Staff Handbook

Welcome to the Nottinghamshire YMCA Employee Handbook. We hope that you will find this handbook useful and informative.

As an employee of the Association, it is important that you familiarise yourself with this employee handbook and fully understand its contents. It has been designed to ensure that you are aware of what the Association expects from you, and to inform you of what you can expect from the Association. For those viewing this document digitally, hyperlinks throughout the handbook will take you to the related documents and information. There is also a link to the Association’s policies and procedures. From time to time it may be necessary to amend or add to the contents of the handbook. When this happens, Heads of Department will be notified and will communicate the changes to staff as necessary.  

Contents

Nottinghamshire YMCA Core Values

Mission Statement

Board  

Adoption Alcohol & Drugs

…Advice and Counselling

…Alcohol & Drug Consumption at Work

…Alcohol and Drug related misconduct

…Alcohol and Drug Testing

…Attendance and Punctuality

Benefits Schemes Confidentiality and Data Protection

Contract of Employment

… Criminal Background Disclosure (DBS)

…Handling and Safekeeping of Disclosure Information

…Dress and Appearance

Electronic and Telephonic Equipment

…Computers

…Computer Software, Games and Viruses

…Email and the Internet

…Fax/Photocopier Equipment

…Mobiles Telephones

…Telephones

Equality and Diversity

…Harassment and Bullying

…Monitoring Equal Opportunity

Expenses

…Subsistence expenses

…Staff and Client

…Entertainment/Hospitality

…Other expenses

…Travelling expenses

Flexible Working

…Statutory Rights

Gifts and Hospitality

Health and Safety

…Statement of General Policy

Holidays (Paid Annual Leave)

…Entitlement

…Requests for Annual Leave

…Sickness/Injury Absence

…Termination of Employment

Induction Insurance Leave

…Appeals

…Compassionate Leave

…Jury Service

…Medical Appointments

…Membership of the Reserved Armed Forces

…Public Duties and Statutory Entitlements

…Religious Holidays

…Special Unpaid Leave

Maternity

…Time-off for ante-natal appointments

Parental Leave

…Shared Parental Leave

…Paternity Leave

Pensions

Personal Relationships at Work

Public and Bank Holidays

Redundancy Resignation

Right to Search Salaries and Pay Sickness Absence

Stress at Work

Time off for Dependants

Vehicles and Vehicle Allowances

…Alternative provision for disabled employees

… Change of work place

… Driving and mobiles phones

… Hours at the wheel

…Journeys outside the county

… Minibus

… Reimbursement of car parking fees

… Use of own vehicle for business use

Violence Wellbeing at Work

Whistle-blowing (public interest disclosure)

Working at Home

H.R. Policies and Procedures Other Important Policies

 

NOTTINGHAMSHIRE YMCA CORE VALUES
As an Association we are committed to the following core values:
 
CARING HONESTY RESPECT RESPONSIBILITY

 

MISSION STATEMENT
Our mission, based on Christian values, is to develop the mind, body, and spirit of individuals, families and communities, and improve health and wellbeing for all.
 
 
BOARD
Nottinghamshire YMCA is governed by a Board of Trustees. All Trustees are volunteers and many sit on our committees as well as on the Board. For a list of current Board members, please visit our website.

 ADOPTION 

Nottinghamshire YMCA has adopted the statutory adoption leave and pay regulations. The rules are quite complex so if you are adopting you should clarify the relevant procedures with HR to ensure you receive the correct entitlements. It is also important that you keep your line manager updated regarding your intentions in relation to leave dates, return to work, etc. The Association encourages open discussion between you and your line manager to ensure that questions and problems can be discussed and resolved as quickly as possible. An adoptive parent is entitled to fifty-two weeks adoption leave and may also be entitled to statutory adoption pay for thirty-nine weeks of this. If adopting as a couple, only one parent is entitled to adoption leave/pay but the other parent may be entitled to paternity leave and both may be entitled to Shared Parental Leave. For more information please speak to HR at the earliest opportunity.

ALCOHOL AND DRUGS 

Alcohol, New Psychoactive Substances (NPSs (which were formally known as “legal highs”)) and drug misuse or abuse can be a serious problem within the workplace. Employees who drink excessively, abuse over the counter or prescribed drugs, use NPS’s or take illegal drugs are more likely to work inefficiently, be absent from work, have accidents and endanger their colleagues. The Association has a duty to protect the health, safety and welfare of all its employees and recognises that, for a number of reasons, employees could develop alcohol, NPS or drug related problems and need support. With regard to the term “drugs” in these rules, this applies to illegal drugs, NPS’s and the misuse and abuse of prescribed/over the counter drugs. It does not apply to taking over the counter/prescribed drugs taken correctly although if taking these does affect your work performance then please inform your line manager so that appropriate support can be put in place. The Association in no way condones the use of illegal drugs, NPS’s or the abuse of over the counter or prescribed drugs but acknowledges that it cannot control an employee’s out of work choices. These rules aim to promote a responsible attitude from all employees and to offer support to employees who may need it.

Advice and counselling

It is the Association’s intention to deal constructively and sympathetically with an employee’s alcohol, NPS or drug related problems. The primary objective will be to assist the employee with the problem in as compassionate and constructive a way as possible. If you have an alcohol, NPS or drug problem, you should seek appropriate help. We have contacts with a number of organisations who can offer assistance so please contact your line manager or HR if you would like further information. Please note however that if you have an alcohol, NPS’s or drug problem which affects your conduct or performance at work and you refuse the opportunity to receive help or after counselling and/or assistance, your conduct or work performance is still of concern and the matter will be dealt with under the Association’s Disciplinary Procedure.

Alcohol and drug consumption in the workplace

Employees are not to drink alcohol for the 8 hours before or during working hours (including during lunch breaks) except in very exceptional circumstances and only with the express permission of a member of the EMT. Employees are also reminded that, depending on the nature of their role, even smelling of alcohol during work time could be sufficient grounds to send someone home and commence disciplinary proceedings. Employees who drive on Association business must not consume alcohol during the 8 hours before any journey and are responsible for ensuring that they are safe to drive. Employees representing the Association at business functions and conferences outside of normal working hours are expected to be moderate if drinking alcohol and to avoid alcohol entirely if they are driving. Employees are reminded that at all events where they are representing the Association or at events organised or booked in the name of the YMCA then they are associated with the YMCA and must ensure that their behaviour does nothing to harm our reputation. The Association in no way condones the use of illegal drugs, NPS’s or the abuse of over the counter or prescribed drugs but, as stated above, acknowledges that it cannot control an employee’s out of work choices. However, no such substances are to be used in the 8 hours before work or during work time or whilst on standby/on call. Employees are reminded that, depending on the nature of their role, even smelling of drugs or appearing to be affected by such substances, during work time could be sufficient grounds to send someone home and commence disciplinary proceedings. A breach of these provisions is a disciplinary offence and will be dealt with in accordance with the Association’s disciplinary procedure. Depending on the seriousness of the offence, it may amount to gross misconduct and could result in dismissal.

Alcohol and drug related misconduct

If misconduct takes place at work as a result of drinking alcohol, taking drugs or NPS’s, if an employee is found to be under the influence of alcohol, NPS’s or drugs or appears to be affected by alcohol or drugs whilst at work, disciplinary action will be taken. Even a small amount of alcohol can affect work performance and if an employee is found under the influence of alcohol whilst at work, there could be serious health and safety consequences. The same applies to being under the influence of drugs. Incapacity or misconduct caused by alcohol, NPS’s or drugs is a potential gross misconduct offence under the Association’s disciplinary procedure and the employee is therefore liable to be dismissed. Any employee believed to be buying or selling drugs or NPS’s or in possession of or taking drugs or NPS’s on the Association’s premises will face disciplinary action and the police will be informed. The Association reserves the right to make an employee leave the premises immediately and be sent home if they appear to be under the influence of alcohol, NPS’s or drugs. Social drinking after normal working hours and away from the Association’s premises should not normally concern the Association. However, if an employee’s attendance, work performance or conduct at work deteriorates or conduct/actions outside of work occur that could bring the Association into disrepute then the Association reserves the right to take disciplinary action.

Alcohol and drug testing

On the grounds of health and safety and where necessary to achieve a legitimate business aim, the Association reserves the right to carry out alcohol, NPS and drug screening tests on employees in the workplace. If an employee receives a positive test result, this will be viewed as a potential gross misconduct offence and renders the employee liable to dismissal in accordance with the Association’s disciplinary procedure. Refusal to submit to an alcohol, NPS or drug-screening test will also be dealt with through the disciplinary procedure.

ATTENDANCE AND PUNCTUALITY 

All employees are expected to report for work punctually and to observe the normal hours of work laid down in their contract of employment. Failure to report for work on time is detrimental to the efficient running of the business and imposes an unnecessary burden on colleagues. If you are going to be late for work, you must make every effort to contact your line manager by telephone as soon as reasonably practicable to notify them of this fact and of the time you expect to arrive. If you are late for work, you must report to your line manager and explain the reason for your lateness before starting work. If it becomes necessary for you to leave work before your normal finishing time or to take time off work during normal working hours (even in circumstances of a family emergency), prior authorisation should be obtained from your line manager. You must then report to your line manager on re-starting work. In respect of family emergencies, please see the section on Time Off for Dependants. You have no contractual or statutory right to be paid for time not worked due to lateness or unauthorised absence. Any payments made by the Association in such circumstances are done so in its absolute discretion. Failure to comply with the above rules and procedures without reasonable excuse and/or persistent poor timekeeping, are serious offences and will be dealt with in accordance with the Association’s disciplinary procedure.

BENEFITS SCHEMES 

As a contracted employee of Nottinghamshire YMCA, you are entitled to a free membership of our Gym on Shakespeare Street in Nottingham. Whilst this is a free membership, it is a reduced membership in that you cannot book on classes (but can attend if there are places) and at busy times you must give priority on the equipment to full paying members. The centre runs a wide range of exercise classes, has a large, modern gym as well as a Synergy rig. In order to join you will need to submit a form from HR to confirm your employment and then visit the Gym reception to get your free membership. Your membership will be reviewed on a 6 monthly basis to check that you are still an employee. You will also get 12 x 5 day passes each year that you can give to family or friends so that they too can enjoy the gym and classes free of charge! Please note: if your employment with Nottinghamshire YMCA ends, we reserve the right to prevent you joining the Gym for a period of at least 3 months either as a paying member or as another member of staff’s “plus one”. If you need any more information, please contact HR or the Gym. Following satisfactory completion of your probationary period and confirmation in post, you will also be offered the opportunity to choose one from the following four benefit choices:

  1. Westfield Health Cash Back and Rewards Scheme
  2. Allowance to help with Transport costs
  3. Allowance to help with Childcare costs
  4. Allowance to help with Gym membership costs

Further information on these schemes can be obtained from HR. From time to time, we are offered other benefits such as discounts at local shops and food outlets and these are shared with staff by email.

CHILDCARE VOUCHERS

We run a Childcare Vouchers scheme in partnership with Kiddivouchers to help parents pay for their childcare. We operate this via a salary sacrifice which means you “exchange” part of your salary for childcare vouchers – this gives you tax and NI savings but also effectively changes your conditions of employment so should not be undertaken lightly. Please contact HR for more information and to find out how to access the scheme. Please see the separate pensions section for information on our pension scheme.

CONFIDENTIALITY AND DATA PROTECTION 

Nottinghamshire YMCA has a responsibility to ensure that all private and personal information about employees, clients, customers, partner organisations, etc. is kept confidential. In the course of your employment you may have access to confidential information. This must never be shared with anyone else unless you have express permission to do so in the course of your work. Any breaches of confidentiality will be treated extremely seriously and could lead to disciplinary action including dismissal. For more information about confidentiality and Data Protection, contact the Data Protection Officer (datap@nottsymca.org) and/or read the Data Protection Policy For access to Personnel files please contact HR on hr@nottsymca.org.

CONTRACT OF EMPLOYMENT 

The Association reserves the right to review, revise, amend and/or replace the content of this handbook and introduce new policies from time to time to reflect the changing needs of the business. Changes may be made unilaterally. Some sections of this handbook form part of the contracts of employment and changes will be assumed into your Contract of Employment. We will endeavour to advise employees of all changes but employees are also responsible for ensuring that they are familiar with the employee handbook and the changes to it. Your Written Statement of Terms and Conditions of Employment will give details regarding your specific position within the organisation and will provide information such as salary, probationary period, hours of work, overtime arrangements, holiday entitlement, eligibility for pension, the health scheme, sick pay arrangements and notice period at the date you were appointed. You will receive a Written Statement of Terms and Conditions of Employment within two months of starting work with the Association.

CRIMINAL BACKGROUND DISCLOSURE – DBS (DISCLOSURE AND BARRING SERVICE) 

Offer of employment with Nottinghamshire YMCA is conditional upon, amongst other things, a DBS Check. As a new employee you will be asked to complete a DBS CHECK Form and to provide relevant documents to confirm identity, in order for the check to take place. Because of the nature of our work with young people and vulnerable adults, our posts are exempt from provisions of Section 4(2) of the Rehabilitation of Offenders Act 1974 (Exceptions) (Amendment) Order 1986 and the 1989 Children’s Act. Applicants for posts are required by the Association to disclose information about convictions which for other purposes are “spent” under the provisions of the Act. A Declaration of Criminal Background Form must be completed during the appointment process to declare any spent or unspent convictions or to declare ‘none’, as appropriate. Convictions during your employment must be disclosed to your line manager and the H.R. Manager. The information received will be treated confidentially and will only have a bearing on your employment if there are direct implications in respect of your work or the Association’s operations generally. If you fail to disclose such convictions you may face disciplinary action. We may need to carry out new DBS checks on current employees to comply with stakeholder requirements or changes to procedures, etc., and all employees must co-operate with this.

The Handling and Safekeeping of Disclosure Information

In compliance with the appropriate Codes of Practice regarding the correct handling, use, storage, retention and disposal of ‘Disclosures’ and ‘Disclosure Information’, the following policy applies:

  • Disclosure information is never kept on the applicant’s file and is always kept separately and securely, in lockable, non portable storage containers, with access strictly controlled and limited to those who are entitled and need to see it as part of their duties
  • Disclosure information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and we recognise that it is a criminal offence to pass this information to anyone who is not entitled to receive it.
  • Disclosure information is only used for specific purpose for which it was requested and for which the applicant’s full consent has been given
  • Once a recruitment decision has been made, the Disclosure is destroyed by shredding in accordance with the Association’s Data Protection Policy
  • We will not keep a Disclosure but we will keep a record of the issue date of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and details of the recruitment decision taken.

DRESS AND APPEARANCE 

The Association wishes to portray a professional business image to its clients and customers. As a result, it operates minimum standards of dress and appearance, which require you to dress in a manner that is suitable and appropriate to the Association’s business and your job role.

  • If your job requires you to wear protective clothing, it must be worn as appropriate and should be kept clean and in good repair.
  • If your job requires you to wear a uniform, it must be worn whilst you are on duty and used for the purpose for which it was supplied. It must be kept clean, and in good repair.
  • If you have any problems with your uniform or protective clothing, please speak to your line manager.
  • Where uniforms or protective clothing are not provided, you are expected to dress appropriately for your job role.
  • On leaving the Association, all uniform and protective clothing must be returned to your line manager.

The Association accepts that members of certain ethnic or religious groups are subject to strict religious or cultural requirements in terms of their clothing and appearance. Subject to health and safety or particular job requirements, the Association will be as flexible as possible. If you are uncertain as to whether a particular item of clothing is acceptable, please speak to your line manager. If you fail to comply with the above rules, it will be dealt with in accordance with the Association’s disciplinary procedure. In addition, depending on the circumstances of the case, you may be required to go home and ] clothing. If this happens, you may not be paid for the period of your absence from work.

ELECTRONIC AND TELEPHONIC EQUIPMENT  (See also the Association’s I.T. Policy)

Computers

Employees may have access to computers at work for use in connection with the Association’s business. Employees who are discovered unreasonably using the Association’s computers for personal and/or private purposes will be dealt with under the Association’s disciplinary procedure. Vandalism of, tampering or otherwise intentionally interfering with, the Association’s computer network/I.T. equipment constitutes a gross misconduct offence and could render the employee liable to summary dismissal under the Association’s disciplinary procedure.

E-mail and the Internet

E-mail and internet have been provided for some employees on the basis that they are primarily for business use. The purpose of these rules is to protect the Association’s legal interests. Unregulated access increases the risk of employees inadvertently forming contracts through e-mail and increases the opportunity for wrongful disclosure of confidential information. In addition, carelessly worded e-mails can expose the Association to an action for libel. As such, e-mail to clients and customers must follow the Association’s designated ‘house-style’, which will be supplied to authorised users. Employees must not commit the Association financially by e-mail unless they have been granted a specific level of delegated authority to do so. Employees should not surf the Internet or spend excessive time “chatting” by e-mail for personal purposes during their normal working hours although some limited personal use is acceptable, subject to the approval of your line manager. Excessive time spent online leads to loss of productivity and constitutes an unauthorised use of the Association’s time. Use of Instant Messaging Services is prohibited. Whilst limited use of Facebook and other social networking sites is permitted during breaks, use during work time is not permitted and access is not permitted at all where the computer screen is visible to the pubic, residents, clients or members. Any derogatory statements made by staff about their employment, their colleagues, Nottinghamshire YMCA, our residents, clients or service users etc is likely to result in disciplinary action including dismissal. Please see the Social Media policy for more information. Additionally, sexist, racist or other offensive remarks or jokes sent by e-mail are capable of amounting to harassment. Employees who are discovered contravening these rules may face serious disciplinary action under the Association’s disciplinary procedure. Depending on the seriousness of the offence, it may amount to gross misconduct and could result in the employee’s summary dismissal. Logging on to sexually explicit websites or the downloading and/or circulation of pornography or obscene material or using the internet for gambling or illegal activities is forbidden and constitutes gross misconduct which could render the employee liable to summary dismissal under the Association’s disciplinary procedure. The Association reserves the right to monitor employees’ e-mails and use of the internet, both during routine audits of the computer system and in specific cases where a problem relating to excessive, unauthorised or inappropriate use is suspected. When monitoring e-mails, the Association will, except for exceptional circumstances; confine itself to looking at the address and heading of the e-mails. However, where circumstances warrant it, the Association may open e-mails and access the content. The Association reserves the right to deny or remove e-mail or internet access from any employee at any time.

Computer software, games and viruses

The Association does not have the right to reproduce any purchased software. To do so constitutes an infringement of any and all copyright protection established on the software. Contravention is a disciplinary matter and will be dealt with in accordance with the Association’s disciplinary procedure. Only duly authorised personnel have the authority to load software onto the computer systems of the Association. Even then, software may be loaded only after being approved by the I.T. Manager. Any employee found to be contravening this (or attempting to do so) will face disciplinary action under the Association’s Disciplinary Procedure. Nottinghamshire YMCA has a list of software which has been approved for installation on PCs and servers. Software not on this list will not be installed. This policy exists to ensure that I.T. support is appropriate, and unknown software does not cause issues with the systems maintained. As stated above, the installation of software by anyone other than the I.T. Manager, or representative thereof is completely prohibited. The installation of games is completely prohibited.

Telephones

The Association’s telephone systems are for use by employees in connection with the Association’s business. Whilst the Association will tolerate essential personal telephone calls concerning an employee’s domestic arrangements, excessive use of the telephone for personal calls is prohibited. This includes lengthy, casual chats and calls at premium rates. Not only does excessive time engaged on personal telephone calls lead to loss of productivity, it also constitutes an unauthorised use of the Association’s time. If the Association discovers that the telephone has been used excessively for personal calls, this will be dealt with under the Association’s disciplinary procedure and the employee will be required to reimburse the cost of the calls made. Personal non-local calls or any calls to Directory Enquires need to be authorised by your line manager. Employees should be aware that telephone calls made and received on the Association’s telephone network may be monitored and recorded to assess employee performance, to ensure customer satisfaction and to check that the use of the telephone system is not being abused.

Mobile telephones

Certain employees are issued with a mobile telephone. If you are issued with a mobile phone, it remains the property of Nottinghamshire YMCA at all times and must be returned should your employment cease for whatever reason. It may be possible that staff issued with a mobile telephone for work purposes may be allowed to use it for personal calls. Before any personal calls are made using any of the Association’s handsets or sim cards, clarity should be sought from your immediate line manager. Please see the Mobile Phone Policy for more information regarding the correct and appropriate use and care of your mobile phone.

Fax/Photocopier Equipment

Use of these items of equipment for personal use must be authorised by your Line Manager.

EQUALITY AND DIVERSITY 

Respect is one of Nottinghamshire YMCA’s core values. Nottinghamshire YMCA serves people of different ages and genders and people from many racial, ethnic, and religious backgrounds. As such, our approach to equality and diversity forms part of the framework within which other policies, procedures and practices are developed and implemented. The Equality and Diversity Policy applies to the Association’s governance, service planning, access, delivery and employment and volunteering practices. Contractors, and organisations that we work in partnership with are also expected to abide by the spirit of the policy. The Association will take all reasonable steps to employ, train and promote employees on the basis of their experience, abilities and qualifications without regard to race, colour, ethnic origin, nationality, religion or belief, gender, sexual orientation, marital status, age or disability. The Association will also take all reasonable steps to provide a work environment in which all employees are treated with respect and dignity and that is free of harassment. The Association will not condone any form of harassment, whether engaged in by employees or by outside third parties with whom the Association conducts business.

Harassment & Bullying 

Employees must not harass or bully another employee and any breaches of this could result in disciplinary action, including dismissal. If you think you are being bullied or harassed please discuss this with your line manager or the H.R. Manager. For more information please see the Harassment and Bullying policy.

Monitoring equal opportunity

The Association will monitor selection decisions and H.R. procedures in order to assess whether equal opportunity is being achieved.

EXPENSES 

Reimbursement of actual expenses arising from work related activities should be claimed by completing an expenses claim form. The form should be signed and dated by the claimant, approved and countersigned by the Line Manager and submitted using the appropriate channels. You are expected to provide original V.A.T. receipts for expenditure incurred where this is reasonably practicable and you should give a full description of the expenditure incurred and why it was necessary. You should ensure all expense claims are made and submitted promptly. Expenses incurred by employees will be reimbursed in accordance with these rules. These rules are designed to provide for the reimbursement of reasonable out-of-pocket expenses wholly, exclusively, necessarily and actually incurred by an employee engaged on the business of the Association. The following items are accepted as charges which can be properly made on expenses when incurred on YMCA business:

  • Travel, meals and hotel expenses when away from home – prior line manager approval should be gained to determine limitations on this e.g. rail fare, daily subsistence limit, maximum hotel rates etc.
  • Telephone calls (if mobile not issued by Association). Itemised telephone bills are required to support this expense claim.
  • Hospitality on behalf of the Association – prior line manager approval should be gained to determine cost limitations.
  • Cost of attending meetings and conferences and other work related meetings.

The Association does not advance expenses. 

Travelling expenses

The Association will reimburse travelling expenses necessarily incurred for business purposes. This is generally limited to the cost of travel from the Association’s office to the business destination and return. Journeys between an employee’s home and normal place of work are considered private and do not constitute business travel. The following expenses can be paid following line manager approval/authorisation:

  • where you use your own car, mileage allowance at a rate per mile as determined by the Association. In this case, ensure you record your actual mileage undertaken. Your car must be comprehensively insured for Business Use to be eligible to claim for mileage.
  • where you use an Association vehicle, the cost of fuel you have purchased in connection with Association business
  • standard class rail or coach fares
  • taxi fares where suitable public transport is not available
  • economy class air fares (provided your line manager has authorised this in advance).

The Association is not responsible for any fines, penalties, etc., which you may receive while on Association business. The responsibility for paying such fines or penalties is yours. For more information, please see the ‘Vehicles’ Section. 

Subsistence Expenses

If you are required to stay away from home overnight on Association business, you may claim the costs of overnight accommodation (i.e. evening dinner, bed and breakfast) at an appropriate hotel or guest house approved in advance by your line manager. The Association will not reimburse items of a personal nature such as alcoholic drinks, newspapers and private telephone calls.

Staff and client entertainment/hospitality

Only managers are permitted to claim back expenses incurred for staff entertaining. Client entertaining means hospitality provided by the Association or its employees to non-Association employees in connection with the business of the Association. You must judge what is reasonable in the circumstances and your line manager must agree to a level of entertaining expenditure before any commitments are made. Please see the Code of Conduct for more information.

Other expenses

You should always seek the prior approval of your line manager before incurring any other expenses.

FLEXIBLE WORKING 

It is the Association’s view that the promotion of flexible working arrangements increases employee engagement, performance and productivity, reduces stress and encourages staff retention by enabling employees to balance their work life with their other priorities. 

The statutory right

All contracted employees with over 26 weeks continuous service with an employer are entitled to request flexible working. The employer has to consider fully all requests and a decision has to be made within three months of the initial written request. A maximum of one request can be made every 12 months. For more information please see the Flexible Working Policy and Procedure.

GIFTS AND HOSPITALITY 

Residents, customers, clients or other partners may seek to offer you gifts or hospitality. Whilst the Association has no desire to stop deserving employees receiving a reward from a satisfied customer or client, there is the potential for misunderstanding. The Association also needs to ensure that there is a culture of honesty and transparency in the practice of receiving gifts and hospitality whether from customers, clients or suppliers. Please see the Code of Conduct for more information.

HEALTH AND SAFETY 

Statement of General Policy

The YMCA will as far as is reasonably practical

  • Provide adequate control of the health & safety risks arising from our activities
  • Prevent accidents and causes of work-related ill health
  • Maintain safe and healthy working conditions
  • Provide safe equipment, materials and services
  • Ensure the safe handling and use of substances
  • Adequately maintain equipment and services
  • Consult with our staff on matters affecting their health and safety
  • Ensure staff are adequately trained and competent to do their tasks
  • Provide information, instruction and supervision for employees
  • Facilitate a Heath & Safety Committee which will drive and monitor health, safety, welfare and estates issues.
  • Review and revise the policies and policy statement annually, and at times of significant change

It is the responsibility of members of staff to ensure their own, and their colleagues safety, and to report problems to their team leader. Disciplinary action under the Association’s disciplinary procedure may be taken against any employee who violates health and safety rules and procedures or who fails to perform their duties under health and safety legislation. Depending on the seriousness of the offence, it may amount to potential gross misconduct rendering the employee liable to summary dismissal. For more information on any health and safety issues including first aid, VDUs risk assessments, etc., please click here.

HOLIDAYS (PAID ANNUAL LEAVE) 

The provisions relating to your entitlement to paid annual leave are set out in your terms and conditions (contract) of employment. The Association’s holiday year runs from 1 April to 31 March. You must use all of your holiday entitlement by the last day of each holiday year and, unless there are exceptional circumstances and unless approved in writing in advance by your line manager, you may not carry your holiday entitlement forward into the next holiday year. Holiday entitlement not used by the end of the leave year will usually be lost. Employees are encouraged to use their holiday entitlement as the year progresses, e.g. take half of the entitlement by half way through the year. However, this is not mandatory, but is to be encouraged, as, if an employee ‘saves’ the entire leave entitlement until the last quarter of the year (January-March), the Association may not be able to accommodate the leave request, due to staffing levels and/or other reasons, and the entitlement will be lost. 

Requests for Annual Leave

All requests for annual leave must be approved by your line manager in writing in advance using the on line leave booking system. Some managers and teams may have additional leave book requirements so please check this with your manager. You must not book holidays until your request has been formally authorised. You should give as much notice as possible of proposed annual leave dates. In any event, such notice should normally be at least twice the number of days’ leave as that you wish to take as annual leave. The Association will try to co-operate with your holiday plans where possible, but this is always subject to the requirements of the Association’s business and to adequate staffing levels being maintained at all times. More than two consecutive weeks leave must be approved by th Executive Management Team via your Line Manager.

Entitlement

In your first and last year of employment, your holiday entitlement will be a proportion of your total annual holiday entitlement and will be calculated to the nearest half day.

Sickness/injury absence

Should you be incapacitated for work due to sickness or injury during any period of pre-booked annual leave (whether in whole or in part) the Association may at its absolute discretion reimburse the period of annual leave entitlement lost due to incapacity. You have no contractual right to reimbursement and, before considering whether reimbursement is appropriate in the circumstances, you must submit a medical certificate covering the period of incapacity. Reimbursement will normally only be considered where you fell seriously ill or you sustained a serious injury.

Termination of employment

On the termination of your employment, you should make every effort to take all accrued annual leave. Where this is not possible you can be paid for any accrued annual leave for that leave year. If, on the date of termination of your employment, you have taken more annual leave than you have accrued in that leave year, you will be required to reimburse the Association in respect of such annual leave. The Association shall be entitled, as a result of your agreement to the terms of your contract of employment, to deduct the value of the unearned annual leave from any final payment of salary to be made to you. No payment in lieu of accrued contractual annual leave will be made to you in the event of the termination of your employment for gross misconduct or in the event that you give inadequate notice to terminate your employment or you leave before your contractual notice period has expired.

INDUCTION 

Your line manager is responsible for ensuring that you receive an initial welcome, meet all the people with whom you will be working and other key staff members. If you are a contracted employee you will also have an induction meeting with HR on or around your first day to explain our ethos, strategic priorities, staff support and benefits, our staffing structures, complete necessary paperwork, read policies and get your ID badge, etc. Your manager and HR will jointly ensure that your Induction covers everything its needs to within a week of you joining us. Please click the relevant link below for the Induction Checklist from the Extranet: Casual Staff Induction Form Staff Induction FormThere is an additional induction programme for managers to ensure that you are supported in your management role. This is for new starters and for existing staff promoted into management roles. We also run regular Induction events for all new employees, managers, casual workers, work placements and volunteers to give the opportunity to meet other people who work for us, meet the Executive Management Team, explore the Christian history, values and aims of Nottinghamshire YMCA and see how we fit into the wider YMCA movement.

INSURANCE 

Nottinghamshire YMCA has comprehensive insurance cover which applies to all staff and volunteers whilst carrying out any activities organised by or on behalf of the Association. In addition, members are insured whilst undertaking activities organised by the YMCA. Our insurers do, however, expect due diligence to be exercised and work assessments to be completed in all areas of YMCA activity. All accidents to staff and visitors must be recorded and witness statements obtained if appropriate. The Reporting of Injuries, Disease and Dangerous Occurrence Regulations 1995 (RIDDOR) requires the reporting of deaths, three consecutive days work to the enforcing authority. Please contact the Estates and Asset Development Manager for more information. All safes are insured to specific financial limits; please make sure that these are not exceeded. The Master Insurance Document is held by the F&SSD, so if you have any queries as to the extent of cover, etc., please contact the F&SSD. LEAVE  (see ‘Holidays’ section)

Religious holidays

Subject to complying with leave request requirements and the requirements of the Association’s business, you will normally be allowed to use your annual leave entitlement to observe religious holidays.

Jury service

Should you be called up for jury service or required to attend court to give evidence as a witness, you must notify your line manager as soon as possible. Time off work will normally be granted in these circumstances. You will be required to provide a copy of the court summons to support your request for time off work which will be granted wherever possible. Any payment of salary by the Association during this period is done so in its absolute discretion and will be subject to the deduction of any monies received from the court in respect of loss of earnings. You must therefore submit a claim to the court for loss of earnings and claim the full allowance available to you. The paperwork must then be submitted to the Payroll Section so that the appropriate adjustments can be made to your pay. If on any day on which you attend court you are told that your services are not required, you must then return to work and report to your line manager before starting work.

Public Duties and Statutory Entitlements

Employees are entitled to reasonable time off for the following purposes covered by statutory legislation: Paid leave for:

  • Ante natal care (See Maternity section)
  • Carrying out duties or undergoing training as a safety representative or employee representative
  • Carrying out duties or undergoing appropriate training as a trustee of an occupational pension scheme
  • Looking for another job or arranging training for future employment when under notice of redundancy (see Redundancy section)

Reasonable unpaid leave for:

  • Employees who hold certain public duties e.g. school governors, JPs

Membership of the reserved armed forces

We are keen to support those who are members of the Reserve Armed Forces and will grant up to 2 weeks additional paid leave each leave year to attend the 2 consecutive weeks of compulsory training. This leave should be booked in the same way as annual leave and wherever possible. For more information about the leave and what happens if a Reservist is mobilised please see the Reserve Forces Policy. 

Medical appointments

Appointments with doctors, dentists and other medical practitioners should, as far as reasonably practicable, be made outside of your normal hours of work or with the minimum disruption to the working day (i.e. made at the beginning or end of the working day). Time off work to attend medical appointments must be authorised by your line manager in advance. In any event, unless there are exceptional circumstances, no more than two hours should be taken off work for any one appointment. You have no contractual or statutory right to be paid for absences relating to attendance at medical appointments. Any payment of salary during attendance at such appointments is made at the absolute discretion of the Association.

Compassionate leave

You have a statutory right to time off to deal with a family emergency (see Time Off for Dependants section). So, if you suffer a bereavement or serious illness in your family or in a close relationship, unpaid leave may be approved by your line manager. There is no contractual or statutory entitlement to be paid for absences relating to compassionate leave, so any payment of salary during such leave is made at the absolute discretion of the Association. However, the Association wishes to be supportive so in any one leave year, you are eligible for up to three days paid compassionate leave (pro rata if part time).

Special unpaid leave

The Association may, in certain circumstances, consider requests for special unpaid leave, for example, for the purposes of education, family responsibilities or for personal reasons. However, the Association expects you to use your paid annual leave first. Otherwise, any further time off for special reasons will only be granted at the absolute discretion of the Association. Requests should be made in writing explaining the duration of the leave and the reasons for it to your line manager who will then discuss and seek approval from their Operations Manager or EMT. Requests for special leave will be assessed on the individual merits and circumstances.

Appeals

Appeals against management decisions regarding time off should be made through the Association’s Grievance Procedure.

MATERNITY 

Nottinghamshire YMCA has adopted the statutory maternity leave and pay regulations. The rules are quite complex so if and/or when you find our you are pregnant, you should clarify the relevant procedures with HR to ensure you receive the correct entitlements. It is also important that you keep your line manager updated regarding your intentions in relation to ante natal appointments, leave dates, return to work, etc. The Association encourages open discussion between you and your line manager to ensure that questions about maternity leave and pay can be discussed and resolved as quickly as possible. All pregnant employees are entitled to fifty-two weeks maternity leave and may also be entitled to statutory maternity pay for thirty-nine weeks of this. If you wish to end your maternity leave and share the care of your child with your partner you may be entitled to Shared Parental Leave. For more information please speak to HR at the earliest opportunity.

TIME OFF FOR ANTE-NATAL APPOINTMENTS

 Time Off for Ante-natal Appointments From 1 October 2014, an expectant father or the partner (including same sex) of a pregnant woman will be entitled to take unpaid time off work to accompany the woman to up to 2 of her ante-natal appointments. “Partner” includes the spouse or civil partner of the pregnant woman or a person (of either sex) in a long term relationship with her. Employees accompanying the expectant mother to her ante-natal appointments are entitled to unpaid leave for 1 or 2 appointments. The time off is capped at six and a half hours for each appointment. An employer is not entitled to ask for any evidence of the ante-natal appointments, such as an appointment card, but is entitled to ask the employee for a declaration stating the date and time of the appointment, that they qualify for the unpaid time off through a relationship with the mother or child, and that the time off is for the purpose of attending an ante-natal appointment.

PARENTAL LEAVE 

The Association implements the parental leave rights set out in legislation. Both mothers and fathers can take parental leave for dependents who are up to the age of 18. Parental leave is unpaid. In order to qualify for parental leave, you must have worked for the Association for a continuous period of one year by the time you want to take the leave. You are entitled to take up to eighteen weeks of parental leave to care for a child or to make arrangements for the child’s welfare if you meet one of the following eligibility conditions:

  • – you are the natural parent of or you have acquired formal parental responsibility for a child who is under five years old (you can take up to the eighteen weeks up to the child’s fifth birthday).
  • – you have adopted a child under the age of eighteen (you can take up to eighteen weeks leave up to the fifth anniversary of adoption or the child’s eighteenth birthday, whichever is the sooner).
  • – if you have a disabled child under the age of eighteen who has been awarded Disability Living Allowance, you are entitled to take up to eighteen weeks of parental leave (you can take up to eighteen weeks leave up to the young person’s eighteenth birthday).

Parental leave is for each child, so in the case of twins, eighteen weeks of leave may be taken for each child. You must take parental leave in blocks of one week. The exception to this is that parents of disabled children can take leave in blocks of one day. A maximum of four weeks of parental leave can be taken in respect of any child during any one calendar year. You are required to give at least twenty-one days’ written notice to your line manager of your proposed parental leave. If leave is to be taken immediately after birth or adoption, twenty-one days’ written notice of the expected week of childbirth or the expected week of placement for adoption should be given. You must specify the dates on which your period of parental leave is to start and finish. A Parental Leave Request Form can be obtained from the H.R. Department. The Association reserves the right to postpone a period of parental leave for up to six months where it considers the operation of its business would be unduly disrupted if the leave were to be taken at the time requested. For example, leave may be postponed during particularly busy periods, seasonal peaks or where a significant proportion of your department have already applied to be absent from work at the same time. The Association will confirm any postponement arrangements in writing no later than seven days after receipt of your notice to take parental leave. This letter will state the reason for postponement and set out the new dates of parental leave. The Association will not postpone leave if you have given notice to take it immediately after the time the child is born or is placed with you for adoption. You will be required to produce evidence to confirm you are the parent or the person who is legally responsible for the child. This will take the form of production of a copy of the child’s birth certificate or the adoption papers and/or a copy of the letter awarding Disability Living Allowance for a disabled child. For new employees, the Association reserves the right to make enquiries of previous employers to find out how much parental leave has already been taken. If you feel that a request for Parental leave has been unreasonably refused/postponed you can raise a grievance under the Grievance Procedure. If you act dishonestly in claiming an entitlement to parental leave, this is a disciplinary offence and will be dealt with under the Association’s disciplinary procedure. Depending on the seriousness of the offence, it may amount to gross misconduct and could result in your summary dismissal.

SHARED PARENTAL LEAVE 

Shared Parental Leave (SPL) allows parents of babies born or children placed for adoption on or after 5 April 2015 the opportunity and flexibility to share the care of their child during the first 12 months. Subject to eligibility SPL can be for up to 52 weeks minus the number of weeks taken as Maternity/Adoption Leave. The first 2 weeks after birth or the first two weeks of Adoption Leave have to be taken by the mother/adopter. Subject to eligibility, Statutory Shared Parental Pay (ShPP) is payable for 39 weeks minus the number of weeks of SMP, SAP or MA taken by the mother/adopter. ShPP is payable at the Statutory Maternity / Statutory Adoption Pay rate. Shared Parental Leave is a new and complex leave arrangement so we would encourage anyone considering taking SPL to discuss this with Human Resources well before any leave is requested.

PATERNITY LEAVE 

To be eligible for Paternity Leave and pay you must meet all of the following eligibility criteria:

  • Have twenty-six weeks continuous service with Nottinghamshire YMCA by the end of the fifteenth week before the Expected Week of Childbirth (EWC) / Adoption notification week
  • Have earnings over the National Insurance Lower Earnings Limit
  • Be the biological father, or married to, or be the partner (of either sex) of the child’s mother / adoptive mother
  • Expect to have responsibility for the upbringing of the child

If you are eligible, you are able to take up to two weeks ordinary paternity leave. You can take this in a single block of either one or two weeks. You cannot take the two weeks as separate weeks. Paternity leave can start either from the date the child is born or from a chosen number of days or weeks after the date of childbirth (or, in respect of an adopted child, from the date of placing for adoption). It can start on any day of the week, but it must be completed within eight weeks of the date of childbirth (or date of placement for adoption). If the child is born early, it must be completed within the period from the date of childbirth up to eight weeks after the expected date of childbirth. In the case of multiple births please note that only one period of paternity leave is available. During paternity leave, you will be entitled to ordinary paternity pay (OPP) if your earnings are over the National Insurance Lower earnings Limit.

Nottinghamshire YMCA will “top up” your earnings so that you receive your normal pay for the 1 or 2 weeks ordinary paternity leave. If you wish to take paternity leave, you must inform your line manager in writing of your request no later than the fifteenth week before the expected week of childbirth. You must provide written details of when the child is due (i.e. a copy of the Mat B1), whether you wish to take one or two weeks’ paternity leave and when you want your paternity leave to start. In the case of an adopted child, you must give written notice of your intention to take paternity leave no later than seven days after the date on which notification of the match with the child is given by the adoption agency. The notice must specify the date on which the adopter was notified of having been matched with the child, the date the child is expected to be placed for adoption, whether you wish to take one or two weeks paternity leave and when you want your paternity leave to start. You are able to change your mind about the date on which you want your paternity leave to start provided you give at least twenty-eight days’ written notice of the new date to your line manager. Click here for the Paternity Leave form or contact HR for more information.

PENSIONS 

We started pension auto enrolment on 1 April 2014. Pension auto enrolment is a government initiative to encourage everyone to save for their retirement and anyone who meets certain specified criteria has to be enrolled into a pension scheme. Royal London provide our pension and we have an external Financial Advisor to support our employees. New employees with Nottinghamshire YMCA are automatically enrolled into the pension scheme three months after starting employment with us if aged 22 or over, are under the State Retirement Age and earn more an annual limit set by the Government. Eligible taff can choose to join before the three months and, even if they don’t meet all the criteria, they may still be able to join the scheme. As we operate our pension under a salary sacrifice scheme this effectively varies the contract of employment as you are giving up an element of your pay for a non-cash benefit i.e. membership of and contribution to our pension scheme. Remaining in the scheme once you are enrolled or opting to join the scheme confirms agreement to the variation to your contract of employment. After joining the scheme you are be sent a letter from HR confirming the variation and explaining more about salary sacrifice. For more information, Contact HR.

PERSONAL RELATIONSHIPS AT WORK 

The Association recognises that employees who work together may form personal friendships and, in some cases, close personal relationships. The Association does not, as a general rule; wish to interfere with such personal friendships and relationships. However, it must also ensure that employees continue to behave in an appropriate, professional and responsible manner at work and that they continue to fulfil their job duties effectively. These rules are therefore aimed at striking a balance between your right to a private life and the Association’s right to protect its business interests. The following rules apply to employees embarking on close personal relationships at work, whether the relationship is with a fellow worker, client, customer, supplier or contractor:

  • you must not allow your relationship to influence your conduct at work. Intimate behaviour during normal working hours or on Association or client premises is prohibited. This includes holding hands, other close physical contact, discussions of a sexual nature or intimate kissing
  • if you embark on a relationship with another employee in your department, you should declare this to your line manager as soon as reasonably practicable
  • if you are a manager and you embark on a relationship with a more junior member of staff, you should declare this to your line manager as soon as reasonably practicable. This is particularly important if you are the line manager of the employee because of the risk of the junior employee being afforded more favourable treatment, or less favourable treatment if the relationship subsequently breaks down. In order to avoid a situation where you have managerial authority over a junior member of staff with whom you are having a relationship, the Association reserves the right to elect to transfer one or both of you to a job in another department, either on a temporary basis or permanently. The Association will first consult with both of you to try and reach an amicable agreement on transfer
  • if you begin a relationship with a client, customer, supplier or contractor you must declare the relationship to your line manager as soon as reasonably practicable. In these circumstances, the Association may transfer you to a job in another department where you will not be able to exert undue influence over the other party, either on a temporary basis or permanently. The Association will first consult with you to try and reach an amicable agreement on any suggested transfer
  • if a personal relationship (or the breakdown of a personal relationship) starts to affect your performance or conduct at work, then your line manager will speak to you with a view to your previous level of performance or conduct being restored. However, if your performance or conduct fails to improve the matter may become a disciplinary issue
  • if you are having or have had a personal relationship and you are found to have afforded either more or less favourable treatment to another employee because of this relationship or you have exercised undue influence over a client, customer, supplier or contractor, this will be considered a disciplinary matter

A breach of these rules is a disciplinary offence and will be dealt with under the Association’s disciplinary procedure. Depending on the seriousness of the offence, it may amount to gross misconduct and could result in your dismissal. Please also see the Association’s Code of Conduct.

PUBLIC AND BANK HOLIDAYS  The following eight annual Public/Bank holidays are recognised by the Association (in occurence order):

  • Good Friday
  • Easter Monday
  • May Bank Holiday
  • Spring Bank Holiday
  • August Bank Holiday
  • Christmas Day
  • Boxing Day
  • New Years Day

Compensatory Additional Payments 

There is a contractual requirement for some employees e.g. housing workers, health and fitness staff, domestics, night duty staff and receptionists to be available for work on some or all Public and Bank holidays and other staff may on occasion also be required to work. Time off in lieu will be given to those employees who work Public or Bank Holidays. In addition, for work on Christmas Day, Boxing Day and New Years Day compensatory payment will be made as follows:

DAY COMPENSATORY DETAIL
Christmas Day Double time (paid for work between the hours of 12:00 midnight (Christmas Eve) and 12:00 midnight (Christmas Day).
Boxing Day Double time (paid for work between the hours of 12:00 midnight Christmas Day) and 12:00 midnight (Boxing Day).
New Year’s Day Double time (paid for work between the hours of 12:00 midnight (New Years Eve) and 12:00 midnight (New Year’s Day).

Please note that time taken in lieu should be taken within the annual leave year in which the Public/Bank Holiday falls. Click here to view the Overtime and Time Off in Lieu Policy.

REDUNDANCY 

It is the intention of Nottinghamshire YMCA to offer security of employment but circumstances may arise, which necessitate reductions in staffing levels leading to a situation of redundancy. Full and very careful consideration is given to all situations which could lead to redundancies and it is hoped that good management and planning, both in the long and short term, can avoid these situations. However, in some circumstances, redundancies may be unavoidable. Nottinghamshire YMCA will consult with staff on situations which could lead to redundancies before decisions are taken, so that all options may be fully considered. In the event that redundancies are unavoidable, Nottinghamshire YMCA will apply appropriate selection criteria in a fair and reasonable manner. Whilst the Association will aim to keep the number of compulsory redundancies to a minimum, the overriding consideration will always be the needs of the Association. In the calculation of redundancy payments, Nottinghamshire YMCA applies the statutory requirements. For more information please see the Redundancy Policy.

RESIGNATION 

Should you decide to leave the Association, written notice of your resignation must be given to your line manager. The amount of notice you are required to give to terminate your employment is set out in your terms and conditions of employment and for the majority of staff this will be a minimum of one calendar month’s notice. Wherever possible all accrued annual leave should be taken during your notice period as agreed with your line manager. An early leaving date may be mutually agreed, at the discretion of your line manager and subject to the requirements of the Association’s business. A copy of your resignation letter will be forwarded to the H.R. department, who will formally acknowledge it and confirm your last day of employment in writing to you. For the majority of staff who resign, HR will also invite you to attend an exit interview which gives us the opportunity to gather information about your time with the Association etc. On your last day of work (or on a day arranged by your line manager) it will be necessary for you to return to your line manager any items of Association property which are in your possession, such as clothing, equipment, keys, fob, phone and security codes, laptop etc.

RIGHT TO SEARCH 

Whilst most employees are loyal and trustworthy, some employees may, on very rare occasions, be dishonest. In order to counter these potential problems, the Association reserves the right to carry out personal searches of employees where it is deemed necessary. They may be carried out at any time whilst an employee is in the workplace. Searches will be confined to requesting the employee to empty out the contents of their pockets and bag and to remove any jackets, coats, shoes or other outer clothing. Employees will be searched by either a line manager or a designated other manager who is of the same gender as the employee being searched and the search will take place in private. The employee can have a fellow employee present to act as a witness if required. The Association will keep a record of all personal searches conducted, including the date, the reason and results of each search and the identities of the employee and the searching officer. Refusal to comply with a personal search could lead to disciplinary action.

SALARIES AND PAY 

Salary is payable calendar monthly in twelve equal payments by credit transfer. All employees/workers are required to have a bank account that these credit payments can be made into. Cash or cheque payment of salary cannot be made. Salaries are paid on the 22nd of each month (or the last working day prior to this if the 22nd falls on a weekend or a bank holiday) and cover your basic salary for the whole of the month in which it is paid. Overtime payments, sick pay adjustments, etc., are normally paid a month in arrears. Relief/casual workers are paid a month in arrears for all work undertaken.

SICKNESS ABSENCE 

The Association has an Occupational Sick Pay (OSP) Scheme to cover genuine sickness absence which has been correctly reported and certified. The arrangements are:

–   First year of employment with Nottinghamshire YMCA 1 week full pay then Statutory Sick Pay (SSP) only (if eligible)
–   Second year of employment with Nottinghamshire YMCA 3 weeks full pay then SSP only (if eligible)
–   Third – fifth year of employment with Nottinghamshire YMCA 4 weeks full pay, 2 weeks half pay then SSP only (if eligible)
–   Over five years employment with Nottinghamshire YMCA 8 weeks full pay, 4 weeks half pay then SSP only (if eligible)

During periods when both OSP and SSP are payable the payment will consist of the SSP payment plus OSP to bring the salary up to full pay or half pay as appropriate. If the absence is not properly reported or appropriate certification is not produced then sick pay (including SSP as appropriate) will not be paid. The Association reserves the right to amend sick pay arrangements and will inform employees of changes. On the first day of sickness absence, employees must contact their line manager or the designated person at the earliest possible opportunity preferably before the normal start time and certainly no later than two hours after. Employees working shifts must contact their manager or other designated person before their shift is due to start as cover may need to be arranged. Employees must give details of the nature of the illness and, if possible, an indication of when they think they will be fit to return to work. The person receiving notification of the sickness absence should start the Sickness Absence and Return to Work Form (Sickness 1 form) and, if they are not the employee’s line manager, pass it to the line manager as soon as possible. Some teams have particular rules regarding reporting absence and managers must ensure that all members of the team know the rules if different to the above. Employees also have responsibility for ensuring that they know what they must do if they are of sick. During the first seven days of absence, employees must contact their manager on the first and fourth day of absence as an absolute minimum. In some areas e.g. where cover is required there may be a requirement to make contact on a more frequent basis e.g. daily. Where absence is for more than seven consecutive days a medical certificate (now known as a Fit Note) from a GP or the hospital is required. Regular contact between the employee and the line manager should be maintained by both sides. Once an employee knows when they may be returning to work they must let their manager know. Return to Work interviews are one of the most effective mechanisms for reducing sickness absence and they help to ensure that we are caring for the wellbeing of employees. A Return to Work interview will therefore be carried out after every period of absence. In certain cases high levels of sickness absence (short term and/or long term) may result in your dismissal from the Association following appropriate consultation and due process. For more information please see our Sickness Absence Management Guide.

WELLBEING AT WORK 

The Association recognises that its employees are its most important asset and is committed to providing the support and assistance necessary to enable its employees to undertake their job duties in an environment that positively supports their wellbeing wherever possible. The Association’s aim is to ensure employees’ health and safety at work and ensure that they are not subjected to excessive workloads, onerous working practices or a detrimental work environment. We offer free access to our gym on Shakespeare Street for all contracted employees and financial assistance towards gym membership or membership of the Westfield Health Scheme as part of our benefits package after probation. For those times when talking through an issue would be helpful, we have a workplace chaplain, access to confidential counsellors via Westfield Health and access to Student Counsellors via HR / the Housing Social Worker. We are committed to providing a support systems to help minimise and alleviate unnecessary stress in the workplace and will to deal constructively and sympathetically with employees who report that they are stressed. A wellbeing audit will be undertaken in 2015 and a Wellbeing at Work Policy will be produced by HR based on the findings of this audit.

TIME OFF FOR DEPENDANTS 

All employees have a statutory right to take a reasonable amount of unpaid time off during normal hours of work in order to deal with family emergencies and to make any necessary longer term arrangements. If you know in advance that you will need to take time off e.g. if your child is going into hospital this should be taken as annual leave. An emergency is when someone who depends on you:

  • is ill and needs your help
  • is involved in an accident or assaulted
  • needs you to arrange their longer term care
  • needs you to deal with an unexpected disruption or breakdown in care, such as a childminder or nurse failing to turn up
  • goes into labour

You can also take time off if a dependant dies and you need to make funeral arrangements or attend the funeral (see also Compassionate Leave.) For these purposes, a “dependant” is your spouse, partner, child or parent or someone who lives with you as part of your family. It does not include tenants, boarders or employees living in your family home. In cases of illness, injury or where care arrangements break down, a dependant may also be someone who reasonably relies on you for assistance. This may be where you are the primary carer or the only person who can help in an emergency. In the event of a family emergency occurring while you are at work, you must immediately inform your line manager of the nature of the emergency and seek their permission to leave work early. In the event of a family emergency occurring outside your normal hours of work you must speak to your line manager at the earliest possible opportunity and as close to the normal start time as possible. It may also be possible to leave a message outside of normal working hours. If you are unable to speak to your line manager personally, you should speak to the person designated by your line manager. You should give details of the nature of the emergency, the reason for your absence and how long you expect to be absent from work. You must update your line manager if the absence is ongoing and let them know how long you expect the absence to continue. You must inform your line manager as soon as possible of any change in the date of your anticipated return to work. The Association envisages that the amount of leave taken will, in most cases, be one or two days at most. The leave is enough to help you cope with the immediate crisis. You must actively seek alternative longer-term care arrangements if required. Should it not be possible to make such arrangements, you must contact your line manager and explain why further absence is required. Authorisation of such continued absence will be at the discretion of your line manager and may have to be taken as annual or unpaid leave. The Association reserves the right to ask you to provide supporting evidence of the family emergency on your return to work and to monitor the amount of leave taken. You are reminded that it is a serious disciplinary offence to dishonestly claim time off to deal with a family emergency. Any offence will be dealt with in accordance with the Association’s disciplinary procedure and, depending on the circumstances, could amount to gross misconduct rendering you liable to summary dismissal. In the event of a dispute between you and your line manager about whether a particular incident or occurrence falls under the terms of these rules, you can access the Grievance Procedure.

VEHICLES AND VEHICLE ALLOWANCES 

Association cars

If you drive an Association owned vehicle you must be aged between 21 and 70 years of age, have a minimum of 12 months driving experience, have our explicit permission to drive, you must provide us with a copy of your driving licence and be in a fit state to drive on each occasion. You must have signed to say you will abide by our policies and procedures and use a designated fob to track your journey. You must have signed to say you will abide by our policies and procedures and use a designated fob to track your journey. If you have any endorsements or previous bans we will need to check with our insurer to obtain permission for you to drive so you will need to give us at least 48 hours notice. In the case of the minibus, there are additional restrictions. Employees required to use their motor vehicle or bicycle for the performance of their duties will receive allowances (see Vehicle Mileage Rates) for the use of their vehicle on business – only after being so authorised by their manager. When using your vehicle for work you are responsible for ensuring that appropriate comprehensive insurance, including to and from work and for business use, MOT and road tax regulations are met as appropriate and that the vehicle is roadworthy. For more information please see the Driving YMCA Vehicles Procedure, contact the Facilities Manager or the Director of Finance.

Use of Own Vehicle for Business Use

Employees required to use their motor vehicle or bicycle for the performance of their duties will receive allowances (see Vehicle Mileage Rates) for the use of their vehicle on business only after being so authorised by their manager. Please see the Mileage rates are calculated dependent on annual mileage amounts. Please see the Vehicle Mileage Rates for more information. When using your vehicle for work you are responsible for ensuring that appropriate comprehensive insurance, including to and from work and for business use, MOT and road tax regulations are met as appropriate and that the vehicle is roadworthy. Journeys starting from or finishing at home Home to work base journeys and vice versa will not normally be paid for. In the case of official journeys from home outside the employee’s normal hours, mileage allowances may be paid on the appropriate scale if the journey relates to:

  • an emergency
  • an official meeting
  • other official business approved in advance by the Head of Department/F&SSD/FD which cannot be carried out in normal business hours

Change of place of work

In respect of employees whose place of work is changed, the new place of work will normally be regarded as their work base after four weeks have elapsed but this must be agreed with your line manager.

Reimbursement of car parking fees

Where YMCA business necessitates the payment of car parking fees, actual expenses will be reimbursed. In all claims for reimbursement of car parking expenses, supporting evidence should be provided as to the destination of the employee and, wherever possible, the ticket stating the amount to be claimed.

Reimbursement of mileage

All claims for mileage must be claimed using the appropriate expenses claim form, properly coded and authorised by your line manager. For a copy of the form please click here.

Hours at the wheel

All drivers, either of Association vehicles or driving their own vehicle for Association business, must ensure that they do not exceed a safe number of hours of driving. It is recommended that adequate rest breaks are taken on long journeys and all drivers must take personal responsibility for this.

Alternative provision for disabled employees

For posts where the use of an Association vehicle is required, then alternative provisions will be tailored for the needs of disabled employees. The employees themselves will need to be consulted as to how the alternative provisions may best be tailored. Employees, who are not permitted to drive due to disability, can use taxis for journeys which would otherwise qualify for a car mileage allowance and will be reimbursed accordingly.

Driving and mobile phones

Please see the Mobile Phone Policy for advice on using your mobile phone while driving.

VIOLENCE 

Nottinghamshire YMCA will not tolerate instances of violence at work, on Nottinghamshire YMCA premises or whilst off site and engaging in work on behalf of the Association. Anyone believed to be involved in acts of violence will be subject to disciplinary action, in accordance with the disciplinary policy and procedures.

WELLBEING AT WORK 

The Association recognises that its employees are its most important asset and is committed to providing the support and assistance necessary to enable its employees to undertake their job duties in an environment that positively supports their wellbeing wherever possible. The Association’s aim is to ensure employees’ health and safety at work and ensure that they are not subjected to excessive workloads, onerous working practices or a detrimental work environment. We offer free access to our gym on Shakespeare Street for all contracted employees and financial assistance towards gym membership or membership of the Westfield Health Scheme as part of our benefits package after probation. For those times when talking through an issue would be helpful, we have a workplace chaplain, access to confidential counsellors via Westfield Health and access to Student Counsellors via HR/the Housing Social Worker. We are committed to providing support systems to help minimise and alleviate unnecessary stress in the workplace and will to deal constructively and sympathetically with employees who report that they are stressed. A wellbeing audit will be undertaken in 2015 and a Wellbeing at Work Policy will be produced by HR based on the findings of this audit.

WHISTLE BLOWING (DISCLOSURES IN THE PUBLIC INTEREST)

  Nottinghamshire YMCA is committed to the highest possible standards of openness, honesty and accountability. If you as an employee have serious concerns about any aspects of our work we want to encourage you to come forward and raise those concerns. Our Whistle Blowing Procedure gives further advice and information.

WORKING FROM HOME

Nottinghamshire YMCA is keen to help all its employees achieve good work life balance. The Association also recognises that for some employees regular home working can be helpful and for other employees the opportunity to work at home occasionally will also be of benefit. It also recognises however, that for some roles, working at home is simply not possible. Some employees have a statutory right to request flexible working (please see The Flexible Working Policy and Procedure for more details) and this could include working at home.  

H.R. POLICIES AND PROCEDURES
Please click on the links below to take you to the relevant H.R. Policy and/or procedure
 
Appeals
Boundaries Policy (Geographical)
Code of Conduct
Disciplinary
Equality and Diversity
Flexible Working
Grievance
Harassment and Bullying
Overtime and Time Off in Lieu Policy
Probationary Period Policy
Recruitment and Selection
Recruitment of Ex-Offenders
Redundancy
Sickness Absence Management
Supervision and Appraisal Policy
Training and Development
Whistle Blowing

 

OTHER IMPORTANT POLICIES
Please click on the links below to take you to the relevant Policies
 
Branding Guidelines Policy
Data Protection Policy
Geographical Boundaries Policy
I.T. Policy
Mobile Phone Policy
Safeguarding Children and Young People Policy
Safeguarding Vulnerable Adults Policy
Talking to the Media Policy