Conflicts of Interest Policy
Introduction
At Smart Staff Connect, we are committed to ensuring that no actual or perceived conflict of interest arises between our duty to operate as a recruitment agency bridging the gap between emerging talent and employment opportunities in HGV driving, warehouse operations, and administrative work, and any external interests of our team members. A conflict of interest arises when personal interests interfere with or influence our ability to make objective decisions that serve the best interests of Smart Staff Connect, our clients, and the candidates we represent. Examples may include a family member being employed by one of our clients, or a situation where a recruiter oversees a candidate with whom they have a close personal relationship. Unmanaged conflicts could harm our reputation, erode trust, or lead to serious issues such as fraud or discrimination.
If a conflict arises or is anticipated, you should:
- Recognise: Stay alert to any personal connections or interests that could compromise your ability to act in the best interest of Smart Staff Connect. For instance, this could involve a relative supplying services to the agency or being part of a recruitment process.
- Withdraw: Step away from scenarios where even the perception of partiality could arise. Consider how an impartial third party might perceive the situation. For example, it is advisable not to collaborate directly in the same team with a family member.
- Address: When it’s impractical to avoid such situations, promptly raise the matter with your manager. Together, develop a clear strategy to handle and reduce the impact of the conflict.
Overview
To uphold the integrity of our operations, Smart Staff Connect team members must not:
- Serve in any capacity – such as director, officer, partner, or consultant – for an organisation that provides recruitment services or directly competes with Smart Staff Connect without prior written approval from the Chief Executive or HR Director.
- Take on external employment that conflicts with your responsibilities or working hours at Smart Staff Connect without written permission from your manager.
- Use or convert Smart Staff Connect’s resources, such as time, materials, property, or information, for personal benefit or outside employment.
- Engage in activities where personal interests conflict, or appear to conflict, with the interests of Smart Staff Connect or your professional obligations to the agency.
- Disclose proprietary or confidential information about Smart Staff Connect, its clients, or candidates for personal or financial gain or for the gain of others.
Personal Relations
We recognise that personal relationships between colleagues or with candidates may arise. To avoid accusations of bias, favouritism, or inappropriate influence, the following guidelines must be observed:
- The employment or placement of a partner or relative in the same department must be approved by the appropriate HR contact.
- Family members should not work in the same department or be involved in direct reporting relationships.
- Family members must not participate in decisions regarding discipline, recruitment, promotion, or pay/benefits of other colleagues or candidates.
- Colleagues must not audit or handle financial transactions involving family members.
- If a personal relationship develops between colleagues, it must be disclosed to a line manager immediately.
For the purposes of this policy, “family member” includes, but is not limited to, spouses, partners, parents, children, siblings, grandparents, grandchildren, aunts, uncles, cousins, and in-laws.
If a relationship affects workplace dynamics or operations, Smart Staff Connect may transfer one or both parties to a different department or role.
