Temporary Staff Bank

Governing strategies

• University of Exeter Financial Regulations and audit requirements
• University of Exeter standards, policies, procedures, codes of practice etc on employment, equal opportunities and data protection (including agreed terms and conditions of employment and Statutes and Ordinances)
• Statutory provisions on employment, equality and immigration, work permits etc.

Level of service

Human Resources will:

• Maintain established Temp Bank of qualified staff enabling immediate access by Colleges and Professional Services.
• Provide appropriate Temporary Staff as requested.
• Follow-up new assignments with Colleges and Professional Services once Temp is in place.
• Ensure that Temporary Staff are paid correctly and on time for work done.(Including arranging for Temporary Staff to be paid holiday allowances.)
• Ensure that Colleges and Professional Services are charged correctly and on time for Services provided.
• Respond to any queries made by Colleges and Professional Services with reference to charges made.

Key indicators

Key indicators for this activity are:

• Maintain Bank of staff by interviewing and recruiting appropriate Staff .
• Join staff to the Temporary Staff Bank, if appropriate, at the request of Colleges.
• Respond immediately to Temp request by sending Temp Request Form to College. Appropriate Temp will be found, contacting outside Agency if necessary.
• Provide details of Temp to College before start date of assignment.
• Provide Temp with job description, location, contact details, rate for job and time sheets before start date of assignment.
• Contact College within two days of start of assignment to check that all is well.
• Take immediate action in response to any problems identified by the College.
• Provide necessary starter documentation to Payroll at time of appointment to Bank.
• Ensure that time sheets reach Payroll at the appropriate time.
• Calculate holiday pay: provide details to Payroll for payment to be made at requested time.
• Provide all information needed for transfer of amounts from Colleges cost centres and send to Management Accounting every month in accordance with agreed timetable.
• Upon request, provide College with detailed breakdown of charges made.
• Evaluate all placements with Colleges within one week of the end of the placement.

Performance targets

Subject to the Dependencies below:

• 95% of temp requests will be acknowledged on the day of receipt.
• 95% of requested for temps will be placed at the time requested.
• Queries on charges will be replied to within 2 working days.
• 95% of placements will receive an evaluation of ‘satisfactory’ or above by the College.

Key contacts

• TSB Administrator

Redress

Complaints about aspects of the service should be made to the TSB Administrator in the first instance. In the event that the customer/client remains dissatisfied following informal discussion with the TSB Administrator, the issue should be raised in writing with the Payroll Administration Manager who will normally respond within 5 working days.

Dependencies (Colleges)

To operate effectively in this service area, Human Resources requires:

• Colleges to return completed Temp Request Form containing all relevant information;
• Receipt of all required pre-appointment information from College for Temps nominated by Colleges;
• Feedback from Colleges on placement;
• Receipt of weekly time sheet, checked and signed by College representative;
• Dates of temps holidays to be agreed with Temp by College and information passed on to TSB.

Dependencies (external and other Professional Services)

Human Resources goals in this area may be affected by:

• Response to Temporary Staff Bank advertising;
• Availability of temps with appropriate skills/experience;