General Arrangements

This is St Paul’s Community Development Trust’s Policy Manual, which contains all of the Trust’s Policies and Procedures.

The Board of Trustees regularly reviews and revises Policies and Procedures, which will take effect as soon as they are approved. These will be circulated to Heads of Department and updated on the Intranet/Website.

Failure to comply with the Trust Policies and Procedures will be considered a disciplinary offence.

Emplyment

Contracts and Job Descriptions

Within eight weeks of joining, St. Paul’s will issue a Contract of Employment. This is issued by Personnel and any matters relating to it may be raised with Personnel or the Line Manager.

Annual Leave entitlement and most other conditions of work are broadly similar across the Trust, but different Departments have to organise their daily, weekly and yearly timetables differently, because of the constraints of their different kinds of work. Thus not all parts of the Trust are open at the same times, though the Central Services Office is open for all but about two weeks of the year.

Job Descriptions vary across the Trust and the detailed requirements of these should be discussed with the relevant Head of Department. Job descriptions also vary from those of ‘similar’ posts in other organisations and it is often the case that their details will be changed to meet new needs and situations.

Probationary Period

Probationary periods at St Paul’s Trust are usually 6 months, but can be shorter, depending on the length of the contract.

During and at the end of the probationary period either party may terminate the employment on the service of one week’s notice. All other terms and conditions are as laid down in this statement.

At the end of the probationary period, the Line Manager will review the progress of the employee. The review may result in a recommendation that the employment should be terminated, or that the probationary period should be extended (to a maximum of another 13 weeks) or that permanent employment should be confirmed. All of these outcomes will be discussed and the employee notified in writing.

Induction

The Trust provides appropriate Induction for all new employees. Essential training will be part of the Induction period.

Attendance and Timekeeping

The Trust provides a high quality service to the Balsall Heath community and so good time keeping and appointment keeping are essential. Every effort is to be made to arrive on time for meetings, training sessions and other appointments and apologies presented where that is not possible.

Hours of Work

The usual working week is a maximum of 37½ hours and the maximum paid working day is normally 7½ hours. Some unsocial hours working may be necessary. No facility exists to pay for overtime, but time off in lieu (TOIL) can be taken if agreed with Line Manager in advance.

The hours of work of each employee shall be as stated in the individual employee’s Contract of Employment.

Employees with second jobs or an unpaid role outside the Trust

All employees are entitled to have a second job or undertake unpaid duties elsewhere, as long as it doesn’t affect their work performance in the Trust. Should issues arise, they will be discussed in supervision. Unacceptable work performance will be dealt with according to the relevant Policy (e.g. Capability, Sickness, Disciplinary.)

Employees Absence

An employee who is unable to come to work must ring the Trust’s general switchboard number (0121 464 4376) between 8.30 am and 10 a.m. to report their illness/absence. The call will be taken by one of the employees designated to complete the sickness/absence register.

Employees who work outside of the Trust’s core hours (Monday to Friday 8.00 am to 6.00 pm) or employees who are due to start work at 8am, should follow the procedure agreed with the Head of their Department and telephone the general switchboard number (0121 464 4376) to leave a message.

Appointments

Employees are expected to use annual leave/TOIL or unpaid leave for routine medical visits (e.g. Doctors, Dentists, Hospitals, Opticians etc.) or to deal with personal matters. These should be booked in advance with the Line Manager.

Annual Leave

For details of entitlement see the Contract of Employment. When there is a general closure of a Department, employees are expected to take part of their holiday entitlement. Departments will notify employees of such closures for the leave year, in April of each year. Employees wishing to take leave at other times must give the Line Manager notice which is twice as long as the leave required, for example:

2 days’ notice for 1 day’s leave
4 days’ notice for 2 days’ leave

Employees who would like to request more than ten consecutive days annual leave will need to discuss this with the Line Manager. This request must then be submitted in writing to the Head of Department and copied to Personnel who will consult with the Chief Executive. The outcome will be sent to the employee in writing and a copy of this will be kept on the personnel file. Such requests will only be agreed in exceptional circumstances and will not be approved in consecutive leave years.

Employees on a teachers’ contract are entitled to holidays as set out in the ‘Teachers’ Pay and Conditions document’.

Special Leave Arrangements (e.g. bereavement)

Employees are entitled to a maximum of 5 days paid special leave in any one year for the following reason:

Serious illness or death of a parent, child, dependant or partner. The Equality and Human Rights Commission define a dependant as an employee’s:
• parent
• wife, husband, civil partner or partner
• child
• someone who lives as part of the family, for whom the employee is the main carer
Employees may also ask for unpaid special leave for family emergency or similar reasons such as where care arrangements break down.

Employees may also ask for unpaid special leave for compassionate or family emergency or similar reasons. There is also an entitlement to parental leave under circumstances which are set out in the Parental Leave Policy. In the case of leave for other reasons, employees are first asked to consider whether part of their annual leave entitlement can be taken. If this is not possible, then they can request unpaid special leave. This will not normally be agreed where other arrangements could reasonably have been made, or for more than a short period.

All requests for special leave whether paid or unpaid should be put in writing to the Head of Department, who will consult the Chief Executive and the decision, together with the reason for the decision, will be recorded and kept on file.

Leave for Public Commitments

Employees may ask for leave to undertake public service where there is a statutory entitlement (e.g. membership of the Governing Body of a school; Justice of the Peace, etc. A full list can be obtained from Personnel). The Trust will also agree leave for employees who are called for jury service. The Trust will agree such leave as far as is practicable and reasonable. Employees should note that many agencies (as in the case of jury service and Justices of the Peace) will reimburse individuals much of the cost of their attendance and service. These amounts should be claimed, and the Trust will fully support employees in doing so. Employees may request supplementary payment by the Trust to ensure that they are not disadvantaged by undertaking public service duties. The Trust will consider each individual request, which should be made in writing to the Chief Executive and Board of Trustees.

Employees must request leave in advance, from their Head of Department, who will ensure that Personnel are informed and who will maintain records of leave of absence approved.

Time Off for Dependants

All employees have the right to take a reasonable amount of unpaid time off work to deal with an emergency involving a dependant. Employees must follow the Absence Reporting Procedures.

Parental Leave

All eligible employees are entitled under the Employment Act 2002 to maternity/paternity leave and pay or adoptive parents’ rights to leave and pay.

Flexible Working

The Trust will consider all requests by employees for flexible working who have been employed for a minimum of 26 weeks. For further details see Flexible Working Policy.

Time Off in Lieu (TOIL)

Employees who undertake work outside normal hours may claim time off in lieu. In order for such work to be recognised as time off in lieu, it must be approved in advance by the Line Manager and a ‘Time Off in Lieu’ form completed. You cannot usually accrue more than 7 ½ hours at any one time, subject to authorisation. For further details see Arrangements for Leave of Absence Policy.

Employees are required to work in accordance with their Job Description and times of start and finish each day will be those agreed with your Line Manager.

From time to time it may be necessary, in the interests of the service provided and of the users of the service, for such hours to be varied.

Reimbursement of Travel and Other Costs

All budgets are for beneficiaries of our services and all claims must be for expenditure necessarily incurred in relation to service provision and support. Members of Committees, volunteers and employees should not be out of pocket as a result of carrying out their duties.

Claims for reimbursement of costs arise only if there is prior agreement (from Line Manager in the case of employees and from a Committee in the case of its members), that the activity is eligible and the costs are best value.

Termination of Employment/Period of Notice

The Contract of Employment will define minimum notice periods and notice should be in writing from either the employee, or the Trust.

All Contracts of Employment require that a minimum period of four weeks’ notice be given by the employee or the employer on completion of the Probationary Period.

Employees may be suspended from work during disciplinary proceedings on full pay.

Irrespective of notice period agreed, the Trust has a right to summarily dismiss in situations of gross misconduct.

The Trust reserves the discretionary right to make payment in lieu of all or part of a notice period.

Testimonials & References

Line Managers will be asked to complete testimonials for employees requiring references/leaving the Trust. (For full details see the References Policy)

Redundancy

The Trust is dependent on fixed term contracts, grants and other variable forms of income. From time to time it may be necessary to review staffing levels in accordance with levels of expenditure and income available. The Board of Trustees will in all cases make every effort to secure sufficient levels of income, but if this is not possible, will apply the policy and procedure set out in the policy on redundancy and by statute.

Employees Information

Employees Development

The Trust is eager to help employees to obtain appropriate further training and development of their interests. The Trust is a recognised Investor in People organisation, and is committed to maintaining the standards for this award. Thus, we acknowledge that the employees are the Trust’s greatest asset, and seek to encourage continuous improvement through supervision, training and recognition of good practice. For further details see Staff Supervision Development and Training Policy.

Staff Council

The purpose of the Staff Council is to ensure that all employees have information about matters of concern to them as employees of the Trust; to consult employees on a regular basis, so that their views can be taken into account when decisions are to be made which affect their interests; to increase awareness on the part of employees of the factors affecting the financial and organisational position of the Trust; to involve all employees in improving the overall performance of the Trust. Twelve employee members are elected from Departments according to the size of the Department. There are also three management representative members.
Employees Meetings

The Senior Employees Team (including Chief Executive, Heads of Department and Deputies) meets once a fortnight to discuss general Trust business and to achieve integration of the work of Departments. Each Department holds regular employees meetings, to discuss and arrange the work of that Department. Trainees, students and volunteers maybe invited to attend.

Employees Facilities

There are facilities for tea, coffee and snacks for employees to use throughout the Trust. The principle of payment for personal use also applies to these. Again, if in doubt about whether a facility can be used, please ask. Please could everyone wash up after themselves, and help to keep all employees areas clean, tidy and attractive.

Media Liaison

There must be no contact, by employees or any other person on behalf of the Trust, with local or national press or other media unless the Chief Executive has first been consulted. This is principally because it is important in most situations to ensure that any statements which are made are in every sense authoritative. (In the absence of the Chief Executive and Deputy, the Chair of the relevant Management Committee is to be consulted about any matter relating to the media which is urgent). Where a member of employees or a volunteer wishes to make a disclosure to the media as a matter of public interest and with the protection of the Public Interest Disclosure Act, it should be noted that the Act gives protection only when matters have first been raised internally (see Whistleblowing Policy).

The Trust is enthusiastic to have good publicity at all levels for its activities and achievements. The Organisation’s Information and Communications Officer (who is also Editor of The Heathan and our Website) will advise employees who have an activity or event they hope to publicise, and all such opportunities should be reported to him so that they can be promoted through The Heathan and our in-house newsletter, The Sun. Any media contact, interest or visit, etc. must be reported to Heads of Department as it is likely to affect the work of others and may impact on clients.

Health Safety and Security

Health, Safety and First Aid

The Head of each Department has responsibility for Health and Safety. In addition, a named member of employees in each Department has the role of member of the Trust’s Health, Safety and Security Committee. The Committee member is responsible for helping the Department maintain safety notices and safe working practices. The members of the Committee are to report matters of concern from their Departments to the Committee (and to the Trust’s Health and Safety Officer, or to the Chief Executive). Employees with concerns about Health and Safety should first discuss these with their Line Manager or with the Health, Safety and Security Committee member for their Department. Committee members will bring information to their Departments.

It is the responsibility of the employee to familiarise themselves with the regulations and procedures and thereafter, when amendments are issued by the Trust ensure an up to date Health and Safety practice is maintained.

Each Department has one or more trained first aiders and a first aid kit. Employees should be familiar with its location and the names of employees with first aid training. Everyone is asked to help all users of our sites to adopt safe practices. Health, safety and other notices should be displayed.

Accidents and Serious Illness

In the event that anyone suffers serious illness or accident, an ambulance should be called by dialling 9 999. Both the Head of Department and the Trust’s Health & Safety Officer must be informed.

All accident details must be entered in the Accident Book in each Department, whether or not the accident appears to be serious.

Fire

All employees are asked to familiarise themselves with fire drill and locations of fire fighting equipment and alarm call points in each building they use for work.

Smoking

It is the Policy of the Trust that all sites and premises are smoke free. This includes company vehicles. This Policy applies to all employees, students, volunteers, service users, members and visitors. The Trust Disciplinary Procedures will be followed if a member of employees does not comply with this Policy. Those who do not comply with the smokefree law may also be liable to a fixed penalty fine and possible criminal prosecution.

Care of Premises

The Trust takes pride in the attractive appearance of its buildings inside and out. This entails awareness by employees of any problems which arise and immediate action to put them right. It also entails thought and effort to improve presentation of our premises. Such a commitment of time and energy is worthwhile because it encourages others to follow the example and is recognised as a contribution to general standards. All employees are asked to help to keep buildings smart, clean, tidy, well-organised and stimulating places. It helps everyone to have a good environment in which to work and it is best if we all work to make it so.

Security

Equipment of value should be locked in safe storage places when it is not in use or under supervision of employees members. Employees should consult Heads of Department about correct procedure for collecting monies and will be responsible for making sure they are secure until handed over to an authorised person. Thefts or loss of money, keys, equipment or any other items of value must always be reported to Heads of Department or the Chief Executive. It is Trust policy to report all thefts to the police, whether the property is personal or owned by the Trust. Colleagues are asked to be careful at all times and aware of risks. All offices should be locked whenever a key-holder leaves them, as should other rooms where there are valuable or confidential items. At the end of each day, all rooms should be locked once the key-holder has left. Please help at all times to protect all users of our premises.

Equipment Belonging to the Trust

No item of Trust equipment should be borrowed, or removed from its normal site, without approval of Head of Department. In all cases, employees using items of equipment should have booked these and checked that items are insured if being used off-site.

There are items of Trust equipment which can be borrowed or hired by other groups, or by individuals. Some items of this kind are in each building and there are booking procedures in each case. Even borrowing between Departments requires booking. Some items can only be used when trained employees are present supervising.

Inventories of equipment for each building/Department are kept in Departments and copies in the Central Services Office. In every case, an item loaned or hired will be checked back in by the Head of Department or person authorised to loan it. Items from the Central Services Office will be checked by the Senior Administrator.

The Trust’s resources have all been funded with difficulty and are for community benefit. Please will all employees ensure that care is taken in using things and maintaining them. Any losses and any faults etc should be reported to Heads of Department.

Vehicles

Only drivers on the list of recognised and insured drivers for the Trust’s vehicles may drive these vehicles. Trust vehicles may not be used at any time by employees for private purposes, unless such a use is first approved by the Chief Executive and a donation is made to the Trust. Each vehicle must be booked for Departmental use in the book in the Central Services Office and the relevant Head of Department must approve the use. If you are in doubt about the use proposed, Heads of Department will advise. Outside groups may use our transport sometimes, but this depends on one of our drivers being available and again on the nature of the use. The intention is to enable all Departments fair access to vehicles and drivers’ lists are updated when necessary. The drivers are always responsible for making sure the rules for use are kept, and will be issued with these. Employees accompanying children in the minibus are all asked to note that an adult should sit in the back, to keep a check on safety and behaviour. (See Vehicle Rules for further details).

Office Procedures

Employees are asked to be as economical as they can be, in their use of telephones. Lengthy calls and calls to mobile phones should be avoided. Email will often be an economical alternative to daytime phone calls, especially if the person to be contacted is outside Birmingham.
Personal calls are not permitted to be made or received during working hours (except during breaks), unless in an emergency. Private calls using Trust phone lines must be paid for by the caller.

Employees are also asked to be as economical as they can be with regard to photocopying and printing. Personal copies must be paid for.

All incoming post will be opened and date stamped in the main Central Services office, unless it is clearly marked Private & Confidential.

Financial Procedures

All employees are obliged to follow the Trust’s Financial Procedures. Full details can be found in the Policy and Procedures Manual.

Ordering and Petty Cash Systems

Invoices

The Trust has accounts with several local firms and with numerous educational suppliers. All suppliers have to be authorised by the Board of Trustees.

In addition, many firms/suppliers will invoice the Trust as opposed to requiring payment with order. There are two procedures which must be followed in these instances:

• Head of Department must approve purchase.
• An official order form must be completed and authorised by the Head of Department (this applies whether the order is made in person, by phone or by post).
• Order forms are kept in the Central Services Office.

Cheques with Order

In some instances, cheques will need to be given with purchases. In this case, procedures are:

Head of Department must approve the purchase and authorise a cheque requisition form.

A receipt must be obtained for the amount stated on the cheque.

Petty Cash

The Trust uses the petty cash imprest system. This means that Departments have a limited petty cash float. Once all or part of the cash is spent, receipts for each item purchased are totalled and the spent amount is reimbursed.
It is essential to obtain a receipt for purchases, no matter how small.

Procedures for spending petty cash are as follows:

• Budget holders/Heads of Department must approve purchase
• Receipt/s should be attached to a petty cash voucher
• Petty cash vouchers should show name of person spending money and relevant budget heading

Board of Trustees

The Trust is governed by a Board which can have up to 20 elected members with full voting rights and up to four others who are non-voting participant observers, but not Trustees. Trustees are elected by Members of the St Paul’s Community Development Trust at the Annual General Meeting which is held each year and normally serve for three years. The elected Trustees can appoint additional Trustees to join them, and these may include people from the Management Committees for Nursery and Venture, from the School Governors, from the Sure Start Children’s Centre Board and from Committees for other Departments if established. The Trustees will seek to ensure that the main users of the Trust’s services are represented on the Board, and will also seek to recruit people who are able to bring special expertise to its work. The Board meets at least once every two months and the Annual General Meeting is normally held in October. The Trustees employ all the employees, set policy and procedures for the organisation, raise and are accountable for funds, set the budgets for the year and in general seek to support the work of the whole Trust. They are responsible to the Charity Commissioners and the Registrar of Companies for maintaining the integrity and effectiveness of the Trust.

Any adult can apply for membership of St. Paul’s Association, under the Constitution, including employees and volunteers. Employees cannot serve as Trustees, however.

As stated above, different sections of the Trust have their own Management Committees. The main Committees are at present: The School Governors and the Children’s Services Board. Each represents parents, volunteers, employees and professionals from other organisations. These Committees usually meet between three and five times a year and are concerned with the more detailed running of Departments, programmes or projects. They are concerned with such matters as employees recruitment, allocation and monitoring of budgets, review of services and content of programmes. There are also other Committees concerned with the running of special projects, or sub-sections of Departments. (These include various Children’s Centre Committees, Venture Management Sub-Committee and the Carnival Committee, for example.) All Committees rely heavily on volunteers who help to manage activities.