Uniting ChUrCh in AUstrAliA synod of nsW & ACt

January 2015

Staff Information Booklet

Uniting resoUrCes Uniting finAnCiAl serviCes

And seCretAriAt

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W elcome to the Uniting Church in Australia, synod of nsW and the ACt.

We are a diverse and complex organisation and want our people to be clear about what is expected of them.

this booklet has been developed for all staff employed by the Board of Uniting resources (Ur), and treasury and investments (t & i, but known as Uniting financial services or Ufs), as well as ordained Minister’s working in synod based placements. Uniting Mission and education, (UMe), is covered by a tailored version of this booklet to reflect the different working environment at North Parramatta.

the aim of this booklet is to help ensure a smooth introduction to your new workplace by providing general information and advice about policies, guidelines and expected behaviours.

the booklet should be read in conjunction with the Uniting Church in Australia (UCA) employment Manual, your letter of offer and the national employment standards (nes) from fair Work Australia. the employment Manual can be found at http://nswact.uca.org.au/resource-centre/people-and-culture/ for Ur staff, and the Ufs reference Centre in the U drive for Ufs staff.

the contents of this booklet may not address every possible situation in the workplace but it does provide some guiding principles. if you have any questions in regards to anything contained within this booklet in regards to your employment, you should speak with your immediate Manager or the human resources Manager, Roxanne Harris on 82674321, for clarification and assistance.

Please read this booklet and then sign and return the acknowledgement page at the back of this booklet along with your signed letter of offer to Payroll Services for your employee file.

We look forward to working with you and hope you enjoy your time with the Uniting Church.

Rev. Dr. Andrew Williams

general secretary Uniting Church in Australia synod of nsW and the ACt

A MessAge froM our generAl secretAry

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A MessAge froM oUr generAl seCretAry 2

1 oUr vision And vAlUes 4

2 Uniting ChUrCh in AUstrAliA, nsW And the ACt overvieW 5

3 dress And grooMing 8

4 trAvel 9

5 CoRPoRate BRaNdiNg 10

6 emPloyee CoNduCt 11

7 leAve 15

8 hoUrs of Work And AttendAnCe 17

9 BACkgroUnd And MediCAl CheCks 18

10 emPloyee aSSiStaNCe PRogRam (eaP) 19

11 aNti-diSCRimiNatioN & equal emPloymeNt 20

12 emPloyee gRievaNCe PRoCeSS 21

13 indUCtion And orientAtion 22

14 Work heAlth And sAfety 23

15 RemuNeRatioN aNd emPloyee BeNefitS 24

16 uSe of faCilitieS aNd WoRkPlaCe SuRveillaNCe PoliCy 26

17 HouSekeePiNg 27

18 teRmiNatioN of emPloymeNt 28

19 emeRgeNCy PRoCeduReS 29

20 emPloyee CommuNiCatioNS, CeleBRatioN aNd WoRSHiP 30

21 seCUrity And ACCess 31

22 Meeting rooMs 32

23 glossAry 33

24 aCkNoWledgemeNt of ReCeiPt of SyNod

stAff inforMAtion Booklet 35

contents

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the Uniting Church in Australia is a Christian community or fellowship which confesses that Jesus Christ is lord over its own life and the whole creation, and which lives in the hope that Christ is the beginning of a new creation and a new humanity. We are called to be a fellowship of reconciliation, a body within which everyone’s gifts can be used to build up the church and serve the world, and a witness to Christ.

the synod of nsW and the ACt, as one part of the Uniting Church in Australia, has the following vision:

“Our Vision is that the Uniting Church will be a fellowship of reconciliation, living God’s love and acting for the common good to build a just and compassionate community”

the mission of the synod operational areas is to inspire, empower and support the Uniting Church in all its varied expressions to live out our Christian faith.

We affirm that this means supporting the goals of:

1. Bringing people to gods love

2. responding to human need and strengthening community

3. transforming unjust social structures

4. Continuing to learn and grow

5. Protecting and renewing creation

Our behaviours will be:

1. generous and inclusive

2. honest and Accountable

3. diligent and Professional

4. Just and Compassionate

5. hopeful and Courageous

1 our Vision And VAlues

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Brief history of the church

the uniting Church was the first church to be created in and of australia. our Congregations reflect the multicultural face of our country – they’re inviting and embrace people from all corners of the globe.

three denominations came together in 1977 to form the Uniting Church in Australia: the Congregational Union in Australia, the Methodist Church of Australasia, and the Presbyterian Church of australia.

We’re the third largest Christian denomination in australia. you’ll find us in Australia’s largest cities and most remote towns. We’re also the largest non-government provider of community services in Australia through our community services arm, UnitingCare.

the UCA operates through a series of inter-related councils — local church Congregations, regional Presbyteries, state Synods, and the national assembly. each council has its distinct tasks, and each council recognises the limits of its responsibilities in relation to other councils.

The Meaning of our Emblem

“the cross of Jesus Christ, in its light and love stands over the darkened world redeeming it through grace and truth.

the Holy Spirit symbolised by the dove with wings of flame empowers and guides us to be witnesses to Jesus Christ.

By that cross, his people in heaven and earth are bound to him and to each other.

the wide U at the bottom of the emblem points to the fact that we are uniting. As a semicircle it reminds us also that the renewing of both church and world is yet incomplete.”

the emblem symbolises the vision and hopes we hold for the future. it reminds us of the centrality of the gospel message in all we seek to do, of the need for constant reform and renewal, of the commitment of us all to worship, witness and serve the world.

Frequently Used Terminology

Synod

A synod is the state council of the Uniting Church. the word ‘synod’ also describes the regular meeting of representatives of the state-wide Uniting Church.

there are six synods of the Uniting Church in Australia, each responsible for supporting the Church in their geographical area.

these cover:

• community services

• mission planning

• theological and other education services

• secretariat (administration relating to ministers), Property, finance, insurance, hr, Whs, legal, it and Marketing.

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the elected head of each synod is called the Moderator, and a general secretary is usually appointed as the chief executive officer equivalent. these roles can be held by ordained or lay persons. the head office of the Synod of NSW and the aCt is located at 222 Pitt Street, Sydney.

in NSW and the aCt the moderator is the Rev. myung Hwa Park and the general secretary is the rev dr. Andrew Williams.

the synod of nsW and the ACt is comprised of a number of Boards; Uniting resources, Uniting Mission and education, treasury and investment services (Uniting financial services) and UnitingCare. All staff of Uniting resources, Uniting financial services and the administrative staff from secretariat are employed by Uniting resources. ordained roles within secretariat are employed by synod standing Committee. the Board of Uniting Mission and education employ their own staff.

Uniting Financial Services provides treasury and investment services to the broader church.

Uniting Mission and Education’s role is to assist the Church to provide education, theological insight, strategy, research and resources for leadership, discipleship, ministry and mission. it also manages Uniting venues operations.

Uniting Resources and Secretariat can be thought of as the ‘shared services’ group for the synod covering:

• it

• finance and insurance

• Payroll

• hr

• Communications and Marketing

• Property

• employee relations

• legal

• Whs

• offices of the general Secretary and moderator

Presbytery

a Presbytery is a council of the uniting Church. each Presbytery is responsible for overseeing the Church’s life and work in their region. this includes:

• settling ministers

• establishing, amalgamating and disbanding Congregations

• developing mission strategy

• supporting congregational life.

ministers of the Word and deacons are responsible to each Presbytery to ensure their work is carried out faithfully. Presbytery meetings include ordained ministers, lay pastors and elected lay persons from every Congregation.

there are 14 Presbyteries in the Synod of New South Wales and the aCt.

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2 uniting church in AustrAliA, nsW And the Act oVerVieW

Congregation

A Congregation is the actual group of UCA members and guests who gather together to worship regularly. it is headed by a Church Council. A group of Congregations make up a Presbytery.

Assembly

the Assembly is the national council of the Uniting Church. it is headed by the President of the uniting Church, with a general Secretary as chief executive officer.

the role of the Assembly is to determine matters of doctrine, worship, government and discipline. this involves:

• promoting the Church’s mission

• establishing standards of theological training

• receiving ministers from other communions

While the Assembly does make guiding decisions about the tasks and authority of other councils, it must seek agreement of the councils, and on occasion of the Congregations of the Church, on matters of vital importance to the life of the Church.

the assembly’s central offices are located at 222 Pitt Street, Sydney.

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our employees are expected to present a professional appearance. staff should be clean, well-groomed, neat and dress according to the requirements of their role.

As a guide, jeans, shorts, runners, sports caps, non-business shirts and rips are not appropriate for Synod office areas.

Pitt Street employees enjoy ‘Casual fridays’, where more relaxed clothing may be worn including jeans, sneakers and t-shirts unless more formal business attire is required that day. the clean and ironed rule still applies.

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Pool Cars

Ur and Ufs have a number of pool cars available for staff to use for business purposes. these can be booked via level 2 reception. Cars must be returned free of rubbish and left with at least a half tank of petrol for the next user. Please ensure you don’t remove the car park passes from the vehicle and leave passes in an obvious place for the next user.

any fines or penalties incurred whilst the car is signed out under your name are your responsibility to pay.

you must have a current and valid drivers licence to use the pool cars.

We reserve the right to recoup any costs resulting from accidents where the employee is at fault and found to be negligent.

Public Transport

Where safe and practical we encourage using public transport to get to meetings. if not purchased with a corporate card (which requires receipts for monthly statement reconciliation), make sure to keep your receipts for reimbursement via payroll.

Taxis

if using a taxi, please ensure you get a taxation (for gst) receipt for reimbursement.

Own Vehicle

ideally you should only use your own vehicle where the above options are unavailable or ineffective. longer trips should be discussed with your Manager. reimbursement for travel costs (mileage) can be made via the completion of a “Cheque Requisition” form (‘green form’ available from finance). Payment is made through payroll.

Airfares

speak with your Manager as to the current procedure. normally it would be booked online via your manager’s (or yours if applicable) credit card taking advantage of the best deals available.

Hotels

As for airfares, this would normally be booked online via a “hotel.com” type website. discuss with your Manager as appropriate.

Expenses (such as meals) whilst travelling

reasonable expenses whilst travelling will be paid for meals and any miscellaneous charges like parking or hire cars. Check with your Manager or executive director for guidance.

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our Communications team have developed style guidelines for consistency in how we present and communicate information both within and outside of the Church.

these guidelines are to be adhered to and cover everything from our letterheads, business cards, power point presentations and email signatures. Please don’t make changes to the standard fonts or colours as they have been agreed upon by management across all entities.

All templates can be found on the intranet at http://nswact.uca.org.au/resource-centre for UR and Secretariat staff and at UFS Reference Centre in the U drive for UFS staff under the Uniting Resources/Communications/Communications Toolkit.

for further information or assistance please contact Adrian drayton, our Communications and marketing manager located on level 9, 222 Pitt Street on 8267 4304.

5 corporAte BrAnding

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Personal Conduct

As an organisation, we are committed to high standards of ethical conduct and as such all staff have the following responsibilities in common:

• treat everyone with courtesy and respect

• perform your duties to the best of your ability

• ensure your personal interests are not in conflict with your employment with the UCA

• work within all UCA policies and guidelines

• not engage in behaviours that are discriminatory, bullying, improper or offensive

• comply with all laws and regulations applicable to any activity undertaken on behalf of the UCA

• never act in a way that will harm the UCA’s reputation

• perform all work in a safe manner

Probationary Period

generally employees will be required to serve a probationary period at the beginning of their employment, as outlined in your letter of offer.

At the end of the probationary period your Manager will review and discuss your progress over that period with you. this meeting is also a good opportunity to ask questions about your employment to date. sometimes an employee’s probation may be extended for a further period of time.

the synod employment Manual has full details relating to probationary periods.

Property and Assets

All UCA property and assets (including Corporate Credit Cards) are to be used for activities related to business only.

Mobile phone holders may speak with it&s as to whether it is permissible to use their phone plan for personal use (that is, where there is no additional cost to UCA because the plan has, for example, unlimited or capped calls and texts).

mobile data use (on mobiles and iPads) should be carefully monitored as it is easy to exceed your data limit. speak to it&s in regards to your plan. Continue excessive use may result in you being asked to pay for the excess.

guidelines for use of corporate cards will be provided on issue of the card and must be adhered to.

all uCa property, such as credit cards, laptops, iPads, phone and security passes, must be returned to your manager as part of your handover process on termination of your employment.

in terms of your own possessions, it is wise to ensure that items such as money, jewellery, handbags, wallets and mobile phones are protected and out of sight.

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Outside Employment

you should not undertake additional employment outside of the group including, consultancy and board memberships, without disclosing the arrangements to the hr Manager on acceptance of your employment offer, or to your Manager if it arises during the course of your employment, and obtaining approval for you to do so.

no outside directorships in an entity that has business dealings with UCA, or who could otherwise affect an employee performing their duties may be held without the approval of your executive director.

Gifts, Loans and Entertainment

our employees should not benefit from any party which has commercial ties to uCa except where the value of the benefit is nominal (ballpark amounts of less than $50 as a guide).

All eligible gifts and entertainment should be recorded in the gift register located with the hr Manager. if in doubt please speak with your Manager, or one of the executive directors.

Confidentiality

during the course of your employment, you may have access to confidential records such as manuals, reports, records and other documents. employees are expected to respect the confidentiality of this information at all times, and to comply with the records Management policy of your area.

it is a condition of your employment with the Uniting Church in Australia that you will not disclose to any unauthorised parties, either during your employment or after its termination, any confidential information that you may receive in the course of your employment.

it is also your responsibility to ensure that:

your work area is clear of employer-related paperwork and secured each evening

confidential information is guarded at all times

your computer is logged off the network when you are away from your desk for more than a quick break

sensitive data is securely protected when you are away from your work area.

Conflict of Interest

it is your responsibility to avoid any financial or other interest that could compromise the impartial performance of your duties. you should disclose any potential or actual conflicts of interest to your manager or supervisor so that they may be appropriately recorded on our Conflicts Register located with the HR manager.

if you are unsure whether a conflict exists, you should discuss with your manager who will attempt to resolve any conflicts of interest that may exist.

for further details please refer to the synod employment Manual.

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Bullying and Harassment

Bullying at work is said to occur when a person or a group of people repeatedly behaves unreasonably towards a worker or a group of workers at work, and this behaviour creates a risk to health and safety. Bullying does not include reasonable management action carried out in a reasonable manner.

harassment is any form of behaviour that is not wanted and not asked for and that humiliates, offends or intimidates someone and therefore creates an offensive work environment for that person. As in any area of human interaction, the boundary of what constitutes harassment may vary from person to person. in addition one person may have different boundaries for different relationships. it is every employee’s responsibility to recognise and respect the boundaries set by others.

Bullying and harassment will not be tolerated in our workplace.

if you believe you have experienced bullying and/or harassment at work the first point of contact would normally be your Manager, or if they are the issue, then the hr Manager.

Please refer to the Synod employment manual for full policy details.

Alcohol and Drugs

Any employees found to have illegal drugs in their possession on business premises will be reported to the police and may be subject to summary dismissal.

Alcoholic beverages may be consumed responsibly on business premises or at business related events with approval from the executive director or Manager.

if any employee displays signs of being adversely affected by the consumption of alcohol or illegal drugs, they may not be permitted to work, and will be encouraged to seek appropriate counselling.

Public Comment and Social Media

it is not our intention to restrict our employees’ rights to freely express their opinions in a private capacity as an individual but employees may not represent themselves as a spokesperson for the employer unless authorised by the employer to do so.

All public comment and media contact concerning the UCA and its activities may only be undertaken by authorised spokespersons. if you are asked to provide public comment or information by the media, you should politely decline to comment and refer the enquiry to the synod’s Communications Manager.

social media is an umbrella term that describes a range of activities and technologies that promote discussion, conversation and sharing of information, primarily over the internet. this includes, but is not limited to, blogs, wikis, discussion forums, discussion boards, podcasts, video and photo sharing, social networks and micro blogs. All employees need to be aware of the linkage of what they say or do via social media to their employment with the UCA.

this policy should be read in conjunction with the media Protocols and telling our story guidelines issued by the synod Communications and Marketing team, Uniting resources.

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Privacy

all uCa staff must abide by the Privacy act which contains 13 australian Privacy Principles that need to be followed. our Privacy Policies are found on the uR intranet and the Ufs U drive, and advise how we collect and manage any personal information received.

it is a requirement for all employees to attend the Synod’s Privacy training. this will be arranged with your Manager as soon as practicable after you join us.

Disciplinary Procedures

if your Manager becomes aware of an issue related to the performance of your duties, it will be discussed with you and assistance provided to enable you to address and improve your performance. this may involve more than one discussion. if your performance does not improve to the standard expected, we may then progress to formal disciplinary proceedings. Unless an employee’s Award states differently, the disciplinary process detailed in the synod employment Manual will apply.

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All leave is to be taken in line with the national employment standards (nes) and the Uniting Church in Australia synod of nsW and the ACt employment Manual.

leave forms are available from Payroll Services and must be submitted for any form of leave taken once approved by your manager including time in lieu. Please note that leave balances and paperwork are regularly checked and audited by our payroll team with Managers.

Ufs staff can also obtain forms from U:\UFS_REFERENCE_CENTRE\REGISTERS\reg_LEAVE and UR staff via http://nswact.uca.org.au/resource-centre

if you are unsure of your entitlement for a particular type of leave, please speak to either Payroll Services or the HR manager.

Annual Leave

staff are entitled to four weeks annual leave per year cumulative (and pro-rated if part-time), in line with the nes and the employment Manual.

We prefer that annual leave is taken within six (6) months of becoming due. An extension beyond that point may be discussed and negotiated with your manager for a specific purpose. the actual periods of leave to be taken need to be agreed in consultation with your manager, especially in regards to busier, popular times such as school holidays and Christmas or easter.

employees whose employment is covered by an Award, will be paid the appropriate annual leave loading provided for in their award when they take annual leave. if an employee is employed on an award free basis, they do not have an entitlement to annual leave loading as it is an award provision only.

Personal Leave

All staff are entitled to ten days personal leave per annum for genuine illness or carer requirements (also pro-rated for part-time), in accordance with the nes. your manager may ask you to provide proof of illness, such as a medical certificate or other appropriate documentation, with respect to any period of personal leave taken by you. this leave is cumulative from year to year whilst you are employed however there is no payment of any untaken personal leave on retirement or termination.

Public Holidays

Unless otherwise directed, you are entitled to take any public holiday proclaimed in new south Wales, on full pay, where that public holiday falls on a day which you are usually required to work, under this agreement.

Please note if personal leave is taken either side of a public holiday you may be asked to provide a doctors’ certificate.

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Parental Leave

UCA does not provide paid parental leave. We abide by the fair Work Australia legislation in regards to parental leave. further information as to your entitlements can be obtained from the hr Manager.

Parental leave should be applied for via the same process as any other leave, with supporting medical documentation, and in discussion with your Manager as to your departure and likely return dates. Please provide your manager with an alternate email address whilst you are on leave so that staff related emails can be forwarded to you.

you are also welcome and encouraged to come along to social events such as the staff Christmas party.

Other Leave

other types of leave such as long service leave, Compassionate leave and Jury service are subject to the nes and statutory provisions applying in new south Wales, as well as the policies within the UCA employment Manual.

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Hours of Work

Usual working hours for a full time employee are 38 hours per week Monday to friday, with an unpaid lunch break of one (1) hour. for most employees your salary takes into account the fact that from time to time you may be required to work additional hours to those nominated above and therefore overtime or time in lieu would not normally be available.

if you are required to work additional hours, such as coming in on a weekend, your Manager will arrange for time in lieu to be recorded for you to use at a mutually convenient time.

our standard hours of work are either 8.30am to 5.00pm, or 9.00am to 5.30pm, with an unpaid hour for lunch. this should be discussed and agreed with your Manager. staff are also able to discuss starting earlier with their Manager if it suits operational needs. We are open to flexibility if it works for the team.

ideally we want to foster an environment where we ‘get the job done’ and not ‘clock watch’. the benefit of such an environment is that there is flexibility to discuss with your Manager should you need to attend unavoidable personal commitments within work hours from time to time such as appointments and family obligations. it also encourages good team work if we are able to step up and assist colleagues who may be particularly busy at a point in time when you are not.

Absences

if you are going to be absent or late for work you should advise your Manager or supervisor by telephone (not text or email unless you are incapacitated) as soon as possible and complete and lodge a leave request form on your first day back at work. if you need to leave the workplace for personal reasons during working hours, you must check with your manager first, or an executive director if not available.

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As an employer, we reserve the right to conduct background, medical and working with children checks on employees where relevant to the role being performed.

sometimes these are requested as part of the recruitment process prior to the offer of employment, and other times as a result of job related circumstances that arise.

the cost of these checks is borne by the uCa and results are managed confidentially by HR and stored in your Payroll employee file.

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the health, safety and wellbeing of our employees is a priority. the eaP offers a confidential, voluntary counselling service available to all employees and their immediate family members. this independent service aims to help you to improve health and wellbeing, resolve challenges and reach your goals.

the main features of the service include:

• confidential counselling, coaching and support with an experienced Psychologist

• appointments via face-to-face meeting, telephone, video or eCounselling

• short term assistance with the resolution of personal and/or work related challenges

• access to other services such as legal advice, financial counselling, nutrition advice

to arrange an appointment, or for further information about the eaP, please contact assure Programs on 1800 808 374 or visit www.assureprograms.com.au.

Brochures and wallet cards are available from your Manager and hr, as well as from the level 9 kitchen and level 2 reception. Copies are also provided in our new starter packs.

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As an employer we strive to adhere to the inherent principles of providing equal opportunity in recruitment, promotion, transfer, training and conditions of service for all employees during the course of their employment, in an environment free of harassment.

if you feel that you are not being treated fairly in the work place you should speak with your manager in the first instance, or HR if the matter relates to your manager.

Please refer to the Synod employment manual for full policy details.

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A grievance is any type of problem, concern or complaint related to work or the work environment. it may be about any act, situation or decision that an employee thinks is unfair, discriminatory or unjustified.

Wherever possible we encourage our employees to try and sort it out directly with the person involved, or talk to their supervisor or manager. if this does not resolve the issue then please refer to the formal grievance procedures, which are outlined in the synod employment Manual.

sometimes we are asked whether we have a “whistle blower policy”. this term is usually associated with government and semi-government organisations. the UCA grievance Procedure should be followed to address the area of concern.

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All staff will have an induction and orientation commencing from day one. We do not have a set induction program. for most staff this is customised so as to cover off the things most relevant to you and your team.

As a guide this will include things like:

• welcome and general introductions

• issuing of information such as this Booklet, organisation Charts, staff telephone lists

• lunch or coffee with your new team

• work area familiarisation including acceptable work hours, lunch times etc

• familiarisation with use of policy, procedure and power point templates in reference centre

• general safety matters such as emergency exits, fire wardens, fire drills, first aid officers, first aid kits, explanation of ‘Staff alert System’

• housekeeping such as clean and tidy workplaces and communal areas such as kitchens and walkways

• issue of relevant equipment such as security cards, phones and devices

• it set up

• work station ergonomic check

the majority of your orientation will be on the job with your supervisor, manager and colleagues.

We do have a number of specific programs we require our staff to attend in particular Privacy training, and Bullying, Harassment and grievance awareness training and emergency Procedures.

there is also a program called “living our values” run by the Uniting Mission and education Resourcing team. this is run on an ad hoc basis when sufficient numbers of new staff are able to attend. hr will advise when the next course is available.

if there is anything you are unsure of, or have a suggestion to improve your orientation into the team please speak with your Manager and/or hr.

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the UCA is committed to providing a safe, healthy place to work. As an employee, you have a responsibility to observe the highest standards of personal safety at all times. Any breaches of the Whs policy or requirements will be treated seriously and may result in disciplinary action, up to and including termination of employment or engagement.

Work health and safety (Whs) is both an individual and shared responsibility of all staff. UCA and its related entities require all workers to:

• take reasonable care for their own safety

• take reasonable care that their acts or omissions do not adversely affect the health and safety of other persons

• encourage other workers to work in a healthy and safe manner

• cooperate, support and promote Whs in the workplace

• report to your supervisor or the Whs Manager and, where it is safe to do so, rectify any hazards or other issues in the workplace safety context that come to their attention (like moving a box out of a walkway etc)

• comply with any reasonable instructions given, including those given to allow your employer to comply with its own obligations under applicable Whs legislation

• report all incidents and injuries in accordance with the Whs management system procedures; and

• comply with all Whs requirements, as amended and advised from time to time, and any policy or procedure relating to safety that may be implemented, including but not limited to the Whs management system.

our WHS manager, Rachel Watson, is a qualified occupational therapist, and available to discuss your work space with you in terms of the optimum set-up of monitors, chairs and desks. rachel can be contacted on rachelw@nsw.uca.org.au

What happens if you have an accident?

if you suffer an injury or accident during the course of your work it must be reported to your Manager (or another Manager if your Manager is unavailable), immediately. failure to do so may affect any claim for Workers’ Compensation if applicable.

the process is:

• notify your Manager immediately

• log full details of the incident in the “Whs Accident register” (a bright red folder located in the kitchens of level 2 and 9)

if a Workers Compensation claim is to be lodged you should refer to our ‘return to Work’ program available on the staff noticeboard in the level 9 kitchen or on the intranet or U drive for Ufs staff.

for ufS staff you can find a copy of the WHS Policies Procedures, Processes and forms in the Whs folder located in the reference centre of the U drive and for Ur staff on the intranet under Whs.

Any other queries or concerns you may have should be directed to either your Manager or our Whs Manager.

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Payroll

new staff will be given a payroll starter pack on arrival containing forms such as a tax file Number declaration, Choice of Superannuation fund, Personal and emergency Contact details and your desired deductions.

staff are paid on a fortnightly basis by electronic funds transfer, directly into the employee’s nominated financial institution account. the pay cycle schedule is available from the Payroll manager.

Automatic deductions can be arranged from your fortnightly pay providing you complete a request form.

it is important that you advise Payroll Services of any of the following:

• change of address or telephone number

• change of account details for payment of remuneration

• change of name

• alteration to deductions

• change of emergency contact details

Superannuation

superannuation can be paid into an approved fund of your choice. otherwise our default super fund is “ngs super”.

Payroll manages our superannuation processes, including if you choose to make additional superannuation payments.

Health and Wellness

UCA encourages a healthy environment through the provision of regular health and wellness initiatives including weekly yoga classes, provision of flu shots, annual sugar, cholesterol and blood pressure checks. in addition our eaP provider runs a series of lunch time mental health and wellbeing seminars for staff.

Performance Review

All staff will have at least one formal performance review discussion annually. there is a set process and documentation for this to occur. this paperwork can be obtained from the hr Manager.

More importantly we encourage frequent and regular conversations around performance and general well-being. Managers are asked for feedback on their staff by their executive directors as part of their regular catch-ups.

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Salary Reviews

All eligible staff (not including new starters and contractors), will have their salary reviewed at least annually in approximately June of each year. An annual increase is not guaranteed. individual salaries are reviewed based on a number of factors including:

• market rates

• performance

• internal equity

• capacity of UCA to pay

An individual employee’s salary may be reviewed and adjusted outside of the formal process on a case by case basis.

Recognition

throughout the year Managers are asked to nominate staff who they feel have gone ‘above and beyond’. gift cards are then presented at one of our regular monthly staff morning teas by way of thanks.

Learning, Development and Further Education

employee development, education and learning is linked into the performance review process. you should discuss your learning needs with your Manager who will be able to advise you of options that may be of benefit to you from a career perspective. employees are encouraged to consider their learning requirements for career development purposes as a dual responsibility between the employee and his or her Manager.

Performance review discussions may highlight learning needs. forms of learning may include internal learning programs conducted by other employees or consultants, or may be off-site learning through attendance at formal courses.

staff can request assistance with further studies, for example, course fees and time off for exams. submissions should be made to hr after discussions with your manager. the key criterion is that the course or program must be mutually beneficial to UCA as well as the employee.

15 reMunerAtion And eMployee Benefits

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staff are permitted to use e-mail, internet services and landline telephone (intrastate calls only) to make or receive short personal messages, provided that this does not interfere with your work.

you must not use the facilities to access, download, copy, circulate, distribute, send or receive:

• hateful or abusive material

• offensive material

• defamatory material

• material which would breach anti-discrimination and/or harassment laws;

• confidential material to unauthorised third parties; or

• pornography

you must also actively discourage anyone else from sending you this type of material.

Breaches of this condition will be treated seriously and may result in disciplinary action, including termination of your employment.

We reserve the right to monitor the facilities, and any communications sent or received using our facilities including personal messages sent or received.

full details of the e-mail and internet Policy and use of employer’s facilities Policy can be found in the synod’s employment Manual and on the Uniting Church in Australia synod of nsW and the ACt intranet site home page under “Use of employer’s facilities”.

16 use of fAcilities And WorkplAce surVeillAnce policy

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it is important that we keep our workplace clean and tidy. this includes communal areas such as kitchens, bathrooms and walkways, as well as individual desks and office space.

if you use a meeting room on level 2 or 9, please ensure you take all cups, glasses and carafes back to the kitchen leaving the room clean and set up ready for the next meeting.

food, dirty plates and mugs should not be left on desks overnight and should be returned to the kitchen. they should not be left in the sink or on the bench tops, but rinsed and placed in the dishwasher.

staff fridges are emptied most friday afternoons of any unlabelled food items.

All staff are part of a roster, grouped by work pods and displayed in the kitchen, for keeping the kitchen tidy including loading and unloading the dishwasher. this roster rotates through the groups on a weekly basis, and updates approximately once a quarter.

17 housekeeping

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Resignation

the notice period for resignation or termination is determined by the national employment standards, your letter of offer or the Award under which you are employed.

All resignations must be submitted in writing to your Manager. if you are unsure of the notice period for your position, you should contact hr.

Termination

it is important all employees are aware that as the employer we do have the right of immediate dismissal without prior notice (or the payment of a notice period) in the case of misconduct.

examples that would warrant this level of action include:

• theft, fraud or assault

• gross negligence or incompetence in the performance of your duties

• Commit a serious or persistent breach of any of the terms of your employment agreement

• Conduct that causes serious risk to the health and safety of a person

• refusing to carry out a lawful and reasonable instruction

• Commit a crime or other wrong-doing, which, in the reasonable opinion of the employer, may seriously impact on your ability to perform your duties, or is likely to significantly cause significant reputational damage to the organisation

18 terMinAtion of eMployMent

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there are certain circumstances where you may be required to evacuate the workplace. it is very important that evacuations are done in a calm, methodical and secure manner.

to ensure that this occurs, there is an established emergency and evacuation procedure with various staff nominated and trained as Wardens. these names are listed at various points on levels 2 and 9. Please make sure you familiarise yourself with the identity of the Wardens and follow their instructions in the event of an evacuation.

your Manager will discuss with you the emergency and evacuation procedures. it is important that employees know what to do in an emergency. it differs depending on the nature of the threat. Please discuss any areas that you are unsure of with your Manager.

An emergency information brochure and wallet card with emergency contact numbers, are available to all staff. A “staff emergency Alert” system is in place which automatically sends sMs alerts to a nominated mobile number in the case of emergency situations. it is important that your mobile details are kept up to date with Payroll who supply the mobile number for the alert System.

19 eMergency procedures

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there are many methods of communication within our organisation.

“Insights” the bi-monthly magazine of the synod covers a wide range of information on activities within the Church. it is strongly people orientated and every issue contains news and interesting items relating to the people who participate in the Church’s activities. the magazine is free to members and employees within the synod in nsW and the ACt.

the synod website, www.nswact.uca.org.au , contains important information of a general nature. our intranet, http://nswact.uca.org.au/resource-centre has more specific information including all employment related information. ufS staff are currently unable to access the intranet site, so as already noted, important policies and information are located at Ufs reference Centre in the U drive

the Communications team produces a weekly general secretary’s e-newsletter distributed to a wide circle of UCA members including UCA staff.

Most important staff related information will be disseminated via:

• staff email

• briefings from your manager and executive directors

• regular staff gatherings

the staff of level 2 and 9 come together once a month for a morning tea to celebrate birthdays, babies, weddings and other milestones. on friday evening’s many staff meet for casual drinks after work in the level 9 kitchen and all are welcome to come along. An end of year Christmas celebration is organised by a staff-run committee. you are welcome to join the committee and the convenor for 2015 is emily mcNeill, Senior accountant, finance if you wish to do so.

every second thursday interested staff meet for a staff run prayer group, “the holy huddle”, in the level 9 Meeting room. email invites are sent out regularly by the moderator’s Pa Sue Willgoss, and all are welcome.

20 eMployee coMMunicAtions celeBrAtion And Worship

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all staff will be allocated a security pass by Property Services. Please keep this pass secure and on you at all times to be able to enter and exit the swipe activated doors. if you lose your pass at any time please contact Property Services immediately so they can cancel access and issue you with a new pass.

the core building operating hours are 7:00 am to 6:00 pm. after-hours access, if a requirement of your role, is available by an additional swipe card available from Property Services. Please speak to your manager if you need this access. Staff can exit the ground floor foyer by pressing the silver after-hours exit button located on the right hand side of the main glass doors.

your visitors should always report to level 2 reception first to sign in, not direct to level 9.

level 2 reception hours are from approximately 8.00am to 5.00pm.

21 security And Access

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meeting rooms are located on level 2, 222 Pitt Street and are a shared resource for all uniting Church entities within Pitt Street. for further information and to make a booking please call greta Howard, our facilities Coordinator on 8267 4460.

level 9 has a large meeting room which must be booked in the same way. Please try not to use this room for extended bookings (training courses etc).

22 Meeting rooMs

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EAP means employee assistance Program an employee health and wellness service which offers a confidential, voluntary counselling service available to all employees and their immediate family members

INSIGHTS is the bi-monthly synod magazine

IT&S means information technology and services

NES means national employment standards which are the minimum employment entitlements that have to be provided to all employees in Australia

UCA means Uniting Church of Australia synod of nsW and the ACt

UFS means Uniting financial services, which is the trading name of the Uniting Church (nsW) trust Association limited (UCtAl), which is the treasury and investment area of the UCA

UME stands for Uniting Mission and education which provides education, theological insight, strategy, research and resources for leadership, discipleship, ministry and mission

UR stands for Uniting resources which is the entity responsible for the provision of administrative and risk and governance matters for the Uniting Church entities

WHS stands for Work health and safety

23 glossAry

Uniting ChUrCh in AUstrAliA synod of nsW & ACt

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Please sign, date and return this page to Human Resources to acknowledge you have read and understood the information contained within this booklet. As mentioned throughout this booklet if you have any questions or concerns, please raise as soon as possible with either your Manager or the hr Manager.

in addition, we value any feedback on whether you found this booklet helpful in commencing your employment and welcome suggestions for improvement or to flag something we may not have thought of and which you think would be useful to know.

name

signed date

Feedback and Suggestions:

PleaSe ComPlete, detaCH aNd RetuRN tHiS foRm to tHe HumaN ReSouRCeS maNageR, level 9, 222 Pitt Street, Sydney 2000 or email to roxanneh@nsw.uca.org.au

24 AcknoWledgeMent of receipt of synod stAff inforMAtion Booklet

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Uniting ChUrCh in AUstrAliA synod of nsW & ACt