employee induction guide - nottinghamshire county council · employee induction guide all you need...

Employee Induction GuideAll you need to know

54763 Cover 2010 28/7/11 09:30

A message from the Chief Executive

Welcome to Nottinghamshire County Council. You are now a member of theNottinghamshire team. That’s how I believe we should work – as one true team workingtogether and supporting each other to build on the best ideas.

You are a vital part of the team. Your skills and contribution will help us to deliver ourvision to make Nottinghamshire a better place.

We will do this by:

• safeguarding our environment to help people to feel good about living in the county• making sure people achieve their full educational potential• encouraging new jobs into Nottinghamshire• helping people to feel safe in their community.

It’s also a real accolade that many of our services rank amongst the best in the country.However, we will always be ambitious to achieve more and we will need to continuouslyimprove to meet expectations, you are key to this goal.

My aim is to make Nottinghamshire a County that is recognised for success.Success for me is about:

• delivering our strategic objectives• achieving our performance targets• being an exemplary model of local government in action• jointly providing services with our partners.

Ensuring the role of our elected members is fulfilled in leading the authority and havinga direct interface with local communities to meet their needs, aspirations andexpectations.

My ambition is that everyone who comes into contact with Nottinghamshire CountyCouncil services is able to say, “that was excellent”. Your commitment and our supportto develop yourself will help us to make this ambition a reality.

Finally, it’s not often you get a job where you can make a real difference for more than750,000 local people. I hope you enjoy playing your part in helping to makeNottinghamshire a better place to live, work and play.

All the bestMick BurrowsChief Executive

Employee Induction GuideEmployee Induction Guide

54763 Cover 2010 28/7/11 09:30

ContentsPage

INTRODUCTION

Nottinghamshire County Council structure 1

1. WHO CAN HELP WITH YOUR INDUCTION 1

Your line manager 1

Your colleagues 2

2. DAY ONE 2

Initial formalities 2

Getting to know your work location 2

3. GETTING STARTED 2

Checking some essential procedures 2

4. OUR VISION AND VALUES 4

5. WORKING FOR NOTTINGHAMSHIRE COUNTY COUNCIL 6

What can the county council offer you? 6

Your contract of employment 6

Your job description 6

The County Council’s pension scheme - your choice 6

Statutory sick pay scheme (SSP) 7

Probationary periods 7

Trade union membership 7

Occupational sick pay (OSP) 8

Health, safety and welfare 8

All you need to know

All you need

to know

Equality and diversity 9

Learning and development 9

6. HOW THE COUNCIL WORKS 11

7. OUR DEPARTMENTS 12

Chief Executive’s department 12

Adult Social Care and Health department 12

Children and Young People’s department 13

Communities Department 13

Corporate Services 14

Corporate communications team 15

8. POLICIES AND PROCEDURES TO BE AWARE OF 16

Employee relations procedures 16

Code of conduct 16

Grievance procedure 16

Disciplinary procedure 16

Attendance management procedure 17

Capability/performance procedure 17

Harassment complaints procedure 18

Whistle blowing policy 18

Travelling and subsistence 18

Work life balance 19

Comments and complaints procedure 19

Confidentiality and security 20

Employee Induction Guide


Data Protection Act and IT Security 21

The internet and Intranet 21

Insurance 21

Customer service code of practice and standards 22

Safeguarding children and vulnerable adults 22

Financial regulations and codes of procedure 22

9. ENVIRONMENTAL POLICY 23

10. ONE COUNCIL STRATEGIC PLAN 2010-2014 24

11. A LAST WORD 25

12. INDUCTION CHECKLIST FOR MANAGERS/EMPLOYEES 26

Introduction

This induction information is designed to help you learn about Nottinghamshire CountyCouncil, our policies and procedures. It is also there to help you with any queries youmay have about your conditions of employment or related matters. It is important thatyou settle into your new area of work as quickly and as easily as possible.

It is recognised that Nottinghamshire County Council is a diverse and complexorganisation and each individual will have differing needs in respect of personalinduction into the authority. With this in mind, each department will provide thenecessary information and support to complement your induction needs.

Who can help you with your induction?

Your line manager

Your line manager will arrange a more formal meeting with you which will be anopportunity for you both to reflect back on your initial weeks. Part of this will have involvedyour line manager using a series of ‘checklists’ on which to record the areas of yourinduction that have been covered and to highlight any outstanding areas to be covered inthe future. This will be an opportunity for your line manager to go through your checklistswith you and to ensure that you are settling into your new job. The induction checklist isalso available via the intranet on the Managers Resource Centre (MRC).

Should you have, at any time during your induction and throughout your employmentwith the County Council, any queries relating to your conditions of service or yourappointment letter then you are advised to speak to your line manager in the firstinstance and then if necessary to the Employee Services Centre (ESC). Your letter ofappointment should contain the telephone number/extension on which to ring.

Your human resources (HR) team will also offer advice on employment related issues.

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Employee Induction GuideEmployee Induction Guide

CorporateDirector

David Pearson

Adult Social Care andHealth department

Children and YoungPeople’s department

CorporateDirector

Anthony May

Chief Executive’sDepartment

CommunitiesDepartment

CorporateServices

CorporateDirectorTim Malynn CorporateDirectorTim Gregory

ChiefExecutiveMick Burrows

* The above structure is correct at the time of the Induction guide being published.Please visit the MRC site on the intranet for updates on changes to the structure and contents

Your colleagues

Your colleagues can help you with many of the informal aspects of settling into your job.Find out as much as you can from your colleagues about the place in which you areworking and how other people’s jobs fit with yours.

Day one

Initial formalities

The only action we suggest you take after your first day is to go through the initialformalities in your checklist with your line manager to ensure that everything applicableto your appointment has been covered as part of your first day’s induction.

It is important that you ensure that the Employee Services Centre has all the necessaryforms so that you are paid on the appropriate day. Details of this will be explained toyou by your line manager.

Getting to know your work location

You may have been provided with a plan of the area in which you work, detailing stairs,fire exits, lifts, toilets, etc. It is important that you are told about any specific risks orhazards and security arrangements that might be applicable to your work area/building.

Do you know?

• where the nearest point for raising a fire alarm is• where the nearest fire exit from your workplace is• where the location of your nearest assembly point is in case of fire or a bomb• where the nearest first aid box is located• where the accident book/form is located for your workplace

Getting started

Checking some essential procedures

On your first day you should have been told about the general procedures for reportingabsence from work, sickness, arranging annual or flexi leave (if this applies to you) andany time recording procedures (if applicable). The following will help you check whetheryou need further information from your line manager.


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Absence

Make a note of the name and telephone number/extension of the person whom youshould contact.

Ensure that you are familiar with the forms you will need to complete if you are off sick.These are available from your line manager.

Annual leave

Check your correct annual leave entitlement and the procedures for approving leave,including special, compassionate and religious leave. Also check if this is with or withoutpay.

Mobile phones

Mobile phones are often used at work. They can be beneficial for safety, efficiency andthe convenience of managers and staff. However the new law makes it an offence foran employer to cause or permit someone to use a handheld mobile phone whilst using avehicle.Please read the mobile phones policy which is on the intranet for further details.

Photocopying

Departments have their own procedures and forms for using centralised officialphotocopying/printing services.Find out the procedures used in your department for photocopying/printing includingprivate usage from your line manager.

E-mail

Many employees will be given an e-mail address, which should only be used for workpurposes. The use of e-mail should conform to departmental mail standards, and youshould ensure that messages are polite and do not contain unacceptable terminology.More detailed information about the use of e-mail can be found in the e-mail policy andcode of practice and customer service code and standards on the intranet underinternal procedures.

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Vision, promises and values

Our vision

Our vision is for Nottinghamshire to be a county that is safe; economically prosperous; aplace where businesses want to invest; and where we are proud of our past andambitious for our future.

Our promises

We want Nottinghamshire to be a county where people have high aspirations; live asindependently as possible and share with us responsibility for the future.

We will lead NottinghamshireWe will play a full part in leading Nottinghamshire to be a place where people want tolive and feel safe; businesses want to invest and tourists want to visit and stay.

We will provide good servicesWe will consult, listen and act on what the public tell us about the services they use. Wewill work with other organisations to make public sector services in Nottinghamshire asintegrated as possible. We will ensure all our services are good quality and provide valuefor money.

We will be an efficient CouncilWe will be a cost effective and efficient council. Over the coming four years we willreduce our running costs substantially to allow more to be spent on delivery of services.

Our values

We will be:

Customer drivenWe will deliver high standards of customer care and service; we will listen carefully andwill respond positively to what we hear from our customers.

Prudent and efficientWe will use the council’s resources effectively by reducing bureaucracy and ensuringmaximum efficiency.

Enthusiastic and positive in our approachWe will be realistic, enthusiastic and ambitious. We will make sound evidence baseddecisions, acknowledge where we can do better and lead by personal example.

Considerate and show respect for othersWe will treat the public and colleagues with fairness, respect and honesty.

Constantly strive and encourage others to be creativeWe will continually challenge the way we work and strive to find new creative andinnovative solutions and ways of working.

We will provide leadership that supports our values and the behaviour we expect fromour colleagues.

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Working for Nottinghamshire County Council

What can the County Council offer you?

Nottinghamshire County Council offers a supportive, progressive and secureenvironment in which to work.Detailed below are items of information that you will need to be aware of in order tocommence work with the County Council. Some of the information will relate to theterms and conditions of employment that you are working under whilst others willprovide you with additional information about the authority.

Your contract of employment

You need to read this document carefully, sign it and then return one copy or theconfirmation of acceptance form to the Employee Services Centre (ESC) within the timelimit specified.

Your contract states the terms and conditions under which you agreed to work and anyquestions should be raised with your line manager, your HR team or the ESC.

You should receive a contract of employment within eight weeks of commencing youremployment with the County Council. However if for any reason you have not receivedyour contract, you should speak to your line manager who will contact the ESC.

Your job description

Your job description forms part of your contract of employment and you should havereceived a copy before your interview. If for any reason you have not, remind your linemanager who should also be able to explain the duties involved in your job in moredetail.

The County Council’s pension scheme – Your choice

This is one of the most important decisions you will ever make so consider it carefully.You should receive an employee guide about the pension scheme to enable you tomake a choice. If you need further advice, make a note to talk to the pensions sectionat the ESC. You can contact the helpline number on 0115 8463333.

Statutory Sick Pay scheme (SSP)

SSP is a scheme whereby the County Council is responsible for paying its employeesduring absence from work due to sickness or injury, and replaces the employee’sentitlement to state sickness benefit. An information sheet and leaflet are available forall new employees which outline the conditions of the scheme. Further details can beobtained from the ESC.

Probationary periods

The County Council applies a probationary period of six months to newly appointedemployees. All new employees on a probationary period should normally have twoformal reviews within the six month probationary period, one after approximately twomonths and one no later than five months after its commencement. If you are not surewhether your appointment is subject to a probationary period check your contract ofemployment or ask your line manager. The probationary period is your chance todiscuss any concerns you may have. It is also a chance for your line manager to givehelpful and meaningful advice, or make you aware of any areas of work which mayneed more attention from you. If you are unsure of the procedure, check with your linemanager, it is important that you know when your probationary period assessments willtake place.

If your work has been satisfactory during this time you will be notified of this after yourfinal assessment.

If your work does not meet reasonable standards or your conduct is unsatisfactoryduring your probation period, support will be given by your line manager to help youimprove. However, the County Council does have the right to either extend yourprobationary period or dismiss you.

Trade union membership

The County Council recognises a range of trade unions and regularly consult andnegotiate about employment matters. The County Council encourages all staff to join arelevant trade union and is committed to good industrial relations. The union you canjoin depends on the conditions of the service which covers your job within the CountyCouncil. Information on all new starters to the authority is supplied to recognised tradeunions to allow them to circulate membership information to employees at theirworkplace.

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Occupational Sick Pay (OSP)

OSP is intended to supplement Statutory Sick Pay (SSP) where an employee is absentfrom work due to ill health so as to maintain their normal pay during these periods.

An employee’s entitlement to receive OSP is dependent on their length of service withlocal government and full details of these amounts and qualifying periods can be foundin the ‘National agreement on pay and conditions of service’ (the Green Book).

Health, Safety and Welfare

Nottinghamshire County Council is committed to looking after the health, safety andwelfare of all its employees. The health and safety team are located at Lawn ViewHouse, Sutton in Ashfield and the Occupational Health service is based at Byron House,Sutton in Ashfield.

There are nominated lead health and safety advisers and OH advisers (nurses) for eachdepartment with responsibility for raising awareness, promoting healthy life styles, safeworking practices, providing information and advice on health and safety issues,providing a range of medical occupational health services, auditing and monitoringhealth and safety performance.

The service also develops and implements health, safety and welfare policies andprocedures.

The service provides an occupational health service, which supports staff at all levels inrelation to health issues. The service has a health promotion role, which involvespromoting fitness and wellbeing.

The service aims to support and enable managers and employees to meet their legalresponsibilities, which are summarised as follows:

• employers have a duty to look after the health and safety of employees• employees need to look after their own health and safety• all have to take care of the health and safety of others, for example members of thepublic who may be affected by our work activity.

The County Council's safety policy and more detailed guidance on working safely maybe found in our safety manual, which is available on the County Council's Intranet or askyour line manager for details.

Equality and diversity

Nottinghamshire County Council, together with the recognised trade unions, iscommitted to the development of positive policies to promote equal opportunities inemployment, regardless of age, disability, gender reassignment, race, religion or belief,sex, sexual orientation, marriage and civil partnership, pregnancy and maternity or tradeunion membership status. This commitment will apply to recruitment and selectionpractices, learning and development, promotion and in the application of national andlocal agreements in respect of pay and conditions of service.

The operation of this policy is monitored and reviewed periodically through theestablished joint consultative process. If any employee considers that she or he is thesubject of unequal treatment on any of the above grounds, a complaint may be madethrough the agreed procedures for dealing with grievances.

As part of its commitment in promoting equality and diversity in the workforce theCounty Council makes provision for employees to attend self managed workers’ groups.

Employees are entitled to 3 hours per month to attend group meetings. If they belong toseveral groups then they can attend all relevant meetings.

Currently the existing groups are:

• corporate black worker’s support group• corporate disabled worker’s group• corporate lesbian, gay, bisexual and transgender group.

There is more information on the intranet under Working for NCC/Support for staff.Guidelines for self managed staff groups are also available on the County Council’sIntranet or ask your line manager for details. An electronic briefing on equality anddiversity is available for all employees on CD ROM, Audio CD, MP3 player and via ourlearning and development system (LDS)

Learning and development

Nottinghamshire County Council recognises that people are crucial to the success of theorganisation. The County Council is committed to developing its employees from themoment they join the authority to the time of their retirement. In order to help theorganisation succeed we recognise that our employees need to be equipped andcompetent to provide the high quality services we deliver. It is believed that learning anddevelopment benefits our employees, our overall effectiveness and most importantly ourcustomers.

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The County Council’s learning and development programmes demonstrate theimportance placed on the continuous development of employees in order to maintainquality and equality in service delivery.

It is important to recognise that learning and development can be achieved throughmany different ways, for example:

• on-the-job training• NVQs• short courses• computer based training/e.learning• secondment opportunities• open learning• part-time course at a local college• academic qualifications• coaching/ mentoring/ shadowing.

Information relating to learning and development opportunities, which should match thebusiness objectives of your work area, should be available from your line manager oryour departmental learning and development section. This information may includeboth departmental/service area learning/development opportunities, as well as details ofactivities provided through the corporate learning and development team andInformation technology (IT) training.

You will be encouraged to help identify and meet your job related development needsthrough discussions with your line manager. You will need to start to consider your futuredevelopment needs which are likely to be raised at one of your progress meetings. Youshould therefore consider what learning and development you may need. You may findit helpful to look at your job description/person specification and think about whatknowledge, skills and abilities you have that you would like to develop further.

After you have considered and agreed your development needs at your progressmeeting you will have further opportunities to discuss them as part of your annualemployee performance and development review (EPDR).

The purpose of a progress meeting is to provide an opportunity for you and your linemanager to ensure that you have the right information so that you can settle in quicklyand can begin contributing effectively to the work of the section.

All learning and development activities will need to be evaluated to ensure that learninghas been successfully applied in the workplace. A copy of departmental and corporatelearning and development programmes can be obtained on the intranet via the learningand development system (LDS) or at your place of work. You can also contact your unionlearning representatives to get advice to enhance your career and personal development.

How the Council works

The way that the 'political machine' of the County Council works is similar to howParliament works.

There are 67 Councillors in the County Council and all elected Councillors sit in FullCouncil. The elected Councillors are known as Members of the County Council. FullCouncil is a major meeting, held every six weeks. It is the highest level of decisionmaking in the Council.

County Councillors are usually members of a political party (but they can beindependent). The party with the most Councillors becomes the ruling party.

Senior Councillors from the ruling party form the Cabinet. Cabinet develops new policiesand variations to existing policy.

The law says that some Council functions cannot be dealt with by Cabinet, they have tobe considered by specialist committees. These are also called 'regulatory, corporate andethical functions'.

Select committees scrutinise the council's decisions, policies, and services. This is knownas 'scrutiny'.

The Council has a constitution, which sets out the legal rules it must follow. Theconstitution sets out how the Council operates and how decisions are made. Theyensure that procedures are followed correctly and that they are efficient, transparentand accountable to local people.

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Our departments

The County Council provides services for people living within the county ofNottinghamshire. If you live in the City of Nottingham, your services are provided byNottingham City Council.

Nottinghamshire County Council has five departments, each of which either directlyprovide or support services to the public.

More information about each department can be obtained through the intranet and theinternet.

• Chief Executive's department• Adult Social Care and Health department• Children and Young People's department• Communities department• Corporate Services

Chief Executive's department

The Chief Executive’s department handles our relationships and communication withthe public, our customers, how Councillors run the Council and represent the people. Itprovides a strategic focus and support for all departments, Members and our public andprivate partners.

The department monitors and measures the Council’s performance to make sure theservices we deliver are top quality, which is crucial to the success of our growing role ascommunity leaders.

The department is overseen by the chief executive, Mick Burrows. Working alongside thechief executive is the deputy chief executive, who covers day-to-day deputising andinternal management responsibilities. The deputy chief executive role rotates betweenthe departmental corporate directors.

If you wish to find out more about this department please ring 0115 9772565

Adult Social Care and Health department

The Adult Social Care and Health department promotes the independence, health andwellbeing of vulnerable adults and older people in the county. It works in partnershipwith service users, carers, the health service and other agencies to arrange or provideexcellent services to meet care needs.The department’s role in promoting health and wellbeing involves focusing onparticipation and opportunities for adults and communities. The department isresponsible for four specific areas:

• mental health and learning disability• older people and strategic partnerships• physical disability and independent living• strategic services


Children and Young People's department

The Children and Young People's department works to secure the five outcomes of theGovernment agenda - Every Child Matters. These are:

• being safe• being healthy• enjoying and achieving• making a positive contribution• enjoying economic and social success in life.

The department works closely with our partners in schools, the health service and youngpeople themselves to achieve these goals and improve the life chances of all childrenand young people in Nottinghamshire.The department is responsible for five specific areas:

• strategic services for children and young people• social care and health• learning and achievement• inclusion and engagement• access to services.


Communities department

The Communities department provides over 200 different services ranging fromhighways to libraries and takes the lead in four strategic areas:

• culture - such as country parks, arts and sport• regeneration - such as developing former coalfield areas• sustainability - such as conservation and recycling• safety - such as emergency planning, community safety and trading standards.

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The department will work with partners to improve local services in our communities andmake Nottinghamshire a better place for local people.The department is responsible for five specific areas:

• community safety, regeneration and protection• cultural services• highways• planning and sustainability• strategic and environmental services.


Corporate Services

Corporate Services brings together the essential services, systems and strategies thatsupport the Council in delivering its services to the public.The department brings together the following functions:

• finance• human resources• information and communication technology• property• strategic services.


Employee Services Centre

The Employee Services Centre, based at Oak House in Ruddington, brings together anumber of support staff working in finance and HR functions to provide a seamlessservice for the potential, current and ex-employees of Nottinghamshire County Council.The centre contributes towards the authority’s aim of meeting increased citizendemands with better quality, cost effective and more accessible public services.

The services they provide are:

• recruitment and advertising• payroll services - HR – pay team• the teachers pension scheme – HR-pay team• issue of contracts and letters of contractual variations – HR-pay team

• the Local Government pension scheme – pensions office• systems management - reports, systems and training team• management information - reports, systems and training team• training administration – reports, systems and training team

You can contact any of their services through the County Council’s main switchboard on0115 982 3823.

Corporate communications team

The corporate communications team is responsible for safeguarding the reputation ofthe Council and explaining the decisions and work of the Council to employees, localresidents and the media.

They involve local people in decision making through our award winning newspaper,County News and we communicate with our employees through InContact, teambriefing, the chief executive’s bulletin and the Big issues website.

You can email the chief executive on any issue using:[email protected]

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Policies and procedures to be aware of

As part of your general induction you should have been told where you can find detailsof the following County Council literature. You may already have received details or maywish to refer to them during the next few weeks, so do check that you see them all. Yourline manager will be able to tell you where you can find them.

Employee relations procedures

Many of the following procedures can be found in the Personnel Handbook, a copy ofwhich is available on the County Council’s intranet or ask your line manager for details.Most of these policies are available on the Managers’ Resource Centre which is locatedon the Nottinghamshire County Council’s intranet.

Code of conduct

The County Council’s code of conduct applies to us all. As an employee ofNottinghamshire County Council we are required to ensure that we carry out our dutiesto the highest standard of conduct and behaviour. This means that you are expected tobehave with integrity, fairness, probity and honesty.

The code reflects the changes, demands and expectations that you are required to meetduring the course of your employment in order to maintain public confidence and bebeyond reproach in the performance of your work.

It is important that as an employee of the County Council you familiarise yourself withthe code of conduct which can be found in the Personnel Handbook. If you have notbeen given a copy of the code of conduct policy, please ask your line manager or yourtrade union representative.

Grievance procedure

In the first instance any issues relating to grievance, harassment, disciplinary orperformance matters should be addressed in a non formal and supportive way throughdiscussions between you and your line manager. However if the issues cannot beresolved in an informal manner then the County Council procedures may have to beused. All matters of concern will be dealt with fairly, whether they are from an individualemployee or a group of employees.

Disciplinary procedure

All organisations have rules to ensure that employees work together well and that safetyprocedures are followed. If these rules are infringed, disciplinary action may be takenagainst the person(s) concerned.

Examine the disciplinary procedure agreed with the recognised trade unions. You willfind a copy of this in the County Council’s Personnel Hand book. It is important that youknow the main purpose of a disciplinary procedure, and what rights you have as anindividual should such action ever be taken against you.

Attendance management procedure

The County Council is committed to improving the health and well being of ouremployees and part of this process is managing attendance in a fair, consistent andsupportive way. It is for this reason that the County Council has an attendancemanagement procedure, a copy of which can be found in the County Council’sPersonnel Handbook.

Sickness absence affects the level and quality of service that we provide to our clientsand customers and the policy provides step by step guidance for managers dealing withemployees who are absent from work due to ill health. Managers are required to discussthe causes of sickness absence with employees and to find ways to support theemployee and improve their attendance. Ultimately, the policy is about managingattendance in a fair and sympathetic way, balancing both the needs of the organisationand its employees.

There are occasions when employees report as sick when in reality their absence isbecause of unforeseen and unplanned reasons eg care of a sick dependant relative.The Authority does have provisions to help in such circumstances eg compassionateleave or urgent domestic business.

Further information on the attendance management policy is available from your linemanager, your HR team and your union representatives.

Capability/Performance procedure

The County Council is committed to being a fair and reasonable employer andrecognises that instances may arise where managers will be concerned about theperformance of an employee. Such cases need to be addressed through an agreedprocess where the problem is identified and appropriate action taken. The specificobjectives of the procedure are as follows:

• to ensure that a fair and formal process is adopted where there are managerialconcerns regarding employee performance.

• to ensure that employees experiencing performance difficulties are managedappropriately recognising the County Council’s separate arrangements for dealingwith discipline and ill health.

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• to ensure that employees are adequately supervised, given appropriate developmentand support and that their performance is reviewed regularly.

Harassment complaints procedure

The County Council has a harassment complaints procedure which can be used byemployees who feel that they have been treated unfairly. The procedure coverscomplaints against an individual or groups of employees regarding allegations ofharassment, intimidation, unfair discrimination, bullying or victimisation.

You should note that it is the responsibility of all employees to create a safe and fairwork environment where unacceptable behaviour is not tolerated. Any unacceptablebehaviour should be reported to your line manager or to your union representatives.

Whistle blowing (confidential reporting) policy

Employees are often the first to realise that there may be something seriously wrongwithin the Council. However, they may not express their concerns because they feel thatspeaking up would be disloyal to their colleagues or to the Council.

They may also fear harassment or victimisation. In these circumstances it may be easierto ignore the concern rather than report what may be just a suspicion of malpractice.

The policy is designed to ensure that you can raise your concerns about wrongdoing ormalpractice within the Council without fear of victimisation, subsequent discrimination,disadvantage or dismissal.

It is also intended to encourage and enable you to raise serious concerns within theCouncil rather than ignoring a problem or ‘blowing the whistle’ outside.

The policy is available on the County Council’s intranet or ask your line manager or yourunion representative for details.

Travelling and subsistence

Your job may require you to travel on behalf of the County Council. If so, you should beaware of the rules regarding this.

If you are required to use your car for County Council business, make sure you know thecurrent rates related to the car user allowance and how to claim any travel and/orsubsistence expenses

Work life balance

Nottinghamshire County Council’s strategy for work life balance is a range ofemployment policies and initiatives aimed at supporting employees to balance theircommitment to work and their life outside work.

These policies currently include:

• job share scheme• career break scheme• maternity and adoption provisions• parental leave• special leave provisions• flexible working arrangements• counselling service.

Full details of these policies are contained in the County Council’s Personnel Handbook.

Comments and complaints procedure

The County Council has a comments and complaints procedure which makes it easy forour customers to register a comment, complaint or compliment and for these to bedealt with quickly.

The aim of the procedure is to satisfy as many customers as possible. It is important weshow them that we are a caring and knowledgeable organisation, which is here to servethem and to provide them with quality services. This means we must listen to ourcustomers, anticipate their needs and do our best to solve their problems.

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Confidentiality and security

The County Council is responsible for providing a wide range of services to the localcommunity; sometimes the decisions it has to make are not popular with everyone. Evenso, local authority buildings are open to the public and local government employeesmust therefore preserve a good working relationship with the public by makingthemselves accessible while at the same time maintaining a high level of security by:

• maintaining confidentiality over matters that are not for release to the general public• protecting County Council property• reporting suspicious objects and people on the premises• observing relevant guidelines on the Data Protection Act and IT security.

If you have not already been told, ask your line manager about any particular securityrisks associated with your job and the work of your department, noting any specialprocedures you may have to take.

You should familiarise yourself with:

• the procedure for receiving visitors in your department/section and actual worklocation

• areas of the workplace which are not open to members of the public or unauthorisedvisitors

• what you should do to ensure that confidential information you may be working oncannot be viewed by unauthorised people

• what you can do to reduce the incidence of petty theft within your work location• what you must do if you receive a suspicious parcel or letter• Any risk assessments that may have to be carried out to ensure that you are workingin a safe environment


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Data Protection Act and IT Security

If your job involves the use of computers you need to be clear about your personalresponsibilities in terms of passwords, procedures and other security implications.

There are certain aspects of confidentiality and security which apply particularly to theuse of computers and other forms of information technology (IT). In particular, it isimportant to realise that criminal offences may be committed by employees if computersand the information they hold are used in an improper manner. Furthermore,information is seen to be among the County Council’s most vital assets, and one whichneeds to be managed with care.

Familiarise yourself with the County Council’s standards and guidelines applying to theData Protection Act and the IT security policies and procedures published on theCouncil’s intranet page (under the heading IT – IT security). Find out whether any otherguidelines apply to the use of computers in your area of work, and familiarise yourselfwith them. Ask your line manager who fulfils particular roles concerning IT security inyour area.

The internet and intranet

Access to the internet and intranet will be available to some employees of the CountyCouncil. The purpose of using the internet facilities is to enhance the efficiency andeffectiveness of the user’s work for the County Council. To access the facilities you willbe given a personal password, which will enable your use to be monitored in line withthe internet policy and code of practice. Before using the internet or intranet, youshould read and understand the policy and code of practice and speak to your linemanager if you have any questions.

Insurance

In the event of an employee sustaining bodily injury as a result of which death ordisablement occurs, the County Council has provision to pay appropriate sums toemployees.

Full details of all insurance schemes, procedures and potential liabilities can be found inthe Personnel Handbook. Ask your line manager or your union representatives forfurther details.

Please contact the insurance section in Corporate Services if you require furtherinformation.

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Customer service code of practice and standards

Customer service is ensuring that we provide our customers with the level of personalservice that we would expect to receive ourselves.The Customer service code of practice sets out the way in which we should deal with ourcustomers when we communicate with them. The standards are our commitment toservice users about the level and quality of service that they can expect.

Further details are available on the County Council’s intranet or ask your line managerfor details.

Safeguarding children and vulnerable adults policy

Nottinghamshire County Council is committed to safeguarding and promoting thewelfare of children, young people and vulnerable adults. We will respond robustly to allconcerns about the safety and welfare of children, young people and vulnerable adultsthat are reported to us. This commitment applies equally to children and young peoplethat we work with directly and those that we come into contact with. We expect all staffand volunteers to share this commitment with us.

Financial regulations and codes of procedure

Financial regulations provide detailed guidance for officers dealing with each aspect offinance, including expenditure, income, the security of assets and accounting andreporting.

The codes of procedure cover specific areas, such as contracts and procurement,information technology and the disposal of land and buildings.

Financial regulations and codes of procedure will be relevant to the work of everyemployee to a greater or lesser degree. Even if you are not directly responsible forensuring compliance with them, they will help you to understand why we operate in theway we do and to see how your job contributes to achieving effective financial control.

Where appropriate your line manager should discuss with you how they impact on yourjob, and identify which sections are of particular relevance to you.

Make sure that you read and understand these sections, and determine how you willapply the financial regulations in your work.

Environmental policy

Following extensive consultation, the County Council has adopted an environmentalpolicy. It commits us all to reduce the environmental impact of our:

• waste generation• energy and water consumption• purchasing of goods and services• transport and travel.

In addition we aim to:

• protect, conserve and enhance wildlife, human heritage and local distinctiveness• promote a safe, healthy and better quality environment• minimise and, where possible, eliminate the release of any pollutant that may causeenvironmental damage to air, water or land

• promote the conservation and more sustainable use of both renewable and non-renewable resources.

Because the policy aims to build a better place to live for all people in Nottinghamshire,it affects staff both in their role as employees and as residents. For this reason, everyonecan help achieve the aims through what they do at work and at home.

If you need more information about what you can do to meet these aims please see theCommunities department, Green issues on the County Council website:www.nottinghamshire.gov.uk

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One Council Strategic Plan 2010-2014Our PrioritiesAspiration - to foster aspiration, independence and personal responsibilityhttp://bigissues.nottinghamshire.gov.uk/index/bigissues/strategic-plan-2010-2014/our-priorities/aspiration

Our priority is to raise the aspirations of local people by enabling them to achieve moreboth as individuals and as neighbours. We will encourage local people to takeresponsibility for the way they live and the place in which they live. We are committed toenabling people to live as independently as possible throughout their lives.

Economic prosperity - to promote the economic prosperity of Nottinghamshire andsafeguard our environmenthttp://bigissues.nottinghamshire.gov.uk/index/bigissues/strategic-plan-2010-2014/our-priorities/economic-prosperity

Successful local businesses and a prosperous economy are key to our future. Ourpriority is to do all we can to help our local business community thrive and promoteNottinghamshire as a place to invest, do business and to visit and stay. While promotingthe economic prosperity of the county we will protect our countryside, our environment;and our heritage and work with partners to promote Nottinghamshire as a touristdestination.

A safer place - to make Nottinghamshire a safer place to livehttp://bigissues.nottinghamshire.gov.uk/index/bigissues/strategic-plan-2010-2014/our-priorities/a-safer-place

It is important that people feel that the county is a safe place to live. Managing safetyand having a coordinated approach to keeping people and places safe is vital. A greatersense of security helps to create confidence that feeds well-being and growth. Ourattention must be on the safety of those groups and communities that are morevulnerable and on reducing crime and disorder.

Good quality affordable services - to secure good quality, affordable serviceshttp://bigissues.nottinghamshire.gov.uk/index/bigissues/strategic-plan-2010-2014/our-priorities/good-quality-affordable-services

Our priority is to ensure that the County Council provides good quality, affordableservices for the people of Nottinghamshire. This means that we will involve citizens in allaspects of the services through consulting, listening and acting on what they tell us. Wewill evaluate ourselves against the best and make improvements to reflect this. We willwork collaboratively with our partners to ensure key services are delivered well. We needto make decisions to withdraw funding from some services to invest in others that are ofgreater priority and may require additional resources.

Financially robust - to be financially robust and sustainablehttp://bigissues.nottinghamshire.gov.uk/index/bigissues/strategic-plan-2010-2014/our-priorities/financially-robust

Our priority is to be cost effective, run as ‘one council-one business’ and provide valuefor money in all that we do. We need to reduce our running costs to protect spending onfront line services. The Council will need to change the way it operates includingbusiness transactions, procurement and organisational design.

A last word

We hope you will find your induction programme useful and that you settle quickly intoyour job and into the larger community of the County Council. Of course, induction isnot the end of your learning process - it continues all the time. This is only thebeginning!

The County Council’s aim is to be a caring organisation and we do not want you to feelthat you are now expected to function without any help and advice. In fact, customerservice is only achieved through our people, so employee care and support arefundamental to our philosophy.

Our HR officers are always there to offer help and advise on employment related issues,learning and development and matters of your personal welfare - so please ask if thereis anything you want to know.

Once again, welcome to Nottinghamshire County Council and we hope you enjoyworking with us.

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Induction checklist formanagers/employees

2008

Nottinghamshire County Council is committed to ensuring that appropriate inductionprocedures are provided to enable employees to function effectively and to meet the businessobjectives of the team, service, department, and the County Council.

The purpose of the induction is therefore to help new employees:-

• Settle into their team and workplace as quickly as possible.

• Understand the nature of their job and the implications of their role within the team, departmentand the County Council.

• Become fully effective in that role through an ongoing process of induction followed byappropriate development and continuous learning opportunities.

All employees taking up a new post on a temporary or permanent basis are entitled to receive suchan induction programme, whether they are new or existing members of the County Council.Appropriate provision should also be made for employees returning from maternity leave, careerbreak, long-term illness and secondment. The scope of such an induction should be determined bythe line manager on discussion with the employee and advice of human resources (HR) officers.

The following checklists are intended to provide guidance to departmental managers, teamleaders, and HR officers on the subject matter to be covered in an induction programme.Although responsibility for the process lies with the manager, the involvement of human resourcesand other work colleagues should enable support, advice and implementation of some of thesubject matter on the checklists.

The activities to be carried out are divided onto three checklists, week 1, week 2-4 and week 5onwards and they should be addressed within the appropriate time-scales if at all possible,although flexibility exists for movement of some of the activities onto the next checklist. A copy ofthe completed checklist should be placed in the employee supervision file (where applicable).Alternatively a copy of the completed checklist should be kept with the line manager in a securelocation. Line managers may have to provide paper copies of the relevant information from theintranet to new employees who do not have access to a work computer.

Some subject matters are department specific and these should be listed separately at the end ofthe week 5 onwards checklist.

Welcome the new member of staff, introduce them to colleagues and familiarisethem with their work environment.

Show them around the building including location of toilets, canteen facilities,arrangements for meals and refreshments, security, layout, car park etc.

Explain fire regulations, first aider, evacuation procedures and planned fire drills(and any other emergencies e.g. bomb).

Ensure that the employment contract and other employment documents havebeen received.

Provide future dates for team meetings and explain supervision arrangements.

Explain various leave policies (annual, special, compassionate, religious leave etc)

Ensure that employee has submitted their bank/building society details to ESC.

Check that Nottinghamshire pension scheme – ‘Your Guide to the LocalGovernment pension scheme’ leaflet has been received.

Emergency contact name and telephone number.Name Relationship Contact number

Explain the County Council’s no smoking policy.

Explain absence/sickness procedures.http://intranet.nottscc.gov.uk/attmgtemployeeguide.doc

Explain normal hours of work, leave, timesheets – time recording and flexitime(where appropriate).

Issue Identity card and car park permit (where appropriate).

Introduce to phone system and photocopier. Explain policy for private use andgood telephone practice.

Introduce employee to IT system. Issue them with E. mail accounts, passwords etc.Explain policy for private use, security measures and VDU guidelines.http://intranet.nottscc.gov.uk/index/workingforncc/wfncc-smartwork/dpa.htm

Discuss with employee – Job description, employee specification, and where thisfits with the particular expectations from the employee.

Discuss with employee the organisational structure chart and where they fit in theirrespective department.http://www.nottinghamshire.gov.uk/home/your_council/whodoeswhat/structurechart.htm

Name of new employee

Start date

Activity to be carried outManager tosign anddate whencompleted

Employee tosign anddate whencompleted


Week 1


Start date

Discuss Customer Service Code of Practice and Standards.

Familiarise employee with the NCC Strategic Plan – All together better 2006 -2010http://www.nottinghamshire.gov.uk/alltogetherbetter.htm

Explain the Employee performance development review (EPDR) processhttp://intranet.nottscc.gov.uk/index/workingforncc/wfncc-termsandconditions/personnelhandbook-contents/personnelhandbook-sectionf12/personnelhandbook-epdrcontents/epdr-resources.htm

Discuss and demonstrate how to access learning and development events.Guidance notes for the Learning and development system [WORD 54KB]

Explain how to access the Personnel Handbook so that the staff memberunderstands the Authority’s expectations concerning the employees code ofconduct and the employee relations process (e.g. discipline/capability/ grievanceand harassment procedures)Personnel handbook (access via Intranet), access to personnel for advice.

Issue new employee with trade union contacts and representative listhttp://intranet.nottscc.gov.uk/index/workingforncc/wfncc-supportforstaff/unions.htm

Explain how to access the Authority’s financial regulations, including the anti fraudand corruption strategy (Protecting public funds and assets) so that the staffmember understands the need to comply with these on all financialmatters.http://intranet.nottscc.gov.uk/index/financeadmin/financeadmin-financemanagement/financialregulations/financialregulations-contents.htm

Explain the existence of self managed staff groupshttp://www.nottinghamshire.gov.uk/home/your_council/equalities/equalitiescommitment.

Issue employee the County Council’s equality and diversity policyhttp://www.nottinghamshire.gov.uk/equalities.htm

Issue the “Violence to staff” at work policy.

Explain the Insurance Regulations as per Personnel Handbook.

Explain the County Council’s Health promotion programme.

Check that employee is aware of the probationary period and assessments (ifappropriate)http://intranet.nottscc.gov.uk/index/workingforncc/wfncc-termsandconditions/personnelhandbook-contents/personnelhandbook- c

Check the employee has read and understands the local authority’s ‘safeguardingchildren and vulnerable adults’ policyhttp://ssdonline.nottscc.gov.uk/apps/ss/documents.nsf/bwa/C58942FF157D72888025731300433FA5

Activity to be carried outManager tosign anddate whencompleted



Week 2 - 4

Manager tosign anddate whencompleted





Start date



Departmental issues (as appropriate)

Activity to be carried out



Any other issues raised by the new staff member


Week 5 onwards


Useful contact numbers

County Hall 01159 823 823

Sherwood Energy Village 01623 520520

Gamston Area Office 08449 808 080

Lawn View House 01623 434 000

Meadow House 01623 433 433

Mercury House (Customer Services Centre) 08449 808 080

Oak House (Employee Services Centre) 01159 823 823

Riverside Way 01159 340 777

Rolleston Drive 01159 823 823

Sir John Robinson Way 01158 546 000

Trent Bridge House 01159 823 823

Now you are in

the know

54763 Cover 2010 28/7/11 09:30 Page 3

Contacting usemail [email protected] 0115 977 3831fax 0115 977 3687post Corporate Services, County Hall,

West Bridgford, Nottingham NG2 7QPinternet www.nottinghamshire.gov.ukpublished July 2011

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P/7-

11/C

S/00

3630

This publication can be made available in alternative formats and languagesto ensure it is fully accessible to the reader.

This document is printed on a combination of 80% recycled material and 20% sustainable.

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