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;
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;
Where to go for help
- Please call us on 730503 if you require any further assistance/advice.
**Some of this information is required to be contained in a written statement given to employees under Employment (Jersey) Law 2003.