HYWEL DDA HEALTH BOARD Welcoming your New Member of …

APPENDIX G

HYWEL DDA HEALTH BOARD

Welcoming your New Member of Staff A Resource Pack for Managers

AWAITING PICTURE STRIP

Learning & Development Department

Withybush Hospital Fishguard Road Haverfordwest SA61 2PZ Tel /Ffôn: 01437 772511 Fax/Ffacs: 01437 772510

Mynydd Mawr Hospital Tumble Llanelli Carmarthenshire SA14 6BU Ffôn/Tel: 01269 833387

Post Graduate Centre Bronglais General Hospital Aberystwyth, Ceredigion SY23 1ER Ffôn/Tel: 01970 635806 Ffacs/Fax - 01970 635594

Learning & Development Centre Hafan Derwen Parc Dewi Sant Job’s Well Road Carmarthen SA31 3BB Ffôn/Tel: 01267 239600 Ffacs/Fax – 01267 239612

Bwrdd Iechyd Hywel Dda yw enw gweithredol Bwrdd Iechyd Lleol Hywel Dda Hywel Dda Health Board is the operational name of Hywel Dda Local Health Board

Policies /Induction/Welcoming your new starter 2

CONTENTS

Page

Introduction 3

Organisational Induction Programme 4

Organisational Induction Programme Flow Chart 6

Local Induction Programme – Role of the Line

Manager

7

Pre-First Day in the Workplace arrangements

checklist

8

Local Induction Checklist 10

Organisational Induction – Week 1 Checklist 13

Organisational Induction Programme months 2-6 checklist

15

Forms: (Available on Intranet)

Uniform Request Form 16

CRB Risk Assessment Form 17

Request for access / termination to IT Systems 21


INTRODUCTION Hywel Dda Health Board recognises that it’s staff are it’s most important

asset. All members of staff have a valuable contribution to make, to ensure the delivery of high quality patient care, whether or not they are

directly involved in providing that care. This can only be achieved if those employed by the Health Board are performing their jobs effectively.

Starting a new job is a demanding and often a stressful experience. Quite apart from the obvious challenge of tackling new tasks, duties and

responsibilities, there is also a need to become accustomed to a new organisation, a new environment and new colleagues. This pack is

designed to assist managers in designing a workplace (or local) induction programme to ensure that all staff are supported during this period, to

the benefit of the employee and the organisation.

This pack gives general guidance for managers to follow during the local induction process. It is not however a comprehensive list, and managers

will need to supplement information. It is expected that all managers will use this process to ensure a consistent approach across the Health Board.

A Local Induction Checklist is included, to provide assistance in ensuring

that core information is given to a new employee, when they are likely to

be the most receptive. It avoids overloading the employee with information during the first few days and weeks whilst ensuring that all

areas are covered. Managers are responsible for ensuring that matters are fully understood by the employee, whilst the checklist is being

completed.


HYWEL DDA HEALTH BOARD

ORGANISATIONAL INDUCTION PROGRAMME Hywel Dda Health Board’s policy states that all new employees to the

organisation must complete an Organisational Induction Programme, which consists of three parts and is delivered on the first week of work.

This is organised as follows:

DAY ONE (Monday) All new staff are required to attend the generic corporate induction

programme on their first working day. This programme is delivered in all localities and uses a combination of the All Wales e-learning package and

traditional presentations. The programme includes ‘Working Safely’

which gives a generic health and safety training package. Fire safety awareness, Welsh Language Awareness and an introduction to the Mental

Capacity Act are also delivered.

DAY TWO (Tuesday) New staff should attend their workplace and begin the ‘Local Induction

Programme’ (Workplace Induction). The Local Induction Programme is carried out by the line manager / supervisor, who will explain issues

specifically related to the new starter’s role and workplace. The manager must ensure that the new member of staff has a KSF outline assigned to

them, and that they have a specific discussion around the Knowledge and Skills Framework requirements for the role. During this discussion the

identification of further mandatory training requirements (eg infection

control) and other development needs should be included in a personal development plan, and where appropriate, training should be booked

through the Learning and Development Department.

DAYS THREE - FIVE (Wednesday – Friday) Days 3 - 5 are dedicated to ensuring the relevant Moving and Handling

training is undertaken. The All Wales Moving and Handing Passport scheme will define the level of training required for each individual.

Existing employees of the Health Board who take up a new role, need

only undertake the local induction programme, together with the generic fire, health & safety and moving & handling and any other training,

identified through a risk assessment process.


ORGANISATIONAL INDUCTION PROGRAMME

The organisational induction programme aims to,

• welcome new staff to the organisation and introduces them to it’s vision, values and culture

• ensure that staff are familiar with the objectives of the

organisation, and are clear about the expectations the organisation has of them. It will clarify what it will offer in return, in terms of

conditions of employment, personal and professional development and opportunity.

• give new employees an understanding of the organisational

structure.

• ensure that new employees understand the terms and conditions

associated with their job and working environment.

• ensure that new employees understand the policies and processes in operation within their working environment.

• ensure that new employees have a competent knowledge and

understanding of the key issues and safety measures associated with their jobs, work areas and the organisation, and are able to

meet the generic health and safety requirements of their role..

• ensure that new employees have an understanding of the facilities and benefits available to them.

• familiarise new employees with the physical layout of the locality and introduce them to the working environment.

• discuss in detail the specific role which the new employee will play

in the organisation and to explain how their role fits into their department and the whole organisation.

• agree a personal development plan for at least the first year in the

role, and to set interim review dates in accordance with the new starter’s KSF outline.


ORGANISATIONAL INDUCTION PROGRAMME FLOWCHART

Offer and acceptance of the role within Hywel Dda Health Board

Start date agreed between new employee and the HR department. (staff will attend corporate induction on first day of employment)

The HR department confirms the start date to the Line Manager, and reserves a place on the corporate induction programme

Line Manager accesses copy of

Welcoming Your New Member of Staff – A Resource Pack For Managers (Intranet)

Line Manager prepares for the arrival of the new employee prior to their ‘‘First Day in the Workplace’’, using ‘pre ‘First Day in the Workplace’ arrangements

checklist’

Day 1- new employee attends corporate induction programme on first day of

employment

Day 2 – new employee attends workplace and is greeted by manager

First Day in the workplace checklist followed

Day 6-15 – new HCSW attend Skills to Care Programme (if applicable)

New employee commences duties in the workplace, Month 1 induction checklist followed

Months 2-6 induction checklist followed

Month 6 – Development Review takes place against KSF outline and PDP is further developed

Days 3-5 – new employee attends appropriate moving & handling training


LOCAL (WORKPLACE) INDUCTION PROGRAMME THE ROLE OF THE LINE MANAGER IN LOCAL INDUCTION

Preparations should be made for the arrival of the new employee well in advance, by following the pre-first day in the workplace checklist.

Managers should refer to the induction checklist and use it, as a basis for discussion to ensure that the new employee receives a comprehensive

induction to their new role, department and the organisation.

Line managers will be:

• accountable for the induction of the new employee to their team. • required to provide a personal and balanced induction plan, based

on the needs of the new employee and the department. • required to provide specific information about the department and

the job. • responsible for ensuring that the new employee has the resources

to be successful. • required to monitor and support the progress of the new employee

through regular and timely review meetings.

• ensuring that the ‘local induction’ programme meets all the objectives listed overleaf.

The Learning & Development Department will support managers to do

this by

• ensuring this pack forms part of the Organisational Induction Policy and is available on the web page, to assist managers with the local

induction process. • arranging (in conjunction with Recruitment Team) for new

employees to attend the organisational induction programme • maintaining and updating the ‘Welcoming your New Member of

Staff - Resource Pack for Managers’ • advising line managers on best practice.

• ensuring that there is effective monitoring and evaluation of the

induction process.


WORKPLACE INDUCTION PROGRAMME PRE–FIRST DAY IN THE WORKPLACE

ARRANGEMENTS CHECKLIST

The purpose of the pre-First Day in the Workplace checklist is to ensure

that a workplace induction specific to the role has been developed and that actions are in place to ensure that the new employee has a structure

to their first day of employment.

Action Responsibility Complete

Download new starter forms from Intranet Line Manager

Ensure that the work area is ready for

occupation e.g. desk, telephone, stationery etc

Line Manager

Ensure that time has been scheduled between the line manager and the

employee on their ‘First Day in the Workplace’

Line Manager

Issue a communication to the team to

introduce the new employee and confirm their arrival

Line Manager

Ensure that there is a plan of activities for

the first day and that induction objectives have been considered

Line Manager

Ensure that the appropriate forms have been completed (available on intranet)

• Car Parking Pass • Staff ID Badge Request

• Uniform • IT Access

• CRB Risk Assessment • Change of Circumstances

Line Manager

Ensure that Workplace Induction

programme has been prepared and any training materials are readily available

Line Manager

Assign KSF Outline to new employee through e-KSF

Line Manager


The new employee should already have received the following documents

prior to commencement of duties

Action Responsibility Method Complete Confirmation of Employment letter

including date and venue to attend

corporate induction

Recruitment Department

Issue document(s) to

home address

Job description and

KSF outline (from application process)

New employee NHS Jobs

Pension scheme details L&D

Department

Corporate

Induction

Health Questionnaire Recruitment

Department

Following

Interview

Criminal Record Bureau information and form

Recruitment Department

Following Interview

The Employee’s Employment Contract will be forwarded directly to the employee in due course.


ORGANISATIONAL INDUCTION PROGRAMME LOCAL (WORKPLACE) INDUCTION CHECKLIST

Ensure that as the new employee’s manager you are available to meet

them at their time of arrival on the first day in the workplace. Normally this will be Day 2 of the Organisational Induction Programme. Discuss

with the new employee their expectations of a Workplace Induction Programme and the best way to approach their induction. Show the new

employee to their working area and ensure that the health and safety objectives listed below are met on their first day. If the new employee is

under the age of 18 a workplace risk assessment needs to be completed. Ensure that the new employee has collected their ID Badge.

Section A: Commencement of Employment

Content Method(s) of delivery

Complete

Attended Day 1 of the Corporate Induction Programme and is aware needs

to attend day 3-5 (as appropriate) to complete moving & handling training

Line Manager 1-2-1

Portfolio has been provided at corporate

induction on Day 1

Line Manager 1-2-1

Section B: Job Role / Introduction to the Department


Complete

The organisational chart, key duties and

responsibilities and accountability within the department

Line Manager 1-2-1

Supervision and line management arrangements

Line Manager 1-2-1

Performance Standards expected at work Line Manager 1-2-1

Uniform has been collected Line Manager 1-2-1

Arrangements for keys/security passes, ID badges etc

Line Manager 1-2-1

Introduction to colleagues Line Manager 1-2-1

Key Communication Systems including: Security of department/ building Line Manager 1-2-1

Access to IT systems / Security

management

Line Manager 1-2-1

Who to contact in the absence of the line manager

Line Manager 1-2-1

Emergency Procedures Line Manager 1-2-1



Complete

I.D. Badge obtained Line Manager 1-2-1

Section C: Ward / Department Services


Complete

KSF/PDP Process/PREP/Preceptorship Line Manager 1:1

Use of Phones 1-2-1

Catering facilities Mentor/Colleagues

Making personal telephone calls (policy) – location of pay phones.

Line Manager 1-2-1

Car Parking Line Manager 1-2-1

General layout of the office/working area

Mentor/Colleagues

Management of money/valuables Line Manager 1-2-1

Tea/Coffee facilities Mentor/Colleagues

Toilet/hygiene Line Manager 1-2-1

Communication eg notice boards Line Manager 1-2-1

Alarm systems / security / resuscitation equipment

Line Manager 1-2-1

Local Union Representative Line Manager 1-2-1

Section D: Employment Conditions


Complete

Job description / KSF outline Line Manager 1-2-1

Hours of work / shift rotas and breaks Line Manager 1-2-1

Overtime / time in lieu Line Manager 1-2-1

Annual Leave/time sheets/travel claims Line Manager 1-2-1

Absence reporting and recording Line Manager 1-2-1

Payroll arrangements Line Manager 1-2-1

Section E: Policies and Procedures


Complete

Introduce Relevant Health Board

policies appropriate to Role

Line Manager 1-2-1

Ensure Employee knows how to find policies

Line Manager 1-2-1


Section F: Local Health and Safety Procedures


Complete

Local evacuation procedures Line Manager 1-2-1

Safe systems of work Line Manager 1-2-1

Local fire procedures including fire drill Line Manager 1-2-1

Fire Equipment – location and use Line Manager 1-2-1

Emergency communication

systems/bleeps

Line Manager 1-2-1

Moving & handling procedures Line Manager 1-2-1

COSHH Line Manager 1-2-1

Infection Control Line Manager 1-2-1

Incident / Accident reporting Line Manager 1-2-1

Procedures on prevention and

management of violence

Line Manager 1-2-1

Occupational Health Line Manager 1-2-1

First Aid – Appointed Person etc Line Manager 1-2-1

Risk Assessment Line Manager 1-2-1

DSE Assessment Undertaken Line Manager 1-2-1

Section G: Additional Training Requirements Programme Provider Date Booked Date Attended

All programmes should be booked through the Learning & Development

Department. Further information regarding learning & development opportunities and booking information is available on the Learning and

Development web page.

A copy of this signed and dated checklist must be retained in the personal file.

Signed Employee Date Manager Date


ORGANISATIONAL INDUCTION– ‘WEEK 1 CHECKLIST

At the end of the first week in employment, the new employee should have completed each of the following topics, and be able to commence

work in the department / ward. If any topic has not been undertaken, managers should contact the learning and development department for

advice.

Staff who have not completed any of the following modules CANNOT UNDER ANY CIRCUMSTANCES undertake any duties in the workplace.

ORGANISATIONAL INDUCTION CONTENT

The following content is delivered through the organisational induction

programme Day One. A copy of a signed checklist should be shown to the manager at the workplace induction, as evidence they have

completed the generic corporate induction programme, prior to commencing their duties in the workplace.

Module 1 – Corporate Employment

Module Method of Delivery Completed (√)

Welcome & Introduction

to the organisation

Presentation

IT Security Presentation

Governance Supported e-learning

Equality & Diversity Supported e-learning

Dignity at Work Supported e-learning

Data Protection & Confidentiality

Supported e-learning

Freedom of Information Supported e-learning

Introduction to the KSF Supported e-learning

Environment, Waste and

Energy


Countering Fraud Supported e-learning

Module 2 – Patient Care


Customer Care Supported e-learning

Communication Supported e-learning

Patient Consent Supported e-learning

Infection Control Awareness Supported e-learning



Child Protection Awareness Supported e-learning

Protection of Vulnerable Adult Awareness


Food Safety Awareness Supported e-learning

Welsh Awareness Presentation

Mental Capacity Act Presentation & e-learning

Module 3 - Working Safely

Module Method of Delivery Completed (√) Risk Management Supported e-learning

Health & Safety Supported e-learning

Violence & Aggression Supported e-learning

Security Supported e-learning

Moving & Handling Theory e-learning / practical

Fire Safety Presentation

Signed

Employee Date

Induction Facilitator Date

Manager Date

A copy of this signed and dated checklist must be retained in the personal file.


‘INDUCTION PROGRAMME’ ‘MONTHS 2-6’ CHECKLIST

All new staff should have a planned Personal Developed Review within the first 6 months of employment in addition to regular reviews during

first few months. This will ensure that the identified development needs have been delivered and employee is on target to proceed through the

foundation gateway. All staff will have a formal PDR within 1 year of employment.

Dates of Regular Review against KSF outline and

PDP

Training Need Identified

Completed (√)


Uniform Request Form

Part A: To be completed by Departmental Head Name:

Department:

Job Title:

Base:

Contracted Hours:

Shift Pattern:

Requirement Date: Managers Signature:

Date:

Managers Name & Title:

Part B: To be completed by Linen Room staff

Item No. Issued

Bust/Chest Waist/Hips Length/Inside Leg

Other Information

Signature:

Date:

Part C: To be completed by employee In the event that leave the Trust I agree to return all uniforms that have been supplied to me Please Print Name: Signature:

Date:


CRB Risk Assessment Please ensure that this form is completed and returned to the Recruitment Office, Withybush General Hospital asap


APPENDIX 3

CRIMINAL RECORDS DISCLOSURE CHECK – NEW EMPLOYEES RISK ASSESSMENT FORM

Appointing (Assessing) Manager:______________________________

Job Title:___________________________________________________

Department/Division:_________________________________________

New Employee’s Name:______________________________________

Post Applied for:____________________________________________

Intended Start Date:__________________________________________

Date Disclosure Check Requested:_____________________________

As the appointing / assessing manager, you are required to assess whether it is appropriate for the above named individual to commence work prior to the Health Board receiving clearance from the Criminal Records Bureau. Please consider and respond to the questions below and sign and date the form. Part A Did the applicant declare any criminal convictions / bind overs / cautions etc on their application form? YES / NO If yes, are these convictions relevant to the work that they are being employed to undertake? YES / NO If yes, do these convictions relate to offences against children / violent offences etc ? YES / NO If yes, please state:______________________________________________________


Is the job similar in nature to the individual’s current role, for example are the risks similar? YES / NO Have you obtained references in line with Health Board policy? YES / NO Do the individual’s references give any cause for concern? YES / NO If yes, please state:___________________________________________ ___________________________________________________________ At interview, did the individual say or do anything which gave cause for concern, in relation to allowing them to commence work before a Disclosure check is received? YES / NO If yes, please state:___________________________________________ ___________________________________________________________ Has the individual ever had a police check previously? YES / NO If Yes, when was this done and with whom (employer)? ___________________________________________________________ Part B Does the job involve regular unsupervised contact with children or vulnerable adults? YES / NO Will the individual work be required to work alone during their induction period? YES / NO Will the individual have access to, or opportunity to commit an offence against a patient? YES / NO How will you prevent this from happening?


Are you satisfied the risk of possible offending can be minimised by ensuring that satisfactory supervisory measures listed above can be implemented to prevent the individual from being alone with patients? YES / NO Please outline the implications of delaying the individual in commencing employment. ___________________________________________________________ ___________________________________________________________ DECLARATION BY THE APPOINTING / ASSESSING MANAGER I have considered the questions outlined above, and I am NOT satisfied that it is safe to allow the above named individual to commence work before the Disclosure clearance is received.

OR I have considered the questions outlined above and confirm that I AM satisfied that it is safe to allow the above named individual to commence work before the Disclosure clearance is received, subject to the following safety measures being in place (if appropriate) : I confirm that I have notified all relevant managers that the individual is still subject to clearance, and of the need to ensure the above measures are implemented. Signed:______________________________________________________ Managers name:_______________________________________________ Date:________________________________________________________

DECLARATION BY EMPLOYEE I confirm that I understand the implications of commencing work prior to clearance being received, and the possibility that disciplinary action may result if it is subsequently discovered that I did not disclose any material facts relating to my employment.

I confirm that I understand the implications of commencing work prior to clearance being received, and the possibility that disciplinary action may result if it is subsequently discovered that I did not disclose any material facts relating to my employment.

Signed:______________________________ Employees name: __________________________ Date: ______________________________ This form should be retained in the Recruitment Office until the individual receives CRB clearance. A copy should be forwarded to the Line Manager.

Documents

HYWEL DDA HEALTH BOARD Welcoming your New Member of …