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CCER Staff Handbook 2019
CATHOLIC COMMISSION FOR EMPLOYMENT RELATIONS (CCER)
LEVEL 14, 133 LIVERPOOL STREET SYDNEY NSW 2000T +61 2 9390 5255E [email protected] ccer.catholic.org.au
Release Date: 29 August 2019
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Contents
Section One Who We Are..............................................................4
Section Two How We Operate......................................................12
Section Three Your Safety and Wellbeing at Work...........................17
Section Four Workplace Conditions.............................................19
Section Five Resources..............................................................22
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Where to find us
Level 14, Polding Centre, 133 Liverpool St Sydney NSW 2000
Our Purpose
The Catholic Commission for Employment Relations (CCER) works with Catholic employers throughout NSW and the ACT to provide them with expert employment relations advice, support, training and other related services.
Our Mission
To provide leadership and working inpartnership with Catholic employers, to enable them, within the context of CatholicChurch teaching, to develop workplaces in which human dignity and justice areaffirmed and expressed in employment relations.
CCER was established by the Bishops of NSW and the ACT to:
1. provide strategic leadership for shaping contemporary Catholic workplaces;
2. develop policy frameworks which supports Catholic workplaces;
3. give strategic advice to Bishops, Congregational Leaders and recognised lay associations;
4. advocate on behalf of Catholic employers in employment relations matters of public interest; and
5. advocate in support of the vulnerable in the workforce and the community in matters related to employment relations.
Who We Are
Our Values
• Objective Standard of High Performance• Team Work and Collaboration• Client Satisfaction
CCER holds itself and its employees to these three key values. They underpin the way we work with each other, our members and our stakeholders. All staff are expected to adhere to all three of these values at all times. They also form the basis of staff performance reviews.
Range of Services
• Personalised advice• On-site HR support• Agreement-making, including
negotiating with unions• Performance management• Workplace reviews• Investigations• Mediation and other alternative dispute
resolution• Representation at Tribunal or Court• Employment screening• Teacher accreditation• Professional development• Resource library• Industry updates• Advocacy for Catholic organisations
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Organisation Commission Members
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Secretariat
Our Staff
The Executive Director leads the organisation, supported by the Deputy Executive Director.
CCER has two key business streams, these being the:
• Operations Team which consists of CCERs Employment Relations Specialists who provide employment relations services to members.
• Support Team which consists of a range of professionals who support and promote the work of the operations team, including communications, IT, business services and administration.
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Working for the Catholic Church
The Catholic Church is one of the country’s largest employers, employing approximately 220,000 employees across more than 3,000 workplaces nationwide. Catholic employers, and therefore CCER’s members, come from diverse sectors of the workforce, including a large number of schools, social service agencies, hospitals and child care centres, retreat services, dioceses and parishes.
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Our Work Environment
Activity based working (ABW)
CCER works in an ABW environment. Unlike traditional ‘open plan’ or ‘hot-desking’, ABW emphasises the importance of individuals selecting the workspace that’s suitable for the activity they are engaged in at any one time.
ABW is comprised of ‘zones’ which provide different environments for staff to work in. There is the collaborative zone (red area), where everyone is encouraged to discuss ideas, talk through matters and benefit from each other’s experiences. There is the ‘quiet zone’ (green area) where staff go who need to focus on tasks or projects, and where noise within the zone should be kept to a minimum. We also have the library, which requires complete silence, and several meeting rooms and spaces to call
How We Operate
members, get together or hold meetings. We also have the kitchen, where staff can work, eat and catch up with each other all day. As every workspace is available for all to use, we prohibit eating food in locations other than the kitchen. This ensures dedicated work spaces remain clean. Drinks are allowed, it is only food that must be eaten in the kitchen.
Staff members define their own working day and where they want to sit, creating a greater sense of autonomy. Rather than an individual owning one space, they own the entire office.
Staff are expected to abide by the rules of ABW, including exhibiting the behaviours expected in each zone e.g. not to be noisy in the ‘quiet’ or ‘library’ zones, or continually ‘setting up camp’ in one spot, so others can never use the space.
Lockers
As an ABW environment, you will be allocated your own locker with a passcode for you to store personal belongings or work equipment. There is also storage above and below the lockers for larger items, such as gym bags and shopping. If you forget your password, see a support staff member for a master key.
Allocation of Work
When one of CCER’s members requires assistance, it usually comes in the form of an enquiry via phone or email.
The Support Team is the first point of contact for phone enquiries. If it relates to a member enquiry there are two Employment Relations Specialists (ERS) rostered each day to take the call.
Other phone calls relating to finance, membership, training, access to the website and other general enquiries are managed by the Support Team.
All email enquiries are filtered through one email ([email protected]) and are allocated by the relevant manager to an appropriate staff member for attention.
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Security
All staff will receive a security access pass to enable access to the CCER office. The card scanner is located on the wall next to the glass doors at the front of the office.
You will also need to use the card to access the lift before 8.00am and after 6.00pm (by swiping the scanner in the lift).
Please be careful with your security passes as you may be responsible for the $30.00 replacement fee if you lose your pass.
A security officer is on duty between 7.00 am and 10.00 pm and can be contacted by phoning 9390 5293.
You cannot use the printers without your security card either. IT will link your card to the printers when you commence.
Policies
CCER has several policies that prescribe how you should conduct yourself at work. You are required to abide by these policies at all times so please familiarise yourself with them:
• CCER Acceptable use of Electronic Communication Systems and Devices
• CCER Code of Conduct• CCER Managing Conduct and
Performance• CCER Managing Workplace Complaints• CCER Preventing Discrimination,
Harassment and Bullying• CCER Return to Work Policy• CCER Study Assistance Policy• CCER WHS Policy
They are available on the intranet www.ccercatholic.org.au/ccer-internal/
Dress Code
All staff are required to dress professionally in appropriate business attire. On Fridays, staff are permitted to wear smart-casual attire, except when meeting with CCER members. Staff are also required to cover any visible tattoos and remove any facial piercings, with the exception of earrings.
Punctuality
All staff are expected to be punctual and arrive at the office on time. If you are running late, you are required to notify your manager by phone as soon as possible with your expected time of arrival.
Accessing your payslip
Your payslip will be emailed to your personal email each fortnight from Payroll.
Professional Development Day
Every year all staff members are requested to attend a professional development day which is aimed at team building. This will usually involve a day out of the office followed by an early dinner. It is expected that all staff attend. No time in lieu or overtime will be granted as a result of staff attending the CCER professional development day.
Study Leave
Refer to the Study Assistance Policy.
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Work Health and Safety
It is the responsibility of all staff members to ensure their own health and safety in the workplace as well as the health and safety of others.
Notifying a Hazard or completing a risk assessment
If you become aware of a hazard or potential hazard – anything from a trip hazard, faulty machinery, or being unsure on how to operate equipment or safely performing your duties – please ensure you report it so we can assess the risk and either eliminate it entirely or put control measures in place to reduce the risk of harm.
You can report a hazard to the Business Manager or Administrative Coordinator. The WHS management system is kept in a white folder next to the first aid box. The relevant forms: Part C2 Hazard/Risk report form and risk assessment must be completed.
Notifying an accident or near miss
If you have an accident at work or a near miss, it is important you tell us. You do this by notifying the Business Manager or Administrative Coordinator and complete the Incident Injury Register.
Notifying a serious incident – a “notifiable incident”
Under safe work laws, CCER needs to notify agencies if there is a notifiable incident at work. If you become aware of a notifiable incident, you must notify the Business Manager or Administrative Coordinator immediately. The Business Manager will then complete the Notifiable Incident Report Form.
Your Safety and Wellbeing at WorkA ‘notifiable incident’ is:
- the death of a person - a ‘serious injury or illness’, or - a ‘dangerous incident’ arising out of the conduct of a workplace.
‘Notifiable incidents’ may relate to any person—whether an employee, contractor or member of the public.
Only the most serious health or safety incidents are notifiable, and only if they are work-related. They trigger requirements to preserve the incident site pending further direction from Safe Work.
More information on what a notifiable incident is can be obtained at the Safe Work Australia website at the following link: https://www.safeworkaustralia.gov.au/doc/incident-notification-fact-sheet
Bomb or Substance Threats
If you get a call regarding a bomb or substance threat, refer to the checklist procedures on how to respond. Checklists are available on the noticeboard near the aquarium.
Emergency Evacuation Procedures
In the event of an emergency, CCER has two clearly marked Emergency Exits and two Fire Wardens who will provide information and instructions during an emergency.
The emergency assembly point for CCER staff is located in Hyde Park, on the corner of Liverpool and Elizabeth Streets.
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First Aid
CCER have two qualified First Aid Officers to provide initial care of ill or injured staff or visitors. First Aid kits are provided and maintained in the workplace and are clearly accessible. The name of CCER’s First Aid Officers are clearly marked on or next to the kit.
Sick Bay
If you become ill at work and it is not possible to leave the workplace, a Sick Bay is located on Level 5, Polding Centre. Please speak to your manager should you need to use the Sick Bay.
Employee Assistance Program (EAP)
CCER makes available an EAP to provide confidential assistance to staff, their spouse and children for short-term counselling. EAP is provided by ACCESS PROGRAMS, and is contactable on 1800 818 728.
Applying for Leave
All applications for annual and long service leave are to be submitted in advance to your manager by completing the CCER leave form which can be found in the ‘Blank Leave Forms’ pigeon hole in the quiet zone. Approval for leave should not be presumed and will be considered in light of the operational requirements of CCER and staffing levels at the time the request is sought.
Annual Leave Loading
All staff, with the exception of casual staff are entitled to annual leave loading at a rate of 17.5% of their standard hourly rate of pay. Leave loading will be paid out to staff in December each year unless an industrial instrument provides otherwise. Where this is the case, CCER will liaise with the staff involved regarding their preferred method of receiving leave loading.
Long Service Leave Portability
CCER maintains a reciprocal agreement with Catholic employers for long service leave portability where staff may apply for the transfer of existing long service leave entitlements between CCER and other Catholic employers and vice versa. Please see the Business Manager if you would like further information.
Long Service Leave after 7 Years
All staff are eligible to access their long service leave entitlement upon the completion of 7 years’ continuous service with CCER, or a total of 7 years’ continuous service with CCER and other Catholic employers who are party to the portability agreement referred to above.
Workplace Conditions
Personal/Carer’s Leave
All staff, with the exception of casuals, are entitled to 12 days Personal/Carer’s Leave which accrues progressively throughout a year of service, to be taken in accordance with the provisions of the Fair Work Act 2009, as varied from time to time. Part-time staff accrue Personal/Carer’s leave at a pro-rata rate.
If you have taken 2 days or more of consecutive leave you may be required to produce a medical certificate. You may also be asked to produce a medical certificate for single day absences at your manager’s discretion.
If you are absent from the workplace due to Personal/Carer’s Leave, you must notify your manager by phone by 8:30am on each day of absence, and indicate the estimated duration of absence. You should also inform your manager at that time of any matters which may require urgent attention and supply them with the applicable client contact information.
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Paid Parental Leave (Primary Caregiver)
Full-time and part-time staff who are eligible under the Fair Work Act for unpaid parental leave are entitled to 14 weeks paid parental leave.
Paid parental leave must start no later than the date of the birth of the child. It must be taken in one single continuous block.
Payment will not be made for leave not taken.
Paid Parental Leave (Non-primary Caregiver)
Full time and part-time staff members who have completed 12 months continuous service with CCER but are not the primary caregiver of their newborn child are entitled to two weeks paid parental leave. This leave is to be taken within 12 months of the birth of the child and must be taken in one continuous block.
Jury Service Leave
CCER recognises staff may be required to attend court as a member of a jury or as a witness. Where this occurs, this leave is granted without loss of pay.
Staff members continue to be paid their normal salary while attending court, however are required to provide CCER with the total amount of court attendance fees.
Staff must complete a leave application form accompanied by documentation confirming the requirement to attend, such as jury summons or subpoena.
Leave With Out Pay (LWOP)
The granting of leave without pay (LWOP) is at CCER’s total discretion. Applications for LWOP will generally not be considered if staff members have paid leave (such as annual or longer service leave) balances available. In such circumstances staff members may be required to exhaust their paid leave balances before LWOP will be considered.
Staff Events
On the last Friday of every month, staff members are invited to finish work early at 4.30pm and come together for drinks and snacks.
Shut Down Period
At the end of each year the CCER office shuts down between Christmas Day and New Year’s Day, however the timing of this shut down will vary from year to year depending on when these days fall. All working days during this shut down period that are not public holidays are generally provided to staff as ex-gratia.
Examples of wellness programs or activities that are claimable are set out below:
• Gym membership or fitness programs (ie: yoga or pilates classes, bootcamp, martial arts classes, aquatic centre membership, team sports club registration fees)
• Chiropractic, physiotherapy and alternative therapies (ie: acupuncture, remedial massage)
• Mental wellbeing and stress management programs (ie: counselling, psychology, mindfulness programs, meditation)
• Dietetics and nutritionist programs (ie: Jenny Craig, Weight Watchers or private nutritionist programs). This excludes over the counter meal replacement products such as protein shakes that are not part of an overall nutrition plan.
Should staff be unsure whether a particular program or activity would be covered they should speak to the Business Manager.
Workplace Wellbeing CCER encourages the physical and mental health and wellbeing of all staff and incentivises staff by compensating for a variety of sporting and/or wellness programs or activities. Compensation is available for all staff after completion of the probationary period subject to provision of receipts to a maximum value of $350 per calendar year. Employees may only lodge one claim per calendar year by providing aggregated receipts that clearly identify the net amount paid by you (including copies of private health fund rebates or refunds if applicable).
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CCER provides staff members with various resources to enable an efficient and productive work environment for staff. Staff members are responsible for the appropriate and economical use of all resources consistent with the Code of Conduct and the Appropriate Use of Electronic Communication Systems and Devices policy.
Mobile Phones
Mobile phones may be provided to staff members if required for the purpose of CCER business activities and are not to be used for personal calls or texts. Personal mobile phones may be used for CCER business activities in line with the Appropriate Use of Electronic Communication Systems and Devices policy.
Portable Internet Connectivity
CCER may provide portable internet connectivity for staff members that are required to attend external meetings. Loan of portable internet connectivity can be arranged with the Business services manager. Internet connectivity USBs are to be used for CCER business only.
CCER Car
CCER has a car which may be used for external business appointments. The car is parked in the lower basement (LB) of the building. If you need to use the car for work purposes, please be aware of the following;
• A copy of your current drivers licence must be on record (stored with Business Services Manager) and you must advise us immediately if something occurs which means you can no longer legally drive;
• If you wish to book the car, please contact your Manager to advise them of why you need the car, including seeking their approval if you wish to retain it overnight;
• The car must be booked as an apointment in the Central Calendar (the car MUST be invited);
• The keys must be signed in and out by the driver for each journey using the log book kept with the Business Services Manager;
• The car must be returned with at least half a tank of fuel; using the fuel card located in the centre console of the car (see below protocol for using the fuel card);
• When purchasing fuel please retain the receipt for reimbursement by the Business Services Manager;
• Generally, the car is not available for personal use – if you wish to use it for personal purposes in conjunction with a work event, you must seek the Executive Director’s approval;
• Contact the Support Team for assistance in booking the car to ensure no-one else has requested it and it is booked correctly in the Central Calendar;
• You must contact us as soon as possible should you have an accident or obtain a ticket while driving a car for work purposes.
Using the Fuel Card
• Take note of the odometer reading on the post it provided in the console
• Fill up as usual• At the cashier swipe the fuel card
through the Eftpos machine• There is no pin, press enter• You will be asked for the odometer
reading
Resources
• Replace card in centre console and bring the receipt in to the Business Services Manager
• The fuel card is accepted at around 90% of petrol stations, to check where the card is accepted you can visit www.fleetcard.com.au/site-locator
• The closest petrol station to our office that accepts the fuel card is Coles Express on 387 Wattle Street, Ultimo.
Private Motor vehicle
Staff members are to use the CCER car or public transport for business travel purposes. Where the CCER car or public transport is not available or practicable, the staff member may request permission to use a private vehicle for CCER business travel. If approved, the staff member must complete the Private Vehicle Use
Reimbursement Form and receive approval from their manager prior to travelling. The staff member is to take accurate start and finish odometer readings for the business trip, which will then be reimbursed by way of a kilometre allowance at a rate of $0.68 per kilometre. The allowance compensates staff for running expenses of the vehicle, including but not limited to fuel, registration and insurance, including the excess if there is an accident.
The staff member must also confirm that they have comprehensive insurance that includes business use. The cost of the insurance is to be borne by the staff member and is compensated by way of the above allowance.
