Staff Code of Conduct 2019 Policy
- The purpose of this Code of Conduct is to support a culture of openness, trust and integrity within all North Lanarkshire Leisure business practices.
- At North Lanarkshire Leisure Ltd. we are committed to conducting all of our business activities with the highest standard of ethical conduct, to respect confidentiality and to act in good faith and exercise due care in all that we do, complying with all appropriate rules and regulations and proactively promoting ethical behaviour.
- We expect all staff to exercise the highest level of integrity, ethics and objectivity in actions and relationships that may affect the organisation, including representing or negotiating on behalf of North Lanarkshire Leisure Ltd.
- Key Principles of The Code
Our Code is based on the following principles which seek to support best practice at every level. As an organisation, we must promote and robustly support the principles and be willing to challenge poor behaviour when it occurs.
You should not take decisions or behave in a way which will result in any financial or other benefit to yourself, your family or your friends. Decisions or actions should be based solely on the Trust’s best interests.
You should not place yourself under any financial or other obligation to an individual or an organisation which might influence you in your work with the Trust.
Any decisions which you make in the course of your work with the Trust, including making appointments, awarding contracts, or recommending individuals for rewards or benefits, must be based solely on merit.
You are accountable to the Trust as your employer, and the Trust is accountable to North Lanarkshire Council and the public.
You should be as open as possible in all the decisions and actions that you take. You should give reasons for your decisions and actions and should not restrict information unless this is clearly required by NLL policy or by the law.
You have a duty of declare any private interests which might affect your work with the Trust.
If you are a manager, you should promote and support these principles by your leadership and example.
3.1 Personal Conduct
You should consistently treat all members of the public, customers and fellow colleagues fairly and equally, and you must follow the Trust’s Equality and Equal Opportunities Policy.
As a NLL team member, you are expected to provide the highest possible standard of service to the public. You should be aware that the way you behave during working hours may affect the reputation of the Trust. You should also remember that misconduct or activities, both in and out of work may give rise to disciplinary action and may ultimately have a bearing on your employment with the Trust.
If you are being investigated for, are charged with or have been convicted of a criminal or civil offence which may affect your work or working relationship with the Trust, you must advise your line manager immediately. The Trust respects your right to privacy and only those incidents which could directly influence your work need to be reported.
You should always remember your responsibilities to the community which the Trust services and ensure courteous, efficient and impartial service delivery to all groups and individuals within that community. You must deal with all members of the public in a fair, equitable and consistent manner.
3.3 Private Interests
You must not let private interest or personal relationship influence your decisions or actions. You must not use your position to further your own interest or to inappropriately further the interests of others.
3.4 Conflict of Interest
NLL staff have an obligation to act in the best interests of the Trust and to avoid situations where there may be a potential conflict of interest. Conflict of interest may arise where an individual’s personal or family interests and/or loyalties conflict with those of the Trust. Where you find yourself dealing with a contractor or potential contractor, and you may have some influence or role in respect of the contract, you should consider whether it would be more appropriate not to deal with this person or organisation. A potential conflict of interest must be highlighted to a senior manager at the earliest possible point. If you are unsure whether a conflict of interest exists, the default position is that you should discuss it with your line manager or another senior manager. It is a legal requirement that you must advise the Trust immediately if you become aware that a contract in which you have a financial interest has been or is proposed to be entered into by the Trust.
If you are involved in the operation of other Trust’s human resource policies, for example, Recruitment and Selection, Managing Absence, Discipline or Grievance, you must declare any interest or relationship to your line manager, where a decision will be made as to whether you can continue to be involved in the process.
You must not do any work, paid or unpaid, for any person, organisation or club if that might result in a conflict of interest. (For contracted employees only. This does not apply to casual workers.)
3.5 Conduct Outside Work
If our behaviour or conduct outside work has any bearing on our employment then this may be taken into account by the Trust in terms of the Discipline Policy. In particular if an employee is charged with committing a crime which could be considered to impact on their employment then he or she is required to notify Line Manager without delay. Examples of this are drug offences, sexual offences, crimes of violence, crimes of dishonesty and driving offences where the job involves the use of a car.
- Privacy and Confidentiality
4.1 The Trust seeks to be open, honest and transparent in what we do. In addition, individuals have a number of legal rights under Freedom of Information or Data Protection legislation to access a wide variety of information held by the Trust. It is important that we aim to be of assistance to people who choose to exercise those rights while at the same time seeking to safeguard the legitimate interests of the Trust as an organisation and its employees.
4.2 Against that background, care should be taken to ensure that information on Trust business, particularly where it may concern options or proposals which are not yet commitments, is restricted to those who have legitimate interest to be aware of it. Accordingly care should be taken to preserve the privacy of individual items of information which inevitably we will come across as Trust employees and also to exercise caution about divulging the business of our employer more generally.
- Gifts and Hospitality
5.1 The Trust has in place a procedure which requires you to advise your Head of Service of any gift or hospitality received by or offered to you in the course of your employment with the Trust. It is important that such procedures are strictly complied with at all times and failure to do so may well be regarded as a disciplinary offence, in the interests of ensuring compliance with high standards of conduct and personal integrity within the Trust. These procedures are available at from the Human Resources Section. Attention is drawn to the legal requirement that an individual shall not, as a result of his or her employment with the Trust, accept any fee or reward whatsoever other than his or her salary.
As a general rule gifts to staff should not be accepted, as the practice of accepting gifts can lead to accusations of bias or privilege towards those giving gifts. However, there may be occasions where gifts can be offered and accepted where there can be little or no suspicion of bias or partiality. For example, where gifts are of token value. In that situation a gift can be accepted. Examples would be pens, diaries and calendars. In such a situation the gift can be accepted and does not require to be registered. If a gift is offered (not of token value) it can only be accepted if authorised by the Managing Director and the gift must be registered (even if not ultimately accepted). Authorisation will be granted where the Managing Director is satisfied that the gift does not give rise to any issues of preference or partiality and that there are circumstances justifying acceptance of the gift.
You should only accept offers of hospitality if there is a genuine need to impart information or represent the Trust in the community. You should only accept offers to attend purely social or sporting functions when these are part of the life of the community or where the Trust should be seen to be represented. All offers of hospitality should be registered, whether accepted or not.
- Personal Presentation
6.1 The Trust expects all employees to observe a standard of personal appearance which is appropriate to the nature of the work undertaken, follows operational requirements and which portrays a professional approach which the public will have confidence in. Our goal is to provide a workplace environment that is comfortable and inclusive for all employers. We expect that your attire will exhibit common sense and professionalism. The required standards are set out in NLL’s Uniform Policy.
6.2 For individuals who do not require to wear a uniform or Personal Protective Equipment (PPE), we support a business casual approach which whilst flexible, is aimed at ensuring we maintain a consistently high standard of appearance.
6.3 Individuals who are required to wear a uniform must ensure that they do so during working hours, unless advised otherwise by their manager. Uniforms must be clean and worn in presentable fashion. Uniforms must not be altered in way without NLL’s permission and remain the property of NLL. Staff must ensure good care is taken of them, and return any uniforms issued on the termination of employment. If you are in a role that requires protective clothing, you are required to wear this clothing while carrying out your duties whenever required by law or by NLL rules.
6.4 The above principles apply at all times. Throughout the year, NLL may choose to take part in organised fund-raising days where the dress code will be relaxed. If fund-raising days are to be held, details will be circulated to employees in advance.
- Financial Regulations & Contract Standing Orders/Whistleblowing
7.1 There are procedures in place to deal with the potential for fraud within the organisation. These are accessible from the Finance Section and again in the interests of the Trust and everyone who works within it, it is of primary importance that these procedures are complied with.
7.2 In order to assist in ensuring high standards of conduct within the Trust, the Trust also has a procedure on Whistleblowing which can be accessed from the Human Resources Section.
- Contact with the Media
8.1 In the course of your employment with the Trust, you should only make contact with the media or respond to enquiries from the media where you have been authorised to do so by the Managing Director or nominated officer. Any such statement you make must reflect the policies and views of the Trust.
8.2 As team members, we need to be very careful how we express personal views on Trust proposals which may affect us and the potential for comments to be misconstrued. It is important that in making any such statements there is clarity that we do so as individual residents and citizens, unconnected with our Trust role or responsibilities.
- Use of Social Networking Websites
9.1 The use of online social networking sites has grown significantly over recent years and is now a significant part of daily life. While these sites can provide a positive way to keep in touch with friends, family or colleagues, it is important to ensure that the informal nature of such sites does not give rise to professional or ethical concerns or breaches of confidentiality by NLL employees.
9.2 Employees must remember that social networking sites are not secure and can be accessed by the general public. It is therefore essential that no information is placed on social networking sites which could:
○ Breach confidentiality, trust or ethics.
○ Constitute harassment of an individual or group.
○ Constitute defamation of character.
○ Discredit services provided by North Lanarkshire Leisure.
○ Discredit North Lanarkshire Leisure as an employer.
North Lanarkshire Leisure email addresses must not be used on any social networking site. Misuse of social media may lead to disciplinary action under the terms of the Disciplinary Policy.
- Co-operation with Internal Investigations and Procedures and with Litigation
10.1 On occasions you may be required to participate in internal investigations arising under the Trust’s Discipline, Grievance and Harassment Policy and may also be required to attend investigation meetings, hearings and appeals as a witness. In addition the Trust may also require the attendance of employees as witnesses or representatives at court or tribunal hearings in which the Trust is involved. These responsibilities, where they arise, should be seen as part of your normal duties and responsibilities.
- Secondary Employment
- North Lanarkshire Leisure Ltd recognises that in some instances employees wish to undertake other employment, whether paid or unpaid, out with the Trust. It is acceptable for employees to have second jobs providing there is (i) no conflict of interest with NLL Ltd and (ii) no impact on their employment in terms of performance and/or attendance within the Trust.
- Complying with the Code
12.1 You are expected to comply with all aspects of this Code of Conduct. Any breach which comes to the Trust’s attention will be fully investigated and appropriate action taken. This may include action under the Trust’s Disciplinary Policy.