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Content
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Welcome
Our Business
Our Core Values
Useful Contacts
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Working for WHSmith
What to expect on your first day
Induction
Facilities in Greenbridge
Facilities in Wardour Street
Terms & Conditions
Pay
Deductions from pay
Expenses
Normal Hours of Work
Overtime
Probation
Holidays
Notice periods
Learning & Development
Dress Code
Security
Health and Safety
Fire and Emergencies
In case of an accident
Smoking
Personal Possessions
Medical / Dental appointment
Absence Obligations
“Speak Up”
Phone calls
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Our Benefits
Holiday Trading Scheme
Flexible Working
Long Service Awards
Bonus Scheme
Pensions
Rewarding Attendance
Sharesave Scheme
Staff Discount
Your Choice
Car Allowance / Company Car
Private Medical Scheme
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Having or Adopting a baby
o Maternity
o Paternity
o Adoption Leave
o IVF/Fertility Leave
Childcare Vouchers
Crèche Facilities
Benevolent Fund
Disclaimer
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Our Employment Policies
Absence Policy
Notification of Sickness Absence
Certification of Absence
Return to work interviews
Sickness Payments
Occupational Health
Management of Short Term Absence
Management of Long Term Absence
Disciplinary Policy
Key Principles
Counselling
Formal Disciplinary Procedure
Capability
Misconduct
Formal Sanctions following Disciplinary Hearing
Right of Appeal
Gross Misconduct
Grievance Policy
Mediation
Informal Grievance Procedure
Formal Grievance Procedure
Equality & Diversity
Dignity at Work
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Appeals
To exercise the right of appeal
Levels of manager required for appeal
Code of Conduct
Overall code principles
Alcohol and Drugs
Broadcasted Music
Confidentiality
Criminal Cautions, charges and convictions
Incentives, Gifts and Entertainment
Malpractice at Work and Whistleblowing
Management Instruction
Personal Relationships at Work
Social Networking Websites
Use of Communication Systems
Changes to Terms and Conditions of Employment
Disclaimer
WHSmith Jargon
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WELCOME TO YOUR CAREER AT WHSMITH!
“At WHSmith our aim is to build on our position as the UK’s most popular
bookseller, stationer and newsagent. The quality of any business depends
strongly on its people and at WHSmith we understand the importance of
recruiting and developing high-performing individuals.”
Kate Swann
Group Chief Executive
Kate Swann
Chief Executive Officer
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Welcome to the Employee Handbook
Congratulations on your appointment, we wish you a very successful career with WHSmith
and hope that you will find your job both challenging and enjoyable.
Our aim in producing this Handbook is to create a one-stop information point where you
will be able to access all the information you are likely to need in relation to your
employment with us.
Specific sections of the Handbook form part of your Terms and Conditions of Employment
and you will need to familiarise yourself with these. Each section will clearly advise
whether it does or does not form part of your Terms and Conditions of Employment.
I hope you find this a useful guide during your employment with us. However if you are
unable to find the answer to your question here, please feel free to contact your line
manager or a member of the Human Resources department who will certainly be able to
find an answer for you.
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Our Business
WHSmith PLC, one of the UK’s leading retail groups, is made up of two core businesses
-Travel and High Street.
Travel sells a tailored selection of Newspapers, Magazines, Books and Impulse products
mainly in airports, train stations, motorway service areas, hospitals and workplaces. High
Street sells a wide range of Stationery, Books, Newspapers, Magazines and Impulse
products and a small range of Entertainment products.
WHSmith’s outlets are frequently the first choice for people buying our products on the
high street and we are a trusted convenience retailer for customers at travel locations.
We have an extensive store portfolio operating from over 550 Travel units (including
franchise units) and over 600 High Street stores with leading positions in Stationery, Books
and Magazines. Overall, WHSmith employs approximately 16,000 staff, primarily in the
UK.
WHSmith also reaches customers online via www.whsmith.co.uk and its specialist
personalised cards and gifts website, www.funkypigeon.com.
The Company is listed in the London Stock Exchange (SMWH) and is included in the FTSE
250 index.
WHSmith intends to build on its position as the UK’s most popular stationer, bookseller
and newsagent by continuing to grow its Travel business and delivering its High Street
plan.
Travel is focused on delivering value to shareholders through organic growth in its existing
outlets, securing new contracts, trialing new formats, increasing average transaction
value and making improvements to trading efficiency.
The High Street plan concentrates on building on our authority in core categories,
optimising margins, controlling costs and ensuring we deliver the retail basics. High Street
continues to make significant progress in the delivery of its plan.
We aim to act responsibly towards all our stakeholders, including customers, suppliers,
business partners, employees and the communities in which we operate.
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Our Core Values
At WHSmith our business goal is to continue to build upon our successful growth and
position ourselves as one of the UK's most trusted and recognised names. We strive to be
an outward facing, customer focused organisation that delivers on its promises. These
values are demonstrated through all our policies and procedures and the way in which we
treat one another. Living our four key values is an important part of achieving this aim.
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Useful Contacts:
Systems Helpdesk
Payroll General Queries
Global Expenses
Facilities
Pensions Department
Sharesave Scheme
Group Occupational Health
Corporate Responsibility
WHSmith Trust
Benevolent Fund
Risk Master/Group Risk
Head Office Recruitment
WHSmith Trust
Confidential Speak Up Line
- 01793 562664
- 01793 56(2200 or 2332)
- 0871 7408010
- 017935 56(3070 or 2247)
- 01793 562285
- 01793 562393
- 01793 562280
- 01793 562627
- 01793 562824
- 01905 763697
- 01793 563254
- 01793 562708
- [email protected]
- 0800 3898683 or email [email protected].
Greenbridge:
Reception
Switchboard
Security
Human Resources
Post Room
Stewards
- 01793 562878
- 01793 616161
- 01793 562376
- 01793 562384
- Extension 2375
- Extension 2569
Wardour Street:
Reception
Human Resources
- 020 7851 8800 (x5800 internally)
- 020 7851 8920 (x5920 internally)
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What to expect on your first day:
On your first day please arrive at reception and ask for your line manager as outlined in
your offer of employment letter. The dress code is smart business dress, this could range
from business suits to smart shirts/blouses and skirts/trousers. A level of respectability is
expected as it is essential that we all project a smart and professional image.
You will then have a structured day set out for you to include:
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An introduction to your team and co-workers
A tour of the office premises, including facilities and eating areas
Your PC log in details and a guide on how to use the system, including our
intranet, which includes a New Starters Induction page for you to review
Your line manager will point out basic Health and Safety information, including
your closest fire exit. They will also ask for you to point out any Health and
Safety issues around your desk e.g. your chair needs replacing
Your security badges will be issued along with car parking pass if applicable
An opportunity to meet with a HR representative to ensure that we have all the
relevant paperwork for your personnel file. This includes taking a copy of your
proof of right to work in the UK (photocopies will not be accepted). Please also
provide your P45 or request a P46 to ensure you are on the correct tax code.
Induction
A full Company induction programme is run every month; you will automatically be invited
to attend this upon joining. This will provide you with information about WHSmith in
terms of structure, culture and business objectives. It’s an opportunity for you to meet
new people within the organisation and to ensure you are aware of best practice HR
policy, Learning and Development opportunities available to you & receive Health and
Safety training.
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Facilities – Greenbridge
Reception Opening Hours / Services
There are two reception areas at Greenbridge, the main visitor’s reception and the
security reception. Reception is open 7am to 6pm Monday to Friday. Security is open 24
hours a day Monday to Sunday.
You will be asked to sign in and will be given a visitors badge on your first day. Visitor’s
badges are only valid on the day of issue and must be returned to the Receptionist when
you leave the building.
Security Passes
You will require a security pass whilst working at the Greenbridge Site. This will allow you
access through the front reception and security reception. On your first day please visit
Security Reception and they will issue your security badge. At this time if you own a
vehicle please request a parking permit.
Showers
Shower facilities are available at Greenbridge. Those who wish to make use of the shower
facilities will have to provide their own towels.
Canteen
There is a fully catered canteen on the second floor of the tower block. This offers a
range of freshly made sandwiches, hot meals, snacks, confectionery, news & magazines.
In the canteen there is a Starbucks providing a range of hot drinks.
Around the site there are a number of vending machines offering cold drinks and snacks.
Charity Shop
Located near the security reception, the WHSmith Charity Shop is open between 12pm2pm every Tuesday & Thursday were you can purchase books, cards and general
stationery/gifts. All money raised at the Charity Shop goes towards the WHSmith Trust.
Learning Library
The Learning Library can be found in the Coffee Lounge area. The Library is designed to
support your ongoing personal development with over 1,500 titles ranging over a number
of business & personal development topic areas. You can borrow a maximum of 3 items at
any one time and if you would like any additional advice on which books to borrow you
can call Learning & Development on ext 3477.
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Car Park
There is a staff car park facility at the back of the premises, signs from Greenbridge Road
show the entrance as ‘Visitor Parking’. There is alternative, secure staff parking on the
top of the Distribution Centre entrance, this is sign posted from the road as ‘Staff
Parking’.
There is no differentiation between staff and visitor spaces in the Greenbridge car park by
the main reception. Spaces will be available on a ‘first come first served’ basis to staff
and visitors alike. This does not include the disabled parking spaces which remain
reserved for disabled staff and visitors only.
Convenient location
Our Greenbridge offices are conveniently located just a 10 minute drive from the M4 and
Swindon Train Station. There are a number of local amenities and services available due
to this location, with Greenbridge Retail Park a 5 minute walk and Tesco and Sainsbury’s
only a 5 minute drive.
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Facilities Wardour Street
Reception Opening Hours / Services
The Wardour Street reception is open from 7am to 6.30pm Monday to Friday. Outside of
these hours, access is available via the entrance in Hollen Street by ringing the bell at the
top of the steps. Security will admit you on production of your WHSmith photo ID.
Reception is manned from 8am to 4.30pm, Monday to Friday. Reception welcomes visitors,
deals with the post and arranges taxis & couriers. They are the first point of contact for
any day-to-day issues from staff. Reception can be contacted on 020 78518800 (x5800
internally).
Security Passes
You will require two security passes whilst working at Wardour Street. Reception will issue
your security badge for access to the doors on the third floor. For access to the building,
you will need to have your photo taken at the security desk on the ground floor and they
will issue your pass. This can be obtained in your first week.
Showers
Shower facilities are available at Wardour Street. Those who wish to make use of the
shower facilities will have to provide their own towels.
Learning Library
The Learning Library is based opposite meeting room 4.
Site Maintenance
Please call reception in the first instance on 020 78518800 (x5800 internally). They will
either arrange for Larry Wallace or the landlord to deal with any repairs. If it becomes
necessary to call in a contractor to deal with the repair, they will request you to call the
Premises Action Line on ext 4440.
Security Services
The building offers a 24/7 manned security service. The ground floor security desk is
manned from 7am to 6.30pm. Outside of these hours, access is available via the entrance
in Hollen Street by ringing the bell at the top of the steps. Security will admit you on
production of your WHSmith photo ID. CCTV covers all access areas of the ground floor.
Convenient Location
Our London offices are conveniently located just 5 minutes walk from Oxford Circus and
Tottenham Court tube stations. There are a number of local amenities and services
available due to this location. You will be able to find a full list of shops, doctors,
drycleaners etc on the Head Office intranet under ‘Working in Wardour Street’.
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Terms and Conditions
As an employee of WHSmith, you will have received a document setting out specific Terms
and Conditions of Employment (if you have not received this, you will do so within 8
weeks of your commencement date). These will include details of:
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The names of the employer and the employee;
The date when the employment (and the period of continuous employment) began;
Remuneration and the intervals at which it is to be paid;
Hours of work;
Holiday entitlement;
Entitlement to sick leave, including any entitlement to sick pay;
Pensions and pension schemes;
The entitlement of employer and employee to notice of termination;
Job title (or a brief job description);
Where it is not permanent, the period for which the employment is expected to
continue or, if it is for a fixed term, the date when it is to end.
Either the place of work or, if required to work in more than one location, an
indication of this and of the employer's address; and
Details of the existence of any relevant collective agreements which directly affect
the Terms and Conditions of your employment
Details of employment if expected to work outside the UK
Please note the contents within this section of the Handbook form part of your Terms and
Conditions of Employment. The Company reserves the right to change your Terms and
Conditions of Employment from time to time. Significant changes will not be introduced
without prior consultation with you or your representatives or without reasonable notice
being given, you will be advised accordingly of any changes.
Pay
Your annual salary will have been included in your offer letter and your Terms and
Conditions of Employment. This will be paid for the current calendar month directly into
your nominated bank or building society on or before the 20th of each month. Please note
the payment will cover the entire month i.e. the first day of the month until the last day
of the month.
Details of your salary, deductions, your tax code and your bank or building society account
will be kept in your personal file and held by our payroll provider Ceridian. This
information will be treated as strictly confidential and will not be disclosed without your
consent or receipt of a request from an authorised body.
It is essential that if you change your bank details at any time, you notify your Manager so
that any delay in payment can be avoided.
If at any time you receive an overpayment in error, the Company will regard this as
repayable immediately upon discovery of that error. The method/terms of repayment
will be entirely at the Company’s discretion. In the event of employment terminating,
the whole sum, or the balance outstanding, must be paid in full.
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Deductions from pay
As required by the Inland Revenue, deductions for taxation under their rules will be
applied to your earnings including salary and taxable benefits.
The Company may also deduct from your salary any sum which you have previously
consented to in writing e.g. loans; any overpayment of paid holiday entitlement and any
amount owed due to defrauding the Company of cash or stock and any amount owed
through a deduction from earnings order e.g. Child Support Agency.
Expenses
The Company will reimburse any expenses that you incur wholly, exclusively and
necessarily in the performance of your employment duties. The Company will not
reimburse personal expenses. All claims should be made within two months of incurring
the expense. Beyond this period of time, any payments will be made at the Company’s
discretion.
Claims made without the support of a valid receipt or invoice will be rejected.
All claims must be made using the Global Expense user guide, available on the Company’s
intranet site.
The help desk number for employee queries is 08717 408020
Normal Hours of Work
Your normal working hours are outlined in your Terms and Conditions of Employment. The
actual times at which you are required to work will be determined by your manager.
Owing to the nature of your duties and the Company’s business you may be required to
work additional hours from time to time. You will not be permitted or required to work
more than an average of 48 hours per week in any reference period unless you have signed
the Working Time Directive opt-out form.
Overtime
Overtime will not normally be paid.
Probation
Grade A-E
Your employment is subject to a probationary period of 13 weeks. Your performance and
suitability for continued employment will be reviewed throughout this period at the end
of each month.
On the satisfactory completion of your probationary period, your employment will be
confirmed by your Manager and the probationary period will count as part of your
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continuous employment with the Company. The Company reserves the right to extend
your probationary period further for a better assessment of your performance.
During or at the end of the probationary period the Company reserves the right to
terminate your employment by giving you one week’s notice (or payment in lieu of
notice).
Holidays
The holiday year runs from 1st September to 31st August. Holiday entitlement may not be
carried over, or brought forward, from one year to another. If, for any reason, you have
not taken your holiday entitlement in the holiday year you will forfeit it. In cases of
maternity, however, outstanding accrued holiday will normally be paid to you. If you join
the Company part way through a holiday year you will be entitled to pro-rata holiday
entitlement which should be based on full months worked during that year.
Booking of Holidays
You must agree the dates of your holiday in advance with your Manager. Holiday bookings
should not be made until approval for the dates has been given.
Holiday Entitlement
You annual holiday entitlement will be detailed in your Terms and Conditions of
Employment and is dependent on your grade. If you are part time then your annual
entitlement will be pro-rata.
The times at which holidays may be taken will be determined at the discretion of the
Company.
The Company reserves the right to require you to take, or prevent you from taking holiday
during your notice period.
Bank Holidays
Full time employees who work 5 days per week are entitled to Statutory Bank Holidays
only. Part-time employees are entitled to receive a pro-rata allocation for Bank Holidays
based on the number of days they are required to work (details of which can be found in
the Bank Holiday Entitlement for Part-time Employees Policy on the intranet). This is in
addition to annual holiday entitlement.
As Head Office is closed on Bank Holidays, if a part time employee is contracted to work
on a day which a Bank Holiday falls, they will need to book this as a day’s holiday from
their enhanced holiday entitlement if they would like to be paid for this day.
For further details please refer to the HR Manual on the WHSmith Intranet.
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Notice Periods
If you decide to leave us, please confirm your decision in writing as soon as possible,
giving at least the minimum required notice (detailed in your Terms and Conditions). This
will ensure we have time to calculate your final pay and make any other necessary
arrangements. Payment of final monies may be affected if you do not give or work
adequate notice.
If we have to terminate your employment with us, we will give you notice as detailed in
your Terms and Conditions of Employment.
The Company may terminate your employment immediately, without notice, in cases of
gross misconduct.
Learning & Development
All WHSmith employees have access to learning and development opportunities, whether
it is to support them in developing skills in their current role, or helping them to develop
their career and prepare them for their next opportunity within WHSmith.
For Head Offices there’s an ongoing training plan with workshops ranging from PC to
management skills; as well as development programmes designed specifically to enable
career progression within the Head Office environment. Also available to you will be a
variety of self learning tools, such as our Learning Library which is stocked with over 1,500
of the latest business and self development books.
Please view the Learning & Development intranet pages to find out more about what we
do and the training and resources available.
Dress Code
The personal appearance of employees makes an important contribution to the Company’s
reputation and professionalism.
Monday to Thursday is smart business dress, this could range from business suits to smart
shirts/blouses and skirts/trousers. A level of respectability is expected as it is essential
that we all project a smart and professional image.
Dress Down Friday
Fridays are casual dress days. Jeans and T-shirts are acceptable. However, if you are
meeting external clients or visiting stores, smart business attire must be worn.
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Personal Hygiene
A good level of general hygiene is expected whilst in the office; on occasion the office can
become warm and requires you to give this matter careful attention.
Security
From time to time, and in common with other staff, throughout the business, you may be
subject to security checks whilst on or leaving Company premises. The Company reserves
the right at any time through any person authorised to do so, to question or visually
search any article or vehicle, before you leave or enter the Company’s premises. Searches
will be carried out with the consent of the employee concerned.
You will be invited to display the contents of bags/briefcases, pockets, lockers or any
item, which may be used to carry property.
You can with reasonable cause refuse to be searched without prejudice. However, refusal
to agree to search without justifiable reason may lead to disciplinary action.
Health and Safety
You will be provided with the necessary health and safety information upon joining the
business, you have the responsibility to take reasonable care of your own health and
safety and the health and safety of everyone else on Company premises. If in the course
of your duties you see a hazard or feel the need for precaution, you should inform your
Line Manager.
For further details on the Health and Safety policy please refer to the Group Risk pages on
the WHSmith Intranet.
Fire and Emergencies
Each employee when they commence work will be informed of the emergency evacuation
procedure for the building. Employees should take it upon themselves to ensure they
understand what to do in the event of an emergency, how to activate any alarms and
where their nearest fire exit and assembly points are.
In Case of an Accident
There are information boards located at key points around the offices which indicate
dedicated fire marshalls and first aiders. In the event of an ambulance needed to be
called this can be done through security.
Smoking
The Company operates a no smoking environment. Designated smoking shelters are
provided and employees are not permitted to smoke anywhere in the building or on
Company premises other than these shelters. Smoking in a non-designated area may be
subject to the Company’s Disciplinary Procedure.
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Personal Possessions
You are responsible for ensuring security of your personal possessions and the Company
cannot accept responsibility in the event of loss or theft.
Medical / Dental Appointment
Appointments to see your doctors, dentist, optician, etc. should be made outside working
hours. If this isn’t possible, make arrangements with your Manager either to take unpaid
time off or agree to make up the time you need for your appointment at a later date.
Absence Obligations
In the event of you running late for work, calling in sick or an emergency you must contact
your line manager at least one hour before you are due to start work to inform them of
your situation. Ideally this will be before the time you are due in the workplace to
mitigate any worries regarding your whereabouts.
Speak Up
We all have a responsibility to report anything we consider to be in violation of acceptable
working practice. In turn, the Company has a responsibility to provide a facility for dealing
with those reports in a serious, efficient and confidential manner and to protect anyone
making a genuine report from any retribution or disadvantage.
Practices may be regarded as undesirable if they are, for example, considered to be:
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Illegal or in conflict with Company policies or procedures, or compromising of the
Company’s reputation and/or brand, or standards of operation, or introducing a
conflict of interest for an employee.
If you don’t think you can speak with your manager, there are two steps you can take:
1. Contact a member of the Human Resources, Loss Prevention or Customer Services
department they will inform you of the process that needs to be taken
2. Contact the Confidential ‘SpeakUp’ Line, (Freefone) 0800 389 8683 between the
hours of 8.30am and 5.30pm (with an out of hours message service), or email
[email protected].
Full details of the Speak Up policy can be found on the Head Office Intranet.
Phone calls
Personal telephone calls are not normally permitted from Company telephones. Payphones
are available. If however, an employee needs to make an emergency call then they will be
allowed to use Company telephones.
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Holiday Trading Scheme
Holidays are a very important part of our employee remuneration packages and at
WHSmith we recognise the significance of holidays in achieving a work/life balance.
The Holiday Trading Scheme allows eligible Head Office and Distribution Centre
employees to purchase up to 26 extra days of holiday per twelve month period through a
salary sacrifice arrangement. As employees will not be liable to pay tax and NI on the
amount sacrificed through this scheme, this means that standard rate tax payers can make
up to a 32% saving and higher rate tax payers can make up to a 42% saving.
For further details please refer to the HR Manual on the WHSmith Intranet.
Flexible Working
Wherever possible, bearing in mind the needs of the business, we offer a wide range of
flexible working arrangements including:
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Part-time working
Term-time working
Flexi-time working
Compressed working hours
Career Breaks
Job share arrangements
For further details on possible flexible working arrangements and the formal application
process, please refer to the full policy in the HR Manual on the WHSmith Intranet.
Long Service Awards
The Company formally recognises long serving employees with 25 and 40 years continuous
service. This is done in the form of a gift of the employee’s personal choice.
Employees who reach 25 years’ service are entitled either to receive a gift of their choice
up to the value of £300 inc VAT or to receive a payment of £300 (subject to deductions)
through the payroll.
Employees who reach 40 years service with the Company are entitled to receive a gift of
their choice to the value of £500 inc VAT, or to receive a payment of £500 through the
payroll which the Company will gross up for tax.
Bonus Scheme
The Company operates a discretionary, non-contractual bonus scheme within Head Office.
You may be eligible to receive a payment in accordance with the rules of the scheme.
Details of the scheme will be provided to you when you join the Company or at the start
of any new bonus scheme period.
The annual bonus plan is designed to reward participants for their contribution to the
business during the Financial Year, whilst taking account of the overall financial
performance of the relevant operating company in which the participant works.
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Pensions
Stakeholder
The Company provides access to a Stakeholder pension scheme for Grades A-C. The
Company does not contribute to this scheme. For further details please contact the
Pension department.
Pensionbuilder
Employees may join the Pensionbuilder scheme immediately provided that they are Grade
D or above and are aged between 18 and 64. The Pensions Department will send full
details of the scheme on commencement of employment.
Under this scheme, you can make pension contributions from 0.5% up to 5% of your
pensionable salary, subject to minimum contribution. In addition, the Company will make
equal contributions to yours up to 5%. It is possible to contribute more than 5% of your
salary with Additional Voluntary Contributions if you wish. All contributions will be
invested and the accumulated fund will be used to purchase a pension when you retire.
Employees graded D+ and above are also entitled to additional benefits. Again, the
Pensions Department will send full details on the commencement of employment.
Death in Service benefits – provided an employee joins the Pensionbuilder scheme at their
first opportunity they will be covered to at least two times their basic salary (grade
dependant). Death in service lump benefits cease at age 70. It is important that all
employees complete an “Expression of Wish” form nominating beneficiaries who will
receive the death in service benefit. This form is available on the Intranet.
Rewarding Attendance
This scheme rewards Head Office graded staff who have excellent attendance at work.
The scheme operates over two six monthly periods:
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1st September – 28th February
1st March – 31st August
Head Office graded employees working in High Street Head Office, Travel Head Office &
DC locations are eligible to participate in this scheme and will receive one day’s
additional holiday (pro rata for part timers) for each six monthly period in which they
have 100% attendance.
Head Office employees graded at SEG3 level or above will not be eligible to participate in
this scheme.
New starters will be eligible to participate from the next full six monthly periods after
they join e.g. an employee joining in January would be eligible to participate from 1 st
March of that year.
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Sharesave Scheme
The Sharesave scheme provides eligible employees with the opportunity to save with
Lloyds TSB bank and then use these savings to purchase shares in WHSmith at a
predetermined fixed option price.
For further details, please speak to the Company Secretary’s office.
Staff Discount
All permanent & fixed term employees will be entitled to receive a staff discount card
after 3 months service, subject to the scheme rules which will be issued to employees
with their discount card.
Staff Discount percentages apply to the following product categories:
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Books
Stationery
Entertainment
News and Impulse
15%
15%
12.5%
0%
A Staff Discount card is eligible for use in any High Street store. In addition, travel store
employees are eligible for staff discount in their own store only.
All employees are required to adhere to the code of conduct and rules surrounding any
personal purchases as outlined. Misuse of the Staff Discount benefit or failure to adhere to
the rules for making a personal purchase, could lead to disciplinary action or dismissal.
Staff discount is not a contractual benefit.
For further details please refer to the HR Manual on the WHSmith Intranet.
Your Choice
In addition to the other benefits listed, WHSmith have also taken the opportunity to coordinate a range of other discounts & special offers, where being part of WHSmith gives
you the option to access a wide range of products and services including;
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Holidays
Leisure Attractions
Healthcare
Health Club Memberships
Shopping Vouchers
Further details of the offers can be found in the Your Choice booklet which will be given to
new starters on joining. Information can also be accessed via www.whsmith-benefits.co.uk
using the password: whsmith & username: benefits.
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Car Allowance / Company Car
The Company offers car allowances to employees that are Grade D and above, this will be
paid to you via payroll and will be subject to tax and national insurance deductions. If you
are a part time employee your car allowance will be pro-rata.
If your role is a field based role you may be offered a job need Company car.
WHSmith recognises the importance of creating and promoting a safe driving culture and is
committed to reducing the risk or serious injury for anyone driving on company business.
To this end, the Company has introduced a compliance system known as RiskMaster to
manage all aspects of work-related road safety for those who regularly drive or are likely
to drive a motor vehicle on company business.
Under the RiskMaster programme, all employees who drive or are likely to drive on
company business will be required to apply for an on-line ‘Permit to Drive’ including those
employees driving non-company vehicles on company business, i.e. their own vehicle or a
hire car. All employees in receipt of Car Allowance will also need to apply for a ‘Permit to
Drive’.
For further details, please refer to the Company car policy and the Drivers Handbook,
which can be viewed on the WHSmith Intranet.
Private Medical Scheme
The Company has arranged a private health care scheme through CIGNA International. The
scheme is available to all employees of Grade D and above.
Entry to the scheme is not automatic as it is a taxable benefit. Eligible employees will be
sent details of the scheme and an application form to apply for membership, which covers
themselves, their partner (provided they live at the same address) and any unmarried
dependent children if they are under 21 or under 25 and in full-time education.
Any queries relating to benefits provided by the scheme should be directed to the CIGNA
Health Care Medical Help Line, 01475 788634.
Having or Adopting a baby
Maternity
If you become pregnant while you are working for WHSmith, you may qualify for maternity
benefits including:
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52 weeks maternity leave (26 weeks Ordinary Maternity Leave & 26 weeks
Additional Maternity Leave) regardless of length of service
Pregnant employees who meet qualifying conditions based on their length of
service and average earnings are entitled to up to 39 weeks Statutory Maternity
Pay (SMP)
Up to 10 paid keeping in touch days
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Paid time off for antenatal care
For further details please refer to the HR Manual on the WHSmith Intranet.
Paternity
Following the birth of a child or the placement of a child for adoption, the rights to
paternity leave & pay give eligible employees the right to take paid leave to care for their
new child or support the adopter.
A qualifying employee can choose to take either one week or two consecutive weeks’ paid
paternity leave.
In addition fathers are entitled to benefit from six months additional paternity leave, if
the mother returns to work before using her full entitlement to statutory maternity leave.
For further details please refer to the HR Manual on the WHSmith Intranet.
Adoption Leave
Eligible employees, who are adopting, are entitled to 52 weeks adoption leave. This is
made up of 26 week’s Ordinary Adoption Leave and 26 week’s Additional Adoption Leave.
Employees who are adopting who meet the qualifying conditions based on their length of
service and average earnings are entitled to 39 weeks Statutory Adoption Pay.
For further details please refer to the HR Manual on the WHSmith Intranet.
IVF/Fertility Leave
WHSmith recognises the fact that employees may require time off from work whilst
undergoing IVF/fertility treatment. This policy provides WHSmith employees who are
receiving/undergoing IVF/fertility treatment with the option to take up to two days paid
leave in each calendar year to receive or recover from such treatment and a further
period of unpaid leave as agreed with their line manager.
This opportunity is available to everyone including an employee in a same sex partnership
who is receiving IVF/fertility treatment or is the partner of someone who is receiving
IVF/fertility treatment.
For further details please refer to the HR Manual on the WHSmith Intranet.
Childcare Vouchers
This salary sacrifice scheme is managed by KidsUnlimited and enables you to exchange
part of your salary (up to a maximum of £243 per month) in return for childcare vouchers.
You are therefore not liable to pay the tax and NI due on the amount sacrificed and can
realise potential savings of up to £904 per annum for a standard rate tax payer and £1195
for a higher rate tax payer on your childcare costs.
Please refer to the full scheme rules on the WHSmith Intranet for more details regarding
eligibility & restrictions or contact KidsUnlimited directly on 0845 365 2999.
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Crèche Facilities - Greenbridge
The Playhouse Nursery is a purpose built day nursery on the Greenbridge site, which is
managed by KidsUnlimited on behalf of WHSmith. It caters for up to 45 children between
the ages of three months and five years. The nursery has a long serving team who help to
create a friendly and experienced environment for the children. The children are split into
four rooms depending on age and development.
The nursery is open from 7.30am until 6.00pm, Monday to Friday. Various sessions are
offered including half day (7.30am – 1.00pm or 1.00pm - 6.00pm) and school hour sessions
which are 6 hours. The nursery is closed on bank holidays and fees are all inclusive, no
hidden extras.
For further information about the Playhouse Nursery please call 0845 365 2929 or email
[email protected]
Benevolent Fund
The Benevolent Fund is a WHSmith charity, designed to give one-off grants to any
WHSmith employee experiencing significant and financial hardship, through no fault of
their own and to provide recuperative holidays.
Employees may contact the Fund Secretary directly on 01905 763697 or speak to their line
manager.
Disclaimer
The benefits described in Our Benefits section are discretionary and are not contractual;
therefore they do not form part of your Terms and Conditions of Employment. The
Company reserves the right to change or withdraw these benefits from time to time.
Significant changes will not be introduced without prior consultation with you or your
representatives or without reasonable notice being given, you will be advised accordingly
of any changes.
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Absence Policy and Procedure
This policy confirms the notification and certification procedure that must be followed in
the event of absence due to illness. It also explains the conditions under which the
Company will pay Statutory and Company Discretionary sick pay.
Line Managers are accountable for ensuring adherence to the policy and effectively
managing / monitoring both short-term and long-term absence.
Notification of Sickness Absence
All employees, who for any reason are unable to attend work due to sickness must:
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report their absence at least one hour before their normal start time or as soon as
reasonably practical, on the first day of absence
speak personally to their manager (or their line manager if their manager is on
leave)
provide a reason for their absence and a likely return to work date (this is naturally
more difficult for more serious illnesses)
make and maintain contact with their line manager on a daily basis for absences of
less than 7 days
agree with their line manager the frequency and timing of contact for periods of
absence that are greater than 7 days
Certification of Sickness Absence
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If you are absent for 7 calendar days or less you must complete and sign a WHSmith
self-certification form on the first day you return to work.
If you are absent for more than 7 calendar days then you are required to obtain a
medical certificate from your Doctor.
Return to Work Interviews
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Regardless of how long you have been absent from work you will attend a return to
work interview with your Manager on your first day back at work after every period
of absence.
You will be requested to sign the self-certification form at this meeting, or provide
your manager with a Doctor’s certificate.
The purpose of the meeting is to give your Manager an opportunity to discuss your
absence with you and ensure you are fit enough to return to work.
The meeting may be used as a forum for your Manager to discuss any concerns
he/she has with your attendance.
Your Manager will confirm at this meeting whether or not they have authorised
Company Discretionary Sick Pay.
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Sickness Payments
If you are absent from work, owing to sickness, you may be eligible to two forms of
payment.
Statutory Sick Pay (SSP) is payable to eligible employees for the first 28 weeks of sickness.
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The Company also operates a Discretionary Sick Pay (DSP) Scheme, where DSP is added to
SSP to make up normal basic pay.
Eligibility for DSP depends upon grade and length of service:
Grades A-D
Length of service
Less than 26 weeks
26 - 1 year
1 years service
Entitlement
Nil
4 weeks DSP
26 weeks DSP
Grades D+ and E
Length of service
From date of joining
Entitlement
26 weeks DSP
The total amount of DSP taken accrues with each period of sickness absence. Eligible
employees will continue to receive DSP until either it has been exhausted or there has
been a 26-week gap in which no sickness absence is recorded. Following a 26-week/180
day gap DSP, will refresh to full eligibility.
Please note that Company Discretionary Sick Pay is a discretionary scheme and the
Company reserves the right to withhold sick pay where an employee fails to report and
certify their absence correctly, other instances where DSP may be withheld include:
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If there is evidence or reasonable doubt that the employee was not ill, in which
case disciplinary action may follow.
It is believed that that an individual is absent in order to avoid security
investigations, disciplinary interviews or performance related interviews.
The employee has a pattern of frequent absence despite counselling from the
manager, or referral to Occupational Health.
The employee has two jobs and the Company is the secondary employer. In this
case, the employee should be advised at the recruitment stage that DSP would not
be paid whilst they have a second job.
Occupational Health
There may be occasions when we have concerns about your health and we may need you
to have a Company medical assessment, carried out by an Occupational Health Advisor. In
this instance, your Manager will make the necessary arrangements.
Management of High Levels of Short Term Absence
If you continue to have high levels of absence, it may lead to further investigations by
your Manager and ultimately, this could mean action being taken in line with the
Company’s formal sickness cautionary procedure. If the Company does not see an
improvement in your attendance, this could ultimately result in your dismissal from the
Company.
Management of Long Term Absence
If you are ill for more than 4 weeks, your Manager will seek advice from the Company’s
Occupational Health Provider,IMASS, and discuss with you a return to work programme. If
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there is no foreseeable date for your return to work, your Manager will continue to have
discussions with you about your current situation and any support you may require in order
to return to work. However, if it is unlikely that you will be fit enough to attend work, it
could ultimately result in your dismissal from the Company.
Disciplinary Policy and Procedure
This policy exists to help and encourage all employees to achieve and maintain standards
of conduct and job performance. Our aim is to ensure all employees are treated in a fair
and consistent manner.
Line Managers will make every effort to resolve minor misconduct or performance
problems through informal counselling during their normal course of work. Should this fail
to bring the desired improvement or where the misconduct or performance is deemed
serious, the formal disciplinary procedure may be invoked.
Key Principles
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The key purpose of any disciplinary action will be to correct any shortcomings in
conduct or performance. An employee will not be dismissed for a first breach of
discipline, except in the case of gross misconduct when the penalty may be
dismissal without notice. In these circumstances, the employee will still be
entitled to be paid for any outstanding accrued holiday.
This procedure may be implemented at any stage if the employee’s alleged
misconduct is found to warrant such action.
Where breaches of discipline occur, managers will gather all the facts and carry
out an investigation meeting to determine whether a disciplinary hearing is
necessary. In the case of serious or gross misconduct, different managers must
conduct the investigation and any subsequent disciplinary hearing.
At every stage of the disciplinary procedure the employee should be advised of the
nature of the complaint against them and will be given the opportunity to state
their case before any decision is made.
At each stage of the disciplinary process, the employee will have the right to be
accompanied by a fellow employee of their choice or a trade union official at
disciplinary interviews. Employees under 18 years of age and employees with
support needs may also be represented by a parent or guardian. Reasonable
adjustments may be needed for a worker with a disability (and possibly for the
companion if they are disabled).
An employee has the right to appeal a disciplinary sanction following receipt of a
letter confirming this. See the Appeals Policy and Procedure for more details.
Counselling
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Counselling is an informal two-way constructive discussion between an employee
and their line manager regarding concerns. Counselling discussions must be
conducted in private and provide the employee with an opportunity to talk through
the reasons the issue is occurring.
Counselling does not form part of any formal procedure and therefore the
individual does not require representation.
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Formal Disciplinary Procedure
Formal disciplinary action may be appropriate where an employee has not responded to
previous counselling discussions or where the misconduct is too serious to be dealt with
informally. The disciplinary procedure usually addresses one of two possible aspects of an
employee’s behaviour. These are:
Capability: when an employee’s poor performance relates to their inability to perform the
task for which they have been employed, these are problems that relate to an employee’s
skill, aptitude, health or any other physical or mental quality.
Misconduct: where employees do not follow Company or legislative procedures or who act
in other unacceptable ways. Conduct issues may be deemed to be so serious that they may
result in instant dismissal (Gross Misconduct). A line manager should make the distinction
between whether the problem with the employee is as a result of a capability or conduct
issue.
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When dealing with a capability issue, you will need to progress through each stage
of the disciplinary procedure, starting with counselling before moving on to the
formal procedures (e.g. Formal Verbal Warning, Written Warning, Final Written
Warning etc) until the employee’s performance improves or the procedure is
concluded. Guidance is provided in the Managing for Improved Performance
procedure.
When dealing with poor conduct, the disciplinary procedure may be invoked at any
stage depending on how serious the issue is.
Where the issue relates to absence due to sickness, this must be managed in
accordance with the Company’s Absence Management Policy and Procedure
available on the intranet.
If it is established that an issue is poor conduct and it is necessary that the formal
disciplinary procedure be invoked, here is an overview of the Disciplinary Process that
would be followed:
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An investigation needs to be carried out to gather the facts. This process involves
investigation meetings with the employee, and any witnesses or relevant parties in
relation to the issue as well as reviewing relevant documentation or records.
Once the investigation is complete, the investigating manager needs to decide
whether they consider there is a case to be answered. If it is decided the evidence
does (on the balance of probability) support the need for disciplinary action, a
Disciplinary Hearing will be arranged.
If a Disciplinary Hearing is arranged, the employee is entitled to receive
notification of this in writing, including details of the allegation and information
supporting this. Employees have the right to representation at this hearing.
During the hearing, the employee will have an opportunity to ask any questions
about the evidence, present their case including any written evidence and calling
any witnesses if appropriate.
It is the role of the Disciplinary Chair to decide whether or not they feel
disciplinary action is appropriate. Following a Disciplinary Hearing either the Chair
will decide no action is necessary, or they may choose from a variety of sanctions
detailed below.
The employee has the right of appeal following any formal action decided at a
disciplinary hearing (for further details see the Appeals Policy and Procedure in the
HR Manual on the WHSmith Intranet).
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Formal Sanctions following Disciplinary Hearing
Stage 1 - Formal Verbal Warning
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If, despite informal discussions, conduct or performance does not meet acceptable
standards or if conduct is deemed serious enough, the employee will normally be
given a formal verbal warning. The employee will be advised of the reason for the
warning, that it is the first stage of the disciplinary and of their right to appeal.
The manager will confirm the verbal warning in writing, which will be retained on
the employee’s personal file. This warning will usually lapse after 6 months,
subject to satisfactory conduct and/ or performance being maintained.
Stage 2 – Written Warning
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If there is no improvement in the employee’s standards of performance or if a
further breach of misconduct occurs, or if one act of misconduct is deemed serious
enough, a written warning will be given to the employee. The manager will issue
the warning, which will give details of the breach of performance or conduct, the
improvement required and the timescales for improvement where appropriate.
This warning will usually lapse after 9 months, subject to satisfactory conduct and/
or performance being maintained.
Stage 3 – Final Written Warning
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If there is still a failure to improve standards of performance or there are further
act(s) of misconduct or a breach of a different nature occurs or if one act of
misconduct is deemed serious enough, then a final written warning will be given to
the employee. The warning will give details of the breach of performance or
conduct, will warn that dismissal may result if there is no satisfactory
improvement within given timescales or if there is repeated misconduct and will
advise of their right to appeal. This warning will usually lapse after 12 months,
subject to satisfactory conduct and/ or performance being maintained.
Stage 4 – Dismissal
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If performance is still unsatisfactory or further misconduct occurs of the same or a
different nature or the Company believes that the employee has committed gross
misconduct, the employee may be dismissed. The employee will be provided as
soon as is reasonably practicable with a letter confirming the reasons for dismissal,
the date on which their employment will terminate, any payments to which they
may be entitled and their right of appeal.
Right of Appeal
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If the employee is not satisfied with the decision reached at the Disciplinary
Hearing, they have the right to appeal this.
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Gross Misconduct
If the company believes that an employee has committed an offence of gross misconduct
the normal consequence will be dismissal. In these circumstances the Company can
suspend the employee immediately following discovery of the incident.
The following list, which is not exhaustive, provides examples of offences that are
normally regarded as gross misconduct:
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Deliberate failure to comply with the published rules of the Company, including
those covering Information, Security and Cash Handling, computer use, use of the
Company telephones
Deliberate Falsification of Records – by intentionally failing to comply with the
Company procedures
The committing of offences against current legislation relating to the Race
Relations Act, Disability Discrimination Act and the Sex Discrimination Act, Age
Discrimination whilst acting on behalf of the Company
Unauthorised absence
Fighting or assaulting another person
Using threatening or offensive language towards customers or other employees.
Being in possession of Company property without authorisation
Making oneself unfit to work by solvent abuse, drinking alcohol or taking nonprescribed drugs
Being in unauthorised possession whilst on company premises of illegal drugs or
substances other than those prescribed for medical purposes
Smoking on Company premises or a company car or whilst engaged in duties.
Obscene behaviour
Behaviour likely to bring the Company into disrepute
Willful and deliberate damage to Company property
Unreasonable refusal to carry out reasonable duties or instructions
Conviction on a criminal charge relevant to your employment with the Company
Use for personal ends of confidential information obtained in the course of
employment
A deliberate misuse of the Company's confidential information
A deliberate abuse of the Employees Discount Procedures
It should be clear to all reasonable employees that failure to observe the rules is likely to
be regarded as gross misconduct and grounds for dismissal.
Dismissal for Gross Misconduct is summary dismissal and is an immediate dismissal without
notice.
Grievance Policy and Procedure
The Grievance Policy and Procedure can be instigated where an employee feels that they
have a concern, problem or complaint that they want the employer to deal with. This
Policy and Procedure allows WHSmith to deal with grievances fairly, consistently and
speedily to try to resolve the issue.
The standard Grievance Procedure applies to all WHSmith employees either currently
employed or after the individual has left the company. If the concern relates to
34
harassment or bullying, the Dignity at Work Policy may apply (details of which can be
found in the HR Manual on the WHSmith Intranet).
Mediation
It may be appropriate for the matter to be dealt with by way of mediation, depending on
the nature of the employees’ grievance. This would involve seeking advice from a
nominated mediator, who will discuss the issues raised by the grievance with all of those
involved and seek to facilitate a resolution. Mediation will be used only where all parties
involved in the grievance agree. For more advice contact your HR representative.
Informal Grievance Procedure
Where possible, we would encourage employees to try to resolve the matter informally
with their line manager.
The manager will investigate the facts (regardless of whether the grievance is in writing)
and make every effort to achieve a satisfactory solution. If, however, the problem is with
their immediate manager, then they should refer the grievance to the next level of
management or another manager in the organisation. For clarification regarding an
appropriate manager please contact a HR representative.
The manager should arrange a meeting; usually this should occur within 12 working days
of the grievance being made. The meeting is to give the employee an opportunity to
explain their complaint and enable the manager to consider ways to resolve the situation.
Grievance outcomes should be confirmed in writing whatever the decision and recorded
on the personnel file.
If the employee has tried the informal procedure but does not feel this has provided a
satisfactory solution, or if they prefer to make a formal complaint, the employee should
follow the Formal Grievance Procedure below.
Formal Grievance Procedure
If the employee has tried the informal grievance procedure but does not feel this has
resolved the situation, or if the employee prefers to make a formal complaint in the first
instance, the employee must put their grievance in writing as soon as possible requesting
a hearing under the Formal Grievance Procedure. This should be passed to their
immediate line manager. If, however, the problem is with their immediate manager, then
they should refer the written grievance to the next level of management or another
manager in the organisation. For clarification regarding an appropriate manager please
contact a HR representative.
Where an employee’s grievance is not upheld or is partially upheld, managers hearing the
grievance are advised to invite the employee to a meeting to discuss the outcome as this
may help them understand how the decision was reached. Of course, there may be
circumstances where it is sufficient for the grievance outcome to be confirmed in writing
and no further meeting is held, e.g. where the employee’s grievance is upheld and
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corrective action is being taken or the employee has already left the Company.
advice contact your HR representative.
For
Equality and Diversity
WHSmith aim for everybody to be treated fairly and with respect and be given the
opportunity to be involved in the business’s success. To achieve this, we must, as
individuals and teams, take responsibility not just for our own work and ourselves but for
others and support our colleagues in their work. In support of this aim, peoples’
differences should be valued and recognised in everything that we do and should never be
open to discrimination.
It is unlawful (as set out in the Equality Act 2010), and against the WHSmith Code of
Conduct, for any employees to act in a way that is discriminatory, harassing or victimising
in nature towards a colleague, contractor or third party in relation to age, disability or the
need to make adjustments because of a disability, gender reassignment, marriage or civil
partnership, race (including colour, nationality and ethnic or national origin), religion or
belief, sex, sexual orientation or pregnancy or maternity.
Adhering to the Company’s Equality and Diversity Policy and Procedure will support this
aim and add value to the future success of our business and the service that we provide to
our customers.
The full Equality and Diversity Policy and Contractor and Third Parties Equality Policy are
available on the intranet in the HR Manual. Any breach of WHSmith’s Equality and
Diversity Policies will be regarded as misconduct, in serious cases as Gross Misconduct,
and could lead to disciplinary proceedings.
Dignity at Work
WHSmith is committed to achieving equality for all. This Policy provides support to the
Company’s Equality and Diversity Policy by providing a framework to ensure
discrimination, harassment, victimisation and bullying are eliminated from WHSmith.
This Policy provides the procedure to follow for employees to raise a complaint. It is
unlawful (as set out in the Equality Act 2010), and against the WHSmith Code of Conduct,
for any employees to act in a way that is discriminatory, harassing or victimising in nature
towards a colleague, contractor or third party in relation to age, disability or the need to
make adjustments because of a disability, gender reassignment, marriage or civil
partnership, race (including colour, nationality and ethnic or national origin), religion or
belief, sex, sexual orientation or pregnancy or maternity.
Advice and support
It is the role of Human Resources and Occupational Health to offer impartial support,
discuss the options openly and help employees to determine if and how to progress
matters and without pressure.
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Employees making a complaint should be encouraged not to ignore behaviour which makes
them uncomfortable, but to take appropriate action so that the behaviour stops, with the
consequences for all concerned of not taking action being explained. Advice and support
is also invaluable for individuals who are the deliverer of the unacceptable behaviour;
they may be unaware of, or insensitive to, the impact of their actions and counselling can
change behaviour or prevent further incidents.
Making an Informal Complaint
Complaints should preferably be dealt with informally. This is better for all concerned as
solutions can be reached speedily and with minimum risk to confidentiality. We encourage
individuals, where they feel they are able to, to advise the person initiating the unwanted
treatment that their actions are unwelcome and in many cases this does resolve the
situation.
If an employee finds it difficult or embarrassing to address the person who is treating
them in this way alone, support from a colleague or an HR representative can be
arranged. Mediation can also be available, for further details please refer to the company
Grievance Policy and Procedure on the intranet.
An informal complaint does not need to be made in writing as the aim is to address things
without formal measures being used. If an individual wants to make an informal
complaint, and they have any uncertainty about how to do this; guidance can be provided
by discussing the matter with the line manager, or the HR Advisor / Business Partner.
Making a Formal complaint
Making complaints formally is appropriate when:
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the complaint is of a more serious nature;
it is the individuals preference;
where an informal approach has been tried but failed.
For a complaint of this nature to be made formally, it is recommended that this is put in
writing detailing the following key points:
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The complainants name;
Full details of the nature of the complaint;
Names alleged perpetrator;
Dates and times of the incident(s);
Names of any witnesses;
Where relevant, which “Protected Characteristic” (see list above) it is felt is the
cause of the treatment;
Details of any measures taken to try and deal with this matter already (such as
informal methods outlined above).
This should be given to the line manager (or the next level of management if the
complaint is relating to the immediate manager). For clarification regarding the
appropriate manager please contact your HR Advisor / Business Partner. For complaints
made regarding equality of terms, this must be given to the Reward and Payroll Manager.
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Complaints should be made within 3 months of the date of the incident. Should a
complaint fall outside of this timeframe this does not mean the matter will not be
investigated, however unless there are exceptional reasons why this complaint could not
be made earlier, this may mean formal action cannot be taken towards the perpetrator.
This time limit is to comply with relevant legislative time limits.
Investigating Formal Complaints
The Equality Act 2010 makes it unlawful for WHSmith and individuals who work for
WHSmith to treat any person less favourably for a reason relating to one of the following
“Protected Characteristics” (outlined above). A complaint made under this Policy is to be
treated with absolute urgency, confidentiality and sensitivity.
Any investigation should provide:
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A prompt, thorough and impartial response;
An independent, skilled and objective investigation;
Representation for both parties;
The alleged with the complaint details and the right to, and time to, respond;
A time-scale for problem resolution;
Consider the removal of alleged perpetrator from workplace until investigation is
conducted.
Following receipt of a Formal Complaint, the investigation procedure outlined in the
company Disciplinary Policy and Procedure should be followed (this is available on the
Intranet).
In all circumstances support and advice is available with either the HR Advisor/Business
Partner or the Employee Relations team.
Right of Appeal
If the employee is not satisfied with the outcome or response following investigation
under this procedure, they have the right to appeal this.
Appeals Policy and Procedure
This procedure applies following action, response or outcomes at the formal stage of the
following Company Procedures:
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Disciplinary (including performance/capability and misconduct)
Managing Sickness Absence
Grievance
Dignity at Work
All employees have the right to appeal against any formal sanction or action taken in one
of the above procedures if they are not satisfied with the decision reached by the relevant
proceedings Chair. Informal oral warnings do not entitle employees to the right of appeal.
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To Exercise the Right to Appeal
To exercise the right of appeal, the employee should do so in writing within 14 days after
written confirmation of the outcome of the formal proceedings. Managers must ensure
details of who to write to are in the closing statements of the initial proceedings.
An appeal can be where the person doesn’t agree with the decision reached because they
think;
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The decision was wrong
Unfair procedures were used
The punishment was too harsh
New evidence has come to light since the proceedings
If the employee feels one of these things has occurred, they should disclose their grounds
of appeal and include any supporting evidence within their appeal letter.
Where the outcome of the relevant procedure is dismissal, employees have a second right
to appeal. In this instance this same procedure is used to exercise the second right of
appeal.
The purpose of an appeal hearing is for an independent Manager to assess whether the
action taken was fair and that the correct procedures were followed. Employees will
normally appeal if they are not satisfied with the decision to terminate or the process
followed, or if new evidence comes to light.
Levels of Manager required for appeal to be heard as follows:
An appeal will be dealt with by an impartial manager of a higher authority and who has
not previously been involved in the case.
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General Code of Conduct
Overall Code Principles:
All employees are expected to demonstrate the following behaviours in order to uphold
the Company’s values:
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Honesty – Employees are to be truthful and are not lie, cheat or steal from the
Company or colleagues. Employees are to declare any conflicts of interests relating
to their duties, and take steps to resolve this.
Integrity – all employees are to adhere to, and act according to, the Company’s
values and are to follow the Company’s policies and procedures.
Equality and Diversity – all employees and customers are to be treated fairly and
equitably regardless of age, disability or the need to make adjustments because of
a disability, gender reassignment, marriage or civil partnership, race (including
colour, nationality and ethnic or national origin), religion or belief, sex, sexual
orientation, pregnancy or maternity or Trade Union activities.
Respect for others – all employees are expected to treat colleagues with courtesy,
politeness, and kindness valuing each other’s differences and contribution and
acting with dignity.
Set an example – employees are to promote and support these principles by
setting a good example to other workers.
Alcohol and Drugs
WHSmith expressly prohibits the use of any illegal drugs or any prescription drugs that
have not been prescribed for the user. It is a criminal offence to be in possession of, use
or distribute an illicit substance. If any such incidents take place on company premises, in
company vehicles or at a company function, they will be regarded as serious, will be
investigated by the Company, and may lead to disciplinary action and possible reporting to
the Police.
Any employee suffering from drug or alcohol dependency should declare such dependency,
and the Company will subsequently provide reasonable assistance, treating absences for
treatment and/or rehabilitation as any other sickness absence. Failure to accept help or
continue with treatment will render the employee liable to normal disciplinary
procedures.
See the Company’s Alcohol and Drugs Policy for full details. Failure to adhere to this Code
and the Company Policy could lead to disciplinary action.
Broadcasted Music
Playing recorded or broadcast/streamed music without headphones is not permitted
anywhere within the business, including radios, TV’s, CD’s and I-pods on speakers. To
openly play any such media within a corporate environment requires a number of licenses,
which we do not have.
See the Company’s Broadcasted Music Policy for full details. Failure to adhere to this
Code and the Company Policy could lead to disciplinary action.
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Confidentiality
During the course of your employment you are likely to have access to or become aware of
information that the Company regards as confidential.
This may include details about the Company’s or any Associated Company’s policies and
procedures, strategies, performance and in some cases, information about its or their
employees, customers and contractors. It is a term of your employment that you will not
disclose such information to any unauthorised person either during or after the
termination of your employment. This provision does not apply to information that comes
into the public domain (other than through some fault on your part).
You are not permitted to make any unauthorised disclosure of the Company’s confidential
information, make any announcements, or to correspond or discuss any matters with the
press or other media without the prior written consent of the Company.
Any unauthorised disclosure of the Company’s confidential information may be regarded
as a breach of this Code and this could be deemed gross misconduct under the Company’s
Disciplinary Policy and may result in your dismissal.
This does not affect any protected disclosures.
Criminal Cautions, Charges and Convictions
If an employee commits a crime whilst they are at work (e.g. theft) this matter will be
dealt with in accordance with the Company’s disciplinary procedure as a Gross Misconduct
offence. If an employee commits a crime or is given a police caution outside of their
working hours this should be reported to the line manager. The line manager is then to
contact the HR Advisor / Business Partner for further advice and support. Disciplinary
action should not be taken automatically against an employee because s/he has been
cautioned or convicted of an offence; each case is to be considered on the individual
circumstances.
Incentives, Gifts and Entertainment
WHSmith employees will at times be offered gifts or entertainment from other
companies. Where an employee accepts a gift, hospitality or anything that could be
interpreted as a ‘favour’ or have any other social contact with business contacts or
potential business contacts, they may be compromised in some business dealings or
placed under an obligation which could distort their judgment. The following details the
Code of Practice with regard to incentives and gifts:
•
•
•
•
The Company does not expect desire or encourage gifts.
Any gifts of money, vouchers or non-low value items, must not be accepted and
returned to the sender.
For the purpose of this policy, low value items will include objects such as key
rings, mugs, mouse mats and items of a similar value, where given as a goodwill
gesture.
Any gifts sent to an employee’s home should be treated in the same way as gifts
received at work.
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•
•
•
•
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Gifts should not be accepted under any circumstances, from persons or Companies
with whom the Company has no business dealings.
Any gifts accepted must be raffled or disposed of in a similar way.
All proceeds from the raffle must go to the WH Smith nominated charity.
The raffle must be publicised and open to everybody.
Samples may be accepted but only as examples of products for work purposes.
Once finished with they should be treated as any other gift under the policy.
If an employee receives a gift from a supplier, publisher, manufacturer or any other
business contact, they must inform and pass the gift onto their Line Manager.
The Manager should decide whether the gift is to be accepted and raffled or similarly
disposed of, or returned to the sender.
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Offering of Incentives
The Company does not permit the giving of gifts or incentives to third parties under any
circumstances. Breaches of these rules will be regarded as a disciplinary offence which
could result in dismissal and potential criminal prosecution.
Entertainment
The Company does not expect, desire or encourage any entertainment from external
parties. Listed below are examples of items that will be considered as entertainment
(this list is not exhaustive but it does describe the kind of entertainment that will fall
under this Code):
•
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Any lunches, dinners or other meals with external parties;
All external corporate hospitality
A director must agree any acceptance of offers of entertainment. Under no circumstances
should offers of entertainment from any person or Company with whom the Company has
no business dealings with, be accepted.
Breaches of any of these rules will normally be regarded as a disciplinary offence and may
lead to disciplinary action which could result in dismissal.
Malpractice at Work and Whistleblowing
WHSmith is committed to preventing and/or stamping out all forms of malpractice and
wrongdoing within the organisation.
'Whistleblowing' is where an employee reports to someone in authority alleged corruption,
malpractice or wrongdoing on the part of another person such as a colleague violating
acceptable working practices or standards of care towards employees or customers. This
kind of report, when reported correctly, is called a “Protected Disclosure” and affords
certain legal protections in accordance with the Public Interest Disclosure Act 1998 and
the Employment Rights Act 1996.
Whistleblowing disclosures include allegations of:
•
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•
•
•
•
•
•
•
A risk or potential risk to health and safety to you, a fellow employee, contractor,
customer, or any person
Criminal activities by any person employed or engaged by the Company
Fraud, theft, corruption, bribery
Abuse of company systems, policies or procedures
Abuse of position or authority
Compromising the Company’s reputation or brand, or introducing a conflict of
interest for an employee
Actions or practices which are or may be regarded as discriminatory
Victimisation, harassment, bullying, intimidation, violence and/or threatening
behaviour
Any activity by the Company, which causes or may cause damage to the
environment.
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Any individual who makes a disclosure of wrongdoing or malpractice in good faith will be
treated with respect and will be afforded protection against victimisation. Anyone who
subjects a whistleblower to detrimental treatment will be subject to the Company’s
Disciplinary Procedure.
For full details on Whistleblowing see the Company’s Whistleblowing Policy in the HR
Manual on the intranet.
Management Instruction
All employees are expected to follow instructions issued by their Line Manager, a Duty
Manager or a Senior Manager so far as it is reasonable to do so. Failure to do so may
result in disciplinary action being taken.
Personal Relationships at Work
Employees should take care that familial or personal relationships entered into on a
consensual basis, do not advantage or disadvantage any employees or other individuals,
e.g. colleagues, job applicants. The following should be noted and observed:
Should such relationships develop at work, the employees involved should inform their
line manager/head of department as soon as any actual, perceived or potential conflict of
interest arises to ensure that it can be minimised.
If an employee has a close personal or familial relationship with an applicant for
employment, it would normally be necessary for the current employee to avoid any
involvement in the appointment process, e.g. membership of an interview panel or acting
as a referee.
See the Company’s Personal Relationships at Work Policy for full details.
adhere to this Code and the Company Policy could lead to disciplinary action.
Failure to
Social Networking Websites
The internet is provided for business use only. The Company does not allow access to
social networking websites from its computers at any time. The Company has added
websites of this type to the list of restricted websites (deemed inappropriate). The
Company recognises that many employees use the internet at work for personal purposes
and that many employees participate in social networking on websites such as Facebook,
Twitter, MySpace, Bebo and Friendster.
The Company respects an employee's right to a private life. However, the Company must
also ensure that confidentiality and its reputation are protected. Therefore the Company
has put a Policy in place which forms part of the Code of Conduct to outline the
responsibilities of employees using the internet to access social networking websites both
inside and outside of work.
•
if you choose to identify yourself as working for WHSmith please be aware that you
are representing the Company
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•
•
•
•
•
ensure that you do not conduct yourself in a way that is detrimental to the
employer; and
take care not to allow interaction on these websites to damage working
relationships between employees
personal blogs should have clear disclaimers that the views expressed by the
author in the blog are the author’s alone and does not represent the views of the
Company.
be respectful to the Company, other employees, customers, partners &
competitors
be aware that an employee’s actions captured via images, posts, or comments can
reflect that of the Company.
See the Company’s Social Networking Websites Policy for full details. Failure to adhere to
this Code and the Company Policy could lead to disciplinary action.
Use of Communication Systems
Mobile Phones
Employees should always adopt good sensible practice in the use of mobile phones,
including turning off mobiles or switching to silent in meetings, never leave mobile phones
unattended, and be sensitive to the setting of ring tones in office environments.
For employee’s who are provided with a mobile phone and / or a Blackberry for the
purposes of carrying out their day to day business duties; mobile phone users are expected
to limit their calls and duration of calls and use land lines wherever possible, particularly
when on company premises in order to minimise cost. Blackberry devices should only be
used for business related activity. It is the individual’s personal responsibility to be
sensible about usage; inappropriate usage could lead to disciplinary action being taken.
When driving:
It is a road traffic offence for a mobile phone to be held when driving. Hands-free phones
may be used provided that the driver maintains proper control of the vehicle and
considers that the conversation will not distract them from driving safely.
This offence applies to all mechanically propelled vehicles, including motorbikes. It
applies to drivers speaking or listening to a phone call, using a device interactively for
accessing any sort of data (including the internet) as well as sending/receiving text
messages or other images if it is held in the driver’s hand during at least part of the
period of its operation.
Blackberry devices must not be used whilst driving a vehicle.
It is permissible to keep any mobile phone switched on but they must not be held whilst
driving. ‘Call Divert’, ‘Voice Mail’ or ‘Messaging’ facilities, where available, should be
used.
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E-mail and Internet
E-mail is an essential business tool. It is a quick, efficient and versatile method of
communication, which is increasingly linked to open systems, such as the Internet, and
has the capability of transmitting messages beyond the boundaries of our network to
external organisations. It is important that employees take a professional approach
whenever they send e-mail and to be wary of e-mails received from external sources
which may contain illegal material, virus-carrying attachments, or may not be from a
genuine source.
Unauthorised use includes:
•
•
The use of the Internet for accessing, which includes: sending, receiving or
displaying, obscene material such as pornography.
Plagiarising or copying of materials and information accessed via the Internet that
is protected by copyright laws.
The unauthorised use of the Internet will not be tolerated under any circumstances and
will be treated as Gross Misconduct under the Company’s Disciplinary Policy.Failure to
follow the Use of Communication Systems Code or Policy is treated as a misconduct
matter and is dealt with in accordance with the Disciplinary Policy. For full details see
the Company’s Use of Communication Systems, Mobile Phone and Blackberry and Internet
and Email Policies.
Changes to Terms and Conditions of Employment
The Company reserves the right to change your Terms and Conditions of Employment from
time to time. Significant changes will not be introduced without prior consultation with
you or your representatives or without reasonable notice being given.
Disclaimer
Please note the contents within Employment Policies section of this Handbook do form
part of your contract of employment and must be adhered to. The Company reserves the
right to change your terms and conditions of employment from time to time. Significant
changes will not be introduced without prior consultation with you or your representatives
or without reasonable notice being given. The Company also reserves the right to review,
revise, amend or replace the content of this Handbook, and introduce new policies from
time to time to reflect the changing needs of the business and to comply with new
legislation, you will be advised accordingly of any changes.
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WHSmith Jargon
AB’s
Assistant Buyers
ATV
Average Transaction Value
BBSC
Balanced Business Scorecard (used to measure store
performance)
BDC
Birmingham Distribution Centre
BOGOF
Buy 1 Get 1 Free
BOGOHP
Buy 1 Get 1 Half Price
Bounceback
A voucher given to customers at the till point allowing
them to redeem a specific offer at a later date
BOY
Balance of Year
BRC
British Retail Consortium
BTS
Back to School
BUD
Business Unit Director
Ceridian
WHSmith’s outsourced payroll provider
DC
WHS distribution centre, also known as a warehouse
DDC
Dunstable Distribution Centre
DOTW
Deal of the Week
EAN
European Article Number 8 or 13 digit number
represented as a barcode and by which an item is
recognised at the till
Embargoed
A restriction on a product (usually a Book or
Entertainment item) that stipulates that the product
cannot be put on display or sold prior to a specified date
EMC
Extended Merchandise Code
A three digit number that relates to a particular group of
products within a Merchandise Code (MC),
EPOS
Electronic Point of Sale
The means by which we capture sales information for
each item sold through the tills in our stores, normally by
scanning the barcode on the product
EOY
End of Year
FSDU
Free Standing Display Unit
Global Expenses
The system used to claim expenses incurred whilst on
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Company business
GM
General Merchandise
HASAWA
Health and Safety at Work Act
The legislation that all businesses must adhere to in order
to create a safe environment for everyone
Hero Products
Key stock lines to be highlighted to customers as part of
till point conversations
HRA
Human Resources Advisor
HRBP
Human Resources Business Partner
IMASS
Occupational Health Provider
iNews
An intranet based system fed by the scanners that we use
for managing & processing all magazine delivery and
return claims
KOBO
WHSmith’s eBook & eReader partner
KPIs
Key Performance Indicators
Key measures on which the store and the Business is
assessed.
LAWW
Learning at Work Week
LFL
Like for Like
LPS
Loss Prevention Specialist
Member of the Regional Team who supports stores in
reducing shrink and other losses
ODC’s
Other Direct Costs
Overlay
Typically a 3 or 4 day promotion targeted at specific titles
e.g. ‘Top 20 Hardbacks’
Planogram or POG
Plan of how stock should be displayed for specific space
POS
Point of Sale
Refers to in-store posters, header cards, shelf strips etc
Privilege Card
A discount card given to customers at the till point which
can be redeemed numerous times during a set period
RDF
Retail Delivery Frequency
A forecasting tool to ensure the smooth phasing of
deliveries into store
RMS
Retek
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Merchandising System Central system that determines
range, buying and allocation of stock
SDC
Swindon Distribution Centre
SEL / SEP
Shelf edge labels / shelf edge pricing
SKU
Stock Keeping Unit
An item of stock represented by one or more barcodes
SOM
Store Operations Manager
TC’S
Trading Controller
Teradata
A reporting tool that allows you to retrieve current &
historic data held in RMS & RDF.
TPC
Till Point Conversation
VCO
Value Creating Opportunity
VIP
Values In Practice
VM
Visual Merchandising
Webi
Web Intelligence
Accessed via the Intranet and containing store sales, stock
and performance data
Webinars
A tool that enables a number of remote training
participants to ‘dial in’ to a training session via the
internet & telephone
WIGIG
“When Its Gone Its Gone” product
YTD
Year to Date
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