NETCARE LIMITED HUMAN RESOURCES RECRUITMENT AND SELECTION POLICY NUMBER HR02 PREPARATION DATE MARCH 2013 ISSUE DATE MAY 2013 REVISION DATE MAY 2015

Transcription

1 NETCARE LIMITED HUMAN RESOURCES POLICY NUMBER HR02 PREPARED BY APPROVED BY HUMAN RESOURCES DEPARTMENT HUMAN RESOURCES DIRECTOR PREPARATION DATE MARCH 2013 ISSUE DATE MAY 2013 REVISION DATE MAY 2015 VERSION 5 (2013)

2 COPYRIGHT WARNING NOTICE This policy and procedure 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 may lead to criminal prosecution. The compilation and input to the guide was obtained from experts in the field. Any changes and alterations can only be made with the approval of the authors. Reference to one gender can be interpreted to imply belonging to either gender. Any deviations from this policy document require the approval from the assigned approval committee. All deviations, comments and suggestions could be ed to

3 1. PURPOSE OF POLICY 2 2. POLICY STATEMENT 2 3. RISK 2 4. POLICY OBJECTIVE 3 5. POLICY SCOPE 3 6. ROLES AND RESPONSIBILITIES 3 7. RELATED POLICIES 4 8. POLICY PRINCIPLES 4 9. DEFINITIONS THE RECRUITMENT PROCESS THE SELECTION PROCESS BREACH REFERENCES ASSESSMENT 17

4 1. PURPOSE OF POLICY 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. RISK Failure to comply with this policy will result in brand and reputation risk to the Group being an equal opportunity employer. Page 2 of 21

5 4. POLICY OBJECTIVE Netcare is an equal opportunity employer and the objectives of the recruitment and selection process are as follows: i. To attract competent, talented individuals and to fill vacant positions with the best qualified candidates. ii. To ensure that a fair, transparent and evidence-based process is followed. iii. To eliminate bias and prejudice in the recruitment and selection process. iv. To comply with all related Labour Legislation. v. To safeguard Netcare against unnecessary litigation expenses. vi. To ensure that correct documentation is completed for employees. vii. To ensure consistency with all employee transfers. 5. POLICY SCOPE The recruitment and selection policy applies to: i. All permanent vacant positions within the Netcare Group; ii. Full-time and Part-time employees (half day and two third day employees) who are regarded as permanent employees; iii. Temporary employees who have applied for permanent vacancies within the Netcare Group. 6. ROLES AND RESPONSIBILITIES i. Group Human Resources is responsible for drafting and updating the policy in line with the Netcare Human Resources Strategy. ii. 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. iii. It is the Line Manager s responsibility to ensure compliance with the policy throughout the recruitment and selection process. Page 3 of 21

6 7. RELATED POLICIES This policy must be read in conjunction with the following Netcare human resource policies: i. Employment Equity Policy ii. Disability Policy iii. Employee Relations Policy iv. Induction Policy v. Travel Policy 8. 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: 8.1 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 i. The criteria for job performance must be clear and relevant to the inherent requirements of the position being offered. ii. Recruitment and selection techniques utilised must be relevant to the job-related criteria. iii. 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 i. 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. Page 4 of 21

7 ii. Candidates should be interviewed in a fair and objective manner, bearing in mind the needs of the job and the business unit. iii. Interview and selection processes should support and result in fair selection decisions. 8.2 EMPLOYMENT EQUITY i. 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. ii. 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. iii. 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. iv. All appointments will be made in accordance with the Group s Employment Equity (EE) Strategy. 8.3 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. Page 5 of 21

8 8.3.3 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. 9. 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. 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. Page 6 of 21

9 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 parttime. Probationer: is a permanent employee who serves the first three months of employment to allow for assessment of skills, abilities and compatibility. Page 7 of 21

10 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. 10. THE RECRUITMENT PROCESS 10.1 LANGUAGE MEDIUM i. The business medium for language during the entire recruitment process is English. ii. Vacancy advertising, application forms, communication during the interview process, employee risk assessments, offer letters and contracts of employment will be communicated in English. Page 8 of 21

11 10.2 PARTICIPATION IN THE PROCESS i. Candidates must be given sufficient opportunity to avail themselves to participate in the different elements of the recruitment and selection process. ii. 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. iii. The following will apply to employees who are on leave: a. 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. b. 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. iv. 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. v. 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 STAFF REQUISITION FORM i. A staff requisition form must be completed and signed off by the relevant Line Manager for all vacant, new or temporary positions. A copy of the staff requisition form is available on the intranet. ii. 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. Page 9 of 21

12 10.4 JOB ADVERTISEMENTS i. 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). ii. 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. iii. The below clauses must be included on all: a. 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. b. 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. c. 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. iv. Consideration must be given to ensuring that a wide audience is reached in the most cost effective manner INTERNAL RECRUITMENT i. 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. ii. 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. iii. 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 Page 10 of 21

13 this, the relevant details must be forwarded to Group human resources for consolidation. iv. 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: a. The finders fee applicability will be clearly marked on the staff requisition form and internal advert. v. The core focus of this initiative will be the recruitment of the following categories of staff: a. ACI managerial employees (C4 and above) b. Pharmacists c. Post basic pharmacist assistants d. Registered nurses ICU and Theatre Scrub trained and experienced (other specialities limited to High Care and Midwifery will be subject to Regional Director authorisation) e. People living with a disability (they may be skilled in any area throughout the hospital) vi. All other categories that fall outside the above identified job titles must be motivated and approved by the Regional Director. vii. The following staff are excluded from participating in the programme, unless approved by Regional Management: a. Managerial employees (C4 and above) b. Human resources employees c. Any other post where the line function includes recruitment viii. The finders fee for the recruitment of specialist categories of staff will be as follows: a. After 3 months R b. After 6 months R ix. 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. x. The finders fee is strictly eligible to staff graded C3 and below. Page 11 of 21

14 xi. 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. xii. 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. xiii. 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. xiv. 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. xv. 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. xvi. The finders fee will be paid as an incentive bonus through the payroll and will be fully taxable. xvii. Finders fee will be forfeited if any candidate s CV has already been received by the Group through an external recruitment agency. xviii. 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 EXTERNAL RECRUITMENT i. Netcare reserves the right to advertise vacancies externally simultaneous to the position being advertised internally. ii. All external adverts must be placed on the Netcare website. iii. 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. iv. 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. v. 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 Page 12 of 21

15 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. 11. THE SELECTION PROCESS 11.1 JOB APPLICATIONS AND SHORT LISTING i. 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. ii. All unsolicited applications received must be directed to the careers section of the Netcare website. iii. 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. iv. 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. v. The human resources department is responsible for finalizing and discussing a shortlist with line management. vi. Reasons for not short-listing candidates must be recorded on the Netcare application form or curriculum vitae. vii. All shortlists should be aligned to the Groups Employment Equity and Disability Strategy. viii. Unsuccessful candidates must be notified by means of a regret letter within one month of finalization of the vacancy. Page 13 of 21

16 11.2 TARGET SELECTION INTERVIEWS i. Short-listed candidates who meet the inherent requirements of a position are to be contacted for an interview by the relevant human resources department. ii. 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. iii. 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. iv. 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. v. During the interview process, a candidate s potential to acquire and develop the necessary experience within a reasonable period of time should be considered. vi. The selection panel members are required to declare any conflict of interest prior to the start of the recruitment process. vii. 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 ASSESSMENT i. The current preferred service provider for employee risk assessments is Integra and Lexis Nexis/ Recheck. ii. Integra checks are mandatory for all C4 and above internal and external appointments within the Group. iii. Integra checks are required for all financial and risk posts. iv. Refcheck is utilised for posts where an integrated feedback report is not required. v. 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. Page 14 of 21

17 vi. The checks undertaken must be relevant to the inherent requirements of the position which the candidate is being considered for. vii. Competency-based reference checks will be used to verify facts and will be conducted, with the written consent of the candidate, after the interview. viii. 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. ix. 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. x. 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. xi. 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. xii. 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: a. C4 and above positions b. Financial positions c. Pharmacy d. Human resources including call centre e. Reception f. Security guards and drivers xiii. 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. Page 15 of 21

18 xiv. No offer of employment will be made to internal or external candidates if the employee risk assessment process is not completed PSYCHOMETRIC ASSESSMENT i. The current preferred service provider for psychometric assessments in Thomas International. ii. Psychometric assessment options for specific positions are available from Group Human Resources. iii. Psychometric assessments may be conducted for candidates who have been shortlisted after the interview process is completed. iv. 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. v. The Human Resources Department is responsible for the scheduling of all assessments. vi. 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. vii. Assessment tools selected for senior and executive positions must be approved by the Area/ Regional Human Resources Manager MEDICAL TESTING i. 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. ii. No testing is permitted to ascertain the HIV status of a candidate DECLINING CANDIDATES i. Standardised regret letters must be utilised for declining unsuccessful candidates. Standardised regret letter templates are available on the intranet. ii. All candidates who have forwarded an application for a position at Netcare must receive a regret letter. iii. All internal candidates who have forwarded an application for a position at Netcare must be regretted telephonically. iv. These must be retained on file for a minimum period of one year. Page 16 of 21

19 v. Candidates may only be rejected on the basis of the inherent requirements of the job or the Group Employment Equity Policy. 12. 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. 13. REFERENCES i. The Constitution Act, ii. The Labour Relations Act, iii. The Employment Equity Act, iv. The Skills Development Act, v. The Basic Conditions of Employment Act, vi. Employment Contracts and Particulars of Employment; and vii. White paper on Human Resources Management. 14. ASSESSMENT C PC NC 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? 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? Page 17 of 21

20 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? 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 PC NC = Conforms to policy criteria = Partial conformance = Non conformance Remedial action recommended: Proposed completion date: Page 18 of 21

21 Assessment done by: Page 19 of 21