Introduction

The Quality Employer Programme is a structured programme which covers all areas of human resource management.

This programme has been developed specifically to assist IHF Members with the implementation and development of a professional human resources system for your property.

The manual contains all the necessary back-up and guidance to ensure compliance with all areas of employment legislation. In addition, this programme may be used as a guideline in order to ensure compliance with the National Employment Right Authority,

(NERA). The manual is also intended as a source of reference for you in other related human resource matters.

The good practices and standards highlighted in this guide lead to:-

Full compliance with existing and new legislation

Assurance of compliance for NERA Inspection

Increased reputation in the market-place

A committed and flexible workforce

Higher productivity due to high morale

Delighted customers served by happy staff

A safe and healthy workplace

A professional approach to recruitment, selection and retention of staff.

The guide is divided into the following sections:-

Introduction and Overview of the QEP

Recruitment & Selection

Terms and Conditions of Employment

Induction of Staff

Training & Development of Employees

Performance Assessment of Employees

HR Policies and Procedures

Working Hours, Rostering, Record Keeping

Exit interviews

Sample Employee Handbook

A quick reference to the essential documentation and requirements in order to become accredited to the Quality Employer Programme.

Job Descriptions – Essential to issue them to all new employees on commencement of employment and a signed copy to be maintained on their personnel files.

Application forms – Essential that they are completed by all new employees and kept on the personnel file.

Reference checks – should be carried out on all staff prior to appointment and recorded.

Interview notes – should be maintained and attached to application forms or C.V.s

A letter of appointment or contract of employment to be issued to all employees. These should be signed by both parties and a copy kept on file.

Rosters should be maintained for each department, notified at least 3-4 days in advance to staff, should record the taking of breaks, record overtime and weekends off . Properties should be able to show any accumulation of overtime in time in lieu and show evidence that it is being taken. Every effort should be taken to reduce the incidence of split shifts. All legal requirements regarding under 18 year olds will be addressed ie start and finish times etc.

Conditions of employment – to include meals, staff areas, accommodation, transport arrangements and uniforms will be assessed. Certain strict criteria to be met in the area of staff accommodation – as per guidelines on the provision of Staff Accommodation issued by the IHF.

Training – an Induction programme should be evident and recorded using an induction checklist. All statutory training to be undertaken. Further attendance at training should be recorded. Training records to be maintained if any employees are being paid training rates under the Minimum Wage Act 2000. Each property should have trained trainers in house ie, those qualified through Trainers in Industry or similar course.

Performance Assessments – to be recorded. It is advised that some review take place during probation and then every 6 months or 1 year after this.

Grievance/Disciplinary –a written procedure must be evident and notified to all employees.

Recommended areas:

Pension Scheme – This is not compulsory but it is encouraged that certain staff ie., those with service over 1 or 2 years who have reached a certain age be offered a pension scheme.

Exit Interviews – sample forms attached

Medical Questionnaires – in particular for food handlers.

Each of the above areas are dealt with in more detail in the relevant sections of this manual. You should chose from the sample documentation the documents most suitable to your property.

This guide applies to all employees – both full time and part time/casual. Although you may have some long term employees, and it is not envisaged that you set up full personnel files for these employees, you should aim to have a file for all staff and for the longer service members at least the basic details e.g. contact number, date of birth, next of kin, banking details etc.

Reaching QEP Accredited Status

There is a great deal of assistance available to our members interested in implementing and being assessed for the Quality Employer Programme. By contacting Northbrook Road you can make an appointment for the QEP facilitator in your area to visit the property and give you any advice or information you may require.

The route to accreditation is simple:-

  1. Complete and return the Assessment Questionnaire, which can be forwarded to you from Northbrook Road. The Questionnaire will indicate to us whether you require any assistance from the IHF and when you feel you may be ready for assessment.
  2. When you are happy that the system is in place you can contact us for an assessment date.
  3. The Assessment will take about 2-3 hours and will involve a review of the personnel files, rosters, staff facilities and interviews with staff. Prior to the assessment visit, all staff should be made aware of the QEP and their involvement in the visit.
  4. If the assessor is satisfied that the system is implemented and being used, your property will be accredited to the programme. Should there be any outstanding areas not actioned the property will be notified on the day and either asked to send follow up documentation to the IHF or have a re-assessment at a later date of these areas.
  5. On successful accreditation the property will receive a QEP certificate for display in the hotel. We can also forward you a copy of the QEP logo for advertising purposes.
  6. The system is fully reviewed one year after the initial assessment and then every two years after this. A self assessment form is completed and returned to the IHF annually.

Quick Reference to documents required by NERA to carry out inspection.

Employer Registered number and details of the employee’s PPS

Employees name and address

Terms of employment for each employee

Copy of date of commencement

Date of termination

Details of job classification

Copies of payslips and payroll details for each employee

Hours of work for each employee

Details of start and finish times, breaks annual leave and public holiday entitlements

Information in relation to the employment of young persons

Documentation which may demonstrate compliance with employment rights legislation.