Induction Info

Health & Safety

Essential Information

Leaving BWT

Leave Arrangements

Pay, Benefits & Pensions

Training & Development

Diversity & Dignity

Please choose a topic

Employment terms & conditions

Conflicts of interest

Probation periods

Standards of performance & behaviour

Data protection and access to information

Your attendance

Changes to personal information

Hours of work

Trade Union recognition

Flexible working

Criminal record check

As an employee of Brook Weston trust you will have received a document setting out specific terms and conditions of service as they relate to your post (if you have not received this, you will do so within 8 weeks of your commencement date). This includes details of:

● the names of the employer and the employee; ● the date when the employment (and the period of continuous employment) began; ● remuneration and the intervals at which it is to be paid; ● hours of work; ● holiday entitlement; ● entitlement to sick leave, including any entitlement to sick pay; ● pensions and pension schemes; ● the entitlement of employer and employee to notice of termination; ● job title (or a brief job description); ● where it is not permanent, the period for which the employment is expected to continue or, if it is for a fixed term, the date when it is to end. ● either the place of work or, if required to work in more than one location, an indication of this and of the employer's address; and ● details of the existence of any relevant collective agreements which directly affect the terms and conditions of your employment ● details of employment if expected to work outwith the UK

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Smoking & Other Substances

Appearance

Computer, email & Internet use

Company Premises

Receipt of Gifts

Personal Property

Bribery & other corrupt behaviour

Telephones & Correspondance

Confidentiality

Valuing Diversity

Dignity at Work

Statement

Key Actions

Statement

Harassment

What to do

Forms may include: ● physical contact ranging from touching to serious assault ● verbal and written harassment through jokes, offensive language, gossip and slander, sectarian songs, letters and so on ● visual display of posters, graffiti, obscene gestures, flags and emblems ● isolation or non-cooperation at work, exclusion from social activities ● coercion ranging from pressure for sexual favours to pressure to participate in political/religious groups ● intrusion by pestering, spying, following someone ● bullying

Salary arrangements

Business Travel

Sickness Pay Provision

Overtime

Pension Scheme

Income Tax

Statutory Sick Pay

Occupational Sick Pay

Annual Leave

Shared parental leave

Maternity Leave & Pay Policy

Unpaid parental leave

Time off for dependants

Paternity Leave & Pay

**Employees of Brooke Weston Trust whether part-time or full-time are entitled to a minimum 5.6 weeks' paid annual leave. A week's leave allows you to be away from work for a week – that is the same amount of time as your working week. If you do a five-day week, you are entitled to 28 days leave per year, if you do a four-day week the entitlement is 22.4 days leave etc. Your manager will let you know your annual leave entitlement for the current leave year.

More Info

Bank Holidays

**Pregnant employees will be entitled to take 26 weeks’ Ordinary Maternity Leave and 26 weeks Additional Maternity Leave, irrespective of their length of service or the number of hours worked each week. You may not return to work during the two weeks immediately following the birth of your child (four weeks for women who work in factories).

Statutory Maternity Leave

Starting Maternity Leave

Rights

Line Manager Meetings

Returning to work

Concerns

If you have at least 26 weeks’ service by the end of the 15th week before your child is expected to be born, you may be entitled to Statutory Maternity Pay (SMP), provided your average weekly earnings are at or above the Lower Earnings Limit for National Insurance. SMP is payable for 39 weeks. For the first six weeks, SMP will be paid at 90% of your average weekly earnings. For the remaining 33 weeks, SMP will be paid at the standard rate which is prescribed by regulations and is adjusted from time to time. Brooke Weston Trust will inform you of the applicable rate. If your average weekly earnings fall below the standard rate, SMP will be paid at 90% of your average weekly earnings throughout. SMP will be paid subject to deductions for tax and National Insurance contributions in the normal way. In order to be eligible for maternity leave and SMP, you are required to notify your line manager in writing by or during the 15th week before the expected week of your child’s birth. You must inform your Line Manager of the following: ● you are pregnant ● the week in which your child is due ● the date you intended to start your maternity leave ● the date from which you will be claiming SMP You should enclose a MAT B1 certificate with your written notification signed by your registered doctor or registered midwife to confirm the expected week of childbirth.

Fire Safety

Introduction

First Aid

Procedure in event of accident

Personel safety

CPD Toolkit

Personal Development Discussions

Notice periods

Working notice

Other conditions

Retirement

If any pregnant employees, or employees who have recently become mothers or who are breastfeeding are employed in positions which have been identified as posing a risk to their health and safety or that of their baby they will be notified immediately and arrangements will be made to eliminate the risks. If you have concerns about your own health and safety at any time you should consult your Line Manager immediately.

Smoking & Other Substances at work

Legislation now exist which makes it illegal to smoke in enclosed public spaces. Smoking (**including e-cigarettes) is therefore strictly prohibited on all Brook Weston trust premises (including entrances and exits) and vehicles. **Outside areas have been identified for those who wish to smoke during their break-time. Should you wish to avail yourself of these facilities, please speak to your line manager. Bringing alcohol or any unlawful drugs to the workplace, and / or imbibing them there is strictly prohibited both during work time or during a period prior to work where the effects carry over to the workplace. Any such instances will be dealt with under the disciplinary procedure and may lead to your summary dismissal.

• You do not have to notify the Brooke Weston Trust separately of your return date. It will be assumed that you will come back to work on the date the Brooke Weston Trust has notified you is the end of your maternity leave period. However, if you wish to return to work before the end of your full maternity leave entitlement, you should give your line manager at least 8 weeks notice in writing of your intended return date.

• If you return to work immediately after a period of Ordinary Maternity Leave you will return to work in the same job you left before you started your maternity leave.

• If you return to work from a period of Additional Maternity Leave, you will return to the same job you were employed to do. If this is not reasonably practicable, you will be offered a similar job on equally favourable terms and conditions.

• If you decide not to return to work after maternity leave, you should confirm this in writing and give the notice required by your contract of employment.

• On your return from maternity leave, your line manager will arrange a meeting with you to discuss any changes which have taken place during your absence. This will be an opportunity to discuss any issues relating to breastfeeding. You should also feel free to raise at this meeting any queries or concerns you have.

Flexible Working

BWT has a policy of trying to assist staff to balance their work and home life, and is therefore willing to consider requests from staff to vary their working hours or work pattern. Such requests will be considered taking into account the impact on the organisation, work colleagues and any other relevant factors. Any member of staff with at least 26 weeks service with BWT may make a formal written request for flexible working arrangements. Should you wish to progress this you should speak to your line manager. Please note that only one such request may be made in any 12 month period and that flexible working is not an automatic or statutory entitlement.

Induction and Training:

BWT aims to provide training opportunities which will provide: ● An induction programme which all staff will be required to undertake and will assist staff settling into their new role/job. ● A progressive training and development scheme to enable staff to develop, relevant skills and acquire knowledge to underpin their current role and career aspirations.

Fire Safety

Action to take when the fire alarm goes off: ● Immediately stop what you are doing and walk (do not run) to the nearest available safe fire exit. If your nearest exit/route is obstructed, choose another route. Make sure that you are aware of the fire exits and routes in your area. ● Follow the instructions of your designated Fire Warden. ● Direction signs should indicate the route to your fire exit. These comprise a white arrow on a green background sometimes accompanied by the words 'FIRE EXIT' and also a pictogram of a running man. The arrows indicate the direction of the nearest fire exit. ● Do not use a lift to leave the building - always use designated stairs. ● Make your way to the appropriate assembly point. ● Once you are at the assembly point you should report to the Fire Warden, so that they can account for the people in their designated area. ● Do not leave the designated assembly point, or attempt to re-enter the building, until you have been instructed to do so by the Fire Warden.

Employees should follow these steps to help prevent fires: ● Before you use any electrical appliances carry out a quick check to make sure that the cables, plugs etc are not damaged. ● Do not use any electrical equipment that shows signs of damage, even if you think it is only minor. Report any faults you find to your line manager and find an alternative appliance. ● Ensure that you place your rubbish in the proper waste bins. Do not overfill the bins, and ensure that your waste bin is accessible to the cleaners at the end of each day.

● RAISE THE ALARM! This can be achieved by breaking the glass on the call points or by shouting the instruction “Fire – call the fire brigade”. ● Raise the alarm even if your building is fitted with an automatic fire alarm system, which has not yet activated - you must not wait for it to do so of its own accord. The alarm must be raised for every occurrence of a fire, no matter how small it appears to be. This will ensure that people in the building have adequate notice to evacuate should it begin to spread quickly. In addition, modern furnishings may allow the fire to develop unnoticed, so time is of the essence if everyone is to get out safely. ● Call the fire brigade at the earliest available, and safe, opportunity and do not attempt to tackle the fire unless you have been appropriately trained and can safely do so e.g. a small fire in a waste paper basket. Unless you have been trained you could be putting yourself or somebody else at risk.

Brooke Weston Trust is committed to valuing diversity and seeks to provide all staff with the opportunity for employment, career and personal development on the basis of ability, qualifications and suitability for the work as well as their potential to be developed into the job. We believe that people from different backgrounds can bring fresh ideas, thinking and approaches which make the way work is undertaken more effective and efficient. Brooke Weston Trust will not tolerate direct or indirect discrimination against any person on grounds of age, disability, gender / gender reassignment, marriage / civil partnership, pregnancy / maternity, race, religion or belief, sex, or sexual orientation whether in the field of recruitment, terms and conditions of employment, career progression, training, transfer or dismissal. It is also the responsibility of all staff in their daily actions, decisions and behaviour to endeavour to promote these concepts, to comply with all relevant legislation and to ensure that they do not discriminate against colleagues, customers, suppliers or any other person associated with the Brooke Weston Trust.

Criminal Records Checks

Certain employees of BWT may be required to undergo a criminal records office check. This is only in very special circumstances where your employment with us means you are likely to come into contact with children or vulnerable adults (or certain other particular circumstances). Should this be the case, we will discuss the situation with you prior to confirming your appointment (or relevant change to your job).

Overtime

Overtime is defined as all hours worked in excess of your full time contracted hours, which has the prior explicit approval of your manager. Overtime is payable to posts which have been specifically designated as qualifying for overtime payment **For periods worked between Monday and Saturday inclusively, overtime is payable at time and a half. For periods worked on Sundays or designated bank holidays double time is payable.

What and how of harassment

Harassment can be defined as conduct, which is unwanted and offensive and affects the dignity of an individual or group of individuals. Sexual harassment is defined as “unwanted conduct of a sexual nature, or other conduct based on sex, affecting the dignity of women and men at work”. This can include unwelcome physical, verbal or non-verbal conduct.

People can be subject to harassment on a wide variety of grounds including: ● race, ethnic origin, nationality or skin colour ● sex or sexual orientation ● religious or political convictions ● willingness to challenge harassment, leading to victimisation ● disabilities, sensory impairments or learning difficulties ● status as ex-offenders ● age ● real or suspected infection with a blood borne virus (eg AIDS/HIV) ● membership of a trade union or activities associated with membership

Forms of Harassment

Shared Parental Leave

This leave entitlement is designed to give parents / adopters more flexibility in how to share the care of their child in the first year following birth or adoption. If you are eligible you can share up to 50 weeks leave, you and your partner can decide to be off work at the same time and/or take it in turns to have periods of leave to look after the child. To be eligible you must meet the following criteria: ● You (or your partner) must be entitled to maternity / adoption leave, or statutory maternity / adoption pay (or maternity allowance from the Government) and you must share the main responsibility for caring for the child with your partner. In addition, you and your partner will also be required to follow a two-step process to establish eligibility as follows: ● Step 1 - Continuity test: if you are seeking to take shared parental leave, one parent / adopter must have

worked for the same employer for at least 26 weeks at the end of the 15th week before the week in which the child is due (or at the week in which an adopter was notified of having been matched with a child or adoption) and they should still be employed in the first week that shared parental leave is to be taken. The other parent /adopter has to have worked for 26 weeks in the 66 weeks leading up to the due date and have earned above the maternity allowance threshold of £30 a week in 13 of the 66 weeks. ● Step 2 - Individual eligibility for pay: To qualify for shared parental pay the parent / main adopter must, as well as passing the Continuity test, also have earned an average salary of the National Insurance lower earnings limit or more for the 8 weeks prior to the 15th week before the expected birth / adoption.

You are free to chose when you would like your maternity leave to start, however, the earliest you can chose to start your maternity leave is during the 11th week before the expected week of your child’s birth. In certain circumstances, your maternity leave may start automatically earlier than the date you chose as the start date for your maternity leave. This applies where you are absent from work wholly or partly because of pregnancy at any time during the four weeks before the expected week of childbirth or if you give birth early.

Paternity Leave and Pay

Statutory Paternity Pay is paid at a fixed rate per week (determined in legislation) or 90% of average earnings if that is less. It is paid less tax and National Insurance contributions in the normal way. During Statutory Paternity Leave, you are entitled to all of your normal contractual terms and conditions as if you were not absent, apart from basic wages and salary. You have the right to return to exactly the same job, on the same terms and conditions after Statutory Paternity Leave. Paternity leave and pay are also available for the adoption of a child.

Statutory Paternity Leave is a maximum of two weeks’ leave, following the birth of a child, taken in order to support the mother or care for the new child. It can be taken as a single week or two consecutive weeks. It cannot be taken as odd days or as two separate weeks. Statutory Paternity Leave must be taken within 56 days of the birth. If the baby is born earlier than expected, it must be taken within 56 days from the date the baby was due. To qualify you must have worked for the BWT for at least 26 weeks by the end of the 15th week before the expected birth week.

Personal Property

Any personal property such as jewellery, cash, credit cards, clothes, cars, motorbikes or bicycles etc. left on Brooke Weston Trust premises is done so entirely at your own risk. You are strongly advised not to leave any valuables unattended, either on our premises, our vehicles or in your own vehicle. Brooke Weston Trust does not accept liability for loss or damage to any personal property whatsoever.

Procedure

in the event of an accident

All employees who are absent from work following an accident must complete a self-certification form, which clearly states the nature and cause of the injury. For any employee who suffers an injury at work which results in them being away from work, or unable to do their normal work, for three days or more (including weekends, rest days or holidays) it is important that your manager is informe

An Accident Book is available from your line manager and it is the responsibility of each individual employee to report and record any accident involving personal injury. Any accident or near miss occurrence (i.e. no one was injured but the incident had the potential to injure or kill) at work should be reported immediately to your line manager.

Company Premises

**You will be issued with an identity badge / appropriate PIN code allowing access to your workplace. This remains the property of Brooke Weston Trust loss of your badge / PIN code (or accidental disclosure to someone) must be reported immediately to your line manager. **You must not bring any unauthorised person onto Brooke Weston Trust property without prior agreement from your line manager, unless you are authorised to do so as part of your job. In these circumstances you are responsible for ensuring that your visitors are appropriately monitored during their stay, and that they do not access areas or company property inappropriately. **You must not remove Brooke Weston Trust property from the organisation’s premises unless prior authority from your line manager has been given.

First Aid

BWT believes that best practice is to ensure staff have access to a trained First Aider or Appointed Person (someone who can take charge in the event of an accident). Details of these trained staff will be displayed on your local notice board or from your line manager and you should familiarise yourself with names and contact details.

Business Travel

**You will be reimbursed for any expenditure necessarily incurred in order to do your job when working away from your normal place of work. Public Transport and accommodation costs will be reimbursed at actual cost – appropriate receipts must accompany all claims. Mileage rates when travelling by your own private transport are XX pence per mile.

Notice Periods

Unless your employment is terminated by agreement, or specified otherwise in your principal statement of terms and conditions, you or BWT are required to give a period of notice in writing as follows: ● one week's notice after one month's employment ● two weeks after two years ● three weeks after three years and so on up to 12 weeks maximum after 12 years or more.

These periods of notice will apply if you are dismissed on grounds of inefficiency or if your dismissal is the result of disciplinary proceedings in circumstances where summary dismissal is not justified. Your employment may be terminated without notice where dismissal follows disciplinary proceedings.

During Ordinary Maternity Leave, you will continue to receive your contractual benefits and your normal terms and conditions will continue to apply, except for those terms relating to wages and salary. You will continue to accrue holiday. During Additional Maternity Leave, the rights and obligations under your contract of employment are reduced, but you must still give notice in accordance with your contract of employment if you want to leave. In addition, you will continue to be bound by your obligations of confidentiality and loyalty. Only statutory holiday will accrue.

**Most employees have a right to statutory sick pay (SSP) as long as they earn more than the lower earnings level. SSP is not however payable for the first three qualifying days of absence. (A qualifying day is a day on which you are normally expected to work under your contract of employment). There is a limit of 28 weeks' SSP in any one period of sickness or linked periods. (Periods of sickness are said to be linked if the second period starts within eight weeks of the end of the first period.) SSP is paid in the same way as ordinary pay and is liable to tax and National Insurance contributions.

Other conditions on leaving

On leaving, BWT will deduct from any money due to you such sums as you may owe to BWT. These may include, but are not restricted to, any loans, relocation assistance, court orders and payment made for holidays taken in excess of entitlement. If you leave without giving notice and without the BWT’s agreement, you are in breach of your contract and you may forfeit some or all of any salary due to you. Before leaving, you must hand over to your manager all articles belonging to BWT, including your ID badge and any documents, equipment and computer software used at home. Documents and software include (but are not limited to) correspondence, diaries, address books, databases, files, reports, plans, records or any other medium for storing information. You should not retain any copies, drafts, reproductions, extracts or summaries of documents and software.

After you have left BWT, you must not: ● Solicit or seek to entice away any BWT staff ● Use or divulge to any person or organisation any confidential information relating to the business of BWT. Should your employment be terminated following disciplinary action it is likely you will receive payment in lieu of notice. However, as there are numerous reasons as to why someone is dismissed, payment in lieu of notice will be reviewed on an individual basis taking into consideration the reasons behind the dismissal. Should you be dismissed for reasons of gross misconduct, your employment will be terminated immediately without the benefit of notice or payment in lieu of notice.

Data Protection and Access to Information

BWT will comply with all statutory requirements of the Data Protection Act by registering all personal data held on its computer and/or related electronic equipment and by taking all reasonable steps to ensure the accuracy and confidentiality of such information. The Data Protection Act protects individuals’ rights concerning information about them held on computer. Anyone processing personal data must comply with the eight principles of good practice. Data must be: ● fairly and lawfully processed ● processed for limited purposes ● adequate, relevant and not excessive ● accurate

● not kept longer than necessary ● processed in accordance with the data subject’s rights ● secure ● not transferred to countries without adequate protection Employees can request access to the information held on them by the Company. All requests by employees to gain access to their personnel records should be made in writing. There is no charge for this service.

Your attendance at work

Any employee who has been absent due to sickness and is found not to have been genuinely ill will be subject to disciplinary action, which could include dismissal. Sickness Payments Payment of Occupational Sick Pay will be made on a sliding scale depending on length of service and sickness period. For more details please see the Handbook section on Pay and Benefits. From your first day of absence you will be required to complete a self-certification form available through your line manager on your return; if greater than 7 days you will require a statement of Fitness for Work from your G.P.

Notification of Absence Your line manager should be notified as early as possible if absence from work is anticipated for hospitalisation and other medical treatment. If you are unable to attend work due to sickness or injury, your line manager must be notified by telephone before your normal start time or as soon thereafter as possible on the first day of absence, if possible indicating a date of return. Notification should be made by you personally unless impossible due to the nature of the illness where you should arrange for someone else to call on your behalf. During prolonged periods of absence, your manager should be kept informed of progress and an expected date of return.

Further detailed policies and procedures which may not be mentioned as part of this document, but which still form part of your conditions of employment with us can be accessed through your line manager. This handbook also summarises the main terms of your employment. Brook Weston Trust reserves the right to change its terms & conditions and employment policies from time to time. You will be notified at the earliest opportunity of these changes by way of general notice to all employees affected by the change. Where a contractual change in your terms and conditions of employment results in a change to your written statement of particulars of employment, we will give you a written statement of the change at the earliest opportunity.

Unpaid Parental Leave

As well as Shared Parental Leave, any eligible employee who has or expects to have responsibility for a child is entitled to take Unpaid Parental Leave to care for that child. This includes the child’s registered father or anyone else who has or expects to have formal parental responsibility for the child. To be eligible to take Parental Leave, an employee must have been employed by the Company for at least one year. Parental Leave consists of 18 weeks’ unpaid leave for each child born or adopted, taken at any time up to the child’s eighteenth birthday. Up to four weeks’ Parental Leave can be taken in respect of each child, each year, in blocks of one week or more.

Employees cannot take the leave in blocks of less than one week, unless the child is disabled. You must give your line manager at least 21 days notice of your intention to take Parental Leave. Although the situation around pregnancy and adoption appears complex, it is normally quite straightforward to work out your entitlement. Therefore as soon as you know you are pregnant or have been matched with a child for adoption, please let your manager know as soon as is practical. We will calculate your entitlement and the relevant dates for you.

Changes to Personal Information

for employment purposes

It is important that our records are correct, as inaccurate or out of date information may affect your salary or cause difficulties in situations where contact is required for emergencies. You must notify your Line Manager immediately of all changes in the following personal information: ● Name ● Home address ● Telephone number ● Bank account details

● Examinations passed/qualifications gained ● Emergency contact ● Driving licence penalties (if you are required to drive on Company business) ● Criminal charge, caution or conviction ● Conflict, or potential conflict of interest Personal data on employees is held in accordance with the provisions of the Company’s Data Protection Policy which will be made available for inspection by you if required.

Appearance

Brooke Weston Trust does not seek to inhibit individual choice in relation to your appearance. However, you are expected to dress appropriately at all times in relation to your role, and to ensure that your personal hygiene and grooming are properly attended to prior to presenting yourself at work. **If we have supplied you with a uniform of other apparel, then you must wear this at all times when required to do so; it is your responsibility to ensure that this is clean and presentable. **If your work brings you into contact with the general public then you must remove all visible piercings with the exception of a single set of earrings (or one single earring), and you must ensure your dress and grooming standards reflect the values of your employer. If you have any queries about what is appropriate, these should be directed to your line manager.

Brooke Weston Trust reserves the right to refuse to pay sick pay if it has reasonable cause to think that an employee is not genuinely sick, if it has cause to believe that an employee is abusing the sick pay scheme, if an employee has failed to comply with the notification requirements, or has not supplied the appropriate certification. If the sick pay scheme has been abused, disciplinary action may follow. Payments of sick pay may be terminated, suspended or reduced if an employee fails to notify the Brooke Weston Trust of relevant facts, or if their absence or continued absence is due to their taking an unwarranted risk (in or out of work), conducting themselves in a way that prejudices their recovery, abusing alcohol or drugs or other substances, or recklessly endangering the health and safety at work of themselves and others.

**Occupational sick pay is entirely at the discretion of the Brooke Weston Trust but will not be unreasonably withheld as long as you have complied with the notification requirements and have produced any necessary medical certificates, including self-certificates. **The amount of sick pay you receive will depend on the length of your service with Brooke Weston Trust . When assessing an employee's eligibility for sick pay, the amount of time they have had off over the previous **48 months will be taken into account.

Time Off For Dependants

You are legally entitled to take a reasonable amount of time off to deal with certain prescribed emergencies involving certain dependants. This leave is called Time Off for Dependants. Time Off for Dependants can be taken, for example, if a dependant falls ill or is injured, if care arrangements break down, or to arrange or attend a dependant's funeral. A dependant is your child (including adopted child), husband, wife or parent. It also includes someone who lives in your household, and someone who reasonably relies on you, such as an elderly relative. Any time taken off must be necessary and reasonable in the particular circumstances. Time Off for Dependants is not paid.

Conflicts of Interest

You should not, directly or indirectly, engage in, or have any interest, financial or otherwise, in any other business enterprise which interferes or is likely to interfere with your independent exercise of judgement in Brook Weston Trust’s best interest. Generally a conflict of interests exists when an employee is involved in an activity: ● Which provides products or services directly to, or purchase products or services from Brook Weston Trust. ● Which subjects the employee to unreasonable time demands that prevent the employee form devoting proper attention to his or her responsibilities to Brook Weston Trust. ● Which is so operated that the employee’s involvement with the outside business activity will reflect adversely on Brook Weston Trust. Should you be in doubt as to whether an activity involves a conflict, you should discuss the situation with your manager.

If you feel you are being harassed you are strongly encouraged to seek early advice/support from your line manager. If your feel your line manager is harassing you, then you should contact his / her immediate line manager. You should also keep a written record detailing the incidents of harassment and any requests made to the harasser to stop. This written record should be made as soon as possible after the events giving rise to concern and should include dates, times, places and the circumstances of what happened. Brooke Weston Trust has a formal procedure for dealing with these issues which you can obtain from your line manager.

Confidentiality

It is a condition of your employment that you have a duty of confidentiality with regards to Brook Weston Trust. During the course of your employment you may find yourself in possession of sensitive information, the disclosure of which could be construed as a breach of confidentiality. It is a condition of your employment that you have a duty of confidentiality to the Company, and you must not discuss any Company sensitive or confidential matter whatsoever with any outside organisation including the media. Any such breach of confidentiality would be deemed as gross misconduct except as otherwise provided or as permitted by any current legislation (e.g. the UK Public Interest Disclosure Act 1998) and could lead to your dismissal.

Salary Arrangements

If any queries arise with regard to pay, or if it looks as if a mistake has been made, speak to your line manager immediately so that they can take appropriate action. Unless agreed otherwise, any pay errors, whether of over or underpayment, will be rectified in the next salary payment. Appropriate deductions will be made from pay including income tax and National Insurance contributions (NICs), which are subject to each employee's earning level, family status and the number of hours worked.

** Your salary will be paid monthly in arrears on the 28th of each month by direct credit transfer to your designated bank account. Your basic pay was outlined in your letter of appointment / statement of terms and conditions. Any subsequent amendments to your basic pay will be notified to you in writing by BWT. Part-time employees will be paid on a pro rata basis based on the hours they work. In all other aspects, their salaries will be paid in accordance with the pay arrangements for full-time employees of BWT.

Bribery & Other Corrupt Behaviour

Brook Weston Trust has a strict anti-bribery and corruption policy in line with the Bribery Act (2010). A bribe is defined as: giving someone a financial or other advantage to encourage that person to perform their functions or activities improperly or to reward that person for having already done so. If you bribe (or attempt to bribe) another person, intending either to obtain or retain business for the Brook Weston Trust, or to obtain or retain an advantage in the conduct of the Brook Weston Trust's business this will be considered gross misconduct. Similarly accepting or allowing another person to accept a bribe will be considered gross misconduct. In these circumstances you will be subject to formal investigation under the Brook Weston Trust’s disciplinary procedures, and disciplinary action up to and including dismissal may be applied.

In adopting these principles Brooke Weston Trust: 1. Will not tolerate acts that breach this policy and all such breaches or alleged breaches will be taken seriously, be fully investigated and may be subject to disciplinary action where appropriate. 2. Fully recognises its legal obligations under all relevant legislation and codes of practice. 3. Will allow staff to pursue any matter through the internal procedures which they believe has exposed them to inequitable treatment within the scope of this policy. If you need to access these procedures they can be obtained from your line manager e.g. Grievance Procedure, Dignity at Work Procedure etc. 4. Will ensure that all managers understand and maintain their responsibilities and those of their team under this policy. 5. Will offer opportunities for flexible working patterns, wherever operationally feasible, to help employees to combine a career with their domestic responsibilities. 6. Will provide equal opportunity to all who apply for vacancies through open competition. 7. Will select candidates only on the basis of their ability to carry out the job, using a clear and open process. 8. Will provide all employees with the training and development that they need to carry out their job effectively. 9. Will provide all reasonable assistance to employees who are or who become disabled, making reasonable adjustments wherever possible to provide continued employment. We will ensure an appropriate risk assessment is carried out and that appropriate specialist advice is obtained when necessary. 10. Will distribute and publicise this policy statement throughout the Company

Prior to your departure on maternity leave, your line manager will meet with you to discuss your rights and entitlements during maternity leave, the possibility of flexible working on your return to work and the level of contact you would like with the Brooke Weston Trust during your maternity leave. You should feel free to raise at this meeting any queries or concerns you have. Your line manager may also offer you up to 10 days work during your maternity leave. It is up to you if you wish to work these days. The rate of pay for the work will be agreed in advance with you. Your right to maternity leave and SMP will not be affected.

Personal Development Discussions

BWT has a Personal Development Discussion process. The aims and purposes of the Scheme are: ● To help managers and staff to make effective arrangements to identify and meet learning needs ● To develop the skills, knowledge, values and behaviour that staff need to do their current jobs well

There are 3 stages in the process: ● Preparation – where you and your manager prepare separately for the interview using the appropriate documentation. ● The Personal Development Discussion – where a personal development plan is agreed by you and your manager. ● Monitor & Review – the method and timescale for monitoring should be agreed at the discussion stage and implemented throughout the year.

Probation Periods

All new support staff are subject to a probationary period of 6 months. Reviews will be held with your line manager after 1 month, 3 months and 5 months. Your appointment will be confirmed on satisfactory completion of the 6 month period. During this probationary period you will be given appropriate support and development opportunity to help you reach the required standards. Extension of the probationary period may be granted to enable the required standards to be achieved, but failure to do so could result in termination of your employment.

Income Tax

If there are any changes in your personal circumstances which will affect your tax status, you should notify the Inland Revenue, who will automatically inform the Company of any changes to your tax code. Addresses of local offices and enquiry centres can be found here: https://www.gov.uk/government/organisations/hm-revenue-customs

Working Notice

In all cases the BWT reserves the right to enforce your full notice period. Your full remaining annual leave entitlement should be taken during your notice period in agreement with your line manager. Exceptionally, if this is not possible, your manager may agree to make a payment in lieu of this. If you leave any day other than the last working day of that month, that month will not count for annual leave purposes. If you resign and are in possession of BWT property (including computer files), you should make your manager aware of these, and arrange how they will be handed back to BWT. You remain bound by the confidentiality arrangements outlined in your contract of employment during this period.

In exceptional circumstances, if deemed appropriate and as an alternative to working your notice, BWT reserves the right either to transfer you to other suitable duties during your notice period or to require you to accept payment in lieu of any entitlement to notice.

Personal Safety

If visiting, let your colleagues know where you are going, with whom and what time you are expecting to return. If you think that you are going to run over your original timescales, let your colleagues know. If you are at all concerned that you are being placed in a dangerous situation through your employment, you must discuss this with your line manager.

**Generally, you should try to avoid working alone whenever this is possible. However, if you have to work alone, then you need to develop an awareness of the risks and how to minimise them. Prior to making an appointment with someone you do not know, obtain as much information as possible about the person you are meeting and arrange to meet the person in BWT premises. Always ring back the telephone number you have been given to confirm that it is legitimate. If a mobile number is given you should always ask for an alternative fixed line number.

Computer, Email & Internet Use

If you have access to the Brooke Weston Trust’s computers including email and access to the internet as part of your job, you must not abuse this by using these facilities for purposes unrelated to Brooke Weston Trust business. **Limited personal use of the internet is permitted during your formal breaks. All internet use is monitored and accessing pornographic or other unsuitable material, including auction or certain social networking sites is strictly prohibited and would be considered a serious disciplinary offence which may result in dismissal. Only software packages properly authorised and installed by the Brooke Weston Trust may be used on Brooke Weston Trust equipment, you must therefore not load any unauthorised software onto Brooke Weston Trust computers. If you have a Brooke Weston Trust email address, this is provided for responsible use on Brooke Weston Trust business and should not be used in any other way whatsoever. You must not make reference to the Brooke Weston Trust or its services, or represent yourself on behalf of the Brooke Weston Trust on social media without formal permission from the Brooke Weston Trust to do so. All staff must make themselves familiar with the Brooke Weston Trust’s Internet & Email Policy available from your line manager.

Retirement

You should ensure that you inform your line manager at least 6 months before you plan to retire to ensure all appropriate arrangements are made (e.g. sourcing a replacement, mobilising your Company pension etc.).

In line with current legislation, BWT does not have an age where it expects employees to retire. It is however our policy to have regular workplace /appraisal discussions with all our staff where they can discuss performance and any development needs they may have, as well as their future aims and aspirations. Staff and their managers can also use this opportunity to discuss retirement planning should the employee wish to do so.

Telephones and Correspondance

Brook Weston Trust telephone / mobile phone or postal facilities must not be used for private purposes without prior permission from your line manager. If, for any reason, personal use is made of these items then arrangements must be made to pay the cost price of all services used. Abuse of these facilities will be considered a potential disciplinary matter.

Introduction

It is your duty as an employee not to put at risk either yourself or others by your acts or omissions. You should also ensure that you are familiar with the Company health and safety arrangements. Should you feel concern over any health and safety aspects of your work, this should be brought to the attention of your line manager immediately.

BWT recognises and accepts its responsibility as an employer to maintain, so far as is reasonably practicable, the safety and health of its employees, and of other persons who may affected by its’ activities.

Receipt of Gifts

Your working relationships may bring you into contact with outside organisations where it is normal business practice or social convention to offer hospitality, and sometimes gifts. Offers of this kind to you or your family can place you in a difficult position. Therefore no employee or any member of his or her immediate family should accept from a supplier, customer or other person doing business with Brooke Weston Trust, payments of money under any circumstances, or special considerations, such as discounts or gifts of materials, equipment, services, facilities or anything else of value unless: ● They are in each instance of a very minor nature usually associated with accepted business practice. ● They do not improperly interfere with your independence of judgement or action in the performance of your employment. In every circumstance where a gift is offered, the advice of your line manager must be sought.

Pension Scheme

**You will be automatically enrolled in the BWT Pension scheme, details of which you should have received when you started (if you have not yet received this please speak to your line manager). You may elect to opt out of the scheme if you so wish. Please note that no member of BWT can advise you on whether you should join or not. If you are unsure, you should seek independent financial advice.

**Brooke Weston Trust also recognises the 8 statutory Bank Holidays in addition to basic annual leave entitlement. OR **The 8 statutory Bank Holidays form part of employees 28 day annual leave entitlement.

**Holidays must be agreed with your manager as early as possible. Brooke Weston Trust will where possible try to accommodate individual preferences for holiday dates but the needs of the business may have to take precedence, particularly where short or inadequate notice is given. ● The holiday year runs from 1st January to 31st December. ● Leave for employees joining after the start of the leave year accrues at the rate of one twelfth of the annual entitlement for each complete calendar month of service ● Leave for employees who terminate their employment during the leave year is calculated on the same basis. If, however, the annual leave entitlement has been exceeded, a deduction calculated on the same basis will be deducted from the final salary payment. ● Holiday pay in lieu of accrued leave will be paid only on termination of employment and will normally be subject to a maximum of 10 working days.

The Brooke Weston Trust believes that the working environment should at all times be supportive of the dignity and respect of individuals. If a complaint of harassment is brought to the attention of management, it will be investigated promptly and appropriate action will be taken.

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Hours of Work

Your normal hours and working pattern will be specified in your Statement of Terms and Conditions of Employment. The full-time contracted hours for all posts within the organisation are **38 hours per week excluding daily meal breaks. A daily unpaid lunch break of a minimum of 30 minutes must be taken if you work more than six hours daily. BWT reserves the right to vary your hours and pattern of working, following consultation and agreement with you. Persistent poor timekeeping means that colleagues are put under pressure to cover your duties. This is not acceptable and will therefore be treated as a potential disciplinary offence under our disciplinary procedures.