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Policies

Always acting with honesty, trust, integrity whilst trading ethically.
Quality. First Time - Every Time.

Ferns Policies

Health & Safety Policy Statement

Ferns Group accepts its legal responsibilities under the Health and Safety at Work Act, etc. 1974 and associated legislation and Codes of Practice. The Company gives its full commitment to doing everything reasonably practicable to protect the safety, health and the welfare of all its employees and any other persons whose health and safety may be affected by the Company's business. The promotion of health and safety measures is a mutual objective for the Company and for its employees at all levels.

It is the intention that all the Company's affairs and business will be conducted and carried out in a manner which will not cause risk to the health and safety of its employees, the employees of others or members of the public.

The Company recognises that people are a vital resource and priority will be given to the effective prevention of risks and to contingency arrangements. In doing so, the Company seeks and requires the support of all employees in avoiding accidents, ill health and associated cost and disruption.

All employees are reminded of their personal legal responsibilities and are required to take all reasonable care to prevent injury to themselves and to others.

Adequate financial, human and other resources will be made available to ensure the effective implementation of this policy. Procedures will be established to monitor health and safety performance and ensure effective consultation, communication and co-ordination.

It is the policy of the Company to maintain safe systems of work and specifically:

  • Provide and maintain machinery, equipment and systems of work that are safe and without risks to health.
  • Ensure safety and the absence of risks to health in connection with the use, handling, storage and transport of articles and substances.
  • Provide such information, instruction, training and supervision as is necessary to ensure the health and safety at work of employees.
  • Maintain all places of work under the Company's control, including means of access and egress, in a condition that is safe and without risk to health.
  • Provide and maintain a working environment that is safe and without risk to health.
  • Ensure suitable and sufficient risk assessments are carried out and controls are in place to eliminate or minimise risks under the relevant statutory provisions.
  • Establish, maintain and develop arrangements for effective consultation with staff on health and safety matters.
  • Comply with statutory requirements as a minimum standard for health, safety and the welfare of employees at work and all others toward whom the Company has statutory obligations.
  • Recognise the link between efficiency, safety and health, and to minimise the costs, losses and disruption which arise from accidents, ill health and dangerous occurrences.
  • Ensure that all contractors employed in connection with the Company's business are competent in respect of necessary health and safety requirements.
  • Ensure that all employees are aware that they are required to work safely, not to start or continue work which is unsafe and to cooperate with all members of staff in all matters which affect their health and safety at work.

In order to achieve the above a systematic health and safety management plan will be implemented by:

Planning

Elimination of risks or adequate control in the workplace by the careful selection and design of facilities, equipment and processes in conjunction with effective control measures.

Control

Ensuring that safety requirements are being implemented throughout the Company by all employees.

Monitoring

Safety inspections and audits will be regularly conducted to monitor.

Review

All safety requirements and risk assessments in order to achieve the highest possible standards for health and safety.

The Policy Statement will be brought to the attention of all employees at induction and will be displayed on Company notice boards.

This Policy Statement replaces the previous statement dated: January 2015 and will be reviewed at least annually and revised as often as required, taking into consideration Company reorganisation, work methods and identification of hazards and risks and to the continual improvement of the Company’s approach to health and safety.

Environmental Policy Statement

This Environmental Policy Statement recognises Ferns Group needs to operate the business in a manner which reflects good environmental management. The Companies are aware of the environmental impacts of its operations and will balance its business aims with the need to protect the local and global environment.

Our Environmental Policy shall earn the confidence of employees, shareholders, customers and the general public by demonstrating our commitment to comply with all relevant environmental legislation and minimise pollution, resource use and waste, where feasible, through the continuous improvement of performance in all areas of the Company.

The Company has demonstrated a commitment to identify all activities that have the potential to cause an environmental impact, as well as providing adequate resources to help minimise or prevent any negative impact.

In order to achieve this commitment, we will:

  • Identify the environmental impacts of the Group’s operations and establish environmental management procedures that can be incorporated into all business decisions, utilising the concept of BATNEEC
  • Regularly measure and evaluate our environmental performance to identify areas to show continuous improvement.
  • Commit adequate financial and physical resources to ensure the environment is maintained as a priority throughout all parts of the organisation.
  • Delegate the responsibility for environmental matters to the appropriate levels in the Company.
  • Demonstrate control of all our operations and ensure that all are performed with due consideration to the environment.
  • Consistently increase the awareness and provide necessary training to all our employees and customers to ensure environmentally responsible concepts are integrated into their normal working practices.
  • Identify, prevent and mitigate potential accidents that could result in an environmental impact, so that if an accident did occur, the consequences would be minimised.
  • Use, where possible, products that have the minimum environmental impact.
  • Minimise the storage and use of all articles and substances, where appropriate.
  • Reduce the consumption of resources (energy, materials, packaging) where feasible.
  • Minimise waste through a commitment to reuse, recover or recycle, where feasible.

It is our duty, within our scope of influence to ensure that good environmental management is practised on all contracts and projects that we are involved in, and we will seek to influence customers to demonstrate a positive environmental commitment. The Company will communicate the Environmental Policy to all Ferns Group personnel, and it will be freely available to customers and the general public.

The Policy will be monitored and maintained by the HSEQ Director of Ferns Group who will ensure it is reviewed at least annually or to reflect changes to relevant UK legislation or guidance. Authority for the implementation and maintenance of the system is cascaded through the management structure.

The Managing Director accepts direct responsibility for the environmental performance of the Group.

Quality Policy Statement

The Ferns Group Quality Management System complies with the requirements of BS EN ISO 9001:2015 and as such, this enables us to offer our Clients a proven level of Quality Assurance.

It is our Policy to:

  • Ensure that all Contracts are carried out to the Client’s specification, complying with all current regulations, and with particular emphasis on quality and safety, using experienced operatives to achieve this aim whilst continually striving to provide constant improvements in methods of working.
  • Supply services to our customer’s satisfaction and to ensure that internal operational procedures are suitable for this purpose.

The Management Team are committed to continuous improvements of the Quality Management System. This will be monitored by the Managing Director who holds ultimate responsibility for formulating and implementing the Policy. The Managing Director shall be assisted by the HSEQ Director. This commitment will be conveyed to the rest of the Company at Management Review meetings which will be held at least annually.

The Company includes measures to ensure that it is aware of current and potential future needs and expectations of present, potential customers and interested parties (people in the Company, suppliers and partners, community and the Public affected). Such measures include identifying market opportunities, assessing and improving current weaknesses and competitive advantage, meeting statutory and regulatory requirements, providing adequate resources, etc. Whilst implementing these measures and having identified our competition, we will assess the market to ensure that we add value to our Clients.

All documentation is subject to control by the Managing Director. The basis of this control is to ensure that the latest copies, relevant to the accomplishment of work are available at the time and place of work, to ensure the effective functioning of the Company’s operations, processes and quality management system.

Compliance with the requirements of the Quality Management System is the responsibility of all employees.

Throughout all processes, the Company will monitor its procedures through audits and inspections, to ensure that the Company continues to support customer needs and expectations. Where non-compliance is identified, we will implement appropriate corrective, preventative and improvement actions through our Non-conformance Procedure.

The Company will conduct Management Reviews of the Policy at least annually to ensure it remains relevant and effective with respect to the Company’s procedures and services.

Equality & Diversity policy

The Ferns Group is committed to the equal treatment of all employees and applicants and requires all employees, of whatever grade or authority, to abide by and adhere to the requirements of the Codes of Practice issued by the Equal Opportunities Commission and the Commission for Racial Equality. All employees are expected to abide by the requirements of the Race Relations Act (as amended), Sex Discrimination Act 1975, and Disability Discrimination Act 1995.

Specifically, discrimination is prohibited in:

  • Treating any individual on grounds of sex, colour, marital status, race, nationality or ethnic or national origin, religion, sexual orientation, disability or membership or non-membership of a trade union, less favourably than others.
  • Expecting an individual solely on the grounds stated above to comply with requirement(s) for any reason whatsoever related to their employment, which are different to the requirements for others.
  • Imposing on an individual, requirements, which are in effect more onerous on that individual than they are on others. For example, this would include applying a condition (which is not warranted by the requirements of the position) which makes it more difficult for employees of a particular race or sex to comply than others not of that race or sex.
  • Any other act, or omission, which disadvantages an employee or applicant against another, or others, purely on the above grounds. Thus, in all disciplinary matters, as well as consideration for training, promotion etc. it is essential that merit, experience, skills and temperament are considered as objectively as possible.
  • Victimisation of an employee. Harassment of an employee (which for the purpose of this policy is regarded as discrimination).
  • Ferns, recognises that slavery and human trafficking remains a hidden blight on our global society. The aim of the Company is to identify by alerting staff to the risks, however small, in our business and in the wider supply chain. Staff are expected and encouraged to report concerns to management, where they are expected to act upon them. The Company will not knowingly support or deal with any business in slavery or human trafficking. We have a zero tolerance to slavery and human trafficking. We expect all of those in our supply chain and contractors comply with our values. This statement is in accordance with section 54 of the Modern Slavery Act 2015.

The Company commits to the immediate investigation of any claims of discrimination on the above grounds and will take appropriate action to ensure immediate resolution and ceasing of inappropriate behaviour. Company disciplinary procedures will be invoked as necessary.

The Disability Discrimination Act 1995 and its associated regulations (The Disability Discrimination (Employment) Regulations 1996 and The Disability Discrimination (Meaning of Disability) Regulations 1996 introduced measures aimed at ending discrimination against disabled people.

The Company will not discriminate against any person with disabilities, however should an individual’s disability pose a threat to the health, safety and welfare or themselves or others certain tasks and responsibilities may not be included in this individual’s job role. In the event that any employee feels that he or she has suffered discrimination in anyway, a full investigation will be conducted.

Until a hearing is arranged, complainants should keep the matter confidential, other possibly than arranging for details of witnesses to be given to the HR Manager.

Corporate & Social Responsibility policy

Ferns Group undertakes to act responsibly, ethically and with integrity in its interactions with all stakeholders whether they be, staff, customers, suppliers, neighbors’, the general public or the environment as a whole.

To this end:

  • The Company has a separate Environmental Policy Statement clarifying its commitment to negating its impact on the environment.
  • The Company carries out regular risk assessments to guarantee the well-being of staff and visitors, in accordance with Health and Safety legislation.
  • The Company commits to having a fully trained workforce and has its own in house training centre which ensures that all employees are fully trained to the Company standards and are also competent to carry out their duties safely.
  • The Company actively manages its reputation, and drives best practice, through the application of Ethical Sales and Purchasing.
  • Due to the nature of our business having to use fossilized materials the Company actively promotes, maximizes and measures the reuse of excavated recycled backfill in all their operations with the current rate standing at 98%.
  • The Company is an Equal Opportunities Employer which promotes diversity and does not differentiate on grounds of gender, ethnicity, religion, sexual orientation or physical ability.
  • The Company actively contributes to social and environmental initiatives in the local community by donating time and resources. In 2012 we have assisted in Demelza House which is a residential hospice for terminally ill children by carrying out the removal of the existing playground and installing the groundwork’s for the new.
  • The Company commits to being open and transparent in the interests of promoting best practice.
  • The Company is proud to have been awarded Gold for Considerate Contractor from the City of London.
  • To reduce our carbon footprint we have installed into all our vehicles the most advanced driving management system which allows us to monitor driving habits and patterns. This system also allows us to minimize vehicle movements thereby reducing fuel usage. We ensure that our vehicles are driven and safely and legally by constantly measuring and monitoring the driving standard and behaviour of each driver. In doing this we can be confident that our drivers are not endangering themselves or the community in which we operate.
  • We have invested in video conferencing facilities to reduce vehicle movements and carbon emissions

Anti-Bribery Policy

Definition

Bribery is the accepting of gifts, money, hospitality or other favours in return for providing something of value to the briber. The purpose of this policy is to set out the rules that must be followed in this organisation to ensure that no bribery occurs.

The following behaviour is unacceptable, and must not occur in this organisation:

  • Accepting any financial or other reward from any person in return for providing some favour.
  • Requesting a financial or other reward from any person in return for providing some favour.
  • Offering any financial or other reward from any person in return for providing some favour.

Business Gifts

From time to time, customers, suppliers or other persons might offer a gift to an employee. This could be a small item, or something of considerable value. All gifts, however small, must be reported to the Managing Director and recorded. If a gift is offered and then refused because of its value, this must be reported to the Managing Director.

Hospitality

From time to time, customers, suppliers or other persons might invite an employee to a hospitality event. All such invitations must be reported to the Managing Director. Permission must be given by the Managing Director before an employee accepts any invitation.

Offering Gifts & Hospitality

It is this organisation’s custom to offer small gifts (eg pens, diaries) to customers, suppliers and other persons. If a gift is authorised by the Managing Director, the employee is entitled to give it to the appropriate individuals. A record must be kept of all gifts.

This organisation occasionally runs hospitality events, primarily aimed at thanking customers and suppliers for their custom and loyalty. An employee must not organise any additional hospitality event without seeking authority from the Managing Director.

Responsibilities of Managers

Managers are responsible for keeping a record of all gifts and hospitality that are offered and/or received by employees working in their area of responsibility.

If managers are concerned about any actions, they should contact the Managing Director immediately for advice.

Managers are also responsible for ensuring that all their employees are aware of this policy, and fully understand the rules in relation to the acceptance of gifts and hospitality.

Expenses

The Managing Director must authorise all expense claims from their employees. Managers are expected to check and sign all expense claims from their employees against receipts.

Any items of expenditure that give rise to concern should be fully investigated.

Attempts to Bribe

Any employee who is concerned that he or she is potentially being bribed should report this matter to his or her Manager immediately.

Donations to Organisations

The organisation makes regular donations to charity. These are managed by Ian Fern, Managing Director. No employee should make donations to a charity without approval of the Managing Director.

No donations should be made to charities, political parties or other organisations with the intention of gaining a business advantage.

Disciplinary Actions

Any employee found to have offered or accepted a bribe will face disciplinary action under the Terms and Conditions of Employment, which could include summary dismissal for gross misconduct.

Raising Concerns

If an employee is concerned or suspects that acts of bribery are occurring within the organisation, they should inform the Managing Director who will deal with it in a confidential manner.

Reference

Bribery Act 2012. Any other legislation.

Review

This Policy will be reviewed on at least an annual basis.

Sustainability Policy

Ferns Group, in its vision to be recognised as a leading Reinstatement Company, is committed to protecting and enhancing local and global environments and ensuring that activities are carried out in a sustainable way.

Therefore Ferns Group will become a member of the Supply Chain Sustainability School.

To meet this aim, we will endeavour to:

  • Make ourselves aware of all new environmental legislation and regulations.
  • Comply with all environmental legislation and regulations.
  • Minimise energy use and its associated CO2 emissions.
  • Maximise the use of renewable energy sources where possible.
  • Minimise the generation of waste.
  • Maximise the re-use of materials and products.
  • Maximise the use of recycled materials and products.
  • Minimise raw material consumption.
  • Maximise the use of material from renewable sources.
  • Minimise polluting emissions to air, land and water.
  • Minimise the use of polluting forms of transport.
  • Assess the environmental impacts of all working practices and product manufacture.
  • Assess the whole life environmental performance of all purchases.
  • Maximise the use of local products and local workforce.
  • Minimise the use of water.
  • Ensure that design and construction is undertaken in a manner compatible with sustainable development.

To further the aims of this policy we will

  • Provide adequate environmental training for all staff. Assess the environmental performance of suppliers.
  • Review our environmental policy and its action plans periodically with a view to continuous improvement.
  • Develop a set of environmental targets and action plans.
  • Maintain certification our Environmental Management System in accordance with the principles of ISO 14001:2015.

All personnel will be familiar with the requirements of this Sustainability Policy and abide with the contents of the Business System Manual.

This Sustainability Policy is reviewed annually in order to ensure its continuing suitability.


Contact

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Address
Tutsham
Maidstone
Kent
ME15 0NE

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