Policy on Induction of New Staff to the Trust

Policy on Induction of New Staff to the Trust CLASSIFICATION Human Resources TRUST POLICY NUMBER HR.4003.1 APPROVING COMMITTEE Learning & Development Strategy Group RATIFYING COMMITTEE Quality & Risk Committee DATE APPROVED 10/09/2008 DATE FOR REVIEW 10/09/2011 DISTRIBUTION Heads of Department RELATED POLICIES Learning & Development Strategy Trust Did t Attend Policy, Trust Training Needs Analysis DIRECTOR LEAD Pauline Farrell, Head of Human Resources AUTHOR Eve Savage, Learning & Development Manager / Ashley Parrott, Patient Safety Manager THIS DOCUMENT REPLACES Nil 1

Contents Section Page Number 1 Introduction 3 2 Scope 3 3 Duties 3 4 Corporate Induction for all Permanent and Temporary Staff (n Medical) 4 5 Local Induction for all Permanent and Temporary Staff (n Medical) 4 6 Medical Staff (Permanent) Induction 5 7 Trainee Medical Staff Induction 5 8 Training and Awareness 6 9 Equality 6 10 Review 6 11 Monitoring 6 Impact Assessment 7 Appendix: A - Induction and Mandatory Training Timetable examples 8 Appendix B - Local Induction Form 11 Appendix C Did not attend flowchart 14 2

1 Introduction 1.1 The Trust recognises the importance of familiarising new staff in a positive and supportive manner to the organisation and is consequently committed to ensuring all staff, including locum, volunteer and bank staff, are properly inducted into the organisation, their department and their role. 2 Scope 2.1 This policy aims to clarify the support provided and the responsibilities of all parties in ensuring induction is completed satisfactorily for all new staff joining the Trust or changing jobs internally. The term Medical Staff refers to all the Consultants, Doctors and Dentists who are permanent members of staff within the hospital. Trainee Medical Staff are the doctors in training who are rotating into the Trust 3 Duties 3.1 Chief Executive Has overall responsibility to ensure all new staff have an effective induction programme across the whole Trust. 3.2 Clinical Tutor Has overall responsibility for ensuring all new trainee medical staff have an effective induction to the Trust meeting standards set by the Deanery. 3.3 Learning and Development Manager - Responsible for: Ensuring the Trust has the required resources and trainers to deliver an effective and appropriate induction programme; To ensure procedures are in place to monitor attendance of staff at induction; To ensure managers are aware of staff not attending induction or completing the local induction forms; To provide relevant training reports to the Learning and Development Strategy Group. 3.4 Learning and Development Strategy Group To provide training requirements for the Trust and act as the gatekeeper for changes to Trust Corporate and Local Induction programmes.to monitor, review and evaluate the mandatory training requirements. 3.5 Medical Staffing Manager To ensure all new medical and trainee medical staff joining the Trust follow the Trust induction process and are provided with all the necessary information. The medical staffing manger must also ensure the details of new staff are sent to the Medical Education Coordinator prior to the date of the trainee medical staff induction programme. 3.6 Medical Education Coordinator To organise the induction programme for new trainee medical staff joining the Trust and highlight any problems to the Clinical Tutor. 3.7 Line Managers To ensure all new staff within their department attend the Trust induction course and complete the local induction form (appendix B). 3.8 Human Resources To ensure all new staff receive a new starter pack and that the local trust induction form is returned and placed in the staff members file. 3.9 Staff Development Centre Staff Book staff onto the available training sessions and ensure that local induction and Trust induction training information has been recorded on each individuals learning record via the Learning Management System. 3

3.10 Medical Director To ensure the new permanent medical staff have appropriate local induction and an effective training programme within the Trust. 3.11 Department Service Manager / Team Leader To assist with the local induction programme for all new medical staff. 3.12 All Staff Have a responsibility to attend the training provided, and complete the local induction form. It is their duty to adhere to the policies and safety measures whilst working within the Trust. 3.13 Nurse/Admin Bank Staff and Volunteer Staff Manager Liaises with the appropriate department manager and Human Resources to ensure the local induction form is completed and induction courses are booked in for all bank and volunteer staff. 4 Corporate Induction for all Permanent and Temporary Staff (n Medical) 4.1 The Line Manager or New Staff Member must contact the Staff Development Centre to request attendance on the Trust Induction Programme which comprises of the following: Trust Induction Day (Appendix A); Clinical/n-clinical mandatory training day (Appendix A); Conflict resolution half day course; Moving and Handling training; Equality and diversity half day course. 4.2 The Learning & Development Strategy Group are responsible for ensuring the Trust Induction programme meets the needs of the Trust and other requirements set by external organisations. The group must review the subjects covered and their content in order to verify its relevance. 4.3 The Trust Course Approval Form (this is located in the SDC and detailed in the Learning and Development Strategy) must be completed and the proposal approved by the Learning & Development Strategy Group for the following situations: A new core subject needs adding to the programme; The subject matter requires significant changes ; The subject itself requires removal from the programme. 4.4 Attendees to the Trust Induction Training Sessions will be requested to complete evaluation forms. The Learning and Development Manager will provide reports to the Learning & Development Strategy Group on the results and authorise the action of any necessary changes. 5 Local Induction for all Permanent and Temporary Staff (n Medical) 5.1 All new staff to the Trust must have an effective and informative induction to their unit or department on their first working day and will be sent a new starter pack by the HR department which includes a local induction checklist. (Appendix B). This form must be completed and returned to the Staff Development Centre within two weeks of their start date. 5.2 The Staff Development Centre (SDC) will then log the returned form on the Learning Management System (LMS) and return it to the HR department to be placed in the staff member s personal file. 4

5.3 The HR department will send a monthly new starters list including the name of the new staff member s line manager to the SDC. 5.4 The SDC staff will then check the list against the returned forms and report to the relevant line manager any non returns. 5.5 The Trust Mandatory and Statutory Did t Attend Process should be used for all staff failing to attend the training sessions or return the Induction form. (Appendix C.) 5.6 A staff member within the Trust transferring to permanently work in another department must ensure they are aware of different systems and procedures within the new area. They should access the guidance for supervision on the Trust intranet if appropriate. 6. Medical Staff (Permanent) Induction 6.1 For all permanent medical staff positions the Medical Staffing Manager will send the Local Induction Form (Appendix B) to the relevant department service manager, team leader or clinician responsible for induction for completion at local induction with the new medical staff. Once completed they will be sent to the Medical Education Coordinator. 6.2 The completed Local Induction forms for the Medical Staff should be sent to the Medical Education Coordinator within 2 weeks of their start date who will check them against the new starter list and update the Intrepid database. They will be returned to HR / Medical Staffing to go in the personal record. 6.3 All new Medical staff are required to attend the Mandatory Trust Induction or the trainee medical staff Induction day depending on the next available space. Attendance will be recorded on the Learning Management System. 7. Trainee Medical Staff Induction 7.1 Prior to starting in the Trust all new trainee medical staff are sent an appointment letter stating the Induction date by the Medical Staffing Manager. They are also sent a copy of the programme and a CD Rom with all the induction material and presentations. 7.2 All new trainee medical staff must attend the planned induction programme organised by the Medical Education Coordinator. The induction covers the following; Occupational Health; Risk Management; Prescribing; Blood Transfusion; Medical Device Familiarisation; Infection Control; Moving & Handling; Basic Life Support & QVH Resuscitation Team; Medical Staffing; Data Protection; Information Technology; Local Induction in the department with the nominated tutor / induction lead If they are unable to be present they must attend the main Trust induction for all 5

other staff (on the 3 rd Wednesday of each month) at the earliest opportunity. 7.3 In the event of a trainee medical staff member including a locum joining the Trust at a different time to the normal training changeover they will be given induction information by the Medical Education Coordinator and the clinical lead from the relevant department. They must also attend the next available Trust Induction day. 7.4 The Local Faculty Group for each specialty will have a standing Agenda item for Induction. The trainee representative will feed back any problems encountered with induction. 8 Training and Awareness 8.1 Human Resources and the Staff Development Centre will ensure all managers have access to the Induction Policy. 8.2 The Policy on Induction of New Staff to The Trust will be available on the Trust Intranet. 8.3 The Learning & Development Manager will describe the complete process on the Trust Induction Day to ensure all new staff have been informed of the mandatory training and local induction form. 9 Equality 9.1 The Trust recognises the diversity of the local community and those in its employ. Our aim is, therefore, to provide a safe environment free from discrimination and a place where all individuals are treated fairly, with dignity and appropriately to their need. The Trust recognises that equality impacts on all aspects of its day to day operations and has produced an Equality Policy Statement to reflect this. All policies and procedures are assessed in accordance with the Equality impact assessment tool, the results of which are monitored by the Equality and Diversity Group. 9.2 All new staff joining the Trust are required to attend a half day Equality and Diversity course. 10 Review 10.1 This policy will be reviewed in three years time. Earlier review may be required in response to exceptional circumstances, organisational change or relevant changes in legislation or guidance. 11 Monitoring 11.1 Monthly compliance of completed local induction forms will be assessed against the monthly new starter list by the Staff Development Centre. 11.2 Quarterly training attendance reports analysed at the Learning & Development Strategy Group. 11.3 Quarterly review by Learning and Development Strategy Group of mandatory evaluation forms. 11.4 Compliance of trainee medical staff attendance at induction reviewed after each intake (4-6 times a year) by the Medical Education Coordinator and the Clinical Tutor. 6

IMPACT ASSESSMENT To be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval. 1. Does the policy/guidance affect one group less or more favourably than another on the basis of: Race Ethnic origins (including gypsies and travellers) Nationality Gender Culture Religion or belief Sexual orientation including lesbian, gay and bisexual people Disability Age 2. Is there any evidence that some groups are affected differently? 3. If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable? 4. Is the impact of the policy/guidance likely to be negative? Yes/ 5. If so can the impact be avoided? N/A 6. What alternatives are there to achieving the policy/guidance without the impact? 7. Can we reduce the impact by taking different action? N/A N/A Comments If you have identified a potential discriminatory impact of this procedural document, please refer it to Head of Integrated Risk, together with any suggestions as to the action required to avoid/reduce this impact. For advice in respect of answering the above questions, please contact Head of Integrated Risk 7

Appendix: A n-clinical Staff Mandatory Training Day Timetable Time: Session: Duration: Trainers: 9.00 10.15 10.15 11.15 11.15 11.30 11.30 12.15 12.15 12.30 12.30 12.45 Risk 1 hr 15 mins Infection Control 1 hr Coffee Break 15 mins Child Protection Vulnerable Adults Emergency Planning & Preparedness 45 mins 15 mins 15mins Clinical Staff Mandatory Training Day - Timetable 8

SDC Training Room Time: Session: Duration: Trainers: 09.00 10.15 10.15 11.15 11.15 11.30 11.30 12.15 12.15 12.30 12.30 13.00 13.00 13.45 13.45 14.15 14.15 15.15 15.15 15.20 15.20 16.05 Risk 1 hr 15 mins Infection Control 1 hr Coffee Break 15 mins Child Protection 45 mins Vulnerable Adults 15 mins Lunch 30 mins Blood Transfusion 1 hr Emergency Planning 30 mins & Preparedness Adult & Paediatric 1 hr Basic Life Support *END OF DAY / 5 mins Coffee Break NEW - AED Training 45 mins * End of Day for staff not attending AED Training AED Training is mandatory for all trained and non-trained staff (HCA s) who work in an area with access to an AED i.e. Burns, MIU, Jubilee, Margaret Duncombe, Ross Tilley, RDU, Rycroft, Corneoplastic unit, Max fax Clinic, Outpatients 1 & 2, DSU. If you hold a current ILS certificate you do not need to attend AED training. 9

TRUST INDUCTION PROGRAMME - SAMPLE DAY 1 Training Room, Staff Development Centre (SDC) 8.45 coffee for prompt 9.00 start Start time Title Subject Presenter 9.00 10 Welcome to the Queen Victoria Hospital A welcome to new staff Chief Executive 9.10 30 Human Resources (HR) & Staff Side An introduction to the HR service Staff Side Representation HR Manager Unison Convenor 9.40 20 Library Services The Library What s in it for me? Library Services Manager 10.00 10 SDC All about the SDC and the service it provides Learning & Development Manager 10.10 25 Salaries, Wages & Pensions How it works Pay and Pensions!! Payroll, Pembury 10.35-10.50 15 Coffee /Tea & Biscuits provided in Seminar Room 1 10.50 20 Occupational Health The role of the OHA at QVH Occupational Health Advisor 11.10 25 Information Governance Information security Head of Informatics 11.35 30 Fraud Awareness Introduction to CFSMS Local Counter Fraud Specialist 12.05 20 Customer Care and Handling Patient Concerns An introduction to the Service Avoiding Complaints diffusing events Patient Advice Liaison Co-ordinator 12.25 10 Introduction by the Chaplain Role & responsibilities The Chaplain 12.35 13.15 40 Lunch Break 13.15 20 Infection Control Introduction to Infection Control Infection Prevention and Control Nurse 13.35 25 Waste Management Introduction to Waste Management Site Services Manager 14.00 20 Risk Introduction to Risk Trust Risk Manager 14.20 30 QVH Activity Clinical Governance An overview of present services/areas and plans and targets An overview Asst. Director of Development Deputy Director of Nursing 14.50 15 Corporate Affairs An introduction Head of Corporate Affairs 15.05 10 CLOSING SESSION Feedback forms completed Chief Executive 10

Appendix B Local Induction Checklist Staff Name: Job Title: Department: Location: Line Manager s Name: Start date: This form must be completed and sent back to the Staff Development Centre within 2 weeks of employees start date Description of Activity or N/A tes/ Comments on how covered Welcome and Joining Day 1 Check starter pack contents Professional registration, Identity checks, Occ health clearance, S1 Form, P45 / tax form, pension scheme form completion Introduction to staff - Incl:Buddy / supervisor / mentor / reporting arrangements Tour of department - Incl: Toilets, refreshment facilities, fire exits, lockers Fire Alarm, location of fire extinguishers, fire routine and / or local evacuation plan and procedures First Aid Facilities / Procedures Workplace phone & extension numbers, use of mobile phones / personal calls Bleep system / fast bleep / cardiac arrest call 2222 explained Tour of the Hospital Locating hospital policy and procedures Trust Health & Safety Procedures Reporting accidents / incidents Datix Where to find risk assessment forms DSE Work Station Assessment form Sharps Procedures (in and out of hours) Waste Management & waste Segregation Trust Emergency Plan Hand hygiene & Infection Control 11

Description of activity or N/A tes/ Comments on how covered Equipment use for n-clinical Staff See risk assessment for high risk equipment Using Devices for Clinical Staff Review of Medical Device Induction Form / Doctors Induction Security & Records Management Patient confidentiality / Caldicott principles / Freedom of Information Act Health & Care Plan Records Management ID badge Arrangements to obtain Local security procedures Other QVH smoking policy Start and finish times / breaks / time books / off duty requests. Rota management Car parking arrangements Computer access Book new-starter log-on training IT training needs PAS training Dress code / uniforms / protective clothing / white coats, measurement & fitting Mandatory Training Book onto Trust Induction Confirm date Book onto Mandatory Training Day (Clinical or n-clinical as appropriate) Learning needs identified & mandatory courses scheduled Trust learning directory Medicines Management Trust Medicines Management Policy Arrange to register signature in Pharmacy Medication common to area Patient Group Directives & Standard Operating Procedures Leave arrangements Sick, carer and maternity leave Booking annual leave & leave entitlement Booking study leave & leave entitlement Introduction to Work Area Trust structure and key staff Expectations of post and who to report to Job description / KSF outline / Appraisals Limitations of role 12

Description of activity or N/A tes/ Comments on how covered HR team / medical staffing where to find them Role specific competency programme Patient advice and liaison officer (PALS) Familiarisation with work area General & department specific equipment / supplies Personal and patient property Key meetings Services provided by department / current and future developments Relationships with other departments /services Staff side representative Information about Occupational Health Submitting expense claim forms & time books Handling complaints and press enquiries Where to get information: Audit / research facilities Trust intranet / Trust communication Other Areas Specific to Role or Local Area (Complete as required) Please use this space to offer any comments, observations and/or recommendations. We confirm that the above induction programme has been satisfactorily completed and bookings have been made with the Staff Development Centre to meet all outstanding Mandatory & Statutory training needs. Signature of staff member: Signature of manager: Date: Date: All staff except Junior Doctors - please return form to the Staff Development Centre 13

Appendix C DID NOT ATTEND PROCESS- FLOWCHART 1 ST OCCASION* SDC advises member of staff and Line Manager (LM) by e-mail Reason code requested. Asked to re-book a.s.a.p DNA action by Line Manager in response to email LM responds to SDC with reason code Accepts revised attendance date or agrees alternative, in liaison with member of staff SDC copies e-mails to LM s Manager DNA action by Member of staff in response to email Member of staff liaises with LM and responds to SDC with reason code. Accepts revised attendance date provided by SDC or agrees alternative, after liaison with LM 2 ND OCCASION* SDC e-mails and sends hard copy letter to LM and advises a new date to attend Copy to member of staff 3 RD OCCASION* Copy L & D Manager to LM s Manager emails and writes to LM Copy letter & email to LM s Line Manager Response to DNA notification led by Line Manager LM responds to SDC by return, with reason code Action Plan agreed between LM & member of staff & copied to SDC and LM s Manager Risk warning issued** Response to DNA notification led by Member of staff Copy email to Head of HR for personnel file Member of staff should provide a reason code to LM & SDC with Action Plan agreed between LM & themselves and copied to SDC, Line Manager and Head of HR Risk warning issued by LM** * Successive non-attendance at any mandatory training event will trigger the next stage of the process. **Risk Warning Continued failure to attend mandatory training presents a real risk to the Trust. 14