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All items marked “Τ” must, by law, be included in a single document – the ‘principal
statement’ to be given to an employee when he/she begins work. Items marked “ ”
must be included in the Written Statement of Main Terms and Conditions of
Employment. If there is no provision for any of the items which have to be included,
this must be made clear. For instance, if there is no overtime rate payable, then the
written statement should say so.

For items marked “ ”, the employee can be referred to other documents
accompanying either the principal statement or in instalments which must be given to
the employee within two months of the date of starting work.

Items marked        are examples of good practice.

An example of a Written Statement of Main Terms and Conditions of Employment
appears on the next page. This incorporates all the items that must by law be
included into such a document and identifies or makes reference to other documents
the employee is entitled to access. It also gives examples of the wording that could
be used. The example aims to demonstrate good practice!

Throughout the examples given are a number of optional or alternative statements that
could be used, these are indicated within brackets. The inappropriate statements will
need to be deleted.

Using the template on the disk provided it will be a simple task to ‘customise’ the document
to meet the requirements of the practice.


               Τ       =      Must appear in Principal Statement

                       =      Must be included in Written Statement

                       =      Example of ‘good practice’

Producing a Written Statement – Example                                                 43
Written Statement of the Main Terms & Conditions of Employment

Part I        of this document sets out the terms and conditions of this employment

Part II of this document sets out the Disciplinary and Grievance Policy and
        Procedures of the Practice

Τ   1    Terms Agreed Between

         Name of employer      Dr(s)


         and you
         Name of employee


Τ   2    Commencement of Employment

         Your employment with this Practice began on:

Τ   3    Continuous Employment

         Your previous employment with (                                               which

          commenced on                                          )   (does/does not) count as
         part of your continuous period of employment.

         No employment with a previous employer counts towards your period of continuous
         employment with the practice.

Τ   4a Job Title

         You are employed as a

Τ   4b Job Description

         A Job Description is attached to this Statement, (if not already provided).

         (4a or 4b to be included but it is advisable to include both!)
Producing a Written Statement - Example                                                        44
Τ   5   Job Location

        You will work at the premises detailed above. In the event that the practice is
        located to different premises within a reasonable distance of the existing
        premises, your place of work will change to new premises and there will be
        reimbursement of any excess mileage. (From time to time you may be required to
        work at the branch surgery at                       to cover for colleagues whilst on
        leave). You may also be required to visit patients in their homes.

Τ   6   Pay

        Your rate of pay is £              per annum which equates to £              per
        (inclusive of Outer London Weighting or Inner London Weighting for A&C staff)
        (inclusive of Outer London Allowance or Inner London Allowance for Nursing staff)

        You will be paid by (cheque/credit transfer) on the (28th day / OR INSERT OTHER
        DATE) of each month.

        Your salary will be reviewed annually on (1 April or INSERT OTHER DATE) and any
        cost of living (and/or incremental) rise will be in line with that approved by the

Τ   7   Hours of Work

        Your hours of work are                 per week.

        The distribution of these hours will be mutually agreed.

        (No overtime rate is payable for Saturday morning surgeries which are worked in
        rotation. This is an arrangement in which all staff are expected to participate).
        On occasions you may be required to work additional hours to cover staff who are
        absent due to sickness/holidays. (Time off in lieu will be given or overtime at the
        standard rate will be paid).

Τ   8   Holidays

        Your holiday year runs from 1 April to 31 March each annum.

        Your paid holiday entitlement is (          weeks /             days) per year

Producing a Written Statement - Example                                                   45
        In addition, you are entitled to 8 Public Holidays each year and any additional
        proclaimed national holidays if these are days when you would normally work.

   9    Education, Training and Development Opportunities

        You will be encouraged to attend Study Days, Courses and other training
        opportunities relevant to your area of work. This may occasionally involve
        attendance during your own time. (Reasonable time off in lieu will be given).

   10 Sickness Absence

        If you meet the eligibility criteria you will be entitled to Statutory Sick Pay (and
        after 6 months service you will also be entitled to receive payment in line with the
        Practice Sick Pay Scheme). Full details of (this/these) scheme(s) can be obtained
        from the (Practice Manager/GP) but in general the entitlement will be:

        (Describe Practice Staff Sick Scheme here)

        Any entitlement to SSP will be offset against the Practice Sick Pay Scheme

        If for any reason you cannot come to work, you should telephone the practice
        as soon as possible on the first day of absence, preferably before 9.00am
        and speak to (the practice manager / GP).

        You should indicate the probable duration of your absence in order that
        arrangements can be made to cover the period you are away.

        A self certification SC2 must be provided for absences of 4-7 days but can be
        required from the start if the practice wishes.       You must provide a medical
        certificate for any absence of 8 days or more. Failure to comply with these
        requirements may result in loss of pay and action through disciplinary procedures.

   12 Maternity Leave and Pay

       Female employees will be entitled to maternity leave and payment in line with the
       provisions of the Employment Relations Act 1999. Any woman will be entitled to 18
       weeks maternity leave and the right to return to her job irrespective of length of
       service. After 6 months continuous service by the qualifying week (i.e 15th week
       before the week in which the baby is due) women who meet the eligibility criteria
       will be entitled to 18 weeks Statutory Maternity Pay. Women with at least 1 year’s
       service on the 11th week before the week in which the baby is due will also be
       entitled to extended maternity leave i.e up to 29 weeks after the baby is born.
       During this extended leave, SMP will only be paid for 18 weeks. Full details of the

Producing a Written Statement - Example                                                   46
       arrangements for maternity leave and pay are available from the (practice manager
       / GP).

  13 Parental Leave

       After one year’s service all employees, male and female who have parental
       responsibility for children born after 15 December 1999 and under 5 years*, will be
       entitled to up to 13 weeks UNPAID Parental Leave and the right to return to work.
       Full details of this provision under the Employment Relations Act 1999 are available
       from the (practice manager / GP) but in general and with the appropriate notice, up
       to 4 weeks unpaid leave may be taken each year, until the child’s 5th birthday. The
       maximum leave entitlement is 13 weeks and this INCLUDES leave taken during a
       previous employment.

       *The time limits are different if a child is adopted or has a mental health problem but full
       details are available from the (practice manager / GP).

   14 Leave for Emergencies Involving a Dependant

        You will be entitled to reasonable time off in the case of a domestic emergency
        involving the care arrangements for a dependant. (See practice handbook for
        definition of “dependant” and examples of emergencies in relation to dependants).
        Payment for these days will be at the discretion of the doctors.

  15 Pension Scheme

       You are entitled to join the NHS Superannuation (Pension) Scheme. Full details of
       this Scheme are available from the (practice manager/GP). Employees who do not
       belong to the NHS Pension Scheme will be required to ‘opt out’ of the NHS Scheme
       and will contribute to the State Earnings Related Pension Scheme (SERPS).

   16 Retirement Age

       The retirement age in this practice is (INSERT AGE) years for men and women.

   17 Health and Safety

       You will be required to follow the Health and Safety policy of this practice. A copy
       of the policy can be obtained from the (Practice Manager / GP).

Producing a Written Statement - Example                                                         47
   18 Termination of Employment
      Delete as appropriate:

       You are required to give              weeks notice of termination of your
       employment. (If the notice period is dependent on the length of time an employee
       has been in post, these details must be given).

       Your contract is for an indefinite period but subject to the following notice.

       Length of service                              Notice Period

       More than 1 month but less than 2 years           1 week

       2 years but less than 3 years                     2 weeks

       3 years but less than 4 years                     3 weeks

       and continuing with 1 week’s notice for every year
       of continuous service up to a maximum of

       12 years or more                                 12 weeks

        (Your employment contract is for a fixed term and expires on:                   )

         (Your employment contract is temporary and is expected to continue for:            )

   19 Signature of Employer                                       Date

   * I acknowledge receipt of my particulars of employment (or I accept the terms
     and conditions of my employment specified above).

   Signature of Employee                                          Date

Producing a Written Statement - Example                                                     48

   20 Disciplinary Rules

       A copy of the Practice’s Disciplinary rules and procedures is attached to this
       statement. You will be expected to work within the code of practice laid down in
       the Practice’s Disciplinary Policy document.

   21 Disciplinary Procedures

       The practice’s disciplinary procedure is described below.

       Purpose and Scope

       It is the Practice’s aim to promote good practice and encourage improvement in
       individual conduct where this is deemed to have failed. This procedure sets out the
       action which will be taken when disciplinary rules are breached.


       (i)    The procedure is designed to establish the facts quickly and to deal
              consistently with disciplinary issues of a disciplinary nature. Disciplinary
              action will only be taken following a full investigation and if there is a case to

       (ii)   At every stage you will have the opportunity to state your case and be
              represented, if you wish, at the hearings by a work colleague or a trade union

       (iii) You have the right to appeal against any disciplinary decision.

       (iv) Records of disciplinary action will be removed from file after 1 year’s
            satisfactory conduct / performance

       The Procedure

        Stage 1 – Oral Warning
        If your conduct or performance is unsatisfactory, you will be given an ORAL
        WARNING, which will be recorded on file. The warning will be removed from file
        following months -
       satisfactory conduct/performance.

Producing a Written Statement - Example                                                        49
        Stage 2 - Written warning
        If the offence is of a more serious nature, there is no improvement in your
        standard of performance, or if a further offence occurs, you will be given a
        WRITTEN WARNING which will include the reason for the warning and a note
        that, if there is no improvement after      months, a final written warning will
        be given.

        Stage 3 - Final written warning
        If your conduct or performance is still unsatisfactory, a FINAL WRITTEN
        WARNING will be given making it clear that any recurrence of the offence or
        other serious misconduct within a period of       weeks/months will result in

        Stage 4 - Dismissal
        If there is no satisfactory improvement or if further serious misconduct occurs,
        you will be DISMISSED.

        Gross Misconduct
        If, after investigation, it is confirmed that you have committed one of the
        following offences (this list is not exhaustive), disciplinary action may be up to and
        including dismissal.

        ·      serious breach of confidentiality
        ·      theft
        ·      damage to practice property
        ·      fraud
        ·      incapacity for work due to being under the influence of alcohol or illegal
        ·      physical assault
        ·      gross insubordination

        While alleged gross misconduct is being investigated, you may be suspended, during
        which time the normal hourly rate will be paid. Any decision to dismiss will be taken
        by your employer only after a full investigation.

Producing a Written Statement - Example                                                     50
   22 Appeals
       If you wish to appeal against any disciplinary decision, you must do so within two
       working days. Your employer, not the same person who carried out the disciplinary
       procedure will hear the appeal and decide the case as impartially as possible.

       If you are dissatisfied about any disciplinary decision that affects you please

        INSERT TITLE OF GP e.g. Senior Partner

   23 Grievance Procedure

       If you have a grievance concerning your employment, please raise this with the
       (Practice Manager / GP or partner).

       It is Practice policy to ensure that any employee with a grievance has access to a
       procedure which can lead to a speedy resolution of the grievance in a fair manner.

       Stage 1
       If you have a grievance about your employment, you should first raise it orally with
       the practice manager, who should give you a reply within two working days.

       Stage 2
       If the reply given at stage 1 does not satisfactorily resolve the grievance, you
       should detail the grievance in writing. The written grievance will then be submitted
       to the GP (or partner) with responsibility for practice staff).

       Stage 3
       If the matter is not resolved satisfactorily within five working days, you may elect
       to appeal to (the senior partner or in the case of a single-handed GP to                )
       who will give a decision within five working days. This decision will be final. All staff
       are required to read, the Practice Handbook and comply with the practice rules
       specified therein.

Producing a Written Statement - Example                                                      51