Induction policy and procedure HR08

Induction policy and procedure HR08 Beware when using a printed version of this document. It may have been subsequently amended. Please check online for the latest version. Applies to: All staff, including agency workers and contractors Version: 7 Updated: August 2017 Date of JNC approval August 2017 Date of SMT approval: August 2017 Date of Board approval: September 2017 Review date: July 2020 Author: Courine Stewart Owner: Human Resources

Contents 1. Introduction... 3 2. Induction objectives... 3 3. Equality impact assessment... 3 4. Corporate induction... 3 5. Induction responsibilities... 4 6. Human Resources induction... 4 7. Confidentiality agreement... 4 8. Departmental induction... 4 9. New employee or temporary worker... 5 10. Roles and Responsibilities... 5 11. Monitoring of induction process... 6 12. Related policies and procedures... 6 13. Version history table... 6 Appendix 1 - Equality impact assessment tool... 7 Appendix 2 - HR induction checklist for permanent/ fixed term employees... 8 Appendix 3 - HR induction checklist for temporary workers... 9 Appendix 4 - Confidentiality agreement... 10 Appendix 5 - Departmental induction checklist for permanent/ fixed term employees... 11 Appendix 6 - Departmental induction checklist for temporary workers... 15 Appendix 7 - Induction questionnaire... 19 2

1. Introduction 1.1. An appropriate programme of induction is a key element in the future success and effectiveness of an individual in their role. It is important for an organisation that all new workers, including agency and temporary workers or existing employees appointed to a new post, are properly inducted into the workplace. 1.2. NHS Resolution is fully committed to the induction of staff (substantive or temporary) into the workplace to enable them to carry out their responsibilities effectively and safely. The Induction Policy and Procedure provides a framework of events and tasks to assist line managers to ensure all new employees and temporary workers receive the support and information required to enable a smooth transition into NHS Resolution working environment. 1.3. All new employees, substantive, fixed term contract staff, agency workers, contractors, secondees and work placement students will receive an induction. 1.4. The Induction Procedure for substantive and fixed term contract staff are detailed in Sections 6, 8 and 9. 1.5. The Induction Procedure for agency workers, contractors, secondees and work placement students are detailed in Section 7, 8 and 9. 2. Induction objectives To ensure that the new employee, or temporary worker receives orientation into the expected standards and culture of NHS Resolution, so that they are able to quickly feel part of the organisation and comfortable in their new role. 2.1. To establish objective setting for future performance. 2.2. To meet legal obligations with regards to risk management and health and safety. 3. Equality impact assessment 3.1. As part of the development of this policy and in line with the organisation s Equality, Inclusion & Diversity Policy; its impact on equality have been reviewed in consultation with the Trade Union and other employee representatives and no detriment was identified. 4. Corporate induction 4.1. All new employees, or temporary workers will be required to attend the Corporate Induction Day. 4.2. Attendance at the Corporate Induction Day will ensure that all new employees, or temporary workers understand the Vision and Values of NHS Resolution and, to give an overview of the various departments and functions and where their role fits into the overall structure of NHS Resolution. 3

5. Induction responsibilities 5.1. The responsibility for induction lies with the and the new employee or temporary worker. 5.2. The Human Resources (HR) and Organisation Development (OD) department is available for consultation should any line manager require advice on, or assistance with developing, or implementing a Departmental Induction Programme. (Please see appendix 5 & 6 for Permanent and Temporary staff). 6. Human Resources induction 6.1. All new employees, or temporary workers will receive a Human Resources Induction on their first day. The Human Resources Induction checklist is listed in Appendix 2 (for Substantive and Fixed Term employees) and Appendix 3 (for temporary workers). 6.2. Once the Human Resources induction has been completed, the HR representative will introduce the new employee or temporary worker to a member of the Information Technology & Facilities Department (for the IT, Facilities and, Health & Safety Induction). 7. Confidentiality agreement 7.1. All agency workers, contractors, secondees and work placement students will be required to complete a Confidentiality Agreement (Appendix 4); this should be returned to Human Resources on the first day of their assignment. 8. Departmental induction 8.1. The Departmental Induction is an important part of the induction process and is the responsibility of the line manager. They need to ensure that adequate protected time is available for the induction to be completed. The areas to be covered are listed in the Departmental Induction Checklist for substantive and fixed term employees (Appendix 5) and for temporary workers (Appendix 6); this should cover: Introduction to staff within the Department Structure and Role of the Department Working Arrangements (ie start and finish times, lunch breaks) Expected standards of work performance Departmental team meetings Annual Performance Appraisal/Personal Development Plan (for substantive employees only) Probationary meetings (for substantive employees only) Workforce Development Policy (for substantive employees only) Mandatory Training (ie Health, Safety & Welfare/Fire Safety/Diversity and Inclusion/Information Governance/Workstation Assessment/Safety for Homeworkers) 4

9. New employee or temporary worker 9.1. The new employee or temporary worker will: Be encouraged to ask questions if any issues are unclear Be encouraged to keep appointments made as part of the Induction Programme Read all Policies and Procedures on the intranet and, ensure that they understand them, asking questions of their line manager if necessary Complete the Questionnaire in Appendix 7 at the end of the induction period and return it to Human Resources. 10. Roles and Responsibilities 10.1. Human Resources Will ensure that all necessary documentation is received from new employee (substantive and fixed term) prior to start date. The following are required to enable the new employee to be set up on the Electronic Staff Records system (ESR) and for Payroll processing: Signed Acceptance of Offer New Starter Form P45 or P46 10.2. : One week prior to the start date of the new employee or temporary worker, (please see appendix 5 & 6); the line manager needs to complete and submit a new IT starter form (please find this on the intranet under forms, IT & Facilities, new starter/leaver form). The manager will also: o Ensure that there is sufficient and appropriate accommodation and equipment in place for the new worker (eg desk allocation, laptop, telephone) o Ensure all the components of the Induction Checklists are completed, signed and returned to Human Resources. 10.3. Information Technology: One week before the start date of the new worker the IT department needs to undertake the following: Set up laptop/pc Set up telephone Arrange for other equipment (eg mobile phone) to be ready If the worker is home based, ensure appropriate equipment is arranged (ie laptop, telephone and internet connection) 5

On the start date of the new worker the IT department needs to undertake the following: Meet with new worker and issue relevant passwords Provide ID pass to enter the building Ensure IT Policies are understood and signed Provide an overview of the telephone system, Case Management System or EKS (if appropriate), intranet, remote working access and email systems 11. Monitoring of induction process 11.1. Each component must be signed off by the, employee or temporary worker. Once completed, it is the responsibility of the to submit these forms to Human Resources for retention and monitoring purposes. 11.2. The induction process will be monitored by Human Resources based on the return of forms (Appendices 2, 4, 5 and 6) and the Questionnaire (Appendix 7). 11.3. If induction forms and questionnaires are not returned, Human Resources will follow-up with the line manager, employee, or temporary worker. 12. Related policies and procedures HR01 HR07 HR16 HR20 HR21 HR34 CG03 RM01 Equal Opportunities Development Review Recruitment and Selection Probation Policy and Procedure Learning and Development Policy Code of Conduct Acceptable Use Policy Risk Management Strategy 13. Version history table Version Date Author Ratified by Comment / Changes Version 2 27/07/2017 James Flanagan Policy Refreshed, Appendices updated Name from NHS Litigation Authority to NHS Resolution Related Policy Section Updated General Grammar and format adjusted 6

Equality impact assessment tool Appendix 1 To be completed and attached to any procedural document as part of main document sited between version control sheet and contents page No. Does the document/guidance affect one group less or more favourably than another on the basis of: Yes/No 1. Race No 2. Ethnic origins (including gypsies and No travellers) 3. Culture No 4. Nationality No 5. Age No 6. Disability - learning disabilities, physical disability, sensory impairment and mental health problems 7. Gender No 8. Gender reassignment No 9. Marriage and civil partnership No 10. Pregnancy and maternity 11. Religion and belief No 12. Sex No 13. Sexual orientation including lesbian, gay and bisexual people 14. Is there any evidence that some groups are affected differently? 15. If you have identified potential discrimination, are there any exceptions valid, legal and/or justifiable? 16. Is the impact of the document/guidance likely to be negative? No No No No N/A 17. If so, can the impact be avoided? N/A 18. What alternative is there to achieving the document/guidance without the impact? 19. Can we reduce the impact by taking different action? Names and Organisation of individuals who carried out the Assessment: Please give contact details Courine Stewart, Organisation Development, Education & Learning Lead No N/A No Comments Consider reasonable adjustments Support under maternity policy Date of the Assessment August 2017 7

Human Resources induction Appendix 2 HR Induction checklist for all permanent/fixed term employees Discussion Areas Component/Documents to be given Induction manager/employee must return completed Induction Checklist to HR New starter documents to be viewed by HR obtain signed contract (if not already obtained pre start date) obtain copy of identification & proof of address obtain P45/P46 Payroll Information provide payroll dates and payroll contact details Policies Induction Policy & Procedure (HR08) Sickness Absence Reporting Procedure (HR09) Dress & Appearance Code (HR19) Acceptable Use Policy (CG03) Code of Conduct (HR34) Annual Leave Policy and Procedure (HR26) Probation Policy and Procedure (HR20) Benefits discuss staff benefits available and process for accessing them provide Annual Leave Card Joint Negotiating Committee & Staff Engagement Group (JNC & SEG) Provide details of JNC & SEG and how to contact representatives Start date: HR Induction undertaken by: Name of Employee: New Employee (Signed): 8

Human Resources induction Appendix 3 HR induction checklist for all temporary workers (agency/contractor/secondee/work placement student) Discussion Areas Component/Documents to be given Induction state manager/temporary worker must return completed Induction Checklist to HR New starter documents to be viewed by HR obtain copy of identification & proof of address Policies Induction Policy & Procedure (HR08) Dress & Appearance Code (HR19) Acceptable Use Policy (CG03) Code of Conduct (HR34) Drugs and Alcohol Policy and Procedure (HR05) Start Date: HR Induction undertaken by: Signed: Name of Temporary Worker: Signed by Temporary Worker: 9

Confidentiality agreement Appendix 4 Agency worker/contract/secondee/work placement student In the course of your assignment you will have access to confidential information relating to the business of NHS Resolution. It is therefore important that you are aware of the following conditions concerning the security of confidential information at NHS Resolution. You are required to agree that: You will keep details of NHS Resolution information strictly confidential (including any names of patients, clinicians, details reports/claims) and take all necessary measures to ensure the security of the confidential information You will not, without the prior written consent of NHS Resolution, disclose any confidential information to any third party (including for the avoidance of doubt the media) You shall be not entitled to any right or licence in relation to confidential information nor may you copy, reproduce, publish, distribute, adapt, modify or amend any part of the confidential information unless with prior written consent of NHS Resolution The confidential obligations set out in this Agreement shall continue to apply for as long as the confidential information remains of a confidential nature and in particular, shall survive the termination of the individual s involvement in any NHS Resolution work. If you are in any doubt regarding the use of information in the pursuit of your duties you should seek advice from your before communicating such information to any third party. Name: Signed: Date: 10

Departmental induction checklist Appendix 5 Permanent/Fixed term employees Name: Department: Start date: The Induction Checklist is to be used for permanent/fixed Term employees. Induction is vital to ensure the new employee quickly fits into the workplace and to ensure compliance with legislation. Once completed this form must be returned to Human Resources. Pre-employment checklist Topic Action by whom Date completed Inform Department staff Identify and allocate desk space IT New Starter Form Plan Individual Departmental Induction 11

First day The overall purpose of the first day is to facilitate a warm welcome and begin to enable the new employee to settle into the new environment Network/IT Topic Action by Whom Date Completed Network Access/Telephone system/it Policies/Intranet/Passwords provided IT Rep The Organisation Role of NHS Resolution Vision and Values The job/role Introduction to Colleagues Departmental Structure Department Objectives/KPIs Work Patterns/Breaks Job Description Tour of Building/work area /kitchen/toilets/canteen Dress Code Answering calls/personal calls/personal emails Health & Safety Fire Procedure/Safety Reps/Fire Marshalls First Aid Facilities ID Card/Building Pass /Facilities Rep Health & Safety Rep Health & Safety Rep Facilities Rep 12

First week At the end of the first week a meeting should be held between the new employee and the, to: Deal with any questions To add further information to that already given To build rapport To check that the items on the checklist for the first week have been covered The Job Department and Job Role Topic Action Date Completed Staff Benefits/Childcare/Flexible Working/Special Leave Requesting Annual Leave Sickness Absence Reporting Special Leave Disciplinary & Grievance Claim of Travel Expenses (if appropriate) Communication Departmental Meetings Internet and Intranet All organisational Policies and Procedures and how to access Learning and Development Probationary period arrangements explained Probationary review meetings scheduled Annual Performance Appraisal & PDP explained Mandatory e-learning Courses explained Risk Management Strategy (RM01) explained and associated Policies Near Miss & Incident Policy (RM05) explained 13

First month At the end of the first month the new employee needs to have completed the following Topic Action Date Completed Learning & Development Mandatory Diversity and Inclusion Workshop attended Mandatory Fire Safety e-learning Course completed Mandatory Health, Safety and Welfare e- Learning Course completed Mandatory Workstation Assessment e- Learning Course completed Safety for Home Workers e-learning Course completed (only for home workers) Mandatory Moving and Handling e- Learning Course (only for IT, Facilities, Health & Safety Representative staff) Mandatory Information Governance Workshop attended Induction Programme completed and relevant forms returned to Human Resources Employee Employee Employee Employee Employee Employee Employee Employee I have received instruction and training as shown above: New Employee Name: Name: Signed: Signed: Date: Date: 14

Departmental induction checklist Appendix 6 Temporary workers (agency/contract/secondee/work placement student) Name: Department: Start date: The Induction Checklist is to be used for all temporary workers. Once completed this form must be returned to Human Resources. Pre-employment checklist Topic Action by whom Date completed Inform Department staff Identify and allocate desk space IT New Starter Form Plan Individual Departmental Induction 15

First day The overall purpose of the first day is to facilitate a warm welcome and begin to enable the temporary worker to settle into the new environment Network/IT Topic Action by Whom Date Completed Network Access/Telephone system/it Policies/Intranet/Passwords provided IT Rep The Organisation Role of NHS Resolution Vision and Values The job/role Introduction to Colleagues Departmental Structure Department Objectives/KPIs Work Patterns/Breaks Tour of Building/work area /kitchen/toilets/canteen Dress Code Answering calls/personal calls/personal emails Health & Safety Fire Procedure/Safety Reps/Fire Marshalls First Aid Facilities ID Card/Building Pass /Facilities Rep Health & Safety Rep Health & Safety Rep Facilities Rep 16

First week At the end of the first week a meeting should be held between the temporary worker and the, to: Deal with any questions To add further information to that already given To build rapport To check that the items on the checklist for the first week have been covered The Job Topic Action Date Completed Department and Job Role Sickness Absence Reporting Communication Departmental Meetings Internet and Intranet All organisational Policies and Procedures and how to access Learning and Development Mandatory e-learning Courses explained Risk Management Strategy (RM01) explained and associated Policies Near Miss & Incident Policy (RM05) explained 17

First month At the end of the first month the temporary worker needs to have completed the following Topic Action Date Completed Learning & Development Mandatory Diversity and Inclusion Workshop attended Mandatory Fire Safety e-learning Course completed Mandatory Health, Safety and Welfare e- Learning Course completed Mandatory Workstation Assessment e- Learning Course completed Safety for Home Workers e-learning Course completed (only for home workers) Mandatory Moving and Handling e- Learning Course completed (only for IT, Facilities, Heath & Safety Representative staff) Mandatory Information Governance Workshop attended Induction Programme completed and relevant forms returned to Human Resources Temporary Worker Temporary Worker Temporary Worker Temporary Worker Temporary Worker Temporary Worker Temporary Worker Temporary Worker I have received instruction and training as shown above: Temporary worker Name: Name: Signed: Signed: Date: Date: Once completed this form must be returned to Human Resources. 18

Appendix 7 Induction questionnaire This questionnaire is designed to monitor the Induction Programme. In order to monitor and review the induction process, we would be grateful for your honest assessment of the induction you received. Your views are confidential and will be grouped to formulate an annual report. Thank you for your assistance Comments Yes No 1. Was the induction material provided useful to your introduction to the organisation? 2. Do you have any other comments about the induction programme? Please return your completed questionnaire to Human Resources 19