Required Policies and Procedures

Required Policies and Procedures

Most tenders will require you to provide evidence of policies and procedures set out by your organisation.

Some of these will be basic statutory requirements such as Health & Safety, however more contracts are requiring evidence of policies and procedures across areas of quality, environment, IT and security to name just a few.

We have a comprehensive suite of policy and procedure templates that are kept up to date to ensure compliance and can be edited to create a bespoke document for your business.

Documents you may require

Anti Bribery/Corruption Policy

An anti Bribery/Corruption Policy ensures your company is compliant with the Bribery Act 2010.

You will need such a procedure if there is a risk that an agent, subsidiary or other person performing services for your business might carry out such acts. Under UK law, there is a general offence of bribery, and of bribing a foreign official.

Bribery is defined as giving someone a financial or other advantage to induce them to perform their functions or activities improperly, or to reward them for having already done so. In addition, there is an offence relating to failure by a business to prevent a person associated with it from committing the above offences on its behalf in order to win business, keep business or gain a business advantage for the organisation. You will have a statutory defence to the last of these offences if your business has adequate procedures in place to prevent bribery on your behalf.

Business Continuity/Disaster Recovery Policy

Business Continuity and Disaster Recovery refers to an organisation’s ability to recover from a disaster and/or unexpected event and resume or continue their operations.

All businesses and organisations should have a Business Continuity and Disaster Recovery plan in place (usually referred to as a “Disaster Recovery Plan”, or “Business Continuity Plan”) when tendering for work, that outlines how this will be accomplished.

The key to successful disaster recovery is to have a plan (emergency plan, disaster recovery plan, continuity plan) well before the disaster ever occurs.

Communications Policy

A Communications Policy is designed to help your organisation promote accountability and good communication practice whilst clarifying responsibility and accountability of all staff within the business.

The Communications Policy confirms that employees are encouraged to use the company’s communications facilities, including email and the Internet, as a fast and reliable method of communication with significant advantages for the business. The policy warns employees however of the dangers that the misuse of communications can pose, exposing themselves and the company to legal and commercial risks and criminal offences.

The Communications Policy defines what the company deems to be acceptable use of its communications facilities, with particular attention paid to email and Internet use. The policy contains the option to either ban personal use of company email and Internet facilities entirely or to permit limited and responsible use within the bounds of the policy.

Complaints Policy and Escalation Process

A complaints policy and escalation process outlines your organisations process to dealing with a complaint towards your business. The policy should outline the exact way the complaint will be handled from the moment it is logged, who will handle the complaint, the timescales involved with dealing and investigating it and how the complainant can escalate the complaint further should they not be satisfied with the outcome.

Contract Implementation Plan

A Contract Implementation Plan contains a time lined schedule of activities which form part of the implementation of a contract.

Each activity has a title and is usually contained in a specific category such as personnel or materials etc. These activities are also coded so every stakeholder can see whose responsibility it is to undertake or participate in each activity.

The plan prompts you to think about and include specific tasks to complete the implementation of a contract on time and in line with its requirements.

Conflict of Interest Policy

The purpose of a conflict of interest policy is to protect the organisation’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organisation or might result in a possible excess benefit transaction.

Corporate Social Responsibility Policy (CSR)

A Corporate Social Responsibility policy (CSR) operates as a built-in, self-regulating mechanism whereby businesses and organisations can monitor and ensure its active compliance with the spirit of the law, ethical standards, and international norms.

The aim of CSR is to embrace responsibility for a company’s/organisations actions and encourage a positive impact through its activities on the environment, consumers, employees, communities, stakeholders and all other members of the public sphere.

CSR-focused organisations proactively promote the public interest by encouraging community growth and development, and voluntarily eliminating practices that harm the public sphere, regardless of legality.

CSR is the deliberate inclusion of public interest into corporate decision-making, that is the core business of the company or firm, and the honouring of a triple bottom line: people, planet, profit.

Customer Service Policy

A Customer Service Policy outlines the expected levels of customer service customers can expect to receive from your organisation. Customer service affects all levels of your operation, so everyone on your staff needs to have the same mindset and follow the policy.

Customer service is a series of activities designed to enhance the level of customer satisfaction – that is, the feeling that a product or service has met the customer expectation. This policy can typically include how customers are communicated with, consistency of dealings, support, feedback, handling complaints, access to information and the like.

Data Protection Policy

A Data Protection Policy is a document outlining your organisations commitment to comply with the law in the respect of the data it holds about individuals, to follow good practice, to protect the organisations staff and other individuals as well as protecting the organisation from the consequences of a breach of its responsibilities.

Environmental Policy

An environmental policy is a written statement that outlines a business’ aims and principles to managing the environmental effects and aspects of its operations. Senior management must be involved in producing the policy and must understand the principles and commitments in it.

An environmental policy forms the foundation of environmental improvements made for your business. The environmental policy can provide significant benefits to your business which include; helping you to stay within the law, keeping employees informed about their environmental roles and responsibilities, improving cost control, reducing incidents that result in liability, conserving raw materials and energy, improving your monitoring of environmental impacts and improving the efficiency of your processes.

Equal Opportunities Policy

An Equal Opportunities Policy is an employer’s commitment to equal opportunities. As well as making a clear statement to all employees about the company’s expectations with regard to equal opportunities it also acts as a reference point in the event of any subsequent disputes.

The policy should comply fully with the requirements of the Equality Act 2010, and all other legislation and various Codes of Practice dealing with the elimination of discrimination and the promotion of equal opportunities.

The Equality Act 2010 ties up all existing equality legislation. The protected characteristics are now all in one Act: age, disability, race, sex, pregnancy and maternity, gender reassignment, marriage or civil partnership status, religion or belief, and sexual orientation.

Equal Opportunities Monitoring Form

An equal Opportunities Monitoring Form helps organisations monitor the effectiveness of their Equal Opportunities Policy to ensure candidates who apply for positions and employed by the organisation are considered on merit and irrespective of gender, sexual orientation, marital or parental status, disability, religion, social class, nationality or ethnic origin.

Ethical Policy

An ethical policy document is established to set standards and provide guidelines on how your organisation should operate in ethical matters. The policy should outline the core values and approaches the business undertakes in the process of doing business on a daily basis.

Procurement/Purchasing Policy

A procurement policy is simply the rules and regulations that are set in place to govern the process of acquiring goods and services needed by an organisation to function efficiently. The Policy typically lays out how your organisation will purchase/procure its goods, what strategies it applies, how you choose and manage suppliers.

Quality Policy

A quality policy is a document jointly developed by senior management and quality experts to express the quality objectives of your organisation, the acceptable level of quality and the duties of specific departments to ensure quality capitalising on the involvement of management, staff and suppliers. The policy should be communicated and understood within all areas of the business.

Recruitment Policy

A Recruitment and Selection Policy provides clear guidance to managers within an organisation in relation to both the selection and appointment of staff. The policy should promote and support good practice for those with responsibility for recruitment in order to recruit staff with the necessary skills and attributes to enable the organisation to fulfil its corporate aims and objectives whilst also illustrating compliance to equality and diversity legislation.

Training Policy

A Training Policy outlines in detail your organisations approach to the training it provides your staff with in order for them to fulfill their respective roles to the best of their ability.

The policy should cover the level of training, subject matter, frequency, methods and responsibilities of those conducting the training, what training is conducted internally and externally, continuous personal development of staff and the monitoring methods of training.

 

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