Employment Procedure Policy

Policy Code: POL 5

Date: 17/06/2014

Purpose:

To ensure that we comply in full with any legislation surrounding employment.

To ensure a fair selection process is undertaken.

To ensure that the best staff are selected for each post.

Responsible Staff:

Implementation: Staff Manager

Action: Staff Manager

Audit: Staff Manager

Audit:

Training Resources:

Linked Policies:

Enabling Resources:

Applicant Evaluation Form

Verbal Reference Check Form

Letter of Offer Template

Appropriate Questions List

Policy:

A vacancy being identified, the Staff Manager and Directors shall meet to discuss the needs of the practice, review and update position descriptions and determine the most appropriate advertising method.

In general, the following advertising routes are effective:

• For administrative and nursing posts, Seek.co.nz, TradeMe Jobs.

• For medical posts, NZ Doctor magazine and website, E-Pulse.

• Pegasus Health Intranet.

Even where suitable candidates are readily available, there is a considerable lead time.

It is therefore essential that posts are agreed and advertised as quickly as possible.

It may be appropriate to engage temporary staff rather than rush the employment selection process so acting early to find suitable temporary staff is also important.

Candidate Selection

Shortlisting and interviews will take place giving regard to the Human Rights Act 1993 and to other legislation as may become relevant from time to time.

The law prohibits discrimination on the grounds of:

• sex (this includes pregnancy and childbirth);

• marital status (i.e. single, married, separated, living in a relationship in the nature of marriage);

• religious belief;

• ethical belief (i.e. the lack of a religious belief);

• colour;

• race;

• ethnic or national origins (this includes nationality or citizenship);

• disability (i.e. physical or intellectual disability, illness or impairment);

• age;

• political opinion (this includes having no political opinion);

• employment status (i.e. being unemployed, a beneficiary or a recipient of ACC compensation);

• family status (i.e. being responsible for children or other dependents, or being married or related to a particular person);

• sexual orientation (homosexual, lesbian, heterosexual or bisexual).

Shortlisting will take place using the following plan:

CVs will be reviewed by the staff manager, the Directors and if appropriate, the Senior Practice Nurse. Comments from each to be appended to the CV. Up to four suitable candidates may then be selected for interview.

In order to ensure that the interview process is fair and non-discriminatory, interviews shall be conducted using evaluation forms. Questions for the interview shall be determined in advance and all candidates shall be asked the same questions.

It is important to note that the interview evaluation form is a guide to assesment of a candidate. It is not binding nor is it intended to provide an aggregate score for comparison.

If a candidate is to be appointed, references should be checked. The staff manager should approach one referee and another appropriate member of the interview panel the other.

If satisfied, a letter of offer and contract should be sent to the successful person.

A minimum of five working days must be allowed for the candidate to approve and assess the contract.

A review of the recruitment process should be undertaken shortly after the successful candidate has begun work.

A task should be set for the staff manager to ensure that the new staff member has a review before the end of the 90 day trial period.