Lay employment advisory information
This Lay Employment Advisory information are intended for use by churches, circuits and districts within the Methodist Church in Britain.
**The guidance has now been published by the government. Details and templates will be available shortly.**
On 20 March 2020, the Government announced the Coronavirus Job Retention Scheme to provide funds to support all employers with a PAYE scheme to continue paying employees who would otherwise be made redundant or put on an unpaid period of lay-off. Please refer to the document below for further information. Information is also available from the Government website.
Coronavirus Job Retention Scheme l Churches, Circuits and Districts - 30.03.2020
Letter explaining plans to furlough staff 25.03.20
Further template letters will be available here shortly
Employment related FAQ’s for Churches, Circuits and Districts Coronavirus (COVID-19)
Introduction
The purpose of this pack is to help churches, circuits and districts in the recruitment and selection of employees and in the early stages of employment. The pack also identifies some of the issues that can arise during the employment relationship and offers advice on these matters.
As Christian employers, churches, circuits and districts are expected to operate ethically as well as within the statutory framework. Employees deserve to be employed competently and constructively. The pack takes account of good employment practice as well as current employment law.
You will find within the pack repeated advice to liaise with your District Lay Employment Secretary:
- at the start of all recruitment exercises
- over any subsequent employment issues which arise
- about any potential termination of employment.
The address of your District Lay Employment Secretary is normally to be found in the Synod Directory for your District or from HR and Development at Methodist Church House.
References to statutory regulations refer to mainland United Kingdom. Northern Ireland, the Isle of Man and the Channel Islands have different and/or additional legislative provisions which are not included in this document.
The pack is based on previous information published by the Connexional Team and has been prepared by HR & Development at Methodist Church House with help from District Lay Employment Secretaries.
This online information will be updated as and when necessary. Hard copies of this information can also be obtained as a pack from the Personnel Office, price £25.00 including VAT. District Lay Employment Secretaries will be notified directly of any changes.
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The information contained herein is believed to be accurate at the date of publication. Whilst every effort has been made to describe the law accurately, the purpose of this publication is not to advise as to how the law may be applied and interpreted. The Methodist Church, its governing body the Conference, the Methodist Council acting on behalf of the Conference, or any of the Connexional Team accept no responsibility for any loss arising out of reliance on the information contained herein.
Full version of the Lay Employment Advisory Pack, download it here
Click here for the list of November 2019 updates
Alternatively, please scroll down to access individual section(s):
Please kindly note that the appendices relating to each of the following sections are listed in full at the end of this contents list
Index
SECTION 1: The Role of the District Lay Employment Secretary
SECTION 2: Equality, Diversity and Inclusion
Topics covered: The Church Perspective - Equal Opportunity Monitoring - The Law on Discrimination
Appendices (Word docs)
2 Equality, Diversity & Inclusion Policy
2.1 Equality, Diversity & Inclusion Officer Job Description
2.2 Policy & Guidelines for appointments requiring Satisfactory Enhanced Disclosure
RECRUITMENT CYCLE
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IMPORTANT NOTE:
You will need to read the Practice Guidance on carrying out Disclosure and Barring Service (DBS) checks as part of Safer Recruitment prior to starting any recruitment exercise.
The electronic copy of the guidance can be downloaded from: www.methodist.org.uk/safeguarding
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SECTION 3: Exit Interview
SECTION 4: Recruitment Stage 1: Approving the Post
Appendices (Word docs)
4.1 Appointment pro forma
SECTION 5: Recruitment Stage 2: Preparing the Documents
Topics covered: The Job Description - The Person Specification - Income & Expenditure estimates for the Funding of the Appointment - The Advertisement - Draft Letter of Appointment - Statement of Terms and Conditions of Employment - Acknowledgement Letter - Application Form : Residency Arrangement
Appendices (Word docs)
5.1 Example Job Description 1 - Lay Employee
5.2 Example Job Description 2 - Caretaker
5.3 Example Person Specification 1 - Lay Employee
5.4 Example Person Specification 2 - Caretaker
5.5 Blank Person Specification pro forma
5.7 Bank Holiday Calculation Sheet
5.9 Example application form (minimum)
5.10 Equal Opportunities Monitoring form
5.11 Letter responding to a request for an Application Pack
SECTION 6: Recruitment Stage 3: Processing Applications
Topics covered: Responding to Enquires - Shortlisting - Planning for the Interview - Applicants with Criminal Record
Appendices (Word docs)
6.1 Shortlisting scoresheet
SECTION 7: Recruitment Stage 4: The Interview and After
Topics covered: Preparing for the Interview - Interview Questions - The Role of the Chair - Checklist : Assessing the Candidates - References - Tips for giving Feedback to Candidates - Candidates with Disability - Record Keeping
Appendices (Word docs)
7.1 Interview scoresheet
SECTION 8: Recruitment Stage 5: Making an Offer of Employment
Topics covered: Verbal Offers - Conditional Offers - Start date - Written Confirmation - Written Statement of Terms and Conditions - Guidance Notes on the content of the Written Statement - Disclosure - Pre-Employment Checks
Appendices (Word docs)
8.1 Model letter of appointment - written statement to follow (long)
8.2 Model letter of appointment - with written statement (short)
8.3 Written statement of terms and conditions - minimum
8.4 Written statement of terms and conditions - full
8.5 Disciplinary and Dismissal procedure - under review
8.7 Health and Safety procedure
8.8 Rehabilitation of Offenders Act 1974 - Spent and Unspent Convictions
SECTION 9: Pensions
Appendix (Word doc)
IMPORTANT UPDATE ON PENSIONS AUTO ENROLMENT STAGING DATES:
For those employers on the Central payroll as at April 2012, the staging dates have been deferred until April or May 2016. A list of the modified staging dates, together with each employer's TPR reference number is available in Appendix 9.1
Any employers who have joined the central payroll after this date will either retain their staging date applicable to their PAYE reference as at April 2012, or if they are a new employer since 2012, their staging date will be as per the timeline which is available from the gov.uk website:
https://www.gov.uk/government/news/new-timetable-clarifies-automatic-enrolment-starting-dates
SECTION 10: Pay Issues
Topics covered: The National Minimum Wage - The Living Wage - Honoraria/Payments to Volunteers - Guidance for Local Pay Arrangements - Local Religious Centres - Income Tax - Sick Pay Calculations
Appendices (Word docs)
10.1 Setting a salary
10.2 HMRC Guide for LRCs
10.4 MCH Advice on NI Allowance
SECTION 11: Residency Arrangements
Appendices (Word doc)
11.1 Conditions of Residential Occupancy
SECTION 12: Information Specific to the Employment of Children & Youth Worker
Topics covered: Issues to consider before recruitment - Providing support/management structure - Selecting the Line Manager - Job Description - Appointment of Qualified Workers - Terms and Conditions of Employment - Advertising - Information and Support Sources
Note:
Everyone who is responsible for recruiting staff must read the Safer Recruitment Policy, and follow the '10 Step Procedure for All Recruitment'. Both documents are available from www.methodist.org.uk/safeguarding
Appendices (Word docs)
12.1 Example Job Description - Children and Youth Worker
12.2 Example Person Specification - Children and Youth Worker
12.3 Example Job Description - Children and Families Worker
12.4 Example Person Specification - Children and Families Worker
SECTION 13: On-going Employment Issues
Topics covered: Managing Performance - Variations to Contracts - Termination of Contracts - Redundancy - Retirement - Giving - References - Maternity, Paternity, Parental, Adoption Leave and Pay - Request from Parents for Flexible Working - Lone Working
Appendices (Word docs)
13.1 Redundancy Policy (template)
13.2 Statutory redundancy payment
13.3 Guidance: Risk Assessment for Lone Workers
13.4 Risk Assessment Form for Lone Workers
13.5 Maternity Leave Policy - NEW
13.6 Maternity Leave Form - NEW
13.7 Letter re Maternity Leave & Pay - NEW
13.8 Antenatal Appointment Request Form - NEW
13.9 New and Expectant Mothers Risk Assessment Form
13.10 Keeping in Touch Days Form - NEW
13.11 Maternity Flowchart - NEW
13.12 Parental Leave Policy - NEW
13.13 Parental Leave Application form NEW
13.14 Shared Parental Leave Policy
13.15 Mother's intention to take SPL form
13.16 Start and End dates of SPL form
13.17 Mother's Notice to end SPL form
13.18 Partner's Intention to take SPL form
SECTION 14: Other Employment Legislation
Topics covered: Data Protection Act - Working Time Regulations - Information Sources
ADDITIONAL DOCUMENTS
Pensions Auto-enrolment:
Your Action Plan for Auto - enrolment
Pension Auto-enrollment Flowchart
Practice Guides:
Good Practice Guide : Holidays and holiday pay (Pdf)
Good Practice Guide: Performance management (Pdf)
Good Practice Guide: Managing Individual Redundancies (Pdf)
Probation: Line manager briefing on effective management of the probationary period
Maternity Guidelines (Word doc) - under review
New & Expected Mother Risk Assessment Form (Word doc)
Paternity Leave Guidance (Word doc)
Parental Leave Guidance (Word doc) - under review
Adoption Leave Guidance (Word doc) - under review
If you require any assistance with the above please contact the HR and Development Office on 020 7486 5502
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Feedback & copyright
Methodist churches are free to use this Lay Employment Advisory Information for their own use. Any other organisations or individuals wishing to reproduce the material must contact the Methodist Church for permission. The material is copyright and cannot be used commercially without permission.
© Trustees for Methodist Church Purposes, 2010
Methodist Church House, 25 Marylebone Road, London NW1 5JR
Tel: 020 7486 5502