Staff Handbook
The purpose of a contract and Staff Handbook is to communicate the employer’s policies, procedures and rules to all employees.
The legislation only requires the main terms and conditions of employment to be in writing (see Written Terms required by law). Also the parties can rely on implied terms.
However we are firmly of the view that this is not adequate for the complexities of current employment law. A transparent and open approach in the form of a contract and a staff handbook, setting out the employer’s policies, the employee’s rights and equally important, their responsibilities, is much more appropriate.
With each side understanding the framework for the whole employment relationship it is our experience that there is far better understanding between the parties and far less room for confrontation. It is also much easier, of course, for employers to show compliance with the law where their contracts and staff handbook outline all the issues that must be addressed.
With this in mind we have published a standard contract of employment and a standard staff handbook specifically for the convenience store sector that combine to create a concise and clear framework and, at the same time, meet the requirements of the legislation. Both documents can be used just as they are but can also be extended by way of specific additions for individual employers. With the contract is an instruction sheet giving guidance on completion of the various clauses and draft letters dealing with the most common situations when issuing new contracts.
If you extend the framework yourself by adding policies, procedures and rules, make sure you clearly define those that are to be contractual i.e. part of the employment contract and those that are to be discretionary, i.e. capable of being withdrawn at anytime, with or without notice.
Don’t forget to consider if you need to introduce particular rules on health and safety, security or relating to particular types of work or particular areas of the workplace. Contact the Helpline if you want to discuss such matters.
If you want to introduce new contractual obligations or rules for existing staff it is important that you seek their agreement first. In other words, the same situation arises as with any variation of contract terms. If you meet with any problem consult the Helpline.
When taking on new staff, refer to the Information Sheet on Recruitment.
More detailed information on key issues in the draft contract can be obtained from appropriate Information Sheets as follows:
Hours of Work:
48 Hour Week
Sunday Working
Flexible Hours
Remuneration :
National Minimum Wage
Equal Pay Act 1970
Additional benefits
Diligence and Honesty
As for the standard staff handbook, every subject matter has a corresponding Information Sheet on the website that can be referred to if more detailed guidance is required.
Every employee must have ready access to a copy of the Staff Handbook and where possible he or she should have their own individual copy. Always obtain written acknowledgement from every employee that they have seen a copy of the Handbook and are aware of its contents.
The Staff Handbook forms part of every employee’s Contract of Employment and should be read in conjunction with that contract. This also means that the Employer must comply with the policies and procedures set out in the Handbook, such as those involving grievances, discipline and termination of employment.
We have referred to a “standard contract” of employment above but there are other contracts requiring different considerations e.g. Fixed term contracts. If you require such contracts or have other special requirements relating to contracts or staff handbook, please contact the Helpline.
All PBS information sheets are designed to provide the detail you need to implement best business and employment practices. They are not a detailed commentary on the current law and where advice is needed in a specific case you should contact PBS for expert consultation.
employment contract