NEW VERTAS Induction A5 Handbook OCTOBER 2015

Employee h

Personal Induction Handbook

Content

Page

1. Introduction 3
2. Employee Induction Checklist 5
3. Safeguarding & e Safety 7
4. Health & Safety Procedures 12
5. Slips, Trips and Falls 14
6. Manual Handling 16
7. Chemicals and COSHH 17
8 Electrical hazards and Work Equipment 19
9. Fire Prevention 21
10. First Aid Procedures & Incident Reporting Procedure 22
11. Challenging Behaviour at Work 24
12. Food Safety 27
13. Personal Hygiene & Hand washing 28
14. Absence & Sickness Procedures 30

15. Uniform 32

16. Learning and Development 34

Personal Induction Handbook
1. Introduction

Welcome to VERTAS Ltd, and congratulations on your appointment
to your new role.
We are the leading multi-service provider for the public sector in
Suffolk and the surrounding counties.
We employ approximately 2,100 staff across 400 locations
Our Head Office is at Beacon House in Ipswich.

Our Values

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Personal Induction Handbook

To support this handbook, you will also find information within your
workplace which may include:
Your service specific site manual
Risk Assessment, COSHH and safe systems of work
The Food Safety Log Book
Cleaning Schedule
We hope that you enjoy your time working for VERTAS Ltd.
www.vertas.co.uk

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Personal Induction Handbook

2. Employee Induction Checklist

Ensure you have been introduced to the appropriate site staff and
work colleagues

Tick to
confirm

Head Teacher (where appropriate)

Secretary

Caretaker

Team Leader

Contract Manager

Ensure that you are aware of on-site washroom facilities,
rest areas, notice boards and equipment locations.
Ensure that your line manager has informed you our
absence procedures, disciplinary procedures, grievance
procedures, no smoking policy and your annual leave
entitlements.
Ensure that you are aware of the location of on-site first
aid facilities.
Ensure that the accident reporting procedure has been
explained to you.

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Personal Induction Handbook

Ensure that your are aware of the location of on site:

COSHH assessments/Safe systems of work

Risk assessments

Quality Solutions manual

Fire Exits and fire evacuation procedures

Adverse event/near miss reporting

dd i ti

Ensure that you have been provided with/have access to

the appropriate personal protective equipment (PPE) for

your role.

Ensure that you have received a copy of your
Job description, person specification and contract
of employment.

Ensure that your line manager has explained the
VERTAS probationary period.

Ensure that you have access to your line manager’s or area
officer’s work mobile telephone number and office number.

Ensure that your line manager has informed you of the
procedures to follow in the event that your work base
is closed.

Have received a copy of the Essentials of Health & safety
booklet

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Personal Induction Handbook

3. Safeguarding & E Safety

Working with Children, young people & vulnerable adults
We have policies in place concerning the vetting of all employees working
in specific areas which are designed to protect children, young people
and vulnerable adults. All employees must comply with the
implementation of any new and existing policies and will be subject to
their restrictions.

Therefore as A VERTAS employee we would like to remind you that you
have a personal responsibility to report if you are facing any criminal
charges or if you have received a police caution, regardless of whether
you think it is relevant to your post or not.

Now that several school sites serve as multi-functional units which
operate throughout extended timescales, it is much more likely that
catering staff will come into contact with children during their daily
operations.

The Children Act (2004) and the Mental Capacity Act (2005) places a
duty on organisations to promote the wellbeing of young people and
vulnerable adults and to ensure that they can be safeguarded from
harm.

The purpose of this section therefore is to ensure that all staff are aware
of the appropriate behaviours which should be adopted when working
around young people and vulnerable adults. It is important to note that
while in work uniform, staff are representing the Authority and are
perceived to be safe and responsible people that children and other
people look up to.

The following points are designed to help you conduct your work in a
competent, confident and safe manner:

• if a child confides a matter of sensitive nature with you, offer to
help and support them – but try not to promise confidentiality. If
you are concerned about the matter you should only discuss it with
the designated Senior designated professional(usually the head

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Personal Induction Handbook

• teacher) or their deputy in school

• you may hear matters discussed concerning children that are of a
confidential or sensitive nature, relating to their educational
needs/care etc. and on no account should these matters be
discussed outside of school, even with the parent/carer.

• You may consider a matter serious and believe that no action
is being taken but may be unaware of a school’s actions on it.
If you are concerned, only discuss such matters with the Senior
Designated Professional. Treat young people and vulnerable

• adults with the respect and courtesy you would like to be treated
with yourself

• always act and be seen to act in the persons best interests

• always respect the house rules of the sites you are working at

• do not accept or offer gifts from/to young people and
vulnerable adults

• do not invite young people or vulnerable adults into a personal
dwelling or encourage them to assist in your work duties

• report to a Line Manager/SDP any instances where a young person
or vulnerable adult may be looking to develop a close relationship
with a member of staff

• do not use web based communication channels to communicate
with young people or vulnerable adults.

• declare any communication you may have had with a young person
or vulnerable adult to your Line Manager or SDP

• inform your Line Manager/Site Representative if there are any
planned social activities where you may have contact with young
people or vulnerable adults such as sports clubs etc

• do not engage in any form of communication with young people

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• or vulnerable adults which can be deemed as sexually provocative
or demeaning

• do not engage in any physical contact with a young person
or vulnerable adult unless it is totally necessary i.e. for first
aid purposes

• if and when carrying out first aid for young people or vulnerable
adults, ensure another adult is present. Document any treatment
given on an accident form and, where necessary, inform your Line
Manager/SDP of the incident immediately

• in the interest of your safety, do not attempt to intervene in any
conflict situations involving young people or vulnerable adults

• if children or young people are distressed, do not assume that they
seek physical comfort

• Physical contact can be very easily misinterpreted. It is therefore
extremely important that you avoid meetings with children or
young people in remote or secluded areas

• If there is a need to transport children or young people anywhere,
please ensure another adult is present

Safeguarding Policy Vertas Intranet 0488 Safeguarding
Children Policy

www.suffolkscb.org.uk

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Personal Induction Handbook

E safety
Social Networking Activities conducted online outside work, such as
blogging (writing personal journals to publicly accessible internet
pages), involvement in social networking sites such as Facebook,
Myspace or Bebo and posting material, images or comments on sites
such as You Tube can have a negative effect on an organisation’s
reputation or image. Any employees using Social networking sites
need to be made aware of concerns that have been raised regarding
these social networking sites possibly being used inappropriately
by employees.

This includes:

Making defamatory or derogatory comments against other
employees, Schools, Pupils, Work colleagues, or VERTASLTD
.
Disclosure of personal or confidential information,

Bringing the Business (VERTAS LTD), or School/site where you
work into disrepute or

Using these sites to bully and harass others including employees
and staff.

Many of our employees are also parents and conflicts or
disagreements inevitably do arise, our advice is not to use social
networking sites to air your grievances comments or complaints –
any problems should be addressed face to face in the first
instance. All sites have set procedures for dealing with comments
and complaints and this is the best avenue if the face to face
discussion is not resolved.

Any employee, who is shown to have publicly made derogatory or
defamatory remarks about others including pupils, work colleagues,
Schools or school staff or VERTAS Ltd business

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Personal Induction Handbook

could be in breach of Codes of our conduct and disciplinary action
may be taken.
Employees are under a general duty of care to avoid a situation
arising where they are shown to be acting in conflict with the best
interests of the business and should not criticise, damage or act in any
way against the best interests of the Business.
Useful Links
www.childnet.com
www.thinkuknow.co.uk
www.iwf.org.uk
www.esafersuffolk.org

Vertas Intranet Policy section
Social Media policy

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Personal Induction Handbook

4. Health & Safety Procedures

All employees have duties under current health & safety legislation
to co-operate with their employers to ensure all tasks are carried
out with appropriate care and attention to the correct health and
safety procedures.
All employees should therefore:
Take reasonable care for personal health and safety issues and all
other persons who may be affected by their acts or omissions.
Report any health and safety issues, such as unsafe systems, poor
lighting or damage to equipment which cannot be made safe, to their
manager/supervisor as soon as it comes to their notice.
Follow VERTAS and departmental instructions, procedures and safe
systems of work as detailed within:
• Your own site specific reference manual
• job specific risk assessments/ safe systems of work
• safety plans and related documents
Use work equipment, substances and personal protective equipment
in line with training, instructions and risk assessments given in their
safe use and do not interfere with, adapt or misuse such items.
Co-operate with their employer/line manager in the fulfilment of their
health and safety duties.
Make sure they have the correct safety signs and use them
where necessary.
Contribute to the ‘respect for people agenda’ by being courteous
and considerate in their attitude and behaviour towards people
and to have respect for the communities affected by their
work and activities.

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Personal Induction Handbook

It is your responsibility to complete the ‘Health and Safety
Declaration form’ sent out in your starter back r e t u r n to HQ.
All equipment training you receive must be documented and
recorded.
Please take time to read the: ‘Essentials of Health and Safety’
booklet during your first week of work. It is essential that you
complete the short quiz at the back of the book and send it in to L &
D within the HSQE team
See:
Page 1 and 2 – The Essentials of Health & Safety Booklet
Health & Safety Policy Vertas intranet:HS0001
Priorities for Health & safety Policy Vertas intranet HS0003

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Personal Induction Handbook

5. Slips, Trips and Falls

Slips, trips and falls are the most frequent types of accidents within
the workplace. Most of these accidents can be avoided by following
safe working practices.
Please ensure you are aware of potential hazards such as:

• working on slopes/banks
• obstacles
• wet and dry conditions
• stairs
• uneven or damaged floors
• change of surface or flooring
• lighting
You can reduce risk in these areas by carrying out the following safe
working practices:
• assess areas before commencing work
• do not wet floors excessively with chemicals/water
• dry floor immediately after cleaning
• clean up any spillages immediately
• use appropriate safety/warning signs e.g. wet floor,

slippery surface etc.
• do not walk over wet floors
• wearing appropriate footwear (fully covered, low

heel, non-slip soles)
• good housekeeping

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Personal Induction Handbook

• report any problems with lighting, floors, leaking equipment
etc. to your line manager

See:
Page 7 of the Essentials of Health & Safety booklet
Slips and trips section 1–81 – Quality Solutions Manual

Vertas Intranet- CA0050

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Personal Induction Handbook

6. Manual Handling

Manual handling is essential within catering services. This can include
handling equipment, products, waste bins, moving obstacles or
furniture, as well as physical effort and postural change involved
in carrying out the process.
Poor manual handling techniques can lead to musculoskeletal
disorders (disorders of the limbs and back).
Many of the tasks involved in your role are repetitive, using the same
muscles which can increase the risk of pain and injuries.
When lifting heavy loads ensure you adhere to the
following guidelines:

• use all manual handling equipment provided
• maintain the natural curve of your back allowing the legs to

take the strain, with knees slightly bent
• stand with your feet shoulder width apart
• hold the object securely, in both hands
• pick up the object holding it as close as possible to your body
• avoid twisting your body when lifting, carrying and placing

objects on the floor
• do not attempt to lift or move something which you feel

may cause injury.

Page 8 – The Essentials of Health & Safety booklet
Manual Handling section 1–73 – Quality Solutions Manual

Vertas Intranet HS0083

Please complete the Human Focus Safer Manual

Handling module within your first week

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Personal Induction Handbook

7. Chemicals & COSHH

(Control of substances hazardous to health)
Various chemicals and products are used on a daily basis in your
workplace. Whilst everything has been done to ensure that the safest
possible chemicals are used, they should still be treated with caution
and used in accordance with safe working practices and COSHH
assessments.
There is a possibility that if some substances are not used correctly
these substances could cause damage to your health, the
environment or cause fires and explosions.
COSHH assessments should be readily available for your information
and tell you how to safely use, store and transport a substance.
Always ensure you read the data label on the product itself in order
to become familiar with the hazardous nature of a product and what
controls should be in place when using it.
To ensure you use the products in a safe manner, always follow
these guidelines:

• read the COSHH assessment/cleaning schedule
for the substance/activity

• never mix chemicals, unless they are approved to do so
• never use unapproved chemicals and do not bring in

chemicals from elsewhere
• never leave products where members of the public or children

have access to them
• never guess at dilution rates-always follow the

manufacturer’s guidelines
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Personal Induction Handbook

• never decant products into unmarked containers
• always store the substance in line

with manufacturer’s
recommendations.
PLEASE SEE Risk Assessment and COSHH manual for
further guidance.
See:
Page 10 of The Essentials of Health & Safety booklet
COSHH See Quality Solutions Manual/Cleaning site
manual
Chemicals See Quality Solutions Manual/Cleaning site
manual
Storing chemicals Quality Solutions Manual/Cleaning site manual

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Personal Induction Handbook

8. Electrical Hazards & Work Equipment

During your work activities you may be required to use electrical work
equipment such as food prep machines, dishwashers etc. This can
pose the risk of electrical accidents such as:

• electrocution – which may result in fatality
• skin burns
• fire.
• You can help avoid these accidents by following these guidelines:
• turn off appliance before unplugging
• do not unplug electrical appliances by pulling the cord
• do not overload sockets with too many plugs – do not “daisy

chain” extension leads/sockets
• do not operate equipment, plug in or unplug with wet hands
• make a visual inspection of the item before use; checking

cables, plugs and extension leads are in a good state of
repair
• report any defects to your line manager or on site representative
• always ensure guards are in place
• never use equipment that you are not authorised to use or
have not been trained to use. Complete the Authority to
Operate form.
• Using both electrical and other types of work equipment may
have some manual handling implications. Please ensure you
carry out safe working practices such as the following:
• always take care that trailing cables are kept behind the
machines and do not pose an obstruction to other persons in

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the vicinity
• always follow manufacturer’s instructions or refer to the Risk

Assessment and COSHH manual
• if any machine is too heavy to lift and transport then ask

someone else to help you or use a lifting/handling aid (e.g.
trolley)
See:
Page 14 – Essentials of Health & Safety booklet
Risk Assessment and COSHH references in site manual

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Personal Induction Handbook

9. Fire Prevention

All employees must be aware of the on-site fire procedures and
location of fire exits. It is the responsibility of the Head Teacher or site
representative to inform any new employee of the fire procedures
and exits on site before they commence work.

If you discover a fire on site, ensure you:

• sound the fire alarm

• call 999 immediately (be aware if you need to dial 9 to
get an external line)

• try to warn other people in the area – if safe and possible to do
so

• ensure you follow the fire procedures for the building you
are working in

• do not put yourself or anyone else at risk

• evacuate the building and assemble at the designated
assembly point, do not collect belongings and do not use
lifts

• do not attempt to re-enter the building until you have been
told that it is safe to do so by the appropriate fire officer/fire
warden

• do not attempt to tackle a fire unless you have been trained to
use fire extinguishers and are confident that that you are using
the right extinguisher for the fire type

DO NOT PUT YOURSELF AT RISK BY TRYING TO TACKLE A
FIRE

See:
Page 5 & 6 of The Essentials of Health & Safety booklet

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Personal Induction Handbook

Fire safety See section 1–95 – Quality Solutions Manual

Vertas intranet HS0013

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Personal Induction Handbook

10. First Aid Procedures
& Incident Reporting

All schools will have a designated first aider to assist where first aid
is required. In every kitchen there will be details of the name of your
designated first aider and their contact number. In other non-
school sites there will be designated first aiders. Familiarise
yourself with the contact details of where to seek first aid
assistance
There is a provision of a first aid box in all kitchens for basic first aid
requirements. In non school sites the first aid box will be held with
the first aider.

Reporting Incidents
As an employee of EFMS, it is of paramount importance that all
incidents (or near misses) where an incident could have occurred are
reported, no matter how minor they may seem to be. The incident
should be reported to the relevant Contract Manager in the first
instance.
All incidents such as applications of plasters need to be recorded.

Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations 1995 (RIDDOR) Change – 6 April 2012
From 6 April 2012, subject to Parliamentary approval, RIDDOR’s
over three day injury reporting requirement will change. From then
the trigger point will increase from over three days’ to ‘over
seven days’ incapacitation (not counting the day on which the
accident happened).

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Incapacitation means that the worker is absent or is unable to do
work that they would reasonably be expected to do as part of their
normal work.
The form must be sent to the HSQE team. If the injured person is
taken to hospital or if the injured person is going to be off work the
HSQE team MUST be informed immediately.
See:
First Aid section Quality Solutions Manual
Reporting incidents section Quality Solutions Manual Dermatitis

Vertas Intranet HS0005

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11. Challenging Behaviour at Work

We supply services to schools and as well as giving excellent customer
service, we also need to understand the part we play in the social
development of the children at school.
Schools follow the ‘Every Child Matters’ guidelines from the
Government. This involves meeting the educational needs of all pupils
in schools – including their social, emotional and behavioural needs.
These skills are learnt in many ways, such as different group situations
in the classroom and elsewhere in the school, at break time and
lunch time.
Being part of the team of adults working within schools means we
are also role models for them in terms of our own behaviour. If you
find yourself in a challenging situation, please ensure you follow
these guidelines:

DON’T....
Instigate verbal or physical contact with students (this applies on and
off site) unless it is an appropriate part of an agreed reason
for your visit.
Respond to verbal or physical contact from students. If this occurs, it
is your responsibility to report it immediately to your
supervisor and the School Office.
Give any personal information to any student, for example your name,
address, telephone number/mobile number or your email address.
Accept or respond to a student attempting to give you any of their
personal information, for example their name, address, telephone
number/mobile number or email address.

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Accept verbal or physical abuse from a student – report
this immediately to the school office.

DO....
Be aware that verbal interaction with students may seem to them as
being offensive, provocative or as harassment, even if this was not
your intention.
Report any unacceptable behaviour by a student to your supervisor
and the School Office.
Be aware that contact made away from the School environment
as a result of you having come into contact with a student whilst you
were on School site may have an impact upon your employment or
legal consequences.
Be aware that swearing and offensive language are not acceptable
on site.

All staff should be able to work in an environment where they are
treated with dignity and respect. VERTAS operate a zero tolerance
policy with regards to discrimination, harassment and bullying.
Inevitably, conflict will arise in the work place but the ways in which
we as individuals handle these conflicts must be appropriate.
Harassment and bullying is behaviour that is unacceptable and
unwelcome to an individual and creates an intimidating, hostile
or offensive environment which can be manager to staff but also
staff to manager.
It is the responsibility of all employees of VERTAS to ensure that
their behaviour in all work related situations does not cause
offence or distress to others and is appropriate to the
business.

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Harassment and Bullying can take many forms:

• Actions’, remarks (direct or indirect) or behaviour towards
others cause offence or distress

• Rudeness, shouting, abusive or offensive language

• Threatening and aggressive behaviour

• Slanderous gossiping, whispering

• Willful or deliberate failure in performance to a reasonable
and acceptable standard

• Failure to follow reasonable instruction from a
supervisor or manager

• Isolating or alienating a person, ignoring or ostracising a
person

• E.g. not talking to them

• Refusing to co-operate at work, or sabotaging their work

• Any public humiliation or attempt to undermine someone,
talking about them in a negative way, or setting someone up
to fail

• Refusing a reasonable request e.g. set up new/changes to
services, furniture movement

• Focusing, or concentrating on the negative characteristics of
an individual or on minor errors or have excessively scrutinised
another individuals’ work?

• ALL ARE UNACCEPTABLE AND WILL NOT BE TOLERATED
AND FORMAL ACTION WILL BE TAKEN.

• At work all staff should:

• Treat work colleagues how they you wish to be treated

• Show respect and dignity and behave in a professional manner
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12. Food Safety

(Catering Teams Only)
Food safety and quality are important for our customers and essential
for our jobs. We are committed to high standards of food hygiene
to ensure that:

• we sell good quality, safe food
• we keep the premises and equipment clean
• we comply with the law
• we don’t waste food
• we avoid problems with pests
• we prevent food contamination
• we create good working conditions
• we develop a good hygiene awareness
• our suppliers comply with our hygiene regulations
• we develop a good working relationship with enforcement

officers Good food hygiene and quality are everyone’s
responsibility.
The reputation of VERTAS Ltd and the safety of our customers is in
our hands.
Enclosed in your induction pack you have ‘The Essentials of Food
Safety’ booklet which you will need to read during your first week
of employment. This covers basic Food Safety principles.
It is essential that you complete the short quiz at the back of the book
and send it in to HQ with your training records to acquire certification.
You will be required to attend the VERTAS level 2 Food Safety
Training session within your first 26 weeks of service.

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13. Personal Hygiene

As a food handler you are an important source of food
poisoning bacteria.
Food poisoning bacteria can be found on or in:

• Your h ands
• Your intestine
• Your ears, nose and mouth
• Your hair
• In cuts, boils, sores and spots
• On your clothes
Before handling food or entering a food room you must put on clean
protective clothing that completely covers normal clothing that may
come into contact with food. Outdoor clothing must not be worn or
brought into food rooms.

Personal Hygiene Essentials
• Keep yourself clean and wear clean protective clothing
when working with food
• Wash your hands thoroughly
• Keep your nails clean and short. Don’t bite them
• No nail varnish or false nails
• Keep your hair clean and tidy. Long hair needs to be tied back.
• cover with a hairnet and hat when working with food. Don’t
scratch your head
• Don’t eat or drink when working with food
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Personal Induction Handbook

• Don’t wear earrings, hairgrips, rings, bracelets or watches
• Cover cuts with a blue waterproof dressing
• Don’t wear strong aftershave or perfume
• Don’t cough, sneeze or touch your mouth and nose whilst

working with food
See:
Hygiene section Quality Solutions Manual

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Personal Induction Handbook

14. Absence/Sickness Reporting

Reporting Sickness or Other Absences
Honeydew Reporting Procedure
When you are ill or absent from work for whatever reason
You MUST call the following number 0330 880 3123 at least TWO
hours prior to your start time on the first day of your absence.
You will be asked a series of questions relating to your absence and
you MUST answer them in full. If you do NOT ring this number your
absence will be recorded as unpaid.

You need to update your absence every day for the first 7 days.
You must call with updates every Monday if your absence continues
for more than 1 week
You must confirm your return to work at least 1 day before coming
back
You will be required to complete a return to work interview with
your line manager before commencing duties on your return to work

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15. Uniform & PPE

Uniform
All uniform and PPE is provided for all services It is your responsibility
to launder and maintain the uniform to ensure you represent a
professional image at all times.

Catering Staff Guidelines:
• Hats should be worn at all times.
• Long hair must be tied back, or preferably restrained in a hairnet.
• If hair is below shoulder length, management will insist a
hairnet is worn.
• Full length leg covering must be worn at all times by all staff
when working in a kitchen.
• Sensible low heeled, non-slip, covered, non-porous shoes must
be worn when working in a kitchen or food service unit. In the
interest of your own safety you MUST NOT wear high heels,
open toed shoes, crocs, sandals or lightweight canvas shoes.

• Standard issue plastic aprons must be worn, as appropriate,
for all raw kitchen duties.

• Only a single plain gold ring is permissible. No other
jewellery is permitted including watches.

• Nails should be kept short and clean. Nail varnish and
false nails/extensions are not permitted

• Uniforms must NOT be worn in the external environment
where it can be exposed to contamination. This includes
contamination from smoke.

.

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PPE (Personal Protective Equipment)
To comply with all Health & Safety regulations you will also be issued
with a standard pack of PPE.
It is the employee’s responsibility to wear the PPE at all times where it
is specified for their own health & safety.
It is the employee’s responsibility to inform their line manager should
the PPE need replacing when no longer fit for purpose.
See:
Dress code section Quality Solutions Manual

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16. Learning and Development

The learning and development throughout your career with us is aimed at
building essential skills, meetingcompliancerequirementsand to assist you in
meeting the challenging demands of our customers. We help our
people to grow and achieve their potential with us at a pace that
suits their own ability. We provide an individual development
programme to help staff at all levels in the company identify and
fulfill their potential.
Every employee works to a personal development programme that
starts at induction and continues with regular appraisal reviews.
We have a dedicated learning and development team and strong
links with proven training providers that encourage all of our people
to broaden their skills. As well as core training skills commensurate to
your role we also offer NVQ 2 and 3 apprenticeships to employees
wishing to aspire within the organisation.

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Notes

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Notes