18
ADVISOR: HR
Back to basics in the new normal CAROLINE MCENERY
managing director, The HR Suite
When a business is operationally busier than usual and resources are stretched, it can be easy to overlook the HR basics. Here, The HR Suite’s Caroline McEnery outlines how to ensure employers meet all legal obligations, while boosting workplace morale
N
ow that we have weathered the initial Covid-19 storm, it’s important to take stock and assess any of the basics that may have been overlooked in the past few months. Understandably, the focus recently for most has been on operating safely and overcoming the many challenges that have come in rapid succession, but it’s important to step back and look at any other potential risk areas in the business, including any HR-related risks. There are over 40 pieces of employment legislation protecting employee rights in the workplace. The onus is always on the employer to abide by the obligations set down. Here, we have set out some of the basics as a checklist for you to review and reassess.
Contracts of employment Employers are required to give all staff a basic statement of terms within the first five days of employment to meet the requirements outlined in the Employment (Miscellaneous Provisions) Act, 2018. This is something that is often overlooked during periods when you are operationally busier than usual.
Fixed term contracts
Rechecking these pointers will not only guarantee legal compliance with employment legislation but will strengthen the employer/employee relationship
CONTACT THE HR SUITE:
If you require further information or advice on HR, please do not hesitate to contact The HR Suite’s consultants on (01) 9014335 or (066) 7102887 or email the company at info@thehrsuiteonline.com.
It is also important to review any fixed term contracts of employment that may be in place to cover the initial busy lockdown period. Should an employee work beyond the end date of a fixed term contract, they are deemed to be in permanent employment.
Policies and procedures All employees must be issued with a copy of the company’s policies and procedures. It is best practice to issue all policies, or the staff handbook if in place, as soon as possible after an employee commences. However, this should be no later than 28 days after commencement to comply with the above section of legislation. It is important to check all employee files to ensure that you have recorded confirmation that all have received these company policies. Your staff handbook sets out the ground rules and expectations for all employees and so is vital in getting the basics of the employment relationship right. If new hires on-boarded in the past few weeks or months have not yet received induction training, this should be scheduled.
Working hours and rest breaks The Organisation of Working Time Act, 1977 sets out the rules for employee working hours, rest breaks and annual leave and the recording of same. The act specifies that these records must be kept for a period of three years. It is good practice to regularly inspect these records to ensure that all employees’ working hours are in line with the provisions of the act and
ShelfLife September 2020 | www.shelflife.ie
to ensure that all rest breaks are being provided. Again, when organisations experience unusually busy periods, there is a possibility that this can be overlooked. Reviewing these records will identify any problem areas and allow you to put measures in place to rectify any issues.
Annual leave Now, more than ever, it is important to ensure that employees are receiving their entitlement to paid annual leave. The past few months have taken their toll on people in many ways and it’s important to remember the need for staff to rest and recharge. A check on employees’ annual leave balances should be undertaken and any employees with annual leave to take should be encouraged to do so. By reviewing this now, annual leave can be planned to ensure that it is taken with minimal operational disruption.
Public holidays The second quarter of the year had three public holidays and if the business operates on public holidays, it’s important to check that all employees have received their correct entitlements. There are varying calculations for public holidays depending on the employees’ terms and conditions and working patterns and it is important to remember that part-time employees have an entitlement to public holiday payments providing they meet certain criteria, such as having worked 40 hours in the five weeks prior to the public holiday.
Work permits Any employee who requires a work permit or who is working on a Permission Stamp (e.g. a Stamp 2 or Stamp 4) must have a valid, in-date stamp. It is essential to check the expiry date of any permits or permission stamps for non-EEA employees to ensure that you are compliant with Immigration legislation.
Probation If you have any employees who are within their probation period, it’s important to schedule regular probation review meetings. These meetings allow you to give the employee feedback on their performance to date and outline any performance areas for improvement. It also allows the employee the opportunity to give feedback on their own progress and to ascertain how they are settling into the role and the organisation. WRC inspections are ongoing throughout the Covid-19 crisis and are now being conducted online. Employer obligations must still be met. Rechecking the above not only ensures legal compliance but will ensure the employer/employee relationship is also strengthened. For advice on HR-related issues for employers, contact any of the team at The HR Suite on (066)7102887 to discuss your requirements. ■
