1.1: Explain the role of their own occupation within an organisation and industry.
My job role is an Apprentice Procurement Support Officer for Doncaster Council. The main aim of this role is to ensure that any administrative duties within the Procurement team are completed efficiently and resourcefully. There are several different areas of admin my role entails, these include: Be an initial point of contact for the team, Responding to and dealing with internal and external contacts including our suppliers, Undertaking research as required on procurement matters and liaising and supporting category managers when necessary. My job role also stretches into using unique software systems purely made for the councils procurement needs which, I have the responsibility of monitoring and inputting the correct data when necessary. I will also need to retrieve information from these systems on a daily basis for either reports or evidence in order to solve problems that may occur. Each duty I have requires a different set of skills; however all of them require integrity, initiative, being well organised and the ability to work in a busy office environment.
1.2: Describe career pathways within their organisation and industry.
Being in an apprentice role within the council is typically the first level of a career in a council and any job role for that matter. It is something that offers a qualification to be earned at the same time as being able to work and gain actual work experience. My apprentice role is due to last 18 months and after this time period, If put in the work and make good impressions throughout the council I may be offered or job in the procurement team but, at the same time I will be given the opportunity of redeployment towards the end of my contract which offers me a certified interview for any job role that is available at said time throughout the council. However, If I were to stay in the procurement team I would move to an official role as a procurement support officer and be given a greater ordeal of tasks as I would be expected to now know what my team does and what I am needed for.
Being an apprentice opens up numerous possibilities for me when I come to the end of it. Combine this with being an employee of Doncaster Council I somewhat have my career set for the rest of my life if the work and passion is drove into cementing myself here. The skills that I will gain in the apprenticeship are what benefit me most. Because I am studying for another qualification whilst working in a team that is relied upon throughout the entire council I am picking up new skills and progressing none stop. Every day is a new day so far and it has become evident that I am in a role that will let me continually expand upon my skillset. Therefore, giving me transferable knowledge that would help me in handful of different roles that the council or another company has to offer.
Furthermore, if I were to grasp a permanent position as a Procurement Support Officer I would be given the opportunity to further my knowledge even more and study for my CIP’s qualification. Achieving a qualification of this accreditation would propel me into a spiral of endless opportunities throughout my career life span. It would let enable me to work my way through the ranks amongst the council in term of senior category manager, category manager etc. In addition I could move from the council and work for the Ministry of Defence due to this being a qualification that they recognise. Fortunately, my apprenticeship in the procurement team is already preparing me for this opportunity and feeding me with information that will shape my career.
1.3: Identify sources of information and advice on an industry, occupation, training and career pathway.
There is a selection of sources available both within and outside my organisation. They allow me to retrieve advice on any employment issues or even training and any type of support that I may need within my role or with my qualification study. Within my work, there are a range of people I can talk to concerning my career, such as my line manager, the apprenticeship and skills coordinator that is based in the council office. Also, our head of procurement that is beyond supportive is always happy to offer guidance and also my colleagues. I could use the providers for my apprenticeship or the web to find out more information about admin based activities and what is useful to know. There are several websites that can be accessed online which offer career advice, information on training opportunities and a range of jobs. Websites like the National Career Service also provide tools to identify skills and experience to advance career progression, as well as the requirements needed. There are also external services available to help solve problems within the workplace. For example, Citizens Advice Bureau offers advice amongst a range of topics including work, rights and tax. Similarly, ACAS is an advice service that aims to provide information to both the employers and employees about employment laws. This service would be used to develop and promote healthy work relations within an organisation, as well as providing vital support if a case needs to be taken to an employment tribunal. In addition to these helpful sources, there are websites which offer qualifications to help further an individual’s career; some examples of these are learndirect, vision2learn and the Open University. These providers offer opportunities for online learning, distance learning and allow individuals to gain qualifications recognised in any workplace. As well as these, there are professional bodies that offer industry specific qualifications. An example relevant to me would be the Institute of Administrative Management that offers programmes in business and administration, administrative management, business management and governance, leadership and motivation.
1.4: Describe an organisation’s principles of conduct and codes of practice.
An organisation’s principles of conduct express the behaviour that is anticipated from its employees, and usually make references to acting morally and with integrity. But there is no actual legal requirement for employers to use this Code of Conduct. However, the Code of Conduct outlines ‘best practice’ in the work place at all times. In my workplace, the codes of conduct are highlighted on the intranet that employees have access to. An organisation’s code of conduct defines the behaviour expected from the employer and these are usually outlined in a staff handbook or a similar document like the intranet, which all members of staff are expected to uphold and maintain. In my job, all staff are to place the well-being of themselves and others at the centre of their role. This specific aim reinforces all practices and values of working in any business, as employees are to follow all of the principles and procedures related to the health and safety guidelines stated. Employees are also expected to take into consideration each individual’s needs, and treat all other staff equally and fairly; regardless of whether they are of a different age, gender race etc. These expectations are correspondingly extended to the customers, because staff should be keen to promote health & safety and respond suitably and sensitively to any enquiries or complaints. The work output you display must be to a certain standard and if your work is continually unsatisfactory the company have the right to go forward issuing your dismissal. Overall, members of staff are to treat everyone within the business with respect and consideration.
1.5: Explain issues of public concern that affect an organisation and industry.
One issue of public concern that I found to be a repeating factor has been whistleblowing. You are labelled a whistleblower if you are a worker and you report certain types of wrongdoing. This will usually be something you’ve seen at work – though not always. The whistleblowing policy for my role states that any concerns should be reported to my line manager which will be dealt with privately; this policy can be found on the employee intranet. Similarly, any distresses about safeguarding or an individual’s health and safety should be reported to a senior member of staff, more information about this concern can be found on the gov.uk website. Whistleblowing means you’re protected by the law and should not lose your job because of it. However, if this does happen then the case can be taken to an employment tribunal. Information and advice can also be given by ACAS and Public Concern at Work, as well as the Citizens Advice Bureau and your trade union if you are enrolled in one. An example of a recent, local public fear would be the risk to the health and safety of a person or people in the workplace and also in everyday life in terms of obesity, which is a great concern of the council.
1.6: Describe the types, roles and responsibilities of representative bodies and their relevance to their own role.
As within any job role, there are a range of representative bodies that are responsible for promoting and encouraging the views of employees with common interests. These organisations collate the views of members and act on half of them to debate important affairs and implement alteration with support from their employers and other professional bodies. A profession is a job that requires expert knowledge or specialist training, such as a doctor or a solicitor. Most professions are regulated either by the law or by a corresponding professional bod and this puts in place a code of conduct for employees to shadow. Regulation is to guarantee the public that they will receive an authentic and quality service, as well as making sure the individual’s behaviour is anything but ethical and professional.
In some professions, it is compulsory to be a member of a professional body; however this depends on how the profession is regulated. Professional bodies or associations are similar to trade unions as they aim to support and improve working conditions for its members by liaising with other professional bodies and the government. But they are made up of professional individuals. Professional bodies have a variety of responsibilities to its members, these include; providing networks for persons to meet and discuss their field of expertise, dealing with complaints against professionals appropriately and implementing disciplinary actions if necessary, providing employees or students with career advice and job opportunities, and setting the standards of experience and education that must be met by individuals whom wish to join.
Understand employers’ expectations and employees’ rights and obligations.
2.1: Describe the employer and employee statutory rights and responsibilities that affect their own role.
All employers and employees are authorised to a number of rights which protect them whilst in their workplace. However, these rights have corresponding duties and responsibilities. Employer and employee rights and responsibilities cover a vast amount of issues, including contracts, the minimum wage, redundancy, holiday entitlement and health and safety. Employee statutory rights are rights put into place by law, for employees. Therefore it is illegal if any of these rights are breached. These rights include; paid annual leave, maternity/paternity leave and the right to work a maximum of 48 hours per week. Employers also have statutory rights; an example of this would be the fact that an employer can freely monitor their employees. Although, there are certain groups that may not have the same statutory rights as everyone else; these include freelance or agency workers, trainee doctors and members of the armed forces. Alongside these rights, there are certain duties that should be fulfilled. For example, it is an employer’s duty to protect the health and welfare of their employees as much as they can; which includes carrying out thorough risk assessments in order to control any hazards in the workplace. The Health and Safety at Work Act 1974 clearly expresses this duty by stating “It shall be the duty of every employer to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all his/her employees.” It also affirms that employees have an equally important duty which is “All employees are to take reasonable care for the health and safety of him/her at work and to co-operate with employers as is necessary to enable them to perform their duties or requirements under the Act.” The Health and Safety Executive also provides informative leaflets for both employees and employers on health and safety within an office setting. These contain information on repetitive strain injuries and how to prevent them, how to create a healthy workstation when working with a computer, and the tool to carry out a risk assessment on your own office.
Employers also have the duty to pay at least the national minimum wage to their employees. Before 1998, no laws were put in place to determine how much employees were paid, regardless of their age, gender or class. This meant there were many employers exploiting and underpaying their workers, especially the younger and foreign workers. The Labour government eventually brought in a whole new piece of legislation called the National Minimum Wage Act, which states the minimum wage to be paid to different age groups and that it is a criminal offence for an employer to underpay their employees. Under this act, apprentices are paid at least £2.73 per hour, fewer than 18 year olds are paid £3.79, 18-20 year olds are paid £5.13 and over 21s are paid £6.50. The national minimum wage can only be given to people over school leaving age. If a dispute over the minimum wage not being paid arises, employees can take their case to an employment tribunal. Alternatively, employees can use advice services such as ACAS, which offers guidance and information about rights at work.
2.2: Describe an employer’s expectations for employees’ standards of personal presentation, punctuality and behaviour.
All employers should provide guidance on what they expect from their employees in the form of a staff handbook. This information depends on the organisation, however most would outline standards of professional behaviour expected in the workplace, the dress code and presentation of individuals, how to act on staff policies and codes of practice and terms of their contract. Staff should, without hesitation or struggle present themselves professionally, and therefore should be smartly and appropriately dressed at all times whilst at work.
Along with dress code, employees are expected to abide by the confidentiality policies at all times, especially as this is covered by the Data Protection Act 1998. Personal Data should only be used when necessary and as little information as possible should be used, ultimately to reduce any risk. But when used, information must be used justly, lawfully and for fitting reasons. It also states data should be stored safely and securely, and shouldn’t be kept for longer than is required and is best if destroyed after that period of time. In my role specifically, there is a lot of material seen and heard that is private and confidential. In these cases information must be treated properly with sensitivity and discretion, whilst following the policies and codes of conduct surrounding these issues. In any job role, it is highly significant that you reflect your professional capabilities. To effectively do this, individuals must be reliable, punctual, trustworthy and honest. Employer’s value these specific qualities as they are useful for an organisation to succeed. In most jobs, teamwork is an essential quality, thus making it important for employers to know they can count on an employee to deliver when necessary. Employers strive for employees to be punctual, responsible for their own actions and know how make amends; as well possess the ability to use their own initiative and know how to become accustomed to a difficult situation. While working in an office, it is effective to be able to propose alternate solutions as sometimes tasks and requests may not be straightforward, for example if a customer came into reception wanting to speak to a member of staff who is not available, it would be very useful to know who the next relevant member of staff would be. Keeping composed in problematic situations helps develop flexibility and the ability to anticipate circumstances.
2.3: Describe the procedures and documentation that protect relationships with employees.
The leading document used in all jobs is the contract of employment. The contract is an agreement that is made between the employer and their employees, and most are legally binding. However, this is something that should be made clear by the employer before that contract is signed. Some parts of the contract can be domineered by already existing employment laws, for example as all full-time employees are legally entitled to at least 24 days paid annual leave and their contract states a time period less than this, then this part of the contract does not apply. There are two parts to a contract: express terms and implied terms. Express terms are unequivocally agreed between the employee and their employer, and most employees are entitled to a written document stating these terms within the first two months of employment, because they include information such as; working hours, wages and the paid holidays that they are given. Implied terms are things that are not necessarily written in the contract but are naturally expected from the employee. Implied terms may include; not stealing from the employer, the employer and employee should have a trusting relationship and for the employer to pay wages and provide work for the employees. The Employment Rights Act 1996 also protects employees and sets out the statutory rights of workers and employees. This act includes sections on the rights of contracts, compensation, reasonable notice and redundancy payments. If any of these rights are breached, then the employee can take the case to an employment tribunal under the act. An example of using this act is the right to a fair dismissal. The Employment Rights Act allows assured reasons for a fair dismissal, these include; capability or qualifications, conduct, redundancy, retirement, imprisonment or another substantial reason, for example losing a driving license and not being able to do your job. Unfair dismissal means the reasons given for termination could be related to; pregnancy, family issues, grievances or trade union membership etc. If this is the case, employees can use services like ACAS or Citizens’ Advice, who may advise them to go to an employment tribunal. Employees can also be protected under professional bodies. For example, the Chartered Institute of Personnel and Development (CIPD) is the professional association for human resources and personnel. Their aim, like most professional bodies, is to improve the working life of its members. They offer in depth information topics such as, health and well-being, different types of discrimination, data protection and equal pay. They also cover discipline and grievance procedures. This means employees are to be treated equally and fairly, and ensure the employers are compliant with current legislation and follow the correct codes of practice. The Equality Act 2010 replaced previous legislation covering discrimination and equality, including the Employment Equality Regulations 2003/2006 and the Equal Pay Act 1970. By creating one act, the equality law is simplified and easier to comprehend.
2.4: Identify sources of information and advice on employment rights and responsibilities.
Numerous different sources of information are available on employment rights and responsibilities. Usually, if an employee’s rights have been breached they should first of all discuss this with their employer or line manager as there may have been a mistake, for example with pay. Internally, information can also be found in staff policies. If the problem cannot be disentangled, there are plenty of external advice services offering information on the employment rights. ACAS has a helpline which is free to use and offers workplace advice straight away. The Citizens Advice Bureau also offers a similar service, providing information to both employers and employees about employment law, and their rights and responsibilities. These services are put into place with one objective, which is to find a solution by working with both employer and employee; this is called conciliation. In most cases if a solution is not found employment disputes can be taken to an employment tribunal. The claim will then be conversed by a tribunal panel in a court-like setting; however it will be slightly less formal. The most common cases taken to a tribunal are unfair dismissals and discrimination in the workplace e.g. gender inequality. If the employee making a claim is a member of a trade union, information can also be given from them. A trade union is an organisation whose aims are to improve the conditions of their member’s employment to meet the laws that are in place.