Quality Employer Programme HR Audit | Irish Hotels Federation

Section 1 - General Information

Name of Property

Address of Property

County

Hotel or Guesthouse

Hotel

Guesthouse

Telephone No.

Fax No.

General e-mail address

Personnel/HR e-mail address

General Manager

HR Contact

Current property classification (Star Rating)

(Failte Ireland classification only)

Number of bedrooms

Please indicate your premise's facilities

Banqueting

Leisure

Conference

Restaurant

Bar

Other Facilities

Is any of your business franchised/sub-contracted?

Please give details

Total number of employees

Full Time

Min

Max

Part Time

Min

Max

Casual

Min

Max

Seasonal

Min

Max

Total number of Managers

Number of Trainee Managers

No. of employees who require work permits

Do you have staff files for all employees?

Yes

Previous Assessment Date (if any)

Day

Month

Year

Comments on section 1

Section 2 - Recruitment and Selection

Who is mainly responsible for recruitment and selection in your property?

Owner/Proprietor

Personnel/HR Manager

Head of Department

Immediate Supervisor

Other

Which of the following documents do you consistently use when recruiting new staff?

Application forms

Reference checking forms

Person specification

Please bear in mind Equality Legislation when compiling your personnel forms. Only questions appropriate and relevant to the position should be asked on the form.

When do employees receive their written job description?

At job offer stage

On first day of work

At induction

Do you have a standard interview procedure in place

Yes

Do you complete interview checklists?

Yes

If an applicant is unsuccessful at application stage do you send a regret letter?

Yes

If an applicant is unsuccessful at interview stage do you send a regret letter?

Yes

Do you keep unsuccessful applicants' details on file should a suitable position arise?

Yes

Do you send new employees for a medical examination?

Yes

Comments on section 2

PLEASE ATTACH A SAMPLE APPLICATION FORM WHEN RETURNING THIS QUESTIONNAIRE *

Section 3 - Terms and Conditions of Employment

Do all new employees receive a letter of offer / appointment?

Yes

Do all new employees receive a written contract of employment?

Yes

Which of the following does it cover?

Title of position being offered

Gross rate of pay

Method of payment

Hours of work/overtime

Sunday Premium

Holiday pay

Public holidays

Sick leave

Probationary period

Period of notice to employer

Period of notice to employee

Date of expiry of temporary/fixed contract

Normal retirement

Health and safety requirements

If you answered no to any of the above are they covered elsewhere?

Please Comment

How do you compensate for Sunday work?

Comments on section 3

PLEASE ATTACH A SAMPLE CONTRACT OF EMPLOYMENT WHEN RETURNING THIS QUESTIONNAIRE *

Section 4 - Rostering - Hours of Work - Record Keeping

Do you give employees at least 1 week's notice of rosters?

Yes

Has each roster actual hours noted or a clear explanation of shifts?

Yes

Are employees made aware of their entitlement to breaks?

Yes

Do you record rest breaks?

Yes

Do you operate split shifts?

Yes

Do you give employees at least 2 days notice of working overtime where business permits?

Yes

In order to comply with Organisation of Working Time Act Record Keeping Regulations employers are obliged to maintain records of the days and total hours worked in each week by each employee. A record of any annual leave or public holidays taken and details of payment made in respect of this must also be kept.

Do you record in writing the hours of work by each employee?

Yes

Does the employee sign this off?

Yes

Do you have an electronic clocking facility?

Yes

If you do not have an electronic clocking facility an employer is obliged to ensure that all hours worked are signed for and verified by the employee. These documents must be made available should an inspector wish to see them.

Is the notice referring to hours worked by under 18's on display in staff area?

Yes

Do you adhere to minimum wage pay rates?

Yes

Comments on section 4

Section 5 - Training and Development

Do you have someone responsible for training and development within your premises?

Yes

Do you have a written training plan?

Yes

How often do you update the plan?

Who carries out induction?

HR Manager

Head of Dept.

Supervisor Employee

At what stage of their employment is induction carried out?

Day 1

Week 1

Within first month

What is the duration of your induction training?

Half Day

1 Full Day

Other

Which of the following is covered at induction training?

Conditions of employment

Payment procedures

Deductions on payslips

Holiday arrangements

Absence/sickness procedure

Layout of hotel

Layout of work area

Who's who

Meals and Breaks

Smoking Regulations

Responsible service of alcohol

Pension and Retirement planning

Uniforms

Introduction to fellow employees

Outline of job

Probationary period

Performance and review system

Career progression

Cultural Diversity

Health and safety procedures

Fire equipment & accident procedures

Manual handling procedures

Training procedures

Do all employees sign a checklist to verify completion of induction?

Yes

Do you have a staff handbook to give out at induction?

Yes

Have any members of staff completed a 'Trainers in Industry' course over the last 2 years?

Yes

If yes, how many and in which departments?

Do you maintain departmental training plans?

Yes

Who carries out departmental training?

Are all records kept of attendance at all training programmes?

Yes

Do you provide Trainee Management Programmes?

Yes

If yes, are they externally or internally accredited?

Do you release staff for apprenticeship/day release programmes?

Yes

How many staff have completed the following training programmes

Manual Handling

First Aid

Health & Safety

Fire Training

Please give details of any on-going developmental training carried out for all levels of management and staff

Do you have a training budget?

Yes

What percentage is this of your overall payroll budget?

(Best practice industry wide suggests 3% as the norm)

If you don't have a training budget, where is the cost of training provided for in the accounts

Comments on section 5

PLEASE ATTACH A SAMPLE TRAINING PLAN OR TRAINING RECORD WHEN RETURNING THIS QUESTIONNAIRE *

Section 6 - Performance Reviews

Do you carry out job chats?

Yes

Do you record all job chats?

Yes

After induction, when do you carry out a formal assessment/review?

After 3 months

After 6 months

Other

Are all assessments fully recorded?

Yes

Do all staff undergo annual performance assessments?

Yes

Are they recorded?

Yes

Comments on section 6

PLEASE ATTACH A SAMPLE PERFORMANCE REVIEW FORM WHEN RETURNING THIS QUESTIONNAIRE *

Section 7 - Employee Engagement

Do you have an Employee Engagement Consultation/ Staff Forum in your property?

Yes

If yes, how long has the Forum been in existence?

Any other comments on Employee Engagement?

How often does the Forum meet per year?

Section 8 - Grievance/Disciplinary/Bullying/Harassment Procedure

Do you have a written Grievance Procedure?

Yes

Do you have a written Disciplinary Procedure?

Yes

Do you have a written Bullying Procedure?

Yes

Do you have a written Sexual Harassment Procedure?

Yes

Do you have a written Harassment Procedure?

Yes

Are all these procedures explained to staff at induction?

Yes

Do employees sign these off?

Yes

Comments on section 8

Section 9 - Staff Facilities

Do you provide meals for all staff while on duty?

Yes

If yes, do you take this into account in arriving at pay?

Yes

Do you provide lodgings for staff?

Yes

If yes, provide a short description of your staff accommodation

Do you provide uniforms for staff?

Yes

If yes, provide a short description of uniform provided

Are there any other deductions from staff wages e.g. Lockers, social fund etc?

Please list

Do you provide a pension scheme for staff, which they can join?

Yes

If yes, give basic details i.e. Service period etc

If yes, please give details of provider, numbers of employees, and does the employer contribute

Comments on section 9

Section 10 - Exit Interviews

Do you carry out exit interviews?

Yes

Do you record exit interviews that are carried out?

Yes

Comments on section 10

Section 11 - Any Additional Comments

If you have any additional comments please make them here

Section 12 - Confidential Email

As the information you have submitted is confidential please enter an e-mail address for future correspondences regarding the QEP form

Notes

The Quality Employer Questionnaire is not intended as a statement of the law on any topic and any member with a particular query should contact the IHF at 01 – 4976459.

vat