HR Admin Guide

Contents
General HR............................................................................................................................................3
HR Inbox............................................................................................................................................3
HR Advisors........................................................................................................................................3
Survey Monkey..................................................................................................................................3
HR Spreadsheets................................................................................................................................4
Organisation Structure Chart.............................................................................................................4
iTrent.....................................................................................................................................................5
iTrent Reports:...................................................................................................................................5
Leavers & Resignations..........................................................................................................................5
Resignation process:..........................................................................................................................5
Confirmation of employment letters.....................................................................................................5
References.............................................................................................................................................6
HR will provide references for current/previous employees upon request.......................................6
To request a reference for a new employee:.....................................................................................6
Policy Updates.......................................................................................................................................6
Extension of Fixed Term Contracts........................................................................................................6
Contract Variations................................................................................................................................6
Maternity/Paternity..............................................................................................................................7
Expenses................................................................................................................................................7
To process employee expenses:........................................................................................................7
To send expenses to payroll:.............................................................................................................7
Casual Transport Workers.....................................................................................................................7
To set up a new casual worker:.........................................................................................................7
Individual Learning & Professional registration reimbursement...........................................................8
If a request for individual learning comes through:...........................................................................8
Professional registration reimbursement:.........................................................................................8
Specsavers Vouchers.............................................................................................................................8
To issue a voucher:............................................................................................................................8
To order more vouchers:...................................................................................................................9
Recruitment.........................................................................................................................................11
Recruitment Process........................................................................................................................11
 Onboarding Candidates...................................................................................................................11
Cordell Occupational Health............................................................................................................12
To download certificate:..................................................................................................................13
Posting a job on LinkedIn.................................................................................................................14
Promoting the job post on your LinkedIn:.......................................................................................15
WECA Connect HR Pages.....................................................................................................................16
Learning & Development – Employee Development Programme.......................................................18
Eventbrite........................................................................................................................................18
To create a new event:....................................................................................................................18
To download attendee report:........................................................................................................19
Adding dates/training to SharePoint:..............................................................................................20
Part 1: To create a new training event calendar..............................................................................21
Part 2: To show new calendar under training..................................................................................23
Admin for Learning & Development................................................................................................24
Updating the EDP Catalogue............................................................................................................25
Email Templates..................................................................................................................................26
Employee Development Programme Survey Email.........................................................................26
Exit Interview...................................................................................................................................28
Onboarding Survey..........................................................................................................................29
Interview Survey..............................................................................................................................29
Probation reminder emails..............................................................................................................30
Reference email templates..............................................................................................................31
Induction emails..............................................................................................................................34
General HR
The team huddle daily at 9:30am to go through what the team is up to for the day/week. You can
discuss any emails in the HR inbox that need dealing with during this alongside any other tasks or
projects you are working on. Pets/children are most welcome to make special appearances

HR Inbox

The HR inbox is accessed by the whole HR Team. The HR Administrator has ownership over the
inbox and will need to check this periodically throughout the day. General rule of thumb is to keep
the number of emails left in the inbox to a minimum.

 HR have an SLA of 2 days to get back to any queries that come into the
inbox
 There are a number of categories which can be used to help organise the
inbox
 If there is a query you cannot deal with, you can forward it to the relevant
HR advisor/Recruitment coordinator/Recruitment partner
 Bring it up in Team Huddle for discussion
 If you receive an HR query email into your personal inbox, please reply
from the HR inbox for continuity across both HR Administrators.
 There is a Careers inbox – careers@westofengland-ca.gov.uk – emails from
this inbox are automatically forwarded to the HR Inbox, you can still reply
from Careers if you wish to do so.

HR Advisors

Lou’s Directorates Louise’s Directorates

Infrastructure – Transport, Housing & Planning,
Capital Delivery
Chief Executive’s Office – Legal & Dem.
Services, PA Team, Operations & Performance
and Corporate Communications & Marketing
Strategy & Innovation – Innovation, Policy,
Energy Hub & Analysis
Business & Skills – People, Skills & Growth,
Enterprise Inward Investment & Trade and
Business & Skills Delivery
Investment and Corporate Services – People &
Assets, Finance and Grant Management &
Assurance

Survey Monkey

https://www.surveymonkey.com/

We send out 3 surveys at the moment – Onboarding (sent on new starters first day), Interview (sent
to candidates who interviewed but were unsuccessful) & Exit Interview Surveys (sent to leavers
before their last day)

Username: HR@WECA
Email: humanresourcesweca@gmail.com

Password: Avocado2021
If you ever need the mailbox associated with the account:
humanresourcesweca@gmail.com
Password: Watermelon2021
HR Spreadsheets

The main HR spreadsheet we use for onboarding is called Starters, Leavers, Changes it can be found
here (HR>Organisation>Starters, Leavers, Changes)

The Staff list also needs to be updated with new employees and when employees leave. This can be
found here (HR>Organisation>Organisational Structure>Staff Lists)

The Staff list will have probation dates – check this on a weekly/monthly basis and send reminders as
necessary

Organisation Structure Chart

The staff structure chart can be found here. You will need to open this in the desktop Excel
application to view its functionality properly.

To update:

Password to unlock the pages is Apple2021 – please ensure you lock the page again with no editing
allowed and keep the password the same for each page.

For any changes on

the Directorate
Structure the page
was set up using
SmartArt.

You can edit the

boxes using this by
adding/removing
directorates or
business units. You
can change the
structure level by
using the tab key.

Right click on the tab

and click “unprotect
sheet” enter in the
password and this will
unlock the page for
editing.

Click in the right

business unit box and
add/remove the
employee.

Right click the tab

again to “protect
sheet” and enter in the
password.
iTrent
iTrent is our HR system that we use to keep a record of employee details.

Guidance for iTrent can be found here (HR>Agilisys and iTrent>iTrent)

 Booking and approving annual leave and bank holiday adjustments

 Inputting other absence
 Changing working patterns
 How to make annual leave adjustments
 Run a sickness report
 Run an annual leave report
 See payslips
 How to change end date for fixed term contract

iTrent Reports:

 The HR Advisor may ask you to run reports from iTrent

Leavers & Resignations

Resignation process: 

1. Employee hands in their resignation to Line manager

2. Line manager notifies HR – HR to send email to Line manager “Resignation receipt” found in
email templates

3. The resignation Policy can be found here (HR Policies and Forms>General>Leavers), and all
forms can be found here  (HR Policies and Forms>General>Leavers>Forms)

4. Line Manager sends HR leaver forms and IT Leaver notification 

5. HR sends leaver form to payroll & IT leaver form to Business Support 

6. Payroll will confirm via email that form has been processed 

7. HR sends employee Resignation acknowledgement letter found here (HR>HR

Policies>Leavers>Resignation)

8. HR invites employee to exit interview via Survey Monkey (Email template “Exit Interview”)

9. Check Survey Monkey for responses, save to employee file (copy & paste it into a word doc
and save as a PDF), and flag any relevant comments to HR advisor 

In addition to the above:

Add employee to Leaver’s tab on the HR spreadsheet

Add leave date to employee file

Once employee has left the organisation remove them from the Staff list, EDP tab & Staff structure
Confirmation of employment letters
HR can provide confirmation of employment letters (e.g. for mortgage applications, rent references
etc)

 Template for this can be found here (HR>Resourcing>Templates & Contracts)

References
HR will provide references for current/previous employees upon request

 Email template “Employment reference for” can be filled in with confirmation of

employment, job title and employment dates

To request a reference for a new employee:

 Use the reference request template “Reference request for” Fill in employees name and job
title and send to referee’s
 Check with employee before sending to current employer whether they are happy for us to
request

Policy Updates
HR administrators will be given wording for specific policy in policy that needs updating.

 All versions of HR policies (Word and PDF) are kept in the Corporate HR folder --- HR policies
and Forms. (HR>HR Policies)
 Always edit the Word version, update the Version number, and save as both Word & PDF
 Check Policy Date record found here and amend date when updated
 Amended and updated policies will need to be saved in the Public HR folders as a PDF found
here (HR Policies & Forms)

Extension of Fixed Term Contracts

When an employee’s fixed term contract is extended:

 Line Managers will email the HR inbox with a completed, signed Contract Variation Form
 HR will update iTrent with the new end date of contract
 Save the variation form on the employee’s personnel file, under Employment Changes
 If the variation form is to make the employee permanent, the form will also need to be sent
to Payroll for processing – HR cannot make this change on iTrent only Payroll can
 Confirm the extension in writing to the employee – Template can be found here
 Ensure the line manager has notified Agilisys that the employee’s contract has been
extended so they don’t lose IT access
 Update the staff list with the employee’s new end date

Contract Variations
If an employee’s contract is to be varied for any reason, the line manager will fill in the Contract
Variation form, sign and send to HR for actioning.

 Check the reason for variation – pay change, working hours change, working pattern changes
etc. and action accordingly,
 You will need to run by Alex/Monica for approval, add Alex’s signature to the variation form
 If it is an increase in salary you will need to send to Payroll for processing.
 All changes in contract need to be confirmed in writing to the employee
Maternity/Paternity
The HR advisors will check on a monthly basis – they are recorded on the All Staff List Spreadsheet
on the maternity/paternity tab.

 Any forms to do with maternity/paternity need to be saved to the employee’s file

 Support HR advisor with any admin – letters etc.

Expenses
To process employee expenses:

 Monthly expenses are sent to the HR inbox by employee/line manager.

 The form should be filled in and signed off by line manager, with receipts attached to the
email
 Save to employee file under Expenses folder
 Add to expenses spreadsheet – found here (HR>Agilisys and iTrent>Expenses)

To send expenses to payroll:

 On payroll cut-off date download the expenses spreadsheet and send as an attachment to
Payroll.Operations@Agilisys.co.uk
 Copy the current spreadsheet in the folder and change the date to next expense cut-off
date, remove any data in the spreadsheet.
 Archive the previous expense spreadsheet
 All payroll cut off dates are in the HR calendar and can also be found here, payroll will send
us new cut off dates for the new financial year, which will need to be added to the HR
Calendar.

Casual Transport Workers

Casual workers are line managed by Paul Baker/Ian Saywell and will send their timesheets for
processing to HR.

To set up a new casual worker:

 Paul/Ian will let us know who is going to be set up

 Check with Monica that casual is ok to be set up
 Make an employee file for the casual worker here
 HR sends casual worker contract and forms (Contract, Emergency contact form, LGPS opt
out, WECA New Starter payroll form) found here (HR>Employee Relations> Employee Files>
Current Employees>Casuals>Casual Staff>Casual Forms & Templates)
 Fill out & send structure request to iTrent - itrentsupport@Agilisys.co.uk and payroll form to
Payroll.Operations@Agilisys.co.uk
 Add casual employee details to All Casual staff details spreadsheet
 We will need to send out iTrent log in details and access information to the casual worker to
access their payslips etc.
Individual Learning & Professional registration reimbursement
If a request for individual learning comes through:

 Save to employee file

 Record the request in the Individual learning spreadsheet found here
(HR>Development>Learning and development>Individual learning)
 Add the request to the Requests for Individual learning file
 Send to Alex Holly for approval
 Update employee with outcome of request and inform employee they can fill the expenses
form in to claim request of the learning

Professional registration reimbursement:

 Employee should fill in the expenses form with line manager signature and send to HR
 Process as normal expense procedure
 Save to employee file under expenses & add to expenses spreadsheet

Specsavers Vouchers
All WECA employees are entitled to an eye test voucher from Specsavers – Details can be found here

To issue a voucher:

 Employee will email into HR to request a voucher

 Vouchers can be issued by clicking https://corporate.specsavers.co.uk/Live/Password.aspx?
site=English
 Log in details should be set up for you
 Just in case – Username: KamK
Password: Apple2021

Click on “View Vouchers”

Type in employees email address

Click on the email envelope icon for

it to be sent to the employee
 To order more vouchers:

You will need to raise a PO in Agresso first: 2. Click Requisitions -

standard

1. Click Procurement

External Ref: Supplier: Specsavers (600068)

Corporate Eye
Care Team Costc: WCP100

Requisition Details

Product: 1301 Employee Allowances

Price: £255

Click save – this will then send the requisition to Alex for approval – once it has been approved you
will receive an email with the PO number. You will need to enter this PO number when you create
another order on the Specsavers website (as below).
Then go to Specsavers https://corporate.specsavers.co.uk/Live/Password.aspx?site=English

1. Click Create order

2. Select Products
3. 15 VDU Eyecare vouchers & Save

4. Enter PO number from Agresso

5.Payment type: BACS

6. Submit order – The vouchers should be

available within a week
Recruitment
Tribepad is our new recruitment ATS system. All permanent and fixed term recruitment is done
through Tribepad. Agency recruitment is still done outside the system.

 Tribepad guidance for HR can all be found here (HR>Resourcing>Tribepad)

 The guidance for recruiting managers can be found here (HR Policies and forms>Recruitment
and starters>Recruitment & Interview>Guidance)
 Lorna (Recruitment coordinator) normally updates the guidance as and when necessary –
you may need to PDF and upload in the public folders
 You will receive Tribepad training from Lorna

Recruitment Process – All roles usually in the first instance will be advertised internally only for 1
week.

 Managers upload role to Tribepad, fill in all relevant details and send for authorisation to
Head of Service, Head of HR (Alex Holly) & Head of Finance (Selonge Russell)
 HR admin to check once the role has been authorised on Tribepad
 Add the role and details to the SMT spreadsheet for final approval it can be found here
(Documents>General>Recruitment – SMT List)
 Alex will update the spreadsheet after SMT (usually on a Tuesday afternoon or Wednesday
AM)
 You will need to then action whether the role is to be advertised internally or externally and
inform the hiring manager of the SMT outcome
 If the role is advertised internally, and there are applications they will need to be
shortlisted/interviewed
 If there are no internal applications – the role can then go external for 2 weeks (as standard)
 Hiring managers will set up their own interviews and invite candidate to book interview slots
 After shortlisting you will need to check that unsuccessful candidates have been sent
unsuccessful email.
 Once interviews have been completed if there is a successful candidate, the hiring manager
will change the candidate status to offered, and fill in the relevant forms,
 Download the Interview outcome and send the candidate the conditional offer
 Complete other relevant onboarding actions as per below – Structure request form to iTrent
and payroll forms to Payroll – found here

Onboarding Candidates

 Create Employee personnel file found here (HR>Employee Relations>Employee

Files>Current employees)
 Folders to be added: New starter paperwork, Expenses, Employment Changes, Sickness
Absence, PDR & Probation and Health & Safety
 Save any onboarding documents from Tribepad into New Starter paperwork
 Open Starters, Leavers, Changes Spreadsheet and add employee details and any actions
completed
 References are requested once the conditional offer has been sent out. These need to cover
the last 3 years of employment. Contact the candidate before requesting their current
employer reference to check if its ok to send
 Reference to be sent using Email template “Reference request -”
 The references must be to an employer email address – no personal email addresses
  Fill out & send structure request to iTrent - itrentsupport@Agilisys.co.uk found here and
payroll form(saved from Tribepad) to Payroll.Operations@Agilisys.co.uk – The candidate will
have also sent a completed HMRC form this needs to be sent to payroll also.
 Any P45 that is supplied by the employee should also be forwarded to payroll
 Once the References and Occupational health comes back the candidate can be sent the
Unconditional Offer

Cordell Occupational Health

All candidates must be sent the occupational health link via Cordell Portal. This is done by
completing the pre-starter form on the Cordell portal-
https://orchidlive.com/orchid/custom/ch/dashboard/login

 Account number is 470 – Your log in details will be

emailed to you
 Only fill in: Forename, Surname, DoB as
00/00/0000
 Home Phone, Work phone, Mobile, Email address
 Gender and Employment Dates
 Under occupation there is a blank highlighted
under Choices select this
 Leave Manager blank

 Fill in the “Information regarding the job role..” as

follows: (First 10 questions = No, 11 = yes, 12-13
No, 14 = yes, 15-16 = no)
  Click send details and this will send the questionnaire to the candidate

To download certificate:

 Go to Dashboard and click Documents > Pre-Placements and then search for the employee
name
 Click the download button
and save to the employee
file in Health & Safety
 Open the file to check if
there are any health and
safety recommendations
for the employee and let
the relevant HR advisor
know.
Posting a job on LinkedIn

 If you have your personal LinkedIn account, you can set up LinkedIn
Recruiter profile under your WECA email address by adding this under
settings as a secondary email address.
 Mari/Lorna can assign the recruiter license to your account
 To access Recruiter click the Recruiter icon
 To post a new role click Projects > Create New

1. Fill in Project Name with the job

title and then click Add a job 2. Fill out: Job title, Location,
post Workplace Type

3. Add relevant job function &

company industry, select
employment type

4. Copy & Paste advert

text from Tribepad into
job description
 5. Click Direct applications to an external
site to apply and copy and paste the apply
link for the role

6. Ensure the profile is under

Promoting the job post on your LinkedIn: Lorna Thomas
We can advertise the job advert on our personal

7. Add the salary details and click Finish

LinkedIn profiles for
wider audience
reach.


Open LinkedIn homepage
 Search for West of England Combined Authority
page and click on Jobs
 It will bring up a list of our jobs currently being
advertised
 Click on the relevant job and then click the
arrow and hit Share in a post

 This will then bring up a Share box with

the job at the bottom, type in @west-of-
england (It should bring up WECA) and
you can tag the Authority.
 Text should read “West of England Combined Authority is hiring a JOB TITLE. Contact
@Hiring manager name for more information about the role

WECA Connect HR Pages
HR Administrator will need to update the HR WECA Connect pages as and when requested by the
team. If you get stuck contact Thomas Bennington for help.

 The homepage is found https://westofenglandca.sharepoint.com/sites/WECA_Home

 Click on the HR banner and it will bring you to the HR pages, whatever content needs
updating will follow the same process as below – Click edit to start editing the page, always
remember to hit republish when done.

 If you need to add a new section of text Click on the + and then add a section (Pick 1/2/3
columns depending on what you need
 A section will then be created like so, and you can then add in text box, event calendar etc.
depending on what is required
Learning & Development – Employee Development Programme
We have a number of EDP modules that run throughout the year, Monica will send emails with
updates to any modules and additional dates that need to be added. The modules are updated on
both Eventbrite & SharePoint. In addition the dates for training are all included on the HR Calendar
in Outlook.

Eventbrite

 Eventbrite log in is shared with Business Support

 The username for it is : businesssupportteam@westofengland-ca.gov.uk
Password: Bu3ine33Support!!
 Monica will provide all the information for the training module to be added

To create a new event:

Event Title  As confirmed by organiser  

Organiser  Choose West of England Combined Authority  

Type  Course, training, workshop 

Category  Leave blank 

Tags  Leave blank 

Location  Choose TBA unless its WECA Boardroom  

Date/Time  If one event, choose ‘single event’ 

Save and continue

Calendar   Click on date you need to make booking  

Start time and end time 
Occurs – once  
Add all the dates needed  
Save and continue  

Summary & Summary: Who the training is delivered by and how long it is e.g. half day
Description   training session. Monica will have given a short description add this in description
box along with a reminder to add the training to their Outlook calendar.

Save and continue 

Tickets  Choose ‘free’ 

Name  - name of event  
Quantity – maximum number of attendees 
Ticket sales end – 2 days before  
Advanced:  
Maximum quantity (pick 1-5) 
Next 

Make the event Click on “private” Audience: Anyone with the link
private  Click Publish &Copy the event URL – this is the link for people to use to book the
ticket.  
To download attendee report:

 Open up Eventbrite, and go to

relevant training
 Click on relevant date (you can see
the number of tickets sold)

 Then click on Attendee

Summary

 Click Export Excel and it will

automatically
download the
report into an excel
file

 Save the file in the

relevant training
modules attendee
reports folder found
here

 Open the file and delete columns A-D & H-O, this should leave you with just the name and
email address of the attendees, you can then copy and paste the email addresses into the
calendar invite and send Please note: If it is a virtual training session run by Graham you
will need to add a column “Breakout room” and depending on the number of employees
attending divide the attendees by A,B,C (Max 3 breakout rooms).
Adding dates/training to SharePoint:

 Open WECA connect & go to HR homepage>Learning & Development>Employee

Development Programme - here
 Click edit always remember to hit republish when done

 To add a new training module just copy and paste both the colour border & text box and
then replace the text with the relevant information for that module

 You can drag/drop the boxes to the other side of the page to make it look more even (Page
is split into 2 columns)

 Add the event calendar to show the training dates available this is a 2 step process (you
need to set up the calendar or edit the calendar to add more dates first for the dates to pull
through)
 Part 1: To create a new training event calendar 1. Click the Settings icon &
then Site Contents

2. Click on an existing calendar and go

to details

3. This page will appear click add it

and name the calendar after the
new training module and click
create
4. The calendar will now appear in
the events list click on it to open
and you can add the dates

5. Fill in Title, Location (WECA

Boardroom or Virtual), Start & End
time, and in Description add “Click
here to book” as a hyperlink to the
Eventbrite ticket page
 To add more training dates to an existing calendar follow Step 1, find the existing training
calendar, click on it to open, and add the relevant dates, this will automatically update to
show new dates.
 Part 2: To show new calendar under training

1. Click and then

search for Events
2. Hover mouse under the text and add. Name the
box and it will appear with the calendar after the
+ sign “add a new web part in training event
column one”

3. From events list pick the

4. Click the pencil sign to edit correct event calendar to pull
the web part through the training dates
Admin for Learning & Development

 Workbooks & Attendee reports are saved in the Employee Development Programme folder
found here – There are separate folders for each training module.
 All training dates need to be added to the HR Outlook calendar
 The workbook for the training needs to be added to the calendar invite (see example below)


Reminders to check tickets and send out Teams links for virtual training need to be added 2 days
before the training event (Invite the HR Admin to this reminder)
 Attendee list needs to be downloaded from Eventbrite – and all attendees need to be
emailed the calendar invite from HR Calendar
 The attendee list needs to be sent to the Trainer ideally 24-48 hours before – If its Graham
running the training send to: Graham.tate@westofengland-ca.gov.uk , if its Phil (Improve
your writing): philchamberlain71@gmail.com for any other training, check who is running it
and send to relevant person
 If anyone cancels/declines, record this on the EDP module tab on the Staff List spreadsheet
found here (HR>Organisation>Organisational Structure>Staff Lists)
 Delete their details from the attendee list and send updated version to the Trainer, and also
delete them from the Outlook calendar invite
 Breakout rooms will need to be set up for Graham’s Virtual training sessions. This is just
another calendar invite with Teams link to join.
If there are 6 or less attendees: 1 breakout room
7-11: 2 breakout rooms
12: 3 breakout rooms
 After the training has occurred send the attendees a
Key
feedback survey (See email template for relevant
training module)   Future training date booked
 Update the EDP attendee tab for the relevant employee
DATE Training has been attended
to show training has been attended/booked/cancelled
(See notes for EDP on Staff list spreadsheet) Cancelled training by
DATE attendee
Updating the EDP Catalogue

If there are any changes that need to be made to the EDP Catalogue, Monica will send through
details. The catalogue can be found here (HR>Development>Learning and Development>Employee
Development Programme 2021 2022>EDP Catalogue). There are two versions PDF and PowerPoint.

 Open the PowerPoint version of the catalogue in the desktop application

 Add/Hide/Update relevant training modules as per Monica’s instructions
 If you want to add a new module page, just copy and paste the slide relevant to the WECA
Colour and edit the details.
 This will need to be saved as both a PowerPoint and PDF and re-uploaded to the folder.
 The PDF version needs to then also be saved in the HR public folder found here (HR Policies
and Forms>Learning and Development>Employee Development Programme (EDP))
Email Templates
Employee Development Programme Survey Email

Recognising Distress in the Workplace -

Dear Colleague,

Thank you for attending the Employee Development Programme session ‘Recognising Distress in the
Workplace’ recently.

We hope you found it useful.

HR are collating feedback and we would be really grateful if you could spare a couple of minutes to
complete the anonymous feedback survey which you can access via this link
https://www.surveymonkey.co.uk/r/SF9863F

Many thanks.

The HR Team

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Recognising the importance of resilience -

Dear Colleague,

Thank you for attending the Employee Development Programme session ‘Recognising the
Importance of Resilience’ recently.

We hope you found it useful.

HR are collating feedback and we would be really grateful if you could spare a couple of minutes to
complete the anonymous feedback survey which you can access via this link
https://www.surveymonkey.co.uk/r/SF9863F

Many thanks.

The HR Team

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Facilitating Success Through Others-

Dear Colleague,

Thank you for attending the Employee Development Programme session ‘Facilitating Success
Through Others’ recently.

We hope you found it useful.

HR are collating feedback and we would be really grateful if you could spare a couple of minutes to
complete the anonymous feedback survey which you can access via this link
https://www.surveymonkey.co.uk/r/SF9863F

Many thanks.

The HR Team
Improve your writing – using plain English –

Dear Colleague,

Thank you for attending the Employee Development Programme session ‘Improve your writing –
using plain English’ recently.

We hope you found it useful.

HR are collating feedback and we would be really grateful if you could spare a couple of minutes to
complete the anonymous feedback survey which you can access via this link
https://www.surveymonkey.co.uk/r/SF9863F

Many thanks.

The HR Team

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Taking Preventative Action - Wellness Action Planning

Dear Colleague,

Thank you for attending the Employee Development Programme session ‘Taking Preventative Action
– Wellness Action Planning’ recently.

We hope you found it useful.

HR are collating feedback and we would be really grateful if you could spare a couple of minutes to
complete the anonymous feedback survey which you can access via this link
https://www.surveymonkey.co.uk/r/SF9863F

Many thanks.

The HR Team

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Recognising personality triggers -

Dear Colleague,

Thank you for attending the Employee Development Programme session ‘Recognising Personality
Triggers’ recently.

We hope you found it useful.

HR are collating feedback and we would be really grateful if you could spare a couple of minutes to
complete the anonymous feedback survey which you can access via this link
https://www.surveymonkey.co.uk/r/SF9863F

Many thanks.

The HR Team

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Managing performance to achieve potential –

Dear Colleague,

Thank you for attending the Employee Development Programme session ‘Managing performance to
achieve potential’ recently.

We hope you found it useful.

HR are collating feedback and we would be really grateful if you could spare a couple of minutes to
complete the anonymous feedback survey which you can access via this link
https://www.surveymonkey.co.uk/r/SF9863F

Many thanks.

The HR Team

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Project Management –

Dear Colleague,

Thank you for attending the Employee Development Programme session “Project Management”
recently.

We hope you found it useful.

HR are collating feedback and we would be really grateful if you could spare a couple of minutes to
complete the anonymous feedback survey which you can access via this link
https://www.surveymonkey.co.uk/r/SF9863F

Many thanks.

The HR Team

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Exit Interview

Dear XXX,

Thank you for the contribution you have made during your time at the West of England Combined
Authority.  We value your opinion and welcome feedback on your experience working with us. 

We would like to invite you to complete an exit interview to gain an insight into your experiences. 
Please click here  to complete online. 

Your responses will be viewed by the HR Department only, and will remain confidential.

If you have any queries, or wish to discuss further please do not hesitate to contact a member of the
HR Team.

Thank you in advance for your participation and feedback.

Kind Regards

The HR Team
Onboarding Survey

Dear xxx

Welcome to WECA. We hope you are settling into your new role.

We continually strive to provide the best new starter experience and, following your recent
appointment, we would like you to tell us about your onboarding experience. It would really help us
if you would please complete the short survey by clicking the link below. It will only take a few
minutes and your feedback is invaluable.

https://www.surveymonkey.co.uk/r/D7HH83S

Kind Regards,

The HR Team

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Interview Survey

Dear XXXXX,

Following your recent application and interview with WECA, we would like you to tell us about your
experience.

We continually strive to provide the best candidate experience so we kindly ask you to complete the
short survey by clicking link below:

https://www.surveymonkey.co.uk/r/V85GFJH

Kind Regards,

The HR Team

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Probation reminder emails

End of Probation –

Hi,

The end of probation review for XXXXXX due DATE is now overdue.  Once the review has been
conducted you please complete the form found here and send to the employee copying in @HR for
our records.

Kind Regards

The HR Team

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Mid-point probationary review reminder –

Hi,

The mid-point probationary review for XXXXXX due DATE is now overdue.  Once the review has been
conducted you please complete the form found here and send to the employee copying in @HR for
our records.

Kind Regards

The HR Team

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Reference email templates

Employment Reference for – (this can also be found in the HR inbox 1. HR Templates)

Dear xx

Employment Reference for XXXXX

Thank you for your request.

As per our policy, we can provide the following information for [insert name];

Start date:

Leave date:

Position held:

Kind Regards

HR | HR Administrator

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Reference request – (this can also be found in the HR inbox 1. HR Templates)

Dear ,
Reference request form
The person named below has applied for the stated post within our organisation
andhas given your name as a referee. Please answer all relevant questions, sign and
date the form, and return it to HR@westofengland-ca.gov.uk within 3 working days.

Name of Applicant

Post Applied for

Organisation West of England Combined Authority

Employment Information
Name and address of
organisation

Dates of employment From: To:

Capacity in which employed,

including job title
Salary
Reason for leaving. If the
applicant was dismissed,
please provide details.
Please confirm local authority
continuous service start date,
if applicable:
Signed: ……..…………………………………………………. Role:
………………………………………………………….

Name: ………………………………………………………….. Date:

………………………………………………………...

HR | HR Administrator

T: 07385 402948 | E: Harkamal.kaur@WestOfEngland-CA.gov.uk | W: westofengland-ca.gov.uk

| A: 3 Rivergate, Temple Quay, Bristol, BS1 6EW
Twitter: @WestofEnglandCA LinkedIn: West-of-England-Combined-Authority
Induction emails

Induction (see template in HR inbox 1.HR Templates for attachments we send with)

Dear

Please see attached documents.

Please read the Induction guide for Line Managers here

Please can you ask your new starter to complete the following documents in the first two weeks:

 A DSE assessment for the WECA office and one for homeworking, if applicable
 E-Learning modules. I have attached the policy which provides details on how these can be
accessed
 A home working and lone working declaration form. Please sign and return this form
regardless of whether home/lone working applies

Please ensure your new starter completes the Employee Development Programme modules. The
catalogue is here

ID verification:

We have asked that on their first day in the office they should bring in the original IDs for verifying
and photocopying. If you meet her in the office that day could you please fill in the Safer
Recruitment Verification form (instructions also attached) and email it along with the verified copies
to HR. If not, this is something that can be completed at later date.

If you have any questions, please let me know.

Please return the documents to HR@westofengland-ca.gov.uk

Enc.

DSE assessment

E-Learning policy

Home working and lone working declaration form

Safer Recuitment Verification form

Safer Recruitment Verification form instructions

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Induction for Secondees – (see template in HR inbox 1.HR Templates for attachments we send
with)

Dear

Please see attached documents.

Please read the Induction guide for Line Managers here

For secondees we ask that these are completed, can you please action points;

 WECA DSE Assessment

 Homeworking Assessment (if appropriate)
 E-learning: Standard module of 5 for contracts over 13 weeks.

If you have any questions, please let me know.

Please return the documents to HR@westofengland-ca.gov.uk

Enc.

DSE assessment

E-Learning policy

Home working and lone working declaration form

We also have induction guide for new starters which you can find useful, it is located in HR Policies &
Forms, new startes, induction.