HR Induction Presentation

April 2015
Probation period
(on joining the Civil Service)

All Staff
• Normally first 6 months is probationary period
• Formal review after 3 and 6 months
Security clearance
• On joining minimum – Baseline Personnel
Security Standard (BPSS)
• All staff – SC Level
• Chief Inspector – Developed Vetting Level
Pay for HMCPSI staff
• Paid the last working day of each month
• Pay years runs from 1st August to 31st July
• Performance related pay from 1st August
Pay for CPS staff on loan to
HMCPSI
• Paid through HMCPSI payroll during loan
• Paid monthly in arrears
• Pay on level transfer (or on promotion) as per CPS
terms and conditions with any allowances decided
separately
• Annual pay awards as per CPS pay arrangements
payable by HMCPSI subject to notification from CPS
Attendance/Working Hours
• Working Hours
– London - 41 hours per week including lunch break
– York - 42 hours per week including lunch break
– For those who joined after 1 July 2013 – 42 hours per week
including lunch break
• A standard day is
– 7 hours 12 minutes in London
– 7 hours 24 minutes in York
– For those who joined after 1 July 2013 – 42 hours per week
including lunch break
• Starting time between 7:30am & 10.00am as agreed
with manager
Flexible Working Hours (FWH)
• All staff are eligible to join FWH subject to line managers approval
• London
– 36 hours per week, min. 30 minute lunch break
• York
– 37 hours per week, min. 30 minute lunch break
• If joined after 1 July 2013, 37 hours per week for all staff, min 30 minute
lunch
• Inspectors will continue to accrue hours whilst on site (but flexi leave
cannot be taken during on site phase)
• Carryover of credits or debits max. of 2 days
• Staff can take up to 2 days flexi leave per accounting period
Flexible Working Hours
• Flexible start time 07.30 – 10.00
• Morning core time 10.00 – 12.00
• Flexible lunch break 12.00 – 14.00 (support)
• Flexible lunch break 12.00 – 14.30 (inspectors)
• Afternoon core time 14.00 – 16.00
• Flexible finish time 16.00 – 18.30
Compressed hours - inspectors
• Inspectors with exceptional compassionate / caring
responsibilities by agreement
• Examples include individuals who have a disability, a caring
responsibility for someone with a disability or a serious
illness
• Scheme includes working 10 days in 9 and working 5 days in
4
• Suspended during induction, training, attendance at
corporate events, on site phase of an inspection
Overtime - inspectors
• There is no reimbursement for travelling time for
Inspectors in terms of time off in lieu or payment
• Inspectors can claim for a standard day of 7 hours 12
minutes (London) or 7 hours 24 minutes (York) as
their working day (or 7 hours 24 minutes if joined
after 1 July 2013)
• By agreement for exceptionally long travelling time
and or over several days, they can claim 9 hours
Working at home (WAH)
• Requests to work at home is to be agreed by
line manager in advance
• Individuals must update the team diary to
confirm WAH and include contact number
Special Leave
• With or without pay subject to approval by Chief
Inspector
• Max. paid leave normally 5 days in any one year
• Applications to be made in advance, e.g.
– Death of a spouse, cohabiting partner or close relative
– Domestic crisis – house fire, flooding, caring for a close
relative with a serious illness
– Witness to a Crown Court or in any criminal proceedings
– Approved study or examinations
Emergency Leave
• Individuals to notify manager on the day, eg.
– Dependent falls ill, gives birth or is injured or
assaulted
– To make arrangements for the care of a dependent
who is ill or injured
– Following the death of a dependent
– Unexpected disruption or termination of
arrangement for the care of a dependent
Annual Leave
• For all staff up to and including Grade 6
– 26.5 days on appointment
– 31.5 days after 5 years service
• For staff who join Civil Service on or after 1 July 2013
– 25 days on appointment
– 30 days after 5 years service
• Annual leave runs from the month of your birthday
• Staff can carry over up to 5 days untaken leave
• Any more than 5 days up to and including 10 days can be
carried over with IMB member approval
• Any more than 10 days needs the Chief Inspector’s approval
 Privilege Days & Public Holidays

• 8 Public Holidays and one day’s Privilege Leave

(Queen’s Birthday) as notified by HR
Codes of Conduct
• Civil Servants are servants of the Crown
• Employees owe a duty of loyal service to the
Crown
• A high standard of integrity and personal
conduct is expected
• Civil Service Code and Official Secrets Act apply
Standard of dress
• As appropriate for the occasion
• For all staff
– No jeans or trainers
Performance Management
• SCS staff assessed by Cabinet Office procedures
• Staff on loan follow home department’s
procedures
• Appraisal year runs from 1 April to 31 March
• Box markings A,B, C or D awarded
• FJPs, Mid Year Review, End of year Review
Sickness Reporting
• Notify manager by 9.30am on first day
• Advise manager when expected back
• If manager not available, ring back
• If cannot contact manager, speak to countersigning
manager or member of IMT
• If cannot speak to any of the above, speak to HR
• Contact manager each day unless agreed otherwise
Recording Absence
• HR to be notified of all absences by email
• ½ day recorded if only work ½ day
• Doctors certificate required for absences of 8
calendar days or more
• Return to work meeting with manager,
usually on first day back
Occupational Health
• Trigger letters issued and referral to OH if absence level
gives cause for concern, eg.
– 10 days sickness in preceding 12 months (not covered by Fit
Note)
– 4 or more sickness occasions within 12 months (not covered
by Fit Note)
– Frequent or regular medically certified absence
– Prolonged sickness of more than one calendar month
– When outcome of illness is uncertain
Trade Unions
• HMCPSI recognises 2 unions
– FDA – staff at grade 7, grade 6 and senior civil
servants in public service
– PCS – administrative, secretarial and support
staff at all levels
Pension
• Pension details sent directly to your home
• Pension choices
– Nuvos – automatically registered if no choice made
within 3 months
– Partnership
– Opt out
• Details of Civil Service pension on web site
www.civilservice-pensions.gov.uk
Staff Handbook
• Staff Handbook and Guidance in support of Staff Handbook are
available on shared drive;
• Staff are informed of any amendments / new policies by HR;
• Updated regularly, mainly in response to centralised civil service
policy changes including new employment legislation;
• GLD single point of contact for centralised policy changes for
HMCPSI and AGO;
• HMCPSI consult with separate branch of FDA on policy changes
before implementation (GLD consult with PCS); and
• HR Manager is available to offer advice and support in
interpretation of policies
Season Ticket Loans
• Submit application for loan and obtain
approval before purchasing ticket
• Produce copy of receipt in order to claim for
reimbursement, payable in monthly pay
• Season Ticket Loans are available for:
Transport, Car park, purchase of a bicycle
• Deductions over 6,9 or 11 months
• Balance due in full when leaving/end of loan
Eye Tests
• Reimbursement for eye tests up to £20
• Normally made every 2 years
Right Management
• Employee Assistance, Right Management
• Available 24/7 365 days a year
• Free and confidential access to information,
advice and support
• Freephone from UK landline 0800 1116 387