Policy Directive

Department of Health, NSW 73 Miller Street North Sydney NSW 2060 Locked Mail Bag 961 North Sydney NSW 2059 Telephone (02) 9391 9000 Fax (02) 9391 9101 http://www.health.nsw.gov.au/policies/

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Induction Program - NSW Department of Health
space Document Number PD2005_244 Publication date 27-Jan-2005 Functional Sub group Personnel/Workforce - Learning and Development Summary Requirement to ensure that all new staff are inducted into Central Administration of DoH. Author Branch Corporate Personnel Services Branch contact 9391 9487 Applies to NSW Dept of Health Distributed to NSW Department of Health Review date 27-Jan-2010 File No. 01/8132 Previous reference 2002/34 Issue date 26-Feb-2002 Status Active

Director-General space Compliance with this policy directive is mandatory.

CIRCULAR
File No Circular No Issued Contact 01/8132 2002/34 26 February 2002 Sally Edwards (02) 9391 9487 Corporate Personnel Services

NSW DEPARTMENT OF HEALTH INDUCTION PROGRAM
This circular replaces information bulletin 98/27. This policy applies to all staff employed by the NSW Department of Health. The Department expects that all staff will receive comprehensive, timely and effective Induction. The aim of this induction program is to ensure that all new staff members entering on duty in the Department are provided with the necessary information, training and orientation to ensure that they can carry out the duties of their position effectively within as short a period as possible. This should enhance job satisfaction for the staff member and an appropriate open system of communication between the manager and staff members. It forms a link to ongoing training and development and with managing performance. Manager and employee checklists are provided with this Policy and are to be used to ensure that the Induction process is properly implemented. INDUCTION is an extremely important component of the recruitment process and provides a framework for new employees to become effective members of the organisation. Managers have primary responsibility for ensuring that successful induction takes place and that the new staff member is fully integrated into their team and the Department.

Robert McGregor Acting Director-General

Distributed in accordance with circular list(s): A F 33 B G C H D I E J 73 Miller Street North Sydney NSW 2060 Locked Mail Bag 961 North Sydney NSW 2059

Telephone (02) 9391 9000 Facsimile (02) 9391 9101 K L M N P Q In accordance with the provisions incorporated in the Accounts and Audit Determination, the Board of Directors, Chief Executive Officers and their equivalents, within a public health organisation, shall be held responsible for ensuring the observance of Departmental policy (including circulars and procedure manuals) as issued by the Minister and the Director-General of the Department of Health.

NSW DEPARTMENT OF HEALTH INDUCTION PROGRAM 1. PURPOSE The purpose of this policy is to ensure that new staff receive effective and timely induction into the Department. 2. SCOPE This policy should be applied for the induction of all new staff employed by the NSW Department of Health, Employee Relations provides support for Senior Executive Service staff. 3. REFERENCES The Induction Program is supported by: 3.1 The Staff Handbook, Welcome to NSW Health, which is available on the HealthNet.

3.1.2 Four Checklists to be completed by the new staff member's Manager within the 1st month of the appointment. 3.1.3 Three Checklists to be completed by the staff member during the 1st month. 3.1.4 An Information Session organised by Corporate Personnel Services. This session is conducted monthly and provides an opportunity for new staff to meet the Executive and receive information on matters such as; • An overview of the Department including structures and functions • Conditions of Employment, including personnel and salary matters • Code of Conduct - your rights and responsibilities • Equity, Training, OH&S and Workers Compensation policies • IT Overview • Writing for the Department of Health • Records Management; and, • Staff services including PSA, Social Club and Spokeswoman's Program 3.1.5 Training programs in • • • IT Essentials Records Management -TRIM Ergonomics

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4.

PROCEDURE The steps in the Induction process are: Prior to Day 1 4.1 As part of the recruitment process, Corporate Personnel Services forwards an Induction Package to the Manager, with a copy of the 'letter of offer' to the Panel Convenor. This package includes four Manager’s Checklists and three Staff Checklists to be completed, at key designated times, within one month of the new staff member’s entry on duty. The Manager is responsible for undertaking the activities in Managers Induction Checklist 1 prior to commencement of the new staff member's entry on duty. This includes sending Manager's Checklist 1 to Corporate Administration Services ahead of the new starter's commencement date. An important component of the Induction Program is the allocation of a Mentor for the new employee. The Mentor will be a work colleague who is selected by the manager to assist with inducting the new staff member, including a tour of the floor/building, meeting other staff and familiarisation with Branch systems and protocols. The manager should confirm with Corporate Personnel Services that the new employee has been booked into the suite of courses offered as part of the Departmental Induction program. Course fees will be charged to the appropriate cost centre. The courses include; • • • • On Day 1 4.4 On Day 1 the Manager must provide the new staff member with the Induction Package comprising Induction Policy, Induction Program form, Phone List and three Staff Checklists. The Manager, assisted by the Mentor, completes all items on Manager’s Checklist 2 and signs the form. The Manager should meet with the new staff member at the end of Day 1 to review the induction process to date and generally plan induction and work activities for the following week. The new staff member completes Staff Checklist 1 at the end of Day 1 and returns it to the Manager. NSW Department of Health Induction Program IT Essentials Records Management -TRIM Ergonomics

4.2

4.3

4.4

4.5 4.6

4.7

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During Week 1 4.8 4.9 During Week 1, the Manager, assisted by the Mentor, ensures all items on Manager’s Checklist 3 are completed. The staff member completes Staff Checklist 2 at the end of Week 1 and returns it to the Manager.

Weeks 2 to 4 4.10 At the beginning of Week 2, the Manager, the staff member and their Mentor should meet to review the Induction process undertaken during Week 1 and plan the program for the following 3 weeks. 4.11 During the remainder of the first month the Manager, Mentor, as necessary, and the staff member should meet regularly and work together on the items covered by the final checklists. 4.12 At the end of the 1st Month, the Manager, Mentor, and staff member should meet to ensure that all items on Manager’s Checklist 4 and Staff Checklist 3 are completed. The final checklists should then be signed by both parties and returned to the Administration Assistant, Corporate Personnel Services on Level 8 for placement in the employees personnel file. 4.13 Induction Flow Chart

Activity
Complete Managers Checklist 1

Responsibility
Manager Prior to commencement of new staff member

Complete Managers Checklist 2Manager Complete Staff Checklist 1 Staff Member

Day One

Complete Managers Checklist 3Manager Complete Staff Checklist 2 Staff Member

Week One

Complete Managers Checklist 4Manager Complete Staff Checklist 3 Staff Member Return all complete Checklists to CPS Manager Induction Program Corporate Personnel Services

Week Four

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5. 5.1

DOCUMENT CONTROL This policy is updated and maintained by Corporate Personnel Services. All inquiries should be directed to: Training and Equity Officer Corporate Personnel Services Telephone: 9391-9487

5.2

Corporate Personnel Services is also responsible for coordinating the update of the Staff Handbook - Welcome to NSW Health. This document is available on the Corporate Personnel Services web page http://internal.health.nsw.gov.au/ecsd/cps/staffhandbook.html and is revised regularly.

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MANAGER'S CHECKLIST 1
(For Completion Prior to Day 1) for ..................................................... e.o.d ..................................
(name) Position No:………………………….. (date) Branch: …………………………….

PRIOR TO NEW STAFF MEMBER ENTERING ON DUTY Activity A workstation/office has been prepared A computer is available, has been connected and a login code has been made available for the new staff member The new staff member is connected to all the directories on the network that they will be required to access A Building Access and ID request form are completed and returned to Corporate Administration Services with a copy of the ERC application. For issue of card contact x9119. A Telephone Notification Form has been completed and returned to Client Services A locker and key has been organised, where necessary Key organisational documents such as telephone lists, names of colleagues etc. are available Colleagues are aware of the new staff member's role in relation to their respective roles and responsibilities A work colleague has been selected and has agreed to act as a 'mentor' for the new staff member The new staff member has access to the Staff Handbook Welcome to NSW Health at http://internal.health.nsw.gov.au/ecsd /cps/staffhandbook.html Time is diarised for the first week of the staff member's arrival for the purpose of completing their induction Corporate Personnel Services has been advised of the Entry On Duty date where the staff member is a Secondee or Contractor. ! Return this form to Corporate Personnel Services, prior to the staff members' arrival. ................................... (Branch) ................................... (Date) ................................... (Division) Yes/No

............................................ (Manager's Name) ............................................ (Signature)

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MANAGER'S CHECKLIST 2
DAY 1 Activity Manager and the nominated 'mentor' are available on the morning the new staff member arrives to meet them at Reception on the Ground Floor. The staff member is shown their workstation/office and the amenities on your floor (i.e. toilets, kitchen areas) The staff member has been introduced to work colleagues and Senior Officers within the Branch/Division. The staff member has been shown how to log into their computer The staff member has been given an Induction package, presented by Corporate Personnel Services, that includes a telephone list, building organisation, Corporate Plan and relevant checklists. The staff member has had their photo taken for the Combined ID and Security Access Card. (Make sure that the staff member has sufficient and appropriate access rights programmed onto the Access Card) The staff member has been introduced to staff in Corporate Personnel Services (Recruitment and Salaries) on Level 8, completed all enrolment forms and been advised of the location of the Accident/Injury Book. The staff member has been instructed on how to access the Staff Handbook Welcome to NSW Health on HealthNet and allowed time to complete an introductory journey around the Handbook The staff member has been shown where the supplies store, photocopier, printer and fax machines are located. The staff member has been taken to Level 10 and shown the Staff Amenities Room. Yes/No

! !

Speak to the new staff member at the end of Day 1. Make an appointment with the employee and mentor for the morning of Day 2 to run through the Manager's Checklist 2 and the Staff Checklist 1

............................................
(Manager's Name)

...................................
(Date)

............................................
(Signature)

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MANAGER'S CHECKLIST 3
WEEK 1 Activity The staff member's ability and experience in using the Department's various software packages such as GroupWise(E-mail), Microsoft Word, Excel etc. has been assessed, and if required, has been booked on a computer course/s by contacting the Training Officer on x. 9257 Confirm with Corporate Personnel Services that bookings have been made for the staff member to attend Induction IT Essentials TRIM and Records Management Ergonomics The staff member has been introduced to staff in the Records Branch/Mail Room on Level 8 and the services they provide have been explained. The staff member has been shown the Library on Level 3 and introduced to Library staff who have explained the services that they provide The staff member has been shown the location of the Conference Room Facility on Level 4 The staff member has been briefed about the role and functions of the Branch and how it fits into the bigger 'Departmental picture' and been given background material including, Directions for Health, D.O.H Corporate Plan, Branch/Division Operational Plans and any other key publications relevant to the position The staff member has been briefed, where appropriate, about levels of delegation and shown where the Combined Delegations Manual can be found EEO/Grievance and Harassment Policies have been read and understood ! Make an appointment with the staff member and mentor at the beginning of Week 2 to discuss the Manager's Checklist 3 and the Staff Checklist 2. ...................................
(Signature)

Yes/No

............................................
(Manager's Name)

...................................
(Date)

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MANAGER'S CHECKLIST 4
END OF MONTH 1 Activity Performance Management strategies and plans have been discussed with the staff member The staff member has been shown how to prepare the following correspondence: - e.g. Memos, ..................................................................................... ..................................................................................... ..................................................................................... ..................................................................................... ..................................................................................... ..................................................................................... Applications have been completed for training courses. Relevant Departmental Plans have been discussed with the staff member together with their relevance to the staff member's job including: ..................................................................................... ..................................................................................... ..................................................................................... ..................................................................................... ..................................................................................... ..................................................................................... ...................... Yes/No

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Send a completed copy of the Manager's Induction Checklists to: Administration Assistant Corporate Personnel Services Level 8 73 Miller Street North Sydney NSW 2060

............................................
(Manager's Name)

...................................
(Date)

............................................
(Signature)

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STAFF INDUCTION PROGRAM
Welcome to the NSW Department of Health
Your Manager's Name is:

Your Mentor's Name is:

Your Position Title is:

Your Classification is:

Your Branch is:

Your Unit is:

Located on Level

at:

Your Branch is Part of the

Division

Your Telephone Extension is:

Your Fax Number is:

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Staff Checklist 1
Induction Program:
Activity I have met my Manager I have met my mentor I have met the Director I have been shown amenities: Toilets Kitchen area I have received my Building Access and ID Card I can "log-in" on my computer I have a telephone list I have a list of important telephone numbers. I have met Corporate Personnel Services staff on Level 8, returned all necessary paperwork and been shown the Accident/Injury Report Book I can access the "Welcome to NSW Health" package on the HealthNet at http://internal.health.nsw.gov.au/ecsd/cps/staffhandbook.html and have browsed through the Induction section I know where supplies, stationery photocopier, printer and fax are located I know where Staff Amenities and Work and Family Rooms are located I have been provided with information on the surrounding local area My workstation is comfortable I have the equipment I need I have received a Code of Conduct and have read and understood it I need to ask my manager\mentor about the following matters:

DAY 1

Name:

............................................. Yes\No

....................……..
(Staff Member's Signature)

.

.......................
(Date)

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Staff Checklist 2
Induction Program: WEEK 1 Activity I have been booked on the following training courses: Induction IT Essentials TRIM and Records Management Ergonomics I have met the Corporate Records Support staff I have been shown the Library and have met the Library staff I have been shown the location of the Conference Room Facility I have been briefed about the role and functions of my Branch I have been provided with Directions for Health, the Corporate Plan and the Divisional and/or Branch Operational Plans and other relevant materials I have been briefed about the different levels of delegation in the Department I understand the EEO/Grievance and Harassment Policies I need to ask my manager\mentor about the following matters: Name: ............................................. Yes\No

........................
(Staff Member's Signature)

..............
(Date)

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Staff Checklist 3
Induction Program: END OF MONTH 1 .................................
Activity I have discussed Performance Management strategies with my Manager. I have completed applications for the following training courses

Name:

Yes\No

I know how to prepare the following correspondence

My Manager has discussed the range of plans in the Department and their relevance to my job, including:

I need to ask my manager\mentor about the following matters:

.......................
(Staff Member's Signature)

...................
(Date)

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