Induction Policy and Procedure
Including
Risk Management, Statutory and Mandatory Training
1 POLICY
1.1 This policy sets out the principles that the Trust has adopted for the induction of new
employees and provides a framework through which new employees are introduced to the
organisation and their role in a structured manner.
2 SCOPE
2.1 This policy applies to all employees who are new to the organisation and to staff who may
transfer or be promoted within the Trust. This policy also applies to those who are
appointed as Non-Executive Members of the Board, Board Members, Professional
Executive Committee members and Executive Directors.
3 INDUCTION
3.1 Induction contributes to the retention and development of staff within a clear risk
management culture and is needed by staff entering the organisation at all levels.
3.2 Clear and comprehensive induction training is a key aspect of any persons early
experience of working in the NHS and is crucial to ensuring that all staff are familiar with the
organisation, its value, policies and procedures to enable effective integration into the Trust.
3.3 This policy includes Risk Management, Statutory and Mandatory Training requirements for
new and existing employees and provides a framework through which employee’s gain
training relevant to their role.
4 INFORMATION AND TRAINING
4.1 The provision of information and training are important measures to help staff to achieve
the required level of competence and to help to ensure compliance of safe working
practices. It is important that organisation-wide guidance together with targeted support for
individual members or groups of staff is provided.
5 EU AND OVERSEAS STAFF
5.1 In some instances where staff are appointed from outside of the UK it may also be
appropriate to further enhance the induction programme to include information about the
system of healthcare provision across the local health economy, the wider NHS and key
legislation.
6 SHORT TERM CONTRACTS/SECONDMENTS
6.1 Some elements of the induction programme will be required for staff on short contracts
including agency staff and staff seconded from other agencies or NHS organisations to
ensure the health and safety of that person and their effective contribution to the Trust.
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7 RISK MANAGEMENT, STATUTORY AND MANDATORY TRAINING
7.1 The NHS Risk Management Standards for the Trust and other mandatory and
recommended issues are key underpinning features of this policy. The responsibility for the
implementation of induction and risk management, statutory and mandatory training rests
primarily with the Line Manager or Supervisor. Records of induction and risk management,
statutory and mandatory training will be maintained by the Trust, and will include
attendance and reminders for re-training.
7.2 In order to be effective all induction and risk management, statutory and mandatory
arrangements must be continuously reviewed and improved. This policy and procedure will
be reviewed through the Joint Consultative and Negotiating Committee (JCNC) 12 months
after Board approval and 12 months thereafter or as becomes necessary.
8 INDUCTION PROGRAMME
8.1 Once a successful candidate has accepted a formal offer of employment an induction
programme will be implemented. This induction will be provided at three levels:
Corporate induction
Directorate or Shared Service induction
Service induction
8.2 The Corporate level of induction is set out in this policy and must be used for all new
employees. It is important to understand that different groups of employees may have
different needs; some considerations are included within Appendix 1.
8.3 The remainder of the induction must be completed but forms a flexible framework according
to each individual’s specific job role and should in all instances be managed, planned and
coordinated by the person to whom the new employee will be accountable, see Appendix 2.
8.4 All staff must be inducted following the same procedure, however depending upon specific
roles further information may be required as part of additional induction needs. Refer to
Appendix 1 and Appendix 3 for details.
9 TIMING
9.1 The formal induction process will be conducted at a number of stages. These are:
First day
First and second week
First and second month
Sixth month
9.2 An overview of the induction process can be found at Appendix 2.
10 RESPONSIBILITY
10.1 Induction must be managed, planned and coordinated by the person to whom the new
employee will be accountable. Ensuring that staff undertake the required induction is the
responsibility of the Line Manager or Supervisor.
10.2 Responsibilities include:
a) All necessary preparations and enhancements to the induction take place
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b) Outline all aspects of the job role, placing it into a directorate and organisational
context
c) Arrange for any formal training to take place
d) Nominate a mentor for work shadowing and instruction, where appropriate
e) Ensure that new employees are fully occupied but are not overloaded
f) Ensure that a balance is maintained between instruction and supervision and
allowing employees an opportunity to learn by through practice and to consolidate
knowledge and skills that have been acquired
g) Undertake an initial objective setting appraisal with the new employee and ensure a
Personal Development Plan (PDP) is developed
h) Review the induction programme after the review at two weeks, two months and
one year
10.3 Throughout the induction period informal and formal reviews will be conducted. These
reviews will be used to monitor the progress of the employee by the Line Manager and to
ensure that the induction process and necessary training has been delivered.
11 REVIEW
11.1 Reviews for the effectiveness of the programme should take place at the following points,
with Appendix 4 and 5 providing templates for completion:
Two weeks informal review
Two months formal review
Six months formal review
12 COMPLETING AND RECORDING THE INDUCTION PROCESS
12.1 During the induction programme the new employee should be gradually integrated into their
role and the organisation as a whole.
12.2 The Line Manager must ensure that all essential information is communicated to the
employee and that that it is recorded on both the Standard Induction and Directorate
Specific Induction Checklist. Both employer and employee upon completion should sign
each checklist.
12.3 One copy should be given to the employee, the original should be placed on the
employee’s personnel file and a copy should be forwarded to the Human Resources
department. Electronic or paper copies are available for recording purposes. When using
electronic copies these should be printed and signed.
13 EMPLOYEES TRANSFERRING TO A NEW DIRECTORATE
13.1 Employees transferring or being seconded to a new Directorate within the Trust should be:
Introduced to colleagues and their roles within the Directorate
Provided with relevant information relating to their new job role and Directorate,
Made aware of any policies and procedures relating to their job role and Directorate,
and
Given the opportunity of any training or work shadowing to enable them to fulfill the
requirements of their new job role.
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14 RE-INTRODUCING EMPLOYEES RETURNING FROM LONG TERM LEAVE
14.1 Re-integration of employees returning to work from maternity leave, long-term sickness,
career breaks or other long-term absence from the workplace, must be updated on new
developments and changes that have occurred during their absence.
14.2 Whilst these groups of employees will have had a communication strategy agreed during
their time away from the workplace and should be relatively up to date with developments in
the workplace employees should be made aware of any changes relating to:
their Directorate,
the Trust,
changes or amendments to Trust policies and procedures,
new staff within the Directorate and
new staff within the Trust that they will be required to liaise with,
relevant new initiatives.
Further guidance about induction for particular groups or individual circumstances can be
found at Appendix 1.
15 INTRODUCTION TO PROCEDURE
15.1 The procedure sets out the process that Line Managers and the Human Resource
department must follow to ensure that a structured induction programme is delivered.
15.2 Key Stages of Induction include:
a) Preparation
b) First Day
c) Second Day
d) First and Second Week
e) 1 month – 2 months
f) 6 months
16 PREPARATION FOR INDUCTION
16.1 Induction is a standard process, however consideration must be given to employees on an
individual basis in order to build in appropriate job specific information and training.
Additionally, the individual conducting the induction must ensure that any necessary
adjustments to the induction process have been accounted for prior to its commencement.
As a minimum, the inductor should:
- Ensure that work station and equipment are available from first day
- First day pack is available for employee on first day (these will be held by the Human
Resources department)
- Induction Checklists are prepared
- Induction Training Checklists are prepared
- Relevant handouts are prepared
16.2 First Day – Corporate Induction
16.2.1 On the employee’s first day it is the responsibility of the Line Manager to set aside sufficient
time to deliver the following information:
a) Introduction and welcome to the workplace.
b) Explanation of the induction programme.
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c) Issue the relevant Employee Induction Checklists, provide or direct the employee to
the on-line induction tool along with relevant documents highlighting and explaining
the key areas, particularly those marked as mandatory.
d) Ensuring that new starter papers are completed, with the member of staff, in order
that payroll information can be forwarded to the Payroll department for inclusion in
the payroll on the first day of employment.
16.2.2 An overview of the Trust, Directorates and Key Service areas along with an introduction to
Health and Safety will be offered to new employees, as a two-day event on a quarterly
basis. New employees will be given the opportunity to attend this event although in most
cases they will have been through a local induction prior.
16.2.3 Upon completion of the standard induction checklist both the Line Manager and new
employee should sign and date the relevant section of the Checklist. The original should be
retained on the personal file to ensure that a record of the induction process and necessary
training has been delivered.
16.3 Day 2 – Directorate Induction
16.3.1 The second day of induction introduces the new employee to the Directorate within which
they will operate and specifically focuses upon its functions and processes. The new
employee will also be introduced to their job role, its objectives and responsibilities. Day
two of the induction therefore focuses on:
a) The overall function of the Directorate.
b) The key services and programmes and how they link to the Trust plan.
c) How service fits with other Directorates.
d) Links with shared services, other Trusts and external agencies.
e) Directorate specific issues such as, team meetings, ordering arrangements and
awareness of key policies and how to access them.
16.3.2 Locally the induction will concentrate on:
a) Employee’s job description, roles and responsibilities, accountabilities and key
objectives.
b) Agreement for the rollout of the new employee’s mandatory and job specific training.
c) Refer to the training matrix at Appendix 3 for details.
d) Supervisory/Line Management arrangements.
e) Arrangements for work shadowing where appropriate.
f) Meetings with relevant key personnel.
g) Date setting for Personal Development Plans.
h) Miscellaneous issues such as authorisation of expense claims forms, guidance on
where further information can be found and issue of documents for self-directed
learning, attention should also be drawn to the Trust Staff Charter (Appendix 8)
16.3.3 Upon completion of the directorate induction checklist both the Line Manager and new
employee should sign and date the relevant section of the Checklist, returning the original
to the personal file to ensure that a record of the induction process and necessary training
has been delivered. Refer to the training matrix at Appendix 3 for details.
16.4 FIRST TWO WEEKS
16.4.1 Within the first two weeks of the employee commencing employment it is the responsibility
of the Line Manager or designated person to arrange the following:
a) Arrange for the structured ‘shadowing’ of key staff where appropriate.
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b) Arrange for scheduling of mandatory and job related training. Refer to the training
matrix at Appendix 3 for details.
c) Arrange for any necessary ‘on-the-job’ training under supervision.
d) Depending upon role and where appropriate, arrange for the employee to visit /
work with GP Practices / community nurses or other key people and services.
e) If the new employee is not based at the Trust Headquarters then arrangements
should be made to offer the new employee the opportunity to join key Directorate
staff meetings.
16.4.2 After the first two weeks, the Line Manager will meet with the staff member to conduct an
informal review. This review should not place emphasis on work performance but on how
the employee is settling into the organisation and role. The Line Manager should actively
listen and if appropriate take relevant action to the new employee’s comments.
16.4.3 It is not necessary to record the process at this stage unless the comments of the new
employee warrant such action, although it is good practice to do so. The meeting should
also be used to ensure that all training required at this time is ongoing or has been
delivered. A record of this should be made on the induction checklist.
FIRST AND SECOND MONTH
16.4.4 Within the first and second month of employment the key training should have been
scheduled or already attended. Refer to the training matrix at Appendix 3 for details. This
should include:
a) Appropriate Health and Safety Training
b) Specific job related training.
c) Any other training, appropriate at the induction stage.
16.4.5 All training undertaken should be recorded on the Induction Training Checklist. After the
appropriate training has been delivered it is the responsibility of the Line Manager to ensure
that all relevant sections of the checklist are signed and dated by themselves and the new
employee.
16.4.6 At the end of the first 2 months a Formal Review will take place. The meeting will provide
the opportunity for the Line Manager and employee to discuss any issues with regard to the
role or the organisation. The meeting should also be used to ensure that all training
required at this time has been delivered. Additionally this meeting will afford the Line
Manager and employee the opportunity to discuss the Personal Development Plan and set
objectives for the next 12 months.
16.4.7 When conducting the 2-month review the Review Pro-forma should be completed Appendix
4.
16.4.8 Upon completion of Review Pro-forma the original must be retained in the personal file, a
copy given to the employee and a copy returned to the Human Resources department to
ensure that a record of the induction training is maintained and other necessary training has
been delivered.
16.5 SIX MONTH REVIEW
16.5.1 At the end of 6 months of commencing employment a formal review should be conducted.
This review should be used to monitor how the new employee is progressing in the role and
to evaluate and amend the PDP where necessary. After a 12-month period a formal
appraisal will take place in accordance with the Appraisal Policy and Procedure.
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16.5.2 Upon completion of the Review Pro-forma at Appendix 2 the original must be retained on
the personal file, a copy provided to the employee and a copy returned to the Human
Resources department to ensure that a record of the induction training is maintained and
other necessary training has been delivered.
17 RISK MANAGEMENT, STATUTORY AND MANDATORY TRAINING
17.1 The Trust recognises that statutory and mandatory training is of vital importance to
adequately protect patients, employees, visitors and the public. It is also committed to
ensuring that adequate provision is made for training and for staff to be released to attend.
17.2 The Trust is required to ensure that all requirements relating to mandatory and statutory
training are in place and upheld by all employees. Appendix 3 identifies requirements for
risk management, statutory and mandatory training.
17.3 DEFINITIONS
17.3.1 Statutory training relates to that which is required by law. This would be key areas such as
Health and Safety and Fire Training: where it is the legislative requirement for the Trust to
ensure that all employees have a minimum of initial instruction on appointment to the
organisation, as well as to provide regular updates.
17.3.2 Mandatory Training relates to the training that is deemed compulsory by the employer. It
may have implications for the Trust as an employer in terms of liability or litigation, but this
does not make it a legal requirement. Examples of this could be Child Protection or Manual
Handling Training.
17.3.3 Any profession specific mandatory training will be provided for the relevant employees at
appropriate intervals. Other employees may be included in this training if a need is
identified in their current role.
17.3.4 Students and agency employees must be given a work place induction on their first day by
the member of staff with line responsibility for them and a check must be made to ensure
that any mandatory training required for the post has been completed and is in date.
Training not completed should be arranged as soon as possible with appropriate measures
taken until such training is carried out.
18 RESPONSIBILITY
18.1 The Trust has a duty to employees, patients and visitors to ensure that:
• Adequate mandatory training is provided for all employees to meet the needs of their role;
• All employees attend mandatory training sessions at the required time interval;
• Accurate records are kept of all mandatory training undertaken;
• Procedures are in place to follow up those who fail to attend mandatory training;
• Procedures are in place to follow up employees who are overdue mandatory training.
18.2 To achieve and maintain a proper standard of mandatory training, all new employees with
outstanding mandatory training requirements will receive relevant training within two months
of commencement of duties.
18.3 All employees will receive mandatory training updates in line with their duties.
18.4 It is the responsibility of Line Managers and Supervisors to ensure that all employees have
attended and are up to date with the relevant mandatory training for their role. The Trust
will facilitate the acquisition of mandatory training as required.
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18.5 It is the responsibility of Line Managers and Supervisors to ensure that all agency staff
employed by the Trust have completed the required mandatory training for the post and
that this training is in date.
18.6 Line Managers and Supervisors must ensure that employees are given the opportunity and
protected time to attend mandatory training sessions.
18.7 All mandatory training attended must be recorded on Appendix 3 and a copy sent by the
employee to the Human Resource department. A copy must also be sent to the relevant
department administrators for entry onto the Human Resources Information System (ESR).
18.8 Non-attendance of employees who are pre-booked to attend a mandatory training session
will be highlighted to the HR department by the course organiser. The HR Department will
advise the relevant department administrator who will forward Appendix 7 to the non-
attending employees’ line manager for completion.
18.9 All managers will follow up those who have not attended mandatory training to investigate
why and to ensure another training date is arranged as soon as possible. Appendix 7.
18.10 All employees will be expected to set a high priority to mandatory training and to make
every effort to attend training events provided and arranged for this purpose.
18.11 All employees will be responsible for keeping their own mandatory training up to date and
alerting their line manage when mandatory training is due to expire.
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APPENDIX 1
GUIDANCE NOTES
INDUCTION FOR PARTICULAR GROUPS OR INDIVIDUALS
Directors (Non Executive PEC appointments)
Chief Executive should be responsible for ensuring any new director is inducted effectively.
Induction should be geared towards understanding of corporate and strategic nature of their
appointment and that they are equipped to deal with any financial or legal responsibilities.
Define clear responsibilities, objectives and review procedures are agreed.
Understanding of formal protocols and major issues, but enlighten individual about informal
aspects of organisation such as internal politics.
Risk Management Strategy and responsibility.
Managers and Senior Staff
Arrange for awareness of key service areas including ‘partnerships’ to establish the wider
context of organisation
Awareness of full scope of induction but discussion to identify relevant input tailored to
manager’s level of experience.
Ensure any extra documentation is received included i.e. annual report, policy summaries,
minutes of previous meetings etc.
Agree mentoring arrangements, if appropriate.
Risk Management Strategy and responsibility and associated policies and procedures.
Returners to the Organisation
For those returning from career breaks arrange extra sessions to explain initiatives such as
Improving Working Lives.
Ensure women returning from maternity leave, men returning from paternity leave or
employees returning from adoption leave are fully aware of facilities i.e. childcare provision,
healthcare and flexible working arrangements and any supporting legislation through the Work
Life Balance Policy and Procedure
Update IT skills if applicable.
Part-Time Employees / Job Share / Nightworkers / Bank Staff
Arrange for the induction programme to fit appropriately with their hours of work wherever
possible.
Arrange for night workers to have regular assessments with OH in accordance with the
Working Time Directive.
Arrange for overlap sessions so new job-sharers can get to know each other and plan how they
will operate.
People with Disabilities
Ensure workplace adjustments are completed in good time.
If necessary, discuss any special arrangements that other members of the team might need to
accommodate.
Arrange for access to training facilities.
Make any necessary adjustments to induction material that might be appropriate e.g. larger
print or enhanced audio/visual facilities.
Ensure that the newcomers’ abilities and limitations are discussed objectively with them and
not assumed.
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Black and Minority Ethnic (BME) Groups and Staff Coming from Overseas
Monitor workplace situation to ensure employee is welcomed and integrated.
Arrangement of religious observance, dress code (where applicable).
Tailor induction and training delivery if English language skills are limited.
Ensure information regarding culture of healthcare, nationally, regionally and locally is given
together with relevant key legislation.
Professional and other Specialist Skills groups
Indicate protocols and support for Continuing Professional Development (CPD) and how they
will be updated.
If applicable, some emphasis on the culture/value system should be apparent.
Non-Executive Members
Arrange for awareness of key service areas including ‘partnerships’ to establish the wider
context of organisation
Awareness of full scope of induction but discussion to identify relevant input tailored to level of
knowledge.
Meet key individuals
Ensure any extra documentation is received included i.e. Annual report, policy summaries,
minutes of previous meetings etc.
Risk Management Strategy and framework.
School Leavers
Consider their training provision and discuss how or if this is to be applied.
Promoted / Seconded Staff
Awareness of full scope of induction but discussion to identify relevant input tailored to
individual level of experience.
Ensure awareness of their new terms and conditions, levels of pay, any additional benefits,
equipment etc.
Define clear responsibilities, objectives and review procedures are agreed.
For seconded staff only, clarity on length of secondments and process upon completion
understood and agreed.
Risk Management Strategy related to new responsibility.
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Appendix 2
INDUCTION TIMETABLE
TIMING INDUCTION TASK PERSON
TYPE RESPONSIBLE
Day 1 Corporate Introduction & Welcome Line Manager
Housekeeping, communications and on- Line Manager
site facilities
Tour of Workplace Line Manager
Health & Safety Line Manager
Overview of Trust Line Manager
Payroll Line Manager
HR Procedures Line Manager
Risk Management / Incident Reporting Line Manager
Miscellaneous Line Manager
Day 2 Directorate / Function and processes of directorate Line Manager
Service
Job Role, responsibilities and Line Manager
accountabilities
Induction Training Line Manager
Work shadowing & Attachments Line Manager
Meeting Key Personnel Line Manager
Personal Development Plan discussed Line Manager
Miscellaneous Line Manager
Day 2 – Service / Visits to PCT HQ/GP practices etc (if Line Manager/Work
2 months Locality applicable) Mentor
Work Shadowing begins Work Mentor
Training commences Relevant Trainer
2 weeks’ informal review Line Manager
2 months’ Formal Review and PDP Line Manager
setting
FORMAL INDUCTION ENDS
6 months Formal 6 months Formal Review and PDP Line Manager
Review setting
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NHS County Durham Mandatory/Statutory Training Matrix Appendix 3
All Staff Groups
Scientific,
Delivery Methods and
Training Nursing & Therapeutic &
Incl. Admin. & Clerical
Managers - see foot
Health Visiting Technical
Frequency
Reference
Provider
Training
Managers + Line
Notes:
Why/
Non - registered
Non - registered
registered
registered
Other Staff
Senior
note
Corporate Induction Organisation Once on joining Workforce, Corporate Induction
Induction Policy PCT Learning & Programme
Development
Individual support for local
Dept
induction via Line Manager
Once when or Preceptor (registered
Local Induction As above joining any new staff).
department
HASAW Act and Full Day non Health & Classroom
Core Mandatory – Management clinical (or Safety Not required by Senior
Health & Safety: Regs. Half day for Dept Managers who undertake
clinical who specific H&S and IOSH
Awareness
DSE Regs. need to attend training.
Fire Safety Man. Handling F/D annual MH
Display Screen Operations Regs.
course) Includes awareness of
Equipment every 3 years accident/incident reporting,
Non-Clinical or when risk COSHH and Lone Worker
Manual Handling assessment Policy.
dictates
otherwise
HASAW Act and Full Day then Health & Classroom Mandatory
Conflict Resolution Management ½ day every 3 Safety for all staff
Regulations years or when Dept
risk
assessment
dictates
otherwise
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Information Data protection 3 yearly All staff
Governance act refresher Includes Caldicott
All Staff Groups
Scientific,
Delivery Methods and
Training Nursing & Health Therapeutic &
Incl. Admin. & Clerical
Visiting Technical
Frequency
Reference
Managers and Line
Provider
Training
Notes:
Why/
Non - registered
Non - registered
Managers - see
registered
registered
Other Staff
footnote
Department of 1 day Workforce, Classroom
Health Once for new Learning & Mandatory for all
KSF/Appraisal & Development
reviewers & Reviewers/Appraisers
PDR for Reviewers/ refresher when
Dept
Appraisers necessary
Department of Workforce, Classroom
Health ½ day Learning & Mandatory for all
KSF/Appraisal & Development
Once for new staff
PDR Awareness for staff & refresher
Dept
Reviewees/ (WL&D Dept)
when necessary
Appraisees
Customer Care, PCT Requirement WL&D Classroom
Communication & 1 day Dept, Mandatory for all
Complaints Once & PALs/ staff
Management refresher when Complaints
necessary
PCT Requirement WL&D Dept Classroom
Equality & Diversity 1 day Mandatory for all
Once & staff
refresher every
3 years
CPR and ProCPR & Classroom
– – – – 2 hrs Annually CD&D Mandatory for all
Anaphylaxis
Foundation clinical staff
PCT Requirement Trust
CPR – for staff with – See – 2 hrs once every Mandatory for staff
First Aid NB 3 years As above with First Aid roles
responsibilities
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All Line Managers
Managers - see foot note
Delivery Methods
Delivery Methods and
Incl. Clerical & Clerical
Scientific,
Frequency
Reference
Nursing & Scientific,
Senior Managers and
Training
and Notes:
Nursing & Therapeutic &
Provider
Training
Incl. Admin. &
Frequency
Health Visiting Therapeutic &
Reference
Managers **
Why/
Health Visiting Technical
Provider
Training
Technical
Other Staff
Notes:
Why/
registered
registered
registered
registered
Training
All Line
Non -
Non -
Admin.
Other Staff
Registered Registered
and and
Non - registered Non - registered
Line
Core Management: HASAW Act and Full day Health & Classroom
Health and Safety Management Safety Managers are legally
Risk Management Regulations refresher
Annual half day Dept
Child Mandatory for all H&S
obliged to manage staff who
training for HV and
when daily with children
Protection deal
Incident
Child Protection Sch. Nursing
identified at
Level One PCT Services. Team
Investigation & Requirement KSF/appraisal/ NB: targeted training will
Reporting PDR PUBLIC also be developed for
Every 3 years
Root Cause for other HEALTH different staff groups
Analysis services.
Management Adults
Safeguarding Half Day Every WL&D Recommended for all staff
Development
(POVA) PCT 3 years Dept & with patient contact.
Programme (MDP) Requirement Multi-Agency
(To be advertised
separately – presently
Mental Capacity Recommended for all staff
under development) PCT ½ day WL&D involved in the
Act Awareness
To include topics such Requirement Dept direct/indirect care &
as: Rec & Sel, treatment of adults who
Managing Absence, need support to make
Discipline & Grievance, decisions
Introduction to
Financial Management,
PCT ½ day Health & Classroom
Project Management
Stress Management,
Leadership/Lean Requirement Safety
Principles etc, Dept
C3 Lookout – Lone Recommended for all
PCT 2 hours once WL&D clinical staff that are
Worker
Requirement Dept/Corp required to use this system.
Services
NB: Specific training for staff designated as risk assessors (several categories) example: first aiders, fire marshals – contact Health
& Safety Team
NOTE: Senior Managers/Line Managers - All managers with direct responsibility for staff
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* *Line Managers - All managers with direct responsibility for staff
Clinical Staff – Clinical Mangers to identify requirements for clinical roles using Job profiles/KSF Post Outlines.
Clinical Managers are required to attend sessions to retain their own clinical registration/competence.
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Scientific,
Frequency
Delivery Methods
Nursing & Therapeutic &
Reference
Health Visiting Technical
Training
Provider
Why/
Training
Incl. Admin.
Managers
& Clerical
and Notes:
Other Staff
registered
registered
registered
registered
All Line
Non -
Non -
**
Public Health Classroom
Infection Control PCT 1½ hours Infection Mandatory for all staff with
Requirement annually Control Team patient contact
HASAW Act and Annually or Health & Classroom
Moving & Handling Manual Handling when risk Safety Dept All staff who are involved
(clinical) Operations assessment in moving and handling
Regulations dictates patients must attend
otherwise
Nursing & Once with Adult Classroom Recommended
Syringe Drivers – – – Community annual Services for all Clinical Staff
Services refresher responsible for syringe
driver use
PCT 1½ hours TBC Classroom
Domestic Violence Requirement annually
Annual ½ day Child Classroom
training for HV
Child Protection and Sch
Protection Mandatory for all staff who
Level Two PCT Nursing Team work directly with children
Requirement Services PUBLIC
HEALTH
Half Day Classroom
Annually
Immunisation and – – – PCT Public Health For all staff administering
Vaccinations Requirement imms & vacs
Clinical Records PCT Half Day Nursing & Classroom
Annually
Management Requirement Patient
Safety
Notes:
The mandatory/statutory training matrix is intended to be a simple guide for all Primary Care Trust employees. All other topics will
come under essential training and will be role specific, for example: you will be unable to fulfill your job description/role without this
training. There is a need to ensure that this information is captured within KSF post outlines and evidence identified within examples
of application and preceptorship competencies. Rolling programmes will be required to meet these requirements.
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Please Note: this is a working document and all courses are presently being mapped across to the Knowledge and Skills Framework and
National Occupational Standard competencies.
COSHH Control of Substances Hazardous to Health
CPR Cardio Pulmonary Resuscitation
DSE Regs Display Screen Equipment Regulations
E-LEARNING Electronic-learning (online) packages will be available soon for all staff to access
ESSENTIAL Essential – necessary for job roles
F/D Full Day
HASAW Act Health and Safety at Work Act
HV Health Visitors
IOSH Institution of Occupational Safety and Health
KSF Knowledge and Skills Framework
MANDATORY Required by the PCT
Mandatory training is essential, service-specific training that all or identified groups of staff must undertake to enable them
to work to required standards and for the organisation to achieve its objectives as determined by national, local and
professional guidelines, organisation policies and legal or accreditation requirements.
MAN HANDLING Manual Handling
PDR/PDP Personal Development Review/Personal Development Plan
PRECEPTORSHIP A process of support and guidance during the early months of your career or at times when your role changes
significantly.
SCH. Nursing School Nursing Services
STATUTORY Required by law
Statutory training is training that is required by law and is governed by a statutory instrument. It is part of a package of
measures to ensure the health, safety and welfare of employees when carrying out their professional duties.
TBC To be confirmed
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Appendix 4
INDUCTION REVIEW SHEET
Name: Job Title:
Directorate: Line Manager:
Review: (indicate as appropriate) 2 Month Review 6 Month Review
Date:
INDUCTION PROCESS
How do you feel the induction process has helped you to integrate into the Trust?
Do you have any concerns or are you experiencing any problems at this stage?
From your experience to date, do you feel that the induction process needs to be improved
and if so how?
Do you have any other comments or suggestions?
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KNOWLEDGE AND SKILLS
What knowledge and skills have you learnt in the first 2 months of your employment with the
Trust?
TRAINING AND DEVELOPMENT PLAN
Has your training and development plan been discussed with you and implemented?
Have you successfully completed your induction-training programme? If no, please state
what training you still have to undertake
Can you describe any areas in your new role that you feel would benefit from further training?
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MANAGER’S COMMENTS
Manager’s Comments
(to be completed by employees Line Manager)
I agree that this review is a fair summary of the discussions and agreements made between myself
and the Line Manager.
Line Manager’s Signature: ............................................ Date: ...................................
Employee’s Signature: ................................................ Date: ...................................
A copy of each review should be retained by the employee and a copy placed on his/her personnel file.
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Appendix 5
INDUCTION CHECKLIST
Employee Name: Start Date:
Manager/Designated Person: Induction Date:
Directorate: Target Date for Completion:
FIRST DAY
Task Person Key Employee Employer
Respon- Documents Signature/ Signature/
sible Date Date
Overview of Induction Line
process Manager
Housekeeping Line
Immediate security Manager
Fire safety procedures *
Fire drills, tests and
evacuation procedures *
Issue of identity badges /
security codes / keys for
access
Passwords /e-mail accounts
Smoking Policy
Parking Facilities
Onsite Facilities - toilets*, rest
areas*
Tour of Workplace Line Floor Plan for
Key sections Manager base location
Introduction to
colleagues/TU reps etc
(where applicable)
Issue location plan of
premises
Health & Safety Line First Aiders
First Aid * Manager Fire Wardens
Fire Procedures*
Accident/
Accident Reporting * incident/near
miss reporting
procedure
Accident Book
Mandatory training provision Training Plan
(discussed and arranged)
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Appendix 5 continued
FIRST DAY CONTINUED
Task Person Key Employee Employer
Respon- Documents Signature/ Signature/
sibile Date Date
Overview of Trust
Brief overview of Line Background to
Trust/Directorates to include: Manager Trust
The area – health profile Org Charts
The Trust, strategy, Meeting
mission, values, key Timetables
objectives Handouts re Trust
Organisational Structure Strategic and
Introduction to Primary Financial info
Care; Shared Services; Overview of
PALS; and Caldicot. Directorates
Overview of Directorates
Key policies and procedures
On call procedures
Complaints / compliments Complaints Policy
and the Media* / Media Handling
HR Procedures
Collect and initiate payroll Line Payroll Starter
details Manager Forms
Refer individual to web site Payroll Overview
for access to HR policies Document
and procedures Pensions Opt Out
Communications
Team/Directorate Contacts Lists
telephones and e-mail
directory
Miscellaneous
Trade Unions and the Trust Line Library Services
Check understanding of day Manager Action for Life
Q & A and any outstanding Delivery. Quality
issues Healthcare
Guidance on where Moving Childcare
additional information can Forward
be found PALS information
Issue supporting handouts Your guide to
for self-directed learning NHS
* These items are mandatory for all staff including temporary workers irrespective of length of
contract.
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Appendix 5 continued
WITHIN 2 WEEKS OF START DATE
Task Person Key Employee Employer
Respon- Documents Signature/Date Signature/Date
sible
Visit to Trust HQ Line
(If applicable) Manager
Arrangements for shadowing Line
key staff Manager
Commence any mandatory and Line Training
job related training Manager Matrix
Visit GP Practices/community Line
nurses (if applicable) Manager
2 week informal review Line
Manager
WITHIN 4 WEEKS OF START DATE
Task Person Key Employee Employee
Respon- Documents Signature/Date Signature/Date
sible
Ensure mandatory and job Line
related training is scheduled in Manager
Introduction to Library Service Line
Manager
2 month Formal Review Line
Personnel Development Manager
Plan Setting
Induction Evaluation
6 MONTH REVIEW
Task Person Key Employee Employee
Respon- Documents Signature/Date Signature/Date
sibile
Ensure mandatory and job Line
related training has been Manager
completed
6 month Formal Review Line
Personnel Development Manager
Plan Setting
Induction Evaluation
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Appendix 6
DIRECTORATE SPECIFIC INDUCTION CHECKLIST
Task Person Key Employee Employer
Responsible Documents Signature/Date Signature/Date
INDUCTION CHECKLIST
Overall function of the Directorate Line Manager Directorate
specific info
Key Services and (where
programmes/links to Trust plan applicable)
How service fits with other Aims/Objectives
Directorates, PEC etc of Directorate
Links with shared services, other Directorate
Trusts, external agencies and/or Structure
voluntary sector
List of regional
Directorate/Team Meetings Health
Professionals
Ordering arrangements/petty cash
and budgets
Awareness of key policies and
how to access them and Trust
Staff Charter
(And any other appropriate directorate
led information as defined by Line
Manger)
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Appendix 6 cont.
DIRECTORATE SPECIFIC INDUCTION CHECKLIST
Task Person Key Documents Employee Employer
Responsible Signature/Date Signature/Date
LOCAL INDUCTION Line
Job Description Manager
Roles & Responsibilities * Job
Accountabilities Description
Flexible Working *
Key Objectives/KPI’s Key Objectives
1:1 Supervision/Line Management arrangements
Mandatory training checked & agreed Key Services
Job related training checked & agreed
Set date for Personal Development Plan
Arrangements for work (including transportation Training Plan
provision where applicable)
Meetings with key people – internal and external
Arrangements for ‘on the job’ attachments specific
to Directorate
(And any other appropriate job-related information as
defined by Line Manager)
Miscellaneous
Issue financial claim forms (if applicable) Expenses/ Mileage
Check understanding of day Forms
Q & A and any outstanding issues
Guidance on where additional information can be
found
Issue directorate and local information handouts for
self-directed learning
These items are mandatory for all staff including temporary workers irrespective of length of contract.
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Appendix 7
NON-ATTENDANCE FORM
This form is to be completed when individuals have not attended a booked
mandatory training session/course/event and have:
failed to cancel
cancelled at short notice (less than 1 week before)
Name of employee:
Designation:
Base/Location:
Course Title:
Course Venue:
Attendance Date:
Reason for non-attendance:
Arrangements made to attend
another course and dates if
available:
…………………………………………………………….. …………………………...
Employee Signature Date
…………………………………………………………….. …………………………...
Line Manager Signature Date
PLEASE RETURN THIS FORM TO THE HR DEPARTMENT, FERN COURT, BRACKEN HILL
BUSINESS PARK, PETERLEE, SR8 2RR
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Appendix 8
NHS County Durham
Staff Charter
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The Staff Charter outlines what you can expect from the PCT as your employer, and the
principles and responsibilities that all staff will work within.
Organisational principles & responsibilities
All staff working within the PCT will be entitled to:
be treated with respect and dignity, free from unreasonable behaviour, discrimination,
harassment, bullying and violence
be treated fairly and consistently
be respected as individuals and have their needs and wishes taken into account
contribute ideas and voice concerns without fear of victimisation
contribute to decision making on service changes and modernisation plans
acknowledge stress without fear of stigma or reprisals
be treated with care and consideration for their welfare when unfit for work
given information and advice about their rights
a safe and secure working environment
be represented fairly over issues that affect their pay and conditions, and to join a recognised
trade union or staff association
receive appropriate remuneration according to agreed terms and conditions of employment
have equal opportunities for employment and advancement with their diversity being accepted
and valued
have access to adequate, clean efficient facilities
be encouraged in an open and honest approach at the earliest stage in order to influence
decisions that affect both the organisation as a whole and staff as individuals
have their performance appraised objectively
be treated with fairness in discipline or dispute, and to have the right to appeal
be treated with fairness and dignity when they leave the organisation
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Staff principles and responsibilities
All staff are required to:
treat colleagues with respect, regardless of grade or position within the trust, respecting
differing views and opinions
be open to constructive feedback
be committed to their personal development
be accountable for their professional conduct
behave with honesty and integrity – openly sharing ideas and concerns with managers
recognise and thank colleagues for jobs well done
work individually and collectively to provide the most cost-effective, high quality service
treat confidential personal information about colleagues with the same respect given to patients
and their relatives
work flexibly and adapt skills and attitudes to meet the Trust’s needs as they change and
develop
report any mistakes in practice in order to protect the welfare of patients and to improve the
service
contribute to and show commitment to the achievement of the Trust’s objectives
adhere to the Trust’s policies and procedures
take responsibility for their own and others safety
adopt a positive attitude and promote a positive image of the Trust
Challenge unacceptable behaviour and language
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