part 1 is here

In this section of the file, you need to keep:

Contract of employment

You need in each file a contract of employment. If you are a member of a business organisation such as ISME or SFA, they can provide you with detailed examples of contracts of employments. You can see what needs to be in a contract of employment  here. Items such as start date, salary, position and where they are working should be included.

Job Description

A job description is for a position and the tasks a person will be doing in that position. An example of a job description can be found here.

Interview notes

When you interviewed this person you kept notes on the interview. This could be their body language (nervous), something they said which you wrote down, items you clarified with them or a scoring system you used to grade them. Do not write down in your interview notes any derogatory, racist or sexist scriblings. Only factual notes should be written down. These interview notes must be kept (along with the notes of anyone who did not get the job). These notes can be requested by the person the notes are about, whether or not they got the job.

Job advertisement

If you advertised the job, then it is a good idea to keep a copy of the job to ensure you know what position they filled and if you need to recruit again for this position you have the job advertisement ready. Sometimes you might interview for one job but offer them another, keep a note of this. An example of a job advert can be found here.

Offer letter & Acceptance letter

If you wrote to the person to offer them the job, keep a copy of that letter and if they wrote back to you accepting the job, keep a copy of that too. You should always offer jobs subject to a reference check and if required a security and/or medical check.

References

You should always get up to date references about someone who has accepted a job offer. You can contact their previous employer to find out things like their attendance record, their attitude or any other items relevant to the job you are employing them for.

Medical report

Many companies now get an employee to take a medical examintaion. This could be to ensure they are physically able to do the job. Whatever the reason you need to keep a copy of this report.

Security check

The industry you are in may require that a security backgorund check is run on them to ensure that do not have a criminal record e.g. security jobs, Garda contracts, etc.

*** IMPORTANT ***

Personnel files contain private information that must be kep securely. Always restrict access to these files.

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(c) Nilsson Denver Ltd 2007