Unique Identifier: Document Type: POLICY Title: Corporate and Local Induction CORP/POL/045

Transcription

1 Document Type: POLICY Title: Corporate and Local Induction Target Audience: Trust Wide Author / Originator and Job Title: Vicki Wainwright, Compliance Replaces: Version 8 Corporate and Local Induction CORP/POL/045 Validated (Technical Approval) by: Human Resources Policy Group Ratified (Management Approval) by: Joint Negotiating Consultative Committee Unique Identifier: CORP/POL/045 Version Number: 8.1 Status: Ratified Divisional and Department: Learning and Organisational Development Human Resources Directorate Risk Assessment: Not Applicable Description of amendments: Change in title Amendments throughout, Version 8.1 Minor changes to Section 3.2, 3.7, 3.8.2, 3.12, and 3.13, to reflect minor departmental changes. Validation Date: Which Principles 12/01/2017 of the NHS Constitution Apply? Ratified Date: 24/01/2017 Review dates and version numbers may alter if any significant changes are made 3 Issue Date: 24/01/2017 Review Date: 01/01/2020 aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that they are not placed at a disadvantage over others. The Equality Impact Assessment Tool is designed to help you consider the needs and assess the impact of your policy in the final Appendix.

2 CONTENTS 1 Purpose Target Audience Policy Introduction Key Principles Objectives Corporate Induction Local Induction Pre-Employment Induction Timescales for Completion of Corporate Induction Permanent employees Temporary employees Minimum Content of Local Induction Programmes Timescales for Completion of Local Induction Duties and Responsibilities within the Organisation Line s are responsible for: The Learning and Development department are responsible for: Specialist Staff / Lead Trainers are responsible for: Individual Employees are responsible for: Process for Ensuring that all new Permanent Staff are Booked onto Corporate Induction Process for Checking and Recording all new Permanent Staff Complete Corporate Induction Process for Following Up those who Fail to Complete Corporate Induction Process for Checking and Recording all new Permanent Staff Complete Local Induction Process for Following Up those who Fail to Complete a Local Induction Training Programme Process for Evaluating the Effectiveness of Corporate Trust and Local Induction Training Corporate Trust Induction: Local Induction: Reports Process for Monitoring Compliance Suspicion of fraudulent activity Attachments Procedural Document Storage (Hard and Electronic Copies) Locations this Document Issued to Other Relevant / Associated Documents Supporting References / Evidence Based Documents Consultation / Acknowledgements with Staff, Peers, Patients and the Public Definitions / Glossary of Terms Author / Divisional / Directorate Approval Appendix 1: Corporate Staff Induction Programme-example Appendix 2: Trust s Local Induction checklist Appendix 3: Process for Monitoring Compliance Corporate Induction Appendix 4: Process for Monitoring Compliance Local Induction Page 2 of 18

3 Appendix 5: Audit Tool Corporate Induction Appendix 6: Audit Tool Local Induction for Permanent Staff Appendix 7: Equality Impact Assessment Form Page 3 of 18

4 1 PURPOSE The overall aim of the Trust s Corporate and Local Induction Policy is to ensure all new staff employed by the Trust are welcomed into and oriented to the Trust, receive consistent messages about the Trust's values, strategies, policies and procedures. The aim of local induction will ensure all new staff are integrated in to their team in a safe and efficient way, receiving relevant risk management training so the Trust can give assurance and ensure compliance with its statutory and regulatory obligations. 2 TARGET AUDIENCE This policy applies to all permanent and temporary staff employed by Blackpool Teaching Hospitals NHS Foundation Trust. 3 POLICY 3.1 Introduction This policy provides guidance to managers and staff on the process of both Corporate and Local Induction for all new employees (and those changing roles and responsibilities) and defines what specific processes are required to welcome and induct new staff. 3.2 Key Principles The Trust will provide Corporate Induction Training Programmes (Appendix 1) and Local Induction Training Programmes (Appendix 2) which are fit for purpose, compliant with current legislation or recommendations and are sufficient to meet capacity and demand. All new staff must attend Corporate Induction prior to accessing the department in which they will work. Any potential exceptions must be discussed with their manager and the recruitment team Staff - Staff paid by the Trust with a contract (with or without a specified end date). The Trust s standard is that all new employees, who will be working at the Trust must attend a Corporate Induction on their first day at work or within 4 weeks of their employment start date. Attendance at Corporate Induction will be monitored and reported. All new permanent employees, regardless of how long they will be working at the Trust, must complete a Local Induction within 4 weeks of their start date. The completion of a Local Induction will be monitored and reported on. The Trust also recommends that that all staff changing roles (i.e. changing department) should complete a Local Induction. Page 4 of 18

5 3.3 Objectives Corporate Induction To promote the understanding of the Trusts values. To enable staff to quickly, develop the skills, knowledge and behaviour the Trust needs to function effectively. To ensure that the organisation receives the benefit of a well-trained, safe and motivated employee as quickly as possible Local Induction To ensure staff are inducted safely into their department / work area and immediate priorities are met. Introduction to team and colleagues and induction supervisor / buddy. Local safety and well-being arrangements. To ensure familiarisation with relevant policies and procedures both departmental and Trust wide. 3.4 Pre-Employment Induction The time between appointment of an employee and their start date marks the beginning of the induction process. New employees will receive details on accessing the Trusts preinduction website on their conditional job offer letter. This site holds useful and important information about the Trust and contains access to mandatory training reading and completion required before attendance at Corporate Induction. s should use this time to send new employees information about their new department; they may invite them for an informal visit; they may agree a departmental Induction programme in advance. This contact may be made by telephone, letter or e- mail. 3.5 Timescales for Completion of Corporate Induction Permanent employees The Corporate Induction is run twice per month and all new permanent employees will be issued with their Corporate Induction date at job offer stage. The Learning and Development department will record and monitor attendance at the Corporate Induction and check on a monthly basis that all new employees have attended Temporary employees Learning and Development will liaise with recruitment to allocate places from the agency in post list received from the agencies we work with. Page 5 of 18

6 3.6 Minimum Content of Local Induction Programmes Local induction should concentrate on the employee's immediate needs and priorities: Work Environment: Tour of the department, introduction to other members of the department, specific training in relation to health and safety issues and risk management, including hazards of the job and preventative measures and evacuation procedures, facilities, arrangements for lunch and breaks, personal learning and development needs. Job Instruction: Standards of performance and behaviour should be set and targets agreed. The value and importance of the job should be emphasised. Line s/induction Supervisors should ensure that relevant task training is provided and that the individual is aware of the requirements of the job in accordance with the job description. Individuals must also understand the contractual relationships and their basic terms and conditions of service. 3.7 Timescales for Completion of Local Induction The Trust has a standardised Local Induction Checklist which must be completed by all employees (Appendix 2) when joining the Trust. New employees will be provided with their Local Induction Checklist on the first day of employment within their new department. The Local Induction Checklist must be completed by both the employee and Line or Induction Supervisor. Both the employee and Line or Induction Supervisor are required to complete each topic and sign and date the end of the checklist when it is agreed that all elements have been adequately covered. Upon completion of the Local Induction Checklist the line manager or induction supervisor will return a copy of the Statement of Completion form to the Learning & Development department. This must be completed within 4 weeks of the employees start date. The Learning and Development department will record and monitor the use of Local Induction and will check on a monthly basis that all new employees have completed these. 3.8 Duties and Responsibilities within the Organisation Line s are responsible for: Ensuring that they are aware of the necessary components of this policy. Ensuring that all new employees complete the Corporate Induction and Local Induction in accordance with this policy. Ensuring that non-completion of Local Induction is followed up. Performance managing staff who persistently fail to complete Local Induction. Refusing applications for any other study leave or learning event if staff have not completed Local Induction. Use the appraisal process to monitor compliance with this policy and address areas of non-compliance. Page 6 of 18

7 3.8.2 The Learning and Development department are responsible for: Organising the Trust s Corporate Induction programme. Co-ordinating the overall running of Corporate Induction, providing facilitation for each of the training days. Monitoring the completion of Corporate and Local Induction. Providing managers with details of those who require Local Induction. Providing managers with details of non-completers of Local Induction. Escalating non-completion of Local Induction to Divisional Leads Specialist Staff / Lead Trainers are responsible for: Advising the Learning and Development department of new statutory and mandatory requirements. It must be emphasised that key leads in specialist areas are responsible for each of their training sessions and for maintaining the accuracy of information which is presented within their training sessions. Ensuring sufficient cover of the training sessions and backup arrangements in place for unforeseeable circumstances Individual Employees are responsible for: Attending Corporate Induction. Co-operating with their Line /Induction Supervisor by completing Corporate and Local Induction in accordance with this policy. 3.9 Process for Ensuring that all new Permanent Staff are Booked onto Corporate Induction The recruitment team will invite and book on each new employee to the next available Corporate Trust Induction programme Process for Checking and Recording all new Permanent Staff Complete Corporate Induction Employees who attend Corporate Induction will sign the paper copy of the register by the end of the day, to acknowledge they have attended. The Learning and Development team will record attendance and non-attendance of employees onto the OLM system after Corporate Induction is complete. The Learning and Development team will archive the paper copy of the signed register within the department in the electronic registers folder. Page 7 of 18

8 3.11 Process for Following Up those who Fail to Complete Corporate Induction In the event of an employee failing to attend and / or complete Corporate Induction, the Learning and Development team will record their non-attendance on the OLM system and notify their line manager of this. Learning and Development will also notify the Recruitment team so that another date can be booked Process for Checking and Recording all new Permanent Staff Complete Local Induction The Learning and Development team will the employees line manager on a weekly basis informing them of their new starters. The will contain the local induction paperwork with a submission deadline of 4 weeks (see Appendix 3). Upon completion of the Local Induction the line manager or employee will return a copy of the Statement of Completion to the Electronic Staff Record (ESR) department. The ESR team will record the employee s completion of Local Induction onto the OLM system and will archive the Local Induction Statements of Completion within the department Process for Following Up those who Fail to Complete a Local Induction Training Programme The Learning and Development team will access, 4 weekly, a list of employees who have not completed and returned the Local Induction Checklist. The Compliance will the Divisional Lead for immediate completion Process for Evaluating the Effectiveness of Corporate Trust and Local Induction Training Corporate Trust Induction: The effectiveness of these programmes will be evaluated on a Reaction Level using questionnaires, which will be completed by delegates at the end of the programme. The questionnaires will be monitored and reviewed by the Learning and Development department and action taken to improve the programme where appropriate Local Induction: The effectiveness of Local Inductions will be evaluated by the individual and their Line / Induction Supervisor once they are completed. All Corporate and Local Inductions can also be evaluated by the individual and their Line during their Appraisal and interim reviews. Any suggestions for improving the effectiveness of the programmes or materials should be directed to the Learning and Development department for consideration. Page 8 of 18

9 3.15 Reports The ESR Team will provide monthly compliance reports to the Divisions which will identify staff compliance and non-compliance Process for Monitoring Compliance The process for monitoring compliance with this policy is identified in Appendices 3 and 4 together with the audit tools Appendices 5 and Suspicion of fraudulent activity Any suspicion of fraudulent activity will be referred to the Trust s Counter Fraud Specialist for investigation, in accordance to the Trust s Counter Fraud and Corruption Policy. 4 ATTACHMENTS Appendix Number Title 1 Corporate Trust Induction programme (example) 2 Trust s Local Induction checklist 3 Process for Monitoring Compliance Corporate Induction 4 Process for Monitoring Compliance Local Induction 5 Audit Tool Corporate Induction 6 Audit Tool Local Induction 7 Equality Impact Assessment Tool 5 PROCEDURAL DOCUMENT STORAGE (HARD AND ELECTRONIC COPIES) Electronic Database for Procedural Documents Held by Procedural Document and Leaflet Coordinator 6 LOCATIONS THIS DOCUMENT ISSUED TO Copy No Location Date Issued 1 Intranet 24/01/ Wards, Departments and Service 24/01/ OTHER RELEVANT / ASSOCIATED DOCUMENTS Unique Identifier Title and web links from the document library CORP/GUID/030 Health and Corporate Records Retention and Disposal GUID-030.doc CORP/POL/354 Mandatory Risk Management Training Policy POL-354.docx CORP/PROC/636 Disciplinary and Appeal Procedure PROC-636.docx CORP/GUID/465 New Starter Induction Programme GUID-465.docx Page 9 of 18

10 8 SUPPORTING REFERENCES / EVIDENCE BASED DOCUMENTS References In Full 9 CONSULTATION / ACKNOWLEDGEMENTS WITH STAFF, PEERS, PATIENTS AND THE PUBLIC Name Designation Date Response Received Human Resources Policy Group 12/01/2017 Joint Negotiating Consultative Committee 24/01/ DEFINITIONS / GLOSSARY OF TERMS L&D Learning and Development ESR Electronic Staff Record 11 AUTHOR / DIVISIONAL / DIRECTORATE MANAGER APPROVAL Issued By Vicki Wainwright Checked By Job Title Compliance Job Title JNCC Date December 2016 Date January 2017 Page 10 of 18

11 APPENDIX 1: CORPORATE STAFF INDUCTION PROGRAMME-EXAMPLE Page 11 of 18

12 APPENDIX 2: TRUST S LOCAL INDUCTION CHECKLIST Refer to CORP/GUID/465 - New Starter Induction Programme Page 12 of 18

13 APPENDIX 3: PROCESS FOR MONITORING COMPLIANCE CORPORATE INDUCTION Minimum requirement to be monitored Process for monitoring e.g. audit Responsible individual/ group/ committee Frequency of monitoring Responsible individual/ group/ committee for review of results Responsible individual/ group/ committee for development of action plan Responsible individual/ group/ committee for monitoring of action plan and Implementation a) Duties Audit Compliance Annually. HR,OD & Teaching Governance Committee Compliance HR,OD & Teaching Governance Committee Page 13 of 18

14 APPENDIX 4: PROCESS FOR MONITORING COMPLIANCE LOCAL INDUCTION Minimum requirement to be monitored Process for monitoring e.g. audit Responsible individual/ group/ committee Frequency of monitoring Responsible individual/ group/ committee for review of results Responsible individual/ group/ committee for development of action plan Responsible individual/ group/ committee for monitoring of action plan and Implementation a) Duties Audit Compliance Annually. Compliance b) Timescales for completion of local induction Audit Compliance Annually. Compliance c) Process for checking and recording that all new permanent staff complete local induction Audit Compliance Annually. Compliance d) Process for following up those who fail to complete local induction Audit Compliance Annually. Compliance Page 14 of 18

15 APPENDIX 5: AUDIT TOOL CORPORATE INDUCTION 3.11 PROCESS FOR CHECKING AND RECORDING THAT ALL NEW PERMANENT STAFF COMPLETE CORPORATE INDUCTION Question No. Q1 Q2 Q3 Question Yes No Did the employees who attended the Corporate Induction sign the paper copy of the register by the end of the day, to acknowledge they had attended? Did the Learning & Development team record attendance and non-attendance of employees onto the OLM system after the Corporate Induction has occurred? Did the Learning & Development team archive the paper copy of the signed register within the department in an electronic file? 3.12 PROCESS FOR FOLLOWING UP THOSE WHO FAIL TO COMPLETE CORPORATE INDUCTION Q4 Q5 Q6 In the event of an employee failing to attend and complete the Corporate Induction, was this absence recorded on the OLM system by the Learning & Development team? Did the L&D team notify the line manager and the recruitment team? Did Recruitment issue a new Induction date? Page 15 of 18

16 APPENDIX 6: AUDIT TOOL LOCAL INDUCTION FOR PERMANENT STAFF 3.13 PROCESS FOR CHECKING AND RECORDING THAT ALL NEW PERMANENT STAFF COMPLETE LOCAL INDUCTION Question No. Q1 Q2 Q3 Question Yes No Did the Learning and Development team extract from the electronic staff records system a database of all new permanent employees, who require Local Induction via the Oracle Learning Management System (OLM) 2 weekly? Did the Learning & Development team the line manager advising of required completion? Did the Learning & Development team record the employee s completion of Local Induction onto the OLM system? 3.14 PROCESS FOR FOLLOWING UP THOSE WHO FAIL TO COMPLETE A LOCAL INDUCTION TRAINING PROGRAMME Q4 Q5 Q6 Q7 Did the Learning & Development team extract from the OLM system 4 weekly, a list of employees who have completed Local Induction? Did the Learning & Development team cross reference this with the list of employees who were expected to complete the Local Induction for that month, to establish which employees have failed to complete the Local Induction? In the event of an employee failing to complete Local Induction within the 4 week completion period, was the divisional lead sent an from the compliance manager advising of required completion? Did the Learning & Development team archive the on the Learning & Development shared drive? Page 16 of 18

17 APPENDIX 7: EQUALITY IMPACT ASSESSMENT FORM Department L&D Service or Policy CORP/POL/045 Date Completed: 30/5/15 GROUPS TO BE CONSIDERED Deprived communities, homeless, substance misusers, people who have a disability, learning disability, older people, children and families, young people, Lesbian Gay Bi-sexual or Transgender, minority ethnic communities, Gypsy/Roma/Travellers, women/men, parents, carers, staff, wider community, offenders. EQUALITY PROTECTED CHARACTERISTICS TO BE CONSIDERED Age, gender, disability, race, sexual orientation, gender identity (or reassignment), religion and belief, carers, Human Rights and social economic / deprivation. QUESTION RESPONSE IMPACT What is the service, leaflet or policy development? What are its aims, who are the target audience? Does the service, leaflet or policy/ development impact on community safety Crime Community cohesion Is there any evidence that groups who should benefit do not? i.e. equal opportunity monitoring of service users and/or staff. If none/insufficient local or national data available consider what information you need. Does the service, leaflet or development/ policy have a negative impact on any geographical or sub group of the population? How does the service, leaflet or policy/ development promote equality and diversity? Does the service, leaflet or policy/ development explicitly include a commitment to equality and diversity and meeting needs? How does it demonstrate its impact? Does the Organisation or service workforce reflect the local population? Do we employ people from disadvantaged groups Will the service, leaflet or policy/ development i. Improve economic social conditions in deprived areas ii. Use brown field sites iii. Improve public spaces including creation of green spaces? Does the service, leaflet or policy/ development promote equity of lifelong learning? Does the service, leaflet or policy/ development encourage healthy lifestyles and reduce risks to health? Does the service, leaflet or policy/ development impact on transport? What are the implications of this? Does the service, leaflet or policy/development impact on housing, housing needs, homelessness, or a person s ability to remain at home? Are there any groups for whom this policy/ service/leaflet would have an impact? Is it an adverse/negative impact? Does it or could it (or is the perception that it could exclude disadvantaged or marginalised groups? Does the policy/development promote access to services and facilities for any group in particular? Issue Action Positive Negative To place on the document This should improve library and promote to all safety for patients staff as staff are inducted Induction of new starters policy to ensure all staff are aware of the need for staff to attend induction efficiently. N/A N/A N/A N/A Programmes are evaluated and training records kept which indicate learning has taken place To place on the document library and promote to all staff This should improve safety for patients as staff are inducted efficiently. N/A N/A N/A N/A By ensuring that all staff have access to Induction it is equal To place on the document library and promote to all staff Inclusive of all staff with any protected characteristic N/A N/A N/A N/A Yes To place on the document library and promote to all staff N/A N/A N/A N/A Yes Trust and Local Induction can progress to further development and uses a personal development plan for this purpose There is a small part if Induction that offers health screening and support with a healthy lifestyle To place on the document library and promote to all staff To place on the document library and promote to all staff N/A Induction is the start of a positive learning experience for all staff Induction is the start of a positive healthy environment for all staff N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A

18 APPENDIX 7: EQUALITY IMPACT ASSESSMENT FORM Does the service, leaflet or policy/development impact on the environment During development At implementation? N/A N/A N/A N/A ACTION: Please identify if you are now required to carry out a Full Equality Analysis Yes No (Please delete as appropriate) Name of Author: Signature of Author: Vicki Wainwright Date Signed: November 2016 Name of Lead Person: Signature of Lead Person: Name of : Signature of Vicki Wainwright Vicki Wainwright Date Signed: Date Signed: Page 18 of 18