SELF EMPLOYED DRIVER HANDBOOK 2019
It is important to us that you familiarise yourself with the contents of this booklet so that we may rely on you to uphold our good name. Please read the contents carefully and call us if you are uncertain of anything.
As an Old Windsor Logistics driver you are expected to be registered with the DVLA and will also be required to sign a mandate authorising us to carry out licence checks.
If you are a non UK registered driver you can register with the DVLA at no cost to yourself by completing a D9 Licence Counterpart form which can be obtained at any main Post Office or through Old Windsor Logistics. This does not mean that you change your licence to a UK licence, only that you are registered with the DVLA as an overseas driver, driving in the UK.
As an agency driver you are self-employed and engaged under a contract for services which means that you are free to decline assignments offered to you but if you accept a job, you will be subject to the control and direction of the client for whom you are working and will be expected to conform to that client’s standards and rules.
You are at all times responsible for your own conduct and will be assumed to always act within the law and any relevant bylaws. You are personally liable and responsible for any fines or penalties or charges which are legally levied upon you.
Old Windsor Logistics is under no obligation to offer you work but will endeavour to find you assignments to suit your requirements.
Old Windsor Logistics are a division of Old Windsor Recruitment Group Ltd.
DRIVER CUSTOMER ENGAGEMENT FRAMEWORK
Always greet a customer with a smile and a friendly attitude. A smile goes a long way and sometimes can make someone’s day!
“Good afternoon, your delivery is hear”
Remember your manners and to be polite at all times!
“Please, Thank you, Your Welcome”
If a customer does not respond first time to a knock or door bell. Try again and be proactive. Look up if they have left any alternative delivery preference. Ie. Deliver down the side of the house or behind the garage.
As a professional driver it is essential that you are suitably equipped and prepared for the job at all times. Driving can be a stressful and hazardous occupation and being properly prepared can save you time and trouble and can even save an injury to yourself or others. Please remember these basic and fundamental rules:
It is very important that you carry the basic tools for the job at all times. A small bag containing the following essentials will ensure you are always prepared for any eventuality:
A small amount of cash for tolls, parking and emergencies. Genuine expenses will be reimbursed if you make a note of them on your timesheet and return them with valid receipts.
It is not in your interest to cut corners and rush the job unnecessarily. Below is a list of standard checks that are your responsibility to carry out - and for which you get paid!
You have the correct vehicle
Height of trailer / box, so you know it will fit where you take it (Low bridges, telephone lines etc)
Trailer number (if applicable) and load are correct
Seal number (if applicable) corresponds with paperwork given
Check that each of the following are clean and secure where appropriate:
Front and rear number plates
Current Road Fund Licence disc
Current Operators Licence
MOT plates (unit and trailer)
Hazardous goods markers (where appropriate)
Windscreen, cab glass and driving mirrors
Front, rear and side lights and reflectors
Also that the following are in good working order as appropriate:
Fifth wheel and draw bar couplings
Air and electrics couplings
Brakes and warning lights, gauge or buzzer
Tachograph and speedometer
Radiator at correct level
Tyre pressures and tread depth
Fuel and oil levels, no leaks
All exterior lights (headlights, brake lights etc)
You can download the Daily or Weekly Vehicle Checklist Sheet as provided on our website.
Drivers only please!
Never take passengers or pets in your vehicle. In the event of an accident they will not be covered by any insurance.
Failure to adhere to this rule will result in you being banned from that client.
Always ensure that you arrive at least 10 minutes before the start of your duty so that our client has sufficient time to brief you properly.
Consistent tardiness will result in you being offered fewer assignments. If you are delayed and will be late for work then call the main office number or the client direct to advise them of your delay.
Always carry your licence and digital tachograph card with you at all times. Many clients like to take a copy of your licence before you begin an assignment. Your licence also acts as a form of ID in certain secure yards and docks. In accordance with Old Windsor Logistics standard procedure, we will be conducting regular DVLA checks on your licence. If at any time your licence is endorsed or withdrawn you must advise Old Windsor immediately. Drivers are reminded that they must advise both Old Windsor and the DVSA of any changes (or impending changes) to their licence which may/will affect their entitlement to drive. This is a legal responsibility of the driver.
It is the bain of every self-employed driver’s life, but keeping your documentation in order will ensure that you are compliant with all current legislation, and it will also help to ensure your pay will be correct
Old Windsor Timesheet. In order to ensure that you get paid correctly please be meticulous in your completion of timesheets. Always use the 24-hour clock to record times (round off to the nearest ¼ hour); and ensure that you take a break of at least 45 minutes because many clients will deduct a break automatically and so you will not get paid for it. Ensure that you get the client to sign your timesheet on completion of your working week. Timesheets can be downloaded from our website.
Client’s Paperwork. Before commencing an assignment make sure you understand the client’s paperwork and that you are able to complete all documents correctly. Always make sure you obtain a signature for any deliveries you make.
Availability and Job Allocation
Please help us to help you by keeping your phone switched on whenever you are not driving. It would be useful if you would keep us fully informed of your availability at all times.
Once you have committed to undertake an assignment, please honour that commitment. In the unfortunate event of illness or emergency then please make sure you give us as much notice as possible. We have a 2 week rota set up for shifts.
Conduct and Courtesy whilst on assignment
Although you are a representative of Old Windsor Logistics, always remember that on assignment you will be under the supervision of our client. As a professional driver you should always:
Be polite, helpful and willing with our client’s staff, workers at delivery and collection points and with members of the public
Conform to the client’s hours of work and familiarise yourself with their practices and procedures
Carry out your duties with the safety of yourself and others in mind
Lock your vehicle and take the keys with you if you need to leave the vehicle unattended
If you are ever waiting to be loaded for over an hour at any of your delivery points please ensure you contact the transport office in all circumstances. If you cannot reach the transport office then please call Old Windsor to convey the message
Leave the vehicle clean and tidy at the end of each day
Re-fuel before completing your paperwork and going home
Avoid using bad language (however mild), and be sensitive to what others may consider racially or sexually discriminating
Be discreet with any information relating to the business of our client or Old Windsor Logistics
Maintain regular contact with our client during the course of the working day
Complete the task assigned to you. Never go home without checking with the client first.
At Old Windsor Logistics we have very high standards and we expect a lot from our drivers. We will not tolerate any behaviour which we consider to be inappropriate and which includes (but is not limited) to the following:
Drunkenness and drug abuse (see Drugs & Alcohol Policy)
Violence, threats of violence or incitement to violence
Theft, dishonesty, malicious damage and affray
Sexual, racial or religious discrimination or inciting others to discrimination
Bullying, intimidation or harassment of any person or inciting such acts in others
Consistent non-observance of Drivers Hours and WTD legislation and/or the deliberate falsification of tachograph charts and records of working hours.
GOOD HANDLING TECHNIQUES FOR LIFTING
Here are some practical tips, suitable for use in safe manual handling. In the following section a basic lifting operation is taken as an example.
Think before lifting/handling. Plan the lift. Can handling aids be used? Where is the load going to be placed?
Will help be needed with the load? Remove obstructions such as discarded wrapping materials. For a long lift,
consider resting the load midway on a table or bench to change grip.
Keep the load close to the waist. Keep the load close to the body for as long as possible while lifting.
Keep the heaviest side of the load next to the body. If a close approach to the load is not possible, try to slide it
towards the body before attempting to lift it.
Adopt a stable position. The feet should be apart with one leg slightly forward to maintain balance
(alongside the load, if it is on the ground). The worker should be prepared to move their feet during the lift to
maintain their stability. Avoid tight clothing or unsuitable footwear, which may make this difficult.
Get a good hold. Where possible the load should be hugged as close as possible to the body.
This may be better than gripping it tightly with hands only.
Start in a good posture. At the start of the lift, slight bending of the back, hips and knees is preferable to fully
flexing the back (stooping) or fully flexing the hips and knees (squatting).1
Don’t flex the back any further while lifting. This can happen if the legs begin to straighten before starting
to raise the load.
Every driver must have the appropriate licence covering the category of vehicle they are about to drive in their possession when reporting to the client. It must be signed in the appropriate place.
Every driver is expected to know and observe the Highway Code.
You are expected to be familiar with and observe current laws and EEC regulations regarding driving hours and the use of Tachographs as well as the Road Transport Working Time Regulations.
Fines can be imposed for not wearing seatbelts when vehicles are equipped with them and must be worn at all times including in LGV/HGV vehicles.
Leaving a vehicle unattended
Always switch off the engine, apply the handbrake, remove the ignition keys and ensure the vehicle is locked and if applicable, alarmed.
Theft must be reported immediately to the POC and the police if appropriate. Remain with the vehicle without touching anything until the police arrive unless you have been instructed otherwise by the authorities. DO NOT leave your van unattended or running at any time while on delivery.
Your vehicle and trailer or semi-trailer, together with all parts and accessories effecting road safety, must be well maintained and serviceable when on the road. Therefore, you must report any defect on your vehicle to the POC as soon as possible. You must check your vehicle at the start of each day in accordance with the customer’s instructions.
Official Roadside Checks
Always co-operate fully with Department of Transport personnel and/or Police officers. If an immediate prohibition is given, contact the POC without delay. If a notice is deferred or delayed, inform the POC upon your return.
You are bound by law to pay attention to the weight, size and security of your load. Breaking the rules can mean a fine on you personally of up to £5000 for each offence. You must be aware of local regulations affecting where and when you can load and unload.
Remember that loads can settle and shift during a journey causing lashings to slacken.
The gross weight must not exceed the vehicles maximum plated weight.
The weight distribution and securing of a load must be in a way that no danger is caused to other road users. THE DRIVER IS RESPONSIBLE FOR THE SAFETY OF THEIR LOAD. If in doubt, report to the POC.
All deliveries must be made to an individual and signed for, under no circumstances should you attempt to leave a delivery on premises that are unattended via any means, i.e open door or window.
Training will be provided at assessment days and on the job with paid ride alongs for new drivers. All drivers must undergo HAZMAT training which will be provided either onsite or as a 2 days course with a training provider specialised in Dangerous Goods by Road Courses. Old Windsor will hold customer interaction and sales training monthly. It is requested that one session be made every 3 months. Dinner and drinks included.
Returning to the Workplace following Illness
We have a 3 step process in place:
1) Arrange a meeting upon your return to assess the welfare of the employee and the risk involved with your normal day to day
2) Training assessments will be conducted next to clear them for specific activities (applied where necessary).
3) Finally a follow-up meeting to check that everything has progressed as planned.
Performance and Benefits
Old Windsor appreciate and reward great performers! Every 3 months we hold a rewards night for the best self-employed drivers in the fleet! We give away Restaurant Vouchers, Mobile Phones, Watches, Tickets and treats for the family.
We perform compulsory background checks for all new drivers and starters. If you have any unspent convictions please let us know before sending for background checks. We use Accurate for all Background Checks.
POLICY ON ALCOHOL AND DRUGS IN THE WORKPLACE
Old Windsor Logistics believes that it is essential that all employees, workers and those who render services to the Company or at the Company’s premises are in full command of themselves and of all of their faculties throughout the working day.
Old Windsor Logistics requires you to present yourself for work on each occasion required under your contract in complete command of all your faculties i.e. without any dependence on alcohol or any other drugs of a non-medicinal nature and to maintain that state until the completion of your working hours under your contract. If during the course of your working day you have to take medicinal drugs on a regular basis, this fact should be known to the Branch Manager confidentially.
In the event that you present yourself at work or during working hours you are in a condition where the Branch Manager believes you to be under the influence of alcohol or drugs and you are not able to carry out your duties in a proper, fit and safe way you will not be allowed to commence work or continue work. Instead you will be suspended without pay and not allowed to return until such a time as you are in full control of your faculties.
In addition such behaviour will be subject to the disciplinary procedure of Old Windsor Logistics and after due investigation may result in dismissal as a result of gross misconduct.
Old Windsor Logistics is obliged to investigate all the circumstances surrounding such behaviour prior to commencing the disciplinary procedure and this may, where necessary, include seeking medical advice as to your condition including requiring you to submit to a medical examination. Old Windsor Logistics is obliged to investigate such matters in as much detail as possible and therefore expects you to comply with any requests that you submit to such examinations. You may appeal in accordance with the Company’s disciplinary procedure.
If the disciplinary procedure is evoked and you receive a disciplinary sanction short of dismissal or if you have a successful appeal Old Windsor Logistics will recommend that you take advantage of counselling services to help control your problem and you will be required to act of any such recommendation. In the event that you need to be absent from work for a period of treatment for either alcohol or drug dependency a reasonable leave of absence will normally be granted to cover this on an unpaid basis.
If Old Windsor Logistics suspects that you are in the possession of alcohol or drugs you will be required to consent to a search of your belongings. If you are found to be in possession of any alcohol or illegal substances you will be suspended from your duties pending further investigation. This matter will be dealt with under the Company’s disciplinary procedure and after due investigation it may result in dismissal for gross misconduct.
If Old Windsor Logistics believes you are dealing, buying, selling or receiving drugs or alcohol you will suspended from your duties while an investigation is carried out. Where a criminal offence is suspected the Company shall inform the police.
All employees and workers are required to inform Old Windsor Logistics or any appropriate person if they suspect any fellow worker may be acting in breach of this policy.
All workers are required to consent to a drugs test during the on boarding process. There will also be random drug tests as seen fit.
ABSENCE, ILLNESS AND HOLIDAY
Doctor, Dentist and Hospital appointments
Always try to arrange appointments for times that will cause the least disruption to your working week. We know that this can be impossible sometimes so at least try and give us as much notice of any appointments you have booked.
Please also remember that should your state of health change since you first registered; or should you develop a condition which may impair your driving ability then you will need to advise us in writing.
Should you be unable to attend work due to any illness please contact your Old Windsor Consultant immediately. We ask for a minimum of 2 hours’ notice.
IMPORTANT! To avoid any delay on assignments you must ensure that Old Windsor receive your holiday plans at least 30 working days before you intend going on holiday. The more notice the better!
Thinking about going on holiday? Follow these 3 simple steps to ensure you get your holiday pay!
Fill out a Holiday Form
Take the form to your Supervisor or Manager and ask them to authorise your holiday
YOU MUST GET THIS FORM TO OLD WINDSOR POC
You can do this by either- Email, Fax, Post
Avoid twisting the back or leaning sideways, especially while the back is bent. Shoulders should be kept level and facing in the same direction as the hips. Turning by moving the feet is better than twisting and lifting at the same time.
Keep the head up when handling. Look ahead, not down at the load, once it has been held securely.
Move smoothly. The load should not be jerked or snatched as this can make it harder to keep control and can increase the risk of injury.
Don’t lift or handle more than can be easily managed. There is a difference between what people can lift and what they can safely lift. If in doubt, seek advice or get help.
Put down, then adjust. If precise positioning of the load is necessary, put it down first, then slide it into the desired position