Employee Company Handbook 2019

CONTENTS

Introduction.................................................................................................2
Our vision….................................................................................................2
All about you...............................................................................................4
Probationary period...................................................................................6
Pay & benefits.............................................................................................6
Working conditions....................................................................................7
Holidays......................................................................................................12
Leave of absence.......................................................................................15
Absence & lateness policy...................................................................... 16
Maternity policy........................................................................................21
Paternity policy.........................................................................................23
Social media policy...................................................................................26
Confidentiality policy...............................................................................27
Conduct at work.......................................................................................28
Equal opportunities policy......................................................................28
Grievance policy.......................................................................................32
Disciplinary, dismissal & appeals...........................................................36
Copy of our Contract...............................................................................42

Last updated: 5th November 2019

1

Welcome to The Plough! We are an independent pub that
pride ourselves on offering something a bit different and
having one of the best teams working for us.

INTRODUCTION
This book has been designed as a document for you to refer
to should you have any queries relating to your employment
here at The Plough in terms of policies, conduct and
discipline.

We are constantly trying to improve the ways we can
support you while you are at work and develop the best in
you. We have made every effort to make sure that our
employment policies are fair and consistent. It is important
we all follow these, all of the time.

OUR VISION
Our vision is really important to us. It lays out the bare
minimum we expect from all our staff. Please make sure
your work here reflects our shared vision and supporting key
points. Our vision is:

The Plough – The place where people feel good.

We think the best way of achieving our vision is by
embracing the following six values. These values have helped
us to create a business we are really proud of. They are at
the core of who we are, how we do things and our vision for
the future.

2

Giving a warm welcome
When anybody comes through the doors of The Plough, they
should find a happy, warm, friendly and homely
environment. They should be greeted with a smile and
always be given a fond farewell.

Having respect
Our team are a hard-working bunch. They are respectful,
reliable, courteous and always learning. How we treat each
other and how we speak to our customers are both really
important to us at The Plough. Teamwork is key to our success
so never say ‘it’s not my job’.

Building relationships
We aim to build great relationships with our customers,
our employees and with everyone we do business with.
We’ll get the benefit of this with our suppliers and be the
destination of choice for our customers.

Attention to detail
The Plough is a contemporary and innovative business
that is always evolving. It’s our attention to detail, and
our constant striving to be the best at everything we do
that helps us stand out from the competition. It’s why our
customers keep coming back.

3

Being generous
Everyone should experience generosity, warmth and
flexibility at The Plough.

Enjoying ourselves
Although we work really hard at The Plough, we also like to
have fun. We expect a lot from our staff, but we also really
want you to enjoy your work here so above all, have some
fun, keep smiling and be happy!

Our customers often comment on how great our staff are.
Let’s show them how right they are! So, every time you
come to work, please remember our values, and do your
best to show them in your work...

ALL ABOUT YOU…
Changes in personal details
You are required to notify us of any changes of address,
telephone number, bank details etc. in order that we can
maintain accurate information. This is also in case we need
to make contact with you outside of normal working hours.

Convictions and offences
If you are charged with any convictions or offences during
your employment at The Plough, you are required to report
it to management immediately.

4

Confidentiality
You will keep confidential all information relating to the
business, customers or any person or firm with whom The
Plough has business relations.
You must not remove any documents or items which belong
to The Plough or which contains any confidential
information. You must, if required by The Plough, delete all
confidential information from any re-usable material and
destroy all other documentation and tangible items which
contain or refer to any confidential information and which
are in your possession or control.

Training & development
The Plough recognises our employees as being principle
assets to the business. We will support you in the pursuit of
relevant qualifications and will also provide relevant training
and development opportunities for you.

Unauthorised work
You must not:

• Directly or indirectly undertake any other duties
during working hours.

• Be engaged in any employment which is in
competition with The Plough or which might
reasonably be considered to impair your ability to act
at all times in the best interests of The Plough.

Employees carrying out unauthorised work will be liable to
disciplinary action.

5

PROBATIONARY PERIOD
All employees join the company on an initial probationary
period of 12 weeks. The purpose of the probationary period
is to allow both parties the opportunity to assess work
performance and general suitability during the crucial first
few months. This is a time for gathering information, asking
questions, learning and adjusting to a new environment.

Please note that The Plough reserves the right to extend the
probationary period if appropriate. Either party may
terminate employment within the probationary period,
giving one week’s notice.

PAY & BENEFITS
Your pay and benefits are as set out in your contract of
employment, or as subsequently amended in writing. Your
pay slip provides a statement of earnings for each pay period
– you should keep these somewhere safe for your own
records.

A P60 will be issued to you annually, in April, which
summarises your statement of earnings during the last tax
year. This should also be kept somewhere safe for your
records.

Pension
We provide a workplace pension to all staff, whereby a
percentage (5%) of your pay is put into a pension scheme

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automatically every payday. This is then topped up at a rate
of 3% by us, your employer. You have the right to opt out of
this scheme if you wish. For further information regarding
the workplace pension scheme, please go to the GOV.UK
website.

Deductions from pay
The Plough reserves the right to deduct any monies
owed/overpayments owed to the company. This includes,
but is not limited to overpaid holiday, outstanding loans,
advances, and any other cost to the company for which you
may be responsible.

The Plough reserves the right to deduct any monies owed at
any point during your employment, or at its termination.

WORKING CONDITIONS
Please read the following information carefully as it outlines
the conditions of your employment as well as important
guidelines. If you have any questions, don’t be afraid to ask
your manager to explain further.

Working hours
Check with your manager for clarification of your normal
working hours but do be aware that your hours are subject
to change based on the needs of the business. As The Plough
is open seven days a week, you may be required to work on
Saturdays, Sundays, and Bank Holidays (including New Year’s
Eve, New Year’s Day, Christmas Eve, and Boxing Day).

7

Flexible working
In certain circumstances it may be possible for staff to
perform their work duties from home. Where this applies,
flexible working hours can be requested, provided that you
have worked continuously for The Plough for the last 26
weeks. The Plough does not have to agree to it if there is a
good business reason to do so. Requests must be made in
writing.

Shortage of work
Please be aware that there will be times that the pub is
slightly quieter than usual. During these times we may need
to send staff home early, start them later, or cancel shifts.
You will not be paid for the remainder of your shift if it is
reduced.

Tax codes & national insurance numbers
If you have previously been employed in the UK prior to
joining our company, you should have received a P45 from
your last employer. This should be given to your manager as
it contains information about your tax code. If you do not
have a P45, you must sign a P46 so that the tax office is able
to assign the correct tax code to you as soon as possible.

A National Insurance (NI) number is a personal number used
to record a person’s NI contributions. It is also a reference
number for the whole social security system. NI numbers are
unique to each person and must only be used by that
person. UK nationals are automatically issued with one at 16.

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Non-UK nationals are required to apply for one at their local
social security office.

Health & Safety
The Plough will take all reasonable and practical steps to
ensure your health, safety and welfare while at work. It is
also your legal duty to take care of your own health and
safety, and that of your colleagues. You should familiarise
yourself with The Company Health and Safety handbook.
Please let us know if you have any concerns or issues to raise
regarding Health & Safety at The Plough.

Standards of dress
As you come into contact with customers and members of
the public, it is important that you present a professional
image. You should wear appropriate clothes relative to your
job, which should be kept clean and tidy at all times. There
are some specific items of dress that we ask you not to wear
while at work. Please refer to the ‘what to wear’ section of
your Rough Guide for full information.

Time keeping
The Plough regards reliability and good time keeping as an
important element of your employment. Persistent poor
time keeping is unacceptable and will be dealt with under
the disciplinary procedure.

Personal belongings
The Plough cannot be held responsible for staff personal

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belongings should they go missing. (Our insurance does not
cover us for staff belongings). We do all we can to offer you
a secure environment, but we strongly recommend that you
leave valuable items at home. If you do bring them to work,
it is at your own risk and we advise you to keep them locked
away.

Smoking
Smoking is only permitted during your designated breaks, in
the designated smoking area which is located by the top of
the cellar stairs. It is not permitted to smoke in the general
back yard as this area is used by chefs for food prep.

Meals/breaks
Your manager will let you know timings for breaks. Staff
meals are provided at the discretion of management and
entitlement to staff meals and drinks may change. See our
Rough Guide for full details.

Buying & selling goods
You are not permitted to buy or sell goods on your own
behalf on the company premises.

Company property
You are not permitted to remove any stock, equipment or
other company property from the premises, unless
authorised by a manager. Unauthorised removal falls under
gross misconduct, and any employee found to have done
this would be subject to the disciplinary procedure.

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Email and Internet
You should be aware that any message sent by email, either
internally or to others externally, is a form of open
communication and may be viewed by people for whom it
was not intended. Accordingly, no message must be sent, or
information downloaded from the Internet, which is of a
defamatory or offensive nature, or which may result in a
breach of confidence. The Plough owns and may view all
such correspondence.

Expenses
The Plough will reimburse employees all reasonable
expenses incurred by them in or about the performance of
their duties, if you can show proof of a receipt.

Fighting and physical assaults
Fighting or any form of physical assault or threatening
behavior will not be tolerated on company property or
events. Aggressive behavior will be treated as gross
misconduct.

Intoxicants
Any employee, who in the opinion of the management, is
unfit to work safely or competently through the effects of
intoxicating liquor, drugs or solvents, will be sent home and
will be liable to disciplinary action. Any use of controlled
substances and solvents on the premises are strictly

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forbidden. Any breach of these rules will be regarded as
gross misconduct.

Willful damage to company property and premises
Willful damage to company property and premises is
forbidden and will be treated as gross misconduct.

HOLIDAYS
As an hourly paid member of staff where hours worked may
vary employees are entitled to the number of hrs worked
each month x by 12.07%

For example, 33hrs at £8.91= £294.03 x 12.07 = £35.48
holiday pay.

Holiday pay is paid each month and is shown on your pay
slip.

This means that when you do actually take holiday you will
not be paid holiday at the time you take the time off work.

The company’s holiday year is from May 1st – April 30th.
Unused holiday is not carried over.

We offer a long service bonus to all staff. For continuous
employment over 5 years you are entitled to an extra day
holiday that year. For continuous employment over 10 years
you are entitled to an extra week holiday allowance that

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year (based on the average hours worked in the previous 12-
week period).

Holiday Request ‘Rules’
We treat all holiday requests on a first come first served
basis, unless we notice a particular pattern of a staff
member consistently requesting several weekends off in a
month.

We will always work as hard as we can to give you your
requested time off, but particular skill sets are always
needed on shifts. For example, we may not be able to give a
barista a week off they requested, but we are able to give a
member of floor staff the time off, even if they requested
the time off after the barista.

You need to give a minimum of four weeks’ notice for any
holiday requests, and six weeks if it is a bank holiday
weekend.

It is important to communicate with your rota manager to
ensure you get the time off you require. Let them know at
the earliest opportunity. Leaving it until the last minute is
not helpful and may only be able to happen with a shift
swap.

Any unforeseen personal circumstances will be taken into
account and given the highest priority where possible.

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Please remember it is important that you follow these
guidelines. They affect you whether you are employed full or
part time, so you MUST request this time off when booking
any holidays. If you decide to book a holiday or plan to be
away without any confirmation, you may not have any hours
upon returning as it will be classed as an un-authorised
absence and will result in disciplinary action.

Submission process is as follows:
1) Submit holiday request, via the staff website, four
weeks prior.
2) Await confirmation by the rota manager within 72
hours.
3) If request is ‘thumbs down’, speak to the rota
manager to see if there is any flexibility.

If you are a student and are granted several months off for
an elective trip, you must still request time off if you plan a
holiday during your elective. Please do not presume you
have this time off automatically. Failure to follow procedure
may affect your return to work.

Employees are not permitted to book holiday during the
probationary period, although holiday that has already been
booked prior to commencing employment with us will be
authorised as long as you have informed us of it when you
first start.

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Holiday requests for the Christmas period must have been
processed before November 1st, when the rota manager will
have the holiday rotas completed. In general, you are
expected to work either the 24th and 26th of December, or
31st December and 1st January.

The management reserves the right to determine holiday
dates in accordance with the needs of the business. The final
decision on allocating holiday periods rests with
management.

LEAVE OF ABSENCE
Compassionate Leave
In the unfortunate event that you need to take leave due to
bereavement, The Plough will do all it can to support you
and we approach each situation individually. Compassionate
leave is at the discretion of your manager.

Time off for dependents
We understand that sometimes it may be necessary for you
to take unpaid time off during working hours so that you can
give help to your dependents. We will do our utmost to
accommodate reasonable request.

Long term/out of contract leave
We would like all staff to know that if they need time off, we
will try to accommodate your requests. However, if the leave
means new staff will need to be employed to work in your
place, the new staff will be given priority working hours.

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Upon your return to work, the hours may not be available as
previously given.

We define this leave as: The company being unable to satisfy
your request as per the demands of the business trade or
other staff members having already requested the time off.
This includes leave over busy periods including Easter,
Summer & the festive holidays.

Jury service
In the event that you are called for jury service please notify
your manager immediately. Expenses should be claimed
from the court in full, including salary for the number of days
absent. The Plough will not compensate any loss of earnings
whilst attending Jury Service.

ABSENCE & LATENESS POLICY
This policy outlines absence and lateness procedures, which
must be followed by all staff.

Reporting/recording procedure
You should personally report your absence/ lateness by
telephoning your manager as early as possible before your
designated start time. If you fail to contact your manager
during your absence it will be considered an unauthorised
absence. This could result in loss of pay and disciplinary
action.
Your manager must also be notified in person if you are
leaving work early due to sickness or any other reason.

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You should always advise your manager of the reason for
your lateness/absence, the nature of any illness and likely
return to work date. Unless you have agreed otherwise with
your manager you should continue to telephone them on
each day of absence.

Your manager will record your absence in the Sage Payroll
system, monitoring and recording purposes. Where
appropriate, sickness certificates should be posted to your
manager or submitted on your return to work.

If your absence is because of sickness and exceeds seven
calendar days, you must visit your doctor and obtain a ‘fit
note’. The fit note must cover the full period of absence and
additional fit notes should be obtained if the absence
persists.

Returning to work
You should report to your manager so that they can discuss
with you the reasons for your absence and ascertain your
overall wellbeing and fitness. You should submit sickness
documents as appropriate and as requested for the
calculation of sick pay.

Notifiable illnesses
If your job involves handling food and drink and you suffer
the onset of any skin disorder, intestinal infection, vomiting
or diarrhea, you must immediately tell your manager.

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You may be asked to take time off to recover and before you
return to work you may need to provide a doctor’s
certificate to show that you have fully recovered and that
there is no risk of contamination. In cases of suspected food
poisoning, you should see your doctor on the first day of the
illness to confirm the diagnosis.

You are required to tell your doctor if you are a food
handler.

Frequent lateness and/or short-term absence
If you’ve had three separate spells of absence in any three-
month period for sickness, persistent lateness, or other
reasons (with no obvious explanation such as a recurring
illness), then the following procedure may be applied at any
stage:

• You’ll have an interview with your manager to discuss
your attendance record.

• The interview will try to establish reasons (i.e.
underlying health/work/personal problems) with
which the company may be able to assist.

• Your manager will identify any developing patterns i.e.
Monday/Fridays or seasonal factors which may
contribute to health conditions such as hay fever or
flu.

• You’ll work with you manager to seek solutions to
minimise absence and agree a way forward.

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• If frequent lateness or absence persists, despite an
interview with your manager and for no obvious
reason, then it may be necessary to begin a
disciplinary procedure (detailed in full towards the end
of the book).

Long-term absence
Any employee who is absent from work for four weeks or
more is normally considered long term absent. The Plough
will do everything reasonable to assist the employee in their
recovery and make provisions in the workplace for their
duties to be covered. In such circumstances, the normal
reporting procedures will apply and after a period of four
weeks, if appropriate, the Plough will probably take the
following course of action:

• Maintain regular contact with you either by
telephone, meetings or home visits. Meetings/home
visits will be pre-arranged and with your consent.

• Agree with you what support we can provide during
your period of absence.

• Answer any queries you may have during your
absence.

• Monitor your progress and likely return to work date.
• Consider the possibility of alternative work or

adapting work hours/conditions, as far as is
reasonably practicable, to ease your return to work.
• Discuss with you any other possibilities that are
available, which may or may not involve your return to

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work, giving full consideration to your long-term
prognosis, medical advice and wishes.

Statutory Sick Pay (SSP)
You will be paid such SSP as you are entitled in accordance
with government regulations. A summary of these
regulations is given below. If you need further information,
please speak to the office staff:

• SSP is only paid for “qualifying days” – a day that you
would usually work. If you work varying days, your
qualifying days will be the days you were rota’d to
work. The first three qualifying days in any period are
classed as “waiting days” and do not qualify for SSP.

• The standard weekly rate of SSP is subject to
government guidelines.

• SSP may be lost or withheld if you do not complete
the appropriate documentation.

• Any false information given for the purpose of
obtaining sick pay or unnecessary time off work will be
treated as gross misconduct.

Where employees persistently or deliberately breach
company policy, as outlined in this document, the company
reserves the right to implement disciplinary procedures.

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MATERNITY LEAVE
Statutory Maternity Leave
Statutory maternity leave is 52 weeks. It is made up of
‘Ordinary Maternity Leave’ (the first 26 weeks) and
‘Additional Maternity Leave’ (last 26 weeks). Usually the
earliest start date is 11 weeks before the expected week of
childbirth. It will also start the day after the birth if the baby
is early, or automatically if you’ve been off work for a
pregnancy-related illness in the 4 weeks before the week
that your baby is due.

Statutory Maternity Pay
To qualify for statutory maternity pay you must:

• Give the correct notice. This is 15 weeks before your
expected birth date.

• Have proof of pregnancy, usually a MATB1 form.
• Have worked for The Plough for at least 26 weeks by

the start of the 15th week before your expected week
of childbirth.
• Earn the minimum weekly rate of pay specified by the
government regulations.
• Statutory maternity pay is:
a) 6 weeks at 90% of your average weekly earnings.
b) 33 weeks at SMP.
c) 13 weeks unpaid leave.

These details are correct at the time of writing (April 2016),
but are subject to change dependent on government policy.

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Antenatal appointments
You are allowed time off for antenatal care. We will need to
see your appointment card before you need the time off.

Risk Assessment
Once you have informed us that you are pregnant, we will
carry out an ‘Expectant and New Mothers’ risk assessment
with you. This is designed to ensure your ongoing health
and safety throughout your pregnancy while you are at work
at The Plough.

As your pregnancy progresses it may be necessary to repeat
further risk assessments. If at any point throughout your
pregnancy you feel you are unable to carry out your usual
role, please inform a manager who will arrange for your daily
duties to be reviewed. Your wellbeing during your
pregnancy and at all times is our main concern.

KIT (keeping in touch) days
You are allowed to work for up to 10 days during maternity
leave without losing your right to SMP. These days will be
paid at your usual full pay. These days usually include any
work you usually do in the normal course of your work.

These days can be worked at any time during ordinary or
additional maternity leave. They do not have to be

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compulsory and do not have to be full days. A couple of
hours work will count as one KIT day.

KIT days are a matter for agreement between you, the
employee, and us, your employer.

Returning from leave
A week before the date of your last maternity
payment, The Plough will get in touch with you to confirm
your return to work date.
At this point, we will ask for a meeting with you at your
convenience in order to discuss return to work shift pattern.

• If you intend to return to work before your previously
arranged date, you must give us 8 weeks’ notice.

• If you do not intend to return to work you must
confirm this in writing to your manager, giving notice
in accordance with your contract.

PATERNITY LEAVE POLICY
When you take time off because your partner is having a
baby or adopting a child you may be eligible for one or both
of the following 2 options:

1: Ordinary Paternity Leave (statutory)
Statutory paternity leave is 2 weeks, which must be
completed in one go, regardless of the number of children
resulting from a single pregnancy or adoption. (A week is
the same amount of days that you normally work in a week –

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e.g. if you only work on Mondays and Tuesdays a week is 2
days.)

Leave can’t start before the birth and must end within 56
days of the date of birth. You must give us 28 days’ notice if
you want to change your start date.

The Government determines statutory Paternity Pay (SPP)
rate.

Your employment rights are protected while you are on
paternity leave. This includes your right to pay rises, accrue
holiday and to return to work.

You don’t have the right to time off for antenatal
appointments but the person who is pregnant does.

2: Additional Paternity Leave (APL)
You may be entitled to 2-26 weeks leave (depending on how
much unused maternity (or adoption) leave your partner
has. To be eligible for APL you must:

• Have worked for The Plough for 26 weeks by the
‘qualifying week’.

• Be employed here the week before your leave starts.
• Your partner has returned to work and was entitled to

maternity leave or SMP.

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Additional information:
• Leave can start 20 weeks after the birth and must be
completed by 12 months after the birth.
• Your partner must have signed the appropriate form
and you must give us at least 8 weeks’ notice.
• Additional paternity pay is paid at the rate set by the
government at that time.
• APL is only payable during the period of your partner’s
39-week SMP or adoption pay period.
• You must have worked at The Plough for more than a
year.
• You must be named on the child’s birth/adoption
certificate.
• Your child must be under the age of 5.

If you are entitled to take parental leave, please discuss your
needs with your manager who will identify your entitlements
and look at the proposed leave periods.

KIT (keeping in touch) days
KIT days apply to additional paternity leave. Please see
section in ‘Maternity leave’ for more information.

Parental leave policy
Statutory parental leave provisions give you the option to
take up to 18 weeks of unpaid parental leave which can be
taken up to the child’s 5th birthday.

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Parental leave must not exceed 4 weeks in a year and must
be taken as whole weeks rather than individual days. 21
days’ notice must be given if unpaid parental leave is
required.

Shared maternity leave
The Plough will manage all requests under this policy.
Should you wish to share your partner’s maternity leave,
please contact your manager for more information.

SOCIAL MEDIA POLICY
This policy is intended to help staff make appropriate
decisions about the use of social media such as Facebook,
Twitter and Instagram, as well as blogs, podcasts and
message boards. This policy does not form any part of any
contract of employment and it may be amended at any time.

All staff are expected to comply with this policy at all times
to protect privacy, confidentiality, and the interests of our
company and our services, employees, partners, customers
and competitors. Breach of this policy may be dealt with
under our disciplinary procedure and, in serious cases, may
be treated as gross misconduct leading to summary
dismissal.

Do not upload, post, forward or post a link to any abusive,
obscene, discriminatory, harassing, derogatory or
defamatory content. Never disclose commercially sensitive,
anti-competitive, private or confidential information.

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Do not upload, post or forward any content belonging to a
third party unless you have their consent. Do not discuss
colleagues, competitors, customers or suppliers without
their prior approval.

Be honest and open but be mindful of the impact your
contribution might make to people’s perceptions of us as a
company. You are personally responsible for content you
publish into social media tools – be aware that what you
publish will be public for many years.
Staff should be aware that any use of social media websites
(whether or not accessed for work purposes) may be
monitored and, where breaches of this policy are found,
action may be taken under our disciplinary procedure.

If you notice any use of social media by other members of
staff in breach of this policy, please report it to your
Manager.

CONFIDENTIALITY POLICY
Data related to the personal details of an employee,
application forms, references, health data, salary structure
will be kept private. Only staff members of the HR
department who require the data for certain purposes will
be given access to the personal files of employees.

As most of the information we keep is stored electronically,
to ensure its safety, sophisticated electronic methods such

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as firewalls, password protection, encryption, etc. will be
adopted. This will keep the access, usage and transmission of
the protected data, safe.

Disposing of sensitive information in the right manner, if it's
not required anymore, is equally important. We will ensure it
is done so that there are no potential leaks.

As per our contract of employment, section 7, ‘You shall not
use any company or customer confidential information or
secrets in any way for any purpose other than for the
business of The Plough’.

CONDUCT AT WORK
Any conduct detrimental to the interest of The Plough, its
relations with the public, it’s customers and suppliers,
damaging to its public image, or offensive to other
employees will be a disciplinary offence.

EQUAL OPPORTUNITIES POLICY
All employees have a right to fair and equal treatment at
work and should be treated with dignity and respect without
discrimination, bullying or harassment.

We are committed to the development of positive policies to
make The Plough a comfortable and friendly place to work,
protected from bullying or discrimination and harassment,
particularly on the grounds of colour, race/ethnic origin,
nationality, sex, religion or belief, sexual orientation, marital

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status, gender, disability, age, or pregnancy (the ‘Protected
Grounds’).

Guidelines have been drawn up with the objective of
eliminating and preventing harassment and bullying and are
applicable to employees at every level.

Types of discrimination:
Direct discrimination is defined as occurring when an
individual is treated less favourably than another on the
basis of one the Protected Grounds.
Indirect discrimination is defined as occurring when a job
requirement is applied equally to all but has
disproportionate and detrimental effect on one particular
group because fewer of that group can comply with it. That
job requirement will be discriminatory unless it can be
justified.

Types of harassment:
• Bullying may be characterized as offensive,
intimidating, malicious or insulting behavior, an abuse
or misuse of power through means intended to
undermine, humiliate, denigrate or injure the
recipient.
• Harassment, in general terms, is any unwanted
conduct affecting the dignity of men and women in
the workplace. It may be related to age, sex, sexual
orientation, gender, race, disability, religion,

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nationality or any personal characteristic of the
individual, and may be persistent or an isolated
incident. The key is that the actions or comments are
viewed as demeaning and unacceptable to the
recipient. (Ref: The Equality Act 2010).
• Sexual harassment is defined as “harassment in a
workplace, or other professional or social situation,
involving the making of unwanted sexual advances or
obscene remarks”. Sexual harassment is a form of sex
discrimination; it is unlawful, improper and
inappropriate behavior that is contrary to the Sex
Discrimination Act 1986.
• Racial harassment can be defined as any hostile act or
expression on the basis of race, ancestry, place of
origin, ethnic origin, and citizenship. It can take the
form of unwelcome remarks, jokes, innuendos or
taunting about a person’s racial or ethnic background,
colour, place of birth, citizenship or ancestry. It also
includes displaying racist, derogatory, or offensive
pictures or materials, or refusing to speak to or work
with an employee because of his or her racial or ethnic
background. Racial harassment is unlawful under the
Race relations Act 1976.
• Religious harassment is verbal, psychological or
physical harassment against individuals because they
choose to practice a specific religion. Bullying is
persistent, offensive, abusive, intimidating, malicious
or insulting behavior, abuse of power or unfair penal

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sanctions that makes the recipient feel upset,
threatened, humiliated, or vulnerable.

Examples of unacceptable behaviour:
• Spreading malicious rumours or insulting someone
(particularly on the grounds of age, race, sex, gender,
pregnancy and maternity, disability, sexual orientation
and religious belief).
• Ridiculing or demeaning someone – picking on them
or setting them up to fail.
• Exclusion or victimisation.
• Overbearing supervision, or other misuse of power or
position’.
• Unwelcome sexual advances.
• Making threats or comments about job security
without foundation.
• Deliberately undermining a worker by overloading and
constant criticism.
• Unjustifiable or intentional blocking of promotion or
training opportunities.
• Any unfair treatment, discrimination or harassment
against a colleague.

All employees have a responsibility to help to ensure that
there is no bullying or harassment in the workplace.
Managers and supervisors have a particular duty to ensure
that harassment and bullying does not occur in the
workplace.

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Employees who consider they are suffering from harassment
and/or bullying should ensure it is made clear to the
harasser that such behaviour is unwanted and inform a
manager.

The grievance procedure may be used to deal with
complaints of harassment and bullying. Employees who
consider they are suffering from harassment and/or bullying
are able to seek advice and support in total confidence,
without obligation to take a complaint further. If harassment
continues in any form, a complaint under the existing
procedure for dealing with grievances should be made. In
circumstances where a complaint of harassment and/or
bullying is made against the employee’s immediate
supervisor, the matter shall be referred to a more senior
manager or director.

GRIEVANCE POLICY
This grievance procedure is applicable to all employees and
is a framework for resolving any grievance. The purpose of
The Plough’s grievance procedure is to:

• Provide an opportunity for the grievance to be aired
and investigated.

• Resolve the matter as fairly and as quickly as possible.
• Provide clear guidelines to the actions that may be

taken.

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Grievance procedure:
The procedure is intended only as a statement of company
policy and management guidelines, and it does not form part
of your employment contract or otherwise have contractual
effect.

Informal approach:
Where possible, any issue or concern you have should be
raised promptly and informally with your manager in the
first instance. If this is not possible the matter should be
referred to another person in the next level of management
who will act to resolve the issue.

Formal Grievance:
If the informal procedure does not resolve your concerns,
the next step in the procedure is to raise a formal grievance.
This should be put in writing to your manager explaining
what your grievance is. If the grievance concerns your
manager, then the letter should be addressed to the next
appropriate level of management. You must also provide us
with any documentation and evidence that you intend to
rely on with regards to the grievance.

Written statement:
We will investigate the grievance and arrange a meeting to
hear your grievance as soon as possible. This will usually be
within 7 days of receipt of your grievance letter. Where we
are unable to meet this timescale, we will confirm this to you
in writing.

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A member of management will conduct the meeting, and
another individual may also be present to take notes of the
meeting and provide advice to both parties as appropriate.

You are not allowed to tape or record the meeting, although
you will receive a copy of the notes made for your approval
following the meeting. You are entitled to be accompanied
by a work colleague to this meeting.

Grievance hearing:
You have a duty to take all reasonable steps to attend the
hearing, and you have the right to be accompanied by a
work colleague. At this meeting, you will be given the right
to state your grievance clearly and to refer to any supporting
evidence. The grievance meeting should be a two-way
discussion with the aim of seeking a solution.

The meeting will be adjourned once all the facts have been
discussed, and the person chairing the meeting will make a
decision based on the information available or request a
follow up meeting if further information or investigation is
required. You will be advised either at the end of the
meeting and/or subsequently in writing, within seven days,
of what action will be taken to resolve the grievance. It will
also specify your right to appeal.

Appeal hearing:
You have the right to appeal against any decision made at
any stage of the procedure. Any request to appeal must be

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put in writing to the next level of management within 7 days
of having received the grievance-hearing outcome. An
appeal hearing will then be organized to discuss the reasons
for appeal within 7 days of the receipt of the appeal letter
where reasonably practical. You must re-state your
grievance and explain the reasons as to your dissatisfaction
with the outcome of the grievance meeting.

Where possible, the appeal will be held by the next level of
management to the one previously involved in the process
and will be heard by someone not previously involved.
Again, a member of office staff will be present to take notes
of the meeting and provide advice to both parties as
appropriate.

Following the grievance appeal meeting, the person who
conducted the appeal will notify you of the outcome in
writing within 7 days of the meeting. You will be advised
that this decision is final and that there is no further stage of
the grievance procedure.

DISCIPLINARY, DISMISSALS & APPEALS
The management accepts the primary responsibility for good
employee relations in the company. To this end it is
necessary to lay down guidelines on conduct so that
everyone can work as smoothly and effectively as possible.

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The aims of our disciplinary procedures are to encourage
improvement in conduct; deal quickly and fairly with any
misconduct; and to provide clear guidelines to the
disciplinary actions that may be taken.

Performance and disciplinary issues can arise for a number
of reasons, but these can generally be categorised into three
main areas:

1. Capability
The question of whether an employee is capable of doing
their job will normally be identified during the probationary
period.

If standards are not being achieved consistently,
employment may be terminated within the probationary
period based on considerations of capability.

2. Misconduct
The term ‘misconduct’ is used to describe sub-standard
behaviour (during and outside of working hours), which may
affect job performance, productivity or conflict with business
interests. The following is a list of examples (please note, this
list is not exhaustive and there are other forms of
misconduct not listed):

• Poor timekeeping or attendance.
• Negligence or carelessness.

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• Breaching company policies, health and safety or
other rules and procedures.

• Poor attitude or rudeness towards customers or
colleagues.

• Poor work performance or productivity.
• Inappropriate use or neglect of company materials,

time or equipment.
• Failure to work in a manner consistent with our

values.

3. Gross Misconduct
This term is used to describe behaviour considered to be
seriously detrimental to the good interests of the business or
its employees. In cases of gross misconduct an employee
may be suspended pending an investigation and/or be
instantly dismissed without notice or pay.

Examples of gross misconduct can include (but are not
limited to):

• Dishonesty, theft, fraud, or deliberate falsification of
records.

• Fighting or assault on another person.
• Breaching the company Confidentiality policy.
• Breaching the company Social Media policy.
• Working for a competitor without permission.
• Deliberate damage to company property.
• Attending work under the influence of drink or drugs.

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• Any adverse behaviour towards a colleague, customer
or associate, which is deemed to be harassment,
bullying, assault, threatening or rudeness.

• Consumption of alcohol or use of drugs while working.
• Negligence, which causes unacceptable loss, damage

or injury.
• Unauthorised and unexplained absence.
• Repetition of previous infringements where warnings

have already been given.
• Breaching company Environmental Health policy.

It should be understood that this list is not exhaustive; there
may be other offences which are not listed but which require
equal action by the management.

Disciplinary stages
Minor problems or complaints will be dealt with informally
but where the matter is more serious, or has been
unresolved, the following will be used:

1. First verbal warning
You will be made aware that a concern regarding your
conduct or performance and will be invited to attend a
formal meeting to discuss this. We will also take this
opportunity to look into methods of improving your
conduct/performance. A written statement of the verbal
warning will be kept on file, but will be spent after six-
month, subject to satisfactory conduct and performance.

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2. Written warning
If the management team still see no improvement in your
conduct and performance, you will be issued with a written
warning. This warning will be kept on record but will be
spent after 9 months, subject to satisfactory conduct and
performance.

3. Final warning
If there is still no improvement, you will be issued with your
final warning. This will outline the complaints against you
and highlight the lack of improvement in your performance
and conduct. This warning will be spent after 12 months (in
exceptional cases, the period may be longer), subject to
satisfactory performance and conduct.

Disciplinary process
There are three key steps that will be used in a disciplinary
process:

Step 1 – written statement
You will be notified of a disciplinary hearing at least 24 hours
in advance of the meeting. The reasons for the meeting will
be fully explained in a written statement (notification letter).
You have the right to be accompanied by a work colleague or
T.U rep to a disciplinary hearing.

Any documentation that may be referred to at the hearing
will be enclosed with this letter. Prior to the written

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statement being issued, your manager will have established
all of the facts, and where appropriate, an investigation will
have been arranged.

Step 2 – disciplinary hearing
The meeting will be held promptly and without
unreasonable delay. It will be conducted in a private area,
and everything discussed will be confidential. The attendees
at the meeting will usually include: the employee, manager,
a note taker to minute the meeting and, where requested, a
work colleague of the employee’s choice. You will be given
the opportunity to state your case and present any
mitigating factors that might influence the decision. The
manager must ask questions to gain information and check
facts.

The meeting will be adjourned once all facts have been
discussed and the manager will make a decision based on
the information available or request a follow up meeting if
further information is required.

You will be notified at the end of the meeting and/or
subsequently in writing of any action that will be taken. You
will also have the right to appeal any action taken against
you.

Step 3 – right of appeal

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If you wish to appeal against the outcome, you may do so in
writing within 7 days of the hearing to the director, outlining
the reasons for your appeal. You will be given an appeal
hearing within 7 days of your request. Your right to be
accompanied remains the same for the appeal hearing. The
parties attending the appeal hearing will usually be the
employee, the director, a minute-taker, and, if requested, a
work colleague. You will be given the opportunity to discuss
the reasons for your appeal and present any new
information you believe may change the decision. The
director must decide whether the disciplinary action taken
was appropriate in the circumstance and fair and reasonable
taking into account new information and mitigating factors.

The outcome of the appeal meeting will be notified in
writing within seven days of the hearing and the employee
will be notified whether the disciplinary decision is being
upheld, amended or overturned and the reason for the
decision. They will also be advised that this decision is final
and there is no further right of appeal.

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CONTRACT OF EMPLOYMENT:
Hourly paid staff

This agreement dated: …………………………………….

is made between: The Plough Limited

("the Employer"/"we")
and: …..………………………………………..……………..…
("the Employee"/"you")

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1. Duties of the Employee

1.1 The Employer shall, with effect from insert DATE employ the
Employee as a insert ROLE

1.2 Your (the employee’s) duties are those set out in the attached
Job Description, which forms part of this Agreement. The
Employee may be required to perform further duties other
than those specified in the Job Description, which we (the
employer) may reasonably require.

1.3 You should notify us of any outside interests or employment,
which may conflict with your commitment to the Company.

2. Hours of employment

2.1 You will be required to work a maximum of 48 hours.

2.2 You may be asked to work overtime when required to do so.
We will, as far as is reasonably practicable, give you notice of
the overtime required.

3. Remuneration

3.1 You shall be paid a fixed hourly rate commencing at the rate of
£ per hour which will be reviewed at least annually. We will
pay the wage in arrears every 4 weeks, on a Friday, into the
nominated bank account.

3.2 You will be notified every 4 weeks in writing of the amount of
the gross and net salary and the nature and amount of all
deductions.

3.3 We reserve the right to deduct any monies owing to us by you
directly from your wages.

4. Holidays

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4.1 You shall be entitled to 28 days holiday with pay in each
calendar year at such time or times as shall be agreed with us.
The holiday year runs from 1st May to 30th April.

4.2 You are required to take the whole of your holiday entitlement
during the calendar year in which it accrues. Unused holiday
entitlement cannot be carried forward.

4.3 All leave applications must be submitted in writing, at least two
weeks in advance, to the General Manager, using the
appropriate holiday application form. If required leave is over
two weeks, or the leave is for a Bank Holiday, this request must
be submitted in writing, at least one month in advance. All
leave must be authorised in advance by the General Manager.

4.4 When employment ends, we will calculate the amount of
holiday entitlement pro rata. You will be able to take this
holiday or receive a payment in lieu. If you have over-taken
your holiday entitlement, we will deduct it from your final
salary payment.

4.5 A days holiday pay will be calculated based on your normal
working hours per day, based on an average of the last 12
weeks work.

5. Sickness

5.1 For absences over 7 days, you will need to supply a doctor’s
note.

5.2 Sick pay above the rate of Statutory Sick pay is not payable
other than at our absolute discretion.

5.3 Statutory Sick Pay will be paid at the rate and for the period
prescribed by the Regulations then in force. For the purposes of
Statutory Sick Pay, your Qualifying Days are Monday to Friday
inclusive.

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6. Other Leave

6.1 We recognise our statutory obligations regarding leave for
family reasons, including maternity leave, paternity leave and
parental leave. Procedures for taking such leave are set out in
the Employee Company Handbook.

7. Confidentiality

7.1 You shall not use any company or customer confidential
information or secrets in any way for any purpose other than
for the business of The Plough.

8. Short-Time Working and Lay Offs

8.1 We reserve the right to introduce short-time working or a
period of temporary lay-off without pay where this is necessary
to avoid redundancies or where there is a shortage of work.

9. Termination

9.1 We operate a 12-week probationary period, which starts on
your first day of employment. Your employment may be
terminated within this period if the Employer decides you are
not right for the role.

9.2 Either party may terminate the appointment by giving written
notice to that effect. The period of notice required of you shall
be one week’s notice. We shall give you at least one week’s
notice. After 2 years continuous service this will increase by 1
week for each additional year up to a maximum of 12 weeks.

9.3 We may make a payment in lieu of notice regardless of whether
or by whom notice has been given and in respect of the whole
or the balance of the notice period which would otherwise be
required.

9.4 We reserves the right to require you to stay at home during all
or part of the contractual notice period, whether you have

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resigned, or we have given notice to terminate your
employment. When this clause is invoked, we will pay your full
salary and contractual benefits will continue for the period in
question. During this time, you will not be permitted to work
for any other organisation or on your own behalf without The
Plough’s prior written permission.

10. Employee Company Handbook

10.1 Further information can be found in the Employee Company
Handbook, which may be issued from time to time, with which
you are required to make yourselves familiar. For clarity, the
Employee Company Handbook forms part of your Contract of
Employment. To view the Handbook, go to the staff website
and click on the ‘Employee Company Handbook’ on the home
screen.

11. Disciplinary and Grievance Procedures

11.1 See Employee Company Handbook page 33.

12. Uniforms

12.1 Uniform consists of a Plough logo’d t-shirt. We will issue you
with a new t-shirt, at no charge, should you require one
through wear and tear.

13. Signatures and Consent

13.1 You understand that we may from time to time provide your
personal data to external organisations such as (non-
exhaustively) Pension Funds, Payroll Administrators, Accounts
Administrators, and Accountants, and that we will hold this
personal data (both sensitive and otherwise) throughout his
period of employment.

12.2 You hereby consent to the lawful processing by The Plough of
such personal data in 12.1 above as is necessary for the
efficient conduct of the employment relationship.
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Signed: (Employee)………………………………………………
Dated: ……………………………………………………………

Opt out of the 48-hour working week (optional)
I agree that I may work for more than an average of 48 hours a week.
If I change my mind, I will give my employer 1 months’ notice in writing
to end this agreement.
Signed: (Employee)……………………………………………….
Dated: …………………………………………………………………

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