H.R. Policies and Procedures
Section 1 - H.R. Policies and Procedures Introduction 1.1 Purpose And Structure 1.2 Updates to the HR Manual Section 2 - Establishments 2.1 Purpose And Structure 2.2 Organisation Policy 2.2.1 Powers Of Approval Delegates 2.3 Positions 2.4 Organisation/Establishment Certificates 2.5 Procedure 2.5.1 Creating Positions 2.5.2 Abolishing Positions 2.5.3 Reclassifying Positions 2.5.4 Transferring Positions 2.5.5 Detachments And Positions For Special Duties 2.5.6 Variations To Hours For Part-Time Positions 2.5.7 Recommendations For Organisation Change 2.5.8 Reclassification Proposals 2.6 Occupancy Status Of Positions 2.7 Organisation Records 2.8 Consultation On Organisation Change Appendix A Section 3-1 - Employment 3.1 Purpose 3.2 Authority 3.3 Approved By 3.4 Employment Categories 3.4.1 Permanent Employment 3.4.2 Fixed Term Employment 3.4.3 Casual Employment 3.5 Recruitment Policy 3.6 Qualifications - Conditions Of Service And Advancement 3.7 Pre-Placement Medical Assessments And Examinations 3.8 Character Check 3.9 Probation - Permanent Employment 3.10 Special Employment Programs Appendix 1 Letter of Employment for Permanent Employees Appendix 2 Letter of Employment for Fixed Term Employees Appendix 3 Letter of Employment for Casual Employees Appendix 4 Tertiary Students Work Experience Program Conditions of Agreement Attachment 1 Fair Work Information Statement Section 3-2 - Employee Records Access Policy 3.2.1 Background 3.2.2 Policy Scope 3.2.3 Process Overview 3.2.4 Where Access Is Granted 3.2.5 Requests For Amendment To Employee Records 3.2.6 Where Access Is Refused 3.2.7 Exceptions Under Which Access May Be Refused. 3.2.8 Freedom Of Information Act Request Section 3-3 - Employee Privacy Policy 3.3.1 Definitions 3.3.2 Background 3.3.3 Scope 3.3.4 Shared Responsibilities 3.3.5 Privacy Law Environment 3.3.6 What Employee Personal Information does Australia Post collect? 3.3.7 Why does Australia Post collect Employee Personal Information? 3.3.8 Employee Monitoring and Workplace Privacy 3.3.9 Policy and Principles 3.3.10 Employee Privacy Enquiries & Complaints: Investigation and Dispute Resolution 3.3.11 Interpretation of the Employee Privacy Policy 3.3.12 Roles, Responsibilities and Contacts Section 4-1 - Employment Categories - General 4.1.1 Purpose 4.1.2 Authority 4.1.3 Categories Section 4-2 - Permanent Full Time Empoloyees 4.2.1 Authority 4.2.2 General Section 4-3 - Fixed Term Full Time Employees 4.3.1 Authority 4.3.2 General Section 4-4 - Permanent and Fixed Term Part Time Staff 4.4.1 Eligibility 4.4.2 Authority 4.4.3 General conditions 4.4.4 Recreation leave 4.4.5 Personal leave 4.4.7 Annual Leave bonus 4.4.8 Leave bonus 4.4.9 Maternity leave 4.4.10 Long service leave 4.4.11 Remote locality conditions Section 4-5 - Casual Employees 4.5.1 Eligibility 4.5.2 Authority 4.5.3 General 4.5.4 Increments / salary advancement conditions Section 4-6 - Temporary Part Time Support Service Officers 4.6.1 Authority 4.6.2 Eligibility 4.6.3 Rates of pay 4.6.4 Increments 4.6.5 Leave 4.6.6 Payment for public holidays not worked 4.6.7 Payment for usual hours on a public holiday 4.6.8 Sunday duty 4.6.9 Duty beyond usual hours and overtime Section 5 - Code of Ethics 5.0 Statement of ethics 5.0 Corporate values 5.0 Introduction 5.0 Code of ethics 5.0 If the code is breached Section 6 - Employee Counselling, Discipline and Protected Disclosure Policy and Procedures 6.1. Australia Post Employee Counselling and Discipline Process- Authority 6.1.1 Policy 6.1.2 Review of Australia Post Employee Counselling and Discipline Process 6.1.3 Protected Disclosure Reporting Guidelines 6.1.4 Protection of Whistleblowers 6.2. Employee Counselling and Discipline Process - Introduction 6.2.1 Australia Post Code of Ethics 6.2.2 Australia Post's Employee Counselling and Discipline Process 6.2.3 Broad Outline of the Employee Counselling and Discipline Process 6.2.4 Formal Stages 6.2.5 Third Party Involvement 6.2.6 Records 6.2.7 Formal Counselling 6.2.8 Warning Counselling 6.2.9 Inquiry 6.2.10 Disciplinary Action 6.2.11 Appeals Against Disciplinary Action 6.2.12 Criminal Offences Appendix 1 Sample Notification of Formal Counselling Interview. Appendix 2 Formal Counselling Interview Report form. Appendix 3 Sample Notification of Warning Counselling Interview. Appendix 4 Warning Counselling Interview Report form. Appendix 5 Sample Notification of Inquiry. Appendix 6 Sample Notification of Inquiry Recommendation. Appendix 7 Sample Notification of Disciplinary Decision. Appendix 8 Guidelines for HR Department on Application of Monetary Penalty Section 7-1 - Promotions/Transfers - Staff Selection 7.1.1 Purpose 7.1.2 Eligibility 7.1.3 Basis for Selection 7.1.4 Definition of Efficiency 7.1.5 Advertising Vacancies 7.1.6 Selection Criteria 7.1.7 Selection Committees 7.1.8 Selection on Basis of Application 7.1.9 Direct Nominations Section 7-2 - Promotions/Transfers - Promotions 7.2.1 Purpose 7.2.2 Approved By 7.2.3 Authority 7.2.4 Definition of Promotion 7.2.5 Notification of Provisional Promotions 7.2.6 Action Pending Confirmation of Promotion 7.2.7 Action Where Appeal Upheld 7.2.8 Date of Effect of Promotion 7.2.9 Employee Permitted to Decline Promotion 7.2.10 Release of Employees 7.2.11 Appeal Rights 7.2.12 Procedure on Appeal 7.2.13 APPAB 7.2.14 Cancellation of Provisional Promotion 7.2.15 Inoperative Appeals Section 7-3 - Promotions/Transfers - Permanent Transfers 7.3.1 Purpose 7.3.2 Applied By 7.3.3 Authority 7.3.4 General Section 7-4 - Promotions/Transfers - Temporary Performance 7.4.1 Purpose 7.4.2 Applied By 7.4.3 Authority 7.4.4 Need to Fill Position 7.4.5 Advertising / Merit Principle 7.4.6 Basis For Selection / Availability 7.4.7 Appeal Eligibility 7.4.8 Timing of Appeal 7.4.9 Appeal Upheld 7.4.10 Partial Performance Section 7-5 - Promotions/Transfers - Vacancies 7.5.1 Occurrence of Vacancies 7.5.2 Filling Vacancies 7.5.3 Permanent Filling - Order of Priority 7.5.4 Permanent Part Time Employees 7.5.5 Fixed Term Employees 7.5.6 Time Limit for Filling Vacancies 7.5.7 Review of Vacant Positions (Above the Base Grade) 7.5.8 Consequential Vacancies 7.5.9 Applications for Advertised Vacancies Section 7-6 - Promotions/Transfers - Advertising Internal Positions 7.6.1 Purpose 7.6.2 Procedure 7.6.3 Cancellation of Provisional Promotion Section 8 General Grievances Process 8.1 Purpose 8.2 Authority 8.3 Underlying Principle 8.4 Exclusions Section 9 Redeployment/Redundancy/Retraining 9.1 Purpose 9.2 Objective 9.3 Australia Post's Obligations 9.4 Eligibility 9.5 Authority 9.6 Consultation 9.7 Competency Test 9.8 Records 9.9 Redeployment To A Lower Position 9.10 Retention Of Non-Salary Benefits 9.11 Refusal Of Redeployment Decision 9.12 Right Of Review 9.13 Financial Advice 9.14 Re-Employment With Australia Post 9.15 Employee Previously Retired Invalidity Section 10 Attendance Requirements 10.1 Purpose 10.2 Authority 10.3 Employee Responsibilities 10.3.1 Attendance 10.3.2 Absences 10.3.3 Late Attendance 10.4 Management Responsibilities 10.4.1 Late Attendance 10.5 Where Absence is not to count as Service 10.6 Industrial Stoppages - Effect on Service Section 11-1 - Cessations General 11.1 General 11.1.1 Purpose 11.1.2 Approved By 11.1.3 Authority and Provisions 11.1.4 Procedure Section 11-2 - Cessations Death 11.2.1 General 11.2.2 Letter of Condolence 11.2.3 Information to be Provided During Visit to Next of Kin 11.2.4 Documents to be Completed and Other Action 11.2.5 Verification for Payment 11.2.6 Filling of Vacancy 11.2.7 Removal Expenses for Dependants Section 11-3 - Cessations Dismissal 11.3.1 General 11.3.2 Date of Effect of Dismissal 11.3.3 Pay Cessation Advice 11.3.4 Final Payment of Entitlements 11.3.5 Employment Register 11.3.6 Filling of Vacancy Section 11-4 - Cessations Abandonment of Employment 11.4.1 Application 11.4.2 Advice to Employee 11.4.3 Advice Received of Reason for Absence 11.4.4 No Response Regarding Absence 11.4.5 Late Advice of Reason for Absence 11.4.6 Final Payment of Entitlements 11.4.7 Other Administrative Action 11.4.8 Employment Register Section 11-5 - Cessations Miscellaneous Separations 11.5.1 Annulment and Subsequent Termination 11.5.2 Expiry of Employment 11.5.3 Part-Time Employees 11.5.4 Redundancy Section 11-6 - Cessations Resignation 11.6.1 General 11.6.2 Notice of Resignation 11.6.3 Acceptance of Resignation 11.6.4 Change of Resignation Date 11.6.5 Resignation Pending Discipline 11.6.6 Resignation from Age 55 11.6.7 Withdrawal of Resignation 11.6.8 Effective Date of Resignation 11.6.9 Resignation on a Public Holiday 11.6.10 Cessation on Other Than Resignation Date 11.6.11 Counselling 11.6.12 Resignation Due to Illness 11.6.13 Administrative Action 11.6.14 Filling of Vacancy 11.6.15 Unsatisfactory Service 11.6.16 Employees on Temporary Transfer 11.6.17 Statement of Service 11.6.18 Resignation to Contest Election Section 11-7 - Cessations Voluntary Retirement 11.7.1 General 11.7.2 Date of Voluntary Retirement 11.7.3 Final Payment of Entitlements 11.7.4 Filling of Vacancy Pending Retirement Section 11-8 - Cessations Employment Beyond Age 65 11.8.1 General 11.8.2 Employment Status 11.8.3 Conditions of Service Implications 11.8.4 APSS Members aged 65 years or older 11.8.5 Superannuation Guarantee Contributions in respect of Members of Accumulation Funds 11.8.6 CSS Members 11.8.7 Final Payment of Entitlements 11.8.8 Filling of Vacancy Pending Retirement Section 11-9 - Cessations Retirement (Invalidity) 11.9.1 General 11.9.2 Delegates 11.9.3 Decision to Retire (Invalidity) 11.9.4 Initial Interview by Management 11.9.5 Arrangements for Medical Examination 11.9.6 Information Required Prior to Medical Examination 11.9.7 Description of the Employee's Duties for the Approved Medical Practitioner 11.9.8 Work Performance Report 11.9.9 Referral of Information to Approved Medical Practitioner 11.9.10 Advice to Employee before Medical Examination 11.9.11 Employee Unfit to Attend Medical Examination 11.9.12 Approved Medical Practitioner's Report and Recommendation 11.9.13 Fit to Resume Duty 11.9.14 Transfer to Alternative Employment at Same Classification 11.9.15 Transfer to Alternative Employment at Lower Classification 11.9.16 Notice of Transfer 11.9.17 Payment of Partial Invalidity Pension - CSS Members Only 11.9.18 No suitable Alternative Employment 11.9.19 Further Sick Leave and Medical Review 11.9.20 Retirement Recommendations by Approved Medical Practitioner 11.9.21 Cessation of Duty Following Retirement Decision 11.9.22 Referral of Approved Medical Practitioner's Recommendation to ComSuper (CSS Members Only) 11.9.23 Referral of Approved Medical Practitioner's Recommendation to APSS Administrator 11.9.24 Advice to Employee Regarding Retirement/Transfer and Review Rights 11.9.25 Appeal Period 11.9.26 Confidentiality of Medical Information 11.9.27 Compensation Cases 11.9.28 Date of Retirement 11.9.29 Calculation of Retirement Date 11.9.30 Notice of Retirement where Employee Consents to Retirement 11.9.31 Date of Effect where Employee does not Consent to Retirement 11.9.32 Backdating of Retirement 11.9.33 Placement on the Unattached List 11.9.34 Assistance of Welfare Officer 11.9.35 Documents for Superannuation Benefits 11.9.36 Final Payment Action on Retirement 11.9.37 Letter of Appreciation - Retirement Section 12.1 Flex-Time 12.1.1 Authority 12.1.2 Purpose 12.1.3 Eligibility 12.1.4 Definition 12.1.5 Responsibilities 12.1.6 Recording of Attendance 12.1.7 Provisions 12.1.8 Daily Working Hours 12.1.9 Core Times 12.1.10 Flex Period 12.1.11 Notification of Absence 12.1.12 Lunch Break 12.1.13 Settlement Period 12.1.14 Carryover To Next Settlement Period 12.1.15 Core Time Flex-Time Leave 12.1.16 In Conjunction With Other Leave 12.1.17 Higher Duties Allowance 12.1.18 Working Away From Head Station 12.1.19 Overtime Section 12.2 Reduced Attendance Rostering Service Conditions 12.2.1 Authority 12.2.2 Purpose 12.2.3 Eligibility 12.2.4 Delegation 12.2.5 Rostering 12.2.6 Accounting 12.2.7 Pay Deductions For Time Not Worked 12.2.8 Public Holidays 12.2.9 Recreation Leave 12.2.10 Application For Leave Form 12.2.11 Sick Leave 12.2.12 Special and Bereavement Leave 12.2.13 Maternity Leave 12.2.14 Defence Service Leave 12.2.15 Long Service Leave 12.2.16 Higher Duties 12.2.17 Cessations of Employees 12.2.18 Transfer to Area Working Different Hours 12.2.19 Overtime Section 13 Assistance with Studies 13.1 Purpose 13.2 Approved By 13.3 Eligibility 13.4 Authority 13.5 Provisions 13.5.1 Levels of Assistance 13.5.2 What may Be Approved 13.5.3 Approved Courses 13.5.4 Submitting Applications 13.5.5 Approval As A Student 13.5.6 Sponsored Student 13.5.7 Part-Time Study 13.5.8 Full-Time Study 13.5.9 Short Courses 13.5.10 Funding 13.5.11 Special Circumstances 13.5.12 Review of Applications 13.5.13 Monitoring Requirements 13.5.14 Forms Appendix 1 Calculating Leave and Leave Credits (Full and Part-Time Employees) Appendix 2 Assistance with Studies External Training Approval Form Appendix 3 Recovery of Study Payments made by Australia Post Next Sections
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