse can occur in any relationship and fundamentally is an abuse of trust, including failure to meet a duty of care.

‘In Safe Hands’ suggests there are 5 types of abuse:

Physical Sexual Financial Emotional or Psychological Neglect.

5. What action should you take if you are concerned that somebody is experiencing, or has experienced abuse? There are 6 Steps we all should follow if we are concerned that somebody is being abused.

1. Make sure the person is safe, and offer emergency help if necessary. 2. Respond to the person who is disclosing abuse. 3. Preserve evidence. 4. Keep a written record. 5. Raise an Alert by completing and submitting a Form VA1, within 24 hours of

becoming aware of the concern. 6. Cooperate with the Safeguarding process.

For further information on the above please refer to the Safeguarding Information File, available within every Consortium service and Department.

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HEALTH AND SAFETY 1. Main principles Community Lives Consortium regards the promotion and effective management of health and safety measures as essential for its workforce. It is therefore the Consortium’s policy to do all that is reasonable and practicable to prevent ill health, personal injury and damage to property arising from the work of the Consortium. Insofar as is reasonable and practical to do so and where it is within our control we will provide and maintain:

Safe and healthy working conditions. Adequate training, instruction, information and supervision. Work equipment which is safe and appropriate for the use intended. Safe working practices, procedures and controls. Opportunities for consultation on health, safety and welfare matters. Adequate arrangements for reporting accidents, injuries and dangerous

occurrences. A Health and Safety Policy

Your Responsibilities Everybody who works for the Consortium, regardless of position or occupation, have general duties under Section 7 and 8 of the Health and Safety at Work etc Act 1974 and other related legislation. Everyone who undertakes work for Community Lives Consortium has a responsibility: a) to take reasonable care of their own safety and the safety of anyone else who may be affected by what they do or fail to do at work. b) to co­operate with Community Lives Consortium so as to enable compliance with any legal duty or requirements; c) not to interfere with or misuse, intentionally or recklessly, anything provided in the interests of safety. d) to report all health and safety concerns to an appropriate person ­ Line Manager or Health & Safety Manager. e) to adhere to the Consortium’s Health and Safety Policy. f ) to read and adhere to Risk Assessments put in place for all Consortium premises they are asked to undertake work in, including the homes of the people we support, offices and the workshop etc. Risk Assessments can also take the form of

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Behaviour Management Guidelines and Support Plans, which provide advice on how to work safely with the people we support. It is important that everyone is aware of their legal responsibilities and works together to ensure a safe place of work. For more information, please refer to the Health and Safety Policy. 2. Smoking Policy ­ this policy also applies to the use of electronic cigarettes. By law employees are not permitted to smoke in any of the Consortium premises, the homes of the people we support or in any vehicle that may be used to transport another person for the purpose of work, this includes a personally owned vehicle. Smoking is permitted in designated areas during natural breaks in the course of normal working hours, providing your duties or responsibilities are not affected. All employees have the right not to inhale second hand smoke. If you are a non­smoker and supporting a person who smokes, smoking arrangements should be documented in each service to protect both the choice of the person you are supporting and your rights as an employee. For more information, please refer to the Smoke Free Workplace Policy. 3. Night Working Health Assessments In accordance with Health and Safety regulations, the Consortium must offer a Night Working Health Assessment to any person who is required to work at night. Initial Assessment ­ During their recruitment, all staff who are required to work at night will be offered a Night Working Health Assessment prior to working any shifts. This assessment considers your general health and specifically addresses any difficulties you may have in working nights. Once completed satisfactorily you will be able to work at night. On­going Assessment ­ An annual Night Working Health Assessment will be offered to anybody who is required to work at night, but may be requested earlier if necessary. You may be referred to a medical professional for an assessment depending on the information provided on the Night Working Health Assessment form. You must inform the HR Department immediately of any changes to your health which

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might affect your ability to work nights. New and expectant mothers are required to be given special consideration.

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LEARNING AND DEVELOPMENT 1. Principles

Community Lives Consortium recognises the value of its workforce and the need to invest in them, both individually and collectively.

Community Lives Consortium is committed to functioning as a learning organisation, and to providing all of its workforce with the opportunity for training and retraining in accordance with their own need and the needs of the organisation.

Community Lives Consortium is committed to equality of opportunities for all in relation to learning and development opportunities.

2. How to access learning and development opportunities. You will have an individualised Personal Development Plan. This is developed jointly in discussion with your line manager, based on an analysis of your training needs, and which will be discussed at each supervision session and formally reviewed as part of your annual Appraisal. You may also request access to training courses by contacting the Staff Development Department by phone or e­mail or by completing the Consortium’s online training request form available on the Company website. You can also gain further information and support for your learning and development from the Union Learning Representatives (ULR’s). For information on how to contact the ULR’s, please contact the Staff Development Department. 3. Induction You will not be able to work any “hands­on” shifts until you have successfully completed the following Induction programme and essential training. Casual Support Worker Induction Programmes are individualised. The extent of your programme will be based on evidence of prior knowledge, training and/or qualifications. Your Induction Programme will meet the Induction Standards specified by the Care Council for Wales. A Casual Support Worker’s Induction will involve the following:

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Day 1 You will meet your Line Manager at the Consortium’s Offices on Walter Road to discuss, check and agree the following:

To check personal details and information recorded on the rostering database.

To confirm your receipt of the Casual Support Worker Staff Handbook and addressing queries or questions arising from reading this.

To discuss and check essential numeracy, literacy and ICT skills. To discuss your availability. To explain the subsequent Induction process, including arrangements for

supervision, training and attendance on training courses. To accredit prior learning (relevant certificates must be provided). To complete your Induction Plan and Personal Development Plan. To discuss your responsibility for reporting inappropriate practice or

safeguarding concerns. To discuss your responsibilities under Health & Safety at Work;

including those for:

Preventing accidents Lone working Fire safety Use of VDU’s Moving & handling Reporting of accidents, near misses and hazards, and Completing and signing any risk assessments.

The training that is considered to be essential for all Casual Support Workers before you are able to begin work includes:

Care Council for Wales Code of Professional Practice ­ Caring

with Pride Positive Behaviour Support (on­line) Safeguarding ­ 2 courses (on­line version available) Health & safety 3 courses (on­line version available) Moving & Handling Medication 2 courses (on­line version available) First Aid

When you have completed your Induction and Training detailed above, the Staff Development Department will email the Human Resources Department for your inclusion on the Casual Support Worker List. Once added to “the list” you will be contactable by Consortium Management and able to begin to work shifts. There may be restrictions on the people you can support until further training has been completed e.g. Positive Behaviour Management, Epilepsy. You must not administer medication until you have successfully completed your Medication Assessment.

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Failure to successfully complete your Induction Programme will result in the Consortium being unable to offer work to you. 4. Staff Supervision and Appraisal Community Lives Consortium recognises the crucial role that Supervision and Appraisal plays in the development of a skilled, accountable and supported workforce. It is an essential requirement for the delivery of high quality and effective services to the people we support. Regular, planned and competent Supervision and Appraisal is both a right and a requirement for all people working within the Consortium. As such, you will have a named Supervisor with whom you have an explicit agreement regarding your Supervision and Appraisal and a contract detailing that agreement which is negotiated by both of you. You should have a supervision meeting at least bi­monthly and have an annual appraisal. The agenda for the Supervision of Casual Support Workers will include:

Flexibility. The requirement to work at various locations. Is the Casual Support Worker interested in applying for employment

with the Consortium or are they happy to remain as a Casual Support Worker?

A reminder that they may be removed from the Casual Support Worker List if they do not attend training or supervision; if they do not work for a period of 3 months; if they refuse to accept assignments on 5 consecutive occasions.

Availability. Any other items for discussion.

Supervisions for Casual Support Workers can take place in person, or if this is not possible, by telephone. Where a Supervision has taken place on the telephone, you will receive a copy of the Supervision Record Form that has been completed by your line manager by mail. You will be paid for time spent in a Supervision session. Whilst Supervision and Appraisal are activities in their own right, they are also integral to each other and neither can be fully effective in the absence of the other. At each supervision meeting, your supervisor will collate information which will then

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contribute to your appraisal. During the appraisal session the information collated during the past year will be discussed and summarised and you will be given further feedback. The result of the appraisal meeting will be a Personal Development Plan, detailing your objectives for the coming year. This plan will then be discussed and monitored during the supervision meetings for the next year. Your supervisor will keep your individual staff development file, which will hold your supervision and appraisal records, performance assessments and other relevant information. These files will be stored securely to maintain confidentiality. Participating in your supervision or appraisal session:

Supervision is a two way process and you will find it far more effective if you plan and prepare for each session and contribute positively to it.

You should receive advanced notice of the supervision or appraisal session

from your supervisor.

Take some time to consider the issues you want to raise and how you are going to do so in an appropriate and professional manner. Your supervisor should ask you about these at the start of the supervision session, so they can be included in the agenda of things to be discussed.

Your supervisor should give you any relevant checklists, assessment forms or

ask you to produce specific information well in advance of the session, to allow you sufficient opportunity to complete them, or to collect the information required.

It is important that you keep an open mind, participate in the discussions,

listen carefully to the feedback you receive and respond in a constructive and professional manner.

It is also important that you give your supervisor honest feedback on the

support you receive from them and the effectiveness of the supervision and/or appraisal sessions

It is acknowledged that on occasions the relationship between a staff member and their supervisor may break down or encounter problems. During such times, you should inform your supervisor’s line manager and separate discussions will be held with both parties. It is open to either party to approach line management to highlight any such difficulties.

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For further information on the above, please refer to the Supervision and Appraisal Policy or contact the Staff Development Department. 5. Attendance at training courses Training and development is a regular and integral part of the day­to­day functioning of the organisation, and not an optional extra. Therefore you are required to attend training courses. You will be paid for time spent training. You cannot accept work during a time you are required to attend a training course. You will be given dates, times and venue in advance; directions will be provided where appropriate. You will be required to sign an attendance register at the start of each course to ensure you will be paid for the time in attendance. Where it is not possible for you to attend a course, you should contact your line manager and the staff development department explaining the reason for your non­attendance. It is vital that you give notice of your non­attendance as early as possible so that your place can be offered to someone else. In the event of sickness it is your responsibility to notify your line manager and the Staff Development Department directly, in accordance with the absence reporting procedure. If you do not attend a training course without the knowledge and authorisation of your line manager, then it is regarded as unauthorised absence from work and you may find yourself subject to formal action under the Consortium’s Disciplinary Policy. Parking facilities are not available for participants attending courses at any of the Community Lives Consortium training rooms. However, you can be reimbursed for parking if you provide a receipt or a parking ticket from a Council Pay and Display machine or National Car Parks. You are encouraged to use public transport or share cars whenever possible. Mileage for attendance of training courses will not be paid. Failure to successfully complete required training and learning opportunities will result in your permanent removal from the Casual Support Worker List.

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6. Essential skills Community Lives Consortium recognises that some of its workforce may need additional support with essential skills (i.e. reading, writing, communication, use of number and use of computers). Community Lives Consortium will assess your skills and provide individualised support and learning opportunities to ensure you have the required level of skills in the areas needed for your job. Community Lives Consortium recognises that you may have specific difficulties associated with learning (e.g. dyslexia), and will therefore work with you to support you in your learning and make reasonable adjustments to help you fulfil your role effectively. 7. Qualifications Community Lives Consortium will support its workforce to achieve relevant qualifications, in accordance with guidance from the Care Council for Wales and other relevant professional bodies (e.g. QCF Diploma’s in Health & Social Care). Where the fees for these qualifications are paid by the Consortium, you may be required to sign a study contract which may include a schedule of repayment of those fees, should you leave the Consortium within a specified period of time. 8. Online learning Community Lives Consortium may require you to complete courses online. In this case, an assessment will be made to ensure you have both access to a computer and the computer skills needed to complete the course. With the agreement of your line manager, you will complete online courses in non­contract time and then be paid the agreed number of hours on completion of the course. For further information on the above please refer to the Staff Development Policy or contact the Staff Development Department.

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IMPORTANT POLICIES 1. Inappropriate Practice (Whistleblowing) Policy Any person who works for the Consortium is required to raise any concerns they may have about any incidents or inappropriate practice they have witnessed while at work immediately. Where the concerns are in the in the public interest and involve any of the following:

Dangers to the people we support Dangers to colleagues Dangers to the environment Unlawful conduct Financial malpractice Negligence Failure to comply with legal, professional or regulatory requirements Concealment of any information in relation to any of the issues listed

above AND where you have a reasonable belief that you have witnessed inappropriate practice AND you are raising your concern in good faith and through the appropriate mechanisms, then you may be entitled to additional protection under the Public Interest Disclosure Act. All concerns should be raised through the use of the Consortium’s Compliments and Complaints Policy. The Inappropriate Practice (Whistleblowing) Policy explains the legal responsibility on the Consortium to provide protection for any person who raises a concern which is in the public interest. For further information, including how you should raise your concern, please refer to the Inappropriate Practice (Whistleblowing) Policy or contact the Human Resources Department for advice. 2. Disciplinary Policy Every person who works for the Consortium is expected to comply with the Consortium’s Code of Conduct and the Care Council for Wales Code of Practice for Social Care Workers. Where the Consortium or its management has concerns regarding your conduct or

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behaviour, either inside or outside work and following an investigation or a review of evidence, you may be subject to formal action, up to and including dismissal, under the Consortium’s Disciplinary Policy. The Disciplinary Policy provides an indication of the type of breaches which may result in formal action under the policy and which may be deemed to be either misconduct or gross misconduct. The lists in the policy are by no means exhaustive, and the severity and sanction will be considered on the circumstances of the allegation and on precedents already set. For further information, please refer to the Disciplinary Policy. This policy is non­contractual. 3. Grievance Policy If you have a concern regarding any poor or detrimental treatment you have received while at work, you should raise your concern through the use of the Grievance Policy. The Consortium will initially endeavour to resolve any concerns informally in the first instance, this may include discussions with those involved, mediation etc. However, if you feel that your concern has not been resolved to your satisfaction, or if your concern is of a more serious nature, you may raise a formal Grievance. At the formal stage, the Consortium will ensure that your concern or complaint is thoroughly investigated. For further information, please refer to the Grievance Policy. This policy is non­contractual. 4. Capability Policy The Consortium will ensure that you receive regular feedback on your performance at work. You will be told if there are any concerns regarding any aspect of your work, including achievement of qualifications considered appropriate for your role. Measures will be put in place to help you to improve in these areas. These measures will include, additional support, training and development, increased levels of feedback, targets and timescales for improvement. Once these measures have been put in place it is expected that your work performance will reach the required standard. However, in circumstances where there is no significant

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improvement, the Capability Policy may be invoked. If there is no significant improvement, this may result in the termination of your contract with the Consortium on the grounds of your capability to perform your job role. For further information, please refer to the Capability Policy. This policy is non­contractual.

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ABSENCE AND ATTENDANCE 1. Reporting absence You are expected to attend work for every planned shift. If you are unable to attend work for any reason, including sickness, you must notify your Line Manager or the On Call Manager as soon as possible, this should be no less than 3 hours before your shift is due to commence, or as soon as is reasonably practical. If you are unable to contact either your Line Manager or the On Call Manager, you should contact the Human Resources Department. Telephone messages, e­mails or text messages are not acceptable. When reporting your absence you must notify the manager of the reason for your absence, when and where you are expected to be at work and when you expect to return. This will allow alternative arrangements to be made to ensure the continued smooth running of the Consortium’s activities. The Payroll and Human Resources Departments will be advised by your line manager of all absences, including whether they are to be paid or unpaid. Failure to follow the absence reporting procedure may result in formal action under the Consortium’s Disciplinary Policy. 2. Sickness or injury certification If your absence is due to sickness or injury you must complete a self­certification form as soon as possible and forward this to the Payroll Department. If your absence extends beyond seven consecutive days (including rota’d days off), a medical certificate, or “Fit Note”, must be obtained from your doctor and forwarded to the Payroll Department. The Consortium reserves the right to request a further note / paper from your doctor confirming that you are fit to return to work before you are able to work. The Consortium may also request medical certification from your doctor where there appears to be an abuse of the Self Certification system. In certain circumstances you may be required to consent to a medical examination by a doctor appointed by the Consortium and/or to agree to us making enquiries about your medical condition from your doctor or specialist. This will be subject to the requirements of the Medical Information Act 1988.

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You are expected to comply with any request for additional specialist advice or medical examination. This will enable the Consortium to:

make reasonable adjustments to your work or workplace to enable you to return to work;

ensure your work does not adversely affect your health; and ensure you are fit to work / return to work.

3. Maintaining contact with your line manager while absent You are expected to maintain regular contact with your line manager during any period of absence to enable him / her to continue to plan for your absence. This includes contacting your line manager each time your G.P. has provided you with a “Fit Note”. Your contact schedule may be agreed with your line manager, based on the expected length and reason for the absence. Your line manager may contact you at any time to request an update. 4. Unauthorised absence If you fail to attend work when expected or fail to provide appropriate certification for sickness absence, these absences will be treated as unauthorised and will be unpaid. You may also be subject to formal action under the Consortium’s Disciplinary Policy. 5. Payment during sickness absence Casual Support Workers are not entitled to receive Company Sick Pay, however you may be eligible to receive Statutory Sick Pay according to HMRC guidelines. You will not receive pay for any other type of absence. 6. False sickness reporting If any person reports to their line manager that they are unable to attend work due to illness or injury and it is found at any time that they were not actually unwell or injured, for example, via Social Media, they may be subject to formal action under the Consortium’s Disciplinary Policy. 7. Managing sickness absence It is essential that the Consortium provides a full service to the people we support at all times, this includes during periods of staff absence.

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The Consortium therefore has mechanisms in place to monitor and manage absence resulting from sickness, injury and unauthorised absence, this includes Long Term Sickness Absence and short term frequent absences. Where absence becomes problematic, it may result in formal action. Please refer to the Consortium’s Absence Policy for more information on any of the above.

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ANNUAL LEAVE AND HOLIDAY PAY 1. Entitlement to Holiday Pay Casual staff will receive a payment in respect of holidays based on actual hours worked as a proportion of full time hours. The payment will be calculated and paid quarterly and will be determined by the average weekly hours worked subject to a maximum of 37 hours. Payments in respect of accrued holidays for hours worked will be calculated and paid in accordance with the timetable below:­ MONITORING PERIOD PAYMENT FOR ACCRUED

HOLIDAYS April – June August July – September November October – December February January – March May 2. Arrangements for taking annual leave You are not required to formally book annual leave, however you should notify your designated line manager of any dates that you will be unavailable to accept work due to holiday commitments or leave. You should not accept any shift that coincides with you taking time off for a holiday or leave. 3. Bank Holidays The Consortium recognises the following Bank Holidays:­

New Years Day ­ 1st January Good Friday ­ Varies Easter Monday ­ Varies May Day Bank Holiday ­ Usually the first Monday in May

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Spring Bank Holiday ­ Usually the last Monday in May Summer Bank Holiday ­ Usually the last Monday in August Christmas Day ­ December 25th Boxing Day ­ December 26th

You may be asked to work on any Bank Holiday. 4. Enhanced payments for Christmas and New Year Each year the Consortium’s budget and financial situation will be reviewed. Where there is an appropriate level of money available, enhanced payments will be made for specified hours worked during the Christmas and New Year period. A memo will be issued by the Human Resources Department in October / November each year to inform managers and staff of the arrangements for that year. When New Years Day, Christmas Day and Boxing Day fall on a Saturday or Sunday the official Bank Holiday for these days would usually be the following Monday and/or Tuesday. However, for the purpose of any enhanced payments made in respect of Bank Holidays worked at Christmas and New Year, the enhancement will be made for hours worked on the actual date of Christmas Day, Boxing Day and New Year’s Day. Hours worked on all other Bank Holidays will be paid at the normal hourly rate.

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OTHER LEAVE 1. Dental / Medical appointments

You should always arrange G.P, dental, physiotherapy etc. appointments to take place at times that you are not working. Where you are offered a hospital appointment at a time where you have already agreed to work a shift, you could contact your Line Manager immediately so that appropriate cover can be arranged for that shift allowing you to attend the hospital appointment. You are not entitled to receive pay for time spent at any appointment. 2. Time off due to inclement weather e.g. snow In the event of inclement weather e.g. snow, the Consortium has arrangements in place for all operational staff to work their planned shifts at the nearest service to where they live. This will not only enable us to continue to provide our services, but will also relieve other staff who may have been unable to leave work due to the poor conditions. Casual Support Workers who are unable work a planned shift due to inclement weather will not receive pay for that shift. Special dispensation will be given to those who attend a planned shift but are late arriving due to the poor conditions. They will be paid from the time the shift was supposed to begin. 3. Compassionate / bereavement leave Casual Support Workers are not entitled to paid compassionate or bereavement leave. If you are unable to attend a planned shift due to a bereavement or funeral, you should contact your Line Manager immediately so that alternative arrangements can be made to cover that shift. In the event of the death of a Service User or work colleague, the Consortium will ensure that everybody affected by the death receives the appropriate support. You are not entitled to receive pay for any time off work due to a bereavement or funeral.

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4. Jury Service If you are called for jury service you must notify your Line Manager immediately of the dates you are required to attend the courts so that no shifts are offered to you during this period. 5. Reserve Forces If you are in the Territorial Army or other reserve forces and are called up for service you must notify your Line Manager immediately of the dates you will be unavailable so that no shifts are offered to you during this period.

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