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Knowing your employees

PERSONNEL RECORDS ARE IMPORTANT SO THAT YOU:

  • Make decisions based on fact, not rumour or recent impression
  • Can manage staff costs accurately
  • Measure how effectively individual employees are performing
  • Anticipate problems on recruitment, labour turnover, absence, lateness, accidents, discipline and sickness
  • Ensure customer need is matched by the right number and quality of staff
  • Know the discipline policy is being applied fairly

WHAT DO YOU NEED TO DO?

  • Start with a straightforward manual (or computerised) record system
  • Record only what is needed; find out from your managers and staff what they need
  • Compile a comprehensive application form; it is a base document for selection purposes
  • Consult your employees; they need to be confident about the use of the recording system
  • Maintain confidentiality at all times
  • Meet the requirements of Jersey data protection law*

WHAT DETAILS DO YOU NEED TO KEEP IN YOUR PERSONNEL RECORDS?

  • Personal information... name, date of birth, address, educational/professional qualifications, previous experience, next of kin and Island residential status**
  • Employment information... date started with employer, job title and date started current job***
  • Terms and conditions ... pay rate(s), hours of work, holidays, maternity leave and pensions***
  • Absence information... lateness and sickness (authorised and unauthorised)
  • Details of accidents at work
  • Information on disciplinary actions... warnings and decisions
  • Training and development projects and courses
  • The A to Z of Work provides further advice

WHERE TO GO FOR HELP

  • The Jersey Advisory and Conciliation Service is available to give free advice on this and all other employment relations matters. Just give them a ring on 730503.
  • Help on training and Investors In People matters can be obtained from the Project Manager, Business Development, telephone 280265.

    *Employees are entitled to have access to their personal details held on computer under The Data Protection (Jersey) Law 1987.

    **Details about the recruitment of staff, especially non-Island residents, are set out in The Regulation of Undertakings and Development (Jersey) Law 1973 as amended.
    A guide "Starting A New Business ... Taking On Staff’ is available from the office on 603710.

    ***Some of this information is required to be contained in a written statement given to employees under Employment (Jersey) Law 2003.