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Human Resources

Recruitment

PURPOSE

The Abbey Group recognises that employees are its most valuable asset and are fundamental to its success. The Company therefore needs to attract and retain staff of the highest calibre – a strategic and professional approach to recruitment is essential to achieve this.

 

The purpose of this document is to provide a sound framework for the recruitment and selection of staff based upon principles and procedures as outlined below, which also meets the requirements of the Abbey Group and its equal opportunities employment policy and all other relevant employment legislation.

 

PROCESS

Advertising

The hiring manager completes the employee requisition form (found on the Managers shared documents area of Intranet), for every new employee or extension of current contract and 2 signatures must be obtained, one of those being the Finance Director and the other being one of the following;

 

  • For Abbey Ireland & UK, Dublin Office-Group Ops Director/Group Commercial Director

  • Moloney & Kelly and Conference & Events - Moloney & Kelly Managing Director

  • Abbey Ireland & UK, UK Offices - UK Managing Director

 

The completed employee requisition form is then to be submitted to the HR Manager or Executive who advertises the role internally and externally.

 

A Job Specification is required for this. If this is a new role, the Manager will need to work with HR for this to be created or HR will use a current job spec. if it is an existing role and send onto the hiring manager for approval. Once approved, HR will advertise the role internally via email and will also be uploaded to the recruitment folder on the intranet. It will also be advertised externally on Jobs.ie and LinkedIn. All internal or external applications will be submitted to the hiring manager for shortlisting. If deemed necessary, HR will contact some recruitment agencies.

 

Interview stage

The hiring manager must send the CV’s of the shortlisted candidates to HR, along with dates and times they are available for interviews and the name of the Director who will accompany them.

 

Once all interviews have been organised and confirmed, HR will email the hiring manager and Director with the Job Specification, Candidate's CV and interview notes form– for both 1st and 2nd round interviews. For 2nd round interviews, the notes completed by the interviewer afterwards from the 1st round will also be included in the email.

All interview notes are to be submitted to HR post interview for filing.

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Reference Check

Once HR have been informed of the chosen candidate, HR will contact the candidate to obtain 2 references including; name, job title, contact details and company name. When HR have received these, they will be passed onto the hiring manager to check along with the reference check form, it is preferred if all reference checks are conducted via telephone. The completed reference check must be emailed to HR for filing.

 

If the manager is happy with the references, HR will send the successful candidate the offer followed by a Contract of Employment and Offer Letter.

 

On-boarding and Induction

The purpose of induction is to provide the new employees with a brief presentation that contains information of the company’s operation facilities, history of the company, health and safety measures etc., the induction training also aims at introducing new individuals to key employees and give an impression of the culture of the organisation, the induction provides a really good opportunity to socialise and brief the newcomer on the company’s overall strategy, performance standards etc

The Manger must ensure that the new employee has a workstation, email account (username and password), phone extension and any other log ins as needed before they arrive. HR will supply log ins for the new employees TMS profile once the Staff Personal Details form has been filled and submitted. The Staff Personal Details Form can be found on the Abbey Groups Intranet on the left hand side under Forms.

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HR (Dublin office) / Manager (UK offices) will greet the new employee at reception at 09:30am on their first day and go through the induction and on-boarding process which will consist of the following;

 

  • Filling in Staff personal details form

  • Showing the new employee TMS; how to book annual leave, change their personal details and check their holiday entitlements.

  • Induction Presentation - A copy of the Induction Presentation can be found on the Abbey Group Intranet; Staff Shared Docs/Staff Handbooks and Induction/New Starter Induction Presentation

  • Tour of the office/s– meeting as many managers and Directors as possible.

  • Overview of the Abbey Group Intranet – Phone directories and seating plan, Staff Weekend form, Employee Handbook, Safety Handbook.

  • Inform the Employee of the relevant codes for getting in and out of the office and Fire Assembly point.

  • Permanent employees to compete Flexible benefit option form. Please ask HR for a copy.

 

The new employee must meet all of the Directors within their first week (Dublin Office). Please ensure a hard copy of the Welcome Pack is given to each new employee upon their arrival. The Welcome Pack can be found on the Abbey Group Intranet; Staff Shared Docs/Staff Handbooks and Induction/Welcome Pack

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