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| 05.PR028 Personnel mobilisation |
2.1 Give client personnel details
Send client the required details of employee to mobilise: name, date of birth and vantage number. If a job requires multiple mobilisations, these details are required to be sent before each trip.
Check ERP Human resources or with the HR administrator if required.
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| 08.PR004 Requesting Leave |
1.3 Consider Leave
Line manager to review the leave request in Open ERP. When considering the request the Company's service requirements and the legal leave the employee has remaining should be taken into account.
The HR Administrator should be infomed to approve the leave.
If approved go to 1.4
If denied go to 1.5
A response to a leave request will be given at the earliest opportunity. (Generally this should be no later than 7 days after receipt of the request.) |
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1.4 Leave Approved
The employee has been granted leave for the date and time as per their request. Confirmation will be visable in the Open ERP.
The employee's holiday entitlement will be re calculated accordingly.
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1.5 Leave Denied
The employee is to continue their role as required, should they wish to submit a new request for leave please follow point 1.1
Confimation will be visable in ERP Should leave be refused an explanation is to be provided to the employee by their Line Manager by return email |
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| 08.PR005 Personal Development planning |
1.7 Save
Line Manager to send the completed and approved Individual Development Plan to the HR administrator to save on Share in the employee file. If no 'Development' folder already exists, create one to save here. |
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2.7 Save
Line Manager to send the completed and approved Individual Development Plan to the HR administrator to save on Share in the employee file. Ensure is saved as a new revision. If no 'Development' folder already exists, create one to save here. |
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| 08.PR007 Engaging a Contractor |
1.2 Obtain Contractor Terms & Conditions
Obtain the identified contractor's terms & conditions. This should include preferred costs, payment terms, notice period etc |
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1.3 Approve Contractor
The contractor terms and conditions should be reviewed and approved. Contractor terms and conditions should be stored in the HR folder. |
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1.4 Issue Contract
Subcontractor Agreement should be issued to the Contractor.
Signed Subcontractor Agreement should be stored in the HR folder. This should include additional confidentiality and restrictive clauses as felt appropriate by the line manager or management team. |
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| 08.PR008 Employee Appraisal |
1.1 Set Appraisal Meeting
An email invite is sent out to the appraisee, line manager and appraiser setting the date that the appraisal meeting will take place. An appraisal should take place annually. |
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3.2 Distribute completed appraisal
The appraiser sends a copy of the completed appraisal to the appraisee, line manager and HR Admin. |
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3.3 Store completed appraisal
HR Admin stores a copy of the completed appraisal for the employee's record in the agreed secure location on the company's network. |
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3.4 Create objectives and competencies in yearly learning plan
All objectives and competencies agreed during the appraisal meeting are implemented into the apprasiee's learning plan for the following year. These will be the objectives and competencies reviewed at the staff member's next appraisal. |
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| 08.PR009 Recruitment of Personnel |
2.1 Does new position already exist in organisation structure
Upon approval of recruitment template and job description, create position in ERP if does not already exist. Ensure correct number of new positions are created.
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2.2 Create official job description
Write job description for posting on website and advertising, use completed documentation from line manager for reference.
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3.1 In house communication of vacancy posted
Inform staff of vacancy. Invite further communication amongst staff or referral of personal connections that might be interested in the position.
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3.2 Post vacancy on Metron website
Post vacancy on Metron website
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3.3 Post vacancy on Linked In
Post vacancy on Linked In. www.linkedin.com
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3.4 Post vacancy on chosen free/paid websites
Post vacancy on chosen free/paid websites
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3.5 Remove advertisments after defined time period
Time period will be defined in the completed documentation provided by line manager.
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4.1 Store Cvs and cover letters on SHARE
Collate incoming applications. Create one folder per applicant, store all relevant information in that folder.
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4.2 Create profiles on ERP
One profile per applicant, link to the files held on share
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4.3 Send out acknowledgement reciept
Upon receipt of application, send a standardised, but personal email: (Check spelling, grammar and details before sending).
Dear {Candidate name}
Thank you for your application for our advertised position of {Advertised Job role}.
We are currently screening the applications received and will be in touch shortly.
Kind Regards,
{HR Manager}
{HR managers signature} |
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4.4 Complete primary screening of applications
Primary assessment of incoming applications. Screen on the basis of approved form and job description. Remove candidates who are unsuitable for role and let line manager know when completed, so remaining candidates can be reviewed.
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4.5 Complete screening of suitable applicants
Complete screening of suitable applicants put forward by the HR manager after primary screening.
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4.6 Complete list of candidates for aptitude testing
Complete list and send to HR manager via email.
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4.7 Notify unsuitable candidates
Send standardised, but personal email, use template: (Check spelling, grammar and details before sending)
Dear {Candidate name}
Further to your application for our position as {Advertised Job role} , we regret to inform you that you have not been selected for further progression within our recruitment process.
We have had a great deal of interest in this position and unfortunately as a result we are not able to provide you with detailed feedback for this. However, we wish you all the best for your future search.
Kind regards,
{HR Manager}
{HR managers signature} |
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5.1 Generate codes for aptitude testing
Confirm tests from completed documentation from line manager. Link: www.aptitude-test.com/pro/admin
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5.2 Issue aptitude tests with Belbin privacy policy to candidates
Issue each candidate with links to aptitude testing and the most recent version of the Belbin privacy policy from Belbins website. Give timescale for completion of tests.
Download privacy policy here: http://www.belbin.com/about/terms-and-conditions/
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5.3 Collate results of aptitude tests
Collate results of aptitude tests. Record scores against the individual candidates profile on ERP.
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5.4 Present aptitude test results to line manager in report
Create an ERP report, export results to Excel and send to line manager via email.
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6.2 Schedule in house testing date
Ensure date and time do not clash with ongoing operations / training room bookings.
https://share.metrongroup.co.uk/page/site/training-development/document-details?nodeRef=workspace://SpacesStore/50250ce5-f1a1-4908-b47b-09a0e3098d8b |
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6.3 Invite candidates
Invitations to be sent via email. Use template: (Check spelling, grammar and details before sending). Send directions to Metron with invitation.
Dear {Candidate name}
Further to your application for our position as {Advertised Job role} we are pleased to inform you that you have been selected to take part in an in house assessemnt.
This will take place on {date} at {time}. We look forward to meeting you.
Kind Regards,
{HR Manager}
{HR managers signature}
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6.4 Generate codes for aptitude testing
Link: www.aptitude-test.com/pro/admin
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6.5 Set up computers and rooms for session
Set up computers and rooms for session. Issue each candidate / workstation with links to aptitude testing and display the most recent version of the Belbin privacy policy from Belbins website.
Download privacy policy here: http://www.belbin.com/about/terms-and-conditions/
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6.6 Complete session
Complete session. Induct candidates to the building as necessary.
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6.7 Collate results of aptitude tests
Collate results of aptitude tests. Record scores against the individual candidates profile on ERP.
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6.8 Present aptitude test results to line manager in report
Create an ERP report, export results to Excel and send to line manager via email.
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7.2 Schedule interviews
Invite candidates for interview. Use email template: (Check spelling and details before sending)
Dear {Candidate name}
Further to your application for our position as {Advertised Job role} we are pleased to inform you that you have been selected for interview.
Would you be available {date} {time}.
Kind Regards,
{HR Manager}
{HR managers signature}
https://share.metrongroup.co.uk/page/site/training-development/document-details?nodeRef=workspace://SpacesStore/50250ce5-f1a1-4908-b47b-09a0e3098d8b |
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7.3 Conduct interviews
Form available for use if desired during interviews - this is available for use at the discretion of the interviewer.
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8.4 Await acceptance of job offer from succesful candidate(s)
Offer letter requires signing by the candidate and sending back to Metron.
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8.5 Notify unsuccesful candidate(s)
Only notify unsuccesful candidate(s) upon acceptance of job offer from succesful candidate(s). Notify via email. Use email template: (Check spelling, grammar and details before sending).
Dear {Candidate name}
Further to your application for our position as {Advertised Job role} we regret to inform you that you have not been selected for the position.
Thank you for applying for a position with Metron, we wish you all the best for your future search.
Kind regards,
{HR Manager}
{HR managers signature}
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8.6 Prepare and submit contract to succesful candidate(s)
Appropriate contract to be sent to succesful candidate(s) once offer letter has been signed and returned by candidate.
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| 08.PR010 Termination of Employment |
1.1 Employment Terminated
Employee is leaving business, either as a result of notice being served by the Employee or the Employer.
Inform Business Systems Manager as changes may be required for access. |
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1.2 Determine Notice Period and Holiday Entitlement
Determine notice period and remaining holiday entitlement based on employee contract. |
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1.6 Archive End of Employment Checklist
Archive the signed End of Employment Checklist in the ex employee's HR folder. HR folder is on the HR Share site. |
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| 14.PR023 Driving for Work |
1.3 Carry out driver checks
Office and Support Services Manager to carry out checks to confirm employee's driving licence status as per section 2.2.3 of Metron Driving Policy |
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| 14.PR040 Occupational Health Surveillance |
4.1 Health Surveillance Records
Update health record after consultation with occupational health professional. A health record must be kept for all employees under health surveillance. These should include details about the employee and the health surveillance procedures relating to them.
These details should include:
-Surname
-Forname(s)
-Gender
-Date of birth
-Permanent address
-National Insurance number
-Date present employment started
-The date health surveillance checked were carried out and by whom
-The outcome of the test/check
-The decision made by the occupational health professional in terms of fitness for task and any restrictions required. This should be factual; and only relate to the employee's functional ability and fitness for specific work, with any advised restrictions.
Medical records compiled by an externally appointed doctor or nurse and may contain information obtained from the individual during the course of health surveillance. This information may include clinical notes, biological results and other information related to health issues not associated with work. This information is confidential and should not be disclosed without the consent of the individual.
Where any health information is written down, such as lung function test reports, records have to be kept for a minimum of 40 years. These are normally kept by the Occupational Health provider.
If no further action required.
If any follow up appointments are required go to 3.0. |
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