New Staff Induction Policy (114KB pdf) - Newcastle Hospitals

The Newcastle upon Tyne Hospitals NHS Foundation Trust
New Staff Induction Policy
Effective: March 2007 Review date: March 2010
1. 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.
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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 2.
4.2 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 4.
4.5 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.
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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 5.
6. 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.
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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.
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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

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.
2.10 Show location of work station.
2.11 Show round immediate area of work to familiarise and show other relevant areas/departments on or
off-site
2.12 Show location of toilets.
2.13 Show location of rest room and restaurant/shops.
2.14 Show how to use telephone system.
2.15 Show how to use PC and access Trust’s network, Intranet and Internet.
2.16 Explain ‘Do’s and Don’ts’ of Intranet and Internet use.
2.17 Complete H&S Checklist
2.18 Explain Incident/Accident reporting procedure.
2.19 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

Appendix 2
The Newcastle upon Tyne Hospitals
NHS Foundation Trust
Morning
INDUCTION PROGRAMME
8.30 – 8.40 Registration & Introduction
Speaker: Tracy Charlton – Ext 37510
8.40 – 8.45 Welcome & Trust Overview
8.45 – 9.20 About You
Staff Services/Benefits; Hopper Service; Library, Occupational
Health;
Training; Human Resources; Security
9.20 – 9.40 About the Trust
Information Technology
Speaker: Stephen Smith - Ext 37369
9.40 – 10.00 Clinical Governance & Risk Management
Speaker: Ian Warren – Ext 20452
10.00 – 10.15 Tea/Coffee Break
10.15 - 10.45 Privacy & Dignity; Customer Care; Equality & Diversity; Complaints
10.45 – 11.00 About Your Work
Chaplaincy
Speaker: Nigel Goodfellow – Ext 48180
11.00 – 11.45 Health & Safety
Speaker: Health & Safety Advisor - Ext 48084/26205
11.45 – 12.15 Child Protection
Speaker: Janice Clarke - Ext 29150
Afternoon
12.15 - 1.00 Lunch
1.00 – 1.45 Fire Safety
Speaker: Arthur Perkins – Ext 23703
1.45 – 2.30 Infection Control
Speaker: Alison Sykes – Ext 24477
2.30 – 2.45 Resuscitation
Speaker: Simon Warne - Ext 48070

2.45 – 3.00 Tea/Coffee Break
3.00 – 3.45 Moving & Handling
Speaker: Jennifer Pye - Ext 25391
3.45 – 4.00 Food Hygiene
Speaker: Kevin Potts – Ext 48090
4.00 – 4.30 Blood Transfusion
Speaker: Susan Whitehead – Ext 48852
4.30 Evaluation and Close
Induction Programme contributes to the Knowledge & Skills Framework Core
dimensions

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: ……………………….………………………………………………………….

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
box
Please tick
box
Please tick
box
Please tick
box
Employee’s signature
……………………………………....................................

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
box
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
box
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
box
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
box
Employee’s signature
……………………………….....................................
Manager/Supervisor’s signature……………………………………………………

Waste Management
(if applicable to job role)
Shown procedures for the disposal of:
Please
tick
box
• 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
box
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
box
Employee’s signature
…………………………………………............
Manager/Supervisor’s signature
…………………………………………………

DEPARTMENTAL SPECIFIC
Subject
Please tick
box
Employee’s signature
…………………………………………............
Manager/Supervisor’s signature
…………………………………………………

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