Written statement of employment particulars

Employer and worker

Employer: Harbour Print Ltd, 4 Quay Road, Bristol BS1 4AB

Worker: __________

Employment began: __________

Continuous employment began (employees): __________

These particulars are stated as at: __________

Job

Job title or description: __________

Permanent, or how long it is expected to last: __________

Pay

Pay: __________

Paid: Monthly, on the last working day

Hours of work

Normal working hours are 37.5 hours a week, 9 to 5:30.

The required days of work are Monday to Friday.

Hours and days do not vary.

Holiday

The holiday entitlement is 25 days plus 8 public holidays per leave year.

The leave year runs from 1 January.

Any unused holiday accrued at the date of leaving is paid in the final pay.

Sickness

Statutory sick pay only is paid during absence through sickness or injury.

If you are unable to attend work, you must call your manager by 9am on the first day of absence.

Other paid leave and benefits

There is no other paid leave.

There are no other benefits.

Pension

The pension scheme is NEST; the employer pays 3%.

Notice

During the probationary period, one week's notice is required from each side.

After the probationary period, one month's notice is required from each side.

Probation

Employment is subject to a probationary period of three months.

Place of work

Your place of work is 4 Quay Road, Bristol.

The registered address of the Company is 4 Quay Road, Bristol BS1 4AB.

Collective agreements

There are no collective agreements directly affecting the terms and conditions of employment.

Work outside the UK

Work outside the UK for more than a month: __________

Training

There is no training entitlement and no training required by the Company.

Disciplinary and grievance

The Company's disciplinary rules and procedure are set out in the staff handbook, which is available on the shared drive in the HR folder.

Disciplinary matters and appeals: your line manager handles disciplinary matters; the managing director hears any appeal.

If you have a grievance, you should raise it with the managing director.

Issued by

Issued for Harbour Print Ltd by __________ on __________.

Staff handbook

About this handbook

This handbook is for everyone who works for Harbour Print Ltd. It is kept here: Shared drive, HR folder. Your written statement sets out your own terms. If the two differ, your statement applies.

Disciplinary rules and procedure

We try to resolve minor problems informally first. Where that is not possible, this procedure applies to misconduct and poor performance. Who handles disciplinary matters: Your line manager; the managing director hears any appeal.

1. Finding out the facts. We look into the matter without unreasonable delay. Where practicable, different people carry out the investigation and the disciplinary meeting. An investigatory meeting does not itself lead to disciplinary action. If paid suspension is needed, it is as brief as possible, kept under review, and is not a disciplinary action.

2. Telling you about the problem. If there is a case to answer, we tell you in writing: what is alleged, what the possible consequences are, when and where the meeting will be, and that you have the right to be accompanied. We normally include copies of any written evidence.

3. The meeting. We hold it without unreasonable delay, while giving you reasonable time to prepare. We explain the complaint and go through the evidence. You can set out your case, answer the allegations, ask questions, present evidence and call relevant witnesses, giving notice if you plan to call any.

4. Your right to be accompanied. At a meeting that could lead to a formal warning or other disciplinary action, or at an appeal, you may bring one companion: a fellow worker, a trade union representative or an official employed by a trade union. Your companion may put and sum up your case and confer with you, but may not answer questions for you. If they cannot attend at the proposed time, we move the meeting to a reasonable time you propose within five working days of the original date.

5. The decision. We tell you the decision in writing. Where misconduct is confirmed or performance is unsatisfactory, the usual outcome is a written warning. A further act of misconduct or failure to improve within the set period would normally lead to a final written warning. If a first offence is serious enough, we may move directly to a final written warning. A warning says what the problem is, what must change and by when, how long it stays current, and what may follow.

6. Dismissal. A decision to dismiss is taken only by a manager with authority to do so. We tell you the reasons, the date your employment ends, your notice and your right of appeal.

7. Gross misconduct. Some acts are so serious that they may lead to dismissal without notice for a first offence, after this same fair process. Examples include theft or fraud, physical violence, gross negligence and serious insubordination.

8. Appeal. If you think a decision is wrong or unjust, you can appeal, giving your grounds in writing. Wherever possible a manager not previously involved hears it, and you may be accompanied. We tell you the result in writing as soon as possible.

Raising a grievance

Please raise any concern informally first if you can. If that does not resolve it, or it is not suitable, raise it formally in writing, without unreasonable delay, setting out what the grievance is. Who to write to: The managing director. If that person is the subject of your grievance, go to another manager.

We arrange a meeting without unreasonable delay. You can explain your grievance and how you think it should be resolved, and we may adjourn to investigate. You may be accompanied by a fellow worker, a trade union representative or an official employed by a trade union where the complaint is about a duty we owe you.

We tell you our decision in writing, with any action we will take and how to appeal. If you think it is wrong, you can appeal in writing, and wherever possible a manager not previously involved hears it. We tell you the outcome in writing.

Probation

Your probationary period is three months.

Holiday

The leave year runs from 1 January.

You are entitled to 25 days' paid holiday plus 8 public holidays each year.

Any unused holiday will be paid in your final pay.

Sickness absence

If you are unable to attend work due to sickness, you must call your manager by 9am on the first day of absence.

Harbour Print Ltd pays statutory sick pay only.

Family leave

Harbour Print Ltd does not offer any additional paid family leave beyond statutory entitlements.

For details of your statutory entitlements to maternity, paternity, adoption, shared parental and other family leave, please refer to the gov.uk website.

Working from home

You may work from home for up to two days a week by agreement with your manager.

Expenses

To claim expenses, submit your receipts to the office manager on a monthly basis.

Company computers, email and phones

Company email and computers are for work; reasonable personal use is permitted.

Flexible working

Employees may apply for flexible working from their first day of employment. Who to send your request to: The office manager.

Harassment

We do not accept harassment of anyone who works here, by colleagues, customers or anyone else. If you experience or see it, how to report it: Tell the managing director or the office manager. Raising a concern in good faith will not count against you.

Speaking up

If you are concerned about wrongdoing at work, who to raise it with: The managing director. You can also raise it with a prescribed person listed on gov.uk.

Health and safety policy

Statement of intent

Harbour Print Ltd is committed to protecting the health, safety and welfare of its employees and all others who may be affected by its work activities.

Sam Doe, managing director, holds overall responsibility for health and safety within the Company.

Responsibilities

The office manager keeps the accident book and arranges first aid cover.

The competent person for health and safety is the office manager, who has completed the IOSH Working Safely course.

Arrangements

The following safety arrangements are in place at Harbour Print Ltd:

• An accident book is maintained on the premises.
• One trained first aider is available.
• A fire drill is carried out twice a year.

Signed

Signed for Harbour Print Ltd by Sam Doe, managing director on __________.

Risk assessment record

Work this covers

This is a record of what Harbour Print Ltd found by looking at its own workplace.

It covers office and design work carried out in Bristol.

Hazards, who may be harmed, controls

Groups especially at risk

No groups especially at risk have been identified.

Review

The office manager, who holds the IOSH Working Safely qualification, is the competent person responsible for health and safety review.

Assessed

Assessed by __________ on __________. Next review due by __________.

Right to work procedure and check record

Who is checked and by whom

All right to work checks are carried out by the office manager.

The Company also engages non-employees such as freelancers, agency workers or sub-contractors. Whether and how right to work obligations apply to those individuals depends on the nature of each engagement, and the Company will seek appropriate advice on who counts as a worker or employee in each case.

How the check is done

Harbour Print Ltd uses two routes to carry out right to work checks.

1. Manual check — the office manager inspects original documents in the presence of the individual, checks that the documents are genuine and that the individual is the rightful holder, and makes a copy.
2. Home Office online service — where the individual has a share code, the office manager uses the Home Office online right to work checking service to view and confirm their status and takes a copy of the result.

For the documents that are acceptable under each route, the Company refers to the current employer's guide published on gov.uk.

Records

Records are kept in the locked HR folder, accessible to the office manager only. A dated, unalterable copy of everything checked is retained for the duration of the individual's employment and for two years after it ends. After the retention period has elapsed, records are securely destroyed.

Where an individual's permission to work in the United Kingdom is time-limited, the Company carries out a follow-up check before that permission expires so that the statutory excuse is maintained throughout the employment.

Check record

Complete one for each person, before they start.

Staff privacy notice

Who holds your data

Your employer, Harbour Print Ltd, holds your personal data and decides how it is used.

Questions about your data go to: office@harbourprint.example.

What we hold and why

Harbour Print Ltd holds the following personal data about staff:

Health and other sensitive data

Harbour Print Ltd holds sickness records. These are used to manage absence and to pay sick pay.

Who receives it

Staff personal data is shared with our payroll bureau, NEST, and HMRC.

Staff data is not transferred outside the United Kingdom.

How long we keep it

Payroll records are kept for six years. Personnel files are kept for six years after the member of staff leaves.

Your rights and complaints

You have the right to ask us for access to your personal data, and to have it rectified or erased. You also have the right to restrict or object to how we use it, and to data portability. These rights apply in certain circumstances.

To complain to us about how we use your personal data, contact: office@harbourprint.example. We acknowledge a complaint within 30 days and respond without undue delay.

You also have the right to complain to the Information Commissioner.