Equal Opportunities Policy

1 Introduction

Kelta HR is committed to the promotion and development of equal opportunities. As an employer and provider of services, the Company has an ongoing aim to promote equal opportunities as it impacts upon people who work for the Company and those for whom the Company provides services.

It is recognised that a policy is not an end in itself, and it is only through a commitment to Action by Directors, Managers and Employees, that equality of opportunity can be achieved.

 

2 Why the Company has this policy

Through this policy statement the Company aims to:

– Ensure all employees and other individuals / organisations providing a service on behalf of the Company are aware of the equal opportunities policy, its aims and objectives, and their role in its implementation (and its effectiveness);

– Acknowledge the benefits of diversity by communicating and consulting effectively and by managing and promoting diversity as an employer.

– Provide support, guidance, and encouragement to employees in implementing the equal opportunities policy;

– Provide quality services in accordance with the principles of best practice;

– Provide frameworks against which to monitor the Company’s performance both as an employer and service provider in respect of equality of opportunity.

 

3 Objectives and Benefits

Kelta HR recognises that both its current and future workforce and the clients to which it provides its range of services, is made up of a diverse population. This diversity consists of differences, which include factors such as gender, age, race, disability and background etc. This policy recognises, values and responds to groups and individual differences, in particular:

– The clients served by the Company in order that differences can be identified and responded to positively

– Current and future employees so that they will develop and make full use of their potential

 

The Company, through this policy, will work towards:

– The elimination of all forms of unlawful discrimination in the provision of its services, including provision of services through a contractor

– Assisting specific groups to gain and maintain equality of opportunity through the adoption of positive action plans

– The elimination of all forms of unlawful discrimination in recruitment, selection, promotion, training and development and all other employment related matters

– Striving to make sure that our clients meet their own diversity targets

 

4 The Company’s Expectation of Employees

The Company expects all employees to:

– Familiarise themselves with the equal opportunities policy and any related procedures/codes of practice

– Adopt appropriate behaviour towards its clients and other employees in a manner which promotes good practice in equal opportunities

– Reflect equal opportunities policy requirements in their written communication and publications both within and outside the Company

– Challenge discriminatory practices and any behavior that is likely to conflict with the requirements of this policy

 

What the Company will Provide

The Company will provide the following support to assist employees in meeting and undertaking their responsibilities in accordance with this policy:

– Appropriate information and induction for new employees regarding the equal opportunities policy

– Training and development opportunities to increase employees’ awareness of Equal Opportunities

– Procedures for the prompt investigation of any complaints regarding discrimination or harassment

 

5 Monitoring

The Company will monitor the profile of the workforce along with appointments, promotion and training.

 

6 Internal Recruitment

Our aim is to recruit the best candidate for the role, regardless of their sex, sexual orientation, race, colour, creed, national or ethnic origin, nationality, religion or similar belief, marital status, age, disability or part-time status.

We advertise our vacancies in publications and in places where they will be seen by a broad cross-section of the community in order to encourage applications from a wide variety of people.

All of those applying for a role will be asked to complete an identical application form.

Candidates for interview will be selected on the basis of the information they have put on their application form concerning their qualifications and experience. This will be assessed against the criteria for the role and those candidates who appear most suitable for the role based on these criteria will be invited to interview.

We will not fail to select an applicant for interview on the grounds of his or her disability. Wherever possible, special arrangements/adjustments will be made to ensure that a disabled candidate can attend and participate fully in the interview process

We will not fail to select an applicant for interview on the grounds that he or she wishes to apply for the role on a part-time basis.

Interviews are conducted in a professional manner and only information relevant to the candidate’s ability to perform the role will be requested and/or discussed.

All candidates will be asked the same or similar questions, and notes will be taken during each interview.
It may be necessary to discuss with a disabled candidate what adjustments, if any, might be required to enable the candidate to perform the role.

Where the advertised role is a full-time one, it may be necessary to discuss with a candidate who would prefer to work part-time how the role could be adapted to suit the candidate’s preferred hours.

We will only conduct the selection process once all candidates have been interviewed. Selection will be based solely on the candidates’ suitability for the role based on criteria for the role.

However, in the case of a disabled candidate, consideration will also be given to what adjustments would be required to enable the candidate to perform the role and what reasonable adjustments could be made to accommodate the candidate.

In the case of a part-time candidate for a full-time position, consideration will also be given to whether the role could be adapted to suit the candidate’s preferred hours.

In some cases we may invite the most promising candidate(s) back for a second interview.

 

7 Client Recruitment

Kelta HR will not unlawfully discriminate when making a decision where to advertise for candidates, nor will it unlawfully discriminate when making a decision which candidate is submitted for a vacancy or assignment, or in any terms of employment or terms of engagement for temporary workers. Kelta HR will also ensure that each candidate is assessed only in accordance with the candidate’s merits, qualifications and abilities to perform the relevant duties required by the particular vacancy.

Kelta HR will not accept instructions from clients that indicate an intention to discriminate unlawfully.

 

8 Terms of Employment

Where an offer of employment is made, this will be to the candidate we consider to be the most suitable for the role based on the criteria for the role unless:

– A disabled candidate is the most suitable for the role and we do not consider that adjustments can be made to accommodate the candidate; or

– A part-time candidate is the most suitable for the role and we do not consider that the role can be adapted to suit the candidate’s preferred hours.

The terms and conditions relevant to the role will be the same irrespective of the successful candidate’s sex, sexual orientation, race, colour, creed, national or ethnic origin, nationality, religion or similar belief, marital status, age or disability. The only exception to this is where a particular group of employees have statutory rights that may not be afforded to those who are not part of that group (e.g. maternity rights that only apply to women).

The terms and conditions that apply to part-time roles are equivalent to those that apply to full-time roles on a pro rata basis.

 

9 Training Opportunities

We provide training opportunities to employees on the basis of their individual training requirements and do not refuse or fail to offer training on the basis of an employee’s sex, sexual orientation, race, colour, creed, national or ethnic origin, nationality, religion or similar belief, marital status, age, disability or part-time status.

 

10 Opportunities for Promotions

We provide promotion opportunities to employees on the basis of their individual merit and performance and do not refuse or fail to offer promotion on the basis of an employee’s sex, sexual orientation, race, colour, creed, national or ethnic origin, nationality, religion or similar belief, marital status, age, disability or part-time status.

 

11 Decisions and Judgements

Employees, including managers and directors, are not permitted to make any decisions or judgments based on or influenced by an employee’s sex, sexual orientation, race, colour, creed, national or ethnic origin, nationality, religion or similar belief, marital status, age, disability or part-time status.

An exception to this is where it would be discriminatory to take into account something relating to that particular employee or a group of employees (e.g. when assessing attendance we would disregard absences due to maternity leave).

It may be necessary to take decisions or make judgments based on an employee’s disability or health but no decisions will be taken without fully consulting the employee concerned and obtaining medical advice if appropriate.

 

12 Inappropriate Behaviour

We will not tolerate employees, clients, customers or visitors being treated less favourably than others on the grounds of sex, sexual orientation, race, colour, creed, national or ethnic origin, nationality, religion or similar belief, marital status, age, disability or part-time status.

We will not tolerate harassment, victimisation and/or bullying in the work-place under any circumstances.

 

13 Grievances and Complaints - Employees

Employees who feel they have a grievance related to any aspect of this policy should feel free to pursue this through the Company’s grievance procedure. Grievances will be considered promptly. Initial discussions in confidence on sensitive matters associated with this policy can take place with a Managing Consultant (Frances Talijan or Kelly Jones).

 

14 Review of the Policy

The Equal Opportunities Policy will be subject to review in the light of both internal and external developments.

All employees have responsibility for the application of this policy. Disciplinary action will be taken against anyone who is found to have committed unlawful discrimination, which if severe will be treated as gross misconduct.

 

15 Equal Opportunities Statement

As an employment agency we comply with the Sex Discrimination Act 1975 and its amendment 2003, Equal Pay Act 1970, Disability Discrimination Act 1995 and its amendment 2005, Race Relations Act 1976 and its amendment 2000, and the Age Discrimination Act 2006, Employment Equality (Religion of belief) and (sexual orientation) regulations 2003

It is the policy of Kelta HR to establish and maintain a working environment, terms and conditions of employment, practices and procedures which will ensure that no job applicant or employee receives less favourable treatment on the grounds of race, religion, colour nationality, gender, marital status, age, or unless justifiable disability.

Kelta HR observes the Equality and Human Rights Commission Codes of Practice which gives practical guidance to employers and others on the elimination of discrimination and the promotion of equality of opportunity in employment.

Kelta HR ensures senior management commitment to promoting equality of opportunity and diversity, including making it a priority area in terms of informing the organisation’s overall vision, values, objectives and planning and decision-making.

Kelta HR ensures that behaviour, words and actions and those of people working for the organisation support a commitment to equality of opportunity and diversity.

Kelta HR ensures that behaviour, words and actions and those of people working for the organisation support a commitment to equality of opportunity and diversity.

Kelta HR identifies the organisation’s and your own responsibilities and liabilities under equality legislation and any relevant codes of practice.

Kelta HR reviews the diversity and needs of the organisation’s current and potential partners and identify areas where needs are not being satisfied and where diversity should be improved.

Kelta HR ensures that the organisation has a written Equality and Diversity policy and that this is clearly communicated to all people who work for the organisation and other relevant parties.

Kelta HR seeks and makes use of specialist expertise in relation to equality and diversity issues.

Complaints Policy & Procedures

Introduction

Kelta HR aims to provide an efficient, reliable service of a consistently high standard. The Company recognises however, that there may be occasions when we get things wrong, make mistakes or can improve our service from suggestions made by others. Even if you do not think your particular concern amounts to a ‘complaint’ we would still like to know about it. It will help us to deal with something we would otherwise overlook.

This policy shows how any complaints and mistakes are recorded and actioned by Kelta HR to correct the current problem and how we deal with this and prevent that problem from happening again.

 

Our approach

Problems or errors can be identified from a variety of sources including:

– Customer complaints and related feedback (i.e. the customer does not want to lodge a formal complaint, but is obviously dissatisfied);

– Errors noted during the quality review processes;

– Errors or mistakes noted by any employee during their day to day activities, including those noted through any peer group, or supervisory review.

 

Customer complaints are recorded by the member of staff receiving the complaint either directly to the client or direct onto Preori (our in house CRM database).

The details of the complaint are passed to the Managing Consultants for review and action and the outcome of the complaint is recorded on Preori.

Errors or mistakes noted by employees, during the quality review process, or by peer or supervisory review, are also recorded on Preori.

On an ongoing basis all problems are reviewed by the Managing Consultants and passed to the Quality Officer for review.

Trends or recurring issues are identified from this review and a summary review is produced and discussed during the regular meetings, this ensures consistent improvements.

In all cases the complaint, problem or error is investigated and action is taken to prevent a similar situation in the future.

 

Complaints process

We take seriously any complaint or suggestion made by our clients or employees about our service, or how we as an organisation can operate in a more efficient manner and in order to deal with this we have a complaints procedure.

Our clients are encouraged to follow the procedure below in the event that they wish to make a complaint or suggestion.

 

What To Do If you Wish to Make a Complaint or Suggestion:

 

Step 1: Contacting us

The first step is to talk to a member of the Kelta HR team. This can be done quite informally, either directly or by telephone. Usually, the best person to talk to will be the individual who dealt with the matter you are concerned about, as they will be in the best position to help you quickly and to put things right. If they are not available, or you would prefer to approach someone else, then ask to speak to a Managing Consultant.

We will try to resolve the problem on the spot if we can. If we can’t do this because, for example, we don’t have all the information we need to hand, we will take a detailed record of the matter from you and ask you for your contact number or address in order that we can get back to you with the outcome of your concern.

 

Step 2: Taking your complaint further.

We hope you will only feel the need to make a formal complaint as a last resort and that you will complain to the person dealing with the matter first to give them a chance to put things right. However, if you are still unhappy or you wish to make a formal complaint in the first instance, then you should put your complaint in writing for the attention of Kelly Jones, Managing Consultant, setting out the details, explaining what you think went wrong and what you feel would put things right.

 

Step 3: What we will do on receipt of a formal complaint

1. On receipt of a formal, written complaint, the Managing Consultant will arrange for it to be fully investigated. Your complaint will be acknowledged in writing within 5 working days of receiving it and the letter will say when you can expect a full response. This should normally be within a further 5 working days unless the matter is very complicated, such as where other organisations need to be contacted. Where this is the case, we will still let you know what action is being taken and tell you when we expect to provide you with a full response.

2. Check legislative frame work, where necessary

3. Seek professional advice if necessary

4. If the complaint proves to be valid we will take action to find a solution or improve the situation.

 

In all cases feedback will be given to you so you are aware of the steps that have been taken.

Written records will be kept which will explain why particular actions have been taken.

We aim to learn from any complaints or suggestions and put procedures in place to avoid the situation re-occurring in future or to improve the way we operate.

We have an internal grievance procedure for employee’s who wish to raise a complaint regarding another employee, our internal policies and procedures and our decision making processes.

Health & Safety Policy

Placing people first – this is Kelta HR’s mission. People are our most important asset; it is therefore in our best interests and imperative that we are committed to them. Therefore the process of minimising risks to people, plant and property must play an integral part in the Company’s objectives. Kelta HR’s aim is to ensure a safety management system focusing on the prevention of incidents.

Avoidance of accidents and work related ill health and the provision of a safe working environment requires the co-operation and involvement and ongoing integrated effort of the Directors, Consultants and Employees at all levels.

It is Kelta HR’s intention to have a pro-active approach to health safety and welfare matters and as such the Company aims to ensure that its health and safety systems are linked to its business quality systems and plays an integral part in the assessment of its performance.

Kelta HR is committed to promoting best practice in all areas of the business, including Health, Safety and Welfare through a continuous process of hazard identification and control, risk assessment, strategic planning, training and development and structured recruitment processes.

The Managing Consultants will take direct responsibility for the promotion of best practices and the business mission, the approval of policy and procedural documentation and the provision of funding as appropriate and reasonable, based on a clear assessment of risk and legal requirement.

The Managing Consultants will be responsible for the promotion of best practises, the production and ongoing development of policies and procedures and the integration of safety into all activities including the education, development and supervision of employees as appropriate. It will also be their responsibility to ensure that Kelta HR provides appropriate information and assistance to Kelta HR’s clients and temporary workers.

Every employee will be responsible for promoting and actively practising the Company philosophy in relation to Health, Safety and Welfare, ensuring not only their own safety but also that of others, including but not limited to the identification and reporting of any hazards, issues or concerns surrounding the workplace, plant or role.
Employees will also be responsible for liaising with clients to identify their safety requirements, ensuring that any safety issues are communicated effectively to all temporary workers who may be affected by them, so that they can adopt a safe approach to their work.

Communication between employees and the Managing Consultants is imperative to highlight areas for improvement and development. Kelta HR would like to promote an open approach to communication, encouraging ideas and opinions from all staff.

The Health and Safety policy and statement will be reviewed and revised on a regular basis to ensure that it meets the developing needs of the employees, the business and current legislation.

 

Important guidance on Health & Safety for employees at KELTA HR

 

General Information

– You must comply with all hazard / warning signs and notices displayed on the premises

– You must report immediately any equipment defect, and never repair any office equipment without the consent of the Managing Consultants

– You must undertake all duties as instructed and never deviate
– You must make proper use of all equipment and facilities provided to control working conditions / environment

– You must ensure you keep your work areas clear / tidy

– You must dispose of waste / scrap in the appropriate receptacles

– You must never obstruct any fire escape route, fire equipment or doors

– You must see the Managing Consultants or designated first aider for any injury you may receive, irrespective of how minor, and ensure details are entered into the accident book

– You must report any incident in which damage is caused to the property

– You must report any medical condition that could affect the safety of yourself or others

– You must not become involved with horseplay, or practical jokes

– You must follow all rules pertaining to no smoking areas

 

First Aid

We have two First Aid Boxes for the Company. One is located in the main consulting room / office and the other is located in the interview / meeting room.

NB: Tablets and medicines should not be kept on the premises

 

Induction Information

If you have any problems please refer to Kelly Jones or Frances Talijan, Managing Consultants either in the office or on their mobiles immediately: (Kelly 07971185551 / Frances 07931168 857)

 

In the event of a fire evacuate the building and assemble in front of St. Lawrence School, Trinity Road, Hurstpierpoint

 

The first aiders are: Kelly Jones & Frances Talijan

 

The fist aid kits are located in the main office and interview / meeting room

 

The accident book is located in the main office

 

Contacting Emergency Services

If you need to contact any of the emergency services dial (9) for an outside line, then dial 999.

 

Our address is:
Kelta HR
Sussex House, 23
Cuckfield Road
Hurstpierpoint
West Sussex
BN6 9RW.

 

Our telephone number is: 01273 832144

 

Smoking is only permitted outside of the building in Manor road.