Human Resources
Guide for Managers
Index
- Introduction to the Guide
- Recruitment and Selection
- Induction
- Managing your team
- Health, safety and wellbeing
- Equality and Diversity
- Development and Training
- Policies and Procedures
- Communication
- HR advice and support
1. Introduction to the Guide
The purpose of this guide is to assist managers in accessing the information relevant to managing staff. The guide provides links to information and resources available on line including supporting documents, forms and templates where appropriate.
2. Recruitment and selection
The Recruitment and selection Policy gives an overview of the process.
There is Information for Recruiters i.e. for recruiting managers which includes details of the recruitment processes, advertising deadlines, recruitment forms as well as practical advice on all aspects of recruitment activity.
There is Information for Applicants i.e.: for applicants, which provides links to the current vacancies, the application form, guidelines on what to expect from the recruitment process and other relevant information for applicants.
Some useful forms and templates such as Job Description and Person Specification template, Short listing, interviewing assessment forms and other new starter related forms are available recruitment and selection forms page.
Training on effective Recruitment is available more detail is available on the recruitment and selection pages.
3. Induction
When you recruit a new member of staff, you will need to guide your new staff member through their first couple of weeks. You should ensure you are familiar with the induction process, timetable, and your own responsibilities during this time. There is a twice-yearly Conference for staff new to the University (normally in April and September). This is a half-day event that aims to complement the process of local induction by providing delegates with an overview of University structures, topical issues and challenges. Please see the induction web pages for more information.
4. Managing your team
a. Probation
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guidance on probation timescales for academic and support staff
b. Terms and Conditions
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Leave entitlements – including absence from work, holiday, compassionate leave, jury service and time off for public duties
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Pensions – includes links to websites for all 3 schemes at the University.
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Family Friendly entitlements – maternity (including guidelines for managers and employees), paternity, adoption, parental, time off for dependants leave and the right to request flexible working
c. Staff development
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Performance and Development Review (PDR) – an opportunity to discuss and review an individual’s performance over the past 12 months including recognition of achievements, progress, objectives and to discuss and agree objectives for the next 12 months and identifying opportunities for personal and professional development.
d. Managing Issues
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Managing Sickness Absence Procedure (Part 1) and FAQs – describes the procedures that employees and their managers are expected to follow in the event of sickness absence from work. It is about monitoring and reviewing sickness absence. It includes information on the role of Occupational Health (OH) and how to make a mangement referral to OH. It also identifies sources of support and guidance for employees and managers as well as outlining its use with other University procedures.
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Managing Sickness Absence Procedure (Part 2), Guidance for Managers and FAQs – sets out the steps to be followed where the level of sickness absence is unacceptable. The primary objective is to help employees to improve absence levels. This procedure should be used in discussion with Human Resources (HR) and with medical advice from Occupational Health (OH) and should only come into effect following the Managing Sickness Absence Procedure: Part 1.
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Management of Under-Performance, Guidance for Managers and FAQs – sets out how to manage employees whose performance has fallen below the standards expected, the steps to be followed where the job performance is less than satisfactory. The primary objective is to help employees to improve performance to an acceptable level in line with the requirements of the role, as summarised in the job description, through support and guidance. The procedure also outlines the steps and actions to be taken in the event of failure to improve performance.
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Disciplinary procedure, Guidance for Managers and FAQs - provides a framework to deal with disciplinary problems arising from allegations of misconduct. It is not intended for use in situations concerning work performance and capabilities.
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Grievance Procedure and FAQs – The purpose of the procedure is the settlement of grievances fairly, as rapidly as possible and as near as possible to the point of origin. Grievances are normally concerns, problems or complaints that employees raise with their employer. A member of staff may at some time have problems or concerns about their work, working conditions or relationships with colleagues that they wish to raise with management. Such issues should be addressed by the line manager in the first instance, and if possible, resolved.
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Anti-Bullying and Harassment Policy – This Policy sets out the University’s commitment to tackling all forms of bullying and harassment and other unacceptable behaviours. It covers both staff and students and provides information on the informal and formal procedures to be followed.
e. Managing Change
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Organisational Change, Redeployment and Redundancy Policy – This Policy deals with organisational change that may lead to a reduction in employee numbers.
f. Grading of Roles
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Research Role Documents - to support academic staff involved in the recruitment and employment of Research Staff, 5 Research job description templates have been created to broadly describe the basic competences, responsibilities and level of contribution that can be expected of research staff at particular grades.
g. Staff Leavers
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Notice Periods – for academic and support staff.
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Leaver Procedures - what needs to happens regarding access to University facilities when staff leave the University.
5. Health, safety and wellbeing
You have responsibility for the health, safety and wellbeing of your team. There are many areas of the University that can assist; guidance for this is available from the web pages for Occupational Health and Health and Safety. Also there is employee assistance programme details can be found on the staff essentials pages.
6. Equality and Diversity
The Equality and Diversity Unit owns a number of policies, guidelines and equality schemes as well as producing a comprehensive annual report detailing the University's performance on - and priorities regarding - equality and diversity within the institution. More information can be found on the Equality and Diversity website.
7. Development and Training for Managers
There are courses covering a range of management skills and Management Information Briefings from Central services providers that are appropriate to both new and experienced managers. You can find more information on the Staff Development Website.
8. Policies and Procedures
Guidance on policies related to employment are available from the HR website.
Links to other key documents and policies from across the University are available from the University documents and policies webpage the Document Warehouse.
9. Communication
You might like to take advantage of some handy tips for managers on communicating with your team, more information can be found at staff communications.
10. HR advice and support
A lot of information is on the HR website.
There is also a A to Z on the HR Website where you can access frequently used HR documents, information and forms.
For general enquiries please contact hrenquiries@port.ac.uk
For grading enquiries please contact regradings&newposts@port.ac.uk
For any other HR related queries please contact the HR Business partner for your area. A list of HR contacts can be found on the HR website.