| Area | Governance |
| Reference | Employee_Code ofConduct_Policy_v.0.2Final |
| DOC ID | HRPR123 |
| TYPE | POLICY |
PURPOSE
The primary purpose of the Code of Conduct is to set out RACMA’s expectations in relation to the way employees conduct themselves when carrying out their professional duties.
It applies when you are, or could reasonably be perceived to be, representing RACMA or representing and acting on behalf of RACMA or in circumstances that would reasonably be associated with your RACMA role.
INTENT
This Employee Code of Conduct has been designed to ensure that every employee has a clear understanding of the conduct and behaviour that RACMA expects and demands from each individual who works with the organisation. First and foremost, it is about respect for RACMA’s service users, other employees and clients who come into contact with us.
SCOPE
Employees at RACMA are not only required to respond to service users in ways that promote dignity and respect, they are required to deal ethically and responsibly in all their interactions with RACMA, whether that be with fellow employees, management, Members, administration or Board Members. It is also expected that employees always behave in a way that brings credit to RACMA in all dealings with individuals outside of the organization.
KEYWORDS DEFINITIONS
| College Faculty |
means the collective of Members engaged in education, training, training support and assessment. |
| Member | means a person whose name is entered in the Register as a Member of the College. |
| Officeholder | means any of the President, the Vice-President, the Chairperson of the Finance and Audit Committee, the Chairperson of the Education and Training Committee, the Censor-in-Chief and the Chairperson of the Continuing Education Program Committee. |
| RACMA Committee | means any committee established by the Board and/or required or authorised by RACMA’s constitution to be established (including Jurisdictional Committees). |
POLICY
1. You are expected to uphold the highest professional standards and to act always ethically, responsibly and in the best interests of RACMA.
2. You may have other duties that the law applies to your role.
Responsibilities
You have a responsibility to:
1. undertake your duties as outlined in your Position Description or directed by your supervisor and behave in a manner that is consistent with the provisions of this Code of Conduct;
2. report to the Chief Executive:
2.1. suspected unethical, improper or corrupt conduct; and
2.2. any material departure from the Code of Conduct by you or another.
Breaches of this Code
Breaches of this Code of Conduct may lead to sanctions or disciplinary action (see Grievance and Disciplinary Policy; Disputes Clause in your Contract of Employment; and Breaches within the College Code of Conduct).
Communication
Communication in the workplace, whether verbal or written, must conform to acceptable standards at all times. Examples of unacceptable behaviour are highly emotive, rude, agitating or insulting verbal comments, sarcastic, colluding or agitating behaviour and highly emotive and inappropriately-worded or inappropriately-addressed emails or other written correspondence.
Compliance with RACMA’s policies and procedures
All employees must take personal responsibility for being familiar with RACMA’s policies and procedures.
This Code should be read in conjunction with the relevant policies and procedures.
Privacy
All employees must comply with RACMA’s Privacy Policy always and cannot make improper use of information gained by being an employee. All staff must ensure that personal information including data relating to other employees or Fellows is collected, stored and used in accordance with privacy legislation.
Confidentiality
Employees must comply with the College’s Privacy Policy as amended from time to time and specifically must maintain and respect the confidentiality and privacy of all information that you come across including:
- information relating to individual members;
- information about staff; and
- any commercial, business or corporate information that belongs to RACMA (whether or not it is marked “confidential” or “commercial in confidence”).
You are not authorised to use such information for personal use or to benefit another person.
Conflict of Interest
Actual, potential or perceived conflicts of interest must be identified, reported and appropriately managed. If unsure, staff must seek advice from the Chief Executive or their immediate manager.
Corporate Credit/Debit Cards
Any use of Corporate Credit and/or Debit Cards must be compliant with probity and transparency requirements.
Declaration of Financial and other interests
All employees must declare in writing any financial or other personal interest in any transaction affecting RACMA that could compromise or be perceived to influence the impartial performance of their duties for or on behalf of RACMA. All staff must declare all interests to the President or Company Secretary in writing at the earliest opportunity.
Equity and Diversity
Equity of opportunity and its underpinning principles, diversity and social justice form the basis of all employment and education policies and practices, and benefits. Therefore, you must treat all employees, Fellows and others in a fair, respectful and equitable manner regarding all aspects of RACMA’s business. Employees must ensure they contribute positively to an environment free of discrimination, bullying and harassment. This requires the implementation of fair and transparent practices and decisions, not influenced by irrelevant and unlawful attributes, as prescribed by anti-discrimination legislation.
Employee Assistance Program
Should an employee request counselling assistance they should refer the request to their manager or Chief Executive in confidence. Given the nature of EAP counselling, the issues for the request do not need to be discussed unless the employee feels comfortable in doing so.
Financial Inducements, Gifts and Hospitality
You may not accept gifts or services that may be, or may reasonably be construed as, rewards or inducements for directing RACMA business towards any person or body or for treating any person or body in any way more favourably than otherwise would be the case.
You must inform the College via the Chief Executive of any gift that could reasonably be construed to have been given to a you because of your role at RACMA.
You must seek the Chief Executive’s permission in writing of any offer of hospitality that or could reasonably be construed to have been made to you because of your role at RACMA and you will not accept that hospitality without the explicit approval of the President or the Chief Executive. The Chief Executive must record such approved hospitality on a gifts and hospitality registry.
Flexible Working Arrangements
You are entitled to request flexible working arrangements based on parental and carer responsibilities. Requests must be made in writing addressed to the Chief Executive. To comply with the Equal Opportunity Act, RACMA will consider the request, all relevant facts and circumstances based on operational requirements in deciding whether or not, to agree with the request. Further information is available on the Fair Work Australia website.
(RACMA) Funds
Employees must administer College funds responsibly and act to ensure propriety, financial control and honest administration. Arrangements for the prevention and detection of fraud and corruption will be made and suspected irregularities will be investigated and acted upon if substantiated.
Health and Wellbeing
Wellness programs will be at RACMA’s discretion in consultation with employees. Requests for wellness programs must fit within the governance guidelines of the Board and meet the OH&S responsibilities as outlined in the Workplace Health and Safety policy.
Integrity and Professional Responsibilities (corrupt, improper and criminal conduct)
a. Corrupt, Improper and Criminal Conduct
You must discharge your duties with honesty and integrity and refrain from any corrupt, improper or criminal conduct (incl. fraud, stalking etc.).
You must report known and suspected instances of corrupt, improper or criminal conduct to the Chief Executive.
You must advise the Chief Executive if you are charged with a criminal offence which is punishable by imprisonment, or if found guilty, could reasonably be seen to affect your ability to meet the inherent requirements of your role.
b. Outside Employment and Other Professional Activities
(Refer to Paid Outside Work by Employees policy)
Employment or professional activities other than those undertaken as part of your role with RACMA must not diminish public confidence in RACMA or your ability to perform your duties.
Outside employment must not, nor have the potential to, adversely affect your performance or undermine, compromise or create a conflict of interest with obligations and duties to RACMA, in relation to your employment.
Where outside employment opportunities are related to your position at RACMA these must be declared in writing to the Chief Executive, who will consult with you to determine the suitability or otherwise of the outside activities.
Media
Only the President or Chief Executive may provide or authorise an official RACMA response to media enquiries or other forms of public comment.
Professional Conduct
Your personal and professional behaviour must conform to the standards that could reasonably be expected of such persons employed or associated with RACMA. You will also be required to follow any lawful and reasonable direction made by RACMA.
Respect
In accordance with RACMA’s College Values Statement, you must at all times:
- consider social responsibilities in our activities;
- recognise each other’s values, differences and responsibilities and value other cultures in the same way that we value our own;
- learn from our differences;
- strive to communicate effectively with others;
- recognise the special place for indigenous people within the countries where we work;
- treat others with courtesy, equality and justice, and appreciate their contribution and
- not tolerate and must report harmful behaviours.
Safety
Employees will acknowledge their responsibilities and obligations under the occupational health and safety laws and agree to take reasonable and practicable precautions to manage hazards and risks to ensure a safe College. You must ensure that you do not adversely affect your work performance or cause any risk to health and safety through the consumption of alcohol or use of other drugs whilst at work.
Social Media
Personal use of Social Media must not adversely affect your standing as an employee of RACMA or which could bring RACMA into disrepute. When using social media for private purposes you must ensure that you are speaking only on behalf of yourself. Furthermore, you should ensure that any personal comments do not compromise your capacity to perform your role at RACMA.
Tendering and Procurement Process
Employees will not participate in any way in the awarding of any contract in which there is a conflict of interest or they have any interest. All tendering and procurement activity must be compliant with generally-accepted standards of probity.
Use of Property, Facilities or Equipment
You may use College facilities including office equipment such as computers, telephones, photocopiers and fax machines in carrying out your official duties.
Any use of these facilities, other than minor personal benefit is not permitted under any circumstances.
Other personal use of any RACMA equipment or removal of any property from the work place for any purpose is not permitted, without the prior approval of the Chief Executive.
The consequences of loss or damage to College property as a result of carelessness may result in the employee having to compensate the College for all or part of the loss or damage.
EMPLOYMENT CONTRACTS
Contract of Employment spell out working terms and conditions. All employment contracts meet the minimum requirements of the National Employment Standards (NES) and RACMA abides by the minimum National Employment Standards (NES). Please refer to each individual contract respectively. Any flexible arrangements will be negotiated on a case by case basis with the Chief Executive and must be compatible with operational requirements.
ASSOCIATED DOCUMENTS
- RACMA Constitution
- Paid outside Work by Employees Policy
- Position Descriptions
- Equal Opportunity Act 2010 (Vic)
- Employee Contract of Employment
- RACMA Privacy Policy
- Occupational Health and Safety Act 2004 (Vic)
- Fair Work Act 2009