Work Placement Policy

Introduction

The provision of a high-quality work placement scheme helps to raise awareness and promote Everybody, Everybody Academy, Taste for Life and the Volunteer programme, not just with the people directly taking part in the placement but also their friends, relatives and members of the educational establishments /organisations involved.

As an organisation we are reliant on the availability of suitable young people to fulfil casual and contracted roles. Recruiting the right people to these roles is important but can be difficult as many will have little practical work experience.

An effective work placement programme can help to prepare some of these young people to be part of our workforce and help us to be aware of their potential and aptitude for the job.

It is not uncommon for people to be unaware of the wide range of roles available within Everybody and the leisure industry. An effective work placement can assist in breaking down these knowledge barriers to help attract the right people.

Many people who take part in work placements will either be customers or have close family and friends who are. A high-quality work placement scheme helps to build customer loyalty through the goodwill derived from the placement.

There may be opportunities for us to learn from young people who can bring in fresh ideas and insights in how to engage with a traditionally difficult market segment. A young perspective can be invaluable to help us engage with people effectively.

Building strong links with educational partners is important to ensure that future commercial and partnership arrangements can be identified and implemented. Many of our facilities are also directly linked to schools making positive links even more important.

Everybody offers a range of work placement opportunities throughout our varied business areas. Opportunities will be made available to people of all backgrounds and experience from the age of 14 years old.

If you require this policy in an alternative format please email [email protected]

Policy Updates

This version includes minor formatting and content changes to version 2024.1.

Who Does This Policy Apply To & When?

This policy applies to all trustees, managers, employees and volunteers of Everybody Health & Leisure.

The policy also applies to work placement applicants and all other parties involved in the work placement process including parents/guardians, schools, colleges and other educational establishments together with any organisations working on their behalf.

Definitions

Everybody: Accepted shorthand for Everybody Health & Leisure
Everybody Academy: The Learning and Development arm of Everybody Health & Leisure
Line Manager: The manager responsible for the supervision of the individual undertaking the placement.
Individual: The person allocated to a work placement opportunity
Placement Intermediary: The organisation involved in arranging the placement with Everybody. This may be a school, college, other education establishment, third party organisation or a combination of these.
Team: The individual work area within Everybody which could be a leisure facility, a section within a leisure facility, the health & wellbeing team, sports development team, Taste for Life, a business support function or other area within the organisation.
Work Placement Lead: The member of staff responsible for organising work placements
Work Placement: The specific placement allocated to a successful candidate

Responsibilities

Everybody Academy will:

Oversee the work placement programme
Advise and support individuals, their line managers, schools, colleges and intermediaries where required

The Work Placement Lead will:

Respond to work placement queries
Record applications, offers and confirm placements
Assess placement applications
Liaise with the applicant throughout the process
Liaise with the relevant team to confirm the suitability of the placement
Provide copies of relevant insurance and risk assessments to the placement intermediary on request
Confirm the work placement with the team, the individual, school/college and placement intermediary (if applicable)
Liaise with the relevant team to confirm first day procedures and ensure Work Placement Induction Checklist is completed (see Appendix 1).

Educational Establishments & Placement Intermediaries will:

Be aware of their responsibilities with regards to work placements
Have an overall responsibility to ensure the health, safety and welfare of students on work placements and ensure health and safety procedures are followed
Ensure that all required medical and educational requirements are notified to Everybody prior to the work placement being confirmed
Support Everybody in any required investigation proceedings
Contact the Line Manager prior to any site visits to confirm suitability (if required)

Employees will:

Treat individuals with the dignity and respect expected for any member of staff with Everybody
Assist the individual in understanding and learning about the key roles and responsibilities of the work undertaken
Supervise the health and safety of individuals at all times
Report any concerns or incidents to the line manager without delay

Line managers will:

Ensure that the work placement application procedure is followed for all individuals and that none are offered or provided without following the agreed process.
Ensure that appropriate risk assessments are carried out in regards to the nature of the work being carried out and the environment in which it is taking place which should take into account the individuals:
- Age and maturity
- Level of inexperience within a workplace
- Lack of self and overall awareness
- Any additional needs
Carry out initial workplace inductions including the completion of Work Placement Induction Checklist (see Appendix 1).
Support the individual to ensure that they receive a high-quality experience.
Ensure that the working time regulations are followed, particularly taking into account their age. It is recommended that they should not be asked to work more than a standard day / shift and that adequate breaks are provided.
Report any concerns or incidents immediately to the Work Placement Lead, Everybody Academy, parent/guardian (if 18 years or under) and School/college/educational establishment/organising body.
Ensure that all relevant Everybody policies and procedures are followed.

Individuals will:

Comply with all Everybody policies and procedures as directed by Everybody employees and managers
Ensure their own and others health and safety at all times
Attend all agreed hours with Everybody ensuring punctuality and excellent attendance
Notify Everybody at the earliest opportunity if they are not able to attend all, or part of a work placement for any reason
Be aware that they are in a workplace and behave accordingly at all times
Treat all staff, customers and volunteers with dignity and respect
Act as ambassadors for themselves and their school/college/university (if applicable) at all times

How is this Policy Implemented?

Individual should complete the enquiry form found on the Everybody website at https://everybody.org.uk/about/workplacement/
Work Placement Lead checks availability for selected dates/times with requested team
If the applicant requires additional support, or a suitability assessment is required, the Work Placement Lead will, if there is availability, contact the individual to arrange a meeting with site team.
If the applicant is suitable and there is availability with the team an offer will be sent to the applicant for confirmation together with form to be signed by intermediary and parent/guardian – team will be notified once placement has been confirmed
If there is no availability the Work Placement Lead will contact the applicant to see if there are other possible dates and/or teams that may be suitable
If the applicant is not suitable or there is no availability the Work Placement Lead will contact the applicant to confirm
During the Placement
1. Team and placement can contact the Work Placement Lead or Academy at any time during the placement to discuss any issues or concerns.
2. Feedback gathered by team to be forwarded to the Work Placement Lead

Monitoring & Review

This policy will be reviewed every two years as a minimum and more often in light of experience, guidance or legal changes or any other relevant areas.

Appendix 1

Work Placement Induction Checklist
To be completed with the manager, at the start of the placement.

Work Placement Induction Checklist