1. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-1 CHAPTER 3 Administering employee needs

2. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-2 Learning Outcomes  Differentiate between the different types of leave generally available in Australian companies.  Interpret and calculate annual and long service leave entitlements.  Receive, check and process leave applications.  Advise employees about leave entitlements.  Maintain leave records. (cont.)

3. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-3 Learning Outcomes (cont.)  Provide advice to management and employees when there are changes to human resources administration and legislative requirements.  Respond appropriately to enquiries by employees.  Identify servicing requirements for the human resources function. (cont.)

4. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-4 Learning Outcomes (cont.)  Confirm needs through communication with stakeholders.  Identify human resources processes that meet employee needs.  Identify key human resource service evaluation points.

5. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-5 Leave Legislation in each state covers both attendance at work and absence from work. This requires organisations to undertake careful planning and to maintain effective control and record-keeping systems.

6. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-6 Types of Leave  Authorised leave is absence by an employee that is authorised by an appropriate manager.  Unauthorised leave is leave taken by an employee that is not authorised by an appropriate manager.

7. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-7 Annual Holidays/Annual Leave Annual leave is annual recreation time provided to refresh employees; also called annual holidays or recreation leave. All employees who are continuously employed by a single employer, normally for a minimum of twelve months, are entitled to paid holidays.

8. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-8 Long Service Leave Long service leave is additional leave provided to continuously employed persons, normally after 10 or 15 years service. Long service leave has been established to allow extended breaks away from work for employees who have provided significant and continuous service.

9. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-9 Parental Leave All states and territories have legislation that allows for unpaid parental leave. Parental leave includes maternity leave, paternity leave and adoption leave. It may be taken in one of its’ forms by one member of a couple at any one time.

10. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-10 Sick Leave Sick leave is paid leave taken by employees either due to a personal illness or for the illness of a person they care for. Paid sick leave is a benefit available to both full-time and part-time employees after a qualifying period.

11. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-11 Flexible Hours Flexible working hours refers to an arrangement in which employees work for the number of hours agreed under the award or enterprise agreement, usually spread over a two- or four-week period, but take some standard working hours off.

12. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-12 Rostered Days Off Rostered days off allow non-attendance, approved in advance, on a normal working day. RDOs are authorised absences that occur as a result of having already worked the full number of hours required under the award or agreement.

13. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-13 Other Types of Leave Personal/carer’s leave in many awards and agreements now includes sick leave and enables employee to use their sick leave, short leave and bereavement or compassionate leave entitlements to care for family members who are ill or to make arrangements after a death in the family.

14. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-14 Jury Duty  An employee may from time to time be placed on a list of persons who may be called for jury duty. An employee must notify their employer immediately and provide a copy of the notification.  The employer is obliged to release the employee for jury duty.  Jury duty is normally unpaid by the employer. Instead the employee is compensated by the legal system.

15. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-15 Leave Administration An application for leave is a formal request by an employee to take leave. This form is submitted to an employee’s supervisor for approval.

16. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-16 Leave Administration Process  An application form is completed by the employee.  The supervisor assesses the staffing situation and usually recommends leave according to the organisation’s policies and procedures.  The application is submitted to the section (or person) that oversees the process (normally the HR department in large to medium organisations). (cont.)

17. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-17 Leave Administration Process (cont.)  The officer checks that the correct type of leave is being applied for, and that the employee has sufficient entitlements accrued.  If the employee does not have sufficient entitlements, then paid leave is refused.  If the timing of the requested leave is inappropriate, the supervisor negotiates a more appropriate time with an employee. (cont.)

18. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-18 Leave Administration Process (cont.)  The employee leave database is updated by the officer responsible.  If an employee produces a medical certificate for an illness that occurred during long service leave or annual leave, the leave is credited and sick leave debited for that period.  Privacy laws indicate that an employee’s personnel records can only be accessed by authorised personnel.

19. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-19 Communicating HR Issues All employees need to be provided with relevant information regarding their employment. A human resources section or nominated employee will be responsible for communicating HR issues and administering HR policies and processes.

20. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-20 Communicating HR Matters HR matters may be communicated by the nominated officer in a number of forms. These may include:  consultative committees  emails, newsletters, noticeboards  training and development sessions  seminars, intranet  agenda items at staff meetings  manuals, information sheets, telephone hotlines

21. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-21 Servicing the Organisation Servicing the organisation refers to the provision of HR services needed by an organisation to fulfil corporate goals while maintaining legislative requirements.

22. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-22 Establishing HR Requirements Human resource service requirements may include the following:  Establishing and monitoring an appropriate recruitment, selection and induction program.  Developing an effective performance feedback system.  Ensuring an appropriate Employee Assistance Program (EAP) is in place.  Ensuring that discipline and termination of employment processes meet organisational and industrial requirements. (cont.)

23. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-23 Establishing HR Requirements (cont.)  Ensuring that privacy, EEO and discrimination or harassment processes and advice reflects legislative requirements.  Ensuring that the remuneration and benefits system and payroll and salary packaging provisions meet organisational and award requirements.  Ensuring that OHS and workers’ compensation provisions meet (and exceed) legislative requirements.

24. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-24 Monitoring Service Delivery Monitoring service delivery requires an assessment of whether various HR services operate efficiently and effectively in an organisation. (cont.)

25. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-25 Monitoring Service Delivery (cont.) Monitoring and establishing service delivery requires:  developing service objectives for each HR function, program or activity  establishing HR service performance standards and key performance indicators  implementing a process for the ongoing monitoring of the quality of HR services

26. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-26 Securing Feedback Regarding HR Activities One of the ways that feedback can be obtained regarding HR activities is by use of a questionnaire. To thoroughly prepare a questionnaire, you firstly need to establish who the respondents are by conducting a stakeholder analysis.

27. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-27 Chapter 3 Summary  HR administrators need to understand the differences between the different types of leave generally available in Australian organisations.  Minimum annual leave and long service leave entitlements are legislated.  Other leave entitlements are included in awards and agreements or are provided by the organisation. (cont.)

28. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-28 Chapter 3 Summary (cont.)  HR administrators need to receive and process leave entitlements.  Adequate leave records need to be maintained (often recorded on a human resource information system).  General enquiries by employees need to be answered in a timely fashion. (cont.)

29. Copyright  2005 McGraw-Hill Australia Pty Ltd PPTs t/a Australian Human Resources Management by Jeremy Seward and Tim Dein Slides prepared by Michelle Travers 3-29 Chapter 3 Summary (cont.)  Where there are changes to HR administration and legislative requirements, management and employees need to be advised through appropriate and effective communication channels.  Human resource administrators need to identify key service monitoring points to ensure that required services are delivered to the appropriate standard.