The Newcastle upon Tyne Hospitals NHS Foundation Trust. New Staff Induction Policy. Effective: March 2007 Review date: March 2010

Transcription

1 The Newcastle upon Tyne Hospitals NHS Foundation Trust New Staff Induction Policy Effective: March 2007 Review date: March Introduction 1.1 The Trust places great importance on the induction of new employees and is committed to supporting new members of staff whilst they orientate themselves within the organisation and their workplace. It is important that line managers and supervisors recognise the importance of induction and the consequences of poor or no induction upon the individual and the organisation. 1.2 An effective induction process provides a variety of benefits for both the employee and the Trust, emphasising key issues relating to high quality patient care and the efficient delivery of services. 1.3 This policy details the contents and attendance procedure of corporate, departmental and locum induction. It also demonstrates how attendance is monitored and how non-attendance is followed up. 1.4 This policy should be read in conjunction with Study Leave and Official Duty policy. 2. Scope 2.1 This policy is applicable to all newly recruited permanent and temporary, including clerical agency staff, staff contracted within the Trust. 3. Roles and Responsibilities 3.1 Head of Human Resources To ensure that the provision of Corporate and Departmental Induction for all staff is accessible to provide staff with current and reliable information to meet internal and external standards for newly recruited staff. 3.2 Head of Training and Development To ensure that a robust Corporate Induction Programme is in place to accommodate all new staff and that accurate records are maintained relating to Corporate and Departmental Induction. 3.3 Education Centre To ensure that a robust Corporate Induction Programme is in place to accommodate all new junior medical staff and accurate records are maintained. Page 1 of 14

2 3.4 Directorate/Department Manager/Clinical Director To ensure staff are allocated protected time to complete Corporate and Departmental Induction Programmes within the given timescale. 3.5 Lead Induction Officer To co-ordinate the Corporate Induction Programme for all newly recruited staff, ensuring that key issues are covered through an innovative agenda which reflects current Trust policies and procedures. To monitor Departmental Induction records (ref 5.2). 3.6 All Staff All new staff, regardless of grade or profession, must attend the corporate induction. The term new staff is defined as those employees who have either never worked for the Newcastle Upon Tyne Hospitals NHS Foundation Trust or who have had a break in service of more than 12 months. 4. Corporate Induction 4.1 The corporate induction programme provides mandatory training in key generic areas. See Appendix As an integral part of the recruitment process, the HR, Medical Staffing and Nurse Bank departments will reserve a place on the induction programme for all new staff, with the exception of junior medical staff (ref 4.4). 4.3 The employee and their manager/clinical Director will be notified of their induction course date in advance. Attendance at Corporate Induction will normally take place within 4 weeks of commencing employment with the Trust. Managers/Clinical Directors must ensure that arrangements are made to allow employees to attend on the allocated day. 4.4 The Education Centre organises induction programmes for junior medical staff, which includes Staff Grade, Associate Specialist, Clinical Assistants, Hospital Practitioners and Foundation Doctors, and in conjunction with the Medical Staffing department, will arrange a place on the relevant induction programme. See Appendix Those medical staff (Specialist Registrars) commencing employment in the Trust, outside the scheduled bi-annual dates (ie. February and August) are inducted through a combination of completing a comprehensive local induction programme, and e-learning induction programme. 4.6 All new staff attending Corporate Trust Induction will receive a Staff Handbook on the day. Page 2 of 14

3 5. Departmental Induction 5.1 All new permanent and temporary staff, regardless of grade or profession, and including administration and clerical agency staff, must complete an induction to their Directorate or Department. A Departmental Induction template is available on the Intranet in the Training and Development section. The content of this may be expanded, as relevant to local induction standards. See Appendix 1 for A&C agency staff induction record; Appendix 3a for other permanent/temporary staff. 5.2 All managers are required to complete the departmental induction record within 3 months of employee s employment date. The form is available on the intranet in the Training and Development section. On completion, this must be returned directly to the Training department to ensure that central records are accurately maintained. See Appendix 3b. 5.3 The return of departmental records will be closely monitored by the lead Induction Officer with quarterly exception reports provided to Managers/Clinical Directors. 5.4 Local induction training for junior medical staff is the responsibility of the Named Responsible Person (of Medical Consultant level) for each speciality. This person is also responsible to ensure accurate records of completed induction are maintained. The department maintain records of completed local inductions, and must return a copy of this record to the Education Centre. See Appendix Locum Induction 6.1 Each Directorate is required to have a locum pack providing an outline of the work of the speciality, the chain of command, the location of the key departments, communication systems and emergency/ resuscitation arrangements. 6.2 Mandatory training to include fire safety, moving and handling, cardiopulmonary resuscitation, and blood transfusion is the responsibility of the individual through their employing agency. 7. Attendance at Corporate Induction 7.1 The Trust recruitment process includes the allocation of places on the corporate induction programme (ref 4.2). All staff are expected to attend their allocated place. Should the original date not be suitable eg. due to coinciding with existing planned absences, then the lead Induction Officer must be notified; an alternative date will be offered to the employee by the lead Induction Officer. The new date will be within one month of that originally allocated. 7.2 Attendance at all corporate induction programmes is monitored by the lead Induction Officer through a central register completed by all attendees. The Training department maintains the attendance records for all Consultant and senior-level medical staff and all non-medical staff. 7.3 The attendance records for all other medical staff are maintained by the Education Centre. Page 3 of 14

4 7.4 Failure to attend on the allocated date for induction will result in the manager/clinical Director being contacted in writing to establish the cause of non-attendance. Non-attendance will be classed as unauthorised absence unless the employee has reported their absence in line with Trust policy or notified their manager and has made alternative arrangements. 7.5 Managers are responsible for monitoring their newly recruited staff who have failed to attend to ensure that alternative dates are arranged and attended. 7.6 Non-attendance at the junior medical staff induction in August and February is followed up by the Education Centre with the educational leads. If a junior doctor does not attend the induction, they must undertake the on-line package within one month of commencing employment. 7.7 Completion of this will be monitored by the Education Centre. 8. Monitoring and Review 8.1 The Head of Training and Development will monitor attendance at Corporate Induction, providing quarterly reports to the Trust Education Group. 8.2 The Corporate Induction Programme content will be reviewed by the lead Induction Officer as an on-going process, to ensure information provided to staff is current and relevant. 8.3 To help assess the effectiveness of Corporate Induction, attendees are requested to complete an evaluation form. Any constructive comments and suggestions are used to improve the quality of the programme. 8.4 The Staff Handbook will be reviewed by the lead Induction Officer prior to each print run to ensure that the content remains current and accurate. Policy Review The Human Resources Manager is responsible for the review and amendment of this policy. Page 4 of 14

5 THE NEWCASTLE UPON TYNE HOSPITALS NHS FOUNDATION TRUST Appendix 1 A&C AGENCY WORKERS GENERAL INDUCTION CHECKLIST Agency Worker Name: Agency: Job Title: Date of Commencement: Ward/Dept: Directorate: To be completed by the Dept Head/Supervisor and agency worker No. Description Date Completed Signed by Agency Worker & Manager 1. Before employee starts 1.1 Arrange to meet person at an agreed time and venue 1.2 Arrange for appropriate computer network and other systems access (if necessary) 1.3 Establish a timetable for induction with appropriate colleagues and managers 1.4 Ensure there are appropriate accommodation arrangements in place, including telephone, locker, etc 1.5 Book on Trust Induction Programme (long term placements only) 2. On First Day 2.1 Meet and greet at agreed time and venue 2.2 Go through duties and responsibilites including: job description; departmental organisation chart; hours of work; issue Important Information document 2.3 Establish if office keys are required (and arrange if necessary) 2.4 Inform how/when the staff ID badge can be obtained and its importance

6 2.5 General introductions to relevant staff 2.6 Introduce to line manager. 2.7 Establish a mentor who can deal with non-work related queries for the first couple of days/weeks. 2.8 Go through fire alarm procedure 2.9 Go through First Aid procedure including role of Appointed Person and Occupational Health Show location of work station Show round immediate area of work to familiarise and show other relevant areas/departments on or off-site 2.12 Show location of toilets Show location of rest room and restaurant/shops Show how to use telephone system Show how to use PC and access Trust s network, Intranet and Internet Explain Do s and Don ts of Intranet and Internet use Complete H&S Checklist 2.18 Explain Incident/Accident reporting procedure Explain the following: Confidentiality (Confidentiality Statement - signed copy held by Agency) Smoke Free Zone Dress Code Private telephone calls and use of mobiles Reporting of sickness absence and/or non-attendance Timekeeping General standards of behaviour and conduct expected Car parking Communications (including staff notice boards) Hopper bus Records management Whistleblowing policy Corporate Governance Saving money

7 Appendix 2 The Newcastle upon Tyne Hospitals NHS Foundation Trust Morning INDUCTION PROGRAMME Registration & Introduction Speaker: Tracy Charlton Ext Welcome & Trust Overview About You Staff Services/Benefits; Hopper Service; Library, Occupational Health; Training; Human Resources; Security About the Trust Information Technology Speaker: Stephen Smith - Ext Clinical Governance & Risk Management Speaker: Ian Warren Ext Tea/Coffee Break Privacy & Dignity; Customer Care; Equality & Diversity; Complaints About Your Work Chaplaincy Speaker: Nigel Goodfellow Ext Health & Safety Speaker: Health & Safety Advisor - Ext 48084/ Child Protection Speaker: Janice Clarke - Ext Afternoon Lunch Fire Safety Speaker: Arthur Perkins Ext Infection Control Speaker: Alison Sykes Ext Resuscitation Speaker: Simon Warne - Ext 48070

8 Tea/Coffee Break Moving & Handling Speaker: Jennifer Pye - Ext Food Hygiene Speaker: Kevin Potts Ext Blood Transfusion Speaker: Susan Whitehead Ext Evaluation and Close Induction Programme contributes to the Knowledge & Skills Framework Core dimensions

9 Appendix 3a Newcastle upon Tyne Hospitals NHS Foundation Trust EMPLOYEE DEPARTMENTAL INDUCTION RECORD Name: Job Title: Department/Ward: Start Date: Completion Date: Manager/Supervisor: Please complete the sections on the following pages of this form where applicable. On completion, please sign and return this page within 4 weeks of employee s start date to: Tracy Charlton, Training Department, Cheviot Court 3, Freeman Hospital I am satisfied that the employee named above has received all the departmental induction training required for their role. Manager/Supervisor Signature:.. Date:..

10 Appendix 3b Departmental Orientation Department structure explained Introduced to key staff members Role of employee explained ID Badge issued Locker & personal property arrangements explained Telephone systems demonstrated and explained Break arrangements explained Shown location of staff facilities, examples as follows:: Staff toilets Beverage bay Restaurant Public Phone First aid facilities Notice boards Standards of Conduct Dress code policy explained Acceptable standards of behaviour explained Timekeeping and rotas explained Confidentiality issued discussed Uniform and laundry arrangements explained Procedure for personal telephone calls explained Trade Union arrangements discussed Fire Safety Shown location of fire extinguishers Shown location of fire panel Action to be taken on hearing fire alarm explained Action to be taken on discovering a fire Shown location of assembly point Evacuation procedure explained Security Given security contact number Explained how to report an incident and location of incident reporting forms Data Protection Act & responsibilities explained Patient s property policy explained Missing patient s policy explained Please tick Please tick Please tick Please tick Employee s signature...

11 Manager/Supervisor s signature.. Cardiac Arrest Shown location of emergency equipment Shown how to check emergency equipment Procedure for summoning Arrest Team explained Can initiate basic life support (if appropriate to role) Can assist Arrest Team (if appropriate to role) Trust Resuscitation Training attended (if appropriate to role) Please tick Department Health & Safety Shown how to access Health & Safety Intranet site Given copy of Health & Safety booklet (from intranet) Departmental Health & Safety policies explained Local Health & Safety hazards explained Personal protective equipment explained COSHH Guidelines explained Please tick Moving & Handling Department specific risks identified Safe systems of work on ward/department explained Shown M&H equipment location M&H policy explained Please tick Food Hygiene (if applicable to job role) Use of microwave explained Food storage explained Food handling explained Food disposal explained Importance of food temperature explained Please tick Employee s signature... Manager/Supervisor s signature

12 Waste Management (if applicable to job role) Shown procedures for the disposal of: Please tick Clinical waste Non-clinical waste Infectious waste Body fluids Sharps Cytotoxic waste Radioactive waste Confidential waste Infection Control (if applicable to job role) Shown procedures for: Accessing infection control policies from intranet Practicing standard precautions Practicing effective hand hygiene Isolation practices Management of MRSA positive patients Disposal of used laundry Please tick Personal Documentation Shown how to complete accident/incident reports Shown how to complete enhanced hours form Procedure for reporting absence explained Shown how to apply for annual leave Appraisal documentation and procedure explained (including KSF) Please tick Employee s signature... Manager/Supervisor s signature

13 DEPARTMENTAL SPECIFIC Subject Please tick Employee s signature... Manager/Supervisor s signature

14 Appendix 4 Junior Medical Staff Trust Induction Programme Thursday 8 February 2007 Lecture Theatre 1, Freeman Hospital Education Centre 08:15 Registration Function Room 09:00 Introduction to the Trust Mrs Alyson Williamson Medical Education Services Manager 09:10 Fire Safety Briefing Mr Paddy McManus, Fire Officer 09:25 Health and Safety Dru Parnaby, Health and Safety 09:55 Clinical Tutor presentation Mr Jon Hanson Communication Study/Sick/Annual Leave Foundation Tutor Education Getting paid Clinical Waste Laboratories Transfusion Radiology Pharmacy Prescribing Clinical Governance Risk Management Record Keeping Incident Reporting Consent 10:35 Coffee 10:50 Paybanding, EWTD etc Richard Lancaster, EWTD Team 11:10 IT Systems Mr Richard Oliver, IT Training Officer 11:30 Introduction to PACS system Carole Dodd, NGH PACS Manager 11:45 Introduction to Resuscitation Mrs Karen Rowell Resuscitation Training Officer 12:45 Occupational Health Issues David Patterson Occupational Health 01:00 Programme close