2.7 Human Resource Management

Human Resource Management

2.7

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2.7 Human Resource Management Contents Preamble ............................................................................................................................. 3 2.7.1 Position Requirements ............................................................................................ 3 2.7.2 Employment Records .............................................................................................. 4 2.7.3 Employment Induction ............................................................................................. 4 2.7.4 Training and Education ........................................................................................... 4 2.7.5 Supervision and Support ......................................................................................... 5 2.7.6 Performance Reviews ............................................................................................. 5 Procedures .......................................................................................................................... 6 Applicants......................................................................................................................... 6 Interview ........................................................................................................................... 6 Induction........................................................................................................................... 7 Summary ............................................................................................................................. 8 Employment Definitions.................................................................................................... 8 Equal Opportunity ............................................................................................................ 8 National Employment Standards ...................................................................................... 9 Pay Rates......................................................................................................................... 9 Worker Leave .................................................................................................................... 10 Supporting Documents ...................................................................................................... 11 Policies ........................................................................................................................... 11 Forms ............................................................................................................................. 11 Information ..................................................................................................................... 11 Legislation ...................................................................................................................... 12 NGO Training ................................................................................................................. 12 NDIS Practice Standards and Quality Indicators ............................................................... 13 2.7 Human Resource Management ............................................................................... 13 Human Services Quality Standards ................................................................................... 14 1 Governance and Management .................................................................................... 14 6 Human Resources....................................................................................................... 14 Delegation of Authority....................................................................................................... 14 Version Details ................................................................................................................... 15

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Preamble BigDog Support Services Pty Ltd (BigDog) ensures that all workers are competent in relation to their role, hold relevant qualification, and have relevant expertise and experience to provide person-centred supports in order to meet each client’s support needs.

BigDog is an equal opportunity employer, giving clear recognition to those disadvantaged by race, gender, disability or any other marginalising factor. Human Resource objectives must be to level the playing field for any applicant for positions required by BigDog. This is to be achieved through a clear recognition of the role and the skills required to complete the tasks.

BigDog ensures that working conditions for workers comply with relevant legislation and that they are comparable with industry standards. BigDog will apply the following principles to all aspects of its relationship with personnel: Fairness and equity.

Respect for individuals, their privacy and confidentiality.

Accountability for actions and performance.

Support and encouragement for professional development.

Understanding and workplace flexibility for personal needs.

Promotion of a healthy and supporting workplace culture.

BigDog has a Recruitment Selection Procedure which ensures that the best applicants are employed for support positions.

BigDog has human resource management systems that ensure workers (including carers and volunteers) are recruited appropriately and are suitable for their roles within BigDog. Once appointed, workers will have access to support, supervision, opportunities for training and development and grievance processes.

2.7.1 Position Requirements BigDog identifies the skills and knowledge required for each position and these are documented together with the responsibilities, scope and limitations of each position.

To find the best applicants for a position, BigDog will focus on the requirements of the job rather than questions or assumptions about the applicant's circumstances or background.

Qualifications (necessary skills and experience required) Soft skills, such as communication skills, problem-solving and working well in teams Who the position will report to Who the position will work most with Overall responsibilities Key areas of responsibility BigDog business values.

All workers, volunteers or agents are to abide by State and Federal laws pertaining to WHS and work within frameworks that provide safe harmonious working conditions for all.

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2.7.2 Employment Records BigDog maintains records of worker’s pre-employment checks, qualifications and experience.

BigDog is legally required to keep some records for 7 years, such as: worker details including information about pay, leave and hours of work reimbursements of work-related expenses workers compensation insurance for each worker pay as you go (PAYG) tax instalments superannuation contributions Whilst not all worker records are legally required to keep, it is best practice to keep other worker records to provide a full employment history. These include: resumes and job applications contracts of employment performance reviews trade or registration certificates BigDog has human resource management systems that are consistent with regulatory requirements, industrial relations legislation, work health and safety legislation and relevant agreements or awards.

2.7.3 Employment Induction BigDog has an orientation and induction process in place that is completed by all new workers including the completion of the mandatory NDIS worker orientation program.

BigDog will provide appropriate, consistent and relevant induction to all new workers through using standard information manuals and checklists with signed confirmations.

2.7.4 Training and Education BigDog has a system in place to identify, plan, facilitate, record and evaluate the effectiveness of training and education for workers to ensure that they meet the needs of each client. The system identifies training that is mandatory and includes training in relation to staff obligations under the NDIS Practice Standards and other NDIS rules.

BigDog recognises that the greatest asset in achieving its mission is through the worker.

BigDog seeks to achieve excellence through encouraging effective communication focussing on both the personal, academic and professional needs of all staff members and the needs and goals of BigDog. Once employed, the principal aim of BigDog is to support the goals and objectives of the worker. Worker training and development encompasses both training related to the immediate needs of the workplace and activities which enable workers to develop to their potential and to be prepared for future opportunities.

There is a separate Training and Education Policy.

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2.7.5 Supervision and Support BigDog ensures timely supervision, support and resources are available to workers relevant to the scope and complexity of supports delivered.

BigDog recognises that the greatest asset in achieving our mission is through the worker.

BigDog seeks to achieve excellence through encouraging effective communication focussing on both the personal, academic and professional needs of all staff members and the needs and goals of BigDog. All workers have protected rights at work. These protected rights include: Taking or not taking part in industrial activities Belonging or not belonging to an industrial association Being free from discrimination Workers can’t be treated differently or worse because they have exercised a right. Workers are protected from: Adverse action Coercion Undue influence or pressure and misrepresentation

2.7.6 Performance Reviews BigDog manages, develops and documents the performance of workers including providing feedback and development opportunities.

BigDog has a policy of continual improvement. To ensure that we are regularly reviewing the ability of staff to work within their roles, bi-annual appraisal meetings are undertaken.

Continuous improvement is the means by which increased quality is delivered to our client base. It is the means by which, as an organisation we are judged by our peers. It is also the means in which the quality of staff output is measured. It is the responsibility of all parties to work collaboratively to implement the steps that will bring about productive change. This in turn will be the basis for the recognition of staff competency that leads to promotion or financial enhancement within the organisation.

From time to time BigDog may have to initiate a disciplinary action or the dismissal of an worker due to unacceptable performance or behaviour. BigDog is obliged to meet certain requirements in respect to termination of employment. These requirements are prescribed by relevant legislation and community expectations, and relate to notification, notice periods, process and reasoning. It is our intention to ensure that all workers are treated fairly and with due process in cases of termination and that all relevant documents are completed, all requirements met, and entitlements paid correctly.

BigDog has a Performance Reviews Policy which outlines the process used in regularly accessing the performance of workers to ensure quality supports for all clients.

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Procedures Applicants 1. BigDog will seek to offer employment internally to casual workers prior to the external employment of an applicant.

2. Administration/Coordination workers are charged with the responsibility to set the selection criteria, and the questioning and interview processes prior to advertising of the role. A Director’s approval must be gained prior to advertising.

3. All applicants must meet the prerequisite requirements prior to an offer of employment unless specific permission is gained from the Directors for an offer of employment prior to gaining prerequisites.

4. All offers of employment must be in-line with the designated role descriptors. If a new role with new descriptors is required, then this must be aligned to an adjacent award or agreement. It may be necessary for the designated Industrial Relation Organisation to be consulted prior to employment being offered. This should be to seek clarification on the appropriateness of the role descriptors and to ensure compliance with Industrial requirements.

5. Workers are to be given 7 days to appeal a decision in respect to a variation of employment where they believe the variation disadvantages their further employment.

6. All employment offers must be client directed. Skills required may be based upon those required for an individual program area for the support of an individual client.

Interview The BigDog selection process is a strategically planned procedural approach developed for recruiting, evaluating and hiring new workers. The interview process includes a standard set of documents and forms and the Employment Interview Checklist is utilised to ensure that this process is followed.

Application for Employment Resume Pay Rates Employment Definitions Position Description Interview Questions Numeracy and Literacy Feedback Criminal History Screening At the completion of the interview the checklist is signed by the applicant and the interviewer.

Post interview actions are detailed in the finalisation section and the interview summary form is completed, a recommendation made and referred to the Directors for a final decision or request for further information. A letter detailing the outcome should be sent to each applicant or in the event that the applicant is sourced through an employment agency then an appropriate report should be made to that agency.

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Interview Finalisation Reference Check Interview Summary Form Letter of Offer of Employment or Letter of Unsuitability

Induction 1. All new worker inductions are to utilise the Worker Induction Checklist and acknowledge the issuing and return of documents accordingly.

2. New worker is to produce their certificate of Completion of the NDIS Worker Orientation Module.

3. Administration Forms for completion are the Worker Details Form including bank details, emergency contacts etc. Taxation Declaration, Commission for Children, Young People and Child Guardian Blue Card and NDIS Worker Screening Card (or copies of the current cards) for suitability to work with people with disabilities and Superannuation application forms.

4. All applications for positive notice cards and blue cards are tracked by the Administration Officer through the use of a Worker and Volunteer Card register.

5. Support Worker information includes the BigDog Code of Practice, Support Worker Induction Manual Information Induction Manual and Worker Induction Manual.

6. Workplace Health and Safety induction is undertaken through the issuing of the WHS Induction Manual and a Motor Vehicle Driver Agreement to use BigDog vehicles.

7. Confirmation Agreement acknowledging confidentiality, Code of Practice, Position Description, WHS Induction and Alcohol and Drug Testing 8. All letters of offer of employment must be acknowledged by the new worker and the relevant section signed and returned immediately.

The Worker Induction Manual has been written to assist new workers to better understand their roles and complete their reporting forms to a level where they are confident in what they are recording is relevant and accurate, and confident in reading and understanding the information contained in the forms. The manual also assists the worker to understand the tasks they need to undertake as well as the need to recognise the significant stakeholders in a client’s life and ensure that their interests are maintained appropriately.

The WHS Induction Manual has been written to assist new and experienced workers to meet their WHS obligations to a level where they are confident in what they are undertaking is safe and confident in reading and understanding the information contained in BigDog Policies, procedures and documentation.

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Summary Employment Definitions Full-time Worker Shall mean a worker who is engaged as such and who works an average of 38 ordinary hours per week cycle plus any reasonable additional hours.

Part-time Worker Shall mean a worker who is engaged as such and who works on average less than 38 ordinary working hours of full-time workers.

Casual Worker Shall mean a worker engaged as such and who is paid on an hourly basis to work, on average, less than the ordinary work cycle working hours of full-time workers. By definition “casuals” are to be engaged on an “as required” basis.

Casual workers are required to be available for work any time in a 24-hour span on any day of the year. Each engagement shall stand alone.

Live in Support Live in Support is a situation where the Support Worker needs to be at the supported persons premises over a twenty-four-hour period. This can be for one or more night/s or for specified periods and can be provided by one Support Worker covering the twenty-four-hour period or two Support Workers covering two twelve-hour periods or where two workers agree to share such shifts by way of written agreement submitted to BigDog. Specific Term Worker Shall mean a Worker who is engaged to perform work for BigDog for a specified period of time at the end of which the Contract of Employment ceases to have effect on its own accord. ie: The Worker will be engaged from date (x) until date (y) at which time the Contract of Employment ceases to operate.

Equal Opportunity 1. Where applicants are competing for a position and recognition of a possible adjustment to a role has been made for a disadvantaged applicant, all other selection criteria will then be judged equally.

2. If at the end of the selection process both applicants are still deemed as being equally qualified the person adversely disadvantaged by Race, Gender, Disability or marginalisation will be offered employment. (If this occurs all details of the offer of employment must be noted so as to protect BigDog from any Industrial action of the unsuccessful applicant)

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National Employment Standards The NES are 10 minimum employment entitlements that must be provided to all workers.

The national minimum wage and the NES make up the minimum entitlements for workers in Australia. An award, employment contract, enterprise agreement or other registered agreement can't provide for conditions that are less than the national minimum wage or the NES. They can’t exclude the NES. The 10 minimum entitlements of the NES are: Maximum weekly hours Requests for flexible working arrangements Parental leave and related entitlements Annual leave Personal carers leave and compassionate leave Community service leave Long service leave Public holidays Notice of termination and redundancy pay Fair Work Information Statement All workers in the national workplace relations system are covered by the NES regardless of the award, registered agreement or employment contract that applies.

Casual workers only get NES entitlements relating to: Unpaid carer's leave Unpaid compassionate leave Community service leave Fair Work Information Statement

Pay Rates Effective 1st July 2014, rates of pay are covered under the Social, Community, Home Care and Disability Services Industry Award 2010 ('modern award') replacing terms and conditions in or derived from Social and Community Services (Queensland) Award 2001 ('pre-modern award').

Workers get different entitlements depending on their type of employment.

Full-time Part-time Casual Shift workers Daily hire and weekly hire Probation Outworkers

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Worker Leave Workers can take leave for many reasons, including to go on a holiday, because they are sick or to take care of sick family members.

Minimum leave entitlements for workers come from the NES. An award, registered agreement or contract of employment can provide for other leave entitlements, but they can’t be less than what’s in the NES. Types of Leave Public holidays Annual leave o All workers except casual workers o 4 weeks of paid annual leave for every year of service Personal, Carer’s and compassionate leave o 10 days of paid personal (sick)/carer’s leave o 2 days of unpaid carer’s leave o 2 days of paid compassionate leave (if needed) o Casual workers are entitled to 2 days unpaid carer’s leave Maternity and parental leave o Most workers are entitled to unpaid parental leave when a child is born o They may claim 18 weeks under the Paid Parental Leave Scheme Family and domestic violence leave Long service leave Community service leave including Jury Duty and Emergency Management Leave Requirements The following conditions apply for worker leave or work absences: 1. If a worker calls in sick on a Monday or Friday, they will be required to have a medical certificate stating their condition. If they fail to produce a medical certificate the leave will be processed as unpaid leave.

2. If there is more than 2 days off in a row due to sickness a medical certificate is required.

3. All Annual Leave requests must be submitted at least 4 weeks prior to taking leave.

4. Emergency situations requiring leave will be approved by the Operation Manager or the Directors.

5. If an worker is sick, they must report their absence to the Operations Manager at the earliest convenience the day of them taking leave via email or phone.

Management has the right to refuse Annual Leave if it affects normal business activity due to others being away at the same time.

Failing to follow these directions regarding leave will result in either a warning or a written warning. This will be monitored closely and reported for annual reviews.

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Supporting Documents Policies 2.0 Provider Governance and Operational Management 6.0 Human Resources 6.1 HR Management Systems 6.2 Recruitment and Selection 6.3 Induction, Training and Development 6.4 Support, Supervision and Feedback 6.5 Grievances and Disputes 7.0 Training and Development

Forms CareMaster Employee Choosing a Super Fund Employee Confirmation Agreement Employee Details Employment Application Employment Induction Checklist Employment Interview Checklist Employment Numeracy and Literacy Employment Reference Check Interview Summary Form Offer of Employment Tax File Number Declaration

Information Code of Practice Employee Induction Manual Fair Work Australia Human Services Quality Framework October 2021 Version 8 NDIS Practice Standards November 2021 Version 4 Position Description Recruitment Flowchart Support Worker Induction Manual WHS Induction Manual

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Legislation Child Protection Reform and other Legislation Act 2022 (QLD) Disability Services Act 2006 (QLD) Disability Services and Inclusion Act 2023 (Cwth) Fair Work and Other Provisions Act 2009 (Cwth) National Disability Insurance Scheme Act 2013 (Cwth) NDIS (Provider Registration and Practice Standards) Amendment Rules 2021 Privacy Act 1988 (Cwth) Taxation Administration Act 2001 (Cwth) Vocational Education and Training Act 2012 (Cwth) Safe Work Australia Act 2008 (Cwth) Work Health and Safety Act 2011 (Cwth)

NGO Training CareMaster Worker App Code of Practice Compulsory Items Introduction to Disability Support Part 1 Introduction to Disability Support Part 2 Management of Medication Meet the Management Team NDIS Code of Conduct NGO Training Service Information Transport WHS Induction NDIS Worker Orientation Module

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NDIS Practice Standards and Quality Indicators BigDog Support Services Pty Ltd (BigDog) is a registered NDIS provider and is required to apply the scheme’s practice standard and quality indicators.

The standards have been developed to create an important benchmark to assess provider performance and ensure that high quality and safe supports and services are provided to NDIS participants.

The four core modules are: 1.0 Rights and Responsibilities; 2.0 Governance and Operational Management; 3.0 The Provision of Supports; and 4.0 The Support Provision Environment.

The supplementary modules cover: 5.0 Specialist Support 5.1 High intensity daily personal activities.

5.3 Implementing behaviour support plans.

2.7 Human Resource Management Each participant’s support needs are met by workers who are competent in relation to their role, hold relevant qualifications, and who have relevant expertise and experience to provide person-centred support.

2.7.1 The skills and knowledge required of each position within a provider are identified and documented together with the responsibilities, scope and limitations of each position.

2.7.2 Records of worker pre-employment checks, qualifications and experience are maintained.

2.7.3 An orientation and induction process is in place that is completed by workers including completion of the mandatory NDIS worker orientation program.

2.7.4 A system to identify, plan, facilitate, record and evaluate the effectiveness of training and education for workers is in place to ensure that workers meet the needs of each participant. The system identifies training that is mandatory and includes training in relation to staff obligations under the NDIS Practice Standards and other National Disability Insurance Scheme rules.

2.7.5 Timely supervision, support and resources are available to workers relevant to the scope and complexity of supports delivered.

2.7.6 The performance of workers is managed, developed and documented, including through providing feedback and development opportunities.

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Human Services Quality Standards The Standards set a benchmark for the quality of service provision. Each Standard is supported by a set of performance indicators which outline what BigDog is required to demonstrate to meet that standard.

1 Governance and Management Sound governance and management systems that maximise outcomes for stakeholders.

1.1 BigDog has accountable and transparent governance arrangements that ensure compliance with relevant legislation, regulations and contractual arrangements.

1.2 BigDog ensures that members of the governing body possess and maintain the knowledge, skills and experience required to fulfil their roles.

1.5 Mechanisms for continuous improvement are demonstrated in BigDog management and service delivery processes

6 Human Resources Effective human resource management systems, including recruitment, induction and supervisory processes, result in quality service provision.

6.1 BigDog has human resource management systems that are consistent with regulatory requirements, industrial relations legislation, work health and safety legislation and relevant agreements or awards.

6.2 BigDog has transparent and accountable recruitment and selection processes that ensure people working in the organisation possess the knowledge, skills and experience required to fulfil their roles.

6.3 BigDog provides people working in the organisation with induction, training and development opportunities relevant to their roles.

6.4 BigDog provides ongoing support, supervision, feedback and fair disciplinary processes for people working in the organisation.

6.5 BigDog ensures that people working in the organisation have access to fair and effective systems for dealing with grievances and disputes.

Delegation of Authority Name

Position

Details

Courtney Carroll

Director

Authorise review and implementation

Ann Paull

Company Secretary

Manage Finances

Peter McGrath

Operations Manager

Ensure information dissemination

Monique Paull

HR Manager Lawyer

Ensure compliance by workers and Payroll

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Version Details This policy will be reviewed every twelve (12) months unless circumstances deem it necessary to review earlier. The review process will involve an analysis of the usefulness of the policy and to note any changes which are required to improve the policy.

If minor changes are made in wording or to clarify the intent, the version number will indicate this by adding a ‘point’ i.e. Version 1.0 indicates the original version and 1.1 with the first round of minor changes made. A significant change or intent of the policy will be indicated by a whole new number i.e. Version 2.0.

The following rules also apply in interpreting this policy: • Headings are for convenience only and do not affect interpretation.

• A singular word includes the plural and vice versa.

• A word that suggests one gender includes the other genders.

Date

V

July 2009

1.0 New Policy 1.1 Updated BDS to BigDog Updated Service Provider to BigDog

March 2011 March 2012 October 2013

Details

1.2 Header includes new logo and page of pages 2.0 Policy name change from Recruitment, Employment and Development to Human Resources HSQS Indicators replace Service Standard Indicators Training sub-heading added to Supporting Documents

April 2014

2.1 Policy ratified by Community Committee

February 2015

2.2 Updated term 'Client' to NDIS term 'Participant'

August 2015

2.3 Fair Work summaries added

July 2016

2.4 Updated policies to procedures Deleted information about giving the applicant a copy of Information about BigDog kit Removed reference to the NDCO Factsheets Deleted ‘full-time or part-time’

January 2017

3.0 Included HSQS Indicators within policy statements

January 2019

4.0 Updated to new logo and style guide

January 2020

5.0 Removed HSQF Standards Indicators and Policy matched with NDIS Practice Standards and Quality Indicators Front cover updated to Standards colour identification Supporting Policies updated 5.1 Updated Responsible Officers details Changed ‘the director’ to ‘the directors’ Introduction of BigDog Training Portal and modules

January 2021

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Date

V

Details

January 2022

5.2 Included Employee Leave section, Operations Manager NDIS Practice Standards November 2021 Version 4

January 2023

6.0 Included Human Services Quality Standards and Child Protection Act and the term “Participant” is returned to “Client” to allow for policies to cover NDIS and Child Safety.

January 2024

6.1 Disability Services Act 1986 replaced with Disability Services and Inclusion Act 2023 and policy review process included.

Updated NGO HR Training Modules

June 2025

6.2 Scottvale Health Club included in policy Steven Paull has retired, responsible officers updated

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