POLICY AND PROCEDURE MANUAL - Share and Care

1 Policies and procedures MANUAL August, 2012 POLICY AND PROCEDURE MANUAL Updated January, 2013 Share & Care Community Services Group Inc Policies and procedures MANUAL 2 Our History Share & Care began in 1975 as a not for profit organisation to provide community services to the people of Northam and was incorporated in 1979. In 2003 it became Share & Care Community Services Group, in recognition of its expanded role as a community services provider to the diverse communities of the Coastal, Wheatbelt and Upper Great Southern regions. Our Vision, Purpose and Values VISION Our Vision is that communities will be resilient, sustainable, supported and healthy PURPOSE We are a regional organisation that excels in providing services and facilitates partnerships for the sustainability of communities in country WA.

2 VALUES In all of our activities, with all people, these values guide us: Compassion Integrity Accountability Respect for differences Share & Care Community Services Group Inc Policies and procedures MANUAL 3 Our Services Share & Care s services vary from time to time but all are focussed on community health and well being and include: Emergency accommodation and associated support services to people who are homeless Financial Assistance & Counselling to families experiencing a financial crisis In home and community based support services to frail aged and younger people with disabilities and their carers and to those who desire to learn daily living skills Non clinical community support to people with severe and persistent mental illness Respite services for people who care for someone with a mental illness or an intellectual disability Accommodation and support services to victims of family and domestic violence Court support for victims of family and domestic violence Safety support supplies (lighting, locks, screens etc) for victims of family and domestic violence.

3 About this MANUAL This MANUAL covers the corporate policies that are applicable to the whole of the Share & Care organisation. In addition to these corporate policies, some services are provided as part of government programs that have their own Services Standards (such as Home and Community Care and Mental Health) and operational POLICY requirements. Staff delivering services in those program areas must be familiar with, and operate according to, the relevant Service Standards and special POLICY and procedural requirements that are applicable to their service and target group. The MANUAL is designed to ensure a common understanding and common organisational practices across all of Share & Care s many work sites, and to assist the Board, CEO, staff, volunteers, and students to understand what is required of them in their roles at Share & Care.

4 This MANUAL is designed to be complimentary to all State & Commonwealth legislation and does not override any acts or other legal requirements. A copy will be kept in the Chief Executive Officer s office and in each Program Managers office, in addition to one in each staff lunch room. Policies and procedures will be reviewed on a rolling basis, with each one being reviewed no less than once every three years, and more frequently as required. Unless otherwise stated, all staff employed by Share & Care, all Board members, students, contractors and volunteers and, where relevant, service Consumers, their families and advocates who access Share & Care s services, are required to comply with the Policies and procedures in this MANUAL . Policies and procedures MANUAL August, 2012 4 CONTENTS SECTION 1 ORGANISATIONAL GOVERNANCE 7 POLICY The Constitution 8 POLICY The Role of the Board 9 POLICY Office Bearers Roles and Responsibilities 12 POLICY Board Code of Conduct 15 POLICY Meeting Arrangements 18 POLICY Board Members Grievances 21 POLICY Board Members Conflicts of Interest 22 POLICY The Chief Executive Officers Role and Responsibilities 23 POLICY The Board and Chief Executive Officer Relationship 25 POLICY Strategic and Operational Planning 27 POLICY Organisational Quality and Continuous Improvement 28 POLICY Risk Management 29 SECTION 2 FINANCIAL MANAGEMENT AND CONTROL 30 POLICY Organisational Funding and Donations 31 POLICY Financial Management.

5 Monitoring and Reporting 32 POLICY Financial Audit Arrangements 34 POLICY Bank Accounts and Banking Arrangements 35 POLICY Signatories, Expenditure Authorities and Arrangements 36 POLICY Petty Cash 38 POLICY Re-Imbursements 39 POLICY Consumer Fees Collection and Management 40 SECTION 3 ADMINISTRATION AND ASSET MANAGEMENT 41 POLICY Security of Premises 42 POLICY Internet, Email and Mobile Phone Use 43 POLICY Retention and Disposal of Files and Electronic Records 44 POLICY Insurances 46 POLICY Asset Acquisition, Maintenance and Disposal 47 POLICY Motor Vehicles 50 POLICY Use of Private Vehicles for Work or Volunteering 53 POLICY Involvement with the Media 54 POLICY Corporate Image and Communications 55 POLICY Environmental Responsibilities 56 Share & Care Community Services Group Inc Policies and procedures MANUAL 5 SECTION 4 CONSUMERS AND CARERS 60 POLICY Access to Services 61 POLICY Support Letters and Referrals Incoming or Outgoing 63 POLICY Withdrawal of Service 64 POLICY Aboriginal and Torres Strait Islanders Service Delivery 66 POLICY Consumers Rights and Responsibilities 68 POLICY Advocates 70 POLICY Protecting Consumers from Harm 71 POLICY Carers Rights and Responsibilities 74 POLICY Confidentiality of Consumer and Carer Information 76 POLICY Managing Challenging

6 Behaviours 79 POLICY Incident Reporting 81 POLICY Consumer and Carer Complaints 82 POLICY Home Visits 84 POLICY Use of Interpreters 86 POLICY Service Exits other than for Withdrawal of Service 87 SECTION 5 STAFF AND VOLUNTEERS 90 POLICY Recruitment of Staff 91 POLICY Volunteers 94 POLICY Criminal Record Screening and Disclosure 96 POLICY Induction and Orientation of New Staff and Volunteers 98 POLICY Code of Conduct for Staff and Volunteers 99 POLICY Staff Dress Code 101 POLICY Staff Training and Development 103 POLICY Family Friendly and Flexible Work Practices 105 POLICY Share & Care Scholarship 107 POLICY Scholarship Authority Form 110 POLICY Employee Leave 111 POLICY Program Managers Incentives 112 POLICY Family Members as Consumers 113 POLICY Supervision and Performance Appraisal 114 POLICY Staff Accountability and Reporting 116 POLICY Overtime and Time Off in Lieu (TOIL) 117 POLICY Management of Poor Performance 118 POLICY Staff Misconduct and Discipline 122 POLICY Staff and Volunteer Grievances 125 POLICY Staff Transfer between Services 127 POLICY Staff Exits 128 Share & Care Community Services Group Inc Policies and procedures MANUAL 6 SECTION 6 Workplace Health & Safety (OSH)

7 129 POLICY Workplace Health and Safety 130 POLICY Infectious Diseases 133 POLICY Blood and other body fluids 138 POLICY Driving Fatigue Management Guidelines 142 POLICY Sexual Harassment 144 POLICY Return to Work Program 146 POLICY Drugs & Alcohol 148 POLICY Sick leave 170 POLICY Working in Hot Conditions 171 Share & Care Community Services Group Inc Policies and procedures MANUAL 7 SECTION 1 ORGANISATIONAL GOVERNANCE Policies and procedures MANUAL August, 2012 8 POLICY The Constitution Relevant Documents: Associations Incorporation Act (1987) WA Share & Care s Constitution Date of Board Endorsement: April, 2012 Last Review Date: Next Review Date: POLICY Statement The Constitution is Share & Care s most important document. It underpins all of the organisation s management and service delivery arrangements, and specifies the legal framework within which Share & Care operates.

8 The purpose of this POLICY is to confirm that the Constitution: (1) guides all of Share & Care s operations; (2) is used as the key relevant document when there is uncertainty or conflict about Share & Care s legal requirements and obligations; and (3) will be reviewed from time to time to ensure that its requirements remain consistent with Share and Care s contemporary and changing needs and practices. procedures All Board Members and the CEO are required to familiarise themselves with the Constitution, to ensure that at all times they act according to its requirements and to ensure that organisational Policies and procedures are consistent with its requirements. All new Board members will be provided with a copy of the Constitution as part of their orientation to Share & Care.

9 The Constitution will be available at every Board meeting and at meetings of any sub Board s the Board might convene from time to time. The Board will review the Constitution at intervals of no more than every three years to ensure that it remains current and relevant to the changing environment in which Share & Care operates. Share & Care Community Services Group Inc Policies and procedures MANUAL 9 POLICY The Role of the Board Relevant Documents: Share & Care s Constitution Associations Incorporation s Act (WA) 1987 Date of Board Endorsement: April, 2012 Last Review Date: Next Review Date: POLICY Statement Share & Care aims to have a Board of committed members whose personal and employment backgrounds collectively reflect the spectrum of attributes required for the successful management of a regional Incorporated Association.

10 The authorities of the Board are set out in Share & Care s Constitution. The role of the Board is to: be responsible for the governance of the organisation; set its strategic directions and monitor progress towards the achievement of outcomes; be accountable for Share & Care on behalf of the community, and in accordance with the requirements of the Associations Incorporation Act, Share & Care s Constitution, and all Service Agreements that Share & Care has with funding bodies. The Board also has responsibilities in relation to the CEO. These include: appointing the CEO; delegating responsibilities and authority to the position; regular supervision, through the Board Chairperson, of the work of the CEO; and conducting an annual appraisal of the Chief Executive Officers performance. In carrying out their duties, it is expected that Board members will act according to the Board s Code of Conduct.