Induction Management Process & Guidelines

Transcription

1 Trust Policy and Procedure Document ref: PP(15)076 Induction Management Process & Guidelines For use in: For use by: For use for: Document owner: Status: All areas of Trust clinical and non-clinical All staff groups (except junior doctors) Induction of staff Executive Director of Workforce & Communications Approved Purpose of this document To ensure a consistent approach across the Trust for the induction of all staff, permanent, and temporary. To ensure that managers take the responsibility to induct new staff effectively into the organisation to help support staff retention in the Trust. Contents Page 1. Introduction 2 2. What is induction? 2 3. Roles and Responsibilities 3 4. When should induction be done? 3 5. What should induction cover? 4 6. How should induction be undertaken? 4 7. The induction itself 4 8. Recording and monitoring of induction 5 9. Staff from groups with Protected Characteristics Review Document configuration 6 Appendices A Programme for Trust Corporate Induction 7 Issue date: March 2015 Review Date: March 2018 Page 1 of 8

2 1. Introduction The Trust understands the importance and benefits of inducting all new staff, both permanent, temporary, and Bank, into the organisation, and have developed a number of different types of Induction to accommodate all staff groups both at a local level and a corporate level. It is the responsibility of the Line Manager to ensure all of their staff attend the Trust Corporate Induction and receive an effective Local Induction that is documented. Trust Corporate Induction Half day course held monthly to give staff (except junior doctors and Nursing Assistants) the opportunity to meet key people in the Trust, i.e. Chief Executive, Executive Director of Workforce & Communications and inform staff on key Trust issues, i.e. Health & Safety, Fire Safety and Infection Control. Some sessions included in the Trust Corporate Induction are mandatory and therefore it is essential that all new staff attend this course within 3 months of their start date. See Appendix A for full programme. The Trust Corporate Induction programme will be supplemented by an appropriate local induction; all staff must receive a structured local Induction. Local Induction - to introduce the new employee to the department/specialty, in which the member of staff will be working. See Appendix B for the checklist to be covered. Upon completion (normally after 1 month) a copy of the checklist should be held locally and a copy given to the staff member. Clinical Induction 4 days for all clinical staff (excluding doctors), held on a monthly basis. Some sessions included in the Clinical Induction are mandatory for clinical staff and therefore it is essential that all new clinical staff attend this course at the earliest opportunity as new staff will remain supernumerary until the full induction is complete. Please contact the Education and Training Administrator for the most recent Clinical Induction Timetable. Junior Doctor induction - arrangements are managed through a separate policy PP160 and not included in the arrangements described in this document. Health Care Support Worker (HCSW) Induction - A four week programme combining clinical induction, local induction and the national minimum standards of knowledge and competence for this group of workers. Held nine times during the year and leading to achievement of The Care Certificate * within their first twelve weeks of employment. *The Care Certificate is an identified set of 15 specific standards that HCSW s adhere to in their work roles. It gives everyone the confidence that HCSW s have the same introductory skills, knowledge and behaviours for the provision of compassionate, safe and high quality care. 2. What is induction? Induction is a period of training that helps a new employee settle into the new job. Induction gives an indication of what is expected of an employee as well as the organisational structure and processes. It helps the employee get to know the people the surroundings the work itself the organisation Issue date: March 2015 Review Date: March 2018 Page 2 of 8

3 A good induction programme can save time and money in the future; employees will feel valued; know what is expected of them and what they can expect from the organisation; will aid retention as staff feel comfortable in their new surroundings more quickly with lines of two-way communication established. 3. Roles & Responsibilities 3.1 Line Manager To ensure every new employee to their department/ward is given a full and thorough induction. That they attend both the Trust Corporate and Clinical Induction if appropriate. That they are made to feel welcome into the team/department, and understand how systems work. 3.2 HR & Communications Directorate To advise all new employees via the appointment letter the date, time and venue of the Trust Corporate induction (Clinical Induction is arranged by the Education & Training department). To book the dates, venue, speakers and refreshments for each Trust Corporate Induction course. To remind managers a week prior to the Trust Corporate induction course of the new employees they have attending. To advise managers of new employees booked onto the Trust Corporate Induction course that did not attend, booking these employees onto the following month s induction. To report via OLM the attendance at the Trust Corporate Induction course and follow up non attendance. HR will produce statistical information from the Induction evaluation forms for Trust Induction every 6 months and communicate these to speakers. 3.3 The New Employee To ensure they read the appointment letter and advise their manager of the date and time of their Trust Corporate Induction course. To ensure they attend the Trust Corporate Induction course. 3.4 Responsibility for Managing Non Attendance. The HR and Communications Directorate will monitor and follow up non-attendance as per the Policy and procedure for Non- Attendance PP When should induction be done? Induction starts during the recruitment and selection period when the job applicant receives information about the job either on-line or through the post and at interview. The new employee already has an impression of the people and the organisation. Having accepted the post, a proper welcome on the first day is very important. The full induction period should be spread over several days or weeks. There should be a planned timetable to ensure people are available and know where the new staff member is meeting them. Issue date: March 2015 Review Date: March 2018 Page 3 of 8

4 5. What should induction cover? Induction should cover the following and must not assume that if the new member of staff is an existing Trust employee that they are aware of or know all of the points listed. This list is not exhaustive: The normal paperwork for a new employee (including P2 to setup on payroll) Introduction to the department and the people A tour of the hospital or site Staff Facilities Structure of Department Terms and Conditions of Employment Health and Safety Risk Management The Patient and the new employee (if appropriate) Rules and Procedures Employee involvement and communication Trust Corporate Induction Trust Values Putting You First Behavioral Standards Welfare and Employee Benefits The training programme for doing the job itself, including detailed training in the policies, procedures and practices of the workplace (including use of equipment). Further training Revision and Review 6. How should induction be undertaken? Here are some key points to remember when doing induction. Be systematic. Use the checklist so you do not forget anything. Set time aside to do induction, otherwise the new employee will feel guilty for taking up time. A new member of staff can only take in a certain amount of information at a time. Break it down into groups of information. Do the most important things first. Safety is very important and must be tackled early. Remember that as the new employee gains experience and becomes part of the team, it is more difficult to arrange time off for induction. Do not forget staff on unsociable shifts. New employees want to get on with the job so start a training programme quickly. Ensure employees have dates allocated for Clinical Induction (if appropriate) Do not forget that staff who transfer from other departments or Trusts still need induction. The introduction to our Policies, Procedures and practices, both professional and managerial, is also important. 7. The induction itself Personal training is important. It is often informal yet systematic. Written information can be useful and should include a copy of the induction programme so that the employee knows what will happen next. Go through the Staff Handbook and Putting You First leaflet with the employee. Ensure all new employees attend the Trust Corporate Induction morning, as this includes mandatory training such as Health & Safety and Fire Safety, as well as a useful introduction to the organisation. It also allows new staff to meet other new staff in other departments. Issue date: March 2015 Review Date: March 2018 Page 4 of 8

5 8. Recording and Monitoring of Induction Trust Corporate Induction is followed up according to the Mandatory and Statutory Training Policy PP()244 Local Induction checklist Appendix B should be kept locally to be produced when requested. Compliance with induction procedures will be monitored and reported by the Workforce Team. Attendance at the Trust Corporate Induction, Clinical Induction and the local Induction will be recorded on the OLM training system on the Electronic Staff Record. Links with Agenda for Change and the Knowledge & Skills Framework (KSF): Where applicable the checklist will be used as a basis for discussion at the employee s first appraisal and Knowledge & Skills Framework (KSF) foundation gateway. Where applicable the checklist can form part of the employee s KSF during their first 12 months. Employee feedback on all aspects of Induction to be sought 9. Staff from groups with Protected Characteristics (age, sexual orientation, gender, gender reassignment, religion or belief, ethnicity, disability, marriage and civil partnership, maternity and pregnancy) Certain staff may need specific help (in addition to the normal induction). All staff should be treated as an individual, paying particular attention to their particular needs. Please find below examples of things to consider: People who are new to work (ie school leavers or returning after a long period of time) Reasonable adjustments for people with a disability (ensuring that the employee is involved in any discussion/decision making) Adjustments for staff whose first language may not be English, or who have not worked in Britain before. (This list is not exhaustive please see advice from your line manager or the HR department if in doubt) Medical Staff - The Trust arranges regular Induction days for junior medical staff. It is a requirement that all junior medical staff attend. For further information please contact the Medical Education Office, within the Education Centre. 10. Review This policy and procedure will be reviewed and monitored every three years by the Executive Director of Workforce & Communications. Issue date: March 2015 Review Date: March 2018 Page 5 of 8

6 11. Document configuration Author(s): Denise Needle Other contributors: Rebecca Rutterford Approvals and endorsements: Corporate Risk Committee Consultation: Trust Council, Mandatory Training Steering Group Issue no: 7 Supercedes: PP(12)076 Equality Assessed Yes Form completed Implementation Policies will be distributed by the IG Manager to General Managers, Service Managers and all Ward/Department Managers. Policy will be available on the Trust Intranet Site. Monitoring: (give brief details how this will be done) Implementation, compliance and effectiveness of this policy will be monitored by the Workforce & Communications Directorate on an ongoing basis. Trust Induction attendance is monitored and take up forms part of the Trusts Performance Management Matrix. Evaluation forms are completed at the Trust Induction and monitored by HR. Attendance should be 100% due to the mandatory elements of the Trust Corporate Induction course. Local induction forms are to be kept locally and produced when requested. Other relevant policies/documents & references: Recruitment & Selection Policy PP()049 For junior doctor induction refer to PP()160 Mandatory and Statutory Training Policy PP()244 Non- Attendance PP()270 Issue date: March 2015 Review Date: March 2018 Page 6 of 8

7 TRUST INDUCTION MORNING Please rate each section by completing the evaluation column on the far right APPENDIX A TIME PRESENTATION EVALUATION (please tick) REGISTRATON Excellent am HR Receptionist Good Please sign-in and switch off mobile phones Poor am Excellent WELCOME Good Chief Executive Poor 3 9am Excellent INTRODUCTION TO THE TRUST Good Director of Workforce & Communications Poor am Excellent PATIENT FIRST Good DVD Poor am Excellent EDUCATION Good DVD Poor am Excellent FRAUD Good Senior Fraud Investigator Poor am Excellent HEALTH & SAFETY Good DVD Poor am Excellent COFFEE BREAK IN THE CHAPEL Good Chaplaincy Poor am Excellent FIRE SAFETY AWARENESS Good Fire Officer Poor am Excellent SECURITY Good Security Officer Poor INFORMATION GOVERNANCE Excellent am Information Governance Manager Good Data Quality Manager Poor pm Excellent INFECTION CONTROL Good Infection Control Team Poor pm Excellent EQUALITY AND DIVERSITY Good Workforce Team Poor :30pm CLOSE ** Please turn over the page to make comments ** Issue date: March 2015 Review Date: March 2018 Page 7 of 8

8 APPENDIX B Issue date: March 2015 Review Date: March 2018 Page 8 of 8