The Workplace Relations Commission sets out the following as a guideline for employers regarding furnishing ALL employees with a Contract of Employment: –

An employer must also provide each new employee with a written statement of terms of employment within one month of commencement of employment. The written statement must include the following:

• The full names of the employer and the employee
• The address of the employer
• The employee may request a written statement of the average hourly rate of pay
• Whether pay is weekly, fortnightly, monthly or otherwise*
• Terms or conditions relating to paid leave (other than paid sick leave)*
• Any terms or conditions relating to incapacity for work due to sickness or injury*
• Any terms or conditions relating to pensions and pension schemes*
• Periods of Notice or method for determining periods of notice*
• A reference to any collective agreements which affect the terms of employment
• A reference to any appliable REA or ERO and where the employee may obtain a copy of same
• The training entitlement, if any, provided by the employer
• If the employee is a temporary agency worker, the identity of the user undertakings
• If the work pattern is entirely or mostly unpredictable, the statement must state:
  • that that work schedule is variable, the number of guaranteed paid hours and the remuneration for work performed in addition to those guaranteed hours
  • the reference hours and days within which the employee may be required to work
  • the minimum notice period to which the employee is entitled to before the start of a work assignment and, where applicable, the deadline for notification in accordance with Section 17 of the Organisation of Working Time Act 1997, and
  • where it is the responsibility of the employer, the identity of the social security institutions receiving the social insurance contributions attached to the contract of employment and any protection relating to social security provided by the employer.

In relation to items marked with an asterisk (*) above, the employer may, as an alternative to providing all the details in the statement, use the statement to refer the employee to certain other documents containing the particulars. For example, such reference could be to an Employment Regulation Order, Registered Employment Agreement, or collective agreement relating to the particular employment involved. However, the separate documentation referred to should be readily accessible to the employee for reference purposes.

Whilst an employer is required to provide each employee with a Job Description, the benefits to the business are several fold.

1. Enhanced Recruitment Process A clear Job Description allows candidates to understand the role’s requirements, responsibilities and expectations. They can better assess their fit, leading to a more efficient and effective recruitment process.
2. Setting Clear Expectations A Job Description is more than just a list of tasks; it is a roadmap.  It offers employees a clear picture of what is expected of them, ensuring that they can effectively align their efforts with the goals of your business.
3. Performance Evaluation With a detailed Job Description, performance assessments become more objective.  Managers can refer back to the Job Description to assess an employee’s contributions and performance.  This makes performance reviews more transparent and fair.
4. Professional Development Job Descriptions can act as a developmental tool.  You can work with your employees to identify areas for skill development, training or further education.  This enables you to align their growth with the needs of their role and the priorities of your business.
5. Minimises Conflict A well-defined Job Description reduces ambiguity which is one of the primary sources of workplace conflict.  When roles, responsibilities and expectations are clearly stated, there is minimum potential for surprises or misunderstandings.
6. Role Evolution As the business grows and employees skills and performance develop, roles can evolve. Regularly revisiting and updating Job Descriptions ensures they remain relevant, reflecting the actual tasks and responsibilities of the position.
7. Organisational Structure Having clear Job Descriptions allows employers to have a more strategic view of their organisational structure.  This helps to identify potential overlaps or gaps and plan accordingly.
8. Legal Safeguarding In cases of employment disputes, having a written Job Description can act as a protective measure.  It provides a reference point that can clarify discrepencies regarding role expectations.

Creating a Company Handbook isn’t just about covering policies and procedures.  You should create a Handbook that is bespoke to your business and incorporates your company’s values and ethos while being legally relevant.  We can work with you to ensure your Company Handbook is all this and that it evolves as your business grows. A Company Handbook is essential to provide comprehensive information to your employees.  Some of the benefits are: –

1. Communicate your Vision an Mission A Company Handbook allows you to ensure employees are educated in your vision, mission and core values.  This not only sets the tone for the culture of your business but also ensures all employees are aligned with the bigger picture, and working towards a shared goal.

2. Clear Communication Employees often have numerous questions about company policies, benefits and expectations. You handbook provides all the answers and they’ll be receiving the information first hand thereby reducing misunderstandings and promoting transparency.

3. Consistent Onboarding The Company Handbook is an essential tool to ensure consistency in information provided to New Starters.  

4. Legal Protection When disputes arise in the Workplace Relation Commission,  one of the first questions the Adjudicator will ask you as an employer is “Did you inform them”?  In other words, you need to be confident that your employees are furnished with all the information they need to execute their role while observing the rules of the business.  The Company Handbook can serve as documented proof of this and is invaluable in potential legal scenarios.

5. Policies and Procedures From GDPR to Dignity at Work to understanding Grievances and Disciplinary Procedures, there are policies you need to ensure your employees have access to. The Company Handbook centralises all critical information and becomes a go-to resource for employees.