Hello Everyone,
I am currently reviewing within my organisation the offer related documents we send out to new starters. (We currently send a staff record sheet to obtain personal details, ask them to fill out a health questionnaire, P46, Working Time Directive Form, and Beneficiary Nomination Form, Reference Sheet and include a copy of our Equal Opportunity Policy)
How/ what do other companies/organisations do to obtain personal details as above etc.?
Would be keen to hear how other organisations approach this.
Thanks in advance!
Hannah
Replies
Hi Hannah
We send an offer letter, new starter pack (personal, bank, next of kin and reference details), Tax and Student Loan form, Beneficiary Nomination form and a Pension Questionnaire form (civil service pension arrangements). We also send out a link to complete an online Health Questionnaire.
We ask for this New Starter pack to be returned before they join as it corresponds to how we put them onto our database. I also agree with Karen and Sarah that it can be a fairly lengthy process.
Best Regards
Hannah
Hi Hannah,
We send out an offer letter for the role which gives very basic information such as working hours, holidays etc. Once the candidate has accepted the offer, they fill out a new starter pack which, like yours, contains WTD form, new starter form (personal, bank and next of kin details), a list of items they can send in as proof of ID, Medical questionnaire and an Employee declaration (whether the role will be their only job) and a Data Protection form.
Sometimes we send the starter pack out to the candidate or they can fill it in on the day they start as part of the induction process. I usually also fill in the basic details (name and address mostly) as at least this saves the candidate filling in information that is required multiple times.
I think this is a process that is getting lengthier, not shorter, due to the amount of information required and the checks needed when a new employee joins an organisation and therefore agree with Sarah's comment below about organisations needing to streamline it.
Kind regards,
Karen
Hi Hannah
This is a great question and thanks for posting. I remember when I worked for a large corporate I was overwhelmed by the sheer volume of paperwork which they sent when I joined which included Health Questionnaire, Pension application forms, emergency contact and also a very hefty contract.
I think this is something which could definitely be streamlined for some organisations and you would also think that perhaps a lot of this could be completed online?
I noticed you send out a WTR opt out form, I wondered how many other organisations send this out as the point of offer, as I thought I had read somewhere that ideally it should be done after the offer so as not to be seen to provide a fait accompli, I will look further into this point for you.
Regards
Sarah