HR Pack

Vacancy Rationale

Administrative form to set out the reasons for recruitment. The form also has a section for authorisation of the recruitment to proceed.

The sections in this form include:

• Recruiting department
• Reason for recruitment
• Salary range
• Perks and benefits
• List of possible internal candidates

Recruitment Resource

Form to help you to identify the key resources you need to recruit effectively. The form allows you to set out the timescales, people and budgets needed for the recruitment process. This is a crucial form for keeping an eye on your recruitment costs.

The sections in this form include:

• Breakdown of costs for each part of the recruitment process
• Induction costs, after recruitment

Job Description/Person Specification

As part of the recruitment process it is vital to decide where a new recruit will fit in within the organisation. This includes their key responsibilities and to whom they will report. This can then be used to build-up a profile of the exact person required, in terms of their knowledge, skills and experience.

This document includes:

• Job purpose
• Job title, description and department

Recruitment Checklist

Recruitment checklist which runs through all the key stages of the recruitment process. This checklist gives a practical overview of the entire recruitment process.

This document includes:

• Job advert style and content
• Entire interview process
• Post-interview

On Job Experience

This form is used where a prospective employee spends a day within the organisation. This can be a good way to see how a prospective employee fits into their role and department.

This document includes:

• Feedback from candidate
• Feedback from current employees

Recruitment Policy

• Sample Recruitment Policy in PDF format
• Sample Recruitment Policy in Word format

This document sets out your organisation's recruitment policy. Including key areas such as equal opportunities, the recruitment pack and authorisation to recruit. It is important that each individual recruitment follows an established procedure, this helps to reduce mistakes made during recruitment and prevents bias in the recruitment process.

This form also complies with The Employment Equality (Age) Regulations 2006.

Key clauses in this agreement include:

• Introduction
• Recruitment Aims
• Equal Opportunities
• Obtaining Authority to Recruit
• Recruitment Pack
• Job Description
• Person Specification
• Advertisement
• Application Forms
• Short Listing
• Interview Panel
• Interviews
• References
• Appointments
• Qualification Certificates
• Work Permits And Illegal Working
• Complaints Procedure

Employment Application Form

This is a comprehensive employment application form that can be used to sort potential job applicants and obtain their previous employment information for further assessment.

This form also complies with The Employment Equality (Age) Regulations 2006.

The sections in this form include:

• Applicant contact details.
• Applicant education and employment history.
• Request for references.
• Minimum salary level sought by applicant.
• Key skills.
• Additional personal information.
• Notice period required by current employer.
• Date applicant can start work, if accepted.
• Work attendance record over previous 12 months.
• Details of any disability and requirements.
• Details of "unspent" criminal convictions.
• Optional Equal Opportunities questionnaire.

Confidential Health Questionnaire

This Confidential Health Questionnaire may be given to and completed by all prospective employees along with a job application form or once a conditional offer has been made.

The form should be used to assess the health and suitability of prospective employees when applying for a post. Under the Disability Discrimination Act 1995 an employer must not discriminate against a prospective employee or current employee due to their disability. For recruitment this means conducting a fair selection procedure and not putting a prospective employee at a disadvantage.

An employer should also make reasonable adjustments to the workplace for an employee. This questionnaire can alert the employer for the need to make such adjustments.

The sections in this form include:

• Candidate details
• General medical history
• Specific Medical Issues
• Declaration by candidate
• Data Protection compliance

Equal Opportunities Monitoring Form

Standard form used to monitor an organisation's equal opportunities policy. The form asks for details of gender and any disabilities. This form also complies with The Employment Equality (Age) Regulations 2006.

The sections in this form include:

• Ethnic origin classification
• Optional disability details

Interview Assessment Form

Short form to list information relating to an applicant. This form is broken down into key areas of ability, such as education & qualification, intellectual ability and leadership qualities.

The sections in this form include:

• Knowledge & experience
• Relevant skills
• Health of applicant

Interview Timetable

Straightforward timetable of forthcoming candidate interviews. Includes date, venue and interviewee details.

This document includes:

• Lists interviewers
• Lists applicants' information

Interview Skills Guidance

Practical document offering advice on how best to conduct an interview. This guide includes sections on preparation and welcoming a candidate. In any interview the recruiting organisation is also under the spotlight, a well run interview will put a candidate at ease and will reflect well on the organisation. This guidance also complies with The Employment Equality (Age) Regulations 2006.

This document includes:

• Interview panel
• Preparation
• Welcoming the candidate
• Use of open questions
• Listening
• Taking notes
• Identifying competency
• Inviting candidate's comments
• Interviewing disabled candidates
• Concluding interviews
• After the interview

Offer of Interview Letter

This letter is to offer a prospective employee an interview for an advertised post at a mutually agreed time and date.

The clauses in this letter include:

• A description of the post, including job title.
• Proposed location of first interview.
• Details of person to contact within Personnel or Human Resources to arrange time and date.

Job Application Form Covering Letter

A standard letter to send with any job application form.

This document includes:

• Requests details of any special requirements regarding disability
• Equal opportunities employer statement

Employment Offer Letter

This letter details an employer's offer of employment to a prospective employee. This letter is designed to be sent with either a Contract of Employment or a Statement of Terms for the prospective employee to sign. It is good practice to send a contract or statement of terms with the offer letter so that the prospective employee knows exactly what is being offered and the employer can clearly state the details of any employment.

Clauses in this letter include:

• Job offer is subject to satisfactory references.
• Can specify job is subject to other conditions, such as, a medical or proof of qualifications.
• Job subject to satisfactory probationary period.
• Salary and when paid.
• Details of person to contact within Personnel or Human Resources.

Withdrawal of a Conditional Offer Letter

This letter should be used where an employer decides to withdraw a conditional offer made to a candidate. This is usually where references have been requested, but not received or where an unfavourable reference has been received.

This letter includes:

• Provides a list of options for withdrawal.
• Formal withdrawal.

Applicant Rejection Letter

This letter is for rejecting an applicant following an initial interview for a post within your organisation.

The clauses in this letter include:

• Confirmation of post applied for
• Rejection of applicant without providing detailed reasons

Induction Policy

Sets out an organisation's policy and process on induction to ensure that each new employee is dealt with correctly. The smooth induction of an employee is crucial to ensuring that they are quickly processed through the various administrative tasks and then settled within the organisation.

This document includes:

• Arrival of new employee
• Induction process
• Facilities
• Communications
• Organisation's history
• Organisation structures
• Checking on progress
• Ending process

Induction Form

Detailed form for every aspect of the induction process. This form ensures that nothing is missed off the induction process and that the whole process is dealt with smoothly and systematically. The form is divided into key areas including departmental structures, communications and health & safety.

This document includes:

• Personnel department
• Employee's department
• Communications policy
• Personal development
• Health & safety
• Office tour

Induction Resource Requirements

Brief form to decide who will be part of the induction process and their respective roles within it. This form ensures that the right people are used for each aspect of the induction.

This document includes:

• Induction process split into roles

Induction Programme Plan

Planning form for creating an induction plan.

This document includes:

• Activities for creating an induction process

Induction Checklist

List of everything that needs to be carried out as part of the induction process. This is a detailed checklist that includes all legal and administrative aspects of the induction process.

This document includes:

• Contents of a welcome pack
• Business information
• Confidential information

Induction Training Needs

This form is intended for new employees who have missed a part of their induction or existing employees who have gaps in their induction training.

This document includes:

• Identification of individual areas
• Identifies topics within those areas

Probation Letter

Letter to inform of successful completion of probation period. This is a simple, but essential letter to inform an employee that their probationary period has been completed.

This document includes:

• Full job title
• Full job description

Goal Setting Form

Simple form to help set goals for individual employees. Uses the "SMART" method of assessment - specific, measurable, action, realistic and timed.

This document includes:

• Descriptions of the key areas of the "SMART" assessment method.

Review Checklist

Simple checklist to be used before any review meeting. This form can be used both by an employee and their line manager to review progress of an individual employee or a project.

This document includes:

• Employee checklist
• Line manager checklist

Review Form

Simple form to record results of a review meeting. Can also be used to agree future actions.

This document includes:

• Headings for tasks, achievements & progress and future actions

Employee Feedback Checklist

Detailed checklist of all the correct methods to give feedback to employees on their performance. This checklist can also be used by employees to assess themselves.

This document includes:

• Key questions that should be asked by a manager
• "360 degree feedback" - the employee's work colleagues give feedback to the manager regarding the employee

Training & Development Resources Checklist

This detailed checklist lists all the possible methods for training and development. This checklist offers practical advice on suitable training and development methods and is ideal for managers when deciding which methods to use.

This document includes:

• Options divided into low, medium and high cost

Training & Development Plan

Simple training and development plan. This form should be used to list agreed plans for individual employees.

This document includes:

• Includes evaluation summary

Appraisal Policy

Details the reasons for appraisals and the actual appraisal method. Appraisals are also intended to agree between the employee and their manager a course of action for the following 6-12 months.

This document includes:

• Three-part appraisal process
• Agreed action plan for employee to follow

Appraisal Checklist

Simple checklist for both employee and manager to use prior to an appraisal meeting. Intended to help both parties think about performance prior to the appraisal.

This document includes:

• Checklist for both employee and manager

Appraisal Form - Six Month

Appraisal form for a six-month performance review. This form includes set questions.

This document includes:

• Sections for both appraiser and appraisee

Guidance Notes for Appraisee - Six Month Appraisal

Guidance notes on how to complete appraisal form. Including examples and further information.

This document includes:

• Further information on action plans

Appraisal Form - Full

Appraisal form for a twelve-month performance review. This form includes set questions.

This document includes:

• Sections for both appraiser and appraisee
• Section for listing key points raised during appraisal

Guidance Notes for Appraisee - Full Appraisal

Guidance notes on how to complete appraisal form. Including examples and further information.

This document includes:

• Further information on action plans

Guidance Notes for Appraiser - Full Appraisal

Guidance notes relate to section of appraisal form completed by appraiser, (person appraising the actual employee).

This document includes:

• Easy to refer to guide on discussing the appraisal with the employee and agreeing action plan for coming 12 months

Staff Appraisal Action Plan

Detailed action plan form produced as part of the appraisal process. This is the employee's agreed action plan - agreed between the employee/appraisee and their manager/appraiser.

This document includes:

• Both parties discuss and agree the contents of the action plan
• Both parties sign-off on agreed plan

Reward & Recognition Checklist

Useful checklist for deciding type of reward or rewards given by the organisation in recognition of met targets, outstanding work, etc. Sets out steps in the process from agreeing criteria to earn reward, to the type of reward given.

This document includes:

• Reward types split into financial and non-financial and different degrees of reward

Key Roles

Simple form to list current employees in a particular role and their successors.

This document includes:

• Timescales for succession

Career Development Plan

Plan for career development of individual employees. Allows managers to list key skills of intended successor and possible gaps in skills.

This document includes:

• Main development areas split into different skills or attributes

Learning Checklist

Checklist for employees to follow to learn skills for intended new role. This simple checklist suggests possible sources of information and new skills required for job.

This document includes:

• Checklist split into relevant areas or subjects

Exit Interview Form

This form is used to find out why a leaving employee has chosen to leave. The information gathered from these forms can be used to reduce staff turnover or even defections to competitors. The form asks a series of general questions in order to find out the reason for an employee leaving.

This document includes:

• Employee is asked what could be improved and done differently

Communication Methods

Lists all the main communication methods or forms. Outlines examples of where each can be appropriately used.

This document includes:

• Allows managers to add pros and cons for each method

Report Preparation Checklist

Quick checklist for an employee to refer to before starting a report. Simple, but effective tool to assist employees when writing a report. Asks the right questions to ensure a clear and effective report.

This document includes:

• Starts with purpose of the report, aims and finally checks before report circulated

Meetings Preparation Checklist

Short checklist to prepare for a meeting. This should be used to consider the main points of any meeting in order to keep it on track and produce the desired outcome from it.

This document includes:

• Main points include, purpose & aims of meeting

Presentations Preparation Checklist

Checklist to ensure that a presentation goes according to plan. Contains essential bullet points to ensure an effective and professional presentation.

This document includes:

• Straightforward points ranging from purpose of presentation, to delivery and style

Risk Assessment

Simple risk assessment form that can be used alongside our dedicated health & safety section.

This document includes:

• Risks divided into likely hazards and level of risk

Stress Management Survey

Important stress survey form that can be used to gauge stress and morale within a workplace. This form can provide valuable feedback to managers and help them identify problems that could lead to a potential stress claim being made by an employee or employees.

This document includes:

• Simple choice of causes of stress
• Ability for employees to suggest improvements

Expenses Report

Simple general expenses report form.

Entertainment Expenses Report

Expenses report to cover the specific area of entertainment expenses.

Travel Expenses Report

Expenses report to cover the specific area of travel expenses.

Annual Leave Request Form

Important form for requesting annual leave, the form also states the employer's legal right to refuse annual leave at certain times of the year.

Medical Records Release Letter

Letter seeking prospective employee's medical records from their previous employer. This letter also includes the necessary prior permission of the prospective employee.

Template Reference Request

Standard form for requesting a reference from a former employer.

Writing a Reference Guidance Notes

Essential guidance for the potentially difficult subject of writing a reference for a former employee.

Reference Request Letter

This letter requests a reference from an employer regarding their past employment of a person you are considering for a post.

The clauses in this letter include:

• A description of the post, including job title that the applicant has applied for
• An attached short form seeking brief answers to a number of questions to verify the facts
• Contact details of person within the enquiring organisation

Weekly Time Sheet

Weekly time sheet for employees to complete.

Weekly Time Sheet - External Work

Weekly time sheet for employees to complete when working outside the organisation.

Monthly Time Sheet

Monthly time sheet for employees to complete.

Monthly Time Sheet - External Work

Monthly time sheet for employees to complete when working outside the organisation.

Organisation Vehicle Policy

This Vehicle Policy provides clear rules for the allocation and use of any vehicles owned by the employer, this includes company cars, light commercial vans and larger vehicles. This policy will help an employer manage their vehicles and ensure that they are not used incorrectly or for private use, unless specified. This policy is essential for keeping transport costs down.

This document includes:

• Employer can specify make and model of vehicle to be used by an employee.
• Employer can select when to replace any vehicle.
• Duty to notify organisation if driving status changes.
• Ability to nominate a third party to use a company car.
• Comprehensive coverage of tax and insurance issues.
• Coverage of road toll charges and congestion charges.
• Vehicle maintenance.
• Fuel costs and payment.
• Detailed driving policy.
• Action to be taken in the event of an accident, breakdown or injury.
• Fitment of mobile phone hands-free kits and their use whilst driving.
• Fines and criminal proceedings.
• Return of vehicle and keys on termination of employment contract.

Weekly Vehicle Mileage Report

Standard mileage report, which includes section for additional expenses such as fines, tolls and congestion charges.

Vehicle Damage Report

Important form for recording damage to a company vehicle (and where applicable other vehicles).