NETCARE LIMITED HUMAN RESOURCES RECRUITMENT AND SELECTION POLICY

Transcription

1 NETCARE LIMITED HUMAN RESOURCES RECRUITMENT AND SELECTION POLICY PREPARED BY: HUMAN RESOURCES DEPARTMENT APPROVED BY: HUMAN RESOURCES DEPARTMENT APPROVAL DATE: FEBRUARY 2012 REVIEW DATE: FEBRUARY 2013 VERSION: FINAL

2 COPYRIGHT WARNING NOTICE This policy is the property of Netcare Limited. Copyright subsists in this work. Any unauthorised reproduction, publication or translation of the work, are acts of copyright infringement and make the doer liable for civil law copyright infringement and may make the doer liable to criminal prosecution. The compilation and input to the guide was obtained from experts in Human Resource Management. Any changes and alterations can only be made with the approval of the Netcare Human Resources Department. Reference to one gender can be interpreted to imply as belonging to either gender. All manuals for the Netcare Group are under the management of the Group Risk Department. For comments and suggestions please the Risk Manager. Page 2 of 34

3 INDEX HUMAN RESOURCES: RECRUITMENT AND SELECTION POLICY PURPOSE POLICY STATEMENT POLICY OBJECTIVES POLICY SCOPE ROLES AND RESPONSIBILITIES RELATED POLICIES POLICY PRINCIPLES DEFINITIONS THE RECRUITMENT PROCESS THE SELECTION PROCESS THE ENGAGEMENT PROCESS PRE-EMPLOYMENT AND POST-EMPLOYMENT DOCUMENTATION FOR PERMANENT EMPLOYEES THE PROBATION PROCESS THE TERMINATION PROCESS RECORD KEEPING AND STORAGE OF INFORMATION CONFIDENTIALITY OF INFORMATION VENDOR MANAGEMENT NEPOTISM BRANDING AND MARKETING INITIATIVES INTERNAL TRANSFERS ACTING ALLOWANCE JOB ROTATION TRAVEL, RELOCATION AND ACCOMMODATION COSTS RECRUITMENT COSTS VOLUNTEER SERVICES HOMECOMING REVOLUTION INTERNATIONAL SECONDMENT FOREIGN RECRUITMENT BREACH REFERENCES ASSESSMENT...29 Page 3 of 34

4 HUMAN RESOURCES: RECRUITMENT AND SELECTION POLICY 1. PURPOSE The purpose of this document is to outline the relevant guidelines, policies and procedures that are applied in order to achieve the required staffing goals of the Group, whilst ensuring compliance with legislative and ethical requirements governing Netcare recruitment and selection practices. 2. POLICY STATEMENT Netcare strives to appoint and develop people with potential at all levels of the business, drawing on the best skills available from within the relevant labour market. Candidates will be selected for appointment in accordance with their competence to fulfil the inherent job requirements, without having regard to arbitrary discrimination factors such as race and gender. Preference during the recruitment and selection process will be given to suitable candidates from historically disadvantaged groups in accordance with the Company's Employment Equity Strategy. Netcare strives to have its labour force reflect the demographic composition of society at large or specific markets, but also taking into consideration the special skills required for particular positions. Career development of existing employees is of paramount importance and internal candidates will be given first consideration for job appointments and only where it is considered that a suitable internal candidate is not available nor found to meet the specific requirements of the position, will an external candidate be appointed. Netcare aims to eliminate all forms of unfair discrimination in the recruitment and selection of candidates and, in order to facilitate this, the procedures laid out in this policy must be strictly adhered to. 3. POLICY OBJECTIVES Netcare is an equal opportunity employer and the objectives of the recruitment and selection process are as follows: 3.1 To attract competent, talented individuals and to fill vacant positions with the best qualified candidates. 3.2 To ensure that a fair, transparent and evidence-based process is followed. 3.3 To eliminate bias and prejudice in the recruitment and selection process. 3.4 To comply with all related Labour Legislation. 3.5 To safeguard Netcare against unnecessary litigation expenses. 3.6 To ensure that correct documentation is completed for employees. 3.7 To ensure consistency with all employee transfers. 4. POLICY SCOPE The recruitment and selection policy applies to: 4.1 All permanent vacant positions within the Netcare Group. 4.2 Full-time and Part-time employees (half day and two third day employees) who are regarded as permanent employees 4.3 Temporary employees who have applied for permanent vacancies within the Netcare Group. Page 4 of 34

5 5. ROLES AND RESPONSIBILITIES 5.1 Group human resources is responsible for drafting and updating the policy in line with the Netcare human resources strategy. 5.2 Human resource departments within the specific business units are responsible for the implementation of the recruitment and selection policy as well as ongoing advisory support to line managers. 5.3 It is the line manager s responsibility to ensure compliance with the policy throughout the recruitment and selection process. 6. RELATED POLICIES This policy must be read in conjunction with the following Netcare human resource policies: 6.1 Employment Equity Policy 6.2 Disability Policy 6.3 Employee Relations Policy 6.4 Induction Policy 6.5 Travel Policy 7. POLICY PRINCIPLES The main objective of this policy is to ensure that the most suitable candidate s are selected for vacant positions. In order to achieve this objective, it is important that all parties involved in the recruitment and selection process have a clear understanding of the requirements of the position to be filled and the desired skills, qualifications, experience and behavioural attributes required of the job incumbent. Additionally, the following principles of recruitment and selection should be considered: 7.1 SUBSTANTIVE AND PROCEDURAL FAIRNESS All candidates must be given a fair opportunity for selection and all parties involved in the recruitment process must ensure that recruitment and selection procedures are substantively and procedurally fair Substantive Fairness The criteria for job performance must be clear and relevant to the inherent requirements of the position being offered. Recruitment and selection techniques utilised must be relevant to the job-related criteria. A candidate s ability and potential to do the job should be considered. Whilst decisions will be made partly on qualifications and experience, it is important that a candidates capacity to acquire within a reasonable period of time the ability to do the job is also considered in terms of the provisions of the Employment Equity Act Procedural Fairness Unfair exclusion or inclusion of certain candidates or groups of candidates should not occur. Equal opportunity of access to positions should prevail and be ensured. Candidates should be interviewed in a fair and objective manner, bearing in mind the needs of the job and the business unit. Page 5 of 34

6 Interview and selection processes should support and result in fair selection decisions. 7.2 EMPLOYMENT EQUITY Line managers are required to discuss Employment Equity plans with their relevant human resources department to ensure alignment to the Group s staffing and Employment Equity strategies The Employment Equity Act is intended to lead to representative diversity at all levels and hence the need to rectify previous imbalances through various activities including recruitment and selection practices and procedures. Whilst Netcare selection procedures aim at treating all candidates fairly and equally, previously disadvantaged groups (i.e. Africans, Indians, Coloureds, women and persons with disabilities) will play a major role in filling vacancies in accordance with the group transformation strategy and applicable targets People with disabilities on shortlists will be given preference above other candidates, in line with the Group s Employment Equity (EE) Strategy and Code of Practice around disability as long as it would not impose an unjustifiable hardship on the business of Netcare. Please refer to the detailed Disability Policy available on the Intranet All appointments will be made in accordance with the Group s Employment Equity (EE) Strategy. 7.3 DISCRIMINATION Discrimination refers to the treatment taken towards or against a person of a certain group in consideration, based solely on class or category Race Discrimination Employers may not discriminate against internal or external candidates on racial grounds, i.e. on grounds of colour, race, nationality or ethnic origin Gender Discrimination Discrimination on the grounds of gender, marital status and family responsibility (including pregnancy) is not permitted Other Forms of Discrimination Apart from the above, discrimination on the grounds of age, disability, sexual orientations, religion, political beliefs or opinions, language and/or culture is not allowed. 8. DEFINITIONS Cost per hire: means the cost of recruiting new employees, including advertising costs, cost of interviewers time spend, cost of administrative time spend etc. Competencies: are a set of behaviours that encompass skills, knowledge, abilities, and personal attributes that, taken together, are critical to successful work accomplishment. Discrimination: refers to the treatment taken toward or against a person of a certain group in consideration, based solely on class or category. Discrimination is the actual behavior towards another group. It involves excluding or restricting members of one group from opportunities that are available to other groups. Page 6 of 34

7 Employee: The Labour Relations Act defines an employee as: any person, excluding an independent contractor, who works for another person and who receives, or who is entitled to receive, any remuneration; and any person who in any manner assists in carrying on or conducting the business of an employer External recruitment: means the recruitment process whereby the position is advertised outside the Netcare Group. Finder s Fee (employee introduction fee): means a fully taxable incentive paid to employees who introduce candidates for recruitment for specialist categories or as motivated and approved by the Regional General Manager. Headcount: means the inventory of the current workforce and current jobs in the structure. Internal recruitment: means recruitment of employees within the Netcare Group and not open to individuals outside the Group. Nepotism: Nepotism can be defined as favouritism / preferential treatment shown by someone in power towards relatives and friends, especially in appointing them to positions within the Company with direct reporting lines. Part Time employee: means an individual who works reduced working hours as agreed by Netcare and the individual. People with disabilities: are defined as people having a long term or recurring physical or mental impairment, which substantially limits their prospects of entry into, or advancement in employment. Permanent employee: is an individual who is employed until the employment relationship is terminated by the employer or employee. A permanent employee may be full-time or part-time. Probationer: is a permanent employee who serves the first three months of employment to allow for assessment of skills, abilities and compatibility. Recruitment and selection: means those activities which are undertaken in order to attract, select and retain sufficient job candidates who have the necessary competencies and traits to fill the position requirements and to assist the organisation in achieving its objectives. Reference checking: means a method used to verify information about the candidates employment history, education and training, behavioural patterns, job title, salary and any other information that is crucial before finalising an appointment. Relatives and family members: are defined as an individual related to another person or the person's spouse. This includes: an individual s spouse or life partner, own, step or adopted children, parents, parents-in-law, biological brothers or sisters, legally adopted brothers or sisters, own grandparents and own grandchildren. Extended family members such as niece, nephews etc. are also included in this definition. Targeted Selection Interview: is a method used to evaluate an individual s competencies based on past behaviour, in order to ensure that the right person is hired for the given job. Vendor: means a supplier of any goods or service. For the purpose of this policy, a vendor is a supplier of possible candidates for recruitment purposes. Page 7 of 34

8 9. THE RECRUITMENT PROCESS 9.1 Language medium The business medium for language during the entire recruitment process is English Vacancy advertising, application forms, communication during the interview process, employee risk assessments, offer letters and contracts of employment will be communicated in English. 9.2 Participation in the recruitment and selection process Candidates must be given sufficient opportunity to avail themselves to participate in the different elements of the recruitment and selection process Candidates who do not make themselves available must be informed in writing that the process will continue without them, thereby ensuring that the business impact is minimized The following will apply to employees who are on leave: Statutory Annual Leave: It is the responsibility of the individual to enquire about vacancies advertised or to make necessary arrangements with individuals in the work environment to obtain this information Any leave other than the statutory provisions for annual leave (e.g. study leave, sick leave, maternity leave etc.): The individual takes accountability for advising his/her direct line manager or the human resources department of career growth opportunities that he/she may aspire to and provides contact information where vacancy information can be forwarded in his/her absence Where employees who are facing retrenchment request to be considered for positions across the organisation, responsibility rests with the human resources manager to ensure that the relevant information is available Internal staff who apply for vacant positions within the Group are required to inform their direct line manager at point of application. Failure to inform the relevant direct manager will automatically disqualify the individual s application. 9.3 Staff requisition form A staff requisition form must be completed and signed off by the relevant Line Manger for all vacant, new or temporary positions. A copy of the staff requisition form is available on the intranet The recruitment process will commence once the staff requisition is authorised by the Regional General Manager/ Regional Director/ Executive and Area/ Regional Human Resources Manager. 9.4 Job advertisements A job advertisement must indicate the job specifications required for a specific position (role title, location, reporting structure, closing date, role summary, role functions and responsibilities, qualifications, experience, inherent job requirements) Job advertisements must be completed on the standardised templates available on the intranet. Additional information included in the how to apply section of the advert must be signed off by the Area/ Regional Human Resources Manager The below clauses must be included on all Netcare is an equal opportunity employer. The Company's approved Employment Equity plan and targets will be considered as part of the recruitment process aligned to the Group s Employment Equity strategy. Netcare actively supports the recruitment of people with disabilities. Page 8 of 34

9 Please note that in line with the Group recruitment and selection policy, failure to inform your line manager will automatically disqualify your application. Please refer to the recruitment and selection policy for further details. In the event of any physical or psychological limitation that may impair an individual s ability to perform the job function, the employee must consult the employer for reasonable accommodation Consideration must be given to ensuring that a wide audience is reached in the most cost effective manner. 9.5 Internal recruitment All vacancy advertisements must be sent out internally within the Group. It is the Human Resource Department s responsibility to bring current Netcare vacancies to the attention of current employees Site human resources is responsible for ensuring that all vacancies are advertised on the intranet for a period of seven working days, excluding weekends and public holidays Communication regarding new appointments, transfers, promotions and terminations of employees is distributed to the Group on Postmaster weekly. All D and upper band position movements must be consolidated at site human resources level and approved by the Area/ Regional Human Resources Manager. Following this, the relevant details must be forwarded to Group human resources for consolidation A cash incentive or Finders Fee is paid to employees who introduce successful candidates to the company. The scheme will be subject to certain rules and categories of employees as indicated in detail below: The finders fee applicability will be clearly marked on the staff requisition form and internal advert The core focus of this initiative will be the recruitment of the following categories of staff: ACI managerial employees (C4 and above) Pharmacists Post basic pharmacist assistants Registered nurses ICU and Theatre Scrub trained and experienced (other specialities limited to High Care and Midwifery will be subject to Regional Director authorisation) People living with a disability (they may be skilled in any area throughout the hospital) All other categories that fall outside the above identified job titles must be motivated and approved by the Regional Director The following staff are excluded from participating in the programme, unless approved by Regional Management: Managerial employees (C4 and above) Human resources employees Any other post where the line function includes recruitment The finders fee for the recruitment of specialist categories of staff will be as follows: After 3 months R After 6 months R Page 9 of 34

10 Staff members referring applicants for applicable positions are required to personally forward the application to the human resources department. Human resources is required to clearly indicate on the curriculum vitae that the particular staff member referred the curriculum vitae for consideration. Curriculum vitae s submitted directly by applicants to the human resources department will not be eligible for participation in the programme The finders fee is strictly eligible to staff graded C3 and below Family referrals will be permitted and normal finders fee procedure will be followed which entitles the employee to receive a cash incentive for the referral of a family member Should the candidate be successfully appointed, the employee is required to complete a finders fee form within 14 working days of the applicant commencing service and forward to the human resources department for processing Finders fees will not be payable for the recruitment of agency staff already working at Netcare, internal transfers within the Netcare Group, casual employees, temporary employees or fixed term contracts After 3 months service the human resources department is required to arrange for the approval of the finders fee form and submit it to the HRSSC for processing and payment of the first amount After 6 months service the HR department is required to arrange for the approval of the finders fee form and submit it to the HRSSC for processing and payment of the last amount The finders fee will be paid as an incentive bonus through the payroll and will be fully taxable Finders fee will be forfeited if any candidate s CV has already been received by the Group through an external recruitment agency Due to stringent audit processes, any non-compliance with respect to the above will result in the exclusion of the recruiter in claiming the finders fee. 9.6 External recruitment Netcare reserves the right to advertise vacancies externally simultaneous to the position being advertised internally All external adverts must be placed on the Netcare website The current preferred service provider for media advert placements is Human Communications. The service provider must be contacted directly for the placement of media adverts Employment agencies on the approved vendor list may be contacted should other sourcing methods prove unsatisfactory. The list of preferred vendors is available on the intranet The job title listing will provide guidance as to the categorizing of positions into those that qualify as scarce skills and those that do not. Positions categorized as scarce skills can be filled using a recruitment agency where necessary. For the use of agencies outside of this categorization, relevant business unit manager approval will be required prior to the solicitation of candidates. D upper band and specialist positions require authorization at a regional level. C and lower band positions require authorization of the relevant business unit general manager. 10. THE SELECTION PROCESS 10.1 Job applications and short listing Candidates are required to complete and sign a Netcare application form and submit a detailed curriculum vitae to the human resources department who will be responsible for initial screening All unsolicited applications received must be directed to the careers section of the Netcare website In order to be considered for positions at Netcare, all applicants are required to have a minimum Grade 12 or equivalent National Qualifications Framework (NQF) Level 4 qualification. Page 10 of 34

11 In line with the Netcare Group Employment Equity and Disability Strategy, provision is made for the recruitment of suitable individuals who are not in possession of a valid Grade 12 or equivalent NQF Level 4 qualification. In these instances it is the responsibility of the recruiting business unit to ensure that the relevant qualification is attained post employment and within a specified period of two years from date of commencement of employment The human resources department is responsible for finalizing and discussing a short-list with line management Reasons for not short-listing candidates must be recorded on the Netcare application form or curriculum vitae All shortlists should be aligned to the Groups Employment Equity and Disability Strategy Unsuccessful candidates must be notified by means of a regret letter within one month of finalization of the vacancy Target selection interviews Short-listed candidates who meet the inherent requirements of a position are to be contacted for an interview by the relevant human resources department Interviews and final selection will be carried out by the human resources department together with line management. For positions, where a human resources representative is not present at the interview, it must be on prior agreement with the relevant line manager A declaration of interest form must be signed by all interviewing panel members to ensure that there is no conflict of interest with a candidate which may impact on the recruitment process. A copy of the declaration of interest form is available on the Netcare intranet Interviews are conducted using the Targeted Selection method of interviewing, whereby candidates are assessed specifically on the inherent requirements identified for each position within Netcare, and on which the performance management system is based During the interview process, a candidate s potential to acquire and develop the necessary experience within a reasonable period of time should be considered The selection panel members are required to declare any conflict of interest prior to the start of the recruitment process Subsequent to the interview, the interviewers are required to evaluate the candidate s responses and record the interview ratings on the interview guide. All documentation must remain with the relevant human resources department for record purposes Employee risk assessments The current preferred service provider for employee risk assessments is Integra and Lexis Nexis/ Recheck Integra checks are mandatory for all C4 and above internal and external appointments within the Group Integra checks are required for all financial and risk posts Refcheck is utilised for posts where an integrated feedback report is not required All employee risk assessments will be undertaken by the human resources department at a site level. The employee risk assessments will include reference checks, document verification (e.g. qualification and employment checks), credit and criminal checks where required The checks undertaken must be relevant to the inherent requirements of the position which the candidate is being considered for Competency-based reference checks will be used to verify facts and will be conducted, with the written consent of the candidate, after the interview. Page 11 of 34

12 A minimum of two reference checks must be obtained from recent and current employers, prior to an offer of employment being made to a candidate In the case where approval for reference checking from the candidate s current employer was not obtained, the offer of employment will be subject to satisfactory references being obtained to verify material representations made by the candidate in his/her application Where permission to obtain reference checks has not been obtained from the candidate s current employer due to risk within current role, references must be obtained upon acceptance of offer or commencement of employment. Netcare reserves the right to withdraw the offer should the reference checking process undertaken prove unsatisfactory. Candidates must be informed of the above process during the resourcing process as well as in the offer letter A minimum of two reference checks must be obtained prior to an internal appointment/ transfer being confirmed. At a minimum, one of these must be completed with the employee s current direct line manager Based on the inherent job requirements, criminal and credit checks should be carried out prior to appointment in accordance with South African Law and the Netcare Policy. Criminal and credit checks are only conducted with the written consent of the candidate. The positions listed below are identified as risk posts requiring Integra checks and should be completed accordingly: C4 and above positions Financial positions Pharmacy Human resources including call centre Reception Security guards and drivers No offer of employment will be made to internal or external candidates if the employee risk assessment process is not completed The site human resources manager and area/ regional human resources manager is responsible for mitigating risk relating to the confidentiality of results obtained from the risk assessment processes Psychometric assessments 12.1 The current preferred service provider for psychometric assessments in Thomas International Psychometric assessment options for specific positions are available from Group Human Resources Psychometric assessments may be conducted for candidates who have been short-listed after the interview process is completed Assessment results remain confidential and feedback is integrated with other information sources and is linked directly to the inherent requirements of the job. Assessment reports should not be given to candidates The Human Resources Department is responsible for the scheduling of all assessments The use of psychometric or other testing must be consistent, objective and credible to avoid disappointment and ensure equity of the process. If one candidate is tested all other candidates on the short list must be tested Assessment tools selected for senior and executive positions must be approved by the Area/ Regional Human Resources Manager Medical testing Page 12 of 34

13 Whilst medical examinations will not be used as a method of selection, the Group reserves the right to undertake such testing/examinations if it is justifiable in terms of employment conditions and/or the inherent requirements of the job No testing is permitted to ascertain the HIV status of a candidate Declining candidates Standardised regret letters must be utilised for declining unsuccessful candidates. Standardised regret letter templates are available on the intranet All candidates who have forwarded an application for a position at Netcare must receive a regret letter These must be retained on file for a minimum period of one year Candidates may only be rejected on the basis of the inherent requirements of the job or the Group Employment Equity Policy. 11. THE ENGAGEMENT PROCESS When the interviewing process has been concluded, a suitable candidate selected and an offer of employment made and accepted, management and the employee are to agree on a date that the employee will commence employment. Management is required to inform the relevant human resources department accordingly Letter of offer The relevant human resources department is responsible for providing a letter of offer after the interview and employee risk assessment process is completed and a suitable candidate selected. A letter of offer template is available on the intranet. In the case of non ACI appointments, a non ACI motivation form must be signed off by the relevant line manager. A non ACI motivation form is available on the Netcare intranet. All job offers will be made in writing and must be signed by candidates who have been successful for specific positions. The period of validity of the offer will be specified on the letter of offer. Job offers are however not valid for longer than seven working days. The signed letter of offer must be placed in the employee s personnel file Contract of employment The relevant human resources department is responsible for providing a contract of employment to employees within the first week of employment. A contact of employment template is available on the intranet. All contracts of employment must be made in writing, signed by the authorised signatory and the employee. Each page of the contract of employment must be initialled by the authorised signatory and the employee. Conditions of employment are specified in the contract of employment. The employee is referred to the complete spectrum of Company policies and procedures that are available both in hard copy from the human resources department and on the intranet. The signed contract of employment letter must be placed in the employee s personnel file and a copy provided to the employee. Page 13 of 34

14 11.3 Job descriptions Employees are required to sign a job description for their respective positions upon commencement of employment. A job description template is available on the intranet. Job descriptions must be reviewed annually in October during the performance-based discussion process. Any changes must be documented and signed off by the employee and line manager facilitated through the site HR structures. The signed job description must be placed in the employee s personnel file and a copy provided to the employee. It is the responsibility of the relevant human resources department to ensure that the job description is updated should the role requirements of the position change. The revised job description must be signed by the employee and placed in the personnel file. 12. PRE-EMPLOYMENT AND POST-EMPLOYMENT DOCUMENTATION FOR PERMANENT EMPLOYEES It is the responsibility of the human resources department to ensure that an employee personnel file is opened for new employees and is updated regularly. The following documentation is required prior to the employment of a permanent employee. A preemployment checklist template is available on the intranet: Pre-employment checklist Staff requisition form signed by authorised signatories Job advert Netcare application form completed and signed Curriculum vitae Target selection interview guides Certified copy of identification document Certified copies of qualification certificates Certified copies of original Professional Membership certificates Copy of most recent payslip Certified copy of valid work permit (where applicable) Copy of drivers licence and/or PDP licence (where applicable) and a signed indemnity form to indemnify the company against all traffic violations. Background checks: o Two reference checks o Qualification checks o Credit checks (where applicable) o Criminal check (where applicable) Psychometric Assessments (where applicable) Balance Score Card for C4 and above Non ACI authorisation form or authorisation for non-aci appointments A medical report certifying that a candidate living with disabilities is able to perform the work required Signed letter of offer Transfer form (where applicable) Declaration of outside interest form (where applicable) The following documentation is required post-employment or on the first working day. A post-employment checklist template is available on the intranet: Page 14 of 34

15 Post-employment checklist Acceptance of letter of appointment signed and initialled by Netcare authorised signatories and the employee Signed job description Annexure A and B Pension/Provident Fund Expression of Wish Form Certified copies of beneficiary ID's Employee banking details Medical Aid Membership Form (where applicable) or proof of alternate Medical Aid Membership (where applicable Medical Aid card) Hepatitis B Immunisation Form (where applicable) A completed and signed EEA1 form for employees living with disabilities Tax on Bonuses Form (where applicable) SARS Tax Reference Number Performance Worksheet and Balanced Scorecard (where applicable) Signed copy of a three month probation form completed and sign by the Head of Department where applicable. 13. THE PROBATION PROCESS 13.1 All new employees will be placed on a three-month probationary period. This enables: The employee to assess whether he/she enjoys the work environment and opportunities provided by the Company The Manager to assess whether the employee meets the requirements of the position and is compatible with the environment Probation only applies to new employees and not in respect of promotions or internal transfers The employer must set and communicate the required standard against which the employee is to be measured The employer must provide regular feedback. Based on gaps identified, appropriate instruction, training, guidance or counselling should take place The decision to terminate the services of a probationer must comply with all the requirements for procedural and substantive fairness A dismissal on procedurally and substantive fair grounds can take place at any stage of the probationary period and the level of substantive fairness for probationers must be seen as the same as that for permanent employees A probationer has a legitimate expectation of permanent employment, subject to the probation process, which will materialise where the period of probation expires without specific and written indications to the contrary The following probation process must be followed for all employees: In the first week of employment the line manager is required to discuss the probationer s responsibilities. This involves the clarification of the Key Result Areas (objectives and inherent requirements) in terms of the Performance Worksheet In the second month of employment the line manager is required to facilitate a review discussion with the probationer where applicable. It is at this point that the Key Result Areas and objectives are translated into a Balanced Score Card format. The inherent requirements are explored and opportunities for development are highlighted. Page 15 of 34

16 A copy of the performance worksheet reflecting successful completion of the three month probation period must be sent to the relevant human resources department for retention. Should performance gaps be identified, a follow-up date must be set. If it is evident that the employee is not able to fulfil the performance criteria, the incapacity procedure must be followed In the event of misconduct, (work habits like sleeping on duty, poor timekeeping, absenteeism) the disciplinary procedure must be followed. 14. THE TERMINATION PROCESS 14.1 The human resources manager is responsible for conducting a face-to-face exit interview with all staff prior to termination date. An exit interview template is available on the intranet External suppliers utilised to complete exit interview surveys must be registered as a Netcare provider. 15. RECORD KEEPING AND STORAGE OF INFORMATION 15.1 Based on Legislative requirements, it is necessary for companies to keep a complete set of records pertaining to the recruitment and selection of employees. This is especially important should the Group be required to prove non-discrimination against an individual The selection process should be documented as evidence that all selection decisions were based on objective criteria A complete record of each employee must be kept including the rationale behind the selection decision. Records should be kept for external candidates who were short-listed but not successful and for employees who apply for a transfer or promotion Records should be kept for a minimum period of one year from the date of making the selection decision Personnel files must be kept in archives for a period of five years after termination of the contract of employment and may thereafter be destroyed. 16. CONFIDENTIALITY OF INFORMATION 16.1 To ensure confidentiality of candidate information, recruitment and selection decisions are available only to the relevant selection panel and supporting human resources team All recruitment and selection related information including the application for a position, interviews and background checks should not be disclosed to any third party. 17. VENDOR MANAGEMENT 17.1 Site human resources in consultation with the procurement department are responsible for the accreditation, negotiation and approval of preferred vendors Netcare preferred vendors are required to sign centralised Terms and Conditions of Service for all permanent placements. Sign-Off of contracts must be completed by the relevant Area/Regional Human Resources Manager and the General Manager of Human Resources South Africa. A copy of the Terms and Conditions of Service is available from Group Human Resources Temporary, fixed-term and locum placement rates will be negotiated at site level with Netcare approved suppliers Should the services of a vendor be required to source for positions that prove difficult to fill, the vendor must be a Netcare accredited provider unless approved by the General Manager of Human Resources. Page 16 of 34

17 17.5 As part of the accountability for seeking and approving preferred service providers, it must be noted that the selection criteria includes that preferred providers should either be Black owned/managed or influenced and have the ability to identify Employment Equity talent for the Group The vendor list will be reviewed on a three yearly basis as per the agreed Terms and Conditions of Service. A copy of the vendor list is available on the intranet Only vendors who are able to assist with scare skills positions and on approval from the Area or Regional Human Resources Manager will be included on the vendor list, during the course of the year Individual business unit s are responsible for payments resulting from the placement of a candidate through a preferred vendor. 18. NEPOTISM 18.1 Nepotism refers to the appointment of a relative or family member where a reporting relationship exists between the Manager and another member of the same family The appointment of a relative will only be considered where: The recruitment procedure has been adhered to and the relative or family member/candidate is deemed the best person for the job, based on the inherent requirements of the position Authorisation is obtained from the Regional Director or Area or Regional Human Resources Manager No exception however will be made in the following circumstances: When one member of a family is responsible for making decisions regarding personnel matters such as appointments, promotion, retention, or salary of another member of the same family or extended family When one family member is responsible for supervising, directing, evaluating, or influencing the evaluation of, the work of another member of the same family or extended family When other situations may exist that place members of the same family or extended family in circumstances of actual or reasonably foreseeable conflict between the interests of the Company and the interests of the family members. 19. BRANDING AND MARKETING INITIATIVES All recruitment-related branding and marketing initiatives including career exhibitions are streamlined through Group human resources. 20. INTERNAL TRANSFERS 20.1 Internal transfers of employees will be allowed provided that the individual has been in his/her current position for a period of one year 20.2 Employees who consider a transfer prior to the one year period in their current position are required to obtain consent from their direct line manager prior to applying for vacant positions within the Group 20.3 If a transfer is approved this must be signed off by the Regional Human Resources Manager The needs of the business and the needs of the employee in respect of career development are to be taken into account when considering internal movement initiatives 20.5 Exceptions to the one year timeframe will be made where the individual is of strategic resourcing interest to the Group and/or with relevant management consent to the movement 20.6 It is preferable that transfers are affected from the first (1st) of each month Page 17 of 34

18 20.7 Should a transfer be approved, the transfer date of the employee will be on the mutual agreement of the managers concerned. The employee may be required to serve one months notice before the transfer is affected 20.8 Salaries offered to staff members during internal transfers, whether a lateral move or increase, is at the discretion of the line manager The employee file containing all personnel information must be requested by the receiving business unit prior to the transfer. 21. ACTING ALLOWANCE 21.1 An acting allowance is only applicable should an employee assume duties which are at a grade above the normal grade of responsibility The employee must act in the relevant position for a minimum period of 2 weeks to be considered for an acting allowance The employee will be reimbursed with 10% of Rate of Pay per month Where an employee performs duties which are at the same grade of responsibility as the employees current role, the allowance amount will be at the discretion of the line manager. 22. JOB ROTATION 22.1 Job rotation refers to the transfer of a permanent staff member to a different position within the Group for a predetermined period of time Job rotation is intended to provide staff with exposure to different areas of the business thereby increasing knowledge, motivation and morale Consideration of job rotation should form part of the staff performance development process 22.4 The period of the rotation, salary and grade must be discussed and signed off by the employee and line manager Job rotation opportunities are only applicable to permanent staff. 23. TRAVEL, RELOCATION AND ACCOMMODATION COSTS The below policies are applicable to all D and upper band level employees and are at the discretion of the Human Resources Director. Every effort will be made to accommodate transferring employees in terms of timeframes, so as to minimise disruptions to the business and individuals TRAVEL COSTS Candidates, who are required to travel for recruitment and selection purposes at Netcare, may be eligible for assistance with travel expenses. Payment of travel for recruitment and selection purposes will be at management discretion, subject to approval from the Regional Director or Area/ Regional Human Resources Manager. Air travel tickets, mileage details or original itemized receipts will be required in order to reimburse the candidate RELOCATION COSTS Candidates who are required to relocate to take up appointment at Netcare may be eligible for assistance with relocation expenses. Page 18 of 34

19 It may be applicable to new employees, where the skill is scarce, and the employee is required to relocate, and may also apply in situations where an employee is promoted or transferred to a different business unit. Approval of payment of relocation costs is at the discretion of the Regional Director. Employees may be granted one week special leave for relocation purposes on approval by the relevant Regional Human Resources Manager. Employees will be required to obtain a minimum of three quotes from removal companies and submit them to the relevant human resources department. On approval of the quote, Netcare will release payment to the third party. Should an employee resign within one year of relocation, they will be required to repay a pro-rated amount, calculated as follows: Amount X Number of months short of one year (12 months) ACCOMMODATION Candidates who require initial accommodation in order to take up appointment with Netcare may be eligible for assistance with accommodation expenses. Approval of payment of accommodation costs is at the discretion of the Regional Director. Should an employee resign or transfer at own request within one year from start date, repayment will apply as above. 24. RECRUITMENT COSTS 24.1 The cost of external recruiting is budgeted for at the beginning of the financial year. This budget should be monitored monthly, and expenses in excess of the budget approved by the relevant manager prior to committing the business unit Cost per hire must be taken into consideration when selecting the most appropriate recruitment method. 25. VOLUNTEER SERVICES 25.1 Volunteers are defined as people who provide a service within the hospital for which they are not remunerated in any form Netcare recruits, trains and supports volunteers to enable the organisation to maximise the contribution they made to the relevant business unit and the achievement of its objectives The Hospital Public Liability policy covers all persons working within the Hospital, and includes volunteer workers Volunteer services are applicable to staff, patients, volunteers and prospective volunteers Volunteers are recruited based on the needs of a specific business unit and the services provided Volunteers are recruited to assist with aspects of patient care which would be considered an additional benefit for the patient. Examples include, reading to patients or as care workers Volunteers in other areas of the business are generally not considered, due to the risk factors involved, but this remains at the discretion of the relevant Regional Director/ Regional or Area Human Resources Manager/ Executive Students who volunteer to gain practical experience in their field of studies may be considered at the discretion of management. This would, however, not extend to nursing students not training through Netcare Education Where an application is received, a thorough background check must be undertaken, as in the case of employment of permanent employees. Page 19 of 34

20 25.10 Two references checks or testimonials are required. These must be verified by the human resources department A Volunteer Application Form must be completed and a certified copy of the volunteer s ID placed on file A volunteer will be required to go through an orientation programme and attendance of training must be recorded on file The role of the volunteer and reporting structure must be set out in writing at the outset, and discussed at the orientation phase, before the volunteer commences service All permanent staff within the business unit must be made aware of the role of the volunteer. It must be emphasised that they may not be asked to do tasks beyond what is in the agreement. 26. HOMECOMING REVOLUTION 26.1 Netcare offers opportunities for South African nurses who are currently residing abroad to return to their country of residence. To this end, Netcare provides prospects for employment based on personnel turnover and vacancy ratios Homecoming revolution initiatives are streamlined through individual site human resources departments Any additional recruitment and selection processes not outlined below must be followed as per the processes and procedures stipulated for permanent employees Job Advertisements The homecoming revolution information booklet and application form are available on the Netcare website. Further advertising in magazines and associated media will take place as authorised by management Job applications and shortlisting Candidates are required to submit a completed application form to the relevant site human resources department in South Africa. Documentation must be reviewed by the site human resources department to ensure compliance with stipulated requirements and consideration will be given to the location preference indicated by the candidate Target selection interview Preliminary face-to-face or telephonic interviews must be conducted by the site in South Africa and a short list of candidates provided to the relevant business unit. Second interviews are conducted by the relevant business unit Required documents The following documentation is required from the candidate: o o o o Copy of passport (certified copy) Identity document (certified copy) Qualification certificates (certified copy) SANC status: SANC membership certificate or proof of membership fee payment (certified copy) Page 20 of 34

21 o o o o Preferred location/facility Proposed start date Area of speciality/discipline Salary expectation 26.8 Employee Risk Assessments Shortlisted candidates will be subject to Netcare recruitment and selection processes and practises which include full employment and background checks. Shortlisted candidates may also be assessed for any further training and up-skilling that may be required Letter of offer The site human resources department is responsible for providing successful candidates with a conditional letter of offer. Candidates who are in South Africa will be required to sign the letter of offer at the respective business unit. The site human resource department must facilitate the return of signed documentation from candidates who are in the United Kingdom The letter of offer will be subject to confirmation of salary, start date, reference checks and a valid SANC registration Candidate notice period Should the candidate have existing United Kingdom contractual obligations, standard notice period rulings will apply. Upon acceptance of the letter of offer, the candidate must be allowed sufficient time to work his/her notice period and to make necessary arrangements to depart to South Africa Contract of employment The relevant human resources department where the staff member will be based is responsible for providing a contract of employment to the employee within the first week of employment. The contract of employment must be made in writing and signed by the employee South African Nursing Council (SANC) membership fee The conditional letter of offer provided to the candidate will be subject to a valid SANC membership registration. Candidates are required to pay all outstanding debt owed to SANC prior to commencement of employment at Netcare Sign on bonus Candidates will be entitled to a sign on bonus which is the equivalent of two months basic salary (excluding allowances), one month relocation (tax exempt) and one month sign on bonus (taxable). This is to compensate candidates for settlement and relocation expenses incurred. The initial bonus will be paid within the first week of the employees start date and the second payment will be paid after the 3 month probation period. Page 21 of 34

22 The second payment will be made on condition that the employees probation period is not extended. The amount is inclusive of cost of flights and accommodation expenses. The business unit employing the candidate will be responsible for payment of the sign on bonus Orientation The site human resources department is to ensure that the foreign staff member is fully orientated into the relevant Netcare facility prior to or upon official commencement of normal duties. The training will be in-house, assisted by a Clinical Facilitator/ buddy system, subject to Netcare orientation practices Medical aid Employees are required to join the Netcare Medical Aid scheme or supply proof of membership to an alternate fund. The Medical Aid scheme must be consulted to confirm any related exclusions or waiting periods which may be applicable to the employee. Copies of the rules are available from the respective human resources department or the Intranet Pension/ provident fund Employees are required to join a Pension or Provident Fund. Membership to a fund is compulsory Travel arrangements The site human resources department is responsible for assisting with booking of flights. The candidate is required to enter into an acknowledgement of debt agreement prior to any arrangements for travel. A homecoming revolution agreement is available on the Netcare intranet Service agreement Netcare will provide assistance, subject to the following terms and conditions. Candidate s must agree to render a service at their originally chosen or allocated Netcare business unit for a period of 18 (eighteen) months from date of commencement of services. Request for transfer between business units within the period mentioned will only be considered under exceptional circumstances and with the consent of all parties involved. Should the contract of employment be terminated for any reason whatsoever within the 18 (eighteen) month period (excluding retrenchment and dismissal), the full value of costs incurred by Netcare will be recovered from the candidate. Any relocation, settlement and flight costs in terms of company procedure will be subject to pro-rata payback. In the event that the contract of employment is terminated by the employee before completion of the 18 month contractual agreement, the candidate will be liable to pay the recovery costs for the attorney as well as collection costs. 27. INTERNATIONAL SECONDMENTS Page 22 of 34

23 27.1 Netcare offers staff the opportunity to participate in international initiatives. To this end Netcare Healthcare United Kingdom Ltd / General Healthcare Group (GHG) and BMI Healthcare offer staff support to participate in these and other related projects that may be undertaken in the future as set out in the guidelines of this policy International secondment initiatives are streamlined through individual site human resources departments Any additional recruitment and selection processes not outlined below must be followed as per the processes and procedures stipulated for permanent employees Application process Employees who are interested in participating in the overseas initiative are required to submit the following documentation: o o o Netcare application form and a detailed curriculum vitae to the site human resources department who will ensure submission to Netcare United Kingdom Human Resources Department. Two current references relating to work performed within the last 3 years on an official company letterhead. Consent letter from the employees Nursing Manager/ Line Manager stating that she/he is aware of the employee s interest to participate in the initiative and will authorise consent for the employee to participate in the six month secondment initiative Employee selection Netcare United Kingdom/South Africa will be responsible for the selection process which will be aligned to the inherent requirements of the job. There will be no expectation of extended secondment unless agreed by Netcare United Kingdom, Netcare South Africa and the seconded staff member Work permit process Netcare United Kingdom Human Resources Department is responsible for the application of the Work Permit after the staff member has been successfully selected to participate in the secondment programme. After submission of the forms to the British Consulate, Netcare has no control over the length of time and the approval relating to the Work Permit Occupational health clearance requirements Employees will be required to undergo medical tests in order to obtain an Occupational Health clearance to allow them to work in the United Kingdom. A purchase order is completed by the site human resources department for employees prior to the medical tests being carried out. The purchase order will be faxed or ed to the respective facility where the individual is employed. It is a requirement for Chest X-Rays that a letter is issued (on a Netcare letterhead) stating that Netcare undertakes direct responsibility to settle the bill directly upon receipt of the full invoice and proof of correct billing details for payment. The invoice should be made out to Netcare International South Africa (Pty) Ltd, Private Bag X34, Benmore, 2010, VAT no: Any individual who does not meet the Occupational Health requirements of the Strategic Page 23 of 34

24 Health Authority/Onsite Management Team will not be considered for participation, unless treatment will be corrective and alleviate the problem X-Ray report Test results are sent to the United Kingdom Nursing Services Manager/Human Resources Manager or equivalent for evaluation. Should an X-ray report indicate any potential problems, the report will be referred to the Nursing Services Manager/Human Resources Manager for a decision regarding whether any required treatment may interfere with the employee s participation. Employee s who display any signs of abnormality or tuberculosis will be referred for medical attention and employee wellness support Hepatitis B: Antibody test result Test results are sent to the Nursing Services Manager/Human Resources Manager for evaluation. If an individual Hepatitis B result reflects that a booster is required, the employee is immediately advised and requested to provide proof of this treatment to Group human resources Hepatitis C: Virus Igg result to show immunity Test results are sent to the United Kingdom Nursing Services Manager/Human Resources Manager for evaluation. If the result shows any signs of abnormality the individual is immediately referred for medical attention through the business unit, Human Resources Manager /Nursing Services Manager Methicillin-Resistant Staphylococcus Aureus (MRSA) screening Should an employee test positive for MRSA, she/he must be referred for treatment. Three (3) clear results, two weeks apart are required in order to receive health clearance from the relevant Occupational Health Authority/Onsite Management Team in the United Kingdom. Secondment (6 months) Secondments are for a minimum period of 6 months as a shorter period would not be sufficient to justify the cost and time involved from a business perspective. In certain exceptional circumstances shorter periods may be considered but will be classified as a business trip Salary and benefits The employee s South African salary will continue as normal under existing terms and conditions and will be paid into the South African bank account th Cheque The staff member's 13th cheque is not affected Annual Leave Page 24 of 34

25 The equivalent monthly entitlements will apply as in South Africa. Seconded employees may only apply for leave after a minimum period of 3 months service or as approved by line management in the United Kingdom. The amount of leave is capped and a maximum of 10 days is allowed in the period of 6 months. This will be taken off the employee s South Africa leave balance Sick Leave The equivalent monthly entitlements will apply as in South Africa. Seconded employees may apply for leave as approved by line management in the United Kingdom Pension/Provident Fund Retirement fund contributions will continue in South Africa Funeral cover for parents Contributions for funeral cover for parents are not affected and will continue Medical aid If the employee is currently on the Netcare Medical Aid, contributions will continue as usual. In the case of a disaster or serious accident, insurance taken by Netcare will cover the employee for certain benefits within stipulated limits. Should there be a need for medical attention, this will be provided by the on-site NHS facility/ghg/bmi facility Share options Share options are available as per the rules of the share incentive scheme; however, Reserve Bank restrictions may be applicable. The employee is required to contact Investec for further details on share options Years of service Years of service will be calculated as continuous aligned to the current leave policy Cell phone allowance Cell phone allowance will continue as per agreed arrangements Travel and subsistence allowance A daily subsistence allowance will be paid to the staff member. The amounts for any additional allowances will be accordingly specified Tax The staff member will be remunerated and taxed in South Africa. Page 25 of 34

26 27.24 Foreign service bonus A specified foreign service bonus will be paid into the staff member s South African bank account together with the South African salary at the end of each month and will be taxed accordingly. The Foreign Service bonus is paid one month in arrears United Kingdom Inland revenue United Kingdom Inland revenue is not applicable Contract of Employment A contract of employment is issued to the staff member by the site human resources department in South Africa Relocation allowance Employees are not entitled to a relocation allowance Accommodation Accommodation is provided by Netcare United Kingdom. This could be shared accommodation Police clearance The employee will be required to have their finger prints taken for a police clearance certificate from their local police station in South Africa Criminal Check Criminal checks are processed by Netcare United Kingdom Flights One economy class return airline ticket is provided by Netcare United Kingdom for the employee Travel insurance Travel insurance is provided to Netcare when the flight booking is confirmed Insurance Netcare United Kingdom does not provide Professional Indemnity Insurance for employees; however employees are covered by the Clinical Negligence Scheme for Trusts (CNST) Insurance. Cover in respect of personal travel accident and exceptional situations, such as civil disturbance or loss of personal belongings should be sourced directly by the employee Family visiting rights Page 26 of 34

27 No reimbursement is applicable for family visits Business travel allowance To the extent that business travel is required with private transport, the United Kingdom Office will reimburse the employee based on current United Kingdom practice Education assistance No education assistance is offered to the employer by Netcare UK Nursing and Midwifery Council registration (NMC) Employees are responsible for the payment of all registration fees Settling-in-allowance (post the 6 month secondment) No settling-in allowance will be provided to the employee Travel and removal expenses (post the 6 month secondment) Travel and removal costs will not be reimbursed by Netcare. Transfer to the United Kingdom Individuals transferring for longer than 6 months will automatically become Netcare United Kingdom employees and a transfer process will commence to terminate their services from Netcare South Africa Salary and benefits The employee s South African salary will be terminated. The employee will be transferred onto the Netcare United Kingdom Payroll and United Kingdom benefits will apply th Cheque Employees who qualify for a 13th cheque must be paid out pro-rata prior to leaving Netcare South Africa Sick Leave Company sick leave pay is payable dependant on length of service Pension/provident fund The employee s retirement fund will cease and will be required to make withdrawal arrangements with the potential for re-investing. The employee will have the option to purchase risk benefits in her/his individual capacity. Page 27 of 34

28 27.44 Parents funeral cover If the employee has been contributing towards the parents cover and would like to keep this benefit, they may continue in their private capacity. The employee is required to liaise directly with SAF in regarding payment options Medical aid If the employee has dependants who will remain in South Africa, employee contributions must be maintained. If membership continues, the benefits will be paid on behalf of the employee concerned by Netcare South Africa and the associated expense will be debited to a loan account in the name of the staff member concerned. Benefits paid on behalf of the staff member will be settled on a monthly basis. Netcare United Kingdom reserves the right to deduct such contributions from the monthly remuneration entitlement of the employee concerned. If the employee does not have dependants, they have the option of resigning from the medical aid and suspending their contributions. The employee will be required to reapply to a medical aid upon their return to South Africa. and exclusions and waiting periods will be subject to the rules of the scheme. The staff member has the option of applying for Personal Medical Insurance (PMI) while in the United Kingdom (single, married or family cover). Should the employee return to South Africa, the Personal Medical Insurance will automatically be cancelled Years of service Should the employee transfer back to Netcare South Africa, any service with Netcare United Kingdom will be considered to be continuous for the purposes of benefits Cell phone allowance Employees who are on a current Netcare cell phone contract must either retain the phone with no company subsidy or the cell phone will be relinquished to an alternate qualifying employee United Kingdom salary Employees are placed onto the United Kingdom payroll. United Kingdom employment benefits will apply and a United Kingdom based employment contract will be entered into. No Foreign Service bonus payment will be made in South Africa Relocation bonus (post the transfer period) Employees are required to provide a minimum of 3 months notification of their intention to return to Netcare South Africa. Employees will receive a relocation bonus equivalent to one month's basic South African salary non taxable, excluding allowances. This is in compensation for the costs as a result of the move. The receiving business unit will incur the settling-in allowance costs. Page 28 of 34

29 Should the contract of employment be terminated for any reason what so ever within the 12 month period (excluding retrenchment and death) the full value of cost incurred by the Company will be recovered from the employee on a pro-rata basis Travel and removal expenses (post the transfer period) Netcare South Africa will incur the cost of travel for the transferring employee and his/her family back to South Africa. All air travel will be in economy class. The company will not be responsible for any costs in the event where the staff member resigns. Should the contract of employment be terminated by the employee, the full value of cost incurred by the Company will be recovered from the employee on a pro-rata basis. The receiving business unit will bear all reasonable removal costs, including custom fees and insurance as approved and within limits as set down by Netcare South Africa. The returning employee must obtain three quotes for the removal costs and management will appoint the chosen agent. Storage of household and personal effects will be paid for a period of up to seven days. 28. FOREIGN RECRUITMENT 28.1 The Immigration Act 13 of 2002 outlines three categories of residence status, namely: South African citizens Non South African citizens comprising of individuals who are permanently residing in South Africa Non South African citizens comprising of individuals who are temporarily residing in South Africa 28.2 Netcare may provide prospects of employment to foreign nationals if the required skills are not available within the country and if relevant training cannot be completed within a reasonable period of time All foreign recruitment initiatives including liaison with the Netcare preferred immigration specialist, advertising, interview process, employee risk assessments, skills-based assessments and offer letters are completed by individual site human resources departments The Corporate Work Permit application is streamlined through Group Human Resources Any additional recruitment and selection processes not outlined below must be followed as per the processes and procedures stipulated for permanent employees Vendor management Individual site human resources departments in consultation with the procurement department are responsible for the accreditation and approval of international preferred vendors Target selection interviews Interviews are conducted by site human resources and the relevant line manager. Candidates who incur travel and accommodation costs in order to attend the interview will be reimbursed by Netcare Employee risk assessments Page 29 of 34

30 Employee risk assessments must be completed in the candidate s country of origin and/or country where the candidate is currently employed Letter of offer The site human resources department is responsible for providing and ensuring sign off of a conditional letter of offer. Offers made to foreign candidates with a temporary resident status must be on a fixed-term contract basis Candidate notice period Upon acceptance of letter of offer, the candidate must be allowed sufficient time to work notice and to make necessary arrangements to depart to South Africa. Should the applicant have existing foreign contractual obligations, normal notice period rulings will apply Contract of employment The relevant human resources department where the staff member will be based is responsible for providing a contract of employment to the employee within the first week of employment. The contract of employment must be made in writing and signed by the employee Professional membership fees Provisional offers of employment made to candidates will be subject to a valid Professional Membership registration where applicable. Candidates are required to pay all outstanding debt owed to a Professional Membership Board prior to commencement of employment at Netcare. Once the Professional Membership Board has confirmed the recognition of qualification, skills and work experience will be taken into consideration to finalise full and final offer of employment Work permit process Foreign candidates who are not current South African citizens are required to obtain a valid work permit and SANC registration prior to commencement of duties at Netcare. Candidates who are not in possession of a valid work permit and/or SANC registration certificate will be classified under the Netcare Corporate Work Permit and site human resources will assist with the application and/or examination process. Site human resources is required to ensure authenticity of documentation for candidates who are in possession of a valid work permit and/or SANC registration certificate. This entails validation of documentation at the South African Home Affairs department and/or South African Nursing Council. The following will be applicable for students with a valid study permit who may work for the purpose of gaining work experience: o o o Foreign students are not permitted to work for more than 20 hours per week. Foreign students must obtain consent to work overtime and provide proof of registration as a student. Foreign students may not work during the academic break period. Page 30 of 34

31 The site human resources department is responsible for ensuring that candidates are informed of the required documentation and process involved to obtain the required work permit. Netcare will bear all costs associated with obtaining the work permit including travel to the Home Affairs Department should this not be in close proximity to the candidate. Netcare will however not bear any costs associated with the application for a permanent residency permit unless authorised by the relevant department head Sign on bonus In order to compensate foreign candidates for all settlement and relocation expenses incurred, they may be eligible for a sign on bonus at management discretion Medical aid Foreign employees are required to join the Netcare Medical Aid scheme or supply proof of membership to an alternate fund. The Medical Aid scheme must be consulted to confirm any related exclusions or waiting periods which may be applicable to the foreign employee Pension/provident fund Foreign employees are required to join a Pension or Provident Fund. Membership to a fund is compulsory Travel costs Foreign candidates, who are required to travel for recruitment and selection purposes, may be eligible for assistance with travel expenses at management discretion, subject to approval from the Relevant Executive. A return air ticket may be provided and paid for by Netcare upon successful appointment of a candidate, subject to approval from the relevant Executive. Employees within certain scarce skills categories may also be provided with a return ticket once for each completed year for vacation purposes during the cycle of the contract Accommodation costs Candidates who require initial accommodation in order to take up their appointment with Netcare may be eligible for assistance with accommodation expenses. Approval of payment of accommodation cost is at the discretion of the relevant Executive. Should an employee resign or transfer at own request within one year from start date, repayment may apply as per the signed letter of offer Orientation The company is to ensure that the foreign staff member is fully orientated into the relevant Netcare facility prior to or upon official commencement of normal duties. The training will be in-house, assisted by a Clinical Facilitator/ buddy system, subject to Netcare orientation practices Service agreement Page 31 of 34

32 The outlined terms and conditions stipulated in the letter of offer and contract of employment are applicable only for foreign employees who are in possession of a valid work permit: Should the contract of employment be terminated for any reason whatsoever within the 12 month period (excluding retrenchment and dismissal), the full value of costs incurred by Netcare will be recovered from the applicant. Any relocation, settlement and flight costs in terms of company procedure will be subject to pro-rata payback. Should Netcare incur costs in the collection of the initial costs paid for the applicant in the event where the contract of employment was terminated by the employee, the applicant is to pay such costs on the attorney and own client scale as well as collection costs calculated at 10% of each and every payment made in reduction of the initial costs and interest. 29. BREACH Any instance of breach of the Recruitment and Selection Policy which comes to Netcare s attention, will be investigated and where appropriate will be considered under the respective disciplinary code which may lead to dismissal. 30. REFERENCES The Constitution Act The Labour Relations Act The Employment Equity Act The Skills Development Act The Basic Conditions of Employment Act Employment Contracts and Particulars of Employment; and White paper on Human Resources Management 31. ASSESSMENT 1 Is there a dated, documented Recruitment and Selection policy in place? 2 Is the latest relevant Netcare policy available on the intranet? 3 Are all employees aware of the policy? C PC NC 4 Is a staff requisition completed for all advertised positions? 5 Does the advert indicate inherent requirements, job functions and responsibilities, experience, qualifications required and the reporting structure? 6 Does the advert run internally for 7 working days? 7 Are all candidates required to submit a detailed CV and complete a Netcare application form? 8 Is the Targeted Selection interviewing technique used, and are the interview guides kept on file. 9 Are at least 2 written references obtained (with candidate consent) prior to making an offer of employment? 10 Are these references retained on the personnel file? Page 32 of 34

33 11 Are employee risk assessment checks performed where appropriate? 12 Are unsuccessful candidates regretted in writing and is a copy of the letter retained on file for a period of 1 year? 13 Is a personnel file opened for each permanent employee containing all relevant documentation required 14 Is a file opened for all temporary employees containing all relevant documentation 15 Do all employees receive a written contract of employment within the first week of employment? 16 Is all personnel data, both computerised and manual, kept in a confidential manner? C = Conforms to policy criteria PC = Partial conformance NC = Non conformance Remedial action recommended: Proposed completion date: Assessment done by: Page 33 of 34

34 Page 34 of 34 Netcare Confidential Recruitment and Selection Policy