RELATIONSHIPS AT WORK POLICY

 Contents

1          Purpose.

2          Scope.

3          Definitions.

4          Conflicts of interest.

5          Declaration of relationship.

6          Recruitment and selection.

7          Supervision/management issues.

8          Behaviour whilst at work.

9          Client relationships.

10        Harassment.

11        Breach of this policy.

12        Related policies and documents.

13        Further information.

14        Policy owner.

1                         Purpose

1.1                   We seek to conduct our business with the highest standards of integrity and professionalism. Whilst we recognise that personal relationships may exist or develop within our working environment, we aim to ensure that, where such relationships exist, the behaviour of all involved remains appropriate.

1.2                   This policy is intended to protect the interests of all parties; provide guidance in areas where personal and working relationships overlap; and ensure that employees do not behave improperly, or commit acts of bias, abuse of authority or conflict of interest, or find they are open to allegations that they have done so.

1.3                   It aims to:

·          assist managers in dealing promptly and effectively with issues involving close personal relationships at work

·          inform employees of the standards we expect and of the likely consequences of any failure to meet these

·          deal with issues involving close personal relationships at work in a fair and consistent way, maintaining confidentiality where possible.

1.4                   This policy should be read and applied in conjunction with our policies on equal opportunity and bullying and harassment. It is not contractual but indicates the way we wish to address the issue of personal relationships in the workplace.

2                         Scope

2.1                   This policy applies to all employees and workers, at all levels of our business.

3                         Definitions

3.1                   Personal relationships include family relationships, sexual relationships, very close friendships and close business, commercial and financial relationships.

4                         Conflicts of interest

4.1                   All employees must avoid any actions which may lead to a potential or actual conflict of interest or breach of confidentiality. We do not seek to discourage personal relationships, but request that such relationships are declared immediately it becomes likely that the relationship may have an impact on our business, or that a conflict of interest or breach of confidentiality may arise.

4.2                   Examples of such relationships include those between an employee in a position of authority and another employee (e.g. a manager and a direct report); between a recruiting manager and a job applicant; or between an employee and anyone who is either a supplier (or potential supplier) of goods and/or services to us, a client or parent (or potential client / parent) of ours or a competitor.

4.3                   Close personal relationships are of concern to us only where there may be an abuse of the employee's position of trust, a breach of our required standards of propriety, a compromise of professional standards, a conflict of interests or a potential breach of confidentiality.

5                         Declaration of relationship

5.1                   Any employee who has a close personal relationship as described above should declare the relationship to a director. This will be treated in confidence. Employees who are unsure as to whether a relationship should be declared may seek advice in confidence from their line manager.

5.2                   Whilst not a bar to employment, job applicants may be asked to declare any personal or family relationship with existing employees on their application form.

5.3                   Employees who believe that a conflict of interest may exist are advised to raise this with their manager immediately. This includes any external employment or separate business interests of their own or their colleagues’ spouse, partner or family which might conflict with their duties to us.

6                         Recruitment and selection

6.1                   If an employee involved in any recruitment activity has a close personal or family relationship with a candidate, the employee should declare this to the recruiting manager as soon as they become aware of the candidate's application. In such situations, it would normally be appropriate for the employee to have no further involvement in the selection process. This is to ensure that any recruitment decisions are made on an objective and fair basis.

6.2                   When making the recruitment/selection decision, fair consideration will be given to the impact the relationship may cause within the working environment, any resulting risks or conflicts of interests and any steps which could be taken to resolve these factors.

6.3                   It is acknowledged that employees sometimes refer suitable candidates to us for existing vacancies. All applicants must follow our standard recruitment process and submit an application form which should be considered on the basis of the set criteria, alongside all other candidates. It is emphasised that the best candidate for the role should be selected, in line with our equal opportunity policy.

7                         Supervision/management issues

7.1                   Where an employee declares a close personal relationship with a colleague, the respective line managers will meet with the employees individually to consider the impact the relationship may cause within the working environment and any resulting risks or conflicts of interest (such as potential breaches of confidentiality) which may be caused by the relationship.

7.2                   If the two employees work within the same team or department, the manager will need to consider the impact (or perceived impact) the relationship will have on other colleagues in the team and the steps that need to be put in place to address any resulting issues (for example, with annual leave requests and working patterns).

7.3                   Where a close personal relationship exists between a manager/supervisor and employee reporting directly to them, consultation should take place with the Director on any steps to be taken.

7.4                   Where practical, an alternative line manager should be identified, or consideration given to transferring one of the employees to a suitable alternative role. Any such transfers will be mindful of the need not to discriminate on grounds of gender or any other protected characteristic.

7.5                   Where no suitable alternative report or role exists, additional measures may need to be put in place following consultation with those affected (in particular, responsibility for certain procedures such as performance reviews, grievance or disciplinary issues may need to be reallocated). Normally, the manager should not be involved in the promotion, performance review or any other management activity which could advantage or disadvantage the other party and/or leave the manager open to allegations of favouritism or bias. Additionally, staff in a close personal relationship should not work together in any circumstance whereby a conflict of interest, breach of confidentiality or unfair advantage may be perceived to be gained from the overlap of personal and professional relationships. In such circumstances, it may be necessary to inform other members of staff about the relationship to explain a change of management arrangements: this will be discussed with the individuals concerned before it is disclosed.

7.6                   In all such cases, and in line with standard accounting practice, managers or supervisors should not in any circumstances be responsible for any financial process which could benefit the other party, including authorising pay increases or bonuses, timesheets, overtime, or expense claims.

7.7                   It should be emphasised that meetings with employees who declare a relationship will focus on determining whether there is a potential or actual conflict of interest and if so, to determine what, if any, steps may need to be taken. We respect the individuals' right to privacy in such situations and will not seek to discuss details of the relationship itself. Brief written notes of the meetings should be made, and a copy given to each employee as a record of any agreed actions. These notes will be held securely on the employees' personal files.

7.8                   Should the personal relationship present a significant serious potential risk to us and we feel that the risks cannot be properly managed, and where we are unable to offer suitable alternative arrangements which adequately reduce those risks, we may then need to consider termination of employment on the ground of “some other substantial reason”.

8                         Behaviour whilst at work

8.1                   All employees are expected to conduct themselves in a professional manner and to deal sensitively with any confidential information to which they may have access.

8.2                   Exceptionally, a close personal relationship, particularly between two employees working in the same team, may begin to have an adverse effect on their own and/or their colleagues' work. Examples of this would include spending work time discussing personal matters, communicating confidential information to which the other would not normally have access, causing difficulty or embarrassment to colleagues by arguing in the workplace or by public displays of affection, not communicating with each other as the result of a disagreement or the ending of a relationship.

8.3                   Should such types of behaviour, which have a negative impact on work, start to occur, the individuals concerned would normally be invited to a meeting to discuss this, and informed of the impact their behaviour is having on their colleagues. If the behaviour continues, disciplinary action will result. This is not because of the existence of the relationship, but because of any negative impact it is having, for example, on other employees, or on our reputation or integrity.

9                         Client relationships

9.1                   Where proposals for work are being sought from potential clients, or we are considering a change of supplier, employees are requested to declare any close personal relationships which could affect our impartiality.

9.2                   If we are in a position of applying for external funding or grants, it is imperative that any personal relationship to the grant holder or funding manager is declared.

10                     Harassment

10.1                Harassment includes behaviour that is offensive, frightening or in any way distressing. We have a separate policy on bullying and harassment which makes it clear that such behaviour is totally unacceptable.

10.2                Where an employee has been coerced into a relationship against their will, it will be treated as harassment. Similarly, continued unwanted personal contact with an individual after a relationship has ended will be regarded as harassment.

11                     Breach of this policy

11.1                Any employee who feels they have been treated in a way which is contrary to this policy should raise this either formally through the grievance procedure, or informally with their manager.

11.2                Any breach of this policy by employees will be fully investigated and may lead to disciplinary action.

11.3                If a personal relationship is not declared and this results in an unfair advantage or disadvantage, this will be considered a very serious matter and may lead to disciplinary action, including dismissal.

12                     Related policies and documents

·          Bullying and harassment policy

·          Equal opportunity policy

·          Grievance policy

The above list is not exhaustive.

13                     Further information

Any queries or comments about this policy should be addressed to your line manager in the first instance.

14                     Policy owner

This policy is owned and maintained by the Directors.