Welcome to our comprehensive church HR Toolkit featuring an online learning resource.
This church HR toolkit has been designed specifically by the Diocese of Sheffield, for church leaders, administrators, and anyone responsible for HR within a church setting. Navigating employment law and HR practices can be a real minefield — especially in faith-based organisations — so we’ve created a clear, concise, and practical solution to help you build confidence and competence very quickly and allowing you to create your own comprehensive set of policies, procedures and documentation based on up-to-date employment law and best practice.
Church HR Toolkit – Online Learning Video Series
This resource is built around 12 essential HR modules, each offering a short video overview to give you a solid foundation in key areas of employment practice. (All videos can be watched in under an hour!). Alongside each module, you’ll find downloadable and editable templates – including policies, letters, and forms – to help you create your own library of high-quality documentation and processes.
We strongly encourage you to engage with all 12 modules to ensure you’re covering the full spectrum of legal and practical responsibilities.
The full safer recruitment process including pre-interview, interview and post interview.
What to include in your contract structure including probation, hours, remuneration and leave.
How to change terms and conditions to ensure legal compliance.
The legal aspects of sickness, long-term sickness, welfare, occupational health and reasonable adjustments.
The holiday year, calculating annual leave including part-time and term-time staff.
The difference between Capability and Disciplinary, including medical capability and appraisal.
Policy & procedure including formal, informal & collective procedures.
How to restructure perhaps caused by growth or financial constraints
All you need to know about Maternity, Paternity, Time off for Dependants and other forms of leave.
The different statuses of employee, worker, self-employed and office holder.
Statutory resrictions and ‘Some other substantial reason’ (SOSR) also including settlement agreements.
Working time regulations, national minimum wage, Young Worker Restrictions & Apprenticeships.
Fast-track – watch the whole church HR Toolkit video series on YouTube.
Church HR Toolkit Downloads – editable policies, letters, forms and more
We have collated a set of mandatory and supplementary documents based on sound employment law and good practice, to fast-track your journey to HR excellence. These can be downloaded and edited for your specific context. These are also signposted throughout the learning modules.
Mandatory Templates – contents
MT01 Employee Handbook – This handbook template is designed for any PCC employing paid staff. Download
MT02 Contract of Employment – a legal agreement outlining job terms, rights, and responsibilities. It protects both employer and employee and ensures clarity and fairness. Download
MT03 Offer Letter – a formal document offering a job role. It outlines key terms like salary, start date, and conditions before a contract is signed. Download
MT04 Payroll amendments and changes – a form for employees to provide essential payroll details (e.g. bank info, tax code, NI number) to ensure accurate and timely salary payments. Download
MT05 Personal Details and Emergency Contact – a form to collect key personal info and emergency contact details to ensure accurate records and quick response in case of illness or accident. Download
MT06 Induction Checklist – a structured list ensuring new employees receive key information, training, and resources to settle in, understand their role, and comply with organisational policies. Download
MT07 Volunteer Agreement – A mutual understanding outlining a volunteer’s role, responsibilities, and boundaries. It supports clarity, respect, and alignment with your values and safeguarding. Download
MT08 Volunteer Handbook – a guide offering volunteers key information about the church’s mission, values, policies, roles, expectations, safeguarding, and support—helping them feel informed, valued, and confident. Download
MT09 Performance Appraisal – A structured review of an employee’s work, offering feedback, recognising achievements, and identifying development needs to support growth and organisational goals. Download
MT10 Sickness Return to Work – documents a post-absence discussion to assess readiness, offer support, and identify adjustments. This is strongly recommended for good practice and compliance with health, safety, and equality laws. Download
MT11 Sickness Self-Certification – allows employees to confirm illness for up to 7 calendar days without a doctor’s note. Legally accepted under UK employment law and required for Statutory Sick Pay eligibility. Download
MT12 Job Advert – helps structure key details for a vacancy; role purpose, skills, hours, and salary—ensuring clarity, fairness, and alignment with organisational and legal standards. Download
MT13 Job Description – defines a role’s purpose, duties, and required skills. Getting it right ensures fair recruitment, clear expectations, legal compliance, and supports performance and development. Download
MT14 Person Specification – outlines the skills, experience, and qualities needed for a role. It supports fair recruitment, avoids bias, and helps attract the right candidates. Download
MT15 Application Form – Captures consistent candidate information for fair comparison. It supports equal opportunities, legal compliance, and helps assess suitability against the job criteria. Download
MT16 Shortlisting Grid – a structured tool to assess applicants against job criteria. It promotes fair, transparent recruitment and helps document decisions for accountability and legal compliance. Download
MT17 Interview Record Questions – captures structured candidate evaluations during interviews. It supports fair, transparent hiring decisions and helps demonstrate compliance with equality and recruitment legislation. Download
Supplementary Documents – contents
Letters
SD01 Contract Variation Letter – formally confirms changes to an employee’s contract (e.g. hours, duties, pay). It ensures clarity, legal compliance, and protects both parties’ rights. Download
SD02 Change of Terms Letters – notifies an employee of updates to their employment terms (e.g. hours, location, duties). It ensures transparency, legal compliance, and protects both parties’ interests. Download
SD03 End of Probation Letters – these letters formally communicate the outcome of a probation period. They ensure clarity, document decisions, and support fair, lawful employment practices. Download
SD04 Sickness Letters – these letters invite employees to welfare or formal review meetings during sickness absence. They support wellbeing, maintain communication, and help meet legal duties of care. Download
Templates
SD05 Pre-appointment Checklist – ensures all necessary steps are completed before a new person starts e.g. references, right to work checks, confidential declaration, paperwork, supporting compliance, readiness, and smooth onboarding. Download
SD06 Recruitment Essentials Template – designed to assist you in drawing up a vacancy as part of the recruitment process. Download
SD07 Maternity Risk Assessment – an example of a workplace review to identify and manage risks for pregnant or breastfeeding employees. It protects health, ensures safety, and supports legal compliance and wellbeing. Download
SD08 Business Case Template – outlines the need, benefits, costs, and risks of creating a new role. It supports strategic workforce planning, budget approval, and ensures alignment with organisational goals. Download
SD09 Personal Improvement Plan – a PIP is a structured approach to help employees grow professionally and personally. Download
Factsheets
SD10 Employing Christians Factsheet – legal considerations when you feel you need to specifically employ a Christian in a role avoiding discrimination. Download
SD11 Recruitment Factsheet – listing how you recruit a new employee and what the PCC needs to be aware of and do. Download
SD12 Employment Status Factsheet – what is the difference between self-employed and employment contracts? Download
SD13 PCC FAQs – common questions from PCCs and our answers. Download