STAFF INDUCTION POLICY

Human Resources Department

Norfolk and Norwich University Hospital
Date Policy first May 1995
issued
Date of last Review October 2006/December 2008
Next Review Date March 2009 Policy No:
TP3
Author Julia Watling & Lorna Jaggard
E-mail of Author Julia.watling@nnuh.nhs.uk
CONTENTS PAGE

Policy Statement

1.0 Aim 3

2.0 Statement of Intent 3

3.0 Scope of the Policy 3

4.0 Trust Responsibilities 3

5.0 Managers Responsibilities 3

6.0 Individuals Responsibilities 3

7.0 Preceptorship Schemes 4

8.0 Monitoring 4

9.0 Medical equipment & devises 4

Staff Induction

1.0 Trust Handbook/CD Information 5

2.0 Corporate Induction Programme 5

3.0 Corporate Induction – Medical Staff 6

4.0 Corporate Induction – Temporary,

Bank, Agency and locum personnel 7

5.0 Local/Departmental Induction Programme 7

6.0 Staff moving from outside Departments

Within the Trust 8

7.0 Part time staff 8

Appendices – illustrating different check lists for different roles

A – Local (Speciality) Induction

B – All Staff Induction Checklist
C – Additional Checklist for Senior Management Appointments
D – Additional Checklist for Clinical Directors/Divisional CD’s

Medical Staff Only

E - Consultant Induction
F - Example of Medical Induction Programme

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INDUCTION POLICY STATEMENT

1.0 AIM

The Trust aims through the introduction of this policy to enable all managers to
follow good practice in the induction of their staff. The Trust is committed to
the importance of Induction training in providing all staff with a positive
welcome to their employment with the Trust.

2.0 STATEMENT OF INTENT

The underlying objective of this policy is to ensure that all new starters,
whatever grade or discipline, undertake a structured and comprehensive
induction that will enable them to provide a safe and efficient service within
their specialist area.

3.0 SCOPE OF THE POLICY

This policy and code of practice applies to all Trust staff whether joining the
Trust as a new member of staff or transferring between departments. It is
important that all staff complete a Departmental induction along side the
Trust’s Corporate induction.

4.0 TRUST RESPONSIBILITIES

4.1 The Trust will provide corporate induction for all new starters.
4.2 The Trust will provide guidance for local induction procedures for
managers to follow.
4.3 The Trust will ensure that both the corporate and guidance for local
induction are updated on a regular basis
4.4 The Trust will ensure that both corporate and local induction is recorded
centrally on the Trust Training database, Employee Staff Record (ESR)
and Oracle Learning Module (OLM).

5.0 MANAGERS RESPONSIBILITIES

5.1 The manager is responsible for ensuring that their new starter attends
the corporate induction programme within one month of joining or as
soon as reasonably practicable.
5.2 The manager is responsible for ensuring that the local induction
procedure and checklist are followed for all new starters. They are also
responsible for keeping copies of completed checklists on file and for
notifying the Training Department of completion. For medical staff please
refer to section 3 and the use of a CD-rom rather than a check list.
5.3 The manager is responsible for satisfying themselves that a new member
of staff is competent and safe to carry out their duties.
5.4 The manager must identify preceptors and supervisors as appropriate for
new staff.

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6.0 INDIVIDUALS RESPONSIBILITIES

6.1 The individual member of staff is responsible for attending the corporate
induction programme.
6.2 The individual is responsible for completing their local induction
programme with their manager.
6.3 The individual member of staff is responsible for carrying out tasks and
duties in the manner described by their manager or specialist staff at the
corporate induction, acting safely and competently at all times.
6.4 Where an individual does not feel that they are yet competent to carry out
their role safely and competently they should inform their manager as
soon as possible.

7.0 PRECEPTORSHIP SCHEMES FOR NEWLY QUALIFIED STAFF

7.1 There is a Trust-wide 12 month preceptorship programme for newly

qualified nurses, midwives and Allied Health Professionals (AHP’s) who
enter their profession at band 5. The manager is responsible for
allocating a preceptor and monitoring progress of the preceptee.

8.0 MONITORING

8.1 Adherence to this policy will be monitored by the Training Department

and NANIME [1].
8.2 The monitoring of local induction procedures being carried out is the
responsibility of Service Managers, Departmental leads for medical
education and college tutors , Heads of Corporate Departments and the
Training Department.

9.0 MEDICAL EQUIPMENT AND DEVICES

9.1 Employees must not operate or use any piece of medical equipment or
medical device unless they are competent to do so and have received
training or instruction on how to use the particular medical device or
equipment.

[1] NANIME is the Norfolk and Norwich Institute for Medical Education and is a
separate department concerned with induction, training and education of medical and
dental staff.
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STAFF INDUCTION
1.0 TRUST STAFF HANDBOOK /CD INFORMATION

1.1 A Staff Handbook (available on the intranet) or CD-Rom should be provided to

all staff on their first day of employment or sooner. It acts as a reference
document containing information on what staff need to know, should know or
may wish to know about the Trust and their employment.

1.2 The handbook refers to contractual and non-contractual information and

should be read in conjunction with the Principal Statement of contract of
employment and Supplementary Statement.

1.3 The intranet contains an electronic version of the Staff Handbook and this is
updated when necessary.

2.0 CORPORATE INDUCTION PROGRAMME - NON MEDICAL STAFF

2.1 All new starters must attend the Corporate Trust induction programme within
one month of starting employment. Where this is not possible new starters
should be booked onto the next available programme.

2.2 Bookings for staff to attend corporate induction should be made via email to:
mandatory.training@nnuh.nhs.uk. Once the Training Department has received
the booking a confirmation letter will be sent to the member of staff confirming
dates and venue.

2.3 Alongside an employee’s Corporate Induction, employees will undertake

mandatory training. Modules include; Fire; Health and Safety; Infection
Control and Manual Handling.

New staff must not undertake any moving or handling in ward/departmental

area unless they have had appropriate training.

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3.0 CORPORATE INDUCTION – MEDICAL STAFF

3.1 JUNIOR DOCTORS IN-TRAINING

All doctors in training attend the mandatory one day medical induction
programme organised on the first Wednesday of each month by NANIME.

A CD-rom containing important induction information will be given to all

doctors and includes information regarding the Staff Handbook, guidelines on
doctors’ mail, locum arrangements, requesting leave, and information on
where to access clinical guidelines and protocols. Induction material must also
include information on the following Trust policies: Fire, Health and Safety,
Infection Control, Occupational Health, Resuscitation, Risk Management,
Incident Reporting and the Cyber Code of Conduct.

Each Department should provide doctors with information pertaining to their

speciality and the competencies required, as well as adequate information on
departmental and other relevant staff. Each junior doctor should be allocated
an Educational Supervisor at the start of their employment who will meet with
the junior doctors on a regular basis to discuss competence, training and
development needs.

Newly qualified F1 doctors are also invited to shadow the outgoing F1 doctors
in the week before they commence employment .

3.2 CAREER GRADE and Non Consultant Career Grade DOCTORS*

* e.g. Consultants, Associate Specialists, Staff Grades, Speciality Doctors and

Trust Grades.

The Induction CD will be issued by the Medical Staffing Department to all

doctors in these grades.

They are notified of the monthly medical induction organised by NANIME and
non-attendance is followed up.

The relevant department will arrange a speciality specific induction for this
group addressing the various requirements depending on grade.

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4.0 CORPORATE INDUCTION - TEMPORARY, AGENCY, BANK AND LOCUM
STAFF

4.1 Agency and locum personnel work in the Trust in a variety of ways. Some
attend to cover one shift on one occasion only. Others may be employed for a
fixed period over a longer timescale and others may be employed by an
agency and return to the Trust to cover shifts over a longer period of time.

4.2 The use of the corporate induction programme for these personnel should be
considered depending on the nature of the employment. However local
induction procedures should be carried out with all of these personnel on
commencement of their employment. See section below on local induction
programmes.

4.3 Locum doctors who are not already working in the Trust must be provided with
the induction CD as part of their pack from Medial Staffing prior to the
commencement of their duties and requested to review its contents at the
earliest opportunity on their first shift. All locum doctors will be given an
introduction to the speciality and the competences required. Locums or
Agency personnel who are employed to work in the Trust for a period of four
weeks or more will be required to attend the appropriate monthly corporate or
medical induction programme. The Clinical Director and Service Manager in
each speciality/department is responsible for ensuring compliance with this
part of the code of practice and that it is applied as far as is reasonable to
short notice/short stay locums.

5.0 LOCAL (Speciality) INDUCTION PROGRAMME

5.1 To complement the Trust Corporate Induction programme, local departmental

induction should include provision of adequate and appropriate information
regarding local procedures and orientation to the Department.

5.2 Local Induction information for medical staff should include: -

On call, out of hours cover and doctors rotas;

Arrangements for sharing workload and internal departmental
arrangements

Protocol and using secretaries;

Booking and reporting arrangements for sickness, annual and study leave;

Information on handling Major Incidents

Bleeps

Local policies and procedures

Familiarisation with equipment and procedures and appropriate training
requirements.

For Consultants the following must also be arranged:-

• Initial orientation period - first 2-3 days free of clinical commitments.

• Meeting with Chief Executive and Medical Director
• Meting with other relevant clinicians/senior manager
• Meeting with Risk Manager
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 • Contacts for radiology, histopathology, biochemistry, etc. as appropriate.

Details of the induction programme must be forwarded to medical staffing for

inclusion on the relevant personal file. In the case of Junior doctors the
Educational Supervisor will inform the Trust Clinical Tutor of individuals’
completion of the local induction.

5.3 It is the responsibility of the line manager/Clinical Director to ensure that the
new member of staff has an induction into the department and that adequate
support is provided. The line manager should arrange for either themselves or
another senior member of staff within the department to meet with the new
starter at the beginning of their first period of duty. In addition the line
manager should arrange to spend time with the new starter as soon as is
practical after the start of employment.

5.4 A member of staff should be nominated to show the new employee around the
department and introduce them to colleagues and other key staff in the
organisation if the manager or nominated deputy is unable to do so. They
should be available to act as an advisor over the first few weeks to answer any
questions that arise. This can be extended if the manager considers there is
an initial need for further advice/supervision.

5.5 Within the first two months of employment, the line manager should meet with
the new appointee to establish their performance objectives, standards to be
met, and any training needs that may have been identified during the selection
process or subsequent to starting the job. There may be different
departmental arrangements for Medical Staff.

This meeting will also serve to introduce the employee into the Trust Appraisal
Process, set out the relevant competences under the NHS Knowledge and
Skills Framework and identify a Personal Training and Development Plan. It
also enables a record to be made of future mandatory training dates.
Subsequent review meetings, which will include an element of performance
review, can be timed to coincide with the ongoing appraisal cycle.

5.6 All new staff should have completed their local departmental/speciality
induction checklist with their line manager or mentor at this time. A copy of the
signed checklist should be sent to the Training department and the original
placed in the employee’s personal file. In the case of junior doctors, the
Educational Supervisor will inform the Trust Clinical Tutor of individuals’
completion of local induction.

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6.0 STAFF MOVING FROM OTHER DEPARTMENTS WITHIN THE TRUST.

When existing staff transfer, they should be provided with a local induction
programme as described in Section 5.0. These staff do not need to re-attend
the Trust/corporate induction programme.

Employees who leave and return to the Trust should receive a localised
induction and attend Corporate induction along side completing their relevant
mandatory training modules if their break in service has been longer than one
year.

7.0 PART TIME STAFF

Part time staff are required to attend the Corporate induction programme.
However, in recognition of the operational difficulties this may cause, and the
timing of the corporate induction course, staff may need to attend this outside
their normal working hours. In this case, time back will be given or payment
made for additional hours.

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 APPENDIX A

DEPARTMENT INDUCTION CHECKLIST – All Staff

NEW EMPLOYEE: ……………………………………...

LINE MANAGER: ……………………………………...

DATE OF START OF EMPLOYMENT: ……………………………………...

DATES TRUST INDUCTION COURSE BOOKED: ……………………………………...

(TO BE WITHIN ONE MONTH OF ABOVE DATE):

DATE FIRST APPRAISAL MEETING BOOKED: ……………………………………...

(TO BE WITHIN TWO MONTHS OF ABOVE DATE):

General Principles:

This checklist aims to standardise local departmental and speciality induction

arrangements across the Trust and assist all departments to cover the essentials
needed to help induct a new member of staff safely and quickly.

 All staff should attend the Trust corporate induction course within one month of
the start of employment. However certain issues need to be highlighted at the
very start of employment, as part of the local departmental induction (refer to
Section 5.0 of Code of Practice). The Trust corporate induction course will then
supplement and broaden this knowledge.

 The Staff Handbook/CD is not a substitute for either corporate or local

departmental induction.

 Department Heads should consider what information, specific to their own area,
needs to be included and space is provided for this below the generic list.

 Certain items on the list should be covered within the first day of employment and
these are highlighted overleaf.

 Line Managers/Clinical Directors or Medical Educational Supervisors should

ensure that every effort is made to cover the whole checklist within two months of
the first day of employment.

 The following pages contain checklists which must be completed in the time
frames indicated. At the end of the first month of employment, the manager and
new employee should review the checklist and make definite arrangements for
any remaining gaps to be filled within the second month of employment.

 By the end of two months of the start date, the form must be completed, signed
off by the new employee and line manager, a copy placed on the personal file
and a copy sent to the Training Department.
 APPENDIX B

FOR ALL NON MEDICAL STAFF TO THE TRUST

Day One
Provide new employee with:

 Staff Handbook (via intranet, email or CD-rom)

 Organisational structure of own area identifying posts and individuals
names
 Name of person to contact in an emergency
 Name of clinical supervisor, educational tutor or mentor
 Map of local area and hospital site
 ID badge (proximity card at NNUH)

Introduce new employee to:

 Nominated member of staff to act as guide/supporter for first few weeks.

 Basic facilities – toilets, local refreshment facilities/hospital rest rooms/
restaurants
 Local Fire exits/fire extinguishers/procedure for evacuation in event of fire
 Moving and handling arrangements
 Local arrangements for lifting with supervision
 Blood transfusions
 Hepatitis B/C safety
 Resuscitation arrangements
 Medicine’s Management and other clinical policies, protocols & procedures
as appropriate (including Infection Control)
 Bleep arrangements
 Use of mobile phones (effect on ward equipment)
 Arrangements for reporting sickness absence
 Caldicott obligations and responsibilities re: confidentiality
 Cyber Code of Conduct compliance
 Procedures for waste disposal (in Health & Safety Manual)

Within first month of employment

Ensure new employee is familiar with:

 All Departmental staff
 Senior manager availability (out of hours arrangements, Operational
Practitioners)
 Awareness of Occupational Health dept (role, purpose & services)
 Authorised signatories, drugs, stationery, time sheets, etc.
 Local first-aid representative, and how to contact them
 Infection Control Manual (intranet/e-learning available)
 Health and Safety protocols and representatives
 Local on call/shift patterns
 Useful contacts within and outside own department
 Location of Trust Policies & Procedures – intranet/departmental manual
 Working hours/any flexible arrangements
 Leave requesting system (annual/study/off duty/special leave, etc)
 Availability of INTRAN translation services and how to access
 Accidents and incident reporting
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 Arrangements for reporting faults
 Information giving and handling
 Uniform policy, dress code and general appearance (hair/jewellery etc)
 Regulations on personal telephone calls on land lines and mobiles
 Arrangements for breaks and eating/drinking in work area
 Timekeeping expectations
 Use of laboratories
 Stress importance of maintaining statutory registration and implications of not
doing so
 Establish competence in manual handling/lifting in order to identify training
needs
 Waiting List Management & Policy training if appropriate
 How to complete hours claim forms such as N1’s, bank forms,
 How to complete petty cash claims, travel and subsistence claims
 Human Resources Policies and Procedures – via the Intranet
 Arrangements for Appraisal and Personal Development Reviews
 Full KSF outline for post issued as appropriate

Departmental/Speciality Checklist

This section should be completed by a senior member of the department, prior to the
new employee’s starting date. It is intended for departmental specific items, e.g.
familiarity with departmental specific equipment, systems and protocols;
demonstrated competence in use of syringe pumps, blood gas analysis, other
medical devices; who to contact regarding equipment breaks down, etc.

(please write in any departmental specific items below)







Within two months of start of employment

For all staff:

 Trust/corporate induction programme Date attended …………………..

 Accessed key Trust policies including Cyber Code of Conduct and Standards of
Business Conduct

 Departmental induction completed Date completed …………………

For non-medical staff (Including Perceptorship):

 Undertake 1st stage appraisal meeting to set objectives and identify training
needs in accordance with the NHS Knowledge and Skills Framework

Date carried out:…………………….Next review date (month)…………………..

(There are separate appraisal schemes for medical staff.)

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 APPENDIX C

ADDITIONAL CHECKLIST FOR SENIOR MANAGEMENT APPOINTMENTS

 Meetings arranged as appropriate according to role but should include:-

 Departmental Heads
 Appropriate Service Manager(s)
 Appropriate Divisional General Manager(s) / Clinical Director(s)
 Introduction to Executive Team
 Finance department
 Human Resources department
 Practice Department & Education

 Arrange Budget Management Training - finance

 Dates for divisional meetings provided
 Relevant committee structures
 Details of other meetings to attend

Policies/Guidelines Initial

 Code of Business Conduct Read and understood

 HR Policies Aware of key policies and

where to refer to them

 Financial Procedures Read and understood

 Safer Recruitment Guidelines Read and understood

 New Procedure for Self-Referral, Read and understood

Competence or Capability Concerns

 NHS Code of Conduct for Managers Read and understood

Other policies specific to Directorate/Department:-





I confirm that I have been notified of the above Trust policies and procedures and adhere to
them at all times.

Employee:__________________________ Position:____________________________

Date:____________________

Line Manager:___________________________ Date:_________________________

These items are in addition to the checklist on Appendix A of the Trust’s Induction Policy and
are not a substitute for the Induction policy. When all items above have been completed, the
relevant page(s) should be signed by the line manager and the employee. A copy should be
placed in the employees personal file and a copy sent to the Training Department.

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 APPENDIX D

ADDITIONAL CHECKLIST FOR CLINICAL DIRECTORS/

DIVISIONAL CLINICAL DIRECTORS

Checklist Initial

 Code of Business Conduct Read and understood

 HR Policies Aware of key policies and

where to refer to them

 Financial Procedures Read and understood

 Safer Recruitment Guidelines Read and understood

 New Procedure for Self-Referral, Read and understood

Competence or Capability Concerns

 NHS Code of Conduct for Managers Read and understood

 Consent Policy Read and understood

 Specific Clinic Guidelines Read and understood

 Infection Control Read and understood

Other policies specific to Directorate/Department:-





I confirm that I have been notified of the above Trust policies and procedures and adhere to
them at all times.

Employee:__________________________ Position:____________________________

Date:____________________

Director:___________________________ Date:_________________________

These items are in addition to the checklist on Appendix A of the Trust’s Induction Policy and
are not a substitute for the Induction policy. When all items above have been completed, the
relevant page(s) should be signed by the line manager and the employee. A copy should be
placed in the employees personal file and a copy sent to the Training Department.

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 Appendix E

Orientation, Meetings and Training required for medical staff only

Task By Done
Interim job plan & time table Clinical Director/Service
Mgr
Structure of ward rounds and other Clinical Director/Service
commitments Mgr
Structure of theatre sessions & out- Clinical Director/Service
patient clinics Mgr
Arrangements for admissions / pre Clinical Director / new
admission assessments consultant
Out patient consultation paper Operational Manager
Departmental letter heading Operational Manager
Office accommodation & furniture Operational Manager
Secretarial arrangements Operational Manager
Arrangements for post / mail Operational Manager
Telephone & extension Operational Manager
Dictaphone Operational Manager
Bleep Operational Manager
Radiation Badge Operational Manager
Locker(s) Operational Manager
PC / monitor / mouse Operational Manager
e-mail address Operational Manager
Passwords Service Mgr / IT
Access to ICE / PACS etc Lesley Waller
Computer training – long appointment to Operational Manager
be booked with IT to cover ICE / PACS /
Protos /etc
ID / security pass/ Car park access Lesley Waller
Inform Andrew Stronach of arrival & Lesley Waller
specialty / interests
Prepare Corporate Information Pack Lesley Waller
Prepare Departmental Information Pack Clinical Director / Service
Mgr (see appendix 2)

On arrival
To allow orientation, familiarisation and various meetings the new consultant should:

 Have no routine clinical commitments for a minimum of 2 days

 Be off the on-call rota for a minimum of 2 weeks
 Have reduced clinical sessions (e.g. clinics & theatre lists) for a minimum of 2
weeks

At three months
Meet & discuss with CD
• Job Planning to include clinic & operating list planning etc
• Personal Development Plan
• Setting objectives
• Review of medical devices self assessment questionnaire

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MEDICAL STAFF ONLY APPENDIX E

CORPORATE AND DEPARTMENTAL INFORMATION PACKS

CORPORATE - Prepared by Human Resources and includes:

 Names & contacts of junior staff

 An introduction to the management structure and processes (including the
clinical governance structure) within the Trust.
 Introductory package from Consultant Staff Committee & Local Negotiating
Committee.
 Arrangements for Appraisal
 Arrangements for mandatory training e.g. Fire lectures, CPR
 Infection control
 Medical devices self assessment questionnaire
 Trust risk management structure & incident reporting
 Leave arrangements & forms
 Code of Business Conduct
 CD – Rom
 Trust/HR Policies
 Occupational Health/Consent policy/new procedures and therapies
 Clinical guidelines
 Hand Hygiene
 Orientation, various meetings and trainings – task list (see appendix 3)

DEPARTMENTAL - Prepared by the consultant’s new department and includes:

 Interim job plan & timetable

 Names & contacts of colleagues
 Names & contacts of secretarial staff
 Door security codes
 Key nursing & administrative staff names & contacts
 Useful telephone numbers
 Information that Trust and Departmental guidelines can be accesses via the
intranet
 NANIME & Med Chi programmes & other meetings giving opportunities to
meet consultants & staff outside the immediate department
 Dates & times of departmental meetings
 Departmental teaching programme

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MEDICAL STAFF ONLY APPENDIX E

ORIENTATION, MEETINGS AND TRAINING REQUIRED

Part 1
Task By / with Done
Meeting with secretary Consultant *
Initial Orientation, security, door codes etc CD or deputy
Tour or department, division, hospital CD or deputy
Tour of NANIME / Library Education centre manager/
Manjari Mull
Meeting with CD CD / consultant *
• Internal departmental arrangements
• On call duties
• SpR rotas & training issues
IT session Pre-booked by SM
Using “choose & book” – meeting with General Consultant *
Manager

Part 2
Meeting with Chief Executive
Meeting with Medical Director
Meetings with other Trust executives
• Director of Human Resources Consultant
• Director of Strategy, Planning and via
Performance Lesley Waller
• Director of Resources
• Director of Nursing and Education
• Head of Communications
Meeting with Chairman of Trust n/a
Dinner with Chairman/Exec Directors and n/a
other new appointees

Part 3
Meeting with Divisional CD & Divisional GM Consultant *
Meeting with Service Manager Consultant *
Meeting with Clinical Tutor Consultant *
Meeting with Chairman of Consultant Staff Consultant *
Meeting with Chairman LNC Consultant *
Meeting with Hospital Chaplain (if wished) Consultant *
Role in MAJAX - book with Operations Centre Consultant *
Meetings with Assistant Director of Nursing Consultant *
and senior members of Nursing staff
Meetings with consultant colleagues either Consultant *
individually or collectively
Meeting with Risk Manager Consultant *
* these appointments may be co-ordinated by the new consultant’s medical secretary prior to
commencement of employment.

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 APPENDIX F

EXAMPLE OF MEDICAL INDUCTION PROGRAMME

Norfolk and Norwich Institute for Medical Education

Programme

8.45 am Registration
9.00 am Introduction & Welcome
Medical Staffing
9.15 am Introduction to the Radiology Dept
9.35 am Risk Management
9.55 am Pathology
10.15 am Fire Lecture
10.35 am Death Certification, Post Mortem & Coroners Reports
10.55 am Break
11.10 am Early Warning Score System & Resuscitation
11.30 am Infection Control
11.50 am Introduction to Trust IT Systems
12.10 pm Child Protection
12.40 pm Blood Transfusion
1pm Manual Handling
1.20 pm PACS System

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