Login

CH161-Workplace Relationships and Professional Conduct Policy

{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

Workplace Relationships and Professional Conduct Policy

1. Purpose

The purpose of this policy is to promote and maintain a positive, respectful and professional working environment at {{org_field_name}}, where all staff uphold high standards of integrity, accountability, compassion, honesty and professional conduct. This policy sets out how {{org_field_name}} manages interpersonal conduct, workplace relationships, conflicts of interest, professional boundaries and behaviour that may affect the safety, dignity, rights or wellbeing of people using the service.

This policy supports compliance with the Health and Social Care Act 2008, the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 and the CQC Fundamental Standards, particularly Regulation 10 (Dignity and Respect), Regulation 12 (Safe Care and Treatment), Regulation 13 (Safeguarding Service Users from Abuse and Improper Treatment), Regulation 17 (Good Governance), Regulation 18 (Staffing), Regulation 19 (Fit and Proper Persons Employed) and Regulation 20 (Duty of Candour).

The policy also supports CQC’s current assessment framework, including the key questions of whether the service is safe, effective, caring, responsive and well-led, and the relevant quality statements on safeguarding, safe and effective staffing, workforce wellbeing and enablement, equity, learning culture, governance, accountability and shared direction and culture.

2. Scope

This policy applies to all employees, volunteers, agency staff, contractors, and any individuals representing {{org_field_name}} in a professional capacity. It applies to behaviour inside and outside of the workplace where it may impact professional reputation, working relationships, or the safety and well-being of the people we support. It includes guidance on maintaining boundaries with colleagues and people we support, and expectations of professional behaviour in communication, conduct, and decision-making.

This policy applies to face-to-face, written, telephone, electronic and social media communication. It also applies to conduct outside work where that conduct could affect staff suitability, public confidence in the service, professional boundaries, safeguarding, working relationships, the reputation of {{org_field_name}}, or the safety and wellbeing of people using the service. This includes behaviour towards colleagues, people using the service, relatives, representatives, visitors, professionals, contractors, volunteers and any other person connected with the service.

3. Related Policies

This policy should be read in conjunction with:

4. Policy Details

4.1 Standards of Professional Behaviour

All staff must conduct themselves professionally, respectfully and safely at all times. Staff must treat people using the service, colleagues, managers, relatives, visitors, professionals and contractors with dignity, courtesy and respect. Staff must maintain a calm, kind, honest and cooperative approach and must not behave in a way that causes avoidable distress, intimidation, humiliation, discrimination, fear, exclusion or loss of confidence in the service.

Professional behaviour includes:

Any behaviour that undermines safe, compassionate, person-centred care, damages trust, places people at risk, breaches confidentiality, compromises professional boundaries or affects the good governance of the service may be managed under the disciplinary procedure and, where appropriate, safeguarding, referral to a professional body, DBS referral or CQC notification procedures.

4.2 Professional Boundaries with People Using the Service

Staff must maintain clear and appropriate professional boundaries with people using the service at all times. The relationship between staff and people using the service must remain focused on safe, respectful, person-centred care and must not become personal, romantic, sexual, financial, coercive, exploitative or dependent.

Staff must not:

Any concern about blurred boundaries, grooming, overfamiliarity, favouritism, financial irregularity, inappropriate contact, sexual safety, emotional dependency or possible abuse must be reported immediately to the Registered Manager {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} or Safeguarding Lead {{org_field_safeguarding_lead_name}}. Where a person may be at risk of abuse or improper treatment, the matter must be managed in line with the Safeguarding Adults from Abuse and Improper Treatment Policy and local safeguarding procedures.

4.3 Relationships Between Staff Members

{{org_field_name}} recognises that friendships and personal relationships may develop between colleagues. Staff must ensure that any personal relationship does not compromise professional judgement, confidentiality, safeguarding, fairness, supervision, rota allocation, team dynamics, record keeping or the delivery of safe care.

Staff must disclose to the Registered Manager any close personal, family, romantic or intimate relationship with another staff member where there is, or could be perceived to be, a conflict of interest. This is particularly important where one person supervises, manages, assesses, allocates work to, investigates, disciplines or influences the employment conditions of the other.

The Registered Manager will manage any declared relationship sensitively and confidentially, and may adjust supervision, reporting lines, rota arrangements or decision-making responsibilities to protect fairness, safety and governance. Staff must not show favouritism, exclude others, misuse confidential information, allow personal disagreements to affect care delivery, or behave in a way that creates tension, intimidation or unfairness within the team.

4.4 Use of Language, Attitude and Respectful Communication

Staff must use respectful, inclusive, professional and person-centred language at all times. Discriminatory, offensive, humiliating, aggressive, sexualised, threatening or intimidating language is not acceptable, whether spoken, written, electronic, posted online or presented as banter, humour or frustration.

Staff must not discriminate against, harass, sexually harass or victimise any person because of, or in connection with, a protected characteristic under the Equality Act 2010. Protected characteristics include age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation.

Staff must challenge or report inappropriate language or behaviour where it is safe to do so. Concerns must be reported to a line manager, the Registered Manager, the Safeguarding Lead, or through the Whistleblowing/Speaking Up Policy. {{org_field_name}} will not tolerate victimisation or retaliation against any person who raises a concern in good faith.

4.5 Preventing Sexual Harassment

{{org_field_name}} has a legal duty to take reasonable steps to prevent sexual harassment at work. Sexual harassment is unwanted conduct of a sexual nature that has the purpose or effect of violating a person’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment.

Sexual harassment may include, but is not limited to:

{{org_field_name}} will take reasonable steps to prevent sexual harassment by assessing risks, setting clear behavioural standards, providing training, encouraging early reporting, responding promptly to concerns and taking proportionate action where concerns are upheld. Staff must report sexual harassment or risks of sexual harassment to their line manager, the Registered Manager, the Safeguarding Lead or through the Whistleblowing/Speaking Up Policy.

Where sexual harassment involves a person using the service, a relative, visitor or other third party, managers must consider staff safety, safeguarding, mental capacity, care planning, behaviour support, risk assessment, contractual controls, police involvement and CQC notification requirements where applicable. Staff will not be expected to tolerate sexual harassment as part of their role.

4.6 Confidentiality and Discretion

All staff must protect the confidentiality, privacy and dignity of people using the service, colleagues and the organisation. Confidential information must only be accessed, used or shared where there is a lawful, legitimate and work-related reason to do so.

Staff must not:

Any breach or suspected breach of confidentiality, including inappropriate social media use or unauthorised disclosure, must be reported promptly to the Registered Manager and managed in line with the Confidentiality and Data Protection Policy, disciplinary procedure and any applicable data protection reporting requirements.

4.7 Managing Conflict and Raising Concerns

Staff are expected to manage workplace disagreements calmly, respectfully and constructively. Minor disagreements should be resolved informally where appropriate, with support from a line manager if needed. However, concerns involving safeguarding, abuse, neglect, discrimination, bullying, harassment, sexual harassment, victimisation, unsafe practice, dishonesty, criminal behaviour, poor care, boundary breaches or serious misconduct must be reported promptly and must not be treated as a simple interpersonal dispute.

Staff may raise concerns with:

{{org_field_name}} will not tolerate retaliation, intimidation, unfair treatment or victimisation against anyone who raises a concern in good faith. Managers must respond to concerns promptly, keep appropriate records, protect confidentiality as far as possible, and ensure that learning is used to improve practice.

4.8 Safeguarding, Notifications and Duty of Candour

Any conduct concern that may involve abuse, neglect, exploitation, improper treatment, sexual safety, financial abuse, discriminatory abuse, organisational abuse, coercion, grooming, a criminal offence, or avoidable harm to a person using the service must be escalated immediately in line with the Safeguarding Adults from Abuse and Improper Treatment Policy.

The Registered Manager must consider whether the concern requires:

Where the Duty of Candour applies, {{org_field_name}} will act in an open and transparent way with the person affected and/or their representative, provide a truthful account of what is known, apologise where required, explain what further enquiries will take place, and keep a clear written record of actions taken.

4.9 Monitoring and Conduct Oversight

The Registered Manager, provider and senior team are responsible for monitoring professional conduct, workplace relationships, team culture and professional boundaries. Monitoring will be proportionate and will support Regulation 17 governance requirements by helping the service assess, monitor and improve the quality and safety of care.

Monitoring may include:

Patterns of poor conduct, inappropriate relationships, boundary concerns, bullying, harassment, discrimination, staff conflict or closed culture indicators must be reviewed by the Registered Manager. Action may include reflective supervision, training, mediation, changes to working arrangements, formal investigation, disciplinary action, safeguarding referral or notification to external bodies where required.

4.10 Supporting a Positive, Open and Learning Culture

{{org_field_name}} promotes an open, inclusive and learning culture based on respect, compassion, equality, accountability and psychological safety. Staff are encouraged to speak up, ask questions, reflect on practice and raise concerns early. Managers must model professional behaviour, respond fairly to concerns and promote teamwork that supports safe, person-centred care.

The service will support a positive culture by:

Behaviour that creates a closed culture, discourages speaking up, normalises poor care, undermines dignity or prevents learning will not be tolerated.

4.11 Staff Suitability, Training and Competence

{{org_field_name}} will ensure that staff are suitable, competent and supported to meet the standards of professional conduct required in a care home service. Staff must participate in induction, mandatory training, supervision, appraisal and competency checks relevant to their role.

Training and support linked to this policy will include, where relevant:

Staff must inform the Registered Manager promptly of any matter that may affect their suitability to work in the service, including criminal investigations, cautions, convictions, barring concerns, professional restrictions, conflicts of interest, health concerns affecting safe practice, or conduct outside work that may affect their role.

4.12 Social Media, Digital Communication and Personal Devices

Staff must use digital communication professionally and must follow the Social Media Policy, Confidentiality and Data Protection Policy and any local IT or mobile device procedures. Staff must not use personal social media, private messaging accounts or personal devices to form inappropriate relationships, share confidential information, discuss workplace concerns inappropriately, criticise people using the service or colleagues, or bring the service into disrepute.

Staff must not take photographs, videos or audio recordings of people using the service, colleagues, care records or workplace incidents unless this is expressly authorised, lawful, necessary for care or investigation purposes, and completed using approved systems. Any inappropriate digital communication or social media concern must be reported to the Registered Manager.

4.13 Gifts, Hospitality and Financial Boundaries

Staff must maintain clear financial boundaries with people using the service and their relatives. Staff must not borrow, lend, request, accept or handle money, gifts, loans, personal belongings, bank cards, PINs, passwords or financial documents unless this is part of an agreed, documented and authorised care arrangement.

Any offer of a gift, tip, hospitality, bequest, loan or financial benefit must be reported to the Registered Manager and recorded in line with the Gifts and Hospitality Policy. Staff must never encourage a person using the service or their representative to give gifts, money or benefits. Any concern about financial abuse, coercion, missing property or undue influence must be reported as a safeguarding concern.

5. Policy Review

This policy will be reviewed at least annually, or earlier where required due to changes in legislation, CQC guidance, safeguarding learning, incidents, complaints, employment law, staff feedback, resident or family feedback, or organisational change.

The Registered Manager is responsible for ensuring that this policy remains current, accessible and implemented in practice. Updates will be communicated to staff through team meetings, supervision, internal communication and training where required. Staff understanding of this policy will be checked during induction, supervision, appraisal, competency review and, where relevant, conduct investigations.

Breaches of this policy may be managed under the Disciplinary and Grievance Policy and may also require safeguarding action, CQC notification, police referral, DBS referral, professional regulator referral or other external reporting, depending on the nature and seriousness of the concern.

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.

Leave a Reply

Your email address will not be published. Required fields are marked *