sample job specification & description

7/27/2019 sample job specification & description

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sample job description and person specifcation

Job title: Personal Assistant (PA)

Reporting to: (Your name)

Location: Home care in the (do not put your address but the area where your

home is located) area.

Nature o the job role:To assist with a variety o tasks which will support theemployer to live an independent personal and social lie.

Main Duties:Personal duties (add the tasks rom your list see page 2)Domestic duties (add the tasks rom your list see page 2)

Social Duties (add the tasks rom your list see page 2)

These duties may vary rom day to day.

Any other reasonable duties that may be necessary.

Hours o work: (List the days and hours o work you can add fexible hours tobe mutually agreed i you choose)

Rate o Pay: (I the hours include evenings, sleepovers or weekends, list thedierent rates o pay e.g. weekdays - 8.00 per hour, sleepover - 37.80)

Qualifcations and Experience:Essential: (List the essential qualications and experience you need youremployee to have: e.g. driving licence, car and appropriate insurance, knowledgeo a particular language or culture, able to swim, nursing qualication.)

Preerred: (List the qualications and experience you would like your employeeto have e.g. computer literate, good communicator, likes dogs, experience o thistype o work.)

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Job title: Personal Assistant (PA)

Reporting to:

Location:

Nature o the job role:

Main Duties:Personal duties:

Domestic duties:

Social Duties:

Hours o work:

Rate o Pay:

Qualifcations and Experience:Essential:

Preerred:

blank job description and person specifcation

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Personal assistant required to care ora disabled young man in his home rom2.45pm Saturday through to 2.45pm

Sunday. Duties to include a sleepingnight and a waking night on alternateSaturdays.

Applicants must have held a cleandriving licence or at least one yearand be over 21 years o age, as dutiesinclude driving specialised transport.

The rate o pay will be around 9.00 perhour.Successul applicants are required

to provide an enhanced disclosure.Disclosure expense will be met byemployer.

Please write with CV to S. Holmes, POBOX 221b, London BS 18 E59. Closingdate or applications is 3 January 2009.

Personal Assistant Required

P/Time Personal Assistant

Personal Assistant to assist 27 year old disabled mother o two with daily tasks.Main duties will include cleaning; ironing; assisting on outings like walking the dog;socialising with children in and out o the home; escorting children to and romschool.

Applicant must have experience o dogs and must have sound experience oworking with children aged 7 and 8. Knowledge/experience o Fibromyalgia/MEdesirable but not essential. Successul applicant will be subject to ull CRB check(paid or by employer).

Will work up to 20 hours per week between 8.30am and 6.30pm Mon-Fri withoccasional weekend work. Wage to be arranged will be approx 7.00 per hour.

Please email CV with cover note to [email protected] or fll in Job

Centre application orm.

sample job adverts

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sample job application orm

surname (block letters):other names:address:

telephone:

education and training

details and results o any examinations taken:

urther education (e.g. technical college, evening classes):

any crat or other training:

employment history

1. present employer address:

job title:

duties:

rate o pay:

date employed rom: to:

No approach will be made to your present employer beore an oer oemployment is made to you.

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Please tell me about other jobs you have done and about the skills you usedand/or learned in those jobs:

Please tell me why you have applied or this post and give examples othings you have done that make you particularly suited to the job:

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Have you ever been convicted o a criminal oence? YES / NO(declaration subject to the Rehabilitation o Oenders Act 1974)

I you have a disability please tell me about any adjustments I may need to make toassist you at interview:

Please tell me i there are any dates when you will not be available or interview:

I can conrm that to the best o my knowledge the above inormation is correct. Iaccept that providing deliberately alse inormation could result in my dismissal.

signature date

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interview checklist Arrange a venue. Think about a trial run; interviewing is just as stressul as being interviewed. I required, arrange assistance with interviewing. List interview questions.

Plan the length o interview. Think about how ormal or inormal you want to make it. Prepare inormation to conclude the interview

questionsAn interview is an exchange o inormation, thereore, it is important to listen andgive the person a chance to speak and ask clear questions.Dont assume anything, whether in terms o giving or getting inormation.

interview questions choose a ew rom the ollowing list and add your own:

Do you have any questions about the job description?

I see that you dont have direct experience o this kind o work, but peopleoten have other experience. For example, some people have members otheir amily, or riends, or maybe neighbours who are disabled in one way oranother. What experience o working with disabled people do you have?

I you were out with me and someone persisted in ignoring me and spoke only

to you, how would you react?

I will need to tell you how to do things in the way I want them done. How doyou think you would cope with this?

How would you react i you have done something and I want it done again inanother way?

What i I ask you to do something, and you think there is another way to do it

that you would preer what would you do?

I we did have a dierence o opinion, how do you think you would deal withthis?

interview checklist and sample interviewquestions

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What qualities and experience do you have that you think would make you agood personal assistant?

Would you be interested i there is any training available?

Have you been on any relevant training courses? I so, what and when?

Would you be prepared to consider being called on at short notice to do morethan your usual hours, e.g. i another personal assistant goes o sick?

What shits would you preer, e.g. days, nights or a mixture?

What are your hobbies/interests?

Do you have a car? Would you be prepared to use it or work?

Would you be prepared to consider part-time or relie work?

Any questions youd like to ask me?

I you have pets you might want to mention them. Some people have allergies andcould not work with pets.I relevant you should ask why they are leaving, or have let, their current or last job.

You should mention any other things you enjoy doing such as gardening, socialising

and ask i the personal assistant would be prepared to do this as part o their job.

concluding the interviewYou should also explain the ollowing:

Pay and conditions and any rota system you have worked out in advance. Contract o employment. When/how they will hear i they have been successul or not. That you will take up reerences or them beore appointment. Tell them that i they are successul relevant Criminal Records Bureau (CRB)

checks may be carried out beore they can start work. Ask the Direct PaymentSupport Service or clarication.

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sample letter inviting people or an interview

Your namec/o Direct Payment Advisor / Job Centre / PO Box*

Date

Name o applicant

Address o applicant

Dear (applicants name)

Personal Assistant position

Further to your application or the position o Personal Assistant, I would bedelighted i you could attend an interview on (date) at (time) at (address).

Please write to the above address to conrm that you are able to attend.

(You may want to include a map or the location o the interview.)

(I you are paying peoples interview expenses put the details here.)

I look orward to seeing you.

Yours sincerely,

(Your name)

* Use the return address you used or applications (see page 3), not your own address

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sample letter telling people theyve not got aninterview


Date

Name o applicant

Address o applicant


Personal Assistant position

Further to your application or the position o Personal Assistant, I regret to inormyou that you have not been selected or interview on this occasion.

Thank you or your interest and taking the time to apply or the position.

Yours sincerely,

(Your name)


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sample letter asking or a reerence

Your NameC/o Direct Payment Advisor / Job Centre / PO Box*

Date

Name o ReereeAddress o Reeree

Dear (reerees name)

RE: (employees name)

The above named has applied or a position o Personal Assistant and has given

your name as a reeree.

I would be grateul i you would be kind enough to answer the ollowing questions,along with any relevant additional comments that you may care to oer, and returnin the enclosed stamped addressed envelope.

Has this person experience relating to the enclosed job description within theircurrent role with you?

How reliable has this person been whilst working or you?

What periods o sick leave has this person had and what were the reasons?

May I take this opportunity to thank you or your co-operation and assure you thatthis inormation will be treated in the strictest condence.

Yours sincerely,

(Your name)


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sample letter oering the job


Date

Name o Applicant

Address o Applicant


Oer o employment

Further to your recent interview, I am pleased to be able to conrm the ollowingoer o employment, subject to satisactory reerences.

job title Personal Assistant

hours o work (insert hours o work)

annual leave (insert number o days/hours)

probationary period (insert number o weeks)

salary (insert salary)

start date (insert start)

I would be grateul i you could conrm your acceptance in writing or by phone.

Yours sincerely,

(Your name)


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sample letter turning down an applicant

Your NameC/o Direct Payment Advisor / Job Centre / PO Box*

Date

Name o IntervieweeAddress o Interviewee

Dear (interviewees name)

With regards to the interview held on (date) or the position o Personal Assistant, Iregret to inorm you that you have not been successul on this occasion.

(I you are oering people eedback on why they didnt get the job, say so hereand give details as to how they can contact you.)

Thank you or taking the time to make your application and attend the interviewand I hope you nd a suitable position in the near uture.

Yours sincerely,

(Your name)


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list o documents to prove the legal right to workin the UK

working in the UK document checklist

To prove they are eligible to work in the UK, workers need to provide one o theollowing documents:

A pay slip rom previous employment in the United Kingdom.

A P60 or a P45.

A National Insurance card.

A British or European passport.

A Birth Certicate conrming that they were born in the UK or the Republic o

Ireland.

A letter rom the Home Oce conrming that they have a legal right to work inthe United Kingdom.

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statement o main terms and conditions o employment

Employers name:

Employees name:

Date o commencement o employment:

Main place o work: (insert your address)

Job title: Personal Assistant

Duties and responsibilities:As set out in the job description. The employer may require you to carry out otherreasonable duties as required.

Probationary period:There will be a probationary period o (*usually three months). At the end o thisperiod the position will be reviewed and i satisactory the continuation o youremployment will be conrmed. During the probationary period either party canterminate employment by giving one weeks notice.

Hours o work:Your hours o work will be

(Insert number o hours) weekday hours(Insert number o hours) weekend hours(Insert number o sleepovers i required) sleepover(s)

There is a need or the employee to be fexible and these hours may be changedas required according to the employers needs. Under these circumstances, wherehours need to be changed or additional hours worked, the employer will give asmuch notice as possible.

Lateness:I you are going to be more than 10 minutes late you are required to contact theemployee as soon as possible but at the very latest 30 minutes beore you are dueto start work

sample contract o employment

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Salary:As an hourly paid employee, your salary will be (insert weekday hourly rate beoreNIC or Tax deductions) or weekdays, (insert weekend hourly rate beore NationalInsurance Contributions and Tax deductions) or weekends and bank holidaysand (insert rate or sleepover beore National Insurance Contributions and Tax

deductions) or sleepovers. Your salary is payable (insert either monthly or weekly)and will be paid on (insert date o salary payment. I monthly it could be the thirdworking day o the month or last Friday in the month or example. I weekly insert dayo payment) by (insert direct payment into your bank/cheque/cash).

The employer will deduct National Insurance and Income Tax as required by law. Theemployer may also deduct any overpayment o wages or holiday entitlement.

Pensions:

There is no pension scheme available with employers contributions however i youare eligible you may be oered access to a Stakeholder Pension scheme.

Time sheets:You will be required to complete a (insert either monthly / weekly depending onpayment o salary) signed time sheet and submit this to the employer on (insert dayo the month or week giving time to work out wages or send to payroll agency toensure wages can be paid on the given date).

Holiday entitlement:The holiday year is rom (insert holiday year usually either 1st January 31stDecember or 1stApril 31stMarch). Your holiday entitlement must be taken duringthis period. Payment will not be made or any unused holiday and these cannot betaken into the next holiday period.

The ull amount o your holiday entitlement is (insert number o weeks and days 5.6

days is the minimum legal requirement) per year pro-rata per completed monthsemployment. One week being the equivalent o weekly hours worked.

Bank holidays may be booked as holidays or will be paid at the weekend rate.

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Holidays must be agreed with the employer at least (insert how many weeks ourweeks is usual) in advance. You may not take more than (insert number o days 10 days is the usual) working days consecutively without the employers priorwritten consent.

Should you leave employment and you have exceeded your holiday entitlementthen this will be deducted rom your nal pay packet. I holiday entitlement is owed

you will be paid or the outstanding entitlement.

(Take out i this is not appropriate) I it is agreed that you will accompany youremployer on holidays as part o the required support, this time will be counted asworking hours and you will not be expected to use your holiday entitlement.

Sick leave:I you are ill and unable to attend work you should inorm your employer as soonas possible to enable other arrangements to be made.

You will be entitled to Statutory Sick Pay (SSP) on production o an EmployeesStatement o Sickness (orm SC2) which must be completed or sick leave o morethan three days or a medical certicate or sick leave o more than seven days.

These orms must be sent directly to your employer.

Termination o employment:During the probationary period either party requires one weeks notice.Up to two years o continuous employment you will be given one weeks notice.

Ater two years continuous service you will be given one additional weeks noticeor each completed year up to a maximum o 12 weeks notice.

Ater satisactory completion o your probationary period you are required to give(insert one month or our weeks) notice in writing irrespective o length o service.

The employer reserves the right to pay your basic salary in lieu o notice instead orequesting that you work your notice period. In these circumstances you may notbe employed by any other person or company whilst receiving pay in lieu o notice.

The employer reserves the right to dismiss you without notice in cases o serious

breach o the terms o your employment, gross misconduct or gross negligenceby you.

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Confdentiality:All inormation regarding the employer, the employers amily and the employersdomestic or personal circumstances is strictly condential and cannot be discussedwith a third party without the Employers specic permission, or in an emergencysituation.

The employer will hold personal inormation about you as personnel records. The

employer will abide by the Data Protection act and disclose this inormation only tothe relevant third parties e.g. HM Revenue and Customs.

Grievance procedure:I you have a grievance you should comply with the grievance procedure. For moreinormation contact ACAS on 08457 47 47 47 or see their Grievance procedureguidance on www.acas.gov.uk/index.aspx?articleid=820

Disciplinary procedures:

Minor problems will be dealt with and resolved inormally.In cases o more serious problems, depending on the seriousness o the breach oterms and conditions o contract or conduct and perormances o your duties, one othe ollowing disciplinary actions may be taken. A verbal warning which will be conrmed to you in writing and recorded in your

personnel le or a period o (six months is usual, but you must speciy). A rst written warning, which will be conrmed to you in writing and recorded in

you personnel le or a period o (12 months is usual, but you must speciy). A nal warning which would be conrmed to you in writing advising that urther

misconduct could lead to dismissal and recorded in your personnel le or a

period o (12 months is usual, but you must speciy).

Dismissal:In case o gross misconduct there will be no period o notice given. I you are in yourprobationary period or rst year o employment, only one warning is required beoredismissal.

Beore any o these actions are taken you will receive a letter setting out the detailso the alleged misconduct and inviting you to a meeting to discuss the matter. You

will have the right to be accompanied to the meeting by a work colleague or a tradeunion representative. Ater the meeting you will be inormed i any urther action willbe taken. You have the right to appeal but must do so within 10 working days oreceipt o the notication o the decision.

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sample saety in the home checklist

saety in the home checklist

Checklist procedure: The checklist should be completed annually. The checklist will also require completion each time there is a change to the

environment.

Name:

Home address:

Date checklist complete:

satisactory

yes/no

comments / actions

requiredAre doorways clear o obstacles?

Do staircases have clear and easy access at all times?

Are there any loose carpets on foors or staircases?

Are there any overloaded sockets?

Is there adequate ventilation?

Is the heating adequate and controllable?

Is lighting adequate?

Is there any equipment that does not unction properly?

Any trailing or damaged fexes?Any damaged sockets?

Does you personal assistant use visual display equipment?

Do you have suitable and accessible re-ghting equipment?

Has it been serviced within the last year?

Does your personal assistant have adequate space to

complete their work?

Will your PA have to excessively stretch or bend to complete

tasks?

Do you and your personal assistant have all the emergencycontact numbers you require?

Signed:

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sample risk assessmentStep

1

Whatarethehazards?

Spothazardsby:

Lookingatyoursaetyin

thehomechecklist.

Visitingtheyour

industryareaotheHSE

websiteorcalling

the

HSEinoline.

CallingtheWorkp

lace

HealthConnect

Advicelineorvisit

ingtheir

website.

Checkingmanua

cturers

instructions

ContactingyourDirect

PaymentSupport

Service.

Step

2

Whomightbeharme

dand

how?

Identiypossiblepeople.

Remember:

someworkershave

particularneeds.

peoplewhoma

ynot

beinyourhom

eallthe

time.

visitors.

thinkabouthowyour

workaectsothers

present.

Seehowthehazardcould

causeharm.

Step

3

Whatareyoualready

doing?

Listwhatisalreadyin

placetoreducethe

likelihoodoharmor

makeanyharmless

serious

Whaturtheractionis

necessary?

Youneedtomake

surethatyouhave

reducedriskssoar

asispracticable.List

whatmoreneedsto

bedone.

Step

4

Howwillyouputthe

assessmentintoaction?

Remem

berto

prioritise.Dealwith

thosehazardsthat

arehig

h-riskandhave

seriousconsequences

frst.

Step

5

Reviewdate:

R

eviewyourassessmenttomakesureyouarestillimproving,oratleastnotslidingback.

I

thereisasignifcantchangeinyou

rhome,remembertocheckyourr

iskassessmentand,

w

herenecessary,amendit.

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sample disciplinary orm

1. Purpose o the policyThe aim o this policy is to support good conduct and perormance. This policysets out the action which will be taken when disciplinary rules are breached.

(Guidance Notes 1: The purpose should remind people that the policy is notdesigned as a dismissal procedure, but as a means o encouraging personal

assistants to meet a good standard.)

2. PrinciplesI you are subject to disciplinary action: the procedure is designed to establish the acts quickly and to deal

consistently with disciplinary issues. No disciplinary action will be taken untilthe matter has been ully investigated.

at every stage you will be advised o the nature o the complaint, be given

the opportunity to state your case, and to be represented or accompaniedby an advocate o your choice (this could be a ellow employee, a unionrepresentative or a riend).

you will not be dismissed or a rst breach o discipline except in the case ogross misconduct, when the penalty will normally be dismissal without noticeand without pay in lieu o notice.

you have a right to appeal against any disciplinary action taken against you.

(Guidance Notes 2: Employers oten lose at employment tribunals because they

did not comply with the procedure so always ollow the procedure.)

3. Inormal discussionsBeore taking ormal disciplinary action, I will make every eort to resolve thematter by inormal discussions with you. Only where this ails to bring about thedesired improvement will the ormal disciplinary procedure be implemented.

(Guidance Notes 3: Make sure that personal assistants understand the dierencebetween a routine complaint and action taken under the policy.)

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4. First warningI your conduct or perormance is unsatisactory, you will be given a writtenwarning. This warning will be recorded, but disregarded ater (X) months osatisactory work. You will be inormed that a nal written warning may beconsidered i there is no sustained satisactory improvement or change. (Wherethe rst oence is serious, or example because it is having a serious harmuleect, I may move directly to a nal written warning.)

(Guidance Notes 4: It can be unair to keep details o warnings on an employeesfle indefnitely. Unless a warning is or a very serious matter, it should bedisregarded ater, say, six months to a year. The written warning should accurately

record the warning given at the disciplinary interview. Do not write the warningbeore the interview.)

5. Final written warningI the oence is serious, or there is no improvement in standards, or i a urtheroence o a similar kind occurs, a nal written warning will be given. This willinclude the reason or the warning and a note that i no improvement results within(X) months, you will be dismissed.

(Guidance Notes 5: The warning should state clearly that dismissal will resultrom a ailure to comply. Except in cases o gross misconduct employees should

receive notice or payment in lieu.)

6. Statutory discipline and dismissal procedureI you ace dismissal the minimum statutory procedure will be ollowed. Thisinvolves: stepone:awrittennotetoyousettingouttheallegationandthebasisforit. steptwo:ameetingtoconsideranddiscusstheallegation. stepthree:arightofappealincludinganappealmeeting.

You will be reminded o your right to be accompanied by an advocate.

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7. Gross misconductI, ater investigation, it is conrmed that you have committed an oence o theollowing nature, the normal consequence will be dismissal without notice orpayment in lieu o notice:

thet, damage to property, raud, incapacity or work due to being underthe infuence o alcohol or illegal drugs, physical violence, bullying and grossinsubordination.

(Note: the list is not exhaustive)

While the alleged gross misconduct is being investigated, you may be suspended,during which time you will be paid your normal pay rate. Any decision to dismissyou will be taken by me only ater ull investigation.

8. AppealsI you wish to appeal against any disciplinary decision you must appeal in writingwithin ve working days o the decision being communicated to you. Someonewho was not involved in the original disciplinary action will hear the appeal anddecide the case as impartially as possible. (Note: You will need to think in advancewho this might be, or example - the local advocacy agency/Independent Living

Advisor/Direct Payment Support Service/User Led Organisation, etc.)

(Guidance Notes 6: Operating the disciplinary procedure. The ACAS Advisory

handbook Discipline and grievances at work gives some useul inormation. Youcan download this as www.acas.org.uk/index.aspx?articleid=890 or order it rom08456 06 16 00.)

In brie, beore taking disciplinary action using the procedure, you will need to becertain that: the matter cannot be resolved through inormal counselling, you have investigated the matter ully, your PA is told that they will be interviewed and have the right to be

accompanied by a ellow employee, riend or a trade union ocial o theirchoice.

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At the disciplinary interview, make sure that: the employee concerned knows the details o the allegation. he or she has the opportunity to put across his or her side o the matter. any disciplinary measure is appropriate to the circumstances.

I a warning is given, it should tell the employee: the level o improvement required. the date by which it is to be achieved. what will happen i it is not. how to appeal.

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sample grievance procedure

1. IntroductionThis policy is to help resolve grievances that you have, relating to youremployment, as quickly and as airly as possible.

2. Inormal discussions

I you have a grievance about your employment you should discuss it inormallywith me. I hope that most concerns will be resolved in this way.

3. Statutory grievance procedureI you eel that the matter has not been resolved through inormal discussions, youshould raise it ormally. You should ollow the procedure below. Under the statutorygrievance procedure:

Step 1: You must inorm me o your grievance in writing.

Step 2: I will invite you to a meeting to discuss the grievance and notiy you inwriting o the decision. You have the right to be accompanied by a representativeat all grievance meetings. This could be another employee, a union representativeor a riend or example.

Step 3: You will be given the right to appeal against the decision.

4. AppealsI you wish to appeal against any decision you must appeal in writing within veworking days o the decision being communicated to you. Someone who wasnot involved in the original grievance will hear the appeal and decide the case asimpartially as possible. (Note: You will need to think in advance who this might

be, or example the local advocacy agency/Independent Living Advisor/DirectPayment Support Service/User Led Organisation, etc.)

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acknowledgements

ACAS (Advisory, Conciliation and Arbitration Service) www.acas.org.uk

ARC (Association or Real Change) www.arc.org.uk

Being the Boss www.beingtheboss.co.uk

Business Link UKwww.businesslink.gov.uk

EDF www.edwomen.org.uk

NAAPS www.naaps.co.uk

NCIL (National Centre or Independent Living) www.ncil.org.uk

PA Net (Personal Assistants Network) www.panet.org.uk

SCIE (Social Care Institute or Excellence) www.scie.org.uk

Skills or Care www.skillsorcare.org.uk

Our special thanks to the ollowing people who took time to read and comment onthe pack:Mrs D Betts, Mr Cosgrove, Linda Dickinson, Dee Frost, Pauline Heslop, SueJackson, Tracey Jannaway, Carol Jones, Sarah Kent, Terence McNeilly, Lynn

Paterson, Christine Redshaw, David Rolph, Mrs P Sherri.

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Skills or Care

Albion Court

5 Albion Place

Leeds

LS1 6JL

telephone 0113 245 1716

ax 0113 243 6417

email [email protected]

b kill k

Documents

sample job specification & description