Documentation

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Obtaining references and signatures and taking on new staff does create an administrative burden, ensuring all the detail is correct: creating accurate offer letters, appropriate contracts of employment, following up on references and tracking that everything in the employee file is signed, present and correct. We can take that burden away and give you the peace of mind that everything is accurate and completed in a timely manner. We will review all your employee files to ensure a consistent level of accuracy and maintain them as such, so that when you need to refer to them or rely on them, you can do so with confidence.

Creating and sending letters on HR issues

We know just how many issues will arise during an employee’s tenure with an organisation and from an HR perspective, it’s essential that everything is properly and accurately recorded: the initial offer letter, requests for time off work such as during maternity/paternity leave, and changes to work such as requests for flexible working. To meet your statutory obligations you must ensure your employee’s enquiries have a written response within prescribed time periods.

Many documents are governed by statutory requirements, for example your response to an employee’s announcement of pregnancy, and they often need to refer to certain key terms or conditions. We can ensure that the written response is accurate and fair – and that your legal responsibilities are met.

Pre-employment checks

There is no avoiding the admin work involved when you take on new staff and much of it is required by law. Pre-employment checks need to be made, but they must be done carefully, in compliance with the Data Protection Act.

Sagegreen HR can advise you on the best way to establish how you check the following:

  • Identity
  • References
  • Health
  • Qualifications
  • Eligibility to work in the UK
  • What level DBS check might be required

Before any job offer is made, you should also obtain references for your prospective employee – and follow up on them. You need to be sure you’re taking on the right person for your business.

And remember, there’s a legal timescale in which you must provide a Contract of Employment or equivalent.

The right to work in the UK

All employers in the UK have a responsibility to check the entitlement of everyone they plan to employ to work in the UK. Failure to do so may result in a civil penalty (a fine) or criminal conviction.

How sure are you about the accuracy of your response to these questions?

  • What evidence of a person’s right to work in the UK should a prospective employee provide?
  • What should you do if you wish to employ someone who isn’t permitted to work in the UK without restriction?
  • What could happen if you knowingly employ an illegal worker?
  • How do you ensure that your pre-employment checks are not discriminatory?

As an employer you must be completely clear about your responsibilities. Checks need to be carried out for all employees. At Sagegreen HR our specialist team have significant experience in these matters and can advise and help you accordingly. We are methodical and accurate in our work and ensure that nothing gets overlooked in the pre-employment process.

For further information, please contact us on 01606 333677

 

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