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Employment conditions
Introduction
General conditions of employment
Work and family policies
Remuneration
Leave provisions
Security
Occupational health and safety
Training and development
Performance management
Resignation
Introduction
This section provides you with details of your conditions of employment at Victoria Legal Aid (VLA).
All conditions of employment are subject to the VLA Certified Enterprise Agreement 2005-2008 and the VLA Award 1999. The terms and conditions outlined are applicable to staff who are employed on either an “ongoing”, “fixed term”, or “part-time” basis. The following information does not apply to “casual” employees.
General conditions of employment
Full-time work
A full-time employee’s ordinary hours will be 38 hours per week. Full-time employees may be eligible for flexitime. (Refer to the section Work and Family Policies for further detail).
Part-time work
Part-time work is continuing and regular employment for a maximum of less than 38 hours per week. The number of hours is fixed and constant over a fortnightly period.
Equal employment opportunity
Victoria Legal Aid is committed to the principle of equal opportunity for all staff. Contact the Human Resources Division or your staff representative for further details.
Classification framework
All positions have been evaluated according to the Points Factor Evaluation System. This methodology is used as the basis for assessing the grading of positions within VLA.
Probation period
All full-time and part-time employees will be employed on a probationary basis for the first three months of their employment with Victoria Legal Aid.
During this period, an employee’s performance will be monitored by their supervisor.
Vacancies and expressions of interest
Vacancies are advertised in a weekly “Bulletin” as part of the staff newsletter, Comet - available to all staff on the intranet. From time to time expressions of interest to fill a position on a temporary basis are called for throughout VLA. Prior to applying for such a position you should first gain consent from your Divisional Manager. This is to ensure that operational requirements in your own work area can be met should you be successful in gaining the position.
Appeals
Unsuccessful applicants for a position have the right to lodge an appeal within seven days of appointments being made. Appeals can only be lodged against a successful internal applicant and must be in writing and forwarded to The Secretary Appeals Committee c/- Human Resources Division.
Higher duties
If you perform the duties of a position in a higher pay band for a continuous period of six days or more you will be paid an allowance.
Prior service
Victoria Legal Aid recognises prior service with all government or community legal centres, for long service and sick leave purposes, providing there is not more than a one year break in service.
Work and family policies
Victoria Legal Aid acknowledges the importance of balancing work and family responsibilities and is committed to providing a work environment where policies and practices assist staff with family responsibilities. The following policies and provisions have been developed to encourage a more flexible, efficient and productive workplace.
For each of the employment options outlined below conditions apply and approval must be sought from your supervisor/Divisional Manager. Please contact the Human Resources Division should you require further information.
Purchased leave
Purchase leave is a voluntary employment option that allows you to take up to an additional eight weeks’ leave each year on top of your four weeks’ recreational leave. If you work full-time, under purchased leave you receive the normal 20 days recreational leave with pay plus up to an additional eight weeks’ leave without pay. If you convert to the purchased leave arrangement your salary is averaged over a 12 month period so that you still receive pay whilst taking your additional leave.
Job share
Job sharing is where two people voluntarily share the responsibilities of a full-time position. The pay, holidays and other benefits are divided between the job sharers according to the number of hours worked.
Flexitime
Flexible working hours are available to all full-time VLA employees. The option is not available to part-time or casual staff although part-time staff may negotiate a local arrangement with their manager. Under flexitime you can vary the time you start and finish work to suit your needs. Full-time employees are entitled to apply for inclusion in flexitime. Each Division has its own local policy on flexitime so ask your supervisor for further information.
Subject to the knowledge of your supervisor, flexitime is generally accrued from 8:00am to 8:45am and from 5:15 to 6:30pm. Core hours for flexitime are from 9:30am to 12:00pm and from 2:00pm to 4:15pm. Maximum carry over debit or credit is two working day per fortnight (15 hours).
Carer’s leave
Carer’s leave is leave with pay granted to staff to care for a sick member of their immediate family or of their household.
Special leave
Special leave is leave with pay granted to staff on account of pressing necessity. The normal period is up to three days’ leave for each situation that arises involving a death or serious illness suffered by a member of your immediate family.
Parental leave
These leave types are available to staff with parental responsibility for a newborn child or adopted child. New mothers are entitled to 12 months maternity leave incorporating 14 weeks with pay on completion of 12 months continuous service with VLA. Staff who are not the principal caregiver are eligible for five days leave with pay on completion of 12 months continuous service with VLA in order to spend some time with both their partner and new child following adoption or birth. They are also entitled to a further 51 weeks unpaid leave if they are the principal caregiver.
Remuneration
Payment of salaries
Staff at VLA are paid fortnightly, usually on a Thursday. You will receive your salary by direct payment into an account of your choice and be e-mailed an advice slip which sets out details of your fortnightly pay. Prior to your commencement the Human Resources Division will contact you so that tax forms and correct bank details can be processed.
Superannuation
All employees are covered by a superannuation scheme from the start of employment unless over the age of 70.
Membership of a superannuation scheme is compulsory for all employees earning more than $450 per month. VLA makes contributions on your behalf, and you may also elect to make your own contributions. For further information please contact the Human Resources Division.
Overtime
Overtime is only available on approval by your Divisional Manager. Overtime begins after 6:30pm. Meal allowance is subject to you working two hours or more and this does not include time taken for your meal break.
Salary packaging
All employees of VLA (except casuals) are eligible to participate in salary packaging arrangements. Employees can package up to $30,000 grossed up ($15,450) of their salary and leave loading to cover payment for a wide range of items. Some of these items include mortgage loans, household utility expenses, leasing of a motor vehicle and self education.
Salary packaging is an attractive option for VLA staff because of VLA’s current fringe benefit exempt status. All necessary forms and information can be obtained from Human Resources or the intranet.
Leave provisions
Recreation leave
All full-time employees are eligible for four weeks’ recreation leave on full pay that is accrued on a daily basis, exclusive of public holidays. Part-time employees accrue their leave on a pro rata basis. Leave loading will be paid at the rate of 17.5% of four weeks’ salary based on the salary received at 1 January in year of payment.
Sick leave
Employees are provided with paid sick leave for absences due to illness or injury not covered by worker’s compensation. A full-time employee is entitled to 15 days paid leave per year of service. Part-time employees’ entitlements are calculated on a pro-rata basis. Any employee’s entitlement not used in any year shall accumulate from year to year.
Upon commencement you will receive sick leave credits. A full-time employee may take five days of this credit without a medical certificate, however the maximum number of consecutive days without one is three.
Long service leave
Employees are entitled to 45.5 days long service leave after 7 years service with a further 6.5 days leave accruing for each additional year of service. All leave must be taken in 15 calendar day blocks. Provision also exists for long service leave to be taken at half pay. Note that community legal centre prior service is accrued differently - see the Human Resources Division for details.
Leave without pay
Leave without pay is granted under certain conditions that may affect all types of leave, pay, performance increases and superannuation. Written applications recommended by your Divisional Manager must be forwarded to the Human Resources Division.
Secondments
Subject to Divisional Manager approval, secondment to another government body can be sought providing it has relevance to VLA.
Study leave/exam leave
Under certain conditions, study leave is available for ongoing staff with more than one year’s service who wish to further their career.
Security
Victoria Legal Aid is concerned with the safety of its staff. On commencement security measures will be explained to you by your supervisor. Procedures differ between Melbourne and regional offices as follows:
Security in the Melbourne office
Upon commencement you will be issued with a security card. The card lets you enter secure areas and move between floors. It must be worn at all times throughout the building. Secure interview rooms are available for client interviews on the ground floor. Victoria Legal Aid employs a security officer who can be contacted if you would like any further information about procedures.
Security in regional offices
Regional offices are secured from the public. Staff access is obtained by a keypad where numbers are punched in to allow doors to be unlocked and opened. Reception counters are equipped with duress alarms. The Administrative Services Manager in each office can provide you with further details on security procedures as appropriate.
Occupational health and safety
Injury prevention
Victoria Legal Aid has a strong commitment to the principles of occupational health and safety. Policies and agreements have been developed in relation to rehabilitation from injury, use of computer equipment, smoking and HIV. VLA conducts regular first aid training and provides hepatitis shots for staff working in relevant environments.
An employee who experiences physical difficulty in the workplace is required to report the problem to their Supervisor or Divisional Manager as soon as possible. Early intervention prevents minor problems from becoming major injuries. Under current legislation, employees over the age of 65 are not covered by WorkCover.
Employee Assistance Program
Victoria Legal Aid offers employees and their immediate family members an Employee Assistance Program (EAP). The EAP provides short term counselling to assist in the resolution of work related or personal problems, for example, grief counselling. The service is voluntary and is completely confidential. Appointments can generally be made out of work hours and offices are available near all regional offices. Should you require any assistance, contact Occupational Services on (03) 9600 4949.
Training and development
Victoria Legal Aid is committed to providing appropriate training and development programs, directed towards developing a highly skilled workforce and a supportive working environment. Such training and development will also be designed to broaden an employee’s skills base within VLA. All staff are encouraged to access the general and computer training offered by VLA and to identify individual training needs through the performance management cycle.
Performance management
Victoria Legal Aid is committed to improving the effectiveness of all employees so that we provide superior client service to the Victorian community, now and in the future.
The VLA performance management approach encourages excellent performance and competence through planning and monitoring performance outcomes together with planned learning and development for employees.
Performance management is carried out consistently across the organisation and is structured so that employees talk regularly and frankly with their manager about their performance.
Resignation
Written notice of intention to resign must be forwarded to the Human Resources Division. For employees with up to 12 months service, one weeks’ notice is required. For employees with more than 12 months service, two weeks’ notice is required.