System Templates

Please find below three sections of the employee “working lifecycle” system with associated overviews

A section:   Interview Recruitment

B section:   During Employment

C section:   Termination

If you need assistance at any time with these forms please contact us.

System Templates

A00 - Recruitment: an introduction

This is a guide to the processes you should follow when you are looking to recruit a new employee for a role within your company.  By following these standards you find the whole process easier and also ensure that you have an audit trail for each applicant either successful or not.

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A0 - Recruitment flow chart

The Recruitment Flow Chart will assist you to manage the recruitment and selection process for a new employee.

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A1 - Equal opportunity monitoring form

As the makeup of an employer’s staff can be monitored HELP recommend that Equal Opportunity Monitoring Forms are issued to Applicants and are kept separate from the Job Application Form.

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A2 - Application form in absence of a CV

This Job Application Form can be used to send to applications who have expressed an interest in applying for the advertised role.

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A3 - Application form to accompany a CV

This Job Application Form can be used if you are accepting CV’s from applicants, this template will ensure you obtain all the important information and will ensure consistency

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A4 - Job description

This Job Description template can be used to detail the main duties and responsibilities of the job role.

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A5 - Person specification

This Personal Specification template can be used to detail the essential and desirable skills and qualifications that are being sought.

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A6 - Job application assessment form

This Job Application Assessment Form Template can assist you in deciding who to interview. This selection is an essential requirement of the recruitment process

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A7 - Interview rating form

This Interview Rating Form can assist you to ensure the best interviewee gets the job.

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A8 - Reference from previous employer

This Reference Form can be sent to the successful applicant’s former employer asking them to confirm the validity of the information supplied by the former employee.

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B00 - During employment: an introduction

Following your successful recruitment campaign, you will now want to ensure that your new employee(s) settle into their new job(s) and working environment quickly and effectively.  This section of the Personnel System starts by looking at the Induction process

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B1 - Induction framework

Following your successful recruitment campaign, you will now want to ensure that your new employee settles into their new job quickly and effectively. This form gives an indication of the topics that should be included in the induction.

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B2 - Medical examination declaration form

This Medical Questionnaire can be sent out to an applicant after an offer of employment has been made.

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B3 - Personal information

It is important you keep accurate records on your employees. This form will assist you to keep accurate personnel records, to ensure that employees receive their correct pay, holidays, pensions and other entitlements.

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B4 - Probation assessment flowchart

The Probation Period Assessment Flowchart will assist you to manage the probationary period of a new starter effectively.

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B5 - Probationary assessment

The Probation Assessment form will assist you to review an employee’s performance, conduct and suitability, formally during their probationary period.

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B5 - Probationary assessment

The Probation Assessment form will assist you to review an employee’s performance, conduct and suitability, formally during their probationary period.

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B6 - Performance review

The Performance Review Form will assist you to review an employee’s performance once they have completed their probationary period.

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B7 - Absence flowchart

The Absence Management Flowchart will assist you with an employee who is unable to attend work due to illness. Please note this is only a guide, if you do have an employee who is unable to attend work due to illness please contact your HR Consultant for specific advice.

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B8 - Employee Absence Record 2013

To monitor employee absenteeism including bank holidays in 2013.

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B8A Absence and Lateness Record 2014

To monitor employee absenteeism including bank holidays in 2014.

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B9 - Self certification form

An employee who is absent from work due to sickness for up to seven days is required to complete a Self Certification Form. Any absence more than seven days requires a Doctor’s note.

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B10 - Return to work

H.E.L.P recommends that it is best practice to perform a return to work interview whenever an employee returns to work after sickness absence. Return to work interviews have been shown to be one of the most effective interventions in managing sickness absence.

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B11 - Record of meeting

This standard template should be used to record minutes of all informal and formal meetings.

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B12 - Holiday request form

The Holiday Request Form should be used for all holiday requests; it allows management control of holidays booked by each employee, and holiday entitlement remaining.

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B13 - Unpaid leave request

This form helps you control unpaid leave of absence requests.

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B14 - Paternity request form

This form should be provided to all male employees who wish to request Paternity Leave.

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B15 - Parental leave request

This form should be used by all employees who wish to request Parental Leave.

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B16 - Flexible working application form

The Flexible Working Request Flow Chart will assist you when dealing with any Flexible Working Request. Please note this is only a guide if you do have an employee who makes a request for flexible working please contact your HR Consultant for specific advice.

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B17 - Flexible working application form

The Flexible Working Application Form should be used to manage an employee’s flexible working request.

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B18 - Training and development record

The Training and Development Record can be used to record an individual’s history of Training and Development.

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B19 - Diary record form

The Diary Record Form can be used to record events that fall outside the normal disciplinary procedure. For example increases in salary.

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C0 - Termination: an introduction

Always be careful when an employee leaves your company and follow the guide lines and procedures within this section. Please note this does not include any documents relating to dismissal.

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C1 - Termination of Employment Checklist

This Termination of Employment checklist can be used when an employee is exiting the Company.

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C2 - Reference Response Letter

This form can be used to provide an ex employee with a reference for a prospective future employer. All reference requests should be dealt with at a central point within the organisation and remains factual. Personal opinion should not be detailed within a reference.

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C3 - Exit Interview

It is not always practical or possible to conduct an exit interview however, where applicable it will show best practice if the Company has taken steps to arrange a final meeting with the employee before their departure.

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