Best Practice Guidelines for the Employment

1
Best Practice Guidelines for the Employment
Deployment of Coaches in Surrey
Sarah Williams Coaching Development
Officer Active Surrey Sports Partnership
2
Presentation Outcomes

• You should go away with a better understanding
  of
• How to become a sports coach employer
• The implications on your organisation
• The differences between employed self employed
  coaches
• Recruiting, Employing Deploying sports coaches.
• Support Recognition for employees
• Active Surrey Recruitment Advice Pack /
  Supporting documents.

3
How To Become An Employer

• When someone undertakes work for you
• then you become their employer.
• What does this mean for a club,
• NGB or County Association?

4
How To Become An Employer

• If you are paying them
• Check whether your organisation should be set up
  to operate PAYE (www.hmrc.gov.uk)
• You become responsible for paying the individual
  either PAYE (pay as you earn) or self employed
• Organisation to pay Tax NI contributions to
  Inland Revenue (thinking of employing someone
  document)
• Whether they are volunteering or being paid
• You are responsible for supporting staff CPD,
  financial, recognition, etc
• You are responsible for the quality assurance of
  the individual CRB / References / Medical
  checks / Qualifications / Competence

5
How to Become an Employer?

• Inland revenue have a very useful website with
  all the information required to set up as an
  employer.
• Identify how your organisation will be
  responsible for
• Record Keeping (employees personal details,
  salary and deduction details, expenses, benefits,
  employed or self employed?)
• Payroll Set Up (employ a book keeper, payroll
  bureau, purchase software package, operate in
  house using info on IR website)
• Paying Employees (minimum wage, tax national
  insurance contributions)

National Minimum Wage Age U16 3.40 per
hour Age 16-21 4.60 per hour Age 22 5.52
per hour
6
Employed V Self Employed

• Employed
• You pay their Tax contributions
• You pay their NI contributions
• You have to be set up as an employer with the
  Inland Revenue
• You will be responsible for providing liability
  insurance when they work for you
• Checks
• Undertake 2 references for quality assurance
• See enhanced CRB or undertake a new check
• Check NGB qualification level with current
  certificate

• Self Employed
• Pay their own Tax contributions
• Pay their own NI contributions
• Registered with Inland Revenue
• Have access to TAX Reference Number
• Hold personal liability insurance
• Checks
• Make sure they are self employed as a coach and
  not through their FT job
• See their TAX reference number (they will receive
  this when they register with IR)
• See their insurance details to be able to deliver
• See enhanced CRB certificate NGB qualification

Volunteer coaches should still be checked
quality assured!
7
Recruiting, Employing Deploying

• 3 areas to think about
• when looking to employ a coach
• Recruitment process
• advertising / application forms / short listing
  / interviewing
• Pre-employment checks
• CRB / medical / references / qualifications
• Pre-deployment considerations
• Inductions / contracts / appraisals / work
  programmes

8
The Recruitment Process

• You must advertise your position(s) in an open
  way
• All members of the community have the
  opportunity to hear about the post and to
  apply.
• Advertising a post allows an employer to
  communicate some of the key features
  of a role including salary or benefits.
• Advertisements itself can start the process of
  quality control as coaches have to match
  certain criteria and pitch themselves to a
  given person specification - get the best person
  for the job!
• Include Job advert, description and person
  specification where possible.

9
The Recruitment Process

• Application Forms
• Ask candidates to complete an application form
  or to send you their CV.
• Ask for a covering letter so they can tell you
  why they want the job and why they are
  particularly suitable.
• Applications that are received by your closing
  date should be read and the information provided
  should be compared with the particular skills and
  attributes in JD
• Interviews
• A formal interview provides an ideal opportunity
  for the employer to start to assess a level of
  competence that the prospective employee will
  bring to a job.
• Best practice guidelines require a practical
  coaching interview alongside the formal
  interview.

10
Pre-employment Checks

• Criminal Records Bureau
• Job should be offered subject to satisfactory
  Criminal Records Bureau clearance.
• The CRB process if working with young people
  must be an ENHANCED disclosure which carries out
  checks and provides you with soft information
  on which to risk assess your potential candidate.
• Medical Clearance
• Employees should complete some type of medical
  form to make sure that they are fit healthy
  enough to fulfil their coaching duties.
• Recommendations are to self-disclose if
  employer cannot access medical forms.
• References
• At least 2 references should be sought which
  should give an indication of competence in a
  coaching environment.
• Qualifications
• The coach you are looking to appoint must be
  qualified to a minimum of Level 1 if the coach
  is working in a lone capacity then they must be
  at least Level 2.

11
Pre-deployment considerations

• Inductions
• Provides organisations with the opportunity to
  let new employees know more about their roles and
  responsibilities and where the employee fits
  within the company structure.
• Provides a chance to go through any required
  paperwork
• Risk assessment checklists / Registers of
  attendance / Parental consent / Incident
  accident report forms / Medical information /
  Child protection policies
•  Employment Contract
• All coaches should be issued with a contract of
  employment, clearly outlining roles,
  responsibilities, and expectations of the
  individual along with length of employment,
  salary and benefit.
• Coaches employed on an ad hoc basis will
  require a coach agreement which should outline
  personal details, hourly rate, venue of
  employment, areas of responsibility conditions
  of agreement.
• It is recommended that coaches are made aware
  of the following entitlements
• Sick Pay / Paid Holiday / Access to a pension
  scheme (or sign posted to one) / CPD / Annual
  Incremental salary rise based on performance

12
Pre-deployment considerations

• Work Programmes
• Advised that you are responsible for the work
  programme of the coach you are employing.
• The coachs focus should be on providing high
  quality, safe coaching sessions.
• Recommended that full-time coaches work
  programmes should be written every 3-6 months and
  part time coaches every 6 months
• Training Needs
• A Training Needs Analysis (TNA) with your coach
  helps identify potential skills gaps that could
  affect their ability to do their job to a high
  standard.
• The TNA asks the coach to identify short-term
  goals within their coaching and asks them to
  identify the skills, attributes and knowledge
  they feel is needed to obtain each short term
  goal.
• TNA is used to produce a Personal Development
  Plan (PDP) that clearly identifies the processes
  that need to be in place to achieve their goal.
• PDPs are a great way of identifying training
  opportunities that are directly related to
  individuals and can also be used as part of their
  6 monthly and annual appraisals.

13
Support Recognition

• It is important to reward and recognise all
  employees, paid and voluntary. This can be
  achieved by
• Offering training opportunities as often as
  required
• Meeting with coaches on a regular basis
  appraisals are great to make sure your coaches
  are happy!
• Clothing gives them identity of who they are
  working for and a sense of pride
• Personal Development Plans it offers them the
  support they need to develop as individuals
• Competitive hourly rate / salary
• Access to work related publications / memberships

14
Help Support for YOU!

• Active Surrey Sports Partnership have put
  together a recruitment document free to download
  from www.activesurrey.com
• Contact Active Surreys Coaching Development
  Officer for further information related to
  recruiting and employing
• Sarah Williams, 01483 518957 sarah.Williams_at_surre
  ycc.gov.uk
• Inland Revenue massive resource with all the
  information you will require to get started.
  Check out the Thinking of employing someone
  document on www.hmrc.gov.uk