Saturday, May 10, 2008

Induction of New Employees Policy

Induction of New Employees Policy

1. INTRODUCTION

Induction is a systematic process, which enables new employees to become familiar with their job, the PCT, and the other people with whom they will be working. Induction is equally important for staff who move jobs within the PCT as for new starters.

2. PURPOSE

Systematic induction will:

2.1 Introduce new employees to the PCT in a positive way in line with good employment practice.

2.2 Meet the PCT’s initial legal obligations, in particular relating to Health & Safety.

2.3 Begin the process of engendering a corporate culture and commitment

within the PCT.

2.4 Support new employees so that they can effectively and competently carry

out their job as soon as possible.

2.5 Form the basis for further individual development.

2.6 Demonstrate the PCT’s commitment to investing in its staff.

2.7 Help support individuals and reduce turnover rates amongst newly

appointed staff.


3. PRINCIPLES

3.1 All employees (full, part time, temporary and permanent) will be properly

and fully inducted.

3.2 Managers have the ultimate responsibility for the effective induction of their

Staff.

3.3 The major part of induction happens in the workplace not on an induction course.

3.4 All staff will receive a copy of the PCT’s Staff Handbook. (A copy will be available via the Intranet also)

3.5 The effectiveness of the induction process will be evaluated regularly.

3.6 The process will be structured to ensure that urgent knowledge is communicated

immediately (e.g. fire exits) and important but less urgent information is dealt with

later. Managers must be aware of the problem of information overload for new staff.

3.7 New staff will initially be supernumerary or, where this is not possible, will work

with an experienced member of staff for an appropriate period.

3.8 New staff will have access to a co-worker who will assist their assimilation to the

workplace.

4. THE PROCESS

4.1 The whole process is underpinned by a comprehensive checklist Appendix 1 which is central to effective induction. Each employee is issued with a copy on commencement and the provision of information necessary for its completion is the responsibility of the manager (and co-worker if appropriate). A flowchart is set out overleaf which shows the timescale and responsibilities for action. attendance at an induction course is compulsory for all staff. The checklist should be used as a guide but the way it is used will need to take account of local

circumstances. A separate policy on PRECEPTORSHIP will be developed to

reflect the PCT’s obligations in that area.


5. STANDARDS

5.1 Managers’ performance in the induction of their new staff will be measured

against the standards set out in Appendix A.

6. IMPLEMENTING THE POLICY

Each employee (ward, home, department) will receive a copy of the policy and

checklist from their manager. Each will be asked to sign and return a form

stating that they understand the importance of induction and the expectations

of them that this brings (Appendix B).

7. EVALUATING THE EFFECTIVENESS OF INDUCTION IN THE PCT

7.1 The revised one day induction course will be evaluated by participant feedback

To ascertain the degree to which it meets its objective.

7.2 A sample of new employees will be surveyed to find out how comprehensive and

effective their induction was, and how or if it could be improved.

7.3 A sample of new employees will be asked to assess how well their manager met

The expectations set out in Appendix B.

7.4 Effective induction is thought to reduce turnover and so turnover rates will be

monitored and compared with historical data to ensure that the process is

effective.

8. CONTINUOUS DEVELOPMENT

The induction period is an integral part of any process of continuous development. Thus by the end of the third month in post, a review/assessment

of the employee’s current skills will be undertaken by his/her manager and

compared against the job profile requirements. Identified skill needs will then

be addressed through the PDP process.

Appendix A

PROCESS FLOWCHART FOR SYSTEMATIC INDUCTION

Timescale

(Days)

Action

Responsibility

Selection process

MGR/PDS

-21-0

Background information documents sent and regular contact maintained. Co-worker identified

PDS

-21

Offer letter and ‘contract’ sent

MGR

-14

Induction course date notified to employee and manager

PDS

1

Employee welcomed and introduced to work environment

Payroll documentation completed and dispatched. Staff handbook issued

MGR

1

Personal Development Portfolio (PDP) is issued to employee

MGR

1-7

Checklist commenced parts A, B, C

MGR/CO

2-28

Checklist continued part D, E, F, G, (H)

MGR/CO

By 28

Checklist completed

MGR/CO

By 42

Checklist sent to Personnel for filing

PDS

By 42

Induction course held (non-attendees names sent to manager for action)

MGR/EMP

By 49

Outcome of Induction course and checklist evaluated

MGR/PDS

-

Ongoing supervision sessions implemented

MGR

-

Objectives and development needs identified and fed into PDP

MGR/EMP

PDS – Personal Development Services EMP – Employee

MGR – Manager MEN – Mentor

CO – Co-Worker
Appendix B

Induction Checklist

Personal Details

Name .........................................................................

Department/Base .........................................................................

Post .........................................................................

Date employment commenced ...........................................................

Date for start of checklist......................................................................

Details of previous employment / experience:

………………………………………………………………………………..

………………………………………………………………………………..

………………………………………………………………………………..

This form must be completed within one month of commencement of employment and sent to the Personnel and Development Department for inclusion on the employee’s personal file.


Guidelines for Use

1. This induction package is designed to be a useful and supportive tool for the Manager and staff member alike. Its purpose is to ensure that new members of staff receive the necessary information to enable them to make a confident and competent start in their new post. The checklist should be used as a guide but the way it is used will need to take account of local circumstances. It is also a record of training and development and should be used to support the PDP process and to encourage learning and development.

2. Each new employee should be issued with a copy at the start of their employment and it is the responsibility of the Manager (and Co-worker if appropriate) to ensure that a proper induction programme is completed.

3. Many of the items on the checklist are included in the staff handbook and this should be used as a tool to compliment the induction process. All new staff should also attend a Core Induction Day and attend manual handling and other statutory training as appropriate.

4. The checklist should be completed and signed by the Manager and employee within 4 weeks of commencing employment and the form then sent to the Personnel & Development Department for inclusion on the employee file.

Completed 4

Date

Section A:

Commencement of employment

Introductions to key people

Tour of department / base / home

Appointment form / change of conditions form completed

Any contract / salary / pension queries explained

PDP portfolio provided

Introduction to Trade Union opportunities

Core Induction day attended

Manual Handling Training attended

Section B:

Job Role

Explanation of the work of the Department

Key duties and responsibilities

Performance standards expected at work

PDP process / PREP

Supervision and line management

How the Department inter-relates to other departments or agencies including ‘emergency’ procedures

Key departmental communication systems

Section C:

Departmental & PCT wide services

ID badge obtained

Access to email/IT

Staff facilities

Teas / coffees /Staff meals / canteen

Notice boards

Personal calls

Car parking`

Alarm systems / security

Local Union representatives

Completed 4

Date

Section D:

Employment Conditions

Hours of work, shift rotas and breaks

Overtime / time off in lieu

Annual leave

Absence reporting and recording

Time sheets / travel claims

Payroll arrangements

Section E:

Personnel Policies and Procedures

Copy of Staff handbook received

Overview of key policies:

Confidentiality

Equal Opportunities / Managing Diversity

Grievance & Disciplinary

Guidance to staff on counter fraud measures

Sickness absence

Trade Unions

Section F:

Health & Safety

Health and Safety Policy

Local Health & Safety procedures

Risk assessments

Safe Systems of work

Fire evacuation procedures

Fire drill / alarm procedures

Fire equipment – location and use

Emergency communication systems / bleeps

Manual Handling procedures

COSHH

Infection control

Accident reporting

PCT’s Policy and procedures on management of violence and aggression


Completed 4

Date

Section G:

Statutory Training Requirements

Fire training

First Aid

CPR

Manual handling

Food Handling & Hygiene

Child Protection

Management of violence and aggression

Medical Devices & Equipment Management (via MEMS)

Infection Control

Data Protection

Section H:

Additional policies and procedures for Clinical Staff

Nursing policies and procedures

Drug policy

Confidentiality

Record keeping

Standing financial instructions

Child Protection policy

Continence policies

Immunisation

Infection control

Manual of nursing procedures

IV drug admin

Clinical supervision

Use of relevant equipment – ward/home

Community based risk assessment procedures

Section J:

Further training and development needs

Completed 4

Date

Additional Information / special needs

Comments:

Date Completed …………………………………….

Employee ……………………………………. Signed………………………

Manager …………………………………… Signed ……………………..

This form must be completed within one month of commencement of employment and sent to the Personnel and Development Department for inclusion on the employee’s personal file.


Memorandum

To: All Managers

From: Karen Dumain, Development Co-ordinator

Personnel & Development Department

Date:

________________________________________________________________

Local Induction Checklist

Please find attached an Induction Checklist. The checklist is designed to be a useful tool and supportive tool for the Manager and staff member alike, and assist Managers in implementing an induction programme for new members of staff. The checklist should be used as a guide but the way it is used will need to take account of local circumstances.

Each new staff member should be issued with a copy at the start of their employment and it is the responsibility of their Manager to ensure that a proper induction programme is completed.

The checklist should be completed and signed by the Manager and employee within 4 weeks of commencing employment and the form then sent to the Personnel & Development Department for inclusion on the employee file.

Please can you ensure that all Managers within your Department receive a copy of the checklist to enable them to use it for all new members of staff.

Core Induction and Manual Handling Days

All new members of staff should also attend a Core Induction Day and Manual Handling training, and complete other statutory training as necessary.

Core Induction days are run monthly and new members of staff are automatically booked a place as their new post is confirmed. The Training Department then send out details of the Core Induction and Manual Handling training, confirming date, venue and programme, and asking members of staff to confirm their attendance.

Currently Core Induction Days are booked up 2/3 months in advance. Recently a number of staff have not been turning up to the Core Induction or Manual Handling Days even though they have booked onto them. These places could have been offered to other new members of staff and would ensure that new staff could attend a core induction day sooner rather than later.

Please ensure that all new staff attend Core Induction and Manual Handling Training. If they are unable to attend a particular session please make sure that the Training Department are contacted and that enough notice is given.

If you have any queries about the induction process please contact myself or the Training Administrator on 01225 831 488

No comments:

Post a Comment