SOP 09:PE:004:02:NIBT
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STANDARD OPERATING PROCEDURE
(Operational Copy)
Northern Ireland Blood Transfusion Service
Document Details
Document Number: SOP:09:PE:004:02:NIBT
No. of Appendices: NONE
Supersedes Number: 09:PE:004:01:NIBT
Document Title: PROCEDURE FOR RECRUITMENT OF AGENCY STAFF
Prepared By: Jenny Calvert
Job Title: Personnel & Training Manager
Department: HR & CORPORATE SERVICES DEPARTMENT
Document Authorisation/ Issue & Implementation
Prepared By: J Calvert ____________________
Date: ____________________
Approved By: I Ritchie ____________________
Head of HR & Corp Services
Date: ____________________
ISSUE DATE: 27 JUNE 2012
EFFECTIVE DATE: 25 JULY 2012
CROSS REFERENCES
This SOP refers to the following documents:
Doc.
Type
FORM
FORM
FORM
FORM
FORM
FORM
Doc.
No.
DD:1135
DD:837
DD:836
DD:931
DD:840
DD:766
Title
Recruitment Requisition for Agency Staff
Personnel Specification Form
Job Description Form
Computer Access Request Form
Pulse Blood Management System User Access Request Form
Security Access Form
SOP 09:PE:004:02:NIBT
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Key Change from Previous Revision:
New format.
1
RESPONSIBILITY
1.1
2
This procedure is designed for all managers within NIBTS whom have the
responsibility of requesting and managing temporary recruitment agency staff to
fill short term or difficult to fill vacancies.
INTRODUCTION
2.1
GENERAL
2.1.1
The overall objective with regard to agency staff is to, without
jeopardising standards and needs to the service, minimise the need for
the use. Such staff should, therefore, be used as a last resort only with
managers always taking steps to exhaust all other possibilities first.
Examples of such possibilities include:Arrange to share staff across departments
Temporary amendment of department rotas
Part time staff working extra hours
Existing staff working overtime
Bank staff use
The use of agency staff to cover annual leave or maternity / paternity /
adoption leave should be kept to a minimum, as these are normally
instances where early planning should limit the need for such staff.
There will be no restrictions on the types of staff that can be recruited,
subject to availability.
A short term vacancy is defined as:
o
o
o
To cover the duration of a recruitment episode i.e. the
advertisement and selection period before an appointment is
made;
To cover a period of short to medium term sick leave;
To cover a short term increase in workload.
A hard to fill vacancy is defined as a post which has been trawled or
advertised in the normal way and cannot be filled.
2.2
CLINICAL RELEVANCE/ PURPOSE OF EXAMINATION
Not Applicable.
SOP 09:PE:004:02:NIBT
2.3
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PRINCIPLE OF EXAMINATION
Not Applicable.
3
HAZARD AND SAFETY PRECAUTIONS
3.1
All managers should be aware of the Working Time Regulations and the Health
and Safety implications of new member of staff initially working alone. If
appropriate a full Health and Safety risk assessments and COSHH
assessments will be undertaken.
.
4
MATERIALS
4.1
4.2
EQUIPMENT AND SPECIAL SUPPLIES
4.1.1
Recruitment requisition for Agency Staff (FORM:DD:1135)
4.1.2
Personnel Specification (FORM:DD:837) and Job Description
(FORM:DD:836)
SPECIMEN REQUIREMENTS AND MEANS OF IDENTIFICATION
Not Applicable.
4.3
REAGENTS, STANDARDS OR CALIBRANTS AND INTERNAL CONTROL
MATERIALS
Not Applicable.
5
CALIBRATION
Not Applicable.
6
PROCEDURE
6.1
Requesting the vacancy
When a vacancy arises, the requesting manager must raise a requisition
(FORM:DD:1135) for a temporary recruitment agency staff member, and submit
it to the HR Office, NIBTS.
The requesting manager must provide HR with:o A relevant, up to date Job Description and Personnel Specification.
o Authorisation from the CEO and Head of Department ensuring funding for
the post exists.
o State key reasons for the requirement, band/grade of staff, number of hours
to be worked per week and length of tenure.
SOP 09:PE:004:02:NIBT
6.2
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Timescales
If the requesting manager contacts the HR Office before 11am, with all the
appropriate documentation and necessary signatures, the name of the
temporary staff member should be provided by the recruitment agency by 3pm
the following afternoon.
If a request is made after 3pm, a name of the temporary staff member being put
forward should be received prior to 11am the second day (i.e. if the request is
made after 3pm on a Monday, the name should be provided by 11am on the
Wednesday).
6.3
Standing Down a Temporary Member of Staff
The recruitment agency must contact the temporary member of staff after they
have left their workplace. A replacement should be provided after one working
day i.e. if a temporary member of staff is stood down on Monday, a replacement
will begin work on Wednesday.
Managers should not make direct contact with the recruitment agency.
This is essential so that the HR Office can monitor the contract and ensure that
requests made to the recruitment agency are met within the agreed protocols.
We would also ask that the manager should notify the HR Office when a
Temporary Recruitment Agency member of staff leaves.
6.4
Induction
All temporary agency staff will be provided with a brief induction on commencing
their placement with NIBTS. This will be arranged by the appropriate line
manager and will cover the main policies and procedures, which will impact on
temporary agency staff.
6.5
Management of Timesheets
It is the responsibility of line managers to monitor the accuracy and ‘sign off’
timesheets submitted by temporary agency staff. Managers should also
maintain copies of signed timesheets for their records, in order that invoices can
be checked before being signed. It is important that time sheets are accurately
signed off as this can lead to delays in payment later if they are not. All agency
invoices will be sent directly to the Finance Department NIBTS. Unless
authorised by an appropriate manager of that section, such invoices will not be
paid.
6.6
Line Management
Line managers will retain management responsibility for temporary agency staff.
In times when line managers are not present to oversee agency staff, a deputy
should be nominated (where possible) as a point of contact for the agency staff,
and to oversee and verify time keeping arrangements. Line managers must
ensure appropriate forms are submitted for access to IM&T (FORM:DD:931,
FORM:DD:840) and security access systems (FORM:DD:766).
SOP 09:PE:004:02:NIBT
6.7
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Time keeping
Temporary agency staff should not work any more than 37½ hours per week
and should preferably work within the core business hours (i.e. Between 9am
and 5.00pm), except in exceptional circumstances, when any hours over the
normal rate are agreed with the line manager.
Agency staff, as with substantive postholders, must take a break of at least 30
minutes at lunchtime. This can be taken between 12 noon and 2:00pm, in line
with normal practice and core working times. Lunch breaks must be recorded
on the timesheet and no agency workers should either work through lunchtime
or receive payment for working through lunchtime.
6.8
Problems and Issues
Should managers have any issues or problems arising out of the engagement of
temporary staff, which requires communication with the recruitment agency,
please notify the HR Office, and not the agency directly. This is to ensure the
issues are being raised with the appropriate contacts, and a consistent
approach is applied.
6.9
Enquiries
Any enquiries regarding the application of this procedure or advice or
clarification on any matter therein should be referred to the Human Resources
Department, NIBTS.
6.10
LIMITATIONS OF THE EXAMINATION
Not Applicable
7
RESULTS
Not Applicable.