Code of Conduct

Achieving desirable client, employee and community outcomes

1.0 Aim

To inspire, guide and enable our people to make sound and ethical decisions that align with our Vision, Mission and Values. Adoption and use of our Code will assist our organisation to mitigate risk and achieve desirable client, employees and community outcomes.


2.0 Scope

Our Code applies in all workplace interactions, role related functions and activities, and work related events.

"Our people" refers to employees and those who may work with, or on behalf of, our organisation, such as contractors or sub-contractors, consultants, labour hire employees, apprentices or trainees, and volunteers involved with the activities of our organisation. Building Friendships Directors, and any person serving Building Friendships on a committee or advisory capacity are also included in the scope of our Code.


3.0 Policy Statement

Our people are required to act in accordance with this Code, all Building Friendships relevant policies and procedures, their contract of employment and relevant legislation. Our people are also required to consider the Building Friendships Values in determining what constitutes appropriate conduct in the workplace at all times.

Our organisation and our people, recognise that a positive work environment and strong relationships with external contacts and communities are achieved when we align our conduct with our Vision, Mission and Values.

3.1 Vision

Maintaining self worth and encouraging personal growth. Empowering individuals to develop life skills

3.2 Values

Respect – We see the individual and are constantly curious about what makes them who they are – what they need, what they expect, what makes them happy. We are open to difference – different opinions, lifestyles and choices. We are really good listeners.

Integrity – We value the quality of honesty and we believe in strong morals and principles. We work as a team for the greater good and remain undivided on our commitment to deliver quality service to our people.

Choice - We believe in offering our people choice. Choice to allow them to have a voice and be heard. To give our people the opportunity to have choices within their lives. We want our people to feel a part of our team and have control on all possible outcomes. We embrace imagination, intuition and new ideas.

3.3 Purpose

Providing flexible services and connection that supports adults to live with a sense of purpose and control over their daily lives.


4.0 Code of Conduct

Our Code is a condition of employment. Our people must abide by the Code and understand that breaches may result in disciplinary action in accordance with the Building Friendships Disciplinary Policy, up to and including dismissal.

4.1 Fair, Safe, and Ethical Environment

Our organisation has a responsibility to provide a safe, encouraging, and supportive work environment that recognises and values diversity, abilities, and contributions of our people.

We will treat our people with respect and maintain an environment free from discrimination, harassment, bullying, or vilification.

Our people will:

  • Carry out their duties in a safe and competent manner in accordance with all legislation, including relevant Occupational Safety and Health (OSH) legislation, all and our organisational policies and procedures
  • Take care not to put themselves or other people at risk through unsafe practices or inappropriate behaviour
  • Act in the interests of our organisation as a whole, honestly and in good faith
  • Use care and diligence in fulfilling their role and in exercising the responsibilities attached to that role
  • Act with honesty and integrity, at all times, during the course of their employment or engagement with our organisation
  • Comply with all applicable legislation and the reasonable and lawful directions of our organisation
  • Report any known or suspected instances of inappropriate, dishonest, unsafe, unlawful, unethical or fraudulent conduct to their leader

4.1.1 Outside of Working Hours

Criminal activity outside of working hours may still be deemed a breach of the Code in circumstances where the crime may impact on the employee’s ability to fulfill the requirements of their role, presents a conflict of interest, damages Building Friendships reputation, or is a breach of Building Friendships ’ policies, procedures, and/or relevant legislative requirements.

4.2 Interacting with Others, the Public, and the Media

When interacting with others in the workplace, or at any time when representing Building Friendships, Building Friendships employees must:

  • Treat others with courtesy and respect during all interactions at work (including electronically) and interactions related to work (including social activities)
  • Consider how their conduct might reinforce inappropriate stereotypes based on gender, race, sexual orientation, or on other ground, and refrain from such conduct
  • Act in accordance with Building Friendships Values when on the property of external contacts conducting Building Friendships business
  • Comply with the Building Friendships Media Communications policy when planning to speak to the media or if approached to speak to the media
  • Ensure confidential information remains confidential, unless it is determined by law or otherwise that the release of the information is appropriate
  • Communicate decisions, processes, and any other information that affects an individual or members of the public in an accurate and timely manner

Building Friendships employees must not:

  • Make written or oral comments which infer to represent the views of and Building Friendships which might reasonably be expected to become public, without the appropriate authority to do so
  • Discriminate, harass, bully, or victimize Building Friendships employees, external contacts, or anyone else who engages with Building Friendships

4.3 Personal Conduct

Building Friendships employees are expected to conduct themselves in a professional manner, with appropriate behavioural standards throughout their course of their employment or engagement with Building Friendships.

4.3.1 Personal Presentation

Building Friendships employees are required to present themselves in a tidy and professional manner relevant to the nature of their employment, working environment, personal health and safety, and level of interaction with other employees and/or external contacts.

  • Building Friendships employees are required to maintain personal hygiene and dress in appropriate attire reflecting a professional and positive image.
  • Building Friendships employees are responsible for ensuring their clothing is appropriate for their role and the work environment, and must adhere to their relevant business area’s dress standards and policies where applicable.
  • Building Friendships employees issued with a name badge must wear their badge when interacting with external contacts and visiting Building Friendships locations.
  • Managers are responsible for ensuring their employees are appropriately dressed and presented at all times.
  • Managers must notify employees if their presentation is deemed unacceptable or inappropriate, and request to address the situation immediately.

4.3.2 Work Related Events

An appropriate standard of behaviour is expected from employees when attending all work related events. Whether the event occurs on or off site, inside or outside of working hours, all Building Friendships policies and procedures apply.

4.3.3 Behaviour Outside of Work

Building Friendships employees are encouraged to conduct themselves in a manner compatible with their duty of good faith with Building Friendships. Employees must not bring Building Friendships into disrepute, damage the organisation’s interests, reputation, its relationships with external contacts. Furthermore, employees must not conduct themselves in a manner that may adversely impact their ability to carry out the duties of their role safely.

4.4 Conflict of Interest

Building Friendships employees must:

  • Devote all time and attention during working hours to their duties as an employee of Building Friendships
  • Actively prevent all conflicts of interest between their duties as an employee of Building Friendships and their other interests, whether the conflict is actual, potential, or perceived
  • Report any actual, potential, or perceived conflicts of interest to their manager at the earliest opportunity
  • Ensure compliance with the above conflict of interest obligations in all relevant circumstances including, but not limited to:
    • Personal relationships
    • Employment outside Building Friendships
    • Recruitment and selection processes
    • Supplier negotiations and agreements

4.5 Acceptance of Gifts, Benefits and Hospitality

Building Friendships employees have the responsibility to behave with integrity and impartiality. This includes responding appropriately to offers of gifts, benefits, and hospitality from internal or external contacts.

When accepting or offering gifts, benefits, and hospitality, employees are responsible to exercise judgement to ensure they are not placed in a position which is perceived to be:

  • An adverse influence to their own business judgement.
  • An influence, by any consideration, of personal gain.
  • An exchange considered to be extravagant or excessive.
  • An exchange considered to be secretive or questionable.
  • An exchange which places any obligation on either the recipient or donor.

Building Friendships employees must notify their direct manager of any instances with the potential to breach conditions. Employees should also seek clarity from managers regarding what gifts are acceptable.

4.6 Use of Building Friendships Property

All Building Friendships property, including Information Technology and Communication (ITC) resources must be used efficiently.

4.6.1 Building Friendships Property

Building Friendships employees must:

  • Protect and take reasonable care in their use of Building Friendships property
  • Use Building Friendships property for the intended purpose only, unless otherwise authorised
  • Return all property belonging to Building Friendships upon termination of employment or engagement with Building Friendships
  • Report damaged or defective Building Friendships property and ensure that where the damage or defect is a danger to health and safety, appropriate action is taken to protect employees and others

4.6.2 ITC Resources

Building Friendships employees must:

  • Use Building Friendships IT resources for predominately work purposes
  • Limit personal use and comply with all relevant Building Friendships policies and procedure. Personal use must not interfere with their duties and be reasonable in all circumstances
  • Protect the confidentiality and security of Building Friendships ITC resources, and make all reasonable efforts to keep passwords secure

Building Friendships employees must not:

  • Use Building Friendships ITC resources to view, post, publish, print, or distribute inappropriate material with pictures or content that might be deemed sexually explicit, unlawful, defamatory, offensive, discriminatory, or damaging to the interests or reputation of Building Friendships or in any other way inappropriate
  • Publish or share content via social media that might be deemed damaging to the interests or reputation of Building Friendships or might reasonably offend, humiliate, or adversely impact other Building Friendships employees

4.7 Confidentiality

Building Friendships employees must not disclose any confidential information relating to Building Friendships or any organisation or person they have come in contact with as a result of their employment or engagement with Building Friendships.

4.7.1 Internal Contacts

Building Friendships recognises relationships with internal contacts will lead to the sharing of business and personal information. As such, an information gained or shared must be respected and treated with confidentiality during, and after, each parties’ employment or engagement with Building Friendships, with consideration for the rights and expectations of others.

4.7.2 External Contacts

Building Friendships employees must ensure that any personal or confidential information relating to external contacts will always remain the confidential property of Building Friendships and will not be disclosed to other parties without the permission of Building Friendships and the relevant external contact.

4.7.3 Intellectual Property

Information concerning the activities or proposed activities of Building Friendships is confidential and must not be used for any purpose other than valid Building Friendships requirements.

  • During, and after, employment with Building Friendships, employees must not use any information pertaining to Building Friendships and its activities for personal gain or for the gain of others
  • Intellectual property developed in the course of employment with Building Friendships remains the property of Building Friendships

4.7.4 Information and Systems Integrity

Building Friendships employees must ensure that corporate documents and/or sensitive and confidential information is stored and disposed of appropriately. Building Friendships employees must use ITC resources in a manner that does not compromise confidentiality or security considerations.

4.8 Financial Reporting and Risk

Building Friendships employees involved in financial reporting processes on behalf of Building Friendships must exercise diligence and good faith in preparation of information, ensuring all of the following.

  • Financial reporting is accurate, timely, and represents a true and fair view of the organisation’s performance
  • Records and reports in relation to financial, accounting, and internal controls are in place, are reliable, and are maintained in a timely and accurate manner
  • Risks, including fraud and business risks, are identified, understood, assessed, and managed in order to minimise the impact on Building Friendships and key stakeholders

4.9 Compliance with the Code

Building Friendships will monitor compliance with the Code through processes including, but not limited to, analysing feedback from Building Friendships employees and external contacts, and maintaining a robust internal audit programme.


5.0 Breaches of the Code

5.1 Reporting of Breaches

Building Friendships employees must abide by the Code and understand breaches may result in disciplinary action in accordance with the Building Friendships Disciplinary Policy, up to and including dismissal.

5.1.1 Reporting of Breaches of the Code

  • Building Friendships employees are responsible to report any breaches and suspected breaches (where there are reasonable grounds for a suspected breach) of the Code to their direct manager
  • If the alleged breach relates to their direct manager, the breach must be reported to the next level of management
  • Building Friendships will address any matter raised as per Section 6.2.
  • If the situation involves a breach of legislation, the matter may also be referred to the appropriate agency for enforcement of legislation
  • Building Friendships employees will not be disadvantaged or prejudiced if a breach is reported in good faith
  • The necessary confidentiality will be maintained throughout breaches of the Code

5.1.2 Reporting Concerns Relating to Employment

If Building Friendships employees have any concerns regarding their employment with the organisation, these are to be raised as per the Building Friendships Dispute Resolution Policy.

5.2 Addressing a Possible Breach of the Code

To promoted and maintain the expected Building Friendships standards of conduct, it is important any employee who has a concern about the conduct of another employee is able to raise their concern(s) freely and without fear of intimidation or repercussion.

To encourage Building Friendships employees to come forward with any concern, Building Friendships will:

  • Consider all complaints from employees seriously
  • Investigate formal complaints immediately
  • Take all reasonable steps to ensure any employee who makes a complaint in good faith is protected against any disadvantage, victimisation or discrimination due to reporting the breach

5.2.1 False Reports of Breaches

A false report of a breach exists if, upon investigation, those investigating the breach form the opinion the report is:

  • Untrue
  • Frivolous
  • Made maliciously or with intent to harm an employee
  • Was not made in good faith

Building Friendships may initiate disciplinary action against any Building Friendships employee responsible for making a false report. A false report may give rise to a breach of the Code by the employee who made the report.


6.0 Accountabilities

6.1 Building Friendships

Building Friendships, so far as is reasonably practicable, will endeavour to:

  • Provide a safe and healthy working environment for employees and external contacts
  • Promote opportunities for fulfilment, job satisfaction, and career development for Building Friendships employees
  • Provide Building Friendships employees with the training, resources, and the support necessary to competently perform their roles
  • Adopt workplace practices that support the varying personal needs of Building Friendships employees, external contacts, and the operational needs of the business
  • Promote equal opportunity for all Building Friendships employees and encourage a workplace that is free from discrimination, harassment, and violence

6.2 Building Friendships Leaders

Building Friendships leaders are responsible for, and where reasonably practicable, will endeavour to:

  • Ensure the Code is read and understood by all Building Friendships employees
  • Ensure Building Friendships employees receive a full induction of mandatory Building Friendships policies and procedures and those specific to their job role
  • Address any instances of non-compliance of the Code
  • Implement training and awareness raising strategies regarding the Code, when required
  • Be a role model for the expected standards outlined in the Code

6.3 Building Friendships Employees

Building Friendships employees are responsible for, and where reasonably practicable, will endeavour to:

  • Ensure that they have read and understood the Code
  • Adhere to the Code at all times, demonstrating the behavioural expectations outlined in the Code
  • Report any instances of non-compliance of the Code


7.0 Related Documents

The following documents must be read in conjunction with the Code. The Code is not intended to replace or supersede these documents.

7.1 Building Friendships Documents

Building Friendships Employment Contract

7.2 Commonwealth Legislation

  • Age Discrimination Act 2004
  • Australian Human Rights Commission Act 1986
  • Corporations Act 2001
  • Disability Discrimination Act 1992
  • Human Rights and Equal Opportunity Commission Act 1986
  • Occupational Health & Safety Act 1984
  • Privacy Act 1988
  • Racial Discrimination Act 1975
  • Sex Discrimination Act 1984

7.3 State Legislation

  • Anti-Discrimination Act 1977 (NSW)
  • Anti-Discrimination Act 1996 (NT)
  • Anti-Discrimination Act 1991 (QLD)
  • Discrimination Act 1991 (ACT)
  • Equal Opportunity Act 2010 (VIC)
  • Equal Opportunity Act 1984 (WA)
  • Occupational Safety and Health Act 1984 (WA)
  • Occupational Health and Safety Regulations 1996 (WA)
  • Occupational Health and Safety Act 2004 (VIC)
  • Occupational Health and Safety Regulations 2017 (VIC)
  • Work Health and Safety Act 2011 (ACT)
  • Work Health and Safety Regulation 2011 (ACT)
  • Work Health and Safety Act 2011 (NSW)
  • Work Health and Safety Regulation 2011 (NSW)
  • Work Health and Safety (National Uniform Legislation) Act 2011 (NT)
  • Work Health and Safety (National Uniform Legislation) Regulations (NT)
  • Work Health and Safety Act 2011 (QLD)
  • Work Health and Safety Regulation 2011 (QLD)


8.0 Definitions

Code of Conduct, the Code

A Code of Conduct outlines the standards of behaviour expected of people belonging to a certain organisation or group

Colleagues

Refers to all Building Friendships employees and internal contacts defined

Conduct

Behaviour – revealing itself in actions, responses, words, gestures, or choices

Confidential Information

Information, knowledge, or communication that is intended to be private. This includes, but is not limited to, intellectual property and trade secrets, ITC systems, business plans, finance information, software, manuals, and client information

Conflict of Interest

A situation in which an Building Friendships employee has a private or personal interest that may appear to conflict with their responsibility to act in the best interests of Building Friendships. Personal interests include direct interests as well as those of family, friends, or other organisations a person may be involved with or have an interest in (for example, as a shareholder). It also includes a conflict between an employee’s duty to Building Friendships and another duty that the employee has (for example, to another organisation). A conflict of interest may be actual, potential or perceived and may be financial or non-financial

Direct Reports

Building Friendships employees members directly reports to Manager. Manager reports to Director

Electronic Devices

Resources provided by Building Friendships including, but not limited to:

  • communication facilities such as emails, telephones, and voicemail
  • internet and network access
  • computers, mobile devices and peripherals
  • data storage including CDs, USB thumb drives, and similar devices
  • software, network tools, and databases

Management Team and Staffing

Team comprised of the Director, Manager and staff

External Contacts

Stakeholders, competitors, visitors, clients, or partners of Building Friendships

Fraudulent activity

Wrongful or criminal deception intended to result in financial or personal gain

Intellectual Property (IP)

The ownership of intangible and non-physical goods that have commercial value. This includes ideas, names, designs, symbols, artwork, writings and other creations. It also refers to digital media, such as audio and video clips that can be downloaded online

Internal Contacts

Refers to all Building Friendships employees as defined in these definitions

IT Resources

Building Friendships network and electronic devices

Mobile Device

Laptops, IPads, mobile phones, tablets and broadband devices and like devices that are used to conduct Building Friendships business whether owned by Building Friendships or not

Policy Document

Building Friendships policies, procedures, guidelines and forms

Reasonably/Reasonable

In determining whether conduct or a conduct expectation is reasonable, all of the circumstances of the situation will be taken into account, including the Building Friendships Values. Determining reasonableness requires consideration of how a reasonable person would act in the same or similar situation

Social Media

Media for the purpose of social interaction through the use of web-based technologies (e.g. Facebook and Twitter)

Stakeholder

A person, group, or organisation with interest or concern in the organisation

Building Friendships

Refers to:

  • Building Friendships (trading as Building Friendships) ABN 73 626 150 338

Building Friendships Property

Property owned or managed by Building Friendships, including all intellectual property, IT resources, facilities, assets, vehicles, office equipment, documents, manuals, programs, reports, processes and/or improvements made by a Building Friendships Employees member whilst they are employed by Building Friendships

Building Friendships Employees

Building Friendships employees, contractors or sub-contractors, consultants, labour hire employees, apprentices or trainees, and volunteers involved with the activities of Building Friendships. This also includes Building Friendships Directors and any person serving on a committee or advisory capacity

Work Associates

People you have a relationship or connection with, or interact with, through work. A work associate may include, but is not limited to, a colleague, external contact or anyone associated with Building Friendships

Workplace Interactions

Work related interactions with fellow Building Friendships employees and external contacts whilst in the workplace or off site

Work Related Events

Events where the person is representing Building Friendships, including but not limited to:

  • social functions and celebrations
  • work related travels
  • conference and other external events


Approvals

Date of approval: 1st July 2018
Date of review: 1st July 2019
Document Owned by: Dianne Owen
Signature of Director: Dianne Owen