Induction for New Staff

12 Jun 2014 Alex Hastings    Last updated: 5 Jul 2014

This article outlines NICVA's induction programmes for new staff members.

Purpose of this information

Employee

To help the new employee settle into NICVA, by providing essential information about the work of NICVA, the terms and conditions of employment and the post in more detail. The objective is to help ensure that the employee passes each stage of the probationary period.

Line Manager

The induction period allows the line manager to train, guide, monitor and appraise the work of the new employee, ensuring that this is done thoroughly and thereby giving employees every opportunity to pass their probationary period.

Responsibilities for managers

Line Manager

  1. To guide and manage the new employee's first few weeks of the job.
  2. To monitor and assist the progress of the new employee throughout the probationary period.
  3. To make a recommendation to the Deputy Chief Executive for completion of probationary period.

Human Resources Manager

  1. To introduce the new employee to all staff.
  2. To arrange meetings for the new employee with managers and members of staff as set out in the Induction Record.
  3. To ensure the procedure is completed.

Stages of induction 

The probationary period will last for six months.

Stage 1

Stage 1 commences on the employee's first day at NICVA and shall normally last two to four weeks. On their first day the new employee shall informally meet all staff and be shown NICVA's resources, eg printroom, kitchen, reception, etc. The Human Resources Manager will set out the structure of the organisation, explain how their job fits into NICVA and explain the purposes of the induction procedure.

Over the initial two to four weeks the employee will meet all staff as per the Induction Record. On completion of this the new employee and the line manager will discuss the meetings, assess whether further meetings should be arranged, and hand over the completed form to the Human Resources Manager.

Stage 2

Stage 2 commences two to four weeks after the employee's start date or as soon as the employee has completed Stage I and lasts until one week before the end of the probationary period. Throughout this period the line manager will:

  1. Guide, facilitate and monitor the work progress of the employee.
  2. Regularly meet with the employee to review progress and identify any weak or problem areas.

Stage 3

Stage 3 commences one week before the end of the probationary period. The line manager and employee shall meet and discuss the probationary period – if both parties feel that the induction period has been successful, then the line manager will confirm this in writing to the Human Resources Manager. If either feel that the induction period needs to be extended, then the line manager shall inform the Human Resources Manager, clearly identifying problem areas and agreeing a date for further review.

Once the probationary period has been successfully completed, the new employee will be confirmed into NICVA's staff and will have the right to join the Pension Scheme. The employee should still be continuously appraised after this period, in accordance with NICVA's Appraisal Policy (refer to Appendix 18).

If the employee's performance is unsatisfactory at the end of the probationary period, and the probationary period has been extended in order to give the employee an opportunity to make improvements, but the performance is still unsatisfactory, then the line manager will make a recommendation to the Deputy Chief Executive that the employee is not confirmed in post.

Induction Record 

This is Stage 1 of the Induction Procedure and by meeting with staff the new employee should be aiming to achieve the following:

  1. To appreciate the role, activities and structure of NICVA.
  2. To understand how he/she fits within the organisation.
  3. To understand the terms, conditions, rights and obligations of the post.
  4. To get to know all NICVA staff and their roles and responsibilities.
  5. To identify the resources available within NICVA.

 

Employee's name: ______________________________

Chief Executive

  • NICVA’s Mission, Vision and Values
  • NICVA’s role in the voluntary and community sector     
  • NICVA’s relationship with statutory organisations                           
  • Management Team and Executive Committee                                                                            
  • Responsibilities of the Chief Executive                                                            
  • Relationship between postholder and Chief Executive               

Date of meeting: ________________________________

Deputy Chief Executive

  • Legal Status of NICVA                                                                 
  • NICVA’s strategic and operational plan                                                
  • AGM – purpose and function                                                                   
  • Executive Committee and sub-committees                                        
  • Funding             
  • Activities of Deputy Chief Executive                                                      
  • NICVA Pension Scheme                                                                           
  • Insurance                                                                                                           

Date of meeting: ________________________________

Human Resources Manager

  • Terms and conditions of employment (Staff Handbook)                              
  • Structure of NICVA and how job fits into the organisation                           
  • Personnel file – contents and rights of access                                  
  • Administration support                                                                                 

Health and Safety at Work:

  • Policy and Practice                                                                                            
  • First Aid and Accident Book                                                                          
  • Smoking                                                                                                                
  • Emergency and Fire Procedures                                                                                                           

Telephone system:

  • How to use it                                                                                                         
  • Personal calls                                                                                                      
  • Switchboard                                                                                                                                          

Facilities:

  • Print Room                                                                                                            
  • Conference facilities                                                                                         
  • Catering                                                                                                                 
  • Use of premises – keyholders                                                                                                              

Date of meeting: _________________________________

Finance Manager        

  • Financial procedures                                                                                                                                
  • Pay & expenses                                                                                                                                          
  • Staff Fund (purpose and voluntary deductions)                                               

Date of meeting: _________________________________

Head of Organisational Development

  • Overview of Organisational Development                                                          
  • Activities of Head of Organisational Development                                          

Date of meeting: _________________________________

Governance & Charity Advice Manager

  • Role of governance and charity advice service                                                
  • NICVA’s role with Charity Commission                                                                
  • NICVA role with Developing Governance group                                          

Head of Information Management

  • Overview of Information Management                                                 
  • Activities of Head of Information Management                                                 
  • NICVA membership                        

Date of meeting: _________________________________

Systems Administrator/Engineer

  • NICVA’s use of computers                                                                                         
  • Computer policy                                                                                                              
  • NICVA dashboard                                                                                                                                     

Date of meeting: _________________________________

Database Administrator

  • NICVA database                                                                                                             
  • Use and purpose of CRM                                                                                          

Date of meeting: _________________________________

Information Officer

  • NICVA Style Guide and branding                                                                          
  • NICVA communication channels                                                                          

Date of meeting: _________________________________

Head of Public Affairs

  • Overview of Public Affairs                                                                                           
  • Activities of Head of Public Affairs                                                                          

Date of meeting: _________________________________

Head of Fundraising

  • NICVA’s Fundraising Strategy                                                                                                             
  • Role of Fundraising in NICVA                                                                                                             

Date of meeting: _________________________________

Skills Development Manager

  • NICVA Training Calendar                                                                                          
  • Consultancy Training                                                                                                   
  • NICVA training contracts                                                                                             

Union

  • NICVA/Union relationship                                                                                                                                     
  • Union structure and membership                                                                                                                       
  • Staff Section role and meetings                                                                                                                                           

Date of meeting: _________________________________

 

Comments (Line Manager and employee):

 

______________________________________________

 

Date: _________________________________

 

Return to Human Resources Manager:

 

Date: _________________________________

We share NICVA’s policies to assist organisations in drafting their own. However, our policies are relevant to NICVA and are not samples. They should not be replicated, but may be used for reference purposes, in conjunction with other guidance available. NICVA cannot accept any claims arising from error or misinterpretation.
alex.hastings@nicva.org's picture
by Alex Hastings

Human Resources Manager

[email protected]

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