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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Workplace Relationships and Professional Conduct Policy

1. Purpose

The purpose of this policy is to set clear standards for workplace relationships and professional conduct within {{org_field_name}}, ensuring that all staff maintain the highest standards of behaviour, integrity, and professionalism. The wellbeing, dignity, and safety of people using our services are paramount. This policy ensures that all staff interactions—whether with service users, colleagues, or external stakeholders—are respectful, professional, and in line with the expectations set out in the Regulation and Inspection of Social Care (Wales) Act 2016, CIW guidance, and associated statutory regulations.

This policy also safeguards against conflicts of interest, inappropriate relationships, unprofessional behaviour, and conduct that may undermine the delivery of safe, person-centred care or compromise the reputation and operation of the care home.

2. Scope

This policy applies to all employees of {{org_field_name}}, including permanent, temporary, agency, bank, and contract staff, volunteers, trainees, and external professionals working within the home. It governs relationships and conduct during working hours, during breaks, on work premises, during external visits or professional meetings, and in interactions relating to the care home on social media or outside of working hours where relevant.

3. Related Policies

This policy must be read in conjunction with:

• CHW07 – Person-Centred Care Policy
• CHW08 – Dignity and Respect Policy
• CHW28 – Staff Conduct and Code of Ethics Policy
• CHW30 – Equality, Diversity, and Inclusion Policy
• CHW29 – Whistleblowing (Speaking Up) Policy
• CHW31 – Disciplinary and Grievance Policy
• CHW32 – Handling and Prevention of Bullying and Harassment Policy
• CHW33 – Staff Leave and Absence Policy

4. Policy Details

4.1 Professional Conduct Expectations
All staff are expected to act with honesty, respect, and courtesy in all workplace interactions. This includes:

• Treating every individual—whether resident, family member, colleague, or visitor—with kindness and professionalism
• Acting as a role model in behaviour and communication
• Maintaining appropriate boundaries with residents and colleagues
• Never using language or gestures that could be deemed aggressive, discriminatory, or offensive
• Following all organisational values and the CIW core values of Caring, Respect, Fairness, Integrity, and Professionalism​

Staff must also ensure that they:

• Arrive on time and appropriately dressed in accordance with the Uniform and Appearance Code
• Use social media responsibly and avoid posting anything that could bring the service into disrepute
• Refrain from discussing work-related matters outside the workplace unless authorised and appropriate
• Maintain confidentiality at all times, in line with CHW34 – Confidentiality and Data Protection Policy

4.2 Workplace Relationships
Personal relationships at work must never compromise professional boundaries or service delivery. In particular:

a) Relationships with Residents
Staff must not form personal, romantic, or financial relationships with any resident. This includes:

• Giving or accepting gifts or money (unless approved by management in accordance with CHW41 – Managing Service User Finances Policy)
• Sharing personal contact details or social media accounts with residents
• Spending time with residents outside of work without prior authorisation
• Favouring particular residents in ways that might be perceived as unprofessional

All staff are expected to maintain a professional, supportive relationship with each resident, focused on delivering safe, effective, and person-centred care.

b) Relationships Between Staff
Collegiality is encouraged, but personal relationships between staff must not:

• Interfere with teamwork, communication, or service delivery
• Lead to bias, favouritism, or conflicts of interest
• Cause discomfort or exclusion among other staff

Staff in a personal or romantic relationship with another member of staff must declare this in confidence to the Registered Manager: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}. This allows for appropriate boundaries to be maintained and for adjustments to rotas or roles to be considered if necessary.

4.3 Bullying, Harassment, and Discrimination
{{org_field_name}} has zero tolerance for any form of bullying, harassment, or discriminatory behaviour. This includes:

• Verbal, physical, or psychological abuse
• Intimidation, exclusion, gossip, or undermining behaviour
• Jokes, gestures, or language that is racist, sexist, homophobic, ageist, ableist, or otherwise discriminatory

Staff who witness or experience such behaviour must report it immediately to their line manager or through the Whistleblowing Policy (CHW29). All concerns will be investigated and, where substantiated, managed through CHW31 – Disciplinary and Grievance Policy.

4.4 Maintaining Boundaries and Avoiding Conflicts of Interest
All staff must maintain a clear separation between professional responsibilities and personal gain. This includes:

• Not using one’s role to obtain preferential treatment, contracts, or personal gifts
• Avoiding any involvement in the financial or legal affairs of residents without authorisation
• Refraining from any private care or employment arrangements with residents or their families without management approval
• Declaring any external interests or employment that may conflict with duties at {{org_field_name}}

4.5 Use of Social Media and Technology
Staff must never:

• Post identifiable images or details of residents, staff, or the workplace online
• Engage in online discussions or groups that breach confidentiality or defame the organisation
• Use mobile phones during working hours unless authorised or in emergency situations

Breaches will be managed through disciplinary procedures and could result in dismissal.

4.6 Supporting a Positive Culture and Accountability
All staff are expected to:

• Challenge unprofessional behaviour respectfully and constructively
• Report breaches of conduct to the appropriate person or via whistleblowing channels
• Reflect during supervision on conduct, relationships, and boundaries as part of continuous development
• Engage with training and role-modelling expectations in line with CIW’s focus on professional values and leadership​

Managers must ensure that team cultures promote open dialogue, fairness, and respect, and that supervision sessions include review of behaviour and conduct alongside performance.

5. Training and Awareness

All staff receive induction training which includes:

• Code of Conduct and Ethics
• Boundaries in Care
• Equality, Diversity and Inclusion
• Whistleblowing and Safeguarding
• Confidentiality and GDPR

Refresher training is provided annually or following any changes to policy or regulations. This is documented and monitored as part of our compliance with the training matrix in CHW27.

6. Consequences of Breach

Breaches of this policy may result in disciplinary action, up to and including dismissal. Serious misconduct such as abuse, exploitation, or breaches of confidentiality may be reported to CIW, the local safeguarding board ({{org_field_local_authority_authority_name}}), or other regulatory or criminal authorities in line with our legal obligations.

7. Policy Review

This policy will be reviewed annually or sooner if required in response to:

• Legislative or regulatory changes
• Recommendations from CIW inspections or audits
• Incidents or trends relating to professional conduct
• Staff feedback or organisational review

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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}}
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