STAFF HANDBOOK COMPANY GUIDE FOR RETAIL STAFF

STAFF HANDBOOK COMPANY GUIDE FOR RETAIL STAFF JUNE 2014 WELCOME TO NEXT You are now part of a fast moving and exciting business, which cares about s...
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STAFF HANDBOOK COMPANY GUIDE FOR RETAIL STAFF JUNE 2014

WELCOME TO NEXT You are now part of a fast moving and exciting business, which cares about style, quality and creativity. Your contribution will help to maintain our reputation and strengthen the Company through your individual commitment. We strive for an environment where our staff have the skills and confidence to make a positive contribution to the business and who want to contribute to their full potential. Your commitment is valued and in return NEXT will provide you with excellent opportunities in terms of personal development and career progression. This Handbook will answer many of your questions. Read it carefully as Section 1 forms part of your Contract of Employment with NEXT, it also includes details of many of the excellent benefits you will enjoy and the Company’s policies. A copy of the Staff Handbook is available in store and on the NEXT Employee Portal (NEP) website should you wish to refer to it. Should you have any comments or queries regarding Company policy or procedure, please speak to your Manager. We hope you enjoy working with us and wish you a long and successful career with NEXT.

Simon Wolfson Chief Executive

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CONTENTS Section 1 : Terms and Conditions of Employment

Page 6

Section 2 : Policies

Page 21

Section 3 : General Information

Page 47



Useful Telephone Numbers

Page 48



Index

Page 50

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INTRODUCTION NEXT Retail Stores At NEXT we have more than 550 stores spread throughout the United Kingdom, Ireland and Europe. These stores range from single stand-alone units to much larger ‘department stores’ and our NEXT Clearance stores. Each store has a management team and a team of staff. The store belongs to an ‘Area’, which is a group of stores geographically close to one another and each ‘Area’ is managed by an Area Manager. These ‘Areas’ in turn belong to a ‘Region’ which is managed by a Regional Manager. NEXT Retail is divided into five regions, North, Scotland & Ireland, Midlands, London (which also incorporates Clearance) and South. Please refer to the chart on page 5 for more information. Your Manager can provide you with details of the management structure within your store.

Head Office The Head Office site is in Enderby, Leicester, approximately 6 miles from Leicester City Centre and close to Junction 21 of the M1/M69 network and provides a range of support functions to NEXT Stores, the Warehouses, NEXT Directory and our franchise business.

NEXT Distribution Ltd We have a number of warehouses, which hold and distribute stock to our retail stores, Directory customers and our franchise business. The warehouses are located throughout the UK.

NEXT Directory The NEXT Directory provides a facility for customers to shop from home via the telephone or Internet. The NEXT Directory customer call centre is situated on two sites one of which is close to Leicester City Centre and one at Enderby, Leicester.

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INTRODUCTION Chief Executive Simon Wolfson

Retail Sales Director

Regional Regional Regional Regional Regional Manager Manager Manager Manager Manager



North

Midlands

London

South

Scotland &

Ireland

Area Area Area Area Area Managers Managers Managers Managers Managers North East North Wales North London South East West of Scotland

North West

South Midlands

West End

South Central

East of Scotland



North Central

Staffordshire

London City

South Coast

Mid Scotland

Greater Manchester West Midlands

South London

Mid Counties Ireland South West

North Yorkshire

East Midlands

Essex

South West

Ireland North

East Yorkshire

East Anglia

East of London

South Wales

Ireland South

West Yorkshire

North Midlands Home Counties



Clearance South



Clearance North

West Counties & Avon

Store Store Store Store Store Managers Managers Managers Managers Managers

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SECTION 1 TERMS & CONDITIONS OF EMPLOYMENT

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TERMS & CONDITIONS OF EMPLOYMENT NEXT Retail Ltd is a subsidiary Company of NEXT plc. Your contract letter forms the Principal Statement of Terms and Conditions of Employment and together with Section 1 of your Handbook, constitutes your Contract of Employment. If any significant changes to your Contract are proposed, the Company will consult with you individually, or where appropriate, via your elected Your Team Voice representative. This handbook (June 2014) supersedes and replaces any earlier edition(s) you may have.

Duties You have a significant part to play in making the Company successful. The Company has various policies which are detailed in section 2 of this handbook. It is your responsibility to ensure you familiarise yourself with these policies and follow them. If you do not you may be subject to disciplinary action up to and including dismissal. To perform at your best you need to be clear about what your role will be, therefore your Manager will spend time with you to explain your duties and specific responsibilities in full, and may agree individual objectives with you. During your working hours you are expected to devote your time, attention and abilities exclusively to NEXT’s business. The Company reserves the right to assign you duties of a different nature on a permanent or temporary basis either in addition to or instead of those you perform as part of your assigned role.

Pay Your salary is paid monthly by direct credit transfer into your bank or building society account on the 26th of each month, or on the preceding working day if the 26th falls on a weekend or public holiday. You will receive a pay slip each month showing your gross basic pay, any bonus, overtime, holiday or sick pay and any deductions, e.g. Income Tax and National Insurance. If you have any queries regarding your pay please refer them to your Manager in the first instance. Salaries are reviewed annually, but you do not have a contractual right to any increase in your salary.

Overpayment It is your responsibility to notify the Company if you have been overpaid by contacting the Payroll Department without delay. Failure to notify the Payroll Department of an overpayment could lead to disciplinary action. If we become aware of an overpayment you will be contacted by the Payroll Department who will discuss with you how the overpayment will be repaid.

The NEXT Employee Portal (NEP) Upon commencement with the Company all employees receive access to the online NEP. The NEP provides important information about your employment, you can request Paid Leave, update your flexibility, view your rota and many other items. Terms and conditions of employment are subject to change according to business needs and any changes will be updated via the NEP. 7

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TERMS & CONDITIONS OF EMPLOYMENT Changes to Personal Details It is your responsibility to inform us immediately if you change your: Home Address Bank or Building Society Account Home or mobile telephone number Surname Next of Kin Emergency Contact Details Most of the above can be changed using the NEP system. Changes to surname and next of kin must be made with your manager. You must directly inform the Pensions Departments, Equiniti/YBS and Leeds Hospital Fund/Simply Health of any changes to your personal details, if applicable. It is also your responsibility to personally notify the Tax Office of any changes to your personal details or benefits which may affect the tax you pay. The Company will, however, provide the Inland Revenue with all relevant salary and benefits information at the end of each tax year. The Tax Office Address is: Inland Revenue (East) Leicester 1 District Saxon House, 1 Causeway Lane Leicester LE1 4AA Telephone 0845 302 1442 Ref : 267/N6149

Confidentiality In the course of your service with the Company, you may have access to confidential information about the operation of the business, for example Company performance or forthcoming products and designs. This information must not be disclosed to any other party, either during your employment or afterwards, other than in the proper performance of your duties. You must not disclose information on the personal matters of fellow employees and customers. If you are in any doubt, do not disclose information, which you have acquired during or because of your work. No employee of the Company is authorised to make statements to the press about the Company. Any requests for comments should be forwarded to the Press Office – Telephone No: 0207 037 2462.

Place of Work Your place of work is outlined in your contract letter, however, it may be necessary to transfer you to another place of work on a temporary or permanent basis. This may be due to the needs of the business, to fulfil your training requirements or because of disciplinary action. There may also be times when you may be asked to travel elsewhere and stay overnight. Reasonable mobility forms part of your Contract of Employment. 8

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TERMS & CONDITIONS OF EMPLOYMENT Hours of Work Your normal hours of work are outlined in your contract letter. It may be necessary to change your normal hours on a permanent or temporary basis for the needs of the business. Any permanent changes will be confirmed in writing. For any temporary changes e.g. Sale, peak trading you will be given at least 2 weeks notice.

Sliding Shifts All staff are required to have a flexible approach to their working hours. Your start and finish times may ‘slide’ by up to one hour forward or backward from your core contract hours depending on work volumes and requirements. Your total contracted hours will remain the same and will always be honoured weekly.

Flexible Delivery Contracts Delivery staff may be requested to stay up to an hour later or leave up to an hour earlier than your allocated shift dependant on the delivery volume. Your total contracted hours will remain the same and will always be honoured weekly.

Start Times Your Manager may at the beginning of your shift carry out an update briefing, therefore, your punctuality is considered very important; your starting time is the time you should be at your position ready to start work, not the time you arrive on the premises. Prior to the end of your shift you are expected to have completed any outstanding jobs, or transfer your tasks and responsibilities to another member of staff before leaving. On occasion, subject to business needs you may be required to work reasonable additional time at the end of your shift. Should this occur, you will be paid for this time, in 15 minute slots.

Clocking In/Out (Time & Attendance) Next records your attendance at work through an automated clocking in/out system. This system automatically withholds payments where applicable for non‑attendance and lateness. The policy is known as Time & Attendance (T&A). It is your responsibility to clock in at the start of your shift and out at the end of your shift. If you fail to clock in/out you will be deemed not to be at work for the relevant part of your shift and you will not be paid for that part of your shift, unless, in the absence of a clock record, you are able to provide alternative proof of attendance. In this case payment will only be authorised for the attendance that you can provide evidence to support. Your T&A compliance (lateness and failure to clock in/out) will also be addressed in accordance with the disciplinary procedure, and is measured via a series of ‘trigger points’. If trigger points are repeatedly hit, disciplinary action will be taken. See page 27 for more information on the T&A policy.

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TERMS & CONDITIONS OF EMPLOYMENT Eligibility to Work You must be eligible to work in the UK. Any employee unable to provide proof of their entitlement to work in the UK will have their contract terminated.

Breaks Unpaid rest breaks will normally be taken on a rota basis arranged with your Manager and the times may need to be varied. Break entitlements are shown in the table below.

Part-Time Break Entitlements Shift Length (hours.min) 4.00 4.15 4.30 4.45 5.00 5.15 5.30 5.45 6.00 6.15 6.30 6.45 7.00 7.15 7.30 7.45

Unpaid Break Entitlement (mins) 0 0 0 15 (30) 15 (30) 15 (30) 15 (30) 15 (30) 30 30 30 30 30 30 30 30 ( ) if under 18

Paid Hours (hours.min) 4.00 4.15 4.30 4.30 (4.15) 4.45 (4.30) 5.00 (4.45) 5.15 (5.00) 5.30 (5.15) 5.30 5.45 6.00 6.15 6.30 6.45 7.00 7.15

Full-Time Break Entitlements Store Type

Hours Open (hours.min) (e.g.)

Very short opening

8 (09.30-17.30)

Short opening

8.30 (09.00-17.30)

High street

9 (09.00-18.00)

Shift

9.30+ (09.00-20.00)

Shift Length (hours.min) (e.g.) 8.00 (09.30-17.30) 8.15 (09.15-17.30) 8.30 (09.00-17.30) 8.45 (08.45-17.30) 9.00 (09.00-18.00) 9.15 (08.45-18.00) 8.15 (11.45-20.00) 8.30 (11.45-20.15)

Unpaid Break Entitlement (mins) 30 45 + 15 60 + 30 45

Paid Hours (hours.min) 7.30 7.45 7.30 7.45 7.30 7.45 7.30 7.45

In some cases Management shifts are 15 minutes longer and will therefore start either 15 minutes before trade or finish 15 minutes after trade and will be paid for this time

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1

TERMS & CONDITIONS OF EMPLOYMENT

Premium Pay Rates Overtime It will be necessary at times of peak workload or peak trading for employees to work additional hours of overtime. You will be advised by your Manager when overtime is necessary. It is a reasonable expectation that a Manager’s working day may extend beyond the standard 7.45 hours period and this is reflected in the salary package. Under normal circumstances employees at Sales Coordinator and above will not normally receive any additional payment for overtime worked.

Night Working Staff who work at night will be paid at a premium rate of time and a quarter for hours worked between 12.00 midnight and 5.00am.

Sunday Working Our stores trade regularly on Sundays and selected stores will trade on Sundays during peak trading periods particularly in December prior to Christmas. Employees who work Sunday will be paid a premium rate as outlined below: • All employees with continuous service commencing prior to 4th November 2001, will be paid at time and a half • For employees commencing on or after 4th November 2001 up to 31st May 2006:

– Staff (up to and including Sales Coordinator) will be paid at time and a quarter



– Managers (Grade 6 and above) will be paid at time and a half

• For staff (up to and including Sales Coordinator) commencing on or after 1st June 2006:

– Employed up to 30th September 2008 will be paid time plus 10%



– Employed on or after 1st October 2008 will not be a paid premium

• For managers (Grade 6 and above) commencing on or after 1st June 2006:

– Employed up to 31st January 2009 will be paid time and a third



– Employed on or after 1st February 2009 will not be paid a premium

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TERMS & CONDITIONS OF EMPLOYMENT Sunday Opt Out All employees can opt out of Sunday working by giving 3 months written notice, this should be sent to the Retail HR Department. The hours lost on a Sunday as a result of opting out will not be replaced by additional alternative hours, this applies to both contracted and non contracted hours. Managers and Sales Coordinatiors contracted to work Sunday may have a grade reduction following a Sunday opt out.

Non Attendance and Premium Pay Rates No premiums will be paid for hours not worked with the exception of Paid Leave.

Public Holidays Below is a list of the current Public Holidays in the UK and Northern Ireland. This is a guide only and changes may occur; details of the current year’s Public Holidays will be available from your Manager. If a Public Holiday falls on a Saturday or a Sunday, it will be transferred to the following weekday.

England

Scotland*

Northern Ireland

New Year’s Day Good Friday Easter Monday The first Monday in May The last Monday in May The last Monday in August Christmas Day Boxing Day

New Year’s Day January 2nd Good Friday The first Monday in May* The last Monday in May* Christmas Day Boxing Day

New Year’s Day St. Patrick’s Day (March 17th) Good Friday Easter Monday The first Monday in May The last Monday in May July 12th The last Monday in August Christmas Day Boxing Day

*Some Scottish towns and cities have local variations – please refer to your Area Manager for confirmation of the public holidays in your town/city.

Public Holiday Working You may be required to work on a Public Holiday, depending on the needs of the business. If your contracted day includes a day on which a Public Holiday falls, you will be expected to work if required. If you are contracted to work on a Public Holiday but do not wish to work, leave must be agreed in advance with your Manager and this will be deducted from your annual Paid Leave entitlement (see page 15). Subject to business need, the Company may stipulate that a contracted Public Holiday must be taken as Paid Leave. Employees contracted to work non-trading Public Holidays will have Paid Leave deducted from their entitlement for their normal shift. If insufficient Paid Leave entitlement remains, the time will be unpaid absence. 12

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TERMS & CONDITIONS OF EMPLOYMENT It may be necessary to ask you to work a non contracted Public Holiday. In such circumstances the Company will give you reasonable notice. Staff whose contracted hours do not fall on a Public Holiday will not be paid for that day but will not have this time deducted from their Paid Leave entitlement. No premium is paid for Public Holiday working.

Employment References Any offer of employment made by the Company to you may be subject to the receipt of satisfactory references. Certain roles may be subject to criminal record and/or credit reference checks. The Company will determine whether a reference is satisfactory or not. All references we receive are treated in the strictest confidence subject to the provisions of the Data Protection Act 1998. The Company may withdraw any offer of employment made to you or terminate your employment in the unfortunate event of your references being unsatisfactory.

Probationary Period You are employed by NEXT subject to the successful completion of a probationary period, as outlined in your contract. Should your performance and/or conduct not prove to be satisfactory during your probationary period, the Company may either terminate your employment within or at the end of the period or extend the probationary period. During the probationary period the Disciplinary Policy and Procedure may not apply at the Company’s discretion. Any extension of a probationary period will be confirmed to you, detailing the reason for and duration of the extension.

Trial Period Following Promotion/Transfer Following a promotion or transfer there will be a trial period in your new position, which will be confirmed in writing. Your performance will be formally reviewed by your Manager during your trial period.

Lay Offs In the event of a significant business disruption such as pandemic flu outbreak or terrorist attack, Next reserves the right to lay people off. Any lay off will be kept to a minimum and will be in line with the current Advisory, Conciliation and Arbitration Service (ACAS) guidelines.

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TERMS & CONDITIONS OF EMPLOYMENT Leaving the Company If you decide to leave NEXT, you should inform your Manager in writing as soon as possible. Verbal notice may be accepted at your Manager’s discretion. The table below gives details of the notice period you are obliged to give/entitled to receive. No notice will be given by NEXT in cases of summary dismissal for Gross Misconduct. Your final monies will be paid into your bank account on or shortly after your normal pay day as stipulated in your principle statement of terms and conditions of employment. You will receive your P45 by post. An adjustment will be made to your final salary to take into account any money that you owe to the Company which may result in money being deducted from your final pay. In some circumstances it is not possible to make all necessary adjustments to your pay before you leave the Company. The Company may therefore need to contact you after you have left to pay to you the monies that you are owed or to recover from you the monies that you have been overpaid. If you have taken Paid Leave in excess of your entitlement when you leave the Company you will be required to repay this to the Company and the Company reserves the right to deduct this money from any money that they owe to you. An employee is expected to give and to work their full contractual notice. Failure to work the appropriate notice period, unless you receive authorisation to leave early, is a breach of your Contract of Employment. Accordingly, you will not be paid for any period of your notice that you do not work. The Company reserves the right to pay salary in lieu of notice. In the unfortunate circumstance of termination due to redundancy, please refer to the Company Redundancy Policy which can be obtained from your Store Manager.

Notice Periods Length of Service

From You to the Company

From the Company to You

Less than 3 months

1 week

1 week

3 months or more and less than 5 years

4 weeks

4 weeks

5 years service or over

4 weeks

1 week for each completed year of service up to a maximum of 12 weeks

Senior employees may be required to work longer periods of notice as outlined in their contract letter.

Return of Company Property Your staff discount card, name badge, security passes, any keys you may hold and any other Company equipment remains the property of the Company and should be given to your Manager when you leave. Documents, records, reports, manuals or other similar items that may have come into your possession during the course of your employment by the Company, or any copies that have been made, must also be returned. 14

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TERMS & CONDITIONS OF EMPLOYMENT Other Work or Activity You must inform your Manager if you are engaged in any other employment or business activity whilst working for the Company or if you are placed under suspension or dismissed from another employer. If any such activity could damage our reputation or credibility, affect your ability to effectively fulfil your duties or potentially create a conflict of interest, we reserve the right to ask you to choose between your employment with NEXT and the other activity. In such circumstances disciplinary action may be taken. If any sporting or social commitment interferes with or has a detrimental affect on your standard of performance, conduct or attendance whilst in our employment, you may be asked to forego any such activity.

Health & Safety It is a condition of your contract of employment that you will comply with the Company’s Health & Safety policy (page 40) and Health & Safety instructions that you are given. Any breaches of Health & Safety may lead to disciplinary action up to and including dismissal.

Serving Friends and Relatives You must not serve yourself, your friends or relatives and must not process any such transaction(s) through the till. You should refer them to one of your colleagues or if the transaction is to be made through staff discount, to a Manager.

Paid Leave All employees are entitled to paid holiday leave each year. The Paid Leave year commences on 1st April each year and ends on 31st March. Any crossover periods will be communicated. The Paid Leave policy is as follows: 1. The minimum period of Paid Leave is half a day and the maximum period under normal circumstances is 2 weeks. Any request for extended leave should be made to your Manager, but will only be agreed in exceptional circumstances. 2. All leave requests should be made via NEP. 3. During peak trade periods Paid Leave will be limited. 4.  You must agree your leave dates with your Manager before you make any arrangements or book any travel. This is to enable them to plan for your absence and make every reasonable attempt to accommodate your Paid Leave request. 5. It is your responsibility to keep an accurate record of the leave you have taken and your outstanding entitlement for the year. This can also be viewed on NEP. 6. You should have taken 50% of your annual entitlement by the end of September, 75% by the end of November, and 100% by the end of March each year. 7. During the first 12 weeks of employment, you may not take holidays in excess of that earned to date. 15

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TERMS & CONDITIONS OF EMPLOYMENT 8. It is your responsibility to ensure your full Paid Leave entitlement is booked. Any unused entitlement, as per the timescales in point 6 will be allocated to you. 9. If your contracted hours are changed during the Paid Leave year, your entitlement will be adjusted accordingly. 10. On leaving the Company, any unused Paid Leave entitlement earned to date will be paid to you in your final monies. If you have taken more leave than you have earned at the time of leaving, the excess will be deducted from your final monies. 11. If you are seriously injured or suffer illness whilst on leave, the Company may, at it’s discretion, regard these days as sickness absence provided you supply a valid doctor’s certificate to cover for your sickness. 12. If you are absent from work on maternity leave you will be paid in lieu of any unused Paid Leave entitlement, usually at the end of the Paid Leave year. 13. If you wish to have leave to observe a religious festival(s) this should be requested as part of your annual Paid Leave entitlement. All such leave dates should be given to your Manager upon joining the Company and thereafter at the start of each year. Authorisation is based on business need and will be granted on a first come first served basis. 14. Paid Leave may be stipulated as an option for employees contracted to work on non-trading days, e.g. Easter Sunday.

Paid Leave Entitlement The entitlements below are for full time employees, if you are a part time employee you are entitled to a direct pro-rata based– on your contracted Paid Leaveentitlement Entitlements England & Waleshours (see page 18). Start Date

On or after 1st April 2008

On or before 31st March 2008

Length of Service (Years)

Basic Entitlement (Days)

Additional Entitlement in lieu of Public Holidays

Additional Entitlement in lieu of removal of Premium Pay

28 5 (Grades 8&9 only) 5 (Grade 7+) 7 (Grades 8&9 only) 7 (Grade 7+) 9 11 13 15 25

Total Entitlement (Days) 28

24

8

1

33

24

8

2

34

25

8

1**

34*/**

25 26 27 28 29 31

8 8 8 8 8 8

2 2 2 2 2 2

35* 36* 37* 38* 39* 41*

* = If start date is on or before 30th September 2005, an additional day is added in lieu of a customary day for the former ‘Christmas Shop Day’ ** = F  or staff at Grade 8&9 starting on or before 30th September 2004, this entitlement is increased by one day due to previously being entitled to a higher premium rate for Public Holidays

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TERMS & CONDITIONS OF EMPLOYMENT Paid Leave Entitlements – Scotland, Jersey & Guernsey Length of Service (Years)

Start Date

On or after 1st April 2008

On or before 31st March 2008

Basic Entitlement (Days)

Additional Entitlement in lieu of Public Holidays

Additional Entitlement in lieu of removal of Premium Pay

28 5 (Grades 8&9 only) 5 (Grade 7+) 7 (Grades 8&9 only) 7 (Grade 7+) 9 11 13 15 25

Total Entitlement (Days) 28

24

9

1

34

24

9

2

35

25

9

1**

35*/**

25 26 27 28 29 31

9 9 9 9 9 9

2 2 2 2 2 2

36* 37* 38* 39* 40* 42*

* = If start date is on or before 30th September 2005, an additional day is added in lieu of a customary day for the former ‘Christmas Shop Day’ ** = For staff at Grade 8&9 starting on or before 30th September 2004, this entitlement is increased by one day due to previously being entitled to a higher premium rate for Public Holidays

Paid Leave Entitlements – Northern Ireland & Isle of Man Start Date

On or after 1st April 2008

On or before 31st March 2008

Length of Service (Years)

Basic Entitlement (Days)

Additional Entitlement in lieu of Public Holidays

Additional Entitlement in lieu of removal of Premium Pay

28 5 (Grades 8&9 only) 5 (Grade 7+) 7 (Grades 8&9 only) 7 (Grade 7+) 9 11 13 15 25

Total Entitlement (Days) 28

24

10

1

35

24

10

2

36

25

10

1**

36*/**

25 26 27 28 29 31

10 10 10 10 10 10

2 2 2 2 2 2

37* 38* 39* 40* 41* 43*

* = If start date is on or before 30th September 2005, an additional day is added in lieu of a customary day for the former ‘Christmas Shop Day’ ** = For staff at Grade 8&9 starting on or before 30th September 2004, this entitlement is increased by one day due to previously being entitled to a higher premium rate for Public Holidays

For more information on your individual Paid Leave entitlement, please see the Paid Leave Entitlement Report from your manager or your NEP. Some senior employees may have a different entitlement as outlined in their contract letter. 17

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TERMS & CONDITIONS OF EMPLOYMENT Any service related increases to Paid Leave entitlement become effective from the start of the Paid Leave year after the anniversary of the date you joined the Company. The Terms and conditions of employment mean you will be required to work Public Holidays if needed. If you are not required to work a Public Holiday, but are contracted for that day, this time will be deducted from your Paid Leave entitlement (see page 12 for more information on Public Holidays).

Calculating Paid Leave Entitlement for Part Time Staff If you are a part time employee, you will receive a direct pro-rata of the relevant full time entitlement. Paid Leave entitlement for part time staff is expressed in hours rather than days to avoid any confusion which may be caused by flexible working and changes to the number of days worked each week. The entitlement requires only a simple calculation.

Contracted Hours 5

X

FT Paid Leave entitlement

=

Paid Leave hours

Example 1: A part timer has 14 months service and is contracted to work 8 hours each week.

8 Hours 5

X

28 Days

=

(44.8) 45 hours per year (Rounded up to 45)

Example 2: A part timer has 16 years service and is contracted to work 16 hours each week.

16 Hours 5

X

40 Days

=

128 hours per year

Pre-employment Medical Questionnaire New staff joining the Company may be required to complete a Medical Questionnaire as part of a Health & Safety check. This will be passed on to a Company Medical Advisor for review.

Sickness & Non Attendance The Company has an Attendance at Work Policy. It is your responsibility to familiarise yourself with the policy described in the ­­­­­ Attendance at Work Guide, available on NEP or from your manager. If you do not follow the policy, you may be subject to disciplinary action up to and including dismissal. Sick pay is also detailed within this guide.

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TERMS & CONDITIONS OF EMPLOYMENT Reporting your Non Attendance If you are unable to attend work, regardless of the reason, you must fully adhere to the non attendance reporting procedure outlined below. • You must telephone the store to report your non attendance PERSONALLY • You must speak to your Manager or in their absence, another member of the Management Team • You must report your non attendance as soon as you are aware you are unable to attend work but in any event by no later than the times outlined below • You must complete a Self Certification Form upon your return to work

Start Time Early Shifts (4.30am to 9.30am) 9.30am to 9.00pm 9.00pm to Midnight

Your Call Must be Received by As early as possible and by no later than 30 minutes after the start of your shift By 10.00am By 4.00pm

Breaching the non attendance reporting procedure could result in disciplinary action and/or Company Sick Pay being withheld.

Withholding Company Sick Pay Company Sick Pay can be withheld under certain circumstances, for example, failure to follow the Company reporting procedure or failure to complete a Self Certification Form on your first shift back at work.

Withholding NEXT’s Basic Sick Benefit Basic Sick Benefit may be withheld if you have been unable to produce satisfactory medical evidence. You need to provide a doctors certificate if your non attendance is in excess of one working week. Whilst you are required to provide medical evidence for the entire period of your absence in excess of that week, this may not be accepted by the Company as conclusive evidence of your inability to attend work. The Company may seek its own medical opinion including that of the Company’s Occupational Health Team. You will also forfeit sick pay in the following circumstance: •  You were not genuinely sick and/or the Company has reasonable grounds to believe you were not genuinely sick • You have not taken reasonable precautions to prevent injury and/or the Company has reasonable grounds to believe you have not taken reasonable precautions to prevent injury • Your injury is self inflicted e.g. sports injury etc 19

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TERMS & CONDITIONS OF EMPLOYMENT •  You require time off because you have elected to receive treatment e.g. cosmetic surgery • You take sick leave as a result of a pending investigation, disciplinary or grievance or the issuing of performance review objectives • The Company deems that either the level of your absence or the reason for your absence is unacceptable and/or not genuine

Medical Appointments If you need to arrange a medical appointment you should wherever possible book the appointment: • • • • • •

Outside contracted working hours On a day off Using time owing Using holiday entitlement Before or after work By rearranging your working hours

Only in exceptional circumstances will authorisation be given to attend such appointments during your shift, this is with the exception of maternity related appointments.

Right of Search The Company reserves the right to search your person, belongings, locker and vehicle. Periodic and random searches will be conducted. Selection for search does not imply suspicion and it is hoped that employees will accept the need for such checks. You or an employee representative must be present throughout any search of your property and you will not be required to submit to a search of clothing other than outer garments e.g. jackets, coat. A more thorough search of clothing may, however, be undertaken by the police where there are reasonable grounds to believe that merchandise may be concealed about an employee’s person. Refusing to a reasonable request to search your person, belongings, or vehicle may lead to disciplinary action up to and including dismissal.

20

SECTION 2 POLICIES

2

POLICIES

Disciplinary Policy

The aim of the Disciplinary Policy is to ensure that employees act professionally at all times. However, should the Company need to take disciplinary action, the Company’s procedure has been designed to provide a fair and consistent method of dealing with disciplinary problems and to provide an opportunity for improvement in behaviour and/or performance.

The Procedure

When a disciplinary matter arises, the Manager will establish the facts promptly, taking into account the statements of any available witness. A record will be kept for later reference. In exceptional cases particularly concerning misconduct, this may need to include an investigation interview with the employee concerned, though this will not always be the case. Where an investigation interview is appropriate this can be conducted immediately without notice to the individual concerned. In exceptional circumstances, the notes or witness statement may be withheld where the Company has reasonable grounds to believe that the disclosure of a witness’s identity or evidence could present a significant threat to their safety or well-being. A decision to withhold notes/statements may only be made in consultation with a member of the Human Resources Department. Most first cases of misconduct or poor performance will be dealt with by formal counselling. The employee will also be made aware of what action will be taken if they fail to improve. An employee may be suspended from work by their Manager on basic pay while an investigation is held or during disciplinary proceedings. Suspension will be kept to a minimum period to allow the investigation/disciplinary process to be completed and for the employee to prepare themselves. Suspension is not a punishment and should not be regarded as a presumption of guilt.

Stages of Disciplinary Procedure •  Before a decision is reached or any disciplinary action taken there will be a disciplinary hearing at which employees have the opportunity to state their case and to answer the allegations that have been made. • If it is decided, following a disciplinary hearing, that disciplinary action will be taken, the employee will be advised of the nature of that action. When the offence is serious enough the early levels of warning within the Disciplinary Procedure may be omitted. Employees should be aware that disciplinary action does not always begin with formal counselling. • Written warnings are confirmed in writing and are kept on the employee’s file. Usually written warnings will remain on file for 12 months from the date of issue. • The Warning Process (which may be instigated at any stage) is: – Formal Counselling – First Written Warning – Final Written Warning – Dismissal 22

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POLICIES General Principles of the Disciplinary Procedure 1. A disciplinary hearing will normally be held as soon as is practical 2. In all cases where a disciplinary hearing is required, it is Company policy that an employee has the following rights: (a) To be informed in writing of the disciplinary hearing and receive confirmation of the alleged conduct/circumstances (b) To have at least 24 hours notice of the disciplinary interview unless both parties agree to waive it (c) The opportunity to explain the circumstances surrounding the alleged offence (d)  To be accompanied by a work colleague of their choice, Your Team Voice representative or Trade Union representative as a companion  The role of the companion is to support the employee where appropriate by asking questions for clarification or being allowed the opportunity to confer privately with the employee. It does not include answering questions on behalf of the employee (e) To appeal against action taken as a result of the disciplinary hearing (f) Employees will not be dismissed for a first breach of discipline except in cases of gross misconduct 3. Any decision to take disciplinary action must involve consultation with a member of the Retail Human Resources Department. 4. Only individuals in the following positions are authorised to dismiss an employee: Area Manager, General Manager, Store Manager, Commercial Manager, Operations Manager, Assistant Store Manager, Deputy Manager.

Records of Disciplinary Action Records will be kept of all fact finding and investigation, disciplinary and appeal hearings. The employee normally has the right to receive a copy of any notes, audio recordings or evidence the Company intends to rely on during the disciplinary hearing. In exceptional circumstances, the notes or witness statements may be withheld where the Company has reasonable grounds to believe that the disclosure of a witness’s identity or evidence could present a significant threat to their safety or well-being. A decision to withhold notes/ statements may only be in consultation with a member of the Retail Human Resources Department. A copy of disciplinary warnings will be kept on the employee’s file but subject to satisfactory conduct and performance would normally be disregarded for disciplinary purposes after the time scales outlined previously. Live warnings may be considered in assessing eligibility for performance related pay/ benefits, as part of a redundancy selection process, and may be disclosed to third parties in reference requests. Disciplinary records may also be considered for the purposes of objective setting, identifying training/development needs and assessing suitability for promotion. With the exception of reference requests, disciplinary records would normally only be available to those directly involved in assessing and managing the employee’s performance.

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POLICIES In most cases disciplinary action will result in the withholding of sales bonus. Usually 3 months for a first written warning and 6 months for a final written warning, and pro-rata’d for any Seasonal Bonus.

Disciplinary Transfer A disciplinary transfer may be deemed appropriate action as an alternative to dismissal. The Company will take into account all the circumstances/precedents including the employee’s general record, position, and any other relevant information.

Demotion Where there is a substantial or sustained failure to meet the required minimum standard for the job in performance or conduct, an employee’s grade or status may be reduced. Changes to salary and benefits will be commensurate with the new grade or status. This action may be taken in conjunction with a level of warning.

Disciplinary Action During Probationary Period The Company’s disciplinary policy may not apply during any probationary period or extension of it.

Gross Misconduct It is not possible to list all situations which may constitute Gross Misconduct. However, the following provides examples of the types of misconduct which are considered serious enough to justify summary dismissal. Summary dismissal means that an employee will be dismissed without prior warnings and forfeits the right to notice or payment in lieu of notice. • Theft from, or dishonesty in relation to the Company, its employees or customers • Falsification of any Company documentation or electronic records for your own or others gain • Serious breach of trust and confidence, either in work or out of work • Serious contravention of till procedures and/or cash handling procedures • Serious breach of security • Serious breach of Company health and safety procedures • Breaching the Company smoking policy • Serious breach of Data Protection • Gross insubordination • Serious inappropriate conduct e.g. wilful damage to Company or non-Company property whilst on Company business. • Fighting, threatening, abusive or offensive behaviour or language on Company premises or Company social functions. • A serious breach of the Company’s Equal Opportunities Policy • Consumption of alcohol on Company premises at any time, except at official Company social functions 24

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POLICIES •  Being unfit for work as a result of the consumption of alcohol, controlled substances/illegal drugs or possession thereof on Company premises • A serious breach of the Company’s Computer and E‑mail Usage Policy or Internet Conduct Policy •  Fraudulent processing of Company Promotional Materials e.g. Next Directory Application Forms • Abuse or breach of staff discount, staff uniform or staff shop rules •  Removal of Company property/merchandise without authorisation or prior payment in full • Conviction, formal charge or caution for a criminal offence which directly affects the employee’s ability to carry out their job, or has serious implications concerning the propriety of them continuing in their job •  Unauthorised non attendance e.g. unauthorised holiday leave or absence over peak trade •  Knowingly providing false or misleading information during the application process • Serious breach of clocking in and out procedures e.g. clocking in or out for an individual other than yourself

Appeals You have the right to appeal against disciplinary action should you feel that there are sufficient grounds to do so. If so, you should lodge your appeal within 7 days of the disciplinary hearing to the appropriate Senior Manager. This needs to be in writing stating the reasons for the appeal and dates of your availability and addressed c/o The Retail Human Resources Dept., Next Retail Ltd, Desford Road, Enderby, Leicester LE19 4AT. The appeal will be heard by a Senior Manager who has not previously been involved. This will whenever possible be held within 2 weeks of receiving the appeal notification. Employees will be informed of the arrangements for appeal hearings and the right to be accompanied. It may be appropriate to adjourn the appeal to investigate or consider any new evidence. The employee will be informed of the results of the appeal and the reasons for the decision as soon as possible and this will be confirmed in writing. An employee raising an appeal has the right to be accompanied at the appeal hearing by an employee of the Company, Your Team Voice representative or a Trade Union representative. No provision is made at any stage for a legal representative to be present. A member of the Human Resources Department will normally be present at the appeal hearing. The Manager who hears the appeal will be impartial. They will investigate the reasons for the warning or dismissal and consider the grounds for the action taken. After hearing the appeal, the Manager may: (a) dismiss the appeal thereby upholding the disciplinary action 25

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POLICIES (b) reduce the penalty level (c) hold that no offence was committed and that no record should be maintained, thereby overturning the disciplinary action Once concluded there will be no further right to appeal.

Civil Recovery In circumstances where the Company suffers financial cost or loss as a result of an employee’s actions, it may seek to recover the loss and the cost of doing so through the civil courts.

Disciplinary and Appeal Process

Establishing the facts regarding performance/conduct possibly via a fact finding exercise or formal investigation hearing

No further action

Possible suspension during and/or following investigation

Notice in writing of the Disciplinary hearing, confirming details of the issue and the right to be accompanied

Disciplinary hearing No further action Disciplinary action taken in the form of counselling/warning/demotion/ transfer/dismissal

Decision confirmed in writing If employee feels there are sufficient grounds, they can appeal against the decision in writing to the appropriate Senior Manager within 7 days

Employee decides to take no further action

Appeal hearing held within 2 weeks of appeal letter being received, if practical. Will have the right to be accompanied

Reduce the penalty

Uphold the disciplinary action

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Decide that no offence was committed and overturn the action

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POLICIES

Grievance Procedure

Employees may have problems or concerns about their work, working environment or working relationships that they wish to raise and have resolved. The Grievance Procedure provides a mechanism for these to be dealt with fairly and speedily, before they develop into major problems. It is in everyone’s best interest to ensure that employees’ grievances are dealt with quickly and fairly and your Manager will endeavour to respond within 2 weeks. Grievances regarding unfair treatment e.g. discrimination or bullying and harassment are dealt with under the Equal Opportunities Policy.

The Procedure Most complaints and grievances are best resolved informally in discussion with the employee’s immediate Manager. Both Manager and employee may find it helpful to keep a note of the informal meeting. Where the grievance cannot be resolved informally it should be dealt with under the formal grievance procedure as follows. Stage 1: Employees who have a grievance should put it in writing and send it to their immediate Line Manager. Should the grievance be about your immediate Manager, then it is appropriate to raise the issue with your Manager’s Line Manager. Within 2 weeks (if practical) of receipt of the employee’s grievance, the Manager will invite the employee in writing to attend a formal meeting to discuss the grievance, a meeting will then normally be held within a further 2 week period. An employee has the right to be accompanied by a work colleague, a Your Team Voice representative or TU Representative. Stage 2: If the matter is not resolved to the employee’s satisfaction in Stage 1, they will be permitted to appeal in writing to a more Senior Manager within 7 days. The Manager will whenever possible hear the grievance within a 2 week period. Following the meeting the Manager will endeavour to respond to the grievance in writing within 2 weeks. There will be no further right of appeal. Grievance letters sent directly to Directors or very Senior Managers will be redirected and dealt with under the formal grievance procedures. Following the grievance procedure above will enable problems and concerns to be resolved promptly and effectively. Anonymous letters are difficult to investigate and cannot be effectively acted upon. Anonymous letters will not be treated as a grievance under the Grievance Procedure.

Time and Attendance Policy (T&A) All employees are required to clock in and out. This involves entering your payroll number into a till or PC. The Time and Attendance system directly links your clocking in and clocking out data to your pay. It is therefore vital you clock in at the start of your shift and clock out at the end of your shift. 27

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POLICIES The system accurately records all work carried out by you, allows you to view your own rota up to 2 weeks in advance and query any rota data you believe is not correct. Following the Time and Attendance procedure accurately ensures you receive prompt payment for additional hours, and gives visibility of your attendance data to your managers to enable them to answer any pay queries you may have. The system is designed to pay you in quarter of an hour intervals. Any adjustment to paid time will be based on these 15 minute intervals.

Non-compliance If you have an occasion of the following it will result in late or reduced payments: • Failure to clock in • Failure to clock out • Late clock in • Early clock out The Company may pay you for hours that you work where you genuinely fail to clock, however, we will only pay what can be evidenced. Acceptable forms of evidence will include: • Till Transaction Logs • Managers Visual Recall If you forget to clock you should clock as soon as you remember and highlight the error to your Manager along with how it can be evidenced that you were on your shift. Whilst you may receive payment for occasions that can be evidenced, this will still be recorded as an occasion of failure to comply with the Company’s Time and Attendance procedure and will be documented on your Time and Attendance Record card.

T&A Disciplinary Process If you persistently fail to clock, clock in late, or clock out early you may be subject to disciplinary action up to and including dismissal. The process is based on a trigger point system, if 3 occasions of non-compliance occur within any period of 20 shifts rota’d, the trigger point is reached. Any occasion of failure to comply with the Company’s Time and Attendance procedures will be recorded on your Time & Attendance Record Card. It is not necessary for you to sign the record card after each occasion of poor compliance, however, you will be informed when a Trigger Point is hit. A level of action will be issued following the appropriate meeting • Notification Letter • Trigger Point Letter • First Written Warning • Final Written Warning • Dismissal 28

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POLICIES Action will remain on the Record Card for a 12 month period. If a previous level is still live, the outcome will escalate to the next level. Bonus will be withheld according to the Company’s disciplinary procedures.

T&A Security The principles of the Company’s ‘Computer Use’ and ‘Data Protection’ Policies apply to this process, and breaches constitute Gross Misconduct. Asking another employee to clock you in or out, or clocking in or out for another employee is a Gross Misconduct offence and considered serious enough to justify summary dismissal.

Maternity

All pregnant employees qualify for maternity leave irrespective of their length of service or contracted hours.

Notification As soon as you find out you are pregnant and no later than the 15th week before the expected week of childbirth (if this is reasonably practical), you must notify your Manager and the Payroll Department. You can request a copy of the Maternity Guide, this sets out the Company’s Maternity Policy and will give you further information with regard to your rights. The Payroll Department will be happy to assist you with any query you may have.

Miscarriage or Stillbirth Unfortunately there may be instances where an employee loses a baby during pregnancy due to miscarriage/stillbirth. Prior to the 25th week of pregnancy there is no eligibility to maternity leave or pay. However the Company will support employees as appropriate and if reasonable time off is necessary this may be either covered by Compassionate Leave or under the Company Sickness Policy. Where a miscarriage/stillbirth occurs after at least 24 weeks of pregnancy employees would still be eligible for Maternity Leave and Maternity Pay (or just Statutory Maternity Pay and Maternity Allowance). Advice and support is available from the Miscarriage Association on 01924 200799.

Adoption Leave Employees who meet certain eligibility criteria, including a minimum of 26 weeks continuous service as at the end of the matching week, (or at the start of the Statutory Adoption Pay if adopting from overseas) can take up to 52 weeks Adoption Leave and may also be entitled to receive Adoption Pay (providing certain earnings criteria are met). Please see the Adoption Leave Policy for more details.

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POLICIES Paternity Leave If you have continuous 6 months service or more at the 15th week prior to the expected week of childbirth, you are entitled to take up to 2 weeks leave at full pay in the 8 weeks following the expected date of birth or actual date of birth if earlier. Paternity Leave cannot be split and must be taken in 1 continuous block. A copy of your partner’s Maternity Certificate (MAT B1) must be provided at least 3 weeks in advance of taking Paternity Leave. For children born or adopted on or after 3rd April 2011, Additional Paternity Leave can be taken, providing your partner has returned to work. Please see the Paternity Leave policy for more information.

Time Off for Dependents In case of family illness or emergency you may be entitled to reasonable unpaid time off work to make arrangements in relation to the illness/emergency. A dependant may be: • A child for whom you have legal parental responsibility i.e. as mother or father (including adoptive parents) • Elderly or infirm parent • Spouse/partner • Person living in your household who is not an employee, tenant or lodger. Time off must be agreed after discussion with your Manager. You are required to notify your Manager of the need for time off and the likely duration as soon as possible. Where a situation is ongoing, you are expected to take appropriate steps to ensure that your time off is kept to a minimum. Time off for dependants is available to support you in unforeseeable circumstances. If you know in advance that time off is needed, this should be dealt with under normal annual leave provisions, or, where applicable, parental leave. Time taken off for dependents will be unpaid. Please note that there are separate arrangements for compassionate leave and parental leave, which are detailed in the following section.

Flexible Working Whilst employees do not have an automatic right to flexible working, requests from eligible employees to change their hours or place of work will be considered in line with the Flexible Working Policy. Please see your manager for a Flexible Working Application Form.

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POLICIES Parental Leave Parents with younger children may be entitled to Parental Leave. This will be subject to how much time is required and taking into account the needs of the business. You should refer to the Attendance at Work Guide for more details.

Compassionate Leave During times of close family bereavement or severe personal trauma/crisis, your Manager may authorise up to one week’s paid leave on compassionate grounds. Leave of more than one week may only be authorised by your Area Manager.

Weddings/Civil Partnership You are entitled to one day’s additional Paid Leave immediately before your wedding/ceremony.

Court Attendance If you are required to attend Jury Service or attend Court as a witness, you should inform your Manager as soon as possible. You will be eligible to claim compensation for any loss of earnings from the Court. Please ask the Summonsing Officer for an Earnings Statement Form and ask your Manager to return it to the Payroll Department. For Jury Service or Court attendance on behalf of the Company, Next will undertake to make up any shortfall if your basic earnings exceed the compensation level set by the Court.

Military Duties Employees wishing to take time off to undertake Territorial or Reserve Forces duties (this does not apply where an employee is called up for military services) will be encouraged to take it as part of their annual holiday leave. Where this is not possible, it may be arranged as unpaid leave. Please notify your Manager of any dates or events as soon as possible.

Magistrate Duty Employees wishing to carry out the duties of a magistrate (Justice of the Peace) are entitled to reasonable unpaid time off work in order to fulfil these duties. This time will not be paid by the Company.

Other Absence Please note that other absence not specified above will normally be unpaid, and authorisation must be sought from your Manager before taking any time off.

Bad Weather Payments During bad weather conditions e.g. heavy snow, you are expected to make every effort to travel to work. If you are genuinely unable to reach work, you should telephone your Manager. 31

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POLICIES The absence may be taken from your holiday entitlement. Alternatively and subject to your Manager’s authorisation, you may make up the lost time at a later date. Employees who do not attend work will not normally be paid. Employees who arrive for work late will be paid for the first hour of any absence provided your Manager is satisfied that the delay was genuine and unavoidable. If you are sent home early because of weather conditions by your Manager you will be paid to the end of your normal day.

Bonus Schemes The Company operates a sales related bonus scheme, depending on your position, responsibilities and the store achieving sales targets. Please speak to your Manager for further details. To qualify for any bonus earned by your store, you must be employed on the day payment is made (or be on authorised Paid Leave). Bonus is paid as a loyalty bonus and therefore employees who are not employed on the day the bonus is paid or who do not work their full contractual notice will forfeit their eligibility to bonus. If you are absent from work (other than on authorised Paid Leave) you will not be eligible to receive bonus during this period. Bonus payments are subject to all normal deductions of tax and national insurance. Please refer to the disciplinary process section of this handbook for further information on the withholding of bonus following disciplinary action. Please remember that payment of bonus is discretionary and non contractual and is dependent upon your performance and conduct, as well as the store achieving its sales targets and may be withdrawn or varied at any time. Bonus will not be paid for periods of absence from the business e.g. Sickness, Maternity/Paternity Leave.

Staff Discount

You and your immediate family can receive a staff discount allowance, currently 25%, on most NEXT and Lipsy merchandise and 15% on Special Purchase items from Clearance stores, once you have received your Discount Card. You will receive your card within approximately 6 weeks of joining the Company and you will be asked to sign a declaration to say that you have received your card. Please read the contents of this before signing; it will explain the Discount Policy in full. You will find a copy of the Staff Discount Family Tree on the staff room wall, this is helpful if you are unclear which relations are entitled to discount. If, however, you are unclear on eligibility, please speak with your Manager before making any purchases. It is your responsibility to ensure that any refund or gift cards given to you, or those individuals who are entitled to receive your staff discount have been obtained legitimately. Abuse of the staff discount benefit will be regarded as a disciplinary matter and disciplinary action will be taken up to and including dismissal. The staff discount facility is non‑contractual and discretionary, and may be withdrawn or varied at any time. Records of purchases made using your staff discount facility will be recorded and monitored on an ongoing basis.

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POLICIES If your card is lost or stolen you should immediately request a replacement via your NEP. This will ensure that the previous card is cancelled and provide you with a new one. Your first re-issue will be free of charge. Any re-issue over and above this will be charged at £5 per re-issue, deducted directly from your pay. Your discount card must be returned at the end of your employment.

NEXT Clearance and the Staff Shops NEXT Clearance and the Staff Shops provide goods at marked down prices therefore further discount is not available (with the exception of Special Purchase items at 15% discount). The Staff Shops are for the exclusive use of you and your immediate family (as defined on your Discount Declaration Form). Family members must be accompanied at all times by you.

Branded Goods No staff discount is available on branded goods.

Presenting your Card Once you have a Discount Card it should be presented for all purchases you make as a Next employee, even if a discount is not obtained.

Working Wardrobe Policy All employees have regular contact with customers, members of the public and visitors to the Company and must dress in accordance with the Working Wardrobe policy. If you report for work failing to meet acceptable standards of grooming or cleanliness or inappropriately dressed, you will be sent home and will not be paid until you report to work properly presented. The Company provides you with the option of a Working Wardrobe allowance twice a year where you can purchase clothing and footwear to be worn at work at 75% discount. This is an optional benefit. If you choose to receive a Working Wardrobe allowance, you are required to wear current season NEXT merchandise and you should always wear your staff badge when on duty, (except when wearing stockroom uniform). Your Manager will oversee the selection of working wardrobe to ensure that the overall look of the current season is represented in the store. If you choose to opt out of receiving this allowance you may only do so at the start of the season. You will be required to wear dark well presented bottoms and a plain white shirt or blouse, with black smart shoes. Managers are not permitted to opt out of Working Wardrobe. Stockroom employees are allocated free tops and a reduced allowance to purchase appropriate bottoms and footwear. This uniform is not optional and must be worn 33

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POLICIES when carrying out stockroom duties. If protective clothing is provided for particular duties it must be worn when these duties are carried out. Failure to do so will be regarded as a disciplinary offence.

Long Term Temporary Staff Such staff receive a Working Wardrobe allowance pro-rated of their total contract at the start of the season (i.e. including time already worked) upon completion of 13 weeks service.

Short Term Temporary Staff Such staff are not entitled to receive a Working Wardrobe allowance and must attend work in smart business dress (black/white shirt and smart trousers or skirt).

Returns An item of Working Wardrobe may only be returned or exchanged if it is genuinely faulty and must be returned to your own store. Authorisation for a refund or exchange must be obtained in advance from your Store Manager. Store Managers must obtain authorisation from their Area Manager. Items of Working Wardrobe must not be removed from the store or worn for work before payment has been made under any circumstances.

Leaving the Company If you resign from the Company with less than 3 months service, you will be required to pay the difference between the amount you paid for your Working Wardrobe and the amount you would have paid for the items with normal staff discount. This amount will normally be deducted from your final monies. If you resign from the Company with more than 3 months service, you will be required to pay the difference between the amount you paid for your Working Wardrobe and the amount you would have paid for the items with normal staff discount for any uniform purchased within a month of your leaving. In addition to the above you will be required to pay 50% of the difference for any uniform purchased within two months of you leaving. As well as the above applying to Stockroom employees you will also be required to return the Stockroom tops issued in that season to the store. If you fail to do this the cost price of these tops minus 25% will be deducted from your final monies.

Further Information For full details of the Working Wardrobe policy, please speak to your Manager, who will refer to the guidelines detailed in the Retail Salary Pack. Abuse of the staff Working Wardrobe rules will be regarded as Gross Misconduct and may result in summary dismissal.

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POLICIES Pension Scheme From November 2012 NEXT are required to automatically enrol employees into a pension scheme as long as they fulfil age and salary criteria (subject to change each year). All employees subject to automatic enrolment will be notified, once enrolled you will be able to opt out. Alternatively, after 6 months service you will be eligible to join the Next Group Pension Plan (the Next Plan) provided you are a minimum age of 18 years and were under 65 on your date of commencement of employment with the Company. The Next Plan operates under Salary Sacrifice for qualifying employees who wish to join, with contributions being made by the Company. For further information on how the Next Plan and the Salary Sacrifice scheme work, please contact the Pensions Department.

Life Assurance The Company offers all employees free life assurance cover, which guarantees a payment equivalent to 1 year’s basic salary, payable in the unfortunate event of your death in service. The life assurance cover is increased to 3 times basic salary for members of the Next Group Pension Plan. You should complete an Expression of Wish Form (available from your Manager) to indicate who you would like to receive the life assurance payment in the event of your death.

Retirement The Company’s full Retirement Policy can be obtained from your Manager.

Sharesave Scheme NEXT offers employees the opportunity to join Sharesave Schemes. Sharesave is a simple way of saving money over 3 or 5 years and then to buy NEXT shares on favourable terms. Alternatively, you can choose to take all your savings in cash.

Childcare Vouchers The Company offers the opportunity to purchase Childcare Vouchers that are exempt from tax and National Insurance deductions, up to a maximum value. Please visit www.kuvouchers.co.uk/parentapp and enter the security code ‘NRETAIL1’. Alternatively, please call 0845 365 2929.

Training and Development It is the Company’s policy to train all employees to be able to carry out their duties successfully. To help you we will ensure that you are able to learn and develop your skills from the first day you join us. You will attend an orientation session which includes a familiarisation with your store, with the fire and emergency procedures and 35

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POLICIES with basic health & safety. During this session your job role will be explained to you in detail together with the Company’s expectations of you. The Company operates a formal training programme, which you will be required to undertake. Full details of this training are available from your Manager. Management training comprises the in-store training programme followed by on-going management skills training delivered via regionally based or residential courses at Head Office. These are supplemented with specialist skills and systems training organised on a regional basis.

Communication The Company wishes to encourage you as an employee to express your point of view and to put forward suggestions and comments for improvement in all areas of the business. Your Manager will regularly update you with Company news, business performance and significant forthcoming developments via the staff notice boards. It is your responsibility to ensure that you are kept up to date regarding Company information.

Your Team Voice Employees will be invited to elect Store and Area staff representatives. The Company will notify the elected representatives of any proposed important policy changes which may affect your employment. The representatives will receive training to provide them with the skills and knowledge to act on your behalf and to represent you effectively. The elected representatives will put forward your opinions and wishes in respect of, not only the changes proposed by the Company, but also any significant Company issues which are concerning you, or suggestions you may have for the development of the Company. They may also attend any Company meetings as an employee’s companion, e.g. disciplinary hearings.

Promotion Policy It is the Company’s policy to recognise your potential as an individual and we want to encourage personal development and career progression. We will therefore usually promote internally wherever possible except in circumstances where to do so would breach our Equal Opportunities Policy or initiatives. Equally we recognise that it may be necessary or appropriate to bring new skills or experience into the Company via external recruitment. Your manager can provide you with the criteria for promotion.

Equal Opportunities NEXT is committed to equality of opportunity in employment. The Company does not discriminate on the grounds of age, race, colour, nationality, ethnic or national origin, disability, religion, sex, marital status or sexual orientation. In Northern Ireland we are further committed to ensuring the fair participation in employment for both sections of the community. This means that we will ensure that 36

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POLICIES job applicants and employees will not be discriminated against on the grounds of their religious beliefs or political opinions. The Company will not tolerate any form of discrimination, victimisation or harassment. The fact that you may have meant no offence does not prevent your behaviour from breaching the Company’s Equal Opportunities Policy. Any employee, who breaches the Equal Opportunities Policy, will be subject to serious disciplinary action up to and including dismissal. Please refer to the Equal Opportunities Policy for further details.

Expenses You are able to claim reasonable expenses incurred in the course of your duties, in accordance with the company’s Travel and Expense Policy available from your Manager.

Trade Union Membership The Company does not recognise any Trade Union for the purposes of collective bargaining within our Retail Stores, Head Office and Directory. Membership is a matter of personal choice for the individual and no employee will be discriminated against for being a member of any Trade Union. If you are a member of a Trade Union, a representative may attend Company meetings with you (e.g. grievance/appeal).

Security

You should be alert and conscientious regarding Company security. You should make yourself aware of security arrangements; following Company security procedures can minimise the risk of theft and ensure your safety and that of your colleagues. If you suspect someone of shoplifting you should report the matter to a member of management as soon as possible or to the store Security Officer. If the suspected person becomes violent, do not risk your own safety. Raise the alarm when it is safe to do so and on no account follow a suspected shoplifter out of the store. If you are entrusted with keys to the store, safe or other property, always keep the keys on your person. Never leave keys lying around or give them to another person, unless authorised by your Manager. A breach of these rules or the loss of keys through negligence may result in disciplinary action, up to and including dismissal.

Reporting Security Issues All employees have a duty to report any act of theft or dishonesty, which they either suspect, or are aware of, within the Company, regardless of who is involved. If you fail to alert management or the Retail Security Department about an incident or suspected incident you may be subject to disciplinary action.

Staff Security Hotline There may be occasions when you might wish to discuss, in confidence, matters involving potential dishonesty by a colleague(s) or manager. A ‘hotline’ has been provided for the 37

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POLICIES use of all staff and management, to report any suspicions you may have. The telephone line is staffed by completely impartial individuals and all calls will be treated in the strictest confidence and will always be investigated.

HOTLINE NO: 0116 284 8980 Please do not use this hotline number for any other reason. Calls cannot be transferred to other Head Office departments.

Whistle Blowing Policy NEXT conducts its business with high standards of integrity and honesty and expects the same standards from all employees, suppliers and contractors. The aim of this Policy is to ensure that you are fully aware that you should report concerns or suspicions about any wrong doing or malpractice and be assured that NEXT will treat this information seriously and, where possible, confidentially. The procedure that you should follow is set out below: You should report circumstances where you reasonably believe any one or more of the following matters has, may have or will take place: • A criminal offence • A failure to comply with a legal obligation • A danger to the health and safety of an individual • Breach of environmental protection laws • Dishonesty • Inappropriate relationships with suppliers • A breach of NEXT’s rules or policies e.g. Business Expense Policy, Staff Discount Policy • Breaches of financial controls, false accounting or reporting irregularities • A deliberate concealment of any of the above matters NB: Concerns or grievances about an individual’s personal position or situation or matters relating to harassment, bullying or victimisation should be dealt with through the Grievance Procedure. In the first instance you should normally discuss the matter with your immediate Manager. If your concerns involve your immediate Manager or you would prefer not to speak to him/ her then you could speak to your Senior Manager or your HR Department. Alternatively, a telephone line is provided for individuals to report concerns to the NEXT Legal Department, Telephone No 0116 284 8980. Victimising individuals or deterring them from raising a concern in good faith under this Policy will be a disciplinary offence and could result in action up to and including dismissal. Deliberately raising false or malicious allegations is not acceptable and anyone making such allegations will be subject to disciplinary action and possible dismissal. 38

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POLICIES Telephone Calls The Company’s telephones are provided for conducting Company business. However, there may be times when you need to make a personal telephone call; in such a situation you must obtain permission from your Manager prior to making a call. Personal mobile phones are not permitted for use in areas other than the staff room. During working hours personal mobile phones are not to be carried upon your person, unless authorised to do so.

Lost/Left Property Any ‘lost’ property found on the premises, including goods or property left by visitors, should be handed immediately to your Manager or the store Security Officer. Lost property will remain the property of the Company until such time as it is reclaimed or destroyed.

Personal Property We cannot accept responsibility for your personal property including private vehicles on Company premises. You should take sensible precautions to safeguard your own property and use the areas provided to secure your belongings while you are working. Do not bring valuables or large sums of money to work with you and under no circumstances should personal money, payment cards or your discount card be taken onto the sales floor whilst you are working.

Computer and E-mail Usage Policy NEXT relies on its computer systems to conduct its business, these systems must only be used for legitimate business purposes. All store employees who use any of our computer systems, equipment or PC functions (for example, till, back-office PCs, HHTs, Home Department PCs, laptops, email, mainframe personnel/payroll systems, sales figures, stockroom/warehouse applications) are governed by the Company Computer Use Policy for Store Based Employees. The Policy describes the guidelines for acceptable use of our systems and is in existence to reduce the risk of misuse and to protect the Company’s reputation and business. The Policy can be found in the Store Security File, it is every employees’ responsibility to read the Policy before using any company computer systems and keep an up to date knowledge of any changes in the policy. Next supports this by issuing team talks and a poster for display in the store whenever the policy is changed. It should be noted that employees MUST NOT share or allow anyone else to use their Passwords/PINs for access to any of our computer systems. Violation of the Policy will be taken very seriously and may result in disciplinary action, up to and including dismissal and civil or criminal liability.

Internet Conduct Policy As part of NEXT’s commitment to our employees, customers and shareholders, we have a duty of responsibility to ensure our standard of conduct remains professional at all times with regards to comments made by employees in relation to the Company, our product, its Managers and all other employees. Employees should not make or permit any detrimental or derogatory statements about the Company, its Managers, 39

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POLICIES employees or customers to be distributed or published in any form on the internet, including on Social Networking websites.

Data Protection As an employer, NEXT is committed to following the rules of the Data Protection Act 1998. These are that personal data must be: • Fairly and lawfully processed • Collected and used for limited purposes • Adequate, relevant and not excessive • Accurate and up to date • Not kept for longer than necessary • Processed in accordance with individuals’ rights • Kept secure • Not transferred to countries without adequate protection Under the Act, you are entitled to know what personal data NEXT is keeping relating to you. You have the right to see the information NEXT hold about you have to have it corrected if it is inaccurate. The information held may include details of performance, training, disciplinary records and personal details. The information is used to enable us to pay you, account for tax, national insurance and other deductions, make analysis for management purposes and statutory returns, ensure compliance with Company policy and/or legislation in relation to health, safety and other employment matters. It is also held to enable us to make decisions about your training, development and employment. If you would like a copy of your information you should make a request in writing to the Group Data Protection Manager in the Legal Department at Enderby. All employees who use or maintain information in any format have an obligation to comply with the Act by following the eight data rules principles. If any individual is found to have committed a breach of the Act, they as well as the Company, could face prosecution. A breach of the Act is also a disciplinary matter within NEXT. A copy of NEXT’s Data Protection Policy is available in your store. You should also read the Guide to the Data Protection Act, available on staff notice boards to make sure you understand your rights as well as NEXT’s obligations under the Act. Some of your personal information may be transferred outside the European Economic Area for processing. Please be assured, however, that strict rules regarding the confidentiality of security of your information are in place to safeguard it. You must not use data obtained for purposes other than business use. If you have any concerns regarding Data Protection, about information concerning yourself or details relating to others that you have access to, contact the Group Data Protection Manager in the Legal Department at Enderby.

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POLICIES

Health and Safety The Company Safety Policy and Health & Safety guidelines are on notice boards and Storenet. You must follow all training guidelines, risk assessments, safe systems of work and procedures relevant to your work. If you are unsure how to complete tasks safely, stop and consult your Sales Coordinators or Manager.

Health and Safety Statement The board of Next Group PLC is committed to the achievement and maintenance of high standards of health and safety in all Group companies. The Group’s Health & Safety Policy is based on our desire to comply with the spirit as well as the letter of health and safety legislation, codes of practice and other relevant standards. The management of health and safety is a fundamental part of our business and is designed to contribute to improving business performance. Managers must manage all aspects of our business, for example cost, productivity, service and product in a safe manner and take practical measures to ensure our activities and products do not harm our customers, employees, contractors, sites or equipment. The Group Board has overall responsibility for providing sufficient resources and support to meet its health and safety objectives. The Human Resources Director (HR) is responsible for the coordination and development of this policy and will report to the Group Health & Safety meeting regularly on it’s achievements. Divisional responsibility for ensuring the Policy is implemented rests with Divisional Directors: NEXT Retail

– Retail Sales & Marketing Director

NEXT Distribution

– Operations Director for the NEXT Group

NEXT Directory

– Operations Director for the NEXT Group

Head Office

– Human Resources Director

Product Areas

– Group Product Director

Lipsy Ltd

– Lipsy Chief Executive

Each Director listed above, will provide the necessary resources to implement this Policy and associate improvement programmes. Appropriate safety systems must be implemented and appropriate safety equipment provided to enable work to be undertaken in a safe manner. All employees are under duty to work safely at all times and to place a high priority on the safety of themselves, their colleagues and third parties. Every employee has the right and is obliged to raise safety concerns and issues with their Manager and/or the Health and Safety Department. If an employee is asked to 41

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POLICIES carry out something that they believe is dangerous, they must bring this urgently to the attention of their Manager and/or the Health and Safety Department and they should not undertake the activity until such times as their concern has been resolved. There must be a system to ensure that all relevant health and safety information is circulated to managers and employees. All employees and managers, including temporary staff, will receive suitable and sufficient training to ensure that they are aware of Health & Safety Policies and safe working practices required to carry out their job safely. Accident/incident reporting and investigation procedures must be in place. Senior managers and directors will periodically discuss health and safety performance with employees.

Simon Wolfson Chief Executive

Doing your job safely At NEXT we take Health and Safety very seriously. You are a critical part of our safety mission. In order for each place of work to have a good safety record you and your colleagues need to be constantly aware of your surroundings and the way you do things, you must act safely and follow any safety rules you have been given. All employees will receive a Health and Safety Induction Training programme with regular refresher training and on the job safely training.

Risk Assessment Your Manager will show you any risk assessments which relate to your work and make you aware of any risk assessment you have to comply with to do your job safely. Your Manager will show you any safe working practices/procedures you have to comply with to do your job safely. The Health and Safety Statement and Health and Safety guidelines are displayed on notice boards. It is important that you familiarise yourself with all guidelines and procedures relevant to your work. You must take care of your own health and safety and ensure that anything you do or fail to do does not endanger others. You must notify your Manager immediately if you discover something unsafe which cannot safely be rectified by you. Any improper interference with any Health and Safety procedures will be regarded as Gross Misconduct. Any individual raising a grievance or complaint relating to health and safety will not be discriminated against in any way. 42

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POLICIES Your Team Voice Representatives and Health & Safety Representatives Duties • To communicate on potential hazards within the workplace by establishing good links with management, the Health & Safety Team and through regular Your Team Voice or safety meetings • To communicate with colleagues and managers on general matters affecting the health and safety of their constituency • To represent the workforce in consultations with any external enforcement body, e.g. Environmental Health Officers

What to do if you see a Hazard • Don’t ignore it; if ignored it will remain a hazard until it causes an accident • If safe remove the hazard immediately • In the case of a large or serious hazard organise a colleague to keep guard and inform management immediately

Health and Safety Information All Company Health and Safety policies and procedures are contained within the Health & Safety Resource file, the Retail Risk Assessment and the Health and Safety document. If you wish to review these, ask your Manager.

Accidents and Safety Incidents at Work You must report all accidents and safety incidents immediately to your Manager, however minor they are. This will allow your manager to complete a thorough investigation of the accident/incident and allow them to take whatever action is necessary to prevent it re-occurring. Your Manager is responsible for forwarding a copy of the accident/incident investigation to the Health and Safety Department. If you are injured, you must let your Manager know on the day of the accident (if able). If you are ill or absent as a result of the work you do, you must inform your Manager immediately. Failure to report an accident immediately is a serious disciplinary offence and may result in action up to and including dismissal.

First Aid All locations are provided with First Aid Boxes, and have a person appointed to provide assistance or a qualified First Aider. Details can be found on staff notice boards.

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POLICIES Fire Procedures You will receive full training in fire evacuation procedures. In addition fire procedures are displayed on notice boards. It is important that you familiarise yourself with the details. If you discover smoke or an outbreak of fire, raise the alarm immediately. Leave the premises and assemble at the appointed place. Wait there until you are told it is safe to return. Do not stop to collect personal possessions. The evacuation procedure will also be used for bomb evacuation. All fire exits are clearly signed. During working hours they must never be locked or obstructed. Any improper interference with the fire fighting equipment will be regarded as Gross Misconduct.

Manual Handling Operations involving significant manual handling activities will be assessed to reduce the risk. You will be given the appropriate level of manual handling training and instruction to be able to do your job safely. You are expected to follow the principles of this training.

Display Screen Equipment (DSE) Policy Our Policy aims to minimise the likelihood of habitual users suffering injury or discomfort. ‘Display Screen Equipment’ means any alphanumeric or graphic display screen, regardless of the process. Please refer to the DSE Policy for further information.

Personal Protective Equipment Certain activities in your store will require the wearing of protective equipment e.g. safety shoes, high visibility jackets. You will be informed by your manager if this applies to you or tasks that you carry out. You must comply with any requests to wear protective equipment.

Appropriate Footwear Certain tasks e.g. stockroom, replenishment delivery, require the wearing of ‘sensible shoes’. These are defined as ‘closed toe, no open backs, no kitten or stiletto heel, max heel height 3cm, a rubber sole with an element of grip’. You must comply with any request to wear ‘sensible shoes’.

Faulty Equipment • Never use faulty equipment • Ensure you always complete a safety check of equipment before use • Any safety defects must be reported to your Manager ASAP and the equipment withdrawn from use

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POLICIES House Keeping Next operates a ‘clean as you go’ policy. This means that you must: • Always dispose of waste in the bins supplied. • Never walk past litter or waste, pick it up. • Avoid creating a fire hazard by ensuring Managers are aware of any accumulation of process waste

Smoking Policy As a Company, NEXT has taken positive steps to provide a healthy and safe working environment for you and visitors. Smoking is not permitted in any area within the store or associated buildings e.g. off-site stockrooms, training rooms, etc... Smoking is only permitted in designated break times. Any breach of the smoking Policy will be regarded as serious misconduct and will lead to disciplinary action, up to and including dismissal.

Visitors All visitors must sign in and out and be informed about any Health and Safety requirements. Report unaccompanied strangers in non customer areas to a Manager or the store Security Officer immediately.

Alcohol and Substance Abuse The risks that you pose both to yourself and others if you carry out your job under the influence of alcohol or drugs is very high, you should therefore not underestimate the dangers you could cause. Employees must not attend work under the influence of drink, drugs or other substances. All employees are expected to exercise responsibility for their own behaviour and maintain a level of fitness to undertake their duties. Illegal drugs and substances are prohibited on work premises at all times, including venues used for officially organised company events, e.g Christmas parties. The consumption of alcohol on work premises is prohibited at all times, with the exception of organised Company events approved by your Area Manager.

Use of Private Cars on Company Business The use of private cars for Company business is acceptable for short journeys. Public transport should be used where possible and pool or hire cars will be made available for longer or difficult journeys. If you have to use your car on Company business, expenses will be reimbursed at the appropriate mileage allowance rate. You must ensure that your vehicle is adequately insured and covered against risk when used for business purposes. The Company 45

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POLICIES cannot accept liability for damage to the car or property, injury or to third parties, or any other claims that might be made as a result of the inadequacy of the insurance cover. Details of the mileage allowance rates are given in the Company Expense Policy.

Mobile Phones and Driving Policy Remember: Never use a hand-held phone while driving You are not in full control of your vehicle if you are holding a mobile phone while driving. Doing so will risk the safety of yourself, your passengers and other road users. If any of the following options applies to you, then you must refer to the Mobile Phone and Driving Policy in the Company Car Guide: A Use of a Company mobile phone whilst driving a Company or private vehicle B Use of a private mobile phone whilst driving a Company vehicle C Use of a private mobile phone whilst driving a private vehicle on Company business

SECTION 3 GENERAL INFORMATION

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GENERAL INFORMATION Simply Health The Company offers you the opportunity to contribute to a healthcare scheme, which is operated by Simply Health (formerly known as Leeds Hospital Fund). The Scheme offers a contribution towards routine dental, optical and selected hospital treatment for yourself and your family. Once you have joined the Scheme appropriate deductions will be made from your salary. Full details and application forms are available through the helpline on freephone 0800 591 993.

Staff Emergency Hotline: 0800 002 020 In the event of a major disruption to the Company’s business operations, staff should telephone the Staff Emergency Hotline number for information. During an emergency, the hotline will be regularly updated with a brief statement of the current situation.

Apprenticeships The Company offers an Intermediate Apprenticeship in Retail, awarded by City & Guilds and equivalent to five GCSEs or Standard Grades A-C. Please ask your Manager for more details.

Useful Telephone Numbers The Retail Trust If you or someone you know require help with the following issues, the Retail Trust could help. Career Support, Depression, Alcoholism, Coping with Stress, Drug Abuse, Residential Care, Bereavement, State Earnings, Respite Care and Retirement. The confidential help line is 0808 801 0808.

Macmillan Cancer Support Employees can access a comprehensive cancer support service from the charity Macmillan Cancer Support by calling the helpline on 0808 808 00 00 or visit their website at http://www.macmillan.org.uk/Home.aspx.

Head Office Numbers Retail HR Department (North) ................................................................................. 0116 284 6647 Retail HR Department (Midlands) ........................................................................... 0116 284 6660 Retail HR Department (London) ............................................................................. 0116 284 6648 Retail HR Department (South) ................................................................................. 0116 284 6649 Retail HR Department (Scotland & Ireland) ...................................................... 0116 284 6865 Retail Payroll Help Desk ............................................................................................... 0116 284 6669 Travel Desk .......................................................................................................................... 0116 284 2244 Press Office ...................................................................................................................... 0207 034 2470 Pensions ................................................................................................................................ 0116 284 2857 48

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General Information Hotlines Staff Emergency Hotline ............................................................................................. 0800 002 020 Security Hotline ................................................................................................................ 0116 284 8980 Health & Safety Hotline ................................................................................................ 0116 284 8980 Whistle Blowing Line ..................................................................................................... 0116 284 8980

Other Useful Numbers NEXT Directory ............................................................................................................ 0844 844 8000 Head Office ...................................................................................................................... 0844 844 8777 Simply Health ..................................................................................................................... 0800 591 993 Kids Unlimited ................................................................................................................. 0845 365 2929 Sharesave Scheme Helplines: 2008 and before – Equiniti ......................................................................................... 0871 384 2170 2009 onwards – YBS ................................................................................................... 0845 1200 300

Staff Shop Numbers Enderby (Head Office) ................................................................................................. 0116 284 2398 Gedding (NEXT Directory) ........................................................................................... 0116 273 1622 Ventura (Wath) ................................................................................................................... 01709 316 231 Ventura Leeds ................................................................................................................... 01132 340 426 Elmsall Way .......................................................................................................................... 01332 651 321

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INDEX A Accidents at Work ................................................................................................................................... 42 Adoption Leave ......................................................................................................................................... 29 Alcohol and Substance Abuse ........................................................................................................... 44 Appeals ............................................................................................................................................... 25 & 26 Apprenticeships........................................................................................................................................... 47

B Bad Weather Payments .......................................................................................................................... 31 Bonus Schemes ........................................................................................................................................... 31 Branded Goods............................................................................................................................................ 32 Breaks .............................................................................................................................................................. 10

C Macmillan Cancer Support..................................................................................................................... 47 Change to Personal Details .................................................................................................................... 8 Childcare Vouchers ................................................................................................................................... 35 Your Team Voice Reps Health & Safety Duty ............................................................................ 42 Civil Recovery.............................................................................................................................................. 26 Clocking In/Out ................................................................................................................................. 9 & 27 Communication .......................................................................................................................................... 35 Your Team Voice ....................................................................................................................................... 36 Compassionate Leave ............................................................................................................................ 30 Computer and E-Mail Usage Policy ................................................................................................ 38 Contract of Employment ......................................................................................................................... 7 Confidentiality ............................................................................................................................................... 8 Court Attendance ....................................................................................................................................... 31

D Data Protection ......................................................................................................................................... 39 Demotion ....................................................................................................................................................... 24 Disciplinary Procedure ................................................................................................................ 22 & 26 Disciplinary Process for Time and Attendance .......................................................................... 28 Disciplinary Transfer ................................................................................................................................. 24 Display Screen Equipment (DSE) Policy ...................................................................................... 43 Duties ................................................................................................................................................................ 7

E Eligibility to Work in the UK ................................................................................................................ 10 Employment References ......................................................................................................................... 13 Equal Opportunities ................................................................................................................................ 36 Expenses ....................................................................................................................................................... 36 50

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INDEX F Faulty Equipment ..................................................................................................................................... 44 Fire Procedures ......................................................................................................................................... 43 First Aid ......................................................................................................................................................... 43 Flexible Delivery Contracts ..................................................................................................................... 9 Flexible Working ....................................................................................................................................... 30 Footwear, Appropriate ........................................................................................................................... 43

G General Information ................................................................................................................................ 46 Grievance Procedure .............................................................................................................................. 26 Gross Misconduct ...................................................................................................................................... 24

H Health and Safety ........................................................................................................................... 15 & 40 Holiday (see Paid Leave) ........................................................................................................................ 15 Hotlines .......................................................................................................................................................... 48 Hours of Work ............................................................................................................................................... 9 House Keeping ........................................................................................................................................... 44

I Introduction .................................................................................................................................................... 4 Internet Conduct Policy ........................................................................................................................ 39

L Lay Offs ........................................................................................................................................................... 13 Leaving the Company .................................................................................................................. 14 & 34 Leeds Hospital Fund (Simplyhealth) ............................................................................................... 47 Life Assurance ............................................................................................................................................ 34 Lost/Left Property ................................................................................................................................... 38

M Magistrate Duty ........................................................................................................................................... 31 Manual Handling ....................................................................................................................................... 43 Medical Appointments ........................................................................................................................... 20 Maternity ....................................................................................................................................................... 29 Military Duties .............................................................................................................................................. 31 Miscarriage or Stillbirth ......................................................................................................................... 29 Mobile Phones and Driving Policy ................................................................................................... 45

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INDEX N NEXT Clearance and the Staff Shops ............................................................................................. 32 NEXT Employee Portal (NEP) ............................................................................................................... 7 Night Working ............................................................................................................................................... 11 Non Attendance .......................................................................................................................................... 18 Non Attendance and Premium Pay Rates ..................................................................................... 12 Notice Periods ............................................................................................................................................. 14

O Other Work or Activity ............................................................................................................................ 15 Overpayment ................................................................................................................................................. 7 Overtime .......................................................................................................................................................... 11

P Paid Leave ...................................................................................................................................................... 15 Paid Leave Entitlement ............................................................................................................................ 16 Paid Leave Entitlement for Part Time Employees ..................................................................... 18 Paternity Leave .......................................................................................................................................... 29 Parental Leave ............................................................................................................................................ 30 Pay ...................................................................................................................................................................... 7 Pension Scheme ........................................................................................................................................ 34 Personal Property ..................................................................................................................................... 38 Personal Protective Equipment ......................................................................................................... 43 Place of Work ................................................................................................................................................ 8 Pre-employment Medical Questionnaire ........................................................................................ 18 Policies ............................................................................................................................................................. 21 Premium Pay Rates .................................................................................................................................... 11 Private Cars on Company Business, The use of ....................................................................... 45 Probationary Period ....................................................................................................................... 13 & 24 Promotion Policy ...................................................................................................................................... 36 Public Holiday Working ........................................................................................................................... 12 Public Holidays ............................................................................................................................................ 12

R References ..................................................................................................................................................... 13 Reporting your Non Attendance ........................................................................................................ 18 Retail Trust .................................................................................................................................................... 47 Retirement .................................................................................................................................................... 35 Return of Company Property .............................................................................................................. 14 Risk Assessment ......................................................................................................................................... 41

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INDEX S Search, The Right of ............................................................................................................................... 20 Security .......................................................................................................................................................... 37 Security, Time and Attendance .......................................................................................................... 28 Serving Friends and Relatives ............................................................................................................. 15 Sharesave Scheme .................................................................................................................................... 35 Sickness ........................................................................................................................................................... 18 Simplyhealth ................................................................................................................................................ 47 Sliding Shifts .................................................................................................................................................. 9 Smoking Policy .......................................................................................................................................... 44 Staff Discount .............................................................................................................................................. 32 Staff Emergency Hotline ........................................................................................................................ 47 Staff Shops ....................................................................................................................................... 32 & 48 Start Times ...................................................................................................................................................... 9 Sunday Opt Out .......................................................................................................................................... 12 Sunday Working ........................................................................................................................................... 11

T Tax Office ......................................................................................................................................................... 8 Telephone Calls .......................................................................................................................................... 38 Terms and Conditions of Employment ............................................................................................. 6 Time and Attendance ..................................................................................................................... 9 & 27 Time off for Dependants ...................................................................................................................... 30 Trade Union Membership ..................................................................................................................... 36 Training and Development .................................................................................................................... 35 Trial Period following Promotion/Transfer ..................................................................................... 13

U Useful Telephone Numbers .................................................................................................................. 47

V Visitors ........................................................................................................................................................... 44

W Weddings/Civil Partnerships .............................................................................................................. 30 Whistle Blowing ......................................................................................................................................... 37 Withholding Company Sick Pay ......................................................................................................... 19 Withholding NEXT’s Basic Sick Benefit .......................................................................................... 19 Working Wardrobe ................................................................................................................................... 33

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RETAIL STAFF HANDBOOK

APPENDICES The Retail Staff Handbook may need to be amended or updated over time. This may be due to changes within the Company, simplifying/clarifying wording, deletions and/or new additions to the Handbook. The Appendices contents supersede the published Handbook in store. Any changes that affect Terms & Conditions of employment will be fully communicated where applicable.

The most up-to-date version of the Handbook will always be available in full on NEP and Storenet.

Please attach this page and any subsequent appendices at the back of the published Handbook(s) in store

APPENDIX JANUARY 2013

Amendments highlighted in bold Page 23 | General Principles of the Disciplinary Procedure 1. A disciplinary hearing will normally be held as soon as is practical 2. In all cases where a disciplinary hearing is required, it is Company policy that an employee has the following rights: (a) To be informed in writing of the disciplinary hearing and receive confirmation of the alleged conduct/circumstances (b) To have at least 24 hours notice of the disciplinary interview unless both parties agree to waive it (c) The opportunity to explain the circumstances surrounding the alleged offence (d)  To be accompanied by a work colleague of their choice, Your Team Voice representative or Trade Union representative as a companion  The role of the companion is to support the employee where appropriate by asking questions for clarification or being allowed the opportunity to confer privately with the employee. It does not include answering questions on behalf of the employee (e) To appeal against action taken as a result of the disciplinary hearing (f) Employees will not be dismissed for a first breach of discipline except in cases of gross misconduct 3.  Any decision to take disciplinary action must involve consultation with a member of the Retail Human Resources Department. 4.  Only individuals in the following positions are authorised to dismiss an employee: Area Manager, General Manager, Store Manager, Commercial Manager, Operations Manager, Assistant Store Manager, Deputy Manager.

Page 35 | Retirement The Company’s full Retirement Policy can be obtained from your Manager.

Page 35 | Childcare Vouchers The Company offers the opportunity to purchase Childcare Vouchers that are exempt from tax and National Insurance deductions, up to a maximum value. Please visit www.kuvouchers.co.uk/parentapp and enter the security code ‘NRETAIL1’. Alternatively, please call 0845 365 2929.

Please attach this page in the Appendices section at the back of the published Handbook(s) in store. Please also make a note on any revised pages to reference this appendix.

Staff Handbook COMPANY GUIDE FOR RETAIL STAFF JUNE 2014

NEXT RETAIL LTD DESFORD ROAD ENDERBY LEICESTER LE19 4AT