01708 776 050 info@harrietellis.com

 

 

 

 

 

Business Continuity

Introduction

This plan is intended to ensure:

  • The approach to and actions to support continuity of apprentices is understood by all staff and key stakeholders.
  • Internal and external dependencies are identified

Objectives

The objectives of business continuity planning are to ensure that Harriet Ellis:

  • Understands its critical activities and maintains the capability to resume operations within appropriate timeframes
  • Increases resilience by protecting critical assets and data (electronic and otherwise) through a co-ordinated approach to management and recovery.
  • Minimises impacts using a focused, well-managed response activity.
  • In the event of a disruption to any of the business services whether it be through disaster, emergency or incident this plan sets out our approach to ensure the business returns to ‘normal’ operations as soon as possible.

Key Staff

The following members of staff will be responsible for implementing this plan in the event of disruption:

Hadley Silver supported by Karen Purser

Welfare of Staff and Apprentices/learners

The welfare of staff apprentices / learners will be a key priority of the business should disruption occur to the business. In implementing this plan, we aim to manage any additional pressures or welfare concerns for staff, apprentices/learners. The model of delivery for all Apprentices and learners is remote and therefore apprentices and learners do not attend the business premises.

We will:

  • ensure staff members have clear instructions regarding the priorities of the business and their role when a major disruption occur
  • ensure managers monitor staff to ensure their welfare is maintained and seek to identify any staff members who may have suffered undue stress or even trauma as a result of the

disruption. Where this is identified management will consider providing appropriate support and assistance

  • ensure candidates/apprentices have clear instructions regarding any changes to the delivery of their programme
  • ensure teachers / assessors monitor candidates/apprentices to ensure their welfare is maintained and seek to identify any individuals who may have suffered undue stress or even trauma as a result of the disruption. Where this is identified consideration will be given to the provision of appropriate support and assistance

 

Communications

Staff

We operate the following internal calling tree:

All contact numbers for Internal Staff are held on HR online app / website.

Contact numbers for Tutors:

Christine Coady

 

Kelly Muggridge

 

Kristine Zargaryan

 

Caroline Turner

 

Lucy Sewell

 

Perminder Kaur

 

Helen Hutchinson

 

Iryna Mardle

 

Vanda Duarte  
   

Contact numbers for Dental Educationalists / Assessors are saved on company mobiles.

Apprentices

If appropriate a statement will be issued by Hadley Silver to all Dental Educationalist to use in making contact with Apprentices. Contact details of all apprentices are held on xxx and accessible remotely.

Apprentice Employers

Should the disruption impact the medium to long-term operations of the business Harriet Ellis will make contact with all clients (Apprentice Employers) and notify them of the change. This will be undertaken by xxxx using contact details which are stored on xxx and accessible remotely.

Equipment

Should the disruption to the business affect business critical equipment i.e. telephones, computers, training materials or facilities we will:

  • Identify opportunities for staff to use their own personal IT and telecoms equipment as a temporary measure
  • Identify an emergency budget to deploy priority equipment such as laptops and computers should equipment be unavailable
  • Prioritise equipment distribution to minimize disruption to clients
  • Access data back-ups from cloud-based servers

The IT server is backed up each evening, therefore in the event of this being destroyed, all work will still be retrievable via the offsite back up.

Apprentice Continuity

Disaster at Apprentice’s place of work

Should a Practice be unable to operate for an Apprentice to continue learning, we will initially ask whether the practice has a sister practice for the apprentice to continue working at. If a sister practice is not available, the Apprentice will be placed on a break in learning until the practice is able to return to their usual work. If the Apprentice’s practice is unavailable for a very short period of time, they are able to continue their studies for off the job training online on OneFile during their usual working hours.

If the practice is unable to support the apprentice permanently, we will assess the reasons why the unable to continue to support the Apprentice. If the Apprentice has proved to be a good student, they will be withdrawn from the ILR & the Recruitment Team will assist them with finding a placement in an alternative practice to continue their learning. If the Apprentice has lost their employment due to gross misconduct and / or has not shown dedication to studies, they will be withdrawn from the Apprenticeship permanently.

Scenarios

Scenario 1 – Premises incident (Head Office)

A premises incident can include flood, fire, or any other disaster that renders our office and training facility inaccessible.

Step 1: Evacuation of premises & safeguarding of staff, candidates/apprentices

During office hours

Action

Details

Responsible Person(s)

1. Evacuate the building

Follow fire drill procedure

David Martin / All trained fire marshals

2. Check evacuation is complete

Check everyone (staff and visitors) on-site have been evacuated

David Martin / Trained fire marshals on duty

3. Verify if incident is real

If false alarm, resume business as normal

David Martin / Trained fire marshals on duty

4. Call emergency services

999

David Martin / Trained fire marshals on duty

5. Record details of any injuries sustained in the incident

Record in accident log 

David Martin

6. Alert staff/visitors/learners/apprentices

Alert any staff due to arrive on-site soon of the incident, and tell them to await further instructions

Staff expecting visitors

7. Assess impact

Directors to assess the scale of the incident & decide next steps

Hadley Silver

8.Alert funders

Contact details:

ESFA helpdesk on 03702670001

 

Hadley Silver

 

Outside office hours

Action

Details

Responsible Person(s)

1. First person on-site to notify manager

Do not enter the building

First person on site

2. Call emergency services

999

First person on site

3. Alert Business Continuity Lead

Alert business continuity lead

Hadley Silver

4.Alert all staff

Alert all due to arrive on-site soon of the incident, and tell them to await further instructions

Call Tree

5. Alert visitors incl. learners/apprentices

Alert all due to arrive on-site soon of the incident, and tell them to await further instructions

Staff expecting visitors

4. Assess impact

Directors to assess the scale of the incident & decide next steps

Hadley Silver

5.Alert funders

Contact details:

ESFA helpdesk on 03702670001

Hadley Silver

 

Step 2: Business continuity

Critical activity

Details

Responsible Person(s)

Phones

Staff to use personal mobile phones. Contact telephone provider to forward office lines to staff mobiles

BT – 01708775200

Karen Purser

Internet

Staff to use home internet connections. If home connection unavailable contact local shared office providers to rent desk space

IT Support

02089952256

Inform insurance company

Contact details: AXA Insurance

Hadley Silver

Identify alternative premises

Identify alternative premises

UEL Stratford campus

Gareth Anstice

02082232577

Hadley Silver

Inform learners/apprentices

If disruption is expected, inform learners/apprentices on action via phone

Calling tree

Inform customers

If disruption is expected, inform customers via email

David Martin

 

Scenario 2

Infrastructure incident

An infrastructure incident can include the loss of computer / telephony systems, internet access, or power.

 

Step 1: Understand the extent of the loss

Infrastructure

Details

Responsible Person(s)

Phones

Contact telecoms provider to ascertain extent of outage. Contact details: BT – 01708775200

Karen Purser

Internet

Contact internet provider to ascertain extent of outage.

 Contact details:

IT Support

02089952256

Karen Purser

Mains power

Contact power provider to ascertain extent of outage.

 Contact details: EDF Energy

David Martin

 

If outage is temporary, inform staff, visitors to stay put and await further instructions. If the outage is ongoing:

Step 2: Business continuity

 

Critical activity

Details

Responsible Person(s)

Phones

Staff to use personal mobile phones. Contact telephone provider to forward office lines to staff mobiles

Karen Purser

Internet

Staff to use home internet connections. If home connection unavailable contact local shared office providers to rent desk space

 

 

Mains power

Staff to work from home until power is restored.

 

 

Scenario 3

Staff incident

A staff incident can include a sudden family emergency, injury or other event which renders a key member of staff suddenly unable to work.

Step 1: Ensure no service interruption

 

Critical activity

Details

Responsible Person(s)

1. Identify interchangeable staff

All members of staff should have team members who can perform their roles, even if it is in a reduced capacity. Identify the relevant person and support them in carrying out business-critical activities

All staff

2. Assess extent of loss

Identify whether the affected staff member’s absence is likely to be temporary, longer-term, or permanent. Keep in mind this may be a difficult period for the staff member and / or their family.

Line manager

 

If the staff loss is temporary, support the member of staff who will be filling the gap until the absent member of staff returns. If the absence is long-term or permanent:

Step 2: Business continuity

 

Critical activity

Details

Responsible Person(s)

1. Recruit temporary or full-time replacement

Follow the standard recruitment procedure to find a full-time, part-time or fixed-term contract (as appropriate) replacement.

Line manager

2. Alert learner/ apprentice/apprentice employer

If a Dental Educationalist – make introductions to temporary / permanent member of staff within 4 weeks

 

 

Scenario 4

Loss of contract, removal from ESFA register

A loss of contract is not expected to happen overnight however should this happen

Step 1: Understand the extent of the loss

 

Critical activity

Details

Responsible Person(s)

1. Identify learners/apprentices affected

Extract data from Learner management information system to identify which learners/apprentices are affected.

Rachel Thompson

2. Assess impact on learners/apprentices affected

Engage with contractor or ESFA to identify a wind-down / continuity plan for existing learners/apprentices

Hadley Silver

3. Assess impact on staff

Identify if the loss will impact on staffing capacity requirements

Hadley Silver

 

Step 2: Business continuity

Critical activity

Details

Responsible Person(s)

1. Implement agreed plan

Comply with the agreements made with contractors / EFSA

Hadley Silver

 

Recovery phase

The purpose of the recovery phase is to resume normal working practices for the entire organisation.  Where the impact of the incident is prolonged, normal operations may need to be delivered under new circumstances e.g. from a different building.

Action

Details

Responsible Person(s)

1. Agree and plan the actions required to enable recovery of normal working practises

Agreed actions will be detailed in an action plan and set against timescales with responsibility for completion clearly indicated.

Hadley Silver

2. Respond to any long-term support needs of staff

Depending on the nature of the incident, we may need to consider providing support services

Hadley Silver

3. Publicise that there is now ‘business as usual’

Inform learners/apprentices and employers through normal channels that our business is operating as normal

Hadley Silver

4. Carry out a debrief of the incident and complete report to document opportunities for improvement and any lessons identified

Ensure key actions resulting from the incident are implemented within designated time scales.

Hadley Silver

5. Review this Continuity Plan in light of lessons learned from incident and the response to it

Implement recommendations for improvement and update this plan.  Ensure a revised version of the plan is read by all members of staff.

Hadley Silver

 

Date due:

Date reviewed

Any changes

Completed by

July 2019

28.6.19

ESFA included, staff updated, scenarios included

K Purser

July 2021

 

 

 

Practice Support

This area contains information for Practices who have employed a Trainee Dental Nurse
View

Online Classroom

Participate in interactive online classes for Harriet Ellis students
Login