Terms and conditions of service for wardens in sheltered accomodation
Article 47
Terms and conditions of service for wardens in sheltered accommodation
Article 47
The following terms and conditions apply with effect from 1 September 2006.
Last Updated - January 2019 Amendment No 15-068
(Department / Authority Name) (‘The Employer’)
Terms and Conditions of Service
The terms and conditions referred to in this document can be found within the Public Services Commission Manual and Craft Workers Memorandum of Agreement 2015.
Name of Employee: ……………………………………………………………………………………………………
The Post:
This post is [title of post] on the staff of [Authority name] at the [location of post].
A job description for the post is attached at Annex A.
Entry requirements
The entry requirements for this post are as follows: [insert only the essential qualification necessary (for example, hold a current First Aid Certificate). You should also spell out how much experience in years and at what level is essential to fulfil the post]
Terms and Conditions of Service
These are in accordance with the Public Services Commission Manual and Craft Workers Memorandum of Agreement 2015, and which provide for:
Salary
This post is graded at [Grade]. The current salary for the post is [£] and is based upon a working week of 37 hours per week. Your contract is for [insert number of hours contracted for work] and your salary will be calculated pro-rata.
The salary is based on Public Services Commission Manual and Craft Workers grades which are outlined in Appendix 9 of the PSC Manual and Craft Workers Memorandum of Agreement 2015 and are reviewed each April. All salaries will be paid by [insert payment methods including the expected date on which salary will be paid].
Start date
Your start date in this post will be: [insert start date]
Continuous employment
Previous service will be considered for pay and related issues and in line with Article 43 of the Memorandum of Agreement. Your date of Continuous Employment will be: [insert relevant date]. You have been credited with [0/…] years continuous service for pay related purposes.
Hours of work
There is a normal conditioned working week of [insert hours of work e.g. 37] excluding meal breaks. The normal pattern of working will be as follows: [insert the normal working patterns].
Your working pattern may change from time to time to reflect the needs of the business (eg. 9am to 5pm or 8.30am to 4.30pm ) subject to discussion with you.
The Employer is responsible for ensuring continuity of arrangements outside of your normal working hours. The arrangements in place will be [Insert Care Phone and/or Relief Warden]. Overtime will be paid for hours in excess of 37 hours, which have been agreed with you by management, and in accordance with Articles 8, 9 and 14 of the Memorandum of Agreement.
Secondary employment
It should be noted that secondary employment, or use of the Housing Authority’s premises, ie. as a store, will not be permitted without the express authority of the Housing Authority Committee. Applications in this respect should be made to [Specify].
Annual leave
The annual leave allowance is outlined in Article 17 of the Memorandum of Agreement but can be summarised as follows:
|
Years' Service |
Allowance (in full days) |
|
0 (on entry) |
20 |
|
4 |
22 |
|
8 |
24 |
|
12 |
26 |
|
16 |
28 |
|
20 |
30 |
This allowance will be adjusted on a pro-rata basis to reflect part time working and commencement during the working year.
In addition there are a number of public and privilege holidays and a credit for annual leave is available for continuous service with other authorities as outlined in Article 43 of the Memorandum of Agreement.
Details of calculations of entitlement to accrued holiday pay on the termination of employment is outlined in Articles 16-22 of the Memorandum of Agreement.
Sick leave
Provision for a payment for sick absences are outlined in Article 31 and Appendix 3 Section 7(a) of the Memorandum of Agreement. A broad outline of this provision can be summarised as follows:
Within any span of 12 months, payment of this allowance shall be for the following periods according to the length of service:
- During 1st year of service - 1 month full pay (after completing 4 months service) and 2 months half pay
- During 2nd year of service - 2 months full pay and 2 months half pay
- During 3rd year of service - 4 months full pay and 4 months half pay
- During 4th and 5th years of service - 5 months full pay and 5 months half pay
- After 5 years - 6 months full pay and 6 months half pay
Qualification criteria exist within Article 31 and Appendix 3, Section 7 (a) of the Memorandum of Agreement which include proper reporting of absence and the submission of the necessary paperwork. Failure to fulfil the requirements of this section could result in such payments being withheld.
The absence provisions of the Sickness Scheme (Appendix 3 of the Memorandum of Agreement) relate to absence wherein there is a probability of an eventual return to work. The concept of sick leave assumes a return to duty and the full sickness entitlement only applies if there is to be a return to work.
Smoking policy
You will be expected to comply with the smoking policy for the building in which you are employed and any smoking policy applied by your Authority.
Notice period
Minimum periods of notice are outlined in Article 27 of the Memorandum of Agreement and summarised as follows:
|
Period of Continuous Employment |
Minimum Notice by the Employing Authority |
|
2 weeks or more but less than 2 years |
2 weeks |
|
2 years or more but less that 12 years |
1 week for each year of continuous service |
|
12 years or more |
Not less than 12 weeks |
|
Period of Continuous Employment |
Minimum Notice by the Employee |
|
1 month or more but less than 2 years |
1 week |
|
2 years but less than 4 years |
1 week for each year of continuous service |
|
4 years or more |
4 weeks |
Note: Issues relating to Gross Misconduct may lead to summary dismissal.
Uniform
Should a uniform be provided it must be worn whilst on duty [to include any specific requirements e.g. frequency of change, costs or restrictions).
Vehicle
Include terms and conditions of use of company vehicle/fuel etc (if applicable)
Pension rights
Staff employed under Public Services Commission Manual and Craft Workers terms and conditions 2015 and who fulfill the medical standard for inclusion, will be provided for under [insert name of relevant Pension Scheme].
[If any medical restrictions on membership to Pension Scheme apply, insert details here].
[If applicable (if not delete sentence) – This scheme requires for a ……..% of salary employee contribution towards future benefits which will be deducted directly from salary].
Arrangements exist for the transfer of most pension rights. Enquiries should be addressed to [insert relevant contact and telephone number].
Note: Before making a decision on transfer of pension rights you are advised to check with the relevant contact on the terms of the transfer as pensions schemes are complex. You may also wish to seek the advice of a qualified independent adviser before taking any decision.
Retirement age
There is no compulsory retirement age for staff employed under Public Services Commission Manual and Craft Workers terms and conditions.
It is recommended that PSC Manual and Craft employees who are considering retirement, first refer to the terms and conditions of their superannuation scheme before committing to a decision
Discipline procedures
The procedures relating to discipline can be found at Article 34 (Appendix 7) of the Memorandum of Agreement.
You have the right of appeal against any disciplinary decision against you; such an appeal must be lodged in writing with your immediate Supervisor or their Line Manager, within 3 working days of the warning being issued.
Grievance procedures
The procedures relating to grievance can be found at Article 34 (Appendix 7) of the Memorandum of Agreement.
In summary:
Stage 1
Any grievance should be discussed with your Supervisor, or another appropriate person if this is impracticable for any reason. If dissatisfied with the response you should refer the matter to your recognised trade union official who may then take the matter up with the Supervisor or other appropriate person. If the grievance has not been resolved satisfactorily, where practicable within 3 working days of being raised, it should be put in writing by you using Form POG34 (found at Annex A of Article 34 (Appendix 7 of the Memorandum of Agreement) and handed to your Supervisor.
Stage 2
Where practicable a more senior manager will arrange a meeting with relevant parties within 4 working days. You may be accompanied if you wish by a work colleague (who may be a recognised trade union official). Any decision will be confirmed to you in writing as soon as possible after this meeting. Should you remain aggrieved in respect of the original grievance, you or the recognised trade union official may submit a written request to the Chief Officer to move to the third and final stage in the grievance procedure, stating the reason for this request.
Stage 3
The Chief Officer will arrange to hear your grievance personally, or by a panel of not more than 3 senior managers who will have had no previous direct involvement handling this matter. The appeal hearing will be held, where practicable, within 7 working days of receipt of the written request. The decision of the appeal body shall be notified to you as soon as possible after the hearing and shall be final.
Accommodation
Where accommodation is provided the charges and terms and conditions of your tenancy agreement is attached at Annex B.
Conditions of offer
An offer of appointment to the successful applicant will be conditional upon: [from the following list, include only those conditions necessary]
- the employing authority obtaining a work permit if he/she is not an 'Isle of Man Worker' for the purposes of the Control of Employment Acts and Regulations
- he/she proving medically fit for employment – (Please note: Identified medical conditions may result in entry restrictions to the superannuation scheme)
- qualifying for the graded – (Check if certificates are required as proof of status)
- a satisfactory police check being received and [if deemed necessary]
- satisfactory references being received.
You should sign this document below to signify your acceptance of the terms and conditions of service, which includes any annexes (job description and accommodation information).
Signature : ……………………………………………..…… Date :………………..……………
Name ………………………………………..…………………………………..……………….. (In block capitals please)
Please return this signed document to :
Name ……………………….…………………………..
Address …………………………………………………
………………………………………………….......……
Annex A
(YOUR AUTHORITY NAME)
Job Description
Job Title : (INSERT TITLE eg. RESIDENT WARDEN or RELIEF WARDEN)
Location : (INSERT LOCATION)
Responsible for: (INSERT THE TITLES OF STAFF MANAGED eg. Caretaker x 1)
Responsible to: (INSERT AUTHORITY NAME/EMPLOYER)
Job Purpose
To benefit and support the community of the Sheltered complex as necessary and being of assistance to all resident in the capacity of a friend and neighbour.
To ensure the smooth running of the Complex/s on a day to day basis.
Main Duties
- To make daily contact with each household, without being obtrusive
- To remain within the area of the complex during your normal working hours, unless a Relief Warden is on duty or Care Phone is activated
- To answer any bell summonses and deal with any emergency in the most appropriate manner (eg. call for a Doctor, nearest relation, etc.)
- To maintain an up to date register of available Doctors, with whom residents are registered
- To co-ordinate the provision of assistance for any resident during temporary indisposition, by contacting/liaising with relevant service providers as advised by the Employer
- To be responsible for the general supervision of the complex and to report to the Clerk to the Committee any faults which may arise in the alarm system, care system, heating, plumbing, electrical supply, etc.
- To be responsible, as part of the main duties, for the arrangements involved with the hiring of the guest room, including cleaning and laundry
- To submit reports on a regular basis to the authority as required to do so
Annex B
Accommodation
Accommodation is provided to enable the duties of the Wardens to be expediently applied to the residents in need of help. Accommodation is provided on the following basis :
(Suggestions of conditions of tenancy may be:
- Insert condition regarding tenancy linked directly to the Warden post
- Commencement dates and clarity around end of tenancy
- Condition about the standard of care of the property
- Sub letting ? Visitors ?)
Charges (This section should contain any charges that the employee will be responsible for. The list below contains some of the more obvious charges but is not exhaustive).
Rent
The rent is calculated as follows: The rent for this property will be reviewed annually and notice will be given of any changes to the charges applied.
Heating
The charge for heating is calculated as follows: The charge for heating will be reviewed annually and notice will be given of any changes to the charges applied.
Electricity
The charge for electricity is calculated as follows: The charge for electricity will be reviewed annually and notice will be given of any changes to the charges applied.
Telephone
The charge for the use of the telephone is calculated as follows:
The charge for the use of the telephone will be reviewed annually and notice will be given of any changes to the charges applied.
Salary
This post is graded at [Grade]. The current salary for the post is [£] and is based upon a working week of 37 hours per week. Your contract is for [insert number of hours contracted for work] and your salary will be calculated pro-rata.
The salary is based on Public Services Commission Manual and Craft Workers grades which are outlined in Appendix 9 of the PSC Manual and Craft Workers Memorandum of Agreement 2015 and are reviewed each April. All salaries will be paid by [insert payment methods including the expected date on which salary will be paid].
Start date
Your start date in this post will be: [insert start date]
Continuous employment
Previous service will be considered for pay and related issues and in line with Article 43 of the Memorandum of Agreement. Your date of Continuous Employment will be: [insert relevant date]. You have been credited with [0/…] years continuous service for pay related purposes.
Hours of work
There is a normal conditioned working week of [insert hours of work e.g. 37] excluding meal breaks. The normal pattern of working will be as follows: [insert the normal working patterns].
Your working pattern may change from time to time to reflect the needs of the business (eg. 9am to 5pm or 8.30am to 4.30pm ) subject to discussion with you.
The Employer is responsible for ensuring continuity of arrangements outside of your normal working hours. The arrangements in place will be [Insert Care Phone and/or Relief Warden]. Overtime will be paid for hours in excess of 37 hours, which have been agreed with you by management, and in accordance with Articles 8, 9 and 14 of the Memorandum of Agreement.
Secondary employment
It should be noted that secondary employment, or use of the Housing Authority’s premises, ie. as a store, will not be permitted without the express authority of the Housing Authority Committee. Applications in this respect should be made to [Specify].
Annual leave
The annual leave allowance is outlined in Article 17 of the Memorandum of Agreement but can be summarised as follows:
| Years' Service | Allowance (in full days) |
|---|---|
| 0 (on entry) | 20 |
| 4 | 22 |
| 8 | 24 |
| 12 | 26 |
| 16 | 28 |
| 20 | 30 |
This allowance will be adjusted on a pro-rata basis to reflect part time working and commencement during the working year.
In addition there are a number of public and privilege holidays and a credit for annual leave is available for continuous service with other authorities as outlined in Article 43 of the Memorandum of Agreement.
Details of calculations of entitlement to accrued holiday pay on the termination of employment is outlined in Articles 16-22 of the Memorandum of Agreement.
Sick leave
Provision for a payment for sick absences are outlined in Article 31 and Appendix 3 Section 7(a) of the Memorandum of Agreement. A broad outline of this provision can be summarised as follows:
Within any span of 12 months, payment of this allowance shall be for the following periods according to the length of service:
- During 1st year of service - 1 month full pay (after completing 4 months service) and 2 months half pay
- During 2nd year of service - 2 months full pay and 2 months half pay
- During 3rd year of service - 4 months full pay and 4 months half pay
- During 4th and 5th years of service - 5 months full pay and 5 months half pay
- After 5 years - 6 months full pay and 6 months half pay
Qualification criteria exist within Article 31 and Appendix 3, Section 7 (a) of the Memorandum of Agreement which include proper reporting of absence and the submission of the necessary paperwork. Failure to fulfil the requirements of this section could result in such payments being withheld.
The absence provisions of the Sickness Scheme (Appendix 3 of the Memorandum of Agreement) relate to absence wherein there is a probability of an eventual return to work. The concept of sick leave assumes a return to duty and the full sickness entitlement only applies if there is to be a return to work.
Smoking policy
You will be expected to comply with the smoking policy for the building in which you are employed and any smoking policy applied by your Authority.
Notice period
Minimum periods of notice are outlined in Article 27 of the Memorandum of Agreement and summarised as follows:
| Period of Continuous Employment | Minimum Notice by the Employing Authority |
|---|---|
| 2 weeks or more but less than 2 years | 2 weeks |
| 2 years or more but less that 12 years | 1 week for each year of continuous service |
| 12 years or more | Not less than 12 weeks |
| Period of Continuous Employment | Minimum Notice by the Employee |
|---|---|
| 1 month or more but less than 2 years | 1 week |
| 2 years but less than 4 years | 1 week for each year of continuous service |
| 4 years or more | 4 weeks |
Note: Issues relating to Gross Misconduct may lead to summary dismissal.
Uniform
Should a uniform be provided it must be worn whilst on duty [to include any specific requirements e.g. frequency of change, costs or restrictions).
Vehicle
Include terms and conditions of use of company vehicle/fuel etc (if applicable)
Pension rights
Staff employed under Public Services Commission Manual and Craft Workers terms and conditions 2015 and who fulfill the medical standard for inclusion, will be provided for under [insert name of relevant Pension Scheme].
[If any medical restrictions on membership to Pension Scheme apply, insert details here].
[If applicable (if not delete sentence) – This scheme requires for a ……..% of salary employee contribution towards future benefits which will be deducted directly from salary].
Arrangements exist for the transfer of most pension rights. Enquiries should be addressed to [insert relevant contact and telephone number].
Note: Before making a decision on transfer of pension rights you are advised to check with the relevant contact on the terms of the transfer as pensions schemes are complex. You may also wish to seek the advice of a qualified independent adviser before taking any decision.
Retirement age
The normal retirement age is 65 years for all staff employed under Public Services Commission Manual and Craft Workers terms and conditions of service and as outlined in Article 45 of the PSC Manual and Craft Workers Memorandum of Agreement 2015.
However, the age specified above will not preclude any employee from exercising the option of retiring between the ages of 60 and 65 with any superannuable benefits payable in accordance with the relevant superannuation scheme.
Discipline procedures
The procedures relating to discipline can be found at Article 34 (Appendix 7) of the Memorandum of Agreement.
You have the right of appeal against any disciplinary decision against you; such an appeal must be lodged in writing with your immediate Supervisor or their Line Manager, within 3 working days of the warning being issued.
Grievance procedures
The procedures relating to grievance can be found at Article 34 (Appendix 7) of the Memorandum of Agreement.
In summary:
Stage 1
Any grievance should be discussed with your Supervisor, or another appropriate person if this is impracticable for any reason. If dissatisfied with the response you should refer the matter to your recognised trade union official who may then take the matter up with the Supervisor or other appropriate person. If the grievance has not been resolved satisfactorily, where practicable within 3 working days of being raised, it should be put in writing by you using Form POG34 (found at Annex A of Article 34 (Appendix 7 of the Memorandum of Agreement) and handed to your Supervisor.
Stage 2
Where practicable a more senior manager will arrange a meeting with relevant parties within 4 working days. You may be accompanied if you wish by a work colleague (who may be a recognised trade union official). Any decision will be confirmed to you in writing as soon as possible after this meeting. Should you remain aggrieved in respect of the original grievance, you or the recognised trade union official may submit a written request to the Chief Officer to move to the third and final stage in the grievance procedure, stating the reason for this request.
Stage 3
The Chief Officer will arrange to hear your grievance personally, or by a panel of not more than 3 senior managers who will have had no previous direct involvement handling this matter. The appeal hearing will be held, where practicable, within 7 working days of receipt of the written request. The decision of the appeal body shall be notified to you as soon as possible after the hearing and shall be final.
Accommodation
Where accommodation is provided the charges and terms and conditions of your tenancy agreement is attached at Annex B.
Conditions of offer
An offer of appointment to the successful applicant will be conditional upon: [from the following list, include only those conditions necessary]
- the employing authority obtaining a work permit if he/she is not an 'Isle of Man Worker' for the purposes of the Control of Employment Acts and Regulations
- he/she proving medically fit for employment – (Please note: Identified medical conditions may result in entry restrictions to the superannuation scheme)
- qualifying for the graded – (Check if certificates are required as proof of status)
- a satisfactory police check being received and [if deemed necessary]
- satisfactory references being received.
You should sign this document below to signify your acceptance of the terms and conditions of service, which includes any annexes (job description and accommodation information).
Signature : ……………………………………………..…… Date :………………..……………
Name ………………………………………..…………………………………..……………….. (In block capitals please)
Please return this signed document to :
Name ……………………….…………………………..
Address …………………………………………………
………………………………………………….......……
Annex A
(YOUR AUTHORITY NAME)
Job Description
Job Title : (INSERT TITLE eg. RESIDENT WARDEN or RELIEF WARDEN)
Location : (INSERT LOCATION)
Responsible for: (INSERT THE TITLES OF STAFF MANAGED eg. Caretaker x 1)
Responsible to: (INSERT AUTHORITY NAME/EMPLOYER)
Job Purpose
To benefit and support the community of the Sheltered complex as necessary and being of assistance to all resident in the capacity of a friend and neighbour.
To ensure the smooth running of the Complex/s on a day to day basis.
Main Duties
- To make daily contact with each household, without being obtrusive
- To remain within the area of the complex during your normal working hours, unless a Relief Warden is on duty or Care Phone is activated
- To answer any bell summonses and deal with any emergency in the most appropriate manner (eg. call for a Doctor, nearest relation, etc.)
- To maintain an up to date register of available Doctors, with whom residents are registered
- To co-ordinate the provision of assistance for any resident during temporary indisposition, by contacting/liaising with relevant service providers as advised by the Employer
- To be responsible for the general supervision of the complex and to report to the Clerk to the Committee any faults which may arise in the alarm system, care system, heating, plumbing, electrical supply, etc.
- To be responsible, as part of the main duties, for the arrangements involved with the hiring of the guest room, including cleaning and laundry
- To submit reports on a regular basis to the authority as required to do so
Annex B
Accommodation
Accommodation is provided to enable the duties of the Wardens to be expediently applied to the residents in need of help. Accommodation is provided on the following basis :
(Suggestions of conditions of tenancy may be:
- Insert condition regarding tenancy linked directly to the Warden post
- Commencement dates and clarity around end of tenancy
- Condition about the standard of care of the property
- Sub letting ? Visitors ?)
Charges (This section should contain any charges that the employee will be responsible for. The list below contains some of the more obvious charges but is not exhaustive).
Rent
The rent is calculated as follows: The rent for this property will be reviewed annually and notice will be given of any changes to the charges applied.
Heating
The charge for heating is calculated as follows: The charge for heating will be reviewed annually and notice will be given of any changes to the charges applied.
Electricity
The charge for electricity is calculated as follows: The charge for electricity will be reviewed annually and notice will be given of any changes to the charges applied.
Telephone
The charge for the use of the telephone is calculated as follows:
The charge for the use of the telephone will be reviewed annually and notice will be given of any changes to the charges applied.