011 Human Resource Management Policy | NDIS Disability Services in Brisbane

1. Purpose

Proactive Support is committed to human resource management systems and practices which support effective recruitment and selection, performance monitoring and development and performance management. Our recruitment, human resources, and worker screening practices align with legislative and regulatory requirements. Our workplace is free from discrimination and harassment, and we follow robust processes and practices to reduce the likelihood of it occurring. Our practices comply with all employment-related legislation, including the Human Rights Act 2019. Proactive Supports human resource activities are underpinned by the principles represented in Equal Employment Opportunities (EEO) and Anti-Discrimination legislation.

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2. Scope

This policy broadly encompasses the lifecycle of an employee, from recruitment to conclusion of employment, including induction, payroll, time and attendance, training and development, appraisals and discipline.

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3. Definitions

In this policy:

Staff means any person employed by Proactive Support, including managers and workers, regardless of pay, status or working hours

Participant means a client or potential client who is receiving supports or services from Proactive Support

Risk-assessed role is where the staff member has more than incidental contact with participants

A Blue Card/Working with Children Card is issued following the conduct of a ‘working with children check. A person’s eligibility to hold a blue card or exemption card is based on an assessment of their known past police and disciplinary information. This process also disqualifies certain people upfront and prevents people from working with children whose past behaviour indicates they are not eligible to enter regulated child-related employment.

A Yellow Card/NDIS Worker Screening Check is an assessment of whether a person who works, or seeks to work, with people with disability poses a risk to them. The assessment determines whether a person is cleared or excluded from working in certain roles with people with disabilities. The NDIS Worker Screening Check is conducted by the Worker Screening Unit in the state or territory where a person applies for it. The Worker Screening Unit also decides whether a person is cleared or excluded. Registered NDIS providers are required to ensure that they only engage workers who have been cleared in certain roles, called risk assessed roles.

Discrimination is any practice that makes distinctions between individuals or groups to disadvantage some and advantage others. People can also be indirectly discriminated against if certain attributes, such as parental status, religion, race, or impairment, make them less able or even unable to participate in an activity. It is unlawful to disadvantage employees and job seekers in any way because of their race, colour, gender, sexual orientation, age, physical or mental disability, marital status, family, carer or nominee’s responsibilities, pregnancy, religion, political opinion, national extraction, social origin.

Equal Opportunity is the offering of employment, pay, or promotion equally to all, without discrimination as to sex, race, colour, disability, etc.

Sexual Harassment is when behaviour is characterised by making unwelcome and inappropriate sexual remarks or physical advances in a workplace or other professional or social situation.

Workplace Harassment is the belittling or threatening behaviour directed at an individual worker or a group of workers.

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4. Rights and Responsibilities

All Staff

All staff working at Proactive Support have the right to:

Correct remuneration, according to their award

Appropriate training, applicable to their position

Regular scheduled performance appraisals and development opportunities

Clearly set out disciplinary procedures, should there be a breach of employment obligations

Expect zero tolerance for abuse, neglect, harm, harassment of any kind and discrimination

A human resource system, procedures and practices that are fair and inclusive

Equal access to employment opportunities, career opportunities, training, and natural justice processes

All staff working at Proactive Support are expected to always behave professionally and responsible, whether with colleagues, in the office, at a work social event, with participants or online. This means taking reasonable care to treat people fairly and with respect and courtesy, and not adversely affecting others in the workplace.

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5. Pre-employment

Proactive Support aims to recruit staff who are competent, qualified and have the relevant expertise and experience to provide person-centred support. Our recruitment processes encourage diversity and are consistent with our community and participant base. To achieve this, the following measures are in place:

Documented position descriptions

Pre-employment checks, such as criminal-history screening

Probation period for employees who have had no prior experience in the industry

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6. Staff Employment

6.1 Requirements

Staff employed by Proactive Support are required to have the following qualifications prior to starting work:

Mandatory

Driver’s Licence

First Aid

NDIS Worker Screening Check – Yellow Card (for risk-assessed roles)

Working With Children Card – Blue Card (for risk-assessed roles)

Details of current car registration and insurance (if necessary to the role)

Infection Control Training

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Hold or be in the process of obtaining

Certificate III in Individualised Support (Disability) – or other relevant qualification

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When an applicant is offered a position, they are provided:

An employment contract

A tax file number declaration

NDIS Code of Conduct Fact Sheet

NDIS Code of Conduct Summary for workers

A superannuation nomination form (if needed)

Mandatory documentation from Fair Work

A comprehensive list of Risk-Assessed role requirements will be maintained in a tab in the Staff Register. This list can be utilised for on-boarding new staff members as a prompt for required documentation.

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6.2 Record keeping

Proactive Support will maintain records of all staff on the Staff Register. (Location: Human Resources > 10 Staff > Staff Register) The register includes some specific information for those staff members who work in risk-assessed roles related to their mandatory worker checks:

Date entered

Status

Updated Data

Surname

First name

Date of Birth

Address

Phone number

Email address

Tax File Number

Bank Details and Superannuation in Xero

Driver’s Licence

NDIS Worker Screening

Working with Children’s Check

First Aid + Expiry

CPR + Expiry

Induction Completed

NDIS Worker Training

Infection Control Training

P&P Check Sheet Completed

COI declaration due

Contract signed

Risk-assessed role + Start Date

SCHADS Award

Performance appraisal Due

End date

Each staff member has a named folder in the Staff folder. This folder contains their provided documentation. This folder also contain Staff Case Notes and Training document. This document is used to record:

Staff information including health details if provided (such as alerts or conditions)

Vehicle details

Any documentation required for risk assessed roles

Notes on suspensions as required

Notes on important communications with staff member such as training requests, documentation requests and dates contracts were signed or updated, performance appraisals, changes to role etc.

A training register for each staff member is contained inside.

This information will be kept up to date. Records will be kept for seven years from the date the record was made. Records will be kept in an organised, accessible, and legible manner. The records should allow the NDIS Commission or a quality auditor to know which staff members were engaged in a risk-assessed role on any given day in the past seven years. Copies of some of this documentation are stored on ShiftCare, showing the staff member’s key performance indicators, competencies, and compliance.

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6.3 Conditions of Work

Each staff member will be paid according to the Social, Community, Home Care and Disability Services Industry Award [MA000100] appropriate to their role. Australian Government Fair Work Ombudsman resources will be used to source contracts and other documentation relevant to the role and determine correct rates of pay and leave arrangements. https://www.fairwork.gov.au/. The position description and employment contract provide information on the award and role classification. Leave entitlements (if applicable) are also included in each employment contract.

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6.4 Time and Attendance

Shifts will be scheduled according to the supports and services Proactive Support will provide to meet the needs of the participant. Proactive Support aims to be flexible in scheduling and is willing to negotiate, ensuring shift satisfaction for its employees.

Proactive Support staff are required to be in attendance for the full duration of the shift. If they are unable to arrive on time, they must contact Proactive Support management (0406 940 123) at the earliest opportunity to provide a reason for their absence so other arrangements can be made to ensure the participant is fully supported.

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6.5 Code of Conduct

All Proactive Support staff will be expected to comply with the NDIS Code of Conduct. They will need to familiarise themselves with the Code of Conduct and act in accordance with the code at all times:

Act with respect for individual rights to freedom of expression, self-determination, and decision-making in accordance with applicable laws and conventions

Respect the privacy of people with disability

Provide supports and services in a safe and competent manner with care and skill

Act with integrity, honesty and transparency

Promptly take steps to raise and act on concerns about matters that may impact the quality and safety of supports and services provided to people with disability

Take all reasonable steps to prevent and respond to all forms of violence against, and exploitation, neglect, and abuse of, people with disability

Take all reasonable steps to prevent and respond to sexual misconduct

Staff should appraise themselves of Proactive Support policies and procedures which reflect the NDIS Code of Conduct. They are expected to read and adhere to the policies and procedures. This will be supplied in staff induction training.

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6.6 Conflicts of Interest

Proactive Support staff are expected to declare any perceived, actual, and potential future conflicts of interest, which will be recorded in the Conflicts of Interest Register and managed on a case-by-case basis.

The most common forms of conflicts of interest are nepotism, diversion of business opportunities, accepting benefits from third parties, close relationships with competitors, regulators, or business partners, outside employment, and professional activities.

All staff members are required to annually complete a Conflict-of-Interest Declaration form. This documentation is stored in the individual personnel files, recorded on the Conflict-of-Interest Register, and can be updated as needed in case of any changes in circumstances or conflicts.

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6.7 Payroll

Staff will be paid fortnightly as a bank transfer and a pay slip will be issued (electronically) within one business day of the payment. It will include the following details:

Employer’s and employee’s name

Employer’s Australian Business Number

Pay period

Date of payment

Gross and net pay

If the employee is paid an hourly rate (The ordinary hourly rate; the number of hours worked at that rate; the total dollar amount of pay at that rate)

Any loadings (including casual loading), allowances, bonuses, incentive-based payments, penalty rates or other paid entitlements that can be separated out from an employee’s ordinary hourly rate. For example, a note could be included on a pay slip that the hourly rate incorporates the relevant casual loading.

Applicable mileage for kilometres travelled with participant in the car

The pay rate that applied on the last day of employment

Any deductions from the employee's pay, including the amount and details of each deduction, and the name, or name and number of the fund / account the deduction was paid into

Any superannuation contributions paid for the employee’s benefit, including the number of contributions made during the pay period (or the number of contributions that need to be made), and the name, or the name and number, of the superannuation fund to which the contributions were made

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6.8 Induction

Each new staff member will be required to attend a paid induction session with Proactive Support of one hour minimum, prior to working with participants. This induction may be waived in Emergency situations. (See 7.2 for more detail) However, Proactive Support Management will ensure that each new staff member is fully appraised of the subjects outlined in the Staff Induction Training document. (See Appendix A). The induction meeting will be a platform to introduce Proactive Support and broadly cover requirements and expectations. This will be followed up by reading Policies and Procedures in the staff members’ own time to understand the processes and systems. This induction will be complemented by external training, as required.

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6.9 Identification

Proactive Support staff members will not be required to wear a uniform, but upon first meeting, the participant may request an identification check. This should be satisfied by Driver's License and / or NDIS Worker Screening Check card and / or showing the participant the ShiftCare app shift.

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6.10 Vehicle Information

Proactive Support requires documentation to show registration and insurance details of the vehicle which will be used to transport participants. This information will be entered into the Staff Register and a copy of the appropriate documents will be stored in the staff members’ file. This information is also stored on ShiftCare, but is not visible to other staff.

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7. Staff Training

7.1 Induction Training

New staff must have training in, or show evidence of prior (current) training in the following:

External Provider

First Aid

Certificate III in Individualised Support (Disability) – or other relevant qualification. This may be completed while working for Proactive Support

Online

NDIS Worker Training: Quality, Safety and You

Infection Control Training – Covid-19

Proactive Support Induction

Cultural Competencies

Essential Documentation (Proactive Support Policies and Procedures etc.)

Conflicts of Interest

Misconduct

Management of Complaints and Incidents

Communication and Engagement with Participants

Emergency Preparedness

Privacy and Confidentiality

Participant’s Money and Property

Participants and Charter of Rights

Participants and Medication

Mealtime Management

NDIS Worker Orientation and NDIS Worker Screening

Staff Training

Qualifications and Pay Scale - SCHADS

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7.2 Emergency Induction

Proactive Support may fast-track induction in the event of an emergency, in order to provide continuity of support to a participant. Proactive Support would however ensure the safety of the participant as a priority and only utilise new staff members with existing experience, training, and qualifications. Proactive Support will also provide full handover of Participant Support Plan, Profile, and other relevant care plans to ensure specific support needs will be met.

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7.3 Role-specific training

Support Coordination

Staff employed to work in a support co-ordination role at Proactive Support will be booked on one of the following online courses to ensure a baseline understanding of the role:

DSC Support Co-ordination 2 Day Intensive:

Roles and Responsibilities

NDIS Price Guide and Funds Flexibility

Transport Funding

Working with Individuals and the People Around Them

Key NDIS Policy & Principles

Supporting NDIS Reviews

Identifying Support Options

Service Agreements & Service Bookings

Crisis Support

Capacity Building

Support Co-ordination Academy, Support Co-ordination Fundamentals:

Support Co-ordination pathway

Scope and limits of Support Co-ordination

Specialist Support Co-ordination vs Support Co-ordination

Understanding the NDIS Plan

Conflict of interest

High productivity

Going the distance

NDIS review

Fundamentals checklist

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7.4 On-going Training

To ensure that staff members meet participant’s needs, Proactive Support management will be progressive in determining mandatory training and refresher for staff members which is relevant and required under the NDIS Practice Standards and other National Disability Insurance Scheme Rules. Content will be determined by (but not limited to):

Feedback from staff: formal (supervision, performance appraisals) and informal

Reviews of participant satisfaction, incidents, complaints, feedback

Updated NDIS requirements and legislative changes

Particular specific needs of participants

Training will be assessed for its effectiveness by:

Feedback from staff and participants

Incident review to ensure improvement

Fulfillment of new or amended legislative requirements

Fulfillment of amended NDIS standards

Proactive Support utilises the excellent 095 Training and Resources Manual June 2024 as a basis for required training topics, and generally one small topic per month is circulated to staff to keep up to date.

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8. Staff Development

8.1 Support

Support will be given to all staff to develop their skills and knowledge in the following ways:

Conversations with management and other staff members

Training opportunities and up-skilling

Supervision

Access to resources

Regular performance management

8.2 Supervision

Staff will be supported with supervision to familiarise them with their role. Supervision for Support Workers could take the form of a ‘double-up’ shift where two Proactive Support staff members (including the staff member under supervision) will work with a participant. The participant will be notified prior to the shift, and their consent obtained. A ‘double-up’ shift will be followed up with discussion on how the shift went, improvements that could be made and aspects that went well.

Supervision for Support Co-ordinators and Psychosocial Recovery Coaches will be provided by an external supervisor as per the 024 SC/PRC Supervision Policy.

8.3 Resources

Staff will be encouraged to access resources to increase their knowledge of their work through:

Access to online learning resources from reputable companies

Social media groups (e.g., Facebook Support Coordination group)

NDIS and NDIA website resources

Proactive Support Library of Resources, which will be updated as new information comes to hand

8.4 Performance Management

Staff members will be required to attend a yearly performance appraisal where their performance and development will be appraised and documented. This meeting will be an opportunity for management and staff members to provide feedback to one another, where goal setting can be affected, and development opportunities discussed. (See Appendix B)

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9. Discipline

Where issues arise as a result of a staff member’s behaviour, actions, or inactions, disciplinary procedures are in place to rectify the situation. They are as follows, in order of severity:

9.1 Counsel

Counsel will occur where management become aware of an issue warranting discussion but not requiring documentation. The staff member involved will be:

Given five days’ notice of the meeting

Informed the reason for the meeting

Invited to bring along a support person

9.2 Warning

A written warning will constitute a letter to the staff member warning them that they could lose their job, and outlining issues, such as:

Policy or procedure breaches

Unacceptable conduct

Incapacity / inability to do their job

Proactive Support will give the staff member sufficient time to respond to the warning and give them a reasonable opportunity to rectify the issue. This may include:

Further training to ensure the staff member has the skills to do the job

Clarification of role expectations

Re-iteration and clarification of policies and procedures

9.3 Disciplinary Action

Formal discipline will follow three warnings, and could include:

Suspension of position for period of time

Change of job role

Demotion

Redeployment

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9.4 Dismissal

Where all attempts to rectify issues have failed, and the staff member has had three written warnings, yet no change in their conduct or ability to carry out their job has been evidenced, Proactive Support management may need to dismiss the staff member. Proactive Support will give notice required, dependent upon the length of employment and age of staff member. All dismissals will be fully documented.

Summary Dismissal

Proactive Support will dismiss a staff member without notice or warning if there is a belief on reasonable grounds that the staff member’s conduct is sufficiently serious to justify immediate dismissal. Serious misconduct includes theft, fraud, violence and serious breaches of occupational health and safety procedures. For a dismissal to be deemed fair it is sufficient, though not essential, that an allegation of theft, fraud or violence be reported to the police. Of course, Proactive Support must have reasonable grounds for making the report.

Severance

In the rare event of severance, the staff member will be paid their due pay according to the Award they are working under. They will be given an explanation as to why their contract is being ended in the form of an email or letter.

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10. Related Documentation

Proactive Support

002 Misconduct Policy

010 Quality Management Framework

024 SC/PRC Supervision Policy

025 Conflict of Interest Policy

095 Training and Resources Manual June 2024

Staff Register

Proactive Support Staff Induction Training form

Performance Appraisal form

External

Australian Government Fair Work Ombudsman documents

NDIS Code of Conduct

Working with Children (Risk Management and Screening) Regulation 2011

Working with Children (Risk Management and Screening) Act 2000

Disability Services Act 2006, Prescribed Notice (Yellow Card) requirements

Risk Management Strategy, Section 49, Disability Services Act 2006

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Appendix A

Proactive Support Staff Induction Training

Induction training consists of:

1 hour induction face to face or online to cover topics below. Sign sheet as evidence of attendance.

Proactive Support Policies, Procedures and Plans should be read, and P &P Checklist completed as evidence. To be emailed to admin@proactive-support.com.au

External training as required e.g., Infection control, manual handling, meal management etc. as required.

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