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INDUCTION CHECKLIST FOR MANAGERS

For Time to Change Staff based at Mind

Important Note!

This checklist should be used by line managers to plan and arrange key induction activities for new staff. It should be used in conjunction with the Mind Induction Policy on the Mind Intranet

This list is not exhaustive and teams are advised to include additional items where relevant to specific settings. As you work through the checklist please tick items to show that these have been covered. Any remaining questions should be addressed during supervision.

Name of employee
Start date
Job Title
Department or Location
Line Manager
For managers to complete prior to the new employee’s first day
Action / Tick when complete
Allocate time to carry out the first day requirements with your new member of staff or delegate to a named person. Date [ ]
Email Office Services with details of new employee’s name, job title, start date and work location.
Complete IT Joiners form to request new email account, username and password, access to S & T drives and relevant email groups, including the TTC All Staff Phase 2 groups. (
7253_joiners_leavers_and_change_of_information_form
Email the TTC Comms & Marketing team to request a username and password for the TTC Extranet. (Email: Ed Patrick – .
Ensure adequate working space and equipment e.g. desk, computer, telephone, storage space and stationary supplies etc.
Implement any reasonable adjustments as per the Mind reasonable adjustment procedures
guidance/3304_reasonable_adjustment_procedure
Inform immediate colleagues/department of new employee and arrange any colleague/team support as required
Arrange induction with IT Services – Date:
Arrange induction with Office Services – Date:
Arrange other inductions as required –see page 5 of this document.
Check with HR that employee is booked onto next Corporate Induction.
Check employee is booked onto appropriate core training –see page 6 or refer to Mind & You/Training on the Mind Intranet.
Check employee booked onto next HR induction – date:
For managers to complete on the new employee’s first day
Action / Tickwhen complete
Welcome – make arrangements to meet and greet the new employee on their first day
Show employee his/her work station, introduce to immediate colleagues/staff sitting in close proximity
Show employee immediate office environment including toilets, refreshment facilities, staff room, photocopiers, confidential waste etc. Explain about working in an open plan office/noise guidelines. Introduce standards of behaviour/conduct/dress (including Mind’s No Smoking Policy)

Explain procedures for keys, office security, fire procedures/alarms/exits. Provide brief overview of phone/IT facilitates (and passwords).


Ensure new employee attends IT induction (date ______) and Office services induction (date ______)
Introduce Mind’s mission, values, aims and objectives, the structure of team/department and key working relationships internally and externally

Introduce the job and discuss aims and objectives, key deliverables, responsibilities, support/guidance
Introduce key policies and procedures – explain induction process and learning and development support. Explain working hours, flexi working hours scheme, annual leave and absence reporting procedures
Introduce key procedures relevant to Time to Change (see page 4)

Key policies and procedures (available on the Mind Intranet

Policy / Tick when complete
Induction policy -

Learning & Development
Flexible working hours policy -
policies/1128_flexible_working_hours_scheme
Timesheets – how and when to submit

Annual leave entitlement

Sickness and absence reporting

Mind days -
For managers to complete during the new employee’s first week
Action / Tick when complete
Continue to introduce key policies and procedures – explain the probation process, supervision and appraisal arrangements and set up meetings/schedule dates accordingly
Explain pay procedures, communication guidelines, confidentiality and security guidelines.
Explain team, department, and other meetings or events the new employee is required to attend
Continue introductions to colleagues across the wider organisation
Advise staff member about the Employee Assistance Scheme

965_employee_assistance_programme

Key policies and procedures continued…

Policy / Tick when complete
Probation process -
1138_probationary_and_trial_period_faqs
Supervision and Appraisal scheme

Conduct Policy -
policies/guidance/1124_conduct_policy
Pay procedures

Communication guidelines
Mind -
Confidentiality -
Security -
Building_security_and_key_fobs.doc
Season ticket loan -
benefits/1172_season_ticket_loan_form
Home/loan working policy

Mind Equalities Statement -
policies/guidance/1132_mind_equalities_statement
Promoting Wellbeing at work -
policies/guidance/980_promoting_wellbeing_at_work_policy
Provide information about the Staff Expenses policy - Mind

For managers to complete during the new employee’s first four weeks
Action / Tick when complete
Continue to arrange supplementary induction activities as appropriate – see information under Time to Change – Additional Items
Continue to review induction plan to include any further learning/support required.

Attend/complete mandatory training, as below:

(All dates are listed on the Mind Intranet - )

Session / Key Learning Points / Date Attended
Corporate Induction – Mind
Equality and Diversity
Data Protection
Mental Health Awareness Training

Important Note!

As stated above, this list is not exhaustive and teams are advised to include additional items where relevant to specific settings. As you work through the checklist please tick items to show that these have been covered. Any remaining questions should be addressed during supervision.

See pages 5 – 10 for Time to Change relevant Induction processes

See next page…

TIME TO CHANGE

Additional Items

For managers to complete on the new employee’s first day
Action / Tick when complete
Provide a copy of the TTC Staff Handbook – available on the TTC Extranet
includes Organograms, staff lists, management and governance meetings, and other key documents.
Go through the TTC Organisation chart showing lines of responsibility within Time to Change (including the Central Management team) – provided within the Staff Handbook.
Give an overview of the TTC Governance and Committee structure and key dates of meetings.
Provide a list of key meeting dates (TTC, Mind and Rethink) – see Extranet
Explain arrangements for incoming and outgoing post
If relevant, provide list of budget codes for TTC.

Note! Above information is available on the TTC Extranet Staff will need a username and password to access this. See page 1 for details.

For managers to complete on the new employee’s first week
Action / Tick when complete
Set up induction meetings with CMT staff, project leads and key people (where relevant) – See page 7 below.
Provide an overview of theTTCExtranet and where key information is located
Provide an overview of the TTCWebsite
Give details of the Rethink Mental Illness Website
Explain procedures for ordering stationery and equipment
IT procedures for hot desking and ordering IT equipment
Explain arrangements for incoming and outgoing post

Identify contact person(s) where staff can ask questions and seek support in initial fewweeks

Person (1):
Contact Details (1):
Person (2):
Contact Details (2):

Key Contacts - External

Name three key external contacts important in my role: / 1. Department of Health
2. Comic Relief
3. Rethink Mental Illness
How should I report a day of sickness absence? / Your line manager, who notifies the Portfolio Administrator (who logs all absences on an HR absence spreadsheet). Complete a sickness absence form and sign, and give to your line manager for processing. The form is then sent to HR for filing.
When is the first supervision meeting? / Liaise with your line manager. See Mind supervision policy

1142_supervision_policy

Training

What additional training requirements have been identified?

Discuss how Time to Change can support learning and how staff can take responsibility for their own professional development.

Key Meetings with Time to Change staff

Central Management Team (please delete as relevant)

Name / Date / Time(s) / Met
Sue Baker, Director
Tanya Sealey, Head of Programme Management (Job share)
Mike Carroll, Head of Programme Management (Job share)
Jennie Abelman, Research and Evaluation Manager
Sheila Moran, Finance
Kate Stringer, Head of Comms & Marketing
Helen Davies, Communications Officer
Hayley Richardson Roberts, Senior Media Officer
Abi Macdougall, Online Manager and
Ed Patrick, Online Officer
Karen Wilson, Portfolio Administrator &
PA to Sue Baker, TTC Director
Justyna Wichowska, Administrator (CMT & Organisational Engagement)
Sharon Hastings, Governance Support Officer
Venetia Boon, Programme Legacy Officer

Heads and Project Leads

Name / Date / Time(s) / Met
Sarah Cohen, Head of Social Marketing
Brigid Morris, Head of Leadership and Engagement
Jo Loughran, Head of Children and Young People
Kathryn Hill, Head of Development (Interim)
Organisational Engagement Managers,
Chantal Mendes (Mind) and/or
Libby Peppiatt(Rethink Mental Illness).
Stephanie McKinley, Social Leadership Manager
Abi Macdougall, Online Manager (Website and Social Media) and/or Ed Patrick (Online Officer)
Jenni Regan, Senior Media Advisor
(Mind Engagement)
Marcel Vige, Equality Improvement Manager

Other key contacts [add as relevant]

Name / Date / Time(s) / Met
Any other job specific elements:
Consider additional topics and include here.

For the manager to sign once the above checklist has been completed.

Name / Signed / Date

For the employee to sign once the above checklist has been completed.

Name / Signed / Date

Note to Manager: once checklist has been completed and signed, return to HR for employee’s personal file.

Important Note! Leavers
All line managers are responsible for ensuring that, when staff leave TTC, their access is revoked from the TTC Extranet and the Rethink Mental Illness IT systems.

All queries about this checklist should be sent to Karen Wilson, Portfolio Administrator Email:

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