Code of Conduct: Staff

HANDBOOK INTRODUCTION

This handbook applies to all staff and volunteers connected with Hull City Ladies. It provides an overview of the Club’s policies, procedures, and standards of conduct, outlining both what is expected of you and what you can expect from the Club.

Any amendments or additions to this handbook will be formally communicated. All policies and procedures are reviewed annually to ensure they remain effective, compliant, and fit for purpose.

INTRODUCTION

While you are engaged with Hull City Ladies in either a voluntary or contracted capacity, your Line Manager will be your primary point of contact and will support you throughout your role.

Your Line Manager will:

Assist you in settling into the Club
Introduce you to your team and other staff and volunteers
Ensure you understand your key responsibilities
Explain relevant health and safety requirements relating to your role and working environment

In addition, your Line Manager will review the Club’s official policies with you, including those guided by The FA and listed within this handbook. You will be required to confirm your understanding by providing a signature.

You are encouraged to use this induction period to ask questions and highlight any areas where further support or training may be required.

Line Manager: Adrian Costello (General Operations Manager)

SUPPORT AND TRAINING

Your Line Manager will provide ongoing support and supervision throughout your involvement with the Club. Hull City Ladies encourages open communication and values feedback from all staff and volunteers.

Regularly scheduled supervision meetings, if required, will take place to support your development and monitor progress in your role. An annual appraisal will also be conducted.

Training needs may be identified by you, your Line Manager, or the Welfare Officer/Safeguarding Champion. Where appropriate, relevant training will be arranged to ensure you are able to fulfil your role effectively and safely.

EXPECTATIONS, COMMITMENT AND RELIABILITY

You can expect the Club to:

Treat you with dignity, respect, and fairness
Provide support and training to help you develop new skills
Assign tasks appropriate to your skills, interests, and experience
Provide a safe and supportive working environment

All staff and volunteers are expected to:

Treat others with respect and behave in a professional and appropriate manner
Comply with all Club policies and procedures
Work collaboratively with colleagues
Be reliable and notify relevant personnel promptly if unable to attend or if running late
Seek support when required and raise concerns appropriately
Inform the Club of changes in circumstances (e.g. holidays, interviews, or other commitments)
Declare any potential or actual conflicts of interest that could affect the Club or your role
Maintain strict confidentiality of all Club, player, and partner information
Wear Club-issued uniform at all times, where provided
Respect the dignity of colleagues and participants and refrain from inappropriate behaviour or language
Ensure sessions start and finish on time and arrive prepared
Use mobile phones appropriately and only within approved communication channels
Maintain professional boundaries at all times, including digital communication
Take reasonable care of their own health and safety and that of others

Staff and volunteers may leave their role at any time. However, in line with the signed agreement, the Club requests a minimum of two months’ written notice wherever possible.

CONFIDENTIALITY

During your time with Hull City Ladies, you may have access to personal, sensitive, or confidential information. This information must not be disclosed to any unauthorised individual or organisation.

If you have concerns or need to discuss a confidential matter, you should approach your Line Manager, Director, Welfare Officer, or Safeguarding Champion.

Any individual associated with Hull City Ladies shall not, during or after their involvement with the Club, disclose or use any confidential information obtained through their role.

EQUALITY AND DIVERSITY

Hull City Ladies is committed to promoting equality, diversity, and inclusion. The Club actively opposes all forms of unlawful discrimination and recognises that individuals may experience discrimination based on (but not limited to):

Race or ethnicity
Disability
Gender identity
Sexual orientation
Marital or relationship status
Age
Faith or belief
Physical or mental health
HIV status
Appearance or background

The Club strives to provide fair access, opportunity, and treatment for all members of the community.

HEALTH AND SAFETY

Hull City Ladies is committed to ensuring, so far as is reasonably practicable, the health, safety, and welfare of all staff, volunteers, and others affected by its activities.

Health and safety responsibilities apply at all levels of the Club. Effective implementation requires cooperation from all staff and volunteers.

The Club will:

Take reasonable steps to protect the health and safety of all staff and volunteers

Staff and volunteers will:

Co-operate with health and safety procedures
Report all accidents and incidents, however minor
Not interfere with equipment or measures provided for safety

Any concerns regarding health and safety should be raised immediately with a Line Manager, Director, or Welfare Officer. The full Health and Safety Policy is available upon request.

PERSONAL SAFETY

Personal safety is defined as an individual’s ability to go about daily activities without fear of psychological, emotional, or physical harm.

As part of your induction, you must complete an emergency contact form and return it to your Line Manager.

PROBLEM SOLVING AND GRIEVANCES

The Club values open communication and aims to resolve issues promptly and informally where possible. If you are dissatisfied with any aspect of your role, you should raise this with your Line Manager in the first instance.

If a concern cannot be resolved informally, you may submit a formal complaint in line with the Club’s Grievance Policy, available upon request.

ACCIDENTS AND INCIDENTS

All accidents and incidents must be reported to your Line Manager and Welfare Officer as soon as possible. In an emergency, the emergency services must be contacted immediately.

DATA PROTECTION

The Club holds personal information for staff and volunteers in accordance with its Data Protection Policy. Information is stored securely and retained only for as long as necessary. You have the right to request access to your personal data.

DBS AND SAFEGUARDING

Where a role involves working with children or vulnerable individuals, a Disclosure and Barring Service (DBS) check is required in line with FA safeguarding regulations. The Welfare Officer will provide guidance where applicable.

BETTING AND GAMBLING

All staff and volunteers are considered participants in football and are strictly prohibited from betting, directly or indirectly, on football matches or competitions anywhere in the world.

EXPENSES

Reasonable expenses incurred in relation to Club duties may be reimbursed, subject to prior approval by the Line Manager and Chairperson. Claims must be supported by valid receipts or invoices.

ABSENCE

The Club recognises that absences may occur and is committed to supporting staff and volunteers’ wellbeing. However, persistent absence may impact operations.

If you are unable to attend your role, you must notify your Line Manager at the earliest opportunity.

STAFF AND VOLUNTEER AGREEMENT

This agreement outlines mutual expectations between the Club and its staff and volunteers.

The Club commits to:

Providing appropriate induction, training, and support
Maintaining a safe and inclusive working environment
Applying equality, complaints, and safeguarding policies consistently

Staff and volunteers agree to:

Perform their role reliably and professionally
Attend scheduled sessions wherever possible
Follow all Club policies and procedures

All staff and volunteers must sign and return this Code of Conduct prior to commencing their role.

KEY CONTACTS

Role	Name	Phone	Email
Director	Rachel Gay	07738 918593	Rachel.gay@hullcityladies.com
Operations Manager	Adrian Costello	07833 226489	adriancostello5@gmail.com
Club Secretary	Kirsty Eastwood	07709 848049	secretary@hullcityladies.com
Welfare Officer & Safeguarding Champion	Sue Altass	07801 836235	hullcityladieswelfare@gmail.com

Signed: Rachel Gay (Chairperson)