Network of Community Activities, 66 Albion Street, Surry Hills NSW 2010 Phone: (02) 9212 3244 Fax: (02) 9281 9645 Email: oosh@netoosh.org.au Website: www.netoosh.org.au page 1 OOSH Development Factsheet #20 Employment Offer & Contracts Last updated: July 2005 At the interview Never make an employment offer at an interview, no matter how good the person looks. Instead give all applicants an indication of when a decision is likely to be made and when they will be contacted. Give yourself a reasonable time frame, but don’t allow the process to drag on. Remember the best applicants, are sought after by other centres and many good applicants have been lost by simply taking too long in the recruitment process. Before you make your job offer: n Ensure that the process has been fair and equitable and all Equal Employment Opportunity (EEO) processes have been followed. n Undertake all your checks. Reference checks, (3 reference checks are recommended) qualifi cation checks and working with children checks. (Working with Children checks take approximately 10 working days). If time is limited an offer can still be made pending the working with children check. n Chase up referees, get as broad a perspective as possible. Ask specifi c questions to help you learn more about the applicant and address any issues that may have been raised during the interview or panel discussions. (Refer to fact sheet #21 on reference checks or to “Staff Matters” - Network publication.) n Review all your information, including application, notes from the interview, and reference checks. n Refer to your job description and your ideal applicant profi le to ensure you really have the right applicant for the job. n Discuss your decision as a group highlighting any concerns you may have. n Finalize your decision and get agreement from the committee/management. Where appropriate involve the new employees supervisor in making the fi nal decision. n Decide on details such as starting date, award level, probation period and who will be responsible for accessing the new staff member during the probation period. Probation period is 4 weeks under the Miscellaneous Worker Union award so there is not a long period to check the applicants suitability. n Allocate roles and responsibilities to fi nalize the process and make sure these are completed on time! NOTE: It is important that you keep accurate and unbiased records regarding applicants and your decision, being aware that the privacy law allows applicants to see anything written about them. Links to Q.A. 8.4 “Management has effective recruitment, orientation and induction processes for staff” “When you make a job offer, it will be the fi rst contact your prospective employee will have with your organization. It is essential that this contact gives the employee a favourable impression. It is also your fi rst opportunity to ensure that your new employee understands what will be expected of him or her.” “Best Employment Practice” Department of Industrial relations. Network of Community Activities, 66 Albion Street, Surry Hills NSW 2010 Phone: (02) 9212 3244 Fax: (02) 9281 9645 Email: oosh@netoosh.org.au Website: www.netoosh.org.au page 2 OOSH Development Factsheet #20 Employment Offer & Contracts Last updated: July 2005 Letter of appointment. Making an offer over the phone maintains that personal contact and provides an opportunity to discuss a mutually agreeable starting date. It also allows you to clarify the terms and conditions of employment. Your phone offer must then be followed up with a confi rmation letter. This forms the basis of the new employee’s contract of employment. The successful applicant should then accept your offer formally by signing a copy of the letter of appointment and returning it to you before commencing employment. Your letter of employment should be friendly, welcoming and in user friendly language. Information to include: n Details of the position, position title, hours/days to be worked. n Commencement date and if the job is for a fi xed term (eg Vacation Care) the fi nishing date. n Award coverage, and a summary of the award conditions (attachment may be necessary) nWages and other benefi ts n Any specifi c terms or conditions of employment, such as dress requirements etc. n The length of the probation period (usually 4 weeks) to ensure that the probation is agreed to and signed by the employee. nWhat time to attend their fi rst day of work. nWho to report to or contact on their fi rst day of work. Letter of rejection. It is basic curtesy and good public relations to write to all the unsuccessful applicants. Think, you may want these applicants for future or casual work. Thank them for their application and remember to return any original documents they have provided. You can use a standard letter personally addressed. The employment contract On employment your new staff member should be made aware of the details of your centre policies and procedures and the full award. You are legally required to have a copy of the relevant award on the premises accessible by employees. The Employment contract is formed on the basis of your signed letter of appointment. You may wish to add additional information where you feel this is required. A letter or staff handbook can be developed that identifi es other information and requirements such as: n Completing time sheets n Payment of wages (when and how) n Code of conduct n OH& S issues n Job description All this should be passed on to the employee, read, understood and agreed to. Again have these details signed and a copy kept. NOTE: There are special requirements for the engagement of apprentices and trainees. Please contact the Department of Education and Training (DET) on 132 811 to be connected to your local offi ce. For further information Working with Children Check contact Commission for Children and Young people on (02) 9286 7201. Staff Matters, C. McBurnie, 2002, Network of Community Activities. A specifi c staff resource that discusses all staffi ng issues. It also has specifi c referee questions. Available from Network. Best Employment Practice. NSW Department of Industrial Relations. A great resource for all employment issues. Contact the Offi ce of Commerce on 131628 Network Community of Activities; Fact Sheets on job descriptions, reference checks and staff supervision and appraisals. Ph: (02) 9212 3244. Web: www.netoosh.org.au A Guide to Employing Staff in NSW Kindergartens and Child Care Centres - Department of Commerce, Offi ce of Industrial Relations. May 2004. Network of Community Activities, 66 Albion Street, Surry Hills NSW 2010 Phone: (02) 9212 3244 Fax: (02) 9281 9645 Email: oosh@netoosh.org.au Website: www.netoosh.org.au page 3 OOSH Development Factsheet #20 Employment Offer & Contracts Last updated: July 2005 Sample rejection letter. Dear (insert applicants fi rst name) Thankyou for your recent application for the position of (insert position title). We received a large number of applications for the position and the overall standard was very high. After careful consideration, we regret to advise you that your application has not been successful on this occasion. However, we are happy to keep you’re application on fi le, should a suitable position arise in the near future. Thank you for your interest in the position and we wish you every success on the future. Yours Sincerely (sign the letter personally) Sample letter of appointment. Dear…………….. We are pleased to confi rm your successful application with (insert centre’s name) for the position of (insert title of position) The appointment will be initially on a (insert duration of probation period) probation period, which will be monitored and reviewed throughout this period. As discussed, the start date will be (insert start date), with a commencing salary of (insert commencing salary), including (insert relevant allowances) allowances and working (insert hours per week) from (insert start and fi nish time). On your fi rst day of attendance, please attend at (insert time), report to (insert where) where you will be met by (insert name). Dress requirements on your fi rst day will be (insert relevant requirement). Your position as (insert title of position) is covered by the (insert title of correct award and grade) and your terms and conditions of employment will be per the award. We have attached a brief summary of the award for your referral. Can you please sign this Letter of Offer as soon as practical and return it to (insert name of person letter to be returned to). A signed copy of this letter will be returned to you on your fi rst day of employment with us. If you have any queries regarding this offer, please do not hesitate to contact myself or (insert information) by phone on (include number). Yours Sincerely, (sign the letter personally)