R&D Office Etiquette - version 3.0 FINALUpdated: July 2015
Review date: June 2016
Master File Location: S:\shared\R&D MGR\R&D\Staff Induction\Office Etiquette
Research & Development
Office Etiquette
Welcome to the Research and Development Directorate. The following ‘Office Etiquette’ has been compiled in the hope this will answer any general queries you may have with regards the department and how we wish our staff members to conduct themselves. However, should you have any queries please do not hesitate to speak with your Line Manager.
1. SECURITY
1.1. Trust Identity Security Badge - all staff are issued with a badge and this should be worn and visible at all times.
1.2. Access to CTBI – the CTBI is open between 7.30am – 6.30pm. For access outside the normal working hours please speak with Sophie Jackson.
1.3. When leaving your computer terminals please ensure to lock your screens (press Ctrl, Alt & delete simultaneously on your keyboard and select ‘Lock Computer’, or alternative hold down windows button on keyboard and press ‘L’).
1.4. Ensure all windows are closed and doors locked when leaving the office unattended.
1.5. Doors to the first floor stairwells are fitted with code locks and are to remain locked at all times. The code to the door can be obtained from the R&D Administration office.
1.6. When working late, please ensure to make the last person remaining aware you are leaving (please refer to DN46 Lone Worker Procedure for further information).
1.7. If you are required to organise and oversee a trial monitoring visit, please ensure Monitors/external visitors are not left unattended and not given access to the hospital network (specific IT access login for visitors is available). A designated office area has been set aside on the ground floor of the CTBI for monitoring visits and should be booked accordingly. If unavailable, arrangements should be made to book a Clinic Room on the ground floor and specific arrangements made with IT to allow temporary IT access for visitors.
2. SICKNESS
2.1. In the event of sickness staff are asked to telephone their Line Manager / R&D Manager as soon as possible on their first day of absence, and at the latest within two hours of the beginning of their shift. In the absence of their Line Manager/R&D Manager staff must speak with someone in the department; please do not email or leave answer phone messages.
Goher Ayman 01480 364886
Sarah Fielding 01480 364181
Vikki Hughes 01480 364821
Sophie Jackson 01480 364388
Chrissie Mills 01480 364144
Victoria Stoneman 01480 364823
2.2. In the event of a period of sickness and diarrhoea, staff should avoid returning to work for a period of 48 hours from the last event. Any member of staff who has more than one event in a 12 month period should be referred to Occupational Health for the cause to be investigated.
2.3. An unacceptable level of sickness absence from work will require the manager to review the sickness absence record with the individual. Examples of unacceptable levels of short-term sickness absence include: three separate periods of sickness absence in a consecutive period of three months or any recurrent pattern of sickness absence, such as repeated sickness absence before or after days off, adjacent to annual leave or Bank/Public holidays (please refer to DN109 Management of Sickness Absence Procedure).
3. HOLIDAY/PRIVATE APPOINTMENTS
3.1. Annual Leave – please ensure to book in advance. Leave requests given on short notice are only approved under exceptional circumstances. Please refrain from booking holidays, flights etc until your leave request has been authorised. We would ask employees to be considerate towards their fellow colleagues when booking annual leave especially during school holidays.
3.2. It is the individual’s responsibility to ensure suitable cover is identified for your post in the event of any period of absence.
3.3. Bank Holidays – staff are not expected to work Bank Holidays but should you choose to do so, please speak with your Line Manager to make necessary arrangements (please refer to DN46 Lone Worker Procedure for further information).
3.4. Working Outside Normal Hours – likewise, should you wish to work a weekend, please liaise with your Line Manager to make necessary arrangements (please refer to DN46 Lone Worker Procedure for further information).
3.5. Christmas Break – between Christmas and New Year the CTBI building is open for those members of staff who wish to work. If you are planning holiday during this period, please ensure work is covered and arrangements are in place for patient appointments. If providing Switchboard with a contact number for out of hours, please ensure you are available at the times stated.
3.6. Doctor/Dental Appointments – please arrange, where possible, appointments as close to the start or finish time of your shift or for a day when you are not working.
4. OFFICE CONDUCT
4.1. Punctuality – staff are expected to be punctual at all times for work and meetings. We appreciate sometimes matters are out of our control and in these instances we would ask staff to alert their Line Manager of any delay and take reasonable steps to make up their time.
4.2. Dress Code - all employees are expected to follow the Trust policy for dress code (please refer to DN257 Dress Code and Uniform Policy). Employees are individually responsible for their general presentation, appearance and personal hygiene.
4.3. Professionalism - please be respectful and courteous to fellow colleagues. Avoid talking across offices and be considerate when talking within communal areas (walls are very thin and conversations can easily be overheard). Please be conscious of the suitability of conversations and the volume at which you are speaking. Refrain from swearing at all times. Where possible, meetings/teleconferences should be held within designated meeting rooms to avoid unnecessary disruption to colleagues.
4.4. Telephone Manner – please answer telephones promptly and in a professional manner. Refrain from answering the telephone whilst eating and placing callers on hold for long periods of time. Ensure to return calls promptly. When taking telephone messages always ensure to take the caller’s name, contact telephone number and a brief message. When away from your desk please arrange for calls to be forwarded to voicemail which can be done via Switchboard.
4.5. Personal Calls – although not prohibited we would ask that calls be kept to a minimum and for emergencies only.
4.6. Email – avoid copying individuals into email correspondence unnecessarily. Only send to those relevant. Be conscious of email content and the nature of the email when forwarding i.e. is the content sensitive?
4.7. Internet – non-work-related use of internet is permitted during lunch breaks only.
4.8. Written Correspondence – all letters/emails should be written in a professional manner and in an appropriate tone.
4.9. Post - is collected from and delivered to the CTBI Reception three times per day by the hospital postal service. If working on the first floor, a postal tray for outgoing mail is located in the Administration office. Pigeon holes for incoming mail are located outside the Cardiology Research office. Staff are permitted to place personal outgoing mail items within the postal tray, but please ensure the correct postage has been added. The hospital does not offer a franking service for personal items. If you are passing the incoming postal tray located on the ground floor of the CTBI building, please be considerate to your fellow employees and collect/distribute post accordingly. In the interest of economy, please ensure to use second-hand envelopes for internal mail.
4.10. Overtime – additional hours should only be worked with Line Manager approval. Time owing should be taken within one month of accrual.
4.11. Air Conditioning – be respectful to colleagues and keep temperature to a desirable level of 21oC. Please ensure to switch off at the end of the day.
4.12. Smoking – we accept that some staff smoke and may wish to take cigarette breaks during the course of the day. These breaks are unpaid and staff are expected to make up their time. A designated smoking area can be located at the top of the hospital site adjacent to Occupational Health/Pathology. Smoking within the wood is prohibited.
4.13. Breakfast - staff are asked to refrain from having breakfast during work time. Should you wish to have breakfast prior to commencing your shift, please ensure to supply your own milk.
4.14. Lunch – all staff working 6 hours or more in a day are entitled to an unpaid break of at least 20 minutes. Unless agreed otherwise with your Line Manager, staff are expected to prepare, cook and consume their lunches during this time. Please also be considerate when preparing lunch – avoid smelly meals and be aware that other members of staff may wish to use the microwave. Please be considerate to those members of staff who wish to remain at their desks during their lunch breaks. Please be respectful of staff’s privacy and avoid unnecessary interruptions during this time.
5. GENERAL HOUSE KEEPING
5.1. Kitchen – please ensure work surfaces are kept clean; items placed within the microwave are covered and the dishwasher is stacked in a considerate manner. Crockery, cutlery and cups/glasses should be washed, dried and placed away or alternatively cleared of food debris and placed within the dishwasher. No items should be left in the sink, or on the work surfaces including draining board. Items placed within the refrigerator should be regularly checked to ensure in date and not left to go mouldy.
5.2. Dishwasher Rota - the department operates a dishwasher rota and all employees are expected to take their turn when applicable. If you notice the dishwasher tablets or rinse aid is running low please inform PA/Administrator to Senior R&D Manager.
5.3. Refreshments milk, tea, coffee and sugar are provided free of charge to the department and are collected daily. Should more milk be required during the course of the day then please complete a request form located on the front of the fridge and hand in to the canteen who will issue you with the milk. If you use the last of the tea, coffee or sugar please inform PA/Administrator to Senior R&D Manager.
5.4. Electrical Equipment - at the end of the day please try to ensure all electrical equipment is switched off at the wall socket.
5.5. Lights – please switch off before leaving the office unattended.
5.6. Use of Breakout/Meeting Rooms – Please leave the rooms as you would like to find them. Ensure to close all windows, switch off air conditioning and lights before leaving, remove any dirty cups and ensure coffee peculator (if used) is cleaned. Bookings for the breakout rooms and large meeting room can be made via S:\shared\R&D\Meeting Room & Clinic Bookings.
5.7. Clinic Rooms – these are bookable via S:\shared\R&D\Meeting Room & Clinic Bookings. Please ensure to leave the rooms clean, tidy and restocked after use. Also please ensure to empty all sharps bins (if used). Information on stock levels and details of how to order replacement stock can be found within the R&D Clinic Room folder for disposables and sundries located within the main Clinic Room. If you require assistance in reordering stock please refer to the stock codes and levels in the file and notify the R&D admin team.
6. CTBI Labs – again, please ensure to leave the labs clean and tidy.
7. Rubbish Bins/Cardboard Boxes – cleaners routinely empty all bins on a daily basis. If you are going to be away for a period of time and your office locked, please ensure to place your rubbish bin outside your office for emptying. All boxes should be broken down and the cleaner asked to dispose of accordingly.
I confirm that I have read and agree to abide by the above etiquette during my employment within the Research and Development Directorate.
Once signed, please copy and place one copy within Personal Training Folder and retain the other copy as a reminder
Name: Signature: Date:
Employee
Name: Signature: Date:
Line Manager
R&D Office Etiquette - version 3.0 FINALUpdated: July 2015
Review date: June 2016
Master File Location: S:\shared\R&D MGR\R&D\Staff Induction\Office Etiquette