Code of conduct

Introduction

Archive Mole expects its staff (including permanent, casual, temporary, agency, interim, contractor or consultant staff) to be impartial and honest in all affairs relating to Archive Mole and their job within it. All staff also bear a responsibility to act as ambassadors for Archive Mole in terms of their general conduct both within and outside the organisation. This policy outlines the responsibilities of staff working for Archive Mole.

The duties of a member of staff are embodied in Common Law and built on by Statute.

Under Common Law the duties of an employee are as follows:

to be ready and willing to work;
to offer their services personally: for example, they must not subcontract the work for which they are employed;
to take reasonable care in the exercise of that service, including the duty to be competent at work and to take care of Archive Mole’s property;
to not wilfully disrupt Archive Mole’s business;
to obey reasonable orders as to the time, place, nature and method of service;
to work only for Archive Mole in Archive Mole’s time;
to disclose information to Archive Mole relevant to Archive Mole’s business: for example, that they might know or discover;
to hold solely for Archive Mole the benefit of any invention relevant to the business on which Archive Mole is engaged;
to respect Archive Mole’s trade secrets;
in general, to be of good faith and do nothing to destroy the trust and confidence necessary for employment;
to account for all benefits – monetary or in kind - received in the course of employment;
to not give or receive bribes or otherwise act corruptly;
to indemnify the employer for loss caused by the employee.

United Kingdom Statute places further responsibilities on individual employees in regard to their own behaviour and their behaviour towards other employees.

STANDARD OF CONDUCT REQUIRED BY ARCHIVE MOLE

Bribery and Other Corrupt Behaviour

Archive Mole has a strict anti-bribery and corruption policy in line with the Bribery Act (2010). A bribe is defined as giving someone a financial or other advantage to encourage that person to perform their functions or activities improperly or to reward that person for having already done so.

If a staff member bribes or attempts to bribe another person, intending either to obtain or retain business for Archive Mole, or to obtain or retain an advantage in the conduct of Archive Mole's business, this will be considered gross misconduct. Similarly accepting or allowing another person to accept a bribe will be considered gross misconduct. In these circumstances the member of staff will be subject to formal investigation under Archive Mole’s disciplinary procedures, and disciplinary action up to and including dismissal may be applied.

Gifts and Hospitality

In addition to the duties placed on employees by Civil and Statute Law, Archive Mole requires its staff members to ensure that gifts and hospitality offered by suppliers and potential suppliers of goods and services to Archive Mole are declined. This applies whether the gifts or hospitality are offered within or outside normal working hours. All gifts must be politely refused or, if received through the post, returned to the donor with a suitably worded letter signed by your line manager.

Transaction of Private Business

Staff members having official dealings with contractors and other suppliers of goods or services must avoid transacting any kind of private business with them by any means other than Archive Mole’s normal commercial channels. No personal favours or transactions should be sought or accepted.

Confidentiality

Confidentiality must be maintained at all times. No information can be released to unauthorised persons or organisations. The business owner or other senior managers of Archive Mole will inform staff members of those authorised to receive information. If doubt exists as to the validity of an organisation or individuals to receive information, this must be checked with your line manager.

Personal Relationships

If a personal relationship between two staff members develops within the working environment, the onus is on the senior staff member concerned to bring this to the attention of their manager to confirm that there is no conflict of interest, nor will a conflict of interest arise. Archive Mole reserves the right to move one of the staff members concerned if it deems it necessary to do so.

Outside Interests and Employment

Outside interests, including directorships, ownership, part ownership or material shareholdings in companies, businesses or consultancies likely to seek to do business with Archive Mole, should be declared to the staff member’s line manager.

Political and civic activities

It is not the intention of Archive Mole, or this policy, to dissuade staff members from participating actively in public duties. It is important, however, that by doing so there is no suggestion to a third party that the staff member is acting on behalf of, or with the support of, Archive Mole. To avoid any misunderstanding, no Archive Mole staff member should permit his or her company affiliation to be noted in any outside organisation's materials or activities without the express written approval of a member of senior management.

General Conduct

Staff members should at all times conduct themselves in such a way as to enhance the reputation of Archive Mole.

Archive Mole will support staff members who become aware of and are willing to report breaches of this policy, or who genuinely believe that a breach is occurring, has occurred or is likely to occur within the business. Staff members should raise the issue internally with their manager.

These standards of conduct are intended to underpin and clarify standards required by Archive Mole of its staff members and form a fundamental part of the Contract of Services. Staff who fail to comply with the guidance detailed in this policy could be subject, following full investigation, to disciplinary action up to and including dismissal. If through their actions or omissions staff are found to be in contravention of either this policy or, indeed, their legal responsibilities, then Archive Mole reserves the right to take legal action if it deems it to be necessary to do so.

October 2024