EMPLOYEE HANDBOOK Revised 18 July 2007 275 South Rd Croydon Park SA 5008 Phone: (08) 8348 3333 Fax: (08) 8348 3344 www.ails.com.au TABLE OF CONTENTS SECTION 1 - INTRODUCTION 1.1 Welcome 1.2 Our Mission, Vision and Values Statements SECTION 2 - ON-HIRE EMPLOYEES 2.1 Temporary Assignments 2.2 Assignment Details 2.3 Availability for Assignment 2.4 Office Hours and Contact Details 2.5 After Hours Contact SECTION 3 - PAYROLL 3.1 Calculation of Wages 3.2 Pay Queries 3.3 Timesheets 3.4 Personal Data Change 3.5 Equal Employment Opportunity Policy 3.6 Quality Policy SECTION 4 - STANDARDS OF CONDUCT 4.1 Attendance and Punctuality 4.2 Absence and Lateness 4.3 Mobile Phones 4.4 Personal Belongings 4.5 Alcohol and Drugs 4.6 Smoking 4.7 Confidentiality 4.8 Procedure for Handling Complaints SECTION 5 - OHS&W POLICY 5.1 The Induction Process 5.2 Client Site Induction 5.3 Training 5.4 Control and Supervision 5.5 Your Responsibilities as an Employee 5.6 Identification of Hazards 5.7 Accidents and Incidents 5.8 Rehabilitation Policy Page 2 SECTION 6 – YOUR HEALTH AND SAFETY 6.1 General 6.2 Hearing Protection 6.3 Eye Protection 6.4 Safety Footwear 6.5 Warning Signs 6.6 Housekeeping 6.7 Fire / Emergency Precautions 6.8 Working Alone 6.9 Confined Spaces 6.10 Dress Code 6.11 Electrical Equipment 6.12 Tools and Equipment 6.13 Hoists and Elevators 6.14 Machinery and Plant 6.15 Common Sense 6.16 Manual Handling Note The content of a manual does not constitute nor should it be constituted as a promise of employment or as a contract between Adelaide Industrial Labour Service Pty Ltd and any of it’s employees. Adelaide Industrial Labour Service Pty Ltd at its option, may change, delete, suspend, or discontinue parts or the policy in its entirety, at any time without prior notice. Page 3 1.0 INTRODUCTION TO EMPLOYMENT POLICIES This document has been developed in order to familiarize on-hire employees with Adelaide Industrial Labour Service Pty Ltd (AILS) and provide information about working condition, key policies, procedures, and benefits affecting on-hire employment at AILS. 1.1 WELCOME to Adelaide Industrial Labour Service. We are a Labour Hire and Recruitment specialist supplying supplementary skilled casual labour and permanent recruitment services to all industries. You are now an integral member of our team, working together to support the day-to-day operations of our clients. Your role is important to both our clients and us. Our reputation is built on the performance of our employees. We hope you enjoy your assignments, and are quick to become an efficient, happy and productive member of our team. KEITH PATTERSON MANAGING DIRECTOR 1.2 OUR MISSION To Provide Quality Labour Hire and Recruitment Services to our Employees and clients OUR VISION To be a Leading Labour Hire and Recruitment Provider To be a Respected and Proactive Service Provider To be a Preferred Employer OUR VALUES We will Ensure Fair and Equitable Treatment of Our Employees We will satisfy our client’s Needs in a Fair and Honest Manner We will promote a Culture of Continuous Improvement Page 4 2.0 ON-HIRE EMPLOYEES Definition An “On-hire employee” of AILS is a person who works for AILS on a causal basis to carry out a temporary assignment under the control and direction of a supervisor at a client site for wages As AILS is your employer, contact your consultant if you have any queries relating to pay or assignment details. 2.1 Temporary Assignments AILS receives requests from clients for on-hire employees to carry out specific duties at client sites. These are known as temporary assignments. At all times the on-hire staff we provide are employees of AILS not of the client. When we receive orders from our clients we contact suitable candidates to ascertain their interest in undertaking the assignment. All on-hire staff has the option to accept or decline assignments offered to them. 2.2 Assignment Details At the time of offer of each assignment the consultant will inform the on- hire employee of the duties, hours of work, the length of the assignment and the rate of applying to the temporary assignment. AILS are to be notified immediately should there be any change to these duties or system of work. 2.3 Availability for Assignment Please remember to keep AILS informed of your availability for work, when you finish a placement or become available let us know so that you can be considered for future positions that arise. This may be done between 8.30am – 5.00pm, Monday to Friday by calling (08) 8348 3333 or emailing firstname.lastname@example.org Page 5 2.4 Office Hours and Contact Details Office hours are 8.30 am to 5.00 pm Monday to Friday. The Office address is: 275 South Rd CROYDON PARK SA 5008 The Postal address is: PO Box 255 HINDMARSH SA 5007 Phone number (08) 8348 3333 Fax number (08) 8348 3344 Web site www.ails.com.au 2.5 After Hours Contact After hours contact can be made by either calling the main office number on (08) 8348 3333 and waiting for prompts or by contacting the consultants directly on their mobiles. 3.0 PAYROLL All employees are paid weekly. Wages are deposited directly into your supplied bank account on Wednesday afternoon for access on Thursday morning. Some financial institutions may take an extra day to credit your bank account. In the event of a public holiday falling on a Monday payment may be delayed. 3.1 Calculation of Wages On-hire staff is employed on a casual basis unless expressly advised otherwise. As such on-hire staff is only paid for the hours they work. There are no entitlements to holiday pay or pay for any Public Holidays that are not worked. 3.2 Pay Queries If you have any questions regarding your pay, please contact the office during the business hours of 8.30am – 5.00pm, Monday to Friday on (08) 8348 3333. Page 6 3.3 Timesheets All on-hire employees must complete a timesheet detailing the hours that they work on client sites. The time sheet must be signed by both the on- hire employee and the site supervisor before AILS can generate the on- hire employee’s wages. Timesheets are to be filled out Monday to Sunday and must be supplied to the AILS office before 10.00am on the following Monday, to ensure payment of wages on Thursday. Please note – Accurately recording time worked is the responsibility of every employee. Time worked is the time actually spent on a job(s) performing assigned duties, payment of your wages is calculated from the information supplied on your signed Timesheet. AILS does not pay for extended breaks or time spent on personal matters. 3.4 Personal Data Change It is the responsibility of each employee to promptly notify AILS office of any changes in personal data such as: • Mailing address • Telephone numbers • Individuals to be contacted in the event of an emergency. You must ensure that your personal data is current and accurate at all times. 3.5 Equal Employment Opportunity Policy Adelaide Industrial Labour Service is committed to a principle of Equal Employment Opportunity; all employees are selected and trained on their merit in relation to the needs of the job. Selection will be made without regard to personal characteristics such as sex, marital status, pregnancy, parental status, age, race, religion, impairment or political belief. Adelaide Industrial Labour Service aims to provide an environment free from harassment, discrimination, victimisation and vilification. Please report any grievance you may have to your AILS consultant or the Managing Director. Page 7 3.6 Quality Policy Adelaide Industrial Labour Service (AILS) is a labour hire and recruitment specialist supplying supplementary skilled casual labour and permanent recruitment services to all industries. AILS is an Adelaide based company, established in 1992 meet the growing need for industry specific personnel. The major focus of the company is to provide good quality personnel with specialised skills that meet the individual needs of our clients. The management of AILS is dedicated to the continuous improvement of the business. This is maintained by ensuring that all employees, including administration staff, are knowledgeable in their chosen field and are dedicated to providing the highest level of professional and reliable service. Management ensures, through ongoing contact and performance reviews, that employees are meeting the needs of the clients and fully understand the requirements of the quality management system. All employees are responsible for the quality of their own work. 4.0 STANDARDS OF CONDUCT The work rules and standards of conduct are important, and the Company regards them seriously. All employees are urged to become familiar with these rules and standards. The following are examples of some of the rule infractions or misconduct that may result in disciplinary action, including termination of employment. • Refusal to comply with or breach of Safety Rules • Reporting to work under the influence of alcohol or drugs • Possession or consumption of alcohol or un-prescribed drugs in the work place • Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace • Breaching the smoking policy • Theft or misuse of client property • Unauthorized use of telephones, or other company-owned equipment • Using company equipment for purposes other than business (i.e. playing games on computers or personal Internet usage) Page 8 • Neglect of duty • Disorderly conduct • Sleeping on duty • Unauthorised disclosure of confidential company information • Falsification of timekeeping records • Fighting or threatening violence in the workplace • Boisterous or disruptive activity in the workplace • Insubordination or other disrespectful conduct • Negligence or improper conduct leading to damage of company- owned or customer-owned property • Sexual or other unlawful or unwelcome harassment • Excessive absenteeism or any absence without notice • Unauthorized disclosure of business “secrets” or confidential information • Violation of Company policies • Unsatisfactory performance or conduct • Not advising AILS of any changes to your duties or system of work All employees are urged to become familiar with AILS rules and standards of conduct and are expected to follow these rules and standards faithfully in doing their own job and conducting company’s business 4.1 Attendance and Punctuality AILS expects that all employees will be regular and punctual in attendance. This means being on site, ready to work, at their starting time each day. Absenteeism and tardiness places a burden on other employees and on the company. 4.2 Absence and Lateness From time to time, it may be necessary for on-hire employees to be late or absent from work. AILS are aware that emergencies, illnesses, or pressing personal business that cannot be scheduled outside work hours may arise. It is the responsibility of all employees to contact their consultant and site supervisor. Failure to inform AILS that you are unable to attend may result in us having an unhappy client and you may loose the assignment if we are asked to supply alternative on-hire employees Page 9 4.3 Mobile Phones All mobile phones are to be switched to silent during working hours and may only be used during permitted breaks. Preferably mobile phones are not to be carried on your person, they should be left in bags or not brought on site. The site employer’s mobile policy is to be strictly adhered to. Personal mobile phones are only to be used during dedicated break times. 4.4 Personal Belongings AILS assumes no risk for any loss or damage to personal property and recommends that all employees have personal insurance policies covering the loss of personal property left at client sites. 4.5 Alcohol and Drugs Possession or consumption of alcohol or illegal drugs on AILS or client premises will not be tolerated. Please advise your AILS consultant if you are taking any prescribed drugs that may affect your work abilities 4.6 Smoking Smoking is not permitted on the premises of Adelaide Industrial Labour Service. All employees must observe the clients’ smoking policies and only smoke in permitted areas, during dedicated break times. 4.7 Confidentiality You are to treat all client and company information and work methods that you are privy to as confidential. At no time are cameras and/or video equipment allowed on client sites, including camera equipped mobile phones. 4.8 Procedure for Handling Complaints Under normal working conditions, employees who have a job-related problem, question or complaint should first discuss it with their immediate site supervisor. At this level, employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and site supervisor do not solve the problem, AILS encourages employees to contact their AILS consultant. Page 10 5.0 OHS & W POLICY Adelaide Industrial Labour Service is committed to managing the safety, health and welfare of all of our employees. We strive to ensure that work activities, carried out by our employees, are undertaken with all reasonable and practicable measures applied to prevent injury and risks to their health, or any other person affected by the activities. We strive to achieve our aims and values, and to foster continuous improvement with work-related injury and illness. Our management system incorporates the establishment, monitoring and review of safety objectives and targets and focuses on identifying, assessing and controlling risks in the workplaces. We are committed to complying with relevant legislation, acts, regulations, codes of practices, and standards. Management will consult with employees and clients to ensure that health, safety and welfare requirements are addressed. All employees are provided with relevant information, instruction training and supervision as reasonably practicable to ensure they are safe from injury and risks to health. All employees must ensure they demonstrate their duty of care for safety, health and welfare for themselves and others. They shall co-operate with our management systems and the promotion and compliance of this policy. Adelaide Industrial Labour Service will ensure appropriate resources are allocated to administer this policy. 5.1 The Induction Process On registration you will be asked to complete a number of forms, including an OHS checklist, which provides some history of your experience with OHS in the workforce During the interview and AILS On-Hire Employee Induction you will be given as Induction handbook, it is provided as a general summary of your AILS Induction training and provides procedures to follow if you observe a Page 11 hazard at your workplace, or in the unlikely event you experience an incident or injury. Please keep this handbook handy and review often, as your safety is our priority. 5.2 Client Site Induction The AILS induction process is in addition to a client induction which is specific to the worksite where you will be placed. At the back of this handbook you will find an Induction Checklist. The Induction Checklist is to mark off mandatory procedures you need to be orientated to by the site supervisor, at the client work site, prior to commencing work. The site supervisor must sign off, with yourself, and a copy returned to your consultant. Your AILS consultant will be available to advise and reinforce any specific hazards that may be found at that site. 5.3 Training Employees must not operate any vehicle, item of plant or equipment if they do not hold the required license or certificate of competency. They must only perform tasks for which they are adequately skilled using the appropriate work instructions and equipment, and they have been employed to do as per their job/ task description. AILS on-hire employee’s training requirement will be identified and reviewed. Site supervisors will be informed of the training needs of the On-Hire Employees they supervise and ensure that all required training is offered or provided. 5.4 Control and Supervision AILS On-Hire Employees will work under the control and direction of the site supervisor(s) nominated by the client. 5.5 Your Responsibilities as an Employee Employees have the responsibility to take care to protect their own health and safety and to avoid adversely affecting the health and safety of any other person. Employees have a responsibility to: Page 12 • Report and incident or hazards at work to the site supervisor and consultant • Carry out their roles and responsibilities as detailed in the relevant health and safety policies and procedures • Obey any reasonable instruction aimed at protecting their health and safety while at work • Use any equipment provided to protect their health and safety while at work • Assist in the identification of hazards, the assessment of risks and the implementation of risk control measures • Consider and provide feedback on any matter which may affect their health and safety • Ensure they are not affected by alcohol or another drug, to endanger their own or any other persons’ health and safety 5.6 Identification of Hazards Before workplace hazards can be controlled, they must be identified, AILS, the client and employees all have the responsibility of identifying hazards. Hazards like slippery walking surfaces, poor lighting and obstructed passages may be obvious. Other hazards like poor indoor air quality may not be quite so easy to identify. You must report every hazard in your workplace to your consultant by either completing the form supplied in the induction or by downloading one from our website. 5.7 Accidents and Incidents It is the legal requirement under Occupational Health & Safety to report all work injuries and incidents. Definition 1. Incident: An unplanned event which causes injury and/ or damage to property and/ or equipment 2. Work Injury: Any injury, occupational disease or disability which arises out of or in the course of any workplace activity and which requires first-aid or medical treatment Page 13 Injuries and incidents however slight must be reported to your AILS consultant and site supervisor If first aid is required, you must report to the client’s first aid officer. Should your injury require further medical attention you should attend one of the following work health clinics: • Gillman Clinic - 136 Eastern Parade Phone (08) 8447 6955 • Mile End Clinic – 10 Railway Terrace Phone (08) 8352 3788 • Elizabeth Vale Clinic – 44 John Rice Ave Phone (08) 8287 6800 5.8 Rehabilitation Policy In the event of an employee suffering from a work related injury or illness, we will take all reasonable steps to rehabilitate the person to their fullest physical, mental, social, vocational and economic usefulness of which they are capable. 6.0 YOUR HEALTH AND SAFETY General safety rules must be followed at all times at every work site. You must also comply with any site specific safety rules and instructions as determined by the client. This includes but is not limited to the following safe work practices, wearing prescribed protective clothing and the correct use of safety equipment. It is the duty of every employee of AILS to behave in a safe and reasonable way towards fellow employees, work colleagues, suppliers and visitors. You must observe the client sites Health and Safety rules. Any item not understood must be bought to the attention of the site supervisor and your AILS consultant. 6.1 General All safety equipment or personal protective clothing that is considered necessary by the host employer must be worn at all times. Should you require any safety equipment or personal clothing please contact your Page 14 AILS consultants. Damaged, faulty or lost equipment must be reported immediately. 6.2 Hearing Protection Approved ear protection must be worn when exposed to the risk of hearing damage arising from the operation of power driven machinery, hammer drilling machines, explosive power tools, pneumatic breakers, high speed cutting machines, etc. 6.3 Eye Protection Approved eye protection must be worn by all persons engaged in or working close to any activity which may cause eye injury, e.g. explosive power tools, abrasive blasting, power operated high speed cutting machines, drilling machines, welding operations, use of compressed air tools, use of high pressure water jets, use of chemicals, acids or other corrosive substances, breaking, cutting drilling and carving of any substances with power or hand tools and when there is foreseeable risk of flying particles. 6.4 Safety Footwear You must wear steel-capped work boots at all on-hired work sites. 6.5 Warning Signs Warning and danger signs throughout the work place are to be observed. Employees must not obstruct, deface, remove or destroy any warning or danger signs. Obey designated walk areas – do not take short cuts. 6.6 Housekeeping Ensure your work area is kept clean and tidy at all times. Remove any obstacles from your work area, in consultation with your site supervisor. 6.7 Fire / Emergency Precautions All on-hire employees must be aware of the site Fire and Emergency Procedures and the appropriate assembly points. They should discuss any problem, which could occur with the site supervisor. Page 15 Fire fighting equipment, fire escape routes and fire service points must be maintained free from obstruction at all times. 6.8 Working Alone If you are working alone and are concerned with your safety at any time, contact your site supervisor and or your AILS consultant 6.9 Confined Spaces Do not enter a confined space unless you have a license and prior approval from the site supervisor. An “Entry Permit” may be required before entering such conditions. 6.10 Dress Code Employees of AILS are expected to present in an appropriate manner while conducting undertaking on-hire assignments. Dressing in a fashion that is clearly unprofessional, that is deemed unsafe, or that negatively affects AILS image is not acceptable. 6.11 Electrical Equipment Do not use electrical equipment or leads where the lead or plug shows any sign of damage. All electrical equipment must be appropriately tested and tagged. 6.12 Tools and Equipment Do not use tools or equipment unless you have been instructed, trained and authorised to do so. Always use the correct tool for the task and use it in a proper manner. All tools must be in good working order at all times. Any defective tools must be reported to the site supervisor or your AILS consultant for repair or replacement. 6.13 Hoist & Elevators Only fully trained personnel are authorised to operate a hoist or elevator and must await instruction to do so. Page 16 6.14 Machinery and Plant Inspect all machinery before using it to ensure safety guards are in place and safety lockouts and limit switches are functioning. Any machinery that is not in safe working condition, or has a danger tag attached, must not be used at any time. Report the matter to your site supervisor and AILS consultant. Cleaning and repairs to machinery must only be carried out while the power source is locked or tagged out and or isolated as per site practice. An unauthorised repair of any kind to machinery or equipment is strictly forbidden. 6.15 Common Sense Use your own judgement and common sense. If an activity is not safe, then don’t do it, contact your site supervisor or AILS consultant if in doubt. 6.16 Manual Handling “Manual handling” means any activity requiring the use of force exerted by a person to lift, lower, push, pull, carry or otherwise move, hold or restrain any person, animal or load. On any site where AILS employees are working, any current manual handing task which is likely to be a risk to employees and all new manual handling tasks should be identified and assessed to determine risks. Where necessary, controls (ways to eliminate or reduce the risk) shall be applied. Employee Duties • To follow instructions given in supervision of the manual handling task • To not use any equipment that you have not been formerly trained on. • To use the equipment provided for safe manual handling • To apply any training provided • To highlight any areas of concern Page 17 SUMMARY Suggestions AILS encourages all employees to bring forward their suggestion and ideas about making AILS a better place to work and enhancing services to AILS clients and employees. Any employee who sees an opportunity for improvement is encouraged to talk it over with their AILS consultant. All suggestions are valued. Communication Do keep in touch with us on a regular basis to let us know your availability for assignments. Be sure and let us know if any of your personal details change or if you wish to be removed from our database. If you are experiencing problems that might affect your work, let your consultant know. Our consultants are trained professionals. They will listen and give help where they can. If they cannot help they will try and refer you to someone who can. Client Offer of Employment Please let your consultant know if a client offers you direct employment of either a permanent, casual or contract nature. We are always supportive when one of our on-hire staff secures a permanent position with our clients. Closing Statement for Employment Successful working condition and relationships depend upon successful communication. It is important that employees stay aware of changes in procedures, policies and general information. It is also important to communicate ideas, suggestion, personal goals, or problems as they affect work to you AILS consultant. AILS keeps on-hire employees up to date with changes through our website. Page 18 275 South Rd CROYDON PARK SA 5008 PO Box 255 HINDMARSH SA 5007 Phone (08) 8348 3333 Fax (08) 8348 3344 web site www.ails.com.au e-mail email@example.com Employee name:………………………………….Commencement date: / / Position / job:………………………………………………………………………………. Introduction Health and Safety Nature and structure of organisation and Occupational health and safety policy and job procedures Job description and responsibilities Drugs and alcohol Work times and meal breaks Emergency / evacuation procedure Out of hours enquiries and emergencies First aid – location and procedure Change room and facilities / toilets Roles and responsibilities for safety Phone calls / mobile phone rules Information on hazards and controls in the workplace Overtime arrangements Hazard and incident reporting procedures, Meet key people including location of forms that need to be completed Health and safety representatives How to correctly use and store protective Supervisor equipment Co-workers Job specific Workplace related information On-the-job training in safe work procedures (how to do this job) Quality management procedures Advice of specific job-related hazards and Environmental management procedures methods of control Car parking Supervise and test understanding Personal security (storing belongings etc) …………………………………………….. ……………………………………………. Supervisors Name Supervisors Signature Date: / / Date: / / ……………………………………………. ……………………………………………. Employee Name Employee Signature Remove this page when completed and return to AILS office to be included in your employee records as an understanding of you the employees responsibilities 275 South Rd CROYDON PARK SA 5008 PO Box 255 HINDMARSH SA 5007 Phone (08) 8348 3333 Fax (08) 8348 3344 web site www.ails.com.au e-mail firstname.lastname@example.org ACKNOWLEDGEMENT I acknowledge that I have received a copy of the Adelaide Industrial Labour Service Pty Ltd On-Hire Induction Handbook, and I do commit to read and follow these policies. I am aware that if, at any time, I have a question regarding Adelaide Industrial Labour Service Pty Ltd policies I should direct them to my consultant. I know that Adelaide Industrial Labour Service Pty Ltd company policies and other related documents do not form a contract of employment and do not guarantee by Adelaide Industrial Labour Service Pty Ltd of the condition and benefits that are described within them. Nevertheless, the provisions of such company policies and incorporated into the acknowledgement, and I agree that I shall abide by its provisions. I also am aware the Adelaide Industrial Labour Service Pty Ltd, at any time, may on reasonable notice, chance, add to, or delete from the provisions of the company policies. Employee’s Printed Name / / Employee’s Signature Date Consultant Witness Printed Name / / Consultant Witness Signature Date Remove this page when completed and return to AILS office to be included in your employee records as an understanding of you the employees responsibilities 275 South Rd CROYDON PARK SA 5008 PO Box 255 HINDMARSH SA 5007 Phone (08) 8348 3333 Fax (08) 8348 3344 web site www.ails.com.au e-mail email@example.com Notes: Use these pages to write any useful notes Other employee’s names Site supervisors phone numbers Special Procedures Instructions Notes: Notes: 275 South Rd CROYDON PARK SA 5008 PO Box 255 HINDMARSH SA 5007 Phone (08) 8348 3333 Fax (08) 8348 3344 web site www.ails.com.au e-mail firstname.lastname@example.org Your best endeavours create your future.