Work Inspiration Line Manager Guidance

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Work Inspiration
Line Manager Guidance
Dear Colleague,
You will no doubt be aware of my passion and
commitment for supporting young people into the
world of work.
As line managers, you have a vital role to play in
this and I want to thank you in advance for your
time and support.
It is a particular privilege therefore, to be involved
in The Work Inspiration Programme. By providing
quality work experience for students, we can
offer an invaluable insight into our industry and
hopefully inspire some future career paths.
Furthermore, I am confident that the programme
will prove to be mutually valuable. We can always
learn more from new perspectives and who
can be better equipped to do this than the next
generation.
We are committed to offering a meaningful
experience to inspire and engage the participants
and leave a lasting impression.
Richard Sykes, CEO
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The Objective of this guide is to ensure that
students undertaking work experience at ISS
have a useful, planned and high quality period
of work experience that will benefit their
studies leaving them inspired for the world of
work, hence – ‘work inspiration.’
If you have any questions, comments or suggestions on this guide, please contact:
[email protected]
Page 4
Ten Commitments
Pages 5-6
Procedures
Pages 7-9
Risk Assessment
Page 10
Welcome Letter
Page 11
Manager’s Commitment
Page 12
Student’s Commitment
Pages 13
Induction Checklist
Page 14
Employer’s Assessment Form
Pages 15-16
Rules of Conduct
Page 17
Certificate
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Ten Commitments
The ISS Work Inspiration Programme has ten commitments
which will ensure the delivery of quality work experience on
a consistent basis.
1.
6.
Provide the student with a high quality Provide a full induction appropriate to the period of work experience that will benefit type of work experience.
the student.
Provide a buddy/ mentor for all work
Plan in detail the process using ISS Work experience.
Inspiration guidelines.
Provide formal feedback to the student Meet and communicate effectively with:
at the end of the placement.
• The school/ college/ organiser
• Student
Feedback my views on the work
• My team
experience to the school/college.
before, during and after the work
experience.
Encourage students to feedback through
out the placement.
Provide an introduction to the ISS way
and values.
7.
2.
8.
3.
9.
10.
4.
5.
4
Ensure my Health and Safety records are
up to date and a risk assessment is in place for young people and children prior to the work experience.
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Procedures
Before your student arrives:
1.
A placement plan must be created,
so think about what the student can do when they are with you. The placement needs to be structured and varied, which meets equal opportunities criteria and
which supports and encourages young people making non stereotypical choices.
2.
Print and familiarise yourself with the student workbook.
3.
Students must attend an informal meeting prior to the placement. This is to agree the placement and can help with the preparation and procedures to follow.
Students will have written consent by parents or carers.
At this meeting:
-Complete the Individual Employee Risk Assessment with the student (See page 7).
-Complete the ‘Manager’s Commitment’ and ‘Student commitment’ forms (See pages 11 & 12).
4.
A Welcome letter must be sent out to the
student by the member of staff that is
designated to be responsible for the student during the placement
(see page 10). If this person is
unavailable at any point then another person must be designated and have gone through the same checks and processes as the main manager.
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During the student’s placement
1.
On their first day, welcome the student
and complete the Induction checklist (see page 13). Also, get the student to read and sign the Rules of Conduct
(See page 15)
7.
At the earliest opportunity, complete Insights 1, 2 and 3 with the student. These can be found at this link: http://www. workinspiration.com/Insights.aspx.
Brief the student at the start of each day, accompany them to lunch each day,
escort them off the site at the end of each day, and ensure they are aware of the
students travel procedures and safety.
Complete the relevant sections of the
student workbook throughout the placement and check that the student is completing the Review sections at the end of each day.
2.
3.
4.
5.
6.
6
At the end of the placement, the manager will complete an ‘Employer’s Assessment form’ of the student (see page 14). The student will be encouraged to complete
a ‘Student Assessment form’ (see student workbook), to provide feedback on
the placement and to allow ISS to continuously improve its Work Inspiration
processes and procedures. These
documents should be sent to:
[email protected]
8.
Award the student with the certificate
(see page 17) for the successful
completion of the programme.
9.
An ‘Employer report’ on the final day of the placement will need to be completed and sent back to the school. (This will be provided by the school).
By the end of the placement the students will need to have completed a draft of
a good CV (see student workbook). During the placement the students will work through a CV template which can be found on the Work Experience SharePoint page. This template should be reviewed and they should receive feedback on what they have completed.
The student/s will need to complete a
mock interview at the end of the
placement for the role that they have
been doing (see student workbook).
Guidance and potential interview
questions can be found on the Work Experience SharePoint page.
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Risk Assessment
HSE3.6 Individual Employee Risk Assessment - Protection from Exposure to Risks
TO BE COMPLETED BY EMPLOYEE/WORK EXPERIENCE STUDENT
Name:
Date of
Assessment:
Job Title:
Department:
ISS Company/
Division:
Manager /
Supervisor:
Hours of work:
Shift Pattern:
Summary of the work processes the job involves:
Reason for Assessment: enter either  or X in each box or insert date where asked
1
2
3
Expected date of childbirth __/__/__
4
Known medical
complications
Expectant Mother
Written confirmation
New Mother
Breastfeeding
Date of childbirth
__/__/__
Known medical
complications
Medical Condition
Temporary – expected
recovery time ______ wk
Permanent
Known additional
conditions
Disability
Permanent
Temporary – expected Known additional
recovery time _____ wk conditions
Young Person
<18 years
Other
 State reason:
NB: ISS Assessor. Any ticks in column 4 - suspend assessment and report to manager with authority for
management referral.
Please list any work related tasks that you feel are causing you problems, pain, worry etc and why:
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TO BE COMPLETED BY MANAGER/ASSESSOR - in conjunction with employee.
Indicate under the list below which Hazards the member of staff is likely to be exposed to, and award
an agreed appropriate score as follows, using the guidance on the next page.
POSSIBLE HAZARDS
A
B
C
COMMENTS
Heavy Lifting/Carrying
Stretching upwards/outwards
Standing for long periods
Use of Rotary Buffer/Scrubber
Use of Ride-on Machinery
Contact with Blood/blood products
Contact with other body fluids
Contact with infection/virus’s
Use of harmful chemicals
Use of substance with “Sk” notation
Contact with vapours/fumes
Contact with exhaust emissions
Ionising Radiation/x-rays
Cytotoxic Drugs
Sharps/Needlesticks
Acts of aggression/violence
High temperatures > 30oC
Low Temperatures < 10oC
Sub-zero Temperatures
Driving duties
Contact with medical gases
Working Space restrictions
“Confined Space” Working
High Level Work
Roof Work
Ladder/Stepladder work
Early Shift Work
Late Shift Work
Night Working
Lone Working
Rostered Overtime
Fire
Major Emergencies (COMAH sites)
Magnetic Fields
Contact with Lead or Mercury
Work in Inclement Weather
High Airborne Dust Levels
Slippery/uneven surfaces
Electricity
Other (state):
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Column A = Hazard Rating
3
High Risk
2
Moderate (Possible) Risk
1
Low Risk
0
No Risk
Column B = Probability (likelihood) Rating
3
Certain that the event will occur
2
Likely that the event will occur
1
Unlikely that the event will occur
0
Will not occur
Column C = Risk Assessment Rating.
Multiply column A by column B and insert final figure in column C.
A score higher than 4 will require action to reduce the risk of that hazard to the employee.
HAZARD
AGREED ACTION/CONTROL MEASURES
RE-ASSESSED RISK RATING
Agreed date for review of assessment: _______/________/_________
Signatures: both parties to sign that they agree with the assessment above.
Manager / Assessor Employee
If agreement cannot be reached then the employee will be asked to attend a management referral
consultation with the companies contracted Occupational Health Service
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Welcome Letter Template
Name
Address
Town
Postal Code
Date
Dear (Students Name)
Welcome to (ISS Facility Services)
The team and I are looking forward to welcoming you to our (site / office
name) for your one / two week Work Inspiration work experience placement.
We hope you enjoy your time with us. We are here to help support your
learning and development during the time you will spend with us.
We want to show you what a fun and exciting place it is to work and that a
career in ISS can be rewarding.
Please find enclosed an induction timetable and placement outline of the
tasks that you will be completing. If you have any queries, do not hesitate to
contact us. We hope that you will enjoy your work experience with us and
gain a valuable insight into our organisation.
We look forward to seeing you soon.
Yours sincerely
ISS Facility Services Limited
ISS UK Limited, ISS House
Genesis Business Park, Albert Drive
Woking, Surrey, GU21 5RW
United Kingdom
Telephone: +44 (0) 845 057 6500
www.uk.issworld.com
[email protected]
Registered Office:
ISS House
Genesis Business Park
Albert Drive
Woking
Surrey
GU21 5RW
Registered in England
No. 00890885
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Manager’s Commitment
Student Name
School/College
Date of Visit
Length of Visit
This quality assurance charter commits site managers participating in the ISS Work Inspiration
Programme to undertake key activities that will ensure delivery of quality work experience on a
consistent basis.
I agree to the following ISS Work Inspiration commitments:
4.
1.
Provide the student with a high quality Provide an introduction to the ISS Way
period of work experience that will benefit and values.
the student’s studies.
Ensure my Health and Safety records Plan in detail the process using ISS Work are up-to date and a risk assessment is in Inspiration guidelines.
place for young people and children prior to the work experience.
Meet with and communicate effectively with
Provide a full induction to the type of
•
the school / college / organiser
work experience.
•
Student
•
My team
Provide a buddy/mentor for all work before, during and after the work experience.
experience.
5.
2.
3.
6.
7.
Signature
Name (Capitals)
Job Title
Company
Locations
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Student Commitment
Business Name
Location
Date of Work
Experience
Length of Work
Experience
This commitment commits students participating
in ISS Work Inspiration work experience to engage
fully in the ISS Work Inspiration procedures and to
benefit fully from quality work experience.
I confirm that I understand the ISS Work
Inspiration procedures.
During…
1)Take part in an induction including a briefing on health and safety regulations.
2)Meet with the manager during the work experience to discuss my progress.
3)Work on a project that can benefit my studies.
I agree to the following ISS Work Inspiration
commitments:
Before…
1)Discuss with my school teacher/college lecturer what I aim to get out of my work experience – be clear on my expectations.
2)Meet with the manager before the work
experience to discuss my schedule and expectations.
4)Work with a mentor/buddy.
5)Always behave in a professional manner.
6)Be Punctual.
After…
1)Discuss with my school teacher/lecturer how my experience matched my expectations.
2)Feedback my views on the work experience.
Signature
Name (Capitals)
Year
School/College
Address
Email
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Induction Checklist
Activity
To be carried out by
Completed
New student welcomed
Health, Safety, hygiene and fire
Introduction to Supervisor/Manager
Introduction to ‘Buddy’
Tour of the Office/Site
Staff room/toilets etc.
Staff entrances and exits
Staff restaurants / meals
Telephone facilities
Breakout areas
The Business
Brief History
Student’s work experience programme
Standard of work expected
Sick leave procedures
Products / services and markets
Organisation structure and names of team
Timekeeping / reporting / clocking in procedure
Hygiene, Safety, First Aid and Fire Drills
Safety hazards: general/particular to department
Safety Rules/protective clothing/uniform
Dangers of loose clothing, long hair
Housekeeping, tidiness, cleaning
Fire – prevention/exits/evacuation procedure
Health risks – dangerous substances/ equipment
First Aid boxes/procedures/accident report
Safety Representatives
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Employer’s Assessment Form
Student Name:
Line Manager Name:
Number of days completed by the student:
Line Manager: Please use the below to record your assessment of the student. The student should take
this form away with them as it may help with future job applications.
A= Very Good
B= Good
C= Satisfactory D= Unsatisfactory
A
B
C
D
Attitude To Work (were they
enthusiastic, did they ask
questions, did they respond well)
Relating To People (did they
work as part of a team, did they
respond to members of teams
and customers?)
Motivation (did they arrive
punctually, did they seek
additional tasks?)
Personal Qualities Shown (were
they a good team player, did they
use their initiative?)
Skills Evidenced (have they learnt
skills in their department)
Line Manager Comments (think about the student’s strengths and weaknesses as evidenced through
the placement as well as any further comments you wish to make):
Line Managers Signature
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Rules of Conduct
RULES OF CONDUCT POLICY
The Company has rules to ensure appropriate standards of conduct at work and to protect the interests of its employees and clients. These
rules are in addition to the general duty of employees to comply with the law and give honest service to their employer.
29.1 GUIDELINES FOR MANAGERS
The rules of conduct set out below are general rules only. For the rules relevant to each employee the Contract of Employment or relevant
Terms and Conditions Handbook should be referred to. Employees must be made aware of the rules of conduct at induction, and as
appropriate throughout their employment e.g. training, team briefings, etc.
The Rules of Conduct listed below and those contained within the Terms and Conditions Handbook and the Contract of Employment are
not exhaustive.
29.2
RULES OF CONDUCT
The Company has rules to ensure appropriate standards of conduct at work and to protect the interests of its employees and clients. These
rules are in addition to the general duty of employees to comply with the law and give honest service to their employer. Breaches of the
rules or any other inappropriate or unreasonable behaviour may result in disciplinary action. Breaches of the rules highlighted in bold text
will be regarded as gross misconduct and may result in summary dismissal.
1. Attendance
a.
Employees must be ready for work at their place of duty having clocked/ signed in and wearing their uniform at the time their
shift starts.
b.
Employees may be required to work in any area within their normal contract site or at any other contract site within a
reasonable distance.
c.
Employees must personally sign/clock in when arriving for duty and sign/clock out at the end of their shift.
d.
Employees must not sign/clock in for other employees or get other employees to sign/clock in for them or claim
payment in any way for hours not actually worked.
e.
Employees must not leave their place of duty more than five minutes before the end of their shift.
f.
Employees must comply with local arrangements regarding the timing and duration of breaks.
g.
Employees must notify the company as soon as possible before the start of their shift (or such other time as may be specified by management) if they are unable to attend work through sickness or any other reason.
h.
Employees must not be absent without authorisation.
2.
Health & Safety
a.
Employees must comply with the rules and requirements contained within the Employee Health and Safety Handbook and any Health and Safety requirements relating to the premises on which they are working.
b.
Employees must use the protective clothing and equipment provided.
c.
Employees must not smoke in a safety designated non-smoking zone.
3. Security
a.
Employees must co-operate with searches of their outer clothing, locker, bag, vehicle, etc. at the request of any
authorised person. You have the right to representation during this process.
b.
Identification or security passes must be worn at all times whilst on customer or company premises.
c.
Except where specifically required or authorised by legislation employees must not disclose to unauthorised persons any confidential details or information relating to client or company matters.
d.
Employees must not access or attempt to access any records or files of the company or client without prior permission
(this does not affect your statutory rights).
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4.
Standard of Work
a.
Employees must work to specified and approved methods.
b.
Employees must meet specified quality standards and achieve required levels of output.
c.
Employees must not use equipment or materials which they have not been trained and/or authorised to use.
d.
Employees must report to their supervisor or manager at the earliest opportunity any problems or defects in equipment or
materials and any difficulties or failures in meeting specified quality standards.
5.General
a.
Employees must follow all reasonable instructions issued by or on behalf of supervision and management.
b.
Employees must take reasonable care to protect company and customer property and prevent loss or damage.
c.
Employees must keep accurate records as required and account properly for company property under their control.
d.
Employees must meet the required standards of dress and appearance. Employees must always report for work clean and tidy with long hair tied back and jewellery kept to a minimum. Employees must comply with any local rules regarding make-up
(e.g. Nail varnish).
e.
Employees must not bring onto site personal items of electrical equipment such as mobile phones, radios and personal stereos without prior authorisation by management.
f.
When on customer premises employees must comply with the site rules.
g.
Except in the event of an emergency or with prior approval, employees must not use customers’ equipment or
property, including telephones.
h.
Food and drink may only be consumed in designated areas in the workplace.
i.
Employees must not be in possession, or under the influence, of alcohol and/or drugs (except those prescribed and
authorised for use at work by a qualified person).
j.
Employees must comply with any customer rules regarding testing for alcohol and/or drugs.
k.
Employees whose duties involve driving a motor vehicle must be in possession of a full current valid licence to drive the class of vehicle concerned and must comply with the rules of the Company Vehicle Policy.
l.
Employees may only smoke in designated areas and at designated break times.
m.
Employees must not attend at company or customer premises unless in the course of their authorised duties and must not engage
in any disruptive behaviour.
n.
Employees must not wilfully damage, destroy, remove, steal or attempt to steal the property of the company, customers, employees or others.
o.
Employees must not engage in any insubordinate, insulting or violent behaviour and must not injure, threaten to injure or attempt to injure any other person.
p.
Employees must not engage in any behaviour such as intimidation, harassment, victimisation or bullying likely to cause distress or anxiety to any other person.
q.
Employees must submit true and accurate records and returns (e.g. Clock cards, time sheets) and must not knowingly make any false oral or written statements on or in connection with company documents, accident or incident investigations, applications for employment or medical examinations.
r.
Employees must not attempt to bribe nor seek or accept from any person or organisation any payment, gift or other benefit in connection with their employment with the company other than their proper entitlements under their contract of employment. Any offers or attempts to give such payments etc. must be reported to management at the earliest opportunity. (Small token gifts on special occasions (e.g. Christmas) may be permitted where this has been agreed by your manager).
s.
Employees must not at any time do anything, either by act or omission, which brings the company into disrepute. (This clause refers only to matters that are brought to public attention i.e. via local or national press, radio or news or
included on website for public viewing). BEFORE USING THIS CLAUSE IN ANY INVESTIGATION OR DISCIPLINARY YOU MUST DISCUSS THE SITUATION WITH YOUR HR REPRESENTATIVE.
t.
Employees must not sleep whilst on duty.
u.
Any grossly negligent act or omission including negligently or knowingly leaving clients actually or potentially without proper service.
Date
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Signature
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Student
Certificate
Persons Name
Presented to
Congratulations!
You have successfully participated in the
ISS Work Inspiration Programme
Signed
Date
ISS Facility Services
ISS House
Genesis Business Park
Albert Drive
Woking
Surrey
GU21 5RW
Tel: 0845 057 6500
www.uk.issworld.com
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