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| 01.PR002 Quarterly Management Meetings |
6.1 Recruitment
Review recent, current and planned recruitment activity. |
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6.2 Leavers
Discuss recent leavers and identify any lessons learned |
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6.3 Staff Development
Discuss current staff development activity and future needs |
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6.4 Appraisals
Review current status of staff appraisals. |
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6.5 Staff Absences
Discuss any absence concerns.
Details found through ERP. |
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6.6 Review Offshore Requirements
Review any requirements for offshore medicals or training Details found through ERP system - HR Section
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| 08.PR003 Sickness Absence |
1.2 Notify HR Manager of Sickness
If the employee is unable to contact their line manager, they should notify the HR Manager. Again, this should be by telephone, before 9am on the first day of sickness and the employee should state the reason for their absence and expected duration. |
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1.3 Notify Line Manager
HR Manger Notifies Line Manager of Absense |
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2.1 Update Internal Management System
A sickness leave is to be created within the ERP system in the staff member's name. For each day the employee is absent the leave must be extended to reflect the same. |
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2.2 Self-Certification Sickness Form
Upon their return to work the Staff Member must complete a Self-Certification Sickness Absence Form which is to be signed by their Line Manager. Upon completion, the signed copy is to be scanned and submitted by email to the HR Manager. If absent period > 7 days this form must be accompanied by a signed doctor's certificate. |
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2.3 Filing
A signed copy of the Self-Certification Sickness Form is to be stored in the Staff Member's HR folder. |
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| 08.PR009 Recruitment of Personnel |
1.2 Compete Recruitment Approval Template and Job Description
Create Job description using template, decide on assessment and advertising options as per the template, add any job specific requirements. Make justification for role. Submit to management team for review and approval.
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1.3 Approve recruitment request and job description
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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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6.1 Management to select canditates
Select candidates for in house testing and issue list to HR manager.
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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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7.1 Line manager to select canditates
Review aptitude test results, CV's, covering letters etc and compare candidates. Choose candidates to interview. Decide on face to face/skype interview's and notify HR manager.
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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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8.1 Select succesful candidate(s)
Select succesful candidate(s) and notify HR manager of decision.
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8.2 Identify any potentials for future consideration
Give details of candidates to HR manager. HR manager to save files against relevant jobs on Share. Email to be sent to these candidates notifying that they were unsuccesful, but that we would like to keep their details on file. 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.
However, we would like to keep your details on file for future openings. Please inform us if that is not in your interest.
We wish you all the best for your future search.
Kind regards,
{HR Manager}
{HR managers signature}
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8.3 Notify succesful candidate(s)
Job offer made over the phone. Formal offer letter to then be sent via email to succesful candidate(s).
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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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| 14.PR017 Hand-arm vibration at work |
2.4 Performing Health Surveillance
Refer to Occupational Health Surveillance Process to determine risk and if health surveillance is required.
The current Exposure Limit Values (ELV) and Exposure Action Values (EAV) are currently:
For hand-arm vibration -
(a) the daily exposure limit value is 5 m/s2 A(8)
(b) the daily exposure action value is 2.5 m/s2 A(8)
Always refer to the latest issue of the regulation.
The HSE provide a useful calculator to assist in calculating exposure levels. See Guide to using the on-line hand-arm vibration exposure calculator |
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| 14.PR029 Prevention of Alcohol and Drugs Misuse |
2.1 Explain reasons for investigation to staff member and the process to be followed
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2.2 Seek staff member's input on their deteriorating performance and/or behaviour
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2.3 Approach Staff Member's GP for advice (if applicable)
Only to be carried out with Staff Member's consent. |
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2.4 Identify any requirement for medical and/or specialist referral
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3.2 Prepare letter of referral
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3.3 Provide copy of letter of referral to staff member
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4.1 Review Staff Member's duties and adjust as required
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| 14.PR030 New and Expectant Mothers at Work |
1.1 Inform Line Manager as soon as possible that you are pregnant providing details of: Expected week of childbirth and intended start date for maternity leave
To be completed before the end of the fifteenth week before the week that you expect to give birth (Qualifying Week), or as soon as reasonably practical afterwards.
The earliest date you can start maternity leave is 11 weeks before expected week of childbirth (unless child is born prematurely).
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1.2 Provide proof of Expected Week of Childbirth
Certificate to be provided from doctor or midwife (usually on MAT B1 form).
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1.3 Provide letter informing staff member of their Expected Return to Work Date
To be issued within 28 days of pregnancy notification. |
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2.1 Identify any requirements to change working conditions or hours of work
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2.2 Identify suitable alternative work (if required and available)
Alternative work to be on terms that are similar or not substantially less favourable. If no suitable alternative work is identified, then staff member may be suspended on full pay. |
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3.1 Report any pregnancy-related sickness absence
Periods of pregnancy related absence should be reported in the same manner as other sickness absences and will be paid in accordance with sickness policy |
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3.2 Record any pregnancy-related absences
Periods of pregnancy related absence to be recorded separately from other sickness records and disregarded in any future employment-related decisions. |
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4.1 Discuss arrangements for covering work
To be carried out shortly before staff member begins maternity leave. |
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4.2 Agree opportunities for remaining in contact during maternity leave
Only if staff member wishes to do so. |
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4.3 Staff member begins maternity leave
Staff member may change their intended start date for maternity leave by informing company in writing no less than 28 days before the original intended start date. |
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5.1 Discuss with staff member arrangements for return to work
This may take place in person or by telephone and may include:
a) Updates on changes to the business in their absence
b) Any training needs
c) Any changes to working arrangements
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| 14.PR031 Early and Safe Return to Work |
1.1 Schedule Return to Work interview with Staff Member
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1.2 Complete Return to Work interview with Staff Member
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1.3 Develop strategy for supporting Staff Member's safe return to work
This may consider:
a) Reduction in working hours that may be gradually increased over time
b) Reduction in workload and/or responsibilities
c) Taking medical or other specialist advice as required
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1.4 Agree strategy with Staff Member
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1.5 Staff Member returns to work
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1.6 Monitor Staff Member's progress
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1.7 Review return to work strategy
Review Staff Member's progress and adjust return to work strategy as required |
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| 14.PR040 Occupational Health Surveillance |
1.1 Complete risk assessment
Complete risk assessment to identify hazards in the workplace, the severity, who is at risk and the measures to be taken to control the risk. This risk assessment will help determine the requirements for health surveillance and any further steps required.
Find out whether employee is at risk from:
-noise
-vibration
-respiratory disease
-skin disease or irritation
-eye irritation
-kidney or liver damage.
In order to answer these questions, the person conducting the risk assessment must understand the full work process and all of the risks employees are exposed to.
The main area's of concern are:
-solvents
-fumes
-dusts
-biological agents
-asbestos
-lead
-compressed air
-ionising radiations
-diving
Consider:
-removing the hazard altogether
-reducing risks by changing the way work is done or use other controls
-provide protective equipment.
Some forms of Health Surveillance are required by law. Other forms of Health Surveillance are undertaken as good practice.
Control measures may not always be reliable so health surveillance can help make sure that any ill health effects are detected as early as possible. |
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1.2 Review risk assessment against health surveillance criteria
If there is still a risk to health after the implementation of the control measures from the risk assessment or there is a mandatory requirement, then a health surveillance programme should be implemented.
Medical surveillance is a legal requirement for the following workplace exposures:
-Particular types of asbestos
-Work with lead
-Work with ionizing radiation
-Work with those substances hazardous to heath that are subject to Schedule 6 of the Control of Substances Hazardous to Health Regulations 2002.
If health surveillance it is not required, review the risk assessment and ensure that any changes to the workplace are still implemented.
Risk assessments and the controls applied to the risks must remain relevant to the actual activities taking place. |
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2.1 Appoint a responsible person
To help setup an effective health surveillance system, a responsible person should be assigned. This person should be trained to make basic routine checks, such as skin inspections for first signs of redness. The responsible person could be a supervisor, employee representative or a first aider.
For more complicated assessments, such as medical fitness for specific jobs, lung function tests, hearing tests, etc. an Occupational Health Nurse or a Physician can perform the assessment and do various examinations. This will need to be arranged by the HR department.
The HR Department is responsible for Managing, monitoring and reviewing the Occupational health service, which includes this surveillance process.
Both the HSE Manager and a trained first aider can be called upon to help carry out basic routine checks.
Metron staff are not expected to diagnose the cause of the symptoms of an employees' ill-health. |
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2.2 Involving Employees
When setting up heath surveillance arrangements, it is important to involve your employees at an early stage as they should understand their own duties and the purpose of health surveillance.
Identify all employees who are at risk as determined out in 1.1 and advise them of these risks. |
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2.3 Carry out self checks
As well as employers carrying out checks on employees, employees can also highlight whether they think they are also at risk when carrying out self-checks. If required, awareness training will be provided. If there are any concerns, speak to the person responsible person for health surveillance.
For more complicated assessments, an occupational nurse or doctor can ask about symptoms or carry out periodic examinations. |
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2.4 Medical surveillance
Common examples of Health Surveillance:
-Display Screen Equipment Use: Vision Screening; Muscular Assessment; Work Station Assessment
-Drivers: Occupational Health Assessment
-Manual Handling work: Occupational Health Assessment or questionnaire
-Noise: Hearing test if exposure at levels of 80Db or above
-Vibration: Self reporting examination or questionnaire + Occupational Health examination if required
-Asbestos, lead, compressed air: Occupational Health Assessment
-Substances Hazardous to Health: Varies depending on substance. Self reporting; Occupational Health Assessment; Respiratory function tests; Skin surveillance; Blood test; Urine tests
-Ionising Radiations: Dosimetry; Personal monitoring
-Laser users: Eye examination
-Confined spaces - use of respirators: Occupational Health medical
-Pregnant workers: Occupational Health Assessment or questionnaire
-Night work: Occupational Health Assessment or questionnaire
-Young workers: Occupational health Assessment or questionnaire |
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3.1 Involving an occupational health professional
The HR department will contact an occupational health professional if an employee(s) requires an examination.
All offshore personnel will undergo medicals, administered by Survivex. We will endeavour to use this supplier for any additional occupational health appointments, but another supplier may be used.
Make sure when meeting the Occupational Health professional that the requirements of them are discussed in terms of what services they will provide.
Employees are entitled to attend health surveillance appointments within paid working time and Metron will bear the cost. |
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3.2 Obtain results
Obtain results from the occupational health professional. From the outset of a health surveillance programme, it is helpful to agree with your provider how they will present the results to you, eg:
-will this be in a written or emailed report?
-how often will this be sent?
-will this convey only results or include an interpretation of their significance?
-will it include any action expected by you (the employer) |
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3.3 Work place adjustment
After the health surveillance appointment - carry out any work place adjustments as recommended by the occupational health professional. You may need to adapt the workplace or even move affected staff to alternative duties. |
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3.4 Action on health risks
Consider the following when implementing action on health risks as identified by the occupational health professional:
-What work has the employee been doing/for how long?
-Have all risks in the work activity been assessed?
-Have you chosen the most effective and reliable controls?
-Have you considered all routes of exposure?
-Is the employee trained, both for the job and in the use of any equipment used to control risk?
-Have you maintained/checked the control measures to make sure they stay effective?
-Is any necessary personal protective equipment (PPE), including protective clothing, provided and used correctly?
-Is any necessary respiratory protective equipment (RPE) provided and used correctly?
-Is RPE and PPE maintained?
-Could activities outside work have caused ill health?
You should consider all the above, in tandem with the results from the subsequent health surveillance, when implementing additional or improved control measures. |
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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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