Work Experience June 2016
Where to find things: Introduction .................................................................................................................................................................................................. 2 1.
Who’s this policy for? ..................................................................................................................................................................... 2
2.
What is work experience? ............................................................................................................................................................ 2
3.
What do we offer? ............................................................................................................................................................................ 2 a)
Office ............................................................................................................................................................... 2
b)
Stores ............................................................................................................................................................... 2
c)
CFCs.................................................................................................................................................................. 2 What do I need to do to organise an informal work experience placement? ........................................................ 2
4. a)
Office ............................................................................................................................................................... 2
b)
Stores ............................................................................................................................................................... 2
5.
What type of work can students do during their placement? ...................................................................................... 3
6.
What should I do before they start? ......................................................................................................................................... 3
7.
What should I do when their placement ends?.................................................................................................................... 3
Policy info ...................................................................................................................................................................................................... 4 Policy owner: ................................................................................................................................................................................................ 4 Ownership and confidentiality ............................................................................................................................................................ 4
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Introduction
4. What do I need to do to organise an informal work experience placement?
Work experience is a good opportunity for young adults, still in full time education, to get a taste of what the working environment is like.
1. Who’s this policy for? This policy is for any manager that is considering accepting a full time student to come in and perform work experience in their area of the business. It will explain what the young person can do while working here and also will outline a manager’s role in supporting them. This policy doesn’t apply to summer internships.
2. What is work experience? Work experience is a short unpaid informal work placement for students in full time education. This is so they can gain insight into the working environment which can help improve their employability.
a) Office If you know have been contacted by someone that would like to take part in work experience then you need to speak to your line manager and your functional People team in the office who will be able to help organise this. We will consider all requests fairly but it is up to the WL3 manager of the team they may be joining whether to accept the placement or not. Before requests are approved, it is important to consider whether there are a sufficient number of activities that they can do during their placement. If a request is approved then a placement coordinator should be assigned, who is then responsible for:
3. What do we offer? We offer work experience in our stores, offices and Customer Fulfilment Centres (CFCs). Due to the inherent safety risks associated with the equipment we operate in distribution centres we do not offer work experience placements in this area of the business.
a) Office Work experience can be offered to students who are in full time education or a young person on an apprentice or traineeship programme and generally aged between 1418 years old. In our offices we have informal work experience programmes were we typically offer:
One day work shadowing Up to 5 days work experience placement
b) Stores In our stores we currently offer up to 5 days work experience to students who are in full time education and generally aged between 14-16 years old. This can be arranged between the individual and the store.
c) CFCs In our CFCs we do allow for people to complete work experience with us as long as they are over 18 years old and through formally registered programmes. For more information please speak to your People Manager.
confirming the dates of the placement and provide a written outline of what the student will be doing during their placement, in advance of them starting and send them a copy of this. filling out any forms on behalf of the school or the individual and supply a copy of our employer liability insurance certificate if requested. You can get this by e-mailing your People team. informing the student or their school that we are not able to guarantee Disclosure and Barring Service (criminal record) checks but explain that the student will not be placed in an isolated 1:1 situation with a colleague. completing section 2 of the work experience information and consent form and send to the student to complete section 1. This will need to be completed by both parties before they start. completing a risk assessment using the office risk assessment form as a guide; and if appropriate, having the student fill out and sign the confidentiality agreement if they are joining a team where they could be witness to business sensitive information.
b) Stores As part of our work experience programme in stores, work experience can only be approved if it has been agreed between the individual and the Store Manager and People Manager. It is at the store’s discretion but it is recommended to have a maximum of four students per store at any one time. The People Manager will need to:
complete a risk assessment for the store; complete section 2 of the work experience information and consent form and send it to the student to complete section 1. This will need to be completed by both parties before they start; and
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log the necessary information on the Student Information Tracker sheet.
5. What type of work can students do during their placement? We want to make sure that anyone that is completing work experience gets the most out of their time with us.
In the office they may be able to:
Attend meetings Help with data entry Shadow different members of the team Have practice interviews with your People team Shadow a graduate buddy for a day
In stores they may be able to:
Help restock shelves Shadow a duty manager for the day Help with stock control and price integrity Help any community events that are taking place Have a practice interview with a People Manager or the Store Manager Help in produce and dairy, meat and poultry areas to gain an understanding of the importance of stock routines.
There are roles in areas that are not appropriate for a student to undertake due to health and safety, security or legal restrictions such as:
Customer Service Desk Backdoor or warehouse or nights Fresh Food Counters and Bakery Beers Wines and Spirits Colleague Room Trolleys or checkouts Photo processing Security Pharmacy or Opticians Dotcom Delivery Assistant
Legally anyone under 18 can't work for more than 8 consecutive hours and must have a 30 minute break at least every 4.5 hours. As work experience is optional there are no minimum hours that they have to work.
In the office, make sure you’ve got a desk for them to sit at when they first arrive, and explain about our hot desking ways of working Arrange a mini induction and explain what they will be doing while they’re here and any health and safety information that they need to know such as where fire exits are, when the fire alarm testing goes off (in office), how to lift weights/boxes safely. Make sure they have a contact number for you so they can phone you if they have a problem getting to work or are sick Assign them a buddy who can help support them during their placement.
On their first day:
They will need to have a mini induction with all the relevant health and safety information. Show them how to use any equipment needed for the tasks that they’ll be doing. Explain our first aid and accident procedures and where our fire exists are. Explain if any fire alarms are due to be tested. Take them on a mini tour of your building/store to show them where the toilets, tea points, and colleague restaurants are. Talk them through the Code of Business Conduct so they know how we expect people to treat others and company property. Go through data protection rules if they are going to have access to customer or other colleague information such as how they should never share customer or colleague data with other people or companies in any form unless the customer or colleague has given you permission to do so. Make them aware of any other key policies or processes relevant to your area of the business.
7. What should I do when their placement ends? When the student leaves after completing their work experience please remember to collect any passes or equipment that they were given. As a company we do not offer personalised references so we are unable to provide anyone that has completed work experience with a reference.
6. What should I do before they start? Here are some things to think about before they start:
Make sure both you and the student know when they are coming in so you can meet them on their first day and sign them in the visitors’ book. Make sure that they know where to park, and what time they need to get to work, and if they need to wear anything in particular e.g. no open toed shoes if they’re going to be working in store
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Related material -
Office risk assessment form
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Store risk assessment form and Student Information Tracker
Work Experience Information and Consent form Confidentiality agreement
Policy info Version No.
Date of change
Summary of change
1
20th June 2016
New policy
Policy owner:
[email protected] Ownership and confidentiality This document shouldn’t be shared with anyone externally without permission from your Director. This policy and any associated documentation remains the property of Tesco and should be returned if requested.
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