Management of  Employee Establishment & Vacancies  Procedures

Introduction

1.1     NLL is committed to providing value for money through managing its people and skills resources effectively. The maintenance of accurate establishment information is critical to meaningful forward planning from both a budgetary and workforce planning perspective. NLL does this through maintaining an Employee Establishment which ensures the costs, locations and grading of employees are recorded and authorised correctly as part of the organisation’s budgetary control and corporate governance processes.

  1. What is the Employee Establishment?

2.1     NLL has an agreed employment establishment for each service area. This is a detailed list of posts which exist following agreed funding, together with the employees or vacancies that are linked to these posts. This establishment is held and controlled by the HR Section who work closely with the Finance Section to maintain this.

2.2     The purpose of an Establishment Control Procedure is:

  • To maintain the Trust’s agreed funded establishment and to support financial control over pay expenditure.
  • To identify the number and type of vacancies within the Trust at any time.
  • To identify any skill mix and training issues.
  1. Changes to the Employee Establishment

3.1     Changing the Employment Establishment effectively means any changes involving posts or budget information already contained on the agreed employment establishment. The following are examples of changes to the establishment:

  • Creation of a new post
  • Deletion of an existing post
  • A change to the grade, hours, location or cost centre code of an existing post.
  • A pay increase

3.2       Please note that a change to grade can only be approved by the relevant CMT member providing that it is in relation to an existing job which has been evaluated by a trained Job Analyst within the HR Section. A new post/revised grade can only be implemented following the submission of a Job Description and Employee Specification.

3.3     The employee establishment is updated on a monthly basis by the HR Team in terms of people i.e. new starts, leavers and changes and all relevant changes are communicated to the Finance Team to allow them to update budgets accordingly.

3.4     Approval for all changes to the Employee Establishment must be sought through a Business Case. The next section explains the process for seeking approval to change the establishment through a business Case.

  1. Business Cases

4.1     Business Cases are required for all proposed developments and must have appropriate input and support from the HR and Finance Sections. In particular any implications for existing staff must be considered, all proposals to create posts must be discussed with HR at an early stage and a Job Description and Employee Specification prepared for job evaluation purposes. The source of funding must be identified and confirmed by the Finance Team prior to submission ensuring all associated costs are accurate and provide an additional check to ensure that all financial considerations have been taken into account.

4.2     All final Business Cases should be submitted to the HR Section and the Management Accounts Team within Finance in the first instance who will review the submissions and suggest changes where necessary, thereafter this will be forwarded to the relevant Head of Service, Head of HR & Payroll, Head of Finance and IT and finally the Managing Director for approval.

4.3     Following approval, the relevant Head of Service should notify the appropriate manager. The HR Section will also contact the manager to ensure that the proposals approved are implemented as quickly as possible.

4.4     All Business Cases must include a proposed implementation date; this date must be within 4 weeks of the approval date and it is manager’s responsibility to ensure this date is met. Where this is not possible, the manger must email their Head of Service to advise the reasons for this, who in turn must advise the Head of HR & Payroll and the Head of Finance and IT.  Whilst the HR Section will maintain contact with managers to ensure all proposals are implemented within this timescale, all CMT members should periodically check that approved Business Cases have been implemented.

4.5     A Business Case Template is attached in Appendix 1.

4.6     For further guidance on the completion of this template please contact the HR/Finance Section, as appropriate.

  1. Vacancy Management

5.1       When a manager becomes aware that a member of their team are leaving, they should complete a PYO1 for the individual immediately and submit this together with a letter of resignation (where appropriate), to the HR Section.

5.2       Managers are responsible for reviewing the need for a post when it becomes vacant, taking into account factors such as changing service needs. Consideration should be given to whether the post is required in the same format i.e. full time/part time or whether the duties could be delivered more effectively by redesigning roles. When it is decided to recruit to a post, managers should always review the Job Description and Employee Specification prior to recruitment.

5.3       To arrange for a vacant post to be advertised, managers must fully complete an Advert Request Form and submit this to the HR Section. An Advert Request Form is attached in Appendix 2.

5.4       On receipt of an Advert Request Form, the HR Section will verify that the post exists in the current establishment and that this is currently vacant.

5.5       Prior to advertising, approval will be sought from the relevant Head of Service, Head of HR & Payroll and Managing Director.

5.6       All posts will be advertised in accordance with NLL’s Recruitment Policy.

5.7     In the event that a post is left vacant on the establishment for a period of 3 months, the HR Section will raise this with the relevant Head of Service with the proposal to delete this. Where the Head of Service approves an extension to this, approval must be sought from the Head of HR & Payroll, Head of Finance and IT and the Managing Director.

          Where a post is deleted from the establishment, the relevant budget will be removed immediately from the relevant venue/service. 

5.8     Managers must ensure that when covering vacant posts during the recruitment and selection process, they use staff on variable contracts in the first instance and thereafter casual staff. Under no circumstances should one casual member of staff cover a vacancy until this is filled as this has significant legal implications for the organisation.

 

BUSINESS CASE

Project  Name

 

Draft / Final

 

Submitting Officer

 

Approvals:

Officer

Name

Date

Signature

Section Manager

     

Head of HR & Payroll

     

Head of Finance & IT

     

Managing Director

     

Complete the following sections along with Appendices 1 & 2

Please note business cases will not be reviewed unless these appendices are submitted

Purpose of the Business Case

Background to the Business Case

Proposed Implementation Date

 

 

Note:  This should be within 4 weeks of the approval date – any deviation for this will need written consent from a CMT member. 


HR Implications

Provide an outline and explanation of the HR Implications and complete Appendix 1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Finance Implications

Provide an outline and explanation of the Finance Implications & complete Appendix 2 along with the Finance Summary below

 

 

BUDGET VIREMENT

 

£

NLC Management Fee

 

Access NL Memberships

 

Swimming Lessons

 

Other Leisure Income

 

Catering, Merchandising & Rental

 

External Grants / Project Funding

 

Finance & Investment Income

 

NLL Trading CIC

 

TOTAL INCOME

 

 

 

Cost of Sales

 

Employee Costs

 

Property Costs

 

Supplies & services

 

Transport & plant

 

Administration Costs

 

Payments to Other Bodies

 

Central Costs

 

Governance Costs

 

TOTAL EXPENDITURE

 

 

 

NET EXPENDITURE

 

 

 

 

          

        

 

 

Recommendations

 

Post

Grade

FTE

Rate of Pay

Hours of Work

Salary Costs (Mid point for vacancies)

On-Costs (28%)

Proposed Adjustment i.e. Create/Delete/Reconfigure

Post

Grade

FTE

Rate of Pay

Hours of Work

Salary Costs (Mid point for vacancies)

On-Costs (28%)

Total Costs/ Saving

                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
             

Total

               
                               
             

Less Recurring costs (e.g Strain on the Fund)

               
                               
             

Total Net Annual Saving

               
                               
                               

 

   

 

 

 

 

 Virement Movement

 

BUDGET VIREMENT

 

 

 

 

 

   

L6050

 

L

L

Total

 

Income from Generated Funds

           

 

 

           

 

Catering

           

 

 

           

1000

Café Income

         

                  -  

1001

In-house vending

         

                  -  

1002

External Hospitality

         

                  -  

1003

Internal Hospitality

         

                  -  

 

 Total Catering Income

     

                  -  

                  -  

                  -  

 

 

           

 

Merchandising

           

 

 

           

1100

Retail sales

         

                  -  

 

 Total Merchandising Income

     

                  -  

                  -  

                  -  

 

 

           

 

Total Catering & Merchandising Income

     

                  -  

                  -  

                  -  

 

 

           

 

Rental

           
               

1200

Tenants

         

                  -  

1201

Sub Lets

         

                  -  

1202

Room Hire - Events

         

                  -  

 

 Total Rental Income

     

                  -  

                  -  

                  -  

               

1301

Investment Income

           
               

1300

Bank Interest

         

                  -  

1301

Investment Income

         

                  -  

1302

FRS17 Income

         

                  -  

 

 Total Bank & Other Interest

     

                  -  

                  -  

                  -  

               

 

TOTAL INCOME FROM GENERATED FUNDS

     

                  -  

                  -  

                  -  

               

 

Income from Operating Activities

           
               

 

Leisure Income

           

1500

Aquatics

         

                  -  

1501

Swimming Lessons

         

                  -  

1502

Waterworld

         

                  -  

1503

Access NL Memberships

         

                  -  

1504

Athletics

         

                  -  

1505

Ballsports

         

                  -  

1506

Fitness

         

                  -  

1507

Football

         

                  -  

1508

Golf

         

                  -  

1509

Ice

         

                  -  

1510

Martial Arts

         

                  -  

1511

Raquet Sports

         

                  -  

1512

Birthday Parties

         

                  -  

1513

Softplay

         

                  -  

1514

Non Sport Activities

         

                  -  

1515

Inclusion

         

                  -  

1516

Outreach

         

                  -  

1517

Miscellaneous

         

                  -  

1518

Training

         

                  -  

1519

Sport Development

         

                  -  

1520

Ice Skating Lessons

         

                  -  

 

 Total Leisure Income

     

                  -  

                  -  

                  -  

               

 

Finance Income

           

1600

Other Grants

         

                  -  

1601

Internal Recharge

         

                  -  

 

 Total Finance Income

     

                  -  

                  -  

                  -  

 

 

           

 

TOTAL INCOME FROM OPERATING ACTIVITIES

     

                  -  

                  -  

                  -  

               

1700

Management Fee

         

                  -  

 

 Income from Contract with NLC

     

                  -  

                  -  

                  -  

               

 

Restricted Income

           

1800

Designated Grants

         

                  -  

1801

Recharge to External Bodies

         

                  -  

 

 Total Restricted Income

     

                  -  

                  -  

                  -  

               

 

TOTAL INCOME FROM CHARITABLE ACTIVITIES

     

                  -  

                  -  

                  -  

               

 

TOTAL INCOME

     

                  -  

                  -  

                  -  

               
               

 

Cost of Generating Funds

           

 

 

           

 

Cost of Sales

           

2001

Alcohol Purchases

         

                  -  

2002

Vending Purhcases - food

         

                  -  

2003

Vending Purhcases - soft drinks

         

                  -  

2004

Catering Consumables

         

                  -  

 

 Total Cost of Sales

     

                  -  

                  -  

                  -  

 

 

           

 

Leases

           

2100

Machine Rentals

         

                  -  

2101

Catering Hire / Lease

         

                  -  

 

 Total Leases

     

                  -  

                  -  

                  -  

 

 

           

5001

Repairs & Maintenance

           

2200

Catering Repairs

         

                  -  

2201

Catering Maintenance

         

                  -  

 

 Total Repairs & Maintenance

     

                  -  

                  -  

                  -  

 

 

           

 

Total Catering

     

                  -  

                  -  

                  -  

               

 

Stock for Resale

           

2500

Retail purchases

         

                  -  

 

Total Merchandising

     

                  -  

                  -  

                  -  

               

 

TOTAL COST OF GENERATING FUNDS

     

                  -  

                  -  

                  -  

               

 

Employee Costs

           

 

 

           

3000

Instr. Basic Pay

         

                  -  

3001

Instr. Overtime

         

                  -  

 

 Instructors

     

                  -  

                  -  

                  -  

 

 

           

3100

APT&C  Basic Pay

           

3101

APT&C Maternity Pay

           

3102

APT&C Sick Pay

           

3103

APT&C  Overtime

           

3104

APT&C  Contractual Over Time

           

3105

APT&C  Other Pay Items

           

 

 APT&C Salaries

           

 

 

           

3200

Manual Basic

           

3201

Manual Maternity Pay

           

3202

Manual Sick Pay

           

3203

Manual Overtime

           

3204

Manual Contractual O/T

           

3205

Manual Other Pay Items

           

 

 Manual Workers

           

 

 

           

3300

Sess Staff Basic Pay / Arrears

           

3301

Sess Staff Overtime

           

 

 Sessional Staff

           

 

 

           

3400

Superannuation  - SPF

           

3401

Superannuation  - Other

           

 

 Superannuation

           

 

 

           

3500

National Insurance

           

####

 National Insurance

           
               

3600

Pensions Increases

           

3601

Strain On Fund Costs

           

3602

Frs17 Current Service Costs

           

3603

Redundancy Payments

           

3604

Payments In Lieu Of Notice

           

3605

Other Employee Costs

           

 

Pension & Other Costs

           

 

 

           

 

Total Employee Costs

 

 

 

 

 

 

 

 

           

 

Property Costs

           
               

4000

Property Rates

           

4002

Property Insurance

           

4003

Public Liability

           

4004

Employers Liability

           

4005

Computer Insurance

           

4006

Motor Insurance

           

4007

Material Damage

           

4008

Business Interruption

           

4009

Money Insurance

           

4010

Libel & Slander

           

4011

Employee Dishonesty

           

4012

Personal Accident

           

4013

Business Travel

           

4014

Group Life

           

 

 Rates & Insurance

           

 

 

           

4050

Repairs

           

4051

Pre Planned Maintenance

           

4052

Contracted Maintenance

           

4053

Contractors

           

4054

Water Quality Testing

           

4055

Health & Safety Repairs

           

4056

Contract Payments

           

4057

Work Done by Sub-Contractors

           

####

 Repairs & Maintenance

           

 

 

           

4080

Property Protection

           

4081

Security & Patrols Contracts

           

4082

External Cctv

           

 

 Security

           

 

 

           

4100

Upkeep Of Grounds

           

4101

Sweeping Car Parks

           

4102

Waste Disposal

           

4103

Skip Hire

           

 

 Grounds Maintenance

           

 

 

           

4200

Electricity

         

                  -  

4201

Gas

         

                  -  

4202

Oil

         

                  -  

4203

Biomass Bolier

         

                  -  

4204

Energy Advice

         

                  -  

4205

Water Rates

         

                  -  

 

 Energy & Water

     

                  -  

                  -  

                  -  

 

 

           

4300

Cleaning Materials

         

                  -  

4301

Window Cleaning

         

                  -  

4302

Contract Cleaning

         

                  -  

4303

Uplift Of Waste

         

                  -  

4304

Hygiene Services

         

                  -  

4305

Pool Chemicals

         

                  -  

####

 Cleaning Materials

     

                  -  

                  -  

                  -  

 

 

           

4350

Accommodation Charges

         

                  -  

4351

Other Property Costs

         

                  -  

####

 Other Property Costs

     

                  -  

                  -  

                  -  

 

 

           

 

Total Property Costs

 

 

 

                  -  

                  -  

                  -  

 

 

           

 

Supplies & Services

           

 

 

           

6000

Catering Equipment - Purchase

         

                  -  

6001

Catering Equipment - Maintenance

         

                  -  

6002

Catering Equipment - Rental

         

                  -  

 

 Catering Equipment

     

                  -  

                  -  

                  -  

 

 

           

6010

Office Equipment - Purchase

         

                  -  

6011

Office Equipment - Maintenance

         

                  -  

6012

Office Equipment - Rental

         

                  -  

6013

Furniture & Fittings

         

                  -  

 

 Office Equipment

     

                  -  

                  -  

                  -  

 

 

           

6020

Sports Equipment - Purchase

         

                  -  

6021

Sports Equipment - Maintenance

         

                  -  

6022

Sports Equipment - Rental

         

                  -  

 

 Sports Equipment

     

                  -  

                  -  

                  -  

 

 

           

6030

Computer Equipment

           

6031

Computer Software

         

                  -  

6032

Communications Equipment

         

                  -  

6033

Computer Equipment - Maint

         

                  -  

6034

Computer Equip - Rental

         

                  -  

 

 ICT Equipment

     

                  -  

                  -  

                  -  

 

 

           

6040

Uniforms

         

                  -  

6041

Protective Clothing

         

                  -  

####

 Uniforms

     

                  -  

                  -  

                  -  

 

 

           

6050

Newspapers & Publications

         

                  -  

6051

Media Purchases

         

                  -  

6052

Consumable Materials

         

                  -  

6053

Medical Equipment

         

                  -  

6054

Laundry

         

                  -  

6055

Operational Leasing

         

                  -  

6056

Other Supplies & Services

         

                  -  

####

 Other Supplies & Services

     

                  -  

                  -  

                  -  

 

 

           

 

Total Supplies & Services

 

 

 

                  -  

                  -  

                  -  

 

 

           

 

Transport Costs

           

 

 

           

5000

Plant & Machinery

         

                  -  

5001

Repairs & Maintenance

         

                  -  

 

 Purchases & Repais

     

                  -  

                  -  

                  -  

 

 

           

5100

Fuel Allowance

         

                  -  

5101

Lump Sum Allowance

         

                  -  

5102

Mileage

         

                  -  

5104

Fares

         

                  -  

 

 Car Allowances

     

                  -  

                  -  

                  -  

 

 

           

5150

Car Leasing Charges

         

                  -  

5151

Car Leasing - Recoveries

         

                  -  

5152

Car Leasing - Miscellaneous

         

                  -  

 

 Car Leasing

     

                  -  

                  -  

                  -  

               

5200

Vehicle Contract Hires

         

                  -  

5201

Plant & Machinery C/Tract Hire

         

                  -  

5202

Internal Hires

         

                  -  

5203

Additional Work

         

                  -  

5204

Fuel

         

                  -  

 

 Contract Hire

     

                  -  

                  -  

                  -  

               

5300

Other Transport Costs

         

                  -  

####

 Other Transport Costs

     

                  -  

                  -  

                  -  

               

 

Total Transport Costs

 

 

 

                  -  

                  -  

                  -  

               

 

Administration Costs

           
               

6100

Office Supplies

         

                  -  

6102

Postages

         

                  -  

6103

Passport To Leisure Services

         

                  -  

 

 Stationery & Postage's

     

                  -  

                  -  

                  -  

 

             

6120

Mobile Phone

         

                  -  

6121

Telephones

         

                  -  

####

 Telephones

     

                  -  

                  -  

                  -  

               

6150

Insurance

         

                  -  

####

 Insurance 

     

                  -  

                  -  

                  -  

               

6200

Training Courses

           

6201

Training - Travel & Subsistence

         

                  -  

6202

Health & Safety Training

         

                  -  

6203

Conference Fees & Travel

         

                  -  

6204

Coach Education

         

                  -  

6205

Development Initiative

         

                  -  

6206

Elite Development

         

                  -  

6207

Sports Development

         

                  -  

####

 Training

     

                  -  

                  -  

                  -  

 

 

           

6250

Professional & Consultants Fees

           

6251

Group Fitness Instructors

         

                  -  

6252

Golf Professional Fees

         

                  -  

6253

Membership Fees

         

                  -  

 

 Professional Fees

     

                  -  

                  -  

                  -  

 

 

           

6260

Television Licences

         

                  -  

6261

Sports & Entertainment Licenses

         

                  -  

6262

Performing Rights Society

         

                  -  

6263

Phono- Performance Licence

         

                  -  

6264

Fitness Licences

         

                  -  

 

 Licences

     

                  -  

                  -  

                  -  

 

 

           

6300

Printing

         

                  -  

6301

Photocopying

         

                  -  

6302

Photographic Work

         

                  -  

6303

Advertising

         

                  -  

6304

Promotions

         

                  -  

6305

Branding/Signage

         

                  -  

6306

Graphic Design

         

                  -  

6307

Mail Shots

         

                  -  

 

 Printing & Marketing

     

                  -  

                  -  

                  -  

 

 

           

6320

Projects

         

                  -  

6321

Hospitality

         

                  -  

6322

Provision For Doubtful Debt

         

                  -  

6323

Other Administration Costs

         

                  -  

 

 Other Admin Costs

     

                  -  

                  -  

                  -  

 

 

           

 

Total Administration Costs

 

 

 

                  -  

                  -  

                  -  

 

 

           

 

Payments to Other Bodies

           

 

 

           

6350

Payments to External Parties

         

                  -  

6351

Subscriptions

         

                  -  

6352

Sub - Contractors Payments

         

                  -  

6353

Cash In Transit Contract

         

                  -  

 

Total Payments to Other Bodies

 

 

 

                  -  

                  -  

                  -  

 

 

           

 

Governance Costs

           
               

6400

External Audit Fee

         

                  -  

6401

Internal Audit Fee

         

                  -  

6402

Taxation Services

         

                  -  

6403

Legal Advice

         

                  -  

6404

Professional Advice

         

                  -  

 

Total Governance Costs

 

 

 

                  -  

                  -  

                  -  

 

 

           

 

Central Costs

           

 

 

           

6500

Bank Charges

         

                  -  

6501

Provision For Depreciation

         

                  -  

6502

Irrecoverable Vat

         

                  -  

6503

Miscellaneous Costs

         

                  -  

6504

Shorts & Overs

         

                  -  

 

Total Central Costs

 

 

 

                  -  

                  -  

                  -  

 

 

           

 

Total Charitable Activities

 

 

 

                  -  

                  -  

                  -  

 

 

           

 

TOTAL EXPENDITURE

 

 

 

                  -  

                  -  

                  -  

 

 

           

 

NET EXPENDITURE

 

 

 

                  -  

                  -  

                  -  

               
               

 

SUMMARY

           

 

Total Income From Generated Funds

 

0

0

0

0

                  -  

 

Total Income From Charitable Activities

 

£0.00

0

0

0

                  -  

 

TOTAL INCOME

 

£0.00

                  -  

                  -  

                  -  

£0

 

Total Cost of Generating Funds

 

0

0

0

0

                  -  

 

Total Employee Costs

 

0

0

0

0

                  -  

 

Total Property Costs

 

0

0

0

0

                  -  

 

Total Supplies & Services

 

0

0

0

0

                  -  

 

Total Transport Costs

 

0

0

0

0

                  -  

 

Total Administration Costs

 

0

0

0

0

                  -  

 

Total Payments To Other Bodies

 

0

0

0

0

                  -  

 

Total Governance Costs

 

0

0

0

0

                  -  

 

Total Central Costs

 

0

0

0

0

                  -  

 

TOTAL EXPENDITURE

 

                  -  

                  -  

                  -  

                  -  

                  -  

 

NET EXPENDITURE

 

                  -  

                  -  

                  -  

                  -  

                  -  

 

               

North Lanarkshire Leisure Ltd

ADVERTISING REQUEST

HUMAN RESOURCES

FACILITY:

Job Title:      

Grade:

Hours:

(please provide pattern of hours)

Paid Breaks          Yes   

                              No

Post Location:

Location Post Code:

Permanent                    

Temporary 

Name of Previous Postholder:

If Temporary, please give reason and how long post is temporary for:

If temporary cover for existing employee, please give name of employee:

Additional Payments

Contact Manager                                            

 

Contact phone number                                   

   

Is this a re-advertisement?

YES

 

NO

   
   

Previous reference number (if known):

NLL

How will this post be covered if not recruited e.g. relief/Overtime etc.?

What are the consequences/implications of not recruiting to post at this time?

Please provide the following information

Where do you wish the job to be advertised? ) i.e. Job centre, Local press, National Press, Internally etc.)

Which publications are to be used (if appropriate):

Signed: 

Designation:

Date:

Authorised by:

Designation:

Date:

SMT Decision:

 

Date:

               

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NLL Latest News

About NL Leisure

NL Leisure is a registered Scottish charity, regulated by the Office of the Scottish Charity Regulator (OSCR). The purpose of NL Leisure is to deliver sport, recreational, health improving and social welfare services to the community of North Lanarkshire. NL Leisure is a not for profit company (NPDO) which is limited by guarantee.

NL Leisure's vision is to provide exceptional customer service and value for money experience through the provision of a range of high quality sport, recreational and health improving activities

 

 

Contact

NL Leisure Headquarters

1 Ardgoil Drive,
Cumbernauld,
G68 9NE
01236 341968

Membership Enquiries

accessnl@nlleisure.com

General Enquiries

queries@nlleisure.com

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