SERVICE: PERSONNEL SERVICES DETAILS OF THE SERVICE PROVIDER: Personnel Services are located within the Policy, Performance and Development Directorate and provide a range of support services to the Council including Schools. A number of staff are professionally qualified (i.e. Chartered Institute of Personnel and Development) and others are currently undertaking studies leading to this and other relevant professional qualifications. RESPONSIBILITIES OF THE SCHOOL: Under the Education Act 2002 the Local Authority is the employer of staff in community schools but certain employment responsibilities are delegated to the governing bodies and headteachers. The key delegated responsibilities are: The determination of a staffing structure for the school The appointment of a headteacher, deputies, teachers and support staff subject to statutory provisions The adoption of disciplinary rules and procedures for staff and the power to suspend an employee on full pay Make arrangements for hearing staff grievances Compliance with the Authorities appraisal arrangements Make decisions on teacher‟s pay and the grade for support staff posts (subject to national and local conditions) Compliance with employment legislation including that relating to diversity and equal pay Compliance with Health and Safety legislation and the requirement for premises to comply with the Authority‟s Health and Safety policy and practices (including reporting of accidents and first aid provision) Respect the rights of safety representatives and local representatives of independent recognised unions to take time off with pay for specified purposes Respect the rights of staff to have time off with or without pay as determined by legislation
Detailed information regarding the role, duties and responsibilities of governing bodies is set out in the Education Act 2002 (Sections 35 and 36), the related Education (School Staffing) (England) Regulations 2003 and on www.governet.co.uk. In relation to this Agreement, the school is responsible for the accuracy of information provided to personnel staff. The school must also ensure that instructions / requests for service are clear and dispatched in good time so that agreed timescales and deadlines (which are particularly important in respect of recruitment and payroll related activities) can be met. A charge will be made in respect of the generation of an emergency salary cheque or recovery of any overpayment arising due to the failure of the school to provide timely or accurate information. STATUTORY ROLE OF THE COUNCIL: The statutory personnel functions which the Local Authority is required to provide for schools are: Issuing of Statements of Main Terms of Employment Administration of dismissals. Collection of data for and completion of statistical surveys for DCSF, NEOST and relevant performance indicators etc Equal pay enforcement Administration of induction for Newly Qualified Teachers Administration of Teachers Pensions Administration of re-employment checks, i.e. Criminal Records Bureau Disclosures, Medical Clearance and Immigration Act checks.
Schools will be recharged for any fees payable to an outside agency or other Council facility in respect of these checks.
These statutory functions are provided through a separate Arrangement that this Service has with the Children's Services Directorate and there is no direct charge to Schools. This Service Level Agreement is in addition to the statutory functions outlined above and is a comprehensive package which offers an expert personnel advice and support service across the full spectrum of the personnel discipline for both Governing Bodies and Headteachers. OUR PERFORMANCE STANDARDS Telephone We aim to provide an immediate response to telephone enquiries Complex questions may involve some research or more comprehensive consideration. In such cases we aim to provide at least an interim response by the next working day E-Mail responses To be read within 24 hours or covered by an „Out of Office‟ message For urgent issues, to acknowledge within 24 hours and respond within 2 days For non-urgent issues, to respond within 5 working days or issue a holding response within 24 hours advising when a full response will be sent Letter / Fax Response We aim to provide a written reply within five working days or issue a holding response advising when a full response will be sent Messages Passed to relevant person within one hour Official Complaints / Compliments Complaints to be acknowledged within 24 hours and responded to in full within 28 days Contract Issues Within 4 weeks of commencement of employment Referral to Council’s Occupational Adviser Within 5 days of the receipt of a request Recruitment Advertising Job advertisements received by the notified deadline are processed to meet the requested publication date SERVICES AVAILABLE TO PURCHASE: In addition to the statutory services outlined above, schools entering into a Standard SLA will receive the following services. Full particular of these services and other services that can be commissioned are set out in the Guide to NELC H. R. Services to Schools. Recruitment and Selection Recruitment and selection advice including administration services, access to our 24 hour recruitment jobs hotline, Internet advertising and an electronic application form. Pay Related Activity Support to ensure that all of your staff is paid correctly and on time, pensions are administered and staffing records are maintained. We will also assist with staff grading, the creation and grading of non-generic posts and any resultant employee appeals. Absence and Sickness Management Professional advice to assist schools in the effective management of sickness absence issues including the implications arising from industrial accidents and the Disability Discrimination legislation. We will also provide support and advice to employees relating to issues arising from their ill-health. Consultation, Negotiations and Employee Relations A consultation and negotiating service with the recognised trade unions and professional associations to enable the Authority's policies to be adopted by the Governing Bodies. Discipline, Performance Capability Advice and support on the interpretation and application of policies and procedures, the conduct of investigations and the preparation of reports.
Management of Grievances and Dignity at Work Issues Advice and support to ensure an early and satisfactory resolution to these often challenging situations. Staffing Reductions / Reorganisations Support to headteachers and Governors in the implementation of staffing reductions/reorganisations including consultation with Trade Unions and staff, advice during any resultant selection process and a pro-active search for redeployment opportunities for staff who are affected by the reduction. Policy Development Schools that buy into this SLA will be entitled, as part of their service, to access and comment on draft copies of policies and procedures that have been developed on their behalf by Personnel Services in response to changes in legislation, Council policy or an identified local requirement. They will also be invited to attend related local training/briefing provided. Terms and Conditions of Service Our service includes professional advice and interpretation of all national and local terms and conditions of employment for school based staff together with guidance to schools in respect of any significant developments. Extended Schools Issues Related support and guidance regarding staff issues. Training and Development Access to support staff job specific induction guides and model employee development plans. Visits to Schools Visits will be made by professional staff when requested by the school. These visits will be arranged for times to accommodate school management and Governor availability. Arrangements can be made to hold meetings off site where requested. Alternatively, Headteachers may request to visit a member of the Team in our offices in Grimsby in order to maintain confidentiality. Consultation with Headteachers Regular meetings will be organised for Headteachers to meet personnel staff to discuss recent national and local developments which will directly affect schools. These meetings will allow Headteachers to make comment, debate issues arising and raise their concerns where appropriate. Termly Surgeries Surgeries will be held each term at a suitable venue to allow Headteachers and/or Business Managers to meet on a one-to-one basis with Personnel Officers to discuss issues affecting their school/staff. Employment Tribunal and Legal costs Where schools that have signed this agreement make decisions based on NELC personnel advice, the Council will meet the costs arising from any resultant Employment Tribunal and any related damages awarded. It should be noted that where advice is sought and not followed, costs may fall to the school's budget Additional costs Where additional costs are incurred by Personnel Services e.g. in respect of employee health services, counselling, physiotherapy, CRB checks, selection tests, obtaining a legal opinion or solicitors services etc, these will be rechargeable to the school. Further Details of Service The Personnel Service being offered to schools under this SLA will not materially impact on the service currently being provided to schools.
COMMISSIONED SERVICES
In addition to the services available in the Standard Service SLA, schools may purchase additional commissioned services on an “as and when required” basis. Details of the additional services available are set out in Appendix B to this agreement
HOW TO CONTACT US: All the services are available: Monday to Friday during normal office hours (8.30am to 5.00pm) with the exception of all Public and Bank Holidays via telephone, fax, e-mail and/or personal contact or on site if required. Brian Yates Mal Owens Sarah Smith Team Manager Senior HR Officer Senior HR Officer 01472 324049 01472 323043 01472 324061 brian.yates@nelincs.gov.uk mal.owens@nelincs.gov.uk sarah,smith@nelincs.gov.uk
Our correspondence address is: Personnel Services North East Lincolnshire Council 1 Town Hall Square Grimsby DN31 1HX
IMPORTANT NOTICE
INDEPENDENT PERONNEL SERVICE PROVIDERS Schools that choose to make their own arrangement for Personnel Services must ensure that the provider is suitably qualified and has the resources to deliver the service to the required standard. They must also ensure that the Council has access to certain information in relation to the external provider in order that the Council can discharge its legal responsibilities. The following information must therefore be provided The name of the external provider Contact Details Evidence of qualifications / experience Proof of public liability insurance Indemnification policy against Employment Tribunal decisions Information about access to medical examinations Copies of relevant procedures and policies including Equal Opportunities Disputes resolution Formal Consultation / Negotiation including trades unions Job evaluation procedures How advice regarding local and national conditions of service and subsequent changes will be delivered Information about staff consultation processes Information about the provision of advocacy services at hearings and appeals How the school will maintain and manage personal staff files including compliance with Data Protection legislation
In addition, the school must comply with the School Staffing Regulations and must notify Personnel Services immediately of any suspensions, hearings (including appeals), capability issues, dismissals, resignations, appointments, contract variations and potential redundancies. The school must also provide any other information that is requested to enable the Council to carry out activities either in its capacity as employer; to comply with statutory requirements or its strategic functions defined by current or future regulations.
APPENDIX A PERSONNEL SERVICES INCLUDED IN SLA Recruitment and Selection Recruitment and selection advice and administration services to include: media advice, preparation and placement of advertising including the compilation of Vacancy Bulletins, Internet advertising. Access to our 24-hour recruitment hotline for potential applicants. Access to our electronic application form through the Council‟s Internet site. Issue procedural correspondence and the statement of main terms of employment, within the timescales of the relevant legislation and dealing with any subsequent issues arising including related payroll documentation. Pay Related Activity Support will be provided to ensure the following outcomes: All of your staff, including those on supply, are paid correctly and on time. NI and taxation administration, bank details, Statutory Maternity Pay, Statutory Sick Pay and year-end documentation are dealt with in a timely and proper manner as required by current legislation and the Council‟s procedures. Teachers Pension and Superannuation records are administered in an accurate and timely manner in accordance with the rules of the Schemes. The necessary salary adjustments in respect of General Teaching Council fees are completed in accordance with the statutory regulations. Comprehensive staffing records are maintained to assist and support the management of Schools including information to assist the schools budgetary preparation process. Assistance with the drafting of job descriptions, person specifications and grading of new posts. Sickness Absence Professional advice to assist schools in the effective management of sickness absence issues including the implications arising from industrial accidents and the Disability Discrimination legislation. Provision of access to the Council‟s Employee Health Unit (including referrals). Provision of advice to employees regarding pension and other related issues arising from their absence. Support and practical assistance for staff seeking redeployment as the result of ill health. Consultation, Negotiations and Employee Relations A consultation and negotiating service with the recognised trade unions and professional associations to enable the Authority‟s policies to be adopted by the Governing Bodies. Discipline, Performance Capability and Grievance Advice and Support on: The interpretation and application of policies and procedures The conduct of investigations and the preparation of reports The conduct of hearings including support at hearings for the Headteacher and the Governing body The resolution of Grievances The management of the Capability Performance and Ill-health procedures
Staffing Reductions / Reorganisations Support to Headteachers and Governors in the implementation of staffing reductions/reorganisations Help and advice is offered to Governing Bodies on the management of any redundancies that may arise from the change Consultations with Trade Unions and staff Support for Governing Bodies during any resultant selection process We will endeavour to minimise the need for redundancy by pro-actively seeking redeployment opportunities for staff who are affected by the reduction scheme
Policy Development Schools that buy into this SLA will be entitled, as part of their service, to receive for comment draft copies of policies and procedures that have been developed on their behalf by the Personnel Services Children‟s Team. Such policies and procedures will be supported by the professional advice and where appropriate training. Copies of these documents together with any supporting guidance and model correspondence will be accessible on the School Office Website.
Terms and Conditions of Service Our service includes: Professional advice and interpretation of all national and local terms and conditions of employment for school based staff. Written guidance to Schools in respect of any significant developments. Information will also be available on the School Office Website.
Training and Development Support staff job specific induction guides Support staff job specific generic development plans
Visits to Schools Visits will be made by professional staff when requested by the school. These visits will be arranged for times to accommodate school management and Governor availability. Arrangements can be made to hold meetings off site where requested. Alternatively, Headteachers may request to visit a member of the Team in our offices in Grimsby in order to maintain confidentiality
APPENDIX B
PERSONNEL SERVICES – COMMISSIONED SERVICES Recruitment and Selection Headteacher/Deputy Headteacher recruitment support. Compiling recruitment packs and/or CD information packs, drafting advertisements, processing applications, devising interview questions, attending interviews where requested by the School, liaising with Advisers to prepare questions, presentation topics or administering in-tray exercises.
Recruitment Assessment Centres and Psychometric Testing of Candidates Trained and experienced staff who already provide this service for corporate appointments are available to support schools in the appointment of senior staff.
Pay Related Activity Appropriate advice to Schools in respect of the Teacher‟s Performance Management Regulations and that the associated administration. Advice and support to Headteachers and Governing Bodies in dealing with requests for the drafting/grading of non-generic job descriptions.
Sickness Absence Home visits to absent employees to provide appropriate support. Independent counselling services and other support for appropriate employees whether absent from work or not. Support for Headteachers and Governing Bodies in dealing with staff relations‟ issues, which arise from time to time.
Discipline, Performance Capability and Grievance The resolution of issues arising from the Dignity at Work Policy Preparation for any Employment Tribunals including liaison with ACAS, briefing of Solicitors and related issues that arise.
Personnel Audits. A health check regarding recruitment processes, staff records (including CRBs), and policies/procedures.
Training and Development Specialist training on personnel issues for individual Governing Bodies Training on personnel issues for newly appointed Headteachers and deputies