Parish HR FAQs

Compliance

What do we need to do when employing someone for the first time?

The government website has lots of useful information about what you need to do before employing someone. You can see their step-by-step guide here: Get ready to employ someone for the first time: step by step – GOV.UK. The PCC, as the legal employer, is responsible for all employees and for ensuring you are registered as an employer and adhering to legal requirements.

Advertising & Interviewing

Who is responsible for creating the job description?

Job descriptions are the responsibility of the PCC (the legal employer). If you are recruiting to a role that is SDF or CGP funded, then please also liaise with your linked Project Support Officer who will need to approve your job description ahead of advertising.

How should we shortlist for interview?

Shortlisting can be done by one person but ideally involves the whole panel. Shortlisting should be completed by cross referencing applications with the job description and person specification. Shortlisting data should be kept for 6 months before being destroyed.

Who should sit on an interview panel?

Interview panels should include a member of the PCC (the employer) and normally the incumbent and/or line manager. If you are interviewing for a role that is being made possible through SDF or CGP funding, then the panel should include a Diocesan representative as agreed with your linked Project Support Officer.

What questions should we ask in an interview?

Your questions should be based on the job description and the person specification. You must not ask questions about “protected characteristics” or whether they are married, single or in a civil partnership, have children or plan to have children. We recommend using a scoring grid, with each panel member making notes against an agreed criteria and scoring the candidate’s answers (for e.g. 3 = exceeds criteria; 2 = meets criteria in all aspects; 1 = meets criteria in most aspects; 0 = does not meet the criteria). Notes from interviews should be kept for 6 months and then destroyed. For more help on creating interview questions, contact the HR team who hold question templates for some commonly recruited to roles.

Appointing

What type of contract should it be?

Under the Employment Rights Act 25, employees will gain protection against unfair dismissal rights from 6 months (previously 2 years). This will come into effect from 1 Jan 2027. Due to this, fixed term contracts will be void and, therefore, permanent contracts should be made.

If the role is set up to only be for a set period of time, due to funding or as a maternity cover for example, then employees must be informed about the likely temporary nature of their contract (despite the fact it is permanent) from the outset. Once employees have protection against unfair dismissal from 6 months, the employer must ensure that the employees are dismissed correctly.

What probation length should be set?

Since the changes outlined in the Employment Rights Act 25, our suggested probation period is four months. This gives a good opportunity to see the employee in the role but also provides time to extend the probation to 5 months if needed which still allows time to dismiss the employee, if necessary (at 5 months and 3 weeks, allowing for 1 week statutory notice), before they have unfair dismissal rights at 6 months.

How much pension contribution should we make?

Under current legislation, the minimum total contribution to a workplace pension is 8% of qualifying earnings. This can be made up of both employer and employee contributions, but the total must meet the 8% threshold. 

• The minimum employer contribution is 3% (although a PCC may decide to offer more than this).
• The remaining amount, if any, should be contributed by the employee to meet the total 8% required.
• Contributions apply to qualifying earnings (currently between £6,240 and £50,270 per year).

Employees can opt out of the workplace pension (if done within a month of being auto-enrolled they can ask for a refund). However, after three years, the employer must then auto-enrol the employee in the scheme and write to the employee to confirm this. Employers should keep a record of the employees’ decisions regarding opting out. If employees opt out, the take home pay won’t increase by the same amount the employer was contributing as the employer gets tax relief on pension contributions. This money (now in wages) will be taxed.

How much should we pay?

As an employer, you must pay at least the correct minimum wage. Some UK employers voluntarily pay the “real living wage”, a wage rate based on the cost of living. Churches must consider how much they can afford to pay, when having also taken National Insurance and pension contributions into account. Looking at how much other churches are paying for similar roles can provide a helpful benchmark when considering how much to pay for a particular role.

How do we make sure the contract includes everything it should?

The PCC holds ultimate responsibility for the terms and conditions of the contract. If you would like reassurance, support or a template for your contract, you can contact the HR team for advice, and they can offer an up-to-date template contract that you can use as a handrail. Also, the HR team would appreciate seeing contracts prior to their issue just to double check that they meet the legal requirements. If your role is SDF or CGP funded, then you should liaise with your linked Project Support Officer and send them a signed copy of the contract.

The contract must include: pay, hours, holiday entitlement, notice periods, pension arrangements.

Employer Responsibilities

What policies should we have in place as an employer?

Employers are legally required to hold the following policies:

• Health and Safety (with 5 or more employees).
• Disciplinary (in accordance with ACAS Code of Practice).
• Grievance (in accordance with ACAS Code of Practice).
• Data Protection.

It is best practice that employers have the following policies:

• Pay Policy.
• Sickness and absence policy.
• Equal Opportunities/Anti-harassment policy.
• Flexible Working Policy.

Is it possible to change an employee’s job contract and how do we go about this?

All Contracts of employment should have the following included in it:

“Changes to Contracts: The employer reserves the right to make reasonable changes in its terms of employment from time to time and will notify you in writing of such changes at the earliest practicable opportunity. Such changes will be deemed accepted by you, unless you notify the employer to the contrary in writing within 30 days of date of notification of the changes to the terms of your employment.”

In all cases, when amending contracts, you must engage with the employee in advance and follow a fair procedure.

What pattern of probation reviews and appraisals is recommended?

Probation reviews should be at 2 months and 4 months (end of probation). At the latter one, the employee will either be told they have passed probation and are confirmed in role or that their probation will be extended for 1 month. At this point it needs to be made clear to the employee what expected standard they have not met and what support will be put in place to help them meet the required standard in order to pass probation. At the 5 month point, another review is held and those standards and support reviewed again. The decision at this point is whether to confirm in role or dismiss. If the latter, one week statutory notice is to be given.

Formal annual appraisals should be carried out by Line Managers and should have frequent meetings throughout the year reviewing taskings and standards. Ideally, these 1-2-1 meetings should be held once a month.

How do we dismiss a worker?

If you are considering dismissing an employee (for disciplinary, capability, SOSR (end of funding)) or for redundancy, please reach out to HR Manager (HRManager@southwell.anglican.org) prior to taking any action.