Welcome to

Royal Mail Midlands

Super Hub

Classified: RMG – Internal

 Welcome

Hello, and a warm welcome to the new Royal Mail Midlands Super Hub.

You are now part of the brand-new team assembled to run this amazing plant!

We will work together to create a safe and successful processing operation in the first fully
Automated Parcel Sorting System (APSS) at Royal Mail.

All our team have been successfully trained on all aspects of the new automation operation, and
you will also receive in-depth upskilling for the areas in which you will work. The Midlands Super
Hub is housed with the new Royal Mail Academy, and provides a range of innovative roles, robust
training, and career development opportunities.

Our ethos here is “1Hub”, where all functions work together to ensure we induct, process and
despatch parcels seamlessly using the most advanced technology available. You will see more of
this as you become accustomed to the site.

We recognise that moving here will be a change from your previous role. We are keen that you
are supported through this transition and this document, your induction, training, dedicated
workplace group, Workplace Coaches and line manager are all here to help you.

Your first day of operation in Midlands Super Hub will be …………….. and consist of

• Safety Video for Midlands Super Hub

• Induction briefing and tour of APSS by one of our coaches
• Access to the new colleague workplace group
• Information relating to the training approach and when this will take place

If you are absent from work on this day for any reason, you will receive your induction on your
first day back.

I look forward to welcoming you to the Midlands Super Hub.

If you do have any questions one of the team will be able to assist you.

Jason Simms
General Manager

Classified: RMG – Internal

 Location

Midlands Super Hub

Dirft Way
Northampton
NN6 7HQ (*please note for directions use the postcode NN6 7GZ)
Telephone Numbers – Reception: 01788 825500 Bookroom:
General Manager Jason Simms

Directions

M1 - leave at junction 18 follow signs for A5 North Watling Street towards Hinckley, at the second
roundabout turn right into Danes Way, at end of road turn left at the roundabout onto D.I.R.F.T
Drive. Continue along the road under the railway bridge for 1/2 mile and the Hub is on the right
hand side

Midlands Super
Hub

Royal Mail NDC

M1 Jct
18

Classified: RMG – Internal

 Midlands Super Hub: Workplace Induction: Site Rules:

The purpose of these safe working instructions is to highlight appropriate safe work practices to minimise exposure to
hazards and prevent harm to people. These safety instructions must be followed at all times. Your manager (in
conjunction with your Workplace Safety Representative) will regularly review the implementation of the safety
instructions to ensure they remain effective in your work area. If you wish to comment on these safety instructions at any
time, you should speak to your line manager

Welcome to Royal Mail Midlands Super Hub:

At Royal Mail Midlands Super Hub, we are committed to fostering a positive and professional work
environment where all employees are treated with respect and dignity. We recognise that mutual
respect among our staff is critical to the success of our business, and we expect all employees to
behave in a manner that upholds this principle.

To that end, the following have been established:

Respect for Colleagues: All employees are expected to treat their colleagues politely and with respect.
This includes avoiding any behaviour that could be perceived as intimidating, threatening, derogatory
or discriminatory; to not behave violently or be abusive to others. To actively promote a culture of
inclusivity and teamwork.

Respect for Managers: All employees are expected to treat their managers with respect and
professionalism. This includes following their directives, communicating in a professional and
courteous manner, and refraining from any behaviour that could be construed as disrespectful or not
in line with Our Business Standards.

Respect for the Site: We are fortunate to have a brand-new state of the art site which we can all take
pride in maintaining. With that in mind, we expect all employees to respect our building, venue
rooms, furniture, equipment, and the local environment. This includes reporting any non-compliance
to these standards in addition to raising any faults to reception or your manager.

Confidentiality: All employees are expected to maintain strict confidentiality with regards to company
and employee information. This includes refraining from gossip, spreading rumours, or always
discussing confidential information.

Classified: RMG – Internal

 Compliance with Company Policies: All employees are expected to comply with Our Business
Standards and policies, including those related to behaviours, ethics, and professionalism. Failure to
comply with company policies may result in disciplinary action, up to and including dismissal.

Through promoting mutual respect and professionalism here at the Midlands Super Hub we can
create a positive and enjoyable work environment that benefits everyone. We expect all employees
to uphold these policies and contribute to a workplace that is inclusive, respectful, and productive.

Bullying and Harassment:

Royal Mail has a wide-ranging action plan to tackle all forms of bullying and harassment and
discrimination within the workplace. Royal Mail is also committed to promoting diversity throughout
the workplace. At Midlands Super Hub we will not condone any behaviour that is abusive or offensive.
Any reported behaviour will be dealt with in line with the Conduct Procedure.

We expect our people to behave in line with Our Business Standards and company values at all
times. This means treating each other politely and with respect. We must:
✓ Always be open, honest, and polite towards colleagues.
✓ Not abuse or offend others by the things you say or write, including in emails and on social
media or networking
✓ Not behave in any way that suggests prejudice or favouritism
✓ Not take part in, encourage or condone bullying, intimidation, harassment, unlawful
discrimination or abuse of any kind to anyone, whether a colleague, customer, supplier or
member of the public
✓ Challenge any instances of this behaviour and show it is not acceptable in our organisation
✓ Not exploit colleagues for loans, private work, or favours of any kind
✓ Not retaliate against any colleague who reports wrongdoing

Mail Integrity:
When working for Royal Mail at Midlands Super Hub we all have a duty to safeguard our customer’s
mail from the moment we collect it, during its processing and on to its delivery. It is everyone’s
responsibility, including yours, that mail is safe from theft, interference, damage or delay. By doing
your part to ensure the secure and safe conveyance (movement) of the mail we all meet our legal
obligations.

Keeping mail secure at all times is called Mail Integrity which means that we, as an organisation and
individuals, minimise the risk of loss, theft, damage and interference to all customer’s mail. This is
vitally important to our organisation, as the safeguarding of mail maintains customer confidence in
our business. The future of Royal Mail depends on being ‘the best and most trusted’ and at the heart
of this is the fact that we take care of our customer’s mail at every point along the pipeline.

Whilst working at Midlands Super Hub you must ensure that:

✓ Mail is never left unattended or unsecure.
✓ All of our people have an appropriate level of security awareness.
✓ Unauthorised access to the premises is prevented.
✓ Special Delivery is afforded the appropriate protection.
✓ Managerial checks to safeguard mail are effectively deployed.
✓ Equipment used to convey mail affords the appropriate level of security at all times.

Absence Reporting:
If you are unable to attend for your duty you must notify the bookroom by telephoning them on
XXXXX It is your responsibility to inform them of your absence prior to your shift starting. Royal Mail

Classified: RMG – Internal

 encourages high standards of attendance to ensure that we maintain a reliable staffing base to deliver
the best service possible to our customers.
✓ Phone the book room on XXXXX

Arriving at Work:
✓ Arrive onsite in time to scan in on the operational floor at your designated start time.
✓ Use the designated entrance adjacent to the multi-story car park to enter the Super Hub.
✓ Do not use the large fleet access point.
✓ Adhere to all signs, walkways and markings while walking to the main entrance
✓ Do not walk in operational vehicle routes or areas.
✓ Wear appropriate personal protective equipment (PPE) where required.
✓ On attendance for your duty, you must always ensure that you scan in. Under no
circumstances should you scan in or sign in for a colleague at any time. This is a serious offence
and will be dealt with in line with the Conduct Procedure.

Leaving Work:
✓ Complete your full hours before scanning out on the operational floor, if at any time you are
unable to do this you need to speak to your work area manager.
✓ Use the designated gate adjacent to the multi-story car park to exit the Super Hub. Do not use
the large fleet access point.
✓ Adhere to all signs, walkways and markings while walking to the exit.
✓ Do not walk in operational vehicle routes or areas.
✓ Wear appropriate personal protective equipment (PPE) where required.
✓ On finishing your duty, you must always ensure that you scan out. Under no circumstances
should you scan in or sign in for a colleague at any time. This is a serious offence and will be
dealt with in line with the Conduct Procedure.

Parking Standards:
✓ Park your vehicle in the designated floor level of the multi-story carpark as below:
o 05:00 am – 10:00 am start time (early shift) - Top Floor
o 10:00 am – 22:00 pm start time (late shift) – Middle Floor
o 22:00 pm – 04:00 pm start time (night shift) - Bottom Floor
✓ You are responsible for the safe and legal operation of your vehicle at all times whilst it is
onsite.
✓ Park only within the lines of the designated parking spaces, ensuring walkways and vehicle
routes are free from obstruction.
✓ Electric bays are reserved for the active charging of electric vehicles only
✓ Drive at a safe speed, not exceeding 10 mph and take care when manoeuvring within the car
park
✓ Comply with directional road signage and one-way markings in the multi-story car park.
✓ Blue bays should only be used by blue badge or permit holders. If a permit is required –
contact your first line manager.
✓ Employees can be picked up and dropped off outside of the main gate as there is pedestrian
access to the site.
✓ Car sharing where possible and practicable is encouraged to reduce vehicle congestion – we
have partnered with LiftShare, an app which helps you schedule, organise and select lifts
o https://liftshare.com/uk/community/royalmaildirft
✓ Royal Mail reserves the right to take action, including disciplinary action against employees
who do not follow these standards.
✓ Royal Mail does not accept responsibility for damage or loss of the property on the carpark.

Classified: RMG – Internal

 Operational Floor
Operational Standards:
✓ Staff members must be present on the operational floor during their assigned shift unless
authorized to take a break or at the start or end of their shift.
✓ Staff members must obtain permission from their supervisor or manager if they need to leave
the operational floor for any reason during their shift.
✓ In the case of an emergency, staff members may leave the operational floor without
permission.
✓ Being absent from your point of duty and/or leaving the operational floor without
authorisation may result in disciplinary action.
✓ Smoking and vaping is not permitted in any Royal Mail Group building or vehicle and is not
permitted in the multistorey car park including the garden area. Employees and agency
workers who do not comply with the standards will be subject to an investigation under the
Conduct Procedure. The only smoking/vaping area you are permitted to smoke/vape is located
at ground level to the front of the employee car park.
✓ Report any near misses, unsafe acts or unsafe conditions to a manager.
✓ Only use equipment for which you have received training.
✓ Personal mobile phones must not be used on the operational floor.
✓ The use of headphones and earphones, including a single earphone, connected to a personal
portable music device is not permitted anywhere on the operational floor.
✓ Segregate and tidy any waste away into appropriate bins provided – general and recycling.

Housekeeping Standards:
✓ All employees are expected to follow the 5S standard. This is a workplace organisational
method that uses a list of five measures: 'Sort', 'Set in order', 'Shine', 'Standardise', and
'Sustain' to organise a workspace for efficiency and effectiveness. It works by identifying and
storing the items we use, maintaining the area, and sustaining this standard.
✓ All employees are expected to uphold these standards as they go about their work by, for
example, picking up waste such as labels off the floor whilst walking around the site and
placing them into the correct bin.
✓ All the equipment and materials must be returned to their designated storage locations after
use.
✓ Reusable Water bottles (Personal or Royal Mail) are permitted on the operational floor and
must be left on designated tables positioned throughout the site.
✓ Any spills or debris on the floor should be reported to the work area manager.
✓ There is to be no charging of personal phones on the operational floor

Uniform:
✓ Your ID badge must always be worn unless working with machinery. Lost/damaged cards must
be reported to your line manager for a replacement to be ordered. You will then need to
request a visitor pass from the reception which must be returned each day.
✓ We encourage all employees to wear Royal Mail uniform, and as a minimum all employees are
to wear the Royal Mail red shirt or polo when working onsite.
✓ All employees should wear appropriate PPE equipment at all times
✓ Any non-permanent marks (temporary tattoos, henna tattoos and so on), badges, ribbons,
jewellery, tattoos or ornaments (including items used in body piercing) that are offensive,

Classified: RMG – Internal

 indecent, a health-and-safety risk, or otherwise incompatible with the standards in Our
Business Standards should not be displayed on duty, or on company premises.
✓ As well as being smart and tidy, employees must not wear anything that could be a potential
safety hazard. This includes jewellery that could be trapped in machinery. The only jewellery
appropriate should be small unobtrusive items in the ear or nose.
✓ Long hair should be tied back when on the operational floor

Locker Facilities:
✓ We have installed locker facilities on the ground floor of the hub. These lockers are available to
all staff members to store their personal belongings prior to the start of their shift.
✓ This facility is provided to you as a convenience, and we ask that you use it responsibly.
✓ We ask that you do not reserve or claim a locker that is not currently in use. If you notice that
a locker is not being used, please inform your manager so that it can be made available to
someone else.
✓ Each staff member is allowed one locker only.
✓ Lockers are for storing personal belongings only. Do not store any company property,
hazardous materials, or illegal substances in the lockers.
✓ Lockers are to be used during your shift only. Do not leave any personal belongings in the
lockers overnight.
✓ Keep your locker clean and tidy. Dispose of any waste or unwanted items in the designated
waste bins.
✓ Do not share your locker key with anyone else. If you suspect that someone else has access to
your locker, please inform your supervisor immediately.
✓ Any damage to the locker or its contents is your responsibility. Please report any damage or
malfunction to your supervisor as soon as possible.
✓ Personal bags will not be allowed on the operation floor and food must be in a clear plastic
container.

Catering:
✓ We are introducing a new hot locker system where you can order hot food in advance through
a dedicated app, and have it delivered directly to a locker on the operational floor or collected
from the canteen in time for your break.
✓ This facility is in place to save you time and make your breaks more relaxing, as you won't have
to worry about queuing for food or finding a place to eat.
✓ It's a great example of how we are showing that we value you and are committed to creating a
positive work environment.
✓ The canteen is a 24-hour self-service system only, with two self-check tills available for
employees to use.

Welfare pods:
✓ Each area of the operational floor will have a designated welfare pod located within the same
area you are working to reduce your travel time for you designated meal break.
✓ These areas are designed for your comfort and wellbeing, and we all have a responsibility to
keep them clean, tidy and well maintained.
✓ They will contain toilets, fridges and soft seating areas for you to enjoy your break and the hot
lockers will be located close to these welfare pods.
✓ All employees are expected to clear any waste or clutter before you leave the area, treat the
furniture with respect, and report any spillages or damage to a manager immediately.

Rest breaks at work:

✓ Meal breaks for the new grades will be in accordance with the Way Forward Agreement. For
reference, the entitlements are as follows

Classified: RMG – Internal

 o Less than 2 hours 30 minutes = no break
o 2 hours 31 to 3 hours 10 mins = 10 minutes break
o 3 hours 11 to 3 hours 30mins = 15 minutes break
o 3 hours 31 to 4 hours 59 = 20 minutes break
o 5 hours to 7 hours = 30 minutes break
o 7 hours 1 to 8 hours 59 = 40 minutes break
o 9 hours to 10 hours 59 = 50 minutes break
o 11 hours to 12 hours 59 = 60 minutes break
o 13 hours or longer = 70 minutes break
✓ Your break will be given at a suitable time within your shifts.
✓ Smoking breaks are to be taken within you allocated rest break time – the only permitted
smoking area is on the ground floor outside the multi-story carpark under the clear plastic
shelter.
✓ Employees will have access to the canteen, welfare pods, soft seating areas and the garden on
the top floor of the car park where you can enjoy your break.

Prayer break policy:

✓ All employees may ask for a short period of time to pray during the working day. Whilst the
Employment Act 2010 does not require employers to release employees outside of normal
scheduled work breaks, managers will attempt to be flexible in allowing breaks to be taken at a
different time if this is operationally possible.
✓ Consideration may be given to allowing you to work more flexibly, for example starting earlier
or leaving later in instances when breaks cannot be rearranged due to operational needs.
✓ At the Midlands Super Hub we have a dedicated multi-faith room for prayer or quiet time
located off the operational floor.

Other facilities:
✓ A gym is located on the ground floor (off the operational floor) for employee to use when they
are off duty.
✓ Showers are located in the main office block.

Processing on the operational floor:

As a company, we fully respect and understand that some religions prohibit the handling of certain
substances e.g., alcohol. However, due to the nature of our parcel machines, we cannot control the
content of each parcel, nor can we control where each parcel is dropped. Therefore, it is possible that
an employee working on the machine may need to handle parcels containing these substances. We
understand that this may be a concern for some employees, and we want to assure you that we take
this matter seriously. However, we must also ensure that our operations are efficient and effective,
and that all employees are able to perform their duties in a safe and responsible manner. Thank you
for your understanding and cooperation.

Classified: RMG – Internal

 Key locations:

First Aid:
✓ In the event that first aid is required, raise the alarm verbally by asking colleagues or a person
in charge for assistance.
✓ Where the incident is deemed to be of a more serious nature, contact the emergency services
immediately and without delay.
✓ First aid provisions are available on site including first aid room, which is located on the ground
floor.

Classified: RMG – Internal

 Fire evacuations procedure:
✓ All Fire Doors and Fire Exits must be kept clear at all times. In emergency leave by the nearest
exit and proceed to the locations as highlighted below
✓ The fire alarms are tested as follows: Wednesday between 11:00 and 12:00

✓ Fire alarm call points are located at each

fire exit.

✓ In the event of an emergency evacuation

all staff must leave via the nearest fire exit and
make their way to the building zone aligned
assembly point.

✓ Under no circumstances must anyone re-

enter the building during an emergency
evacuation.

✓ If you discover a fire raise the alarm by

pressing fire call point to warn others in the
premises and proceed to the nearest assembly
point.

Classified: RMG – Internal

 Operational equipment:
1. WARNING: Powered equipment in operation: DO NOT enter or walk in MHE routes. Use designated
walkways and crossing points at all times. Boundary points have been marked throughout the operational
areas that designate MHE routes and pedestrian routes.

2. WARNING: if working with machinery: Long hair, loose items, and jewellery, e.g., lanyards, ties, necklaces,
rings etc. should be removed, secured, or covered before working with or near the machinery.

3. WARNING: If working with machinery Keep hands clear of moving parts.

4. WARNING: Access to the automation mezzanine levels is via Permit only. You must not attempt to access
the stairways or mezzanine unless authorised to do so.

5. WARNING: Class 3 PPE equipment is required when moving between the Rail Terminal and main building.
Be mindful of traffic and only use pedestrian footpaths.

6. WARNING: If working with any equipment, tools or machinery report any faults or damage immediately to
your first line manager

Mandatory (Do and Do Not)

Classified: RMG – Internal

 • ensure you use pedestrian walkways and pedestrian crossings at all times both
externally and internally.
• report all hazards, accidents and near miss incidents to your manager.
• adhere to site rules and all SSOWs at all times.
• wear PPE as instructed in the specified areas.
• be aware of the low-level order pickers and forklift trucks operating throughout the
plant.
• be aware of your surroundings and look where you are walking/moving to avoid
stepping on obstacles, rubbish, or other hazards. Keep your work area tidy at all times.
• maintain three points of contact when ascending or descending stairs/machine steps.
• make sure you are wearing the appropriate footwear and that it is in good condition.
• operate machines and equipment as per training, following safe systems of work at all
times.
• store equipment and containers in designated and safe areas.
• use the correct manual handling technique at all times. Use the TILE principles (Task;
Individual, Load; Environment).
• ensure any loose clothing, lanyards, long hair etc. that could become entangled with
moving parts of the equipment are removed, secured, tied back etc. whilst operating the
equipment.
• inform your manager of any personal condition that could be impacted by work tasks,
activities, and the working environment.
• DO NOT enter LLOP and Forklift Truck operational routes or operational areas unless you are
permitted and supervised. If in doubt speak to a manager.
• DO NOT access the automation stairways or the automation mezzanine unless authorised to do
so. Access is via Permit only.
• DO NOT attempt to access the Academy area or other admin and meeting areas unless authorised
to do so.
• DO NOT attempt to operate equipment that you have not received training for.
• DO NOT use equipment that is not approved for use for the activity being performed.
• DO NOT operate the equipment outside of designated areas.
• DO NOT use power points on the operational floor to charge personal electronic devices.
• DO NOT attempt to start or interfere in any way with a machine or equipment that is under
maintenance control or displaying a machine under maintenance sign.
• DO NOT tamper with or modify electrical/mechanical equipment or remove safety covers/guards.
• DO NOT wear headphones or use a mobile phone whilst on the operational floor.
• DO NOT take drinks or food into the APSS operational area. Drinks that are safely contained can
be taken into cross dock. Food can be taken to pods in transparent bag.
• DO NOT drop litter or walk by litter or spillages, pick it up or report it immediately. Treat our Super
Hub with respect at all times.
• DO NOT remove any safety related information that is displayed.
Author: Signed: M. Barnes Date:
Safety Support: (Where applicable)
Safety Authorisation: (As defined in Signed: Date:
Levels of Authority (Appendix 4)
Local hazards (List any hazards (and any instructions additional to those above) specific to your workplace)

Classified: RMG – Internal

Classified: RMG – Internal
 RMG YARD Safety, Health and Environment Rules
Midlands Super Hub
Controls
PPE Speed limit
High Vis Footwear Speed should be
reduced on the
Safety west side of the
(toe cap) building due to two-
Category
footwear way traffic in
3 operation.
Generic rules
DO
DO support the Yard Marshals at all times, they are in place to promote and support a safe
operational yard environment for all yard users.
DO Use the designated walkways at all times
DO Obey the speed limit at all times
DO adhere to and obey the loading bay traffic light systems at all times.
DO ensure you adhere to and obey the loading bay vehicle key control process at all times.
DO Park vehicles in the designated area for each vehicle type as directed. This includes areas for loading and
unloading
DO Wear the correct PPE at all times (Employees and Visitors)
DO Adhere to the following SSOW's at all times: Driving, Loading & Unloading
DO Comply with directional signage, one way/two-way traffic signage and road markings at all times
DO Ensure vehicles are reverse parked at all times.
DO Always be aware when approaching bends and blind spots
DO Always be aware of other large goods vehicles manoeuvring onsite
DO Report any loading bay traffic light faults immediately to a person in charge.
DO Report damage to the Yard and other hazards to onsite traffic office
DO Report all accidents and incidents immediately to onsite traffic office
DO Obey the Yard Marshall And Shunters Instructions
DO NOT
DO NOT Enter the Yard unless authorised to do so
DO NOT Operate as a Yard Marshall or Banksman at any time unless trained and authorised to do
so.
DO NOT Leave vehicles unsecured
DO NOT park vehicles on or block pedestrian walkways.
DO NOT remove a trailer form the dock if the traffic light system is showing a RED light.
DO NOT attempt to connect to or remove a trailer from a dock if the traffic light system is
found to be faulty, enter the building and report immediately to person in charge.
DO NOT Use mobile phone or wear headphones whilst in control of any vehicle
DO NOT Use mobile phone or wear headphones in the Yard
DO NOT Block vehicle or pedestrian routes with work equipment
DO NOT Act in an unsafe manner putting yourself or others at risk
DO NOT Smoke on site other than in a designated smoking area
DO NOT Reverse into a dock bay when a red light is illuminated, or no lights are illuminated
Do Not Park or Take Any Trailers Without Authorisation
ADDITIONAL INSTUCTION / HAZARDS

Arrangements (Mark each arrangement on map)

Classified: RMG – Internal

 Motive Unit Parking Pedestrian Waste
Unit Parking
110-154
Routes disposal
18T Vehicle Parking Fire
Assembly
Main Vehicle Point
Routes
Trailer Parking Trailer Parking Fuel island
Fuel Island

Internal MHE Vehicle Wash Loading Bays

MHE Vehicle DOORS
Routes Route Wash

Document Authorisation
Manager Name Signature Date
CWU Safety Rep Name Signature Date
Site Address
Royal Mail Midlands Super Hub,
D/C 5, DIRFT Drive, Northampton, NN6 7GZ

Classified: RMG – Internal

 800
700- 7-799 +
711

Vehicle
Wash
Island
Fuel

300-395
Bays 500-699
396-499

Classified: RMG – Internal