Document Type:

Guidance 1/7
Issue No. 1
Date of Issue  XXXXX

Title: Employee Management

1.Purpose
 To ensure that the management are versed in the recruitment to the leaving process
in Xyz LTD.

2.Scope
This guidance covers the advised steps to follow, from the planning and management of the
recruitment of employees to the leaving process.

3.Responsibility
 All managers and supervisors should follow guidance document for best Employee
Practice.
 The Quality Manager is responsible for maintaining and controlling changes
associated with this document.

4.Recruitment
4.1 Advertising Post
 Check with Quality for the correct version of the Job Description (JD), if any updates
to the JD are required, the change will have to be controlled through 14.go Change
Authorisation form and Doc Control Procedure zo.

 The correct JD will be shared Inhouse with a closing date footnote along with a note
that all will be treated as Private and Confidential.

 Notify the Marketing Department to advertise on

 Contact agencies and ensure that the terms and conditions have been established
and agreed and signed off and stored by quality before engaging in their services.

 Send out go.10A Pre-interview Questionnaire located here (Operations

Management - Documents\General\Quality Master Files\HR\Interview)) to potential
candidate(s) and check that all sections have been populated and the document signed.

 If not, send back to the candidate. Base your decisions on below:

 Document Type:
Guidance 2/7
Issue No. 1
Date of Issue  XXXXX

Title: Employee Management

4.2 Interview
 Prepare Interview Score Card sheet located here (Operations Management -
Documents\General\Quality Master Files\HR\Interview) with the 5 (guideline) most
important attributes to be fit the job requirements.- see suggested words below:
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Guidance 3/7
Issue No. 1
Date of Issue  XXXXX

Title: Employee Management

 Prepare room for interview and ensure that panel have read the populated Record
go.10A and have a copy of CV and Interview Score sheet at hand.

 Share findings and assign scores assigned immediately after 1st interview.

 If 2nd interview is required, refer to and share 1st interview outcomes (for information
conflicts) to assure the validity and integrity of the interview outcomes.

 Ensure that the following questions are asked before, any final decision on the
appointment of a candidate is considered:
 How much notice do they have to give?
 When can they start? Any Holiday?
 Based on the information accrued at the interview, do they deem themselves as fit and
eligible contenders to carry out the job as effectively as possible?
 Do you have any questions that you want to ask and answer them?.
 Let them know what happens next i.e. when you will be making your decision and how you
will be letting them know the results. Interviewee should be made aware of your decision
either way.

 Pool interview panel findings (use score sheet as an assisted aid)and agree on the
‘best candidate’ based on Interview Outcomes.

 Notify the candidate ASAP.

 Obtain References after both parties have confirmed and ensure that the references
are to the panel’s satisfaction.

 Close job by sending out notifications to agencies (according to the terms and
conditions)

 Append Interview Notes CV and file hardcopy in the secured HR Filing cabinet
under the candidates name to be GDPR compliant and in accordance to our
Document Control process.

 Information on the successful candidate should be saved and stored as a soft

copy and filed in xyzfor Business\Personnel .using the following naming convention
YEAR/MON/DATE Candidates

 zo Contract OF Employment (COA)

Copy the contract of employment template and create a new contract for the successful
candidate.
Please do not overwrite on Record go.9 Contract OF Employment template
Record go.9 Contract OF Employment is located in Operations Management -
Documents\General\Quality Master Files\HR\Handbook AND CONTRACT) on the text in
red, once changes are made, change the text colour to black
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Issue No. 1
Date of Issue  XXXXX

Title: Employee Management

Using your department password to encrypt the file.

 Save copy in xyzfor Business\Personnel\Department folder\Person’s folder
 Using your department password to encrypt the file

 Print out 2 hardcopies and save softcopies using the same naming convention as in
4.2 xyzfor Business\Personnel.

 ‘Do not amend the Master Contract of Employment’ with extra text.

 Store one populated and signed copy in the secured HR Filing cabinet under the
candidate’s name and the other copy remains with the candidate

 Issue COA within 5 days of appointment

5.Training
 Manager to send an email announcement to all Xyz with new employee’s name, start
date.

 Manager to send and confirm Induction schedule notification of dates and times to all
involved in the induction process. (refer to Procedure zo Training for mandatory
training).

 Manager to obtain the latest Induction Passport from Operations Management -

Documents\General\Quality Master Files\HR\ZO Induction Welcome Pack & type in
candidate name & start date on passport and store in a clear pocket file with, pen
and ‘win the customer’ card.

 Manager to check passport to ensure that planned training is been carried out as
confirmed and that training is being signed off by the designated trainers.

 Manager to record all training in Record zo Training Log (refer to Procedure zo

Training) located in Xyz\Managing - Documents\Personnel.

 Manager to file completed induction passport into HR secure filing cabinet under the
candidate name. Scanned copy to be saved to person’s digital folder in xyzfor
Business\Personnel\Department folder\persons folder (Dynamic location names)

 Manager to plan and liaise with employee on planned/future training and record all
training in Record zo Training Log (refer to Procedure zo Training) located in
Xyz\Managing - Documents\Personnel. (ongoing requirement for all managers)
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Title: Employee Management

6.Probation Review
 Is carried out in the presence of two managers at a minimum to demonstrate that the
process has been carried out fairly.

 The COA will dictate the probation review. Example: For Permanent contracts the
Probation Review is carried out after 6 months of the employees start date.

 Record go.6 Employee Appraisal located Xyz\Info-Centre - Documents\Xyz

Documents\HR document.

 Record go.6 must be populated, agreed and signed by both parties and a hard copy
issued to both.

 The appraiser will file the completed document into HR secure filing cabinet under
the employee’s name. Scanned copy to be saved to person’s digital folder in xyzfor
Business\Personnel\Department folder\persons folder (Dynamic location names)

NOTE During probation period, Should either party wish to terminate the employment during
this period, the 1 week written notice period given will be in accordance with current
employment legislation.

go.Appraisal
 Appraisals should be carried out once per year at a minimum using Record go.6
Employee Appraisal located Xyz\Info-Centre - Documents\Xyz Documents\HR
document.

 Appraisal dates for each team member should be recorded in Record zo Training
Log (refer to Procedure zo Training) located in Xyz\Managing -
Documents\Personnel.

 The appraiser (manager/supervisor) must give the appraisee (the person who is
being appraised) at least 1 week in advance notice so that they can prepare for the
appraisal meeting.

 Record go.6 must be populated, agreed and signed by both parties and a hard copy
issued to both.

 The appraiser will file the completed document into HR secure filing cabinet under
the employee’s name. Scanned copy to be saved to person’s digital folder in xyzfor
Business\Personnel \Department folder\persons folder (Dynamic location names)

 The appraiser should reference the previous appraisal when carrying out the next
review to ascertain whether what was agreed between both parties was fully
executed and reasonable and whether further review/assistance is required.
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Issue No. 1
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Title: Employee Management

8.Issues
 Refer to Record go.go Employee Handbook (located in Xyz\Info-Centre -
Documents\Xyz Documents\HR document) which documents all the policies in place
for resolving any personnel issues on behalf of either party. For Example,
Grievances, Disciplinary, Sickness/Absenteeism etc
8.1 Sickness/Absenteeism
 Record go.goB Return to Work Sickness and Absence Review (located in Xyz\Info-
Centre - Documents\Xyz Documents\HR document) should be used if an employee
is out for more than 1 week at a time to try to assist and provide a solution to the
problem if possible.

 This completed record will be filed under the employee’s name in the HR secure filing
cabinet and can be referred to at any time by either party at any time. Scanned copy
to be saved by the manager to the person’s digital folder in xyzfor
Business\Personnel \Department folder\persons folder (Dynamic location names)

9.Leaving/Termination (refer to Record go.go Employee Handbook)

 As per Record go.go Employee Handbook ‘Employees who initiate their own
separation of employment with Xyz Ltd are requested to submit written notice to
his or her manager providing sufficient time to allow for an orderly transition and
avoid negative impact on day-to-day business within the company. Xyz Ltd policy is
to request that employees provide a minimum four (4) weeks’ notice with certain key
employees providing a longer notice, as described in individual contracts’

 An employee who fails to call or report to work for five (5) consecutive workdays shall
be considered to have abandoned the job without notice. The manager shall notify
the Financial Controller at the expiration of the fifth workday and initiate the
paperwork to terminate the employee.

 Terminations of employment can result from the issues discussed in go above.

 All employees must complete Record go.10 Leavers Questionnaire (located in

Xyz\Info-Centre - Documents\Xyz Documents\HR document) in the presence of the
Quality Manager. This completed form will be held under the employee’s name in the
HR secure filing cabinet. A scanned copy will be sent to the leaver’s manager for
review and this soft copy stored as before in one place xyzfor Business\Personnel.

 For Leavers: Their manager must fill in Record in Vehicle Property Return Sheet
(located in Xyz\Info-Centre - Documents\Xyz Documents\HR document). This
completed form will be held under the employee’s name in the HR secure filing
cabinet.
 Document Type:
Guidance 7/7
Issue No. 1
Date of Issue  XXXXX

Title: Employee Management

10.Document Control/GDPR check

Only soft copy documents filed should be that of the successful candidate. Any hardcopies
(CV’s, References, Next of Kin) are secured in a locked filing cabinet in the Finance
Department.

11 Locations for documents

Document Name Location

Job Description(s)

go.go Employee
Handbook

Scorecard

go.goA Next of Kin

Information

sfh Training Log

go.goB Return to Work

Sickness and Absence
Review

go.10a Pre Employment

Questionnaire

go.10b Employee Exit

Questionnaire issue 1

Induction Passport

go.9 Contract of Employment

go.6 Employee Appraisal

in Vehicle Property RETURN

SHEET