Available Policies

Staff Induction Policy

last updated: 11 February 2021

General

TeamKinetic Ltd believes that all new employees MUST be given timely induction training. This training is regarded as a vital part of staff recruitment and integration into the working environment. This policy, associated procedures and guidelines define the Company’s commitment to ensure that all staff are supported during the period of induction, to the benefit of the employee and Company alike.

Aim

To ensure all new staff understand the importance of the values and culture we want to foster at TeamKinetic.
Staff understand their responsibilities with regards to GDPR and information governance.
It is the aim of TeamKinetic Ltd to ensure that staff induction is dealt with in an organised and consistent manner, to enable staff to be introduced into a new post and working environment quickly, so that they can contribute effectively as soon as possible. This induction policy, associated procedures and guidelines aim to set out general steps for managers and staff to follow during the induction process. It is expected that all managers and staff will adhere to this policy.
The Company expects that the implementation of good induction practice by managers/supervisors will:

Ensure all staff understand TeamKinetic’s mission is to provide the best volunteer user experience with access to the best in class software for every organisation regardless of size or sector.
Ensure all staff understand their responsibilities regarding Information Governance.
Enable new employees to settle into the Company quickly and become productive and efficient members of staff within a short period of time.
Ensure that new entrants are highly motivated, and that this motivation is reinforced.
Assist in reducing staff turnover, lateness, absenteeism and poor performance generally.
Assist in developing a management style where the emphasis is on empowerment and trust.
Ensure that employees operate in a safe working environment.
Will reduce costs associated with repeated recruitment, training and lost production.

The Company's Commitment

TeamKinetic Ltd will:

Issue guidelines to familiarise managers and staff with the induction process.
All employees will undergo Information Governance training
Maintain and update the Induction Policy and Employee training plan.
Provide a checklist for managers and staff to follow during the induction period in the employee handbook.
Ensure there is effective monitoring of the induction process particularly in the first three months.
Deal with any problems promptly.
Review all policy, procedure and guideline documents on a regular basis.
Provide relevant training where necessary to assist the induction.

Guidelines for Managers and Supervisors

1. General

Starting a new job is a demanding and often stressful experience. Quite apart from the obvious challenge of tackling new tasks, there is also the need to become accustomed to a new organisation, a new environment and new colleagues. The purpose of induction is to support new employees during this difficult period and to help them become fully integrated into the Company and its culture as quickly and as easily as possible.
Induction has benefits for all involved in the process. Employees who settle quickly into the Company will become productive and efficient at an early stage and in turn will experience feelings of worth and satisfaction.
It is generally recognised that new employees are highly motivated and an effective induction process will ensure that this motivation is reinforced.

2. Benefits of Induction

The advantages of an effective and systematic induction process are as follows:

To ensure all employees understand the company’s mission.
Ensure all; employees understand their responsibilities regarding data and information governance.
To enable new employees to settle into the Company quickly and become productive and efficient members of staff within a short period of time.
To ensure that new entrants are highly motivated and that this motivation is reinforced.
To assist in reducing staff turnover, lateness, absenteeism and poor performance generally.
To assist in developing a management style where the emphasis is on leadership.
To ensure that new employees operate in a safe working environment.
To reduce costs associated with repeated recruitment, training and lost production.

3. Induction Checklist

The Induction checklist is a very useful way of ensuring that information is imparted to new employees when they are likely to be most receptive. It avoids overloading employees with information during the first weeks whilst ensuring that all areas are covered. Managers/supervisors should ensure that these matters have been properly understood whilst the checklist is being completed, in the form of a weekly chat with the new entrant and through the employee handbook.

Arrangements should also be made for the employee to visit any relevant teams with which they have regular contact in the course of their duties.

At the end of the process the induction checklist should be signed by the relevant parties and placed in the member of staff's personnel file.

4. First Day of Employment

Preparations should be made for the arrival of the new entrant well in advance, for example, arrangements should be made to provide desk, equipment, security pass, keys, lockers etc.

Most new employees tend to be concerned primarily with two matters:

a) whether they can do the job and
b) how they will get on with their new colleagues.

It is therefore important to introduce them to their new workplace and colleagues at the earliest opportunity.

An introductory talk will be appropriate at this time and can be combined with the provision of general information about the job, site amenities, working conditions and exchanging any necessary documentation. This talk should be as brief as possible, because the employee is unlikely to be receptive to detailed information at this stage, and should be conducted by someone who is well prepared and has sufficient time available.

Managers/supervisors should refer to the Induction Checklist and use it as a basis for discussion thus ensuring all documentation is complete.

A tour of the workplace should be arranged for the new entrant allowing the Company to be viewed as a whole and the recruit to see where he/she fits into the organisation.

The new entrant will want to get to know his/her colleagues and quickly become part of the team and time should be made for this process.

We suggest all new starters join us for our new starter lunch.

Colleagues should be briefed on the new entrant’s arrival. If possible one of the new entrant’s colleagues should be nominated to ensure that he/she has every assistance in settling in quickly.

5. Induction Programmes

Induction programmes must be geared to the individual’s needs. Some of the more obvious new members of staff requiring special attention are as follows:

School Leavers

For most new employees, induction is concerned with getting accustomed to a new job. For school leavers, however, it is about adjusting to a whole new way of life - the world of work. Consequently, school leavers are likely to need more support than other groups. Wherever possible, induction and subsequent training should relate to knowledge and skills which go beyond the employee’s own particular job. School leavers will need guidance on wider issues, such as career planning, acquiring qualifications, coping with the routine and discipline of work and managing money.

It would also be helpful for school leavers to be introduced to an approachable person to whom they could take any queries they might have.

Graduates / Interns

Graduates tend to have a high-level knowledge but may not have the skills relevant to the job. They will want to feel that they are making a contribution from early on and to understand the organisation of the Company and their role within it. Also, they will want to have a clear picture of future career prospects and to gain broad experience with this in mind. The company should provide the graduate recruit with an adviser - such as a senior manager - who can organise the necessary breadth of experience and offer advice and support in relation to career progression.

Managers

Whilst many of the points in the checklist apply equally to all new managerial staff, in most cases individual induction programmes will be necessary. These should be drawn up in consultation with new managers, taking into account their backgrounds and experience and the nature of their new roles. Priority should be given to helping new managers establish and maintain relationships with management colleagues and opportunities should be provided for them to spend time in other relevant departments to facilitate this process. This will help managers quickly to gain an understanding of the Company’s philosophies, strategic plans and business plans.

Special characteristic groups

In some cases, it may be necessary to design induction programmes with the specific needs of special characteristic groups in mind. Examples might be language challenges, accessibility, working arrangements and attitudes amongst existing staff may be areas requiring particular attention. This is preparation that should be completed before any member of staff joins the Company. TeamKinetic Ltd will not tolerate racist or prejudiced behaviour in any form.

Long-term Unemployed

Previously long-term unemployed people who have been recruited may have been absent from the working environment for some time so it will be helpful to recap on some of the issues relating to school leavers. These should, of course, be adapted to suit older workers, who may need to build up confidence and the induction process can be used to update knowledge of technology which may be new to them such as photocopiers, smart phone systems, tablets as well as the Company email and social media systems and intranet if appropriate.

Completing the Induction Process

Induction can be said to end when the individual has become fully integrated into the organisation. Of course, there is no set timescale within which this will happen and follow up is essential.

TeamKinetic give each new employee the opportunity to ask questions at any time and in aformal review after 3 months employment.

The induction checklist will provide this opportunity to review the induction process with management.

Induction Programme for new Staff

DEPARTMENT ......................................................................

NAME OF EMPLOYEE ......................................................…………..

JOB TITLE ......................................................................

DATE COMMENCED ......................................................…………..

This is a checklist of information for Induction which managers / supervisors should use with new staff as part of their induction programme within the first few days, and certainly within the first two weeks of employment. Health and Safety items should be identified immediately. The new employee should be asked to tick each subject as he/she has been informed about it, and sign the end of the form. The manager / supervisor then sends the form to Head Office for inclusion in the employee’s personnel file.

Not all the following subjects are applicable to all departments. Should this be the case, record N/A.

Please read the guidance notes below before completing this form.

Guidance Notes

Certain groups of staff have specific induction needs. The main groups are detailed below; particular points to take account of are described.

Staff who describe themselves as having a disability

Disabilities include for example physical handicap, deafness, blindness, mental illness. Consider the following for discussion:

Confirm the nature of the disability.
Clarify if the employee has any special needs relating to disability.
Explore with them any reasonable adjustments that could be made for them.
Check whether employee has any particular concerns regarding the workplace.

Graduates and College/School Leavers

These staff may have no previous work experience and will need careful integration into the department. Discuss the following:

Their specific role within the department.
Reporting responsibilities and the importance of good timekeeping.
Allocation and prioritisation of work.
Where to go if they need advice or help.

Staff Returning to Work after a Period of Absence

This includes staff who were previously unemployed, women returning after starting a family, or after any other prolonged period of non-employment. Discussion should include, for example:

The difference between the employee’s previous working environment and this new one.
Changes in skills required for this area of work.
Requirement for training to update skills.
Concerns they might have about returning to work

Managers and Professional Staff

These staff need a broader induction to put their post in context.

Structure and culture of department and Company
Role in relation to Department / Company as appropriate.
Training course in supervisory and management skills, if required.

Items to Cover with New Employees

The Department	Complete
1. Department function
2. Introduction to colleagues
3. New entrant’s own job
4. Supervision
5. General layout - entrances and exits
6. Telephone system, bleeps and intercom systems
7. Other topics:
Conditions of Employment
1. Information on hours of work, including duty rotas, shift systems "on-call" breaks
2. Time recording, flexi-time
3. Bonus scheme, allowances
4. Probationary periods of employment
5. Company Pension scheme and eligibility
6. Reporting in when sick including when on leave
7. Arrangements for requesting leave: annual leave, unpaid leave, compassionate leave
8. Issue of uniforms, and uniform policy, protective clothing, replacement, laundry arrangements
9. Other topics:
Health and Safety, Security, Fire
1. Health and safety information relevant to the department
2. Issuing of fire instructions and procedure
3. Location of fire-fighting equipment
4. Accident reporting
5. First aid facilities/pre-employment health screening/role of Occupational Health / Company Doctor
6. Loss of personal effects
7. Security of department/building
8. Arrangement for keys, passes, ID Badges etc.
9. Violence and aggressive behaviour
10. Management of monies/valuables
11. Major Incident procedures
12. Other topics:
Conduct
1. Personal presentation
2. Disciplinary procedures
3. Courtesy to the customer and the public
4. Confidentiality
5. Noise Control
6. Acceptance of gifts
7. Statements to the Press / use of Social Media
8. Local rules regarding smoking / vaping
9. Private use of telephones
10. Standards of Business Conduct
11. Other topics:
Facilities
1. Cloakroom, lockers, lavatories
2. Canteen / space for preparing or eating food
3. Access to drinking water
4. Other topics:
Education, Training, Promotion
1. Learning opportunities
2. Means of advancement, promotion opportunities
3. Employee appraisal, review systems
4. Other topics
Employee Involvement and Communication
1. Employee or Trade Union representative
2. Communication arrangements
3. Information sources, e.g. notice boards, circulars etc.
4. Food and Health Policy
5. Handling Complaints
6. Other topics:
Items Specific to Department
1. Pay
2. Notice of termination of employment
3. Sick certificates
4. Waste disposal
5. Control of infection
6. Lifting and handling
7. Other topics:

OTHER RELEVANT ISSUES SPECIFIC TO DEPARTMENT

I have been informed about and understand the above items.

Signature: ...................................………………………………………

Date: ..............

I confirm that the above Induction Programme has been completed for the above member of staff.

Signature of Supervisor / Manager: …………………………………………