JOB DESCRIPTION IPSA MODEL - Parliament...IPSA is notified when necessary - Ensuring the office is fully equipped and office supplies are maintained ’s Manage ember diary commitments,

THE OFFICE OF MP

EMPLOYEE NAME

JOB TITLE: CASEWORKER

REPORTING TO:

MAIN PURPOSE: SUPPORTS MEMBER IN CONSTITUENCY DUTIES

STAFF RESPONSIBILITIES

KEY TASKS

Provide advice and support to constituents on a variety of issues through liaison with government agencies, the voluntary sector and others to resolve matters

Provide information, advice and support for individuals on a range of financial, health, housing and other issues

Liaise with the appropriate government agencies, the voluntary sector and others to resolve matters for constituents

Draft correspondence and manage constituency diary

KEY RESPONSIBILITIES

Attend surgeries and other meetings to assist the Member in dealing with constituents’ issues

Deal with daily queries from members of the public by phone or in person, taking the appropriate initial action to resolve, document or escalate their concerns or enquiries

Gather relevant information from constituents in order to progress or close the case

Manage own caseload and progress of casework, ensuring all cases are logged, updated with any action taken and outstanding queries are followed up, with urgent cases reported to the Member

Draft responses, or respond to constituents on any issues raised on behalf of the Member

Maintain an up-to-date knowledge of relevant guidelines/legislation as appropriate in dealing with casework

Ensure cases are dealt with in a sensitive and confidential manner

Analyse patterns of enquiries and produce reports

Ensure records of contact with constituents are kept, with details of each case, by adhering to the Data Protection Act principles and respect the confidentiality of data at all times

Undertake general administrative/secretarial tasks e.g. managing the diary

Assist with the work of other colleagues as required and communicate appropriately with internal and external contacts

Competent use of IT, including casework management systems, Microsoft Office Package, email and internet, to support the above

Any other duties related to the post and appropriate to the pay band as directed and agreed by the Member.

MEMBER’S SIGNATURE:

Once completed and signed, please give one copy to the employee, retain one copy for your records and send a copy to the IPSA.

DATE: This document should be reviewed and/or updated annually.

See also IPSA website: www.parliamentarystandards.org.uk

JOB DESCRIPTION – IPSA MODEL Template 1

http://www.parliamentarystandards.org.uk/

THE OFFICE OF

EMPLOYEE NAME

JOB TITLE: JUNIOR SECRETARY

REPORTING TO:

MAIN PURPOSE: PROVISION OF SECRETARIAL SUPPORT


KEY TASKS

Provide secretarial and administrative support to ensure the smooth running of the constituency and/or Westminster office


Provide a full range of IT, secretarial and administrative support using Microsoft Office package, email and internet; including:

- Deal with and monitor all incoming telephone and visitor enquiries, respond to emails and letters

- Efficient data and file management, opening and dispatching mail

- Deal with some matters on the Member’s behalf, and escalating others; including drafting and signing letters on various issues on the Member’s behalf

- Provide administrative support to member in relation to the MPs' expenses scheme

- Keep records of client contact

- Undertake photocopying, scanning and formatting of documents

- Ensure office records are kept and an efficient filing system is in place and up to date

- Manage the Member’s diary commitments and constituency commitments

- Deal with any external suppliers, orders and simple queries

- Other duties as and when required – arranging internal meetings by maintaining the shared calendar, assisting with the work of other colleagues as required and communicating appropriately with internal and external contacts

- Adhere to data protection act principles and respect the confidentiality of data at all times

- May liaise on behalf of member with relevant groups/personnel at Westminster and within the constituency, including liaison with outside organisations and the general public

- May also provide secretarial support to special interest groups

- May also provide budget management support








THE OFFICE OF MP

EMPLOYEE NAME

JOB TITLE: OFFICE MANAGER

REPORTING TO:

MAIN PURPOSE: MANAGEMENT OF CONSTITUENCY OFFICE


KEY TASKS

Managing the office, overseeing budgets, and monitoring all incoming correspondence and telephone enquiries; ensuring all office correspondence and enquiries are dealt with quickly, effectively and courteously by all employees; dealing with complex queries and complaints on the Member’s behalf.


Overall management of the office including:

- Overseeing the budget for the office including expenditure under the MPs' expenses scheme, monitoring office expenditure, paying bills and invoices; providing forecast of spend and estimates when required; keeping records of all transactions

- Ensuring the operation of the office is within the allocated budget and the member is kept informed of all financial matters

- Ensuring a full range of secretarial and administrative support, including: telephone and visitor enquiries, responding to email and letters, efficient data and file management

- The daily supervision of staff including: delegating work to others, handling grievance, disciplinary and performance issues in the first instance and monitoring staff performance

- Dealing with personnel and staffing issues. Ensuring accurate personnel records are kept on employees e.g. up-to-date contracts of employment and job descriptions, salary details, hours of work (including: attendance, annual leave, sickness absence), grievance and disciplinary. Ensuring that the IPSA is notified when necessary

- Ensuring the office is fully equipped and office supplies are maintained

Manage Member’s diary commitments, with overall control of constituency commitments

Liaise on behalf of the Member with relevant groups/personnel at Westminster and within the constituency, including liaison with outside organisations and the general public

Provide secretarial services to special interest groups as required by Member

Ensure queries from constituents are dealt with in a sensitive and confidential manner and all records are kept or destroyed in accordance with data protection principles

Communicate effectively with both internal and external contacts

Competent use of IT including Microsoft office package, email and internet to: draft correspondence and reports; set up and maintain spreadsheet and undertake research




DATE:

This document should be reviewed and/or updated annually.




THE OFFICE OF MP

EMPLOYEE NAME

JOB TITLE: PARLIAMENTARY ASSISTANT

REPORTING TO:

MAIN PURPOSE: SUPPORT MEMBER IN THE PERFORMANCE OF THEIR PARLIAMENTARY DUTIES


KEY TASKS

Carry out research into local, regional and international issues as required, ensuring the Member is made aware of any relevant issues

Identify any issues to assist the Member in their parliamentary work


Respond effectively and courteously to routine correspondence and enquiries from constituents

Undertake research, usually from readily available sources, on straightforward subjects

Analyse and evaluate research and interpret data, ensuring key issues are identified

Prepare and present results, both orally and in writing, e.g. for parliamentary questions, briefing notes for committees, articles and press releases

Provide briefings and potential questions to the member and motions to be put to the House

Monitor Bills, Early Day Motions, legislation, Hansard, debates, etc.

Monitor coverage in the media

Advise and guide the Member on policy issues

Progress casework through liaison with local and national bodies, Government agencies, lobby groups, etc

Maintain, update and develop knowledge of relevant legislation

Ensure records are kept, with details of each issue by adhering to the Data Protection Act principles and respect the confidentiality of data at all times


May develop knowledge in specialist areas as required by the Member

Competent use of IT including Microsoft Office package, email and internet to: draft correspondence and reports; set up and maintain spreadsheets and undertake research








THE OFFICE OF MP

EMPLOYEE NAME

JOB TITLE: SENIOR CASEWORKER

REPORTING TO:

MAIN PURPOSE: SUPPORTS MEMBER IN CONSTITUENCY DUTIES


KEY TASKS

Provides advice and support to constituents on a variety of issues through liaison with Government agencies, the voluntary sector and others to resolve matters

This includes work of a complex nature requiring the job holder to work independently and to liaise with senior level contacts

Draft correspondence and manage constituency diary


Attend surgeries and other meetings to assist the Member in dealing with constituents’ issues

Deal with daily queries from members of the public by phone or in person, taking the appropriate initial action to resolve or document or escalate their concerns or enquiries

Gather information from constituents to progress or close the case in a sensitive and confidential manner

Attend tribunals as required Manage own caseload and progress of casework, ensuring all cases are logged, updated with any

actions taken and outstanding queries are followed up, with urgent cases reported to the Member Draft responses or respond to constituents on any issues raised on behalf of the Member

Maintain up-to-date knowledge or relevant guidelines/legislation as appropriate in dealing with casework

Ensure cases are dealt with in a sensitive and confidential manner Analyse patterns of enquiries and produce reports

Develop knowledge in specialist areas Ensure records of contact with constituents are kept with details of each case, by adhering to the Data

Protection Act principles and respect the confidentiality of data at all times

Continually maintain, update and develop personal knowledge of demanding, specialised or complex cases

Effectively communicate with both external and internal contacts Provide secretarial services for relevant meetings and/or provide briefings

May undertake supervisory responsibilities as required Competent use of IT including case work management systems, Microsoft Office, email and internet to

support the above








THE OFFICE OF MP

EMPLOYEE NAME

JOB TITLE: SENIOR PARLIAMENTARY ASSISTANT

REPORTING TO:

MAIN PURPOSE: SUPPORT MEMBER IN THE PERFORMANCE OF THEIR PARLIAMENTARY DUTIES


KEY TASKS

Carry out research into local, regional and international issues as required, ensuring the Member is made aware of any relevant issues

Identify any issues to assist the Member in their parliamentary work

This includes work of a complex nature requiring the job holder to work independently and to liaise with senior level contacts


Respond effectively and courteously and independently to routine correspondence and enquiries from constituents, the media, lobbyists and pressure groups

Undertake research, usually from secondary sources, on complex and difficult subjects Analyse and evaluate research and interpret data ensuring key issues are identified

Prepare and present results, both orally and in writing e.g. for parliamentary questions, briefing notes for committees, articles and press releases

Provide briefings and potential questions to the Member and motions to be put to the House Monitor bills, Early Day Motions, legislation, Hansard, debates, etc. Monitor coverage in the media, and liaise with the media when necessary Advise and guide the Member on policy issues

Progress casework through liaison with local and national bodies, Government agencies, lobby groups, etc. and effectively research local, regional or national issues

Maintain, update and develop knowledge of relevant legislation Ensure records are kept, with details of each issue, by adhering to the Data Protection Act principles

and respect the confidentiality of data at all times Communicate effectively with both internal and external contacts

Undertake supervisory responsibilities as required, including handling grievance, disciplinary and performance issues, if possible informally in the first instance, and monitoring staff performance

Competent use of IT including Microsoft Office package, email and internet to: draft correspondence and reports; set up and maintain spreadsheets and undertake research








THE OFFICE OF MP

EMPLOYEE NAME

JOB TITLE: SENIOR SECRETARY

REPORTING TO:

MAIN PURPOSE: PROVISION OF SECRETARIAL SUPPORT


KEY TASKS

Provide secretarial and administrative support at a senior level to ensure the smooth running of the constituency and/or Westminster office

May undertake office management or casework duties


Provide a full range of secretarial and administrative support including: managing and monitoring all incoming telephone and visitor enquiries, responding to emails and letters, efficient data and file management

Deal with complex queries and complaints on the Member’s behalf, including drafting and signing letters on various issues on the Member’s behalf

Manage Member’s diary commitments, with overall control of Constituency commitments

Support the Member in complying with the provisions of the MPs’ Expenses scheme

Liaise on behalf of the Member with relevant groups/personnel at Westminster and within the constituency, including liaison with outside organisations and the general public

Ensure queries from constituents are dealt with in a sensitive and confidential manner and all records are kept or destroyed in accordance with data protection principles

Maintain, update and develop knowledge of relevant legislation


May also provide management such as: budget management, supervision of staff, dealing with personnel and staffing matters, ensuring the office is fully equipped and office supplies are maintained – or – undertake some casework

Competent use of IT including Microsoft Office package, email and internet to: draft correspondence and reports: set up and maintain spreadsheets and undertake research








CAPITAL LETTERS

POST

The person specification defines the attributes needed to perform the job. It should be used as the basis to select the best candidate.

Category Requirements Weighting Essential/Desirable

Experience

Skills and Aptitudes

Personal Qualities

Knowledge

Education,

Qualifications and Training

Other (insert here any essential

requirements for late/weekend/irregular hours,

travel and/or physical demands)

PERSON SPECIFICATION Template 2

Template 2

Template 2

Template 2

SHORTLISTING RECORD FORM Template 3

VACANCY: DATE:

Applicant Full Name Please rate against job requirements from person specification

Total Interview

Y/N Comments

1 2 3 4 5 6 7 8 9 10

Rating Key 1. Fully Met = 3 2. Partly Met = 2 3. Not Met = 0

CAPITAL LETTERS

CANDIDATE NAME: INTERVIEW DATE:

VACANCY:

INTERVIEWER:

Ratings 1. Does not match the role 2. Matches some aspects/significant shortfall 3. Matches fairly well/some shortfall 4. Matches well with only slight discrepancies 5. Fully matches the role

Selection Criterion (from Person Specification)

Rating

Evidence and Comments

Overall Rating

SIGNED: INTERVIEWER DATE:

INTERVIEW ASSESSMENT FORM Template 4 RESTRICTED ACCESS

RESTRICTED ACCESS PERSONAL DATA

Section 1 (Member’s details) to be completed by the Member’s office Sections 2-5 (Information on applicant) to be completed by current or previous employer Members please note: You may only ask the questions in Section 3 once you have made a firm offer of employment

Section 1 – Member’s Details (To be completed by the Member’s Office) CAPITAL LETTERS

Title First Name Last name ADDRESS:

POSTCODE

Fax E-MAIL

Section 2 – Information on Applicant (To be completed by the current or previous employer) CAPITAL LETTERS

CAPACITY IN WHICH EMPLOYED/JOB TITLE:

HOW LONG HAVE YOU KNOWN THIS PERSON?

ARE YOU THE CURRENT OR PREVIOUS LINE MANAGER?

SALARY ON LEAVING? £

Section 3 – Attendance Record (Number of days sickness and number of occasions absent in the last 12 months) CAPITAL LETTERS

You may only ask the questions in Section 3 once you have made a firm offer of employment.

DAYS: OCCASIONS:

HOW DOES THIS COMPARE TO THE PREVIOUS 2 YEARS?

Section 4 – Work Performance Would you please rate the above named in respect of his/her work performance (with a tick for each rating – double

click box and choose ‘checked’ to insert tick)

Excellent Good Satisfactory Poor N/A

Quality of work

Output of work

Reliability

Attitude

Application to work

Timekeeping

Managing others

Dealing with the public

Working relationships

Written communication

Oral communication

APPLICANT’S NAME:

POST BEING OFFERED:

DATES WITH ORGANISATION FROM: TO:

REFERENCE REQUEST Template 5

RESTRICTED ACCESS PERSONAL DATA

Section 5 – Grievance and Disciplinary Record Does the applicant currently have any outstanding grievance issues? (please tick) YES NO

Does the applicant currently have any formal warnings recorded against them under your performance, disciplinary, attendance or any other performance management policy? (please tick)

YES NO

If YES, and grievance and/or disciplinary, please state reasons and dates. (CAPITAL LETTERS)

Is any management action pending or is the applicant currently the subject of a management investigation? (please tick)

YES NO

If the applicant no longer works for you, was any management action pending or was the applicant the subject of a management investigation at the time he/she left your employment? (please tick)

YES NO

If YES, please give details. (CAPITAL LETTERS)

Would you recommend the candidate as suitable for the post applied for? (please

tick)

YES NO

Please comment on the candidate’s strengths and weaknesses (CAPITAL LETTERS)

Would you re-employ the applicant? (please tick)

YES NO

If NO, please comment on the reasons why you would not re-employ (CAPITAL LETTERS)

DETAILS OF REFEREE (CAPITAL LETTERS)

SIGNATURE: NAME:

JOB TITLE:

TELEPHONE NUMBER: DATE:

COMPANY:

ADDRESS:

POSTCODE

COMPANY STAMP Please stamp the box opposite with your official company stamp or attach a compliments slip or letter headed paper

Please return this form to the address given in Section 1 on the front of this form.

RESTRICTED ACCESS – PERSONAL DATA

Employee’s Details

EMPLOYEE’S NAME

JOB TITLE:

MEMBER:

EMPLOYMENT STARTED: DATE OF APPOINTMENT TO CURRENT ROLE:

MANAGER - if not the Member:

DATE OF APPRAISAL MEETING:

Current Performance This section should record discussion on the key areas of the job, and include a summary of achievement in any previously agreed objectives. Please add further boxes as required.

1. Key areas of job/objectives

Achievement


Achievement


Achievement

APPRAISAL FORM Template 6


Development This section should itemise those areas of the employee’s work where further training and support is required as well as any areas where performance is strong and could be developed yet further.

Learning This section should list specific requirements for any learning or development. These activities are not restricted to training courses, and may include attachments, projects, coaching, planned experience or any other relevant activity that will enhance the skills, knowledge and behaviour required in the employee’s work or to develop him/her further for the role.

Career Planning This section should record any areas in which the employee has expressed a specific interest and which will assist the Member.

Other areas of discussion This section should record any other points raised at the appraisal meeting.

EMPLOYEE’S SIGNATURE:


DATE: One copy of this completed form will be kept by the employee, one by the employer and one retained in


the employee’s personnel file. Retention period: two years.


Enter absence for all employees in the office

MEMBER’S NAME

CONSTITUENCY

MONTH & YEAR

Employee’s name Reason for absence e.g. Sick, Appointment, Holiday, Caring

First day of absence

Last day of absence

Self-cert signed? Yes/No

Doctor’s fit note received? Yes/No

Signed (manager or MP)

Date

MONTHLY ABSENCE RECORD Template 7


The employee should complete this certificate immediately on return from periods of sick leave lasting up to seven calendar days (i.e. including weekends). Absences of over seven calendar days must be covered by a fit note from the employee’s doctor.

CAPITAL LETTERS

NAME

EMPLOYER (MP)

FIRST DAY EMPLOYEE WAS ABSENT FROM WORK

DATE ON WHICH EMPLOYEE RETURNED TO WORK

THE ABSENCE WAS CAUSED BY THE FOLLOWING ILLNESS/SYMPTOMS

IF AN INJURY SPECIFY HOW IT OCCURRED, E.G. MOTOR ACCIDENT

Did you consult your Doctor? YES NO

SIGNATURE (EMPLOYEE):

DATE

MANAGER’S SIGNATURE:

DATE:

PRINT MANAGER’S NAME:

Note to the Member: Please keep a confidential copy for your records and forward this form to IPSA Retention Period: 6 years

SELF-CERTIFICATION OF SICKNESS ABSENCE Template 8

Name RESTRICTED ACCESS Address Thank you for submitting a further medical certificate. I am sorry to hear that you are still unwell. Please let me know if there is anything which I can do to aid your recovery. As you are aware, I need to plan the work of the office and an assessment of when you are likely to return to work will help. In order for me to obtain such an assessment, I would like to seek a medical report from your GP/from an Occupational Health Specialist. However, I require your written consent before I can do this and I also have to inform you of your rights. You have the right to have access to the report. To do so, you must contact your GP/the Occupational Health Specialist, within 21 days of the date of the application being made, to see the report. I will let you know when I have made the application and I will also inform your GP/the Occupational Health Specialist that you have asked for access. You also have the right to have access to the report for up to six months after it is supplied. You have the right to withhold consent to the report being supplied to me and the right to request amendments to the report. If you consider the report to be inaccurate or misleading, you can ask your GP/the Occupational Health Specialist to make amendments; if you’re GP/the Occupational Health Specialist refuses to make the requested amendments, you have the right to ask him/her to attach a statement detailing your disagreements. You do not have to give me permission to obtain a medical report. However, without such permission, any decisions about your employment would need to be made without the benefit of up-to-date medical information. Therefore it is likely to be of help to both of us to obtain the medical report, as this may assist us to facilitate your return to work and/or to support you on your return; without medical advice this becomes very difficult. I will of course respect the confidentiality of the report and its contents will only ever be shared with my professional advisers on a “need to know” basis. It would be useful to keep in regular contact. Please let me know if you have any objections to me telephoning you, alternatively you may wish to contact me. If you are willing to give your consent, please sign and return the enclosed consent form. Enclosures: Medical Report Consent Form

Stamped addressed envelope

OBTAINING A MEDICAL REPORT Template 9a – Step 1 Letter to employee requesting consent

RESTRICTED ACCESS

CAPITAL LETTERS

I

hereby authorise my employer,

to obtain a medical report from my General Practitioner/an Occupational Health Specialist as requested in his/her letter to me requesting consent. I understand that this report will be treated confidentially and its contents will only be shared with my employer’s professional advisers on a strictly “need to know” basis. I am fully aware of my rights in this matter and *wish to have access to the report / do not wish to have access. *delete as appropriate

Signed

Print Name

Date

GP Name

Address

Telephone number

OBTAINING A MEDICAL REPORT Template 9b – Step 2 Employee Consent Form

DOCTOR’S NAME: RESTRICTED ACCESS ADDRESS: DATE: Re: (employee’s full name) Address: I employ (employee’s name) who is a patient of yours. We would like you to prepare a medical report on his/her current state of health and on the prognosis for his/her future health; this will help us to support the employee, to manage absence, to administer statutory and occupational sick pay, and to plan work within the office. We attach a signed medical consent form and we confirm that the employee’s rights under the Access to Medical Reports Act 1988 have been explained in writing to him/her. S/he wishes/does not wish to have access to the report. Background Information (Name of employee) is employed as (job title) and I attach a copy of the job description. (Member - Ensure that you specify):

Those tasks requiring physical or mental exertion as relevant to the illness,

Contacts, environment

Hours worked per week

Location The absence record for the past year is as follows:

Number of Occasions Total days lost

Questions I would be grateful if you would supply me with the following information: Member – Some suggestions follow; you may need to adapt/augment depending on the case

What is the precise nature of (name’s) illness and what treatment or medication is he/she currently receiving?

When did (name) first receive a diagnosis in relation to the illness?

What effect does (name’s) illness have on his/her ability to carry out normal day-to-day activities?

Is any such effect substantial?

When, in your expert opinion, will (name) be fully fit to resume normal work duties and tasks?

Will he/she ever be fully fit to resume his/her normal work duties?

If, in your opinion, (name) will never be fit to resume his/her normal work duties, what level of capacity may reasonably be expected from him/her and within what timescale?

OBTAINING A MEDICAL REPORT Template 9c – Step 3 Letter to Doctor

RESTRICTED ACCESS

Given the nature of the illness and the normal job duties (name) is expected to perform fully, (specified overleaf), what is the likelihood of a recurrence or continuance of this illness in the future?

In your opinion, is (name) likely to be able to render regular service for this office in the future? If not, how much time off work do you predict he/she is likely to need in the twelve months’ period following his/her return to work?

In your opinion, is (name) a disabled person for the purposes of the Equality Act 2010?

Finally, are there any specific recommendations you would like to make in order to assist (name) in returning to work in any capacity?

I would be grateful for an early reply and enclose a stamped addressed envelope. Please acknowledge receipt of this letter if there is likely to be any delay in replying Please attach your account to the report (following BMA guidance on fees). Yours sincerely

Enclosures: Job Description Employee’s signed consent form Stamped addressed envelope

RESTRICTED ACCESS

CAPITAL LETTERS

To

From

This is to advise you that, further to your granting permission, our request for a medical report

from your Doctor/an Occupational Health Specialist(s) is being made on date:

As you have asked to see the report, the Doctor must not supply it to us unless: (a) you have seen it, agreed to its being supplied to us and (should you believe it to be incorrect or

misleading) have had it amended or inserted a statement to that effect: or (b) 21 days have passed from the above date without you contacting the doctor to arrange access to

the report.

Signed

Date

OBTAINING A MEDICAL REPORT Template 9d- Step 4 Notifying the employee

1

Follow the ACAS code of practice without fail. http://www.acas.org.uk/index.aspx?articleid=2174

2 Attempt to resolve the matter by informal communications if possible.

3

Keep a written record of events.

4

Investigate thoroughly and assemble the written evidence.

5

In disciplinary cases, inform the employee of the problem and give them an opportunity to put their case fully before making any decision.

6

Deal with issues promptly; there should be no unreasonable delays of meetings, decisions or confirmations of decision.

7

Give employees five days’ notice of formal hearings and of appeals; if they are unable to attend, give a further opportunity.

8 Provide the employee with copies of the evidence.

9 Explain to the employee in writing that they have the right to be accompanied at formal hearings and appeals by a fellow worker or union rep.

10

Meetings must be conducted in private, without interruptions; though you may call an adjournment if necessary.

11

Make notes of the meeting and give the employee a copy.

12

Formal disciplinary action must be reasonable and justified, based upon all the evidence and circumstances.

13

Be consistent.

14

Following a meeting or appeal, you should convey your decision in writing within five days.

15

Give the employee the right to appeal against the formal decision.

CHECKLIST FOR GRIEVANCE AND DISCIPLINARY CASES Template 10

http://www.acas.org.uk/index.aspx?articleid=2174

Please supplement the wording to suit the circumstances. Employees should receive one week’s notice of the meeting NAME: RESTRICTED ACCESS ADDRESS: DATE: Dear I am writing to inform you that in the light of (state circumstance, attach business case) it is likely that I will need to (reorganise the structure of my office/delete your post, due to ……….). This may, regrettably, result in the redundancy of your position. Before making any decision, I would like to meet with you to discuss (the nature of the reorganisation/the changes) and the likely impact of the proposals upon you, together with any possible alternatives. I would be grateful if you could meet me (at/on/venue/contact me to make arrangements) to discuss this. You have the right to be accompanied to the meeting by a Trade Union Representative or a work colleague. Yours Sincerely

REDUNDANCY – INITIAL CONSULTATION LETTER Template 11a

(Members – We suggest you clear all redundancy calculations with IPSA before issuing the letter) NAME: RESTRICTED ACCESS ADDRESS: DATE: Dear Further to our recent discussion, I am sorry to have to inform you of the decision to terminate your employment due to redundancy. This is a result of:

The reason for your own job becoming redundant was:

You are entitled to XX weeks’ notice, which means that your employment will terminate on (date) and this will be your last day of service. (Members - Employees are entitled to the longer of contractual or statutory notice, which starts when you issue formal notice to them. If you decide that the employee will not serve some or all of their notice period, you will need to amend the above sentence and insert an earlier termination date. The employee should receive pay in lieu of the balance of the notice period. They should not be put on garden leave for this or any other period. Please call PAS on x2080 for advice) (Members - include the following paragraph only if employee has at least 2 years’ continuous service)

REDUNDANCY CONFIRMATION LETTER Template 11b

RESTRICTED ACCESS

(Members - include the following paragraph only if employee has fewer than 2 years' continuous service)

As your employment with me has been of less than two years’ duration, I regret that you are not entitled to a redundancy payment.

(Members - Include the following paragraph only if the employee is entitled to payment for untaken pro rata holiday or for pay in lieu of working their notice.)

You will be paid for XX days’ outstanding holiday entitlement. You will receive pay in lieu of notice for XX days/weeks (include only if the employee’s actual last day of employment precedes the end of the notice period – and only pay for the balance of the notice period after that date.) Please note that this payment/both of these payments are taxable.

You are entitled to reasonable time off to attend job interviews and so on. Please return all relevant property to me on your last day e.g. security pass, keys etc. If you wish to discuss any aspect of this matter, please contact me. You have the right of appeal against being made redundant. If you wish to do so, please contact me within five working days, briefly stating your grounds for appeal. You would have the right to be accompanied at any hearing by a union representative or fellow employee. Members – please add personal wording as appropriate such as thanks for work done, provision of reference and support in finding alternative work. Yours etc. Redundancy

As you were continuously employed by me for more than two years, you will qualify for a statutory redundancy payment. This redundancy payment is based on your age and length of service up to your last day of service. The calculation is as follows:

Age (years) Date of Birth

Length of Service (complete years)

This provides for weeks’ redundancy pay, which is free from tax

(If the employee earns more than the statutory maximum per week* add the following clause) Your weekly pay is £ XXX. As this is in excess of the statutory weekly maximum for redundancy calculation, which is £450, your total redundancy pay has been calculated using the statutory figure. (*£450 from 01/02/2013)

This is a basic outline; you may obtain more detailed help by referring to the good practice guide and to PAS.

1

Identify the potential grounds for dismissal (Redundancy, conduct, capability, performance or some other substantial reason) and ensure that they are fair and reasonable.

2

Consult the Personnel Advice Service (PAS) in all cases before taking action.

3

Is the dismissal for reasons of conduct or capability? If so, ensure that you have followed the ACAS Code of Practice. You should not dismiss for a first lapse, except in cases of gross misconduct. http://www.acas.org.uk/index.aspx?articleid=2174

4

Keep carefully written records of all relevant events and interactions. Hearings must be formally minuted, and the notes must be shared with the employee afterwards.

5

Follow these procedural steps:

Redundancy Conduct/Capability/Performance

Ensure that it is a true redundancy situation as defined in the Guide. Write to the employee advising them that their job is at risk, the reasons for this, and that you will be fully consulting them (template 12a).

Review all previous warnings. If there has been insufficient improvement, or in a case of gross misconduct, gather evidence, investigate fully, put the evidence to the employee and hold a meeting with them, at which they may be accompanied by a TU representative or fellow employee. Consider their representations and make a decision.

Call a meeting (with reasonable notice) to discuss the situation, including any alternatives to redundancy; advise the employee they may be accompanied at the meeting by a TU representative or fellow employee and allow them a working week to respond to you. Afterwards consider their comments, then make your decision and write to them either cancelling/deferring the redundancy, or giving notice of redundancy (template 12b.) You must offer the right of appeal, at which the employee may be accompanied as above.

If the decision is dismissal, write to the employee setting out fully the precise reasons for dismissal, giving them notice, and setting out their right of appeal (and to be accompanied as above at the appeal hearing).

If you have confirmed redundancy, hear any appeal and make the decision as soon as possible, then write to the employee.

Hear the appeal and make the decision as soon as possible, then write to the employee.

CHECKLIST FOR DISMISSAL Template 12

http://www.acas.org.uk/index.aspx?articleid=2174

6

Handle their leaving sensitively.

7

Remember that those whose fixed-term employment is ending also have the right to a meeting, to full notice and to the right of appeal.

8

Deal with all stages promptly; there should be no unreasonable delays of meetings, decisions, or confirmations of decisions. There should normally be no more than five working days between all these stages.

9

Give employees five days’ notice, in writing, of formal hearings and of appeals; if they are unable to attend, give a further opportunity.

10

Meetings must be conducted in private, without interruptions, though you may call an adjournment if necessary.

11

Action must be reasonable and justified, based upon all the evidence and circumstances.

12

Be consistent. You must ensure that you are following fair principles when making decisions and that there is no unfair discrimination.

13

Ensure that the dismissal would not be deemed automatically unfair. For example, there should be no dismissal on grounds of pregnancy, trade union activities, the exercise of statutory employees’ rights, or the raising of health and safety concerns.

Documents

JOB DESCRIPTION IPSA MODEL - Parliament...IPSA is notified when necessary - Ensuring the office is fully equipped and office supplies are maintained ’s Manage ember diary commitments,