Visitors To Company Premises


To meet the Company’s duty of care to ensure the safety of lawful visitors, as required by the Health and Safety at Work Act 1974.


On Arrival

The visitor is required to sign in on the book provide, including:

The date;
Their name;
Company they work for;
Who they are here to visit;
Car registration number (if applicable);
Time in and
Time out

As far as possible the visitor will be accompanied by an employee.  Visitors will not be permitted to wander freely around working areas.  This is important for safety and security reasons.


A Company employee will ensure the implementation of this procedure

Leaving the Premises

The escort will accompany the visit to the reception area or exit, where the visitor will sign out on the register.

Visitor Accidents

In the event of an accident to a visitor, the escort will arrange for first aid treatment to be administered and report the in line with the Company’s Accident Reporting Procedure.

Policy for the Protection of Vulnerable People

EMS Ltd has a legal and moral responsibility to provide a duty of care to all vulnerable persons through implementing procedures to safeguard their well-being and protect them from harm.

To define the practice and procedures for employees and volunteers, in order to safeguard and promote the welfare of vulnerable people. It is aimed at protecting both the individual and the member of staff.


  • To ensure that all employees and volunteers working with vulnerable people are carefully selected, understand and accept responsibility for the safety of those individuals in their care.
  • To ensure that the vulnerable persons welfare is of paramount importance when undertaking any activities.
  • To respond swiftly and appropriately to all suspicions or allegations of abuse, and to ensure confidential information is restricted to the appropriate individuals within EMS Ltd and appropriate external agencies.

Who do we mean by vulnerable persons?
“Children” up to the age of 16 or young people aged 16-18 who have a physical, mental or chronic illness/disability.

“Vulnerable adult”, generally means a person aged 18 or over who has a condition of the following type:

  • A learning or physical disability;
  • A physical or mental illness, chronic or otherwise, including an addiction to alcohol or drugs;
  • Or a reduction in physical or mental capacity. 

Level of checks:
There are various levels of checks which can be undertaken with the Criminal Record Bureau. To determine the type of check required, EMS Ltd will consult direct with CRB guidelines.

All reasonable steps will be taken to ensure unsuitable individuals are prevented from having any involvement with EMS Ltd.  


  • All new volunteers/staff who work with vulnerable people shall complete an application form.
  • Before commencing employment/voluntary work, staff/volunteers will be asked to attend an interview with the Chief Executive of EMS Ltd.  The level and formality of the interview will depend on the role and work involved.
  • All new staff/volunteers will be required to provide two references.
  • Employee/volunteer recruitment procedures will include a Criminal Records Bureau Disclosure, at the appropriate level, for all personnel with access to vulnerable people and should always include self-declaration and the use of references. This will include all members of the management committee. All prospective employees/volunteers should be ‘interviewed’, for volunteers this need not be a formal interview.

We will ensure that all employees/volunteers have appropriate qualifications and training.

Any disclosure that causes concern will be assessed to establish the level of risk the subject poses to service users, colleagues, the general public and/or our organisation. A number of questions will be asked:

  • Does the offence relate directly to work with vulnerable people?
  • What is the seriousness of the offence[s] and the circumstances surrounding it?
  • How long is it since the offence was committed?
  • Does the subject have a pattern of offending?
  • Has the subject’s situation changed since the offence occurred?
  • What is the subject’s explanation of the offence?
  • Did the subject declare the offence prior to the Disclosure?
  • If all these questions are not answered satisfactorily then the prospective employee/volunteer will not be allowed to join the organisation.

All new employees/volunteers will go through a probation and induction process, including relevant training. Ongoing training and supervision will ensure all employees/volunteers are adequately supported.

Any concerns about an employee/volunteer should be passed on to the Chief Executive of EMS Ltd.

Creating a Safe and Caring Environment:

  • Risk Assessments will be undertaken prior to any offsite visits or new types of activities.
  • Employees/volunteers working with vulnerable people should be appropriately trained to ensure the safe provision of services, use of equipment, activities undertaken, etc.
  • Employees/volunteers working with vulnerable people should carefully plan activity sessions with the care and safety of individuals as their main concern including the use of activities at an appropriate age/ability level.
  • Wherever possible we will encourage an ‘open environment’ and discouraging the keeping of secrets.

This especially includes employees/volunteers should being alone with vulnerable people at any time. When this is unavoidable, it should be done with the full knowledge and consent of someone in charge of the organisation.

  • Employees/volunteers must treat all with respect.
  • Employees/volunteers must not make racist, sexist or any other remarks which upset or humiliate.
  • Employees/volunteers must take care to avoid showing any favouritism.

Roles and Responsibilities of Employees/Volunteers:

  • Safety of participants and employees/volunteers is of prime consideration at all times.
  • All accidents involving anyone should be recorded in EMS Ltd’s accident book immediately or as soon as practicably possible.
  • Employees/volunteers are responsible for familiarising themselves with building/facility safety issues, such as, fire procedures, location of emergency exits, location of emergency telephones and first aid equipment.
  • Employees/volunteers are responsible for reporting suspected cases of abuse to the Chief Executive of EMS Ltd who will contact the appropriate agencies.
  • Employees/volunteers will be expected to keep an attendance register for all organised sessions.
  • Employees/volunteers should ensure that their activities start and end on time.
  • Employees/volunteers are expected to promote, demonstrate and incorporate the values of fair play, trust and ethics throughout their activities.
  • EMS Ltd will ensure that they are adequately insured, to protect against claims of negligence, Admission Procedures:

A register of names, addresses, next of kin and contact addresses and telephone numbers for emergencies will be kept.

Carers where appropriate will be given a copy of a written statement which specifies the action which will be taken in the event of a vulnerable person becoming ill or being injured and which indicates that any information which suggests that a vulnerable person has been abused will be passed on to the Social Services Department and/or the police.

Designated Person:

Carers/family members will have a ‘named person’ to whom they may report any worries or concerns. This person will normally be the Chief Executive of EMS Ltd.

Responding to Signs of Abuse:
It is not the responsibility of employees/volunteers to deal with suspected abuse but it is their responsibility to report concerns to the Chief Executive of EMS Ltd. It is important that all employees/volunteers should be aware of their responsibilities if abuse is suspected.


  • Regular feedback and support will be given by EMS Ltd regarding new laws, policies and procedures relating to vulnerable persons.
  • EMS Ltd will endeavour to ensure that all those working with vulnerable people are aware of this policy and are able and willing to work to these guidelines.

Policy on the secure handling, storage and retention of disclosure information:

  • Disclosures will only be requested when necessary and relevant to a particular role and the information provided on a disclosure certificate will only be used for recruitment purposes.
  • EMS Ltd will ensure that an individual’s consent is given before seeking a disclosure.
  • Disclosure information will only be shared with those authorised by the committee to see it. 
  • Where additional information is provided to EMS Ltd and not to the disclosure applicant, which may adversely affect their application.  EMS Ltd reserves the right not to disclose the information but will inform the applicant of its existence.
  • All information pertaining to the staff member/volunteer including disclosure information will be kept for the period of their employment/volunteering and then for a further 3 year period.
  • No image or photocopy of the disclosure will be made however the following details will be retained:

    – Date of issue of disclosure.
    – Name of subject.
    – Disclosure type.
    – Role for which disclosure was requested.
    – Unique reference number of disclosure.
    – Decision as to whether or not employee/volunteer was suitable for the role.

  • Disclosure information will be destroyed by either incineration or shredding.

EMS Ltd will ensure that all those with access to disclosure information are aware of this policy and have received relevant training and support.

EMS Ltd will undertake to make a copy of this policy available to all potential volunteers/staff that wish to undertake a role that requires a disclosure.

Protecting Staff/Volunteer Befriender from Abuse
Staff and volunteers are openly discouraged from accepting gifts in whatever form from service users or well-wishers of the organisation.  Should any staff member receive any such item they must report it to their appropriate line manager.

This policy will be reviewed on an annual basis.

Procurement of Goods and Services

The aim of this procedure is to ensure that the goods and services procured by Environmental & Management Solutions (EMS) Ltd are of a specified quality, purchased at a competitive price and ensure value for money.  It also ensures that the goods and services purchased are deemed as necessary by the organisation to fulfil its business obligations, that all expenditure is authorised and that the organisation has the ability to pay for the goods and services requested.

  • For the purpose of this procedure:
  • “Suppliers” refers to an individual, group of associates or organisation that has the ability to provide goods and services to the organisation as requested.
  • “Approved List” refers to suppliers that have satisfactorily contracted their goods/services with EMS via PRNDC on previous occasions and whose details are held on the Sage Financial System. 
  • Where a supplier’s goods and services have been of a standard considered to be unsatisfactory to EMS, their details will be removed from the system at the earliest convenience, and reference made to the reason.

Staff ordering goods or services of EMS, are expected to obtain value for money, that is to secure the goods and services of the quality desired at the most competitive prices.  If value for money is to be obtained, then the staff ordering the items need to be aware of the current market costs of goods and services and obtain written quotations where necessary.


When ordering goods, staff should enquire from a range of suppliers the cost of the items to ensure that they are obtaining goods at the best possible price and any discounts available are obtained.  One supplier should not be continuously used without checking regularly that they are still competitive and continue to meet the standards required by the organisation.  The following must be adhered to:

  • Reasonable efforts should be made to ensure that the provider of the goods is quoting a competitive market price and suppliers should only be used from the Approved List unless agreed by the budget holder.
  • Up to date price lists/catalogues from a number of suppliers of items regularly purchased should be held centrally and referred to when purchasing.
  • Total cost should always be considered at time of purchase, e.g. connection/delivery charges, etc (i.e. if staff are required to collect goods then the cost of their time should also be included within the cost comparison).
  • ‘Like for Like’ comparisons should be made as an item may be considerably cheaper but may be of inferior quality that will not last as long or undertake all the required functions.
  • Discounts may be obtainable for opening an account due to the organisations charitable status, or for bulk buying.  All terms should be discussed with the Finance Department prior to contracting.
  • Any free items or bonuses obtained when purchasing goods remain the property of EMS and must be declared by staff at all times.


‘Services’ include items such as training, consultancy, legal and accountancy, architecture, decorating, building and construction, etc.  When ordering services it is essential that a clear and detailed specification of the services required is given.  The following must be adhered to:

  • Reasonable efforts should be made to ensure that the provider of the service is quoting a competitive market price and suppliers should only be used from the Approved List unless agreed by the budget holder.
  • Where the service required is considered to be unique or bespoke to the organisation, consideration should be given to the suppliers ‘track’ record and ability to deliver the specified services.

Procurement Process
Before raising a purchase order for the goods and services required the following procurement process must be adopted according to the estimated value (excluding VAT) of the contract.  The decision to contract with a specific supplier must demonstrate best value and records must be kept to support the decisions made.




Estimated Value

Tender Action Required

Below £499

No quote required

£500 to £9,999


Two written quotations required.  “Good reason” must be shown in writing if the lowest quotation is not accepted.  A purchase order should then be issued as per the purchase order procedure.

£10,000 to £19,999

Three written quotations required. “Good reason” must be shown in writing if the lowest quotation is not accepted.  A purchase order should then be issued as per purchase order procedure.

£20,000 to £29,999

Four written quotations required. “Good reason” must be shown in writing if the lowest quotation is not accepted.  Approval from the Finance Director must be obtained prior to a purchase order being issued as per the purchase order procedure.

£30,000 and over

Competitive Bidding procedure must be followed.



Estimated Value

Tender Action Required

Below £250

No quote required

£251 up to £500

Single oral quote

£2,501 up to £15,000

Minimum of 3 written quotes, based on a clear written specification of requirement

£15,001 up to £50,000

A minimum of 3 formal competitive tenders invited

£50,001 and over

4 to 6 formal competitive tenders invited


Any contract or lease which commits the organisation to a reasonable period of time (i.e. could not be terminated immediately if required), or which is outside the remit of the budget holder must be authorised by the Chief Executive/Board of Directors.

Value for Money
When considering ‘value for money’, the following considerations should be made:

Short-term savings should not be made if it means that the goods/services will not be durable or able to fulfil the functions required of them.

When purchasing any equipment, staff should consider who will use it and for what purpose.  All goods should be of a standard to cope with the projected use that will be made of them.  Health & Safety regulations and disability requirements should be considered at all times to ensure the equipment is suitable for its intended user group.  The advice of the individual user or external agencies may be sought if necessary.

When requesting services, specification should include clear start and finish dates, detailed requirements of the service to be provided (including expected hours to be worked, if applicable) and the exact cost for the delivery of the service.

When ordering goods and services, user choice must be considered.  This involvement should be made as meaningful as possible, ranging from use of brochures/catalogues to users being involved in practically choosing and purchasing the item where appropriate.

Purchase of Goods/Services
All goods and services ordered on behalf of EMS must be authorised by the appropriate budget holder and the order detailed on the organisations’ purchase order form.  For expenditure that is of an extraordinary nature then this must be authorised by the Chief Executive or the Board of Directors.  It is the responsibility of the person authorising payment to ensure that the expenditure is within the allocated budget.

Staff must not authorise the purchase of any goods or services from a company or individual where they have a personal or financial interest.  In such instances, staff must declare the interest and obtain authorisation from their line manager (or in the case of the Chief Executive this should be the Board of Directors of the organisation).

Where any goods or services are purchased from a company or individual that has a personal or financial connection with a member of the Board of or Chief Executive, this connection should be declared to all members of the Board of Directors.

A note of each purchase must be recorded when requesting all goods and services.  It is the responsibility of each budget holder to authorise all orders, and to ensure that payment will be available once orders have been made. 

Maternity Policy

1   Purpose and scope
1.1 This policy sets out the maternity provisions to which all female staff employed by EMS are entitled, both before and after the birth of a child. These maternity provisions comply with relevant legislation. Entitlements to paternity, adoption, dependency and parental leave are detailed in the annual and other leave policy.

1.2 Maternity provisions refer to the leave and pay to which employees may be entitled and their right to resume employment with EMS Ltd following the period of leave. All employees have the right not to be subjected to a detriment on the grounds of pregnancy, childbirth or maternity, irrespective of hours of work or length of service.

1.3 All employees seeking to take maternity leave must produce medical evidence of the Expected Week of Childbirth (EWC). This will normally be in the form of a Maternity Certificate (MATB1), available from the doctor or midwife, and will be issued approximately 14 weeks before the expected week of birth.

1.4 Maternity leave is available in respect of all births, whether live or still, after 24 weeks of pregnancy.

2   Antenatal care
2.1 All pregnant employees, irrespective of length of service, are entitled to reasonable paid time off work to keep appointments for antenatal care prescribed by a doctor, midwife or health visitor. Antenatal care includes appointments with GPs, hospital clinics and relaxation classes. Wherever possible, appointments should be arranged at the beginning or end of the working day. Evidence of appointments may be requested.

3   Maternity leave
3.1 All pregnant female employees are entitled to take up to 39 weeks ordinary maternity leave and up to 13 weeks additional maternity leave, making a total of 52 weeks. This is regardless of the number of hours they work or their length of service.  Additional maternity leave begins the day after ordinary maternity leave ends.

3.2 Ordinary maternity leave can start any time after the beginning of the 11th week before the employees expected week of childbirth (unless her child is born prematurely before that date in which case it will start earlier).

3.3 No employee can work during the two-week period immediately after the birth of her baby. This is a compulsory maternity leave period.

3.4 Maternity leave will start on whichever date is the earlier of:

  • the employees chosen start date
  • the day after the employee gives birth or
  • the day after any day on which the employee is absent for a pregnancy related reason in the four weeks before the expected week of childbirth.

3.5 Employees will not qualify for sick pay while on maternity leave.

3.6 Employees are encouraged to take any outstanding annual leave due to them before the commencement of ordinary maternity leave. Employees are reminded that holiday should be taken in the year that it is earned and therefore if the holiday year is due to end during maternity leave, the employee should take the full years entitlement before starting her maternity leave.

4   Statutory maternity pay
4.1 If an employee has at least 26 weeks’ service by the end of the 15th week before the expected week of birth of her child, and her average weekly earnings exceed the lower earnings limit for National Insurance contributions, she will be entitled to receive Statutory Maternity Pay (SMP). SMP is payable whether or not the employee returns to work.

4.2 SMP is payable for a maximum of 39 weeks and is based on qualifying average weekly earnings (basic salary) over the eight weeks up to and including the last pay day before the end of the 15th week before the EWC. However, if a pay rise is granted that is effective from a date between the start of the period used to calculate a SMP and the end of the employee’s maternity leave, the employee’s average weekly earnings will be recalculated taking account of the pay rise. SMP is subject to deductions for Pay As You Earn (PAYE) and National Insurance contributions. SMP rates are 90 per cent of average weekly earnings for the first six weeks, then the lower of either, 90 per cent of average weekly earnings or the statutory rate for the remaining 33 weeks.

4.3 To claim SMP, the employee must notify CEO in writing of her intention to take maternity leave by the end of the 14th week before the expected week of childbirth, unless it is not reasonably practicable to do so.

5   Annual leave
5.1 The period of absence on ordinary maternity leave will be counted as ‘service’ for annual leave purposes. An employee will therefore be entitled to take an amount of annual leave in the leave year in which she has her child and in the following leave year where the period of maternity leave crosses two leave years. However, annual leave must be taken in accordance with the annual leave policy and no more than five days may automatically be carried over into the following year. During additional maternity leave, annual leave will not accrue under the employee’s contract of employment.  Instead, annual leave will continue to accrue in accordance with the statutory minimum entitlement required by the Working Time Regulations 1998. Annual leave accrued while on additional maternity leave must be taken during the current leave year and cannot be carried over.

6   Pension arrangements
6.1 An employee on maternity leave will continue to be a member of the pension scheme if they belong to one. When they are in receipt of full pay, the employee’s contributions will be deducted as usual. During periods of SMP, the employee’s contributions will be deducted according to the total amount of pay received.

7   Health and safety
7.1 If the employee’s health or that of her unborn child is at risk due to the work she normally does, then EMS Ltd will either alter her conditions of work or offer her suitable, alternative work. If that is not possible, the employee will be sent home on full pay until she is no longer at risk. For this reason, the employee is asked to notify the CEO as soon as she is aware she might be pregnant. In addition, if the employee feels that there is a possibility of risk involved in the work she does, she must contact her manager and HR immediately to arrange for an assessment to be carried out.

8   Contact / Keeping in touch day
8.1 Before an employee’s maternity leave starts, the CEO will discuss the arrangements for her to keep in touch during her maternity leave, should she wish to do so. EMS Ltd reserves the right in any event to maintain reasonable contact with the employee form time to time during her maternity leave. This may be to discuss the employee’s plans for return to work, to discuss any special arrangements to be made or training to be given to ease her return to work or simply to update her on developments during her absence.

8.2 Except during the first two weeks after childbirth, an employee can agree to work or attend training for up to 10 days during either ordinary maternity leave or additional maternity leave without that work bringing the period of her maternity leave to an end and without loss of a week’s SMP. These are known as ‘keeping in touch‘ days. Any work carried out on a day shall constitute a days work for these purposes.

8.3 EMS Ltd has no right to require the employee to carry out any work, and the employee has no right to undertake any work, during her maternity leave. Any work undertaken, including the amount of salary paid for any work done on keeping-in-touch days, is entirely a matter for agreement between EMS Ltd and the employee. Any keeping-in-touch days worked do not extend the period of maternity leave. Once the keeping-in-touch days have been used up, the employee will lose a week’s SMP for any week in which she agrees to work for EMS Ltd.  Whilst on occupational maternity pay, no additional salary payment will be made.  Pension contributions may be payable for salary received on KIT days.

9   The employee’s obligations: summary
9.1 In order to qualify for maternity leave and pay the employee must: notify her line manager in writing by the end of the 14th week before the expected week of childbirth (EWC) of the fact that she is pregnant, her EWC and the date on which she wants to start leave give evidence of her EWC by providing the CEO with a Maternity Certificate (Form MATB1), issued by her doctor or midwife approximately 14 weeks before the EWC give at least 8 weeks’ notice of the date she intends to return to work before the end of her ordinary or additional maternity leave; failure to give this notice may lead to a postponement of return until 8 weeks have elapsed return to work within the specified period for at least three months in order to retain the additional company benefits, save that all employees are entitled to statutory maternity pay even if they do not return to work.

10   Continuity of service
10.1 Continuity of service will not be broken by any period of maternity leave, whether paid or unpaid, and therefore entitlement to periods of notice, holidays and sick leave which accrued at the beginning of maternity leave will be preserved, in accordance with the terms of the employee’s contract of employment.

11   Returning to work
11.1 An employee may exercise the right to return to work at any time during the period of leave, except that she may not return within two weeks of the birth of the child. If returning from ordinary maternity leave, she will have the right to return to the same job on the same terms and conditions as if she had not been absent. If returning after company maternity leave, the employee has the right to return to her same job, unless this is not reasonably practicable. In this case she has the right to return to a job that is both suitable and appropriate.

11.2 If an employee returns before the end of her stated period of maternity leave, she should give EMS Ltd at least 8 weeks’ notice, in writing, of her intended date of return. If the employee fails to give the required notice, EMS Ltd may postpone her return for up to 8 weeks.

11.3 While full-time employees do not have a legal right to return to work on a part time basis, EMS Ltd will give serious consideration to a request from a full-time employee to return to work on a part-time basis, either temporarily or permanently, after maternity leave. The employee should submit a request in writing as early as possible. Any change will be discussed with the employee at a meeting within 28 days of the request being received.

Equality & Diversity Policy

Environmental & Management Solutions (EMS) Ltd is committed to promoting equality and diversity, providing an inclusive and supportive environment for all. In the implementation of this policy, the charity will:

  • ensure that people are treated solely on the basis of their abilities and potential, regardless of race, colour, nationality, ethnic origin, religious or political belief or affiliation, trade union membership, age, gender, gender reassignment, marital status, sexual orientation, disability, socio- economic background, or any other inappropriate distinction
  • promote diversity and equality for staff, volunteer, children and young people and value the contributions made by individuals and groups of people from diverse cultural, ethnic, socio-economic and distinctive backgrounds
  • promote and sustain an inclusive and supportive work environment which affirms the equal and fair treatment of individuals in fulfilling their potential and does not afford unfair privilege to any individual or group
  • wherever reasonable and practicable, promote flexible working hours and home working opportunities
  • treat part time staff fairly and equally
  • challenge inequality and less favourable treatment and wherever practicable ensure individuals experience a level playing field for achieving opportunities
  • promote greater participation of under-represented groups of volunteers and staff by encouraging positive action to address inequality
  • promote an environment free of harassment and bullying on any grounds in relation to all staff, volunteers, children and young people, and visitors

Responsibility for Implementation

The Chief Executive of EMS Ltd has ultimate responsibility for the effective implementation of the policy.  The policy will be reviewed at least every two years, to ensure it remains commensurate with the law and best practice

The Chief Executive is responsible for monitoring the implementation of all equal opportunities policies and procedures and reporting on the progress made in achieving equalities targets staff and operatives. The Chief Executive has overall delegated responsibility for co-ordinating the day to day operation of the policies and procedures with the staff of EMS Ltd.


All members of staff remain personally responsible for ensuring that they act within the law. The Chief Executive is responsible for ensuring that staff and volunteers perform their duties in a lawful manner and that proper training and support is provided accordingly. Any member of staff or volunteer may be personally liable if, whilst on  EMS Ltd’s business and despite guidance and training from EMS Ltd they behave illegally.

Providing that members of staff are carrying out their normal duties (as described in their job description or otherwise) in accordance with EMS Ltd’s policy they will be supported by the charity in any proceedings brought against them, including the payment of legal costs. The Board of Trustees and Chief Executive retain discretion to determine whether support would be appropriate in other circumstances.

Action plans will be developed and maintained as appropriate in relation to areas such as race, disability, age, gender, religion, sexual orientation and work-life balance. Appropriate monitoring will be put in place. Equality and diversity awareness will be built into all EMS Ltd’s planning and review processes.

All related policies, procedures and action plans will be implemented with the co-operation of and in consultation with staff and volunteers.

Monitoring & Evaluation

The Chief Executive will monitor the implementation of the policy and all associated equality action plans, reporting annually to all staff and volunteers to raise awareness. The report, to include detailed information on progress towards targets will also be made available once carried out.


All EMS Ltd’s employees, including trustees, undertaking recruitment and selection will be trained in equality issues. Equality and diversity training will be included in induction sessions and induction packs for all newly appointed staff. Managers with responsibility for staff will receive training in equality and diversity matters, including the relevant law and their duties.

Complaints – Staff

Any member of staff may pursue any grievance relating to their employment via the Grievance Procedure. The Chief Executive is available for confidential consultation on any issue that concerns an individual member of staff.

EMS Ltd Aims:

EMS Ltd will eliminate unlawful age discrimination and will review policies (including retirement) to ensure that they  comply with age discrimination legislation. Monitoring will be  undertaken to identify any areas of inequality.

Sexual Orientation
EMS Ltd will eliminate unlawful discrimination on grounds of sexual orientation. Policies will be reviewed to ensure that they comply fully with legislation on sexual orientation.

EMS Ltd will remove barriers to participation by disabled staff, volunteers, children and young people, wherever possible. Implementation will be monitored and targets reviewed in relation to increasing numbers of disabled staff, volunteers, children and young people. Staff who acquire impairments or ill health whilst working with EMS Ltd will be offered reasonable adjustments to enable them to continue working. Monitoring will be undertaken to identify any areas of inequality.

EMS Ltd will ensure participation of black and minority ethnic groups in all its activities. All policies will be reviewed and amended as appropriate in line with the Race Relations (Amendment) Act 2000. Monitoring will be undertaken to identify any areas of inequality.

EMS Ltd includes people from diverse religious and cultural backgrounds and will respect the needs and requirements of people who adhere to a range of cultural and religious beliefs. This will include children and young people, staff and volunteers needs in relation to assessment, dietary requirements, and requests for leave and facilities for religious observance.

Data Protection

We collect personal data about you.  This data either comes directly from you, or from a third party such as a previous employer.   We then store this data securely.

The data, which we may keep about you, includes:

  • Your name
  • Your address
  • Your telephone number
  • Your date of birth
  • Your national insurance number
  • Your educational history (including qualifications)
  • Your work history
  • Details of your physical or mental health
  • Details of any convictions, alleged offences (if relevant), criminal proceedings, outcomes and sentences
  • Results of literacy, numeracy [and vocational] assessments
  • Details of your family life including next of kin or emergency contact
  • Details of your financial situation (e.g. State benefits and allowances that you receive)
  • Your racial or ethnic origin

This data is held securely within the personnel department both in hard copy and electronic copy.  Our staff use this data for job matching and placing purposes, to compile reports and statistics that comply with contractual requirements and for general administration purposes (e.g. correspondence by letter).  It may be disclosed it to third parties, such as prospective employers, local council authorities for pension and payroll purposes, Benefits Agency, Health Authority and ESF Funding Bodies.  Please note data will not be disclosed to any commercial agency.

We will give you a copy of the data, which we hold about you upon application in writing.

A list of third parties to whom we have disclosed personal data about you is available upon request. Please be aware that all information held is only available to and handled by authorised members of staff.

EMS Ltd is registered under the Data Protection Act 1998.

Environmental Policy

Policy Statement

Environmental & Management (EMS) Ltd recognises that its operations have an effect on the local, regional and global environment.  Our whole approach is to bring about change in society, in communities, in groups and in individuals and this should include positive change around any impact we have on environmental issues.  As a consequence, EMS Ltd is committed to continuous improvements in environmental performance and the prevention of pollution. Environmental regulations, laws and codes of practice will be regarded as setting the minimum standards of environmental performance.


At EMS Ltd we will:

  • Use nature (natural) resources prudently and minimise the generation of wastes.
  • Contribute to the protection and improvement of the built, historic and natural environment.
  • Enable the community to increase their awareness and understanding of environmental issues, and to acquire skills for environmentally responsible behaviour and action.
  • Monitor, evaluate and constantly seek ways of improving our environmental performance.

Best Practice

This policy will ensure that it:-

  • Is appropriate to the nature and environmental impacts of our activities/services.
  • Includes a commitment to continuous improvement.
  • Includes a commitment to comply with relevant legislation.
  • Is communicated to all employees, volunteers and clients where appropriate.

Responsibility for Products

Wherever possible the organisation will consider the environmental impacts of the products it uses or purchases. 

Resource Use

We will endeavour to conserve resources through efficient use and careful planning.  This shall include a reduction in our energy and water usage. 

Waste Management

A primary part of the organisation’s environmental strategy is sustainable waste management and as such we recognise our responsibilities to recycle materials wherever possible.  We will minimise waste, and will dispose of all waste through safe and responsible methods.  

Business Journeys

  • Whenever possible and practical, staff should be encouraged to use public transport.
  • Staff should endeavour to car share when travelling on business.

Environmental Awareness

The Environmental Policy and accompanying guidelines will be disseminated to all current staff and volunteers and will also be included as part of the induction of new staff. EMS Ltd will implement the policy through guidelines and training in order to motivate staff to conduct their activities in an environmentally responsible manner.  The Policy Statement will be displayed in the office of the organisation.


The organisation will conduct an annual self-evaluation of our performance in implementing these principles and in complying with all applicable laws and regulations.


Implementation Actions

A range of implementation actions, including measurable targets and outputs, have been identified for EMS Ltd  four broad environmental objective (see below).  Implementation actions have two functions.  First they translate the broad environmental objectives from aspiration into reality.  Second, the implementation actions and targets/indicators linked with them allow the environmental performance of EMS Ltd to be tracked and evaluated.

Objective 2.1.  Use natural resources prudently and minimise the generation of wastes

Implementation Actions

Performance target/indicator

Conserve energy by:

  • Maintaining a maximum temperature of 19°C (where possible)
  • Keeping doors and windows closed to prevent heat loss
  • Enabling energy saving features on computers
  • Switching off electrical equipment when not in use
  • Turning out lights in unoccupied rooms
  • Using ‘low energy’ light-bulbs
  • Using electric fan heaters/radiators as little as possible
  • Using thermal settings on radiators

Absolute target – reduce annual energy consumption by 5% of the figure for the preceding year.

Aspirational target – reduce annual energy consumption

Conserve materials by using recycled paper

Absolute target – 50%

Aspirational target – 100%

Conserve materials by using recycled toner/ink cartridges for printers photocopiers etc

Absolute target – 50%

Aspirational target – 100%

Minimise the disposal of wastes to landfill by sorting recyclable from non recyclable materials.  Separate glass plastics and aluminium for disposal at municipal recycling facilities

Absolute target – 80% of total volume of waste generated each year

Aspirational target 90% of total volume of waste generated each year

Objective 2.2  Contribute to the protection and improvement of the build, historic and natural environment

Implementation actions

Performance target/indicator

Protect the local built and historic environments by maintaining and EMS Ltd buildings in a good state of repair.  Ensuring that repairs are made using appropriate materials and methods of working in order to maintain the integrity of the building’s character and its setting

  • Annual inspection made
  • Confirm completion of all planned building maintenance for the year just passed
  • Identify building maintenance
  • Priorities for the next year

Objective 2.3  Enable the community to increase their awareness and understanding of environmental issues, and to acquire skills for environmentally responsible behaviour and action

Implementation actions

Performance target/indicator

Provide a location for adult/young people education and training courses

  • Annual count of environment-focused gardening courses
  • Annual count of local people participating in environment-focused training

Objective 2.4.  Monitor, evaluate and constantly seek ways of improving our environmental performance

Implementation actions

Performance target/indicator

Once a year carry out an environmental audit and performance review for EMS Ltd (in terms of the adopted environmental targets/indicators, and produce a brief environmental performance report

  • Annual environmental audit and performance review to be completed.
  • Annual environmental performance report to be published.