Secondment Opportunities

Policy

Category: Human Resources
Subject: Secondment Opportunities
Division: Administrative Services 
Policy Number: CA.52.01.140
Effective Date: October 16, 2017

POLICY STATEMENT

 

Wellington-Dufferin-Guelph Public Health (WDGPH) believes that secondments can provide employees with an opportunity to broaden their experience and understanding of WDGPH.  In addition, employees can develop new skills and increase their capacity to respond to and contribute to program growth and improved service delivery.

SCOPE

This policy applies to all WDGPH non-union employees considered for secondment opportunities.

 

DEFINITIONS

Secondment – Means a temporary opportunity which may be posted or appointed depending on the needs of the Agency. 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.52.02.140   Acting and Secondment Appointments 
 

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Interim Director, Administrative Services


Procedure

Category: Human Resources
Subject: Acting and Secondment Appointments
Division: Administrative Services
Procedure Number: CA.52.02.140
Effective Date: October 16, 2017

PROCEDURE

This procedure deals with secondment opportunities provided by Wellington-Dufferin-Guelph Public Health (WDGPH).  The procedure to appoint a seconded employee will be followed as outlined below.

Secondment opportunities are necessitated by an open temporary position which may be posted or appointed, and allows the employee to return to their former position upon completion of the secondment. The seconded employee may assume full or partial accountability for the position.  Special projects may require seconding of an employee from their regular job responsibilities to perform other tasks for a specified time period.

The seconded employee will be provided with a written employment contract that includes all details of the secondment.

Secondment Compensation

The seconded employee will receive the salary band that applies to the temporary position if they fulfill the full duties and responsibilities of the position.  If the seconded employee is responsible for only a portion of the duties and responsibilities or is working on a special project, a salary adjustment will be determined by management and provided to the employee in writing. 

Where the duties and responsibilities of the temporary position/project are not covered by a current job description, a list of duties and responsibilities will be created.  A job evaluation may be conducted to determine the appropriate pay rate.

If the seconded employee’s previous position needs to be filled, WDGPH may arrange a seconded appointment or may post the temporary position.

If the tasks of the special project become a permanent part of the employee’s duties and responsibilities for their existing position, a job evaluation of the position will be conducted to determine the appropriate job band.

Secondment Training, Orientation and Evaluation

WDGPH must provide the seconded employee with sufficient training and tools to enable them to fulfill the responsibilities of the position. A formal review of the employee’s work will be conducted after six months and again at the end of twelve months. For special projects six months or less, a review of the work will be conducted at the half way point. Management will also identify and address any issues if the employee is unable to fulfill the duties and responsibilities of the position or special project. 

If the seconded employee is unable to fulfill the duties and responsibilities, the employee will be given sufficient legal notice and will return to their original position or a comparable position.

When a Secondment becomes an Open Position

If the seconded position becomes open during, or at the end of, the secondment appointment, the seconded employee may apply to the open position.  The open position will be posted following WDGPH’s policy CA.52.01.109 and procedure CA.52.02.109 Recruitment and Selection. 

Management has the option of appointing the seconded employee at the end of the 12 or 24 month period of the seconded opportunity to a permanent position, providing there is no just cause not to appoint the seconded employee to the position.

Management will ensure equal opportunity for all employees regarding the filling of any open WDGPH position

General Process for Secondment Opportunities

  1. Senior management will determine the need for a seconded opportunity after reviewing the needs of the position, the division and organization.
  2. Secondment – If the position is for a temporary period and a secondment meets the needs of the position or special project, the temporary position or project maybe be posted or an employee may be appointed to the seconded opportunity. Senior management will determine the process based on the needs of the Agency. 
  3. Senior management may appoint a seconded employee directly to the temporary position or project if it can be substantiated that there is only one qualified candidate within the organization and/or if the position requires immediate replacement. 
  4. If a recruitment process is used to fill the temporary position, WDGPH’s recruitment process will be followed including an interview process.  Refer to policy CA.52.01.109 and procedure CA.52.02.109 Recruitment and Selection.
  5. When an employee has been identified as the seconded employee for the open position, the employee will be provided with a written contract that details the terms of the temporary employment contract.
  6. If the seconded employee’s current position needs to be filled, an employee will be appointed or recruited to this temporary position.  The seconded employee has the option of returning to their position at the end of the secondment opportunity.
  7. The employee who has been appointed to the seconded temporary position will be provided with the necessary training, tools and support to enable them to fulfill the duties and responsibilities of the position. Regular reviews of the employee’s performance will be held midway and at the end of the secondment period.  Management will also identify and address any work related areas where the interim seconded employee may require support.
  8. If the tasks of the special project become a permanent part of the employee’s duties and responsibilities for their existing position, a job evaluation of the position will be conducted to determine the appropriate job band.
  9. If the seconded temporary position becomes open during or at the end of the secondment opportunity, the incumbent may apply to the open position.  The open position will be posted following the policy CA.52.01.109 and procedure CA.52.02.109 Recruitment and Selection.
  10. If the seconded employee is the successful candidate, management will follow the same recruitment process to fill any additional position(s) that may be the result of hiring the employee.
  11. If the seconded employee is unable to fulfill the duties and responsibilities they have the option of returning to their original position.  Any employee who is judged unable to fulfill the position will be given appropriate notice before being returned to their original position.
  12. An employee who has filled the position of the original interim seconded employee will be provided with appropriate legal notice that their contract to the temporary position is ending. The employee will return to their original position. If, due to restructuring, the original position is not available another position will be provided.
  13. Management will ensure the secondment process is adhered to in order to provide all employees the opportunity to broaden their experience, develop new skills and increase their capacity to contribute to program growth and improved service delivery.

RESPONSIBILITY:

Directors will:

  • Consider whether a secondment opportunity is required and is the best option to meet business needs;
  • Approve all secondment opportunities and complete an Employee Change Request form;
  • Manage secondment appointments in their division;
  • Work with and assist seconded employees to transition to their new position;
  • Provide orientation and mandatory program training;
  • Provide support during the appointment and feedback regarding the employee’s performance;
  • Assist in the transition when the employee returns to a previous position; and
  • Participate where required in the recruitment process.

Immediate Supervisors/Managers will:

  • Participate in the interview process when required;
  • Provide input to their director regarding secondment opportunities within their program;
  • Approve all secondment opportunities and complete an Employee Change Request form;
  • Manage secondment appointments in their program;
  • Work with and assist seconded employees to transition to their new position;
  • Provide orientation and required program training;
  • Provide support during the appointment and feedback regarding the employee’s performance; and
  • Assist in the transition when the employee returns to their previous position.

Human Resources (HR) will:

  • Provide support to management and employees regarding secondment opportunities;
  • Ensure Employee Change Requests are approved and received by HR;
  • Participate in the recruitment process from job posting to contract offer for secondment appointments;
  • Provide HR orientation and required training as required;
  • Assist in the transition of the employee to their previous position or oversee the end of the employee’s contract with WDGPH if required; and
  • Conduct job evaluation as needed to determine appropriate position bands.

Employees will:

  • Understand and follow the policy and procedure related to secondment opportunities;
  • Ensure their immediate supervisor/manager is aware of their interest in obtaining professional experience in WDGPH;
  • Apply for secondment opportunities and participate in the recruiting process;
  • Participate in the orientation and training as required;
  • Work to fulfill the duties of the secondment position; and
  • Work with management to transition to their original position when required.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.52.01.140   Acting and Secondment Appointments
CA.52.01.109 and CA.52.02.109   Recruitment and Selection
CA.52.01.133   Compensation, Salary Administration and Salary Surveys

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Interim Director, Administrative Services