This Employee Code of Conduct sets out standards of conduct expected from you and applies to all Door employees. This policy has been written for the effective operation of the business and the wellbeing of its employees. All employees are expected to act in accordance with this Code of Conduct - failure to do so may result in disciplinary action up to and including dismissal. It is therefore of critical importance that you read and understand this Code.
The aim of this policy is to assist employees to perform effectively by ensuring the rules and standards of the organisation are clearly communicated. The various sections of this Code of Conduct summarise the key policies and procedures in respect of behaviour and the way you are required to work.
Each employee is issued with either a ‘Contract of Employment’ or a statement of ‘Terms and Conditions’, which governs the key elements of the working relationship. This Code of Conduct supplements and sits alongside those contractual documents and sets out, in more detail, the standards of behaviour that are expected. It is also underpinned by a number of other policies and procedures, many of which are referred to in this document. However, it is not intended as an exhaustive statement of rules and regulations; rather it describes a basic framework within which employees are required to work.
A key requirement of all employees is to endeavour, at all times, to act in the best interests of the company, and to strive to support it in achieving its corporate and strategic objectives.
Door’s core values include a number of statements relating to employees, and this Code of Conduct will help to support the achievement of these:
In accordance with these principles, employees are expected to use their best endeavours to work in a collaborative and co-operative manner to create productive and supportive working relationships, in which the rights and dignity of all are respected.
You must:
Equality, freedom and treating all persons with dignity and respect are fundamental human rights. As such, the company is committed to making these central in all its work.
Door is an equal opportunities employer and is firmly committed to the promotion of equality and will not unlawfully discriminate, or tolerate discrimination (direct or indirect, harassment or victimisation) on grounds of age, disability, ethnicity (including race, colour and nationality) gender, gender identity, marriage or civil partnership, pregnancy or maternity, religion or belief and sexual orientation. This includes discrimination by association or due to perception.
Door is committed to the promotion of equality and diversity in the application of its policies and procedures, including this one.
Legal Compliance
Door is committed to complying with the law in all the countries and territories where we work. This is a fundamental principle, and we must follow it in all our dealings and behaviours. If there is any doubt or dispute, you should seek advice from your regional Operations Manager.
All employees are expected to maintain professional standards of conduct, both while at work and also in their day-to-day dealings with the wider community, especially when representing the organisation in external activities. Employees should seek to ensure that their behaviour does not bring the organisation into disrepute or adversely affect the dignity of its employees or damage the reputation of the organisation.
Any employee whose conduct brings the company into disrepute will be subject to the company’s disciplinary procedure. Such behaviour may be viewed as gross misconduct and could result in disciplinary action up to and including dismissal without notice.
You must:
Persistent poor timekeeping may result in disciplinary action.
Whilst you may have your personal mobile telephone switched on during working hours, they must be used with discretion. Their use must not distract you from your duties or cause disruption to the level of care to the company.
Personal calls and text messages should be made during your normal break times only. In an emergency you should speak with your manager about making or receiving personal calls.
Personal mobile phones and devices with cameras must not be used for taking pictures of company premises, customers, clients or colleagues.
If the company provides you with a mobile phone for business purposes, the company will meet the rental and standard costs in respect of business calls. You must ensure that the mobile phone and accessories are kept in good condition at all times and that your mobile phone is charged and available for use during working hours. You must take all reasonable precautions to ensure that your mobile phone is not stolen, lost or damaged.
You must adhere to the company’s policy on internet and email use. In particular:
Employees must ensure that, in their use of social media, they do not make comments about other employees and the company that are or could be perceived to be derogatory, abusive, damaging to the individual’s or the company’s reputation or amount to harassment, even where such comments are made outside working hours. They should be mindful that such comments could give rise to legal action. Employees must ensure that no information is made available that could provide a person with unauthorised access to the company’s confidential information and they must refrain from recording any confidential information regarding the company on any social networking website. The company will take action to prevent misuse of social networking sites as the company as employer may be vicariously liable for the acts of an employee in certain circumstances.
The company takes the health and well-being of employees seriously and wishes to minimise problems at work arising from the effects of alcohol and drugs (whether prescribed or illegal).
Where the behaviour or performance of employees falls below expected standards and presents a risk to colleagues, services users, members of the public or others due to alcohol, drugs or other substance misuse, this will be addressed under the Disciplinary and Capability Procedure or through such other measures as are appropriate to the circumstances. Possession of and dealing in illegal substances will be immediately reported to the police in all cases.
In going about our business, the company does not seek advantage by giving or accepting any improper gifts, entertainment or payments, and nor must we do so as individuals. We do not accept any level of corruption. We should always be sure that our conduct is ethical, would be justifiable under scrutiny from the press, the public or competitors, and can stand up to examination by those we are accountable to.
When dealing with existing or potential contacts on behalf of the company, we must never give or accept any gift or service which has financial value or could be viewed as a reward or inducement for business. A gift may be accepted if it has only a nominal value, is a genuine token of thanks and is declared to your line manager. Where you have reason to think that a polite refusal may cause offence or damage the company’s interests, you should consult the Gifts and Hospitality Policy.
While it is acceptable to offer and receive a reasonable level of entertainment and hospitality, this must never be seen to be excessive. Any hospitality you provide must be justified in operational terms. It should be modest, and conventional.
The company does not make donations, directly or indirectly, to political parties or their representatives; nor must we when acting on its behalf. However, as individuals, we are free to do so.
We must always behave with honesty and integrity when dealing with business contacts and public officials, and must not offer or give them inducements, tips or payments.
If you are found to have accepted or given any bribe you will face disciplinary action, which could include dismissal for gross misconduct. This may also lead to criminal investigation and potential prison sentence for those found guilty of bribery in addition to potential fines for the organisation. Further information regarding what constitutes bribery can be found in the company’s Anti-Bribery Policy.
You may be required to work additional hours at short notice, in accordance with the needs of the business.
You may also be required to undertake duties outside your normal job remit and to work at locations other than your normal place of work.
You must keep confidential, except as required by law, both during your employment and at any time after its termination, all information gained in the course of your employment about the company and that of all persons and organisations connected to the company.
Employees must positively prevent information misuse and ensure the accuracy of information by:
Employees must not allow their private interests to come into conflict with their work. Employees are not permitted to engage in any activity outside their employment with the company that could reasonably be interpreted as competing with the company.
Employees must devote their whole time service to the work of the organisation and may not engage in any other business or take up any other additional employment without the written permission of management. This does not preclude employees from undertaking additional work outside their working hours providing that it does not impact on, distract them from or conflict with their company work and is subject at all times to written permission being granted.
Regardless of the seniority of the post, all employees who undertake additional work (either paid or voluntary) must notify their line manager in order to ensure compliance with the Working Time Regulations 1998.
The wellbeing of everyone within the organisation is very important. Therefore, Door works to protect its employees and expects its employees to adopt a sensible but safe approach to their work. It is your duty and responsibility to familiarise yourself with, and to comply with, the company or any third party’s Health and Safety Policies and procedures. Breach of these rules may result in disciplinary action, up to and including the termination of your employment without notice for gross misconduct.
You must report all accidents, however minor, as soon as possible, making a comprehensive entry in the company’s Accident Book.
In accordance with smoking legislation and in order to provide a working environment which is pleasant and healthy, smoking is not permitted anywhere on company premises, or in any vehicles when used on company business.
The personal appearance of employees makes an important contribution to the company’s reputation and image. For this reason, it is important that your dress and appearance is professional and reflects the environment in which you work.
All employees will be expected to comply with any management instructions concerning dress and appearance. The company expects employees to observe a standard of personal appearance which is appropriate to the nature of the work undertaken, follows operational requirements and which portrays a professional approach which the public will have confidence in. Employees are expected to observe a high standard of cleanliness and personal hygiene.
Company facilities and equipment are provided essentially to facilitate legitimate company business; you are not permitted to make use of the company’s telephone, postal or other services for personal purposes.
Personal business interests may not be pursued through the use of company facilities or equipment. Any employee wishing to use company equipment for personal use should first discuss this with their line manager.
You must not remove property or equipment from the company premises unless for use on authorised business or with the permission of management.
On termination of your employment, you must return all company property, such as keys, laptops, mobile telephones, company vehicles, documents or any other items belonging to the company.
In order to provide a cost-effective service, you are requested to use company equipment, materials and services efficiently. You should try to reduce wastage and the subsequent impact on the environment by ensuring that you close windows, avoid using unnecessary lighting or heating or leaving taps running, switch off equipment when it is not in use and handle all materials with care.
All employees are expected to comply with policies and procedures related to environmental protection e.g. waste segregation and disposal, purchasing, and energy efficiency; and to promote waste minimisation when procuring, storing or using any company resource.
As indicated in the introduction to this Code of Conduct, there are other policies and procedures relating to specific aspects of working at the company, and employees are reminded that it is a condition of employment to adhere to and comply with all such policies and procedures.
A breach of the Employee Code of Conduct is likely to result in disciplinary action being taken.
This policy will be reviewed as it is deemed appropriate, but no less frequently than every 12 months.
Further information and advice on this policy can be obtained from the Door Team, policies@doorfunds.com.