Agenda 14 Employee Handbook Update 0809 by wyf14327

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									THIS REPORT AND BACKGROUND INFORMATION ARE OPEN TO
INSPECTION BY MEMBERS OF THE PUBLIC


West Yorkshire                 AGENDA ITEM NO:

Joint Services
                                               REPORT TO
                                       JOINT SERVICES COMMITTEE
                                             TO BE HELD ON
                                               5 JUNE 2008



REPORT OF THE CHIEF OFFICER


1.    SUBJECT:

      EMPLOYEE HANDBOOK UPDATE 2008/2009

2.    PURPOSE OF REPORT

2.1   To advise the Joint Services Committee of the changes to the
      Employee Handbook for 2008/2009.

3.    RECOMMENDATION

3.1   That the Joint Services Committee accepts the changes to the
      Employee Handbook 2008/2009.

4.    REASON FOR RECOMMENDATION

4.1   To ensure that the Employee Handbook is up to date, complies with
      current Employment Law and is relevant as a guide to terms and
      conditions of employment, giving accurate contact information.

5.    BACKGROUND INFORMATION

5.1   The Employee Handbook is updated by the Joint Services Committee
      each year at the Annual Meeting in June. Last year Members approved
      an extension for the updated Employee Handbook which was
      presented to the September 2007 Joint Services Committee. This year
      the updated Employee Handbook returns to its normal Joint Committee
      date.

5.2   The annual review of the Employee Handbook has identified a number
      of typing changes and these along with the new organisation structure
      chart which was approved by the Joint Committee on 27 March 2008
      and any updated allowances are included in the Handbook.
5.3     The rest of the changes to update the Handbook are incorporated in
        the following paragraphs.

5.3.1 Single Status – the Service has made significant progress to introduce
      a new pay and grading process on the 1 April 2008. The next stage of
      the Single Status process is a review of Terms and Conditions of
      employment. At the March meeting of the Joint Consultative
      Committee, it was agreed that any review of terms and conditions of
      service would be considered once the work in the Constituent
      Authorities had been progressed.

5.3.2 Workforce Management – a number of years ago, the Service adopted
      a Workforce Management Policy and included this in the Employee
      Handbook. As a consequence of this a number of policies particularly
      in relation to Voluntary Early Retirement, Redundancy and Protection
      of Earnings have separate policies in addition to the Workforce
      Management Policy; however, these have been reviewed and retained
      to provide information to staff in a more user friendly format.

5.3.3 Local Government Pension Scheme – The Employee Handbook has
      been updated to include the Flexible Retirement Procedure and the
      LGPS Employers Policy Statement.

5.3.4 Regrading Appeals - following the introduction of Single Status on 1
      April 2008, the current regrading procedure that allows employees who
      consider that their grade should be reviewed and submit an appeal to
      the Chief Officer has now been updated. The new procedure
      incorporates the NJC scheme where employees can submit an appeal
      based on the thirteen factors included in the scheme.

5.3.5 Employee Code of             Conduct - This framework Code of Conduct is
      aimed at ensuring           that employees are aware of the standards of
      behaviour expected          of them by WYJS, the updates for 2008 provide
      greater clarity to          employees particularly in relation to outside
      commitments.

5.3.6 Whistle blowing – the updated Whistle blowing Policy approved by the
      Joint Consultative Committee on 27 March 2008 is now included in the
      updated Handbook.

5.3.7 Sickness Absence and Payment Scheme – the Service has historically
      benefited from low sickness absence rates compared to the
      Constituent Authorities. However, during 2007 sickness absence rose
      slightly compared with the previous year. It is appropriate to review the
      sickness absence and payment scheme to ensure that the Service has
      the correct internal controls in place to keep sickness absence levels to
      an absolute minimum. This work will be carried out during 2008/09 with
      proposals reported to the Joint Consultative Committee and Joint
      Services Committee.



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5.3.8 ICT Policy – the importance of ICT systems is paramount to the
      operations of Joint Services. It is imperative that the Service has an
      updated ICT policy that governs how employees can use the systems.
      The policy has been updated to include the ICT Helpdesk that will
      assist with the monitoring, tracking and resolution of ICT problems that
      occur.

5.3.9 Appraisal – the Appraisal Scheme has been updated for 2008/09 to
      reflect a move in the training year (from July to June) and a
      simplification of the forms that need to be completed by both appraiser
      and appraisee. The Appraisal Scheme has now been included in the
      Employee Handbook and demonstrates to staff that this is one of the
      key employee policies that is necessary for the Service to deliver it’s
      priorities as set out in the Service Delivery Plan.

6.      OPTIONS APPRAISAL

6.1     Not applicable.

7.      KEY PRIORITY IMPLICATIONS

7.1     Children and Young People – Nil.
7.2     Safer and Stronger Communities – Nil.
7.3     Healthier Communities and Older People – Nil.
7.4     Economic Development and the Environment Nil.
8.      ENGAGEMENT

8.1     The proposed changes have been discussed with the Trade Union.

9.      CORPORATE IMPLICATIONS

9.1     Relevance to the Service Delivery Plan – Delivery and achievement of
        the Service Delivery Plan is dependent on the staffing and appropriate
        mechanisms in place to ensure staff are able to carry out their duties.

9.2     Legal/Human Rights Acts Considerations – The updated Employee
        Handbook will assist in addressing any legal/human rights
        considerations that Joint Services has to deal with.

9.3     Staffing – Issues affecting the employment and welfare of all Joint
        Services employees are included in the Employee Handbook.

9.4     Equal Opportunities – The Service follows the Equal Opportunities
        policy as defined in the Employee Handbook.

Graham Hebblethwaite, Chief Officer Joint Services

Contact Officer: John Knox

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Telephone No: 0113 289 8210
Fax No: 0113 253 0311
E-mail address: jknox@wyjs.org.uk
Background Papers:
West Yorkshire Joint Services Committee 2007/2008 (minute 47)
Joint Consultative Committee 2007/08 (minute 17)




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JOINT SERVICES COMMITTEE                                            5 JUNE 2008

EMPLOYEE HANDBOOK UPDATE 2008/09

CORPORATE IMPLICATIONS SCHEDULE

A copy of this pro forma to be appended to all reports for consideration
when submitted to Committee Services and to be retained by Committee
Services as a background paper to the report.

In preparing this report, the author has given full consideration to all resource
and other implications that may be involved. In the following list, those
implications marked YES were considered relevant and are detailed in the
body of the report under the appropriate heading at Section 9. Those marked
NO, whilst fully considered, were not deemed relevant to the specific matter
being reported.




                                                                                   YES / NO

The relevance to the Service Delivery Plan - How is what is                             YES
proposed contributing?

The impact on national or local Performance Indicators                                  NO

Legal/Human Rights Act considerations                                                   YES

Asset Management                                                                        NO

Risk Management                                                                         NO

Staffing                                                                                YES

Finance/grant aid criteria, etc.                                                        NO

Equal Opportunities                                                                     YES

Other (Please Specify)                                                                  NO




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