Second Principle

Employees should perform their official duties honestly, faithfully and efficiently, respecting the rights of the public, colleagues and offenders

This principle covers your general obligation to provide quality service, to respect the rights of the public, colleagues  and offenders, and to refrain from conduct that might lead to conflicts of interest or your integrity being compromised.

Performance of duties

You should carry out your duties in an efficient and competent manner in compliance with the policies and prescribed operating standards and procedures of the Department.

You are expected to:

• comply with all lawful and reasonable instructions and work as directed by your manager
• be familiar with, and consistently apply, the Acts and Regulations that directly affect your work
• be familiar with, and consistently apply, the requirements of service or group operational manuals, for example PPM and CPS Operational Manuals, as well as wider Department policies and procedures that affect your work, for example policies for managing human resources
• be consistent and fair in requiring compliance with statutory obligations
• adhere to your delegations, not exploiting or abusing any power or authority accorded to you because of your role. Authority includes  statutory, delegated and administrative authorities
• not give any false information or make any false declaration
• obtain permission from your manager before entering into any contract or agreement
• not create any liability for the Department beyond your authorisation, for example, do not sign an order above your financial delegation
• consistently follow workplace procedures for documenting decisions for action, and the reasons for taking those decisions
• maintain any requirements for your position, such as psychologist’s practicing certificate, driver’s licence, and declare to your manager anything that might affect these requirements
• show reasonable care for Department property, resources, and funds and neither use nor approve them to be used for anything other than authorised purposes
• contribute to a safe workplace by knowing and carrying out your responsibilities (as an employee or as a manager) under health and safety legislation
• contact your manager within 30 minutes of your normal/rostered starting time, or in accordance with local instructions, if you are unable to work because of sickness, or an emergency
• obtain permission from your manager if you need to be absent from your workplace during work hours
• maintain the standard of dress and general appearance required in your workplace
• ensure that any personal relationships you have in the workplace – such as having a family member or partner working in the same office, or elsewhere in the Department – do not affect your work or that of others. Talk to your manager about any relationship that has the potential to affect your work or that of others.

Secondary employment

Obtain written permission from your manager before undertaking secondary employment. Approval may be granted provided the proposed employment will not adversely affect your performance of your duties, or lead to any conflict of interest. Secondary employment includes company directorships or a business that you own or have an interest in.

If you are currently undertaking secondary employment you must inform your manager. Depending on the situation you may be required to give up the secondary employment.

Respect for the rights of others

You are expected to treat your colleagues, offenders  and any people with whom you have official dealings with courtesy and respect. This includes respecting and being responsive to people from all cultures. You must not discriminate on the basis of the person’s sex, marital status, religious or ethical belief, colour, race, ethnic or national origins, disability, age, political opinion, employment status, family status, or sexual orientation.

Subjecting colleagues, offenders, stakeholders or members of the public to any of the following actions is unacceptable:

• physical or verbal violence, abuse, intimidation, or threats
• offensive or demeaning images or language, including swearing
• harassment
• bullying in any form, including “ganging up” on a person
• confrontational, negative or inappropriate attitudes.

Employees are to accord to statutory visitors, Kaiwhakamana, and Fautua Pasefika Visitors the highest level of respect and treatment that is commensurate with the high social standing and mana that iwi, communities, the Government, and the Department traditionally accord to the holders of these roles.

An important part of respecting the rights of others is to remember that your actions as an individual reflect upon the reputation of all employees. Therefore you have a responsibility, in the interest of your colleagues, to behave professionally and ethically in your work.

Role modelling

All employees play an important part in reducing re-offending. Your working relationships with other employees and with offenders must be based upon the principles of courtesy and respect for the dignity of others.

You must also acknowledge that your actions, attitudes and behaviours will influence offenders and it is your job, therefore, to ensure that influence is a positive one.

Appropriate offender relationships

You should recognise the vulnerability of people under the Department’s care and control, show respect for and protect their dignity and avoid  any discrimination on the basis of offence-type.

You should be familiar with and apply any current guidelines on working with offenders. These are available on the Intranet.

With regard to vulnerability of people with whom you deal, your professional responsibility is to:

• provide only the services for which you are trained and employed
• be able to clearly justify any decisions according to business rules and intervention models
• maintain appropriate boundaries at all times.

To maintain appropriate boundaries with offenders you have dealings with you must ensure you do not do any of the following:

• step out of your professional role
• lose objectivity
• form a friendship with the offender
• form a financial or business relationship with the offender
• form a sexual relationship with the offender
• use the offender for personal gain.

Guidelines on how to maintain appropriate boundaries with offenders and how to deal with the personal reactions that can arise when dealing with them are available on the Intranet (see “Personal reactions to dealing with offenders: A guide for all staff”). You should familiarise yourself with these guidelines and apply them to your work with offenders.

You must inform your manager if you become aware that –

• a person to whom you are related or with whom you are having, or previously had, a friendship, or a financial, business or sexual relationship with, becomes an offender with whom you may have future dealings; or
• a person with whom you are forming a relationship has previously been under the care and control of the Department.

Approvals for research

You should obtain approval from your manager before undertaking any research involving offenders or the Department and ensure any research project is conducted in accordance with the Department’s policies and procedures for research.

Consent

You should ensure that consent is always sought in situations where it is required by legislation or Department policy. All parties involved should be fully informed in advance of the right to refuse consent and the implications of their choice.

Conflicts of interest and compromising of integrity

You must perform your duties honestly and impartially and avoid any personal, financial or professional situations which might compromise your integrity or otherwise lead to a conflict of interest.

You should ensure that no individual or organisation with which you are personally involved is given preferential treatment over any other individual or organisation, such as access to “inside information”.

You should avoid any financial or other interest or undertaking that could compromise the performance of your duties or the standing of the Department in its relationships with the public, clients or the Minister. This would include any situation where actions you take in an official capacity could be seen to influence, or be influenced by, your private interests (e.g. company directorships, shareholdings, offers of outside employment).

Inform your manager promptly if you are involved in any activity, or have a commitment which may or could be seen by others to conflict with the performance of your duties or the goals of the Department.

A conflict of interest could occur where:

• you are, in a personal capacity, a member of (or about to become a member of), or have a family involvement in, a trust or community organisation which is funded by or otherwise linked to the Department
• you are involved in a selection process (e.g. as a panel member) and become aware that you have a personal connection with an applicant for the position
• you are involved in the evaluation of a tender and become aware that you have a personal connection with one of the tenderers
• the nature of your work is such that you are required to abide by a professional code of ethics/practice/conduct and there are, or may be seen to be, conflicts between that code and the duties you are required to perform
• you hold an office or position within a professional group or association. (As an employee of the Department you are bound by the requirements not to compromise your employer by public criticism or comment on its policies or actions.)

Your manager will determine if there is a conflict of interest and decide the best course of action to resolve it.

You must also ensure:

• you do not approve your own Department expenditure (eg, increased salary, travel expenses, overtime)
• you do not use offender labour, or Department equipment or facilities, to carry out work for your own benefit, or the benefit of relatives and friends
• any purchase of prisoner goods or services is made in the same way as would apply to members of the public, that is, you should have no purchasing advantage because of your work
• you do not abuse the advantages of your official position for personal gain, or solicit or accept gifts, rewards, or benefits which might compromise, or be seen to compromise your integrity. Where such an offer is made, or a gift received, you should discuss this with your manager who will determine the appropriate response, or disposal.