CORUM 2, CORUM OFFICE PARK INFORMATION FOR STAFF (Permanent or Temporary)

Transcription

1 CORUM 2, CORUM OFFICE PARK INFORMATION FOR STAFF (Permanent or Temporary) APPROVED BY: South Gloucestershire Clinical Commissioning Group Quality and Governance Committee DATE May 2015 Date of Issue: May 2015 Version No: 3 Date of Review: May 2017 Author: Lucy Jones, Corporate Support Officer 1

2 Document status: Current Version Date Comments Version Version Version Reviewed by Lucy Jones, Corporate Support Officer and Lindsay Sayers, Receptionist / Corporate PA Amended following review by Policy Ratification Group. Approved by Quality and Governance Committee May

3 CONTENTS Section Summary of Section Page Cont Contents 3 1 Corum 2 Building Details 4 2 Corum 2 Opening Hours 4 3 Entry to the building 4 4 Door fobs / Access codes 4 5 Car Parking 5 6 Visitors 5 7 CCG Facilities 6 - Photocopiers - Scanners - Video Conferencing - Kitchen - Sandwich deliveries - Cycle Racks - Showers - Lockers - Hearing Loop 8 Stationery 7 9 Meeting Rooms 7 10 Post 8 11 Storage 9 12 Data Connections 9 13 Maintenance 9 14 Waste 9 15 Locking Up and Opening Up Procedure Building Systems Fire Wardens First Aid Provision Date of Review Links to CCG Policies 11 Appendix Appendix 1 Fire Procedure 12 3

4 1. CORUM 2 BUILDING DETAILS 1.1. Address Corum 2, Corum Office Park, Crown Way, Warmley, South Gloucestershire, BS30 8FJ 1.2 Telephone Number Fax Number Suites are located on the 2 nd Floor of Corum 2, Corum Office Park. A lift is available and a disabled parking bay is located close to the entrance. Suites are occupied by South Gloucestershire CCG staff and Suite 15 is occupied by Central South West Commissioning Support. 1.5 Landlord The Landlord is Ashville Group and their contact number is The CCG s named contact is Tom Spaight. 2. CORUM 2 OPENING HOURS 2.1 The core opening hours for the Corum 2 building are: Monday-Friday The gate across the main entrance to Corum Office Park and the main door to the Corum 2 building is opened by Securitas on Monday-Friday between 0545 and If it essential for staff to work outside of these hours Securitas must be contacted on telephone number so that the necessary arrangements can be made for them to lock up. The CCG Receptionist / Corporate PA should also be advised as there may be a charge for this. 2.4 The Reception for South Gloucestershire CCG s Office is manned from 0830 until 1700 Monday to Friday. 3. ENTRY TO THE BUILDING 3.1 There is a buzzer outside the building, which is connected to the Receptionist/Corporate PA s desk via an intercom. When arranging meetings CCG staff must ensure any visitors to the building are aware of the need to buzz Suite 11 for the 2 nd floor Reception in the first instance and sign in on arrival. 3.2 Visitors to Suite 15 will need to buzz suite 15 on arrival and sign themselves in at Suite 15 accordingly. 3.3 When planning early morning or late evening meetings outside of the Reception hours of , the meeting organiser must ensure that arrangements are made for their visitors to be let in. This should not just be left to members of staff sat in close proximity to the reception desk. 4. DOOR FOBS/ACCESS CODES 4.1 Permanent CCG staff, Central South West Support Unit (CSWSU) staff permanently located at Corum 2, CSWSU staff who hot desk at Corum 2 for more than 3 days per 4

5 week and fixed term contractors will be issued with key fobs to gain access into Corum 2 building via the main front door. This will be issued by the CCG s Receptionist/Corporate PA. 4.2 For security reasons, the internal doors into suites have an access code for outside of the core opening times of This access code will be issued to the aforementioned staff by the CCG s Receptionist/Corporate PA and for security reasons will be changed periodically. 4.3 Agency contractors will be issued with the key code to the main front door of the building after completion of the first month of employment. 4.4 All staff should wear their NHS ID badges prominently whilst in the building. 4.5 All staff should be mindful of security and be prepared to politely challenge people they do not recognise who may be trying to gain entry to the building at the same time. 4.6 To ensure safety when working late or alone in the building, staff should refer to the Lone Working section of the Health and Safety Policy. 5 CAR PARKING 5.1 There are 14 car parking spaces allotted for CCG staff and visitors and 3 spaces for CSWCSU staff and visitors. The spaces allocated to the CCG include one disabled parking space which is in front of the building. The CCG parking places are signed with the NHS logo. 5.2 A plan of the outside area of the building highlighting which spaces are allocated to Suites is available on the staff section of the website and is also displayed at Reception. Additionally this information is included in new starter packs. Visitors to the building should be sent this information or given the link to South Gloucestershire CCG Website. 5.3 In the event that all CCG/CSU spaces are occupied, staff and visitors will need to park offsite on surrounding roads such as Crown Way or Tower Road North. Double parking, parking on the double yellow lines or on the pavements in Corum Office Park is strictly prohibited. Any damage caused to the surrounding area or any parking tickets/clamps received as a result of staff/visitors parking inappropriately will need to be paid for by the individual. South Gloucestershire CCG will accept no liability in such circumstances. 6 VISITORS 6.1 All visitors must sign in on arrival and out on departure and should be met by the person they are visiting or their PA. The CCG visitors book is located in Reception of Suite 11 and it is the responsibility of the staff member being visited to ensure the visitor is signed when they leave. 6.2 Contractors, who do not have an NHS ID badge, will be issued with a Contractor ID badge, which must be worn prominently at all times. 6.3 It is the responsibility of all staff to politely challenge people who are not wearing ID in the CCG s offices and who they do not recognise. 5

6 6.4 It is imperative that any visitors to the building are asked to take note of the fire evacuation procedures for the building which are displayed in the reception area and in each of the meeting rooms. It is the responsibility of the person the visitor is meeting to bring this information to their visitors attention. 7 CCG FACILITIES 7.1 Photocopiers The CCG has 2 photocopiers supplied by Konica, each with an integral scanner. The photocopiers are networked and staff can choose which printer they would like to print to. Staff must ensure that documents are printed double-sided whenever possible. Printer Corum Park CCG A is a colour printer/copier, scanner and fax machine and can be found outside the Nurse Director / Head of Quality and Safeguarding s office. Colour printing should be strictly restricted and staff must ensure that the printing setting on their computers is set to Gray Scale. To do this click on print, Properties, Quality and under Select Colour, change to Gray Scale. Printer Corum Park - CCG B can be found outside of Meeting Room C1 and prints/photocopies in black and white only. All printers/photocopiers go into dormant mode if not used for over an hour and do not need to be switched on and off. Any documents sent to the printers must be collected promptly and should not be left on the machines. Any faults or issues with the printers/photocopiers should be reported to reception@southgloucestershireccg.nhs.uk and the fault will be logged with Konica. 7.2 Scanners Documents can be scanned through either of the printers/photocopier and can then be accessed from the scanning folder on the G drive. It is the responsibility of individual staff members scanning to the G drive to ensure that their scanned document is either moved to an appropriate folder or deleted from the scanning folder. Under no circumstances is confidential information to be left in the scanning folder. 7.3 Video Conferencing Facilities Video conferencing facilities are available in Meeting Room C1 and should be considered as a cost-effective alternative to travelling off site to meetings. In order to book video conferencing facilities, Room C1 will need to be booked via the electronic calendar within the public folders or via the Receptionist / Corporate PA. 7.4 Kitchen The CCG has one kitchen which includes two small tables with chairs and a soft seating area. The kitchen incorporates 2 small fridges, two microwaves, a dishwasher, a boiler and filtered drinking water, mugs, drinking glasses and crockery. It is each person s responsibility to wash his/her own mugs and dirty dishes and to load/unload the dishwasher if necessary. 7.5 Sandwich Deliveries A sandwich van visits the site every day at approximately selling an assortment 6

7 of hot and cold food, sandwiches, snacks and beverages. 7.6 Cycle Racks Cycle racks are available for securing bicycles outside Corum 2. Bicycles must not be brought into the building for safe keeping at any time. 7.7 Showers Showers are available in the disabled WCs, located on the landing on each floor. The shower/disabled WCs are the responsibility on the landlord. As these areas are communal, towels, clothing and toiletries must not be left in them. 7.8 Lockers A small number of lockers are available from Reception on a first come, first served basis. 7.9 Hearing Loop The CCG has 2 Hearing loop facilities available: 8 STATIONERY A large Hearing loop system available for larger meetings which is held by the Corporate Support Officer Portable hearing loop which is kept in reception. 8.1 Small stationery items such as pens, notepads and staples are kept in the cupboard next to the Receptionist / Corporate PA s desk and larger items such as paper and envelopes can be found in the stationery room. 8.2 Any requests for stationery should be given to the Receptionist / Corporate PA, however please check the stationery cupboard/room before making your request. 8.3 Stationery must be ordered and authorised by noon on a Tuesday for delivery on a Thursday. 9 MEETING ROOMS 9.1 The building comprises of the following rooms:- Corum 1:1 Meeting Room (4 persons) Corum C1 (12 persons) Corum C2 (6-8 persons) C1 and C2 can be combined via a retractable wall to form one large meeting room with capacity for up to 20 persons. Please see the Receptionist/Corporate PA if this needs to be arranged. Meeting rooms can be booked via the electronic diary within public folders or via the Receptionist /Corporate PA on x Individual Meeting Room Facilities C1 Tables and Chairs to seat 12 persons Tables can be re-arranged Overhead Projector; Screen. Please note that laptop computer is not provided. Instructions for the use of the projector are in the small cupboard 7

8 Television Video Conferencing Equipment Conference Call Telephone Telephone sockets Flasks are available in the Kitchen Hearing Loop system can be provided Flip chart and stand C2 Tables and Chairs to seat 8 persons Tables can be re-arranged Telephone sockets Flasks are available in the Kitchen Flip Chart & Stand Short drop down projector 1:1 Room Table and Chairs to seat 4 people 9.3 Responsibility for Meeting Rooms It is the responsibility of the member of staff who has booked the meeting room to ensure that the room is cleared and left in a tidy condition ready for the next meeting. This includes straightening chairs and removing any dirty cutlery/crockery and either placing it in the dishwasher or washing it up by hand. 10 POST Post is delivered and collected on a daily basis and the delivery and collection points for both internal and external post can be found on the cupboards next to the Receptionist / Corporate PA. Incoming post will be sorted by the Receptionist/Corporate PA and placed in the trays above the stationery cupboard in reception. It is the responsibility of each team PA to collect and distribute team post on a daily basis Internal post delivery/collection Internal post is delivered to and collected from Corum 2 each day around midday and will be sorted as above. A list of the locations for internal mail delivery can be found in the internal post tray behind the Reception desk External post delivery/collection All external post will need to be sorted into the respective CCG and CSU trays behind the Reception desk by ready to be franked and collected by Royal Mail anytime from onwards. External mail will automatically be sent second class unless it is marked otherwise. Pre stamped mail can also be left in the trays and will be put into the next postal collection Neopost Franking Machine Post is franked by the Receptionist / Corporate PA on a daily basis using the Neopost Franking machine located in the stationery cupboard. 8

9 Any problems with delivery or collection of post need to be reported to the Corporate Support Officer x4426 or Receptionist/Corporate PA x STORAGE 11.1 Individuals have been allocated a small amount of storage in their respective areas of work. There is no additional storage available and as such every effort should be made to routinely archive documents that are not required to be kept in the office. Boxes, files and other items must not be left on top of filing cabinets Archived documents: There is a contract with Iron Mountain for the outside storage of archived documents. For more information contact Corporate Support Manager x All archiving must comply with the archiving protocol in the CCG Records Management Policy 12 DATA CONNECTION 12.1 The building has access to WiFi connections. For information on data connection and providers please contact IT on This number should be used for any IT queries or IT assistance. 13 MAINTENANCE 13.1 The maintenance of Suites is provided by Mitie Engineering. Details of any faults or problems should be ed to reception@southgloucestershireccg.nhs.uk to report and log. If any member of staff needs to contact MITIE in an emergency out of hours, please ring: WASTE 14.1 Cleaning Contractors Domestic provision within Suites is provided by Ryefords. The cleaner attends Monday Friday for 2 hours each evening, generally 1730 to Any problems with cleaning provision needs to be reported to reception@southgloucestershireccg.nhs.uk who will report it to the cleaner. If the issue is not resolved then please report to Corporate Support Officer on x4426. Cleaning of the common areas within the building (hall, stairs and landings, including the disabled toilets) is the responsibility of the landlord General Waste General waste/food waste bins can be found in the kitchen. Glass must be wrapped and labelled before being disposed of in the general waste bins. A note must then be left for the cleaner, via the Receptionist/Corporate PA to advise of this Recycling Waste Recycling bins for cans, plastic and cardboard can be found in the kitchen. Paper recycling bins can be found throughout the office and the cleaner will empty these on a regular basis Individual Bins 9

10 No desk bins are available for staff to use and no provision has been made for the cleaning contractor to empty any bins apart from those supplied by the CCG. Staff must therefore ensure that any rubbish on their desk is thrown away as appropriate at the end of each day Confidential Waste Confidential waste bins are available throughout the office and Shred-It are contracted to empty and shred the contents on site once per month. If the nearest confidential waste bin is full, please do not force any more paper into it, but use one of the other confidential waste bins Sanitary Bins Sanitary bins are located in the Ladies toilets and are emptied on a regular basis by Trade Be. 15 LOCKING UP AND OPENING UP PROCEDURE 15.1 If they are not already unlocked, the receptionist/corporate PA will unlock all 3 CCG doors at 0830 each morning and lock them again at When locked, all 3 doors are accessed using the same keycode number. For security reasons, staff must not pass this keycode on to anyone else. All staff have an individual responsibility for checking their work area before leaving. This includes ensuring:- All windows are closed and locked Computers are shut down All equipment is switched off Desks are clear of all sensitive and confidential information All drawers and tambours are locked The last person to leave Suites must check: There is nobody remaining within the office (including cloakrooms) All windows are closed and locked All internal doors are closed All external doors to the corridors are locked Check that the last person in Suite 15 knows you are leaving. In the event Suite 15 is unoccupied, please check the door is locked The air-conditioning is switched off at the control panels by each of the three entry/exit doors and by the Senior PA s desk which is located outside the Chief Finance Officer s Office, adjacent to the Deputy Chief Finance Officer s desk. All lights are on a movement sensor and will go off automatically Printers automatically go into dormant mode and do not need to be switched off manually There is no intruder alarm within the building. 16 BUILDING SYSTEMS 16.1 Fire Alarm The landlord is responsible for the Fire Alarm and a test is carried out on a Friday morning by Thorne. 10

11 In the event the alarm sounds outside of this time, all occupants of suites must contact 999 immediately and evacuate the building. Staff should refer to the Fire Procedure found at Appendix 1. Capita Symonds undertakes the CCG office fire risk assessment which is arranged by NHS Property Services on an annual basis. 17 FIRE WARDENS Nominated Fire Wardens are: Lucy Jones Ruth Jones Kay Staite Lindsay Sayers Steve Rea Jackie Robertson (Suite 15) 18 FIRST AID PROVISION Trained first aiders are: Ruth Jones Pennie Jones Sarah Jenkins Marylee Cass 19 REVIEW DATE 19.1 This information will be reviewed after 2 years, or earlier at the request of either staff or management, or in light of any changes to legislation or National Guidance. 20 LINKS TO CCG POLICIES Health and Safety Policy Corporate Behaviours Policy 11

12 Fire Procedure APPENDIX 1 All staff should familiarise themselves with these procedures and with the sound of the fire alarm, location of stairway and fire exits. 1 Fire Assembly Point The assembly point is in the car park behind the waste compound opposite Corum 1. 2 Access Staff should ensure that they are not parked on double yellow lines to ensure clear access for Emergency vehicles in the event of a fire. Staff should also ensure that no communal space on any of the landings or stairwells are blocked or obstructed at any time. 3 Fire Alarm The fire alarm is tested every Friday morning at 9.00am by Thorne. 4 Roles and Responsibilities FIRE WARDEN To be the CCG point of contact for the Fire Brigade by wearing a fluorescent tabard and to receive information from the fire marshals. FIRE MARSHAL To ensure all visitors and staff are safely evacuated, kitchens and meeting rooms are empty and fire doors shut as you exit the building. To ensure the fire warden is kept up to date with new information including whether or not it is discovered that the alarm was activated accidently. FIRE SAFETY MGR To ensure there are no unnecessary fire risks within the associated building that will endanger employee s safety. To lead the team of fire wardens to ensure the building is kept safe at all times and that everybody is aware of their role during an incident. To ensure any hazards identified are addressed as a matter of urgency. 5 Procedure 5.1 Any member of staff who discovers a fire, must activate the nearest fire alarm break glass point. Immediately notify the occupants of that part of the building to evacuate the building. 5.2 The designated Fire Warden is to put on a yellow tabard and ensure they are visible to the emergency services on arrival. 5.3 The designated Fire Marshal for assisted exiting is to follow the Personal Evacuation plans in place is followed for anybody requiring the use of the Evacuation Chair. 5.4 If the fire is within CCG suites and has not spread from its point of origin an attempt to extinguish the fire may be made by a nominated Fire Warden or Fire Safety Manager if they feel that it is safe to do so. 5.5 All staff and visitors to vacate the building and proceed to the assembly point. 5.6 Fire marshals to check all offices, meetings rooms and toilets in their agreed area to make sure that all rooms have been evacuated closing doors behind them. 12

13 5.7 The lift must not be used in the event of a fire 5.8 Fire Marshals to carry out a roll call and inform the Fire Warden who in turn will advise the Fire Brigade if any person is missing. 5.9 Fire Marshal to collect the visitor book so that all visitors can be accounted for in the roll call Any person booking a meeting at Corum 2 which is being attended by a member staff or visitor with a disability that will prevent them being able to safely evacuate themselves from the building in the event of a fire, must ensure the Receptionist or Corporate Support officer are aware so that plans can be made in advance. 6 Counting of Staff Each team has a PA in post who is likely to know who in their team is in the office. If it is thought that somebody is unaccounted for then the Fire Marshal (wearing the fluorescent tabard) must be advised immediately. 7 Assembly Point The fire assembly point is in the Corum car park behind the waste compound opposite Corum 1. 8 Fire Extinguishers Fire Extinguishers, one water and one Co2, are located at the main door to the Suite 11, outside the CCG kitchen and by the exit in Suite 14. A fire blanket is also available in the CCG kitchen. 9 Fire Alarm Break Glass Point (red) Located outside of Suite 11 at the top of the stairs. 10 Fire Safety Manager and Fire Wardens/Marshals Lucy Jones (Fire Safety Manager), Steve Rea (dedicated Fire Warden) Lindsay Sayers Kay Staite Ruth Jones Jackie Robertson (Suite 15) 11 Fire Precautions / General Instructions Never obstruct door exits, passageways or extinguishers Never accumulate combustible materials in offices, passageways or stairwells Flammable liquids must be securely stored and stocks kept to a minimum 12 Fire Evacuations A fire evacuation should be done once every 6 months as a minimum. A record of a fire evacuation is kept in the Fire Folder in the Reception cupboard 13 Fire Equipment Fire equipment is checked by annually. 13