Swansea University - APM, Technical and OF Staff in Catering (1-2)

Human Resources

Administrative, Professional and Managerial, Technical, and Operations and Facilities Staffs within Catering Services (Grades 1 and 2) Terms and Conditions (ref. P0910-1140)

Please find detailed below the General Terms of Appointment for Members of the Administrative, Professional & Managerial, Technical and Operations & Facilities Staffs (Grades 1 & 2), appointed within Catering Services after 1 March 2010. If you have any queries regarding these, please do not hesitate in contacting a member of the Human Resources Department



The duties will be as arranged by the Head of School/Department, commensurate with their level of appointment.  The detailed duties will be as set out in the further particulars issued in connection with the post concerned.


Members of the Staff are required to continue their professional development through participation in appropriate training and development courses provided by Swansea University.


All appointments are subject to the Policy on Personal Consultancy Services and to the 'Regulations for Internal Financial Management' as may be varied from time to time.  Non compliance with these Regulations, where appropriate, may be considered as a disciplinary offence.  A copy of these Regulations and those for Personal Consultancy Services are given to all appropriate new members of staff on appointment.


The salary scales for staff will be as stated in letters of appointment.  The scales are available on the Human Resources Department website:
, or by request from the Human Resources Department.

The salary is payable monthly by direct credit into a named bank/building society account.

Increments are usually payable on the 1 August each year, up to the maximum point of the scale, excluding discretionary points.  However, in order to be eligible for incremental advancement, members of staff are required to have completed 6 months continuous employment with Swansea University, i.e., must have been in the employ of Swansea University prior to 1 February of the year in question.

Enhanced Rates OF PAY

The full time working week will be on a five from seven basis, therefore, no enhancements will be paid for weekend working.

Please note that for all other enhanced rates, these will only apply when appropriate circumstances occur in working arrangements. Where two or more enhanced rates apply to the same hours of work, pay will be calculated on the highest enhancement. 

Until agreed otherwise, premium payments with the exception of weekend working will continue on the basis of national and local agreements in force on 31 July 2003.


Appointments are probationary for a period of six months in the first instance and may be confirmed on the satisfactory completion of that period.  In the case of appointments which are not confirmed at the end of the six month probationary period, the provision exists for such appointments to be extended for up to a maximum of three months.

In the case of Fixed Term Appointments, these too will normally be probationary.  In the case of an initial appointment of less than the normal probationary period, the duration of the appointment will count towards the normal probationary period in the event of the appointment being renewed beyond the initial date of termination.       

Where satisfactory completion of a period of probationary service is not recommended, the Termination of Probationary Appointments Policy will apply.    


The full-time working week is 37 hours which may include Saturday and Sunday. Meal breaks are unpaid, except where stated in letters of appointment. The actual hours of work will as stated in letters of appointment or, where appropriate, will be according to a rota, which will be issued with letters of appointment.

In accordance with the Working Time Regulations 1998, employees should not work more than an average of 48 hours a week in any specified reference period. An employee may choose to agree to work more than the 48-hour average weekly limit by completing the appropriate opt out agreement. The employee may terminate this agreement by giving four working weeks notice in writing.

Swansea University, as a good employer, will continue to realise as far as practicable the health, safety and welfare of its employees. To this end employees who wish to work overtime should be aware that whether or not they have agreed to work more than 48 hours, the Working Time Regulations 1998 also specify the following:-

a. Night Work                         
Normal hours of Night Workers must not exceed an average of eight hours for every 24 hours over any specified reference period.

b. Daily Rest Periods             
A rest period of 11 consecutive hours between each working day.

c. Weekly Rest Periods         
A weekly rest period of not less than 24 hours over a seven-day period. This may be averaged over 14 days. (i.e. an employee is entitled to two days rest over a fortnight).

There are circumstances in which the Daily and Weekly Rest Period entitlements do not apply or are modified by collective agreement. In these cases the employees concerned must be permitted to take an equivalent period of compensatory rest.


Members of staff on Grades 1 and 2 are entitled to 37 days paid annual holiday in each calendar year, including 8 statutory days and 6 days on dates determined by Swansea University.

Such members of staff who join or leave Swansea University during the course of a leave year are entitled to the appropriate proportion of their annual leave based on completed service.


Appointments are subject to a satisfactory medical examination. 

Appointments are subject to the regulations of the Sickness Pay Scheme of the Swansea University.  A copy of the Scheme and of the University’s Statement about Statutory Sick Pay is given to all employees on appointment.

It is the responsibility of the employee to inform the nominated representative in their School/Department by telephone, as early as possible on the first day of absence.  They should indicate the reason for the absence and where possible give an indication of the anticipated duration of the absence.

In exceptional cases a telephone call from a friend or relative will be accepted.

Throughout the period of absence, employees are required to keep their manager (or nominated representative) informed of their progress and when they are expecting to be able to return to work.  The frequency of this contact can be agreed, dependant on the reason for the absence and the expected timescale for recovery.

Failure to provide the necessary certification could lead to sick pay being suspended until the documentation is received.  In the case of continued failure to provide certification, disciplinary action may be taken.

For periods of sickness between 1-7 calendar days staff must complete a Self Certificate Form, as required by both the University’s Occupational Sick Pay Scheme and Statutory Sick Pay procedures.  This form will be completed when the individual has returned to work and has had their Return to Work Review  The form is then signed by the Line Manager (or nominated representative) and forwarded to the Human Resources Department.

For periods of sickness lasting more than 7 calendar days staff who are absent due to sickness for more than seven consecutive calendar days must obtain a doctor’s certificate.  This certificate should be sent to the designated individual in Swansea University on the seventh day of absence, or as soon as practicable.

If the absence continues and further medical certificates are required, then where possible these should be received by Swansea University before the previous certificate expires.  In cases where this is not possible, i.e. for reasons outside the individual’s control, the individual must inform their line manager prior to the expiry of the current certificate.

Before any return to work, if an absence warrants a Doctor's Statement, such a Statement indicating fitness to return should be produced.

(NB: Please note the importance of providing these Certificates, as under the rules of Statutory Sick Pay, Swansea University is entitled to withhold payment of Statutory Sick Pay if there is late notification of absence).


Safety practices and hygiene notices, which contain Safety and Hygiene regulations must be strictly observed.


Where appropriate a uniform suit, hat and protective clothing may be issued on confirmation of appointment. These will remain the property of the University of Wales Swansea and must be returned on termination of employment.


In all cases where an injury is sustained at work, the injury must be immediately reported to the Head of School/Department and an official Swansea University Accident Report must be completed.  This is obtainable from the Departmental Safety Adviser, the Departmental Secretary, Porters’ Offices or the Safety Officer.


Immediately on commencing employment, all full-time and part-time employees, in regular employment, will be entitled to be enrolled in the National Employment Savings Trust (NEST). Employees are required to contribute 4% of their salary to NEST which will be matched by a further contribution of 5% from the University. Under current legislation, NEST will claim a further 1% as tax relief on the employee’s contribution. Members of NEST will also be entitled to death in service and ill health benefits provided by the University.

For more information on NEST, please go to the following web site:

In August 2009 the University introduced Pension+.  Pension+ is not another pension scheme but a more effective way of paying your NEST pension contributions.  By participating you do not pay national insurance contributions on your contributions to NEST. 

When you join NEST you will automatically be entered into Pension+. Participating in Pension+ then forms part of your contractual terms and conditions of employment.  A Pension+ booklet will be issued to you by the Human Resources Department. More information is also available on the website:

You may opt to join NEST but not participate in Pensions+. Participation in Pension+ will not affect your pension scheme benefits or your basic state pension.

In order to join NEST, employees will be required to complete a form confirming that their contribution to NEST may be deducted from their earnings. Employees who elect to join NEST will automatically be deemed to be a member of Pension +. 

A decision to cease contributing to NEST requires a minimum of 28 days' notice in writing to Swansea University by completing the appropriate application form obtainable from the Finance Department. 


Members of staff on Grades 3 to 6 inclusive, including those who are members of NEST, are NOT contracted out of the State Earnings Related Pension Scheme, provided their earnings are above the Lower Earnings Limit for National Insurance Contributions. 


Appointments are terminable by one week's notice, in writing, on either side. The length of notice to which employees are entitled increases by one additional week for each completed year of service up to a maximum of twelve weeks notice for twelve or more years' service. Letters of resignation should be addressed to the Director of Human Resources.

Employment may be terminated summarily in the event of gross misconduct.


Swansea University has a Family Friendly Policy which incorporates the following:

  • Maternity Leave
  • Adoption Leave
  • Paternity Leave
  • Parental Leave
  • Time off for the care of dependants and domestic purposes
  • Flexi-time working
  • Flexible working arrangements

For further information on any of these procedures please contact the Human Resources Department.


Details regarding the Disciplinary Procedure within Swansea University can be found in the University’s Conduct and Other Substantial Reasons for Dismissal Policy, which is available on request from the HR Department.

In the event of any disciplinary steps being taken against members of staff in line with the above Policy, any appeal against a decision should be made, in writing, to the Registrar’s Office:

Disciplinary Action

Appeal considered by:

Appeals against penalties or measures other than dismissal including warnings and final written warnings


Registrar, a Pro-Vice Chancellor or another appropriate person nominated by the Registrar. 


Appeals against dismissal or against termination of a non-substantive position

Appeals against dismissal or against termination of a non-substantive position will be dealt with by an Appeals Panel consisting of up to three members, including a senior officer nominated by the Vice Chancellor (Support Staff) or the Chair of Council (Academic Staff), as Chair, and, where the Appeal Panel will consist of more than one person, up to two other members nominated by the Chair, who may be members of staff, members of Council or external members.  Where dismissal is being challenged as the outcome of action under the Conduct  or Capability and Performance Ordinances, the appeal should be heard by a panel of not less than three persons drawn from a list of members nominated by Council/Senate who may be members of staff, members of Council or external members.

 N.B. Any person designated to hear an appeal under this Ordinance cannot be involved in any previous appeal or hearing relating to their own decision in a given case.


The University’s Grievance Policy applies to grievances by members of staff concerning their appointment or employment in relation to matters affecting themselves as individuals or their personal dealings or relationships with other staff of the University (including, but not limited to, issues of harassment or unlawful discrimination).

A member of staff should, as far as is reasonably possible and appropriate, aim to resolve the grievance informally through discussions.  These should normally involve the member of staff’s immediate line manager, and, where appropriate, any person or persons to whose conduct the grievance relates. 

If the member of staff’s grievance remains unresolved, or if he/she is unable to raise the matter informally, he or she shall write to his/her immediate line manager, using the Notification of Grievance Form giving full details and indicating the remedy sought.  If the grievance concerns the immediate line manager, the member of staff should write to the Head of College/ Department.  If the grievance concerns the Head of College/Department, the member of staff should write to the Registrar, as appropriate. 

Detailed procedures for consideration and determination of grievances are available from the Human Resources Department.


A Joint Negotiating Committee for Higher Education Staff (JNCHES) has been established to undertake collective bargaining for all higher education staff groups.  The JNCHES has an independent Chair with Joint Secretaries appointed by the Universities and Colleges Employers' Association (UCEA) and the trade unions.


Swansea University recognizes the University and College Union (UCU), UNISON, AMICUS and the Transport and General Workers Union as the appropriate trade unions to negotiate on behalf of staff, as appropriate to grade and job family.

Swansea University wishes to make clear to staff that, although it is not a condition of employment in Swansea University that a member of staff should be a member of a trade union, Swansea University welcomes their membership of the above Unions and their participation in that Union's activities.


Removal expenses, including the removal of the household effects and the reimbursement of legal and other approved expenses involved in selling and buying property up to a maximum of £2600 will be paid to newly appointed members of Staff.

Appointments for less than three years will not be eligible for removal expenses.

Further details on Removal Expenses are contained within the University’s Financial Regulations.


It is a requirement that all members of staff populate and keep up-to-date the “All about me” personal intranet page and the associated on-line Declarations of Outside Interests entry.


Members of Staff shall not use, nor cause to be used, any Swansea University equipment or material or privately owned equipment for the purpose of constructing, maintaining or processing files of personal data (as defined by the Data Protection Act 1998) in connection with their duties except with the knowledge and approval of the Swansea University’s Data Protection Officer.

Members of Staff shall in all cases abide by the data protection principles as contained in the Data Protection Act 1998.  Copies of these principles may be obtained from the Data Protection Officer of Swansea University.


Appointments are made subject to the production of evidence of all relevant educational and professional qualifications.


The conditions of appointment may be changed from time to time, subject to agreement of Swansea University and relevant Trade Union(s), in which case staff will receive a written statement setting out the details of the change not later than one month after the change has been made.

These conditions of appointment are subject to the terms of Swansea University Pay Modernisation Agreement, 29 August 2007.


December 2011