CLICK HERE FOR THE EMPLOYEES’ GUIDE ON THE CODE OF CONDUCT FOR EMPLOYEES

CLICK HERE FOR QUICK REFERENCE TO KEY ELEMENTS OF THE POLICY

Date of Issue Date of last issue Review DateJune 2012 June 2011 June 2013

June 2012 Page 1

WESTMINSTER CITY COUNCIL’S CODE OF CONDUCT FOR EMPLOYEES AND

EMPLOYEES’ GUIDE

How to use this document:

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QUICK REFERENCE

What is the purpose of the Code

Who must follow the Code

Breaches of the Code

General principles

1. Compliance with laws / rules and regulations .

2. Political Neutrality

3. Equality

4. Conflict Of Interest

5. Relations with Members, the public and other employees

6. Whistleblowing and Confidentiality

7. Health and Safety

Where can I obtain further Guidance

EMPLOYEE GUIDE

Frequently Asked Questions

June 2012 Page 2

WESTMINSTER CITY COUNCIL’S CODE OF CONDUCT FOR EMPLOYEES

What is the purpose of the Code This Code sets out the standards of conduct that the council expects of all its employees .

This Code meets the recommendations of the Nolan Committee’s report on standards in public life that all public bodies should draw up codes of conduct which cover the seven principles of public life i.e. selflessness integrity, objectivity, accountability, openness, honesty, and leadership.

Who must follow the CodeEmployees work for Westminster City Council and serve the whole of that authority. They are accountable to, and owe a duty to the City Council. They must act in accordance with the principles set out in this Code, recognising the duty of all public sector employees to discharge public functions reasonably and according to the law. Employees in education settings should read the code in conjunction with the “Guidance for safe working practice for the protection of children and staff in education settings” issued by the National Network of Investigation and Referral Support Co-ordinators (Department for Education and Skills) and “Guidance about Conduct for Staff, Volunteers, Governors, etc., whose work brings them into contact with young people” issued by the National Employers’ Organisation for School Teachers •

The Council expects that any consultant (and their employees), contractor (and their employees), partner (and their employees), secondee and agency staff, who are engaged to carry out work or provide services on the Council’s behalf, will abide by the principles of the Code as appropriate..

Breaches of the Code Breaches of the Code may result in action under the Council’s disciplinary code. Serious breaches of the Code may be considered to be gross misconduct resulting in possible dismissal

In the event that the Code is breached by non employees who are engaged to carry out work or provide services on the council’s behalf , consideration will be given to terminating the contract/arrangement between the consuItant/ contractor/outside organisation and the Council, and/or seeking compensation and, as appropriate, referral of the matter to the police or other relevant regulatory body

June 2012 Page 3

General PrinciplesThe public is entitled to expect the highest standards of conduct from all Westminster City Council employees. The role of employees is to serve the City Council in providing advice, implementing its policies, and delivering services to the local community. Employees must perform their duties to the best of their abilities with honesty, integrity, impartiality and objectivity, and contribute to the maintenance of high standards in public service. Employees must at all times act (inside and outside work) in accordance with the trust that the public is entitled to place in them.

1. Compliance with laws / rules and regulations .

The law, the Council’s constitution, code of governance, terms and conditions of employment, policies and procedures all bear on the way council employees carry out their duties. The main provisions are summarised in the council’s code of conduct. The employee guide to the Code of Conduct details source documents such as HR Policies where more comprehensive information can be found

1.1 Children’s StandardCity Council employees engaged in education and other children’s services must comply with the “Westminster Standard” to ensure the best outcomes for Westminster’s children. This Standard will make sure that all staff working with children are: representative of the Westminster community, flexible, competent and confident, ready to listen to children and their carers, work in partnership with users and colleagues, and committed to safeguarding and providing the best possible service for children, as well as promoting their health and wellbeing.

2. Political Neutrality

City Council employee, whether or not politically restricted, must follow every lawfully expressed policy of the City Council and must not allow their own personal or political opinions to interfere with their work. Where employees are in posts which have been designated as politically restricted either by statute or because they are politically sensitive, they must comply with any statutory restrictions on their political activities.

3. Equality

City Council employees must comply with policies relating to equality issues, as agreed by the authority, in addition to the requirements of the law.

4. Conflict of interest

4.1 StewardshipCity Council employees must ensure that they use public funds entrusted to them in a responsible and lawful manner, and must not utilise property, vehicles or other facilities of the authority for personal use unless authorised to do so.

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4.2 Personal InterestsCity Council employees’ private lives are their own concern but they must not allow their private interests to conflict with their public duty. They must not misuse their official position or information acquired in the course of their employment to further their private interests, or the interests of others. In particular, they must comply with:

(1) any City Council rules on the registration and declaration by employees of financial and non - financial interests; and

(2) any City Council rules on the declaration by employees of hospitality or gifts offered to or received by them, from any person or organisation doing or seeking to do business, or otherwise benefiting or seeking to benefit from a relationship with the City Council. Employees must not accept benefits from a third party unless authorised to do so by the City Council.

4.3 Personal financial affairsEmployees must conduct their personal financial affairs so that neither the Council nor another public body, is defrauded or is otherwise denied, the income and/or other resources to which it is entitled by law.

5. Relations with Members, the public and other employees

5.1 Mutual respect between City Council employees and Members is essential to good local government, and working relationships should be kept on a professional basis.

5.2. City council employees must deal with the public, Members and other employees sympathetically, efficiently, with respect and without bias.

5.3 Appointment of StaffCity Council employees involved in the recruitment and appointment of staff must ensure that appointments are made on the basis of merit. In order to avoid any possible accusation of bias, such employees must not be involved in any appointment, or any other decisions relating to discipline, promotion or pay and conditions for any other employee, or prospective employee, to whom they are related, or with whom they have a close personal relationship outside work.

5.4. ReferencesCity Council employees must not provide references on behalf of the Council for employees who are relatives or friends; nor must they provide references to the Council in respect of prospective employees who are relatives or friends

Note: In paragraphs 5.3 and 5.4– a) “relative” means a spouse, partner, parent, parent-in-law, son,

daughter, step-son, stepdaughter, child of a partner, brother, sister, grandparent, grandchild, uncle, aunt, nephew, niece, or the spouse or partner of any of the preceding persons; and

b) “partner” in sub-paragraph (a) above means a member of a couple who live together.

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6. Whistleblowing and Confidentiality

6.1 WhistleblowingIn the event that a City Council employee becomes aware of activities which that employee believes to be illegal, improper, unethical or otherwise inconsistent with this Code, the employee must report the matter, acting in accordance with the employee’s rights under the Public Interest Disclosure Act 1998, and with the City Council’s confidential “Whistleblowing” reporting procedure designed for this purpose.

6.2 Confidentiality / Treatment of InformationOpenness in the dissemination of information and decision making is the norm in the way the City Council functions. However, certain information may be confidential or sensitive and therefore not appropriate for a wide audience. Where confidentiality is necessary to protect the privacy or other rights of individuals or bodies, information should not be released to anyone other than a Member, relevant City Council employee or other person who is entitled to receive it, or needs to have access to it for the proper discharge of their functions. Nothing in this Code can be taken as overriding existing statutory or common law obligations to keep certain information confidential, or to divulge certain information.

7. Health and SafetyEmployees must -

a) be aware of health and safety law, which is displayed in all workplaces, and the Council’s health and safety statement;

b) carry out their work in a safe and proper manner having regard at all times for their own health and safety and that of colleagues and the public; and

c) comply with the requirements of the Council’s sick pay scheme.

Where can I obtain further guidance The Code should be read in conjunction with the Council’s “Code of Conduct - Employees’ Guide ” which provides practical advice on following the Code in day to day work situations. The Employees’ Guide can be found at the end of this Code. If you still have any questions, you should raise these in the first instance with your line manager.

June 2012 Page 6

WESTMINSTER CITY COUNCIL'S CODE OF CONDUCT FOR EMPLOYEES – GUIDANCE

A. Introduction

This Guide offers practical advice on following the Code of Conduct in day-to-day work situations.

Throughout the Code of Conduct for Employees and this Guide, the terms “employee”, “employees” and “staff” include any employee, and any other person, acting on the Council’s behalf, or working for the Council.

This Guide also details the source documents (with links where these are available) where more comprehensive information can be found. Employees are expected to be familiar with these source documents – ignorance is not an acceptable excuse on the rare occasions when things go wrong.

Employees should raise any doubts or queries about what is acceptable conduct, or about anything else in the Code of Conduct and/or this Guide, with their line-manager in the first instance.

The Guide sets out advice and guidance under each Code of Conduct rule. Some advice is applicable to more than one Code of Conduct item but is included once in the Guide.

Reference may be made to the Code and this Guide in any action relating to a breach of the Code or a breach of any of its source policies and procedures.

B Code extract: Who must follow the Code / Accountability

Employees work for Westminster City Council and serve the whole of that authority. They are accountable to, and owe a duty to the City Council. They must act in accordance with the principles set out in this Code, recognising the duty of all public sector employees to discharge public functions reasonably and according to the law.

Disciplinary Code HR Wire: Disciplinary CodeHR Wire: Whistleblowing at Work Policy

(i) Action may be taken under the Council’s Disciplinary Code in respect of breaches of the Code of Conduct for Employees and/or source documentation. Serious breaches of the Code may be regarded as gross misconduct i.e. misconduct which is serious enough to breach irrevocably the contract between the Council and the employee, and to

June 2012 Page 7

make any further relationship of trust impossible. In these circumstances, employees are usually summarily dismissed.

(ii) .The following are regarded as examples of gross misconduct or gross negligence:

Stealing from the Council, its Members, its employees or the public. Assault on a Member of the Council, its employees or a member of

the public. Deliberate damage to, failure to account for or neglect of the property,

assets, cash, investments etc. of the Council or of any client, agent or contractor to the Council.

Falsification for financial gain of any document record, e.g. timesheets, bonus sheets, overtime and subsistence claims, season ticket loan form, invoices, accounts etc.

Falsification of qualifications which are a stated requirement of employment or which result in financial gain.

Sexual misconduct at work. Discrimination, bullying, victimisation or harassment of an employee

on the grounds of the employee’s gender, race or disability (or any other grounds stated in the Council’s Equal Opportunities in Employment Policy).

Corrupt practices including the soliciting or acceptance of any bribe, gratuity, gift or fee in money or kind or the use or attempted use of the employee’s official position for private advantage.

Unauthorised disclosure of confidential information and/or documents relating to the business of the Council or of people in the care or charge of the Council.

Serious breaches of safety regulations endangering self or others including deliberate damage to, neglect of, or misappropriation of, safety equipment.

Engaging in unauthorised employment during hours when contracted to work for the Council or during periods of sick leave.

Conviction for a criminal offence which disqualifies the employee from undertaking contracted duties or makes continued employment unacceptable to the Council or to other employees.

Knowingly being an accessory to an act of gross misconduct or failing to report breaches of discipline involving dishonest practices.

The use of Council information that is confidential by virtue of its relevance to personal or commercial interests for any purpose other than the properly authorised business of the Council.

Serious misuse of or breaches of the Council’s Email & Internet Acceptable Use Policy and Guidelines and other information technology systems, including deliberate unauthorised entry to computer records, accessing, storing or circulating offensive material via e-mail, the intranet or the internet.

Act(s) of fraud against any local authority (including Westminster) or other statutory body taking account the principle of spent convictions under the Rehabilitation of Offenders Act 1974.

June 2012 Page 8

A false declaration on the application form which results in appointment to the Council.

Action which is likely to result in the loss of trust and confidence of the employee or which may bring the Council into serious disrepute.

Gross negligence in the performance of duties or responsibilities. Any other misconduct of a similar gravity.

(iii) This list is neither exclusive nor exhaustive and there may be other offences of similar gravity which would also constitute gross misconduct. Therefore, the list can only be regarded as illustrative.

(iv) The great majority of instances of other misconduct will not normally be sufficiently serious to warrant dismissal without previous warning (including a final written warning) but will nevertheless warrant disciplinary action of a lesser nature. However, on occasion, there may be acts which are so serious as to lead to dismissal at the first offence. Examples of rules which constitute other misconduct or negligence are: Refusal or failure to obey legitimate instructions. Failure to observe the Council’s Standing Orders and Code of

Governance or operational regulations and standing instructions of departments.

Negligence in the performance of duties and responsibilities. Failure to account for properly, or to make a prompt and true return of,

any money or property which comes into the employee’s possession in the course of their duties.

Negligence in maintaining the security of Council property, including information.

Failure to comply with the Council’s Flexible Working Hours or other working hours' procedures and unauthorised absence from duty or lateness for duty without sufficient cause.

Insubordination. Abuse of authority e.g. when an employee’s conduct, including oral,

written or electronic communication, towards a colleague or a member of the public is oppressive or abusive and may constitute bullying, victimisation or harassment.

Absenteeism and unauthorised absence from the workplace. Swearing at or abuse or extreme discourtesy to a Member of the

Council, its employees or the public. Failure to comply with the provisions of the Council’s Equal

Opportunities in Employment Policy and Equal Opportunities in Service Delivery - Framework Policy.

Failure to comply with the provisions of the Council’s Health & Safety Policies.

Being under the influence of drink or drugs (other than medically prescribed), or being in possession of a controlled substance in the workplace.

Refusal or failure to comply with the Council’s Substance Misuse Policy.

Conduct at work likely to offend decency. Sleeping on duty.

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Falsehood e.g. when an employee knowingly or through neglect makes any false, misleading or inaccurate oral or written statement or entry in any record or document made, kept or required for the purposes of the Council.

Misconduct in relation to official documents e.g. when an employee destroys or mutilates any record made, kept or required for the purposes of the Council, or alters or erases or adds to any entry in such a record or document without legitimate reason.

Being an accessory to a disciplinary offence e.g. when an employee connives at or is knowingly an accessory to any offence against discipline.

Neglect of health e.g. when an employee without sufficient cause neglects to carry out any instructions of the Council’s Occupational Health Adviser or while absent from duty because of sickness commits any act or adopts any conduct calculated to retard their return to duty.

Engaging in paid employment outside those hours when contracted to work for the Council if paid at or above Band 2 step 3 and without the express permission of the Council.

Refusal or failure to comply with the provisions of the Council’s No Smoking Policy.

Failure to comply with the provisions of the Council’s Dress Code or any local Dress Code that may apply to particular employee groups.

Breaches of the Council’s Email & Internet Acceptable Use Policy and Guidelines and other information technology systems.

Failure to comply with the terms and conditions of the Council’s Season Ticket Loan Policy.

Failure to comply with the Council’s Whistleblowing policy. Any act of misconduct of a similar gravity.

B Code extract: Who must follow the Code: Accountability

Employees in education settings should read the code in conjunction with the “Guidance for safe working practice for the protection of children and staff in education settings” issued by the National Network of Investigation and Referral Support Co-ordinators (Department for Education and Skills) and “Guidance about Conduct for Staff, Volunteers, Governors, etc., whose work brings them into contact with young people” issued by the National Employers’ Organisation for School Teachers .

(v) There is a separate code of conduct and handbook for employees in schools (where it has been adopted by the schools’ governing bodies). This is similar to the Council-wide publications but it deals with and offers advice in a school context.

C. Code extract: Breaches of the Code

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Breaches of the Code may result in action under the Council’s disciplinary code. Serious breaches of the Code may be considered to be gross misconduct.

D. Code extract: General Principles

“The public is entitled to expect the highest standards of conduct from all Westminster City Council employees. The role of employees is to serve the City Council in providing advice, implementing its policies, and delivering services to the local community. Employees must perform their duties to the best of their abilities with honesty, integrity, impartiality and objectivity, and contribute to the maintenance of high standards in public service. Employees must at all times act (inside and outside work) in accordance with the trust that the public is entitled to place in them.”

High standards and service delivery

(i) The Council has attained high standards of service delivery (and is committed to providing ever higher quality and cost effective services), and its residents and businesses can have confidence in the Council’s ability to deliver. This success is down to the commitment and professionalism of the Council’s workforce but it takes only one failure to devalue all the good things that have been achieved.

(ii) The Council expects its employees to do their jobs to the best of their abilities and in a way that enhances the Council’s standing in the community. The Council employs staff for one reason only - so that it can deliver services. Therefore, everything Council employees do in the course of their work must be to the benefit of the Council and its services.

(iii) Council employees are public servants who have a particular responsibility to look after public resources and property. Their conduct inside and outside work must never undermine the trust and confidence the public and the Council has in them to carry out their work properly, honestly and conscientiously.

(iv) Employees must:

give the highest possible standard of service to the public and make service delivery their main priority;

do nothing inside or outside working hours which could undermine public confidence in them as Council employees and/or the Council;

always work in the best interests of the Council, and the community it serves;

do nothing which results in the Council (or any other public authority) being denied revenue to which it is entitled; and

always follow Council policies and procedures, and meet laid down standards’

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(v) In the context of these shared values, the Code of Conduct and the source documentation are designed to help Council employees to:

recognise their individual and corporate responsibility to promote and encourage high standards of conduct throughout the authority;

understand their individual, collective and corporate responsibility for the maintenance and encouragement of high ethical standards;

make sure that the public receives the best from Council services;

make sure that the public is treated respectfully and promptly and has a say in the services provided;

Improve management of the Council and its services; maintain and improve standards of service; make sure that they are clear about the Council’s standards and

expectations of them as employees; deal with difficult and/or compromising situations;

(vi) It would be impossible to have a Code which covers all of the Council’s expectations of its employees. The Council relies on its employees' loyalty, competence, integrity, professionalism and simple common sense; these are all assumed by the Code.

(vii) Employees are expected to

be aware of the general and specific rules, standards and procedures which apply in the workplace and co-operate with management in making sure that they are adhered to; and

comply with the Code in all aspects of their work and in their lives outside work insofar as they may compromise their employment by the Council (Breaches of the Code may lead to action under the Council’s disciplinary code.)

Criminal Convictions/ Charges/ Investigations

(viii) Council employees must:

tell their Chief Officer immediately if they are convicted of any criminal offence, bound over, reprimanded, warned or cautioned,`` about activities inside or outside work, including road traffic offences; and

keep the relevant Chief Officer informed of progress if they are investigated and/or charged in connection with a criminal offence.

(ix) This is a contractual requirement for staff in posts which are subject to Criminal Records Bureau checks

Criminal activitiesHR Wire: Disciplinary CodeHR Wire: Whistleblowing at Work Policy

June 2012 Page 12

(x) The Council will normally inform the police, and/or other appropriate authority, of any alleged criminal activities by its employees. Employees are required to report any criminal activities by their colleagues.

1 Code extract: Compliance with laws/ rules and regulations

City Council employees engaged in education and other children’s services must comply with the “Westminster Standard”  to ensure the best outcomes for Westminster's children. This Standard will make sure that all staff working with children are: representative of the Westminster community, flexible, competent and confident, ready to listen to children and their carers, work in partnership with users and colleagues, and committed to safeguarding and providing the best possible service for children, as well as promoting their health and wellbeing.

2 Code extract: Political Neutrality

City Council employees, whether or not politically restricted, must follow every lawfully expressed policy of the City Council and must not allow their own personal or political opinions to interfere with their work. Where employees are in posts which have been designated as politically restricted either by statute or because they are politically sensitive, they must comply with any statutory restrictions on their political activities.

(i) Council employees are expected to serve the whole Council regardless oftheir personal political views. They must:

serve the authority as a whole and ensure that the individual rights of all Councillors are respected;

advise and support Councillors (if they are required to do this as part of their jobs) in a way which does not compromise their political neutrality (see “Working with Councillors” below);

comply with Council policy when at work, and not allow their personal political views to interfere with the way they carry out their duties;

not use their workplace to promote/further personal political issues, or wear or display any material for any political or pressure group (unless they are required as part of their job to mount specific campaigns on behalf of the Council without compromising their political neutrality); and

be aware of the political restrictions imposed by the Local Government and Housing Act 1989 on certain posts and how the Council's constitution might affect their jobs

Politically restricted posts Wire: Code of Governance: Guidance for OfficersHR Wire: Additional employmentHR Wire: Politically restricted posts

June 2012 Page 13

(ii) Certain posts in local government are designated as politically restricted posts to ensure that there is no potential for conflict of interest (see Local Government Officers (Political Restrictions) Regulations 1990). Employees to whom these regulations apply are notified at the time of appointment. A list of politically restricted posts is maintained by Human Resources and can be viewed on the A-Z of HR Policies on the intranet.

3.0 Code extract: Equality

“City Council employees must comply with policies relating to equality issues, as agreed by the authority, in addition to the requirements of the law.”

Diversity and Equality HR Wire: Diversity and Equality pagesHR Wire: Dignity at work policy

(i) The Council serves a diverse community. It is vital that all employees recognise this fact so that the Council can meet its commitment to equal opportunities for all. Westminster is rightly proud to be an equal opportunites service provider and employer. Discrimination of any description will not be tolerated.

(ii) Employees must read the Diversity and Equality pages on the Wire and carry out their duties in accordance with the standards set out.

(iii) Employees must:

assist the Council to meet its commitment to provide equality in employment and avoid unlawful discrimination;

notify their manager as soon as possible of any incident where they feel they have been subjected to discrimination, bullying, victimisation or harassment;

follow the Dignity at Work Procedures if they wish to instigate formal complaint procedures about a breach of this policy; and

follow the Dealing with discrimination by customers Procedure if they wish to report a breach of this policy in relation to a third party.

4.1 Code extract: Conflict of Interest : Stewardship

“City Council employees must ensure that they use public funds entrusted to them in a responsible and lawful manner, and must not utilise property, vehicles or other facilities of the authority for personal use unless authorised to do so.”

Financial RegulationsWire: Constitution: Financial RegulationsWire: Code of Governance: Guidance for Officers

June 2012 Page 14

(i) The Council’s financial procedures are set out in the Financial Framework. This is essential reading as it covers a range of corporate standards, accounting requirements and financial processes applicable to all departmental finance staff and other employees who have financial responsibilities of any description.

(ii) Employees must follow the Council’s financial regulations throughout any decision making process.

Procurement Wire: Code of Governance: Guidance for OfficersWire: Finance: Procurement CodeWire: Procurement and SRM Toolkit

(iii) The Procurement Code must be used in relation to the award, monitoring and reporting of contracts. Employees must comply with the Code when purchasing services and goods on behalf of the Council.

(iv) The Corporate Ordering Policy (see Contracts Information) must be used for the purchase of goods and services, including hire, maintenance, repair and servicing of such goods, not covered by the Procurement Code.

Council equipment and assetsWire: Code of Governance: Guidance for Officers

(v) Employees must:

only use Council property for appropriate purposes and according to instructions

not use Council property for private/personal purposes – to do so may be regarded as theft

not remove Council property from Council premises unless authorised to do so – again, to do so may be regarded as theft

secure Council property against theft/loss/damage report any theft/loss/damage of Council property

(vi) Managers must make sure that their staff use Council property appropriately and not for private/personal purposes. They must make arrangements for the security of Council property and investigate any theft/loss/damage. Internal Audit must be advised of any theft/loss/damage of Council Property and they will advise on whether or not the police should be involved.

Disposal of Council Equipment

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(vii) Managers should contact their Departmental Disposals Officer if they wish to dispose of any Council equipment.

The status of intellectual property

(viii) "Intellectual" property is a generic term which includes inventions, creative writings and drawings. Such intellectual property belongs to the Council if created by employees in the course of their Council duties.

(ix) Employees must treat intellectual property as they would any other Council property.

Communication and information facilitiesWIRE:EMAIL & INTERNET ACCEPTABLE USE POLICY AND GUIDELINES

(x) The Council could not function without efficient and effective communication between staff, between service areas, between Members and staff, between staff and the public. The Council's communications facilities include: external and internal post telephone for internal and external calls fax. e:mail Internet The Wire (Intranet)

(xi) The Council’s communication facilities are provided for use in connection with Council business only.

(xii) The Council has a policy and guidelines on the use of e-mail, internet and intranet. Employees must read these before they use e:mail, the internet and intranet, and comply with them at all times. Any misuse of the Council’s e-mail, Intranet and Internet facilities or contravention of the Information Service’s standards will constitute a disciplinary offence and may result in disciplinary action under the Council’s Disciplinary Code

(xiii) The general rule is that employees must not use the Council’s communications facilities for personal and private purposes. However, at its discretion, the Council allows reasonable personal use of the e-mail and Internet systems subject to compliance with the “E-mail & Internet Acceptable Use Policy and Guidelines”. An occasional private phone call is allowed in emergencies. Council stationery and equipment (such as photocopiers) may not be used for non-Council purposes. No Council facilities may be used in connection with employees’ out-of-work business interests.

(xiv) Communications may be intercepted where appropriate. This may include monitoring (and recording) of telephones, the internet and e-mail.

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4.2 Code extract: Personal Interests

City Council employees' private lives are their own concern but they must not allow their private interests to conflict with their public duty. They must not misuse their official position or information acquired in the course of their employment to further their private interests, or the interests of others. In particular, they must comply with:

(1) any City Council rules on the registration and declaration by employees of financial and non - financial interests; and

(2) any City Council rules on the declaration by employees of hospitality or gifts offered to or received by them, from any person or organisation doing or seeking to do business, or otherwise benefiting or seeking to benefit from a relationship with the City Council. Employees must not accept benefits from a third party unless authorised to do so by the City Council.

Outside of work activities and declarations of interestsHR Wire: Declarations of interests and out of work activities

(i) The Council requires its employees to maintain the highest standards of propriety in public service.

(ii) Employees' off-duty hours are their personal concern, but they must not subordinate their Council duties to their private interests, nor put themselves in a position where they may appear to conflict. Any outside activities, additional employment, or voluntary work must not, in the Council's view, be at the expense of the Council's interests, nor undermine public confidence in the Council's affairs.

(iii) Every Council employee must take all necessary steps to prevent a conflict arising between their Council duties and any outside interests they may hold.

(iv) The policy on out of work activities and declarations of interests provides managers with guidance on when and how Council employees must declare personal interests in any Council business, decision, policy or procedure on which they may have some influence, and sets out procedures for recording such interests.

(v) Employees are legally required to disclose in writing any direct or indirect pecuniary interests in contracts to which the Council is/may/will be party. If an employee is aware that their spouse has a pecuniary interest, that interest will be regarded as an indirect interest of the employee’s and must therefore be declared . Failure to disclose such interests is a criminal offence.

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(vi) For the avoidance of doubt, the Council requires that employees disclose any personal interests (direct or indirect) which may create a conflict of interest with their Council duties. In addition to completing a declaration of interests form, employees must declare any interests at meetings as appropriate.

(vii) The Council requires its Chief Officers, senior managers and other designated employees, to complete the Declaration of Interests form on appointment and at specified times thereafter.

At Cabinet/Committee/Sub-Committee meetings

(viii) All Cabinet/Committee/Sub-Committee agendas contain a standard item as follows:- “To receive declarations by Members and Officers of the existence and nature of any personal or prejudicial interests in matters on this agenda”.

Employees must:

declare a financial or non-financial interest in an issue if they are advising or otherwise participating in debate (this does not negate the need to make a written notification as described before);

such a declaration of interest should, wherever possible, be made at the beginning of the meeting if the necessity for such a declaration is foreseen; or at the earliest moment if it was not foreseen that an employee would be required to participate in advising/debating; and

if in doubt, consult the Director of Legal and Administrative Services or their representative well in advance of the meeting in question.

Gifts and hospitalityWire: Code of Governance: Guidance for OfficersHR Wire: Gifts and Hospitality

(ix) It is a serious criminal offence for staff to corruptly receive or give any gift, loan, fee, reward or advantage for doing, or not doing, anything in connection with their Council duties. This also applies to showing favour or disfavour. If it is alleged that an employee has corruptly accepted such a reward it will be for her/him to demonstrate that this is not the case. Employees must remember that their acceptance of any gifts or hospitality could place them in a position where they could be viewed as compromised unless they can prove otherwise.

(x) The Bribery Act 2010 which came into force on 1 July 2011 makes it an offence to request, agree to receive or accept an advantage of some kind in return for improperly performing, or allowing the improper performance of a function or activity where that function / activity is either of a public nature or done in the course of business. If the bribery offence is committed with the consent / connivance of a senior officer, then that person is also personally guilty of an offence. It is a serious criminal offence under the Bribery Act 2010 for employees to corruptly receive or give any gift, loan, fee, reward, or advantage for doing, or not doing,

June 2012 Page 18

anything in connection with their duties. This also applies to showing favour or disfavour. To demonstrate the Council has sufficient and adequate procedures in place and to demonstrate openness and transparency all staff are required to comply with the requirements ofGifts and Hospitality Policy. Should members of staff wish to report any concerns or allegations they should contact the Audit Manager

(xi) Hospitality includes drinks, meals, entertainment, overnight accommodation, travel and holidays, but not a lift in a private or company car or in a taxi, or light refreshment in the course of official duty.

(xii) The following rules apply to any gifts and hospitality, including those provided on a basis where employees reimburse all or any part of the costs.

(xiii) Employees must:

not accept any fee or reward whatsoever other than their proper contractual pay and benefits;

never solicit gifts or hospitality; never accept hospitality if the offer is suspected of being corrupt, or

could be seen to be corrupt, or is against the Council’s interests; and record in accordance with Council/service area procedures, any gift

or hospitality they accept in the course of their duties.

Gifts

(xiv) Apart from the exceptions listed below, employees should politely refuse any personal gift offered to them or any member of their family by

an organisation which is able to provide work, goods or services to the Council

any person or body which has or seeks to have dealings with the Council.

(xv) Exceptions may include

small gifts of a promotional or advertising nature, which are frequently given to a wide range of people, e.g. calendars, diaries, mugs, mouse mats, pens and other similar articles frequently given at Christmas for use in the office

small gifts given on the conclusion of a courtesy visit to a factory or firm, of a type normally given by the organisation concerned, or where the contractor wishes to mark the completion of a new building, provided such gifts are made to a number of people on the same occasion as part of a normally accepted practice

a small gift where refusal would cause needless offence and the giver is not seeking a decision or business from the Council but merely wishes to express thanks for advice, help or co-operation received

June 2012 Page 19

Hospitality

(xvi) Reasonable hospitality can be accepted where it can clearly and positively be seen to be in the interests of the Council and there is normal reciprocation. The following are considered reasonable hospitality:

a working lunch provided to allow the parties to continue to discuss business; no subsistence allowance may be claimed unless there is an actual cost to the employee of the amount claimed

attendance in an official capacity at functions to which invitations have also been sent to employees of other local authorities, or at official occasions relating to Westminster functions, e.g. official opening ceremonies

attendance in an official capacity at functions arranged by public utilities and public authorities

an invitation to take part in a company jubilee or other anniversary celebration

(xvii) The following hospitality cannot be accepted

the provision of holidays or weekend hospitality hotel accommodation and/or theatre tickets the use of a company flat or hotel suite lunch with a developer whose application is awaiting consideration by

the Council an invitation to join other company guests as spectators at sporting or

other events

(xviii) Whenever the Council is involved in arbitration with a contractor, any offer of hospitality must be refused even if, in normal circumstances, it would come within the categories suggested as acceptable

Sponsorship - giving and receiving

(xix) Where an outside organisation wishes to sponsor a Council activity, whether by invitation, tender, negotiation or voluntarily, the basic conventions concerning acceptance of gifts or hospitality apply. Particular care must be taken when dealing with contractors or potential contractors.

(xx) Where the Council wishes to sponsor an event or service no employee nor any partner, spouse or relative must benefit from such sponsorship, directly or indirectly, without there being full disclosure to an appropriate manager of any such interest. Similarly, where the Council through sponsorship, grant aid, financial or other means, gives support in the community, employees must ensure that impartial advice is given and there is no conflict of interest involved.

Additional employment

June 2012 Page 20

Wire: Code of Governance: Guidance for OfficersHR Wire: Additional Employment HR Wire: Politically restricted Posts

(xxi) Employees paid below Band 2 Step 3 (or equivalent) may take up additional employment as long as it does not conflict with the Council’s interests or the conduct of its business. Employees must inform their Senior Leadership Team member of any additional employment they undertake or intend to undertake.

(xxii) Employees paid at Band 2 Step 3 (or equivalent) and above:

are required to devote the whole of their time to the work of the City Council during normal business hours

may not engage in any other business or take up any other additional employment without the express written consent of their Senior Leadership Team member

(xxiii) All employees in the Senior Management Group ( ie Reward Band 5 / equivalent and above )

are required to devote the whole of their time to the work of the City Council during normal business hours and any other time that the City Council or the job requires, unless due to ill health they are unable to do so

Senior Managers are not permitted to undertake any additional employment, paid or unpaid, without the prior written consent of their Strategic Executive Board member.

(xxiv) SLT / SEB member will decide whether to agree to any additional employment, after looking at the likely effect on the job at Westminster. Where a SEB member wishes to undertake any additional employment, paid or unpaid, the decision will be taken by the Chief Executive. Any decision will be confirmed to the employee in writing.

(xxv) A failure to disclose additional employment or to undertake additional employment without the Council's consent (where such consent is required) will be a breach of the Council's Disciplinary Code and National Conditions of Service.

5.1& 2Code extract: Relations with Members, the public and other employees

“City council employees must deal with the public, Members and other employees sympathetically, efficiently, with respect and without bias.”

“Mutual respect between City Council employees and Members is essential to good local government, and working relationships should be kept on a professional basis.”

June 2012 Page 21

Demeanour at WorkHR Wire: H&S Policy: Violence and assaults on employeesHR Wire: Disciplinary Code

(i) Council employees must:

show respect for the public, clients and colleagues, and behave in a way which cannot reasonably cause offence to anyone;

exercise self-control - never behave in a loud, aggressive and/or angry manner, nor use foul and abusive language;

never fight or physically assault colleagues, clients or members of the public;

never mistreat anyone in the care of the Council; report incidents of violence and aggression; these will be

thoroughly investigated and appropriate action taken to prevent recurrence; and

never behave in a way which compromises health and safety.

(ii) Employees may defend themselves from attack, but must not use excessive force. They may also take action to protect a third party if they see them being physically assaulted.

(iii) The Council will not tolerate acts of violence and aggression against its employees. It will act to protect its employees and will use formal warnings, civil action for an injunction to ban perpetrators from Council premises, and withdrawing services to that person where this is appropriate and possible.

ClothingHR Wire: Health and safety – Personal protective eqipment and code of practiceHR Wire: Recruitment: Dress Code

(iv) The way employees present themselves at work has a direct bearing on the Council's image, colleagues and the service. Being clean and presentable at all times shows respect for colleagues and service-users. Managers will determine the appropriateness of employees' dress in relation to the service and/or local circumstances/ requirements.

(v) The Council has a dress code which requires that employees must present a smart image, particularly when meeting the public. They must:

be appropriately dressed for the work they are doing; wear their name badge while at work; wear their uniform (if this is required); and be aware of the health and safety implications of their work and

take precautions (e.g. wear protective clothing, tie back hair) when necessary.

June 2012 Page 22

(vi) Of course, in relation to dress, employees may follow the traditions of their ethnic/cultural/religious background provided they are safe and appropriate to the job.

(vii) In most situations, “business-like” dress is appropriate. This includes

(Both sexes): smart trousers; suit (including shalwar kameez); shirt, blouse or plain T-shirt; jumper or cardigan; jacket;

(Women): skirt; dress; sari; (Men): tie (in formal meetings or business circumstances); and (Both sexes): any head covering appropriate to their faith.

(viii) Generally unacceptable are:

T –shirts with political slogans; and sports wear (e.g. tracksuits) unless appropriate to work (e.g. in a

leisure centre).

(ix) In workplaces, working environments and tasks where a more informal appearance is acceptable, managers have the discretion to agree local standards in consultation with their staff.

(x) Employees who attend work inappropriately dressed may be sent home to change and may be subject to disciplinary action.

Working with CouncillorsConstitution Protocol on Member/Officer Relations

Principles underlying Member/Employee relations

(xi) Good administration is dependent upon a successful relationship between Councillors and employees which can only be based on mutual trust and an understanding of each other’s roles and responsibilities. This relationship, and the trust which underpins it, should not be abused or compromised. Accordingly, Members are expected not to attempt in any way to influence the terms of Council reports or recommendations on any matter. Equally, employees should give clear, independent advice. It is not enough to avoid actual impropriety. Members and employees must at all times avoid any occasion for suspicion and any appearance of improper conduct. The fundamental principle which underlies Member/employee relationships is that Council employees must be politically neutral.

Roles of Members and Council Employees

(xii) Council employees serve the City Council as a whole, serving all elected Members. Employees must carry out the Council’s work under the direction and control of the Council and properly constituted Committees and Sub-Committees, the Cabinet and Cabinet Members. A Member in an individual capacity (except a Cabinet Member acting within their terms

June 2012 Page 23

of reference) can exercise no lawful authority and Members in general must operate through the Council and its Committees and Sub-Committees. Cabinet Members must exercise their functions in accordance with the Constitution and their terms of reference. However, it is also important that employees recognise the right of Members, the elected representatives, to determine policy and do not act in any way to undermine that right.

Relationship between Council Leader and Council Employees

(xiii) Employees must be conscious of the respective roles played by the Leader and individual Members of the Cabinet. These Members will require additional briefing on areas within their respective portfolios. It will be the responsibility of the relevant Chief Officer to ensure that this is carried out. Employees and Members will need to remember that Cabinet Members are unable to take individual decisions without having first considered an Officer report.

Relationship between Chairmen and Members of Overview and Scrutiny Committees and Council Employees

(xiv) Employees have a duty to ensure that Chairmen of Overview and Scrutiny Committees receive sufficient information to enable them to conduct their roles in respect of both overview and scrutiny.

Officer Relationships with Party Groups

(xv) Meetings of Party Groups are essentially political forums and, as such, not attended by Council employees.

(xvi) Council employees may attend these meetings to provide briefings only with the express permission of the Chief Executive and in such instances a similar briefing should be offered to all the Political Groups on the Council.

Employees' personal relationships with Members

(xvii) Whilst mutual respect between employees and Members is essential, employees should be aware that close personal familiarity between staff and individual Members can damage this relationship and compromise efficient working. Where such a relationship occurs, the employee must, in confidence, bring it to the attention of their Director/Head of Service personally so that the implications for the Council can be discussed and action taken to avoid any difficulties it may present.

(xviii)Employees must not contact Members nor MPs over the heads of managers about personal employment issues. They should speak to their manager and go through established procedures such as appraisal, grievance and appeal procedures. This does not interfere with employees'

June 2012 Page 24

rights, if they are Westminster residents, to correspond with their ward Councillors or constituency MPs on ward and constituency matters.

Managers’ relationships with their staff

(xix) Close personal familiarity between managers and members of their staff can compromise efficient and proper working, and morale in the workplace. Where such a relationship occurs, the manager must, in confidence, bring it to the attention of their Director/Head of Service personally so that the implications for the Council can be discussed and action taken to avoid any difficulties it may present.

5.3 Code extract: Appointment of staff

City Council employees involved in the recruitment and appointment of staff must ensure that appointments are made on the basis of merit. In order to avoid any possible accusation of bias, such employees must not be involved in any appointment, or any other decisions relating to discipline, promotion or pay and conditions for any other employee, or prospective employee, to whom they are related, or with whom they have a close personal relationship outside work.

City Council employees must not provide references on behalf of the Council for employees who are relatives or friends; nor must they provide references to the Council in respect of prospective employees who are relatives or friends

Note: In this code extract. –a) “relative” means a spouse, partner, parent, parent-in-law, son,

daughter, step-son, stepdaughter, child of a partner, brother, sister, grandparent, grandchild, uncle, aunt, nephew, niece, or the spouse or partner of any of the preceding persons; and

b) “partner” in sub-paragraph (a) above means a member of a couple who live together.

Selection and recruitment (including equal opportunities) and other employment matters

HR Wire: RecruitmentHR Wire: Diversity and Equality

(i) All Council appointments must be made in accordance with the Council's Selection and Recruitment Procedures.

(ii) All Council appointments must be made on the basis of merit. The Recruitment Code of Practice and relevant procedures will help to ensure that appointments are made on the basis of merit.

(iii) Employees must:

June 2012 Page 25

not be involved in the recruitment of anyone to whom they are related, nor of someone who is a close personal friend; and

declare any relationship with applicants to the appropriate Director/Head of Service before shortlisting takes place.

6.1 Code extract: Whistleblowing

“In the event that a City Council employee becomes aware of activities which that employee believes to be illegal, improper, unethical or otherwise inconsistent with this Code, the employee must report the matter, acting in accordance with the employee's rights under the Public Interest Disclosure Act 1998, and with the City Council’s confidential “Whistleblowing” reporting procedure designed for this purpose.”

Malpractice/ fraud/ corruption/ whistleblowing (Public Interest Disclosure Act)

HR Wire: Whistleblowing at Work (Public Interests Disclosure Act)Wire: Code of Governance: Anti Fraud Policy and StrategyWire: Code of Governance: Appendix A: Anti Fraud and Corruption Policy and Strategy

(i) The Council is committed to achieving the highest possible standards of

service and ethics in public life and in all its activities. Council employees are encouraged to bring to their managers’ attention any misconduct, suspected misconduct, malpractice or illegal acts or omissions by Members, employees, or by members of the public in relation to the services they receive from the City Council. The Council’s whistleblowing policy has been developed so that employees will know how to raise concerns in the right way at an early stage, and managers understand their responsibilities in relation to allegations of misconduct and impropriety. Issues concerning fraud and misappropriation of Council funds and other property can be reported under the Council’s anti-fraud policy and strategy.

(ii) Employees who make a disclosure reasonably believing that:

a criminal offence has been committed, is being committed or is likely to be committed,

a person has failed, is failing or is likely to fail to comply with any legal obligation to which they are subject,

a miscarriage of justice has occurred, is occurring or is likely to occur, the health or safety of any individual has been, is being or is likely to

be endangered, the environment has been, is being or is likely to be damaged, or information tending to show any matter falling within any one of the

preceding paragraphs has been, is being or is likely to be deliberately concealed

are protected by law (under the Public Interest Disclosure Act 1998) from any victimisation for having raised these issues.

June 2012 Page 26

(iii) The Whistleblowing or anti-fraud policies should be used when employees have concerns that the interests of others or the Council (and therefore its residents) are at risk e.g.

Criminal activities and any activities, suspected or ongoing, which may break the law (including fraud, any form of child abuse, or the abuse of other vulnerable clients)

Disregard for legislation, Council rules, policies and procedures The mistreatment of a service user which may endanger the health

and safety of that service user. This list is not exhaustive

(iv) Employees raising issues, and managers investigating them, will suffer no detriment as a result, provided they act in good faith i.e. they genuinely believe that there is, or may be, substance in their allegations. The City Council will not tolerate any harassment or victimisation of a whistleblower (including informal pressures), and will treat this as a serious disciplinary offence, which will be dealt with under the Disciplinary Code. An employee whose concerns are raised under the whistleblowing or anti-fraud policies but referred for investigation under another procedure will receive the same protection from victimisation under the Public Interest Disclosure Act 1998.

(v) Points to note are:

An employee can raise concerns orally or, preferably, in writing. Any concerns raised by an employee will be dealt with promptly. The concerns will be considered as thoroughly as possible by the

most relevant person, whether this be an internal manager or some appropriate external official or organisation delegated by the Council.

Employees have the right to seek assistance and advice from trade union representatives or Council colleagues; and to be accompanied by a trade union representative or Council colleague at all meetings held under procedure.

The Council will not tolerate complaints which are deliberately made without substance, or are frivolous or malicious. Such cases will be dealt with very seriously and formal disciplinary action may be considered under the Council’s Disciplinary Code.

(vi) Employees are encouraged to raise “whistleblowing” concerns in the first instance via the Whistleblowing policy rather than going straight to external agencies. Reporting concerns to e.g. the press, may seriously undermine any investigation into the issues of concern. Advice can be obtained from a trade union representative or “Public Concern at Work” (phone: 020 7404 6609; web: www.pcaw.co.uk/), an independent charity which gives advice on how to raise concerns about serious malpractice at work. The Council also has an employee advice programme from which impartial and confidential guidance can be obtained (contact details available on the Wire).

June 2012 Page 27

6.2 Code extract: Treatment of information

“Openness in the dissemination of information and decision making is the norm in the way the City Council functions. However, certain information may be confidential or sensitive and therefore not appropriate for a wide audience. Where confidentiality is necessary to protect the privacy or other rights of individuals or bodies, information should not be released to anyone other than a Member, relevant City Council employee or other person who is entitled to receive it, or needs to have access to it for the proper discharge of their functions. Nothing in this Code can be taken as overriding existing statutory or common law obligations to keep certain information confidential, or to divulge certain information.”

Employees' responsibilities for confidential information

(i) Employees must:

be aware of the implications of the Data Protection Act 1998 on the use, maintenance, transfer and disclosure of personal information about employees and the public

not disclose any confidential information to anyone outside the Council, and make sure that this information is kept securely - this applies while working for the Council and after they leave

not disclose confidential information to colleagues unless there is proper authority

take all reasonable steps to protect and safeguard confidential documents etc, particularly if they need to be taken outside the usual workplace

be aware of the appropriate section of the Council’s constitution.

Information concerning people using Council services

(ii) To a large extent, service delivery relies on the people who receive Council services having confidence that information on their private affairs, the contents of their homes and business premises, their circumstances, situations and lifestyles, will be treated with discretion.

(iii) Accordingly, employees must:

treat information about people using Council services with the utmost confidentiality and in accordance with the Data Protection Act 1998 this information must not be passed to anyone who is not authorised to receive it; and

not discuss private homes and/or business premises they may have to go to in the course of their work except where they can show that such a discussion is necessary for service delivery, or is necessary by law

Personal information about colleagues

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(iv) Employees must keep personal details and work records of other employees confidential, and must not reveal these to third parties without authority, or unless the permission of the employees concerned has been obtained, or where it is required by law.

Personal information about Councillors

(v) Employees must keep to themselves information received from a Councillor which is personal to that Councillor and has nothing to do with the Council, except where the Councillor gives permission for the information to be disclosed, or where disclosure is required by law.

Giving information to the media

(vi) Under no circumstances can employees communicate directly with the media (e.g. national and local papers, press agencies, radio, television stations) about their work, or matters concerning the Council, unless specifically authorised to do so by the Chief Executive.

(vii) Employees must refer any approach by the media for an interview, an article and/or comment on Council affairs, to Communications Officers - only Communications Officers and the Chief Executive are authorised to deal with the media direct without prior agreement.

Information concerning competitive tendering, Council procurement activities and best value.

(viii) No business can allow its competitors to know how its business operates -how it calculates its charges and costs, and what its tender price may be. Information of this kind tells competitors how to undercut the Council's tender.

(ix) Therefore, employees must:

remember that a crucial part of preparing for competitive tendering or best value' activities is keeping commercial information confidential, as each affected workforce may be in competition with businesses outside the Council;

seek the agreement of the appropriate Director/Head of Service before any information concerning competitive tendering or best value' exercises is released; and

not use any information obtained in the course of their work for personal gain or benefit, nor pass it on to anyone else who may use it in this way.

(x) This affects both staff directly at risk and those whose jobs are in the "client" areas in their dealings with the in-house contractor and the private competitors. Information is critical and valuable.

June 2012 Page 29

Providing referencesHR Wire: References

(xi) The Council is not legally obliged to provide references. However, the Council will normally provide a reference in response to a request from a prospective employer. Such references must

be honest and factual in all information provided (e.g. the employee’s performance, attendance and, where appropriate, their levels of sickness), and contain no false information, nor information that may mislead by being unrepresentative

be in writing not be verbal so that misinterpretation or misunderstanding are

avoided be prepared with care include records of any disciplinary offences, particularly final written

warnings or dismissals. When including any disciplinary matters in a reference, advice should always be sought from Human Resources as to what can be included or excluded ( eg in relation to references for those working with vulnerable groups/ elapsed warnings) and to confirm date and details

include a disclaimer such as

“Neither Westminster City Council nor (name of the author of the reference) accepts any legal liability for the contents of this reference”

(xii) Employees may give personal references but these must never be on Council stationery and must not imply that they are Council references - any personal reference must make it clear that it is provided on a personal basis.

Employment references and confidentiality

(xiii) The Council is not ordinarily obliged to disclose the contents of an employment reference given for an employee or ex-employee. All references given by the Council may, however, be subject to disclosure to the employee/ex-employee by the new/prospective employer should they be successful or unsuccessful in their application for a position with the new employer. Any document whether in the hands of the current employer or a subsequent employer may be disclosable in legal proceedings where it is a relevant document.

(xiv) See also the code extract on the appointment of staff.

Employees who are unsure whether or not to disclose information

(xv) Employees must ask their manager for advice if there is any doubt as to whether or not information should be disclosed.

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(xvi) Disciplinary action will be taken against staff (or legal action against former employees) who release confidential information inappropriately.

Misuse/falsification of information

(xvii) Employees and applicants for employment must not provide false information when applying for a post with the Council. They must disclose any relationship with a Member or senior Council employee. Failure to disclose such a relationship, or giving false information during the recruitment process, may result in immediate dismissal.

(xviii) Employees must not make false or misleading statements, whether orally or in writing, in respect of Council business. They must not destroy, remove or wilfully damage any document that is still required by the Council.

(xix)The destruction, hiding or removal of any documentation with a view to obstructing or impeding an inquiry or investigation into the conduct of Council business (e.g. under the Council’s disciplinary code) is a serious disciplinary offence.

7.0 Code extract: Attendance Health and Safety

“Employee must -

a) be aware of health and safety law, which is displayed in all workplaces, and the Council’s health and safety statement

b) carry out their work in a safe and proper manner having regard at all times for their own health and safety and that of colleagues and the public

c) comply with the requirements of the Council’s sick pay scheme”

AttendanceHR Wire: Sickness payments and injury allowancesHR Wire: Sickness absence policy

(i) Council employees who are prevented from reporting for work because of illness and/or injury must comply with the Council’s sickness notification/certification. Failure to do so may result stoppage of sick pay and/or disciplinary action.

(ii) All employees must: **after the 20th working d

report punctually at the appointed time at their designated workplaces, at the start of their working day and after any authorised breaks

comply with the sickness absence notification procedure if unable to attend work due to sickness or injury

June 2012 Page 31

ensure that medical certificates are received by the manager in chronological order for the whole period of the sickness absence and are dated within the period of sickness absence in order for sick pay due to be paid;

submit a Doctor’s medical certificate for all sickness absence over 7 calendar days (this is in addition to the-self certification/return to work form);

complete a self certification/return to work form for all sickness absence regardless of length of sickness absence and give it to their manager at the return to work interview;

attend appointments with, or arranged by, the Occupational Health Service;

attend meetings in accordance with the sickness policy; consider self referral to occupational health when appropriate and

ensure that their manager is aware of the appointment note that where self referral is made that no costs will be incurred

without reference to the appropriate manager to secure the relevant budget;

make sure that their line manager is aware of any short term or long term disability. This is to ensure that any reasonable adjustments are considered (this includes difficulties with self-evacuation of a building in the event of an emergency).

(iii) An employee who is absent without authority, makes no contact with the Council and does not respond to letters seeking explanations for their absence, puts at risk their continued employment.

Health and safety

(iv) The Council has comprehenisve health and safety policies and codes of safe working practices on the following subjects:

Accidents AIDS Policy Alcohol and drugs Asbestos Policy Assaults Committee Constitution Contracts Corporate Policy COSHH Policy Display Screen Equipment Electrical Safety Fire Safety First Aid Hazard Reporting Homeworking Induction Kitchens-Health & Safety

Policy

New and expectant mothers No Smoking Policy Noise Policy Occupational Health Personal Property Personal Protective

Equipment Prohibition and

Improvement Notice Records Sharps Site Visits Stress Policy Work Related Road Safety

Policy Workplace Accommodation

Policy Workplace Inspections

June 2012 Page 32

Manual Handling

(v) All employees must:

be aware of health and safety law, which is displayed in all workplaces, and the Council’s health and safety policy statement

be mindful of the Council’s health and safety policies and codes of safe working practices, and carry out their work in a safe and proper manner having regard at all times for their own health and safety and that of colleagues and the public

comply with the health and safety regulations relating to the particular task(s) they are carrying out

complete the health and safety training applicable to their jobs which the Council provides

be famiar and understand the “Employee Health and Safety Guidance Booklet for information and Safety”

report hazards know who their health and safety adviser for their department not be under the influence of drugs or alcohol while at work, including

driving (The Drugs/Alcoholism policy applies in such circumstances.)

smokingHR Wire: Health and Safety:Smoke free policy

(vi) The Council has a smoke free workplace policy which covers all Council work, all areas of Council buildings, and Council vehicles. All employees must comply with this.

(vii) Employees must:

not smoke in any Council premises, enclosed workplaces, or work vehicles at any time

ensure that contractors, consultants, members of the public and any other invited guests also follow the standards set out in the policy

(viii) Managers will use their discretion when allowing their employees

reasonable time away from their workplace in order to smoke. This discretionary decision will be based upon a balance between the employee’s need to smoke, the requirements of the service and the impact upon colleagues.

Frequently Asked Questions

Q1 What is the Code of Governance A1: The Code of Governance is corporate document which details how the City

Council fulfils its responsibility for ensuring that its business is conducted in accordance with the law and proper standards, that public money is

June 2012 Page 33

safeguarded and properly accounted for, used economically, efficiently and effectively; and sets out the proper arrangements in place for the governance of the authority’s affairs and the resources at its disposal.

The Code includes a section entitled ‘Guidance for Officers’ which is intended to assist Officers in their work at Westminster by providing some detail about the governance issues which are particularly relevant, such as the policies and agreed best practice procedures within the corporate framework

Q2 What are HR Policies A2: HR policies serve as the Council’s source documents to managing people

through best practice and compliance with legislation in order to achieve service objective. HR policies underpin standards of conduct expected of employees as summarised in the Employee Code of Conduct

June 2012 Page 34