Section 3: Working Arrangements

The acceptance of gifts and hospitality by employees in their individual capacity could be viewed with suspicion by members of the public and make an employee and English Rural vulnerable to inducement allegations. With this is mind English Rural shall not give or receive hospitality or gifts other than of a modest nature and appropriate to the activities of English Rural. The Chief Executive will be responsible for implementing this approach to comply with regulatory requirements.

The Chief Executive will implement recording and self-certification by all members and employees of a declaration of gifts, hospitality, and declaration of interests in addition to any pecuniary interests.

As a matter of course, Board Members and employees should ensure that:

• Personal gifts with significant monetary value are not accepted;

• Hospitality is not accepted if it could be seen as a way of exerting an improper influence over English Rural’s decisions; and

• Gifts and hospitality offered, whether accepted or not are formally recorded in a register, apart from inexpensive items, such as working meals or free calendars.

Acceptance of Gifts

Modest gifts of a promotional nature, given by way of trade advertisements to a wide range of people, such as, calendars, diaries and pens are acceptable. Modest gifts are considered to have a value of £25 or less, any gift valued higher than this must be declared to the Chief Executive.

If you receive a significant gift without warning (for example via the post), you should immediately inform your manager or the Chief Executive of this matter. The Chief Executive will then become responsible for deciding upon the appropriate action to be taken. This action may involve the return of the gift to the sender or forwarding it on to some charitable or deserving cause. The Chief Executive should inform the donor in writing of the action taken.

There may be occasions where it is not possible to refuse a significant gift without giving offence or where it would be churlish to refuse. In such cases, you should immediately inform the Chief Executive and complete the relevant notification form, which should be forwarded to the Chief Executive for entry on the register of Gifts and Hospitality.

Offers and Acceptance of Hospitality

English Rural acknowledges that in order to carry out its business effectively and pursue its publicity, from time to time it is appropriate that English Rural and its employees should either give or be in receipt of hospitality.

The following hospitality would generally be considered acceptable:

• An offer of a drink following a site visit;

• Hospitality offered by other non-commercial or charitable bodies, provided that there is a general understanding that no indebtedness will result from the acceptance;

• Invitations at functions where you represent English Rural in an official capacity;

• A working lunch.

Corporate entertainment, (the Chief Executive’s advice should be sought before accepting any such invitation).

The policy on offering hospitality is to ensure that:

• No gifts of a significant monetary value are given or offered;

• Hospitality is not offered if it could be seen as lavish, or as a way of exerting an improper influence over the decisions of another person or organisation.

English Rural will comply with the NHF’s Code of Governance and related documents.

You should recognise that failure to follow this Code of Conduct in relation to Gifts and Hospitality may damage English Rural and its work, so will normally be viewed as a disciplinary matter, which will be subject to English Rural’s Disciplinary and Dismissal Policy.

Introduction

English Rural expects all employees, at all times to act honestly and with integrity. Fraud is nevertheless an ever-present threat and must be a concern to employees, Board Members, and partners.

The purpose of this policy is to set out your responsibilities with regard to fraud prevention, what to do if you suspect fraud and the action that will be taken by management.

Fraud is a form of dishonesty, involving either false representation, failing to disclose information or abuse of position, undertaken in order to make gain or cause loss to another. Theft is dishonestly appropriating property belonging to another with the intention of permanently depriving the other of it.

Examples of types of fraud and theft include but are not limited to:

• Forgery or alteration of invoices, purchase orders, expense claims, cheques, drafts, letters, contracts, etc.;

• Misuse of English Rural’s bank account;

• Fraudulent credit or debit card transactions or charges;

• Stealing or ‘skimming off’ money from cash collections;

• Creation of false employee’s expenses claims, overtime, or other claims;

• Any misappropriation of funds, supplies or any other asset owned, or service provided by English Rural;

• Any irregularity in the handling or reporting of any transactions;

• Misappropriation or misuse of English Rural’s property, equipment, materials, information, or records;

• Seeking or accepting anything of material value from vendors, consultants or contractors doing business with English Rural in breach of the Code of Conduct;

• Any computer related activity involving the alteration, destruction, forgery, or manipulation of data for fraudulent purposes or misappropriation of English Rural owned software;

• Any claim for reimbursement of expenses not incurred completely and exclusively in the performance of one’s official duty;

• Identity fraud/theft;

• Any similar or related irregularity.

Computer fraud is where information technology equipment has been used to manipulate programs or data dishonestly (for example, by altering, substituting, or destroying records, or creating false records), or where the use of an IT system was a material factor in the perpetration of fraud.

We are committed to maintaining an honest, open, and well-intentioned atmosphere within our working environment. It is also committed to the elimination of any fraud occurring within the organisation, and to the rigorous investigation of any such cases.

English Rural would encourage you, should you have reasonable suspicions of fraud, to report them without fear of reprisal, as long as the concerns are genuine and have been raised in good faith. You can therefore be confident that you will not be victimised as a result of reporting reasonably held suspicions of fraud. These principles are contained within our Whistleblowing Policy.

English Rural’s responsibilities

The Chief Executive maintains a Fraud Register and records all cases of actual or attempted fraud and or theft together with the actions taken. It shall be available to the Board and the Regulator at any time.

All cases of actual or attempted fraud or theft will be reported to the Audit and Standards Committee, the Board, and the Regulator.

Anti-Fraud Procedure

The following procedure for the reporting of Fraud and Theft is to ensure that you and the Board are aware of the actions that need to be taken in the event of detected or attempted frauds.

• All cases of fraud or theft, including instances of reasonable suspicion of attempted or suspected cases, must be reported immediately to the Chief Executive or Director who will report the matter to the Chief Executive;

• The Chief Executive will discuss the matter with the Chairman and initiate an enquiry. If the suspected irregularity involves the staff member’s superior, a higher manager is to be advised (or the Chairman if the irregularity involves the Chief Executive or any Director);

• The Chief Executive and/or the Chairman will report to following as appropriate:

-  The Chairman of the Audit & Standards Committee

-  The Board

-  Internal Auditors

-  Insurers

-  External Auditors and the Police – once there is prima facie evidence of fraud

-  The Regulator – Fraud in excess of the amount as specified by the Regulator from time to time.

Any act of fraud perpetrated or attempted by you, irrespective of how low its value, should be reported to the Regulator.

• • The Chief Executive shall in consultation with the relevant Director and other officers and/or professional advisers will determine how the matter is to be investigated. The Chief Executive will take all necessary and appropriate actions to investigate any suspected irregularity, and shall have full powers to suspend an employee during such investigations;

  •  Actions to recover any money or value lost shall be implemented and, once there is prima facie evidence of fraud, the police, insurers, and auditors are to be notified immediately. The actions taken will be reported to and reviewed by the Audit & Standards Committee.

In the case of proven fraud, or suspected fraud of a serious nature, English Rural reserves the right to refer the matter to the police or other relevant authorities at the earliest possible juncture. Notwithstanding this, and following appropriate investigations, the Chief Executive will determine whether to invoke action in accordance with our Disciplinary and Dismissal Policy and proven allegations may result in a finding of gross misconduct and immediate dismissal.

Overview

English Rural is an established and highly respected company. We have a reputation for providing excellent, professional services and we enjoy strong relationships with our residents and partners for developing and managing affordable rural homes that benefit local communities.

News and social media are frequently interested in English Rural and as an honest, open and responsible organisation and there is an expectation that we are responsive to information requests. This is also important as in many ways the good reputation on which English Rural trades benefits from the understanding of the services that we offer.

Purpose

This policy exists to guide the approach taken to media enquiries and ensure that information disclosed by English Rural is timely, accurate, comprehensive, authoritative and relevant to the overall corporate activity. Adherence to this policy is intended to provide an effective and efficient framework to facilitate the timely dissemination of information.

Scope

This policy applies to all employees and Board or Committee Members of English Rural. This policy covers all external news media including broadcast, electronic, print, and social media and serves to guide staff in developing a positive two-way relationship with the media.

Designation of Company Spokesperson

The Communications Officer is designated as English Rural’s principal media contact and will, where necessary, designate the appropriate company spokesperson enquiries received.

The Communications Officer, in consultation with the Chief Executive and relevant colleagues within English Rural, will consider each media inquiry to determine the best way to provide information and agree the line to be taken on particularly sensitive or controversial issues. In the absence of the Communications Officer, the Chief Executive will take this role.

Promotional Activities

In consultation with the Communications Officer and Governance & Executive Support Manager, employees and Board Members at English Rural will seek to:

• Identify opportunities to increase public awareness and understanding of English Rural, the services provided and our future prospects for growth.

• Promote a positive public and internal image of English Rural and the work it does to key audiences, which include residents, development/corporate partners, and peers.

Depending on the situation, an employee may be asked to be a spokesperson on a particular issue due to their knowledge, experience, and expertise. The Communications Officer will advise that designated spokesperson to prepare them for the media interview as needed.

Guidelines for Talking with the Media

A reporter, producer or other news media may contact you for a number of reasons, for example:

• To get information about English Rural;

• To get information about a recent unexpected event such as an emergency incident, thefts or arrests, accidents or injuries, customer or employee complaints or accusation about the conduct of an employee;

• To get information or comment about an action or event that could impact our industry;

• To get general information on a topical story in your community.

Refer all media calls to the Communications Officer in the first instance (or in their absence the Chief Executive). Please do not say you are not allowed to talk to a reporter or have to get permission to do so. Instead, tell the reporter: “English Rural’s policy is to refer all media inquiries to the communications lead in the first instance and they will be contacted shortly with a response.”

Employees should then contact the Communications Officer with details of the reporter’s name, organisation, date and time of query, nature of enquiry, response made and the source of response.

Please act quickly and professionally when approached by the media to ensure that the reporter’s form the correct impression of English Rural and their deadline is met. This is important because the way this call is handled may be the reporter’s first impression of English Rural and that first impression may end up in the story published or the news segment broadcast.

Do not let a reporter compel you to answer questions on the spot. It is always beneficial to prepare in advance in order to provide accurate and relevant information.

All statements should be prepared in consultation with the Communications Officer and supplied in a written format unless otherwise agreed. Likewise, all press releases should follow an agreed format and be approved by either the Communications Officer and/or Chief Executive before being circulated.

For the benefit of internal communications all press releases should also be circulated internally and added to the company website.

Dealing with Negative Issues

The work of English Rural can often involve complex and confidential matters that can have a direct impact on service users, staff, and the general public. Quite understandably, such issues are often in the domain of public interest and as such can attract considerable media scrutiny, both negative and positive.

If and when mistakes are made, or controversial decisions taken, these will be communicated to the media in a frank, factual and open way. Where necessary an apology will be given, and an explanation provided of how things will be put right. A well-managed response to the media not only reduces tension, it can also promote a positive image to the outside world.

Making/issuing rebuttal statements

Where possible the Communications Officer will monitor press and social media for both misinformation and attacks on English Rural, which could be damaging to the organisation’s reputation. As the range of press and social media outlets is quite large, staff are requested to alert the Communications Officer to potentially damaging information.

Where these are felt to be unjustified or where untruths have been printed or facts interpreted wrongly, appropriate members of staff will be consulted and a rebuttal statement issued, if and where deemed appropriate. Personal contact, briefing notes and letters to the editor are rebuttal tools that can be used. Again, time is of the essence and a speedy response is essential at all times.

Media Monitoring

The Communications Officer is responsible for monitoring both analogue and digital media for positive and negative mentions of English Rural. Positive stories will be promoted via appropriate channels. Negative stories will be referred to the Chief Executive and an agreed response will be drafted in accordance with the guidelines above.

All staff are responsible for identifying both positive and negative stories about English Rural and bringing them to the attention of the Communications Officer in the first instance.

Guidelines for Photographs and Film

A similar process as described above will be used when someone from the media is requesting permission to take photographs or to film developments owned and managed by English Rural.

Employees should take details of the call and refer them to the Communications Officer. Decisions about allowing access for photography and filming will be based upon a number of considerations including but not limited to:

• What does English Rural have to gain from the photo and filming?

• How much disruption will be caused to English Rural and its residents?

• What impression does the development to be included give?

• Does the facility look “picture perfect” good?

• Have residents and others who appear given their consent?

Introduction

The English Rural IT & Information Security Policy ensures that all staff, contractors, and third parties use technology responsibly, securely, and in compliance with data protection laws such as GDPR. This policy safeguards our IT resources, data, and digital communications to support our mission of providing high-quality housing services to rural communities.

All staff are required to read, understand, and adhere to the principles outlined in this policy. Any misuse or failure to comply may result in disciplinary action.

All staff members must read and understand the full English Rural Information Technology & Information Security Policy.

What follows is a brief summary of the above policy:

Key Policy Areas

1. Acceptable Use of IT Resources

• IT resources (computers, email, internet, mobile devices) must be used for business purposes and in a responsible manner.

• Limited personal use is permitted as long as it does not interfere with work or violate security rules.

• Prohibited activities include accessing inappropriate content, using personal cloud storage for business data, and downloading unauthorised software.

2. Information Security

• Confidentiality, Integrity, and Availability of data must be maintained at all times.

• Access controls ensure that only authorised users can access specific data and systems.

• Data encryption is used to protect sensitive information.

• Monitoring of IT usage may occur to prevent security threats and ensure compliance.

3. IT Security and Access Management

• Strong passwords and multi-factor authentication (MFA) are required for system access.

• IT systems are protected by firewalls, antivirus software, and network security controls.

• Only authorised personnel may install software or make configuration changes.

• Lost or stolen devices must be reported immediately to IT.

4. Email and Internet Usage

• Email must be used professionally and in accordance with GDPR.

• Phishing emails must be reported—do not click on suspicious links.

• English Rural’s internet is for business use only, with limited personal browsing permitted.

• Social media use must align with English Rural’s values and confidentiality requirements.

5. Mobile Devices & Remote Work Security

• All mobile devices must be encrypted, password-protected, and secured when not in use.

• Remote access to company systems must be through a VPN.

• Personal devices used for work must comply with English Rural’s security policies.

• If a device is lost or stolen, immediate reporting is required.

6. IT Incident Reporting

• Any suspected security breaches, phishing attempts, or lost data must be reported immediately.

• High-priority incidents (e.g., data breaches) require urgent escalation to senior management.

• The IT team will assess, contain, and investigate incidents, with corrective actions implemented.

7. IT Equipment and Physical Security

• All English Rural IT equipment must be used responsibly and stored securely.

• Devices should never be left unattended in unsecured locations.

• IT assets must be returned when an employee leaves the organisation.

• All physical records containing personal data must be securely stored and shredded when no longer needed.

8. Use of Artificial Intelligence (AI) at English Rural

• AI tools may be used for automation, data analysis, and operational support.

• AI cannot make final decisions on sensitive matters—human oversight is required.

• AI tools must comply with data protection laws (GDPR) and be approved by IT before use.

• AI must not be used to process personal data without explicit consent or to generate misleading content.

• Staff must undergo training before using AI tools.

9. Policy Updates and Compliance

• This policy is reviewed regularly to stay aligned with security best practices, regulatory changes, and organisational needs.

• Staff are responsible for staying updated on policy changes and must acknowledge compliance.

• Any non-compliance with this policy may result in disciplinary action, including restricted access to IT systems or termination of employment.

Introduction

This policy sets out the arrangements for employees who work from their home, either on a regular basis as part of their normal pattern of work, or on a one-off or occasional basis.  This policy also forms part of English Rural’s approach to offering flexibility to employees and whilst homeworking is not practical for all positions, it could be considered as part of flexible working arrangements.

Working at or from home on a temporary or occasional basis

There are a number of circumstances where it may be appropriate for you to work at home. These may include when you:

• Need a quiet time to write a report;

• Have a backlog of administrative tasks;

• Have difficulty in getting to work because of a public transport dispute or adverse weather conditions;

• Are fit to work but may be contagious;

• Can reduce travelling time by starting your visit(s) from home rather than the office;

• Have a sick relative at home for whom you must be present in emergency situations, or you need to be present for a few days while the person is recovering from an operation.  This will only be allowed where it is clear that you will be able to get on and work.  It would not usually include looking after a young child who is unwell and would be expected to require regular attention.

Normally these arrangements will be agreed between yourself and your manager.  In such cases it is necessary to ensure that the health and safety guidelines set out here are implemented and that the outputs and levels of communication are agreed prior to homeworking taking place.  Other elements of the guidelines set out here may also be useful to you and your managers, depending on the situation.  

Working from home on a regular or permanent basis

If the majority of your duties are carried out from your home, it means that your home, rather than English Rural’s premises, is your main place of work.  When considering this option, it is essential for both you and your manager to consider all aspects of the working arrangement and to ensure that the guidelines for health and safety are implemented.  The guidelines set out here will provide a framework for considering all aspects of working from home.

Consideration of requests for frequent homeworking

Employees or management may initiate requests for Home Working.

All Home Working arrangements will be subject to the prior agreement of your manager, on the basis that clear outputs are identified in advance, which can be checked and monitored. Your manager should be able to contact you at agreed time(s) of the working day whilst working at home, which in some situations may differ from the usual working times. 

Some people may find it difficult to work at home.  This may be due to distractions, unavailability of a separate working area or because they feel too isolated. The needs of those people will be considered.

Any request will be considered on its merits.  Jobs that involve project work or identifiable output may be suitable for working at home.  Jobs providing services to customers at their premises may be suitable for working from home.  Jobs that are unlikely to be suitable or practical are those that provide a direct service to customers for example, employees in a reception area or those that require access to shared specialist equipment.

If you wish to work at home, you should approach your manager for an informal discussion and then complete an Application for Homeworking form which can be found in Appendix L.

Decision–making guidelines

A number of points will be considered in deciding whether Homeworking is appropriate, including the impact on service delivery. Some of the key considerations will be:

• Is there a need for some of the team to be office-based and if so, how will it be achieved?

• How will service needs or customer demands be affected?

• What impact will Homeworking have on the efficiency of the organisation?

• Is it possible for your work to be done in the home environment – what will the impact be on your family and other residents of the home?

• What are the implications for supervision / monitoring of your work – are you self-disciplined and able to work without close supervision?

• Do you have suitable accommodation at home – free from distraction?

• Do you have suitable IT equipment at home, or will English Rural need to supply the necessary equipment?

• Do you need access to files that cannot be taken home?

• Is working closely with the team or colleagues in other teams a key element of your work?

• Is the work of a confidential nature? What secure storage arrangements are required / available?

• What are the implications for work colleagues and the team as a whole, including your interactions with the team?

• Will your work activities have to be reviewed / changed in order to accommodate Home Working and what implications will that have?

• What arrangements will need to be in place to contact you e.g. telephone or email?

• Would working from home assist you if you are disabled? 

• What are your reasons/motivation for working from home (either on a temporary or permanent basis?)

The final agreement to support Home Working will rest with the relevant manager and Chief Executive, who are responsible for ensuring that all relevant issues are properly addressed.  Decisions to allow Home Working will be reviewed regularly and in the event of any difficulties arising, the arrangement may be terminated.

All requests for Home Working when agreed will be subject to a six months’ trial before final agreement.  If thought necessary, the trial period may be extended for up to a further six months. A six-monthly review will then take place to check that the arrangement or personal circumstances have not changed.

If a request is declined

If a request for Home Working is declined, reasons for the refusal will be given to you. 

Responsibilities

Manager’s responsibilities include: 

• agreeing clear objectives and measurable outputs;

• dealing with any issues raised;

• ensuring that, where necessary a risk assessment is completed;

• reviewing the home working arrangement at 6-monthly intervals, particularly to ensure that you are still only working on an ad-hoc basis;

• ensuring that the correct equipment and technology, e.g. access to network data, is in place (note that you are responsible for providing your own equipment); and

• recording and monitoring the working at home time.

You must ensure that you:

• provide one day’s notice of your intention to work at home (your managers’ agreement to the home working arrangement will be dependent on the extent of cover in the office);

• identify the specific work to be undertaken at home and discuss and agree this with your manager beforehand;

• have access to appropriate technology and equipment. (You may borrow equipment, e.g. a laptop if one is available but Sign Health will not purchase equipment or make arrangements to install broadband unless there is a sound business case);

• have adequate space to work at home;

• if applicable, undertake a risk assessment of your premises;

• inform your manager and colleagues where you are working and how you may be contacted;

• notify your manager if an accident or injury occurs while working at home; and

• inform your manager by telephone if you are ill on the day you should be working at home and follow the sickness reporting procedure.

Health and Safety

The cornerstone to effective management of health and safety is risk assessment. The time and effort put into the assessment must be commensurate with the risk. 

A Home Working Risk Assessment Checklist (see Appendix M) must be completed prior to any Homeworking taking place. You can complete it if you have been trained and have adequate knowledge and experience to appreciate hazards. Alternatively, a manager or safety professional may need to visit you at home. Both you and your manager will retain a copy of the completed form. (The Health and Safety Executive has published a guidance document on Homeworking which can be found on hse.gov.uk/home-working.

Your manager will review the assessment prior to any Homework taking place.

You must ensure that all reasonable care has been taken to ensure that you work in a safe working environment and in a comfortable position. Breaks must be taken to prevent undue tiredness or injury.

English Rural reserves the right to check your home working areas for Health and Safety purposes. The need for such inspections will depend on the frequency you are working at home and the nature of the work undertaken. 

If an accident or injury occurs while working at home, you must notify your manager without delay to allow an investigation to take place if necessary. 

Communication procedures

Home Workers are expected to come to the office regularly, and your manager will agree how often you should attend and/or contact the office via phone or email. 

Your managers must contact you at least once a week, or at more frequently agreed intervals, to monitor and provide feedback on work undertaken and to inform you about organisational developments.

Managers may also set up a ‘buddy’ relationship for you whereby team members keep one another informed of day-to-day happenings. This also helps to reduce the level of isolation and unreleased pressure that some home-workers may otherwise experience.

Your manager should ensure that home working arrangements do not adversely affect other team members who continue with traditional working arrangements.

You must make arrangements with your manager to collect and send work related post. Receipts are required for any stamps used and money will be redeemed in line with usual arrangements.

Management monitoring procedures

Setting targets

Your manager will set targets, so you have a clear idea as to what is expected of you when working at home.  Your manager can also use such targets to monitor how you are progressing in regard to quality and quantity of work and if you need any assistance, training and/or support.

Sickness

If you are ill on a day that you should be working at home, you must inform your manager by telephone and follow English Rural’s sickness reporting procedure.

Hours worked

The times to be worked while at home must be agreed in advance if they are not in accordance with your contractual hours or (agreed) flexible working hours.  

Colleagues, clients and your manager need to know when you are contactable.

The total hours worked should fall within your contractual hours.

You must notify your team by telephone or email if you are away from your home office for any reason.

Any extra hours worked at home should be agreed in advance.

Training and development

Training will be provided for you when taking up partial or full home working arrangements with your manager. This training is normally undertaken before you start home working.This will include health and safety issues, personal security, looking at the implications of working at home and how best to manage these.  Whilst working at home you will have equal access to training and development as your team members. 

Supply of equipment

Your manager will agree with you on the equipment required, having due consideration for cost and general business practice for you to be effective in your day-to-day duties. Items of equipment commonly used include: 

• Communication links

• Telephone

• Possibly Fax

• Laptop or desktop and monitor

• Printer

• Lockable filing cabinet

• Chair

• Desk

• Stationery supplies i.e. pens, paper, files etc.

Requests for equipment must be included on the Homeworking Application form.

The use of laptop computers will be restricted to essential tasks and so far as reasonably practicable docking stations, separate keyboards and input devices will be provided.

Where equipment is provided employees must:

• Take reasonable care of it;

• Use it only for the work of English Rural;

• Use it only in accordance with any operating instructions;

• Return it to English Rural when requested.

Electrical Equipment 

Electrical sockets and other parts of the domestic electrical system are your responsibility.

If English Rural provides electrical equipment it will ensure that it is tested and inspected prior to issue and again as necessary.

You are responsible for visual inspection of electrical items, checking for loose or damaged cables, etc. Defective items must not be used.

ICT Equipment and Security 

Your manager should liaise with the IT section regarding any specialist equipment needs, to check compatibility of home equipment or to set up connections.

When working at home, you need to comply with English Rural’s IT and email policies. Appropriate anti-virus software should be installed on any home computers being used when working at home and all software in use should be properly licensed. These will be your responsibility. Access to all organisational information must be password protected.  You must take reasonable steps to ensure any company information cannot be accessed by other householders.

IT suppliers or maintenance contractors will need to be allowed access to the equipment in the home for maintenance and the updating of software programmes etc. Alternatively, it will be your responsibility to bring the equipment into the office.

Any equipment such as portable computers must be kept in a secure place. In particular, private and confidential material must be kept securely at all times. Documents and files must be kept secure. Your manager must be satisfied that all reasonable precautions are taken to maintain confidentiality of material in accordance with our Data Protection and Confidentiality Policy which can be found in the GDPR Channel within the staff MS Teams group.

Technical support will only be available during normal office hours.

Telephones

Telephone costs can be reimbursed using the expenses claims form and on production of the itemised telephone bill.

Under no circumstances are personal phone numbers to be given out as a contact number.

Reimbursement of Costs 

English Rural will not cover any costs of heating / lighting in your home. One of the advantages for working from home is a saving in travel time and expenses incurred in travelling to work. These savings will be deemed to cover any household costs. You will not generally be expected to incur any costs of consumables (stationery / printer costs), and in approved cases any stationery needs may be met from office stocks.  Further information on the Group Expenses Policy can be found here.

You should ensure that you have made your own arrangements to have access to the required technology and equipment, including broadband if necessary. You should also have a suitable desk and chair where you can work safely. 

English Rural will reimburse the additional costs associated with broadband access or an amount towards broadband access where you prefer to have a better package than is required for their work. 

Mileage claims for travel between home and office would not normally be considered, as the working location would be split between your home address and the offices. Mileage claims for other ‘business’ travel should not exceed the travel costs that would have been incurred from the normal place of work.

You should check with HMRC on current guidance on eligibility for claiming money towards the costs of working at home. 

Insurance

Working at or from home may affect your home and contents insurance policies.  You must inform and make any necessary arrangements with your insurers before commencing Homeworking. 

Items of equipment belonging to English Rural are covered by English Rural’s insurance arrangements, i.e. equipment securely stored in your home carries insurance cover, but this cover is not available while such equipment is in transit in your car.  All reasonable care should be taken to ensure that the equipment is stored securely in the home.  The equipment should not be left in an unattended vehicle and should be secured in the locked boot of a car in transit.  Failure to take adequate precautions to ensure the safety of the equipment may result in you being liable for the replacement cost of the equipment.

English Rural’s employer’s liability insurance will give cover if English Rural is held to be legally liable in respect of injury arising out of and in the course of employment at home, provided the work has been authorised by your manager. However, you would be primarily responsible for your own working environment. 

If an accident or injury occurs while working at home, you must notify your manager without delay to allow an investigation to take place if necessary.

Mortgage and Tenancy Agreements

When working at or from home on a regular basis, you must inform anyone with an interest in the property e.g. building society, bank or landlord.

Terms and conditions of employment

Where you work at home on an occasional basis e.g. to finish a report, then there will be no need to change your terms and conditions of employment. If you are to be a Homeworker, then you will be given the appropriate employment contract and terms and conditions of service.

Variation or termination of home working arrangements

Either party has the right to give notice that they wish to vary or terminate the home working arrangements. In such circumstances, preliminary discussions may be appropriate but subsequently the reasons for seeking the termination or variation must be given in writing.

Ending the home working arrangement may have significant implications for English Rural. The circumstances where these will be considered as well as those when it may not be possible will have been discussed when the home working agreement was implemented. Some points to consider are:

• Has English Rural adequate facilities; is there space in the office, to allow a return?

• Can the equipment used in the home still be used productively?

• Has the investment in equipment been so high that a return to office-based employment is uneconomic in the short to medium term?

• Were other changes made to accommodate the request for home working e.g. changes to working arrangement for other employees?

• Have the business needs changed?

Introduction

This policy outlines English Rural’s guidance on lone working and the procedure to be followed to reduce the health and safety risks associated with working alone.

English Rural is committed to an approach that offers you a sound framework for the management of Health and Safety in your daily work. English Rural will avoid the need for you to work alone where reasonably practicable. Where lone working is necessary, we will take all reasonable steps to ensure your health and safety when working alone. It is not possible to offer a single approach for lone working and we all have a responsibility to act in such a way as not to put ourselves or our colleagues at risk.

Definition

Lone working is when you work by yourself without close or direct supervision, this can include regularly working alone and/or occasionally or potentially working alone. For staff working in an isolated situation English Rural recognises that they may not always be working alone.

Implementation of the Policy

Within English Rural its managers will:

• Avoid lone working as far as is reasonably practicable;

• Ensure emergency procedures are in place so that if you work alone you are able to obtain assistance if required;

• Complete a lone worker risk assessment, taking into account physical and emotional factors that are likely to arise;

• Make sure you have the necessary skills and experience to undertake work alone;

• Confirm arrangements are in place so that someone else is aware of your whereabouts at all times;

• Provide you with adequate information including policies and procedures, instruction and training to understand the hazards and risks and the safe working procedures associated with working alone;

• Remind you (especially if you are new to English Rural) of your personal responsibility under Health and Safety Legislation and your duty of care to others;

• Maintain up to date training records;

• Ensure your personal data, including information about your health, collected during lone working assessments is handled in accordance with the English Rural’s Data Protection and Confidentiality Policy on processing special categories of personal data. Note: this policy can be found in the GDPR Channel within the staff MS Teams group.

When working alone you will:

• Follow the safe working arrangements developed by English Rural for lone working including the use of any lone worker devices that may be issued to you;

• Take reasonable steps to ensure your own safety and avoid putting yourself in unnecessary risk;

• Undertake suitable training if required to do so;

• Inform your manager/assessor of any incidents or safety concerns.

Consideration will be given to the greater risks to expectant mothers and young persons. 

You will be advised of the results of the lone worker assessment process. A file will be maintained with all lone working assessments. 

Management guidance 

It is important to consider the activities that carry risk to staff. These include:

• Staff working alone in buildings;

• Out of hours emergency situations e.g. key holders responding to reported activations of intruder alarm systems;

• Staff visiting residents in their homes;

• Staff visiting empty properties (e.g. void inspections);

• Visits or meetings finishing late in the evening;

• Travelling on foot, particularly after dark;

• Carrying out estate inspections;

• Staff travel;

• Potential communication problems;

• The remoteness of the workplace;

• Potential for physical or verbal abuse;

• The likelihood of criminal attack;

• Site visits.

Risk Assessments

To minimise these risks, English Rural will ensure the health and safety of their staff is given full consideration by undertaking risk assessments. The risk assessments can be found in the Human Resources folder on Teams

These assessments will ensure that risks are either eliminated or adequately controlled. When it is not possible to devise arrangements for the work to be done safely by a lone worker, alternative arrangements will be devised.

Risk assessments can be summarised in the following six steps:

• Look for potential hazards;

• Evaluate the risk, the severity of a possible outcome, and the likelihood of the hazard causing harm;

• Search for preventative measures, deciding whether existing precautions are adequate

• Advise you of the findings of the assessment;

• Create local codes of practice and put them into effect; and

• Check the measures work – review and if necessary revise, especially if there has been significant change in working practices.

English Rural must ensure that your personal data, including information about your health, collected during lone working assessments is handled in accordance with its Data Protection and Confidentiality Policy on processing special categories of personal data. Note: The Protection and Confidentiality Policy can be found in the GDPR Channel within the staff MS Teams group.

Some of the things to consider when undertaking a risk assessment are:

• Does anyone know where you will be?

• If you change your plans, who do you inform?

• Do you check or vet people prior to meeting them alone?

• How can you be contacted?

• Is there a check-in system and are you using it?

• Do you think about where you park – is it safe?

• Do you use the quickest route or the safest?

• Do you carry money or valuables when at work?

• Have you covered the lone working procedure in your induction for both staff and volunteers?

• Are you currently medically fit to work alone?

Supervision

It is your manager’s duty to provide appropriate controls for lone workers through line Management/Supervision. These provide information, instruction and training, help ensure you understand the risks associated with their work and provide clarity around safety precautions and guidance in situations of uncertainty. Remember, the extent of supervision required depends on the risks involved, and your proficiency and experience to identify and handle safety issues. New staff may need to be accompanied. The extent of supervision required is a local management decision, you do not decide if you require assistance or not.

Emergency Procedures

Emergency procedures should be established where necessary, and staff members trained to implement them. Lone workers should have access to adequate first aid facilities and mobile workers should carry a first aid kit suitable for treating minor injuries.

Each manager must ensure there is a suitable system in place to monitor the locations of lone workers. This system should include:

1. A reporting back procedure for staff at the end of a home visit/ or meeting working period to confirm all is well

2. Ensuring there is a record of the whereabouts of staff, particularly where visits are protracted, at the end of the day, in the evening or over the weekend 

3. Emergency contact details for each worker for a colleague to call if the worker fails to return home when expected

4. A designated person responsible for checking the diary every day. Each diary record should include: the names of the individual(s) to be visited, the venue of the meeting, the time and if possible, a telephone number where they can be contacted. They must be kept up to date and placed in an accessible place. 

Violence to staff

Thankfully, serious acts of violence towards staff who work alone are relatively infrequent.  Nevertheless, aggressive incidents in the course of work do remain a risk.  It is important for you to try to recognise danger before an event occurs and act on this recognition. Do not presume that other people behave within certain norms. 

Each individual interprets violent behaviour differently, for example one person may find swearing offensive but their colleague may not. Violence includes physical and verbal abuse, threatening behaviour and harassment. For this reason, the definition used by English Rural is as follows:

“Violent behaviour is that which produces damaging or hurtful effects, physically or emotionally in other people”

All staff have a duty to report any such incidents of violence to their Manager.

Ensuring Workers Safety

It is important to try to reduce the likelihood of encountering aggressive incidents and what to do if violence occurs. You are advised to consider the following:

Safety on visits

To minimise the risk of violence it is essential that English Rural have a consistent practice for dealing with visits outside the office. The following are points to be observed:

• When meeting someone for the first time, you should call the person to confirm the arrangement (preferably via a landline) and ensure you know as much as possible about the identity of the person you are going to see. This can be done by reading the client file (if one exists) and speaking to colleagues who have had previous contact, as well as reviewing information supplied by other agencies such as local authority partners and Parish Councils;

• Where possible you should take a mobile phone and your Guardian 24 microguard device;

• You must never visit clients who are known to be violent without discussing this with your Manager before. A thorough risk assessment must be carried out in this case (see guidelines on risk assessment).  Staff should wear suitable clothing that will not hinder their movement if they need to run;

• You should not wear valuables;

• You should try to arrange visits during daylight hours and where possible, visits should be completed during working hours.

Home visits

• After knocking at the door of a tenant, do not peer through the letterbox – someone intent on causing harm may be on the other side of the door;

• If you feel uneasy do not enter a property or particular room;

• Make a mental note of escape when entering a property. Where possible, close the door, follow the person inside and stay nearest to the exit;

• Once in a room you should ensure the way to the exit is clear;

• Be aware you are in someone’s personal territory and clients may be anxious about the visit.  At all times you must act as a guest in the person’s home and respect their privacy;

• Be aware of any dogs or animals in the premises and if necessary request they be put in a separate room;

• If a violent incident occurs take reasonable steps to protect yourself and alert Guardian 24 through your microguard device if it is safe to do so;

• Following any visit, you must ensure you inform your Contact person (this may be a manager, partner or colleague). If this does not happen within one hour of the agreed time, the delegated person should be notified, and appropriate action taken.

Mobile phones and Guardian 24 MicroGuard devices

• Consideration could be given to the accessibility of mobile phones or security devices to staff working alone.  Although such phones can give extra reassurance, they do not provide complete protection, and staff should still be alert for their own personal safety at all times;

• Mobile phones should never be used whilst driving a vehicle.

Training

Your manager must ensure you receive personal safety and awareness training as part of the standard induction procedures. The training needs of existing staff should also be assessed, and training provided to meet those needs.

You should take advantage of the training opportunities made available, and for identifying and recommending training needs.

Monitor and review

The implementation of this policy and its procedures will be regularly reviewed by English Rural. Following any incident, a Risk Assessment should be carried out and its findings used to inform change to procedures and working practices.

Aims

• English Rural has a duty to provide a safe environment for all those who access our service, English Rural is committed to safeguarding the welfare of those accessing our services through the effective use of the DBS vetting process for all relevant employees. This policy is also applicable to Trustees, Volunteers and agency staff;

• This policy sets out English Rural’s approach to criminal background checks. English Rural promotes equality of opportunity for all and recognises the importance of employment in the rehabilitation of ex-offenders. As an organisation using the Disclosure and Barring Service (DBS), English Rural complies fully with the DBS Code of Practice;

• DBS checks enable organisations to make safer recruitment decisions by identifying candidates who may be unsuitable for work that involves children under the age of 18, or that involves working with vulnerable adults;

• The primary aim of the policy is to safeguard the people with whom English Rural works with from abuse and neglect, ensure the confidentiality of personal information, and protect residents’ property whilst also ensuring that English Rural’s employees are protected;

• This policy will ensure that all roles are subject to the relevant level of disclosure checks. As a minimum, disclosures of existing staff will be undertaken every three years. If English Rural has reasonable grounds, they may reserve the right to request existing employees re-apply for a DBS check if actions or activities give cause for concern. This could include allegations of inappropriate behaviour made by a colleague, resident, contractor or member of the public;

• Where there is significant uncertainty on the eligibility of a post for a DBS check contact should be made directly with DBS to discuss https://www.gov.uk/crb-criminal-records-bureau-check/contact-disclosureand-barring-service.

Disclosure and Barring

Types of DBS Check 

• Basic disclosure: Shows details of unspent convictions only.

• Standard disclosure: Shows details of spent convictions, unspent convictions, reprimands, cautions and final warnings that have not been filtered.

• Enhanced disclosure: Shows details of spent convictions, unspent convictions, reprimands, cautions and final warnings that have not been filtered. Includes a check of local police records.

• Enhanced disclosure with barred lists check: Used when someone is undertaking regulated activity relating to children or vulnerable adults. Shows details of spent convictions, unspent convictions, reprimands, cautions and final warnings that have not been filtered. Includes a check of local police records and the barred lists held by the DBS.

English Rural is responsible for ensuring that they are legally entitled to make a request for any level of DBS check, dependent upon the role being recruited to.

Process for DBS checks

To enable the job applicant to carry out the DBS check (other than where a basic disclosure only is required), we will arrange an appointment with Surrey Community Action who carry out DBS checks on English Rural’s behalf. The applicant will need to provide their documents proving their identity to Surrey Community Action.

We will pay the application fee. Once the check has been carried out, the DBS should send the certificate to the applicant. 

Recruitment 

• The requirement for a DBS check, will be clearly stated within job adverts and during the application process;

• English Rural will request prospective employees to make an application for a standard DBS check where they are front line staff who may during the course of their employment come into contact with vulnerable adults or children. A standard DBS check discloses information including any convictions considered to be spent or unspent under the Rehabilitation of Offenders Act 1974, convictions, cautions, warnings and reprimands held on the Police National Computer (PNC) which stores convictions which stores details of all convictions in England and Wales, and most from Scotland;

• Where a prospective employee is a member of the DBS update service, English Rural will, with permission from the individual, carry out a status check;

• The cost of the DBS check will be met initially by the prospective employee, and reimbursement will be made on successful completion of their probationary period;

• The Protection of Freedoms Act 2012 introduced a definition of regulated activity which required that in addition to the enhanced DBS Check individuals also need to be checked against the Children or Adult Barred Lists. These are referred to as an Enhanced Check for Regulated Activity. There are three types of new check depending on whether the work activity relates to children or vulnerable adults;

• In the event that a role exists within English Rural which requires the performance of regulated activity, an enhanced DBS check must be undertaken, and this must include a check to ensure that the successful candidate is not barred from working with children or adults in vulnerable circumstances. Regulated activity is defined by the Safeguarding Vulnerable Groups Act 2006 as amended (principally by the Protection of Freedoms Act 2012) and includes roles where individuals are required to work unsupervised with children or in a limited range of establishments with opportunity for contact with children; or working with adults providing healthcare, personal care, social work, assistance with cash, bills and/or shopping, assistance in the conduct of a person’s own affairs or conveying children or adults for particular reasons;

• Where a DBS check is relevant, offers of employment will be conditional upon the successful completion of a DBS check. Job applicants will not be able to start work with English Rural until the DBS check has been successfully completed;

• Refusal to comply with a DBS Check, or to provide English Rural with sight of a DBS certificate, will result in the job applicant being regarded as not having successfully completed a DBS check, and the offer of employment will be withdrawn;

• Not all convictions are a bar to employment. Results will be considered on an individual basis and English Rural will act in a proportionate manner when deciding whether or not to proceed with an offer of employment. This will involve a risk assessment;

• Data collected during the recruitment process is held securely and accessed by and disclosed to individuals only for the purposes of completing recruitment processes.. Information about criminal records, collected during the recruitment and selection process will not be transferred to the personnel file;

• Managers are also responsible for the ongoing reassessment of the post/work to ascertain if the level and type of contact the individual has with vulnerable adults has changed and, if necessary, to initiate a new DBS Disclosure. 

Existing Staff 

• English Rural will run a further DBS check for existing employees every three years. This may be sooner should there be any complaints made about the employee, or any other cause for concern;

• The cost of the DBS check can be claimed back through expenses;

• Where a new conviction is evident on the DBS check, a risk assessment will be carried out, and a proportionate decision made. 

Adverse Disclosure

• Where the result of a disclosure check for a new or existing colleague (or admission above) gives cause for concern, a risk assessment must be performed by the Resident Services Director or Chief Executive. Depending on the nature and seriousness of the information disclosed, consideration may be given to moving the colleague to a more appropriate role;

• If this is not possible or practical, and if the disclosure check is found to be of a serious nature which has direct implications on the job role, this could warrant disciplinary action, up to and including dismissal.

Complaints

• Any complaints arising from the application of this policy will be dealt with under the Complaints Policy and Procedure.

GDPR

• Personal data and information must be held securely and only seen by those entitled to see it in the course of their duties. Any information including the results of a risk assessment (if applicable) must only be stored for as long as necessary and then confidentially destroyed. All such information will be processed and held in accordance with relevant legislation, English Rural’s relevant policies, and the DBS Code of Practice.