Recruitment Policy 2011 This policy is intended to provide guidance to both the Parishes and Agencies in the recruitment of new staff. There are certain legislative requirements which MUST be adhered to and other good practice which we would recommend you follow. Sample letters and other documents are in the appendices. Recruitment Procedure When recruiting for a new position it is first essential to identify the requirements of the role and to write a comprehensive job description. This should identify the key tasks/responsibilities of the job, the hours required, the salary to be paid and the skills and experience required of the job holder. This will form the basis of both the job advert and whether or not safeguarding and certain immigration rules will apply. The nature of the job will determine where the job is best advertised. Parish newsletters and websites are a good source of candidates for Parish roles and it is always worth advertising in neighbouring Parishes as well. Job centres are also a good source for administrative and unskilled roles. Professional roles – eg accountant, Schools Officer – would need to be advertised in profession related publications and/or Catholic press – eg The Tablet. Whilst many employers do not respond to all applicants it is good practice to do so. An initial acknowledgement can be used to acknowledge receipt of an application and to advise the candidate what will happen next. Clearly unsuitable applicants should be rejected straight away. It is good practice to have at least 2 interviews for all jobs (except perhaps the least skilled – eg cleaner) and to have more than one person involved at some point. If any type of testing is required (eg computer skills) this should be undertaken at first interview. Results from the tests and opinions gained from the first interview can be used to decide who to invite back for second interview. Ideally the second interview should be to determine the best fit of the person with the rest of the team and/or their immediate manager (eg the Parish Priest) and so you would not want to have more than 2/3 candidates at a second interview. All questions asked at an interview should relate to the job and the skills and experience of the candidate to carry out the job requirements. Please see the section on discrimination for a guide to what you can and cannot ask at interview. Following the interviews the unsuccessful candidates should be rejected and the successful candidate made an offer. All offers MUST be subject the following conditions:

Successful completion of a probationary period – this will usually be 3 months but may be 6 months for more senior roles.

Receipt of satisfactory references – at least one should be from a current or most recent employer.

Proof of permission to work in the UK (please see the Immigration rules below) A CRB disclosure – if required for the job

The successful candidate must have a contract of employment and be put on to the Diocesan payroll using the forms in Appendix A.

Job Description Key responsibilities/tasks Person specification Hours/Pay CRB required? Check with SGO

Suitable Candidate Invite to 1st interview

Unsuitable Candidate Reject before interview

First Interview

Suitable Candidate Invite to 2nd interview

Unsuitable Candidate Reject after 1st interview

Second Interview

Suitable Candidate Conditional Offer

Unsuitable Candidate Reject after 2nd interview

Job Advert Place advert in appropriate media Manage response For roles requiring CRB check send

out SGO applicant pack

Recruitment Process

Take up references Check permission to work in UK Undertake CRB if required

If any unacceptable reject candidate and refer to previous candidates is any suitable – if not restart process

If all acceptable issue Statement of Terms and Conditions of Employment and complete payroll forms (Appendix A & B) – candidate starts work

Following successful completion of probationary period – confirm appointment

If incumbent is unsatisfactory during or at end of probationary period – dismiss

Statutory Requirements It is essential to comply with the following rules when recruiting new staff:

Discrimination Rehabilitation of Offenders Safeguarding Immigration HMRC

Discrimination You may not discriminate on any of the following grounds during the recruitment process:

gender/gender reassignment religion/belief ethnic/national origin age sexual orientation martial/civil partnership status pregnancy/maternity disability health

When drawing up a job description please ensure that you do not write it in such a way that might exclude any of the above groups and always ensure that you include the following statement in any job advert – ‘We are an equal opportunities employer and welcome applications from any suitably experienced candidates, who have current permission to work in the UK’. Please note that for the majority of jobs you cannot expressly request a Catholic but you can make it clear that the job is based within the Catholic church and that an empathy with that environment is essential. You may not ask any questions during an interview which may openly discriminate against any one group. So, for example, you cannot ask a female candidate if she is planning on having more children or an older candidate when he/she plans to retire. You also may not ask any health related questions other than in the context of whether or not the applicant might need any special consideration shown for his/her condition. You cannot exclude someone on the grounds of their health unless the job requires a specific level of fitness. For example, you would be permitted to exclude someone with back problems from a role which including manual lifting and handling. Back problems, however, would not be grounds upon which you could exclude someone from an office job. Rehabilitation of Offenders The fact that someone may have a criminal conviction does not mean that they cannot apply to work for us. However, in certain roles they would be required to disclose their criminal record in full.

The Rehabilitation of Offenders Act 1974 exists to support the rehabilitation into employment of reformed offenders who have stayed on the right side of the law. Under the Act, following a specified period of time which varies according to the sentence passed, all cautions and convictions (except those resulting in prison sentences of over 30 months) are regarded as ‘spent’. For most purposes the Act treats a rehabilitated person as if he or she had never

committed an offence and, as such, they are not obliged to declare their caution(s) or conviction(s) when applying for employment.

All cautions and convictions eventually become spent, with the exception of prison sentences of over 30 months (2 ½ years). The law was changed in December 2008 to include simple cautions, reprimands and warnings (which become spent immediately) and conditional cautions (which become spent after 3 months). Fixed Penalty Notices and Penalty Notices for Disorder, however, do not form part of a person’s criminal record.

Once a caution or conviction has become spent under the Act, the ex-offender does not have to reveal it or admit its existence in most circumstances. There are, however, some exceptions, which will apply to roles where we require a Criminal Records Bureau (CRB) disclosure. These roles include – this list is not exhaustive:

Altar Servers’ Co-ordinator Catechist Child Protection Representative Childrens Liturgy Eucharist Minister Parish Youth Worker Music/Choir Leader Pastoral Assistant Sacristan Safeguarding Representative Parish Secretary (if role includes pastoral work) Schools Officer

When we undertake a CRB check it will contain the prospective employee’s full criminal record. For roles requiring a CRB check any offers made must be conditional upon (amongst others – please see above) an acceptable CRB disclosure. Failure by the prospective employee to disclose all cautions and convictions, therefore, must result in the withdrawal of a job offer and may require you to notify the police. Safeguarding Above are the roles for which you must apply for a CRB check before the job holder commences in his or her role and this applies whether or not the job holder is a volunteer, self-employed or an employee. There may also be other roles for which a CRB would be advisable. Please check with the Safeguarding Office if you are unsure as to whether or not the role you wish to recruit for is subject to a CRB check. You are responsible for your employment decisions and as such should ensure that you follow the correct procedures for these roles. We are required by Catholic Safeguarding Advisory Service (CSAS) to follow certain procedures when recruiting for jobs that are subject to a CRB disclosure to ensure that we recruit safely. You must contact the Safeguarding Office prior to commencement of recruitment if you are intending to recruit for a role which requires a CRB disclosure. Immigration The rules on permission to work in the UK have changed in recent years. EU and Swiss nationals have the right to work in the UK, but they must provide proof of their EU or Swiss nationality, through a current ID card or passport. You MUST ask to see the original ID card or passport and then take a copy of it. Expired ID cards or passports are not acceptable.

Non EU or Swiss nationals have to prove 1) their nationality – through a current ID card or passport as above and 2) their permission to be in this country – usually through some type of visa and 3) permission to work in this country – again this might be a visa or letter from the Home Office. Tier 1 visa holders are automatically allowed to work in this country. Other tier visa holders may not be – for example student visas do not automatically permit holders to work in the UK. There are also now certain roles for which we have to be able to prove, if challenged, that we could not find an EU or Swiss national to fill, before we put a non EU or Swiss national into the role. These jobs would generally include unskilled and administrative jobs such as a cook, cleaner or secretary. Advertising such roles through the Job Centre is generally regarded as acceptable proof that you had tried to find an EU or Swiss national. HMRC HMRC are Her Majesty’s Customs and Revenue and are responsible for collecting tax and National Insurance contributions. When recruiting someone for a role it is essential that you carefully consider whether or not your relationship with them is going to be an employment relationship or a contract for services relationship. Who would be regarded as an employee:

Anyone who works regularly irrespective of the hours they work – so for example a cleaner who comes in for 2 hours a week would be classed as an employee, but a handy man who comes say once a quarter could be classed as casual

Anyone who works the hours you ask them to do – for example a gardener who comes and cuts the grass when he sees that it needs doing rather then when you ask him to could be considered as a self employed

Anyone who uses your equipment – for example a cleaner who uses your vacuum and dusters and for whom you purchase cleaning products would be classed as an employee

Does the person work for anyone else – if they do are they running a business (do they have a website or have adverts anywhere) – in which case they would be genuinely self employed or do they just have a couple of jobs – in which case they are probably employees at both locations

Does the person give you an invoice – if they do then they are probably self employed – if they don’t or are not prepared to then you must treat them as an employee

You must not treat someone as self-employed just because they request it. They must be able to prove to your satisfaction that they are genuinely self-employed and provide you with an invoice. If you treat someone as self-employed and they subsequently prove not to be you will be liable for any outstanding tax and national insurance payments. Starting Work An applicant should only commence in their job when:

You have received satisfactory references You have received proof of their permission to work in the UK The CRB disclosure has been completed – you MUST not start someone in a role that

requires a CRB until the disclosure has been completed

When all of the above have been received satisfactorily you can issue the statement of terms and conditions of employment (Appendix B) and the employee can start work. All new employees must be put on the Diocesan payroll to ensure that we collect the correct tax and national insurance and also to ensure that the employee receives the correct pension contributions. Forms for new starters are available In Appendix A or from the Payroll Office. All new employees should be subject to a probationary period (generally 3 months) in which you can review their suitability for the role. If a new starter has performed well during their probationary period you should send them a letter to confirm their appointment. If their performance has not quite been what you had hoped you can extend the probationary period. However, you should not allow problems to fester until the end of the probationary period but deal with them as they arise. The new employee should not suddenly find out at the end of the probationary period that he/she was not doing what you expected of them. If, despite attempts to resolve issues on an on-going basis the employee is still not working out you may dismiss them at the end of the probationary period. Please note DO NOT dismiss anyone without first gaining advice from Sarah Wood in HR and do not leave it until after the end of the probationary period to make your decision. All new employees are entitled to one weeks’ notice so you need to make any decisions to dismiss at least one week before the end of the probationary period. Appendix A - Payroll Forms Appendix B - Statement of Terms and Conditions Appendix C - Letters Appendix D - Contacts

Appendix A

Payroll Forms

These forms are required for putting a new starter on the Diocesan payroll. Please ensure that both forms are completed.

DIOCESE OF SOUTHWARK DIOCESAN PAYROLL SERVICE

FINANCE OFFICE 59 WESTMINSTER BRIDGE ROAD, LONDON SE1 7JE

Telephone 020 7960 2500 E-Mail payroll@finance-rcdsouthwark.org

PAYROLL SERVICES

NOTIFICATION OF DETAILS

BY EMPLOYEE ~~~TO BE SENT FOR THE ATTENTION OF THE PAYROLL ACCOUNTANT ~~~~

~~~TO BE KEPT SEPERATE FROM ALL OTHER COMMUNICATIONS~~~

IMPORTANT <<Delete as Applicable>>

~~~~ TO BE COMPLETED IN BLOCK CAPITALS BY THE EMPLOYEE ~~~~

Please make sure that all entries are correct and distinct. These details are used by the Revenue and for bank transmission.

FAMILY NAME ___________________________________________________ OTHER NAME ___________________________________________________ TITLE Mr/Mrs/Miss/Ms/Rev or Other (please enter)_______________ ADDRESS ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ POST CODE _____________________ TELEPHONE NUMBER ___________________________________________________

NEW EMPLOYMENT Complete all parts on pages 1 and 2 then sign and date

AMENDMENT Complete Page 1 and any parts on page 2 requiring amendment then

date and sign

PAYROLL NUMBER _____________________________ (N/A for new employees)

PAYROLL SERVICES

NOTIFICATION OF DETAILS

BY EMPLOYEE

~~~~ TO BE COMPLETED BY THE EMPLOYEE ~~~~ DATE OF BIRTH Day___________Month_____________Year______________ NATIONAL INSURANCE NUMBER STUDENT LOANS

Student Loans If you left a course of Higher Education before last 6 April and received your first Student Loan instalment on or after 1 September 1998 and you have not fully repaid your Student Loan, enter 'X' in the above box. (If you are required to repay your Student Loan through your bank or building society account do not enter an 'X' in box) D

BANK NAME ___________________________________________________ BANK ADDRESS ___________________________________________________ ___________________________________________________ ___________________________________________________

BANK SORT CODE BANK ACCOUNT NUMBER BANK FULL ACCOUNT NAME__________________________________________ The name of the account holder/s as shown on cheque books or statements HM REVENUE & CUSTOMS

P45 ATTACHED TO BE SUPPLIED BY_________________(date)

IF A P45 IS NOT PRESENTED AT THE TIME OF COMPLETING THIS FORM THEN THE FOLLOWING NEEDS TO BE COMPLETED. IF YOU LATER RECIVE A P45 FROM YOUR PREVIOUS EMPLOYER THEN FORWARD IT TO PAYROLL. P46 YOUR PRESENT CIRCUMSTANCES

Read all the following statements carefully and enter 'X' in the one box that applies to you. A – This is my first job since last 6 April and I have not been receiving taxable Jobseeker's Allowance or taxable Incapacity Benefit or a state or occupational pension. OR B – This is now my only job, but since last 6 April I have had another job, or have received taxable Jobseeker's Allowance or Incapacity Benefit. I do not receive a state or occupational pension. OR C – I have another job or receive a state or occupational pension. C B

SIGNED ___________________________________________________ DATE _____________________________

DIOCESE OF SOUTHWARK DIOCESAN PAYROLL SERVICE

FINANCE OFFICE 59 WESTMINSTER BRIDGE ROAD

LONDON SE1 7JE Telephone 020 7960 2500

E-Mail: payroll@finance-rcdsouthwark.org

PAYROLL SERVICES

NOTIFICATION OF DETAILS

EMPLOYER ~~~TO BE SENT FOR THE ATTENTION OF THE PAYROLL ACCOUNTANT ~~~~

~~~TO BE KEPT SEPERATE FROM ALL OTHER COMMUNICATIONS~~~

IMPORTANT <<Delete as Applicable>>

~~~~ TO BE COMPLETED IN BLOCK CAPITALS BY THE EMPLOYER ~~~~

Please make sure that all entries are correct and distinct EMPLOYEES NAMES FAMILY NAME ___________________________________________________ OTHER NAME/S ___________________________________________________ TITLE Mr/Mrs/Miss/Ms/Rev or Other (please enter)_______________ ANNUAL GROSS SALARY _______________________Per Annum DATE EMPLOYMENT COMMENCED Day______Month_________Year________ DATE TO BE ADDED TO DIOCESAN Day _____ Month ________ Year _______ PAYROLL (if different to above) EMPLOYMENT FULL TIME/PART TIME

PERMANENT /TEMPORARY NORMAL WORKING WEEK _____DAYS PER WEEK

NEW EMPLOYMENT Complete all parts then sign and date

AMENDMENTComplete Name and parts requiring amendment then date and sign parts

then sign and date

_____HOURS PER WEEK

RESPONSIBLE TO __________________________________________________________ JOB DESCRIPTION ____________________________________________________ EMPLOYEE NOTIFICATION OF DETAILS FORM ATTACHED YES/NO

( Delete as applicable)

PAY ROLL SERVICES

EMPLOYER NOTIFICATION OF DETAILS ~~~~ TO BE COMPLETED BY THE EMPLOYER ~~~~

ADDITIONAL INFORMATION __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ PLACE OF EMPLOYMENT___________________________________________________

(Parish Name-not Church Name or Department or Agency Name) PARISH, DEPARTMENT OR AGENCY PAYROLL REFERENCE______________________

(If not known please email Payroll) SIGNED ___________________________________________________

To be signed by the Parish Priest (for the Parish) or Officer (for a Diocesan Department or Agency or other Organisation).

NAME (In Capitals) ___________________________________________________ DATE _____________________________

TELEPHONE CONTACT NUMBER IN THE EVENT OF ANY QUERY ___________________________________________________ All queries on income tax must be addressed to HM Revenue and Customs as even if the wrong code is issued we are obliged to follow their instructions.

Please make a note of the HM Revenue and Customs Office for RCDOS employees

Lothians Area, Saugton House, Broomhouse Drive, Edinburgh, EH11 3XG Tel 0845 302 1409

When contacting them your employee will need their National Insurance number and the Payee reference number for the diocese which is 846/C170019-Oct-11

PAYROLL SERVICES

EMPLOYEE INFORMATION

~~TO BE RETAINED BY THE EMPLOYEE~~

All queries on income tax must be addressed to HM Revenue and Customs as even if the wrong code is issued we are obliged to follow their instructions. Notifications to the employee by HMR&C can not be used by the employer.

HM Revenue and Customs Office for RCDOS employees

Lothians Area, Saugton House, Broomhouse Drive, Edinburgh, EH11 3XG Tel 0845 302 1409

When contacting them you will need your National Insurance number and the Payee reference number for the diocese which is 846/C1700

Pensions The Diocese is not permitted to give advice or recommend any scheme. It does as is required by law make available access to a Stakeholder Pension scheme. The Stakeholder Pension was introduced by the Government to provide a low-cost, highly flexible and penalty-free way of saving towards a pension. If you are interested in finding out more about the Stakeholder Pension scheme operated through the Diocese, speak to the Parish Priest, Dean, local Agency or Department manager: In the case of central Diocesan employees only write to Fr. John Weatherill at the Diocesan Finance Office. Before committing yourself to any new pension you it is important that you should seek the advice from an Independent Financial Advisor who will be qualified to advise as to the value of any current pension provision and the suitability of a new pension to your individual needs and circumstances.

Appendix B

Sample Statement of Terms and Conditions of Employment

STATEMENT OF TERMS AND CONDITIONS OF EMPLOYMENT

From: Archdiocese of Southwark, c/o Parish Address To: Employee name and address Date: Dear <employee name> In accordance with the Employment Protection (Consolidation) Act 1978 as amended, I give below a statement of the main terms and conditions, which govern your employment with the Archdiocese of Southwark, hereinafter referred to as ‘the Employer’. This document, together with any other documents to which it refers, and any additional documentation, which may, from time to time be provided to you, forms your contract of employment. Your employment is dependent upon the following:

Receipt of satisfactory references Proof of your permission to work in the UK The successful completion of a probationary period (see Section 3 below) The receipt of an acceptable CRB disclosure

This Statement of Terms and Conditions of Employment is correct as at <same date as above>. 1. COMMENCEMENT/CONTINUOUS EMPLOYMENT Your employment will commence on <start date>. This is also the start of your period of continuous employment. 2. JOB TITLE You will be employed as <job title> and your key tasks/responsibilities are: <list key tasks> All staff may occasionally be required to undertake reasonable duties outside of their usual role should the organisation so require. 3. PROBATIONARY PERIOD This offer is subject to the successful completion of a 3 month probationary period from your start date, at the end of which time your appointment will be confirmed. We reserve the right to extend the probationary period should we deem it to be necessary.

4. LOCATION Your normal place of work will be <parish address>. However, we reserve the right to request that you work at an alternative location within daily travelling distance of the above address, should we so require. 5. HOURS OF WORK Your normal hours of work are: <examples below>

9.00am to 5.00pm Monday to Friday with one hour for lunch 10.00am to 1.00pm Wednesday and Thursday 15 hours per week – days/times to be mutually agreed

In addition to your normal hours you may, from time to time, be requested to work overtime to meet the demands of the organisation. 6. PAY Your rate of pay is £<amount> per <week/month/annum> as at the date of this statement. Payment is made monthly in arrears by credit transfer to your Bank account. 7. HOLIDAYS The holiday year runs from 1st January to 31st December each year. The standard, full time annual holiday entitlement in this period is 28 days including the following public holidays:

New Years Day Good Friday Easter Monday Early Spring Bank Holiday (May Day) Late Spring Bank Holiday (Whitsun) August Bank Holiday Christmas Day Boxing Day

[Someone who works full time would get the 28 days above. Part time staff would get a pro-rata amount of the 28 days. For example – using the hours examples above;

The first one (9 – 5 Monday to Friday or 35 hours per week) would get the 28 days

The second one (10 -1 Wednesday and Thursday) would get 2/5ths of the full time entitlement = 28/5 x 2 = 11.2 or 11 days (rounded to the nearest whole number)

The third one (15 hours per week) would get 15/35ths of the full time entitlement = 15/35 x 28 = 12 days]

If you leave during the holiday year your total annual entitlement for that year will be calculated on a pro rata basis for each completed month of service and will be rounded up to the nearest whole day. All holidays must be agreed in advance with your manager and you must comply with all policies and procedures relating to taking holiday entitlement.

8. SICKNESS AND ABSENCE If you are unable to report to work due to sickness, injury or any other reason, you or someone acting on your behalf must notify your manager directly by no later than 0930am on the first day of absence. Please make every effort to speak directly to your manager rather than leaving a voice message. If you are unable to speak to your manager please speak to another member of staff if possible. If the absence extends beyond 7 calendar days (including weekends), a medical certificate must be submitted and further medical certificates will be required in respect of prolonged absences. One certificate must also indicate your fitness to return to work. In the case of prolonged or recurrent sickness or injury absence, we may require medical certificates for shorter periods of sickness and/or we may require you to see a Doctor of our choice to ascertain your fitness to perform the job for which you were employed. If you are absent due to sickness or injury Statutory Sick Pay (SSP) will be payable in accordance with the provisions of the scheme. We also offer organisational sick pay (inclusive of SSP owing) in accordance with the table below. Service Organisational Sick Pay (total payable in a 12 month period) During probationary period Nil Between the end of the 6 weeks on full pay + 6 weeks on half pay Probationary period and 1 years Service Over 1 years service 12 weeks on full pay + 12 weeks on half pay Organisational sick pay is aggregated throughout the year, so the figures above are the maximums payable in each 12 month period and include any entitlement to SSP. Please also note, that we reserve the right to alter these payments at our discretion should we so require. We reserve the right to terminate employment on the grounds of ill health in cases of continued sickness absence, which have reached 6 months. 9. TERMINATION Both parties are required to provide to the other, in writing, the following periods of notice to terminate employment: for employees with a period of continuous employment of up to 2 years - one week’s

notice for employees with a period of continuous employment between 2 and 12 years - one

week’s notice for each year of service for employees with a period of continuous employment of more than 12 years - at

least 12 weeks’ notice If we are unable to provide you with the required notice period you will be paid in lieu of the outstanding notice period.

10. DISCIPLINARY AND GRIEVANCE PROCEDURES The disciplinary and grievance rules that apply to you in your employment are set out in the Staff Handbook. It is in your interest to make yourself aware of the rules that, amongst other things, indicate offences that could result in dismissal. If you are dissatisfied with any disciplinary action that affects you, you may appeal against the decision as indicated in the rules. 11. HEALTH AND SAFETY You are required to take all reasonable steps to safeguard your own health and safety and that of other staff and visitors or any person who may be affected by your actions. You must co-operate with management and other authorised persons to ensure that the statutory requirements and the organisation’s rules in this respect are complied with. 12. PERSONAL PROPERTY Management does not accept responsibility for any loss or damage to the personal property of members of staff. You are advised to safeguard your property and to take out an appropriate insurance policy. 13. RETIREMENT AND PENSION There is no longer a default retirement age of 65 from employment in the Diocese. This means that you can keep working for as long as you wish and are able to do so. However, we recognise that not everyone will want to work indefinitely and so will meet, at least once a year, with all staff once they have reached their 65th birthday, in order to keep on top of retirement plans. We currently offer a Stakeholder Pension Scheme, but will be moving to the new Government Personal Accounts in 2012. Full details of the new scheme will be made available later in 2011. 14. CHANGES TO TERMS AND CONDITIONS OF EMPLOYMENT Any changes to the terms and conditions of your employment will be communicated to you in writing or exhibited on the notice board within one month of the change. 15. PERSONAL DETAILS You must notify your Manager of any changes in your personal details, e.g. address, next of kin, national insurance status etc. so that records can be kept up to date. 16. EQUIPMENT If, in the course of undertaking your job, you are required to use any special equipment, it is essential that you do so in accordance with the manufacturer’s instructions, professional qualification and any training that you have been given. The Employer accepts no liability for any injury or loss sustained as a result of failure to use such equipment properly.

17. OTHER EMPLOYMENT It is a condition of employment that you seek our agreement to undertake work outside of this role whilst you are an employee of the Archdiocese. Whilst it is not our intention to prevent our staff from undertaking other work, we reserve the right not to agree if we feel that the additional work would adversely affect your performance whilst working for ourselves or may result in a breach of the Working Time Regulations. 18. CONFIDENTIALITY In the course of your employment with the Diocese you may come into contact with sensitive information about the organisation, its employees, members of the clergy, parishioners and other associated organisations or people. It is an express term of your employment that such information is kept confidential both during and after your employment with the Diocese. 19. MILEAGE ALLOWANCE Should you use your own car on Parish business you will be reimbursed at the current mileage allowance rate. 20. MISCELLANEOUS Other policies and procedures that apply to your employment may be issued from time to time. Please familiarise yourself with these as they will also form part of your contract of employment. Yours sincerely On behalf of the Trustees of the Archdiocese of Southwark

Appendix C

Letters The following contain various sample letters that you can use throughout the recruitment process.

Reject Before Interview Invite to Interview Reject After Interview Offer References End of Probationary Period

Reject Before Interview Dear ….. Thank you for your application for the position of ……………………….. We have received a large response to our advert for the role and have several candidates whose skills and experience are a closer fit to our requirements than your own. We will not, therefore, be progressing your application any further at this stage. Thank you for the interest you have shown in our organization. Yours etc Invite to Interview – this can be adapted for an invite to 2nd interview Dear ….. Thank you for your application for the position of ……………………….. I am pleased to invite you to an interview on <date> at <time> at <address>. The interview will be with <names of interviewers>. Please can you let me know if you can attend. Yours etc Reject After Interview Dear ….. Thank you for attending the recent interview for the position of ……………………….. The standard of applicants was very high and unfortunately we have seen several candidates whose experience is a closer fit to our requirements than your own. We will not, therefore, be progressing your application any further at this stage. Thank you for the interest you have shown in our organization. Yours etc

Offer Dear Following your recent interview for the role of ………………………. I am delighted to make you an offer of employment. This offer is conditional upon the following:

Receipt of satisfactory references Proof of your permission to work in the UK The receipt of an acceptable CRB disclosure

Full details of your terms and conditions will be issued when the conditions above have been satisfied, but in the meantime the key points are: Start Date: Job Title: Salary: Hours: To accept this offer please sign and return the form below and provide us with details of your referees. In order to check your permission to work in the UK please will you bring your passport or ID card to the office for me to review. If this role is subject to a CRB disclosure our Safeguarding Representative will contact you directly with the appropriate forms. Yours etc ………………………………………………………………………………………………………………… ACCEPTANCE To accept the terms and conditions detailed above please sign and date the form below and return it to the address above. Name (in full): …………………………………………………………………………………….. Signed: …………………………………………………………………………………………….. Date: ……………………………………………….

References Dear We have just offered <name> a job as <job title> and he/she has given your name as a referee. Please could you compete and return the enclosed reference form. All responses will be treated in the strictest confidence. Thank you. Yours etc

CONFIDENTIAL REFERENCE REQUEST Name: Position For: Please could you complete the form below and return it in the envelope provided. Please continue on to a separate sheet if necessary. Your responses will be treated in the strictest confidence. Thank you.

1. In what capacity do you know <name>?

2. What were/are his/her dates of employment with you?

3. In what capacity was/is he/she employed?

4. If he/she no longer works for you, what was his/her reason for leaving?

5. Please can you tell me approximately how many days he/she had off sick in the last 12 months of her employment with you?

6. Would you describe him/her as honest and trustworthy?

7. If <name> no longer works for you, would you re-employ him/her? If no, why not?

8. Are you aware of any reasons why we should not employ <name> in the above

position?

9. Is there any other information which you would feel would be useful to us? Probationary Period Dear Following the successful completion of your recent probationary period, I am delighted to confirm your appointment with us. Yours etc

Appendix D All of the below are located at 59 Westminster Bridge Road, London, SE1 7JE HR Sarah Wood 020 7960 2500 Sarah.wood@finance-rcdsouthwark.org Safeguarding Helen Sheppard 020 7960 25. Helen.sheppard@sgo-rcdsouthwark.org Payroll Norman Gibbons 020 790 25…. payroll@finance-rcdsouthwark.org