Birchip
is a small community with a population of about 800 people. Birchip has an
aging population and less than average representation in the 19 to 40 year old
age range and over representation in the over 60 bracket.
The
economy of Birchip is based on agriculture and for the past 10 years this
industry has been declining in dollar terms because of poor seasons. Average rainfall in the Birchip district
makes it marginal for agriculture at best but with dry seasons the amount of
money left for discretional spending in the community is very low.
Other
employment opportunities in Birchip are the Retail sector, GWM Water, Education
Department, Buloke Shire Council and the Birchip Cropping Group (an expanding
professional organisation for farmers).
Birchip
has below average education levels throughout the population and well below
average income levels. In recent years
districts on either side of Birchip, that are part of the catchment area for
the Birchip Community Leisure Centre (BCLC), have been named as having the lowest
average income in Australia by postcode.
The
town has a strong sporting fraternity made up of the following clubs: Bowls,
Harness Racing, Swimming, Angling, Tennis, Squash, Australian Rules Football,
Netball, Hockey and Golf. Most of these
sports are based at the Birchip Recreation Reserve.
1.2 Birchip Community Leisure Centre
BCLC
was established in 1985 after local sporting clubs got together and decided
that none were big enough to be able to afford large inviting clubrooms with
nice social amenities.
All the
major sporting clubs of Birchip became involved in the project and the Birchip
Shire gave financial backing to the project and the community went ahead and
built a complex that includes changing rooms, squash courts, club rooms, a very
large function area, a bar and first class commercial kitchen able to cater for
and sit well over 200 hundred people in comfort. The current replacement value of the building
is in the vicinity of $2,000,000.
Since
then the Birchip Shire has been amalgamated with several other shires and now
comes under the umbrella of the Buloke Shire Council. The BCLC is the biggest and best public
function centre in the Buloke Shire. The
Buloke Shire has decided it wishes to divest itself of as many public buildings
and associated responsibilities as it can throughout the Shire. In practice this policy means that Buloke
Shire Council will be responsible for major structural changes to buildings it
deems are worth keeping in the public interest but all normal maintenance and
running costs of sporting facilities and recreation reserves will be passed on
to user bodies.
Buloke
Shire Council has handed over the day-to-day running and financing of major
facilities like this to S86 Committees of Management (BCLC Committee of Management).
The
Buloke Shire Council has come up with a complex formula for recreational
funding throughout the shire and this means it will fund the BCLC and
recreation reserve to the tune of approximately $30,000 per year.
The
BCLC is in the middle of the Birchip Recreation Reserve therefore the running
costs for the recreation reserve and the BCLC must all be found by the BCLC
Committee of Management. The annual
running costs for this are just over $210,000 therefore the BCLC must raise
$180,000. So far this has been done by
raising money from the hire of the BCLC, hire of the BCLC kitchen, memberships
to the BCLC and bar sales. The only
other obvious revenue source is to start charging the various sporting clubs
for the use of the facilities.
Charging
clubs for the use of sporting facilities has been actively discouraged because
most other sporting clubs in the region raise significant amounts of money
through alcohol sales and this avenue of revenue is not available to clubs in
Birchip as they are all encouraged to use the BCLC as their venue for social
functions.
With a
population base of only 800 people raising $180,000 dollars from the BCLC is a
significant task. Whilst this may not
seem all that difficult it equates to $225 dollars for every man woman and
child in Birchip or a very significant $900 dollars for an average family.
BCLC is
run by a committee of management, (which is an S86 committee) on behalf of the
Buloke Shire Council. The Committee
consists of one representative from each recreation or sporting organisation in
Birchip. Until recently it had only
representatives from organizations that used facilities in the Recreation
Reserve but this year membership has been opened up to all recreational groups
from Birchip.
Each
group from the community elects a representative to go on the BCLC committee
and this person is there to reflect the views of the organization he or she
represents, therefore they may have no particular management skills.
The
BCLC has had various managers over the years and has struggled to be
financially successful with most of them.
The last long term manager we had was very successful and concentrated
on making the BCLC a profit making enterprise.
1.4 Good Sports Accreditation:
The
BCLC has decided to become a Good Sports Accredited Club. This involves a lot of moves that discourage
heavy and binge drinking, bans smoking and encourages the responsible serving
of alcohol.
Birchip
Community Leisure Centre has currently attained Level 2 accreditation.
The Birchip Community Leisure Centre Inc. Human Resources Policy and
Procedures Manual has been developed to facilitate the implementation and
clearly define Birchip Community Leisure Centre Inc.’s policies on Human Resource
Management.
The Manual provides guidelines to be followed in the administration of
these policies, and assists all employees in defining who is responsible for
each human resource management decision and the correct procedure which is to
be followed.
The policies specified within are consistent with those of best
practice management principles. They have the full support and commitment of
Birchip Community Leisure Centre Inc. Management.
HR policies must be kept current and relevant. Therefore, from time to
time it will be necessary to modify and amend some sections of the policies and
procedures, or for new procedures to be added.
Any suggestions, recommendations or feedback on the policies and
procedures specified in this manual are welcome. This should be provided by
email.
These policies and procedures apply to all areas of operations within
Birchip Community Leisure Centre Inc. and related entities.
▌Policy Statement
Birchip Community Leisure Centre Inc., expects its employees to achieve
and maintain a high standard of ethics, professional conduct and work
performance to ensure the Company maintains its reputation with all internal
and external stakeholders.
▌Objective
To enhance Birchip Community Leisure Centre Inc.’s reputation as a
quality service provider and an enjoyable, stimulating and challenging place to
work.
Application
The policy will be seen to be successfully applied when all employees
are seen to perform their duties professionally with skill, care and diligence.
This includes:
▌ Observing Birchip Community Leisure Centre
Inc. policies and procedures
▌ Treating colleagues with courtesy and with
respect for their rights, duties and aspirations
▌ Employees who do not conform to this standard
of conduct will be subject to disciplinary action as detailed in this manual
▌
Dress
code is strictly black and white
this being white shirt for both male and female and black trousers for men and
either trousers, skirt or ¾ pants for women. Consult with Manager as to
purchase of shirts.
▌
Appropriate
footwear must be worn to protect the feet in case of spillage or breakage.
Birchip Community Leisure Centre Inc. reserves the right to request a
staff member to dress to an appropriate standard as a condition of employment.
If you are in a work environment with
inappropriate clothing you may be sent home to change, before returning to
work.
▌Phone Calls [choose one of the following]
The making and receiving of personal phone
calls must be limited to a maximum of five minutes in duration, unless
otherwise approved by your manager.
Or
It is acknowledged that personal
communication is inevitable and sometimes necessary. It is expected this will
be kept to appropriate or reasonable levels.
Email has legal status as a document and is
accepted as evidence in a court of law. Even when it is used for private
purposes, Birchip Community Leisure Centre Inc. can be held responsible for the
contents of email messages, including any attachments. Access to emails can be
demanded as part of legal action in some circumstances.
It is therefore important that email is used
within the following guidelines:
▌ Email should mainly be used for formal
business correspondence and care should be taken to maintain the
confidentiality of sensitive information. Formal memos, documents and letters
for which signatures are important, should be issued on company letterhead
regardless of whether a physical or electronic delivery method is used
▌ If electronic messages need to be preserved,
they should be printed out and filed
▌ Limited private use of email is permitted,
provided that such does not interfere with or distract from an employee’s work.
However, management has the right to access incoming and outgoing email messages
to determine whether staff usage or involvement is excessive or inappropriate
▌ Non-essential email, including personal
messages, should be deleted regularly from the ‘Sent Items’, ‘Inbox’ and
‘Deleted Items’ folders to avoid congestion
▌ All emails sent should include the approved
company disclaimer
In order to protect Birchip Community Leisure
Centre Inc. from the potential effects of the misuse and abuse of email, the
following instructions are to be observed by all users.
▌ No material is to be sent as email that is
defamatory, in breach of copyright or business confidentiality, or prejudicial
to the good standing of Birchip Community Leisure Centre Inc. in the community
or to its relationship with staff, customers, suppliers and any other person or
business with whom it has a relationship.
▌ Email is not to contain material that amounts
to gossip about colleagues or that could be offensive, demeaning, persistently
irritating, threatening, discriminatory, involves the harassment of others or
concerns personal relationships.
▌ The email records of other persons are not to
be accessed except by management (or persons authorised by management) engaged
in ensuring compliance with this policy, or by authorised staff who have been
requested to attend to a fault, upgrade or similar situation. Access in each
case will be limited to the minimum required to complete the task.
▌ When using email a person must not pretend to
be another person or use another person’s computer without permission.
▌ Excessive private use, including mass
mailing, “reply to all” etc. that are not part of the person’s duties, is not
permitted.
Failure to comply with these instructions is
a disciplinary offence and will be subject to appropriate investigation. In
serious cases, the penalty for an offence, or repetition of an offence, may
include dismissal. Staff need to be continually aware some forms of email
conduct may also be open to criminal prosecution.
▌Internet
The Internet is a facility provided by
Birchip Community Leisure Centre Inc. for business use. Access is authorised by
managers on the basis of business needs. Limited private use is permitted
provided the private use does not interfere with or distract from a person’s
work. Management has the right to access the system to determine whether
private use is excessive or inappropriate.
The following activities, using Birchip
Community Leisure Centre Inc.’s internet access are not permitted:
▌ Attending to personal activities of a
business nature
▌ Viewing, other than by accident, sites of incoming
emails portraying obscene, violent, defamatory and unlawful material and
material that could cause Birchip Community Leisure Centre Inc. to be in breach
of equal opportunity or anti-discrimination legislation, verbally, in writing
or pictorially
▌ Downloading or printing material as described
above
▌ Showing to others, or allowing to be seen by
others, items as described above
▌ Repeated or prolonged use that is not
directly relevant to the user’s work
▌ Introducing computer viruses by failing to
follow company IT procedures
▌ Downloading software from the internet or
from unauthorised disks and CD ROMs on to the internal network
Failure to comply with these instructions is
a disciplinary offence and will be subject to appropriate investigation. In
serious cases, the penalty for an offence, or repetition of an offence, may
include dismissal. Staff needs to be continually aware some forms of internet
conduct may also be open to criminal prosecution.
Birchip Community Leisure Centre Inc. is committed to ensuring all
business relationships with suppliers and clients are legal and based on
professional integrity.
Managers should be notified when a gratuity has been received. If the
gratuity has been received as a thank you for work performed then it should be
noted on the employee’s personal file to ensure it is included in the
employee’s next appraisal.
No employee may give a gratuity to a client without prior approval from
management, such gratuities must always be part of an approved program of
customer relationship management and specific gifts will be purchased centrally
in appropriate quantities with management approval.
▌Policy Statement
Birchip Community Leisure Centre Inc. provides equal employment opportunity
to all qualified persons without discrimination on the basis of age, sex, race,
disability, marital status or religion in accordance with applicable local,
state and national laws and regulations. Birchip Community Leisure Centre Inc.
will make reasonable job accommodation for persons with disabilities who can
perform the essential functions of the position for which they are qualified
and selected.
All employment and promotion decisions will be based solely upon
individuals’ qualifications, experience, prior contribution and demonstrated
capacity to perform at higher or improved levels of performance and will be in
accordance with the principle of equal employment opportunity. Birchip
Community Leisure Centre Inc. will take whatever affirmative action is
necessary to attract and retain qualified persons.
▌Objective
The objective of the Equal Opportunity Policy is to support the
attraction and retention of employees that contribute most to the development
of the Birchip Community Leisure Centre Inc. business.
▌Application
The Equal Employment Opportunity policy will be successfully applied
when the best-qualified and experienced candidates available regardless of
personal circumstances fill all roles.
▌Process
The Equal Opportunity Employment process is reflected throughout
Birchip Community Leisure Centre Inc.’s staff recruitment and retention
processes.
▌Policy Statement
Birchip Community Leisure Centre Inc. is committed to ensuring
employees are treated fairly and equitably in an environment free of
intimidation and sexual harassment. Sexual harassment is an unacceptable form
of behaviour, which will not be tolerated under any circumstances. It is also
unlawful. All complaints of sexual harassment will be treated seriously and
promptly, with due regard to confidentiality. Disciplinary action will be taken
against any employee who breaches the policy.
Sexual harassment is any unwanted, unwelcome or uninvited behaviour of
a sexual nature, which makes a person feel humiliated, intimidated or offended.
Sexual harassment can take many different forms and may include physical
contact, verbal comments, jokes, propositions, the displaying of offensive
material or other behaviour, which creates a sexually tense or hostile working environment.
Sexual harassment can occur between an employee and a co-worker, supervisor,
manager, agent, consultant or contractor.
Sexual harassment is not just unlawful during working hours or in the
workplace itself. The behaviour is unlawful in any work-related context,
including conferences, work functions, business or field trips, and
interactions with clients.
Birchip Community Leisure Centre Inc. encourages any employee who feels
they have been harassed to contact a member of the Executive Committee. The
company aims to provide a working environment, which is free of workplace
harassment or intimidation.
Birchip Community Leisure Centre Inc. recognises comments and
behaviour, which do not offend one person, can offend another. Management
accepts individuals may react differently and expects this right to be
generally respected.
Any complaints or reports of sexual harassment will be treated
promptly, seriously and sympathetically. They will be investigated thoroughly,
impartially and confidentially. Managers and supervisors must act immediately
on any reports of sexual harassment. Employees will not be disadvantaged in
their employment conditions or opportunities as a result of lodging a
complaint.
Appropriate disciplinary action will be taken against anyone in this
company’s employment who is found to have sexually harassed a co-worker.
Depending on the severity of the case, consequences can include an apology,
counseling, transfer, dismissal, demotion or other forms of disciplinary
action. Immediate disciplinary action will also be taken against anyone who
victimises or retaliates against a person who has complained of sexual
harassment.
Birchip Community Leisure Centre Inc. has a legal responsibility to
prevent sexual harassment.
Therefore, managers and supervisors have a responsibility to:
- Monitor the
working environment to ensure acceptable standards of conduct are observed
at all times
- Model
appropriate behaviour themselves
- Treat all
complaints seriously and take immediate action to investigate and resolve
the matter
- Refer
complaints to another manager if they do not feel they are the best person
to deal with the case (e.g. if there is a conflict of interest or if the
complaint is particularly complex or serious)
All employees have a responsibility to:
- Comply with
the organisation’s sexual harassment policy
- Offer support
to anyone who is being harassed and let them know where they can get help
and advice (they should not approach the harasser themselves)
- Maintain
complete confidentiality if they provide information during the
investigation of a complaint (employees who spread gossip or rumors may
expose themselves to defamation action)
▌Objective
To foster a professional, open and trusting workplace.
▌Application
The sexual harassment policy will be successfully applied when all
staff are treated on merit by their managers, by peers, by direct reports and
by all other team members.
▌Process
Making a Complaint:
If you believe you are being, or have been, harassed, follow the
procedure below:
▌ Inform the offender the behaviour is
offensive, unwelcome, and against company policy and should stop (only if you
feel comfortable enough to approach them directly)
▌ Keep a record of the incident(s)
▌ If the unwelcome behaviour continues, contact
your supervisor or manager for support
▌ If this is inappropriate, you feel
uncomfortable, or the behaviour still persists, contact your manager
Receiving a Complaint:
When a manager receives a complaint, he/she
should follow the procedure below:
▌ Listen to the complaint seriously
▌ Treat the complaint confidentially
▌ Allow the complainant to bring another person
to the interview if he/she chooses to
▌ Ask the complainant for the full story,
including what happened step by step
▌ Take notes, using the complainant’s own words
▌ Ask the complainant to check your notes to
ensure your record of the conversation is accurate
▌ Explain and agree next action with the
complainant
▌ If investigation is not requested:
o
Act
promptly
o
Maintain
confidentiality
o
Pass
your notes on to your manager
▌ If investigation is requested, or is
appropriate, follow the procedure outlined
Investigating a Complaint:
When a manager investigates a complaint, he/she should follow the
procedure below:
▌ Interview all directly concerned, separately
▌ Interview witnesses, separately
▌ Keep records of interviews and investigation
▌ Do not assume guilt
▌ Interview the alleged harasser, separately
and confidentially
▌ Let the alleged harasser know exactly what
he/she is being accused of
▌ Give him/her a chance to respond to the
accusation
▌ Listen carefully and record details
▌ Make it clear he/she does not have to answer
any questions
▌ Ensure confidentiality, minimise disclosure
▌ Determine appropriate action based on
investigation and evidence collected
▌ Check to ensure the action meets the needs of
the complainant and company
If resolution is not
immediately possible, the complainant should be referred to more senior
management.
If the resolution
requires the authority of a more senior manager, the complainant should be
referred to the appropriate level.
Outcomes as they
affect the complainant should be discussed with the complainant to ensure that
needs are met, where appropriate.
Potential Outcomes:
If the complaint is
found to be justified, the complainant may be entitled to any or all of the
following:
The complainant may
receive:
▌
Commitment
the behaviour will cease
▌
Private
apology (verbal or written)
▌
Re-credit
of any leave taken due to the harassment
▌
Payment
of medical and counselling expenses
▌
Transfer,
with no job disadvantage
▌
Other compensation
▌Policy Statement
Birchip Community Leisure Centre Inc. will reimburse employees for out
of pocket business expenses incurred in the performance of their role, where
prior approval has been received from a manager.
Tax receipts (showing an ABN if in Australia) must be provided for all
expenses to be reimbursed.
Cash advances, made in advance of anticipated expenses, can only be
approved by the Executive Committee.
▌Objective
The objectives of the business expenses policy are to ensure any staff
are not out of pocket in the course of fulfilling their responsibilities, and
expenses can be correctly allocated to optimise the company’s tax position.
▌Application
The business expenses policy will be successfully applied when all
staff expenses are reported, allocated and reimbursed within 30 days.
▌Process
Minor one off expenses ($50 or less) may be reimbursed through petty
cash. Where possible this should be in advance for a known requirement and
receipts, along with change, should be returned to petty cash.
Expenses for more than $50 or for employees with ongoing individual
expenses requirements should be submitted to Accounts on an Expenses Claim Form
which has been signed off as approved by the employee’s immediate supervisor.
All claims must be submitted by the seventh of the month for the
previous month in arrears. Only one claim should be made per month.
Exceptionally large expense claims may be submitted at the time of incurring
them and not wait until the end of the month.
Payment of reimbursed expenses will be made directly into your
nominated bank account (recorded with Accounts) generally by the 15th
of the month but may take up until the end of the month they are submitted.
▌Policy Statement
All new employees should complete an induction program upon their
commencement. The induction period also refers to the three month probationary
period during which it is recognised all staff may need ongoing familiarisation
with their role, the business, systems and processes.
▌Objective
The objective of the induction policy is to familiarise the employee
with the company, their job, the industry, colleagues, company systems,
processes and policies with a view to ensuring they can make a contribution to business
outcomes as quickly as possible.
The induction should be a combination of standard components as well as
learning specifically tailored to the role.
▌Application
The induction policy will be successfully applied when all new
employees meet their probationary period performance targets.
▌Process
Complete the induction-planning format prior to the employee’s
commencement date.
Introduce the employee to the induction schedule and dates.
Review the progress against the schedule with the employee at the end
of each week.
▌Policy Statement
Birchip Community Leisure Centre Inc. is committed to providing and
maintaining a safe work environment for the health, safety and welfare of our
staff, contractors, visitors and members of the public who may be affected by
our work.
We undertake to provide resources in terms of personnel, time and
financial outlay commensurate with the commitment we place on OHS to achieve
these objectives.
To do this, Birchip Community Leisure Centre Inc. will:
▌ Develop and maintain safe systems of work,
and a safe working environment
▌ Provide information and training at all
levels in the organisation to enable all employees to support this policy
▌ Require all risks to be assessed prior to
engaging in new areas of operation, purchasing new equipment, and implementing
new work methods, and that these risks continue to be reviewed
All persons who are responsible for the work activities of other
employees will be held accountable for:
▌ Identifying practices and conditions which
could injure employees, clients, members of the public or our environment
▌ Implementing steps to control such situations
▌ If unable to control such practices and
conditions, reporting these to their superiors
Birchip Community Leisure Centre Inc. demands a positive attitude and performance with respect to health, safety and the environment by all employees, irrespective of their position.
Birchip Community Leisure Centre Inc. employs a non smoking policy.
Smoking is not permitted on Birchip Community Leisure Centre Inc. property or
offices at any time. Smoking is accepted
to be harmful to the health of those who smoke and those around them (passive
smokers). Consequently, smoking while on
company premises will be considered as gross misconduct and will render an
employee liable to instant dismissal.
7.2
Alcohol, Drugs (& Other
Substance Abuse)
This policy applies to all levels throughout Birchip Community Leisure
Centre Inc.. The policy is not concerned with social drinking or the taking of
prescribed drugs for medical purposes; the concern is directed to instances
where alcohol or other drug dependence or abuse affects the job performance and
or/safety of any employee(s).
Birchip Community Leisure Centre Inc. is concerned by factors affecting
an employee’s ability to safely and effectively perform work to a satisfactory
standard. The Company recognises alcohol or other drug abuse will cause
short-term or long-term impairment to such work performance.
Birchip Community Leisure Centre Inc. is committed to creating and
maintaining a safe, healthy and productive workplace for all employees. Birchip
Community Leisure Centre Inc. has a zero tolerance policy in regards to the use
of illicit drugs on their premises or the attending of other business related
premises (e.g. clients) while under the influence of illicit drugs.
Contravening either of these points may lead to instant dismissal.
Attending work under the influence of alcohol will not be tolerated and
will result in disciplinary action or ultimately dismissal.
Birchip Community Leisure Centre Inc., at times, makes alcohol
available to staff over the age of 18. Limiting the consumption of any alcohol
made available is the responsibility of the employee. Driving under the
influence of alcohol or any other illicit drug is illegal; it is your own
responsibility to ensure you comply with this.
It is the policy of Birchip Community Leisure Centre Inc. to provide
all employees with a safe and healthy working environment by identifying,
assessing and controlling manual handling risks within the workplace.
While managerial staff are ultimately responsible for ensuring the
health, safety and welfare of all staff, all employees are expected to
participate by reporting potential and actual manual handling hazards within
the workplace.
In all circumstances, do not lift or manually handle items larger or
heavier than you can easily support. If you are in any doubt, ask for
assistance.
All employees, including part-time, temporary, and probationary
employees, are eligible for workers’ compensation benefits in the event of an
injury arising from, or in the course and scope of, their employment.
The process to be followed if an injury occurs is as follows:
▌ The first priority in the event of an injury
at work is medical attention
▌ The injured worker or nearest colleague
should initially contact one of Birchip Community Leisure Centre Inc.’s
registered first aid attendants
▌ In the event of any apparently serious injury
an ambulance should be called
▌ Any employee who sustains an on-the-job
injury, experiences a safety incident or near miss must report the incident to
their manager
▌ The manager must then complete a report in
the Register of Injuries, Incidents and Near Misses file
▌ This standard report must include:
o
Employee
details
o
Time and
location the injury/incident occurred
o
Details
of the injury including:
§
Part of
body injured
§
Time
lost
§
Name of
the first aid attendant
o
Details
of first aid treatment
o
Details
of any investigation of the accident
7.3 Total & Permanent
Disability
If an employee is injured while away from work, Birchip Community
Leisure Centre Inc. will allow them to exhaust their paid sick leave,
accumulated annual leave or long service leave.
If the injured employee has used all leave owing, been off work for a
lengthy period and is not fit enough to return to work then management will
discuss with the employee their expectations of returning to work.
If the employee has an incapacity to perform their duties because of
the disability, their employment will be terminated in compliance with the
termination provisions in their employment contract.
Birchip Community Leisure Centre Inc. will hold an injured worker’s
position open for a period of time as stated in the relevant legislation unless
it is not reasonably practicable to do so.
Employees whose employment is terminated due to an incapacity to
perform their duties because of a disability, will be paid all amounts owing to
them, including accrued wages, leave entitlements, severance pay and
superannuation.
At Birchip Community Leisure Centre Inc. we aim to
be an employer of choice– one
where people want to work. As a
business we are committed to giving all members of our team every opportunity
to develop their careers, to contribute to our business and to share in its
success.
The
Performance Management System is designed to support the completion of the work
of the organisation. It will also
define, measure and recognise the contribution of individuals and help the
organisation establish achievable goals for all of its people – it is a team-based approach.
At any stage,
if you have any questions or concerns you can raise them with your Manager.
9.2
Performance
Management Philosophy
We believe everyone
who comes to work really does want to realise their potential and develop their
relationships with others (managers, colleagues and clients).
Work is characterised
by feelings of satisfaction, frustration, opportunity, exasperation,
stimulation, excitement and even feelings of fairness and dishonesty. To succeed and excel, we recognise people need to know what is
expected of them, what authority they have and how they are performing. In addition the approach to managing them
needs to be consistent.
If our organisation
can help its people feel more of the positive emotions and eliminate most of
the negative then we will have come a long way to being an employer of choice.
The Performance Management System is designed to be the foundation for fulfilling careers at Birchip Community Leisure Centre Inc.,
All Birchip Community
Leisure Centre Inc. employees will have position descriptions, these will only
be produced in an agreed format and amendments need to be approved by
Management.
▌Objectives
The objective of all
position descriptions is to provide an accurate picture of the responsibilities
required within specific job roles, the authority levels attached to that role
and a clear explanation as to how the output of the role is to be
measured.
Application
The policy on
position descriptions will be successfully applied when all position
descriptions are used as the basis for performance appraisals and when
amendments are completed within 14 days of a performance appraisal
discussion. Any changes to position
descriptions deemed necessary by managers will be communicated as soon as
practicable to the employee and this will be implemented by both parties signing a copy.
▌Process
Introduction and Amendment of Position
Descriptions
All employees will
receive individual briefings on their position descriptions from their Manager.
Position descriptions
will always be discussed in detail at job interviews and all new employees are
to be given a copy of their position description with their letter of offer.
9.4
Probationary
Period Reviews
▌Policy Statement
All new
employees are appointed with the intention of the placement being permanent
unless otherwise stated in the letter of offer.
All new
employees will serve a three-month probationary period to ensure both Birchip
Community Leisure Centre Inc. and the employee are happy with a permanent
commitment to the role. Managers should
engage new employees in informal performance based feedback regularly and have
specific meetings to discuss progress after one and two months respectively.
Prior to
the completion of the three month probationary period new employees will
undergo a performance appraisal to provide feedback on performance, guidance on
future direction and to set selected specific objectives for the next
performance appraisal period.
▌Objectives
The
objective of the probationary performance appraisal is to ensure both Birchip
Community Leisure Centre Inc. and the employee are satisfied the role is as
agreed and a re-commitment to the permanent nature of the position can be made.
▌Application
The policy
on probationary performance appraisals will be successfully applied when all
probationary appraisals are completed within three months of employment
commencing.
Process
▌ The
manager and the employee will agree on the date for a performance appraisal
meeting. In the case of all probationary
period appraisals, this must be before the completion of three months of
service.
▌ The
manager will prepare a written performance appraisal in the approved format and
provide this to the employee at least 48 hours before the meeting.
▌ The
manager and the employee will meet and agree any objectives for the next
appraisal period.
▌Policy Statement
All
employees will undergo performance appraisals with their immediate managers on
timing that is based on the level of their role. All performance appraisals will be timed from
the date employment commenced. This is
to ensure performance management is a regular, rather than occasional
management responsibility. Performance
appraisals are completely separate from remuneration reviews.
▌Objectives
The objective of the
performance appraisal system is to constantly monitor progress of the
capabilities and achievements of employees, to facilitate the ongoing
development of team members and to identify when an employee has demonstrated
readiness for greater responsibility.
The objective of
individual performance appraisals is to review work performance on the basis of
both capabilities and achievement of specific performance objectives. Performance appraisals also provide feedback
to Birchip Community Leisure Centre Inc. on the achievability of objectives and
the capability of managers to manage their employees.
▌Application
The policy on
performance appraisals will be successfully applied when all employees’
appraisals are completed within the required time frames.
▌Process
▌
The manager and the employee will agree on the date
for a performance appraisal meeting. This must be within the allowable time
frame for each role. The frequency of performance appraisals is noted on
position descriptions.
▌
The manager will prepare a written performance appraisal
in the approved format and provide this to the employee at least 48 hours
before the meeting.
▌
The manager and the employee will meet and agree any
objectives for the next appraisal period.
9.6
Professional
& Personal Development
▌Policy Statement
Birchip
Community Leisure Centre Inc., in partnership with the employee, will maintain
a professional and personal development plan for each employee. Birchip Community Leisure Centre Inc.’s role
in this is as a supportive facilitator.
It will be up to the employee to take a leading role in managing his or
her own development within an approved structure.
Birchip
Community Leisure Centre Inc. will consider funding for professional and
personal development on its merits.
Birchip
Community Leisure Centre Inc. may, from time to time, require employees to
attend specific training or instruction delivered by internal or external
facilitators. This may be on or
off-site.
Development
may take the form of training, education, mentoring, coaching or counselling.
▌Objectives
The
objective of the professional and personal development policy is to provide a
structured environment for learning and development for the individual within
and external to the company.
▌Application
The policy
on professional and personal development will be successfully applied when
employees are managing their own development plans.
▌Process
▌
During the appraisal process the manager will identify
and document in which areas further training may enhance the employee’s
performance. The manager will identify
specific courses where possible.
▌
The employee and manager will then work together to
complete a professional development plan for the employee.
▌
In response to this the employee can source his or her
own solutions instead of, or in addition to, the manager’s suggestions. Requests to attend these should be submitted
in writing to the employee’s immediate manager and must include:
o
Suggested dates
o
Costs
o
Anticipated outcomes
▌Policy
Birchip Community Leisure Centre Inc.’s policy is to provide
superannuation benefits to all employees to assist them to prepare for
retirement and provide options for coverage in the event of death or permanent
incapacity. Birchip Community Leisure Centre Inc. will as a minimum, comply with
legislation in this area.
▌Process
Employees can nominate a super fund of their choice when they commence
with the Company. All employees must belong to a superannuation fund whilst
employed by Birchip Community Leisure Centre Inc.. Contributions made by the
company and employee will cease when the employee is of an age in accordance
with occupational superannuation standards.
Employees may make their own contributions in addition to those made by
Birchip Community Leisure Centre Inc.
▌Procedure
On commencement an employee should complete a super choice form.
Superannuation contributions will be deducted directly from an
employee’s salary. These deductions will terminate when the employee is 65
years of age.
▌Policy Statement
Birchip Community Leisure Centre Inc.’s policy is all employees are
entitled to leave in accordance with the relevant awards/agreements and
statutory provisions. Where the attached practices conflict with employment law
for an employee, or group of employees, the law will take precedence. Leave for
full time employees will generally be 20 days per annum plus gazetted public
holidays in the workplace jurisdiction.
All employees are entitled to a minimum of 20 days annual leave a year
on completion of 12 months of service. Leave entitlements are calculated from
date of commencement.
It is preferred annual leave is not accrued from year to year.
Employees are expected to co-operate in taking annual leave as requested when
the business closes for the Christmas break.
In the first 12 months of employment, employees can only take annual
leave once it has accrued (or at management’s discretion), unless required by
management to take annual leave over the Christmas period.
In some circumstances, leave in advance of accrual may be approved and
the relevant manager will assess each request individually. This may be
conditional on the individual agreeing to the Company deducting any advance in
the event of termination, or to the employee accepting leave without pay.
Applications for annual leave should be lodged four weeks in advance.
Leave application forms should be filled out and forwarded to payroll for
action. Annual leave will count towards continuous service. This is relevant to what we discussed with Bobby
Management must sign off any annual leave requests.
As per the Workplace Relations Amendment (Work Choices) Act 2005, personal leave, carer’s leave and sick
leave have all been aggregated under the title personal leave.
An employee should notify his/her manager as soon as possible if he/she
is unable to attend work due to illness or injury. Absences of two or more days
in a row require a medical certificate.
Employees are entitled to 10 days of personal leave every 12 months.
Paid personal leave accrues on a pro-rata basis and is cumulative.
Personal leave for illness immediately prior to or following a gazetted
public holiday requires a medical certificate.
If all personal leave accumulated has been taken, then an employee is entitled to a period of up to two days unpaid personal leave per occasion (e.g. when a member of the employee’s immediate family or household requires care or support).
10.3
Compassionate/Bereavement
Leave
Compassionate leave is paid leave taken by an employee for the
purposes of spending time with a family member/member of employee’s household,
who has a personal illness, or injury, that poses a serious threat to his/her
life, or after the death of a family member/member of the employee’s household.
Each employee is
entitled to a period of two days paid compassionate leave for each occasion
where a family member has died or the employee needs to spend time with a
seriously ill family member
Management will assess each application for compassionate leave individually.
Compassionate leave will count towards continuous service.
You will be entitled to long service
leave in line with the provisions of the appropriate legislation in your state.
Employees should give reasonable notice of intention to take long service leave and payment will be made at the normal hourly rate of pay.
Long Service Leave will count towards continuous service.
Female employees with at least 12 months of continuous service are
entitled to maternity leave.
Maternity leave is unpaid leave which is available for a minimum period
of six weeks and for a maximum period of 52 weeks if the employee is the
primary carer. Other types of leave can be taken in conjunction with maternity
leave providing the total period of absence does not exceed 52 weeks.
Any employee taking maternity leave is required to take at least six
weeks continuous leave after the date of the birth of her child. The employer
may, with 14 days notice, require the employee to commence maternity leave
within six weeks of the presumed confinement date.
Applications for maternity leave should include personal details, a
medical certificate detailing the expected date of confinement or birth,
proposed commencement date and duration of leave. The employee should give
advice as to whether superannuation payments will continue.
Where the pregnancy is terminated other than by birth of a living child
and the employee has not commenced maternity leave, her entitlement to such
leave ceases to exist. However, an employee may be entitled to special
maternity leave, as specified by her doctor, if the pregnancy has extended
beyond 28 weeks, and is terminated other than by birth of a living child.
Details of return to work date must be given four weeks in advance. The
employee is entitled to return to the position held prior to taking maternity
leave or to an alternative position of comparable status and pay.
Maternity leave will not count towards continuous service.
▌
Transfer
to a Safe Job
If a pregnant employee provides a doctors
certificate stating she is fit to work but is unable to continue in her present
position she is entitled to be transferred to a safe job. If transferring the
employee to a safe job is not reasonably practicable then the employee is
entitled to paid leave for the period during which she is unable to continue in
her present position (as stated in the medical certificate).
A pregnant employee is only eligible to be
transferred to a safe job if she is entitled to, and has formally applied for,
maternity leave.
This entitlement is in addition to any other leave entitlement and does not
reduce the period of maternity leave to which an employee is entitled.
Permanent male employees
with at least 12 months continuous service are entitled to paternity leave.
Paternity leave is unpaid leave available for a minimum period of one
week at the time of confinement and a maximum period of 52 weeks if the
employee is the primary carer.
Other types of leave can be taken in conjunction with paternity leave
providing the total period of absence does not exceed 52 weeks.
Applications for paternity leave should include personal details, a
medical certificate detailing the date of confinement or birth, proposed
commencement date and duration of leave. Additionally, the employee will need
to provide a Statutory Declaration stating he will be the primary carer. The
employee should give advice as to whether superannuation payments will
continue.
Where the pregnancy is terminated other than by the birth of a living
child and the employee has not commenced paternity leave, his entitlement to
such leave ceases to exist.
Details of the return to work date must be given four weeks in advance.
The employee is entitled to return to the position he held prior to taking
paternity leave or to an alternative position of comparable status and pay.
Paternity leave will not count towards continuous service.
An employee seeking to adopt a child may take up to two days of unpaid
pre-adoption leave to attend any interviews or examinations required to obtain
approval for the adoption.
Employees adopting a child under the age of five years are entitled to
take up to 52 weeks of unpaid adoption leave (shared between both parents).
This leave is only available when the adopted child has not previously lived
continuously with either parent for at least six months and is not a child or
stepchild of either parent. Parents may take up to three weeks unpaid leave
simultaneously when an adopted child is placed with them.
Other types of leave can be taken in conjunction with adoption leave
providing the total period of absence does not exceed 52 weeks.
Employees are entitled to study leave to undertake further education
courses relevant to Birchip Community Leisure Centre Inc.’s business and
approved by the Company.
The maximum amount of study leave that should be approved is four hours
per week to attend lectures or 10 full days per year for those who are studying
by correspondence and who are required to attend residential courses.
Applications should be lodged four weeks in advance by filling out a training
course application form and forwarding to payroll.
Employees are entitled to paid leave to sit an examination.
Days in excess of this entitlement are at the discretion of the
manager.
Study leave will count towards continuous service.
Time-in-lieu will be granted to those employees who are required by
their manager to work outside of their normal job function. All time-in-lieu
granted will be added to the employee’s annual leave.
The Birchip Community Leisure Centre Inc. will maintain time-in-lieu
accounts, which will record time-in-lieu credits and debits. This allows management to provide time-in-lieu
as a discretionary benefit. Generally,
time-in-lieu should be taken within the same financial year within which it is
accrued.
Time-in-lieu must be pre-approved by the appropriate manager.
Approval of leave without pay is at the discretion of management.
The employee should submit an application giving personal details,
employment details, the amount of time and the reason for the leave.
Other types of appropriate paid leave should be used before approval
for leave without pay can proceed.
Failure to return to work on the date stipulated may result in loss of
continuity or termination. Extension of leave will be considered on an
individual basis. An exchange of letters is required setting out all
conditions.
Leave without pay will not count towards continuous service.
Employees may donate blood during working hours without loss of pay
provided that:
▌
The payment will be for up to two hours, once in each quarter of the year
▌
The time fits in with work requirements
▌
It is with the approval of their immediate
supervisor on presentation of an attendance card authorised by the Red Cross
Transfusion Service
Employees are entitled to paid leave to serve on a jury. An employee on
jury service should provide official evidence of requirement to attend and
attendance at the court.
Employees should declare the amount paid to them by the court and
Birchip Community Leisure Centre Inc. will reimburse them the difference
between the amount received and their base salary.
Jury duty leave will count towards continuous service.
10.11 Emergency Services Leave
If an employee needs to take temporary absence from work because of
voluntary emergency management activities (e.g. dealing with an
emergency/natural disaster on a voluntary basis, as a member of SES, CFA, Army
Reserve, CERT etc) then they must make a request to management for leave.
The total absence for such leave must be reasonable (take into account
current work deadlines etc) and must be agreed between the employee and
management.
Birchip Community Leisure Centre Inc. may refuse a request by an
employee to attend emergencies if they are urgently required at work. If an
employee does not accept the decision of the directors and leaves work without
permission, they may be subject to disciplinary proceedings including
dismissal.
▌Objective
The objectives of the leave policy are to ensure all staff have
adequate time away from work for family holidays, special events, rest and
recreation while avoiding the build up of large amounts of annual leave not
taken on the Company balance sheet.
▌Application
The leave policy will be successfully applied when staff take appropriate breaks from work and when all annual leave is taken within the calendar year.
▌Process
All planned leave will be taken at a mutually agreed time and will take
into account workload requirements and an employee’s individual needs.
Leave must be approved in advance with the exception of sick leave or
special leave where absences cannot be anticipated.
A leave form should be completed, signed by the employee’s manager and
forwarded to payroll for action.
▌Policy Statement
All
staff should adhere to the travel and accommodation policy when travelling on
Company business. The Company recognises
business travel is generally an inconvenience and seeks to make such
inconvenience more comfortable at a cost that is appropriate for the Company’s
size and cash flows.
▌Objective
The
objective of the travel and accommodation policy is that the employee can be in
the required location to do business and be ready to do business. All travel arrangements are intended to be
comfortable, practical and economical ensuring the employee endures no
discomfort when they are required to travel or stay away from home.
▌Application
The
travel and accommodation policy will be successfully applied when travel is
completed within budget at no discomfort to the employee.
▌Policy
Birchip
Community Leisure Centre Inc.’s policy is to use a preferred airline for
approved business travel.
All
our travel, both domestic and international is to be booked at economy class
rates or the lower available discount fare, unless otherwise approved by
management.
▌Process
Booking
requests are to be made on the booking/authority form which should be forwarded
to the nominated booker.
At
least three days notice and wherever possible, the maximum period of notice of
bookings required, should be given, to allow maximum use of available
discounted fares.
▌Policy
Birchip
Community Leisure Centre Inc. has arrangements with various hotel/motel groups.
Persons requiring accommodation should enquire from the nominated booker as to
the availability of current deals in various locations.
Capital
city and major provincial city accommodation should be booked wherever
practicable through the previously nominated bookers.
Accommodation
in country areas will be at the discretion of the traveller but should take
maximum advantage of available corporate membership plans and lowest available
rates.
All
accommodation and meal charges are to be paid by the user, unless the relevant
manager has previously agreed an alternative arrangement. Where there is more
than one employee present, meal charges should be paid by the most senior
employee.
The
preferred method of payment is by an accepted credit card. Expenditure will be
reimbursed on production of a personal expenses claim form.
No
accounts will be opened in the Company name. No charges are to be invoiced
directly to the Company, unless previously authorised by the relevant manager.
Under no circumstances are accounts to be opened or operated at restaurants,
hotels etc.
▌Process
See
Expenses Reimbursement.
▌Policy
If
it is necessary to travel by rail or coach, arrangements and authorisation as
for air travel will apply.
▌Policy
Approval
must be obtained from the employee’s manager before any vehicle is rented.
Car
rental may not be the most cost effective form of local transportation,
considering rental, insurance, fuel, mileage and parking charges. For short
distances in a day, taxis may be the more economical form of transport.
Birchip
Community Leisure Centre Inc. does not have accounts with any car rental firms.
All rentals are to be paid for by the employee and claimed as personal
expenses.
Car
rental is to be used only when other means are unavailable, more costly or
impractical. The class of car should be a small sedan, unless a larger vehicle
is absolutely necessary. Insurance for car rental must be incurred on the
rental contract and signed for. If an accident occurs, the rental company
should be advised promptly.
▌Policy
Employees
who are travelling on work related business and who require the use of a taxi
for travel should pay the fare and then forward an expenses form with receipt
to accounts to be reimbursed.
▌Policy
Unless
required for permanent parking of a particular vehicle, no reserved parking places
are to be maintained for general use. It is more cost effective to pay casual
rates or catch taxis.
Parking
fees will be reimbursed for business purposes. However, the Company will not,
in any circumstances, pay for parking infringement penalties or fines.
Work social events are optional
events for employees. All employees need to organise their own transportation
to and from the venue unless previously organised by management.
▌Policy Statement
Birchip
Community Leisure Centre Inc. has a human resources’ strategy that recognises
the value of its people. Part of this strategy is the fair treatment of all
employees. This requires a minimum standard of conduct and performance be
agreed, set and communicated with all employees. If employees do not meet this
standard, appropriate corrective action, such as training, should be
undertaken. Discipline should only be engaged with an employee on a performance
issue if all other corrective action has failed to achieve the desired result.
Where
an employee has deliberately breached a Company policy or procedure, or engaged
in misconduct, disciplinary procedures should be initiated.
Employees
should be treated fairly and the proper procedures should be followed.
Employees
must be made aware of their responsibilities, counselled and given the
opportunity to reach the standards expected of them and the chance to defend
themselves before action is taken.
It
is a requirement to have a third party attend a disciplinary meeting, and notes
taken be signed as a true record of discussions.
The
expected standard must be clearly defined and the measurement criteria
understood. A reasonable date for achievement of standards must be agreed. This
should be shown as a minimum time, e.g. within one month.
For
serious issues, employees must be advised in writing and such advice should be
recorded on the employee’s personnel file.
▌Process
▌
Poor
Performance
Wherever
possible the Performance Management System should be used to manage employee
performance. However, there may be times
when performance, conduct or employee attitude need to be immediately
addressed.
If employees
fall below required performance standards and performance management processes
have not been adequate to address the issue they must be personally counselled
and then given written confirmation of their deficiencies in performance (a
written warning).
Such written
warnings must clearly define the deficiency, the expected standard, by when it
should be achieved, how the company will help the employee achieve the
improvement required and the consequences of failing to do so.
A record of
all meetings, training and/or coaching given and a summary of discussions must
be kept by the manager concerned and a copy placed on the employee’s personnel
file. This should include date, location and time of discussion.
If an
employee consistently fails to meet agreed standards, he/she has been
counselled and appropriate support/training has been offered and/or given, then
further action is required. This may lead to the employee being dismissed.
If an
employee has not been performing as required, and:
▌
All possible corrective action,
including training and coaching, has been undertaken
▌
The manager concerned has
documentation showing the conversations taken place, agreed action plans, and
other communication with the employee
▌
The employee has been informed of
the standards required and his/her performance deficiency(ies) with action
plans in writing on at least two occasions and the consequences of
failing to met the required standards
▌
The employee has been given the
opportunity to appeal or respond to the issues highlighted on each occasion
▌
No other suitable option, or other
appropriate positions, are available
If all these
processes have been followed, and there has been no improvement in the
employee’s performance, then the employee may be dismissed*.
▌Misconduct
Managers are
expected to investigate misconduct and proceed through the following steps:
▌
A verbal warning should be given to
an employee for minor misconduct. A record of the warning must be kept by the
manager and should be signed by the employee. The employee must be given the
opportunity to respond
▌
If the unacceptable behaviour
continues, a written warning will be issued, and signed by the employee as
being received and understood. The employee must be given the opportunity to
respond
▌
A second written warning should be
given to an employee if he/she requires further discipline for the same or a
related issue, and also signed by the employee as being received and
understood. The employee must be given the opportunity to respond
▌
Employees who have been disciplined
three times are subject to dismissal*
▌
Details of disciplinary actions
should be recorded on the employee’s personnel file and removed after six
months if further disciplinary action is not required
If a manager
considers the allegation to be serious, and it requires further investigation,
an employee should be suspended on base pay for a maximum of two weeks while an
investigation takes place. The individual must be informed, in writing, of the
details of the allegation and advised he/she is under investigation. The
employee must sign this notice as being received and understood.
This letter
should invite the employee to present his/her version of events to the
investigating officer and inform he/she that a representative may accompany
them. The only purpose of the
representative’s visit is to observe – they are not participants.
Should we
consider an employee’s conduct likely to lead to a situation in which we may
wish to dismiss without notice, a diary must be kept at all times to record
incidents and conversations and associated matters which may be needed in
subsequent proceedings. The relevant manager is responsible for keeping this
diary. This manager should also issue a written warning that a continuance of
such behaviour will lead to instant dismissal.
▌Gross or Serious Misconduct
Summary
(instant) dismissal for gross or very serious misconduct is possible (depending
on the facts involved) for the following: insubordination, drunkenness,
dishonesty, assault, deliberately endangering the safety of others, commission
of a criminal offence on our site, and objectionable language**. Managers must, however, consult
with senior management prior to taking this action*.
In such
cases follow the procedure below:
▌
Investigate the alleged offence
thoroughly, including talking to witnesses, if any
▌
Ask the employee for his/her
response to the allegation (taking notes of this discussion)
▌
Consult with the next most senior
manager regarding possible action
▌
If still appropriate, following a
thorough investigation, terminate/dismiss the employee
▌
Keep a file on all evidence
collected and action taken in these circumstances
All
procedures must be followed in accordance with employment equal
opportunity/anti-discrimination legislation.
*Note: In
all such cases ‘procedural fairness’ guidelines will apply. This means the
warning and dismissal process must allow the employee to offer their view of
the events concerned. The employee must have every chance to defend
himself/herself and has the right to appeal a decision made. If this process is
not followed an Industrial Relations authority may overturn the dismissal.
**Note: For some offences Birchip Community Leisure Centre Inc. retains
the right to report the matter to the police where charges may be laid. The police will be notified with regard to
any criminal act against the Company or another member of staff. Management has a duty of care to shareholders
and staff and at all times will be subordinate to legal process.
▌Policy Statement
During
all stages of the disciplinary process employees have the right to appeal
against any disciplinary action taken against them.
An
employee, who believes the disciplinary action taken against them is unfair, is
able to appeal the process.
An
appeal will be treated fairly, dealt with discreetly and actioned promptly.
This
policy should be read in conjunction with the grievance policy.
▌Process
An
employee is entitled to lodge a written appeal to their supervisor’s manager
detailing his/her objections to the disciplinary action within three working
days of notification.
Managers
should:
▌
Acknowledge receipt of the
employee’s objection
▌
Investigate the matter thoroughly
▌
Report back to the employee within
seven days
If
the appeal is disallowed an employee is entitled to appeal to the next most
senior manager.
The
next most senior manager should investigate the matter and report back to the
employee within 10 working days.
The
employee has no further right of appeal under this process if the second appeal
is disallowed.
All
procedures must be followed in accordance with employment equal
opportunity/anti-discrimination legislation.
▌Policy Statement
Birchip Community Leisure Centre Inc. supports the
right of every employee to lodge a grievance with his/her manager if the
individual believes a decision, behaviour or action that affects their employment
is unfair. We aim to resolve problems and grievances promptly and as close to
the source as possible with graduated steps for further discussions and
resolution at higher levels of authority as necessary.
Grievances should be actioned discreetly and promptly
dealt with in an objective manner.
▌Process
The employee should attempt to resolve the complaint
as close to the source as possible. This can be at a quite informal and verbal
level. If the matter is not resolved then further steps need to be taken.
All available attempts to settle a grievance before
starting the formal grievance process should be taken.
For the formal grievance process to begin,
complainants must fully describe their grievance in writing, including dates
and locations wherever possible and the remedies sought.
The person(s) against whom the grievance/complaint is
made should be given the full details of the allegation(s) against them and
should have the opportunity and reasonable time to respond before resolution is
attempted. The duration of this should not exceed one week.
If resolution is still not reached, the matter will be
referred to the Managing Director for consideration and final decision. A
grievance taken to this level must be in writing from the employee.
The employee’s manager will forward to the Managing
Director any additional information thought relevant. The Managing Director
will provide a written response to the employee and also communicate with any
other parties involved.
If the matter is still not resolved, the employee will
be advised of his/her rights to pursue the matter with external authorities if
they wish.
In some circumstances, it may not be appropriate for
an employee to discuss his/her grievance with the immediate manager. Grievances
relating to harassment would fall into this category and an employee should be
able to make their approach to a more senior manager.
All procedures must be followed in accordance with
employment equal opportunity/anti-discrimination legislation.
The above procedure takes place for individual
employee grievances. Whatever the final outcome, it will affect the attitudes
of each party and their long-term relationship. Management at executive level
should review the issues, which sparked the grievance, so the dispute does not
reoccur.
▌Policy Statement
Birchip Community Leisure Centre Inc.’s policy is to
ensure all staff who are faced with a traumatic event in a work environment are
provided with immediate support and counselling, by a professional, external
provider.
Traumatic events can include being the victim of a
robbery or assault, witness to such an event, witness to a significant injury,
or death of another employee or any other person, within the work environment.
Post-trauma counselling must be provided to employees
involved in such situations. In normal circumstances, such employees should be
sent home, and referred to appropriate counselling agencies.
The company will pay for such counselling for a
reasonable period.
▌Objective
The objective of the post trauma counselling policy is
to provide immediate care to any staff affected and to support their return to
work.
▌Process
▌
Check
employee(s) are okay etc.
▌
Be
prepared to listen:
o
To the
facts
o
To how
he/she is feeling
o
Do not give
advice, direction or comment on how they should act or react.
▌
Identify
local providers of post-trauma counselling and advice. In more serious cases,
arrange an immediate telephone interview from a qualified counsellor. In all
traumatic circumstances, encourage the employee to attend counselling. Arrange
a time for counselling for him/her. A number of counselling sessions may be
required or appropriate.
▌
It is
recommended a supervisor speaks directly to a counsellor after a telephone
interview. This is to ensure support for the employee’s well being.
▌
The
counsellor may make recommendations on how the employee should get home and
which family and friends should be contacted for additional support.
▌
In
consultation with a counsellor, maintain contact with the employee as
recommended.
▌
Following
the employee’s return to work, maintain vigilance regarding their state of mind
and discuss any concerns with the counsellor prior to speaking to the employee.
▌
Remember
to fill in appropriate workers compensation reports where appropriate. Contact
the insurance company early in the process, as they do not cope well with a
claim if there is no medical certificate.
During your employment with Birchip Community Leisure
Centre Inc. all intellectual property developed by you, discoveries or
inventions made by you in the performance of your duties related in any way to
the business of Birchip Community Leisure Centre Inc. or any related bodies
corporate will be the property of Birchip Community Leisure Centre Inc. or its
related bodies corporate. You will be required to do everything necessary to
ensure Birchip Community Leisure Centre Inc. or its related bodies corporate
has ownership of such intellectual property (including, if required assigning
such intellectual property to Birchip Community Leisure Centre Inc., a related
body corporate or any entity that Birchip Community Leisure Centre Inc.
nominates).
From time to time during the course of your
employment, you may be given access to sensitive information, data, company
property, keys to premises or any other company related property/information.
It is expected employees will treat this as intellectual property and therefore
it should be stored securely either physically and/or electronically. Failure
to properly look after company information or property will result in
disciplinary proceedings including dismissal.
Prior to your employment with Birchip Community Leisure
Centre Inc., you may be conducting business activities, which potentially give
rise to real or perceived conflict of interest with Birchip Community Leisure
Centre Inc.’s objectives, and future activities.
In such circumstances, any business or other external
interests that have a real or perceived conflict of interest should be declared
to Birchip Community Leisure Centre Inc..
The Company will review the potential areas of conflict
with the employee and mutually agree on practical, commercial arrangements,
which may include, but is not limited to, the following:
▌ Birchip Community Leisure Centre Inc. purchases the intellectual property right of the business in question
▌ You combine your business into Birchip Community Leisure Centre Inc. business and you are compensated accordingly
▌ You cease your business or remove yourself from active involvement
You will at all times advise management of any other interests you or any related bodies corporate in which you participate, have or are potentially entering into that could cause conflict with your employment, interests or commitment in Birchip Community Leisure Centre Inc..
Where there are external involvements that do not represent a conflict of interest, these must not affect performance or attendance whilst working at Birchip Community Leisure Centre Inc.. If such involvement does affect performance or attendance it will be considered as a conflict of interest giving rise to the remedies described above or disciplinary proceedings including dismissal.
Approval must be given from management before approaching any customers for commercial or non-commercial external interests. This includes fund raising, sponsorship and similar activities.
You are required to observe and uphold all of the Company’s privacy policies and procedures as implemented or varied from time to time.
Collection, storage, access to and dissemination of employee
personal information will be in accordance with the principles of the Privacy Amendment (Private Sector) Act 2000.
If you would like any clarification of any of
the policies or procedures contained within this HR Manual, please contact the
Executive Committee who will be glad to provide guidance and support.
