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TRACEY CARUANA

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COMPANY PROFILE

St. Michael’s Hospital has been providing world class private health care since 1998. The

hospital has been very successful in the past seventeen years and has grown rapidly. In fact, it

has just opened another private hospital and plans to open a third within the next year. This

growth brings with it exciting opportunities. St. Michael’s Hospital is committed to providing

first-class clinical and nursing care. The hospital is committed to employ dedicated, highly-

trained staff at every level, to ensure that patients receive the best possible care.

PROPOSAL

Recruitment and retention of high quality staff in a competitive labour market is of vital

importance. The key to becoming one of the best employers on the island is by providing

competitive compensation and benefits, a safe environment, promoting personal development

and flexibility. The Human Resources Office will play an essential role in the success of the

corporate objectives. HR’s commitment and responsibility to provide high quality operations

of the Human Resources Office will assist in providing the company with Management

excellence. Successful Human Resources Management will require effective recruitment and

retention strategies. The HR’s function plan for the forthcoming three years is to centralise

the HR services for all three hospitals and change the staffing structure. The job description

for the current staff will be updated and each manager will be responsible for a core function.

The proposed structure will help build a solid HR function which will contribute effectively

and efficiently to the attainment of the company’s objectives and support the rapid growth of

the company.

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HR Strategic Goals and Objectives

1. Human Resources policies and procedures are applied consistently and fairly.

HR will develop policies and procedures to benefit the company and employees as

well as to ensure consistency and clarity for all HR processes.

2. To provide a safe work environment for all employees.

HR will ensure that occupational health and safety regulations are practised

throughout. Will support work safety training and record and follow through any

work related injuries.

3. We will strive to provide employees with the necessary training for their continual

development and success.

This means giving new employees extensive orientation training to help them

transition into their new work environment. Provide job specific training when

necessary, this will also include leadership and professional development training for

new supervisors.

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Role profiles of HR Managers

HEAD OF HR

Has the overall responsibility of all HR functions.

Leads and directs the Human Resource team to deliver a comprehensive HR service

to the company.

Analysis wage and salary reports and data to determine competitive compensation

plan.

Supervisory and Responsibilities: Provides management direction and counselling.

Supervises the HR Control Officer, Recruitment Officer and Training and

Development Officer.

HR CONTROL OFFICER

In conjunction with the Head of HR, ensures all company policies and procedures are

up to date and in line with current employment law.

Develops and maintains policies and procedures regarding equal employment

opportunities, compensation, and employee benefits.

Identifies legal requirements and government reporting regulations affecting human

resources functions and ensures policies, procedures, and reporting are in compliance.

Conducts wage surveys within the labour market to determine competitive salary and

benefits.

Manages and maintains the HR budget.

Head of Human

Resources

Human Resources Control Officer

HR Assistant HR Clerk

Recruitment and Employee

Relations Officer

HR Assistant Payroll Clerk

Training and Development

Officer

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Investigates accidents and prepares reports as required. Has the overall responsibility

of the Health and Safety Program.

Manages both the Internal and External HR audits.

Supervisory Responsibilities: Provides management direction and counselling.

Supervises one HR Assistant and one part-time clerk.

RECRUITMENT OFFICER

Recruits, interviews, tests, and selects employees to fill vacant positions.

Assists supervisors with developing job descriptions for all positions.

In collaboration with supervisors develops interview questions based on the

competencies required for each particular position.

Employee relations: Manages promotions, absences, disciplinary actions, grievances,

sickness etc.

Processes employee separation and conducts exit interviews to determine reasons

behind each separation.

Manages the payroll process.

Supervisory Responsibilities: Supervises one HR Assistant and one payroll clerk.

TRAINING AND DEVELOPMENT OFFICER

Manages the training program; ensures that the appropriate training is available to all

employees to perform at their peak levels. Identify areas that need attention and

improvement.

Learning & Development: provides guidance on development for managers and their

teams.

Plans and conducts new employee orientation.

Performance management: This includes providing guidance to supervisors regarding

annual employee evaluations; develop work plans, and conducting successful

counselling sessions. Ensures all evaluations are performed in a timely manner.

Administers benefits programs; such as, the life and health insurance. Keeps records

of benefit plans participation; such as, insurance and pension plan, personnel actions;

such as hires, promotions, transfers, performance reviews, and terminations, and

employee statistics.

Measures employee satisfaction and identify areas that require improvement

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3 Core HR Activities

1. Compliance

Aligning company policies with local labour law to ensure the workplace is a safe

environment that has all the necessary support for productive relationships. HR will

achieve this goal through annual HR audits. Audits will review the performance of the

HR department and its relative activities in order to assess the effectiveness on the

implementation of the various policies to realise the company goals. It will also

identify the gaps and irregularities in the implementation of the policies, activities and

processes of the HR department and provide recommendations. It will also provide

suggestive measures and corrective steps to rectify any errors and shortcomings.

2. Performance Management

Performance management is a tool that promotes a two way system of communication

between the supervisors and the employees to clarify expectations about the roles and

responsibilities. It is an opportunity to communicate the functional and organizational

goals and encourage employee involvement which, if applied correctly will increase

employee motivation. It provides regular and transparent feedback for improving

employee performance and is a tool for continuous coaching. It also assists the

employees in identifying the knowledge and skills required for performing the job

efficiently. It helps identify the obstacles to effective performance and helps resolve

those obstacles through constant monitoring, coaching and development. It also helps

promote personal growth and advancement.

3. Recruitment

Determine the need for a new hire and do a job analysis. Create or update the existing

job descriptions outlining clear duties and responsibilities. Identify the competencies

required for the position. Decide whether there is internal potential and if so, advertise

the vacancy and recruit internally (this will give employees the possibility of

promotion and personal development). If you decide for a wider audience advertise on

the local market through local newspapers and social media. Then screen and

interview your potential recruits extremely carefully. Asking the right questions and

establishing an interview panel will be of utmost importance when going through the

selection process.

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INTERNAL AUDIT

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PERFORMANCE MANAGEMENT

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RECRUITMENT

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HR activities and objectives

Employee relations:

Develop policies to help create clear understanding, such information will help clarify

expectations.

Create an up to date employee handbook that outlines the company's expectations and

to explain the benefits as well as information on all legal issues. This will help to

create a legal framework that protects the company and employees while creating a

productive workplace.

To ensure a safe, healthy and balanced work environment.

Training & Development Management:

Acquire job-related knowledge, skills, and abilities after selection for assignment to a

specific position or duty.

Develop knowledge, skills, and abilities as part of the succession planning and

leadership development process.

Obtain and enhance knowledge, skills, and abilities unrelated to their present duties in

order to attain self-determined goals or career objectives.

Compensation & Benefits:

Conduct competitor companies’ surveys to ensure that we are ranking amongst the top

companies when it comes to employee compensation and benefits.

Implement compensation to performance benefit. This will help employees perform at

their optimal levels.

Offer greater flexibility in work hours, shifts, and education support.

Attendance and Leave Management:

Addressing the physical and emotional needs of employees.

Communicating the attendance goals of the organization so employees can understand

and identify with them.

Dealing with cases of excessive absenteeism effectively and fairly to produce

deterrence.

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Grievance redress:

Clarify the nature of the grievance

Investigate the reasons for dissatisfaction

Obtain, where possible, a prompt resolution to the problem

Employee Survey:

To measure employee attitudes across a range of key cultural and performance

dimensions.

To align management and employee expectations in order to facilitate greater

productivity within the workplace environment.

To allow workplace satisfaction to be measured.

Employee retention:

Reduce turnover costs.

Maintain a diverse workforce.

Increase employee engagement.

Exit Interviews:

Feedback on company culture, work environment, any safety or process issues

Areas of improvement for the company

Opportunity to discuss employee’s specific challenges in the position

Records Management and Information Systems:

Implement a retention and disposal programme.

Records are created and maintained in an accessible, intelligent and usable manner to

support the business and accountability requirements of the organisation.

Ensure controls are exercised so that only authorised persons have access to the

information.

Disciplinary Procedures:

All actions will be documented.

Investigate the matter immediately to help avoid escalation.

Confidentiality will be ensured throughout the process.

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Payroll:

Ensure accurate and timely submission.

Keep information updated.

Help employees with any issues

Union Relations:

Keep open communication.

Maintain a healthy relationship.

Encourage Employee representation internally for employees not represented by

unions.

Health and Safety:

Provide the necessary training.

Keep Health and Safety policies and procedures updated and well communicated.

Maintain accurate logs and records of incidents related to health and safety matters.

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Governance and risk management strategy

I believe that being a sustainable business is about striking the balance between the

company’s expectations and the needs and concerns of the employees and the environment.

Acting as a responsible business in society is not only an ethical obligation, but will also

contribute to lasting economic success. Therefore, Governance is about building credibility,

ensuring transparency and accountability as well as maintaining an effective channel of

information disclosure that would foster good corporate performance while, operating the use

of our resources effectively and efficiently. Risk management is an on-going process which

ensures appropriate checks and balances. Implementing systematic and well-planned standard

operating procedures is of vital importance.

Risk Identification mechanisms will include the establishment of an Audit Committee to

oversee internal and external audits and provide assurance on effectiveness of internal

controls and risk management procedures. An internal audit will be performed at least once a

year in order to identify risks and ensure adequacy of detection, prevention and reporting. An

external audit will at least be required every three years.

Risk Management steps:

Identify - Identify and analyse risk inherent in achieving the company's objectives

Assess - establish and implement measurement reporting processes

Control - establish key control process, practices and reporting requirements and monitor and communicate the effectiveness. Assess the performance and deficiencies detected should be reported and corrective action taken.

Report areas of weaknesses and present and communicate remedial actions to reduce and/or mitigate such risks.

Manage - Review and challenge all aspects of the risk profile including risk management practices. Advise on improving the risk profile.

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Estimated HR Annual Financial Budget

Estimated Annual Budget

Annual Expenses Estimated Amount

Staff Salaries 179,000

Staff Benefits 26,000

Training and Development 15,000

Office supplies 8,000

Office equipment 10,000

Once only expense (to set-up a centralised office)

New Office set ups - construction 25,000

Office furniture 15,000

Office equipment 15,000

First year annual budget Total 293,000

The requested budget includes the onetime expenses to help set up the centralised office.

Some of the existing office furniture and equipment will be utilised to help on cost savings.

CONCLUSION

Good leadership is essential for effective change, and this is one of the main points of this

proposal. The HR Office looks forward to improving our leadership at all levels, and to

inspire others by leading by personal example.

This proposal and the strategies will be reviewed annually to ensure it is still relevant and to

show its progress.