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

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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
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Compliance with this policy directive is mandatory.
CIRCULAR

File No 01/8132
Circular No 2002/34

Issued 26 February 2002

Sally Edwards (02) 9391 9487
Contact
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 33 B C D E 73 Miller Street North Sydney NSW 2060

F G H I J Locked Mail Bag 961 North Sydney NSW 2059
K L M N P Q Telephone (02) 9391 9000 Facsimile (02) 9391 9101
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.

4.2 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.

4.3 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.

4.4 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;

• NSW Department of Health Induction Program

• IT Essentials
• Records Management -TRIM
• Ergonomics

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.

4.5 The Manager, assisted by the Mentor, completes all items on Manager’s Checklist 2
and signs the form.

4.6 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.

4.7 The new staff member completes Staff Checklist 1 at the end of Day 1 and returns it
to the Manager.

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 During Week 1

4.8 During Week 1, the Manager, assisted by the Mentor, ensures all items on Manager’s
Checklist 3 are completed.

4.9 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 Responsibility
Prior to commencement
of new staff member
Complete Managers Manager
Checklist 1

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 Week Four

Complete Staff Checklist 3 Staff Member
Return all complete Checklists to CPS Manager

Induction Program Corporate Personnel Services

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 5. DOCUMENT CONTROL

5.1 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) (date)
Position No:………………………….. Branch: …………………………….

PRIOR TO NEW STAFF MEMBER ENTERING ON DUTY

Activity Yes/No

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.

............................................ ................................... ...................................

(Manager's Name) (Branch) (Division)

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

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 MANAGER'S CHECKLIST 2
DAY 1

Activity Yes/No

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.

! 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 Yes/No

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.

............................................ ................................... ...................................

(Manager's Name) (Signature) (Date)

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 MANAGER'S CHECKLIST 4
END OF MONTH 1
Activity Yes/No

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:
.....................................................................................
.....................................................................................
.....................................................................................
.....................................................................................
.....................................................................................
.....................................................................................
......................

! 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: DAY 1 Name:
.............................................

Activity Yes\No

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:

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

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 Staff Checklist 2

Induction Program: WEEK 1 Name: .............................................

Activity Yes\No
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:

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

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 Staff Checklist 3
Induction Program: END OF MONTH 1 Name:
.................................

Activity Yes\No
I have discussed Performance Management strategies with my Manager.
I have completed applications for the following training courses

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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