Finders, Keepers: HR for Accountants (#4)
A suggested procedure for effectively handling the ongoing employment of all staff
For the duration of each of your team member’s employment, the steps outlined below should be followed to effectively handle the ongoing employment of your staff.
As in the previous article, we have indicated the kinds of templates needed and suggested allocations of responsibilities. To save time creating and maintaining your own templates, consider purchasing them from a third party, such as Business Fitness.
| Steps | Template you will need | Who you should delegate responsibility to |
| Probationary period | ||
| 1. The first stage of an employee’s employment is their probationary period. It is important that a new team member’s performance is monitored and managed correctly during the probationary period. It provides an opportunity to address any issues relating to performance that may impact on whether an offer of permanent appointment is made.
|
HR Manager | |
| 2. Follow the Probation Period Checklist to ensure that the new employee is given every chance to succeed.
|
Probation Period Checklist | HR Manager |
| 3. Conduct a review of the employee’s behaviour and performance during the probationary period and make a decision as to his or her continued employment.
|
HR Manager | |
| 4. If the employment is to be made
a permanent employee, prepare a Confirmation of Employment Letter.
|
Confirmation of Employment Letter | HR Manager |
| 5. If the probationary period is to
be extended, document an action plan and prepare the Extension of Probationary Period letter.
|
Extension of Probationary Period Letter | HR Manager |
| 6. If employment is to be terminated
or the employee submits their resignation, follow the Conclusion of Employment Procedure.
|
See article 5 of this series | |
| 7. Perform a career development review for each team member every 6 or
12 months. Commence a Career Development Review Checklist which covers the process for all employees.
|
Career Development Review Checklist | HR Manager |
| Career development | ||
| 8. Create a Career Development Review – Self-Appraisal Form for each employee and save to their personnel file.
|
Career Development Review – Self Appraisal Form | HR Manager |
| 9. Create a Career Development Review – Appraisal Form for each employee and save to their personnel file.
|
Career Development Review – Appraisal Form | HR Manager |
| 10. Conduct the review meeting
and ensure all discussions are documented. Where necessary, draw up an action plan on the Career Development Review – Action Form.
|
Career Development Review – Action Form | HR Manager |
| Throughout employment | ||
| 1. You can record information about each employee on the Employee Record Form. Create a record
for an employee and add to this form throughout the term of their employment.
|
Employee Record Form | HR Manager |
| 2. When an employee wishes to apply for leave, use the Application for Leave Form.
|
Application for Leave Form | HR Manager |
| 3. Should a warning become necessary where an employee’s performance or behaviour is unsatisfactory, create a Disciplinary Warning Letter.
|
Disciplinary Warning Letter | HR Manager |
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