Our Handbook
Welcome to Fitzpatrick Group
Our ongoing success relies on having quality people like you and your co-workers. We want you to enjoy your time here and to help you succeed in your new role.
We have prepared this handbook to answer some of the questions that you may have concerning Fitzpatrick Group and its policies.
This handbook is intended solely as a guide. Read it thoroughly. If you have questions about anything, please contact us. There are no stupid questions, and we are committed to developing an environment of open communication.
We hope you find your time with us to be a fun, enjoyable and rewarding experience.
Rick Fitzpatrick & Bryn Robinson
This Handbook
We want you to understand how we do business and how important you and every employee is to us at Fitzpatrick Group.
The summary of the policies stated in this handbook may change from time to time. We’ve done our best to include as much information as possible in an easy-to-understand manner.
If you want further details, then just ask !
Our Focus
We love our business, and we hope you will to.
We want a place where our workers wake up and think about the day ahead with a smile (or at least a happy grimace), provide our clients with exceptional assistance and leave at the end of the day feeling fulfilled.
We are proud of our great culture and know that our employees are important for our combined success.
Our Company values are:
Who We Are
Fitzpatrick Group was founded and established over thirty five years ago in the suburbs of South Western Sydney by Rick Fitzpatrick. During this time the business has grown and moved from strength to strength. Fitzpatrick Group now runs two full-time offices in Narellan and Picton respectively, as well as an office in Surry Hills and Olympic Park by appointment only.
During our time in business, we have formed partnerships with many fantastic small businesses who have been with us from the beginning and continued to be with us through our journey.
We are measured not only by the work we do, but the way we are seen, and the way we act.
We believe that our integrity, moral compass, fairness and professionalism should always guide our decisions and goals.
Fitzpatrick Group are community focused and give back to the local community as much as possible. Annually each year the team participate in the 24 Hour Fight Against Cancer raising valuable funds for cancer patients.
Our Values
Timeline
Narellan: Suite 7, 1 Somerset Avenue
Picton: Suite 2, 95 Cliffe Street
Surry Hills: Suite 415, Level 4, 410 Elizabeth Street
Olympic Park: 7 Australia Ave
Life at our Business
Organisation Chart
Probation
Employees permanently appointed are required to serve a minimum period of six months’ probation.
This allows either the employer or the employee to terminate the employment for any reason. The purpose of a probationary period is for both parties to decide whether the employee is suited to the position in our business.
Employment Policies
This is a summary of the key policies you need to follow while you are employed by us.
You should refer to the complete policy (available at any time) and ask us anything that you don’t understand or agree to comply with.
Code of Conduct
Fitzpatrick Group recognises the importance of a work environment which actively promotes best practice. The purpose of this Code is to describe the standards of behaviour, and conduct expected from workplace participants in their dealings with customers, suppliers, clients, co-workers, management and the general public.
The Code applies to all employees, agents and contractors (including temporary contractors) of Fitzpatrick Group.
Compliance with this Code is expected, and non-compliance may result in disciplinary action up to and including the termination of employment or contract for services.
The Code of Conduct includes;
- Acting honestly & fairly
- Compliance with laws, policies & procedures
- Follow management instructions
- Act professionally
- Not discriminate
- Report any breaches immediately
- Not use work time for private gain
- Not steal, defraud or act criminally
- Follow WHS regulations
- Not make false or misleading claims
- Not cause embarrassment to others
- Not abuse your position for personal gain
- Respect company property
- Respect company clients
- Not work for a competitor
- Avoid conflicts of interest
- Don’t fight in workplace
- Don’t use inappropriate language in workplace
Conflict of Interest and Disclosure
The Company has a responsibility to avoid any conflict of interest. A conflict of interest may arise where a team member enjoys benefits or income other than from the Company. Where this is the case, it is your duty to disclose the nature of the interest to the business owner such that it may be discussed.
The nature of this discussion will include whether the interest or income source is a result of personal exertion, industry, skills, times & location.
Should you currently be engaged in or wish or intend to become engaged in any other employment or contracting you are obliged to disclose and discuss this with the business owner such that it can be managed appropriately to the benefit or all parties.
Equal Employment
It is the policy of Fitzpatrick Group that employment shall be based upon merit, qualification and competence and employment practices shall not be influenced or affected by virtue of an applicant’s or employee’s:
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Sex
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Nationality
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Race
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Age
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Religion
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Marital Status
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Disability
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Political opinion
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All employees are entitled to access employment, promotion, training, transfers and the benefits of employment on the basis of merit. They will be assessed on their skills, qualifications, abilities, prior work experience and aptitude.
Fitzpatrick Group will positively seek to identify and eliminate all discriminatory practices both direct and indirect and will strive to maintain a work place free of harassment.
All employees have a legal and moral responsibility to treat each other fairly and are expected to fulfil these responsibilities as a condition of employment.
Confidentiality
Our company confidentiality policy explains how we expect our employees to treat confidential information. Employees will unavoidably have access to personal and private information about clients, partners and our company. We want to make sure that this information is protected.
We must protect this information for two reasons. It may:
Be legally binding
Gives us a competitive advantage (example: Our Procedures)
Confidential and proprietary information is secret, valuable, expensive and/or easily replicated.
We expect you to;
Lock or secure confidential information at all times
Securely dispose of confidential documents when they’re no longer needed
Make sure they only view confidential information on secure devices
Only disclose information to other employees when it’s necessary and authorised
Keep confidential documents inside our company’s premises or storage locations, unless it’s absolutely necessary to move them.
We do NOT want you to;
Use confidential information for any personal benefit or profit.
Discuss confidential information to anyone outside of our company.
Copy confidential documents and files and store them on insecure devices.
Harassment and Grievances
Intimidation, hostility, offensiveness, sexual harassment, and unfair discrimination in the work place are examples of unacceptable behavior and will not be tolerated under any circumstances.
Sexual harassment is recognised as a form of sex discrimination, and is illegal under the State Anti-Discrimination Acts, and the Commonwealth Sex Discrimination Act 1984. It is also considered by the business to be inappropriate workplace behaviour.
What is Harassment?
Harassment is intimidation, hostility, offensiveness or sexual harassment.
Harassment also;
Includes unfair discrimination.
Personality clashes between staff do not constitute harassment.
Grievances?
Should you have a grievance or believe that a certain procedure or practice can be modified or changed to the benefit of your work output and the business, you are encouraged to contact management to resolve the matter.
If the matter is not resolved satisfactorily or it is inappropriate for the employee to discuss the problem with their supervisor, a Grievance/Complaint form should be completed. You will then be advised of a plan of action to resolve the matter.
Workplace Surveillance
This is notice that continuous and ongoing surveillance will be carried out in Fitzpatrick Group’s premises. Anyone attending the premises may regularly be subject of surveillance.
What will we use the surveillance for ?
We may use and disclose the records for the following purposes;
Related to the employment of employees or their business activities.
To the police regarding connection, investigation or prosecution of an offence or connection to legal proceedings.
To avert threats to people or damage to property
Social Media
This policy is intended to provide clarity to all employees on how to conduct themselves with social media. It also informs them of their responsibilities when using social media.
It aims to encourage employees to find a voice in social media, but at the same time protect the interests of Fitzpatrick Group.
Don’t provide Company or a client’s, partner’s or supplier’s confidential or other proprietary information and never discuss Company business performance or other sensitive matters about business results or plans publicly.
Don’t cite or reference clients, partners or suppliers on business-related matters without approval.
Don’t publicly publish information or photos from any of the Companies functions, offices, data centres, workplaces or customers without prior approval from those in the photos and management.
Respect your audience. Don’t use ethnic slurs, discriminatory remarks, personal insults, obscenity, or engage in any similar conduct that would not be appropriate or acceptable in the workplace. You should also show proper consideration for others’ privacy.
Be aware of your association with the Company in online social networks. If you identify yourself as a Fitzpatrick Group employee, ensure your profile and related content is consistent with how you wish to present yourself with colleagues and clients.
Mobile Phone Use
Here are some guidelines regarding the appropriate use of mobile phones.
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Mobile phones should be kept in your bag or drawer unless being used. Please do not leave them on your desk as they are a distraction.
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Personal calls, texts, social media use should not occur during working hours. Please check your phones during your breaks.
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Staff will be required to access their mobile phones to utilise Two Factor Authentication to access ATO and cloud based systems used within the business. Refer to the procedures document.
Two-Factor Authentication
- To meet industry standards, two-factor authentication (2FA) is used to connect with the ATO and other cloud-based programs.
- At Fitzpatrick Group, our 2FA is set up through our mobile phones. We use the Google Authenticator app.
Computer Use
You are expected to take a professional and courteous approach to everything you do in connection with work.
You should not expect that any email or other activity conducted over the Business’ computer network(s) will be private or otherwise confidential.
You are allowed personal use that is reasonable and limited so as not to get in the way of you doing your job.
You must not say or type things about the Business unless you have been told you can do so.
You must not engage in use that involves conduct or material that is inappropriate or otherwise obscene or offensive such as accessing or distributing content of a sexual, pornographic, discriminatory, sexist or racist nature.
You must not engage in use that includes conduct or material that has the risk of defaming, or of causing damage to, the Business or any of its officers or employees.
You must not engage in use that includes unlawful activities that are illegal or otherwise inappropriate.
Email Management – As emails are such a large part of our days now, we have developed a system to productively manage your inbox, all team members should follow the Four D’s as we have detailed below:
Staff should following the Four D’s:
- Delete it – if the email is a simple task that requires your attention and will take minimal time to action, address the email.Do it and remove it from your zone.
- Do it – if the email is work that needs to be delegated to another team member, save it to FYI, and set a task for the appropriate person straight from the email.Delegate it appropriately and remove it from your zone.
- Delegate it – if the email is a task that requires your attention, however, is not urgent or time sensitive. But needs an appropriate amount of time allocated for completion. Save the email to FYI & set yourself a task (also schedule time in your calendar for when you will action the work).Defer it and remove it from your zone until appropriate.
- Defer it – if the email is and FYI or is irrelevant you should read and delete straight away.Delete it and remove it from your zone.
Drugs & Alcohol
The use of drugs and alcohol may impact on an individual’s capacity to perform work safely, efficiently and with respect, thereby posing a risk to the health and safety of the individual and others at the workplace.
We do NOT allow;
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Illegal drugs in the workplace
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You to be at work while under the influence of Drugs or Alcohol
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You to consume alcohol while at work. Note if you attend a function that is work related you are able to have a drink, but please ensure you don’t drink and drive and drink responsibly.
If you have prescription or pharmacy drugs – you need to discuss this with management before commencing work.
We may carry out random drug and alcohol testing.
Behaviour at Work
Serious Misconduct
All team members will be expected to act in a suitable manner at all times. We provide a positive and safe work environment and expect all team members to uphold these standards and the values of the company.
Certain rules of conduct and behaviour apply, this ensures a harmonious work environment for all concerned.
Failure to follow these rules may result in disciplinary action, from a written warning to termination, depending on the severity of the offence. Any disciplinary action will be recorded in your personnel file and will be taken into consideration when reviewing opportunities for advancement within the company.
Discipline and Termination
The Company will expect all team members to follow any policies and procedures.
It is our goal to create a fair and efficient environment for all team members.
Should any team member act with disregard to any of the relevant policies and procedures it may become necessary to take disciplinary action including and up to termination of Employment.
If an employee is not performing at the required level and not meeting Key Performance Indicators you may undergo a performance management process.
Employees must return all company owned property (i.e. telephones, computers, uniforms, and keys) prior to leaving on their last day.
Key Employee Responsibilities
Your Rights
To be paid the appropriate rate for the work that you do.
To be advised of your rate of pay
To work in a safe environment.
To receive training in your duties.
To work in a discrimination-free workplace.
Our Standards
When working for Fitzpatrick Group, it is important to know you are part of a team. As a member of our team, it is important that you follow our reasonable standards of conduct and policies for the business.
The following items may result in disciplinary action, up to and including immediate Termination.
Providing false or misleading information about employment or leave.
Not showing up to work without calling your supervisor or the office.
Falsifying time and attendance records (You or others)
Conviction of a Crime
Foul Language, Disorderly or Indecent conduct
Theft or Dishonesty of any type
Disclosing of confidential information or proprietary information to people outside of our business.
Failing to report safety hazards, defects, incidents or injuries.
Harassment or Bullying towards other workers or Customers
Refusal to follow reasonable instructions from your supervisor/manager.
Breach of Workplace Health & Safety laws and policies.
Workplace Health & Safety
We have a legal obligation to protect the health, safety and welfare of all our employees. Equally, however, employees are obliged to obey Workplace Health & Safety policies and rules designed for their safety.
Fitzpatrick Group is committed to providing a safe and healthy environment for its workers, contractors and visitors.
Our Objectives
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Reduce the risks to health, safety of all workers, contractors and visitors, and anyone else who may be affected by our business operations.
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Ensure all work activities are done safely.
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Strive to be a Safe and Incident Free workplace.
Incident and Accidents
Fitzpatrick Group relies upon our employees to alert us to any unsafe work activities/hazards so that we can investigate, make safe and continuously improve our work practices.
We want to provide a safe working environment for everyone and as such, we require all employees to report all incidents, and near misses to their supervisor or manager.
Emergencies & First Aid
Notices for First Aid kit locations, First Aid officers and Emergency diagrams/procedures are posted throughout the premises.
In the event of an Emergency, follow the directions of any First Aid Officer, Fire Warden, or Emergency Services.
Smoking in the Workplace
Smoking is not permitted in the offices, other buildings or company owned property (Vehicles).
It is unacceptable to be smoking while you are performing any business task outside.
All smoking must be done during your own breaks and only in designated smoking areas.
Note: (A breath mint is a great way to keep a fresh breath smell when dealing with people)
Pay & Leave
Your pay will be deposited into your nominated Bank Account as per your Contract of Employment with us.
Your salary will also include a 11.5% Superannuation payment into your nominated superannuation fund.
You will also receive 4 weeks annual leave, 10 days carers/personal leave along with other accepted leave types, including;
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Compassionate Leave
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Parental
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Adoption
Employees should note that submission of an annual leave request does not constitute approval. You will be notified if your leave is approved or declined at the earliest opportunity. All leave requests must be submitted via Xero My Payroll.
Prior to going on leave it is the responsibility of each employee to ensure that any outstanding matters or ongoing jobs are discussed, and a satisfactory handover occurs. Please also ensure that you put your out of office on your email.
NOTE: Casual employees are not entitled to paid annual leave or paid carers leave.
Expenses
If you incur an expense as part of business operations (such as paying for fuel for the cars, general supplies, etc), then you must obtain a tax invoice for the expense, and this must this be given to the Administration Manager for reimbursement, along with submitting an Expenses Claim Form.
The Office Manager will liaise with Accounts Payable to have the payment made back into your personal bank account.
The reimbursement will generally be paid each week.
Attendance
If for any reason you are unable to attend work by your normal starting time, you should notify your manager via a phone call at least 2 hours before you are due to start. If you are absent on a Monday or Friday, before or after a public holiday or 2 consecutive days you will be required to provide a medical certificate.
If you are delayed in starting work due to a reason other than sickness, you should notify your manager as soon as practical.
Punctuality means being able to start your work at the agreed time. Being in the carpark or kitchen is not seen as being able to start work.
Habitual or consistent lateness will result in disciplinary action up to and including termination of employment
Time off for personal appointments (e.g. doctor) or unexpected occurrences needs to be discussed with your direct manager for how time off will be considered. Where possible appointments should be made on your fortnightly Friday afternoon off.
Key Contacts
