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Traded services

Personnel

1. What is the purpose of this document?
   1. The purpose of this document is to:
      1. describe the traded Personnel Services that Calderdale Human Resources (HR) and Change offer to schools;
      2. provide information about the service providers and how the key personnel can be contacted;
      3. explain, in outline, the main terms of service;
      4. give details of the services to be provided;
      5. identify the ways by which the service will be provided;
      6. identify levels of service provision;
      7. describe service provider obligations and commitments;
      8. establish customer commitments;
      9. describe quality assurance systems and procedures for redress if things go wrong;
      10. describe charges and methods of payment.
   2. The purpose of this specification is to ensure that both provider and user are clear about the services to be offered and the ways the services will be delivered. This will help regulate the dealings between the user and the provider by setting out respective obligations relating to performance and payment for the services.
2. Who are the service providers?
   1. The service provider is Calderdale Metropolitan Borough Council, HR and Change.
   2. This service is available to all schools within the Metropolitan Borough of Calderdale under the terms and conditions detailed in the specific contract to be agreed between the customer and HR and Change.
   3. If you have any questions about this service or would like further information, please contact:
      • Name
      • Marie Dobby, Human Resources Office Manager
      • Address
      • HR and Change
        3rd Floor
        G Mill
        Dean Clough
        Halifax HX3 5AX
      • E-mail
      • marie.dobby@calderdale.gov.uk
      • Telephone
      • 01422 288341
      • Fax
      • 01422 288306
3. Service Standards
   1. All core and traded services have agreed to the following principles to ensure that the customer receives a consistently high level of service. This service will:
      1. set standards;
      2. be open and provide full information;
      3. consult and involve;
      4. encourage access and the promotion of choice;
      5. treat all fairly;
      6. put things right when they go wrong;
      7. use resources effectively;
      8. innovate and improve;
      9. work with other providers;
      10. provide user satisfaction.
   2. The following paragraphs explain our service standards and what we are doing to improve them.
      1. Quality awards
         The Local Authority has achieved a recognised quality award of IIP (Investors in People).
      2. Education expertise
         Senior staff within HR and Change have considerable working experience in the education sector.
      3. Qualified staff
         Staff competent to carry out the service and give effective and professional advice at all times. The professional personnel officers have extensive experience in personnel and employee relations, both in the public and private sector. Officers are fully qualified to Corporate member status of the Chartered Institute of Personnel Development (MIPD). As a result of the continuous programme of training and development, a number of staff within the administrative team are working towards the Graduateship of the Chartered Institute of Personnel Development (CIPD). Staff are reviewed on a regular basis to evaluate and assess their training and development needs.
      4. Secure identification, CRB checks
         An identity card system is in place and is operational at all times when on school grounds or other centres where work is being carried out and (where appropriate) members of staff have undergone CRB disclosure screening.
      5. Responsiveness
         Immediate contact with HR & Change staff at all times within normal working hours. An answering machine service will be available at all other times.
         A prompt response from HR and Change when requesting a meeting, commensurate with the urgency of the request. Fair and reasonable treatment from HR and Change in relation to any disputes which may arise from the provision of services in line with the complaint procedures as set out in paragraph 11. Prompt written or e-mail acknowledgement in response to written communications. HR and Change maximum times for responding to communications (telephone, e-mail, letter) are as follows:
         • Telephone: 48 hours
         • E-mail: seven working days
         • Fax: seven working days
         • Letter: seven working days
      6. Courtesy
         You can expect HR and Change to be courteous and helpful at all times. When you write to the Human Resource Manager or telephone, or visit our office, the person you are in contact with will tell you his or her name, and, where appropriate, telephone number.
      7. Properly equipped
         To maintain the quality of service there is a rolling programme to maintain and update the hardware and software within the service. The service is equipped with up to date systems and software packages that include Microsoft Office XP, GroupWise (e-mail and electronic diary), intranet, internet access, internet links with Teachers Pensions.
      8. Meets all statutory requirements
         This service fulfils all statutory requirements of European Directives and UK legislation and guidance for the service.
      9. Fully Insured
         The service has public liability insurance.
4. Performance
   1. The following section shows our level of performance, how we have improved over time and how we compare with our metropolitan neighbours.
      1. The service has a trained and experienced professionals dedicated to supporting schools.
      2. Personnel Teams are committed to developing a service that is tailored to meet schools' needs and that is proactive and flexible in the delivery of an essential service.
      3. Performance indicators are set to enable the service to monitor and evaluate the quality of performance and target areas for improvement. The indicators include:
      4. All payroll payments will be generated by 26th of the month where accurate personnel documentation is received by the last Friday of the previous month.
      5. Statements of Particulars for new employees (contracts) are issued to meet the current employment legislation deadline of within eight weeks of commencement of employment (Best Value Indicator).
         The service performance of the last three years was:
         • 2007/08: Target: 100 per cent; Actual: 99 per cent
         • 2006/07: Target: 100 per cent; Actual: 100 per cent
         • 2005/06: Target: 100 per cent; Actual: 100 per cent
         This service regularly betters the legislative deadline for issues of Statement of Particulars (contracts).
      6. Criminal Record Bureau Disclosure - verification and authorisation of Disclosure applications forms. Currently processed to Criminal Records Bureau within one week of receipt.
      7. Further performance indicators will be developed over coming months to monitor key elements of the service.
5. How long will a contract for this service last?
   1. This agreement will run from 1 April for two years, unless varied by agreement between the parties. A school or the Local Authority may terminate this agreement by giving one complete term's notice in writing.
6. How can the contract for this service be changed?
   1. Should there by a need to vary or change any aspects of the agreement these should be discussed with:
      • Name
      • Paul Johansen, Human Resources Manager
      • Address
      • HR and Change
        3rd Floor
        G Mill
        Dean Clough
        Halifax HX3 5AX
      • E-mail
      • paul.johansen@calderdale.gov.uk
      • Telephone
      • 01422 288340
      • Fax
      • 01422 288306
7. What services will be provided?
   Personnel Services provide a comprehensive range of traded services to support schools in the management of personnel issues.
   1. Advice and support to schools to facilitate good practice in recruitment and selection. Advice on salary details, selection criteria and copy writing.
   2. Preparation of advertisement, for inclusion in school bulletin. Provision of a comprehensive advertising service including advice on media selection, copy writing, advertising, design layout, discount negotiation and provision of the Council-wide job sheet.
   3. Provision of information packs and collation of returned applications as required. Preparation and administration of applications and interview process.
   4. Provision and maintenance of a supply teacher's register, including salary. Where appropriate, documentary evidence is provided.
   5. Advice on salary assessments, headteachers, deputies and assistant headteachers pay. Advice and support on maternity and parental leave, statutory entitlements and other related issues.
   6. Production of all employment contracts - letters and statement of particulars, including extensions and variations to contracts as required. Production of all letters of acknowledgement of resignations and retirements.
   7. Liaison with payroll service to effect changes in salary as required.
   8. Advice and support on sickness management and the application of sickness absence control guidelines and polices. Referral of staff to Occupational Medical Adviser with supporting documentation and interview as appropriate.
   9. Provision of a consultancy service relating to advice and support on training needs. Provision of induction courses. Provision of training courses to meet the identified needs of individuals and groups.
   10. In addition to the above, the following services are available to be traded with Foundation and Voluntary Aided schools as employing bodies:
   11. Advice on job descriptions, person specifications and job grades. Determination of salary for newly appointed teachers in line with the School's Pay Policy (excluding supply teachers). Verification of continuous service and pension details as appropriate.
   12. Support for the appointment/interview process in line with the Code of Practice on LEA/School Relationships.
   13. Advice and interpretation of conditions of service and effects of employment legislation; preparation of reports for, and attendance at, school governing body meetings on personnel related issues as appropriate. Advice on and interpretation of employment legislation/regulations and European Directives.
   14. Advice and support on contracts of employment issues, such as new contracts fixed term, variations and terminations.
   15. Coordination and support with redeployment and advice and assistance in potential redundancy situations.
   16. Advice and support during the process of investigations, hearings and so on relating to disciplinary, grievance and capability procedures.
   17. Provision of information and advice on equal opportunities issues and race relations legislation.
   18. Restructuring and reorganisations - investigations, analysis and evaluation of problems and issues which affect the performance of schools and the development and implementation of suitable solutions, as appropriate.
   19. Collation and monitoring of incidents of violence and aggression, RIDDOR relating to staff in schools. Maintain and update staff record systems.
   20. Administration and monitoring of longer term sickness, liaison with payroll, pensions and other external bodies. Responding to enquiries as required by internal and external parties. Notification of teacher's appointments TR6, TR7 and TR8.
8. How will the service be provided?
   1. HR and Change will:
      1. ensure that school queries can be referred to and dealt with by the right person speedily and effectively;
      2. provide an effective, professional advisory service on all personnel-related matters;
      3. undertake a constant review of systems and practices to ensure they are efficient, effective and continually meeting the needs of the customer and the service;
      4. provide Personnel Officers qualified through training, experience and expertise, to provide advice and support consistent with employment legislation; ACAS Codes of Practice and recognised good practice in Personnel management;
      5. in order to best serve customers, maintain working relationships with officers of the National Employers Organisation (NEOST), DCSF and other relevant organisations;
      6. make personal visits to schools where this is required or reasonably requested in practical cases;
      7. ensure absolute confidentiality in its relationships and dealings with schools.
9. What do the suppliers expect of me as a customer?
   1. The customer will ensure that all documentation is provided using approved notification forms.
   2. The customer will ensure that the documentation is accurate, timely and carries the appropriate authorisation signature.
   3. Where advice given by HR and Change is ignored and a potential breach in statutory employment responsibilities occurs, the Group Director Corporate Services will have the discretion to limit the support given (financial or otherwise).
10. How can I be sure of a high quality service?
    1. HR and Change offers a comprehensive service, which is timely and confidential on personnel issues.
11. Who do I contact if things go wrong?
    1. Any concerns or complaints about the level or quality of service should firstly be made to:
       • Name
       • Marie Dobby, Human Resources Office Manager
       • Address
       • HR and Change
         3rd Floor
         G Mill
         Dean Clough
         Halifax HX3 5AX
       • E-mail
       • marie.dobby@calderdale.gov.uk
       • Telephone
       • 01422 288341
       • Fax
       • 01422 288306
    2. If concerns or complaints are not resolved, they should be referred to:
       • Name
       • Paul Johansen, Human Resources Manager
       • Address
       • HR and Change
         3rd Floor
         G Mill
         Dean Clough
         Halifax HX3 5AX
       • E-mail
       • paul.johansen@calderdale.gov.uk
       • Telephone
       • 01422 288340
       • Fax
       • 01422 288306
    3. Following intervention by the Human Resources Manager and if concerns or complaints are not resolved, the issues should be taken to:
       • Name
       • John Walsh, Head of HR and Change
       • Address
       • HR and Change
         3rd Floor
         G Mill
         Dean Clough
         Halifax HX3 5AX
       • E-mail
       • john.walsh@calderdale.gov.uk
       • Telephone
       • 01422 288300
       • Fax
       • 01422 288433
    4. If the issue cannot be resolved, you may wish to invoke the Council's Complaints procedure .
12. What is the basis of the service price and what will the service cost?
    HR and Change currently offers three levels of service:
    • Information
    • Information and administration
    • Consultancy
    Schools may purchase different levels of package according to their needs and in certain circumstances other packaging and charging arrangements may be considered.
    1. Information Service
       This service provides for regular circulars and a termly newsletter detailing changes to employment legislation and good practice, plus a telephone helpline for routine day-to-day enquires on conditions of service of up to a maximum of twenty hours per year. There will be a charge for this service of £401 per annum.
    2. Information and Administration Service
       This service includes the information service and offers a range of administrative support to issue statements of written particulars, letters of appointment and changes to employment. The charges quoted for this service are inclusive of all contract changes and administration required to undertake CRB Disclosures (this does not include CRB costs). This service also offers a manager's handbook of personnel guidance that will be maintained and updated.
       Charges for this service will be based on the number of staff in post at a school in April. The charge for this service in 2008/2009 is currently £24.45 per post (£34.08 in foundation and VA schools).
    3. Consultancy Services
       Consultancy services are available to access the support of professional personnel advisers. There are a number of services that can be delivered, either by supporting and working alongside headteachers or governors, giving advice on individual employment issues, or undertaking specific pieces of work at the request of the school. Consultancy time can also be used to provide training and development for headteachers, governors and staff.
       Consultancy time purchased together with the Information and Administration service will be charged at £147.60 per half day.  Consultancy time purchased separately will be charged at £191.60 per half day.
    4. Separately charged services
       In addition to the facility to purchase the Information Service or Consultancy separately, there is also an individually priced menu of services including: Training, advertising, administration of Criminal Records Bureau Disclosures, salary assessment and occupational health services.
13. How will I be charged?
    
    • Invoices for the full year for Information and Administration Services will be raised in October for payment by 30 November.
    • Invoices for consultancy services will be based on the number of consultancy days taken for the full year and will be raised in October for payment by 30 November. Consultancy days taken after 1 October will be invoiced by 31 March for payment 30 April.
    • Charges for training sessions that are not part of the consultancy service will be invoiced on a monthly basis for payment within thirty days.
    • Recharge of CRB disclosure fees will be invoiced October and March.
    • Additional services purchased separately will be invoiced as and when the service is provided.

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