LGSS EMPLOYEE INDUCTION PACK AND CHECKLIST Manager and employee guidance
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1 LGSS EMPLOYEE INDUCTION PACK AND CHECKLIST Manager and employee guidance Welcome to LGSS Managers guidance LGSS believes it is vital to plan and manage a structured induction programme for new employees. We want employees to settle into their new job as quickly and easily as possible. You need to spend time planning the induction and taking an active part in the induction of your new employee. This guide details and records what your new employee has achieved as part of their induction. It is vital to sign off induction to provide a record of completion. Buddy It is good practice to assign your new employee a Buddy. The Buddy is someone your new employee can go to in their first few weeks and ask questions on anything from how to do the job to where to get tea/coffee. PRIOR TO DAY ONE It is important to contact your new employee and set their mind at rest regarding their first day. Task Confirm start time, venue and any special requirements Book a welcome meeting with your new employee New user forms submitted to Information Technology enabling access to communication systems Book a place on the LGSS Welcome event for your new starter: Ensure pre employment checks are completed and information reaches Human Resources and payroll in a timely manner Identify an induction buddy for your new employee Complete BY MONTH THREE As their line manager you will need to meet with them regularly to ensure that they have-: Understood the duties/procedures associated with their role. Are carrying these out correctly, safely and efficiently. Are making satisfactory progress towards ultimate work standards. Have established good working relationships. Have developed positive attitudes towards their work. Are developing knowledge of the work of their team, directorate and of LGSS. Understand any other topics relevant to their role. Are feeling fully supported in their role. Are attending regularly and punctually. Feel they have received the appropriate training in order for them to achieve the above. This meeting is a two way process and it is an opportunity for you to comment on their progress and raise any issues or problems that you may be experiencing. Please record your meeting in this guide, see page 10 1
2 MONTH SIX The six month probationary period is a key element in the induction of new employees. It allows new starters to adapt to their new environment and discuss their performance with their manager; and it enables managers to review and assess the employee s progress on a regular basis in the early stages of their appointment. Good performance should be recognised and praised; and causes of poor performance should be tackled promptly. The focus of the probationary period should be to ensure that a new starter has been given the necessary support and training to carry out their role to the required standards. Please ensure the probation period review takes place before the end of month six. EMPLOYEE PACK Please meet with your new employee on day one and review the following pack with them. Induction is both yours and your new employee s responsibility with support from you to ensure it is appropriate and successful. 2
3 LGSS INDUCTION CHECKLIST Employee guidance NAME OF EMPLOYEE JOB TITLE START DATE LINE MANAGER Welcome to LGSS We are glad that you have decided to join us and we hope that your employment will be a happy one. We want you to settle into your new job as quickly and easily as possible. As part of this your new line manager will be spending time with you explaining your induction plan to you. This booklet records what you have done as part of your induction. The booklet covers what you will do in your first few days with LGSS and some key areas/training that you will need to understand/complete. It will also help you and your manager to plan specific induction activities, which relate directly to your job. At certain points you will be asked to sign to say that you have understood our policies and procedures and completed the relevant induction training. Please do not feel daunted by the process. If you feel at any stage you do not understand or feel you are unable to sign off parts of your induction you can raise this with your line manager. If you feel unable to do this then you can contact your Human Resources (HR) Team. Buddy You may have a Buddy assigned to you by your line manager. Your line manager will inform you who your Buddy is and introduce you to them. Your Buddy is someone you can go to in your first few weeks and ask questions on anything from how to do the job to where to get tea/coffee. - Remember if you need to know anything or you are not sure about then just ASK - 3
4 MANAGER / EMPLOYEE RESPONSIBILITIES LINE MANAGER Will: 1. ensure that you have a thorough induction and are invited to attend the LGSS welcome event. 2. use this checklist and ensure that the induction is accurately recorded and signed where necessary. 3. ensure that you have had the opportunity to read and understood the policies which impact your role. 4. ensure that you are provided with the appropriate training to carry out your duties. 5. ensure that appropriate time is allocated for your induction 6. ensure that regular, planned 1:1 meetings are held to review your work progress, give feedback on performance and ensure that any other support needs are discussed and agreed. 7. ensure that you are made aware of the Appraisal programme and receive training as required. EMPLOYEE: Please ensure you 1. work through this checklist with your line manager and ensure that your induction is accurately recorded and signed where necessary. 2. read and understand the policies relevant to your work area and role. 3. attend the LGSS welcome event. 4. undertake any identified learning and development required for your role as agreed with your line manager. 5. attend and actively contribute to regular planned 1:1 meetings. 6. attend and actively contribute a mid year review and an annual review as part of your appraisal programme. 4
5 PRE-EMPLOYMENT Before day one you will normally have received your contract and statement of terms and conditions including associated documentation (including Local Government Pension scheme details). You may review the benefits of the LGSS Pension Scheme via the website: (website relevant to all LGSS colleagues) Please contact your line manager if you haven t received this documentation. DAY ONE You will be met by your line manager who will introduce you to your team and take you through some key information and tasks. Task An overview of your induction and what has been arranged and booked for you. A brief introduction to LGSS and its structure so that you can see where you sit within LGSS. Housekeeping Complete An overview of the Office, Directorate and Section in which you will be working, including Introductions to key people you need to liaise with An overview of the work of the Section and your role First Aid Facilities/rooms, telephone operation, how to access stationery etc Other: detail locally... Equipment issued: Identity/access card Computer access, telephone and mobile (if applicable) Remote/flexible working tools (if applicable) Other: detail locally:. Travel If required to travel as part of your role, your licence, registration documentation and insurance certificate will be checked prior to you undertaking any travel on business purposes. Please bring the originals to work for checking by your line manager. Health and Safety Have had training or been made aware of Health and Safety processes and policies. 5
6 Health and Safety Task Complete You will be taken through the Health and Safety Policy and how it applies to you, in particular the following: Health and Safety Policy & Procedure including who to report accidents to and where to get information How to deal with fire drills and bomb scares and where to assemble in the case of a fire What to do in an emergency, who to contact and emergency evacuation procedures How to contact a first aider Accident and Incident reporting General Hazards Entrances and exits Building security and out of hours working What and who is your safety representative The control measures in place for any high-risk activities he/she will carry out in their job role. The issue of any personal, protective equipment Completion of Health and Safety E-learning module You will complete an online workstation self-assessment form, confirm with your manager how to access this Risk Assessments all high risk activities e.g. working with machinery, driving (high mileage), site work or roles which require dealing with clients in difficult situations (home visits, 1:1 etc) will have had a Risk Assessment carried out and control measures will have been identified. These should be explained to you on your first day of work. WEEK ONE By the end of week one you should: Task Contract Know how to book any annual leave and report sickness absence, accident. Have an awareness of the Code of Conduct Policy and Procedure and disciplinary procedures. Understand the travel and subsistence allowance scheme. Understood the pay structure, pay dates, and submitted your P45/46. Have had any questions regarding the probation period answered, and probation reviews set. Understand how to record your working time. Know what to do if you have any changes in personal details or circumstances. LGSS Strategy Understand the role of LGSS and the importance it places on its values. Understand the function of your Office, Directorate and the Department in which you work. Your role Have an overview of your role and be clear about expected work standards Complete 6
7 and job accountabilities. Have started to develop working relationships with employees in your team. Have had your further training needs assessed and recorded Completed an Information and Communication Technology (ICT) Induction and/or received user ID and Password and therefore gained access to the computer system and . If your role involves any kind of purchasing or contract management you should familiarise yourself with Contract Regulations and Best Practice Guide. Had the Organisational & Workforce Development opportunities explained and details of how to find out about the courses and their relevance. Have had the annual appraisal system explained and dates set for appraisal. Equipment Have received training on the use of the telephone system (if applicable), and how to answer the telephone, and how to receive visitors. Know how and when to make personal telephone calls. Been issued with your Security Entry Card, the system explained (or photo taken and a temporary card issued). Communication Are aware of the standards regarding replying to correspondence, the postal system etc. Understand methods of communication including the Internet, Intranet, daily or weekly communications and any Office/Directorate/local newsletters. Understand the correct use of computer equipment and software. Any other localised or relevant information. WEEK ONE COMPLETED I Confirm I have received information and instruction as detailed on the day one and week one checklist and have been given relevant explanations and documentation Employee signature. Date Line manager signature Date 7
8 LEARNING AND DEVELOPMENT Within your induction programme a number of Learning and Development opportunities are available, some mandatory (based on your role) and some highly recommended. General Learning For Complete Organisational & Workforce Development opportunities All via the website LGSS Online Learning Centre registration and All completion of LGSS Induction e-learning (prior to attending LGSS Welcome event) Identified further, job specific learning and development All Finance Learning For Complete Internet Procurement on Oracle ebusiness Suite (elearning) All procuring (mandatory) Accounts Receivables on Oracle ebusiness Suite (elearning) All involved in charging external customers for goods and services (mandatory) Oracle finance training workshop (within 3 months of completing e-learning above) All who have completed e- learning above Budget holder training Managers / budget holders Finance month / year end preparation Managers Fraud awareness e-learning All Health and Safety Learning For Complete An Introduction to Health and Safety e-learning All (mandatory) Employee management Learning For Complete Oracle HR Employee self service, HR Manager self All service Recruitment and Selection training All involved in the recruitment of new employees Procuring goods and services Learning For Complete Procurement learning (level one) All involved in procuring goods i procurement All involved in procuring goods Source Cambridgeshire/Northamptonshire (e-learning) All involved in procuring goods e-learning available from 8
9 FURTHER POLICIES AND PROCEDURES Your line manager or buddy will go through the following with you within the first couple of weeks of your employment: Task Day One Confidentiality/Security of Information Use of Internet Health and Safety Policy, safe working procedures Data Protection and Freedom of Information requests Conflict of interest declaration completed (if appropriate) Week one and two Whistle blowing Grievance Procedure Harassment Policy Service planning Performance Management Employee Counselling Scheme Equal Opportunities Policy Working Time Directive (including sample forms) Flexible working policies Guidance on: No Smoking, Violence at work, Misuse of substances, hazardous substances and HIV/AIDS policies, et al. Trade Union membership and services Complaints and Comments Incident Reporting Prevention and Detection of Fraud Policy Complete POLICIES AND PROCEDURES COMPLETED I Confirm I have received information and instruction as detailed in the Policies and Procedures Checklist and have been given relevant explanations and documentation Employee signature. Date Line manager signature Date 9
10 MONTH THREE It is at this point you manager will meet with you on a more formal basis to ensure that you have: Understood the duties/procedures associated with your role. Are carrying these out correctly, safely and efficiently. Are making satisfactory progress towards ultimate work standards. Have established good working relationships. Have developed positive attitudes towards your work. Are developing knowledge of the work of your Office and of LGSS. Understand any other topics relevant to your role. Are feeling fully supported in your role. Are attending regularly and punctually. Feel that you have received the appropriate training in order for you to achieve the above. This meeting is a two way process and it is an opportunity for you to comment on your progress and raise any issues or problems that you may be experiencing. Please record your meeting: MONTH THREE RECORD OF MEETING a) Assessment Please give a brief summary of what went well and less well over the past three months b) Please give a brief summary of areas highlighted and discussed c) Discuss training provided and note any additional requirements and further meetings that need to be planned. I agree the above information is correct Signed.. (Manager) Signed. (Employee) Date. 10
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