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WORKFORCE MANAGEMENT 1 Education Assistants’ Induction RUMA NETWORK.

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1 WORKFORCE MANAGEMENT 1 Education Assistants’ Induction RUMA NETWORK

2 WORKFORCE MANAGEMENT 2 Induction Program – Background Department of Education Staff Induction Policy – “Induction to the work environment of the Department of Education… is essential for all newly appointed employees” Education Assistants (Government) General Agreement 2010 – all new employees will attend specific induction sessions within three months of commencement of employment. RUMA NETWORK

3 WORKFORCE MANAGEMENT 3 The Department of Education Largest employer in Western Australia. Provides comprehensive school education for more than 250,000 students in 770 schools spread across Australia’s largest state. Central Office located at 151 Royal St, East Perth, provides leadership, policies, strategies and guidelines. RUMA NETWORK

4 WORKFORCE MANAGEMENT 4 The Department’s Values Government schools are open for all students. Actions are guided by the following values: Learning – positive encouragement for all. Excellence – high expectations of all. Equity – workplaces free of discrimination and abuse for all. Care – trust, mutual respect, acceptance of responsibility for all. RUMA NETWORK

5 WORKFORCE MANAGEMENT 5 Key Objectives (Plan for Government Schools 2008 – 2011) To make every student a successful student To have sound teaching in every classroom To ensure every public school is a good school To provide practical support for our teachers and support staff To deliver meaningful accountability To build public confidence in our schools RUMA NETWORK

6 WORKFORCE MANAGEMENT 6 Education Assistants’ (Government) General Agreement 2010 Covers the following employees: Education Assistants (Mainstream and Special Needs) Education Assistants (Auslan, Braille, Behaviour Centres) Education Assistants (Rural Integration Program) Education Assistants (Defence Force Transitional Aides) Ethnic Assistants Aboriginal and Islander Education Officers Home Economic Assistants (for wages only) RUMA NETWORK

7 WORKFORCE MANAGEMENT 7 Understanding the Role Look closely at your Job Description Form. Identify –a particular aspect that you see as a potential highlight –an aspect that may be a potential challenge in your role. Share your thoughts with a partner and be prepared to share your discussion with the whole group. RUMA NETWORK

8 WORKFORCE MANAGEMENT 8 General Principles of Official Conduct in WA Public Sector All public sector employees are required to: Act with integrity – in use of official information, equipment and facilities. Exercise proper courtesy and sensitivity – with the public and fellow employees. Comply with legislation re: behaviour, code of ethics and standards. “An Introduction to Working in the Public Sector” RUMA NETWORK

9 WORKFORCE MANAGEMENT 9 Staff Conduct Policy Applies to all Departmental staff. Provides broad direction on ethical responsibilities and appropriate behaviour. Employees have the right to be treated fairly and equitably. There are avenues for resolving complaints. Guided by the Department’s core values. RUMA NETWORK

10 WORKFORCE MANAGEMENT 10 WORKFORCE MANAGEMENT Staff Conduct Policy All Staff Must: familiarise themselves with the Policy Visit conduct.en?oid=au.edu.wa.det.cms.contenttypes.Policy-id conduct.en?oid=au.edu.wa.det.cms.contenttypes.Policy-id Access the DET Portal and complete the modules within “Accountable and Ethical Decision Making” under the Professional Learning tab.www.portal.det.wa.edu.au report any serious breach Some Potential Risk Areas: –customer service –attendance –occupational safety and health –working environment – alcohol, tobacco –ICT usage (i.e. Twitter and Facebook out of school hours) –use of Department resources –harassment and bullying RUMA NETWORK

11 WORKFORCE MANAGEMENT 11 WORKFORCE MANAGEMENT Equal Opportunity Act All students, employees and potential employees are to be treated with fairness, respect and dignity. –Working conditions and terms of employment should reflect these principles. –Under the Act it is unlawful to discriminate against anyone on the following basis: (The Department’s Equal Employment Opportunity/Diversity Policy) RUMA NETWORK

12 WORKFORCE MANAGEMENT 12 WORKFORCE MANAGEMENT race sex marital status pregnancy impairment religious conviction WORKFORCE MANAGEMENT Unlawful Discrimination RUMA NETWORK political conviction age family responsibility family status gender history sexual orientation

13 WORKFORCE MANAGEMENT 13 WORKFORCE MANAGEMENT Equal Opportunity Complaints An equal opportunity complaint is a complaint made under the Equal Opportunity Act Further information is available from the Equal Opportunity Commission: RUMA NETWORK

14 WORKFORCE MANAGEMENT 14 WORKFORCE MANAGEMENT Diversity WA has a diverse population, which is reflected in our schools and workplaces. The Department has a commitment to diversity. This is reflected in workplaces that are welcoming and sensitive to the gender, cultural and linguistic differences of our staff, students and school communities, and where the contributions of all are valued. (The Department’s Equal Employment Opportunity/Diversity Policy) RUMA NETWORK

15 WORKFORCE MANAGEMENT 15 WORKFORCE MANAGEMENT Duty of Care for Students Non-teaching staff must take reasonable care to avoid doing or not doing things that could reasonably be contemplated as causing injury to others (including students). (The Department’s Duty of Care for Students Policy) RUMA NETWORK

16 WORKFORCE MANAGEMENT 16 WORKFORCE MANAGEMENT Duty of Care for Students All Education Assistants are involved in personally caring for students as part of their normal duties, however the following groups have a higher level of responsibility. Refer to the appropriate JDF; Education Assistants Special Needs Aboriginal and Islander Education Officers Ethnic Assistants Defence Force Transitional Aides Education Assistants (Behaviour Centre, Auslan, Braille) RUMA NETWORK

17 WORKFORCE MANAGEMENT 17 WORKFORCE MANAGEMENT Duty of Care for Students Where duty of care is not a requirement in a JDF, teaching staff must first obtain agreement from an Education Assistant to care for students without a member of teaching staff also being present. Where it is not a requirement in a JDF, Education Assistants have the right to refuse responsibility. If an Education Assistant agrees to assume responsibility, teaching staff must provide clear instructions as to level of care required. (The Department’s Duty of Care for Students Policy) RUMA NETWORK

18 WORKFORCE MANAGEMENT 18 WORKFORCE MANAGEMENT Duty of Care for Students When Education Assistants agree to perform tasks that require them personally to care for students (in the absence of a member of the teaching staff), they will also owe a duty to take reasonable measures to protect students from risks of harm that reasonably ought to be foreseen. RUMA NETWORK

19 WORKFORCE MANAGEMENT 19 WORKFORCE MANAGEMENT What is ‘Reasonable Care’? The following factors must be considered: student’s age, experience and capability physical and intellectual impairment medical condition behavioral characteristics nature of the school activity nature of the environment any conflicting responsibilities of a school or staff member normal practices within the school and Departmental policies and procedures. RUMA NETWORK

20 WORKFORCE MANAGEMENT 20 WORKFORCE MANAGEMENT Performance Management Policy All staff will participate in a performance management process. –The process is directly linked to intended outcomes of the school/workplace. –Staff in supervisory roles are responsible for managing the process for you to: demonstrate accountability access growth and development opportunities receive access to quality and timely feedback RUMA NETWORK

21 WORKFORCE MANAGEMENT 21 WORKFORCE MANAGEMENT Stages of the Performance Management Process 1.Self reflection – staff members review their own performance in preparation for planning meeting. 2.Planning meeting – ensures clarity about expectations, roles and responsibilities. Results in a performance agreement. 3.Implementation of the agreement, ongoing feedback, constructive support and appropriate training. 4.Review meeting – results in a review report. RUMA NETWORK

22 WORKFORCE MANAGEMENT 22 WORKFORCE MANAGEMENT Performance Management Performance Management discussions are held between the Education Assistant and appropriate manager/supervisor (e.g. Business Manager/Registrar, Principal, Classroom Teacher). This may vary between schools and individual Education Assistants. RUMA NETWORK

23 WORKFORCE MANAGEMENT 23 WORKFORCE MANAGEMENT General Terms of Employment The employer may direct an employee to carry out such duties as are within the limits of the employee’s skill, competence and training, including work, which is incidental or peripheral to the employee’s main tasks or functions. Education Assistants are employed subject to a probation period not exceeding three months. (Sections 9.1 and 11.1 of the General Agreement) RUMA NETWORK

24 WORKFORCE MANAGEMENT 24 WORKFORCE MANAGEMENT Hours of Work The ordinary full time hours of work is 32.5 hours per week. Where the nature of the work requires ordinary hours to be more than 32.5 hours, the Employer and the Union may agree that it can be up to but not exceeding 38 hours per week. The ordinary hours for an Education Assistant (Behaviour Centre) is 38 hours per week. If employed for bus and classroom duties, the ordinary hours will not exceed 42 hours per week. Hours may vary according to student enrolments under certain circumstances. (Sections 15 and 17 of the General Agreement) RUMA NETWORK

25 WORKFORCE MANAGEMENT 25 WORKFORCE MANAGEMENT Breaks Education Assistants are entitled to: –a paid Tea Break of ten minutes daily between the second and third hour from the school starting time each day. –an unpaid Lunch Break of between 30 minutes and 1 hour between the hours of midday and 2pm. Education Assistants are not required to supervise students or undertake other duties during these rostered breaks. RUMA NETWORK

26 WORKFORCE MANAGEMENT 26 WORKFORCE MANAGEMENT Breaks With the exception of these two rostered breaks, all remaining time is counted as time worked. Should an Education Assistant need to leave the school grounds during a rostered break, the Business Manager/Registrar must be notified prior to leaving. RUMA NETWORK

27 WORKFORCE MANAGEMENT 27 WORKFORCE MANAGEMENT Flexible Working Conditions In accordance with its commitment to flexible working conditions, the Department has developed the Part-time Working and Job Share Arrangements Policy to assist employees to balance their work and family responsibilities. RUMA NETWORK

28 WORKFORCE MANAGEMENT 28 WORKFORCE MANAGEMENT Part-Time Work Part-time employment is defined as work that is regularly undertaken for less than the designated full-time hours. A part-time employee is entitled to the same entitlements as a full-time employee on a pro-rata basis in accordance with the hours worked. (Section 13 of the General Agreement) RUMA NETWORK

29 WORKFORCE MANAGEMENT 29 WORKFORCE MANAGEMENT Personal Leave Personal leave encompasses traditional sick leave and paid carers’ leave entitlements. –The intention of personal leave is to give greater flexibility by providing paid leave for a variety of personal purposes. –Personal leave is not to be used for circumstances normally met by other forms of leave. (Section 34 of the General Agreement) RUMA NETWORK

30 WORKFORCE MANAGEMENT 30 WORKFORCE MANAGEMENT Application for Personal Leave Employees must complete the necessary application and clearly identify which of the following circumstances apply: Sickness – injury or illness of employee not directly caused by the misconduct of the employee. Family – to be the primary care giver of a member of the employee’s family who is ill, injured or in need of immediate care. Unplanned – for unanticipated matters of a compassionate or pressing nature which arise without notice and require immediate attention. Planned – by prior approval of the employer, having regard for agency requirements and needs of the employer, where arrangements cannot be organized outside of normal working hours or through other leave. RUMA NETWORK

31 WORKFORCE MANAGEMENT 31 WORKFORCE MANAGEMENT Application for Personal Leave Planned personal leave will not be approved for regular ongoing situations. Evidence that would satisfy a reasonable person must be provided for any absence greater than 2 consecutive days. The evidence required will vary depending on the circumstances surrounding the leave application. (Section 34 of the General Agreement) RUMA NETWORK

32 WORKFORCE MANAGEMENT 32 WORKFORCE MANAGEMENT Personal Leave Entitlements 15 days per service year for a full-time employee, pro-rata for part-time employees. Of these 15 days: 2 days are non-cumulative and 13 days are cumulative The non-cumulative days are taken before cumulative days are accessed, and are lost on completion of each anniversary year. (Section 34.2 of the General Agreement) RUMA NETWORK

33 WORKFORCE MANAGEMENT 33 WORKFORCE MANAGEMENT RUMA NETWORK Variation of Hours Process The Union and the Department have acknowledged through the General Agreement that Education Assistants’ hours can vary according to student enrolments. To reduce hours the following process is required: voluntary reduction voluntary relocation compulsory reduction selection process Compulsory reduction - Education Assistants can have their hours varied following variation of the staffing establishment in line with student enrolments. This can occur for: Education Assistant Mainstream - in their first year of employment Education Assistant (Special Needs) working in mainstream schools - in their first two years of employment.

34 WORKFORCE MANAGEMENT 34 WORKFORCE MANAGEMENT Dispute Settlement Procedure (Clause 53 of the General Agreement) Any questions, disputes or difficulties arising in the course of employment should be dealt with in accordance with this clause. Employees have the right to be accompanied by a support person or Union representative throughout this process. RUMA NETWORK

35 WORKFORCE MANAGEMENT 35 WORKFORCE MANAGEMENT Human Resources Management Information System (HRMIS) The Department uses this on-line system to make all payments of wages, allowances or other entitlements. Schools manage personnel and leave processing on-site. All employees are eligible to have access to view and update aspects of their personal information, submit leave applications and view payslips held on HRMIS. You should have a user ID and password. A self service manual is available from the HRMIS webpage on the Department’s website: RUMA NETWORK

36 WORKFORCE MANAGEMENT 36 WORKFORCE MANAGEMENT Pay Details The Department’s employees are paid fortnightly into their nominated bank account. Queries regarding pay should be initially directed to your Business Manager/Registrar. “Reading your Payslip” information sheets are issued to you today. Please keep these for your future information. If your query remains unresolved, please contact the Payroll Customer Service Team on , option 1. RUMA NETWORK

37 WORKFORCE MANAGEMENT 37 WORKFORCE MANAGEMENT Superannuation The Department pays the compulsory 9% of your salary into a Government Employees Superannuation Board (GESBSUP) account. An account is automatically opened in your name when you receive your first salary payment. A choices in provider for superannuation is pending as at the date of this presentation. For further information go to RUMA NETWORK

38 WORKFORCE MANAGEMENT 38 WORKFORCE MANAGEMENT Salary Packaging Salary Packaging is available to all employees of the Department. The Department’s salary packaging provider’s are: Maxxia Selectus Employee Relations RUMA NETWORK

39 WORKFORCE MANAGEMENT 39 WORKFORCE MANAGEMENT Employee Support Bureau Responsible for all aspects of occupational safety and health, employee well-being services and workers’ compensation for all Department staff. Comprised of the following areas: Organizational Health and Wellbeing Employee Assistance Program (Counselling) Occupational Safety and Health Mediation Services Injury Management Workers’ Compensation RUMA NETWORK

40 WORKFORCE MANAGEMENT 40 WORKFORCE MANAGEMENT Employee Assistance Program Professional counselling to help resolve work-related or personal problems. Available for all employees and immediate family members including fully dependent children up to the age of 18. – 6 free sessions annually Independent, strictly confidential and voluntary service. PRIMEXL Ph: or RUMA NETWORK

41 WORKFORCE MANAGEMENT 41 WORKFORCE MANAGEMENT Occupational Safety and Health The Department is committed to providing and promoting a workplace that is safe and healthy and in which hazards are minimised and controlled. All employees of the Department must take reasonable care at work. Whenever practicable, the resolution of safety and health issues will occur at the work site. The resolution of safety and health issues will be prompt, consultative, follow legislative requirements and the Department’s procedures. (The Department’s Occupational Safety and Health Policy) RUMA NETWORK

42 WORKFORCE MANAGEMENT 42 WORKFORCE MANAGEMENT Bullying Bullying is defined as repeated inappropriate behaviour which could reasonably be regarded as undermining the individual’s right to dignity and respect at work. It includes any behaviour that harms, intimidates, threatens, victimises, undermines, offends, degrades or humiliates an employee…whether or not it is observed by others. (The Department’s Staff Conduct Policy) RUMA NETWORK

43 WORKFORCE MANAGEMENT 43 WORKFORCE MANAGEMENT The Department’s Response to Bullying The Department has an obligation to provide a safe working environment for all employees, including an environment free from bullying or harassment. Bullying is not tolerated at any worksite. In a school, the Department’s representative of OS&H is the Principal. RUMA NETWORK

44 WORKFORCE MANAGEMENT 44 WORKFORCE MANAGEMENT Options For Employees Feeling Bullied Seek advice from others (e.g. Business Manager/Registrar, Principal, Safety & Health Representative, Union Delegate). Keep notes about incidents. Consider approaching the bully about their behaviour. Use the Department’s Employee Assistance provider. Notify the line manager and/or another senior manager. RUMA NETWORK

45 WORKFORCE MANAGEMENT 45 WORKFORCE MANAGEMENT Employee Complaints All employees have a responsibility to maintain a work environment that is safe and free from all forms of conflict, harassment and discrimination. All Employees should refuse to participate in, or condone, behaviour that is inconsistent with the Staff Conduct Policy. (The Department’s Employee Complaints Policy) RUMA NETWORK

46 WORKFORCE MANAGEMENT 46 WORKFORCE MANAGEMENT Employee Complaints Complaints are addressed within a general framework of co-operation, and resolution at the local level is preferred (where appropriate). Employees have the right to have complaints addressed as quickly as possible, and to be accompanied by a support person throughout the process. Employees have the right to seek to redress complaints through an external agency. RUMA NETWORK


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