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CODE OF CONDUCT

Background

This policy affirms Hopetoun & District Neighbourhood House’s (HDNH’s) understanding of the importance of responsible social and ethical behaviour from all employees and volunteers. Our people contribute to the success of our organisation and that of the Hopetoun community.

Furthermore, our employees have an obligation to the HDNH, the community and to themselves to observe high standards of integrity and fair dealing. Unlawful and unethical business practices undermine employee and community trust.

Purpose

The purpose of this policy is to clarify the standards of behaviour that the HDNH expects of all employees and volunteers in order to uphold HDNH’s standing in the community and the basic human rights of staff, volunteers and community members.

Scope

This policy relates to all employees and volunteers of HDNH and provides the framework of principles for conducting business, dealing with other employees, suppliers and the community. The policy relates to activities and actions that may directly, or indirectly, be connected to the HDNH. The Code of Conduct does not replace legislation and if any part of it is in conflict, then legislation takes precedence.

Expected conduct

HDNH expects co-operation from all employees and volunteers in conducting themselves in a professional, ethical and socially acceptable manner of the highest standards.

All employees and volunteers must:

Act and maintain a high standard of integrity and professionalism at all times
Be responsible and scrupulous in the proper use of HDNH information, funds, equipment and facilities
Be considerate and respectful of the environment and others
Exercise fairness, equality, courtesy, consideration and sensitivity in dealing with other employees, suppliers and community members
Avoid apparent conflicts of interests, promptly disclosing to the HDNH Manager or Committee of Management (COM) President, any interest which may constitute a conflict of interest
Promote the interests of HDNH and always act in the best interests of the HDNH.
Perform duties with skill, honesty, care and diligence
Abide by HDNH policies and procedures, and lawful directions that relate to their connection with HDNH and/or its dealings with the community
Avoid the perception that any business transaction may be influenced by offering or accepting gifts
Under no circumstances may employees offer or accept money for personal benefit.

Should an employee or volunteer have doubts about any aspect of the Code of Conduct, they must seek clarification from the HDNH Manager or COM President.

Conflicts of Interest

A Conflict of interest arises whenever the personal, professional or business interests of an employee or volunteer are potentially at odds with the best interests of the HDNH. The conflict may be a perceived, potential or actual conflict of interest.

All employees and volunteers are required to act in good faith towards HDNH. Employees need to be aware of the potential for a conflict of interest to arise and should always act in the best interests of HDNH.

As individuals, employees or volunteers may have private interests that from time to time conflict, or appear to conflict, with their involvement with HDNH. Employees and volunteers should aim to avoid being put in a situation where there may be a conflict between the interests of HDNH and their own personal or professional interests, or those of relatives or friends. Where such a conflict occurs (or is perceived to occur), the interests of HDNH will be balanced against the interests of the staff member and, unless exceptional circumstances exist, resolved in favour

of HDNH.

It is impossible to define all potential areas of conflict of interest. If an employee is in doubt if a conflict exists, they should raise the matter with their manager.

Addressing Conflicts of Interest

Employees and volunteers must:

declare any potential, actual or perceived conflicts of interest that exist on becoming involved with HDNH, or are likely to arise during the course of their involvement with the HDNH, to the HDNH Manager or the COM.
disclose any other employment that might cause a conflict of interest with HDNH to the HDNH Manager or to the COM.
avoid being placed in a situation where there is potential, actual or perceived conflict of interest if at all possible.

If an employee declares such an interest, HDNH will review the potential areas of conflict with the employee or volunteer and mutually agree on practical arrangements to resolve the situation. In some circumstances, the conflict may need to be avoided, but where possible, measures are to be put in place to manage and monitor the conflict.

Where there are external involvements that do not represent a conflict of interest, these must not affect performance or attendance of employees whilst working at HDNH. If such involvement does affect an employee’s performance or attendance, it will be considered a conflict of interest.

Employees or volunteers must not set up or engage in private business or undertake other employment in direct or indirect competition with HDNH using knowledge and/or materials gained during the course of their involvement with HDNH.

Employees must not engage in personal business interests during work hours.

All conflicts of interest are recorded in the Conflicts of Interest Register which is reviewed periodically by the Committee of Management. The Committee of Management must disclose any new, or changes to existing, conflicts of interest at each committee meeting.

Breaches of the Code of Conduct

Any employee in breach of this policy may be subject to disciplinary action, including termination. Any volunteer in breach of this policy may be subject to discontinued membership of the HDNH.

Any employee, who in good faith, raises a complaint or discloses an alleged breach of this Code of Conduct, whilst following correct reporting procedures, will not be disadvantaged or prejudiced. All reports will be dealt with in a timely and confidential manner.