Supporting Our People HR STAFF INDUCTION New Starters
PRIOR TO NEW STAFF MEMBER STARTING HR INDUCTION CHECKLIST Activity Contact Add contact details to HR distribution list Amy Austin Add contact details to Contact Us webpage(s) Amy Austin Arrange photograph for the website Claire Westgate Add to CPD invitation list Amy Austin Add to regular HR information reports distribution list Sophie Charleson Set up email (Automated process) Set up ICIS access (Following training) Dan Brooke Set up access to shared drives to contact the nominated individual within their area (names can be found on HR Operations Sharepoint site) Set up ICAMS record Suzanne Woodcock (email hricisinfo@imperial.ac.uk) Add to HR update distribution list Suzanne Woodcock Set up on irecruitment Workspace (to enable upload of Suzanne Woodcock JDs to irec) (as relevant) Insure key staff will be present before finalising the new starters first day Confirm start date and arrangements Arrange work area e.g. PC, telephone, stationary Identify any training that the new starter may need e.g. ICIS, Discover Viewer, irecruitment Book the new starter onto ICIS training courses identified Dan Brooke Book the new starter onto Learning and development staffdevelopment@imperial.ac.uk training courses identified. *All training delivered by the learning and development centre should be booked in the manager s name. When the new starter is in place email staffdevelopment@imperial.ac.uk to change the name. Arrange a welcome lunch or tea and biscuits within the new starters first 2 weeks Prepare induction pack Arrange a 5 minute introductory meeting with Louise Amy Austin Lindsay Arrange a 5 minute introductory meeting with Kim Everitt Kim Everitt Arrange a 5 minute introductory meeting with Ann Kelly Ann Kelly (Operations positions only) Identify and arrange introductory meetings with key staff members and teams that the new starter should meet Identify a buddy for the new starter Update the list of key department contacts
DAY ONE FOR NEW STAFF MEMBER Timeline Activity Staff Member Morning One to One meeting to go through the induction pack/schedule for the day Introduce to immediate colleagues Workplace Tour Toilets Printer (photocopying, scanning and faxing), Drinks machine Stationary store Health and Safety checklist Confirm responsibilities and major components of the job Discuss training courses available and courses new staff member already been booked onto. (Provide a training plan) IT Network logon How to report IT faults Booking holiday on ICAMs Booking meeting rooms Booking catering Deliver HR/payroll forms (Matthew Jowet or Emmanuelle Gold) 5 minute meeting with buddy Buddy Lunch Time Campus and local interest tour Buddy Canteens/Restaurants Campus shops Security (Swipe card) Payroll Medical centre/occupational health ICT Common rooms Library Recreation facilities Shops Car/Bicycle parking Local interests Cultural events Cash points Afternoon Breakdown of HR structures and how Universities operate Where the College fits in Where the faculty fits Where the department fits Where new starter fits Relevant policies and procedures Confirm working hours Probation Arrangements for 1-2-1 meetings with line manager Sickness/ Absence procedures Diaries Season ticket loans During View the Colleges New Starters and Staff Benefits New Starter
Week 1 webpages http://www.imperial.ac.uk/staff/new-staff/ http://www.imperial.ac.uk/job-applicants/staff-benefits/ Month One Safety Training New Starter After Week 1 Book onto 6 months refresher ICIS training New Starter Attend Imperial Insights New Starter Advise viewing Diversity Networks PDF New Starter
IMPERIAL COLLEGE LONDON Our Vision: Imperial: Rated amongst the world's best universities (3rd in Europe and 9th in world), Imperial College London is a science-based institution with a reputation for excellence in teaching and research. Our students: We run undergraduate, taught postgraduate and research postgraduate courses across the College. Imperial currently has 14,700 students. Our Research: Research at the College explores the interface between science, medicine, engineering and business, exploring interdisciplinary collaborations to improve health in the UK and globally, tackle climate change and develop clean and sustainable sources of energy. Imperial's contributions to society have included the discovery of penicillin, the development of holography and the foundations of fibre optics. Our culture: Collaborative Inclusive Inspirational Innovative To remain a world-leading institution for scientific research and education. To harness the quality, breadth and depth of our research capabilities to address the difficult challenges of today and the future. To develop the next generation of researchers, scientists and academics. To provide an education for students from around the world that equips them with the knowledge and skills they require to pursue their ambitions. To make a demonstrable economic and social impact through the translation of our work into practice worldwide. To engage with the world and communicate the importance and benefits of science to society Our Structure: Imperial has six main areas; Faculty of Engineering, Faculty of Medicine, Faculty of Natural Sciences, Business School, Postdoc Development and Support Services. We currently employ 7,000 staff. Please see the attached organisation chart.
HUMAN RESOURCES Our Mission: We strive to attract, develop, reward and retain a diverse community of the highest calibre staff and to provide efficient, effective and integrated service to all users of our services. Our Structure: The HR Division includes seven Operational HR teams, HR Services, Senior Appointments, Equalities, Learning & Development and the Early Years Education Centre (EYEC). We have operational teams based at South Kensington, Hammersmith Hospital and St Mary s Hospital. Key people: Director of HR Louise Lindsay Equality & Diversity Managers Deputy Director Kim Everitt Learning & Development Manager Head of Faculty HR Operations Ann Kelly Director of Occupational Health Leyla Okhai (Disability Focus) Kani Kamara Steve Rathborn Claire O Brien Our Services Director's Office: Overall responsibility for the strategic planning, management and development of the HR Division's staff and service. Equality and Diversity: Promoting equality and diversity via the provision of support, policy development and implementation, training and positive action. EYEC: The College-run education centre for the children of staff and students between the ages of six months to five years. HR ICIS support: Support and training for ICIS users within the HR Division and throughout the College. HR Reports and information: Information and requests relating to HR data and reports, and processing of staff charging amendments and adjustments. HR Services: Advice and support for all HR issues, provided by dedicated teams for each faculty and support services area. Learning and Development: Combining consultancy and course provision to enhance professional leadership, safety development and professional development. Occupational Health: Services to protect health, assess and advise on fitness, and on the management of health issues in College. Pensions: The Pensions Office provides information on all pension matters for prospective, current, past and retired staff. Policy & Service Development: Research, development and communication of HR policies, services and projects. Postdoc Development: Support and development for all Postdoc researchers and fellows at Imperial, including one-to-one coaching, events, and courses. Senior Academic Appointments, Reviews and Promotions: The Promotions and Senior Appointments team manages the annual Academic Staff Promotions exercise, job level reviews for non-academic staff and all HR related administrative and recruitment work for HR staff. Talent Development and Coaching: Targeted programmes designed for staff who have leadership potential, and one-to-one coaching from the Coaching Academy. The Welcome Office: Advises and provides support for the successful recruitment of senior staff, including support and information on all aspects of moving to London and the UK. COMMON ACRONYMS FoE/M: FoNS: HH: SM: FOO: DA/DM: DOM: REF: JRO: HOD: RA: Faculty of Engineering/Medicine Faculty of Natural Sciences Hammersmith Hospital St Mary s Hospital Faculty Operating Officer Departmental Administrator/Departmental Manager Department Operations Manager Research Excellence Framework Joint Research Office Head of Department Research Assistant/Associate
Supporting Our People INDUCTION INFORMATION FOR HR STAFF HR Buddy Scheme Why: There is a wealth of information for new starters to absorb as they make new acquaintances, familiarise themselves with the ethos and culture of the College, orientate themselves around their new work environment and undertake new work responsibilities. Their buddy will be a friendly face, providing informal guidance and encouragement whilst your new starter finds their feet. Who: Buddies will be a colleague or peer, ideally in the same team and on a similar level to the new starter. No training is needed to be a buddy. The new starter s line manager should identify a suitable individual to undertake this role, making their decision based on such things as their knowledge of the work environment, enthusiasm to undertake the role and availability. How long for: Typically a buddy is only required for the first four weeks, however the arrangement can continue for longer if agreed on both sides.. The role of the buddy... Provide a friendly face The buddy should meet the new starter on their first day and explain their role Assist the line manager with the induction checklist by showing the new starter around the campus and taking them through the campus facilities e.g. catering outlets and gym facilities Answer routine questions of a general nature (where is the? who can help with?) Meet the new starter briefly at the end of each week during the buddying period to check if they have any questions. Provide information on how the working area operates, along with its policies and procedures, and where to go for other sources of information Introduces the new employee to other members of staff they may see within their working environment, but may not otherwise come into contact with within their role