Employee Induction Programme Competence Guidelines Form

							                                   EALING PRIMARY CARE TRUST
                                        SEPTEMBER 2004


                       REMUNERATION & MANAGING PEOPLE COMMITTEE


                                         INDUCTION POLICY

1.           INTRODUCTION

Ealing Primary Care Trust recognises that the initial period of employment for new
employees is crucial if they are to be properly oriented into the organisation. An effective
induction programme will help employees to settle into their surroundings and enable them
to respond effectively and safely to the demands and responsibilities of their jobs.

The induction policy applies to all levels of staff and is an important means of achieving
competence and helps to ensure compliance with safe working practices. The induction
process is approached systematically and takes account of the needs of all employees.

There are a number of people responsible for the success of the induction of a new
employee. The people critical to the success of induction are:

             Employee
             Line managers
             Human Resources
             Learning and Development Service

 Employees also have a responsibility, when called upon, to take part in the induction of
 new employees and to do so to the best of their ability. There are three main areas that
 play an important part in the induction process:

             Recruitment and selection
             Corporate induction
             Local inductions to the job and work place


2.           RECRUITMENT AND SELECTION

We recognise that the induction process starts with the first contact that a potential
employee has with the Trust. It is, therefore, important that the information provided for job
applicants is appropriate, honest and interesting. First impressions of a job often create the
future expectations of an employee and, therefore, the information given should be realistic,
so as not to create false expectations, which cannot be realised when successful applicants
start work.

The following procedures must therefore, be followed:

            A job pack containing appropriate organisational and departmental information, as
             well as a job description and person specification, will be provided for all applicants

            Applicants will be encouraged, whenever appropriate, to attend informal visits/open
             days, which give more details about the job and develop the information already
             given to employees.

            Applicants will be given a copy of the NHS Knowledge and Skills Framework outline
             for the post.

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        Advertisements will follow equal opportunities guidelines and be tailored to meet the
         needs of each job so as to attract and inform potential staff in a cost effective manner

        All line managers and personnel participating in recruitment and selection are trained
         and proven to be competent in recruitment and selection, including equal
         opportunities and diversity legislation

        All applicants receive notification of whether they have been selected for interview

        Information to new employees is sent as soon as possible following appointment -
         this should include:

                       An appointment letter
                       A contract based on satisfactory references and occupational health
                        result
                       An outline of the employee’s induction programme


3.       CORPORATE INDUCTION

All employees, including members of the Trust Board, clinicians, managers, bank, locum and
agency staff, together with, whenever relevant, contractors and volunteers are provided with
appropriate induction and risk management training. This contributes to the risk
management culture of Ealing PCT, which is embedded at all levels throughout the
organisation. Corporate induction courses of 2 days’ duration are held monthly. New
employees will automatically be invited to the corporate induction course as soon as
possible after, and certainly within one month of their start date (see Appendix 3 for topics
covered on the two-day corporate induction course).


4.       LOCAL INDUCTIONS INTO THE JOB AND WORKPLACE

Induction in to the workplace and in to the requirements of the job is critical to a new
employee and provides a basis for effective performance. A planned programme for
employees should be arranged in advance, which includes meeting all the people with whom
the new employee will work or need to contact. This programme will enable new employees
in their progression towards becoming fully competent and effective in their jobs. Line
managers should consider appointing mentors to facilitate the settling in period.


Two induction checklists - one for clinically based staff and one for non-clinical staff, see
Appendices 1 and 2 - are made available to line managers as outlines of the requirements of
all levels of staff. Once the lists have been discussed and signed off, the line manager
should retain them.

The employee will be provided with a copy of the Foundation Knowledge and Skills
Framework Outline, which indicates what they need to achieve by the end of the first year in
post. For those new to the NHS, an explanation of the Knowledge and Skills Framework
and Developmental reviews.

New employees are also made aware of the Health and Safety Policy and its requirements,
prior to attending the Corporate Induction course




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Remuneration & Managing People Committee – Induction Policy

5.      MONITORING AND REPORTING ARRANGEMENTS

As part of the PCT’s clinical governance and risk management arrangements, the
Directorate of Human Resources and Development and service line managers maintain
records of attendance for all staff attending mandatory and statutory training, which
incorporates the induction programme for the organisation and the specific local induction,
which is appropriate to the service in which they are working.

A quarterly report on attendance and non-attendees is presented to the Clinical and
Organisational Governance committee and circulated to all managers for feedback.

The Head of Risk Management and Controls Assurance and the induction leads in the
Directorate of Human Resources and Development monitor training course evaluations and
review the induction programme content in line with current legislation and service demands.

Checklists are provided for managers to help ensure all aspects of induction duties are
carried out. See appendices (1) and (2) below.

6.      POLICY REVIEW

Trust Board Sept 2004, to be reviewed May 2005.




Kyriacou Kyriacos
Director of Human Resources and Development




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Appendix 1

Manager’s Induction Checklist 1, for all new employees

Tick when task completed. Delete where appropriate. Provide training where appropriate.
Send completed form to Rob Houlihan, Primary Care Education Centre.

     Photographic ID badge (if appropriate)
     Fire procedure – escape routes and break-glass points
     Name/ext # of First Aider, holder of First Aid box
     Absence reporting procedure
     Contact telephone numbers (department, switchboard, etc)
     Telephone user guide
     IT information pack (will be available from 2004)
     IT skills assessment form (will be available from 2004)
     IT Helpdesk number – 160
     Car parking procedures at your site
     Workstation Assessment (e-mail Marie.tanner@ealingpct.nhs.uk)
     Attendance at Induction Course, PCEC, (all new starters automatically invited)

     Staff regulations – the following information is contained in the induction manual,
    which all new starters are given on the induction course. If it will be some weeks before
    they can attend, you may want to provide them with the information earlier.
           o Occupational Health Service – (pages 19–22)
           o Leave procedures (pages 9-10)
           o Training and study leave procedure (page 14)
           o Confidentiality (page 5 and 11)
           o Press enquiries (page 11)
           o Data Protection Act (pages 11-12)
           o Customer/patient complaints procedure (PALS) (pages 37-40)
           o Improving Working Lives scheme (pages 28-30)
           o Dress code (page 12)
           o Telephone / mobile phone use – policy (page 12)
           o Medical and dental appointments (page 13)
           o Travel and subsistence (page 13)
           o Gratuities (page 12)
           o Falsification of claims (page 12)
           o Pension’s contact # 01932 723773 / 01932 722814
           o Child Protection contact # 020 83548980 / 020 83548068
           o Major Incident procedure (pages 35-36)




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Remuneration & Managing People Committee – Induction Policy

Appendix 2

Managers’ Induction Checklist 2, for clinically based staff only

The following must be undertaken by the employer/supervisor before employee starts work:

  Check Photographic ID and where applicable NMC card or other professional credentials
against photographic ID e.g. age on ID to person presenting for work
  Identify equipment/emergency bell and process for cardiopulmonary resuscitation
  Locate and demonstrate emergency buzzer
  Identify clinical waste areas and locate sharps boxes etc
  Identify fire exits, extinguishers and assembly point in the event of a fire
  Demonstrate telephone systems, locate the numbers for use in emergency
  Explain access for the computer (log in as a temporary user) and medical records/cards
that
   would be required to work effectively
  Explain the referral system for specialists such as diabetic or other emergency clinics or
procedures
   Locate risk management strategy and contact details for related risk control staff
  Locate clinical procedure, policy and all Guidelines, e.g., Coronary Heart Disease
   (CHD) folders
  Explain procedure for autoclaving and sterilisation where appropriate, gives training as
required
   Ensure the employee has a copy of Risky Business leaflet
  Obtain a specimen of temporary/agency staff’s signature
 Procedure for ordering of supplies and equipment relevant to sphere of clinical practice
 Specific for non-medical prescribers – explain process for obtaining prescription pads.
Give contact name for Lead Nurse for prescribing – Julie Belton 020 88930317

The employee has a responsibility to adhere to all of the above and to check the following:

  Check that the cold chain process has been
   maintained, specifically for immunisation
   vaccine fridge storage
  Each employee is accountable for effective
   record keeping and ensuring they have
   access to all healthcare records of the patients
   managed
  Prior to starting work it is advisable to agree
   the clinic time allocated to each appointment
   and negotiate this with the appropriate
   manager or health professional to ensure that
   patients receive the best possible care or
   treatment
  Temporary/agency staff must sign that they
   have read and understood all of the above.

Please send completed form to Rob Houlihan, Primary Care Education Centre.




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Appendix 3

Topics Covered On Corporate Induction Courses

       Director’s welcome
       Human Resources
       Confidentiality
       Data Protection
       Consent
       Improving Working Lives
       Diversity Awareness
       Fraud awareness
       Pensions
       Child Protection
       Corporate Governance – risk management and controls assurance
       Clinical Governance, including adverse incident reporting
       PALS and Handling Complaints
       Patient and Public Involvement
       Occupational Health
       Infection Control
       Emergency Planning
       Training and Development
       Personal Development Planning and Appraisal Guidelines

Risk Management topics

       Health and Safety
       Fire Prevention
       Safer Handling
       Clinical and organisational risk identification
       Controls Assurance standards (22)




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