Approval Requirements
To ensure good employment practice and compliance with Methodist requirements, churches, circuits, districts and other employing bodies must obtain approval for both a proposed appointment and the associated employment documentation before an appointment is confirmed.
The District Lay Employment Secretary (DLES) should be involved at an early stage to review and advise on the proposed appointment and employment documentation. Acting on behalf of the District Lay Employment Sub-Committee, the DLES helps ensure that Methodist requirements, legal obligations and good employment practice are properly considered throughout the process.
This process helps ensure that employment arrangements:
- Meet legal obligations
- Reflect good employment practice
- Comply with Methodist requirements and Standing Orders, where relevant
- Protect the interests of both the employing body and the employee
In addition, all new contracts of employment that fall within the scope of the relevant Standing Orders require prior approval from the District Lay Employment Sub-Committee.
The Approval Process
Once recruitment to a lay post has been authorised by the Church Council, Circuit Meeting or District Managing Trustees, the District Lay Employment Secretary (DLES) will work with the employing body to review the recruitment and employment documentation.
Following this review, the DLES will offer advice and support to the employing body to help ensure that all requirements have been met before the recruitment process proceeds.
The following steps should be completed as part of the approval process.
Step 1: Ensure Authorisation
- Background information about the post, including whether it is a new or existing position.
- Details of the proposed line manager and an outline of their management responsibilities.
Step 2: Prepare the Job Description
The job description should clearly set out:
- The purpose of the role
- Key duties and responsibilities
- Basic terms and conditions of employment
Step 3: Prepare the Person Specification
The person specification should identify the:
- Qualifications required
- Relevant experience
- Knowledge, skills and abilities
- Personal attributes needed to undertake the role
Step 4: Consider DBS Requirements
Where a Disclosure and Barring Service (DBS) check is required for the role, this must be clearly stated within the job description or person specification.
Step 5: Confirm Funding and Affordability
An income and expenditure estimate should be prepared to demonstrate how the appointment will be funded.
Before the post is advertised, the relevant finance committee or decision-maker must confirm that sufficient budget is available and that the appointment is affordable.
When preparing the recruitment budget, consideration should also be given to related costs, including:
- Advertising and job board fees
- Recruitment agency costs (where applicable)
- Staff time spent on shortlisting and interviews
- Induction and onboarding costs for the successful candidate
Step 6: Prepare Recruitment Materials
The following information should be provided for review and approval:
- Advertisement text
- Proposed advertising channels and methods for attracting candidates
Step 7: Prepare Employment Documentation
Once a candidate has verbally accepted the role, the following documents should be submitted for approval before they are issued:
- Conditional Offer Letter
- Formal Offer Letter
- Written Terms and Conditions of Employment
Templates and Resources
Templates for all of the documents listed above can be found in the Downloadable Templates section of the Methodist Church website. Your District Lay Employment Secretary can also provide guidance and support throughout the recruitment and approval process.