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«How Induction Checklists will help Induction Checklists are designed to give employees and their Line Managers a guide to a logical and comprehensive ...»

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01

GUIDELINES FOR COMPLETING

THE PRE-EMPLOYMENT INDUCTION CHECKLIST

Checklists

1 Pre-Employment Induction

2 Departmental Induction

3 Site Induction

5 Corporate Induction

How Induction Checklists will help

Induction Checklists are designed to give employees and their Line Managers a guide to a logical and

comprehensive procedure. They also provide the employer with a record of the employee’s Induction.

The checklists can be used to monitor and evaluate the Induction process, and will ensure that employees have received all the relevant information.

Pre-Employment Induction The purpose of the Pre-employment Induction Checklist is to assist the Line Manager to prepare for the arrival of employees, and to help them settle in as quickly as possible.

Pre-employment Induction Checklists must be completed for all new, promoted, transferred and seconded employees.

Line Management responsibility The Line Manager is responsible for the completion of the specified actions as outlined in the Pre-employment Induction Checklist. These actions should be completed by the Line Manager before a new employee starts. On completion of the checklist, a copy is placed in the employee’s file, and the employee is given a copy of the completed checklist. A date is agreed for the completion of the next stage of Induction.

Pre-employment Induction Checklist Timeframe The Pre-employment Induction Checklist is to be completed before the new employee’s start date.

02

THE PRE-EMPLOYMENT INDUCTION CHECKLIST

NAME:

LOCATION:

GRADE:

START OF EMPLOyMENT DATE:

PERSONNEL NUMBER:

The purpose of the Pre-employment Induction Checklist is to assist the Line Manager to prepare for the arrival of new employees, and to help them to settle in as quickly as possible.

Date Completed Comments Line Manager to contact new employee before start date

Name of Buddy/Work Colleague assigned:

Manager/Supervisor with the responsibility to meet and

welcome the new employee on Day One designated:

Appropriate physical environment for “meet and greet” discussion made available Accommodation/workspace provided for the new employee if appropriate Other relevant people notified (IT network support etc) Check to ensure that the new employee is set up for Payroll Reception, security staff and employees in other relevant Departments informed of employee’s arrival Identification Card/Security Pass to be issued (where appropriate) Disability requirements (if relevant) Diversity requirements (if relevant) Employee file prepared (this should be retained locally for eachindividual staff member) Site Induction Training booked within four months

–  –  –

Checklists 1 Pre-Employment Induction 2 Departmental Induction 3 Site Induction 5 Corporate Induction How Induction Checklists will help Induction Checklists are designed to give new employees and their Line Managers a guide to a logical and comprehensive procedure. They also provide the employer with a record of the employee’s Induction. The checklists can be used to monitor and evaluate the Induction process, and will ensure that new employees have received all the relevant information.

Departmental Induction The Departmental Induction provides appropriate information to new employees relevant to their own role and Department, working arrangements, Departmental Health and Safety arrangements, Security etc.

The Departmental Induction Checklist must be completed for all new, promoted, transferred and seconded employees.

Line Management responsibility The Line Manager is responsible for the completion of the specified actions as outlined in the Departmental Induction checklist. These actions should commence on the day a new employee starts. The Line Manager introduces the new employee to colleagues and other key staff in the organisation. On completion, a copy of the checklist is placed in the employee’s file, and the employee is given another copy. A date for the completion of the next stage is agreed.

Further responsibilities of the Line Manager are:

To demonstrate commitment to the Induction process To tailor the Departmental Induction Checklist to meet local needs. This might be achieved with other Line Managers in a natural community, eg: Directors of Nursing in a particular service area, Public Health Nurses etc To progress through the Departmental Induction Checklist with the new employee To ensure that all employees receive the necessary information in a manner relevant to their needs, and to enable them to contribute to the work unit as soon as possible To ensure that work unit Induction material is maintained and kept up to date To release all employees for and ensure that they attend Site Induction Training Employee responsibility To participate fully in the Induction process To seek additional clarification if necessary on any aspects of the documentation provided – eg: Health & Safety Policy – before signing off on the checklist To attend scheduled training – eg: manual handling training – where appropriate To attend Site Induction Training as scheduled

–  –  –





NAME:

LOCATION:

GRADE:

START OF EMPLOYMENT DATE:

PERSONNEL NUMBER:

The purpose of the Departmental Induction Checklist is to provide information to new employees, and to help them to settle in as quickly as possible.

Tick each box when the action has been thoroughly explained and understood

–  –  –

Welcome to organisation Information on Confidentiality and Professionalism Information on how Induction and Probation work Details of employment contract to include Probation and Payroll Introduction to Buddy/Work Colleague assigned

Name of Buddy/Work Colleague assigned:

Role Clarity and Performance Planning

Provide new employee with:

Information on assignment of work duties Introduction to other members of the Department/Division, briefly explaining responsibilities and utilising organisation charts Teamwork

Provide new employee with:

Introduction to Performance Management and effective team working Details of frequency of team meetings

–  –  –

List of staff in the Department, their roles, their telephone/bleep extensions and e-mail addresses Outline of business plan for Department Details of how information is communicated through the Department, ie: by e-mail, written memorandum etc.

Diagram of the Department/Division structure, and clarification on where the new employee fits in Work hours and entitlements

Provide new employee with:

Details of hours of work, start, breaks, finish etc Details of all leave entitlements and procedure for applying (eg: annual, flexi, training, special, other) Details on how to report absences/late arrivals, including who and when to notify Details on where the employee might be required to travel, and how to claim travel expenses Familiarise with environment

Make new employee familiar with:

Entrances/exits and clock-in facilities to building Car parking facilities, information on bus/train services, local map if available Disabled access Workstation/work location Phone/bleep directories and contact lists Post/phone/bleep/e-mail/internet/intranet procedures Tea and coffee-making and canteen facilities Toilets Staff room (if any) and staff notice-board Staff changing facilities (where appropriate) Security

Provide new employee with:

Keys, security number for door(s), swipe-card and clockin facilities (where appropriate) Identification card (where necessary) Passwords for computer, e-mail etc

–  –  –

A copy of the up to the date Service and/or Site Specific Safety Statement & Risk Assessments Advise on location of Major Emergency Disaster Plan Information regarding fire exits, eg: location of fire equipment, map of fire assembly points, and details of evacuation procedure Information about who is in charge of first aid and safety (either in or outside the Department), where to find the nearest first-aid box, and what to do if an accident or emergency occurs Details of Incident/Near-miss reporting procedure

–  –  –

List other relevant policies and procedures I.T. Acceptable Use Policy. Mobile Phone Device Policy Electonic Communications Policy. Internet Content Filter Standard Password Standards Policy IT Security Policies Frequently Asked Encryption Policy Questions Access Control Policy

The appropriate policy documents can be obtained through:

Department:

Contact details Details of Departmental policies (where appropriate) regarding safe work practices including skincare, handwashing, infection control, VDUs, provision of protective clothing, waste-management etc.

–  –  –

List further training needs identified in respect of any of the above policies and procedures if required Customer service Advise new employee on Customer Service Policy and Complaints Procedure

–  –  –

This training should be provided to all new employees within four months, and scheduled by the Line Manager through the Area Induction Co-ordinator

STATEMENT THAT THE DEPARTMENTAL INDUCTION PROCESS HAS BEEN COMPLETED

I wish to confirm that I have received an Induction to the Department as set out above.

Signed by:

–  –  –

Pre-employment Checklist completed Departmental Checklist completed

NAME of nominated Employee:

LOCATION:

START OF EMPLOYMENT DATE:

GRADE:

WORK ADDRESS

Telephone Email

PERSONNEL NUMBER:

To: Area Induction Co-ordinator Performance and Development Unit Subject: Site Induction Training

–  –  –

1 Pre-Employment Induction 2 Departmental Induction 3 Site Induction 5 Corporate Induction How Induction Checklists will help Induction Checklists are designed to give new employees and their Line Managers a guide to a logical and comprehensive procedure. They also provide the employer with a record of the employee’s Induction.

The checklists can be used to monitor and evaluate the Induction process, and will ensure that new employees have received all the relevant information.

Site Induction Site Induction will form part of the Site Induction Training. In a hospital environment, the employee will receive a presentation by an appropriate person on a relevant subject matter, eg: catering, pharmacy, nursing etc. In an Integrated Service Area Office environment, the employee will receive a presentation on Public Health Nursing, Environmental Health Services, Mental Health Services etc. The Site Induction Training is organised through and delivered by the Area Induction Co-ordinator.

The Site Induction Checklist is to be completed for all new, promoted, transferred and seconded employees.

Line Management responsibility The Line Manager is responsible for scheduling and releasing staff to attend the Site Induction Training.

The checklist is completed by the Area Induction Co-ordinator, signed by the Line Manager, a copy is placed on the

employee’s file and the employee is given a copy. Further responsibilities of the Line Manager are as follows:

To demonstrate commitment to the Induction process and to ensure the employee attends the Site Induction Training Employee responsibility To participate fully in the Induction process To seek additional clarification if necessary on any aspects of the documentation provided, eg: Health and Safety Policy, before signing off on the checklist To attend Site Induction Training as scheduled

–  –  –

NAME:

LOCATION:

GRADE:

START OF EMPLOYMENT DATE:

PERSONNEL NUMBER:

The purpose of the Site Induction Checklist is to provide employees with an overview of the various services provided at site level.

–  –  –

The employee has received a presentation by an appropriate person(s) who has expertise on the following

topics at the Site Induction Training:

Recruitment Process Employment Policies Health and Safety Policies, (Safety Statement & risk assessments) Occupational Health Customer Services, Freedom of Information Policy and Data Protection Policy.

Payroll and Superannuation Process Communications Process Partnership Trade Union membership Risk Management Security

–  –  –

Departmental overview (eg: in a Hospital environment – catering, pharmacy etc. In a Primary Care environment, Public Health Nursing, Mental Health Services, etc.) List relevant Departments

Signed by:

–  –  –

Checklists 1 Pre-Employment Induction 2 Departmental Induction 3 Site Induction 5 Corporate Induction How Induction Checklists will help Induction Checklists are designed to give new employees and their Line Managers a guide to a logical and comprehensive Induction procedure. They also provide the employer with a record of the employee’s Induction. The checklists can be used to monitor and evaluate the Induction process, and will ensure that new employees have received all the relevant information.



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