POL00423355 - Article of Review of Whistleblowing Procedures in 2015/16 - Risk and Compliance Committee by Georgina Blair

Evidence on official site

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RISK AND COMPLIANCE COMMITEE DECISION PAPER

Review of whistleblowing procedures in 2015/16

Author: Georgina Blair I Sponsor: Jane MacLeod Meeting date: 05 May 2016

Executive Summary

Context

The purpose of this paper is to update the Risk & Compliance Committee on the
operation of the whistleblowing procedures in Post Office over the past year.

Questions this paper addresses

1. Is the whistleblowing policy fit for purpose?
2. Has the policy been complied with in the year?

3. How many reports of whistleblowing reports were made in the year to 31 March
2016 and how does this compare to last year?

4. What else needs to be done?

Conclusion

1. The whistleblowing policy has been updated and is presented for approval
(Appendix 1).

2. The whistleblowing procedure is operating but needs to be publicised more.

3. Seven reports were received (see Appendix 2 for summary). This is more than last
year, when a total of three reports were received.

4. Implementation of the updated policy will require training and awareness activities.
ARC will be updated on the operation of the policy and procedures annually in
March.

Input Sought
The Committee is asked to review the report and approve the revised policy.

Strictly Confidential RCC 05 May 2016

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The Report

Is the whistleblowing policy fit for purpose?

1. The whistleblowing policy has been revised and updated (see Appendix 1). As part
of the process our external auditors reviewed it for compliance with the new
whistleblowing regulations for the financial services sector.

Has the policy been complied with in the year?

2. The previous version of the whistleblowing policy was complied with during the
year, but awareness of the whistleblowing line among employees is low.

How many reports of whistleblowing reports were made in in the year to 31 March
2016 and how does this compare to last year?

3. Seven whistleblowing reports were received in the year to 31 March 2016 (see
Appendix 2). This is an increase on the previous year, when a total of three calls
were received. This is still a low number given the total number of employees
within Post Office.

What else needs to be done?

4. The updated policy needs to be implemented. As part of this awareness of the
policy, the correct method of dealing with whistleblowing reports and the
availability of the Speak Up line and other methods to report whistleblowing will be
communicated to all employees.

Strictly Confidential RCC 05 May 2016

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Appendix 2
Summary of whistleblowing reports in the year 2015/16
Number I Date Subject of report Mode of contact I Action Result
1 September Behaviour of senior Verbally to GC Investigated —- insufficient evidence to I Closed
2015 management support allegation
2 November Activity of postmaster Speak Up Line Investigated - no evidence found Closed
2015
3 December Procurement process Verbal to LegalI Further information requested [Jane - any I
2015 team update?]
4 January 2016 I Relating to Sparrow E-mail Investigation to confirm whether [Jane -any I
investigation forwarded from I matters have been addressed update?]
Lord Arbuthnot
5 January 2016 I Activity of postmaster Speak Up Line Investigated - no evidence found Closed
6 January 2016 I Employment matters E-mail to Paula I Referred to third party and Closed
within third party Vennells investigated in conjunction with them.
No evidence of misconduct.
7 March 2016 Activity of colleague in Speak Up Line Investigated and matter resolved Closed
branch without intervention.
Strictly Confidential RCC 05 May 2016

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