HR Policies Completed (PDF)

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Reviewed 16.03.2017

Mayflower Care Home

Quality Care Manual
Part 4

HUMAN RESOURCES

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Reviewed 16.03.2017

Reference
HRM-PR-01
HRM-PR-02
HRM-PR-03
HRM-PR-04
HRM-PR-05
HRM-PR-06
HRM-PR-09
HRM-PR-10
HRM-PR-11
HRM-PR-12
HRM-PR-13
HRM-PR-14
HRM-PR-15
HRM-PR-16
HRM-PR-17
HRM-PR-18
HRM-PR-19
HRM-PR-20
HRM-PR-21
HRM-PR-22
HRM-PR-23
HRM-PR-24
HRM-PR-25
HRM-PR-26
HRM-PR-27
HRM-PR-28
HRM-PR-29
HRM-PR-30
HRM-PR-31

Mayflower Care Home

PROCEDURE
Equal Opportunities
Employee Recruitment and Selection
Volunteers
Employment of Young People
Police checks (CRB)
Safeguarding of Vulnerable Adults Checks (POVA)
Contract of Employment
Probationary Period
Employee Personnel Files
Employee Annual Leave
Working Time
Whistle Blowing
Employee Alcohol & Illegal Substances
Employees' Receiving Gifts
Uniform/ Dress Code
Harassment and Bullying
Absence Reporting
Absence Management
Employee Induction
Employee Appraisal, Training and Development
Employee Supervision
Maternity Leave
Paternity Leave
Adoption leave
Parental Leave
Special Leave
Flexible Working
Discipline and Dismissal Procedure
Grievances

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Mayflower Care Home

FORMS AND
RECORDS
HRM-FR-01

Application For Employment

01-03/17

HRM-FR-01a

Equal Opportunities Monitoring Form

01-03/17

HRM-FR-01b

Equal Opportunities Return Form

01-03/17

HRM-FR-02a

Short Listed Rejection Letter

01-03/17

HRM-FR-02b

Invitation to Interview Letter

01-03/17

HRM-FR-02c

Employment Offer Letter

01-03/17

HRM-FR-02d

Employment Rejection letter

01-03/17

HRM-FR-02e
HRM-FR-02f

Health Questionnaire
Interview Record Form

01-03/17

HRM-FR-02g

New Staff Member Form

01 03/12

HRM-FR-02h

Payroll New Starter Form

01 03/12

HRM-FR-02i

Reference Request Letter

01 03/12

HRM-FR-02j

Reference Form

01 03/12

HRM-FR-02k

Exit Interview

01 03/12

HRM-FR-03a

Volunteer Arrangement

01 03/12

HRM-FR-03b

Volunteer Service Record

HRM-FR-04a
HRM-FR-07a
HRM-FR-09a
HRM-FR-09b
HRM-FR-10a
HRM-FR-10b
HRM-FR-10c
HRM-FR-10d
HRM-FR-10e
HRM-FR-10f
HRM-FR-11a
HRM-FR-12a
HRM-FR-13a
HRM-FR-13b
HRM-FR-13c
HRM-FR-19a
HRM-FR-19b
HRM-FR-20a
HRM-FR-20b
HRM-FR-20c
HRM-FR-20d
HRM-FR-20e
HRM-FR-20f
HRM-FR-21a
HRM-FR-21b
HRM-FR-21c
HRM-FR-21d
HRM-FR-22a
HRM-FR-22b
HRM-FR-22c
HRM-FR-22d
HRM-FR-22e
HRM-FR-24a
HRM-FR-24b
HRM-FR-24c
HRM-FR-24d

Form

Young Person Risk Assessment
SSSC Registration Register
Contract of Employment
Amendment to Contract Form
Invitation to Probationary Review Meeting
Probationary Review Form
Completion of Probation Letter
Extension of Probation Letter
Termination of Employment during Probationary Period Letter
Termination of Employment on completion of Probation Letter
Personnel File Front Sheet
Annual Leave Request Form
Night Workers Medical Report Form
Night Workers Annual Health Review Form
Working Hours Agreement Form
Employee Absence Report Form
Employee Absence Record Form
Invitation to Absence Interview Letter
Employee Consent for Medical Report Letter
Employee Medical Consent Form
Request to General Practitioner for Medical Record
Absence Warning Letter
Absence - Termination of Employment Letter
Employee Induction Form
Catering Staff Induction Form
Maintenance Staff Induction Form
Domestic Staff Induction Form
Staff Performance Appraisal Form
Mandatory Training Course Agreement
Funding Request for Training
Training Agreement
Personnel Training Record
Maternity Leave Application
Maternity Leave Response Letter
Keep In Touch Days Form ( KIT Form)
Maternity Leave Response - Non Payment Letter

ISSUE

01-03/17

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Mayflower Care Home

HRM-FR-25a

Statutory Paternity Leave Application

01-03/12

HRM-FR-25b

Paternity Leave Granted Letter

01-03/12

HRM-FR-25c

Paternity Leave Denied Letter

01-03/12

HRM-FR-25d

Request for Additional Paternity Leave

01-03/12

HRM-FR-26a

Adoption Leave Application

01-03/12

HRM-FR-26b

Adoption Leave Granted Letter

01-03/12

HRM-FR-26c
HRM-FR-27a

Adoption Leave Non - Payment Letter
Parental Leave Granted Letter

01-03/12
01-03/12

HRM-FR-27b

Parental Leave Denied Letter

01-03/12

HRM-FR-28a

Special Leave Application

01-03/12

HRM-FR-29a

Flexible Working Request Form

01-03/12

HRM-FR-29b

Invitation to Flexible Working Meeting Letter

01-03/12

HRM-FR-29c

Flexible Working Extension to Decision Letter

01-03/12

HRM-FR-29d
HRM-FR-29e

Flexible Working Request Granted Letter
Flexible Working Request Denied Letter

01-03/12
01-03/12

HRM-FR-30a

Statement Record Form

01-03/12

HRM-FR-30b

Invitation to Investigatory Meeting Letter

01-03/12

HRM-FR-30c

Employee Suspension Letter

01-03/12

HRM-FR-30d

Invitation to Disciplinary Meeting Letter (alleged misconduct)

01-03/12

HRM-FR-30e

Invitation to Disciplinary Meeting Letter (alleged gross

01-03/12

HRM-FR-30f

misconduct)
Final Invite to Disciplinary Hearing Letter

01-03/12

HRM-FR-30g

Staff Counselling Record

01-03/12

HRM-FR-30h

Oral Warning Form

01-03/12

HRM-FR-30i
HRM-FR-30j

First Written Warning Letter
Final Written Warning Letter

01-03/12
01-03/12

HRM-FR-30k

Dismissal With Notice Letter

01-03/12

HRM-FR-301

Dismissal without Notice Letter - Gross Misconduct

01-03/12

HRM-FR-30m

Invitation to Appeal Hearing Against Disciplinary Decision

01-03/12

HRM-FR-30n

Appeal Outcome Letter

01-03/12

HRM-FR-30o

Employee Suspension Lifted Letter

01-03/12

HRM-FR-31a

Acknowledgement of Written Grievance Letter

01-03/12

HRM-FR-31b

Invitation to Grievance Hearing Letter

01-03/12

HRM-FR-31c

Grievance Hearing Outcome Letter

01-03/12

HRM-FR-31d

Invitation to Appeal Hearing Against Grievance Decision

01-03/12

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Mayflower Care Home

HRM-PR-01

EQUAL
OPPORTUNITIES

1.0
POLICY
1.1
Mayflower Care Home is an inclusive employer and deplores unfair or unlawful discrimination on the
grounds of: Gender, marital status, gender reassignment, pregnancy, sexual orientation,
disability, race, colour, ethnic background, nationality, religion, religious belief, political
opinion and age.
1.2
Mayflower Care Home supports the principle of Equal Opportunity in employment and opposes all
forms of unfair or unlawful discrimination. It is the Company's policy that no Job Applicant or
Staff Member will receive less favourable treatment than any other, or be disadvantaged by
unjustifiable conditions or requirements. Mayflower Care Home will monitor the composition of Job
Applicants and take action if it appears that this policy is not fully effective in achieving the
following aims;

2.0



Creating a working environment through good management of policies and procedures
which support and promote equality, diversity, dignity and respect to all.



Ensuring all Employees are given equal opportunity of training, development and
progression.

RESPONSIBILITIES

2.1

Responsible Individual, Registered Manager and other employees involved in recruitment, or selection for
internal vacancies or training opportunities, will be responsible for the operation of this policy.

2.2

Registered Manager will be responsible for ensuring that every Job Applicant receives an Equal
Opportunities Monitoring form and that all completed forms are summarised and returned to the staff file.

2.3

Employees have the responsibility for ensuring the effective implementation of this policy in
their day to day activities and working relationships with colleagues.

3.0

IMPLEMENTATION
The Equal Opportunity Policy is implemented effectively by underpinning the following
operational areas:

3.1

Recruitment and Selection; The Company's Employee Recruitment (HRM-PR-02) supports
equal opportunities. Job advertisements, job descriptions and person specifications will be
reviewed regularly to ensure they are non-discriminatory and contain essential information for
effective performance of the role. Employees involved in recruitment and selection will
receive instruction in the principles and practices of equal opportunities in employment.

3.2

Learning and Development has an important role in achieving equality of opportunity by
ensuring employees are given equal opportunity to develop skills and knowledge relevant to
their job role and career development. All learning and development activities requested by
staff will be explored.

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Mayflower Care Home

3.3

Career Progression Opportunities will be made to all employees and no assumptions will be
made that members of a particular group are unsuitable. Career progression will be made in
accordance to objective selection criterion.

3.4

Employment Policies and Procedures - A consistent approach in the development and
implementation of policies and procedure will ensure discrimination does not occur.
4.0

EQUAL OPPORTUNITIES MONITORING

4.1

All Job Applicants will be asked to complete an "Equal Opportunities Monitoring" form {HRMFR-la} which details their age, sex, marital status, ethnic origin and details of any disabilities.
This will be used only to monitor the effectiveness of The Company's Equal Opportunities
Policy.

4.2

The Registered Manager will retain the monitoring form with the application form
until the applicant has been either; rejected following his/her application; rejected following
his/her interview; or appointed to the post.

4.3

The profile of Job Applicants will be monitored on a regular basis. Should inequalities become
apparent, action will be taken to redress this including such measures as; examining and
where necessary changing the Company's employment policies and practices, providing
training and re-training opportunities for those involved in the selection of job applicants or
the promotion of Staff.

4.4

The diversity of Employees will be monitored by Registered Manager completing an "Equal
Opportunities Return" form {HRM-FR-01b} on the 1st March and the 1st September each year
and forwarding to the Responsible Individual for collation and analysis.
5.0

COMPLAINTS

5.1

Any Staff Member who believes he or she has received less favourable treatment or consider
themselves to be a victim of harassment. Harassment and Bullying Policy {HRM-PR-18} on the
grounds of gender, marital status, gender reassignment, pregnancy, sexual orientation,
disability, race, colour, ethnic background, nationality, religion, religious belief, political
opinion and age or any other unjustified reason may pursue their complaint through the
Company's Grievance Procedure {HRM-PR-31}.

5.2

No Staff Member will be penalised for raising such a grievance unless it is untrue or made in
bad faith.

5.3

Any Staff Member who acts in breach of the Equal Opportunity Policy will be subject to the
Company's disciplinary procedure, which may include dismissal

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Mayflower Care Home

HRM-PR-02 EMPLOYEE RECRUITMENT and SELECTION

1.0
POLICY
EMPLOYEE RECRUITMENT and SELECTION

1.1

The Company's approach to Employee recruitment is designed to be both an effective method
of engaging skilled and committed people and a positive experience for all applicants.

1.2

Mayflower Care Home is committed to ensuring that no job applicant or employee receives less
favourable treatment on the grounds of on the grounds of gender, marital status, gender
reassignment, pregnancy, sexual orientation, disability, race, colour, ethnic background,
nationality, religion, religious belief, political opinion and age and is not disadvantaged by
unjustifiable selection criteria or methods.

1.3

All those with a direct involvement in Employee Recruitment and Selection will receive
instructions in recruitment and selection techniques and the principles of Equal Opportunities.

1.4

It is the Company's policy to recruit from within wherever possible.
2.0

RESPONSIBILITIES

2.1

The Responsible Individual will be responsible in conjunction with Registered Manager for defining the
staffing levels and ratios of each Care Home.

2.2

Responsible Individual will ensure that Registered Manager responsible for recruiting Employees
are given appropriate instruction in selection methods and are kept up to date with current
legislation.

2.3

Registered Manager has the responsibility to ensure that staffing levels and ratios are
appropriate for the needs of Residents and are consistent with the levels set out by the Directors
of the Company.

2.4

The Resigistered Manager should appoint, where possible, a Resident who lives in Mayflower Care Home to
assist with the interview and selection of perspective employees. If this is not possible then questions from
residents should be applied to the interview question prior to the interview date so that the views of the
residents are taken into account.

2.5

Where a resident is appointed to assist in the interview and selection process the resident should be briefed
on questions which are not acceptable in a formal interview and encouraged to use only the questions which
have been agreed upon prior to the interviews taking place.

3.0

PROCEDURE

3.1

Recruitment - Identification of Needs

3.1.1

Registered Manager will make an assessment of current staffing levels, the skill mix of their
work area, the needs of Residents and any budgetary or other resource constraints.

3.1.2

Registered Manager is not permitted to recruit in excess of their established staffing levels
without the authorisation of the Responsible Individual. All requests for recruitment in excess of
established staffing levels will be made through the Responsible Individual.

3.2

Recruitment - Agencies or Temporary Staff

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3.2.1

Mayflower Care Home

The use of Agency staff is a last resort because the staff supplied do not have the training or experience
with the Company's Quality System and are difficult to hold accountable with decisions made
on a shift by shift basis.

3.2.2

Before considering using agency Staff for temporary cover, the Deputy Manager/ Team Leader will
attempt to fill shifts from within his/ her own Staff.

3.2.3

Before any shifts are arranged the Responsible Individual needs to give personal approval.

3.3

Recruitment - Use of Recruitment Agencies

3.3.1

It is the Company's policy not to use Recruitment Agencies.

3.4

Recruitment - Job Descriptions

3.4.1

All posts will have an accurate and up to date Job Description. This will identify the key tasks
required of the employee. All applicants will receive a copy of the Job Description.

3.5

Recruitment - Advertising

3.5.1

All career opportunities in Mayflower Care Home will be advertised internally. Career opportunities are
defined as all Registered Manager, Deputy Registered Manager, Chef and Responsible Individual
Posts.

3.5.2

To encourage applications from underrepresented groups, wherever possible, vacancies will
be notified to local job centres. It will be the Registered Manager's responsibility to ensure
that vacancies are notified to job centres. All advertisements will include a short statement about Equal
Opportunities.

3.5.3

A Registered Manager who requires advertising a vacancy externally must do so through the
Responsible Individual.

3.5.4

All advertisements will give a brief description of the nature of the job and the skills,
knowledge and qualifications required. Advertisements will also contain a statement that the
Company is an equal opportunities employer.

3.5.5

Adverts will be placed to attract a maximum number of skilled applicants and ensure value for
money.

3.5.6

Recruitment advertisement should be used as an opportunity to state positives about the Care
Centre using such phrases as: "we provide homely and dignified care" or "we are committed
to high quality care" etc.

3.6

Recruitment - Applications

3.6.1

All applicants will complete an appropriate Employment Application Form (HRM-FR-01) before
starting work. Curriculum Vitae will be acceptable in the initial stages of recruitment, but an
employment application form will be completed before an appointment is made.

3.6.2

All applicants will receive:



An Employment Application Form (HRM-FR-01)
Health Questionnaire (HRM-FR-02e)



A Job Description



An Equal Opportunities Monitoring Form (HRM-FR-01a)

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Mayflower Care Home

3.7

Recruitment - Asylum and Nationality Act 2006

3.7.1

It is the responsibility of the prospective employee to prove their right to work, it is quite in
order to ask for extra proof if in doubt. If uncertain DO NOT EMPLOY and seek advice from the
Responsible Individual.

3.7.2

Under Section 15 of the above act if a manager employs a worker who is not entitled to work
in the UK then they can be liable for a civil penalty up to £10,000 per illegal worker.
Furthermore under Section 21 it is an offence if they knowingly employ an illegal worker and
they could face an unlimited fine and a maximum 2 year prison sentence.

3.7.3

At least one of the following original documents must be personally checked by the Care
Centre Manager and a dated photocopy placed in the Employees Personnel file:
























A passport showing that the holder is a British citizen or a citizen of the United Kingdom and
Colonies having the right of abode in the United Kingdom.
A passport or national identity card showing that the holder is a national of the European
Economic Area or Switzerland.
A residence permit, registration certificate or document certifying or indicating permanent
residence issued by the Home Office or the Border and Immigration Agency to a national of a
European Economic Area country or Switzerland.
A permanent residence card issued by the Home Office or the Border and Immigration Agency
to the family member of a national of a European Economic Area country or Switzerland.
A Biometric Immigration Document issued by the Border and Immigration Agency to the
holder, which indicates that the person named in it, is allowed to stay indefinitely in the
United Kingdom, or has no time limit on their stay in the United Kingdom.
A passport or other travel document endorsed to show that the holder is exempt from
immigration control, is allowed to stay indefinitely in the United Kingdom, has the right of
abode in the United Kingdom, or has no time limit on their stay in the United Kingdom.
An Immigration Status Document issued by the Home Office or the Border and Immigration
Agency to the holder with an endorsement indicating that the person named in it is allowed to
stay indefinitely in the United Kingdom or has no time limit on their stay in the United
Kingdom, when produced in combination with an official document giving the person's
permanent National Insurance Number and their name issued by a Government agency or a
previous employer.
A full birth certificate issued in the United Kingdom which includes the name(s) of at least one
of the holder's parents, when produced in combination with an official document giving the
person's permanent National Insurance Number and their name issued by a Government
agency or a previous employer.
A full adoption certificate issued in the United Kingdom which includes the name(s) of at least
one of the holder's adoptive parents when produced in combination with an official document
giving the person's permanent National Insurance Number and their name issued by a
Government agency or a previous employer.
A birth certificate issued in the Channel Islands, the Isle of Man or Ireland, when produced in
combination with an official document giving the person's permanent National Insurance
Number and their name issued by a Government agency or a previous employer.
An adoption certificate issued in the Channel Islands, the Isle of Man or Ireland, when
produce in combination with an official document giving the person's permanent National
Insurance Number and their name issued by a Government agency or a previous employer.
A certificate of registration or naturalization as a British citizen, when produced in
combination with an official document giving the person's permanent National Insurance
Number and their name issued by a Government agency or a previous employer.
A letter issued by the Home Office or the Border and Immigration Agency to the holder which