Part 5 - Code of Conduct for Employees
This Code of Conduct includes confidential reporting procedure (whistle-blowing) for employees other than for staff in educational establishments (for whom a separate code exists).
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- Code of conduct
- Personal appearance
- Use of the council's facilities and equipment
- Culture of the organisation
- Your interests
- Rules governing purchasing by employees
- Separation of roles during tendering
- Reporting a concern
- Gifts, prizes hospitality and sponsorship
- Register of gifts and hospitality
- Disclosure and use of information
- Political neutrality
- Appointments and other employment matters
- Undertaking additional work outside the council
- Arrest or conviction on civil or criminal charges
- Membership of clubs, socities and other organisations which are not open to the public and / or have secrecy about rules, membership etc.
- Conflict of interest
- Equality issues
- Health and safety issues
- Breaches of code of conduct
- Confidential reporting procedure for employees (whistle-blowing)
- Any personal interests, financial or otherwise, must be registered (see paragraph 19) when they could reasonably be deemed to potentially conflict with any work undertaken by employees in the course of their duties. The Chief Executive and each Director will be responsible for ensuring that their personal interests are registered in accordance with this Code and that all of their employees are aware of the need to register personal interests. In certain circumstances even though a conflict of interest is not anticipated (for example, acting as a School Governor, involvement with an organisation receiving grant aid from the Council, involvement with an organisation or pressure group which may seek to influence the Council’s policies) employees should register their interests.
- Section 117 of the Local Government Act 1972 requires all employees to give written notice of any contract or proposed contract in which the Council is involved and in which the employee has a financial interest (either direct or indirect) as soon as the employee becomes aware of it. Failure to declare an interest is a criminal offence and may result in prosecution.
- A direct financial interest arises where an employee or their partner, family member or close friend has a financial interest in a contract or proposed contract whether to their advantage or disadvantage, in which the Council is involved. An indirect financial interest may arise where an employee or their nominee or employee’s partner holds securities or shares in a company which exceeds £5,000 or 1/100th of the nominal issued share capital of a company which has a direct financial interest, whichever is the lesser amount.
- An ‘other’ interest may occur when an employee or their partner, family member or close friend has membership or association in a company, society, club or other body, trade union or voluntary body, or is employed by another person or company which has direct financial interests in any matter which is the subject of discussions / negotiations with the Council; or when dealing with the Council on a personal matter relating to them or their family.
- Details of interests must be made in writing and sent to the Monitoring Officer who will record it in a register and acknowledge receipt of the declaration. Employees should ensure that they receive an acknowledgement back from the Monitoring Officer. The declaration must be made as soon as the employee is aware of the interest and/or the contract or proposed contract to which the interest relates. All contracts or proposed contracts are covered by this requirement, including contracts for the regular supply of goods and services. A standard form is available on the register of staff interests page.
- Employees with a financial or non-financial interest in any matter should not only declare that interest but also seek to distance themselves from involvement in that matter. Employees must be open and up front about their interest in all associated dealings. In particular, any such interest must be stated at meetings, whether Council meetings or other meetings, public or private. Notes taken at the time should be placed in the appropriate file concerning the interest(s) and how it has been handled.
- Employees involved in the award or management of contracts shall declare in writing to their Director (or in the case of Directors, the Chief Executive) any association or friendship with any contractor and should take no part in a tender process involving the contractor without written approval. Any employees engaged in the consideration or determination of any application for any contract, permission, grant, approval or consent must declare to the Director (or in the case of Director, the Chief Executive) any association with any person or body who is an applicant in the field of work in which that employee is engaged.
- A Director (or in the case of Directors, the Chief Executive) to whom any such interest, association or friendship is declared shall consider whether to take steps to ensure the employee concerned is not placed in a position where private interests and official duties may conflict.
Page updated: 09/10/2020