NETCARE LIMITED HUMAN RESOURCES ONBOARDING AND ORIENTATION POLICY POLICY NUMBER HR12 HUMAN RESOURCES DEPARTMENT PREPARATION DATE MARCH 2013

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1 NETCARE LIMITED HUMAN RESOURCES POLICY NUMBER HR12 PREPARED BY APPROVED BY HUMAN RESOURCES DEPARTMENT HUMAN RESOURCES DIRECTOR PREPARATION DATE MARCH 2013 ISSUE DATE MARCH 2014 REVISION DATE MARCH 2015 VERSION 2.1 (2014)

2 COPYRIGHT WARNING NOTICE This policy and procedure is the property of Netcare Limited. Copyright subsists in this work. Any unauthorised reproduction, publication or translation of the work are acts of copyright infringement and may lead to criminal prosecution. The compilation and input to the guide was obtained from experts in the field. Any changes and alterations can only be made with the approval of the authors. Reference to one gender can be interpreted to imply belonging to either gender. Any deviations from this policy document require the approval from the assigned approval committee. All deviations, comments and suggestions could be ed to Page 2 of 7

3 1. PURPOSE OF POLICY POLICY STATEMENT RISK POLICY OBJECTIVES POLICY SCOPE ROLES AND RESPONSIBILITIES RELATED POLICIES THE ONBOARDING PROCESS THE ORIENTATION PROCESS FREQUENCY OF ORIENTATION TOOLS TO BE UTILISED DURING THE ORIENTATION PROCESS ORIENTATION AUDIT BREACH ASSESSMENT... 7 Page 3 of 7

4 1. PURPOSE OF POLICY The purpose of this document is to provide employees with guidelines in terms of the Orientation process at Netcare and to assist new staff members to adapt to working in a large company and to make the transition as easy as possible. 2. POLICY STATEMENT This policy has been created to ensure compliance with the orientation process outlined in this document. It is the responsibility of all managers to ensure the compliance of employees to the Orientation Policy. 3. RISK Netcare values the role employees' play in delivering on the values of the Group - Care, Dignity, Trust, Participation and Passion. It is critical that all new employees are properly orientated and onboarded to understand the culture and value of the Group. Failing to do this properly may result in breakdown of service values and company culture. 4. POLICY OBJECTIVES Netcare has a formalised orientation programme in place for new employees. This programme covers all Divisions with the Netcare Group. The objectives of the orientation process are as follows: i. To assist the employee to become fully integrated into the work environment as soon as possible; ii. To prepare employees for their role and responsibilities; iii. To assist in creating realistic work expectations; iv. To reduce 1 st year turnover; v. To assist in enhancing job satisfaction and levels of engagement; vi. To reduce fear anxiety and uncertainty. 5. POLICY SCOPE The Orientation policy applies to: i. All employees of Netcare Limited and its subsidiaries in South Africa. Page 4 of 7

5 6. ROLES AND RESPONSIBILITIES i. The Human Resources division is responsible for drafting and updating the policy in line with any changes in legislation; ii. Health and Safety representatives within the specific business units are responsible for ensuring that the orientation process appropriately covers health and safety aspects within the company; iii. It is the responsibility of each employee, including management, to ensure compliance with the policy. 7. RELATED POLICIES This policy must be read in conjunction with the following Netcare human resource policies: i. Occupational Health and Safety Policy ii. Code of Ethics iii. Disciplinary and Grievance Code 8. THE ONBOARDING PROCESS Detailed guidelines have been documented for the employer and employee to assist the employee with a seamless transition into the workplace. i. The employer toolkit must be utilised by the line manager and the human resources department to ensure continuous engagement with new starters. ii. The employee toolkit must be provided to the new starter after acceptance of an offer of employment and serves as an introductory and information guide. iii. Line managers must provide new starters with a feedback survey six consecutive months post start date to assess integration within the business. 9. THE ORIENTATION PROCESS The orientation sessions must be conducted by an HR representative. Guest speakers or subject matter experts may be invited to the sessions to explain a particular topic. The orientation process will educate new employees about the following critical topics: i. High level overview of Netcare Page 5 of 7

6 ii. Netcare Structures (Head Office Exco, Netcare 911 Exco, Primary Care Exco, NRC Exco) iii. General Administration iv. Human Resources v. Reward and Recognition vi. IT Procedures vii. Policies viii. Caring the Netcare Way ix. Enhancing Performance and Development 10. FREQUENCY OF ORIENTATION Orientation must occur within the first three days of commencement of employment. General orientation (topics outlined above) including Caring the Netcare Way and Enhancing Performance and Development training must occur in the first week of employment. 11. TOOLS TO BE UTILISED DURING THE ORIENTATION PROCESS There are various tools available throughout the Group that should be utilised during the orientation process and are available on the Group Intranet. These are as follows: i. The Netcare Orientation DVD ii. The Netcare Orientation Manual (to be utilised by employees C3 and below) iii. The Netcare Orientation Presentation (to be utilised by HR/Line Management representatives) iv. The Netcare Employer Booklet (to be utilised by employees C4 and above) 12. ORIENTATION AUDIT In order to ensure the success of orientation within the business we need to ensure it is managed as a proactive, ongoing process. In order to assess this, an audit will be conducted every six months by Group HR and submitted to the HR Director for review. Orientation process and compliance to policy will also be assessed in the annual HR CSA audit conducted by Netcare s Group Audit and Risk department. Page 6 of 7

7 13. BREACH Any instance of breach of this Policy which comes to Netcare s attention will be investigated and where appropriate will be considered under the respective disciplinary code which may lead to dismissal. 14. ASSESSMENT C PC NC 1 Is the latest relevant Netcare policy available in the unit? 2 Are all Staff aware of the policy? 4 Is it ensured that all new employees attend a service-specific orientation within a week of commencing employment? 5 Are agency staff and locums also required to attend orientation? 6 Is the Company orientation programme followed? 9 The orientation programme includes a section on Health and Safety 14 The orientation programme includes Caring the Netcare Way and Enhanced Performance and Development training? 15 Is completion of the orientation programme recorded and registers submitted to the Netcare Education Department? C = Compliant PC = Partial Compliance NC = Not Compliant Page 7 of 7