Welcome to Carrickfergus & District Senior Gateway Club The following is a statement covering various aspects of your employment with Gateway.
You must keep all information given to you or created by you during your voluntary service confidential at all times while you are a volunteer and after your volunteering ends.
Health and Safety
You are expected to comply with all current health and safety legislation and be familiar with Carrickfergus & District Senior Gateway Club’s Health and Safety Policy.
Carrickfergus & District Senior Gateway Club Property
You are expected to take all reasonable care of any Gateways property issued to you and may be liable for any loss or damage arising from your negligence. You may not remove equipment, furnishing or supplies from the club without the permission of the leader in charge. Supplies purchased by the Gateway Club may not be taken for personal use.
Carrickfergus & District Senior Gateway Club cannot accept any responsibility for your own belongings while you are at the club and you should therefore ensure that you only bring with you to the club those items which you will actually need during the night.
Acceptance of gifts
You must never ask or influence a member to buy or give you a gift.
Everyone has a right to express their views or complain about a service provided by the Senior Gateway Club
By inviting comments and encouraging feedback, Carrickfergus Senior Gateway aims to ensure that its services are continually reviewed and meet the needs of users.
See below for the three stages to submit your complaint.
It is hoped that any problems or complaints that a parent, carer, member or person using the services provided by Carrickfergus & District Senior Gateway Club may have can be dealt with informally at source.
If a problem cannot be resolved in this way, they should write, giving full details of their complaint to:
The Club Leader, Carrickfergus & District Senior Gateway Club
41 Henly Road
The Leader will then discuss the matter confidentially at a management committee meeting and convey the result to the complainant in writing.
If the matter has not been resolved, or if there is no satisfactory outcome within four weeks of the date the Club Leader received the written complaint, the matter should be referred to
The Chairman, Carrickfergus & District Senior Gateway Club
10 Old Shore Road
The Chairman will then discuss the matter confidentially at a management committee meeting and convey the result to the complainant in writing.
All employees and volunteers are required to abide by Carrickfergus & District Senior Gateway Club’s Confidentiality Policy.
You must keep all information given to you or created by you during your employment confidential at all times while you are a volunteer and after your voluntary service ends.
Information of a personal and private nature will be treated sensitively and remain confidential within Carrickfergus & District Senior Gateway Club. This means that the information will not be given to anyone outside the Gateway Club without the permission of those to whom it relates. All notes, records of meetings etc. will be kept on files, marked “Private and Confidential”, which will be securely stored. The files will only be accessed by those members of Carrickfergus & District Senior Gateway Club’s staff authorised to do so.
No information gathered for monitoring or evaluation of our work will identify individual cases.Procedure
Personal and private information about people with learning disabilities and their families should be treated sensitively and only shared on a “need to know” basis within the organisation.
Discussion about personal matters relating to families and individuals should take place in a private office. Open discussion in general offices is discouraged.
Files containing personal information should be marked “Private & Confidential” and should not be left open and unattended in the office and should be put away securely overnight.
Sensitive or private computer held information should be stored on a disk, with a password, and should be kept in a secure place. All disks which come into the office from outside must be scanned for viruses before use on office computers.
Unless there are exceptional circumstances, information should only be shared with outside agencies with the permission of the individual(s) concerned.
In some circumstances there may be a need to share information with outside agencies, but only with the prior permission of the people concerned. If this is likely, those concerned should be advised at the outset. See Point 7 below – Procedure for breaking confidentiality.
Only in exceptional circumstances, such as the following, should confidentiality be broken:
- A threat to life
- Physical, sexual, financial or other abuse to or by another person (adult or child)
- A health and safety risk to other people in the workplace
- A disclosure required by law or a court order.
Because breaking confidentiality is a serious matter, the following procedure should ideally be followed prior to disclosure.
If, in any discussion, information is being given which the Carrickfergus & District Senior Gateway Club
Employee/Volunteer believes may have to be shared with other Agencies:
- They should stop the conversation;
- Explain that such information and any further detail that might be forthcoming, could require them to pass it on to outside agencies;
- Proceed if the informant gives permission under those conditions, confirming that they had given their consent, should further action be needed.
- If permission is refused, terminate the conversation and refer the person to the club leader or in their absence to the assistant leader.
- Maintain written records of the process and the decisions taken throughout.
Carrickfergus & District Senior Gateway Club takes the concept of confidentiality very seriously and does all in its power to restrict personal information to those who genuinely need to know.
To comply with the principles of the Data Protection Act, Carrickfergus & District Senior Gateway Club will endeavour to ensure that strict confidentiality of clients’ personal data is maintained in all of its work, whether the information is stored on a computer or a manual filing system.
Carrickfergus & District Senior Gateway Club will also try to ensure that:
- Access to personal information by its staff is on a “need to know” basis only.
- Personal information is not given to any outside party without the consent of the person concerned (or their legal or appointed representative).
- Information is stored securely and can be reinstated/restored in an emergency.
- Clients are made aware that they have the right to request access to information concerning them.
Members are defined as people with a learning disability, their parents and carers or any individual or organisation who receive a service.
All personal information will be stored under lock and key in the leaders home and/or on computer protected by a security code. Computer held records will be copied onto a disk and stored at a designated site away from the Gateway Club.
All members will be made aware that they have a right to access personal information held on them, but should give reasonable notice of this request to the leader responsible. References will remain confidential.
Personal information about clients will be shared within Gateway on a strictly “need to know” basis and will not be shared with outside agencies without the prior permission of the person concerned (or their legal or appointed representative), except in unavoidable or exceptional circumstances.
Notes of meetings with members where personal issues are discussed will not be freely circulated or accessible and will be stored securely.
Personal data will not be kept unnecessarily and in normal circumstances will be destroyed after 7 years.
Personal data and confidential documents will be shredded on disposal.
The Data Protection Controller is the leader of Carrick senior gateway and the Data Protection Compliance Officer is the Chairman.
All staff should be made aware of this policy and agree to abide by it.
This policy and guidance document is designed to be read within the context of your wider policies and procedures. In particular, reference should be made to Service user plans, Service User Risk Assessment, Management of challenging behaviour (including the use of physical intervention) policy and guidance. Full guidance and procedures on all health and safety matters should be contained in your Health and Safety Procedure Manual.
What is an emergency
An emergency may be defined as an unplanned, and normally dangerous, event that requires immediate action in order to minimise any loss or damage to people, property and the environment.
Emergencies may be caused by property damage (e.g. due to adverse weather), by a breakdown in essential services, or by people. Whatever the cause, the aim must always be first to protect the safety of service users, staff and any members of the public. The next priority is to try to minimise damage to the property and surrounding environment.
Most situations can be prevented (or at least the losses can be minimised) by careful planning, by regular risk assessments of the property and the people living and working in it, and by ensuring that service user plans are comprehensive and current.
Service users should be supported to deal with an emergency by:
- Staff talking through with service users what they should do in a given situation, e.g. if they think they can smell smoke or gas or suspect a fire
- Having the opportunity to practice evacuation drills
- Knowing how to contact the emergency services (999 – police, ambulance and fire brigade).
All staff and volunteers must have easy access to emergency phone numbers. Essential telephone numbers include:
- Emergency services (999 – police, ambulance and fire brigade)
- Essential services: gas, electricity, water
- Out-of-hours maintenance number(s)
- Management contact numbers
- Management out-of-hours on-call service.
It is vital that employees and volunteers co-operate and share responsibility for the full and correct implementation of health and safety. In particular, staff are reminded of their own responsibility to:
- Familiarise and observe the operational and health and safety policies and procedures of your organisation
- Report any dangerous occurrences to the manager or leader of the service or group
- Report any personal injury or incapacity that could affect their ability to move or safely handle service users
- Follow management advice in ensuring safe working practices
- Seek to work in a manner that will not be detrimental to their own health and safety
- Report any changes in service users’ health, environment or working condition
- At all times keep themselves updated with the content of the risk assessments and service user plans.
- Always make every effort to minimise the risks to service users, themselves and others.
Dealing with an emergency situation
In dealing with an emergency situation staff and volunteers should:
- Stay calm
- Assess the situation, and then choose a course of action to manage the situation
- Only manage a situation if this is safe to do, and does not place service users, themselves and others in to a position of greater possible harm or risk
- Reassure service users
- Never attempt to deal with a situation alone, unless it safe to do so
- Contact the appropriate emergency service or agency, being clear and concise when making an call
- Contact the manager of the service. For “out of hours” the on-call service can also be used. In emergency situations, staff are authorised to call upon additional staff to assist with the situation.
- Reporting of accidents and dangerous occurrences
- Any accident/incident that results in an injury whilst at work must be reported to the manager and an accident report form must be completed. An entry should also be made in the accident book.
- If any person has an accident that requires reporting under RIDDOR then your designated health and safety officer must be informed with 24 hours. There is a legal requirement to report this to the HSE Incident Contact Centre.
- Any fatality in the workplace must be reported to Mencap’s national health and safety officer as soon as possible by telephone.
Notification to others
Other people and agencies will need to be informed as required, for example:
- Line management without delay
- Placing authority.
Part VII of the Care Homes Regulations 2001 requires the registered manager to notify the National Care Standards Commission without delay of any event in the care home that adversely affects the well-being or safety of any service user.
Carrickfergus & District Senior Gateway Club’s vision is for a society where all people with a learning disability are valued equally, listened to and included. To achieve this, Senior Gateway will:
- Listen to what people with a learning disability want.
- Support all people living with a learning disability in all parts of their lives.
- Give excellent information and advice.
- Work with people and groups that want the same things that Carrickfergus & District Senior Gateway Club
- Fight for the changes that people with a learning disability and their families and supporters want.
We believe that our vision and mission can only be achieved if we make full use of the talents and resources of all our employees and volunteers. We want to be a diverse organization, where individual differences are recognized and valued and where discriminatory attitudes or practices are challenged.
Diversity means the broad range of visible and non-visible differences that characterize people. Some of these qualities include race, age, colour, first language, ethnic or national origin, religion/community background, political belief, gender, disability, appearance, sexual orientation, age, responsibility for dependants, marital status, HIV status and work style.
At Carrick Senior Gateway we believe that everyone should have equal chances in life, no matter what their ability, ethnicity, gender, beliefs or life experiences may be.
We want to make sure that our services and support are available to everyone and that they are used by people from different communities.
We value difference and want to recruit and retain a diverse workforce to increase the range of skills and talents in Mencap. This makes us stronger as an organisation.
In particular, we are committed to encouraging and supporting people with a learning disability to play an active role as employees.
Diversity will support us in meeting the six strategic objectives in our Corporate Plan.
In carrying out this Policy, we will:
- Comply with the relevant anti-discrimination legislation and challenge discriminatory practice.
- Make every effort to attract people from all groups, either to work for Carrickfergus & District Senior Gateway Club, to act as volunteers, to use our services or to be members.
- In confidence, collect and monitor data on sex, age, ethnic origin, community background (in Northern Ireland), and disability of all those applying to us for services, longer-term volunteering and employment.
- Regularly review our policies to ensure that they do not have an adverse impact on any of the people mentioned in the previous point.
- Have in place a policy on harassment and bullying.
- Take seriously and investigate urgently any alleged discrimination or harassment.
- Ensure that our services are relevant and accessible to all those who use them or want to use them.
- Provide advice and support to our employees about promoting a work environment which is inclusive and trusting and where good employee relations are promoted.
- Regularly review and evaluate this Policy.
Arrangements for meeting our policy objectives
We will consider the views and needs of employees, volunteers and the people we support from different backgrounds. We will:
- Look at how we could communicate more effectively (formally and informally).
- Encourage the involvement of employees, volunteers and people we support and members in planning and decision making.
Employment and volunteering policies
Our HR policies and procedures are designed to treat individuals solely according to their ability to meet job requirements.
This will ensure that in all aspects of employment – such as recruitment, training, appraisal, promotion and termination of employment, employees are treated as unique individuals.
In implementing our employment, volunteering, recruitment and training policies we will:
- Monitor recruitment procedures, employment and volunteering practices to ensure that our procedures are fair and that applicants are considered solely on the basis of merit and ability.
- Develop and implement action plans to address any inequalities which become apparent from our monitoring.
- Aim to attract and select the best employees and volunteers from all sections of the community through the application of valid, reliable and fair recruitment and selection methods.
- Ensure that all employees, volunteers are effectively inducted into Carrickfergus & District Senior Gateway Club
and know the relevant policies, procedures and standards of expected behaviour.
- Ensure that employees and volunteers are encouraged to achieve their full capacity and potential.
- Promote conditions where innovation, teamwork and participation can flourish.
- Ensure that work environments are not intimidating, hostile, degrading, humiliating or offensive.
- Actively review where we might employ people with a learning disability in Carrickfergus & District Senior Gateway Club and ensure that we use recruitment practices, (for example, job trials), which do not exclude people with a learning disability.
- Where possible, make publications available in other languages, to reflect the UK’s multicultural society.
We are committed to achieving equality of opportunity in access to our services. We aim to achieve a consistent approach to diversity and equal opportunities in the delivery of all our services. We also expect people working on our behalf to demonstrate their commitment to diversity and equality in the work that they do.
We want to ensure that our services are welcoming to all people with a learning disability, and accessible to people from all communities.
To achieve this we will:
- Build close links with all sections of the community in all areas where we provide services and actively encourage those groups to benefit from our services.
- Be aware of our commitment to equal opportunities when appointing contractors/other agencies to work on our behalf or when entering into partnerships.
- Monitor procedures and practices to ensure that they are fair.
- Develop and implement action plans to address any inequalities which become apparent from our monitoring.
- Ensure that employees are aware of the needs and sensitivities of the people we support from different groups.
- Ensure that employees are aware of and implement local measures to promote fair treatment of the people we support.
- Understand potential barriers to accessing our services and take measures to remove them.
- Investigate urgently any claim of discrimination or harassment.
- Ensure that all the people we support into external employment understand their rights and obligations under the equal opportunities policy of their employing organisation.
- Where possible, make publications available in other languages, to reflect the UK’s multicultural society.
Arrangements for publicising our policy
We will make available a summary of our Diversity and Equal Opportunities Policy to all job applicants, existing employees, prospective volunteers, current volunteers and the people we support.
Carrickfergus & District Senior Gateway Club Diversity and Equal Opportunities Policy will be available in large print or Braille, or an in an audio or electronic format on request.
Failure to adhere to the policy
- We will do our utmost to protect employees and the people we support from discriminatory behavior by any individual or group within the organisation.
- Discriminatory behaviour on the part of employees will be dealt with under the disciplinary procedure.
- If we find that non-contracted workers are behaving in a discriminatory manner, we will cease to use their services.
- Allegations of discriminatory behaviour by members or volunteers will be dealt with by the complaints procedure or other appropriate procedure.
- Allegations of discriminatory behaviour on the part of the people we support will be dealt with initially by advice and counseling. The ultimate sanction is exclusion of the person we support from the service.
- Support and advice for employees and volunteers
- Each Business Unit will have a means of providing support and advice for employees to raise issues of concern.
- Responsibilities of all members, employees and volunteers
- All employees, volunteers and non-contracted workers are expected to support and work within Carrickfergus & District Senior Gateway Club
Diversity and Equal Opportunities Policy.
The Senior Management Team will:
- Ensure that Carrickfergus & District Senior Gateway Club complies with equal opportunities legislation.
- Ensure that the policy and its related action plans are implemented, monitored and regularly reviewed.
- Take responsibility for setting our diversity strategy and for monitoring its implementation.
All managers will:
- Take action to promote a workplace where people are valued and have dignity.
- Promote anti-discriminatory practice.
- Take responsibility for the application of this policy within their work area.
- Keep up to date with equality legislation and good practice by attending training and information opportunities.
All members, employees and volunteers will:
- Contribute to a working environment where all are treated with dignity and respect.
- Not harass, abuse or intimidate other employees, potential employees, the people we support, visitors or others with whom they may have contact in the course of their work.