Induction Policy Human Resources & Organisational Development September 2011

Transcription

1 Induction Policy Human Resources & Organisational Development September 2011

2 Induction POLICY DOCUMENT VERSION CONTROL SHEET Title Title: Southern Health & Social Care Trust Induction Policy Version: 1_0 Reference number/document name: Supersedes Supersedes: Southern Health & Social Care Trust Induction Policy, March 2009 Description of Amendments(s)/Previous Policy or Version: Default Review Originator Name of Author: Janet Taylor Title: Head of Education, Learning & Development Scrutiny Committee & Referred for approval by: Janet Taylor SMT approval Date of Referral: Scrutiny Committee Approval (Date) SMT approval (Date) Circulation Issue Date: Circulated By: Janet Taylor Issued To: As per circulation List (details below) Review Review Date: September 2013 Responsibility of (Name): Janet Taylor Title: Head of Education, Learning & Development

3 Name of Policy: Purpose of Policy: Policy Checklist Southern Health & Social Care Trust Induction Policy The overall purpose of Staff Induction is to ensure that all staff joining the Trust are able to identify with the Trust's values and beliefs can understand how they contribute to the Trust corporate objectives are able to function at a safe and competent level This policy aims to clarify the support provided and the responsibilities of all parties in ensuring Induction is completed effectively. Effective Induction is a major contributory factor within the Southern Trust in retaining newly appointed staff. Directorate responsible for Policy Name & Title of Author: Directorate of Human Resources & Organisational Development Janet Taylor, Head of Education, Learning & Development Andrea Sergeant, Learning & Development Advisor Does this meet criteria of a Policy? Staff side consultation? Equality Screened by: Yes/No/Not Applicable Yes/No/Not Applicable Anne Forsythe Date Policy submitted to 12 th September 2011 Scrutiny Committee Members of Scrutiny Committee in Attendance: Vivienne Toal, Head of Employee Engagement & Relations, Siobhan Hanna, Assistant Director of Informatics, Carmel Harney, Assistant Director of Allied Health Professionals, Governance & Workforce Planning, Mary McIntosh, Assistant Director of Social Work Services/Governance/Workforce Development & Training, Stephen McNally, Director of Finance & Procurement, Danny McKevitt, Head of Specialist Estate Services, Brendan Whittle, Assistant Director of Older People s Services, Fiona Wright, Assistant Director of Nursing Services, Governance & Workforce Planning Policy Approved/Rejected/ Approved (comments included) Amended Communication Plan required? Yes/no/not applicable Training Plan required? Yes/no/not applicable Implementation Plan required? Yes/no/not applicable Any other comments: Date presented to SMT Director Responsible Director of Human Resources & Organisational Development SMT N/A Approved/Rejected/Amended SMT Comments Date received by Employee 23 September 2011 Engagement & Relations database/intranet/internet Date for further review September 2013 Induction Policy

4 Circulation List: This policy was circulated to the following staff and groups for consultation: Trust Directors Trade Union Side Education, Training & Workforce Development Committee Following approval this Policy Document will be circulated to the following: All Trust staff Trust Intranet site (for public release under the Freedom of Information Act 2000) Induction Policy

5 CONTENTS POLICY Page No 1.0 Introduction Purpose Aims of Induction Statement Scope Responsibilities Trust Board Chief Executive Director of Human Resources and Organisational Development Directors Managers Staff Induction Process Corporate Induction Departmental Induction/Orientation Nurses & Midwives Allied Health Professionals Social Services Staff Training Record Monitoring and Review Support and Further Advice Equality and Human Rights Alternative Formats Copyright 7 Appendix 1 Induction Checklist 8 Induction Policy

6 POLICY 1.0 INTRODUCTION 1.1 Induction has been defined as the arrangements made by or on behalf of management to familiarise a new employee with the organisation, welfare and safety matters, general conditions of employment and the work or section or department in which the individual is to be employed. The length of the programme will vary according to the level of entry, the sophistication of the job and previous experience. 1.2 The Southern Health and Social Care Trust (hereinafter referred to as the Trust ) believes that all new employees, including individuals transferring or promoted internally, must be given timely and appropriate induction. This process is regarded as a vital part of integration into the working environment. 1.3 The Trust is committed to ensure that all staff begin their employment in a positive environment and are supported during the period of induction, to the benefit of the individual and the organisation alike. 2.0 PURPOSE 2.1 This policy provides a framework to support the induction of all staff into the organisation, their immediate working environment and their profession or job role, to ensure that all staff joining the Trust are able to identify with the Trust s values and beliefs, can understand how they contribute to the Trust corporate objectives and to function at a safe and competent level. 2.2 It is the aim of the Trust to ensure that staff induction is dealt with in an organised and consistent manner, to enable staff to be introduced into a new post and working environment quickly, so that they can contribute effectively as soon as possible. 2.3 This induction policy sets out the general steps for managers and staff to follow during the induction process. 3.0 AIMS OF INDUCTION The implementation of good induction practice will: Introduce the new employee to his/her line manager, colleagues, job, department, place of work and the organisation Help the employee quickly feel part of his/her new department, to create an atmosphere of welcome and a sense of belonging for new staff and staff who have transferred, for whatever reason, to a new department To promote an established workforce Develop a sense of purpose, responsibility and reliability among new staff Help create and maintain a high standard of morale Reduce the possibility of poor performance and minimise staff turnover rates To contribute to the knowledge and skills that are required to ensure that staff members are delivering safe and effective care to patients, clients and the general public at all times within the organisation Induction Policy Page 1 of 9

7 To ensure that essential information has been understood and to provide the new employee with an opportunity to answer any queries or identify any training needs they may have. Induction should therefore be seen as a framework to ensure certain knowledge and skills (competencies) are met through a planned programme of tasks/work related topics. 4.0 STATEMENT 4.1 The Trust is committed to integrating new employees into the organisation as effectively as possible by providing them with the information, support and learning to promote a competent, confident and valued workforce. 4.2 The Trust will ensure there is effective monitoring of the induction process particularly in the first three months of employment. 4.3 The Trust is committed to providing learning and development opportunities to assist the induction process. 5.0 SCOPE All staff, new to the organisation, need an induction. Some staff may have specific needs and require particular attention eg young persons, individuals who are not fluent in English, persons with a disability, staff returning from long term absence, managers etc. Individuals transferred or promoted internally, should also receive an appropriate induction programme. 6.0 RESPONSIBILITIES 6.1 Trust Board The overall responsibility for these arrangements lies with Trust Board. 6.2 Chief Executive The Trust Board s responsibility for ensuring implementation is managed through the Chief Executive. 6.3 Director of Human Resources and Organisational Development The Chief Executive has appointed the Director of Human Resources & Organisational Development as the identified Lead Person for Health and Safety within the Trust which includes responsibility for establishing and monitoring the implementation of the Trust Induction Policy. 6.4 Directors The Chief Executive requires Directors to establish and monitor the implementation of these arrangements and compliance within their area of responsibility. 6.5 Manager Meets the employee on the first day and introduces him/her to the team and place of work Assesses and ensures that the induction programme provided relates to the individual and that the responsibilities of various people within the induction programme are defined and timetabled Arranges for the new person to attend Corporate Induction Induction Policy Page 2 of 9

8 Ensures the Induction Checklist Appendix 1 is completed and that each item is understood by the new member of staff Manages effectively any issues identified during the induction process Appoints a member of staff* to support and guide the new person during the induction period Returns the completed Induction Checklist to Education, Learning & Development to allow this training to be registered on the Trust Central Record. * If possible, this should be an employee of a similar age, sex, job, etc as the new employee and who assists with some aspects of the induction programme and helps the new employee to settle in. Generally the line manager should cover all the formal items while this individual would clarify the day to day duties of the post. The division of responsibilities as to who should cover what should be decided by the line manager and made clear to this person. 6.6 Staff must: In conjunction with their line manager, participate in the Induction process and ensure that they have been properly informed about and understand each topic. If any issues are identified these must be raised at an early stage with the line manager. 7.0 INDUCTION PROCESS A comprehensive Induction can be achieved by dividing the process as follows: Corporate Induction: off the job training in subjects/areas of interest to all new employees throughout the Trust using a range of learning and development techniques and Departmental/Team Induction/Orientation: subjects/areas specific to the department/team and job role. 7.1 Corporate Induction This phase comprises of information of common interest across all staff groups and contributes to building a commonality of understanding amongst the workforce. Corporate Induction is mandatory and as such all employees new to the organisation should attend; ideally within 3 months of commencement but no longer than 6 months after joining the Trust. The session is 2 ½ hours. Staff will develop an understanding of how the organisation works including its vision, values, priorities and objectives. This should equip them to carry forward, into their workplace, enhanced knowledge of the services provided by the Trust as a whole, awareness of Trust, Policies, Procedures and Guidelines and signposting to where important information can be found. By the end of the session participants will: Have been welcomed to the Trust by the Chief Executive or their senior representative Know what to expect from the Trust Appreciate what the Trust expects from them and how they can contribute to the corporate objectives of the Trust Understand Trust mandatory requirements/policies/procedures Understand equality principles Induction Policy Page 3 of 9

9 Be aware of relevant Trade Unions Be aware of arrangements for their Personal Development Details of the current Corporate Induction training programme can be accessed via the Trust Intranet; by clicking here or alternatively from the Education, Learning & Development Team. 7.2 Departmental Induction/Orientation Departmental Induction/Orientation is mandatory; and as such all employees should receive appropriate Induction/Orientation commencing on the first day in the workplace and ending when the individual becomes fully integrated into the department. This phase of the Induction process is the responsibility of the line manager. subdivided into providing the employee with: It is (i) (ii) Department/team specific information he/she may need to undertake the requirements of the post; and Information he/she needs to undertake the requirements of the job/professional role. The aim is to help the new member of the team to settle in quickly and become a productive and efficient member of staff within a short period of time. Induction must therefore be related to the needs of the individual in order to enable them to adapt to their new position. Departmental Induction/Orientation will include: A welcome to the department by the Line Manager or appointed person Assignment of a member of staff to act as a guide to the new person during the induction period Completion of an Induction Checklist Additional items for staff with specific induction needs Follow-up by the line manager on the initial induction within the first week Departmental Induction/Orientation is based on an Induction Checklist Appendix 1. This is a comprehensive but not exhaustive list of basic information to be shared in the first days and early weeks of employment. The line manager/person conducting the local induction should add or exclude items as appropriate. Additional information on many of the Policies and Procedures referenced can be accessed via the Trust Intranet site. Managers are responsible for ensuring that each aspect of the checklist is covered and that these matters are properly understood whilst the checklist is being completed. 7.3 Nurses & Midwives The Trust provides a period of perceptorship for newly qualified registered nursing staff. This supportive arrangement is intended to enable the new registrant to consolidate learning and skills as well as increased competence and confidence in practice acquired during pre-registration training. Further information will be given to staff at Departmental Induction/Orientation Arrangements are also in place for the statutory supervision of midwives and supervision of nursing staff. Induction Policy Page 4 of 9

10 7.4 Allied Health Professionals (AHP) Most of the AHP disciplines have professional perceptorship models for new band 5 entrants to facilitate accelerated progression through the first two points in the 6 monthly steps, providing those responsible for the relevant standards are satisfied with their standard of practice. This 12 month period is referred to as perceptorship. When the Line Manager is satisfied that the staff member has attained the required competencies of perceptorship/induction, this will be notified to Human Resources through the gateways. A regional approach to perceptorship for all Allied Health Professionals will be considered. All AHP disciplines have profession specific induction programmes for new staff and a harmonised checklist to support local induction processes was developed in April This will support effective induction processes for all staff, including those in the integrated teams. Professional training required to support the induction process has been mapped in a matrix to include profession specific and AHP training programmes. Supervision of AHP staff is being implemented as per the approved Southern Trust AHP supervision policy. 7.5 Social Services Staff Northern Ireland Social Care Council (NISCC) Induction Standards are applicable to all new staff entering the Social Care workforce and those who are changing roles or employers within the sector irrespective of their qualification level. All new Social Care staff employed from April 2008 will have to show that they satisfy all the requirements of the Induction Standards to be registered with NISCC. Newly qualified Social Workers do not have to meet these Standards for registration but they do need to be adhered to during the Assessed Year in Employment (ie the first year of employment since qualification). Social Care staff employed before April 2008 must demonstrate that they have undertaken induction appropriate to their post in order to be registered. These Standards set out clearly what the new staff should know, understand and be able to do within three to six months of starting work. If staff work in Social Care, these Standards will be shared with the staff member and the line manager will inform the staff member of the process to be followed on commencing the new role. The process will commence with staff being provided with a copy of the NISCC Code of Practice, and conclude when the Line Manager is satisfied that the staff member has met all the requirements of the Standards and can therefore sign off induction as complete. An induction workbook is available as a tool to assist in the planning and recording of staffs progress towards completing the NISCC induction standards providing a portable record in the instance of temporary contracts. This will enable the new staff member to be registered with NISCC. 8.0 TRAINING RECORD 8.1 It is the responsibility of the Inductor to ensure that the Induction Checklist is completed and a copy forwarded to Education, Learning & Development, Hill Building, St Luke s Hospital, Loughgall Road, Armagh BT61 7NQ, to allow this training to be registered on the Trust Central Training Record. 8.2 Managers are responsible for ensuring staff have received the relevant training. Completion of training will ensure that the individual receives recognition and that the manager can demonstrate their team is appropriately inducted, and the organisation can determine that the workforce is well informed to enable the delivery of safe high quality care. At Personal Development Review meetings managers should ask staff to confirm Induction Policy Page 5 of 9

11 that they are confident in these areas. considered confirmation of this. Signing the Personal Development Plan is 8.3 It is the responsibility of Line Managers to ensure that a Team training record is maintained for each of their staff members and that this is reviewed on a yearly basis in conjunction with KSF Personal Development Plans. A training record template can be accessed via the Trust Intranet or by clicking here. 9.0 MONITORING AND REVIEW 9.1 The Trust is committed to ensuring that all policies and procedures are kept under review to ensure that they remain compliant with all relevant legislation and reflect organisational development. 9.2 The Trust is committed to regular review of Induction arrangements and will also monitor agreed performance indicators as determined by the Trust Board and/or the Director of Human Resources & Organisational Development. 9.3 Additionally, Trade Union Side representatives may also monitor Induction programmes. 9.4 This document will be reviewed by the Director of Human Resources and Organisational Development within two years or earlier in light of any changes in statutory legislation and/or operational experience that prevents these arrangements being implemented as intended SUPPORT AND FURTHER ADVICE Further information and advice with regard to Induction is available from the Education, Learning & Development Department, Trade Union Side representatives, and Specialist Advisors. This policy should also be read in conjunction with the following: SHSCT Good Practice Guidance: Professional & Operational Management Interface within Integrated Care Teams (2009) Induction Procedures for all staff working within AHP Disciplines (January 2011) Induction Pack for Registered Nurses SHSCT Policy on Supervision and Guidance on the interface between Supervision and the KSF Review process NISCC Induction Standards SHSCT Learning & Development Strategy Implementation Plan (June 2011) Corporate/Professional Training Matrices 11.0 EQUALITY AND HUMAN RIGHTS This document has been screened for equality implications as required by Section 75 and Schedule 9 of the Northern Ireland Act Using the Equality Commissions screening criteria, no significant equality implications have been identified. It is therefore not subject to equality impact assessment. This document has been considered under the terms of the Human Rights Act 1998 and was deemed compatible with the European Convention Rights contained in the Act. Induction Policy Page 6 of 9

12 12.0 ALTERNATIVE FORMATS This document can be made available on request in alternative formats, eg plain English, Braille, DAISY, audiocassette, disk and in other languages to meet the needs of those who are not fluent in English COPYRIGHT The supply of information under the Freedom of Information does not give the recipient or organisation that receives it the automatic right to re-use it in any way that would infringe copyright. This includes, for example, making multiple copies, publishing and issuing copies to the public. Permission to re-use the information must be obtained in advance from the Trust. Induction Policy Page 7 of 9

13 DEPARTMENT: NAME OF EMPLOYEE: JOB TITLE: DATE COMMENCED: INDUCTION CHECKLIST Appendix 1 Staff Number: If Applicable: PIN / REGISTRATION No: Date of Expiry: The following is a comprehensive but not exhaustive list of basic information to be shared in the first days and early weeks of employment. The line manager/person conducting the local induction should add or exclude items as appropriate. Additional information on many of the following Policies and Procedures can be accessed via the Trust Intranet site. Department/Team 1. Introduction to Line Manager 2. Team and its function 3. Role of the team in the organisation, organisational charts 4. Explanation of job description 5. Supervision 6. Introduction to Associate 7. Introduction to colleagues and relevant staff 8. General layout entrances, exits and parking 9. Facilities e.g. canteen, lavatories, lockers 10. Telephone system, bleeps and intercom systems 11. Computer system including ICT Security 12. Useful Contacts Conditions of Employment 1. Contract, commencement/transfer form 2. Salaries & Wages, Pay 3. Hours of work including duty rotas, shift systems, breaks, timekeeping 4. Time recording, flexi-time 5. Completion of mileage claim forms 6. Probationary period 7. Superannuation 8. Sickness and Absenteeism 9. Grievance Procedure 10. Annual Leave/special leave and arrangements for requesting leave 11. Issue of uniforms, uniform policy, protective clothing, replacement and laundry 12. No Smoking Policy 13. Standards of business conduct e.g. fraud awareness, record keeping and data protection, freedom of information requests, user views, equality, internet and , social networking 14. Safeguarding of Vulnerable Adults and Children 15. Risk Management/Governance 16. Notice of Termination of Employment Information Shared Information Shared Culture and Values; Conduct and Standards expected 1. Trust Vision & Values 2. Personal presentation/dress code 3. Confidentiality 4. Courtesy and attitude, rights and responsibilities 5. Gifts and Hospitality and Standards of Business Conduct Policy 6. Private use of telephones 7. Whistleblowing Policy 8. Capability Procedures 9. Disciplinary Procedures Information Shared Induction Policy Page 8 of 9

14 Employee Involvement & Communication 1. Communication arrangements e.g. team meetings 2. Information sources e.g. notice boards, Trust intranet, Trust e-brief, etc 3. Trade Union Side representatives/forums 4. Health and Safety Committee and where applicable House Committee 5. Staff Survey 6. Work Life Balance Policies 7. Staff Handbook Health & Safety, Security, Fire 1. Health & Wellbeing Policy and Initiatives 2. Health and Safety Policy 3. Adverse Incident reporting; reporting concerns 4. Fire Safety (click here to complete Fire Safety - What Everyone Needs to Know) 5. Moving & Handling 6. Infection Prevention and Control 7. Right Patient, Right Blood 8. Management of Violence and Aggression; Lone Working 9. Waste Management 10. First Aid Arrangements/Role of Occupational Health 11. Use of Display Screen Equipment 12. Control of Substances Hazardous to Health 13. Use of work and personal protective equipment 14. Security of department/building 15. Arrangements for keys, ID badges etc 16. Management of monies/valuables, including personal effects 17. Food Safety (click here to complete Essentials of Food Safety) 18. Environmental Cleanliness 19. Major Incident Procedure 20. Stress Management Policy and Toolkit 21. Risk Assessment Education, Learning & Development 1. Corporate Mandatory Training 2. Professional/role specific training 3. KSF Personal Development Review (PDR) 4. KSF Personal Development Plan (PDP) 5. Learning & Development Opportunities and In-House Courses 6. Procedure for Course/Conference Application Information Shared Information Shared Information Shared OTHER RELEVANT ISSUES SPECIFIC TO DEPARTMENT/TEAM/JOB/INDIVIDUAL I have been informed about and understand the above items. Signature... Date... I confirm that the above Induction Programme has been completed for the above member of staff. Signature of Line Manager... Date... Please forward a copy of the completed Induction Checklist to Education, Learning & Development, Hill Building, St Luke s Hospital, Loughgall Road, Armagh BT61 7NQ, to allow this training to be registered on the Trust Central Training Record. Induction Policy Page 9 of 9