ࡱ> `  9bjbj 4@."llll\P\P\P8PlQT:UPUPUPUVVV$}hN(-YV"VYY(llPUPU?U^^^YZlRPUPU^Y^^n"pPUT b&h#\PZ o&qk0o3^F34p3pVLV6^3W,_WBVVV((K^^VVVYYYYIOOllllll Employment manual section 4 New recruits 4b Induction checklist This example is very comprehensive organisations will need to tailor for their own needs. Where the information in Section 3 is already contained in the written employment contract or other policies it need not be repeated here but opportunity should be given to discuss any queries in the Employment Contract or policies. INDUCTION FOR NEW MEMBERS OF STAFF New Staff Member ... Line Manager . 1. INTRODUCTION AND WELCOME Day One EMBED MS_ClipArt_Gallery Comments1 Welcome to the Organisation. Explain the main functions of the organisation and show new employee the Company folder for future reading 2 Introduction to other members of staff and explain their role 3 Explain the induction programme and its purpose  2. HEALTH AND SAFETY Day One  EMBED MS_ClipArt_Gallery Comments2.1 Fire Exitsa In the event of staff discovering a fire they should alert other staff and the fire brigade and only consider tackling the fire if there is no danger to themselves or others. b There are two fire extinguishers (one for electrical fires and one for general fires) situated [ ] c On leaving the building staff should assemble [..] d All employees must read the Health and Safety notice on the main notice board near [..] and know what their responsibilities are. 2.2 First Aid Box/Accidentsa There is a First Aid box situated in the kitchen. The qualified first-aider is []b All accidents should be notified to a senior Manager, who will complete the relevant documentation (located [].2.3 No Smoking Policy [ORGANISATION NAME] has a no smoking policy. If members of staff wish to smoke they are requested to do this outside.2.4 Security and Fire Alarmsa Employees are asked to keep personal belongings in a secure place, e.g. their deskb Employees should be told where the office keys are located. Explain the key system. Sign for keys.c Loss of the front door keys or any office keys should be notified to the Director immediately.d Staff should have an awareness of hazards in the working place and ensure that action is taken to alleviate the situation. 3. PERSONNEL EMBED MS_ClipArt_Gallery Comments3.1 Job Descriptiona Job Description explained: targets/goals etc. Expectations outlined and full discussion about responsibilities held. b Personnel issues should be reported to your Line Manager or the Director 3.2 Hoursa Confirm hours with employee b All staff working more than four and a half hours are entitled to have a break - this is unpaidc Overtime is sometimes required to be worked. Time off in lieu must be taken in compensation within one month of working overtime d Time off in lieu should be taken in agreement with line manager. 3.3 Holidaysa Paid annual holiday is [five] weeks pro rata b The holiday year runs from [1st April - 31st March] c Staff joining after April of current holiday year will be granted leave pro rata for the first yeard Employees leaving after April will be paid salary in lieu of any unused holiday entitlementd All Bank Holidays are observed including two extra Statutory Days. e In order to maintain continuity in the office, holidays are negotiated to avoid overlappingf All leave must be requested at least one week before required on the leave request form which will be authorised by the Director/Line Manager g Completed, authorised leave forms will be given to [..], for record purposes h Leave or absence for any other reason should be discussed with your Line Manager or the Director 3.4 Pay - Mike James, Financea Salaries are paid [via BACS into a Bank Account on the 28th of each month]b Any alterations to salaries must be notified to [..] by the [19th] to be actioned the same monthc Explain payslip - have a blank one available d Obtain NI number, Bank details, P45 and emergency contact number from employee 3.5 Pensionsa The Employer has arranged [a Stakeholders Pension contributing 5% of salary to the scheme on behalf of eligible employees who have joined]. The level of Employer contribution may vary from year to year at the discretion of the Trustees b Employees must have completed 3 months services before becoming eligible to join the scheme. c New employees with existing personal pension plan arrangements may qualify for a comparable subsidy to their scheme at the discretion of the Trustees. Full details to be given to the Finance Manager for consideration d Employees who elect not to join the pension scheme do not receive any substitute in lieu. 3.6 Sicknessa Notification of absence should be made to the Director by 9.30am b An absence form must be filled in for all days taken off for sickness/absence c A medical certificate is required after 7 days absence 3.7 Probation and Terminationa The probation period is [six] months. During this period there will be a three month review and a six month appraisal b One months written notice will be given to staff employed over one year or the statutory requirement whichever is the longer. The same length of notice is required from the employee c Gross Misconduct will lead to instant dismissal 3.8 Trade Union Employees have the right to belong to a trade union recognised by the Organisation 3.9 GrievanceAny grievances should be raised with the Director.  4. BUILDING AND OFFICE EMBED MS_ClipArt_Gallery Commentsa Coat hooks are provided in the [].b There are heaters situated [around the office, in the meeting room and in the Directors Office. All heaters are individually, thermostatically controlled]c Staff are asked to ensure that all lights are switched off before leaving in the evening. [There is a switch on a timer outside the front door which will automatically come on when it detects movement]d There is a diary [in the meeting room] which should be used to book the use of the meeting room. The meeting room is used for all staff meetings. e [ORGANISATION NAME] has allocated parking spaces behind the building. One space is dedicated to the Director and the other spaces are on a rota basis for other staff.f A parking ticket is available. Cars are only allowed to park in []g The organisation provides basic refreshments, i.e. tea, coffee, milk and sugar. There is no cost to staff.h Stationery is ordered by the Admin staff. Please notify them of any stationery that is running low and any particular stationery you may require. J Toilet facilities. Staff are requested to leave the facilities in the manner in which they find them. Any problems with plumbing etc should be notified to [.] l All the windows are locked. If windows are opened, whoever opens them is responsible for ensuring that they are securely closed and locked before leaving the office. (The key is located in the key safe in the cupboard, in the kitchen).  COMMUNICATIONS 5.1 Committeesa [ORGANISATION NAME] has a Board of Trustees which meets bi-monthly. b A number of Forums are co-ordinated by [ORGANISATION NAME]. These include [Voluntary Sector Forum and the Mental Health Forum] 5.2 Newsletters/Informationa The [ORGANISATION newsletter] is produced bi-monthly and is available to all members of [ORGANISATION NAME]. b Notice Board. Items of interest are circulated to all staff or posted up in the mail area. 5.3 Post - internal and externala There is a procedure for opening and documenting incoming mail. b Outgoing mail is franked and recorded before being posted c The Internal Mail (Civic Office) is collected from [..] twice a week on Tuesday and Thursday between 2.30 and 3.00 p.m. 5.4 Staff meetings.Meetings are held [monthly on Wednesday mornings at 9.30 a.m.] 5.5 Training And Courses [ The Information and Training Manager] will advise or arrange for suitable training courses for all members of staff if they advise her of their requirements. 5.6 Telephonesa All incoming calls are dealt with by Admin. There is an office procedure for responding to the telephones and answer-phone. b The answer-phone is controlled from extension [.] An answerphone is used during the night and at lunch times. d To transfer calls, [put the answer-phone on/off retrieve messages]. e Messages are entered [in duplicate in a telephone message book and the top copy placed in the recipients in-tray immediately] f The FAX machine is situated [in the post area next to the franking machine and scale]. The fax line is dedicated to the fax machine and does not ring on the main telephone system  6. EQUIPMENT EMBED MS_ClipArt_Gallery Commentsa Due care and attention should be given when using office equipment. Instruction will be given if necessary. Written instructions are available on request. b Advise the Office Administrator if there are any problems or equipment is not functioning properly. Most of the equipment is regularly maintained. c The computers are on a network system - is the person familiar with this? Is training required? See separate IT checklist h The Franking Machine - how it works. i There is an intercom system for the front door. The intercom is situated on the administrators desk and by the ground floor office door.Photocopiera Training will be given for using the photocopier if necessary. b If there are any problems these should be reported immediately and an Engineer contacted to deal with the problem  8. FINANCE/MONEY EMBED MS_ClipArt_Gallery Commentsa Requesting cheques - The Finance Section will draw cheques as requested with relevant paperwork to back up the request. b Authorisation - The Finance Manager, Assistant Finance Officer, Director and Chairman have authorisation for signing cheques. c Petty cash is held by Finance d Receipts are required for all transactions. e Staff may claim travel expenses incurred during work hours. These should be claimed from petty cash if they are a one-off or it is travelling to meetings, etc on a regular basis. f All expenses should be noted and filled in on the Staff Expenses Claim Form, signed by their Line Manager and then given to the Finance Department for reimbursement by cheque. g. Insurance must cover work use if using car.  9. CONFIDENTIAL INFORMATION EMBED MS_ClipArt_Gallery Comments In the event of sudden illness etc. it will be necessary to contact either next of kin or a named person. Each member of staff is required to fill in a Next of Kin form which is kept on their personal file - only to be used in the event of an emergency.. Induction programme fully completed:- Attach IT checklist when completed:- Signed: Signed: Staff Member Line ManagerDate For more information or guidance This information sheet is part of the South London CVS Partnerships employment manual. Community Links Bromley is a membership of the partnership. The manual is designed for use by local voluntary and community organisations. We provide information, guidance and signposting on all aspects of running a voluntary and community organisation. For more information, see our website at www.communitylinksbromley.org.uk. 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