Induction & Integration Programme Implementation Date: March 2014 Review Date: March 2017

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1 Induction & Integration Programme Implementation Date: March 2014 Review Date: March P age

2 AMENDMENT HISTORY VERSION DATE AMENDMENT HISTORY D1 Jan 14 Addition of branding and formatting changes in line with Policy for Development of Policies. V1 Feb 14 Approved by Rem Com. RC/XX/034/V1 Dec 14 Unique reference number added prior to publication REVIEWERS This document has been reviewed by: NAME DATE TITLE/RESPONSIBILITY VERSION Steph Cartwright HR Lead D1 Julia Dixon Staff Side Lead D1 Remuneration Committee V1 APPROVALS This document has been approved by: NAME DATE TITLE/RESPONSIBILITY VERSION Remuneration Committee V1 N.B: the version of this policy posted on the intranet must be a PDF copy of the approved version. DOCUMENT STATUS This is a controlled document. Whilst this document may be printed, the electronic version posted on the intranet is the controlled copy. Any printed copies of the document are not controlled. RELATED DOCUMENTS These documents will provide additional information. 2 P age

3 CONTENTS POLICY OVERVIEW 1. Purpose 5 2. Who This Policy Applies To 5 3. Key Principles 5 THE POLICY ABOUT US 4. Our CCG 6 5. Our Team Values 6 6. Our Principles 6 INDUCTION PROGRAMME OVERVIEW FIRST WEEK 7. Administration 8 8. Teams 9 9. Office Tour and Office Safety Workstations, ICT and Data Protection Policies and Procedures Staff Intranet Meeting Key Colleagues Networking Finance Procedures 10 TRAINING, LEARNING AND DEVELOPMENT 15. Statutory and Mandatory Training Learning and Development :1 Meetings 12 3 P age

4 18. Three Month Review Meetings Six Month Review Meetings Appendix 1 Manager s Check List Appendix 2 DSE Self Assessment Form Appendix 3 Key Contacts Appendix 4 Clinical Executive Team Structure Appendix 5 Evaluation Form 29 4 P age

5 POLICY OVERVIEW Induction and Integration Programme Purpose The purpose of the Dudley CCG Induction & Integration programme is to provide all new employees with the key information they require to successfully integrate into our organisation and assist in the understanding of our values and culture. In addition to this induction all new starters will be provided with a staff handbook which details how the CCG works on a day to day basis. The Induction Programme takes place over a six month period, and will be implemented through a programme of guided learning, workshops promoting our values and culture and the with the sharing of knowledge and experience through one to one meetings. The Staff Induction further provides new employees with guidance around the process of the wider Induction Programme and how to prepare for review meetings and value based personal development and objective setting review. Who this policy applies to This guide is for all new employees in Dudley CCG, and also to support employees returning from long term absence, secondments, career breaks and maternity leave or have been successful in a different role within Dudley CCG. Key principles The Dudley CCG Induction Programme is designed to communicate a consistent theme and message to new employees, illustrating the values and culture of Dudley CCG and encouraging an open to all approach to management and the senior leadership team. It is the responsibility of the manager to meet with a new starter on their first day and go through this induction book. Where this is not possible this responsibility should be delegated to their deputy. No new starter should start the organisation without receiving this book and having a meeting at the start of the first day. 5 P age

6 ABOUT US Our CCG Introducing Dudley CCG From 1 April 2013 we became fully responsible for commissioning (buying and monitoring) healthcare for approx. 315,000 registered patients. As the local leader of the NHS, our job is to continually improve the services we commission for patients, improving their quality and performance, while achieving the very best value for the tax payer. We further aim to improve the general health of everyone in the local area, working with colleagues in Public Health to reduce health inequalities. We will achieve improvements by commissioning the highest quality, evidence-based services and we will place patients at the centre of our decision-making. With local family doctors now in the driving seat of NHS commissioning, we believe we can bring about real improvements in the health of our population and people s experience of services. Our Vision is: to promote good health and ensure high quality health services for the people of Dudley. Our Team Values Dudley CCG has a set of team values that all staff aim to follow TRUST one another RESPECT one another BE OPEN to receiving feedback from other Maintain PROFESSIONAL integrity Be accessible, visible and CONSISTENT Take RESPONSIBILITY Our Principles Clinically-led With close working partnerships between clinicians and managers Primary care at our heart Ensuring the full engagement of constituent practices to deliver commissioning priorities Focus on quality and continuous improvement Meaningful involvement of patients and public Working with partners to improve health outcomes and services and reduce health inequalities Living within available resources Commitment to QIPP agenda 6 P age

7 Maturing as a commissioner Improving quality through mature commissioner/provider relationships Developing a clear vision for the development of primary care To support commissioning aims of integration etc. Better informed patients and public Genuine involvement in priority setting, better awareness of costs, choices etc. Focus partnership working around agreed key service areas Supported by integrated commissioning arrangements where appropriate Review commissioning priorities against recent national guidance to confirm and assess CCG position in relation to these We will have a focus on prevention and health promotion We will seek to educate our population. We will support initiatives which promote health, prevent ill-health and support people to live longer and with a better quality of life We will be an innovative organisation We will seek to be leading edge and embrace innovation and new technology. We will seek to work smarter, not harder, and modernise healthcare provision We will promote excellent financial management We will ensure value for money and financial viability 7 P age

8 INDUCTION PROGRAMME OVERVIEW Dudley CCG Induction Programme consists of three modules: - Local Induction and Orientation (conducted by manager) - Integration (conducted by manager) - Local Induction Plan (conducted by manager) The Local Induction and Orientation modules are conducted directly between the line manager and the employee, which should be conducted on the employee s first day. The Local Induction contains the vital information every employee requires, which includes: Confirmed hours of working day Where the staff rest areas are located Employee break entitlements and when breaks can be taken Where the fire exists are located The fire evacuation procedures and who the fire officers are Who the first aiders are, and where they are located Office security measures Organisational policies and procedures, and where these are published Flexible working Car parking arrangements Tea Fund Integration into the team and wider CCG is coordinated between the line manager and the employee directly, and consists of the meeting of the immediate team, wider teams and key colleagues that the new employee will be working with. This aspect will provide the new employee with the ability to build successful working relationships and increase work efficiency. Your Local Induction Plan is arranged locally by your line manager, and will include taking part in the regular team meetings. Your line manager will further arrange meetings with key colleagues which will include our Chief Accountable Officer, and provide information to based on the organisations values, mission, vision, and culture. Your Local Induction Plan will further provide you with the opportunity to ask any questions relating to their Induction Programme which requires further clarification. FIRST WEEK Administration On your first day, you should bring with you the following documents: P45 or P46 if no P45 is available Bank details A signed copy of your contract of employment These will be used to complete your new starter form to set you up on the payroll system. 8 P age

9 As you are joining an NHS organisation, you will be automatically opted-in to the NHS Pension Scheme, contributions will be deducted from your monthly salary. If you wish to opt-out of the pension scheme, you can do so by completing a pension opt- out form and submit it along with your new starter documentation. This is a form SD502 which is available from either the HR Lead or your Payroll Provider. Teams Your line manager or supervisor will provide you with an introduction to your immediate team, and brief duties and/or responsibilities of the role to provide you with an understanding of where your role fits within the team. You will receive an understanding from either your line manager or immediate team on what are the typical behaviours or the norm for the team and wider CCG. This will generally consist of: Schedule of relevant meetings or committees General office practices, procedures and etiquette Escalation processes Absence reporting procedure Annual leave allowance and the requesting process Use of ESR The team should further explore with you the CCG values and behaviours and their importance in relation to conduct and business expectations; and how these are to be applied in your own role. To provide you with a further understanding of the operation of Dudley CCG, you should further be provided with an outline of the different departmental functions, the key contacts within each department and how your immediate team links with different departments and work areas. Office tour and office Safety One of your team will provide you with a tour of the building, which will consist of: a. Introductions to appropriate staff b. Noting where the fire exits and fire assembly points are, and explaining when the fire alarm is tested. Should the alarm go off at any other time, without prior warning, then all staff should expect to evacuate the building where a register to include any visitors, will be taken. You will be provided with an access card for office buildings and premises. This will be organised by the Office Manager. Workstations, ICT and data protection Arrangements for you to access the IT systems, and shared access drives for should have been made, however you may need to ensure this is in place on your first day to ensure an efficient start up and smooth transition into your role. If required as part of your role, you should be provided with all relevant IT equipment to fulfil duties and responsibilities of your role. This may include: Laptop IP Mobile Smart Phone Secure saving devices (memory sticks) It is important you ensure that your immediate working environment is appropriate for your needs. Start by checking the height of your desk and chair. Checking under the desk may identify any additional equipment or support to ensure the workstation is suitable. This can include the assistance of a foot rest, wire covers, wrist rest or desk adjustment. 9 P age

10 If you manager has agreed your role classes you as a DSE User (please refer to the DSE policy) you will be required to do a self-assessment DSE form (Appendix 2). If assistance is required you can ask for help from one of the Health & Safety Representatives. This form will then be kept on your personal file. You are further recommended to familiarise yourself with the organisational internet and e- mail usage policies, ensuring you fully understand the expectations of accessing s and internet whilst you are employed by Dudley CCG. Policies and procedures You are advised to know where the Dudley CCG Policies are published and that you are familiar with your employee responsibilities within them. Policies include (not exhaustive): Absence Disciplinary Managing Work Performance Grievance Bullying & Harassment Annual Leave Flexible Working Maternity and Paternity Whistleblowing Your line manager will assist you in the calculation of your annual leave entitlement. Staff Intranet Your line manager or one of your team will demonstrate to you the internal staff intranet, and where you can access organisational information, staff contact details and corporate details. Meeting key colleagues local induction plan As part of your Local Induction Plan, coordinated by your line manager, you will have the opportunity to meet with key colleagues and senior managers on a one to one basis. These meetings should be arranged by your line manger prior to your start date so that the Induction process is as efficient as possible. These meetings can be formal or informal, but you will be provided with a record of these appointments and prominent agenda items. Finance procedures Your line manager or supervisor will explain to you the relevant financial procedures and any authorisation limit / budget you are responsible for. This will include: How to code invoices and how the budget codes work in relation to office costs and project codes,etc How to order goods and services, and register for any Contract and Procurement training on the SBS finance system. How to claim expenses; ensuring staff understand the importance of accurate recording and authorisation. To book a place on the SBS Finance System Training, please cmcsu.ittrainingteam@nhs.net 10 P age

11 TRAINING, LEARNING AND DEVELOPMENT Statutory and mandatory training The CCG requires all staff members to complete, and keep up to date with their statutory and mandatory training elements. The following courses are statutory for all new starters within Dudley CCG, and must be completed within your first month of employment: Local Induction Plan (coordinated by your line manager) General Health & Safety Awareness Fire Safety Manual Handling (Category 3) Safeguarding The above courses are delivered by workshop delivery and your line manager will book you onto these courses. Statutory training should be updated as outlined by the CCG. The following courses are mandatory for all new starters within Dudley CCG, and must be completed within the first three months of employment: Equality and Diversity (Online) Information Governance (Online) The above courses are both available to complete on line, and take approximately 45 minutes each to complete and must be updated every three years. Further recommended training includes: Recruitment and Selection Training for those responsible for leading recruitment activity HR Management Training for line managers Information Governance Workshop for those role which deal directly with patient information and which require up to date in depth knowledge of data protection and governance Disability Awareness Line managers should review with the employee that mandatory and statutory training has been completed within the first month of employment. As a guide, managers can utilise the checklist included in the appendices of this document to ensure all training has been completed as required. Learning & development Dudley CCG recognises the importance of ensuring personal learning and development for personal and professional achievement and motivation. To ensure we are striving to be the best, we want to reward our staff for all the good work they do and through a variety of development methods support our staff to become excellent. Dudley CCG may use the following techniques to deliver learning and development (not exhaustive): Team meetings/study groups One to one meetings Job shadowing On the job Practical training Acting-Up Arrangements 11 P age

12 Internal Secondments Personal Development Opportunities Training Needs Analysis Coaching Mentoring Appraisals (Values Based PDR and Performance Management) Seminars, Workshops, Team Events Centrally-Led training sessions External training providers Academic Study Programmes All employee development opportunities are at the discretion of your line manager and approval from the senior management team. These opportunities can be discussed at your review meetings, or at your annual value based personal development and objective setting review If you have identified any particular training needs, you should discuss this with your line manager at your nearest opportunity, so that your manager can make arrangements for you to attend such training courses. 1:1 MEETINGS 1:1 Meetings Your manager will already have an agreed date for your first 1:1 meeting given on your start day. This will be your opportunity to highlight any gaps in the induction programme that you feel is required. You will receive monthly 1:1 meetings REVIEW MEETINGS Three month review Your manager will notify you of when your three month review will take place. This will be your opportunity to discuss with your line manager, any key points from your Induction Programme and reflect on the last three months. It can be an informal conversation or take a more structured format. It will enable you to address any immediate concerns or queries, undertake a training needs assessment, and discuss any necessary training requirements. Your line manager may also set out some key objectives that you are to work towards over the next three months. Your manager will take notes from the meeting and will provide you a copy to sign to certify that they are a true reflection of your discussion. A copy of these notes will also be retained on your personal file. Standard questions that you may be asked at the three month review include (not exhaustive): Have you completed your Local Induction Programme? Have you completed all your statutory and mandatory training? Are you aware of where to find organisational information, updates and policies? Have you introduced yourself / met with all your immediate contacts, both in the CCG and provider organisations? What have been your main areas of work? 12 P age

13 What is on your work agenda for the next three months? Do you have any concerns or queries you would like to raise? Six month review The six month review is an opportunity to assess the comments, queries and concerns raised in the three month meeting, and discuss any further concerns raised since. It further provides the opportunity for your manager to monitor the objectives set at the three month review and for you to demonstrate the progress you have made on them. The six month review can also include a discussion on the key competencies required for your job role. Managers may use the National Banding Job Description in addition to your Role Content Specification which takes account of any specific duties and responsibilities or technical elements. Your manager will take notes from the meeting and will provide you a copy to sign to certify that they are a true reflection of your discussion. A copy of these notes will also be retained on your personal file. Standard questions to ask at the six month review include (not exhaustive): How have you been able to demonstrate our values and culture in the last six months? What projects have you conducted from start to finish in the last six months, and what were the outcomes of these? What are your professional goals for the next six months? What training or development needs have you identified, if any? What training or development opportunities would you like to have access to in the next twelve months? Once the six month review is completed, a value based personal development and objective setting review Meeting should be arranged for six months time, as part of the PDR process. Ideally, this should be held one week before your increment date (start date in role), or within the same month as your increment date. 13 P age

14 Appendix 1 - Local Induction Checklist SESSION To be COMPLETED by DATE PREPERATION FOR START (PRE DAY ONE) Order ICT equipment (laptop, mobile phone, etc.) Office Manager WHEN: At time of issuing unconditional offer letter (four weeks before start date) Complete New Starter Form and send to payroll provider Office Manager WHEN: Before payroll cut-off date, recommended four weeks in advance Prepare New Starter s Induction Programme (using this guide, plan time in diaries for orientation, meeting key colleagues and wider induction plan) WHEN: At least one week before start date Arrange Local Induction Plan and any further recommended training: csu.learning@nhs.net WHEN: At least one week before start date Occupational Health advice is received and reasonable adjustments are in place for the New Starter if they have declared disability. Office Manager WHEN: At least one week before start date Book 1 st Review Meeting Additional tasks identified by the, specific to Team and/or Directorate 14 P age

15 FIRST WEEK Meet and greet New Starter Administration: New Starter Form completed and submitted (see above): P45 / P46 provided to CSU HR Team / Payroll Pension Opt Out provided to Payroll (if opting out of pension) Bank details Signed copy of contract of employment Office Manager Send documentation to Central Midlands CSU HR Team: esr.queries@nhs.net IT systems are accessible and access permissions are set correctly Office Manager New Starter s Induction Programme and personal plan Explain main duties and responsibilities of role Photograph for ID Badge Access Card Office Manager and Employee Complete Local Induction Orientation Office tour Facilities Fire escapes Team members First aid Telephone guidance CCG values, behaviours and culture Car parking arrangements Office Manager Declarations of Interest form completed Employee 18 P age

16 Emergency contact sheet completed Employee Smoking Policy Smoke Free organisation Explain where smokers can smoke, and explanation of how smoking breaks need to be deducted from break entitlement Further orientation Post Room Photocopiers Reception Visitors Safety procedures for visitors Policies and Procedures Where to find them Absence reporting procedure: Inform Self Certification (Complete Form) Return to work interview (Complete Form) Occupational Health Failure to comply process Explain Annual Leave entitlement and how to request leave (refer to policy) Office Manager Expenses & Car Insurance Office Manager Use of organisation s / internet system Demonstrate Staff Intranet Introduction to key colleagues, ensure meetings are arranged for networking Explain financial procedures Book SBS finance training, if necessary: cmcsu.ittrainingteam@nhs.net / Office Manager 19 P age

17 MANDATORY TRAINING Completed Local Induction Programme Employee Completed / arranged time to complete mandatory and statutory training: General Health and Safety Fire Safety Manual Handling Health and Safety for DSE Users Safeguarding Equality and Diversity Information Governance Employee LEARNING & DEVELOPMENT Identify any training needs by undertaking a training needs analysis Employee Explain the organisation s appraisal and review system (PDR s) Schedule one to one meetings Schedule 1:1 Meetings Schedule three month review Employee THREE MONTH REVIEW Prepare questions Review learning from Local Induction (ensure has attended) Set objectives for the next three months, to review at six month review Employee 20 P age

18 Any additional tasks identified by the Record notes Provide employee with copy of notes SIX MONTH REVIEW Utilise notes from three month review Prepare questions Review objectives set at three month review if they have been met Any additional tasks identified by the line manager Employee Record Notes Provide employee with copy of notes Arrange a (Values Based PDR and Performance Management) review date for six months time (within month before increment date) CHECKLIST TO BE SIGNED OFF BY MANAGER AND EMPLOYEE: THREE MONTHS: Completed: yes / no (delete as appropriate) SIX MONTHS: Employee Name: Employee Signature: Date: Manager Name: Manager Signature: Date: 21 P age

19 Date Corporate Welcome Meeting Attended: Copy kept on personnel file and copy retained for information by member of staff 22 P age

20 Appendix 2 Display Screen Equipment Assessment Form DISPLAY SCREEN EQUIPMENT ASSESSMENT FORM Workstation Self-Assessment Manager s Assessment if required Please see attached guidance notes before completing User Name Name: Job Title Job Title: Section Date Location Signature: Date 1. Normal Work Patterns Yes No Manager's Comments Do you regularly use your computer for more than 1 hour per day? Do you take a break from PC work at least once per hour? Does your work involve fast continuous input? Can you use the software comfortably? 2. Health Issues Yes No Do you have any wrist aches or pains? Do you have back or shoulder pains? What was the date of your last eye test? Have you had any health problems you feel are associated with computer use? 3. Environment Yes No Is the lighting comfortable for your work? Are window blinds fitted? Are noise levels acceptable? Does the air feel comfortable? Is the room temperature comfortable? Is there clear access to and from your workstation? Are there any trailing cables that you could trip over? 4. Display Screen Yes No Is the screen free from flickering and movement? Is the brightness & contrast adjustable? Does your screen swivel and tilt? Is the screen free from glare & reflections? 5. Keyboard Yes No Can you move it to a convenient position? Can you easily read the characters on the keyboard? Do the keys work properly without sticking? Is there enough space to rest your hands in front of the keyboard? 6. Work Desk Yes No Is the work surface big enough for your needs? Is the desk stable and level? Do you have enough legroom? 23 P age

21 7. Work Chair Yes No Is your chair comfortable and stable? Does your chair have a five star base with wheels? Does it swivel freely? Is the chair back adjustable? Is the chair height adjustable? Do you know how to adjust your chair? 8. Training Yes No Have you been shown how to adjust your workstation? Have you been shown how to use the software? Assessment Summary User Name: Comments: User s name (print)..position Signed Date../../.. 24 P age

22 Managers Comments: Actions: Completion Date: Manager's name (print)..position Signed Date../../.. 25 P age

23 Appendix 3 Who s Who Area / Services Named Contact Senior Management Team Clinical Executive Team (which includes the Senior Management Team) Lay Members Payroll Provider - Heart of England Foundation Trust Commissioning Support Paul Maubach Chief Accountable Officer Matt Hartland Chief Finance Officer Rebecca Bartholomew Chief Quality & Nursing Officer Neill Bucktin Head of Commissioning Stephanie Cartwright OD Practitioner Laura Broster Head of Communication Dan King Head of Membership Development Dr David Hegarty CCG Chair Dr Jas Rathore Finance & Performance Dr Steve Mann Acute & Community Commissioning Dr Steve Cartwright Integration & Partnerships Dr R Edwards Quality & Safety Steve Wellings - Governance Julie Jasper Patient & Public Engagement Chris Handy Quality & Safety Mary Heber Secondary Care Clinician payroll.enquiry@heartofengland.nhs.uk NHS Central Midlands CSU CSU Managing Director Customer Relationship Manager Head of HR Services Senior HR Business Partner HR Team HR Forms and ESR queries HR Learning & Development Rob Bacon Dave Parkes Ashi Malik Alice Copage csu.hrteam@nhs.net esr.queries@nhs.net csu.learning@nhs.net 26 P age

24 Appendix 4 Clinical Executive Team The below organisational chart details the membership and structure of the CCG Clinical Executive Team OD Practitioner Chief Accountable Officer Chair Chief Finance Officer Clinical Executive Finance & Performance Chief Quality & Nursing Officer Head of Commissioning Head of Communications Head of Membership Development Clinical Executive Acute & Community Commissioning Clinical Executive Integration & Partnerships Clinical Executive Quality & Safety 27 P age

25 Appendix 5 Evaluation Form for Induction & Integration Programme (IIP) EVALUATION FORM FOR INDUCTION & INTERGRATION PROGRAMME (IIP) Was the I&IP Useful to you Yes No Was the I&IP Easy to follow Yes No Did you benefit from the regular review Yes No Would you have liked more information Yes No Name Job Title Managers Name 28 P age