Conflict of Interest Policy
Version
Approved by
Current as at
1.0
1
Senior Leadership Team
24 August 2015
Policy Statement
The Uniting Church in Australia Synod of Victoria and Tasmania (the Synod) is committed to
the principle of objective, fair, and equitable treatment of all staff members. It is therefore
essential that Synod activities are conducted in an atmosphere where actual or apparent
conflicts of interest that compromise this principle are either avoided or disclosed and
effectively managed.
1.1
ETHOS AND VALUES OF UNITING CHURCH IN AUSTRALIA
As an employer, we express the ethos of Christianity to love one another, to live justly and to
seek the reconciliation and renewal of all creation by respecting ourselves and all whom we
serve and employ.
We strive to do so by:

Being inclusive

Acting and advocating for a just society

Working for peace and justice in the World

Having an openness to the wisdom of people of other faiths and views

Implementing environmentally sustainable practices
In our workplace we value justice, inclusion, compassion, shared leadership, respect,
integrity, wise stewardship and innovation.
Consideration should be given to the ethos and values in seeking guidance and
interpretation surrounding this policy.
1.2 SCOPE
This policy applies to all Synod staff members whose relationship as defined below causes
or may cause a conflict of interest.
1.3 PRINCIPLES UNDERPINNING PROCESS
(a)
(b)
(c)
(d)
(e)
Natural justice / procedural fairness
Safe Place
Understanding of Power
Boundaries
Privacy /confidentiality
People matter.
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1.4 DEFINITIONS
Conflict of interest
Is defined as a situation in the Synod workplace where two or more employees have a
current or former relationship outside work and one of the employees directly or indirectly
manages the other employee; OR
where an employee or a person with whom that employee has a relationship may benefit
directly or indirectly from the provision of goods or services to the Synod by a supplier or
service provider.
Relationship
Includes but is not limited to relationships by blood, adoption, marriage, or domestic
partnership: partner, parent, child, sibling, first cousin, uncle, aunt, nephew, niece, spouse,
brother- or sister-in-law, father- or mother-in-law, son- or daughter-in-law, step-parent, or
step-child; OR
romantic and/or sexual relationships or close personal friendships; OR
a business relationship in which an employee or a member of the employee’s family is
associated with a business entity either as a board member or in an operational capacity.
Direct or indirect manager
An employee who participates in decision making or has decision making responsibility
related to employment status including hiring, remuneration, conflict resolution, working
conditions, working responsibilities, evaluation, promotion, and termination.
Neutral manager
A manager who may be delegated a range of management responsibilities to ensure that a
conflict of interest between two related employees is effectively managed.
Benefit
Means anything which provides an employee with a direct or indirect personal gain, or the
potential for personal gain or gain to a related third party.
Such a gain includes but is not limited to:
 financial gain;
 recruitment, promotion, secondment, remuneration increase or other employment
benefit, provision of materials, resources, facilities;
 benefits such as travel, gifts, meals and / or entertainment and accommodation
expenses.
 intellectual property.
1.5 POLICY OWNER
This policy is implemented and maintained by the Director People and Culture, UCA Synod.
1.6 FURTHER ASSISTANCE
Any staff member who required further assistance in understanding or applying this policy
can contact a member of the People and Culture team.
1.7 POLICY REVIEW
This policy will be reviewed every two years, or earlier if required.
People matter.
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1.8 RELATED POLICIES AND PROCEDURES
Code of Conduct
Recruitment and Selection Policy
Equal Opportunity Policy
1.9 REFERENCES
Lay Staff Collective Employment Agreement 2015
2.0
Policy in Practice
2.1 BETWEEN EMPLOYEES
A conflict of interest in employment arises where there is a relationship between two employees
in the same workplace with the result that:


decision making in the workplace may not be objective or may be perceived as not being
objective;
the relationship between the parties may adversely affect the interests or working
environment of other employees.
It is therefore essential that any conflict of interest or potential conflict of interest between
employees is avoided or managed effectively and so the following requirements apply:


no employee may directly manage or supervise a person with whom they have a
relationship (as defined in clause 1.4 above);
a new appointment or change in structure is proposed that may create a conflict of
interest between employees, such as an indirect reporting relationship, can only proceed
with written approval from the General Secretary and with an effective management plan
in place.
2.2 SUPPLIERS, SERVICE PROVIDERS & OTHER ORGANISATIONS
Financial interest
A financial conflict of interest occurs where a Synod staff member or a member of their family has
a financial interest in an organisation where they could influence, or could be perceived to
influence, the awarding of contracts or other business or benefits. In such cases the conflict of
interest must be declared to the General Secretary who will make a written determination on
whether the Synod will conduct business with the organisation and if so, how the conflict of
interest will be effectively managed.
Business transactions
A staff member who has delegated authority to approve payments on behalf of the Synod
 must not undertake any business transaction, including authorisation of payment, with a
person with whom they have a relationship;
 must not approve payments to themselves, or to a person with whom they have a
relationship as defined in 1.4 above.
Conflict of interest and intellectual property
A conflict of interest occurs where an employee discloses to third parties Synod information that
is not in the public domain. Therefore employees must not use information obtained in the course
of their work for their own personal benefit or disclose such information to a third party except
where consent has been obtained or where there is a legal or professional duty of disclosure.
People matter.
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