Title. Initials Surname
Address Max 4 lines or will not fit
Address 2
Address 3
Address 4 / Protective marking: Protect
Our ref: SNS_Appt_CSA initials
Employee number: number
Retention: Emp 100
Dear First name
Subject: Employment contract
I am very pleased to be able to offer you the position of position title on a temporary / permanent contract.
Congratulations on receiving this offer of employment. I am delighted to welcome you to the Environment Agency and look forward to working with you.
Your salary will be £XX
If you are currently employed I would strongly advise that you delay your resignation until we have received the completed forms and can agree a start date for this position.
This is, of course, a conditional offer of employment, subject to you successfully completing all checks and assessments outlined in this letter.
Checks and completed forms needed to agree a start date:
· proof of identity and residency
· nationality and immigration status (including workers registration card and Visa types if applicable)
· satisfactory references covering a three-year period
· health clearance, and
· criminal record clearance.
This letter of employment forms part of your contract of employment with us. I know you will want to start work with us as soon as possible so please read it, complete the enclosed paperwork and send it back to us. There’s a checklist at the end of this letter to help you.
Given some of the documents you need to send are sensitive, we recommend that you use the ‘Special Delivery’ or ‘Recorded Delivery’ service provided through the Post Office when you return the relevant paperwork to the HR Service Centre.
Once we receive your completed paperwork listed above line manager, line manager name, will be in touch.
If you have any queries, please don’t hesitate to contact me at the HR Service Centre. Please use the details below to return documents to us.
8 /) / 711 6099 (int) or 0845 602 6099 (ext)
* / HR Service Centre, Floor 4, Stockdale House, Headingley,
Leeds, LS6 1PF
May I take this opportunity to welcome you to the Environment Agency and wish you every success in your new role.
Yours sincerely
First name Surname
Customer Service Advisor
List of enclosures:
· Offer Conditions
· Terms and Conditions of Employment
· Criminal Record Information/Basic Disclosure Instructions/Application form
· Pension leaflet + PEN1, PEN 2, PEN 16, PEN 19
· Code of Conduct
· Working Time Policy
· Fit For Work Leaflet
· New Joiners Form
· Checklist
Optional enclosures - delete as applicable· Relocation Policy
· Lease Car Policy
· Environment Officer Career Grade Scheme
Document checklist
Please use this checklist to ensure you return all of the correct documents to us, when you accept this offer.
Included?New Starter Pack
· Signed copy of offer conditions/terms and conditions of employment / o
· New joiners form / o
Environment Agency Pension Fund
If you do want to join the Pension Fund you must complete and return the following 2 / 3 documents:
· PEN 1 (new member’s form) / o
· PEN 16 (expression of wish for payment of death grant form) / o
· Where appropriate, PEN 19 (nomination of co-habiting partner form) / o
OR / OR
If you do not want to join the Pension Fund you must complete and return the following document:
· PEN 2 (election not to be a member form) / o
Documents to forward on / Done?
· Criminal Record Check application form to be sent to Disclosure Scotland or through their website: www.disclosurescotland.co.uk.
· When you receive the original certificate you need to forward this to the HR Service Centre. We will not accept photocopies. / o
o
· Health clearance application form to be sent to Health Management Ltd or complete the on line questionnaire using the link provided. / o
Delete if relocation is not offered
· Employee application to join Relocation Scheme ( Form1B ) to be completed and forwarded to your line manager / o
Please note: your original documents (outlined in your invite to interview letter) need to be viewed, verified and copied by the recruiting manager. If you have not done this, please do so immediately.
Offer conditions
Trial period
Your appointment is subject to a six-month trial period, which we may extend by up to three months, in order to review your performance and suitability for the post. During the trial period your contract can be terminated by either party at a week’s notice.
Check NTA, section 8.Health clearance – pre-employment health risk assessment
Your position may require specific medical assessment in order to receive health clearance from our Medical Advisors.
Details on how to apply on line will be emailed to you separately.
If you have not provided us with an email address then an application form will be sent to you. Please complete this and send to :
The Clinical Services Team, Health Management Ltd, 2 Home Farm Courtyard, Meriden Road, Berkswell, Warwickshire, CV7 7BG
Any information you provide will be treated in the strictest confidence.
References
Your employment is subject to the receipt of satisfactory employment references covering three years, one of which must be from your present or most recent employer, where appropriate.
We reserve the right to carry out further reference checking at any time during your employment with us. We will inform you if we carry out further checks and explain why it is necessary. If you decline further checks when requested, your continuing employment with us may be affected and we may not be able to consider you for certain positions within the organisation.
Criminal record check
As stated in your application form, you need to provide us with an independent criminal declaration check through Disclosure Scotland. You need to apply for a Basic Disclosure Certificate.
To apply, visit www.disclosurescotland.co.uk. If you do not have access to the internet, or you have not lived at the same address for the last 5 years, please complete the enclosed application form instead.
The current fee for the certificate is £25.
Once you receive your certificate, please forward it to the HR Service Centre.
Please note, we need the original and will not accept photocopies
It is our practice to destroy Disclosure certificates once they have been sighted by us. We will only return your certificate if you provide us with a self addressed envelope. We will then arrange for the Disclosure certificate to be returned by Royal Mail ‘Recorded’ delivery.
Include for permanent external staff only – not for contractors, employment agency temps and so on – check NTA section 1.Please note: If you successfully pass all the relevant checks and commence work with us we will reimburse the certificate fee. Please keep your receipt as you will need to submit it to receive the reimbursement.
The fee for the certificate should be claimed from the start date of your employment and not the date on your receipt. You will be reimbursed with a grossed up amount of £34 from which your normal rate of Income Tax and National Insurance will be deducted.
Personnel security checks
Satisfactory personal security checks must be obtained and maintained throughout your employment. For some roles this may include Counter Terrorism Checks, Develop Vetting and Security Clearance. If you decline, or fail further checks when requested, your continuing employment with us may be affected.
Proof of identity and residence
Please ensure any original documents you supply have been provided to the recruiting manager who will verify them, make a copy and return the original to you.
To comply with laws on asylum and immigration and maintain the appropriate standards of security in the Environment Agency, you will need to provide the following documents if you have not already done so at the interview stage.
Proof of identity
Acceptable documents for proof of identity are either:
An original single document from the following list:
· A passport showing you are a British citizen, or have right of abode in the UK;
· A national passport or national identity card showing you are a national of a European Economic Area (EEA) country or Switzerland;
· Another relevant document stating that you have a right to work in the UK;
Or an original document such as a P45, P60 or payslip that confirms your National Insurance (NI) number, plus:
· A full birth certificate which bears an issue date within 6 weeks of birth, issued in the UK, Channel Islands, Isle of Man or Ireland which includes the names of your parents;
· A certificate of registration or naturalisation stating that you are a British Citizen;
· A document issued by the Home Office indicating that you can stay in the UK and are allowed to do the type of work being offered.
Check NTA, section 7 permission to work in the UKInclude this paragraph for sponsorship/Visa
As you are a Non-European Economic Area National, and need permission to remain and/or work in the UK, the duration of the contract will be dependent on maintaining the terms and conditions set to you by the UK Border Agency.
Please note that sponsorship under tier 2 with the Environment Agency is subject to both parties meeting the requirements set by the UK Border Agency. If applicable sponsorship will be issued against a specific post and does not allow individuals to move roles within or outside the Environment Agency.
Check NTA, section 7 permission to work in the UK
Include this paragraph for workers registration scheme
As you are a member of the European Economic Area you are required to register on the Workers Registration Scheme and will need to provide original documentation such as a registration card or certificate before employment commences. If you are yet to register you need to do so within 28 days of your agreed start date.
The duration of the contract is dependant on following and maintaining the terms and conditions set to you by the UK Border Agency/Home Office.
Proof of residence
An acceptable proof of residence document is an original from the following list which should be dated within the last three months:
· Utility bill
· Bank statement
· Payslip from a previous employer.
Please note: your original documents need to be viewed, verified and copied by the recruiting manager. If you have not done this, please do so immediately. You do not need to send any original documents to the HRSC.
Qualifications
If qualifications are relevant to this position you may be requested to provide evidence of them at any time. If you are asked to provide qualifications and cannot, this may affect the status of this contract.
Declaration of interests
The Environment Agency recognises that employees may have outside interests whether in a paid or honorary capacity; such as a School Governor or Magistrate for example. The Environment Agency would not wish to discourage interests - depending on their nature - particularly if it is in the public interest. Consent for you to take part in certain duties which affect your working time or attention to your position will not be unreasonably withheld.
You will not be entitled to engage in any other employment or business or hold any position honorary in any Company, business, partnership or other organisation which puts you in actual or potential conflict of interest with Environment Agency interests and/or objectives. In accordance with the Code of Conduct, you are required as a condition of your employment to declare any interest on the Declaration of Interest Register. If you are in any doubt as to whether an interest should be declared you must seek guidance from your line manager or the Head of Internal Audit.
You should immediately disclose any outside interests which may affect your working time or attention to the Environment Agency business, to your line manager for an appropriate decision to be made.
Check NTA – section 6, question 33Include for relocation - ONLY IF INDUSTRY REGULATION SPECIALIST
Relocation
This offer of employment is conditional that you agree to have your normal place of work relocated to another location throughout England and Wales after an initial period of 18 months. Failure to do so within this period could affect your continuing employment with us. Please see the terms and conditions of employment which sets your obligations in this respect.
Terms and conditions of employment
Date / Thursday, 05 May 2011Employer / Environment Agency
Employee / Insert employee name
These terms and conditions and your letter of appointment constitute your contract of employment. The Environment Agency Employee Handbook contains policies and procedures which do not form part of your Contract of Employment, but which are relevant to your employment with us.
The terms and conditions of your employment may be varied from time to time by the Environment Agency after consultation, and where appropriate, following negotiation with the relevant National Negotiating Body; National Negotiating Group; (NNG) at present. Collective agreements relating to your employment with the Environment Agency are currently negotiated through the NNG. You will be informed of changes to terms and conditions within one month of the change, either by direct notification, or through the normal Environment Agency communication channels.