The Code of Conduct at Village Support Limited sets the ethical standards expected of members, employees, volunteers and board members. It ensures behaviour aligns with the organisation’s values and commitment to respectful, culturally aware service.
The Code applies to all members, staff, volunteers and board members. Breaches may result in disciplinary action or dismissal. In this policy, “clients” refers to individuals, families and communities, and “staff” includes members, employees, volunteers, students and board members.
Employees are expected to:
Managers and supervisors must:
At The Village Ltd, confidentiality is paramount. All members, employees, volunteers, and board members must safeguard any personal, sensitive, or private information related to clients, colleagues, volunteers, or the organisation’s operations. This commitment to confidentiality aligns with the Privacy Act 1988 and the Privacy Amendment (Enhancing Privacy Protection) Act 2012, which govern the handling of personal information in Australia.
Key confidentiality principles include:
Confidential documents must be stored securely and out of sight when not in use.
Workspaces should be organised so that client or agency information is not left on desks or in public areas. For more details, employees should refer to Village Support Limited Privacy and Confidentiality Policy outlined in the organisation’s Policies and Procedures Manual.
These guidelines help maintain professional boundaries and protect both employees and the organisation from ethical issues related to gift-giving.
A conflict of interest arises when an employee’s personal, financial, or professional interests may interfere with their duties and responsibilities at Village Support Limited Such situations can compromise impartiality, objectivity, and decision-making, potentially damaging the organisation’s integrity.
Common examples of conflicts of interest include:
Managing Conflicts: When a conflict of interest is identified, appropriate action will be taken to protect both the individual and the organisation. This may involve:
Ethical Obligations: It is essential for all members, employees, volunteers, and board members to remain transparent about potential conflicts and seek guidance if unsure about any situations that could be perceived as compromising their professional role at Village Support Limited
At The Village Ltd, the exchange of gifts is limited due to ethical and financial considerations. The giving and receiving of gifts can create conflicts of interest, compromise professional judgment, or raise concerns about favouritism. Members, employees, volunteers, and board members must follow strict guidelines to avoid any appearance of impropriety.
Key principles include:
Village Support Limited have a range of work policies designed to ensure a safe, fair, and productive work environment for all members, employees, volunteers, and board members. These policies set clear expectations about behaviour, performance, and responsibilities within the organisation. All staff members are expected to be familiar with and adhere to these policies, which cover various aspects of workplace conduct.
Some key areas covered by Village Support Limited work policies include:
All members, employees and volunteers at Village Support Limited are expected to dress in neat and tidy clothing and wear appropriate footwear at all times. Depending on the occasion or the nature of the work, dress standards may vary. For example, when working with certain client groups or communities, employees should ensure their attire is culturally respectful and non-offensive. This may include wearing clothing that is not revealing and ensuring that shoulders are covered.
If an employee or volunteer is uncertain about what is appropriate to wear for a particular situation, they are encouraged to consult with other staff members or a manager for guidance.
Village Support Limited have specific policies regarding work hours and expectations for behaviour in the workplace. While the organisation strives to offer flexibility to its employees, it also expects staff to be honest and responsible in fulfilling their work obligations. Employees are expected to familiarise themselves with and adhere to these policies.
The details of work hours, including expectations for punctuality, breaks, and any provisions for flexible working arrangements, are outlined in the relevant workplace policies. It is the responsibility of employees to understand and follow these guidelines to ensure the smooth operation of the organisation and provision of its services.
All employees and volunteers at Village Support Limited are expected to be physically and mentally fit for duty while at work. This means they should not be unduly fatigued or under the influence of alcohol or drugs, as this can compromise safety and performance of self and clients.
If an employee is found to be impaired, they may be directed to leave work for the day, and further disciplinary action may be taken as necessary based on the health and safety risks involved.
Employees are also required to inform their manager or the Managing Director if they have any serious health conditions that may affect their ability to perform their duties safely. This includes providing instructions on how to manage their condition in case of an emergency. If there are changes in an employee’s health status that could impact their work performance, it should be reported to their manager or Supervisor.
In some cases, Village Support Limited may request medical advice to confirm an employee’s fitness for duty and to ensure appropriate support is provided if needed in the workplace.
Smoking is strictly prohibited in all Village Support Limited buildings and vehicles. However, alcohol may be consumed in moderation during after-hours social events or work functions, as long as it does not negatively impact work performance or safety of individuals, members, employees or clients. This provision may be recalled at any time in the discretion of management or the board.
Village Support Limited also supports employees who wish to quit smoking or address alcohol or drug-related issues by offering reasonable assistance. Employees struggling with these matters are encouraged to seek support by discussing it with their manager.
The use of illegal drugs is strictly prohibited at Village Support Limited Employees and volunteers must not be under the influence of drugs while at work, as it poses a significant risk to safety, performance, and the wellbeing of others. Anyone found to be impaired by drugs while on duty will be required to leave work for the day, and further disciplinary action may be taken if necessary.
Village Support Limited is committed to supporting employees who may be dealing with substance abuse issues. Employees are encouraged to seek help if they are struggling with drug-related problems, and the organisation will take reasonable steps to assist them in managing or overcoming such challenges.
Invitations to social functions or events funded by clients must be assessed by management to ensure they do not compromise the employee’s impartiality, create conflicts of interest, or suggest favouritism.
Employees are advised not to attend private social events with clients unless pre-approved by management. Doing so may create conflicts of interest or suggest favouritism, which could harm professional relationships. Maintaining these boundaries helps protect both the clients and employees, ensuring that the organisation operates with professionalism and integrity at all times.
All employees must comply with the organisation’s health and safety standards and policies to ensure a safe working environment. Regular safety checks and adherence to safety protocols are required to prevent workplace accidents or injuries.
At The Village Ltd, maintaining professional boundaries and respectful relationships with clients is crucial. Members, employees, volunteers, and board members must always ensure that their interactions with current, prospective, or past clients remain professional and in line with the organization’s standards of conduct.
Key guidelines for client contact include:
Respectful and Professional Behaviour
All interactions with clients must be courteous, respectful, and professional. Personal feelings or biases should not interfere with providing fair and equitable service.
Avoiding Close Personal Relationships
Developing close personal relationships with clients is discouraged as it may compromise the employee’s professional judgment and the organisation’s integrity.
Employees must refrain from intimate or physical contact with clients to avoid conflicts of interest or perceived favouritism.
Prohibited Actions: Employees should not engage in the following actions with prospective, current, or past clients:
Some employees may also belong to refugee communities or other client groups, creating dual roles. If this is the case, the employee should inform their manager or the Managing Director to ensure there are no conflicts between their professional and personal relationships.
Employees must disclose any concerns about client relationships or situations that could compromise their professional duties. This includes seeking approval for any necessary exceptions, such as maintaining contact with a past client under specific, approved circumstances
Employees must not share their personal contact details, such as home addresses, phone numbers, or social media accounts, with clients. Communication with clients must be conducted through official channels, and employees are not expected to respond to client calls or messages on work phones after hours.
Staff at Village Support Limited use mobile phones based on their job requirements.
Mobile phones are provided primarily for safety and are intended for work-related use only. Given the significant costs associated with mobile phone operations, employees are encouraged to be mindful of the number and duration of calls made or received. For safety and legal reasons, employees must not use mobile phones while driving unless a hands-free device is available.
To minimise distractions during meetings, mobile phones should be turned off. Employees are requested not to leave meetings to take calls unless the situation is urgent. Employees may use Village Support Limited phones to make or receive urgent local personal calls during work hours, but such calls should be kept to an absolute minimum. Employees are
not permitted to share their personal phone numbers or contact details with clients.
Computers and communication tools (including the Internet) at Village Support Limited Should be used exclusively for work-related purposes unless otherwise authorised by a manager or the Managing Director.
While limited personal use of computers and telephones are permitted, it must not interfere with the employee’s duties or those of others and should not involve any illegal or unethical conduct. Employees are responsible for using these resources appropriately and adhering to all legal and administrative policies. The following uses of computers and communication equipment are explicitly prohibited:
Village Support Limited licenses software from various vendors. Software can only be copied and used in accordance with licensing agreements and with the permission of the CEO/ co-CEO. Copyright laws impose penalties for unauthorised copies of software. Employees must not copy software acquired by Village Support Limited for personal use, nor use unlicensed or illegal software on company computers.
Users are required to check all portable devices for viruses. If a virus is detected, the manager or supervisor should be notified immediately, and escalation to Village Support Limited IT Consultant should follow if necessary.
Computer programs must not be installed on individual computers without approval from Village Support Limited IT Consultant or Manager.
If approached by the media for comments regarding Village Support Limited programs, members, employees and volunteers must decline and refer the request to a manager or the Managing Director. Only the Managing Directors and the Chair of the Board have the authority to speak on behalf of Village Support Limited In some cases, the Managing Director may authorise an employee to comment to the media.
Employees should be aware that Village Support Limited operates within a sensitive political environment and should exercise common sense when posting or responding on social media. Employees, members and volunteers are expected not to post negative comments about The Village Ltd, its clients, or the refugee community on social media.
Employees are authorised to sign letters on behalf of Village Support Limited within their scope of responsibility related to clients, programs, and agency administration. Letters or documents with significant legal, financial, political or public relations implications must be signed by the Managing Director, or the Chair of the Board.
Relationship with Stakeholders
All employees, board members, members and volunteers should recognise the importance of maintaining positive working relationships with stakeholders. There is an obligation to:
All documents, designs, or concepts created by employees during their employment at Village Support Limited remain the organisation’s intellectual property. Authors will receive formal acknowledgment for their work. Upon request, all work-related information produced by employees must be made available to the Managing Director, subject to confidentiality agreements.
Village Support Limited retains intellectual property rights if:
Minor Misconduct
Minor misconduct includes behaviours that impede employee, member performance or that of volunteers, such as:
Serious Misconduct
Serious misconduct includes:
Discrimination refers to practices that disadvantage individuals based on certain attributes. In Queensland, people have the right to fair treatment, and Village Support Limited do not tolerate any form of discrimination, racism, harassment, intimidation, or violence, including based on:
Sexual harassment includes unwelcome advances or requests for sexual favours. Village Support Limited strictly prohibits all forms of harassment. Employees who feel harassed should report the incident to their manager or CEO/ co-CEO. If the Manager or CEO is involved, report to the Chair of the Board.
Clients experiencing harassment from an employee are encouraged to file a formal complaint using Village Support Limited complaint process.
Bullying
Bullying is the ongoing misuse of power through repeated verbal, physical, or social behaviour intended to harm others. This behaviour can manifest in person or online and may be overt or covert.
Bullying can have immediate and long-term effects on those involved, including bystanders. It is important to differentiate bullying from mutual conflicts or isolated incidents of aggression. Employees or volunteers who feel bullied should report the matter to a manager or Managing Director. If a Managing Director is involved, the issue should be reported to the Chair of the Board. Clients believing they are subjected to harassment can use Village Support Limited complaint process to lodge a formal complaint.
The Code of Conduct applies to all members, employees, volunteers, students and board members of Village Support Limited. Everyone involved with the organisation is expected to follow these standards when carrying out their responsibilities.
The Code of Conduct sets clear expectations for ethical behaviour, professional standards and respectful workplace conduct. It helps ensure that staff, volunteers and board members act in ways that protect clients, colleagues and the organisation.
Any actual or perceived conflict of interest should be disclosed as soon as possible to a manager, the Managing Director or the board. Early disclosure allows the organisation to manage the situation appropriately and maintain transparency.
All staff, volunteers and board members must protect personal and sensitive information related to clients, colleagues and the organisation. Confidential information can only be accessed by authorised personnel and must never be shared without proper consent unless required by law or duty of care.
Small token gifts may sometimes be acceptable, particularly in cultures where gift-giving is customary. Gifts of significant value or those that may influence professional judgment must be declined or reported to a manager.
Breaches of the Code of Conduct may result in disciplinary action depending on the nature of the incident. This may include formal warnings, corrective action or termination in serious cases.
The organisation maintains policies that promote professionalism, respect and fairness in the workplace. Harassment, discrimination or inappropriate behaviour are not tolerated and may lead to disciplinary action.
