Ellul Handbook Feb16

CARER'S
HANDBOOK
AND
CODE OF CONDUCT

If you have particular needs that make it difficult for you to read this
document, please contact on the HR Consultancy at admin@neahr.co.uk and
we will try to find a more suitable format for you.

CARER HANDBOOK AND CODE OF CONDUCT 1st Ed: February 2016

Introduction

Welcome to Nathan's Carer's Handbook. We hope that you enjoy working with us and that our
association will be long and mutually beneficial.

We recognise that the highest standard of care is reliant upon the skills and commitment of Carers
such as you in the delivery of high quality and person-centred care.

We as a family in support of your personal development and well-being are largely dependent upon
maintaining high levels of trust, respect and co-operation between all levels of staff. This Handbook
contains a working draft of information on the standards that must be maintained and a summary of
our policies and procedures for dealing with any issues that arise. The Handbook will be update as
and when required and a new copy will be sent out via email.

This Handbook and Code of Conduct is issued to all Carers as a reference document; the practice
information, summaries and guidance. It is essential that Carers also familiarise themselves with all
of our policies for which this Handbook and Code of Conduct has been developed. Please contact the
NeaHR Ltd at admin@neahr.co.uk if you do not have access to a copy of this handbook.

The Carer Handbook is designed to support an overview of policy and practice in a user-friendly
format. If there are any queries with the handbook, please discuss it with either Nathan's Parents or
Ms Nunoo; the contact details of which are listed below. Our lives within the household are in the
main governed by our Jewish faith and we our strict observance of our obligation to our faith. In
order to help you understand we have also provided a full list of Jewish holidays. We hope this will
help you to manage and understand our expectations in matters concerning Jewish holidays. If you
have any questions please ask.

For the purposes of this Handbook, please remember that ‘the Ellul Family’ takes the form of what
would normally be managerial responsibility, supported by the Care Manager and /or HR.

The index on the following page outlines each of the Handbook sections, sub-sections, the page
number of the required content, the policies and derived guidance.

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Table of Contents
Jewish Sabbath (Holy Day) ..................................................................................................................... 6
Jewish Holidays ...................................................................................................................................... 6
1. Our aims ..................................................................................................................................... 9
2. Privacy and Dignity in care ......................................................................................................... 9
Entering the home .................................................................................................................. 10
Dressing and Undressing ........................................................................................................ 10
Personal Hygiene, Shaving and oral hygiene .......................................................................... 11
Toilet and Continence Requirements ..................................................................................... 12
Eating and Meals .................................................................................................................... 12
Handling Personal Possessions ............................................................................................... 12
3. General Conduct Issues ............................................................................................................ 13
Smoking .................................................................................................................................. 13
Mobile Phones and Devices .................................................................................................... 13
Drugs and alcohol misuse ....................................................................................................... 14
Dress Code .............................................................................................................................. 15
Hygiene ................................................................................................................................... 15
Perfumes and body sprays ..................................................................................................... 16
Footwear ................................................................................................................................ 16
Computer Use ......................................................................................................................... 16
Equipment .............................................................................................................................. 16
Personal Use of Facilities ........................................................................................................ 16
Monitoring Usage ................................................................................................................... 17
Prohibited Use ........................................................................................................................ 17
Social Networking ................................................................................................................... 18
4. Autonomy and Independence .................................................................................................. 18
Financial Matters .................................................................................................................... 19
5. Equality and Diversity ............................................................................................................... 19
Bullying and Harassment ........................................................................................................ 21
6. Health and Safety ..................................................................................................................... 22
7. Infection Control ...................................................................................................................... 24
Hand Hygiene ......................................................................................................................... 24
Using an alcohol-based preparation ....................................................................................... 26
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Surgical hand wash ................................................................................................................. 26
Guidelines for Personal Protective Equipment (PPE) ............................................................. 27
Gloves ..................................................................................................................................... 27
Aprons .................................................................................................................................... 27
Facial protection ..................................................................................................................... 27
Guidelines for safe Food preparation, storage and disposal .................................................. 27
Food Preparation .................................................................................................................... 28
Storage .................................................................................................................................... 28
Disposal .................................................................................................................................. 29
Nutrition ................................................................................................................................. 29
Food Poisoning ....................................................................................................................... 29
Choice ..................................................................................................................................... 29
8. Moving and Handling ............................................................................................................... 29
9. Medication ............................................................................................................................... 30
Principles of safe and appropriate handling of medicines ...................................................... 30
Safe Administration ................................................................................................................ 31
10. Accidents and Emergencies ................................................................................................... 31
Safe Storage and Handling of Keys ......................................................................................... 31
Lost or Stolen Key ................................................................................................................... 31
11. Guidance for the safety of lone Carers .................................................................................. 34
12. Record Keeping ...................................................................................................................... 35
13. Confidentiality ........................................................................................................................ 36
14. Safeguarding .......................................................................................................................... 37
15. Whistle blowing ..................................................................................................................... 39
16. Supervision ............................................................................................................................. 40
17. Appraisals ............................................................................................................................... 40
18. Training .................................................................................................................................. 41
19. General Conditions of Employment ....................................................................................... 42
Engagement ............................................................................................................................ 42
Departure ............................................................................................................................... 42
Hours and Pay ......................................................................................................................... 43
Timesheets ............................................................................................................................. 43
Medical Examinations ............................................................................................................. 45
Medical Absence ..................................................................................................................... 45
20. Holidays, Sickness and other time off arrangements ............................................................. 46
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21. Absence through sickness, injury or medical appointments .................................................. 47
Sick leave ................................................................................................................................ 47
Incapacity or Injury Absence .................................................................................................. 47
Unsatisfactory Attendance ..................................................................................................... 48
Unpaid Leave .......................................................................................................................... 48
22. Long Term Sick Absence ......................................................................................................... 48
Sickness Payments (SSP) ......................................................................................................... 49
Qualifying Days ....................................................................................................................... 49
Time Off for Medical and Dental Appointments .................................................................... 49
23. Other leave or absence .......................................................................................................... 50
Bereavement Leave ................................................................................................................ 50
Care for Dependents ............................................................................................................... 50
Jury Service (and Payment) .................................................................................................... 50
Public or Statutory Duties ....................................................................................................... 50
24. Family friendly policies and procedures ................................................................................. 51
Maternity Leave ...................................................................................................................... 51
Parental Leave ........................................................................................................................ 52
25. Disciplinary and Grievance ..................................................................................................... 53
Misconduct and Gross Misconduct ........................................................................................ 53
Disciplinary procedure ............................................................................................................ 54
Grievance Procedure .............................................................................................................. 56
Information relating to all the steps of the procedure ........................................................... 57
26. Data Protection ...................................................................................................................... 57
Appendices: Accident, Incident, Near Miss Report Form.....................................................................60
Appraisal and supervision forms...still to come.....

Essential Contacts
PARENTS
Ian Ellul family.ellul@gmail.com
Suzanne Ellul 07974 356657
CARER'S TEAM MOBILE 07850 767516
CASE MANAGER enableot@icloud.com
Paula Bishton 07903604130
admin@neahr.co.uk
HUMAN RESOURCES
07508813700
NeaHR Ltd
Alperton House

5th Floor, Bridgewater Road, Wembley,
Contact: Araba Nunoo
Middlesex, HA0 1EH
Payroll: payroll@neahr.co.uk
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Jewish Sabbath (Holy Day)
In accordance with the Jewish calendar, the Sabbath begins on Friday evening at sunset and ends on
Saturday night with the appearance of three stars. Friday night is a time for a special meal and set
the table for that special meal and time together. Our house applies strict observance to this time
and would therefore also expect Carers on duty to be mindful of this important weekly practise.
Jewish Holidays
All holidays begin at sundown on the evening before the actual holiday date (each year has different
dates) specified in the tables below. For example, if the dates for Rosh Hashana were listed as Sep
14-15, then the holiday begins at sundown on Sep 13 and ends at nightfall on Sep 15.
MAJOR HOLIDAYS
Holidays in bold are Yom tov, so they have similar obligations and restrictions to Shabbat in the
sense that normal "work" is forbidden.
Holiday Description
Rosh Hashana The Jewish New Year
Yom Kippur Day of Atonement
Sukkot Feast of Tabernacles
Shmini Atzeret Eighth Day of Assembly
Simchat Torah Day of Celebrating the Torah
Chanukah The Jewish festival of rededication, also known as the Festival of Lights
Purim is one of the most joyous and fun holidays on the Jewish
Purim
calendar

Pesach Passover, the Feast of Unleavened Bread
Festival of Weeks, commemorates the giving of the Torah at Mount

Shavuot
Sinai

The Ninth of Av, fast commemorating the destruction of the two

Tish'a B'Av
Temples

MINOR HOLIDAYS
Holiday Description
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Tu BiShvat New Year for Trees
Purim Katan Minor Purim celebration during Adar I on leap years
Shushan Purim Purim celebrated in Jerusalem and walled cities
Days of the Omer 7 weeks from the second night of Pesach to the day before Shavuot
Pesach Sheni Second Passover, one month after Passover
Lag B'Omer 33rd day of counting the Omer
Leil Selichot Prayers for forgiveness in preparation for the High Holidays
Tu B'Av Jewish holiday of love, similar to Valentine's Day
MINOR FASTS
Holiday Description
Fast of the Seventh Month, commemorates the assassination of the

Tzom Gedaliah
Jewish governor of Judah

Asara B'Tevet Fast commemorating the siege of Jerusalem
Ta'anit Esther Fast of Esther
Ta'anit Bechorot Fast of the First Born
Fast commemorating breaching of the walls of Jerusalem before the

Tzom Tammuz
destruction of the Second Temple

MODERN HOLIDAYS
Holiday Description
Yom HaShoah Holocaust Memorial Day
Yom HaZikaron Israeli Memorial Day
Yom HaAtzma'ut Israeli Independence Day
Yom Yerushalayim Jerusalem Day
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Sigd Ethiopian Jewish holiday occurring 50 days after Yom Kippur
SPECIAL SHABBATOT
Holiday Description
Shabbat that falls between Rosh Hashanah and Yom Kippur (Shabbat
Shabbat Shuva
of Returning)

Shabbat Shekalim Shabbat before Rosh Chodesh Adar
Shabbat Zachor Shabbat before Purim
Shabbat Parah Shabbat of the Red Heifer
Shabbat HaChodesh Shabbat before Rosh Chodesh Nissan
Shabbat HaGadol Shabbat before Pesach
Shabbat Chazon Shabbat before Tish'a B'Av (Shabbat of Prophecy/Shabbat of Vision)
Shabbat Nachamu Shabbat after Tish'a B'Av (Shabbat of Consolation)
Shabbat Rosh Chodesh When Shabbat falls on Rosh Chodesh
Shabbat Machar
When Shabbat falls the day before Rosh Chodesh
Chodesh
ROSH CHODESH
Holiday Description
Rosh Chodesh Cheshvan Beginning of new Hebrew month of Cheshvan
Rosh Chodesh Kislev Beginning of new Hebrew month of Kislev
Rosh Chodesh Tevet Beginning of new Hebrew month of Tevet
Rosh Chodesh Sh'vat Beginning of new Hebrew month of Sh'vat
Rosh Chodesh Adar Beginning of new Hebrew month of Adar
Rosh Chodesh Adar II Beginning of new Hebrew month of Adar II (on leap years)
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Rosh Chodesh Nisan Beginning of new Hebrew month of Nisan
Rosh Chodesh Iyyar Beginning of new Hebrew month of Iyyar
Rosh Chodesh Sivan Beginning of new Hebrew month of Sivan
Rosh Chodesh Tamuz Beginning of new Hebrew month of Tamuz
Rosh Chodesh Av Beginning of new Hebrew month of Av
Rosh Chodesh Elul Beginning of new Hebrew month of Elul
1. Our aims
Our overall aims are:
Ø to provide a holistic and person centred case management service tailored to meet the needs of
Nathan and his family or representatives
Ø to promote the values of choice, independence, respect and dignity in all aspects of
assessment, case management and care provision
Ø to attain standards of excellence in the provision of personal care, social activity support and
associated domestic care to Nathan in their home environment, or environment of their choice
Ø to provide services of the highest quality to Nathan to sustain and improve his quality of life
Ø to uphold our values of respecting diversity in all the family home through practice and
communication

It is hoped that our handbook will help all team members work towards our aims in the pursuit of
high quality and person centred care.

2. Privacy and Dignity in care

The aim of this policy is to provide Carers with guidance and procedures to ensure privacy and
dignity are maintained and respected in all aspects of personal care and support.

This policy applies to the care of Nathan who requires clinical support and personal care. The way in
which intimate and personal care is delivered is a key area to a person’s self-image and respect.
Health and social care interventions often include intimate aspects of care and support. It is vital
that the care is delivered in a sensitive and respectful manner to promote privacy and dignity and
safeguard against misinterpretation and allegation.

Nathan has the right to:
Ø be treated as an individual
Ø be treated courteously with care and consideration at all times
Ø know who is looking after him

Personal care and support must be provided in a way that maintains and respects Nathan's lifestyle
as well as his privacy, modesty and dignity at all times; with particular regard to assisting with:
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Ø entering the home, room, bathroom or toilet
Ø dressing and undressing
Ø bathing, washing, shaving, and oral hygiene
Ø toilet and continence requirements
Ø medication requirements and other health related activities
Ø manual handling
Ø eating and meals
Ø handling personal possessions & documents

Entering the home

All Carers must be sensitive and respectful as to how they enter Nathans’ home. The method of
access will have been agreed in Nathan’s care plan or documented within his communication book
e.g. which external door to use, using a key safe, ringing the doorbell.

Although the time of entry has already been agreed with Nathan’s family, the Carer must be aware
that this is Nathan’s home and the home should be entered in a respectful manner. The Ellul Family

The same level of respect must be applied when entering any room where Nathan or a family
member may be, by knocking on the door. The Carer must always knock unless Nathan’s parents or
family has indicated they do not wish this to happen.

Carers must not assume that because Nathan may be unable to make a verbal response to the knock
that this does not need to happen. Knocking on the door gives a message to Nathan that someone is
about to enter. This helps to prepare him for the Carer’s entry into the room. Nathan should not be
startled by the entry of the Carer.

When Nathan is in the bathroom, toilet or in a position where continence management is being
performed there must be particular attention to maintaining Nathan's privacy, modesty and dignity.
Even though the Carer may have formed a trusting relationship with him, always be aware that due
to his condition he is particularly sensitive to loud noises, sudden appearances of people or objects
will startle him and he will always be vulnerable in this way. Carers must communicate in a
respectful manner, telling Nathan what they are planning on doing prior to doing so for each part of
the procedure, closing doors and curtains and handling clothing appropriately. Even though Nathan
is not able to overtly communicate verbally he is able to understand and therefore it could be
considered impolite to not be told what is planned or what is be happening. Due to his double vision
he will have difficulty focusing on what he is seeing and therefore it will also help him recognise
what is occurring.

Dressing and Undressing

Privacy and dignity must be respected at all times. Mr and Mrs Ellul's choice of how Nathan is
presented in regard to his clothes and appearance should always be respected. Care and attention
with hair and clothes, is important to his family. Their choices are influenced by culture, lifestyle or
religion.

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Clothing should always be handled by the Carer with respect i.e. clothing should not be thrown to
the floor but placed in a laundry basket or hung up dependent on what has been requested by Mr or
Mrs Ellul . The Carer may alert the Elluls if clothing is seriously soiled or damaged so an informed
choice can be made.

The Carer must conduct the procedures in a sensitive manner being aware that Nathan may be
embarrassed at receiving this type of assistance. Avert your gaze whenever your help is not directly
needed.

When supporting with dressing and undressing, the Carer must always check they are doing this in
the way his parents would like it to be done.

Personal Hygiene, Shaving and oral hygiene

Nathan is dependent on his carers and family for all of his care and needs. The Carer must be
respectful of how this is to be delivered. For example, his care plan may state that Nathan will have a
shower every day, but Nathan’s parents may choose a bath for him instead. Nathan’s lifestyle is
influenced by his religion and must be respected. .

The Carer must give Nathan as much privacy as possible when supporting with bathing and washing
and ensure they follow directions provided by his parents. This can be found in the care plan. When
bathing:
Ø the Carer must check that they know how to use any equipment and have had moving and
handling training.
Ø the Carer must ensure that the bathroom is warm and as comfortable as possible. Please be
aware that if there is a lot of steam that it will impede his uptake of oxygen and that the
bath should be delayed until most of the steam has subsided.
Ø Nathan must not be lifted, but hoisted according to the moving and handling risk
assessment and plan.
Ø the temperature must be checked before lowering Nathan into it (using a bare elbow).
Ø the Carer spends some time guiding Nathan's hands to wash and rinse his tummy, arms and
legs. Tell him what he is doing as he does this so he is able to develop an idea of body image.
Ø the Carer must note any signs of illness or injury and report any concerns to the team
leader/case manager/registered manager.
Ø the Carer must ensure that skin is dried thoroughly but carefully, especially between the
toes, underarms, groin and any folds of skin. Please ensure any red areas, broken skin or
bruising is brought to the attention of either of his parents and written in the
Communications Book.
Ø the Carer must ensure that the bathroom is cleaned and dried after use as talcum powder or
water on the floor can be dangerous. Health and Safety is paramount in this area.

For hair washing, the Carer must review the care plan and speak to his parents to find out the best
way to wash Nathan's hair:
Ø the Carer should first check the temperature of the water and then carefully try it on their
inner forearm before using it on Nathan.
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Ø the Carer should be mindful that a person’s head can be very sensitive. Some people like
their heads to be touched, whilst others have very sensitive or painful feelings.
Ø the Carer should always be gentle in their approach to Nathan as he startles easily.
Ø the Carer should be aware of non-verbal cues as Nathan will indicate very quickly whether
he is comfortable or not.

Once support with shaving is part of his care plan, the Carer must only use a safety razor and ensure
the blade is not rusty or old. The Carer should use firm, gentle movements with the razor and dry
the area gently with any lotions of Nathan’s choice. Independence should be encouraged, and his
hand could be guided to shave himself with an electric razor when that time comes. In these tasks
Nathan should never be left alone.

Nathan's routine and method for cleaning his teeth and oral health is indicated in the care plan and
detailed instructions can be gained from either of his parents. The time of day he likes to brush his
teeth, what method is used and where this is to take place is essential knowledge in keeping up the
routine. Nathan might be able to brush his own teeth with an electric tooth brush with hand over
hand support or the Carer may need to do this for him. The Carer must be gentle and ensure that
the toothbrush is not put too far into the mouth.

Procedures must be carried out:
Ø according to Nathan’s or his parents' choice
Ø in a safe manner, not causing harm to Nathan
Ø at the time Nathan chooses to keep up with the routine
Ø using the Nathan’s toiletries and equipment
Ø protecting Nathan’s modesty and dignity

Toilet and Continence Requirements

Bowel and bladder management is a crucial part of Nathan’s care plan. As with all personal care
activities, support must be delivered with sensitivity, respect and dignity. Nathan’s care plan and
support arrangements are tailored to his individual needs. The Carer should ensure they understand
Nathan’s care; bowel and bladder management needs and ensure that the way they deliver care and
support in this area is acceptable to Nathan and his parents.

Eating and Meals

Nathan requires support with eating and drinking which is part of his care plan. All meal preparation,
cooking and eating whilst meeting Nathan's needs is conducted under strict Jewish Orthodox rules
and customs. The Carer must also refer to his care plan and any additional guidelines relating to
eating and swallowing. All preparation and cooking of meals are done by Mrs Ellul or a close relative.
Carers must not prepare any meals within the kitchens without express prior arrangement and
agreement with the Ellul Family.

Handling Personal Possessions

All Carer’s must behave in a respectful manner towards Nathan and his family’s possessions.

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There may be items within Nathan’s home that may appear to have no significance to the Carer but
may have personal value to Nathan and/or his family. At all times the Carer must seek consent from
a member of Nathan’s family before disposing of any possessions. This does not include clinical
waste.

If a Carer damages or breaks a possession belonging to Nathan and/or his family, the following
procedure must take place:
Ø report the incident to Nathan’ parent/or responsible family member
Ø report to team leader or case manager/HR
Ø complete an entry into the Incident Reporting Book
Ø the case manager/HR will then investigate the incident within 7 working days.

If the Carer notices that an item has become worn out, the following must take place:
Ø report to Nathan’s parent /or responsible family member
Ø report to the team leader or case manager/HR
Ø document in the Communication Book
Ø depending on the circumstances it may be necessary for the carer to pay for any damage or
loss
Ø if a contractor or repair service is required then the Carer must discuss this with Nathan’s
parents prior to making contact with the particular service provider.

3. General Conduct Issues

Smoking
Smoking will not be allowed in the family home. The work place is defined as: in the presence of the
Ellul Family or any member of the Ellul Family or member of Carer and includes all associated
vehicles, buildings and gardens. Any Carer who fails to comply with this policy may be subject to
disciplinary action.

Mobile Phones and Devices

Whilst it is recognised that the majority of people now carry a personal mobile telephone or device,
and that they can play an important role in an emergency situation, their use for personal
communications in the home is inappropriate.

The Ellul Family have provided a Team Mobile phone which must be used to contact the Ellul Family
during the course of their working hours for the purpose of:
Ø texting them regarding absence or sickness from work
Ø texting them on any work related issue
Ø all carers are responsible for the ensuring that the phone is charged and taken with them
when leaving the house with Nathan.

The Team Mobile phone may be carried during working hours in case of an emergency, with the
ring tone switched to low volume or off. If the ring tone is switched to off, make sure the ‘Vibration’
mode is activated. The use of a personal mobile telephone during working hours for any purpose
must have prior authorisation from Nathan's parents the Ellul Family.
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The Team Mobile phone (or any other phone including personal mobiles) must not be used during
working hours for:
Ø taking photographs or video of Nathan, the Ellul Family or the home or work place or whilst
outside the Ellul Family home or any location without express permission of his parents or
responsible family member
Ø sending or receiving text messages
Ø making or receiving personal telephone calls

the Ellul Family the Ellul Family Ellul FamilyAny Carer who fails to comply with this policy may be
subject to disciplinary action unless prior agreement and arrangements regarding the above have
been made.

Drugs and alcohol misuse

The presence or consumption of alcohol in the home workplace is not appropriate. Not only can a
small amount affect an individual’s health but it may also compromise their safety and the safety of
others. You should not put yourself in a position whereby you are or may still be under the influence
of alcohol due to activities of the previous day or night. Nathan requires care of the highest
standard, over indulgence or the effect of being under or recovering from the influence of alcohol
can have side effects that will impede the Carer’s ability and performance. You must always ensure
that you are fit and suitably cognisant to be able to concentrate and be alert for changes in Nathan
while you work. Nathan's health can change very quickly and therefore all Carers will need to be
highly alert throughout their shifts.

Common side effects of drug or alcohol misuse can include:
Ø loss of body co-ordination
Ø loss of concentration
Ø confusion and forgetfulness
Ø slow reaction times

Carers are not permitted to possess, distribute or consume non-prescribed drugs or alcohol when
they are on duty.

Carers must not be under the influence of alcohol or non-prescribed drugs whilst at work.

If a Carer is taking medication that may impair their reactions or the ability to perform their duties
they should inform the Ellul Family/ team leader or case manager immediately. They should also
complete make a note in the communication book on each shift that they are taking medication that
would impede their reactions / concentration so the carer that follows their shift can ensure all has
been done correctly.

If any Carer attends work whilst appearing to be under the influence of drink or non-prescribed
drugs, which may pose a health & safety risk to either themselves or others, they will be sent home
immediately. A decision will be made as to whether their time on shift will then be paid at the Ellul
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Family discretion. The Carer should not drive and should arrange suitable transport or return home
on public transport.

Carers who have an alcohol-related and/ or drug-related problem are encouraged to seek assistance
from their doctor in the first instance, and must be prepared to follow advice and/or pursue
appropriate treatment.

In the event that a Carer is diagnosed as having a problem, the Ellul Family will treat it as a health
matter, constructively and sympathetically. Where possible, reasonable effort will be made to hold
open the position until the Carer is fit to return. If work performance does not return to an
acceptable standard continuation of employment may be jeopardised.

The Ellul Family reserves the right to request mandatory random drug and/or alcohol testing. In
such cases the Carer is not obligated to participate or consent. Refusal could however, result in
disciplinary action being taken depending on the circumstances that made it necessary to impose
such a request. Such instances will be dealt with on a case-by-case basis.

A breach of these rules will result in disciplinary action being taken against the individual. We also
retain the right to summarily dismiss on the grounds of gross misconduct.

Dress Code
Please dress modestly. The Orthodox Jewish culture and tradition places more emphases on the soul
inside the person rather than the physical features that are external. Women of this faith and way of
life do not wear clothing that is bright or tight fitting. Their sleeves cover the elbows and their skirts
cover the knees.

Carers must wear suitable modest clothing for their duties. Loose trousers that allow squatting,
kneeling and crawling with the freedom to move and handle Nathan to and from the floor, and aid
with his physiotherapy routine are essential. Please do not wear very tight trousers, jeans or
leggings, as they are not acceptable within the religious culture of the Ellul Family. Tops must be long
enough to cover the midriff and back, even when bending of stretching. Please ensure a modest
neckline with no underwear or tattoos showing, as we need to ensure the Ellul family as well as their
visitors are not made uncomfortable by what is worn by Nathan's Carers.

In order to ensure moving and handling is safe and secure please wear flat sensible shoes. Long hair
should be tied back and nails kept short and clean. Carers must not wear jewellery or watches that
may scratch or catch onto Nathan's equipment as it may cause harm if caught while he is being
moved.

Hygiene
All Carers need to ensure they and their clothes are clean when starting work. Nathan's disability
places him at high risk of chest infections and therefore good hygiene of his carers is essential.

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Perfumes and body sprays
Please refrain from using strong perfumes and body sprays when working. Nathan is sensitive to the
smells and chemicals that cause him discomfort and this could trigger more epileptic fits.
Footwear
Sensible footwear should be worn during the course of the working day and whilst on duty. Flat
shoes should ideally be worn, with non-slip soles.
Computer Use
The majority of computers and telephones used within Nathans home and the Carers places of work
belong to the Ellul family. The provision of telephone and computer facilities is not a contractual
entitlement or benefit and the Ellul Family reserves the right to act on behalf of Nathan to establish
the best possible outcome for any misuse of their/his equipment.

This policy applies to all Carers using computers or telephones within working hours, whether or not
from the place of work.

We will treat seriously any actual, attempted or suspected infringement of this policy. We may
implement the disciplinary procedure, the outcome of which may be dismissal in serious cases, and
we may take legal action on behalf of Nathan against anyone acting, or attempting to act, in
contravention of this policy. We reserve the right to involve the police should we, and/or the
business insurers, consider this appropriate.

Equipment
Changes should not be made to either the hardware or software configuration of any personal
computer ("PC") that the Carer may be required to use within their working day without prior
consent from the Ellul Family. Any abuse, or attempted abuse, of PC or telephone equipment will
contravene this policy. Care should be taken to ensure that the condition of the equipment is
maintained and any faults reported immediately. The Carer must report any loss or damage of
equipment to the Ellul Family immediately.

Personal Use of Facilities

Personal use of e-mail and personal telephone calls whilst on duty are prohibited. We regard
personal usage of Nathan’s facilities as misuse of the equipment and may interfere with the care and
support required for Nathan.

In an emergency only, Carers may respond to personal calls or text messages. All personal mobile
phones should be kept on silent (vibration mode is acceptable) whilst at work. Carers must not use a
mobile phone whilst driving. We will not be responsible for any fines incurred if mobile phones are
misused in this way. Personal phones and/or mobile devices must not be used to take photographs
or video footage of Nathan, his family, the home/workplace, or when working outside of the home.

Carers may not use the facilities for the pursuit of personal or private commercial business activities
or profit making ventures. This would amount to a serious breach of this policy and is likely to
amount to gross misconduct. In addition, we may take legal action against the Carer, if appropriate.

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Monitoring Usage
We reserve the right to monitor all communications for the following purposes:
Ø to detect unauthorised use of systems
Ø to establish whether the communication has any relevance to Nathan’s needs
Ø to maintain network security
Ø to provide evidence of business transactions
Ø to ensure that the Ellul Family Ellul’s policies and procedures are adhered to, the most
important of which is confidentiality
Ø for training or monitoring standards of service
Ø to access communications when you are on holiday or otherwise unavailable

To achieve those purposes we may monitor, read, copy, delete or retrieve any such communications
only as far as is necessary for the purposes identified. Where possible we will endeavour to avoid
accessing the content of clearly personal communications.

Prohibited Use
Prohibited materials include communications that contain:
Ø racist, sexist or other discriminatory language
Ø offensive, indecent or obscene language or images
Ø untrue or malicious statements
Ø any material that is in breach of copyright
Ø any defamatory statements
Ø anything that the transmission of which may constitute a criminal offence

The communication (including sending a text message from the provided or personal mobile
telephones), downloading, saving or printing of prohibited materials using Nathan’s
telecommunications or computer facilities will not be tolerated and may lead to disciplinary action.
Serious beaches of this restriction will constitute gross misconduct and the disciplinary procedure
will be engaged.

In addition Carers may not distribute, knowingly receive, request, harass, seek sexually explicit,
threatening, or illegal information via telecommunications (including mobile telephones) or
computer facilities. This includes offensive jokes and cartoons as well as the dissemination of such
materials in any electronic, verbal and/or printed form. In the event that the Carer does receive any
such materials or any other prohibited materials they should be deleted immediately and must not
be further distributed (forwarded) and this must be reported immediately.

Gaining access to Nathan's or another Carer's e-mail without consent is a disciplinary matter. At all
times we will have full access to the system and users should be aware that deleted emails will
remain held on the system for some time and will be accessible from backup if required for
investigation of suspicions of systems abuse or other matters.

Carers may not download or use material from the Internet or elsewhere in violation of software
licences or the copyright, trademark or patent laws. Carers may not install or use any software
obtained over the Internet without prior written permission.
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Social Networking
Nathan’s right to confidentiality, privacy and dignity in care also applies to any reference to Nathan
or Nathan’s home as a place of work in any public domain. Due to the increase in social networking
sites such as Face book and Twitter, the Carer must be particularly sensitive to potential breaches of
confidentiality via references to their work on social networking sites. No references should be made
to Nathan or work situations on such sites in order to respect the confidentiality of Nathan and his
family.

Carers are advised to think very carefully before accepting Nathan's family members as ‘friends’ on
Face book or any other social networking sites due to the potential for blurring of boundaries and
the opening of access to Carer personal information.

4. Autonomy and Independence

The aim of this policy is that Nathan’s relatives or representatives know that they will be supported
and encouraged in making their own decisions to control their own lives. It is hoped that with use of
eye gaze, Nathan's ability to communicate his needs will gradually increase to the extent he will be
able to answer 'yes' or 'no' to questions. Until that time the Carers will ask him and let him know
what is planned for him and them prior to the activity. Nathan is aware of what is happening to him
even though he cannot communicate and by updating him on your movements and actions and
plans will demonstrate respect. This will provide him with an opportunity where he is given a choice
when he can learn that he does have a choice and can express this with the assistance of the Speech
and Language Therapist.

Dictionary definitions of autonomy include: 'the power of self-direction’ and 'the ability to make
independent choices’. The Care Services Improvement Partnership (2008) states that, “Autonomy is
about having control and choice over one's life…. The Carer providing personal care should never
make the mistake of assuming that because they know the individual well, they always know what
their preferences will be. Choosing what to wear, what to eat or drink or where to spend their time
are all examples of how people can retain autonomy over key aspects of their daily lives, even when
they have complex needs and require a high level of support”.

Independence does not necessarily mean being able to complete all tasks or activities by oneself.
Independence can be seen as the ability to determine how, where and when people with disabilities
are supported with required tasks.

Positive risk taking can be an important element in quality of life and the promotion of choice,
independence and autonomy. There is a complex balance to be managed between supporting
Nathans’ rights to self-determination and autonomy (including risk taking) on one hand and the
need to safeguard Nathan from foreseeable harm, neglect and abuse on the other. The Policy aims
to support this balance in practice; to ensure the risk of accidents and harm to Nathan's Carer is
minimised whilst respecting Nathan’s right to take risks as a positive choice and expression of
autonomy. Carers must ensure they read this policy in conjunction with the policy on Autonomy and
Independence.

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Financial Matters
This policy aims to clarify the level of support Nathan needs to achieve an optimum level of
independence that allows his parents/guardians to make informed choices and decisions in all areas
of his life, including where possible, the independence to manage his financial affairs. The care plans
will record the level of support required to enable Nathan’s parents/guardians to manage his
finances and any agreed limitations on this. This will be subject to regular review.

At this time, Nathan is not able to make informed decisions and the Court of Protection for
Safeguarding holds his finances. Solicitor, Mr David Wedgwood, makes financial decisions on his
behalf.

The Ellul family will provide the required support to ensure that Nathan, where possible, is able to
store his money and valuables in a safe place in the home or elsewhere

We recognise the potential for misunderstandings arising in a work situation regarding Nathans’
finances. To minimise this risk, and in the interests of all concerned, it is policy that:
Ø Carers and their family members, should never become involved in the making of Nathan's
will
Ø Carers, and/or their family members should not enter into any personal financial
transactions with a Nathan, e.g. borrowing or lending money, selling goods or services to the
user
Ø Carers and/or their family members should not accept gifts (monetary or material) other
than small token presents such as those given on a birthday. The Carer must report all gifts
to their manager who should note it on their personal file
Ø Carers and/or their family members, should not accept articles (furniture, ornaments,
jewellery, linen etc.) from Nathans’ family home nor sell or dispose of goods belonging to
Nathan and his family
Ø Carers should not make personal use of Nathan’s property, e.g. telephone. The Carer should
not help themselves to tea of coffee, unless invited to do so by Nathan or family member.
Ø Carers should not use loyalty cards except those belonging to Nathan when supporting with
purchases
Ø Carers should not involve Nathan in gambling syndicates
Ø Carers should not incur a liability on behalf of a Nathan
Ø Carers should not take responsibility for looking after any valuable, with exception of the
Team Mobile on behalf of Nathan
Ø Carers should not take any unauthorised person (including children) or pets into Nathan’s
home without the permission of the Ellul Family, their relatives or representative and the
manager of the service

Carers must ensure they have read the full Autonomy and Independence Policy and be aware of the
safeguarding issues.

5. Equality and Diversity

The Ellul family’s policy on Equality and Diversity sets out the standards to be achieved by The Ellul
family in relation to providing people with equality of opportunity and valuing people as individuals
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who have diverse experiences, backgrounds and beliefs. The Equality and Diversity policy also
incorporates The Ellul family’s procedure for the prevention of bullying and harassment.

Diversity is about creating a care culture that seeks, respects, and values difference. This includes
visible differences such as gender, ethnicity and some disabilities, and others that are not necessarily
evident immediately. These differences include sexual orientation, nationality and even personality
– all of the things that when added together make each person unique. Diversity is about everyone.
It is the about the way we relate to each other, to Nathans, colleagues, families, and other
professionals.

The Ellul family aims to create a culture in all its operations that respects and values each other’s’
differences, promotes dignity, equality and diversity, and that encourages individuals to develop and
maximise their true potential.

The Ellul family will challenge discrimination wherever this is identified in any aspect of the
organisation’s practices, e.g. care assessment and planning, stakeholder communication or
recruitment practice. All forms of discrimination are unacceptable, regardless of whether there was
any intention to discriminate or not. All professionals involved in a Nathan’s package must draw to
the attention of their line manager any suspected discriminatory acts or practices or cases of
bullying or harassment.

Person centred and sensitive services are key to ensure the provision of responsive services which
value Nathans’ privacy, dignity and diverse needs. Services must be sensitive and responsive to the
race, culture, religion, language, age, disability, gender and sexual orientation of people receiving
care and support, and their relatives and representatives. This sensitivity and respect of the
individual must also be applied in all communications with Nathans, families, professionals, solicitors
and other stakeholders. Equality, diversity and rights issues must be considered across all case
management practice.

It is the policy of the Ellul family to provide applicants with equal access to jobs, regardless of their
sex, race, colour, nationality, ethnic origin, marital status, family responsibilities, disability, age,
political beliefs or sexual orientation. Selection criteria and procedures will be frequently reviewed
to ensure individuals are selected, promoted and treated on the basis of their relevant merits and
abilities. All Carers must be given equal opportunity and, where appropriate, training to progress. All
Carers must be given support in order for them to receive the maximum possible benefit from the
professional development process.

The Ellul family aims to develop a working environment that will enable disabled persons with
appropriate skills and qualifications to seek and maintain employment with the Ellul family and to
offer terms and conditions of service, which reflect that. To that end we will:
Ø provide equal opportunities and access for disabled persons in recruitment, education,
training, promotion, transfer and terms and conditions of employment;
Ø ensure that where practicable disabled people are given support and are provided with
equipment and facilities to enable them to carry out their duties;
Ø ensure that we meet the special needs that arise at work for disabled Carers;
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Ø make reasonable adjustments to working arrangements or physical features of premises
where they cause disadvantage for a disabled person;
Ø provide a safe working environment for disabled Carers;
Ø provide equal access to training and development opportunities to all disabled Carers;
Ø review the duties and working conditions of disabled Carers on request. If a disabled Carer is
unable to continue carrying out existing duties we will try to find suitable alternative
employment, with retraining being provided if necessary and within reason;
Ø ensure that applications, shortlists and interviews do not discriminate against disabled
people. Special arrangements for interviews and the way they are carried out will be made
as appropriate

We aim to treat all of our Carers in a fair and consistent manner, promoting good long term working
relationships and encouraging high standards of conduct and work performance. We aim to provide
a healthy workplace, free from risk, together with fair rewards and conditions of employment.

In return, we expect you to maintain certain standards of conduct, reliability, competence and
efficiency. We ask that you conduct yourself in a manner that upholds our interests and reputation.
In particular, as a minimum we require that you:
Ø are courteous to Nathan, his visitors, therapists and all those who work with him or the Ellul
Family;
Ø fully observe these policies and procedures;
Ø arrive for work on time in a fit state ready and capable to carry out your daily duties;
Ø devote your time, attention and abilities during your working hours to our business;
Ø carry out your duties to our high standards as Nathan's life depends on it; and
Ø treat Nathan's equipment and the Ellul Family's property with care

Bullying and Harassment

Harassment and bullying pollute the working environment and can have a devastating effect on the
health, confidence, morale and performance of those affected by them. They may also have a
damaging effect on other Carers who are not themselves the object of unwanted behaviour but who
are witness to it or have knowledge of the behaviour. All Carers are entitled to a working
environment that respects their personal dignity, free from objectionable conduct. Harassment and
bullying if proved are disciplinary offences and incidents will be treated as gross misconduct under
the disciplinary procedure.

Bullying or harassment may take many forms but the essential characteristic is that it is unwanted by
the recipient and that the recipient finds the conduct offensive or unacceptable. Conduct is
considered bullying or harassment if it continues even after it has been made clear that the recipient
regards the behaviour as offensive. A single incident or act may amount to harassment if sufficiently
serious. It is the unwanted nature of the conduct, which distinguishes the bullying or harassment
from friendly behaviour, which is welcome and mutual.

Whilst not an exhaustive list, bullying & harassment can be based on:
Ø race, ethnic origin, nationality or skin colour
Ø gender or sexual orientation
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Ø power or hierarchy
Ø willingness to challenge harassment (leading to victimisation)
Ø membership, or non-membership of a trade union
Ø disabilities, sensory impairments or learning difficulties
Ø age
Ø possible links to AIDS/HIV
Ø status as an ex-offender
Ø health
Ø physical characteristics
Ø religion or belief

Bullying and harassment may therefore be defined as unwanted conduct, on the grounds of gender,
disability, age, sexual orientation, race, nationality, ethnic origin, religious or philosophical belief,
which has the purpose or effect of violating the dignity of the person at whom it is aimed or creating
an intimidator, hostile, degrading, humiliating or offensive environment for that person.

Examples of harassment or bullying might also include ageist, sexual or racial banter; the display of
material with ageist, sexual or racial overtones (even if not directed at the complainant); sarcastic
personal remarks about colleagues, especially those reporting to you; over-demanding
requirements.

6. Health and Safety

The Ellul family operates on the principle that health and safety has equal status with any other
quality or business objective. The Ellul family strongly believes that a safe working environment
contributes to good health and welfare of both Nathan and his Carers. The Health and Safety Policy,
together with safe operating procedures, will help to achieve the desired standards of safety.

It is the policy of The Ellul family to comply with the terms of the Health and Safety at Work Act 1974
and the Management of Health and Safety at Work Regulations 1999 and subsequent legislation, in
order to provide and maintain a healthy and safe environment for Nathan's Carers and visitors. It is
the duty of the registered persons, so far as is reasonably practicable:
Ø to ensure that the health and safety requirements and standards laid down by the Ellul
family are met;
Ø to ensure that all the Ellul family health and safety documentation complies with legal
requirements, and to monitor safety documentation and policies;
Ø to review all significant case manager’s reports or incident reports on health and safety
including those concerning accidents and reportable incidents;
Ø to co-ordinate all accident and incident reporting, and monitor to ensure that thorough
investigations are conducted, and suitable recommendations made to ensure that there is
no recurrence;
Ø to monitor the management of the Ellul family Health and Safety Policy, and ensure all
recommended corrective actions are implemented;
Ø to set priorities against identified problems and decide upon the allocation of resources with
respect to these problems;
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Ø to advise and assist case managers on health and safety matters in order to ensure
compliance with current and proposed safety legislation;
Ø to identify and participate in health and safety training;
Ø to act as the “responsible person" under the Reporting of Diseases, Injuries and Dangerous
Occurrences Regulations 1995

All Carers have a duty and responsibility to take care of their own health and safety and that of
others who may be affected by their actions. It is essential that they have a clear understanding that
Nathan must never be placed in a high-risk situation or unsafe environment. At no time must he be
left alone unattended unless by prior arrangement with his parents’ agreement. In the event of an
emergency the Carer may be required to work additional hours to maintain Nathan’s health and
welfare.

The Ellul Family will provide every Carer with adequate information, training and supervision
necessary to perform the tasks of their employment safely. It is compulsory that each Carer attends
training that has been identified as necessary for their health, safety and welfare. If a Carer is
uncertain how to perform a task, or believes there may be an element of risk, it is their duty to
advise the Ellul Family or case manager immediately.

All Carers, regardless of their position, have a duty to themselves, to all other colleagues, and to any
others who may be affected by their actions, to work in a safe manner.
In particular, Carers must:
Ø abide by all health and safety requirements and statutory health and safety at work
obligations;
Ø avoid any actions that might constitute a danger to yourself or others;
Ø bring to the notice of, in the first instance, to either Mr or Mrs Ellul any defective equipment
or potential health and safety hazard or any practice likely to cause an incident or accident.
If this is not possible, the information must be reported to the case manager.
Ø report all accidents or near misses to Mr or Mrs Ellul, or case manager, whether injury is
sustained or not; a decision will then be made as to whether an incident report will need to
be completed.
Ø observe all procedures laid down concerning processes, materials or substances;
Ø avoid improvisation, which could create an unnecessary risk to your personal safety or to
the safety of others;
Ø dress sensibly and safely for your particular working environment, using the safety
equipment and personal protective equipment provided for the task being undertaken;
Ø comply with all written and verbal instructions given to you to ensure your safety and the
safety of others;
Ø maintain all tools and equipment in good condition, and report any defects to your the Ellul
Family, team leader or case manager as they occur;
Ø attend as requested, any training courses designed to further the needs of health and safety;
Ø observe the fire procedures, and be familiar with the position of the fire equipment, fire
exits, fire routes and designated fire assembly points.
Ø travel to and from the workplace in a safe and secure manner, arranging business car
insurance where appropriate, carry a mobile phone or personal alarm, when a risk has been
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identified. You are advised not to carry large sums of money or medication if possible,
particularly late at night.
7. Infection Control
Infection control is the name given to a wide range of policies, procedures and techniques intended
to prevent the spread of infectious diseases between Nathan, his family, Carers and Therapists. All of
the Carers working in the organisation are at risk of infection or of spreading infection, especially if
their role brings them into contact with blood or bodily fluids like urine, faeces, vomit or sputum.
Such substances may well contain pathogens that can be spread if Carers do not take adequate
precautions. For this reason, all bodily fluids should be considered as potentially infectious.

The Ellul family recognises that good infection prevention and control is imperative to health and
safety and must be part of everyday practice by everyone.

All Carers must ensure they read this Policy as it contains full guidance, procedures in relation to
hand hygiene, personal protective equipment, the safe disposal of sharps and food preparation,
storage and disposal.
Hand Hygiene
All Carers should, at all times, observe high standards of hygiene to protect themselves and Nathan
from the unnecessary spread of infection. The Ellul family believes that, consistent with modern
infection control evidence and knowledge, hand washing is the single most important method of
preventing the spread of infection. All Carers should adhere to the following hand washing guidance
and procedure and ensure that their hands are thoroughly washed and dried on arrival and before
leaving Nathan home.

Hands must be washed thoroughly after:
Ø visiting the toilet
Ø wiping your nose
Ø touching your face or any part of your body
Ø smoking
Ø taking a break
Ø handling rubbish
Ø touching animals

Hands must be washed thoroughly before:
Ø handling any utensils in the kitchen, including the kettle
Ø preparing food

Effective hand washing technique involves three stages
Ø preparation
Ø washing and rinsing
Ø drying

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Figure 1: The six step hand wash technique
1. Rub your hands together palm to palm. 2. Rub your right palm over the back of your
left hand, and then your left palm over the
back of your right hand.

3. Rub your hands together palm to palm with your 4. Rub your left fist in your right palm, and
fingers interlaced. PLEASE don’t forget to wash your then your right fist in your left palm.
wrists
5. Rotate your right thumb in your left palm, and 6. Rub your right fingers in your left palm, and
then your left thumb in your right palm. then your left fingers in your right palm.
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Using an aqueous antiseptic solution
For routine hand washing using an aqueous antiseptic solution (e.g. chlorhexidine, iodophor,
triclosan) use the same procedure described for routine hand washing using soap and water. Use the
volume of antiseptic product recommended by the manufacturer.

Using an alcohol-based preparation

A preliminary wash using soap and water is necessary if your hands are visibly soiled. Apply the
alcohol-based product to your dry hands. Use the volume of alcohol-based product specified by the
manufacturer. Rub your hands together, using the six step technique (figure 1), making sure you
cover all surfaces of your hands, until the product has evaporated and your hands are dry. This takes
about 15 seconds.

Hygienic hand rub is provided for each Carer to use after hand washing when direct contact is
involved, after handling any body fluids or waste or soiled items, after handling specimens, after
using the toilet and before handling foodstuffs. Hand rub should not be used as a substitute for hand
washing.

Surgical hand wash

You should perform a surgical hand wash prior to performing all surgical and other highly invasive
procedures such as a urinary catheter or tracheostomy tube change. Surgical hand washing provides
a higher level of decontamination than routine hand washing. The aim of a surgical hand wash is to
reduce the resident microbes on the hands as well as to remove or destroy transient microbes.

Although sterile gloves are required for invasive procedures, you still need to decontaminate your
hands and forearms to remove debris and reduce the number of microbes present. You can use the
same aqueous antiseptic solutions and alcohol-based products that you use for routine hand
washing. The main differences are that you need to decontaminate your wrists and forearms and
increase the time taken.

Clean each hand and forearm using rotational rubbing. Hold your hands higher than your elbows
while you do this, so that water and debris drip away from your hands into the sink. You may use
sterile disposable nailbrushes to clean the fingernails. However, you do not need to scrub your skin,
especially if you use an alcohol-based product. You may use a brush for the first surgical hand wash
of the day.

There are a number of accepted methods. Three examples are outlined below.

1. wash your hands and forearms with an aqueous antiseptic solution for 3 to 5 minutes and dry
your hands and forearms completely.
2. wash your visibly clean hands and forearms with an alcohol-based product for three minutes.
3. use an antiseptic hand wash for three minutes, dry your hands and forearms completely and
then apply an alcohol rub or gel for 4 to 5 minutes.
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After applying the alcohol-based product as recommended, allow your hands and forearms to dry
completely or use a sterile towel before wearing sterile gloves.

Guidelines for Personal Protective Equipment (PPE)

Personal Protective Equipment (PPE) is used in addition to normal clothing (i.e. uniforms/work
clothes) to protect both Nathan and the Carer from the risks of cross infection. PPE may also be
required for contact with hazardous chemicals and some pharmaceuticals. PPE includes items such
as gloves, aprons, masks, goggles and visors. In certain situations, it may also include hats and
footwear.

You should always select PPE following an assessment of the risk of transmission of microorganisms
to Nathan and the risk of contamination of your clothing and skin by Nathans’ blood, body fluids,
secretions and excretions. You should wear PPE for the specific task or episode of care and then
remove and dispose of it. Remember that PPE is a not a substitute for safe systems of work.

Gloves
Gloves for clinical use are classed as medical devices. Gloves acceptable to healthcare Carers and
conforming to European Community (CE) standards must be available. Gloves should be worn as
single use items for one procedure or episode of Nathan care and then discarded and disposed of as
clinical waste.

Aprons
Wear a disposable plastic apron when there is a risk that your clothing or uniform may become
exposed to blood, body fluids, secretions or excretions (except sweat). Plastic aprons should be worn
as single use items for one procedure or episode of Nathan care and then discarded and disposed of
as clinical waste.

Facial protection
Wear a facemask and eye protection (e.g. goggles, visor, face-shield) where there is a risk of blood,
body fluids, secretions or excretions splashing into your face and eyes. Always follow the
manufacturer’s instructions and refer to your local procedure.

Guidelines for safe Food preparation, storage and disposal

Infection-causing agents such as salmonella, listeria and E. coli can be transmitted as a result of poor
food hygiene. To prevent transmission of food borne illnesses such as these, the World Health
Organisation has developed Ten Golden Rules for Safe Food Preparation.

These recommend that:
Ø foods processed for safety are chosen
Ø food is cooked thoroughly
Ø cooked foods are eaten immediately
Ø cooked foods are dated and stored carefully
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Ø cooked foods that are being reheated are reheated thoroughly
Ø cooked food is kept separate from raw food so that contact between the two is avoided
Ø hands should be washed repeatedly
Ø all kitchen surfaces should be kept meticulously clean
Ø food should be protected from insects, rodents and other animals
Ø only drinkable water is used.

It is important that pregnant women minimise the risk of exposure to food borne infections to
prevent any effects on the pregnancy and its outcomes. Pregnant women are advised to avoid
eating ‘high risk’ foods such as soft cheeses and pâtés.

Food Preparation
As the Ellul Family is Jewish please abide by the Jewish Culture and Laws as instructed by the Ellul
Family. Should you have any doubts please ask either Mr or Mrs Ellul before you start to do anything
in the kitchen.

Nathan's food will be pre-prepared. The Carer will need to only blend or puree his food and
occasionally heat it. Please be aware there are special areas in the kitchen for milky (dairy) and
meaty (non-dairy) products and preparation. The cupboards, fridges, table tops are only to be used
for either milky or meaty and separation needs to be ensured at all times.
Ø Carers must always wash their hands before handling food and should keep themselves
clean and wear clean clothes. Minimise the amount of direct contact you may have with the
food as much as possible.
Ø Carers should ensure that cuts and sores are covered with waterproof dressings and they
must never cough or sneeze over food. Wear clean, disposable, gloves if necessary, but this
is not a substitute for hand washing.
Ø Carers must advise Mr or Mrs Ellul or case manager if they have any skin, nose, throat, and
stomach or bowel trouble.
Ø utensils and work surfaces must be cleansed thoroughly after use.
Ø food should be presented in an appealing way.
Ø Nathan is set up for eating prior to the meal, i.e. tables or trays should be laid with cutlery,
crockery, utensils, condiments and any necessary aids to protect from spillage
Ø Carer can heat the food using the microwave
Ø Kitchen not be used if parents not are not around or physically present in the home

Storage
All re-usable food must be stored in accordance with Nathans’ parents’ wishes and in a safe and
hygienic manner.

Refrigerators should be checked regularly for out of date food, which should be disposed of after
consultation with Mr or Mrs Ellul.

Refrigerators should be kept clean, inside and out and defrosted regularly before a build-up of ice
occurs, as this will reduce the efficiency of the appliance.

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Disposal
All waste food should be disposed of safely and hygienically, washing hands after putting waste into
the dustbin.

Nutrition
Carers should adhere to Nathan's routine of regular meals and drinks, promoting health and
nutrition, taking into account dietary, ethnic and religious needs. His food is pre-prepared and the
Carers will need to blend or puree it and fee him in a safe and hygienic manner.

Food Poisoning
Common symptoms of food poisoning include nausea, stomach cramps, diarrhoea, fever, headache
and vomiting. If food poisoning is suspected the doctor should be contacted and any suspected food
should, if possible, be retained.

Choice
Nathan should always be consulted on what he would like to eat and how he would like the food to
be prepared. Always encourage Nathan to take the lead on this process and be very aware of his
non-verbal cues. The food should be of the amount and consistency that is most suited to Nathan’s
taste and needs.

Independence should be encouraged if time allows and Nathan can feed himself with his hand
guided in a hand over hand method. If there is difficulty with holding the spoon a universal cuff can
be used with a standard or a special non-drip spoon. Nathan will be assisted with eating and drinking
in the manner most suited to his needs whilst respecting his dignity. Carer should assist Nathan as
agreed in his care plan. Extra care should be taken when assisting Nathan who can have difficulty in
swallowing, to avoid the risk of choking.

Cultural and personal practices and preferences should always be taken into account when storing
or preparing certain types of food. Advice from Nathan and his parents should be sought in this
matter.

8. Moving and Handling

In addition to the summary below, Carers must ensure they have had Moving and Handling Training
and are up to date with the Risk Assessment and most recent Guidance. The Moving and Handling
Risk Assessment and Plan should be kept in the Household Handbook, with the family's consent.

The Ellul family recognises the importance of creating and maintaining a safe working environment
for all Carers. All reasonably practicable steps will be taken to ensure that Carers are not exposed to
a foreseeable risk of injury in accordance with the Health and Safety at Work Act 1974 and the
Manual Handling Operations Regulations 1992.

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The Occupational Therapist will:
Ø provide a moving and handling risk assessment and plan to create a record and reduce or
eliminate identified risks.

The Ellul family will:
Ø introduce and implement safe systems of work through on-going training, open
communication (via other forms of communication as well as face to face when possible).
Ø record accidents, incidents or potential incidents. Please see the incident report at the end
of this handbook.

Every Carer has a responsibility to take reasonable care for their health and safety, and that of
others in the workplace. Safe moving and handling can only be achieved through the work of
everyone involved. Carers should co-operate with the Ellul Family to enable compliance with health
and safety policies by:
Ø attending moving and handling training as arranged by Nathan's Court of Protection Solicitor
Ø assisting with Carer training / shadowing as required
Ø adhering to the safe systems of work as outlined in the Moving and Handling risk assessment
or other risk assessments that will be sent via email as and when they are pertinent to
Nathan's care
Ø reporting all accidents/incidents resulting from moving and handling procedures to the
family and / or case manager and enter them in daily log book.
Ø promptly report any possible risk, or potentially hazardous, moving and handling activity to
the family and / or case manager.

All equipment must be recorded within the Moving and Handling Review Records in the Household
Handbook. Service dates need to be logged to ensure compliance with LOLER. A service log for lifting
equipment safety checks and moving and handling review dates will be created. Contact numbers
for equipment manufacturers will also be recorded in the Emergency Contact Information at the
front of the Household Handbook.

Any concerns in relation to moving and handling should be documented in the daily log book.

9. Medication
Principles of safe and appropriate handling of medicines

Carers should ensure they have read the Care Plan in regard to Nathan's medication and sign the
drug chart when administering any medication for him. His medication is divided between the red
cooler bag for medication that requires cooler temperatures and the special medication cupboard.

Carers must apply the following principles.
1. To know each medicine and maintain a complete account of all medication.
2. Ensure they are capable and competent to assist Nathan with his medicine.
3. To dispense medicine safely and correctly, double-checking the prescribed amount and the
frequency with which it is taken.
4. To preserve the dignity and privacy of Nathan when he is given his medication.
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5. To ensure there is an adequate quantity of medicine available for Nathan and that medicine
no longer required is returned to the pharmacy to be disposed of safely.
6. Medicines are stored safely within the directions provided.
7. The care team and Nathan have access to advice from a pharmacist.
8. Medicines are used to cure or prevent disease, or to relieve symptoms, and not to punish or
control behaviour.

Safe Administration
Safe administration of medicines means that medicines are given in such a way as to maximise
benefit and to avoid causing harm. In order to give a medicine safely, the Carer must be able to:
Ø identify the medicines correctly. To do so, the medicine pack must have a label attached by
the pharmacist or dispensing GP
Ø identify the person it is prescribed for
Ø know what the medicine is intended to do, e.g.to help the person breathe more easily
Ø know whether there are any special precautions, e.g. give the medicine with food
Ø Carers must be familiar and fully understand how to accurately record administration of
medication on the drug chart as indicated in the care plan
Ø The Carer should only give medicines that they have been trained to give. Carers can give or
assist people in: taking tablets, capsules, oral mixtures, applying a medicated
cream/ointment, inserting drops to ear, nose or eye, administering inhaled medication.

10. Accidents and Emergencies

The Ellul family is committed to keeping Nathan safe, secure and cared for 24 hours a day. As he is a
vulnerable child they therefore need to ensure their home is kept safe and secure at all times even
when providing support.

Safe Storage and Handling of Keys

Every effort must be taken to promote the independence of Nathan so he can explore the
environment outside in better weather. The Carers will have a key code to re-enter the Ellul home
with Nathan. When going out the Carers will take the Team Mobile with so they can communicate
with his parents if something unexpected or untoward were to occur. The Carers will be kept up to
date on who will be visiting in regard to Nathan's care and rehabilitation and they can therefore
assist with letting carers, therapists and emergency personnel into the house. In an emergency the
carers will assist the Ellul Family in alerting emergency services and aid them in entering the
property.

The entry codes will be changed frequently. Any entry codes should be treated as confidential
information. Under no circumstances should these be disclosed to anybody else without checking
with the parents or case manager.

Lost or Stolen Key

Until there is a key code installed, a key will be used. The key should be kept safe and signed in and
out of a specified cabinet or cupboard to ensure the last person to use it is known. As soon as a
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Carer is aware that Nathan’s key is missing, a report must be made to Mr or Mrs Ellul, the case
manager or Ms Nunoo. The Carer should:
Ø explain the situation to the Elluls
Ø telephone the case manager
Ø complete the Incident/Near Miss Reporting Form
Ø double lock and put alarm on when no one is at home

The relevant form can be found as an appendix in this handbook.

The Elluls will be advised to report the loss or theft to the police and change the lock / code.

If you are unable to gain entry
If you have forgotten the security code (which will be changed regularly), please phone the Elluls or
take a key if you go out.

If the Carer is able to see Nathan and he appears to be unwell or in difficulty, the Carer should
contact the emergency services. The Carer should also contact his parents or the on-duty carer. If
she is not able to get in touch with either then call the case manager.

Any Carer who is unable to gain entry to Nathan’s home and/or cannot see Nathan should follow the
procedure below:
1. Call Mrs Ellul to see whether she is busy with Nathan and cannot get to the door, or whether they
have had to make an unexpected trip to the hospital.
2. If there is no answer call the Team Mobile. If no answer, call their private mobile telephone
number.
3. Look for signs that Nathan may have gone out. Check the driveway and road for Nathan’s vehicle
and the duty carer vehicle. If still no idea of where Nathan is then ask the neighbour if they know
where the Ellul Family has gone.
4. Check for any signs that something untoward may have/has happened. See if you can access the
side entrance and look through letterbox and windows for signs of a possible incident or crime.
5. If the situation warrants contact the case manager. The case manager will then call you to discuss
the situation and a decision will be made as to whether emergency services needs to be called.

A Carer must never leave without making every effort to gain entry to a Nathan’s home and
reporting a failed entry to the case manager, the Elluls or case manager. However, the Carer must
not try and break in themselves.

If you are unable to get into a Nathan’s home, but can see a person on the floor

In this situation:
Ø telephone the police and for an ambulance straight away
Ø check if a neighbour has a key
Ø contact the case manager, the Elluls or designated key holder (if appropriate).

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If a Nathan is alone on the floor when you arrive
Ø Always check for any obvious signs of injury or pain, but be aware that he has had several
fractures in the past as his bones are not strong due to him not being able to walk.
Ø DO NOT LIFT him, his long bones are very easily fractured. If he is in imminent danger log roll
him into a blanket and get someone to assist you to move him out of harm's way. Try to
keep his body as level and supported as possible during this manoeuvre.
Ø Make Nathan as comfortable as possible – be careful not to cause further injury.
Ø Stay with him until help arrives, telling him what is happening and what will be happening so
he can anticipate the activity.
Ø DO NOT GIVE Nathan any food or drink.
Ø Call an ambulance, as appropriate, as these people are the best to assess for injury and
whether the person needs to go to hospital.
Ø Make sure he is checked in A&E for any broken bones as he may not identify that he is in
pain if he is in shock.
Ø Contact the Elluls first and foremost, then the case manager if needed.
Ø Complete the near miss/incident reporting form.

If you suspect that Nathan is not breathing
Ø Call an ambulance.
Ø Check ABC's: Airway (place in position)
Ø Breathing (listen / feel)
Ø Circulation (find pulse)
Ø Determine whether oxygen, recovery position or CPR will help him and commence it if you
think it will.
Ø Contact the Ellul family, the case manager or alternate decision maker (as appropriate).

In the event of a fire
Ø raise the alarm as loudly as possible
Ø if possible and safe to do so, close the door of the area containing the fire
Ø get everyone out as quickly as possible. (Means of escape should have been planned and
discussed by everyone in the home as per the fire risk assessment)
Ø try to remain calm and reassuring
Ø telephone the fire brigade from a neighbour’s house, mobile phone or telephone box

Nathan should be registered with the local fire department as disabled so the fire men are aware
they may need to get upstairs to him rescue him if a fire is reported at the home when he is older
and can no longer be carried up or down the stairs in an absolute emergency.

Do Not - open any door that feels warm
Do Not - move towards the fire
Do Not - try to retrieve possessions
Do Not - re-enter the house for any reason until a fire officer states that it is safe to do so

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11. Guidance for the safety of lone Carers
When working alone, the Carer should ensure the building is secure, and must be aware of the
following:
Ø how to contact emergency services, Ambulance, Police, Fire, GP
Ø how to deal with gas leaks, power failure, water leaks and how to report and log emergency
repairs
Ø how to contact the Ellul's or case manager should Nathan’s needs acutely increase or
anything untoward happens
Ø have awareness of the building layout, the fire evacuation procedure, location of possible
exits and where the first aid or emergency equipment is held
Ø be aware of support in Nathan’s support plan, risk assessment or guidelines
Ø know how to respond to visitors at the door, using door chains (where available) and
ensuring ID is checked.

When undertaking activity away from the home, Carers should be aware of any guidance relating to
seating arrangements or security systems in the vehicle. Carers must also confirm in the
Communication Book:
Ø where they are going and include the route where necessary
Ø how long they expect to be (including time setting out and anticipated return time if
possible)
Ø confirm they have the Team Mobile phone and house keys (if applicable),
Ø contact numbers and petty cash (if applicable)
Ø have details of emergency contact if not able to contact the Elluls
Ø be aware of Nathan’s support plans, risk assessments or guidelines relating to specific
support when away from their home

There may be occasions when a Carers whereabouts may be unknown or they do not arrive when
expected. The case manager or on call case manager should be advised immediately and once the
Carer has been absent for an hour the following action should be taken:
Ø a call is made to their mobile phone (if they have one)
Ø a call or visit is made to their last known location
Ø a call is made to their home
Ø a call is made to the last place or Nathan was due to visit
Ø their next of kin are informed
Ø the police are contacted
Ø disciplinary action may be considered if a Carer is subsequently found not to be missing and
the implementation of this emergency procedure is due to their failure to comply with
working practices.

Carers should be mindful of travelling to and from the workplace in a safe and secure manner,
carrying a mobile phone or personal alarm for instances when a risk has been identified. Carers are
advised not to carry large sums of money or medication if possible, particularly late at night.

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12. Record Keeping
With Nathan’s consent, Carers must write an entry into the daily communication sheet/book
including the time and date of every shift with Nathan. Therapists may also write in the daily
communication sheet/book although they are not legally required to do so. Practitioners such as GPs
may be asked to sign any changes in the medication administration record but they are not legally
required to do so. Case managers and registered persons may write in the records kept in the home.

Once Nathan is able to communicate via eye gaze he may wish to make an entry into the daily
communication sheet/book by dictating his entry to his Carer. He also has the right not to have
records kept in his home, if this is his or his parents' choice.

The purpose of records is as follows:
Ø to provide accurate, current and comprehensive information concerning the condition and
care of Nathan
Ø provide a record of any problems that arise and action/s taken
Ø provide evidence of care required, intervention by Carers together with Nathan's responses
Ø record any factors (spiritual, physical, psychological, emotional, social) that affect Nathan
Ø record the chronology of events and the reasons for decisions made
Ø support setting of standards, quality assessment and audit
Ø provide a baseline record against which improvement or deterioration may be judged

Properly made and maintained records will:
Ø be made as soon as possible after the events to which they relate
Ø identify factors which jeopardise standards or place Nathan at risk
Ø provide evidence of the need for practitioners with specific knowledge and skills (e.g. calling
in a GP)
Ø aid Nathan involvement in their own care
Ø provide evidence for Carers against any future complaint which may be made
Ø be written wherever possible in terms which Nathan could understand
Ø the Carers writing will ensure the entry in a record they make will be concise, clear and
totally accurate, based on fact and respect for truth and integrity
Ø all records must maintain Nathan's dignity and confidentiality
Ø all records must be signed and dated by the Carer

Records must:
Ø be written legibly and indelibly. Do not use pencil or blue ink as these carry the risk of
erasure and poor quality photocopying if required
Ø be clear and unambiguous. The only abbreviations allowed are TPR, BP meaning
temperature pulse respirations and blood pressure. Do not use any others
Ø do not use meaningless phrases e.g. ’Good day’, or offensive judgemental statements
unrelated to Nathan's care and associated observations
Ø be accurate in each entry as to date and time. Ensure any additions to existing entries are
individually dated, timed and signed
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Ø ensure alterations are made by scoring out with a single line followed by the initialled, dated
and timed correct entry. Do not use Tippex or completely obliterate any mistakes. This can
lead to doubt over the service actually delivered

13. Confidentiality
The intended outcome of the Confidentiality and Disclosures Policy is that Nathan and his family will
know that their personal information is handled appropriately and that their personal confidences
are respected.

A duty of confidence arises when one person discloses information to another (e.g. Carer to nurse)
in circumstances where it is reasonable to expect that the information will be held in confidence. It is
a legal obligation and it is also a requirement established within professional codes of conduct.

In order to inform Nathans and their representative properly of their right to confidentiality, Carers
must:
Ø be inclusive whenever accessing Nathan’s records and ensure that you always have
agreement of any changes to records involving his care
Ø check, where practicable, that this section of the handbook explaining confidentiality and
information disclosure has been read and understood. These should be available to every
Carer
Ø make clear to the Elluls when information is recorded or health records are accessed
Ø make clear to the Elluls when they are or will be disclosing information with others
Ø check that the Elluls are aware of the choices available to them in respect of how their
information may be disclosed and used
Ø check that the Elluls have no concerns or queries about how their information is disclosed
and used
Ø answer any queries personally or direct the Elluls to others who can answer their questions
or other sources of information
Ø respect the rights of Nathan and facilitate the Elluls in exercising their right to have access to
his health records

There are certain circumstances where safeguarding concerns override a Nathan’s right to
confidentiality. Under common law, Carers are permitted to disclose personal information in order
to prevent and support detection, investigation and punishment of serious crime and/or to prevent
abuse or serious harm to others where they judge, on a case by case basis, that the public good that
would be achieved by the disclosure outweighs both the obligation of confidentiality to the
individual patient concerned and the broader public interest in the provision of a confidential
service.

Sharing information and working in partnership with other professionals and Carers involved with
our Nathans is an important way of providing joined-up, consistent and seamless care and support.
However, the principles of confidentiality still apply in this context. Only the information essential to
a Nathan’s care or support should be disclosed and consent must be requested from a parent prior
to disclosure of information to others in most circumstances (although as outlined above, there may
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be circumstances such as safeguarding concerns which could override a Nathan’s right to
confidentiality).

14. Safeguarding
The Ellul family believes all people have a right to live a life that is free from violence and abuse. The
experience of abuse and neglect has a significant impact on a person’s health and wellbeing.
Safeguarding relates to all work that enables adults and children who receive support, health or
social care to retain independence, well-being and choice and to be able to live a life that is free
from abuse and neglect.

The Ellul family’s policy aims to meet the following outcome:

‘Clients are safeguarded from any form of abuse or exploitation including physical, financial,
psychological, sexual abuse, neglect, discriminatory abuse or self-harm or in-human or degrading
treatment through deliberate intent, negligence or ignorance in accordance with written policies
and procedures’. Domiciliary Care, National Minimum Standards Act 2000

The key aims of the safeguarding policies are to:
Ø ensure that whenever abuse or neglect is suspected or reported, there is an effective,
consistent, and coordinated response from the Ellul family and case manager.
Ø ensure that any care provider utilised has preventative measures in place to lessen the
likelihood of abuse occurring
Ø ensure that Nathan is protected from abuse, or the risk of abuse, and his human rights are
respected and upheld
Ø increase the awareness of safeguarding issues amongst all Carers, both voluntary and paid
workers and ensure that all have access to local government guidance about safeguarding
people as well as the Carer Handbook procedures
Ø provide positive safeguarding outcomes for Nathan, which will be best achieved by robust
and effective inter agency working.

Abuse can consist of a single act or repeated acts. It may be physical, verbal, or psychological. It may
be an act of neglect or an omission to act, or it may occur when a vulnerable person is persuaded to
enter into a financial or sexual transaction to which he or she has not consented or cannot consent.
The following definitions are covered by the safeguarding policies:

Physical abuse includes hitting, slapping, pushing, kicking, misuse of medication or inappropriate
sanctions or restraint.

Sexual abuse, including rape and sexual assault or sexual acts to which the vulnerable person has
not consented, could not consent or was pressured into consenting.

Psychological abuse, including emotional abuse, threats of harm or abandonment, deprivation of
contact, humiliation or blaming.

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Financial or material abuse, including theft, fraud, exploitation, pressure in connection with last
wills and testaments, property or inheritance or financial transactions or the misuse or
misappropriation of property, possessions or benefits.

Neglect and acts of omission, including ignoring medical or physical care needs, failure to provide
access to appropriate health, social care, or educational services, the withholding of the necessities
of life, such as medication, adequate nutrition and heating.

Discriminatory abuse. This abuse is motivated by discriminatory and oppressive attitudes towards
race, gender, cultural background, religion, physical and/or sensory impairment, sexual orientation
and age. Discriminatory abuse manifests itself as physical abuse/assault, sexual abuse/assault,
financial abuse/theft and the like, neglect and psychological abuse/harassment, including verbal
abuse.

Institutional abuse, neglect and poor professional practice. This may take the form of isolated
incidents of poor or unsatisfactory professional practice at one end of the spectrum, through to
pervasive ill treatment or gross misconduct at the other.

Everyone has a responsibility to report any concerns, suspicions, or actual knowledge of abuse of a
vulnerable person whether adult or child. If you have concerns:
Ø refer your concerns to the parent, case manager, or human resources in that order unless
one of those is the alleged perpetrator.
Ø the case manager is available 24 hours per day for anyone who has identified a safeguarding
concern. Telephone 07903604130.
Ø if for any reason you do not feel able to talk with line managers, you may choose to contact
the Safeguarding Team within the Local Authority or the Care Quality Commission
Ø if a vulnerable child in need of protection or any other person makes an allegation to you
asking that you keep it confidential, you should inform the person that you will respect their
right to confidentiality as far as you are able to, but that you are not able to keep the matter
secret and that you must inform your manager.

In an emergency, if the vulnerable adult or child is in immediate danger, phone the police or
ambulance, on 999 who respond immediately to serious concerns.

If you have doubts about your concerns, and are not sure if they are serious enough to report to the
authorities, you may discuss them confidentially with the case manager/human resources manager
who will help you decide on what course of action to take in line with best practice.

You must record your general concerns plus any action on the incident/near miss reporting form and
if necessary complete a body map. Pass this to the case manager/responsible person/registered
manager for future reference. The vulnerable adult or child should be informed of the intention to
report this information, where it is safe and appropriate to do so.

If you feel that a professional or colleague may be implicated in the abuse, refer to the Ellul family
guidance on ‘whistle-blowing’ and contact the Local Authority Safeguarding Adults
manager/Safeguarding Adults coordinator for advice.
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15. Whistle blowing

All of us, at one time or another has concerns about what is happening at work. Usually these
concerns are easily resolved. However, when they are about unlawful conduct, financial malpractice,
breaches of codes of conduct, ill-treatment, disregard of health and safety rules, dangers to the
public or the environment or any other similar matter, it can be difficult to know what to do.

You may be worried about raising such issues or may want to keep the concerns to yourself, perhaps
feeling it is none of your business or that it is only a suspicion. You may feel that raising the matter
would be disloyal to colleagues, managers or to the organisation. You may decide to say something
but find that you have spoken to the wrong person or raised the issue in the wrong way and are not
sure what to do next. You may also be anxious about having your identity disclosed to the subject(s)
of your concern.

The Ellul family is committed to achieving the highest possible standards of service and the highest
ethical standards in public life and in all of its practices. The purpose of this policy and procedure is
to encourage freedom of speech and to enable Carers to raise concerns about malpractice at an
early stage and in the right way.

If something is troubling you that you think we should know about or look into, please use the
procedure set out below. Further details and guidance can be found in the main Policy Folder. At all
stages, please state if you want to raise the matter in confidence so that appropriate arrangements
can be made.

Stage one
If you have a concern about malpractice, we hope you will feel able to raise it first with Nathan's
parents, the case manager, Ms Bishton or Human Resources Manager, Ms Nunoo. This may be done
orally or in writing, by post or email.

Stage two
If you feel unable to raise the matter with your team case manager or HR, for whatever reason,
please raise the matter with:

Araba Nunoo, Director
NEA HR
Alperton House
5th Floor, Bridgewater Road,
Wembley, Middlesex,
HA0 1EH
Tel: 0750 8813700
Email: admin@neahr.co.uk

If you are unsure whether to use this procedure or you want advice at any stage, you may contact:

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Ø the independent charity Public Concern at Work on (020) 7404 6609 (their lawyers can give
you free confidential advice at any stage about how to raise a concern about serious
malpractice at work).

16. Supervision
Supervision is beneficial for career/professional development and improved care for Nathan. It
forms part of the wider health and social care agenda concerning quality, accountability and efficacy
of practice. This encourages Carers to learn from experiences in the work place. Supervision brings
Carer together to reflect on practice and encourages the development of professional skills. This
enhances the quality of care through the implementation of an evidenced based approach to
maintaining standards in practice.

The Ellul family is committed to providing supervision and support to all members of its organisation
whether this be, Carers or case managers. The approach normally used is on a one to one basis
between the Carer and their line manager. Meetings are usually held in the following periods:

Both Team leaders and Carers will have supervision conducted by the case manager every 3 months
30 minutes or sooner if concerns are identified.

What supervision can do:
Ø enhance Nathan's health and safety of care
Ø enable practitioners and Carers to review their work processes with
Ø professional support, to share and learn from experience, sustaining and developing
professional practice.
Ø Carers working with difficult and stressful cases
Ø enable Carers to gain confidence and validate good practice
Ø develop professional skills and the knowledge base for care
Ø stimulate Carers to learn and develop their practice

17. Appraisals
The success of The Ellul family greatly depends on the knowledge, skills and efforts of individual
Carers and case managers. The organisation is therefore committed to training and developing
Carers to achieve their full potential in their work. The Ellul family is also very committed to
supporting Carers in the development of their roles and careers. We hope to provide opportunities
for individuals, teams and groups to develop new skills and ways of working that will benefit Nathan
and the organisation, as well as individual Carers.

To make this happen, all Carers employed will participate in the Appraisal and Personal
Development Review (PDR) process, all Carers will have a written Personal Development Plan (PDP)
and all Carers will be actively encouraged to fully engage in delivering this. Examples of the PDR and
PDP forms will be added to the end of this working handbook once finalised. As part of the appraisal
process, the case manager and the individual will jointly identify the training, development and
learning needs required to deliver the individual’s objectives.

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The purpose of the Carers appraisal is to enable each Carer and their line manager/supervisor or
team leader the opportunity, on an annual basis to:
Ø summarise and review past performance, with clear and objective feedback
Ø allow recognition for their achievements and contribution
Ø review and develop individual objectives
Ø reflect upon the learning, development and training needs required to deliver the objectives
Ø review their achievement against the framework outline for their post where appropriate
Ø review job design (job role, job content and job description)
Ø produce a PDP

The PDR should also provide an opportunity to;
Ø raise awareness of policies, procedures and Codes of Conduct
Ø ensure each member of Nathan's team understands what is expected of them and where
their role and contribution fits into the overall success of his care.
Ø allow for the opportunity to discuss other pertinent issues such as working relationships;
how performance is managed; or work-life balance issues such as flexible working
arrangements.

18. Training
The Mandatory Training Policy sets in place the process that will be aimed for within The Ellul family
for the identification and operation of mandatory training requirements for all Carers. The policy
provides for the provision of core mandatory training, which must be undertaken by all Carers and
specific mandatory training, which if you are identified is relevant to specific Carers and related to
the Nathan’s specific needs.

Carers are employed by the Court of Protection on Nathan's behalf, as opposed to the Ellul family.
Consequently it is Nathan's Court of Protection Solicitor who retains the right to fund the facilitation
and provision of training. The Ellul family firmly believes the implementation of the mandatory
training policy for all Carers brokered on behalf of Nathan will help to secure the highest level of
quality and service delivery and strongly encourage Nathan's representative to support the training
needs of his Carers accordingly.

The core mandatory training which all Carers are expected to undertake include the following:

Ø Induction (which will start when you take your first few shifts and shadow other Carers)
Ø Fire Safety - every 2 years
Ø Health & Safety (including risk management and incident reporting) - every 2 years
Ø Moving & Handling - annually
Ø Paediatric First Aid and CPR - annually
Ø Infection Control - annually
Ø Safeguarding Children - every 3 years or as directed by legislation

The completion of the Personal Development Plan will also help the Carer, Nathan and case
manager to ensure refresher training is secured within the required time periods as outlined above.

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Safeguarding Children training should also be available to those working predominantly with
children and families in the induction period, with refresher training available at least every three
years.

19. General Conditions of Employment

Engagement

All engagements are conditional upon receipt of satisfactory references and a Disclosure and Barring
Service (DBS) enhanced check. All Carers are subject to a probationary period. If at any time there is
a shortage of work, every effort will be made to maintain the Carers’ continuity of employment, in
line with current legislation.

Under The Asylum and Immigration Act 1996 we require all applications to be supported by the
production of a valid passport. This must clearly show evidence of entitlement to work within the
UK, for example: British Citizen, right of abode in the UK, resident permit, unlimited right to stay in
the UK. Should a passport be unavailable, or evidence within unclear, the company will refer to the
current Home Office guidance for further suitable documentation.

As an The Ellul Family using the Disclosure and Barring Service (DBS) disclosure service to assess
applicants’ suitability for positions of trust, The Ellul family complies fully with the DBS Code of
Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate
unfairly against any subject of a disclosure on the basis of conviction or other information revealed.

The written policy on the recruitment of ex-offenders is issued to all successful applicants in their
interview pack. Our policy on the secure storage, handling, use, retention & disposal of disclosures
and disclosure information is found in the Confidentiality and Disclosures Policy.

The 1974 Rehabilitation of Offenders Act covers not only the declaration of any convictions prior to
your employment, but also any subsequent convictions whilst employed. If, subsequent to receiving
your contract of employment, you are convicted of any offence, the precise details of the offence
must be disclosed immediately to the Ellul Family. If, at any time it is found that you have failed to
disclose such information it will be considered gross misconduct and liable for instant dismissal. You
have the right to be, or not to be, a member of a trade union

Departure
Your employment will continue (unless you are summarily dismissed for gross misconduct) until
either you or the Ellul Family gives the appropriate notice to terminate it, or until you reach the
normal retirement age (see below).

On leaving our employment, your entitlement to your salary and all other benefits ceases and any
sums owed by you to us are repayable. You must return all company property that is in your
possession including any documents or other records compiled during your service with us. This will
include, but is not limited to identity cards, keys, credit cards, reports and documents. You must
return company cars, mobile phones and computer equipment to the appropriate office.
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Your salary, together with any other contractual benefits or allowances, up to your date of leaving
will be paid as soon as practicable after you have left your employment, normally as part of the next
month end payroll, unless we have agreed that you need not work your period of notice.

We will normally pay salary due in the month of departure on the next monthly pay date but we
may not pay the full sum until any sums you owe to us are quantified. If you are overpaid any of your
salary or other benefits, we reserve the right to recover any such sums and to deduct the
appropriate amounts from any monies owed to you. Your contract of employment specifies the
notice that you are entitled to give and receive. You must give notice in writing to your the Ellul
Family, and it will not be effective until it has been received. In cases of gross misconduct, the Ellul
Family reserve the right to terminate your contract of employment without notice and without
payment in lieu of notice. You will receive salary and holiday pay accrued but untaken as at the date
of termination.

Hours and Pay

Your normal working hours are those detailed in your contract of employment or on the shift rota .
We expect that you will be able to finish your work within your normal working hours. However, you
may be required to work overtime if it is necessary for the proper performance of your duties or the
needs of Nathan. From time to time you may be required to attend meetings in relation to your
work, such as Staff Meetings. Should this occur outside your normal hours of work you will be
reimbursed accordingly by your the Ellul Family. Any reimbursement will be calculated at the basic
daytime hourly rate. Any additional or enhanced hourly rate will be applied solely at the discretion
of the Ellul family (and in some instances the Court of Protection Solicitors).

Your rate of pay is specified in the Statement of Terms & Conditions of Employment. Any changes
will be notified to you in writing. If you have a pay query, or your bank account changes, you should
contact The Accounts Department at the HR Consultancy payroll@neahr.co.uk who will update your
records at the next available pay date.

All Carers will be paid monthly as agreed in the original terms and conditions of employment.
However, payments are calculated on the information provided on the time sheets/adjustment
sheets by the Carer. The information you send must be clear, accurate and on time to enable salary
payment to be made.

The Ellul Family accepts no responsibility for late or non- payment of salary at any time if the Carer’s
time sheet/adjustment sheet is not completed correctly or received by the payroll department by
the due date in the month.

Timesheets
Via the Deputy, Carers are employed indirectly by Nathan. They work various hours at different rates
of pay. NeaHR prepares bespoke timesheets for each employee and processes payroll from the
details at the bottom of that document.

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A timesheet & adjustment sheet will be sent to you each month with your payslip. This is for use the
following month. If you do not receive a timesheet, please contact the office and one will be sent to
you.

When you complete your timesheet, mark each date with the day of the week, then list the times
you start and finish each shift in the relevant column and the number of hours this comes to in the
hour box. The times at the top of the columns are to assist you and are the periods during a day or
night that the rates at the bottom of the column will be paid. If you work more hours than the shift
times covered by that rate, then you must list the additional hours under the next relevant box.

E.g. if a night shift is from 8.30pm - 8.30am and you worked until 9.30am to attend training or a
meeting, then the night shift under the night rate hours must be identified and in the morning the
additional hour following the night shift would be under the next days’ day rate. In some cases, the
shift rate changes at midnight and the hours worked need to be under the correct rate.

Check with your case manager/team leader that your team fill in their timesheets in this way.

When you have completed your timesheet for the month you should add up the hours in each
column and then give the timesheet to the person authorised to countersign the sheet before
sending it to the office. In some cases, the counter signatory will send all timesheets to the office
together. All timesheets must be completed for the whole calendar month and must be sent to
arrive at the office no later than the 20th of the month, unless you are advised of another date e.g.
Christmas. The days from the 20th onward should be filled in based on your rota.

The hours you work during a Bank Holiday are paid as per your contract of employment. If you work
on a Bank Holiday, you should contact your team leader / case manager in advance of this shift and
you will be advised how to complete your timesheet. Some nights split at midnight. Check your
team’s arrangements with your case manager/team leader.

If you are contracted to work on a Bank Holiday but are advised by the Ellul family that you are not
required then you should list your hours in the normal way as holiday entitlement and you will be
paid at the normal rate.

Any change in your work pattern after the 20th should be noted on the additions and deduction
sheet. This sheet should only be completed for previous months. Any change in your work pattern
after the 20th from your previous months claimed hours should be noted on the
addition/deductions sheet.

If you are claiming holiday hours on the timesheet then the hours should only be listed in the holiday
column not in the hours claimed. It would be helpful if you put the rate beside the holiday hours
claimed. It is your responsibility to keep a record of your holiday taken and the balance of holiday
due on the holiday entitlement form provided for your convenience.

Bank Carers or those with flexible work patterns need to note the hours worked each month as your
holiday entitlement is based on the hours you work, not contracted hours. This is in accordance with
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the Working Time Directive. (To calculate your entitlement: number of hours worked divided by 13
multiplied by 5.6 divided by 4).

For sickness absence, note the days and hours, which should have been worked in the relevant
column. If you have already been paid for these shifts they need to be deducted. Self-certification
certificates or doctor's fit notes must accompany the timesheet. Failure to provide a valid doctor’s
note will result in the non-payment of SSP. This is in accordance with legislative SSP rules.

In some packages, expenses may be claimed back if previously agreed with the case manager. There
is a column on the timesheet where the expenses should be listed and then totalled. The receipts
should be attached to the back of the timesheet.

If you have arranged to be paid mileage, travel or parking please provide Mrs Ellul in the first
instance with your receipts. You should also send a copy of those receipts with your payroll
submissions for reimbursement with your salary payment.

Note: If the timesheets are not received in time, you may not be paid.

Medical Examinations
At any time during employment, the Company may in its absolute discretion require you to undergo
a medical examination. Your case manager or HR representative will explain the reasons for this to
you at the time, and any medical will be at Nathan's expense. Inferences may be drawn by any
unreasonable refusal to undergo a medical examination. If a request is made in relation to sickness
absence, any refusal will determine the direction that we may take in finding a resolution to
absence.

Medical Absence
Paid Medical leave may be given for illness or injury. If an employee has persistent or prolonged
medical absence they may be asked to consent to obtaining a professional and independent medical
assessment. In these circumstances an Occupational Health Practitioner working in partnership with
Human Resources will source the relevant medical information from the employee’s General
Practitioner or Specialist. In some cases it may be necessary for the employee to attend a medical
examination by an independent specialist or General Practitioner

Subject to your compliance with our rules for reporting medical absence the Company will normally
provide statutory sick pay in accordance with legislative statutory rules.

Sick pay is provided to meet potential medical absence during a year. The year is based on a rolling
calendar year and takes into account the instances of medical absence during the last twelve
consecutive months.

You will not receive a payment if you have been disqualified from receiving any benefits under the
National Insurance Acts or if the Ellul family is not satisfied that you are unable to come to work.

In the case of sickness you should follow the practice noted below:
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1. On the morning of your first day of absence you, or a relative, must inform Mrs Ellul or the
case manager at least 2 hours prior of your normal starting time that you are unfit for work
through illness. This must be in the form of a personal conversation with Mrs Ellul or the
Case Manager. Mrs Ellul or the Case manager will notify HR accordingly. Text messaging is
not an acceptable form of communicating your absence.
2. If your absence continues, you must keep Mrs Ellul and/or the Case Manager advised of your
progress and informed of your expected date of return to work. Continued failure to notify
the Company may lead to disciplinary action being taken against you.

3. From the first day of absence, up to and including the seventh day of absence, an Ellul Self-
Certification form must be completed and given to Mrs Ellul and/or the Case Manager upon
your return to work. You should also ensure that a copy is submitted to HR in order to
ensure the timely payment of any SSP (Statutory Sick Pay).

4. If the absence is caused by sickness and exceeds seven days, a medical certificate must be
provided signed by a registered medical practitioner or the authorised officer of a hospital
and should be sent promptly to the human resources. Thereafter, certificates must be
submitted at weekly intervals, unless other arrangements have been agreed with the Ellul
Family, Case Manager and/or Human Resources. A final Fit to Return Certificate and
Company “Self-Certification Form” must be completed when you return to work.

5. On your return to work The Ellul Family and/or Case Manager, who will notify Human
Resources for payroll purposes. You may be required to attend a return to work interview
with your the Ellul Family, case manager or HR to ensure a smooth return to duties.

20. Holidays, Sickness and other time off arrangements

Your holiday entitlement is set out in your contract of employment. Part time and temporary Carers'
holiday entitlement is pro rata to that of full time Carers.
We recognise the following bank and public holidays:

New Year's Day
Good Friday
Easter Monday
May Bank Holiday
Spring Bank Holiday
August Bank Holiday
Christmas Day
Boxing Day

You must take your full holiday entitlement in the holiday year. We will only make payments in lieu
of holiday not taken in the case of termination of your employment.

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Due to low numbers of the caring team and the availability of those carers to assist with coverage
we will only accept annual leave requests of up to two consecutive weeks of annual leave each
holiday absence. We will only grant applications for holiday in excess of two consecutive weeks in
exceptional circumstances. The minimum period of annual leave / holiday you may take is half a day.

If you are sick or injured whilst on holiday leave this still counts as holiday. The Ellul Family may, at
their discretion, reinstate some or all of the period of sickness or injury as holiday, but only in
exceptional circumstances. If these circumstances apply, you should contact the Ellul family as soon
as possible.

If you are ill or injured prior to taking a pre-booked holiday, the Ellul Family may permit you to re-
schedule your holiday to a later date, but only at their discretion.

Any request for holiday must be in writing and must be authorised by your the Ellul Family as far in
advance as possible and at least one month (4 calendar weeks’ before you wish to take the holiday.
You should obtain such authorisation before booking any holidays or paying any non-refundable
deposit. An annual leave request form can be found at the end of this handbook.

The Ellul Family will not unreasonably refuse any request. However the Ellul Family reserves the
right to refuse where the needs of Nathan make it necessary, such as in times of shortage of cover
by other Carer or busy periods of work. This could potentially happen during the Christmas and New
Year period or while the Ellul Family has planned respite time.

You the Ellul Family may require you to take your holidays on particular dates to fit in with their
requirements and arrangements.

21. Absence through sickness, injury or medical appointments
Sick leave
You must obtain the Ellul Family’s prior written permission as far in advance as possible for any
absences not due to incapacity or injury. Full details of your sick pay entitlement are in your contract
of employment and entitlement is subject to the Ellul Family and/or Case Manager being satisfied
that your reason for absence is genuine. For Statutory Sick Pay purposes the qualifying days are the
first 3 roster days following your absence from work.
Incapacity or Injury Absence

In the case of absences due to incapacity or injury, you must follow the following procedure:

Ø you (or someone on your behalf) must notify the Ellul Family by telephone as soon as
possible on each working day of the first 7 days that you are unable to attend work, and on
the first working day of each subsequent week until you return to work
Ø you must give us evidence of the reason you are unable to attend work; for absences of up
to 7 days (including weekends, bank and public holidays) you must complete a Self-
Certification Form on the day of your return; and if your absence continues after 7 days
(including weekends and public holidays) you must obtain a doctor’s Statement of Fitness
for Work, or “fit note” which as of 6 April 2010 replaces doctors sick notes, and send this to
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the Ellul family as soon as possible. A self-certification form can be found at the end of this
Handbook

Frequent and/or long absences from work can adversely affect colleagues and the efficient running
of Nathan’s care.

Any abuse of this policy such as (but not limited to) false information given to justify time off under
the guise of sickness, will result in disciplinary action being taken by the Ellul Family, for which the
end result could be termination of employment. In such instances if SSP has been paid, the Ellul
Family may exercise its right to demand that the full and total amount of SSP paid to you during that
specific period of absence is paid back.
Unsatisfactory Attendance
If your attendance is unsatisfactory we will give you a period of time in which to improve. If your
attendance remains unsatisfactory then we may subject to our discretion initiate the disciplinary and
dismissal procedure, details of which are set out in this handbook, offer you available alternative
work which is more appropriate to your health, or consider altering your job functions or working
environment to accommodate your needs. Where appropriate we will seek medical advice before
taking any action.

We will treat all cases of ill health sympathetically. However, if you are absent from work by reason
of incapacity or injury for a long period of time and you are not likely to return in the near future
then we may have to consider terminating your employment. Where appropriate we will seek the
advice of your GP and if necessary, the company doctor, before taking any action. This will enable us
to fully consider your situation and will help us to reach a fair decision about whether or not it will
be possible to continue your employment.
Unpaid Leave
You will be allowed unpaid leave to attend medical and dental appointments, but only where they
cannot reasonably be arranged outside working hours. Such appointments should be made to cause
minimum disruption to your working day. Time off to attend appointments must be authorised by
the Ellul Family and you must give as much notice as you reasonably can of the appointment.

22. Long Term Sick Absence
The family operates the following policy in relation to long-term sickness absence.
The family aims to encourage all its employees to maximise their attendance at work. It is
recognised, however, that a certain level of sickness absence is inevitable. It is the organisation's
policy to support employees who are genuinely sick and unable to come to work.
As part of this policy, employees will (subject to a limited number of exceptions) continue to be paid
full or part salary for up to one week while absent if that episode of sickness is the first within a 12
month rolling year, failing that SSP will be paid provided that they comply with the Ellul Family's
rules on notification and the provision of on-going medical evidence.
The Ellul family may engage the services of an occupational doctor. Employees may be requested by
their the Ellul Family to consent to be examined by the occupational doctor (at the organisation's
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expense) and to agree to allow the doctor to provide a medical report to the organisation. The terms
of all employees' contracts are that they must give such consent when reasonably asked to do so by
the Family.
The Ellul Family will not consider terminating the employment of an employee who is absent from
work due to genuine sickness or injury during the first month or four calendar weeks of absence.
Thereafter, the position will be reviewed periodically and ultimately it may become necessary for
the sake of Nathans’ continuous care provision to consider termination of employment. In these
circumstances, the family, case manager and HR will:
Ø review the employee's absence record to assess whether or not it is sufficient to justify
dismissal;
Ø consult the employee;
Ø obtain up-to-date medical advice;
Ø advise the employee in writing as soon as it is established that termination of employment
has become a possibility;
Ø meet with the employee to discuss the options and consider the employee's views on
continuing employment;
Ø review if there are any other jobs that the employee could do prior to taking any decision on
whether or not to dismiss;
Ø allow a right of appeal against any decision to dismiss the employee on grounds of long-term
ill health; and
Ø arrange a further meeting with the employee to determine any appeal;
Ø following this meeting, inform the employee of its final decision; and
Ø act reasonably towards the employee at all times.
Sickness Payments (SSP)

It is the organisation's policy to pay only statutory sick pay during periods of sickness absence, on
the basis that a valid fit note or medical practitioner’s certificate has been submitted in line with
statutory rules.

Any abuse of this policy such as (but not limited to) false information given to justify time off under
the guise of sickness, will result in disciplinary action being taken by the Ellul Family, for which the
end result could be termination of employment. In such instances if SSP has been paid, the Ellul
Family may exercise its right to demand that the full and total amount of SSP paid to you during that
specific period of absence is paid back.
Qualifying Days
The agreed qualifying days for SSP for employees of this Company are Monday to Sunday inclusive.
Time Off for Medical and Dental Appointments

Reasonable time off, without pay, will be given for normal medical and dental check-ups. Any
appointments requiring more than half a day’s leave, including minor surgery, should be taken as
holiday or medical absence. Where courses of treatment are required over an extended period of
time, time off without pay will be given unless otherwise agreed in advance.

Evidence of appointments may be required and should be produced on request.

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23. Other leave or absence
Bereavement Leave
If you suffer a bereavement involving an immediate member of your family (being a mother, father,
sister, brother, wife, husband, partner, son or daughter), we will do everything we can to support
you. A maximum of up 3 working days will be covered with full pay, however this will be decided by
the Ellul Family on a case-by-case basis.
Care for Dependents

You are entitled to take time off work to care for your dependants. We will comply with the
provisions of the relevant legislation from time to time in force. The following provisions currently
apply in relation to such time off:
Ø you are entitled to a reasonable amount of time off in order to take action that is necessary:
o to provide assistance if a dependant falls ill, is injured or assaulted
o to make arrangements for the provision of care for a dependant who is ill, injured or
assaulted
o in consequence of the death of a dependant
o because of the unexpected disruption or termination of arrangements for the care
of a dependant
o to deal with any incident involving your child which occurs unexpectedly whilst the
child is at school or similar educational establishment
Ø for these purposes, a dependant is defined as either your wife, husband, partner, son,
daughter, parent or someone who lives in your household who is not your Carer, tenant,
lodger or boarder.
Ø time off is unpaid
Ø you should tell the Ellul Family of the reason for your absence as soon as is reasonably
possible, including the likely duration of that leave
Ø this leave is to enable you to deal with emergencies and make longer term arrangements if
necessary. It is envisaged that leave in these circumstances is unlikely to exceed 1-2 working
days. If you require a longer period of absence you should discuss your requirements with
the Ellul Family, case manager or HR. You may be able to arrange to take holiday
entitlement, parental leave or other unpaid leave as appropriate
Jury Service (and Payment)

If you are called for jury service and you are eligible you are obliged, by law, to attend. You must
notify the Ellul Family immediately on receipt of the letter from the court. We are required by law to
allow you leave to serve on the jury. Jury leave is unpaid. The court will reimburse you for your loss
of earnings, travel costs and subsistence. Any losses of earnings are paid subject to completion of a
Loss of Earnings Form, which we are required to certify. There is a maximum rate payable for loss of
earnings that are outlined in detail on the following web page: www.gov.uk/jury-service/what-you-
can-claim.
Public or Statutory Duties

If you undertake certain public or statutory duties, you may be entitled to reasonable unpaid leave
of absence to perform them.

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You must consult with the Ellul Family or case manager before undertaking any public or statutory
duties. We will then consider whether you are entitled to time off for such duties. We will take
account of other statutory time taken off when we determine what constitutes a reasonable leave of
absence. We recognise that religious beliefs may mean that you need to take time off at certain
times and we will seek to allow time off to observe religious holidays. These holidays will form part
of your holiday entitlement referred to in Section 20 above.

We are always prepared to consider requests for leave because of special circumstances. You should
make any request to your the Ellul Family who will consider whether to grant the leave and whether
it should be paid or unpaid. Any absences for domestic reasons such as house moving, deliveries of
furniture or other similar reasons must be taken as part of your holiday entitlement.
24. Family friendly policies and procedures

Provided they satisfy certain criteria, working parents have rights relating to maternity and paternity
leave and parental leave. Carers are also entitled to the benefit of adoption leave and pay when they
adopt a child.

We will at all times comply with legislation in force from time to time. To this end our aim is to
inform all Carers of their entitlement to statutory rights and to ensure that Carers who qualify
understand these rights. The following policies are intended to meet the requirements of the
legislation currently in force and you should read them carefully. If there is anything you do not
understand you should speak to the HR Consultancy 020 8903 1652.

Maternity Leave
You can tell us that you are pregnant as soon as you wish to. This can be before you have decided
when to take maternity leave. You will need to tell the Ellul Family if you want to take paid time off
for antenatal appointments. You are protected from dismissal and unfair treatment on the grounds
of pregnancy and from any health or safety risks to you or your baby as soon as we know that you
are pregnant.

All pregnant Carers are entitled to paid time off work for antenatal care which your doctor, midwife
or health visitor advises. Except in the case of your first appointment, you must be prepared to show
us on request:

I. a certificate from your doctor, midwife or health visitor confirming you are pregnant; and
II. an appointment card or some other document that confirms the appointment.

Regardless of length of service or hours of work all pregnant Carers are entitled to 26 weeks'
Ordinary Maternity Leave ("OML") and 26 weeks’ Additional Maternity Leave (“AML”) During
maternity leave your contract of employment will continue and you will receive all of your
contractual benefits except wages or salary. This does not affect your eligibility to receive Statutory
Maternity Pay.
The earliest that leave can be taken is 11 weeks before the expected week of childbirth, unless your
baby is born early.
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Employees must take at least 4 weeks after a normal birth due to the stressors of moving and
handling. If there is a Caesarian delivery return to work will be decided by the treating Obstetrician.
All Maternity guidelines including:

Ø returning to work – ordinary maternity leave and additional maternity leave
Ø return to work
Ø illness at the end of maternity leave
Ø notice of termination
Ø Statutory Maternity Pay (SMP)
Ø Statutory Paternity Pay
Ø Parental Leave and pay
Ø Paternity leave and pay

Will be sent to you on receipt of notification of your pregnancy. If you would like a copy of these
guidelines prior to becoming pregnant, please contact The Ellul Family who will supply you with a
copy.
Parental Leave
Parental leave is for you to take time off work to look after a child's welfare, this leave is normally
unpaid, and is available for each child up to their 18th birthday.
Parental Leave should not be confused with Shared Parental Leave which is a new entitlement for
eligible parents of children due to be born or adopted on or after 5 April 2015.
• You must have completed at least one year's continuous service with the Ellul Family to
qualify.
• You can take up to a maximum of 18 weeks of unpaid leave for children under 18 years.
• Leave may be taken straight after the birth or adoption or following a period of maternity
leave.
• You will need to request leave giving at least 21 days’ notice before the intended start date.
• The Ellul Family may ask for the notice to be in writing.
If you have completed one year's service with us, you are entitled to 18 weeks unpaid parental leave
for each child born or adopted. The leave can start once your is born or placed for adoption, or as
soon as you have completed a consecutive year's service, whichever is later. You can take it at any
time up to the child's 18th birthday.
A request should be made to the Ellul Family in writing giving 21 days’ notice of the start date of the
parental leave. As long as you qualify for parental leave and give the Ellul Family the correct notice,
then you should be able to take parental leave at any time.
To take parental leave straight after the birth or adoption of your child, you should give notice 21
days before the beginning of the expected week of childbirth or placement. In cases where this may
not be possible you should give notice to the Ellul Family as soon as possible. For example, if a child
is born prematurely or where less than 21 days’ notice is given that a child is to be placed with you
for adoption.
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Parental leave should be taken in blocks of a week or multiples of a week, and should not be taken
as "odd" days off, unless the Ellul Family agrees otherwise or the child is disabled. You cannot take
off more than four weeks during a year per child. A week is based on your working pattern for
example if you work 3 days a week, this will be used as your week entitlement.
Your employment will remain while on parental leave and some terms of the contract, such as
contractual notice and redundancy terms, still apply.
25. Disciplinary and Grievance

The Ellul Family requires high standards from case managers, team leaders, Carers and all those
employed by the Ellul Family. The purpose of our Disciplinary Policy and Procedure is to promote
orderly employment relations as well as fairness and consistency in approach. The procedure and
rules which follow apply to any misconduct or failure to meet standards of performance or
attendance. For minor cases of misconduct or poor performance, we may decide to take informal
action outside of the disciplinary procedure. However, in the event of a Carer failing to comply with
the rules of conduct or failing to meet standards of performance/attendance or being in breach of
the terms and conditions of employment appropriate formal action will be taken. Our Disciplinary
Procedure follows the ACAS Code of Practice on Disciplinary Procedures

The Grievance Procedure aims to ensure that Carers’ grievances can be properly considered and
enable the Ellul Family to deal with grievances fairly, consistently and speedily. Carers should aim to
resolve most grievances informally with their the Ellul Family; however in situations where these
cannot be settled informally, the grievance procedure is available to any Carer who feels an action
taken in relation to him, or her, is unfair.

Misconduct and Gross Misconduct

Whilst it is impossible to detail every circumstance in which disciplinary action may be appropriate,
examples of misconduct and gross misconduct are listed below. These are intended to give an
indication of the types of behaviour likely to justify formal disciplinary action. Examples of
misconduct include:
Ø Failure to adhere to working hours, e.g. persistent lateness
Ø Failure to report as unfit for work due to illness on the first day or at the earliest opportunity
Ø Unacceptable level of absence
Ø Refusal or failure to obey a reasonable instruction
Ø Disregarding safety practices, procedures and rules
Ø Being an accessory to a disciplinary offence by another Carer
Ø Failure to follow the Carer Handbook procedures
Ø Breach of our policies
Ø Inappropriate dress or appearance which is below acceptable standards

Examples of gross misconduct include:
Ø Theft from Nathan and/or family, or other Carers
Ø Dishonesty, defrauding the Ellul Family or falsifying records
Ø Removal of Ellul Family property or property of other Carers without authorisation
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Ø Wilful damage to or deliberate misuse and/or neglect of any item of property belonging to
the Ellul Family, Nathan, a Carer, or any third party
Ø Misuse of the Ellul Family's facilities including computers or mobile phones either
deliberately or through negligence
Ø Unauthorised access to, amendment, removal, destruction or deliberate falsification of
official records
Ø Assaulting a Nathan, family member(s) or other Carer
Ø Negligent, abusive or violent behaviour
Ø Serious breach of security
Ø Serious negligence which causes or might cause unacceptable loss, damage or injury
Ø A serious breach of care or welfare placing a Nathan in an unsafe environment.
Ø A serious act of insubordination
Ø Failure to comply with a reasonable instruction or contractual requirement
Ø Serious breaches of health and safety rules and procedures
Ø A serious breach of our employment policies and procedures
Ø Attending work unfit for duty as a result of the misuse of alcohol or taking non-prescribed
drugs or substances
Ø Bullying or harassment of or discrimination against any Carer, volunteer or member of the
public on grounds of age, sex, marital status, race, nationality, sexuality, disability or
religious belief
Ø Committing an act outside work, or being convicted for a criminal offence, which is liable to
seriously undermine the performance of the contract of employment and/or the
relationship between you and us
Ø Failure to disclose correct information on your application form
Ø Unauthorised absence
Ø Words or actions that may be to the detriment of the Ellul Family
Ø A serious breach of confidentiality
Ø A serious breach of the Ellul Family Data Protection Policy including disclosure of the
personal data of Nathans, Carers or former Carers without their consent or obtaining or
allowing unauthorised access to such personal data
Ø Bringing the Ellul Family into serious disrepute

Poor Performance
If a Carer fails to perform their duties to a satisfactory standard then we may review their
performance at intervals determined by us. A capability meeting will then be held to discuss any
performance issues. The Carer will be liable to appropriate disciplinary action in accordance with this
procedure and rules.

At each stage the Carer will be informed of the extent to which their performance fails to meet
satisfactory standards, the improvement required and over what period, and the consequences of
their failure to meet satisfactory standards.

Disciplinary procedure
Pre-disciplinary investigation
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Before undertaking any disciplinary proceedings, an investigation will be undertaken to ascertain the
full facts. This may necessitate a formal investigatory meeting with the Carer. A person different to
the individual conducting any future disciplinary proceedings should preferably carry out the
investigation. Either a work colleague or trade union representative can accompany the Carer to any
investigatory meeting. Should suspension of the Carer be required during the investigation, then the
period of suspension should be kept to a minimum and it should be on full pay. This suspension is
not a punishment or a form of disciplinary action.

Written notification of intended disciplinary action:
The Carer will be formally notified and the circumstances and considerations for dismissal or
disciplinary action together with potential ramifications explained. The letter will invite the Carer to
a disciplinary meeting. The Carer must take all reasonable steps to attend and will be provided with
sufficient time to prepare. A full copy of the evidence from the investigation will be provided to the
Carer (including copies of any witness statements). The Carer has the legal right to be accompanied
to the meeting by a work colleague or trade union representative. If their chosen representative is
not available to attend on a proposed date a reasonable alternative date may be offered, which
must be within 5 working days of the date first proposed. Reasonable written notice of all hearings
will be given, normally 5 working days’ notice of the meeting.

Disciplinary hearing
The hearing will be fair and objective. The case against the Carer will be fully explained to them and
the evidence discussed. The Carer will be given all the time they require to set out their defence and
should be permitted to call witnesses (so long as they provide appropriate notice of their intention
to do so prior to the meeting). Where, after an investigation and a hearing have taken place, there
are reasonable grounds for believing that a Carer has committed an act of misconduct or has failed
to meet adequate standards of work, the level of sanction will be decided upon. The outcome of
hearings/meetings will be confirmed to the Ellul Family and, if appropriate, the improvement or
change in behaviour required, the timescale allowed for this, any sanction imposed and the right of
appeal against any action taken.

Appeal hearing
The Carer has a right of appeal if they are dissatisfied with the decision. Carers must appeal in
writing within 5 working days of the date on which the decision was sent to them and the appeal
must state the grounds of the appeal. The Carer will be invited to attend an appeal hearing. The
same principles that apply to a disciplinary hearing as set out above in terms of the manner in which
it is conducted, also apply to the appeal hearing. The Carer has the right to be accompanied by a
representative as outlined above. The Carer will be informed in writing of the final decision after the
appeal hearing and the right to vary the timings contained in this procedure in appropriate
circumstances is reserved.

Sanctions
Other than in cases of gross misconduct, Carers will not normally be dismissed for a first offence.
The action taken will depend upon the seriousness of the breach of discipline and any other relevant
circumstances, such as whether it is a first or second offence.

Formal verbal warning
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Where a formal verbal warning is given, written confirmation of this will be provided explaining the
reasons for the warning. The warning will remain in force for 6 months from the date of the warning.

Written warning
This will be appropriate for relatively minor offences of misconduct or poor performance. The
warning will remain in force for 12 months from the date of the warning.

Final written warning
Where there is a failure to improve performance or conduct during the currency of any prior
warning or where the misconduct or poor performance is sufficiently serious a final written warning
will be given. A note of the warning will remain on the Carer’s file for a period of 12 months from the
date of the warning.

Dismissal
In the event of any further misconduct or failure to achieve satisfactory standards, or in cases of
misconduct not amounting to gross misconduct but warranting dismissal, the outcome of the
disciplinary and dismissal procedure may be dismissal.

Summary dismissal
In cases of gross misconduct, the Carer will normally be dismissed without notice or pay in lieu of
notice. In exceptional circumstances, or if there are any genuine mitigating circumstances,
alternative disciplinary action may be taken. However any consideration of this kind will be done on
a case by case basis.

Grievance Procedure
If a Carer feels aggrieved about an issue, they must first raise this informally with their line manager.
If the grievance remains unresolved, Carers may use this formal grievance procedure.

Step 1 – Inform
The Carer must set out to the Ellul Family their alleged grievance in writing. If the grievance is
sensitive, then it should be sent to the case manager or the HR Consultant (Consultancy) detailed at
the beginning of the handbook. If a Carer is unable to express themselves on paper then assistance
by the Ellul Family or a colleague must be given to do so.

Step 2 – Meeting
The Ellul Family will invite the Carer to a meeting at a reasonable time and place within 3 – 5 working
days, where practicable, and inform them of their right to be accompanied. The Carer must take all
reasonable steps to attend the meeting. At all stages of the grievance procedure the Carer has a
right to be accompanied by a work colleague or a trade union representative. The representative
may participate in any hearings and address the hearing to put the Carer’s case, sum up the case and
respond on the Carer’s behalf to any view expressed at the hearing. If the Carer’s chosen
representative is not available on a proposed date, they may offer a reasonable alternative date
which must be within 5 working days of the date first proposed.

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The Carer will be asked to explain their complaint and say how they think it should be settled. If the
Ellul Family becomes unsure of how to deal with the grievance or feels further investigation is
necessary, the meeting should be adjourned. After the meeting the Ellul Family will respond in
writing to the Carer within 3 – 5 working days, where practicable, and advise them of their right to
appeal against the Ellul Family’s decision if they are not satisfied with it.

Step 3 – Appeal
If the Carer wishes to appeal they must inform the Ellul Family within 5 working days. The Ellul
Family will invite the Carer to attend a meeting and advise them of their right to be accompanied.
Where reasonably possible, the appeal should be heard by someone who was not involved in the
grievance.

After the meeting the Ellul Family will inform the Carer of the appeal decision and will also tell the
Carer that the appeal meeting is the final stage of the grievance procedure. The decision will be final.

Information relating to all the steps of the procedure

The HR Consultant (Consultancy) and the Ellul Family will keep the proceeding and all records
relating to disciplinary and grievance procedures confidential and retain them in accordance with
the Data Protection legislation.

26. Data Protection

In the course of our business, we collect and process personal information, including that relating to
Carers (as set out above), contacts, customers and suppliers to which you may have access in the
course of your employment. It is our policy to ensure compliance by our Carers with the Data
Protection Act. We reserve the right to implement the disciplinary policy against anyone who fails to
comply with the procedures set out below. Please ensure you have also read the Confidentiality and
Disclosures Policy in this Handbook.

The Data Protection Act sets out eight enforceable principles of good practice, to which we will make
all reasonable efforts to adhere. These principles are that the data must be: fairly and lawfully
processed; processed for limited purposes and not in any manner incompatible with those purposes;
adequate, relevant and not excessive; accurate; not kept for longer than is necessary; processed in
accordance with individuals' rights; secure; not transferred to countries outside the EU without
adequate protection.

The Act requires that all personal information is kept confidential and secure. You must therefore:
Ø observe all instructions or directions the Ellul Family give you in respect of confidentiality
and security of information
Ø comply with all security obligations contained within your employment contract
Ø keep any documentation containing personal information out of sight overnight, not left out
on desks
Ø inform us of any changes to your personal details to enable us to comply with the Act and to
aid the smooth running of Nathans’ care
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Ø keep all lockable cabinets and drawers in which personal information is stored locked when
not in use
Ø treat any documentation taken out of Nathan’s home in the same way as when in an office
or commercial environment, ensuring security of information

Information held must be accurate, relevant and not excessive. If you need to hold or collect
personal information you must therefore
Ø ensure that all documents containing personal information are up to date and held for no
longer than is necessary; you should be aware that what constitutes “no longer than
necessary” will vary and takes into consideration the type of information and the purpose to
which it is to be put
Ø ensure that all documentation or other materials no longer required containing personal
information are disposed of via secure destruction bins / shredders; and
Ø ensure that the content of personal information held is objective; the information you hold
may be disclosed to the individual concerned

Carers must ensure that only the “authorised processing of information” takes place. In practice this
means that:
Ø information held and used must be required by you in the information in the course of your
employment; you must not access, gather or hold information which you do not genuinely
need in order to carry out your job
Ø access to personal information should be refused to individuals both internally and
externally (without the consent of the individual), unless it is clear that these individuals are
authorised to access or process such information

Except in certain limited circumstances, it is a criminal offence to obtain or disclose personal data or
the information contained in personal data or to procure the disclosure of the information contained
in personal data to another person without the consent of the person responsible for our
compliance with the Act. This means that:
Ø you may be committing a criminal offence if you do not process data in an authorised
manner, whether you do so deliberately or because you have not taken sufficient care;
Ø it is extremely important that you comply with the terms of this policy and with any further
instructions or directions we or your manager give you;
Ø if you have any doubts or queries concerning your access to, or use of, personal data in the
course of your employment, you should seek guidance from the Ellul Family

Providing a reference involves the disclosure of personal data of the individual who is the subject of
the reference. So that we can ensure we protect our Carers' data no references (whether to
prospective the Ellul Family or other institutions) should be provided without prior authorisation
from the Ellul's.

This policy does not prevent any Carer giving a reference in a personal capacity but Carers should
make clear that such references are personal and not on behalf of the Ellul Family and, if the
reference is given on paper, that neither the Ellul Family name, address or logo appear on the paper.

Page 58 of 61

It is our policy to provide copies of references given by us to the individual who is the subject of the
reference if they request a copy.

Page 59 of 61

ACCIDENT, INCIDENT, NEAR MISS REPORT FORM
This form must be completed as soon as possible after the accident, incident or near miss
and forwarded to Mr and Mrs Ellul and the Case Manager in all cases without undue delay.
Type of occurrence: Accident Incident Near Miss

Name of person Date: Signature:
making the report:
Time:

Where did it occur: Location:

Brief details of
occurrence:

Person involved in the Full name: Contact Tel No:
occurrence:
Details of personal
injury (if an accident):

Details of person Full name: Ambulance called?
injured: Contact details: Yes

No
Details of witness to Full name: First Aid administered
the above (if any): Contact details: Yes

No
Who provided first aid? Full name: Was the injured person
Contact details: taken to hospital?
Yes
No
Other comments:

Form discussed with:

Page 60 of 61


Date:
On review could the If so, how?

occurrence be
avoided?
Yes

No

Decisions as a result of
occurrence

All information will be treated as confidential and in accordance with the requirements of the Data
Protection Act 1998.
DEFINITIONS
A near miss is an unplanned event that did not result in injury, illness, or damage – but had
the potential to do so. Only a fortunate break in the chain of events prevented an injury,
fatality or damage; in other words, a miss that was nonetheless very near.
Incident in this report is taken to mean a dangerous occurrence "that has a high potential to
cause death or serious injury” and are specified by the Reporting of Incidents, Diseases and
Dangerous Occurrences Regulations 1995
The HSE (Health and Safety Executive) define an accident as “any unplanned event that
resulted in injury or ill health of people, or damage or loss to property, plant, materials or
the environment or a loss of business opportunity”.
You must report any work related incident that causes harm, or could have caused harm.
Please always be aware of risk and highlight any possible risk to Mr and Mrs Ellul or the
Case Manager if you identify anything.

RISK LEVEL LIKELIHOOD OF HARM

SEVERITY A Very unlikely B Unlikely C 50 / 50 D Likely E Very likely /
likelihood certainty
1 Minor injury or illness Low Low Low Low Medium
2 Moderate injury or illness Low Low Medium Medium High
3 “3 day injury” or illness Low Medium Medium High High
4 Major injury or illness Low Medium High High High
5 Fatality Medium High High High High

Page 61 of 61

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CARER'S

Appraisal and supervision forms...still to come.....

Rosh Hashana The Jewish New Year

Yom Kippur Day of Atonement

Sukkot Feast of Tabernacles

Shmini Atzeret Eighth Day of Assembly

Simchat Torah Day of Celebrating the Torah

Pesach Passover, the Feast of Unleavened Bread

Festival of Weeks, commemorates the giving of the Torah at Mount

The Ninth of Av, fast commemorating the destruction of the two

Purim Katan Minor Purim celebration during Adar I on leap years

Shushan Purim Purim celebrated in Jerusalem and walled cities

Pesach Sheni Second Passover, one month after Passover

Lag B'Omer 33rd day of counting the Omer

Tu B'Av Jewish holiday of love, similar to Valentine's Day

Fast of the Seventh Month, commemorates the assassination of the

Asara B'Tevet Fast commemorating the siege of Jerusalem

Ta'anit Esther Fast of Esther

Ta'anit Bechorot Fast of the First Born

Fast commemorating breaching of the walls of Jerusalem before the

Yom HaShoah Holocaust Memorial Day

Yom HaZikaron Israeli Memorial Day

Yom HaAtzma'ut Israeli Independence Day

Yom Yerushalayim Jerusalem Day

Shabbat Shekalim Shabbat before Rosh Chodesh Adar

Shabbat Zachor Shabbat before Purim

Shabbat Parah Shabbat of the Red Heifer

Shabbat HaChodesh Shabbat before Rosh Chodesh Nissan

Shabbat HaGadol Shabbat before Pesach

Shabbat Chazon Shabbat before Tish'a B'Av (Shabbat of Prophecy/Shabbat of Vision)

Shabbat Nachamu Shabbat after Tish'a B'Av (Shabbat of Consolation)

Shabbat Rosh Chodesh When Shabbat falls on Rosh Chodesh

Rosh Chodesh Cheshvan Beginning of new Hebrew month of Cheshvan

Rosh Chodesh Kislev Beginning of new Hebrew month of Kislev

Rosh Chodesh Tevet Beginning of new Hebrew month of Tevet

Rosh Chodesh Sh'vat Beginning of new Hebrew month of Sh'vat

Rosh Chodesh Adar Beginning of new Hebrew month of Adar

Rosh Chodesh Iyyar Beginning of new Hebrew month of Iyyar

Rosh Chodesh Sivan Beginning of new Hebrew month of Sivan

Rosh Chodesh Tamuz Beginning of new Hebrew month of Tamuz

Rosh Chodesh Av Beginning of new Hebrew month of Av

Rosh Chodesh Elul Beginning of new Hebrew month of Elul

2. Privacy and Dignity in care

Entering the home

Dressing and Undressing

Personal Hygiene, Shaving and oral hygiene

Toilet and Continence Requirements

Eating and Meals

Handling Personal Possessions

3. General Conduct Issues

Mobile Phones and Devices

Drugs and alcohol misuse

Personal Use of Facilities

4. Autonomy and Independence

5. Equality and Diversity

Bullying and Harassment

6. Health and Safety

Using an aqueous antiseptic solution

Using an alcohol-based preparation

Surgical hand wash

Guidelines for Personal Protective Equipment (PPE)

Guidelines for safe Food preparation, storage and disposal

8. Moving and Handling

Principles of safe and appropriate handling of medicines