Adopted: June 2026. NB: Text summary only – please download the pdf file for full copy of the handbook.

Welcome to Perranzabuloe Parish Council

Your relationship with PPC is governed by this Handbook and your Contract of Employment. If there is any conflict, your Contract prevails. PPC aims to ensure employees are supported to contribute fully to services for Perranzabuloe Parish through development, training, competence and monitoring. New starters complete a short induction (including bank details and medical information forms). This Handbook is a reference for all employees. Freedom of Information: In accordance with the Freedom of Information Act 2000, this document will be posted on the PPC website. Accessibility: PPC will provide documents in accessible formats on request (e.g., large print, screen-reader compatible files).

How this Handbook is Organised

  • Section 1 – General Information: Responsibilities, salary, leave, sickness, working hours, etc.
  • Section 2 – Policy & Procedures: Discipline, absence, capability, grievance and other policies.
  • Section 3 – Forms: Timesheet, employee information, medical, mileage/expenses, appraisal, wellness action plan, incident forms and employee statement.

Section 1 – General Information

Your Responsibilities

  • Observe all safety rules; safeguard your own and others’ health and safety.
  • Act in PPC’s best interests; follow reasonable and lawful instructions; produce work to the best of your ability; respect PPC property.
  • Comply with health and safety, Equal Opportunities and Dignity at Work policies; report hazards; keep personal details up to date.

Gross misconduct: Conduct risking health and safety or harming PPC’s interests may be treated as gross misconduct.

Probationary Period

  • Initial probation is normally 6 months with assessment of suitability.
  • Outcomes may include confirmation in post, extension with review, or termination.

General Employment Policy

PPC aims to be a responsible employer, complying with employment law and national agreements, and providing a constructive working environment. Day-to-day people management is delegated to the Parish Clerk (with Chair/Chair of Staffing overseeing Clerk matters).

National Agreement on Pay & Conditions

PPC follows the National Agreement (NJC “Green Book”), with salary scales and conditions aligned to NALC/SLCC recommendations.

Attendance and Timekeeping

  • Excellent attendance and punctuality are expected; unauthorised absence may be gross misconduct.
  • Report sickness per Absence Management Policy; comply with any time recording processes.

Organisational Chart

Important: Councillors do not have authority to direct employees’ tasks or management outside of Council/delegated decisions. Use the Incident Reporting Form if a Councillor makes unauthorised directions.

Summary of Contract of Employment

Salary & Settlements: Paid by BACS on the 28th of each month; pay slips itemise calculations and deductions. National settlements are implemented (usually from 1 April).

Incremental Progression: Annual increments within grade for satisfactory performance; accelerated increments may be granted for exceptional merit.

Overtime & TOIL: Overtime is not generally paid unless specified; TOIL may be used for occasional additional hours and should be taken promptly.

Flexible Working: Employees may request flexible working (from day one); PPC will consult before refusal and respond within statutory timescales.

Expenses: Reasonable travel/subsistence reimbursed per Pay Policy Statement; use PPC claim forms with receipts.

Other Employment: Declare any other employment; it must not conflict with PPC duties or create liabilities for PPC.

Benefits

Pension: Eligible staff may join LGPS (Cornwall Council) with member and employer contributions; see PPC LGE Pensions Discretions Policy.

Death in Service: Nominate an emergency contact for LGPS records.

Annual Leave & Public Holidays

  • Holiday year 1 April–31 March; request/authorise leave via YouManageHR.
  • Carry over up to 5 days; entitlements confirmed in contract and increase per NJC standards.
  • Public holidays: 8 days plus St Piran’s Day (TOIL if it falls on a working day). Part-time entitlements pro-rata.
  • Sickness during leave: certified sickness converts annual leave to sick leave from certificate date.

Special Leave

Up to 2 weeks’ discretionary special leave may be granted (e.g., close family bereavement/illness). Paid or unpaid at Staffing Committee discretion.

Maternity, Paternity, Adoption & Parental Leave

  • Maternity: Up to 52 weeks (26 OML + 26 AML); no work permitted in first two weeks post-birth.
  • Paternity: Up to two consecutive weeks OPL; APL and pay subject to eligibility and partner’s SMP/MA/AP.
  • Adoption: 26 weeks OAL + 26 weeks AAL (eligibility applies).
  • Parental leave: 13 weeks unpaid per child for eligible employees, normally in blocks of one week before the child reaches 5.

Sickness/Absence (Overview)

PPC supports wellbeing and fair sickness management, recording and monitoring absence, handling data sensitively (GDPR). Day-one phone notification required; self-certify up to 7 days; fit notes required beyond 7 days. Occupational Health, medical reports, and return-to-work discussions may apply. Sick pay entitlements follow NJC scales (up to 6 months full/half pay depending on service), then SSP.

Conditions of Employment (Principal Terms)

Contracts include employer/employee details, place/date of employment, job title and duties, pay and intervals, hours, holidays and pay, sick pay, pensions, notice periods, term (if fixed-term), and applicable agreements. Contracts are signed by employee and Parish Clerk; a copy is provided to the employee.

Working Hours and Arrangements

  • Standard week: 37 hours (excl. meal breaks); part-time benefits pro-rata.
  • Annualised hours: Seasonal roles may use annualised patterns (more hours in high season, fewer in off-season).
  • Fixed hours: Some roles specify fixed hours; additional hours compensated by TOIL.

Time Off (Appointments and Dependants)

Reasonable paid time off for necessary medical/dental appointments (provide evidence if requested; cosmetic procedures should be taken as annual leave). Time off for dependants is allowed for emergencies (Employment Rights Act 1996 s57A).

Notice, Redundancy & Termination

  • Notice periods are stated in contracts.
  • Redundancy: consultation first; voluntary options considered; fair procedure applied if selection required.
  • Leaving without notice: unpaid for unworked notice per contract term.

Personal Details

Notify PPC promptly of changes (address, next of kin, bank details, etc.).

Performance and Appraisal

Twice-yearly appraisal with objectives aligned to PPC strategy; documentation retained on file. Capability Procedure supports improvement where needed.

Training and Development

PPC’s Staff Development Charter/Strategy commits to ongoing training for councillors and employees; plans and needs are maintained.

Employee Code of Conduct (Overview)

  • Public service principles: lead by example; uphold law; act in public interest; avoid conflicts; be honest and open; use resources prudently; respect confidentiality (GDPR/FOI).
  • Gifts & hospitality: do not accept where it could influence or appear to influence judgement.
  • Relations: treat colleagues, councillors and public with respect; bullying/harassment is unacceptable.
  • Customer care: courteous, professional service; priority to helping customers; manage unacceptable behaviour appropriately.
  • Attendance: accurate records; follow Absence Management Policy.
  • Compliance: follow laws, Standing Orders, Financial Regulations and relevant professional codes.
  • Outside interests: declare interests/conflicts; avoid undermining trust in PPC.
  • Confidentiality: keep information secure; dispose confidential waste appropriately; do not misuse PPC contracts or information.

ICT and Information Security (Summary)

PPC owns ICT assets; systems must be used professionally and lawfully. PPC may monitor usage; keep devices/passwords secure; lock screens; avoid unauthorised software; perform backups. Limited personal use may be permitted outside working hours. Read the Information Technology Usage & Security Policy (Section 2).

Use of Resources and Substance Policy

Use PPC resources only for PPC business. No smoking on premises or in vehicles. Alcohol only where specifically approved for events. Illegal drugs prohibited; support available for dependency where applicable.

Whistleblowing and Media

Report concerns under the Whistleblowing Policy (Section 2). Media enquiries are handled by the Parish Clerk; statements must be considered, factual and in the public interest.

Equality, Health and Safety, and Ways of Working

Follow Equal Opportunities Policy; PPC will not tolerate discriminatory conduct. All employees share legal H&S responsibilities. Line managers model standards, set expectations and support teams; employees follow reasonable, lawful instructions and use Incident Reporting where needed.

Section 2 – Policies and Procedures (Index)

  • Absence Management Policy
  • Leave Policy
  • Reasonable Adjustments Policy
  • Flexible Working Policy
  • Maternity Policy
  • Neonatal Policy
  • Paternity Policy
  • Adoption Policy
  • Breastfeeding Policy
  • Menopause Policy
  • Health & Wellbeing Policy
  • Stress Management Policy
  • Bullying & Sexual Harassment Policy
  • Bullying & Harassment Complaints Procedure
  • Equality, Diversity and Inclusion Policy
  • Dignity at Work Policy
  • Diversity & Inclusion Policy
  • Capability Procedure
  • Disciplinary Procedure
  • Grievance Procedure
  • Working from Home Policy
  • Whistleblowing Policy
  • Lone Working Policy
  • Volunteering Policy
  • Complaints Procedure
  • Information Technology Usage & Security Policy
  • LGE Pensions Discretions Policy
  • Use of Council Vehicle Policy
  • Pay Policy Statement

Absence Management Policy (Summary)

PPC supports attendance and wellbeing, monitors levels, and manages absence consistently. Day-one phone reporting, return-to-work meetings, trigger points for short-term absence (e.g., 4 episodes or 10 days in 12 months, pro-rata for part-time), staged reviews/warnings, and Attendance Hearings may apply. Long-term absence is managed with review meetings, medical advice, reasonable adjustments and, where necessary, Attendance Hearings.

Section 3 – Forms

  • Example Timesheet
  • New Employee Information Form
  • Medical Information Form
  • Mileage & Expenses Form
  • Staff Appraisal Form
  • Wellness Action Plan
  • Incident Reporting Form
  • Incident Log Form (maintained by Parish Clerk)
  • Employee Statement

Accessible Formats

Copies of this document can be provided in accessible formats on request.