Policies, Procedures & Guidelines

Save this PDF as:
 WORD  PNG  TXT  JPG

Size: px
Start display at page:

Download "Policies, Procedures & Guidelines"

Transcription

1 Policies, Procedures & Guidelines Management Guidance On the Storage and Disposal of Employee Personnel Files Issue Number: 1 Originated by: Human Resource Department Ratified by: SMT & JSPC Agreed by: Director of HR Issue Date: January 2010 Review Date: January

2 Version Control Reference HR / GPF / 09 NHSLEW/HR/022/1.1 Date Approved 12 th January 2010 Approving Body JSPC Implementation Date 12 th January 2010 Version 1.1 Supersedes Consultation Supporting Procedure No previous publications Review Date December 2012 Staff side, Senior Management Team Recruitment and Selection Policy and Procedure, Exit Questionnaire and Interview Procedure Lead Executive Author/Lead Manager Further Guidance HR Director HR Manager CIPD, Personnel Today Implementation Target audience Implementation plan in place? Tools for dissemination All PCT Staff Yes & Intranet Date of dissemination 12 th January 2010 Monitoring Monitoring method Frequency Responsibility Reporting Audit Annual HR Department HR Department 2

3 Equalities Impact Assessment Screening Grid Note: See equalities impact assessment guidance notes on PCT website at before completion. Equality Group Race Disability Gender Age Sexual Orientation Religion or belief Deprivation Assessment of Impact Dignity and Human Rights 3

4 Contents 1. Introduction Aims Setting up an employee personal file Section 1 - Recruitment & Selection Section 2 - Employment details Section 3 - Absence details Section 4: - Appraisal & PDP Section 5 - Details of any formal management action Informal Management Action What happens to files after an employee leaves? What happens if the employee transfers within the PCT? Who should have access to the personal files? Procedure for handling employee requests to access information held Management Responsibilities Request to prevent processing of data Further information Appendix Iron Mountain Storage of Personal Files Appendix 1 Personal file transfer form Appendix 2 4

5 1. Introduction Guidance for managers: Maintaining Personal files It is the responsibility of the line manager and all authorised data holders to ensure that the information held on an employee s personal file complies with the Data Protection Act The Data Protection Act covers issues relating to obtaining information, the retention of records, access to records and disclosing records. The following principles of the act must be adhered to with respect to employee personal files The Trust can only process personal data which is fair and lawful. The Trust must only process information relating to an individual where the purpose for which it is to be processed has been disclosed to that individual. The Trust can only obtain and process data only for specified and lawful purposes (i.e. use personal information only for clearly agreed purposes) The Trust must ensure data is adequate, relevant and not excessive in relation to its stated purpose (i.e. not store more information than is necessary about a person). It is the responsibility of each individual to inform the Trust of any change in personal circumstances to enable the Trust to keep its records accurate. The Trust must ensure that data is accurate and kept up to date. The Trust can not keep data for longer than is necessary in relation to its purpose. The Trust will process personal data in accordance with the rights of Data Subjects under the Act. This includes the right of access and the right of an individual to prevent processing. The Trust must take appropriate measures against unauthorised or unlawful processing and against accidental loss, damage or destruction of the data. Under the Act, employees are entitled to access their records and can seek compensation for damage or distress suffered as a result of a breach of the Act. 2. Aims It is important that any personal data obtained and used is accurate, relevant and kept in a safe and secure storage facility. The main aim of this guidance is to: Increase trust in the workplace Managers need to be transparent regarding the information held on individuals, therefore helping to create an open atmosphere where good working practices are maintained. Managers are responsible in ensuring that such records are kept in a safe and secure storage facility. 5

6 Encourage good housekeeping this guidance will encourage managers to store information in an organised and legal manner, ensuring that information obtained is relevant and only used for lawful purposes. Ensure regular checks are undertaken Managers are required to check the contents of the personal files are reviewed on a regularly basis in order to ensure that records are not retained that are irrelevant, excessive or out of date. A notation should be made within the file of the dates that the contents have been checked. Any information that is not for genuine business reasons or for legal duty should be destroyed by secure shredding or sent in a secured envelope to HR clearly marked Private & Confidential for Shredding Only with the managers name clearly stated. The contents of the envelope will not be read and confirmation of the destruction of the contents will be ed to the manager. 3. Setting up an employee personal file For a new employee the core personal file will be ed to the manager by the Recruitment Team. It is the manager s responsibility to print out the key documentation and ensure secure storage. At no time should a file be saved to shared drives outside the secure environment within HR or saved on the desktop of a PC. The employee s personal file should be split into the following sections: - Section 1: Recruitment & Selection - Section 2: Employment details - Section 3: Absence details - Section 4: Appraisal & PDP - Section 5: Details of any management action 4. Section 1 Recruitment & Selection The HR Workforce team will compile the initial paperwork in respect of the appointment, namely: A copy of the advertisement for the post that the employee was recruited to. An up to date copy of the job description and person specification Application form for the post that the employee has recruited to. This is important as this is a record of the post-holder s skills, experience and knowledge when applying for the post. Interview notes. This may include information with respect to personal development needs References. A record can be made of the fact that the references were obtained, from whom, the date and the recruitment decision. The original reference and or its contents should not be included in the employee s personal file. These details would be held with the recruitment papers in HR. 6

7 A copy of the Professional Registration details and any updates. A copy of the Medical clearance from Occupational Health. Criminal Records Bureau (CRB) clearance A record can be made of the date the CRB has been obtained, the post-holder s job title at the time of the clearance, the type of disclosure (i.e. standard or enhanced), the unique CRB reference number and the recruitment decision made. The original CRB record and its contents should not be included in the employee s personal file. A copy of the employee s passport or other documentation confirming eligibility to work in the UK in order to meet the requirements of Asylum & Immigration Act will be placed in the employee s file by the HR Workforce Team. Copy of relevant examination certification where relevant Recruitment correspondence including invite letter, offer of appointment and acceptance letter. A signed copy of the employment contract. Two copies of the contract will be sent to the employee within 8 weeks of commencing employment, one of which will be placed in the employee s personal file by the HR Workforce Team. Existing Work Permits / Visa s It is the responsibility of the employee to ensure that his / her status enables them to work legally with NHS Lewisham / Community Health Services. Managers are however required to record and monitor the date of expiry for all existing work permits / visas s and liaise with both the employee and Human Resources Department at least three months prior the expiry date. Copies of all Home office correspondence are to be kept on file. 5. Section 2: Employment details On the employee s first day the manager will need to meet with the employee to complete the following which will be included on the personal file: (*please note documents relating to existing employees) A copy of the New Starter form signed by employee and line manager. *A copy of the signed Establishment Change Form if it is an internal transfer/promotion/amendment to post. *The change of contract letter if it is an internal transfer/promotion/amendment to post. The HR team will send two copies to the employee, one of which should be included in the personal file. *A copy of the employee s personal file transfer form which should be completed by the employee s previous line manager. 7

8 6. Section 3: Absence details This section should include original copies of medical certificate and self certificates. Please note that copies of these documents should be sent to the HR Workforce Team in a timely manner (retaining the original in the personal file). This section should also include any records of discussion relating to annual leave, maternity/paternity/adoption leave and special leave, hospital / doctors appointments etc. 7. Section 4: Appraisal & PDP This section should include copies of all appraisal objectives and one to one meetings. A copy of the KSF outline should be included along with any training taken both funded by the organisation (mandatory and non-mandatory) and self funded courses held externally. 8. Section 5: Details of any formal management action This section should include formal outcomes following relevant investigation meetings / hearings. With respect to informal investigations / discussions please see next section. File notes may be kept on the employee s file to record discussions of concerns from the employee and or line manager along with the action points and the review of improvement plans to resolve such matters relating to: Work-related concerns Performance management plans Employee request i.e. flexible working Details of disciplinary action taken Outcome of grievance hearings In addition to this, this section should also include: A copy of the employee s resignation letter if applicable, along with your letter confirming their resignation. (available with exit questionnaire and interview procedure - ) A copy of the employee s leaver form if applicable. Please note that any records of discussions including file notes, minutes etc. must be shared with the member of staff and agreed for accuracy, with signatures from manager and employee where possible. They should also be informed that the record will be placed in their file. 8

9 Disciplinary Action Spent All disciplinary action will have an expiry date pending the degree of the sanction issued. This will be clearly detailed within the formal outcome documentation. Once spent the documents should be destroyed by secure shredding or sent in a secured envelope to HR clearly marked Private & Confidential for Shredding Only with the managers name clearly stated. 9. Informal Management Action Should there be a need to keep records of concern i.e. exchanges, informal discussions, such records are to be kept in a separate management file. Informal records are not to be kept in the employee s personnel file. This file should also not only be restrictive to an individual concerned, but rather a file of collective concerns that exist within the department. The principles of the Data Protection Act listed in section one still applies, with particular attention to the requirement that the Trust can not keep data for longer than is necessary in relation to its purpose. Once any informal issue(s) are no longer a cause of concern, the records should be destroyed. Please note that any records of informal discussions including file notes, minutes etc. must be shared with the member of staff and agreed for accuracy, with signatures from manager and employee where possible. They should also be informed that the record will be placed in their file. 10. What happens to files after an employee leaves? All files must be stored in a secure storage, i.e. lockable cupboard, and accessible by the line manager only. Personnel files hold highly confidential data about the employment history of your staff. When an employee leaves the manager should retain the employee s file for two years for reference requests etc. After two years, files should be sent to the HR team for archiving. Before sending the personal files to the HR team, the manager needs to ensure that the Iron Mountain form at Appendix 1 is completed, detailing the content of secured box/envelope. This will ensure that the file is easily located for future reference. 11. What happens if the employee transfers within the PCT? If an employee transfers to another department within the Trust then their personal file should be sent securely to the employee s new line manager along with the completed form transfer form. The manager should retain a copy of the Personal File Transfer Form (Appendix 2) in case reference requests are received for the individual. Any Informal information regarding the transferring employee should be shared with the HR department in order to make a decision whether such information is to be transferred. 9

10 12 Who should have access to the personal files? The manager and authorised personal assistant(s) should have access to employee files The employees can access their files on receipt of a written request. This can be done by or in writing. The employee will be accompanied during the viewing of their file. Authorised members of the HR Directorate and employees responsible for ensuring compliance with Data Protection, Caldicot Guardian and Registration Authority Managers 13. Procedure for handling employee requests to access information held An individual has the right of access to personal data in manual and computerised form by the Trust. Individuals, who wish to have access to their records, should write to their line manager requesting to view such information. The individual should specify which document/s they would like access to. All records will be reviewed in the presence of a Human Resource Directorate staff member. If an employee wishes to have a copy of personal data held a charge of 10 may be applicable to cover administration costs. As a security measure, the individual will be asked to produce identification before sight of any information. 14. Management Responsibilities Departments and managers are responsible for maintenance and secure storage of employee personal files, therefore manager are required to ensure that that the supervision / management of such records complies with the guidance issued. 15. Request to prevent processing of data An individual may wish to appeal against any form of processing of their personal data e.g. from collection and disclosure to destruction. The grievance procedure may be used for individuals employed by the Trust. 16. Further information For further information or guidance, please contact the Human Resources Department. 10

11 IRON MOUNTAIN STORAGE PERSONAL FILES Appendix 1 Only the name of the ex-employee needs to be completed HR will complete Iron Mountain Barcode Section Name of Ex-Employee Iron Mountain Barcode Signed: Date: Manager / Administrator Signed: Date: HR 11

12 Appendix 2 Personal File Transfer Form Employee Name Job Title Band Department... Basic Hours per week Start date End date.. Transferred from Transferred to.. Employees new manager. Sickness in last 12 months.. Live Disciplinary action. Managers name Signed by manager Date transferred. 12

Human Resources Policy No. HR46

Human Resources Policy No. HR46 Human Resources Policy No. HR46 Maintaining Personal Files and ESR Records Additionally refer to HR04 Verification of Professional Registration HR33 Recruitment and Selection HR34 Policy for Carrying Out

More information

Data Protection Policy

Data Protection Policy Data Protection Policy Policy Details Produced by Assistant Principal Information Systems Date produced Approved by Senior Leadership Team (SLT) Date approved July 2011 Linked Policies and Freedom of Information

More information

DATA PROTECTION AND DATA STORAGE POLICY

DATA PROTECTION AND DATA STORAGE POLICY DATA PROTECTION AND DATA STORAGE POLICY 1. Purpose and Scope 1.1 This Data Protection and Data Storage Policy (the Policy ) applies to all personal data collected and dealt with by Centre 404, whether

More information

Information Governance Policy

Information Governance Policy Information Governance Policy 1 Introduction Healthwatch Rutland (HWR) needs to collect and use certain types of information about the Data Subjects who come into contact with it in order to carry on its

More information

Exit Questionnaire and Exit Interview Procedure

Exit Questionnaire and Exit Interview Procedure Exit Questionnaire and Exit Interview Procedure Procedure Reference Number: 2009.51 Approved: Name Date Author: Susan Poole 12/02/13 HR Advisor, Policy and Development Produced: 12/02/13 Review due: 3

More information

Data protection policy

Data protection policy Data protection policy Introduction The College is required to keep certain information about employees, students and other users to allow it to monitor performance, achievements, health and safety, recruitment

More information

Procedure. Development. Joint Consultative Committee, College Management Team. Status: FINAL Approved by: Finance and General Purposes Committee

Procedure. Development. Joint Consultative Committee, College Management Team. Status: FINAL Approved by: Finance and General Purposes Committee GUILDFORD COLLEGE GROUP POLICY ACADEMIC/NON ACADEMIC: Non-Academic FRAMEWORK AREA: Human Resources POLICY TITLE: Recruitment and Selection Policy and Procedure LEAD COLLEGE MANAGER: Executive Director

More information

Your Application and Our Recruitment Process

Your Application and Our Recruitment Process Your Application and Our Recruitment Process Please read this guidance carefully before you complete the application. Orkney Islands Council s Equal Opportunities Policy means that we want to ensure that

More information

Grievance and Disputes Policy and Procedure. Document Title. Date Issued/Approved: 10 August 2010. Date Valid From: 21 December 2015

Grievance and Disputes Policy and Procedure. Document Title. Date Issued/Approved: 10 August 2010. Date Valid From: 21 December 2015 POLICY UNDER REVIEW Please note that this policy is under review. It does, however, remain current Trust policy subject to any recent legislative changes, national policy instruction (NHS or Department

More information

Scottish Rowing Data Protection Policy

Scottish Rowing Data Protection Policy Revision Approved by the Board August 2010 1. Introduction As individuals, we want to know that personal information about ourselves is handled properly, and we and others have specific rights in this

More information

MANAGEMENT OF PERSONAL FILES POLICY

MANAGEMENT OF PERSONAL FILES POLICY MANAGEMENT OF PERSONAL FILES POLICY Executive Director lead Author/ lead Feedback on implementation to Andrew Avery (Interim Director of HR) Liz Thompson (HR Manager) Liz Thompson (HR Manager) Date of

More information

JOB DESCRIPTION. To work flexibly and contribute to continuous improvement of services provided by the Department.

JOB DESCRIPTION. To work flexibly and contribute to continuous improvement of services provided by the Department. JOB DESCRIPTION Post Title: Employer: Responsible To: HR Advisor [Maternity Cover] Hafod Corporate Services Ltd Head of HR MAIN OBJECTIVES OF THE POST To support the Head of HR in providing a proactive,

More information

The Manchester College

The Manchester College The Manchester College The Manchester College Produced by TMC Prin DataProtect pol v1 11/2010 All rights reserved; no part of this publication may be photocopied, recorded or otherwise reproduced, stored

More information

INFORMATION GOVERNANCE POLICY

INFORMATION GOVERNANCE POLICY INFORMATION GOVERNANCE POLICY Primary Intranet Location Information Management & Governance Version Number Next Review Year Next Review Month 7.0 2018 January Current Author Phil Cottis Author s Job Title

More information

RECRUITMENT AND SELECTION CHARTER

RECRUITMENT AND SELECTION CHARTER RECRUITMENT AND SELECTION CHARTER Effective from: 17 January 2012 Review date: March 2014 Version/Reference: Document owner: Version 2 (HR12/03) Human Resources Section RECRUITMENT AND SELECTION CHARTER

More information

Agreed Job Description and Person Specification

Agreed Job Description and Person Specification Job Title: Line Manager: Professionally accountable to: Job Purpose Agreed Job Description and Person Specification Human Resources Administrator Head of Human Resources Head of Human Resources To support

More information

Quick guide to the employment practices code

Quick guide to the employment practices code Data protection Quick guide to the employment practices code Ideal for the small business Contents 3 Contents Section 1 About this guidance 4 Section 2 What is the Data Protection Act? 5 Section 3 Recruitment

More information

Information Governance Policy

Information Governance Policy Author: Susan Hall, Information Governance Manager Owner: Fiona Jamieson, Assistant Director of Healthcare Governance Publisher: Compliance Unit Date of first issue: February 2005 Version: 5 Date of version

More information

John Leggott College. Data Protection Policy. Introduction

John Leggott College. Data Protection Policy. Introduction John Leggott College Data Protection Policy Introduction The College needs to keep certain information about its employees, students and other users to allow it to monitor performance, achievements, and

More information

ST IVES CHAMBERS POLICY ON THE COLLECTION AND USE OF DIVERSITY DATA

ST IVES CHAMBERS POLICY ON THE COLLECTION AND USE OF DIVERSITY DATA ST IVES CHAMBERS POLICY ON THE COLLECTION AND USE OF DIVERSITY DATA 1. This is the Data Diversity Policy for St Ives Chambers which is established in accordance with RC110 (section D1.2 Equality and diversity)

More information

8. To ensure the accurate use of all pharmacy computer systems and to record all issues, receipts and returns of medicines.

8. To ensure the accurate use of all pharmacy computer systems and to record all issues, receipts and returns of medicines. JOB DESCRIPTION JOB TITLE PAY BAND DIRECTORATE / DIVISION DEPARTMENT BASE RESPONSIBLE TO ACCOUNTABLE TO RESPONSIBLE FOR Student Pharmacy Technician Band 4 (1st year 70% of top point on band 4, 2 nd year

More information

NHS Business Services Authority HR Policies Recruitment and Selection

NHS Business Services Authority HR Policies Recruitment and Selection 1. POLICY STATEMENT 1.1 The Policy is designed to support managers in providing a fair, consistent and effective approach to the recruitment of all employees and to help managers deal with recruitment

More information

NOTTINGHAM UNIVERSITY HOSPITALS NHS TRUST POLICIES AND PROCEDURES MANAGEMENT OF ATTENDANCE AND SICKNESS ABSENCE POLICY. Documentation Control

NOTTINGHAM UNIVERSITY HOSPITALS NHS TRUST POLICIES AND PROCEDURES MANAGEMENT OF ATTENDANCE AND SICKNESS ABSENCE POLICY. Documentation Control NOTTINGHAM UNIVERSITY HOSPITALS NHS TRUST POLICIES AND PROCEDURES MANAGEMENT OF ATTENDANCE AND SICKNESS ABSENCE POLICY Documentation Control Reference HR/P&C/003 Date approved 4 Approving Body Trust Board

More information

Human Resources and Data Protection

Human Resources and Data Protection Human Resources and Data Protection Contents 1. Policy Statement... 1 2. Scope... 2 3. What is personal data?... 2 4. Processing data... 3 5. The eight principles of the Data Protection Act... 4 6. Council

More information

Data Protection and Privacy Policy

Data Protection and Privacy Policy Data Protection and Privacy Policy 1. General This policy outlines Conciliation Resources commitments to respect the privacy of people s personal information and observe the relevant data protection legislation.

More information

NHS North Somerset Clinical Commissioning Group. HR Policies Managing Discipline

NHS North Somerset Clinical Commissioning Group. HR Policies Managing Discipline NHS North Somerset Clinical Commissioning Group HR Policies Managing Discipline Approved by: Quality and Assurance Group Ratification date: May 2013 Review date: May 2016 1 Contents 1 Policy Statement...

More information

Staff DBS Checks and Employing Exoffenders:

Staff DBS Checks and Employing Exoffenders: Staff DBS Checks and Employing Exoffenders: Guide to Policy and Procedures for Managers of Applicants 1 INDEX 1. Introduction 2. Recruiting ex-offenders 3. Disclosure and barring service (DBS) checks procedural

More information

Job application form including guidance notes

Job application form including guidance notes Join us Cumbria County Council Job application form including guidance notes Helpful tips Please read through the guidance notes and recruitment brochure before completing your application form. Use black

More information

RECRUITMENT AND SELECTION PROCEDURE AND GUIDANCE

RECRUITMENT AND SELECTION PROCEDURE AND GUIDANCE RECRUITMENT AND SELECTION PROCEDURE AND GUIDANCE Version: 2 Ratified by: Workforce Committee Date ratified: 2 June 2010 Name of originator/author: Assistant Director of Human Resources Name of responsible

More information

Recruitment and Selection Policy. Liverpool Community Health NHS Trust. Recruitment & Selection Policy

Recruitment and Selection Policy. Liverpool Community Health NHS Trust. Recruitment & Selection Policy Liverpool Community Health NHS Trust Recruitment & Selection Policy Version Number: Ratified by: V1 HR & OD Committee Date of Approval: November 2010 Name of originator/author: Approving Body / Committee:

More information

Disciplinary Policy and Procedure

Disciplinary Policy and Procedure Disciplinary Policy and Procedure Policy The success of the University is dependent on its most important resource, its staff. It is therefore vital that all employees are encouraged to work to the best

More information

FILING OF PERSONAL RECORDS IN SCHOOL

FILING OF PERSONAL RECORDS IN SCHOOL FILING OF PERSONAL RECORDS IN SCHOOL Responsible Committee: Every Three Years Governing Body Ratified by Governors: October 2014 Review date: October 2016 Safeguarding Health & Safety Financial Equalities

More information

DATA PROTECTION POLICY

DATA PROTECTION POLICY Title Author Approved By and Date Review Date Mike Pilling Latest Update- Corporation May 2008 1 Aug 2013 DATA PROTECTION ACT 1998 POLICY FOR ALL STAFF AND STUDENTS 1.0 Introduction 1.1 The Data Protection

More information

DATA PROTECTION POLICY

DATA PROTECTION POLICY DATA PROTECTION POLICY The information and guidelines within this Policy are important and apply to all members, Fellows and staff of the College 1. INTRODUCTION Like all educational establishments, the

More information

Data Protection and Data security Policy

Data Protection and Data security Policy Data Protection and Data security Policy Statement of policy and purpose of Policy 1. Somer Valley Community Radio Ltd (the Employer) is committed to ensuring that all personal information handled by us

More information

Disciplinary and Performance Management Policy & Procedure October 2010

Disciplinary and Performance Management Policy & Procedure October 2010 Disciplinary and Performance Management Policy & Procedure October 2010 Policy control Reference Disciplinary & Performance Management Policy & Procedure Date approved 18 October 2010 Approving Bodies

More information

Data Protection Policy

Data Protection Policy 1. Introduction 1.1 The College needs to keep certain information about its employees, students and other stakeholders, for example to allow it to monitor performance, achievements and health and safety.

More information

JOB DESCRIPTION. Tatchbury Mount base and other Southern Health Sites as required

JOB DESCRIPTION. Tatchbury Mount base and other Southern Health Sites as required JOB DESCRIPTION Job Title: Band: Hours: Location: Accountable to: Lead Manager for Workforce Planning & Resourcing 8a 37.5 per week Tatchbury Mount base and other Southern Health Sites as required Deputy

More information

The Newcastle upon Tyne Hospitals NHS Foundation Trust. Occupational Health Records Management and Retention Operational Policy

The Newcastle upon Tyne Hospitals NHS Foundation Trust. Occupational Health Records Management and Retention Operational Policy The Newcastle upon Tyne Hospitals NHS Foundation Trust Occupational Health Records Management and Retention Operational Policy Version No. 1.0 Effective From: 9 October 2013 Expiry Date: 30 September 2016

More information

HUMAN RESOURCES EQUAL OPPORTUNITIES POLICY

HUMAN RESOURCES EQUAL OPPORTUNITIES POLICY HUMAN RESOURCES EQUAL OPPORTUNITIES POLIC Policy Manager EO PIN Group Policy Group WAG Forum Policy Established Last Updated September 2008 Policy Review Period/Expiry June 2013 This policy does / does

More information

Human Resources Policy documents. Data Protection Policy

Human Resources Policy documents. Data Protection Policy Policy documents Aims of the Policy apetito is committed to meeting its obligations under data protection law. As a business, apetito handles a range of Personal Data relating to its customers, staff and

More information

JOB DESCRIPTION. Information Governance Manager

JOB DESCRIPTION. Information Governance Manager JOB DESCRIPTION POST TITLE: Information Governance Manager DIRECTORATE: ACCOUNTABLE TO: BAND: LOCATION: CSS Head of Information Governance 8a CSS Job Purpose The Information Governance Manager will ensure

More information

Equality and Diversity Policy. Deputy Director of HR Version Number: V.2.00 Date: 27/01/11

Equality and Diversity Policy. Deputy Director of HR Version Number: V.2.00 Date: 27/01/11 Equality and Diversity Policy Author: Deputy Director of HR Version Number: V.2.00 Date: 27/01/11 Approval and Authorisation Completion of the following signature blocks signifies the review and approval

More information

Performance Management Policy. Version No 3.1

Performance Management Policy. Version No 3.1 Plymouth Community Healthcare CIC Performance Management Policy Version No 3.1 Notice to staff using a paper copy of this guidance The policies and procedures page of PCH Intranet holds the most recent

More information

INFORMATION GOVERNANCE POLICY

INFORMATION GOVERNANCE POLICY INFORMATION GOVERNANCE POLICY Issued by: Senior Information Risk Owner Policy Classification: Policy No: POLIG001 Information Governance Issue No: 1 Date Issued: 18/11/2013 Page No: 1 of 16 Review Date:

More information

SICKNESS ABSENCE POLICY. Version:

SICKNESS ABSENCE POLICY. Version: SICKNESS ABSENCE POLICY Version: V4 Policy Author: Shajeda Ahmed Designation: Senior Human Resources Manager Responsible Director of Strategy and Business Support Director: EIA Assessed: 22 November 2012

More information

Human Resources Report 2014 and People Strategy

Human Resources Report 2014 and People Strategy 24 February 2015 Council 5 To consider Human Resources Report 2014 and People Strategy Issue 1 The annual report on Human Resources issues and a proposed People Strategy. Recommendations 2 Council is asked

More information

NHS FORTH VALLEY Recruitment and Selection Policy and Procedure

NHS FORTH VALLEY Recruitment and Selection Policy and Procedure NHS FORTH VALLEY Recruitment and Selection Policy and Procedure Date of First Issue 19 / 12 / 2008 Approved 19 / 12 / 2008 Current Issue Date 06 / 10 / 2015 Review Date 01 / 10 / 2016 Version V1.04 EQIA

More information

Disclosure of Criminal Convictions Code of Practice

Disclosure of Criminal Convictions Code of Practice Disclosure of Criminal Convictions Code of Practice 1. Scope This code of practice is recommended for adoption by the governing bodies of community, voluntary controlled voluntary aided and foundation

More information

Human Resources People and Organisational Development. Disciplinary Procedure for Senior Staff

Human Resources People and Organisational Development. Disciplinary Procedure for Senior Staff Human Resources People and Organisational Development Disciplinary Procedure for Senior Staff AUGUST 2015 1. Introduction 1.1 This procedure applies to Senior Staff. Senior Staff includes: 1.1.1 the Vice-Chancellor

More information

BUCKINGHAMSHIRE COUNTY COUNCIL SCHOOLS GRIEVANCE POLICY AND PROCEDURE

BUCKINGHAMSHIRE COUNTY COUNCIL SCHOOLS GRIEVANCE POLICY AND PROCEDURE BUCKINGHAMSHIRE COUNTY COUNCIL SCHOOLS GRIEVANCE POLICY AND PROCEDURE Version 2 Page 1 of 16 Revised June 2012 BUCKINGHAMSHIRE COUNTY COUNCIL GRIEVANCE POLICY AND PROCEDURE FOR SCHOOLS 1. Introduction

More information

Working in partnership for a safer Glasgow. Recruitment and Selection Charter

Working in partnership for a safer Glasgow. Recruitment and Selection Charter Working in partnership for a safer Glasgow Recruitment and Selection Charter Version 5 Effective 12 October 2015 CONTENTS 1. INTRODUCTION 2 2. ADVERTISING PROCESS 2 3. DOUBLE TICK POSITIVE ABOUT DISABILITY

More information

A-Z Hospitals NHS Trust (replace with your employer name)

A-Z Hospitals NHS Trust (replace with your employer name) Department of Health will be issuing new guidance relating to the monitoring of equality in April 2013. The equality and diversity sections within NHS Jobs application forms will be reviewed and updated

More information

POLICY FOR MANAGING SICKNESS ABSENCE

POLICY FOR MANAGING SICKNESS ABSENCE Summary POLICY FOR MANAGING SICKNESS ABSENCE This policy sets out the standards for dealing with sickness absence in a fair, sensitive and supportive way, whilst at the same time recognising the needs

More information

WEST MIDLANDS POLICE Force Policy Document

WEST MIDLANDS POLICE Force Policy Document WEST MIDLANDS POLICE Force Policy Document POLICY TITLE: POLICY REFERENCE NO: POLICE STAFF DISCIPLINARY PROCEDURE HR/06 Executive Summary The Force expects certain standards of conduct to be maintained

More information

EXIT INTERVIEW POLICY

EXIT INTERVIEW POLICY EXIT INTERVIEW POLICY Policy elibrary Ref No: 1167 Date of Issue: March 2010 Prepared by: Cathie Walker Date of Review: March 2012 Lead Review: Ray Stewart Version: 2 Ratified by: Highland Partnership

More information

Finance and Business Development Manager 21 hours per week 22,000 pro rata Actual salary 12,745

Finance and Business Development Manager 21 hours per week 22,000 pro rata Actual salary 12,745 Finance and Business Development Manager 21 hours per week 22,000 pro rata Actual salary 12,745 An exciting opportunity has arisen for finance and Business Development Manager with sound financial skills,

More information

The Manitowoc Company, Inc.

The Manitowoc Company, Inc. The Manitowoc Company, Inc. DATA PROTECTION POLICY 11FitzPatrick & Associates 4/5/04 1 Proprietary Material Version 4.0 CONTENTS PART 1 - Policy Statement PART 2 - Processing Personal Data PART 3 - Organisational

More information

DATA PROTECTION POLICY

DATA PROTECTION POLICY DATA PROTECTION POLICY DATA PROTECTION POLICY Document Control Information Title Data Protection Policy Version V1.0 Author Diana Watt Date Approved 21 February 2013 Review Date Annually, on the anniversary

More information

DISCIPLINARY POLICY. 1. Introduction. 2. Structured support. 3. Formal action process 3.1. Investigations. 4. Notes of the Hearing and Investigation

DISCIPLINARY POLICY. 1. Introduction. 2. Structured support. 3. Formal action process 3.1. Investigations. 4. Notes of the Hearing and Investigation HUMAN RESOURCES DISCIPLINARY POLICY 1. Introduction 2. Structured support 3. Formal action process 3.1. Investigations 4. Notes of the Hearing and Investigation 5. Suspension 6. Grievance 7. Convening

More information

HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS)

HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS) HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS) Author: Diane Whalen Date: January 2013 This document defines the records retention schedule for records held and owned by the HR Office, and

More information

NEWMAN UNIVERSITY DISCIPLINARY POLICY AND PROCEDURE

NEWMAN UNIVERSITY DISCIPLINARY POLICY AND PROCEDURE 1. Scope and Purpose NEWMAN UNIVERSITY DISCIPLINARY POLICY AND PROCEDURE 1.1 Newman University [hereafter referred to as the University] recognises disciplinary rules and procedures are necessary for the

More information

Starting Salaries Policy. Document Title. Date Issued/Approved: July 2012. Date Valid From: 14 August 2012. Date Valid To: 13 March 2017

Starting Salaries Policy. Document Title. Date Issued/Approved: July 2012. Date Valid From: 14 August 2012. Date Valid To: 13 March 2017 POLICY UNDER REVIEW Please note that this policy is under review. It does, however, remain current Trust policy subject to any recent legislative changes, national policy instruction (NHS or Department

More information

No Smoking Policy. No Smoking Policy

No Smoking Policy. No Smoking Policy No Smoking Policy Document Status Version: V2.0 Approved DOCUMENT CHANGE HISTORY Initiated by Date Author HR Version Date Comments (i.e. viewed, or reviewed, amended approved by person or committee) V1.1

More information

The post holder will be guided by general polices and regulations, but will need to establish the way in which these should be interpreted.

The post holder will be guided by general polices and regulations, but will need to establish the way in which these should be interpreted. JOB DESCRIPTION Job Title: Membership and Events Manager Band: 7 Hours: 37.5 Location: Elms, Tatchbury Mount Accountable to: Head of Strategic Relationship Management 1. MAIN PURPOSE OF JOB The post holder

More information

Grievance Policy and Procedure

Grievance Policy and Procedure Grievance Policy and Procedure Page 1 Grievance Policy and Procedure Policy ref no: HR012-14 Author (inc job Judith Champion, Senior HR Business Partner title) Date Approved May 2014 Approved by Quality

More information

Application Form. Section 1 Personal Details. Oldham Hulme Grammar Schools Veale Wasbrough Lawyers 2006. Position Applied For: Title:

Application Form. Section 1 Personal Details. Oldham Hulme Grammar Schools Veale Wasbrough Lawyers 2006. Position Applied For: Title: Application Form Position Applied For: Section 1 Personal Details Title: Dr/Mr/Mrs/Miss/Ms Forename(s): Surname: Address: Former names: Preferred name: National Insurance Number: Postcode: Telephone Number(s):

More information

Job Application Form. Name: Position Applied for:

Job Application Form. Name: Position Applied for: Job Application Form This is an interactive PDF form, all boxes can be filled out using Acrobat Reader. Please email completed documents to headmaster@stdavidscollege.co.uk If you do not have Adobe Acrobat

More information

NHS Commissioning Board: Information governance policy

NHS Commissioning Board: Information governance policy NHS Commissioning Board: Information governance policy DOCUMENT STATUS: To be approved / Approved DOCUMENT RATIFIED BY: DATE ISSUED: October 2012 DATE TO BE REVIEWED: April 2013 2 AMENDMENT HISTORY: VERSION

More information

Document Name Disciplinary Policy Accountable Body RADIUS Trust Reference HR.P2 Date Ratified 13 th August 2015 Version 1.5 Last Update August 2015

Document Name Disciplinary Policy Accountable Body RADIUS Trust Reference HR.P2 Date Ratified 13 th August 2015 Version 1.5 Last Update August 2015 Category Human Resources Document Name Disciplinary Policy Accountable Body RADIUS Trust Reference HR.P2 Date Ratified 13 th August 2015 Version 1.5 Last Update August 2015 Related Documents Name Support

More information

SHORT TERM SICKNESS ABSENCE MANAGEMENT GUIDANCE NOTES (MGN32) Final

SHORT TERM SICKNESS ABSENCE MANAGEMENT GUIDANCE NOTES (MGN32) Final SHORT TERM SICKNESS ABSENCE MANAGEMENT GUIDANCE NOTES (MGN32) Final Created By Amended by PCH HR Advisors 10.01.2012 Further amendments made at maximising attendance working group Jan & Feb 2012 Approved

More information

CONTRACTS REVIEW FOR INFORMATION GOVERNANCE COMPLIANCE PROCEDURE

CONTRACTS REVIEW FOR INFORMATION GOVERNANCE COMPLIANCE PROCEDURE This document is uncontrolled once printed. Please check on the CCG s Intranet site for the most up to date version CONTRACTS REVIEW FOR INFORMATION GOVERNANCE COMPLIANCE PROCEDURE Document Title: Contracts

More information

Guide on how to complete the NHS Online Application Form. www.jobs.nhs.uk

Guide on how to complete the NHS Online Application Form. www.jobs.nhs.uk Guide on how to complete the NHS Online Application Form www.jobs.nhs.uk You should look at the Job Description and Person Specification for the job you are applying for. There are links to these on the

More information

AYLESBURY GRAMMAR SCHOOL

AYLESBURY GRAMMAR SCHOOL AYLESBURY GRAMMAR SCHOOL APPLICATION FORM PLEASE COMPLETE USING BLACK INK OR TYPE. APPLICATION FOR THE POST OF: APP 2 - POLICE CHECK SURNAME: FORENAME(S): TITLE: ADDRESS FOR CORRESPONDENCE: POSTCODE: E-MAIL

More information

Relief (Casual) Workers Policy and Procedure

Relief (Casual) Workers Policy and Procedure Relief (Casual) Workers Policy and Procedure Reference No. P13:2009 Implementation date 22112012 Version Number V1.2 Reference No: Name. Linked documents P14:2002 Police Staff Recruitment and Selection

More information

Policy Document Control Page

Policy Document Control Page Policy Document Control Page Title Title: Data Protection Policy Version: 3 Reference Number: CO59 Keywords: Data, access, principles, protection, Act. Data Subject, Information Supersedes Supersedes:

More information

NEWLY CREATED / REVISED POSTS JOB MATCHING POLICY AND PROCEDURE

NEWLY CREATED / REVISED POSTS JOB MATCHING POLICY AND PROCEDURE YMDDIRIEDOLAETH GIG CEREDIGION A CHANOLBARTH CYMRU CEREDIGION AND MID WALES NHS TRUST NEWLY CREATED / REVISED POSTS JOB MATCHING POLICY AND PROCEDURE Author Director of Human Resources Equality impact

More information

Workforce Performance Management Policy and Procedure

Workforce Performance Management Policy and Procedure Workforce Performance Management Policy and Procedure Workforce Performance Management Policy and Procedure Page: Page 1 of 19 Recommended by Approved by Executive Management Team Workforce Committee Approval

More information

Wiltshire Council Human Resources. Improving Work Performance Policy and Procedure

Wiltshire Council Human Resources. Improving Work Performance Policy and Procedure Wiltshire Council Human Resources Improving Work Performance Policy and Procedure This policy can be made available in other languages and formats such as large print and audio on request. What is it?

More information

Data Protection Policy

Data Protection Policy 1 Data Protection Policy Version 1: June 2014 1 2 Contents 1. Introduction 3 2. Policy Statement 3 3. Purpose of the Data Protection Act 1998 3 4. The principles of the Data Protection Act 1998 4 5 The

More information

JOB DESCRIPTION. Date this JD written/updated : Sep 11 (Updated Organisational Position April 2014)

JOB DESCRIPTION. Date this JD written/updated : Sep 11 (Updated Organisational Position April 2014) JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Pharmacy ATO Responsible to: Lead Procurement Pharmacy Technician Department & Base: BGH Pharmacy Date this JD written/updated : Sep 11 (Updated Organisational

More information

Managing Performance Policy

Managing Performance Policy .1 Managing Performance Policy Reference Number: 123 Author & Title: Gayle Williams, HR Manager Responsible Directorate: Human Resources Review Date: 11 March 2016 Ratified by (committee): Lynn Vaughan

More information

Direct Recruitment Privacy Policy

Direct Recruitment Privacy Policy Direct Recruitment Privacy Policy Direct Recruitment manages personal information in accordance with the Privacy Act 1988 and Australian Privacy Principles (APP). This policy applies to information collected

More information

Health & Wellbeing Framework. Absence Management Policy

Health & Wellbeing Framework. Absence Management Policy Health & Wellbeing Framework Absence Management Policy 1 Introduction This Policy is part of the Health & Wellbeing Framework which is made up of a number of elements which together encompass all formal

More information

ILT Services Helpdesk Technician

ILT Services Helpdesk Technician Department of Information and Learning Technology (ILT) Reporting Relationships Responsible to: Responsible for: Desktop Support Team Leader Providing helpdesk support to second line level, maintaining

More information

Employee Rights. Everything you need to know

Employee Rights. Everything you need to know Employee Rights Everything you need to know If you have a complaint about any element of your work, then you must obtain urgent legal advice. The best way to obtain advice is to contact us immediately.

More information

Application Form - Support Staff. Applicant Name... Position Applied for...

Application Form - Support Staff. Applicant Name... Position Applied for... Application Form - Support Staff Applicant Name... Position Applied for... 1 Application Form Position applied for: Section 1 Personal details Title: Dr/Mr/Mrs/Miss/Ms Forename(s): Surname: Date of birth:

More information

1. GENERAL INFORMATION Job Title: IT Support Assistant (2)

1. GENERAL INFORMATION Job Title: IT Support Assistant (2) 1. GENERAL INFORMATION Job Title: IT Support Assistant (2) Location: Longbow Responsible To: IT Manager Responsible For: Nil 2. JOB SUMMARY To provide initial technical support for the day to day provision

More information

Royal Bournemouth & Christchurch Hospitals NHS Foundation Trust Meeting the Public Sector Equality Duties Summary Statement May 2015

Royal Bournemouth & Christchurch Hospitals NHS Foundation Trust Meeting the Public Sector Equality Duties Summary Statement May 2015 Royal Bournemouth & Christchurch Hospitals NHS Foundation Trust Meeting the Public Sector Equality Duties Summary Statement May 2015 1.0 Introduction 1.1 At RBCH, we recognise that equality means treating

More information

Best Interests Assessor Senior Practitioner

Best Interests Assessor Senior Practitioner Job Title: Best Interests Assessor Senior Practitioner Job Grade: Band 5 Directorate: Adults, Health and Community Wellbeing The Role Job Reference Number: P02163 To assist with the quality checking and

More information

Job Description. Information Governance & Health Records Manager

Job Description. Information Governance & Health Records Manager Job Description POST: GRADE: RESPONSIBLE TO: ACCOUNTABLE TO: Information Governance Facilitator A4C Band 3 0.93 WTE 35 Hours per week Information Governance & Health Records Manager Head of Information

More information

INFORMATION GOVERNANCE AND DATA PROTECTION POLICY

INFORMATION GOVERNANCE AND DATA PROTECTION POLICY INFORMATION GOVERNANCE AND DATA PROTECTION POLICY WN CCG Information Governance & Data Protection Policy July 2013 1 Document Control Sheet Name of Document: Information Governance & Data Protection Policy

More information

FURTHER EDUCATION Place of education Type of training Qualification

FURTHER EDUCATION Place of education Type of training Qualification APPLICATION FORM POSITION APPLIED FOR HOW DID YOU HEAR OF THIS VACANCY? (Name of publication, web site, agency or source) PERSONAL DETAILS Surname: First Names: Title: Previous Names: Home Address: Post

More information

SHEFFIELD TEACHING HOSPITALS NHS FOUNDATION TRUST EXECUTIVE SUMMARY REPORT TO THE TRUST HEALTHCARE GOVERNANCE COMMITTEE

SHEFFIELD TEACHING HOSPITALS NHS FOUNDATION TRUST EXECUTIVE SUMMARY REPORT TO THE TRUST HEALTHCARE GOVERNANCE COMMITTEE SHEFFIELD TEACHING HOSPITALS NHS FOUNDATION TRUST EXECUTIVE SUMMARY REPORT TO THE TRUST HEALTHCARE GOVERNANCE COMMITTEE I TO BE HELD ON MONDAY 26 NOVEMBER 2012 Subject: Supporting Director: Author: Status

More information

NHS North Somerset Clinical Commissioning Group

NHS North Somerset Clinical Commissioning Group NHS North Somerset Clinical Commissioning Group HR Policies Managing Sickness Absence Approved by: Quality and Assurance Group Ratification date: September 2013 Review date: September 2016 Elaine Edwards

More information

DOCUMENT CONTROL PAGE. Health and Safety Policy Statement

DOCUMENT CONTROL PAGE. Health and Safety Policy Statement DOCUMENT CONTROL PAGE Title Title: Version: 4.0 Health and Safety Policy Statement Reference Number: HSP 1 Supersedes Supersedes: Version 3.0 Significant Changes: Revised into new Trust policy format to

More information

DISCIPLINARY AND GRIEVANCE ARRANGEMENTS. the disciplinary process: how councils can deal with concerns about employee

DISCIPLINARY AND GRIEVANCE ARRANGEMENTS. the disciplinary process: how councils can deal with concerns about employee Legal Topic Note LTN 22 January 2013 DISCIPLINARY AND GRIEVANCE ARRANGEMENTS 1. This LTN provides guidance on: the disciplinary process: how councils can deal with concerns about employee misconduct or

More information

ROLE DESCRIPTION GENERAL INFORMATION. Medicines Optimisation Support Technician Band: 6. Deputy Head of Medicines Management ROLE SUMMARY

ROLE DESCRIPTION GENERAL INFORMATION. Medicines Optimisation Support Technician Band: 6. Deputy Head of Medicines Management ROLE SUMMARY ROLE DESCRIPTION GENERAL INFORMATION Job title: Medicines Optimisation Support Technician Band: 6 Terms & Conditions of Service Function: Responsible to: Responsible for: Main Base: In accordance with

More information

LEWISHAM PRIMARY CARE TRUST EXIT QUESTIONNAIRE AND INTERVIEW PROCEDURE

LEWISHAM PRIMARY CARE TRUST EXIT QUESTIONNAIRE AND INTERVIEW PROCEDURE LEWISHAM PRIMARY CARE TRUST EXIT QUESTIONNAIRE AND INTERVIEW PROCEDURE LEWISHAM PRIMARY CARE TRUST - EXIT PROCEDURE CONTENTS PAGE Introduction 3 Flowchart 4 Step by Step guide to the Exit Procedure 5 Appendices

More information

Golden Jubilee National Hospital NHS National Waiting Times Centre

Golden Jubilee National Hospital NHS National Waiting Times Centre Golden Jubilee National Hospital NHS National Waiting Times Centre Chief Executive Jill Young Agamemnon Street Clydebank G81 4DY Scotland Telephone 0141 951 5000 Fax 0141 951 5500 Recruitment line: 0800

More information