colleague induction checklist (for colleagues - middle

Colleague Induction Checklist (for colleagues - middle managers)

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1. Pre employment checklist

This pre-employment checklist is designed to ensure that prior to the new colleagues’ commencement with the company all documentation and induction processes are organised. It lists:

• Items to be obtained from new colleague prior to start date; • Documents to be completed and retained locally; • Elements to organise.

New colleague name Start Date

Pre-employment responsibilities

Reporting on the first day Date Completed

• Advise new colleague

▪ They will report to you, when and where

• First day logistics including directions, parking and any other specific requirements

Items to be obtained prior to start date Date Received

• Induction schedule and relevant skills and knowledge checklist(s)

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Documents to be completed Date Sent

o Driver declaration form (anyone who drives on company business) – retain locally, this form is located intranet

o Driving licence information fair processing declaration form (mandate - anyone who drives on company business) - send or scan and email to Fleet department

Elements for Line Manager to organise (whatever is applicable to the new colleague’s role) Date Completed

• Clean and fully equipped desk

• Business cards

• Arrange for keys / fob for Head Office

• Arrange locker

• Timesheets

• Colleague induction programme

• Uniform

• Driving assessment – contact Fleet Department

• Order IT equipment - PC / laptop with relevant software

• Telephone / mobile phone

• Set up access to relevant systems (some systems have automatic sign on) e.g., Dignity Academy Portal, Oracle HCM, COMPASS / CROPS, perFORM, Company email, Dignity Inside, email distribution groups, Intranet – HR for managers etc

• Arrange relevant system training

• Brief employees at the location and other managers of new colleague

• Organise induction with the Health and Safety Representative

• Key business contacts and useful numbers

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• Local arrangements that apply to the colleague

• Bank mandates and signing authorities

• Company car

• Cash alternative to a company car

2. Colleague induction

The induction provides the new colleague with knowledge on key aspects of the Company, its policies and procedures, their working location and / or training location, mandatory health and safety and relevant visits to other parts of our organisation. The Line Manager should complete most of this colleague induction within the probationary period; clearly some tasks / information needs to be covered earlier than others. There is flexibility in the order in which the sections are covered. Once a task/information has been covered or carried out the manager, Health and Safety Representative or location colleague should enter the date and print their name and the new colleague signs. If a number of areas within a section in the induction have been explained/trained at the same time, multiple signatures are not required, just group the areas together, date and each sign once. If a section is not applicable write N/A.

Coloured sections:

• Black sections, these sections are to be carried out as early as reasonably practicable; • Green sections, to be completed if the new colleague spends the first few weeks at a training site; • Purple sections are additional areas for new managers; • Red are visits to undertake during the probationary period.

Line Manager once this induction checklist has been completed please copy and retain this section (pages 4 – 23) and upload a copy of this document and the relevant skills and knowledge checklist(s) to Oracle HCM, category induction into the new colleagues file.

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Line Manager please ensure the following sections are completed.

Colleague Induction

Colleague name (full name):

Employee number:

Cost centre number:

Location:

Line Manager:

Induction buddy:

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Date Manager (print name) New Colleague (sign)

Day 1 Explanation of the induction programme and probationary period


Day 1 Covid 19

• Explain the latest Covid 19 guidelines

Only complete this green section if your new colleague is starting at a training site


Day 1 Tour of training site location

• Introductions to location team

• Public areas

• Employee facilities – refreshments etc

• Colleague notice board

• Washroom facilities

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• Changing areas / welfare facilities / colleague lockers

• Location map

Date H & S Representative or

Manager (print name)

New Colleague (sign)

Day 1 at a training

site

Health and safety

• Emergency exits

• Evacuation procedure

• Fire alarm / extinguishers

• Accident reporting

• Protective clothing (PPE)

• Specific hazards

• First aid facilities

• Health and safety file/SHE Assure portal

• Health and safety coordinator

• First aider

• Fire warden

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Week 1 at a training site

Office equipment at training site

• Phone system

• Fax machine /scanning process

• Photocopier

• Printers

• Franking machine and post procedures

• Webcams and headsets


Day 1 at

permanent

location

Induction Buddy

• Introduce - to assist new colleague daily and delivering some or all the training

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Date Manager (print name) New Employee (sign)

Day 1 or first day at permanent location

Tour of permanent location

• Introductions to location team

• Public areas

• Colleague facilities – refreshments etc

• Employee notice board

• Washroom facilities

• Changing areas / welfare facilities / colleague lockers

• Location map



New Employee (sign)


Health and safety at the permanent location

• Emergency exits – access and egress

• Evacuation procedure

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New Colleague (sign)

• Fire alarm / extinguishers

• Health and safety policy

• Accident reporting

• Protective clothing (PPE)

• Specific hazards

• First aid facilities

• Policy on smoking

• Health and safety file / SHE Assure portal

• Health and safety coordinator

• First aider

• Fire warden

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Health and safety

• Complete the eLearning manual handling module on the Dignity Academy Portal within the first 2 weeks of employment

• Complete the eLearning fire awareness module on the Dignity Academy Portal within the first 2 weeks of employment

• Complete the eLearning hazard awareness modules (in the office, risks and responsibilities, trips and slips) on the Dignity Academy Portal within the first 4 weeks of employment

• Specialist H&S training for role / department / division (complete if required)

o

o

o

o

o

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Date Site Colleagues (print name) New Colleague (sign)


Information for permanent location

• Alarm system

• Security

• Locking up procedure

• Location keys

• Local amenities to site

• Alarm call out list (if applicable)


Week 1 Initial objectives (based on interview and discussed at probationary reviews)

1.

2.

3.

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Date Site colleagues (print name) New Colleague (sign)

Week 1 or within probationary period

Office equipment at permanent location

• Phone system

• Scanning process

• Photocopier

• Printers

• Franking machine and post procedures

• Webcams and headsets


Day 3 - 5 New managers who have direct reports

• Job descriptions and responsibilities of colleagues

• Line Manager to brief new manager on team

• New manager’s one to one’s with direct reports

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• Oracle HCM for the team o Ensure direct reports are correct on

system

• PerForm system for the team o Responsibilities for recording absence o Responsibilities for recording holidays o Timesheet completion o Approving overtime and/or ancillary

payments

• Wellbeing for the team o Responsibilities for welfare reviews o Check-ins for colleagues


Week 1 - 2 Tour of new managers locations (if applicable)

• Location(s)

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Week 1 - 2 Communications – ensure colleague has access or awareness of the following:

• Business communication platforms e.g., Teams, Zoom, Slack, WhatsApp

• Organisation communication – Dignity Inside website, Dignity Inside newsletter, internal communications emails

• Divisional / department communication – managers’ meetings

• Business /divisional/ department updates for the last 3 months

• Media enquiry policy (for Funerals and Crematoria)

• Key contacts and their details (including HR Business Partner and Regional Health & Safety officer)

• Employee directory

• Company email etiquette

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Week 1 - 2 Behaviour and standards

• Explain standards of behaviour, language, appearance, uniform, and dress expectations


Week 1 - 2 Housekeeping

• Explain clear desk policy, all location non-smoking, zero tolerance to swearing


Week 1 - 2 Line Managers expectations

• Explain expectations and standards

• Job role and responsibilities


Week 1 - 2 Confidentiality

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Week 1 - 2 Wellbeing

• Employee assistance programme – ensure colleague has the details

• AXA health management (link on intranet)


Week 1 - 4 Company Divisions / Departments – ensure colleague has awareness of the following:

• Purpose of our organisation – funeral service and crematoria providers

• Organisation structure

• Who’s who (organisation chart) and what each division/department does e.g. CSC at head office

• Divisional / department structure & who’s who (organisation chart)

• Company strategy and goals

• Divisional / department goals

• Team structure

• History of local business

• Future plans

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• Local charities

• Competitors

• Clients (internal and external)


• Dignity websites o www.dignityfunerals.co.uk o www.dignityfuneralsplc.co.uk o www.dignityfuneral.co.uk/crematoriaand

cemeteries o www.dignityfunerals.co.uk/funeralplans

• Dignity media

o www.facebook.com/DignityFuneralsUK o Dignity Funerals – Twitter o Online reviews

• Affinity partner websites

http://www.dignityfunerals.co.uk/

http://www.dignityfuneralsplc.co.uk/

http://www.dignityfuneral.co.uk/crematoriaand

http://www.dignityfunerals.co.uk/funeralplans

http://www.facebook.com/DignityFuneralsUK

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Week 1 - 4 Learning and Development – ensure colleague has access or awareness of the following:

• Dignity Academy Portal (Learning Management System)

o The system o Mandatory learning o Optional learning e.g., equality &

diversity, mental health at work, embracing change, how to build resilience, etc

o Manager dashboard (if applicable) o Reporting

• Central Learning and Development team

• Divisional / department training

• Professional qualifications

• Overview of company systems training e.g., Compass, Crops, diamond etc (if applicable)

• Overview of the Oracle HCM system as an employee

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Week 1 - 8 IT

• IT service desk

• Internet


Week 1 - 8 Human Resources – ensure colleague has access or awareness of the following:

• Oracle HCM self service o Pay slip o P60’s o P11D’s o Personal information o Contact details (update via Oracle)

• Job description

• The colleague handbook (available on the intranet)

• Pay o Pay dates – explain business cut off

dates, weekly and ancillary processing dates

• Expenses – explain how to claim and submit

• Life assurance – complete the expression wish form and send to HRSS

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• Expolink – confidential helpline for whistle blowing activities

• Annual leave booking process

• Sickness absence process

• Your benefits

• Probationary period review meetings

• Performance development reviews or Appraisals

• One to one meetings


Week 1 - 8 Other job roles in the division / department (the role and responsibilities)

•

•

•

•

•

•

•

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Week 1 - 8 Company policies and procedures – ensure colleague has access or awareness of the following:

• Corporate governance document library CGDL (located on the intranet)

• Company policies (on the intranet) o HR o HR for Managers o Policies and procedures

• Division / department policies and procedures (intranet or local complete if required)

o o o o o o o o o o

• Local working arrangements (complete if required)

o o o o o o o o

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Within the probation period

Additional areas (complete if required)

•

•

•

•

•

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Within the probationary period

Visits or virtual meetings for new colleagues (if applicable to their role)

• Dignity funeral branch o The funeral process

▪ Bringing the deceased into our care ▪ Arranging the funeral ▪ Day of the funeral ▪ Memorials ▪ Dignity legal services ▪ Aftercare

o Community work

AND

• Dignity crematorium o The cremation process o Memorials

• Head office - visit Client Service Centre

• Dignity manufacturing

• Local cemeteries / registrars / mortuaries

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Within the probationary period

Visits or virtual meeting for new managers (if applicable to their role and new manager to organise)

• Head Office departments

• Dignity funeral branch o The funeral process

▪ First call ▪ Bringing the deceased into our care ▪ Arranging the funeral ▪ Day of the funeral ▪ Memorials ▪ Aftercare

o Community work

AND

• Dignity crematorium o The cremation process o Memorials

• Dignity manufacturing

• Competitor(s) Crematorium

• Competitor(s) funeral branches

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