Policy Statement on Equality of Opportunity

Download our Equality and Diversity leaflet
Phoenix Futures believes that diversity is our strength, and that we actively support equal opportunities in all areas of our services, recruitment, employment and management practices.

We expect everyone that we work with to contribute to an environment in which people are treated with respect and their contribution is valued.

The way we work reflects the mission of Phoenix Futures and is governed by the legislation that outlaws discrimination and promotes equality and diversity.

Phoenix Futures delivers services in a way that genuinely recognises the importance of an inclusive society that brings opportunities and access for individuals.

We will make reasonable adjustments to working practices, equipment and premises and offer, where appropriate, additional support so that people are able to take a full and active part in our work.

We will:

• Ensure that our equal opportunity policy is known to everyone we work with and to potential clients and staff.

• Provide training to support this policy.

• Monitor and review the policy through our Equalities & Diversity Working Group.

• Take appropriate action against those who do not keep to this policy.

Policy Statement on the Recruitment of Ex-Offenders

General Principles
Phoenix House will use the Criminal Records Bureau (CRB) Disclosure Service to help assess the suitability of applicants to positions of trust. Phoenix House complies fully with the CRB Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed.

Policy Statement

• Phoenix House is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age physical/mental disability or offending background.
• We actively promote equality of opportunity for all with the right mix of talent, skills, and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications, and experience.
• A Disclosure is only requested after a thorough risk assessment has been carried out and indicates that one is both proportionate and relevant to the position concerned. For those positions where an appropriate Disclosure is required, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position.
• Unless the nature of the position allows Phoenix House to ask questions about an applicants entire criminal record, we will only ask about "unspent" convictions as defined in the Rehabilitation of Offenders Act 1974.
• We will ensure that all those in Phoenix House who are involved in the recruitment process have been suitably trained to identify and assess the relevance and

circumstances of offences. We will also ensure that they have received appropriate
guidance and training in the relevant legislation relating to the employment of
ex-offenders, e.g the Rehabilitation of Offenders Act 1974.

• At interview, or in a separate discussion within the selection process, we will ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought, could lead to withdrawal of an offer of employment.
• We will make every subject of a CRB Disclosure aware of the existence of the CRB Code of practice and make a copy available on request.
• We will undertake to discuss any matter revealed in a Disclosure with the person seeking the position before any withdrawal of a conditional offer of employment, where this is necessary.

Having a criminal record will not necessarily bar an individual from working with us; This will depend on the nature of the position and the circumstances and background of the offences.

Policy Statement on the Secure Storage, Handling, Use, Retention and Disposal of Disclosures and Disclosure Information

General Principles
Phoenix House uses the Criminal Records Bureau (CRB) Disclosure Service to help assess the suitability of applicants for positions of trust. Phoenix House complies fully with the CRB Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information. It also complies fully with its obligations under the Data Protection Act and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal o Disclosure information and has a written policy on these matters, which is available to those who wish to see it on request.

Storage & Access
Disclosure information is never kept on an applicant's personnel file and is always kept separately and securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties.

Handling
In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and we recognise that it is a criminal offence to pass this information to anyone who is not entitled to receive it.

Usage
Disclosure information is only used for the specific purpose for which it was requested and for which the applicant's full consent has been given.

Retention
Once a recruitment (or other relevant) decision has been made, we do not keep Disclosure Information for any longer than is absolutely necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than six-months, we will consult the CRB about this and will give full consideration to the Data Protection and Human Rights individual subject before doing so. Throughout this time, the usual conditions regarding safe storage and strictly controlled access will prevail.

Disposal
Once the retention period has elapsed, we will ensure that any Disclosure information is immediately suitably destroyed by secure means, i.e by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g waste bin or confidential waste sack). We will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure. However, notwithstanding the above, we many keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.

Acting as an Umbrella Body Before acting as an Umbrella Body (one which countersigns applications and receives Disclosure information on behalf of other employers or recruiting organisations), we will take all reasonable steps to ensure that they can comply fully with the CRB Code of Practice. We will also take all reasonable steps to satisfy ourselves that they will handle, use, store, retain and dispose of Disclosure information in full compliance with the CRB Code and full accordance with this policy. We will also ensure that any body or individual, at whose request applications for Disclosure are countersigned, has such a written policy and, if necessary, will provide a model policy for that body or individual to use or adapt for this purpose.