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Staff Handbook for Community Pharmacy

Pharmacy Name

June 2017

Staff Handbook (N. Ireland) (June 2016)

Contents

PageIntroduction 3

Section 1 – General Information 4 – 7Absence reportingAccidentsAlcohol and drugsConfidentialityChange of personal detailsDisciplinary mattersE-mail and the internetGeneral behaviourGrievancesLeave from work (holidays, unpaid leave, jury service, medical appointments)MailMedicinesNotice to terminate employmentOther employmentPersonal appearanceProbationary periodRight of searchTelephoneTimekeepingWhistleblowing

Section 2 – Health and Safety 8Health and Safety policy statementResponsibilitiesHealth and safety risks arising from our work activitiesSmoking

Section 3 – The Business 9Ordering goods and signing for deliveriesCash and securitySalesChangeCheques, Credit and Debit cardsUsing the tillStaff purchasesPersonal property

Section 4 – Policies and Procedures 11Alcohol and drugsDisciplinary and dismissalDiscrimination, bullying and harassmentE-mail and internetEqual opportunitiesFamily leaveGrievanceSickness absenceWhistleblowing


Anti-Bribery

INTRODUCTION

The success of any business depends very largely on the people that work within it. The information, policies and procedures contained in this handbook are intended to help you settle in to your new job quickly.

This document, along with your written statement of particulars, sets out the main terms and conditions of your employment with the company. The content of this handbook will help you to get to know the company, give you access to information and help you to understand what you can expect from us and what we expect from you.

The handbook contains copies of the main policies and procedures, which apply to all employees of the company. The aims of the policies and procedures are to: Clarify expectations and minimise the potential for misunderstandings Comply with all legislative requirements Ensure fairness and consistency Eliminate all forms of discrimination and harassment Promote equality and diversity Make the company a good place to work

Some of these policies and procedures have been developed to ensure a safe and healthy working environment. Every employee is expected to comply with their duty under Section 7 of the Health and Safety at Work Act 1974 to follow any safe systems of work or rules that have been introduced to protect the health and safety of employees.

The policies and procedures will be regularly reviewed and updated to ensure that they comply with current legislation and continue to meet the needs of both the company and its employees.

Any changes will be notified to you in writing, at least 30 days in advance of any change taking place.


SECTION 1 – GENERAL INFORMATION

Absence ReportingThe following absence reporting procedure applies to all employees. A failure to follow the reporting procedures may result in loss of company sick pay (where applicable) and make you subject to the company’s disciplinary procedure.

On the first day of absence you must notify us by 10.00am. You should telephone personally and if possible, provide an estimate of your

expected length of absence. Text messages, emails and messages on social media are not an acceptable form of sickness notification. Only in exceptional circumstances should a voicemail message be left or should a family member telephone on your behalf.

If absence lasts for 7 calendar days or less you may be required to complete a self-certificate form.

If absence exceeds one calendar week, you must provide a Statement of Fitness for Work (Fit Note) from your GP and send it to us without delay. If absence is not covered by a Medical Certificate pay may be withheld.

If absence is likely to last longer than one calendar week you must contact us once a week, unless agreed otherwise.

In the event of ongoing absence or frequent short term absences, you may be asked to give consent for us to obtain a medical report from your doctor or undergo a medical examination. In such circumstances you will be given appropriate information under the Access to Personal Files & Medical Reports (Northern Ireland) Order 1991. This type of request is for the purposes of enabling us to determine your potential return to work and the support we can give you to help you to return to work.

AccidentsPlease report any accident involving injury, or which could have potentially involved an injury, immediately to the pharmacist/manager.

Alcohol and DrugsYou are required to arrive for work free from the effects of alcohol and drugs and to remain so for the duration of your working day. Alcohol consumption can impair judgement, conduct and performance and the smell of alcohol on the breath may damage the public perception and reputation of you and the company. You must ensure that alcohol consumption is appropriate and does not affect your ability to carry out your duties reasonably and safely. If you use a company car you must observe the legal drink driving limits. You must not be in possession of drugs or engage in drug misuse whilst at work. Where there is a suggestion that a criminal offence may have been committed the police will be notified.

ConfidentialityDuring your employment, you may have access to information that could be reasonably regarded as confidential. Confidential information means information conveyed in any form, be it verbal, written or otherwise that is controlled or owned by the business and can include for example, a patient’s medical history, treatment regimes or information relating to the business. This type of information must be treated confidentially and you must not at any time, whether before or after the termination of your employment, discuss or disclose any such information to any person, or copy or use it for any purpose, without our written consent. You must not make any statements to reporters from newspapers, radio, television, etc in relation to our business. Any disclosure of confidential information may be regarded as gross misconduct and make you liable to dismissal under the disciplinary procedures and may result in prosecution or an action for civil damages under the Data Protection Act 1998.


Change of Personal DetailsPlease notify us of any changes in your personal details so that your records are kept up-to-date to comply with legal requirements.


Disciplinary MattersThe company’s disciplinary policy and procedures are intended to deal with breaches of the rules, standards of performance, conduct or capability. The disciplinary procedure does not form part of your contract of employment. The procedure aims to ensure that the standards of performance and the conduct at work necessary to achieve the aims of the company are adhered to and that any alleged failure to observe these standards is dealt with fairly and equitably. In the operation of the procedure you will be:

Given written information setting out the performance, conduct, capability or other circumstances that has led us to contemplate using the formal disciplinary procedure and will be invited to a meeting to discuss the matter(s), with the right to be accompanied by a colleague or trade union representative.

Given information and any supporting evidence long enough in advance of the meeting to allow you to consider your response.

Informed in writing of the outcome and where it is decided that disciplinary action will be taken, will be advised of the details of any caution/warning to be applied, the timescale and details of any improvement required and details of a right of appeal against such a decision.

If you exercise your right to appeal you will be invited to attend an appeal meeting with a manager of a similar or higher level (where reasonably practicable) and informed in writing of the outcome of the meeting.

Full information is contained in the Disciplinary Policy.

E-mail and the InternetThe use of the email system and internet within the company for business purposes (i.e. in doing your job) is encouraged, as an additional method of improving communication and efficiency. Inappropriate use of these systems, however, can cause problems. These can range from distractions and disruption that leads to significant loss of working time, to legal claims against the company. You must not use the company IT systems for personal use during work hours and should ensure you are familiar with the information in the E-mail and Internet Policy.

General BehaviourOur customers are our business and we expect our employees to greet them with a smile and treat them with politeness. If a customer becomes difficult please do not get into an argument with them but do seek help from the pharmacist/manager. The pharmacy should be regarded as a professional environment and unruly or disorderly behaviour or the use of bad language will not be tolerated. Any form of bullying or harassment is regarded as unacceptable behaviour and may amount to gross misconduct, which will be dealt with in accordance with the disciplinary procedures and may ultimately result in dismissal.

GrievancesIf you feel you have been treated unfairly, the grievance procedure provides a method for you to express your complaint or concern. It is essential to deal with grievances at the earliest possible opportunity both to increase the chance of a successful outcome and to prevent a matter escalating. Full information is contained in the Grievance Policy.

Leave from WorkHoliday Entitlement to holiday is in accordance with the terms given in your statement of particulars. The recognised Public and Bank holidays are: New Year's Day, St Patrick's Day, Good Friday, Easter Monday, Early May Bank holiday, Spring Bank Holiday, Battle of the Boyne, Summer Bank Holiday, Christmas Day, Boxing Day.

Any request for holiday must be approved before you book your holiday. Requests for holiday will not be withheld unreasonably. Holiday leave may not be carried over to the following year and the company will not make any payment in lieu of holiday not taken, Staff Handbook (N. Ireland) (June 2016)

except within the provisions of statutory regulations.

Part time employees are entitled to paid holidays which are proportional to their normal hours and pro-rata of the equivalent of a full time employee.

Unpaid LeaveUnpaid leave will only be granted in exceptional circumstances and only when normal holiday entitlement has been exhausted.

Jury ServiceMost people on the electoral register in Northern Ireland, between the ages of 18 and 70, are eligible to serve on a jury. If you are summoned for jury service and your summons is confirmed, you are under a legal obligation to act as a juror. You will need to claim an allowance from the court to cover your loss of earnings. Your juror’s pack contains a Certificate of Loss of Earning or Benefit which allows you to claim your allowance from the court and other information on acting as a juror.

Medical AppointmentsWherever possible, appointments must be arranged at the beginning or end of the day to avoid disruption to your work. You will be required to make up the time taken to attend appointments.

MailAll mail received by us will be opened, including that addressed to employees. Private mail, therefore, should not be sent care of our address. No private mail may be posted at our expense. Mail addressed to the pharmacist/manager/owner marked Private and Confidential should not be opened.

MedicinesSale of, and advice on the use of medicines may only be carried out by employees who have undergone specific training for that purpose. The pharmacist/manager will ensure that you receive adequate training to enable you to sell medicines and give advice. You must never sell medicines classified as “Pharmacy only”, hand out any prescription or take any stock from the dispensary unless the pharmacist is present and you are trained and authorised to do so.

NoticeYou are required to notify us in writing of your intention to resign. The period of notice you are required to give in the event of termination of employment is as given in your contract of employment. There will be no review of salary or payment of bonus after notice to terminate employment has been given or received. In some circumstances there will be no entitlement to receive notice or payment in lieu - your contract of employment sets out these circumstances.

If you terminate your employment without giving or working the required period of notice, as indicated in your contract of employment, you will have an amount equal to any additional cost of covering your duties during the notice period not worked deducted from any termination pay due to you.

On the termination of your employment all company property should be returned to us on or before your leave date. Failure to return such items may result in the cost of the items being deducted from any monies outstanding to you.

We may require you to take (or not to take) any outstanding accrued holiday entitlement during your notice period.Staff Handbook (N. Ireland) (June 2016)

Other EmploymentIf you take on any other employment, please notify us immediately, particularly if your working week will exceed a total of 48 hours. Please note that you are not permitted to take on other employment that would create a conflict of interest (eg selling of cosmetics or other goods we stock on an agency or home party basis) or that would interfere with or affect your work with the company.

Personal AppearanceOur business takes pride in its public image and as a representative of our business, we ask you to be appropriately and tidily dressed and to have due regard to your personal hygiene and cleanliness whilst at work.

Probationary PeriodThe probationary period of employment is designed for you to have an opportunity to become accustomed to working at our company and to begin to fulfil the expectations of your role. During your probationary period you will have regular meetings with the pharmacist/manager. These meetings will be used to track your progress and provide an opportunity to discuss any issues of concern that you, or we, may have.

In the event that your progress and performance is not as expected, any shortcomings will be discussed with you and you will be given assistance so that you can achieve satisfactory performance. Before your appointment can be confirmed you must demonstrate that you are capable of performing the duties of the post satisfactorily and have the required standard of conduct and attendance.

Right of SearchWe have the contractual right to carry out searches of employees and their property (including vehicles) whilst they are on our premises. These searches are randomly conducted and do not imply suspicion in relation to any individual. In the event of a search, if practicable, you will be accompanied by a third party of the same sex who is on the premises at the time a search is taking place, or at the time that any further questioning takes place. You may be asked to remove the contents of your pockets, bags, etc.

Whilst you have the right to refuse to be searched, refusal will constitute a breach of contract, which could result in disciplinary action. We reserve the right to call in the police at any stage, if we suspect that you are in possession of property that has not been correctly purchased.

TelephonePlease do not use the telephone without permission to make or receive personal calls. Any personal calls must be kept short and no calls are to be made to premium rate numbers or abroad.

Personal mobile phones should also be switched off during working hours.

TimekeepingYour hours of work are set out in your statement of particulars and must be adhered to. Please be punctual at all times. Customers expect to be served as soon as the shop opens so it is important that you arrive for work on time. The times allowed for breaks should not be exceeded.

WhistleblowingWhistleblowing occurs when an employee provides certain types of information to the employer, usually about illegal or dishonest practices. The Public Interest Disclosure (Northern Ireland) Order 1998 protects the employee from being dismissed or penalised as a result of disclosing that information.Staff Handbook (N. Ireland) (June 2016)

The company seeks to ensure that all of its operations are carried out compliantly and legally and would encourage any employee who believes that there is evidence of illegal or dishonest practice to make a disclosure under the protection of this Act. Full information is contained in the Whistleblowing Policy.


SECTION 2 – HEALTH AND SAFETY

Health and Safety Policy StatementThe company recognises its obligations under the Health and Safety at Work Act 1974 in respect of the health, safety and welfare of its employees and those who may be affected by its activities and will: Provide adequate control of the health and safety risks arising from work activities; Consult with employees on matters affecting their health and safety; Provide and maintain safe plant and equipment; Ensure safe handling and use of substances; Provide information, instruction and supervision for employees; Ensure employees are competent to do their tasks, through adequate training; Prevent accidents and cases of work-related ill health; Maintain safe and healthy working conditions; and Review and revise this policy as necessary and at regular intervals.

ResponsibilitiesWhilst overall responsibility for health and safety lies with the company, every employee has a duty to take reasonable care of their own safety and that of others and you must read the health and safety notices. The risk of accidents within our environment is generally perceived as being low. However, even in a low risk environment there are always potential dangers and hazards.

Employees are expected to co-operate with the company on matters concerning health and safety and must not interfere with or misuse anything provided for health, safety or welfare purposes. You must not take any action which would threaten the health and safety of yourself, other employees, customers or members of the public. Please read the health and safety notices on display and make yourself aware of how you can access first aid advice and our procedure for fire evacuation. If you have any questions or concerns about your safety please speak to the pharmacist or manager.

Health and Safety Risks Arising from our Work ActivitiesWorkplace risk assessments will be undertaken and action needed to remove/control risks will be implemented by the pharmacist/manager.

Please take care when you are on our premises. Look out for potential hazards such as boxes of stock that are stacked on the shop floor, whilst being unpacked. If you notice something in particular that you think could be a hazard to yourself, or others, please report it immediately to the pharmacist/manager.

The pharmacist/manager will instruct you on what you should do in the event of an accident or a fire during your induction. For your own safety and that of others, please follow any instructions you are given.

If you use a visual display unit as a substantial part of your daily activities you will be eligible to receive a regular VDU eye test, which the company will pay for.

If your work involves manual handling you will receive appropriate instruction on how to lift and manage loads during your induction.

Smoking

This policy has been developed to protect all employees, service users, customers and visitors from exposure to second-hand smoke and to ensure compliance with laws that ban smoking in public places (including workplaces).


The company operates a no-smoking policy and smoking is not permitted in any of the premises or vehicles at any time.

Staff should note that the prohibition on smoking in the workplace also applies to electronic cigarettes and other vaporisers which will, for the purposes of this policy, be treated in the same way as cigarettes.

Non compliance with the policy and relevant law will be treated as a disciplinary offence. The pharmacist/manager will be pleased to provide help and support to assist you if you wish to stop smoking or to put you in touch with other agencies who can help.

SECTION 3 – THE BUSINESS

Ordering Goods and Signing for DeliveriesDo not place, confirm or sign orders for goods, or sign for deliveries on behalf of the business unless you are authorised to do so. If you are authorised to sign for deliveries, check that the number of packages delivered matches the number stated on the delivery sheet. If there is a difference, or if you cannot check goods before signing, endorse the sheet accordingly.

Cash/SecurityThe pharmacy contains valuable goods and of course, there is money on the premises. For this reason procedures have been adopted to protect employees, for general security and to ensure that customers cannot claim they have been given short change. Please ensure that you always adhere to the following procedures. Failure to adhere to these procedures could result in disciplinary action being taken against you.

Sales Register all sales through the till and give the customer a receipt. If you make a mistake, report it immediately and have it corrected. Close the till drawer after each sale. Do not serve your own friends and relatives. They are welcome to come to the shop

but to avoid potential misunderstanding they should be served by someone else or the sale must be checked by someone else.

Change Always count change into the customer’s hand and take particular care if you are given

a large note. If you have to get change for the till, have it checked by another member of the staff.

Cheques, Credit Cards and Debit Cards Cheques are only acceptable in payment for goods – not in exchange for cash and they

should only be accepted from customers whom you know to be authorised. There are specific procedures to be followed when accepting cheques, credit cards and

debit cards, and you will be trained in how to deal with them.

Using The Till Do not use the till unless it has a receipt roll and an audit roll fitted. Do not open the till unless it is necessary to serve a customer, or to give or get change,

or cash up. Whenever the till is opened other than to serve a customer, ask another assistant to

initial the ‘no sale’ ticket and put the ticket in the till drawer.


Staff Purchases You may buy certain goods from the shop at the current (marked) retail price less a staff

discount which your manager will advise you of. All purchases must be entered in the staff purchase book BEFORE the goods are

removed from the premises. Staff discount is allowed only on purchases for yourself and members of your family

normally resident with you. If the privilege is abused it will be withdrawn.

Personal PropertyWe cannot accept responsibility for property left on the premises, so please do not bring valuables or large sums of money to work. Please leave your bags in the place provided and to avoid any potential misunderstandings do not take personal cash or bags into the sales area.


SECTION 4 – POLICIES AND PROCEDURES

Alcohol & Drugs Policy & Procedure

The company is committed to providing a safe and healthy working environment for all employees. To fulfil this commitment it is necessary for the company and its employees to recognise the impact that the effects of alcohol or drug misuse or abuse can have in the workplace. Employees who suspect, or know, that they have a problem with alcohol or drugs are encouraged to seek appropriate help at an early stage. For the purposes of this policy the following definitions of misuse will apply:

Alcohol MisuseThe consumption of alcohol to the extent that it adversely affects the employee’s performance, conduct, attendance or normal social behaviour, or causes concern to those the employee deals with during the course of their work.

Drug MisuseThe use of illegal drugs (as defined by the Misuse of Drugs Act 1971), or the deliberate or intentional misuse of other legal substances such as solvents or prescribed medicines.

Misuse of Drugs Act 1971Under the Misuse of Drugs Act 1971 it is an offence for a person knowingly to allow drugs to be used, kept or supplied on their premises.

GeneralYou are required to arrive for work free from the effects of alcohol and drugs and to remain so for the duration of your working day. Alcohol consumption can impair judgement, conduct and performance and the smell of alcohol on the breath may damage the public perception and reputation of you and the company. You must ensure that alcohol consumption is appropriate and does not affect your ability to carry out your duties reasonably and safely. If you use a company car you must observe the legal drink driving limits. You must not be in possession of drugs or engage in drug misuse whilst at work. Where there is a suggestion that a criminal offence may have been committed the police will be notified. Such a matter will be considered gross misconduct and disciplinary action will be taken.

Help and AssistanceIf you admit to alcohol or drug misuse and request help or support you will be treated fairly and will be offered assistance to gain appropriate help and rehabilitation. Medical advice will be sought if you are thought to be unfit or unsuitable for employment in your present position. If it is determined that upon medical evidence you are no longer capable of performing your role within the company, alternative employment may be offered where appropriate, or employment will be terminated subject to the terms and conditions of employment.

Where performance is affected by alcohol or drug misuse and you refuse assistance, deny the problem or discontinue a course of treatment/counselling and revert to unacceptable levels of performance or conduct, the normal disciplinary procedures will apply.


Disciplinary Policy & Procedure

The disciplinary procedures are designed to deal with breaches of the rules, regulations, standard of performance, conduct or capability in a manner that affords proper investigation and explanation. Disciplinary action will normally only be taken when a reasonable effort has been made to assist an employee who has failed to comply with the company’s accepted working practices.

Informal discussionIn cases of minor deficiencies in performance, conduct or other circumstances, the person who is normally responsible for your day to day work will point out, as necessary, areas of your work or performance which require improvement, together with a timescale considered appropriate for adequate improvement to occur.

Formal disciplinary procedureThe formal disciplinary procedure will commence when an improvement has not been achieved by informal means, or where a matter is deemed to be sufficiently serious that informal discussion is inappropriate. Under the formal procedure:i. You will be given written information setting out the performance, conduct, capability or

other circumstances that have led the company to contemplate using the formal disciplinary procedure and you will be invited to a meeting to discuss the matter(s).

ii. The information and any supporting evidence will be given to you long enough in advance of the meeting to allow you to consider your response.

iii. The meeting will be conducted in such a way as to allow both parties to explain their position and will take place in a timely manner.

iv. You will be informed in writing of the outcome of the meeting. Where it is decided that disciplinary action will be taken, you will be advised of the details of any caution/warning to be applied, the timescale and details of any improvement required and details of your right of appeal against such a decision.

v. If you exercise your right of appeal, a further meeting will be held with a manager of a similar or higher level (where reasonably practicable). You will be informed in writing of the outcome of the meeting.

RepresentationAt each stage of the formal procedure, including any appeal hearings, you have the right to be accompanied at meetings by a work colleague or suitably qualified trade union representative if you wish. Copies of any documents will be made available to your representative at your request.

WarningsThe company’s normal policy will be to follow the stages of informal discussion, 1st formal caution/warning, 2nd formal caution/warning and ultimately dismissal. Action may start at any of these stages depending on the severity of the circumstances that have led the company to contemplate implementing this procedure. Where a matter is considered to be gross misconduct and a case is proven, the sanction will be dismissal. A first and second (final) caution/warning will remain on your file for a period of one year. A live caution/warning may be taken into account for the purposes of redundancy selection or to establish a pattern of disciplinary offending.

Attendance at a MeetingYou are required to take all reasonable steps to attend a meeting. If you are unable to attend on the proposed date, you have the right to request a change of meeting date within five working days. If you fail to request a change of meeting it will be deemed that the date and time given are acceptable to you and your representative. If you fail to attend a


disciplinary meeting and there is no valid reason for non-attendance, the meeting will be held, and decisions made, in your absence.


Disciplinary Policy & Procedure (continued)

Improvement PeriodIn dealing with performance, conduct or capability issues, you will be given a reasonable period in which to improve, where appropriate. When considering performance or capability issues the Company will establish the likely causes of poor performance and identify any training needs. The length of the period for improvement will be determined by the time in which you can show improvement (taking into account possible re-training) and the time needed for the company to make a reasonable assessment of your conduct/ performance. An improvement period will generally be between one and three months. Any caution/warning given that includes an improvement period will operate on the basis that the improvement must be sustained after the expiry of the caution/warning.

AppealsYou are entitled to appeal against any disciplinary action taken against you. Any appeal must be in writing and must be received by us no later than five working days after you have been informed of the disciplinary action. The person to whom your appeal should be made will be detailed in correspondence sent to you. If you do not appeal you will be deemed to have accepted the decision.

Dismissal or Action Short of Dismissal as a Conclusion to Disciplinary ActionIf there has been no satisfactory improvement following the designated periods for improvement contained within two written cautions/warnings, it will be deemed that the procedure has been exhausted and unless you present any mitigating factors during the final disciplinary meeting it is likely that your contract of employment with the company will be terminated. Where appropriate, action short of dismissal may be considered such as transfer to another position or demotion (where availability of work exists). This type of action will usually only be considered appropriate in cases involving capability. In a proven case of gross misconduct (as outlined below) the disciplinary action taken will be dismissal.

Gross Misconduct OffencesThe following list provides examples of matters which will be considered as serious (or gross) misconduct. This list is not intended to be exclusive or exhaustive. threatened or actual physical assault misuse or abuse of the company’s telephone, email or pc systems or other property wilful disregard of safety precautions, thus endangering the health and safety of the

individual, other members of staff and/or the general public wilful insubordination and/or unreasonable refusal to carry out legitimate instructions use of foul language to customers or other members of staff discrimination or harassment on the grounds of sex, race, marital or civil partnership

status, age, disability, religion or political belief, sexual orientation and ethnic or national origin

misappropriation, unauthorised possession or theft of, or wilful damage to, company property or the property of employees of the company

serious negligence or wilful damage which causes unacceptable loss, damage or injury to company property, other members of staff and/or the general public

forgery, fraud or falsification of any statutory or company documents intentional and unauthorised access to and/or disclosure of confidential information inability to perform the job due to the use of alcohol/drugs or the sale or attempted sale

of controlled drugs on or in the vicinity of company premises giving or accepting of bribes conviction by a court of law for a crime which is considered by the company to be

damaging to its interests or the continued trust and respect of the individual within the company

intentionally damaging the interests of the company through contact with the media


other action committed by an employee which, in the company’s opinion, seriously breaches the relationship of employer to employee and vice-versa, or is prejudicial to the company’s business reputation.


Discrimination, Bullying & Harassment Policy & Procedure

The company believes that employees, customers, and everyone who has contact with our business is entitled to be treated with dignity and respect. The company regards any form of discrimination, bullying or harassment as unacceptable behaviour.

DefinitionDiscrimination, bullying or harassment is behaviour which is unwelcome, intimidating or offensive to the recipient, regardless of the intentions of the offender. Such behaviour can be persistent or it can take the form of an isolated incident and it can be towards one or more individuals. It can include physical contact or be verbal or non-verbal in origin (eg printed material).

Recognising discrimination, bullying and harassment at workDiscrimination, bullying and harassment can take many forms, for example: Abuse of power and embarrassment of individuals in front of colleagues. Putting others down. Showing unnecessary irritation on a regular basis. Verbal harassment, including ridicule, jokes, songs, name calling, threats, offensive

language and slander. Coercive pressure for sexual favours. Personal remarks of a sexual, ageist or racial nature. Discrimination for political or religious beliefs. Offensive comments about dress or physical appearance. Physical contact or unwelcome sexual attention or gestures. Persistent intimidation. Creating an unpleasant/unacceptable work environment. Obscene gestures. Offensive material loaded onto or sent from computers. Deliberate exclusion from conversation or activity.

Dealing with discrimination, bullying and harassmentIf you witness, or are the victim of, unacceptable behaviour please speak to the pharmacist/ manager. Where a matter is reported, the company will deal with the complaint as follows:

Informal actionIf an employee wishes a matter to be dealt with informally, the pharmacist/manager will raise the matter with the other party. It may be that the person is genuinely unaware of the effect of their behaviour and will seek to change it immediately they realise that offence has been caused.

Formal actionWhere informal action is deemed inappropriate, formal action will be taken. An accurate record of incidents will help the timely and efficient handling of complaints, however, if records have not been kept, perhaps because there has been just a single incident, an employee should not feel they cannot complain. An employee who seeks to take action against a third party will be required to provide a written statement in support of any allegations. Any complaint raised will be investigated by the pharmacist/manager (or another person) who is impartial to the complaint. The complaint will be dealt with in a timely manner, ensuring that both parties are given a fair hearing.

Any person involved will be interviewed individually, as will any witness able to supply relevant information. All parties interviewed will have the right to be accompanied at meetings by a work colleague or trade union representative.


Discrimination, Bullying & Harassment Policy & Procedure (continued)

Employees accused of discrimination, bullying or harassmentIf you are accused of discrimination, bullying or harassment you will be provided with a copy of the written statement from the employee making the allegation and any witnesses to the incident(s).

In reacting to any accusation, you should consider carefully your past behaviour. It is the effect of that behaviour on others, rather than your intention, which will be considered during any investigation of alleged discrimination, bullying or harassment.

You will be invited to an investigatory meeting where the complaint will be considered and where you will have the opportunity to state your case.

If after the investigatory meeting it is concluded that there is sufficient evidence to warrant disciplinary action being taken, you will be advised accordingly in writing. At this stage the company’s disciplinary procedures will be invoked.


Email & Internet Policy & Procedure

The use of the email system and internet within the company for business purposes (ie in doing your job) is encouraged, as an additional method of improving communication and efficiency. Inappropriate use of these systems, however, can cause problems. These can range from distractions and disruption that leads to significant loss of working time, to legal claims against the company. In order to ensure that you benefit from the use of these systems but to safeguard the company and its employees, you must comply with the following policy on use.

NB: Each time you log on to the email or internet system you will be deemed to have accepted these rules. Any breach of the rules will therefore make you liable for disciplinary action that in certain circumstances may result in your dismissal.

General StatementThe systems and all information contained within them are the property of the company. The company does not routinely monitor use of its systems; however, employees should understand that where protection or filtering systems are operational we cannot ensure total confidentiality or privacy of use of these systems. We reserve the right at any time and without notice, to monitor information for legitimate reasons. Legitimate reasons may include: prevention of misuse, investigating disclosures of confidential business matters, troubleshooting system problems and compliance with any legal or regulatory requests to establish illegal use or conduct that may adversely affect the company or its employees. By monitoring the system for legitimate business reasons, the company will collect personal data about you within the meaning of the Data Protection Act 1998.

Acceptable UseThe email and internet systems are available for communication and information on matters directly relating to your work and employment. When using the systems you are responsible for ensuring that all necessary precautions are taken to safeguard the systems. This includes the use of antivirus software to screen attachments, disks and documents designed to prevent the downloading or transmission of viruses or other material that could damage equipment belonging to the company or the equipment of other companies to whom information is transmitted.

Unacceptable UseThe email and internet systems are primarily intended to assist you in the work you undertake for the company. You must not at any time or in any circumstances use our systems for any of the following purposes: To view, transmit or receive any messages that a recipient, or other third party, may

regard as offensive, abusive, defamatory, bullying or discriminatory. To view, receive or transmit material that is related to online gambling, dating agencies,

the accessing, downloading or circulation of pornography, or any other material where the language or content is such that it expresses images or views that could reasonably regarded as offensive, discriminatory or of a social, religious or political cause that could cause distress to a recipient or a third party.

To download or distribute any copyright information and/or software. To transmit or receive any information that could reasonably be regarded as

confidential where consent has not been given or received. To send untrue statements that could damage the reputation of an individual,

department or the company or represent personal opinions as those of the company. To send a communication where a deliberate attempt has been made to hide the

identity of the sender or where an attempt has been made to represent the sender as someone else.


To engage in web logging.

SOCIAL NETWORKING SITES

Company Equipment

Use of the internet (especially chat rooms and community sites such as Facebook) slows the system and encourages accidental downloading of viruses.

Employees are prohibited from using social networking website such as Facebook or instant messaging services on Company computers or during working hours other than for business purposes.

Employees are prohibited from downloading or saving music on the Company’s computer systems.

Access to certain web-sites has been blocked, including the common social networking sites (Facebook etc) and dating web-sites.

Your business email address must not be used:

to register an account on any website being used for personal reasons, or to receive communications from such websites e.g. Social networking sites such as Facebook and eBay or similar sites, message boards or any blog sites;

to receive communications relating to any personal businesses or income generating ventures, such as property letting;

to subscribe to regular update emails for social activities such as cinema or theatre listings or other non-business purposes.

Employees should not under any circumstances use our systems to participate in any internet chat room, “twitter” system, any on-line auction website, post messages on any internet message board or set up or log text or information on a blog or wiki, even in their own time.

Personal Equipment

If you use social networking sites at home or outside of work any comments you make may still have an impact on your work and your colleagues. Please note that you may still be subject to the Company’s Disciplinary Procedures if you make any defamatory, inappropriate and/or offensive comments about the Company, its clients or your colleagues when on line.

Please ensure therefore that you do not use systems like Facebook or Twitter to:

gossip about colleagues in relation to work issues

gossip or complain about management or management policies

give out any information in relation to your workplace

directly communicate with or harass a colleague in relation to an issue of dispute


Such comments are capable of amounting to gross misconduct and may therefore result in the termination of your employment.


Equal Opportunities Policy & Procedure

The Company is an equal opportunity employer. We are committed to ensuring within the framework of the law that our workplaces are free from unlawful or unfair discrimination on the grounds of disability, colour, race, nationality, ethnic or national origin, sex, gender (including gender reassignment), sexual orientation, age, marital status, religious belief or political opinion.

We aim to ensure that our employees achieve their full potential and that all employment decisions are taken without reference to irrelevant or discriminatory criteria. We have adopted this policy as a means of helping to achieve these aims.

What is discrimination?

Direct discrimination occurs where someone is put at a disadvantage on discriminatory grounds in relation to his or her employment. Direct discrimination may occur even when unintentional.

Indirect discrimination occurs where one individual’s employment is subject to an unjustified provision criterion or practice which e.g. one sex or race/nationality or age group finds more difficult to meet, although on the face of it the provision criterion or practice is ‘neutral’.

Commitment

We are committed to ensuring that all of our employees and applicants for employment are protected from unlawful discrimination in employment.

Recruitment and employment decisions will be made on the basis of fair and objective criteria.

Person and job specifications shall be limited to those requirements which are necessary for the effective performance of the job.

Interviews will be conducted on an objective basis and personal or home commitments will not form the basis of employment decisions except where necessary and relevant.

All employees have a right to equality of opportunity and a duty to implement this policy. Discrimination is a serious disciplinary matter which will normally be treated as gross misconduct.

Anyone who believes that he or she may have been disadvantaged on discriminatory grounds should raise the matter through the Company’s grievance procedure.


Family Leave Policies & Procedures

Incorporating maternity and paternity rights, shared parental leave, parental leave, time off for dependents and compassionate leave

This document is intended to give an overview of the types of paid and unpaid leave available to employees. Some of the rights to leave and pay are covered by your contract of employment and others are covered by legislation, which does change from time to time. Please talk to the pharmacist/manager for the latest statutory information and rates.

Maternity LeaveAll women are entitled to a period of 26 weeks ordinary maternity leave followed by a further period of 26 weeks additional maternity leave. There is also an entitlement to reasonable paid time off to attend ante-natal classes.

If your partner is pregnant, you are entitled to unpaid time off for up to two antenatal appointments. If you wish to exercise this right you should notify your Line Manager of the date and time of the appointment.

Please tell us when you become pregnant so that we can provide you with the right care during this period and ensure the health and safety of you and your unborn child. We will also provide you with more information and answer any questions you may have.

If you intend to take advantage of the right to shared parental leave, you should inform the Company of this fact at the same time as you notify the intended start date of your leave.

Maternity PayStatutory Maternity Pay is payable to any employee who earns more than the lower earning limit for NI purposes and who has been continuously employed by the company for 26 weeks, by the 15th week before the expected date of confinement.

To receive SMP you will need to provide a MAT B1 certificate which is issued by either your midwife or doctor. Statutory Maternity Pay is payable for 39 weeks. The first 6 weeks is paid at 90% of average earnings. The remainder is paid at the lower Statutory Maternity Pay rate. If your earnings are below the current SMP rate you will receive 90% of average earnings for the full 39 weeks.

Paternity LeaveMale employees are entitled to up to two weeks paid paternity leave subject to having 26 weeks of service by the 15th week before the expected week of their partner’s confinement. The leave must be taken in a single block of one or two weeks and must be taken within 56 days of the birth of the child for the specific purpose of caring for the new born baby and supporting the mother. Applications for leave should be made by the 15th week before the expected week of confinement.

Paternity PayPaternity pay is paid at a weekly rate that is the same as the lower rate of Statutory Maternity Pay.

Adoption LeaveThe arrangements for adoptive parents’ leave and pay are similar to maternity leave and full details are available from the pharmacist/manager.


Keep in Touch DaysDuring maternity and adoption leave you can benefit from up to ten ‘Keep in Touch’ days without losing your entitlement to statutory maternity pay. This means that you can attend meetings or training courses so that your skills and knowledge are kept up to date for your return to work. You are not obliged to undertake any work or attend any events during your maternity leave but if you would like to take advantage of the ‘Keep in Touch’ days we will work with you to ensure these days are helpful and worthwhile.

Shared parental leave

Shared parental leave is a flexible form of leave available to both parents designed to encourage shared parenting in the first year of a child’s life. It allows a more flexible pattern of leave than the traditional arrangement under which the mother takes extensive maternity leave and the father takes a short period of paternity leave.

Employees who give birth or adopt remain entitled to take the full 52 weeks of leave if they choose to do so and the arrangements described above for maternity and adoption leave continue to apply. However, an employee may choose to share part of that leave with their partner provided that certain qualifying conditions are met. When leave is shared in this way, there is no need for the ‘primary’ leave taker to have returned to work. Both parents can be on leave at the same time, provided that the combined amount of leave taken by the parents does not exceed 52 weeks and provided that all of the leave is taken before the end of 52 weeks following the birth of the child or its placement for adoption.

Generally, parents will qualify for shared parental leave provided that both are working and that each has at least 26 weeks’ service with their respective employers. To exercise the right, both parents must inform their employer that they intend to take shared parental leave – usually at the same time as the employer is notified that an employee is pregnant or plans to adopt. They must also give an indication of the pattern of leave that they propose to take.

A parent proposing to take a period of shared parental leave must give the Company 8 weeks’ notice of any such leave. Depending on the circumstances, it may be possible for the Shared Parental Leave to be taken in intermittent blocks, with one parent returning to work for a time before taking another period of shared parental leave. Such an arrangement can only be made with the agreement of the Company. While every effort will be made to accommodate the needs of individual employees, the Company may insist on shared parental leave being taken in a single instalment. Any decision as to whether to permit intermittent periods of leave is entirely at the Company’s discretion.

An employee absent on shared parental leave will be entitled to a weekly payment equivalent to the lower fixed rate of SMP. The number of weeks for which payment will be made will vary depending on the amount of SMP paid to the mother while on maternity leave. Essentially, if the mother ends (or proposes to end) her leave with 10 weeks of SMP entitlement remaining, the parent taking shared parental leave will be entitled to be paid for the first 10 weeks of leave.

Because of the number of options available, shared parental leave can be quite a complicated entitlement. If you want to take advantage of shared parental leave you should discuss this with your manager who will check that you qualify and help guide you through the procedure.

Parental LeaveEmployees (male and female) with more than one year’s service and with children under eighteen years are entitled to a total of 18 weeks of unpaid leave. This leave is expressly for the care, education and welfare of the child.Staff Handbook (N. Ireland) (June 2016)

A maximum of four weeks per child per year may be taken and leave must be taken in blocks of one week. If you wish to take parental leave you must apply to your manager in writing at least 21 days in advance of the date that you wish the leave to commence.

Parental leave may be postponed due to exceptional business demands. In such circumstances you will be given alternative dates when the leave may be taken.Time off for DependantsEmployees are entitled to unpaid leave to deal with an emergency involving a family member or dependant. This might include: A dependant falling ill or being involved in an accident. A partner having a baby. Having to make longer term care arrangements for a dependant. Having to deal with the death of a dependant. Having to deal with unexpected disruption in care arrangements. Having to deal with an incident involving one of your children.

A dependant is the partner, child or parent of the employee or someone who lives with the employee as part of the family. It does not include tenants or lodgers.

In the case of time off to deal with a sick child, the time off is for you to make arrangements for someone else to take over the care of a sick child or relative or deal with an emergency. It does not entitle you to take the time off to undertake the care yourself.

Please notify us by 10am or as soon as is reasonably practicable if you are unable to attend work because of the need to take time off in these circumstances.

Flexible working The Company will try, subject to the needs of the business, to accommodate requests from employees who wish to make changes to their working hours or place of work.

Requests for a change in working arrangements can be made by any employee with at least 26 weeks’ continuous service with the Company at the time the request is made.

The request should be made in writing and set out the change requested. The request should also describe the impact that the change will have on the operation of the business and how any difficulties caused by the change may be addressed.

When a request is received, the employee will be invited to a meeting to discuss the potential change. The meeting will normally be conducted by the employee’s line manager. The employee will be entitled to be accompanied by a fellow employee to assist in making any representations that may be appropriate.

The Company will refuse a request if doing so would adversely affect the business or create a burden on other employees. In refusing any request the Company will explain the reasons for the refusal in writing and may make an offer of an alternative arrangement. Discussions may then take place to try to agree a way forward. If no agreement is reached then the employee’s terms and conditions will remain unchanged, subject to the right of employees to appeal the decision

Any meetings should take place in a spirit of cooperation with both sides seeking to reach agreement on an appropriate way forward.

Any change in working arrangements which results from this process will be confirmed to you in writing.


This policy will not prevent managers agreeing to ad hoc arrangements from time to time. However, any such arrangement will not amount to a variation in your terms and conditions of employment unless specifically agreed to the contrary and confirmed in writing. The Company may terminate any such ad hoc agreement at any time and require you to revert to your agreed working arrangements.

As there will inevitably be a limit to the amount of flexibility the Company can tolerate without detriment to its interests, employees must accept that the fact that a particular working arrangement has been granted to one employee does not oblige the Company to grant it to another.

Compassionate LeaveThe company will be as understanding and accommodating as possible when an employee has to deal with bereavement. There is no contractual or statutory entitlement to be paid for absences relating to compassionate leave, however, a limited amount of paid leave may be available at the company’s discretion.


Grievance Policy & Procedure

This policy is intended to provide a method of dealing with a grievance (issue, concern or complaint) that an employee may raise about their work, their working environment or a working relationship in a manner that provides proper investigation of the grievance. The company’s aim is that wherever possible a grievance should be resolved quickly and if possible by informal means to prevent the potential for a matter to escalate or bad feeling to occur.

ProcedureA grievance should be reported to the pharmacist/manager. Within the informal procedure the pharmacist/manager will listen to your grievance and try to agree a method of resolving the matter with you.

If informal resolution cannot be achieved, the following procedure will apply:i. You should send a written complaint to the pharmacist/manager outlining the nature of

the alleged grievance.ii. You will be invited to a meeting so that your grievance can be discussed.iii. After the meeting, and any further investigation that may be necessary, you will be

informed in writing of the outcome and your right of appeal.iv. If you lodge an appeal, a further meeting will be held. The appeal meeting will be held

by a manager of a similar or higher level (where reasonably practicable). You will be informed in writing of the outcome of the appeal.

Grievances concerning fellow employeesOften grievances that concern working relationships are caused through misunderstanding or miscommunication. In the first instance, we will handle a grievance about a working relationship by talking privately to all parties concerned. The pharmacist/manager may suggest that the matter should try to be resolved by an informal meeting between the parties concerned. The objective of such a meeting is to create an environment where the parties can put their views to each other in a calm and non-threatening way. If a matter cannot be resolved by informal means, an employee may choose to raise a formal grievance. It should be remembered that when a grievance involves a difference of opinion, the grievance procedures themselves may not always provide a total solution or totally satisfactory outcome to a problem.

RepresentationAt each stage of the formal grievance procedure, including any appeal hearing, you have the right to be represented by a work colleague or suitably qualified trade union representative if you wish.


Sickness Absence Policy & Procedure

If you are unable to come to work through sickness you must notify us by 10.00am on the first day of absence. Text and voicemail messages must not be left except as a last resort. On your return to work you will be required to complete a self-certificate form, which will be retained on your personnel file. The reasons for absence will remain confidential but may be used to identify any patterns of sickness or to assist the company for the purpose of health and safety risk assessment. You must provide a Statement of Fitness for Work Form from your GP if your absence lasts longer than seven calendar days. During any period of sickness absence, the company reserves the right to contact you at home.

Excessive absenceIf your absence record is deemed to be excessive the pharmacist/manager will talk to you about the reasons for your absence. The meeting will be on an informal basis in the first instance and held with the purpose of establishing your views about your state of health with regard to your sickness absence record. Your absence record will be available and you will receive an explanation of why it exceeds an acceptable level and the impact that your absence is having on the business and other employees. You will be asked to explain the circumstances that have necessitated your absence and you will be invited to discuss any underlying difficulties at work or at home.

If your absence continues at an unacceptable level and there appears not to be any particular substantial underlying cause for this, you will be subject to the company’s formal attendance procedures. Within the formal procedure, you will be: Asked to attend a meeting at which attendance targets will be set. You will have the

right of representation at the meeting by a work colleague or trade union representative. Asked to provide medical certificates to cover all absences. Asked for your consent for the company to obtain a medical report on your state of

health from your GP, consultant or other healthcare practitioner. Issued with a caution/warning which makes it clear that a failure to meet the attendance

targets may ultimately lead to your dismissal. Included in the caution/warning will be details of your right of appeal against such a decision.

If you exercise your right of appeal, a further meeting will be held with a manager of a similar or higher level (where reasonably practicable). You will have the right of representation at the meeting. You will be informed in writing of the outcome of the meeting.

If you fail to meet the attendance targets that are set for you, you will be invited to a further meeting to discuss the situation and new attendance targets will be set. If appropriate, a second formal caution/warning may be issued. If there is a continued failure to meet attendance targets after two cautions/warnings have been issued, the procedure will deemed to be exhausted and unless you present any new factors for consideration, it is likely that your employment with the company will be terminated.

Long term absenceIf you are off work as a result of long term sickness and we are concerned about your ability to return to your job, or the impact of your absence on the business, we will: Discuss your absence with you and what can be done to facilitate a return to work. With your consent, seek a medical report about your illness/condition from your medical

practitioner as a means of obtaining expert advice on what measures we can undertake to help you return to work.

Try to provide help, sources of advice, or consider alternative work/hours if appropriate. Consider our obligations under the Disability Discrimination Act. If appropriate, ask you to attend a medical examination with the company doctor.


Follow the formal dismissal procedure if, on the basis of medical evidence, it is felt that a return to work cannot be facilitated within a reasonable period of time, taking into account your needs and also the company’s needs.

Sickness Absence Policy & Procedure (continued)

Sick PayThe company is legally responsible for the payment of SSP to employees who meet the qualifying criteria of the scheme. For the purposes of SSP your qualifying days will be the days normally worked. Further information about SSP is available on request. Any entitlement to contractual sick pay will be as detailed in your written statement of particulars.


Whistleblowing – Public Interest Disclosure Act – Policy & Procedure

Purpose of this policyThe Public Interest Disclosure (Northern Ireland) Order 1998 (also known as the “Whistleblowing” Act) was introduced to protect workers who disclose information about dangerous, unethical or criminal behaviour from being dismissed or penalised as a result of such disclosure.

The company is committed to maintaining an ethical working environment and believes that employees have a positive and constructive role to play where they wish to express their concerns relating to any of the following in the workplace: a criminal offence, including fraud a failure to comply with legal obligations actions which endanger health and safety damage to the environment a miscarriage of justice has occurred or is likely to occur information relating to the above examples of illegal and unethical behaviour is being

concealed.

ProcedureAn employee who uses this policy to make a disclosure must reasonably believe that what is being disclosed has happened and any such disclosure must be made in good faith. The concerns raised by an employee will be investigated and appropriate feedback will be given to the employee raising the concern.

The company guarantees to protect you if you make a disclosure from discrimination, victimisation and/or dismissal and all information received will be treated in the strictest confidence.

If you disclose confidential information to a third party without first using this procedure, disciplinary action may be taken against you. Disciplinary action will be taken against you if you make malicious or vindictive allegations that you know to be untrue.

How to raise a concern You may raise concerns with the pharmacist, manager, superintendent or director of the business.

You will be interviewed by the person with whom you initially raise your concern. You may bring a work colleague or friend to any meeting arranged, provided that the person does not work in the same department as the individual concerned.

The matter will be investigated promptly - the period over which any investigation will take place will be dependent on the nature of the concern raised.

You will be advised of the progress of any investigation together with the final outcome.

At the conclusion of any investigation, the manager who has investigated the matter will have a responsibility to record the nature of the concern, and the outcome. This information will be held confidentially.


Anti-Bribery Statement

The Company is committed to applying the highest standards of ethical conduct and integrity to its business activities and complying with its obligations under the Bribery Act 2010.

Employees are prohibited from offering, giving, or accepting a bribe.

Employees must not accept money, gifts or other forms of reward from customers or suppliers without prior consent from the pharmacist, manager, superintendent or director. All such reported gifts will be recorded.

If in doubt as to whether any act may amount to bribery, the matter should be referred to the pharmacist, manager, superintendent or director.

The Company will not tolerate any form of bribery by its employees. Employees should also note that bribery is a criminal offence. Any breach of the Company's Anti-Bribery procedures will normally be treated as Gross Misconduct.

The Company depends on all employees to assist in the prevention of bribery. Therefore, all Employees are expected to report any suspected bribery to the pharmacist, manager, superintendant or director.

Any employee who reports suspected bribery in good faith will receive the support of the Company even if, following an investigation, it is found that no bribery took place.


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