Business Continuity Planning

BUSINESS CONTINUITY PLAN FOR LONDON OFFICE

This document sets out what will happen in the event of a crisis and what your role, as a staff member, and what you should do

If a crisis occurs where we cannot access our London office you will be contacted by your line manager. Information will be available on our website www.actionaid.org.uk/staffupdate and messages will be updated on our direct line telephone.

Who is the Crisis Management Team? The Crisis Management Team comprises the following people. You will see the alternates who will cover these roles in the absence of the CMT member:-

Crisis Management Team (CMT) Alternates Anna Stobart (CMT leader) David Woodbine Paul Richards (HR/OD) Anne Malone Steve Harber (FM) Patrick Milne Susan Castley (IS) Mark Patterson Jane Moyo (Media) John Coventry Nathaniel Ashford (website updates) Julius Honnor

The role of the team is to manage the “crisis” and restore the organisation to normal working in the shortest possible time. This, of course, depends of the severity and nature of the incident.

If the London office is not accessible for more than one week we will find and source other offices. These will be within easy access of our current location.

How does the Cascade System work? When an incident occurs the CMT leader will contact the rest of the crisis management team and the senior management team who will, in turn, contact the team leaders in their department. Each team leader will then contact their team so that everyone has been informed. There will be a clear message as to whether you should remain at home, congregate at a nearby location or come to the office.

Each team leader should have an alternate and the mobile numbers for the members of the team. The alternate should also have these numbers.

It is important that the HR/OD team are kept informed of any changes to your contact details and your next of kin.

CMT Leader

CMT UK SMT AAI (UK) AAI (Jo'burg)

HOT HOT

TEAM TEAM MEMBERS MEMBERS Who are key staff? There are a number of staff who have been identified and we will find a desk space for them to work either at our Chard Office or with WaterAid. We have a reciprocal arrangement with WaterAid to provide a maximum of 10 work spaces for staff.

How will non-key staff work? If you are able to work from home you will be able to access your emails and files within 24 hours. However, if you do not have the facilities to work from home we will keep you updated on events through the website www.actionaid.org.uk/staffupdate or through our incident telephone line 01460 238050.

What should I do about personal items I have lost as a result of an incident? We should be able to make a claim from our insurers, Marsh. You will find the standard forms on the website page but if you need further advice please contact David Woodbine.

How do we know the plan works? We hope that we will never have to invoke the plan but each quarter the plan will be reviewed and the information updated. In addition the CMT will have a “walk through” to ensure that it is fit for purpose on an annual basis.

Where should I go if an incident happens whilst I am at work? The main point will be MacDonald Road where we meet for fire alarms. If we do not have access to McDonald Road then we will meet at Whittington Hospital, Magdala Avenue or as directed by emergency services.