Where possible, the line manager should telephone the successful candidate to offer them the job. A decision from the candidate on whether to accept the job should not be expected immediately, but a timeframe should be agreed. If the job specifically requires someone who is fit, the job offer could be conditional upon a successful medical examination. If the candidate does not accept the job, there may be a second choice candidate who could be offered the job. If there are no suitable alternative candidates it is necessary to re-advertise the job.
When a successful candidate accepts a job, the starting dates should be agreed. A job pack should then be prepared and sent to them.The job pack contains all the paperwork needed for the successful candidate to start working with the organisation.
The following paperwork in the job pack should be signed and returned to the organisation to be held in the individual’s personnel file:
CONTRACT OF EMPLOYMENT
Organisations should use a standard contract template which has been checked by a qualified legal practitioner to ensure it fulfils all the national legal requirements. All employment contracts must be signed by the new recruit and the line manager and both should have a copy. Where relevant, they should be written in the local language in addition to the official national language. The contract should be read to new recruits who cannot read. See Section 3 for guidance on what to include in a contract.
SELF-DECLARATION FORM
In the absence of a police check to find out whether the new recruit has a criminal record, new recruits should sign a Self-declaration form. They sign this form to say they do not have a criminal record.
PERSONAL INFORMATION SHEET
Information requested could include: family details and next of kin, passport or identity details, bank details if the salary is to be paid directly into the bank account, church details. The following paperwork in the job pack is for the new recruit’s information only:
EMPLOYMENT OFFER LETTER
This letter should give the new recruit all of the practical details about their employment, such as role, location, salary and benefits.
STAFF HANDBOOK
The staff handbook outlines general terms and conditions of employment as well as explaining the working environment of the organisation. If the terms and conditions are different for the specific role, this should be stated in the contract of employment. See Section 3 for more details about writing a staff handbook.