Leavers Procedure September 2013

Transcription

1 Leavers Procedure September 2013

2 Document Profile Type i.e. Strategy, Policy, Procedure, Guideline, Protocol Title Category i.e. organisational, clinical, finance Procedure Leavers Organisational Version 1.1 Author Approval Route, i.e. Policy & Procedure Group, Operational Governance Group Approved by Human Resources Policy & Procedures Working Party Chief Executive Officer Julie Gafoor Date approved Review date

3 Statement of Intent The purpose of this procedure is to provide guidance for managers and employees leaving the Association and to ensure that a standard and consistent approach is adopted. The procedure applies to all staff employed within the Association, leaving through resignation, retirement, end of fixed term contract and redundancy. It also applies as appropriate to Bank staff and Association Volunteers. This procedure should be followed when a staff member leaves the Association. encompasses: It notifying managers and other staff that an employee is leaving internal administrative requirements (payroll, storage of personnel files) exit interviews return of equipment return of uniform items providing references For details of the recognition of long service and retirement refer to Awards and Retirement procedure. Scope/Responsibility This procedure should be followed by all line managers and staff. Process 1. Administrative requirements As soon as an employee has resigned or has otherwise confirmed termination of employment. the line manager must: notify the HR department and any relevant managers ascertain any outstanding leave entitlements, including time in lieu ascertain the repayment of any education, relocation, or other allowances where the individual is a computer user, complete and submit the ICT User registration form to cancel the employee s account and have their IT access cancelled make arrangements for a meeting for the return of equipment and uniforms (see section 3) obtain a forwarding address In cases of dismissal or early departures the above actions must be dealt with as a matter of urgency. 2. Exit interviews It is the policy of the Association to offer an exit interview to employees leaving the employment of the Association. The purpose of conducting interviews is to obtain feedback on the reasons for leaving in order to consider approaches to future recruitment and retention of employees by the Association. Attendance at an exit interview is not compulsory, and employees will be given the opportunity to complete and return the Leavers Questionnaire (Appendix 1) without attending

4 an interview if they so wish. Employees will be offered a meeting with an HR representative or alternatively with a manager of their choice. The interview should be completed using the attached Staff Leaver questionnaire. When conducting the interviews the interviewer should encourage the employee to talk freely. It is important that responses be collated and compared over time, therefore the questions contained in the exit interview questionnaire must be posed and the answers recorded by the interviewer onto the questionnaire. The interviewer may well wish to add other questions relevant to the particular work environment of the employee. The answers to these supplementary questions should be recorded on, or attached to, the questionnaire. Collation and Analysis of Leavers Information The HR team will undertake collation and periodic analysis of exit interview/leavers questionnaire data. The purpose of this will be to provide information to the Committee and Senior Management Team in respect of future recruitment and retention across the Association. The content and style of reports will be essentially statistical in nature and individual respondents will not be identified Follow up action Where the interview or questionnaire have highlighted matters of concern which may be dealt with at the local level, the interviewer may address them personally or by reporting them to the appropriate senior manager. When the HR department receives completed questionnaires directly from an employee, subject to any requests for restricted circulation, the relevant line manager will be informed of any local matters requiring attention. If the responses highlight matters of concern they will be identified by a HR representative and reported to the relevant senior manager. 3. Return of equipment & uniform All staff will be required to return any equipment they may have been issued on induction or in the course of their employment which includes: - ID badges and uniforms keys mobile telephones, bleeps Car badges, first aid boxes A meeting should be arranged and time set aside for the return of equipment and items, ideally this should take place the day before the actual leaving date. A Leavers Check List (Appendix 2) should be completed and signed by both the line manager and staff member and forwarded to the HR department to be placed on the personal file. 4. References Family Nursing & Home Care will provide references for staff who are leaving or have left the Association on the request of potential future employers. References provided after 3 years of the employee leaving the Association will only provide for continuity of service (ie. Start date to end date of employment).

5 Official employment references on Family Nursing & Home Care letterhead will only be provided by the Chief Executive Officer, Divisional Managers and Operational Leads. The input of line managers may be sought. Other members of staff may provide character references for colleagues if requested but this must not be done on Family Nursing & Home Care letter headed paper. A reference provided of this nature must not claim that the referee is supplying the reference on behalf of the Association. Quality Standard Applicable No. 9 Requirements Relating to Workers People are kept safe, their health and welfare needs are met, staff are competent to carry out their work, are properly trained, supervised and appraised.

6 Appendix 2 FAMILY NURSING AND HOME CARE (JERSEY) INC. Leavers Check List - to be completed and placed in personal file Date Actioned Date Completed Initialled Employee Initialled Line Manager Resignation Letter received and Notice Period confirmed Annual Leave outstanding Any repayment due to the Association Forwarding address confirmed HR / 01 Advice of Leaver completed PEPF3 completed If retiring PEPF5 completed as soon as possible requesting pension Long Service Retirement Award applicable Bleeps and mobile telephones returned to Line Manager Lease car and keys returned if applicable Uniforms/first aid boxes/equipment returned Diary/ID badge returned Car Park permits returned if applicable Association keys returned Any other Association property returned IT accesses and account cancelled If Approved Signatory, Line Manager to inform Finance Director. Credit Card returned if applicable Emergency Contact List updated