TSS WORKER HANDBOOK FEBRUARY 2016

Transcription

1 TSS WORKER HANDBOOK FEBRUARY

2 Contents General information 3 Registering with TSS 5 Working on assignments 9 Getting paid 12 2

3 GENERAL INFORMATION The Temporary Staffing Service (TSS) is provided by the University s Human Resources department and is situated on the third floor of Senate House. The TSS temporary workers provide assistance to all University Faculties and Professional Service groups in a wide variety of roles. Temporary workers may be required for a wide range of reasons e.g. staff shortages, holiday absence, sickness cover and fluctuating workloads. Each position may vary in length from a few hours to a period of many months, full-time or part-time. Temporary workers should deal politely and confidently with people at all levels within the University and with members of the public. The TSS offers candidates the opportunity to take working opportunities across the University. Moving around the various departments on different assignments will enable you to learn about the University and to develop and acquire new skills. Advice and assistance The TSS is open for enquiries between 0800 and 1700 Monday to Friday except for Bank Holidays and Closure Days. We are based on the third floor of Senate House. Key contacts TSS Manager: Laura Gibson. T: , E: laura.gibson@bristol.ac.uk Lead responsibility for the TSS, providing advice to recruiting managers and dealing with issues relating to assignments and service provision. TSS Adviser: Harriet Hanson T: , E: harriet.hanson@bristol.ac.uk Lead responsibility for the recruitment, registration and deployment of temporary workers and key contact for recruiting managers. TSS Administrator: Joe Travers T: , E: j.travers@bristol.ac.uk First contact for enquiries and support issues. Main contact for temporary workers and managers requiring support or advice. TSS Administrator: Lucie Rose T: , E: lucie.rose@bristol.ac.uk First contact for enquiries and support issues. Main contact for temporary workers and managers requiring support or advice. General enquiries Please tss-mail@bristol.ac.uk CONTACTING US All enquiries by will be dealt with as soon as possible, but we will always aim to reply within the same day and within 24 hours where this is not possible. Where we have to obtain further information to deal with your query, we will give you regular updates on progress. Telephone enquiries: Where possible, telephone calls will be answered immediately. If a voic is left with a member of the team, we will aim to return your call the same day if it is received during office hours and within 24 hours where this is not possible. Where we have to obtain further information to deal with your query, we will give you regular updates on progress. 3

4 Personal callers: We are happy to receive personal visits from our temporary workers. However, as the TSS office is very busy we ask that you contact the appropriate staff member to arrange a convenient appointment to ensure that we are available to speak with you. When making your request, please indicate if you wish your discussion to take place in private so that we can make the necessary arrangements for an in-confidence discussion. Please note that meetings can only be held during our office hours. Hard copies of correspondence arriving into the TSS: Dependent on the nature of the correspondence, we will aim to reply (usually via ) within 5 working days of receipt, although we will send an acknowledgement of receipt of the correspondence the same day. Where a longer response time is necessary due to the nature of the correspondence, we will give you regular updates on progress. Hard copies of correspondence leaving the TSS: All correspondence will be signed and dated by the relevant TSS member. Letters and envelopes to staff will be marked Personal Addressee only. FEEDBACK We would appreciate your feedback on the assignments you complete, and on the level of service you receive from us. At the end of each assignment, we will send you a feedback form and we would appreciate your response. Your contribution will be used to help inform the continued development and improvement of the service we offer. COMPLAINTS If you have a concern or wish to complain about the manner or method with which you feel you have been treated, in the first instance please write to the TSS Manager and mark your letter as Private and Confidential. The TSS Manager will deal with your complaint as quickly as possible, and will aim to provide a response in writing within 5 working days. 4

5 REGISTERING WITH TSS Individuals with an interest in joining the TSS should complete an application form in the first instance. The TSS team will review your application to confirm that your skills and experience match the current demand for temporary workers. If your application is successful at this stage, you will be invited to proceed to complete an online test, and we will follow up on your references. We will review your test results, and if you are successful we will then invite you to a registration interview. The registration interview and tests are an important stage in the recruitment process and must take place prior to you being registered as a candidate for the service. They enable the TSS team to learn more about you and your requirements, and helps to identify future assignments that match your skills and availability. Before your interview We will follow up references prior to the registration interview. Please ensure that you have provided full and correct contact details for your referees, and that they are expecting to hear from us. We will be unable to proceed with your registration until satisfactory references have been received. You will be asked to complete an online test prior to the registration interview. You will be provided with full instructions on how to complete the test. If you have any difficulties in accessing or submitting it, please contact the TSS: tss-mail@bristol.ac.uk The test you will complete may vary depending on where you have indicated you would like to work. It will take place online prior to the interview. You will receive feedback on your results at the registration interview. The registration interview The registration interview will last approximately 30 minutes and will involve a discussion of your work history, verifying your skills and experience, and explaining how the TSS operates. You will be interviewed by a member of the TSS team. The interview is fairly informal and we do not expect you to do any specific preparation in advance, other than being clear on your upcoming availability. Right to work in the UK and students working All TSS workers must provide eligibility of their right to work in the UK at registration. The right to work documentation check will involve a member of the TSS checking your original passport and any current UK visa/residence permit that you hold. In the absence of a passport the TSS will provide advice on alternative acceptable documentation. You may also need to undergo a DBS check in order to work in certain areas; you will be advised of this during registration. What you need to bring with you: Eligibility to work documents: You will be asked to provide documents that prove your identity and confirm that you are eligible to work in the UK. This will generally be in the form of a passport or full UK birth certificate, or another combination of documents. If you are unsure which documents you need to bring, please contact the TSS. The TSS cannot offer visa sponsorship, so all applicants must demonstrate that they have an existing right to work in the UK. Document copies will be taken and certified by the staff member that has seen the original documents. These documents will remain on your TSS file as proof of your right to work in the UK. If you leave the TSS and then re-register, the TSS (in line with government legislation) will need to recheck your right to work documentation. Temporary workers with a visa/residence permit are reminded to refer to any associated restrictions listed. Students of the University of Bristol, including those who hold a Tier 4 visa, are reminded that the University s advice to all its students is not to work more than 20 hours a week while studying fulltime. Tier 4 students cannot be employed to work for more than the maximum weekly hours set out in the following table: 5

6 Undergraduate (foundation degree or degree) Taught postgraduate (includes most MA/MSc students) Research Postgraduate (includes PhD, MPhil, MLitt) International Foundation Programme or pre-sessional course Teaching blocks ( term time ) Christmas/Easter vacation Summer vacation 15 hours per week Unrestricted Unrestricted 20 hours per week Unrestricted 20 hours per week 20 hours per week 20 hours per week 20 hours per week 10 hours per week Unrestricted Unrestricted After the interview If you are successful in your test and interview, you will be invited to join the TSS. We will issue you with two copies of your contract/t&cs on the same day. Please sign and return one copy, and keep the other for your records. We will also request your U-Card and IT access on the day of registration to enable you to start working on assignments as soon as possible. Induction and training We will aim to complete your induction on the day of interview. This will include an introduction to the University and an overview of relevant policies and procedures. You will be required to complete three short mandatory training modules (Fire Safety, Equality and Diversity, and IT Security), which will be completed online. You will need to sign and return a declaration form confirming that you have completed this training before you will be considered for assignments. Once you have received your username and have reset your password you will need to upload a photo to enable us to produce your U-Card. You can find further information and instructions on uploading your photo here: Please note: you will not be able to have your photo taken at Card Services, and you will not be able to collect your card. Please note - you will not be able to upload your photo until you have received your username and password. We will hold this card and provide it to you at the beginning of each assignment. You must return the card to us at the end of each assignment. We will arrange for any IT training to be completed as soon as possible, and will aim to complete this prior to assignments where possible. You will not be able to complete this training until you have received your username and password. Performance review and professional development You will have your initial review and complete your self-assessment on the day of registration. The initial review will form part of the performance review process, and we will hold further one-to-one meetings with you every six months where we will consider any emerging training needs. We are keen to encourage your personal and professional development whilst you are registered with the TSS, so we may suggest further in-house training or development opportunities that we believe will be of benefit to you. If you identify a training need during your time on assignments, please contact us to discuss this further. If we ask you to complete further training to help on assignments, we will pay for your time on the course. If you identify training for your own development, you will not be paid for your time on the course. Once you are registered with the TSS Availability and updates Please keep us updated on your availability via tss-mail@bristol.ac.uk or by calling one of our Administrators. If your availability is not up-to-date you may miss out on potential assignments. 6

7 Whenever you have undertaken some new work, it is useful if you can make sure we know about any new skills or experience you have gained. This will help us to match you with suitable assignments and may make you a more attractive candidate to recruiting managers. Please us or speak to one of our Administrators about this. Changes in circumstances It is important that you inform the TSS if any of your contact details change. Your telephone number is used to contact you about possible interviews and assignments, as we usually need to arrange these at short notice. Your address will be used for all important updates such as early timesheet deadlines. Your home address is where your payslips will be sent. You must also supply us with the contact details of two people we can get in touch with in an emergency. Please ensure that these are updated as required. U-Card and IT access We will request a U-Card when you register with us. You will be provided with the U-Card during assignments, and you must return the card to us at the end of each assignment. You will be provided with IT access relevant to the assignment you are working on. This will be revoked at the end of your assignment. Throughout your registration with the TSS you will retain basic IT access and a University of Bristol address. Data protection In order to comply with contractual, statutory and management obligations and responsibilities the University is required to process personal data relating to you, including sensitive personal data as defined in the Data Protection Act All such data will be processed in accordance with the provisions of the Act and the University policy on data protection. You should inform the TSS if any personal data you have supplied changes during the course of your engagement. You should also be aware that if you have access to, or use, personal data in the course of an assignment you have a responsibility to exercise care in the treatment of that data and to ensure that such information is not disclosed to any unauthorised person. Please ensure that you are familiar with our Information Security policy, available here: Getting around Our departments are in locations that are easily accessible via public transport. Public car parking is very limited and can be expensive. Useful information on getting to the University can be found here: A map of the University, showing the location of departments, can be found here: Open-ended and fixed-term employment with the University You are welcome to apply for positions within the University whilst working for the TSS. Current internal and external vacancies are listed on the Working at Bristol page at: Health and safety If there is a health and safety issue at work that you are concerned about, please raise the issue with your assignment manager. If you are uncomfortable doing this, please contact the TSS and we will work to resolve the problem on your behalf. Your health and safety is important, so please do not be afraid to raise issues with us. It is the duty of every temporary worker to take all reasonable steps to ensure their own health and safety and that of others who could be affected by their acts or omissions. Please ensure that you are familiar with our Health and Safety policies, available here: Occupational Health If you have a particular health problem that is affecting your ability to undertake the duties of your assignment, please discuss this with your assignment manager. If appropriate, they will make a management referral to the University s Occupational Health Service. 7

8 Pregnancy at work If you are pregnant, or find out you are pregnant during the course of your assignment, please advise the TSS Manager. Your assignment manager may need to complete a risk assessment. You may be entitled to statutory maternity leave and, subject to meeting the qualifying criteria, Statutory Maternity Pay (SMP). If you are not entitled to receive SMP you may be able to claim Maternity Allowance from the Department of Work and Pensions. The TSS will arrange for further information to be provided on this. University facilities and services Food and drink Within the Hawthorns building you will find the Terrace Bar, offering a range of food and drink. There is a table service for meals, or takeaway drinks and snacks can be purchased at the bar. The Terrace Bar is open Monday Friday Sports and recreation Sports, Exercise and Health offers a network of facilities providing opportunities for sports participation at all levels. Facilities include an indoor sports centre and swimming pool. Membership options and costs can be found here: 8

9 WORKING ON ASSIGNMENTS Assignment offers If we have a suitable assignment for you, we will contact you by telephone to discuss this. If you are interested in the position we may arrange an interview with the recruiting manager; this is also an opportunity for you to learn more about the assignment, the duties of the role and the working environment. After the interview, please let us know how you think the interview went. We will then contact the recruiting manager on your behalf and inform you of the outcome. You are not under any obligation to accept an assignment offered to you and we are not under any obligation to offer assignments to you. However, if you do not feel that the assignments being offered to you are suitable please contact us to discuss this. You may need to update your skills and experience with us to ensure better matches in the future. Assignment agreements When you undertake a temporary assignment we will issue you with an Assignment Agreement. This will contain the relevant details of your assignment including the date the work will commence and the duration/likely duration of the work; the type of work; the location and hours you will be required to work; the name of the assignment manager to whom you will report; and the rate of remuneration. You will receive two copies of the Agreement please keep one for your records and sign the other one and scan and it back to the TSS office. Hours of work Working hours vary across assignments. Your hours of work will be confirmed before you start your assignment and will be on your Assignment Agreement. Most full-time positions at the University have a working week of 35 hours. Rest breaks Full-time temporary workers are usually expected to take between 30 minutes and one hour unpaid for a lunch break, to be agreed with your supervisor. If you are working part-time or variable hours you should consult with your supervisor to agree times for your rest breaks. It is a legal requirement that you take an uninterrupted rest break of at least 30 minutes for every six hours worked. Rest breaks are unpaid. In addition, it is good practice for workers to take a refreshment break during the course of the morning and the afternoon as follows and as agreed with the assignment manager. Either: A paid working break, taken where the individual remains available for work: 30 minutes per week is allowed as down time to prepare refreshments; or An unpaid (save for the first 30 minutes in any week, which is paid) non-working break taken for an agreed length of time away from the immediate workplace where the individual is not available for work. Where appropriate the weekly working pattern will be extended accordingly. Dress There is no set dress code throughout the University but you are expected to dress in a manner appropriate to your working environment. We will advise you on the dress code when giving you further details of the assignment. Smoking To comply with the law, which requires that all enclosed public places and workplaces should be smoke free, the University of Bristol premises are smoke free. Changes in assignments Assignment changes It is important that we are kept updated of any changes in your assignment. Any changes from your original Assignment Agreement (such as hours, days of work, rates of pay or duties) should be organised via the TSS. 9

10 Extensions and terminations If a department would like to extend or terminate your assignment before the end date listed in the Assignment Agreement they will contact the TSS Manager to confirm the arrangements. If you would like to terminate your assignment before the agreed end date you should also contact the TSS Manager to arrange this. Where an assignment is terminated either by you or the department before the end date there is no set period of notice required on either side. However, in the interests of both parties, it is helpful if as much notice as possible is given at least one week for assignments running for more than four weeks. Unsatisfactory performance of duties may result in an assignment being terminated before the agreement end date. A non-exhaustive list of unacceptable behaviour which may result in termination of an agreement is provided below under Feedback and complaints. Feedback and complaints We encourage you to provide feedback on your experiences whilst on assignments. Please complete the feedback form we send you. We will keep your feedback confidential at your request wherever possible. There may be circumstances in which you do not want to make a formal complaint but where the department or the TSS considers that the implications for the aggrieved person or others actually or potentially affected are serious. The TSS Manager will decide on further action on the basis of such evidence as is available. In order to maintain the standard and quality of our service, the TSS requires the department to complete a feedback form at the end of each assignment. This form provides information on the worker s suitability and approach to the work completed. Please be advised that should we receive unsatisfactory feedback, we will invite you to discuss this with us. Please be aware that: If we receive negative feedback reviews of a similar nature and, after careful and fair consideration, we believe the feedback shows unacceptable conduct we may discontinue your registration with the TSS; If the negative feedback is of a sufficiently serious nature, you may be de-registered immediately. Examples of sufficiently serious behaviour which may result in an assignment being terminated before the agreed end date or a worker being immediately de-registered include (but are not limited to) theft, forgery, threatening or using physical violence, breach of confidentiality, serious breach of safety rules and regulations, acts of discrimination, acts of bullying or harassment, refusal to comply with reasonable requests from your line manager, unauthorised absence from work and breach of other University or departmental rules or regulations. Raising a complaint If you wish to raise a complaint relating to the University, a department or a particular employee you should do so in writing to the TSS Manager within 28 days of the complaint arising. The TSS Manager will review the complaint and deal with it as is deemed appropriate. If you have a concern or wish to complain about the manner or method with which you feel you have been treated by the TSS, in the first instance please write to the TSS Manager and mark your letter as Private and Confidential. She will deal with your complaint as quickly as possible, and will aim to provide a response in writing within 5 working days. 10

11 GETTING PAID The TSS requires timesheets to be submitted monthly no later than the last working day of each month. All temporary workers employed on assignments through the TSS will be paid monthly in arrears on 26 th of each month. The TSS cannot pay you until you have provided us with an account number and sort code for a UK bank account. Timesheets All temporary workers are required to complete a monthly timesheet stating the hours worked for each day or part of day s work. Monthly timesheets will be sent to you via for completion by you whilst you are on assignments and guidance on completing timesheets is available here: Please read through the guidance on completing timesheets carefully and in full, as not following the instructions may result in delayed payment. As the TSS has to meet strict financial deadlines you must ensure that your assignment manager submits your timesheet to the TSS no later than the last working day of each month. Please note: late timesheets will result in delayed payment. You will be paid monthly in arrears, and payments will be made on the 26 th of each month. Pay, tax and National Insurance You are paid on a monthly basis in arrears. Your wages are usually paid directly into your bank account on the 26 th of each month whilst on assignments. We send out monthly payslips to your home address. If you have any queries about hours worked or rates of pay please contact us. If you start a permanent or fixed-term contract within the University or elsewhere, please advise us and we will terminate your engagement with the TSS and ask Payroll to transfer your P45 to your new department or send it to you if you are employed outside of the University. Tax and National Insurance When you register with us you will need to provide a P45 from your most recent employer. If you do not have this, there is a tax section on the staff record form on which you can indicate your current situation so that appropriate deductions can be made. All temporary workers who earn over a weekly threshold must pay National Insurance. If you hold a National Insurance Certificate of reduced or no liability (Certificate of Election/Age Exception) you will need to bring it to the office so that we can forward the details to our Payroll department. Pension Subject to the rules of the scheme, you will be eligible to join the University of Bristol Group Pension Plan (UBGPP). Worker contributions are currently 4%, although you have the option to increase this. Please contact the Pension and Payroll Manager for a copy of the UBGPP Scheme Booklet, which provides details of the Scheme including contribution rates and how to increase your contributions. Workers participating in a group pension plan such as UBGPP will be contracted in to the State Second Pension Scheme. If you wish to participate in UBGPP, you must advise the Pension and Payroll Manager. Membership of UBGPP is subject to the terms agreed between the University and the Scheme provider. The terms of UBGPP may be varied from time to time. The University reserves the right to vary or withdraw its sponsorship of the scheme, following consultation. UBGPP is a qualifying pension scheme which meets the government's standards in terms of autoenrolment legislation. This legislation requires that, where workers meet the relevant eligibility criteria, employers must automatically enrol them into a workplace pension scheme. Further information is 11

12 available at: You can choose to join/remain in UBGPP from the commencement of your appointment. In the meantime, your eligibility against these criteria will be assessed on an ongoing basis and if you meet the criteria and have not already chosen to join, you will be automatically enrolled into UBGPP after three months from the start of your appointment, or at any point at which you meet the criteria in the future. In this event, you will be able to opt-out of the scheme if you wish to do so. You will receive a separate communication from the Pension and Payroll Manager regarding this. Pension Salary Exchange scheme The University operates a Pension Salary Exchange scheme for eligible workers who join UBGPP. Under the Pension Salary Exchange scheme, basic salary is reduced by an amount equivalent to the normal worker pension contributions and the University increases its contribution by a corresponding amount. The University has set a pay protection limit of 8,200 per annum to ensure that no worker is disadvantaged as a result of participating in the scheme. You will not be automatically enrolled in the Pension Salary Exchange scheme, but you may opt in if you wish. Further information about Salary Exchange is available on the Human Resources website at: In the event that you wish to participate in Pension Salary Exchange, please complete an opt-in form, located under Pension Salary Exchange: This should be returned to Payroll. Sickness and holiday pay If you are sick and unable to work please notify the TSS office immediately. You should indicate the expected period of absence and keep us updated. Any sickness absence must be recorded on your timesheet. Reporting sickness If you are unable to attend for work due to illness or other incapacity whilst on an assignment, you must notify the TSS Manager by telephone as soon as possible (normally by 10.00am) on your first working day of absence. You must state your reason for absence and the date on which you expect to return and/or agree when you will next be in contact with further information. You may be eligible for Statutory Sick Pay (SSP) provided you meet the statutory criteria, but you will have no entitlement under any University sickness pay scheme. To assess whether there is any entitlement to SSP, after four days sickness absence you must submit a self-certificate form to the TSS Manager. If the absence lasts for eight consecutive days or more (including weekends) you must submit a doctor s certificate to the TSS Manager. Further certificates will be required to cover the total period of absence during assignments. It is your responsibility to keep the TSS Manager informed about your progress and likely date of return. Holiday pay Holiday pay will be calculated using the basic rate of pay for each assignment. You are entitled to the equivalent of 38 days holiday per annum, calculated on a pro rata basis dependent on the number of hours that you actually work. This calculation includes your full entitlement to paid leave, including Bank Holidays and Closure Days. Holiday entitlement will accrue at the rate of 17.12% of the total hours you actually work. The leave year runs from 1 January to 31 December. It is your responsibility to ensure that any holiday entitlement is taken during the leave year in which it accrues. Holiday entitlement cannot be carried forward to subsequent leave years. If you are planning to leave the TSS, please ensure that you have taken your full leave entitlement. If you are unsure of your remaining leave allowance, please contact us: tss-pay@bristol.ac.uk Holiday must be taken in line with the operational needs of the University and if taken while on an assignment, agreed in advance with your assignment manager. If any public holidays or Closure Days fall during the period of an assignment, you may request to use any holiday entitlement you have accrued on these days. 12

13 If you would like to take time off during assignments you should ask your supervisor for permission. Using the Holiday Request form (available here: ) indicate how many hours you would like paid out of your accrued holiday pay to cover the absence. We will pay you for that day provided you have saved up enough hours. Please ensure that you give your department sufficient notice if you plan to take time off. Where you have undertaken assignments with different pay rates, holiday hours taken outside of assignments will be paid at an hourly holiday rate. This rate will be based on an average of the hourly pay rate across the hours you have worked. To receive payment for holiday hours taken, you must submit a Holiday Request to cover this to the TSS before the timesheet deadline of the last working day of each month. If you would like to find out how many hours holiday entitlement you have accrued please contact us: tss-pay@bristol.ac.uk Other absences You must inform the TSS as soon as you know that you are pregnant when you start an assignment. Where appropriate, the TSS will advise the assignment manager so that a risk assessment can be made. You may be entitled to statutory maternity leave and, subject to meeting the qualifying criteria, Statutory Maternity Pay (SMP). If you are not entitled to receive SMP, you may be able to claim Maternity Allowance from the Department of Work and Pensions. If your partner is pregnant, you may be entitled to Statutory Paternity Pay, subject to meeting the qualifying criteria. Jury service Please notify the TSS if you are summoned for jury service so that we can update your availability on our records. 13