When I'm at work: Supported employee induction Trainer's guide
Chapters
Induction timeline
Timings and responsibilities
Several workplace employees need to be involved at various stages of the induction process.
The following information is an approximate timeline of the induction process indicating where the involvement of particular staff might be required, and what sort of duties may be expected of them.
Pre-employment
Supervisor/team leader
Each new supported employee will have different requirements for development and training. Training needs to take into account their experience and the requirements of the position. As a supervisor/team leader, you have several responsibilities related to induction.
Suggested duties/tasks
- Ensure all necessary paperwork including personal details forms, tax file number (TFN) forms, and contracts are completed and signed by necessary staff, including the new supported employee.
- Send completed forms to HR, ensuring the new supported employee is given copies where applicable.
- Welcome the new supported employee by contacting and inviting them to attend an induction program prior to the commencement of employment, outlining the timeframes and personnel involved.
- Organise any personal protective equipment (PPE) and access requirements.
- If the new supported employee is being provided with a work space, complete the workstation preparation by ensuring it is clean and tidy, that stationery is available (if required), and that tools are available (if required).
- Let key people in your local and national (if appropriate) workplaces know of the new supported employee and their starting date.
- Add the new supported employee to any distribution, mailing, contact and phone listings.
- Appoint an 'induction buddy'.
Day 1
Supervisor/team leader
Suggested duties/tasks
- Issue the learner's workbook and induction kit which could include:
- a staff handbook
- a pre-employment checklist
- information on the induction process
- information on the induction buddy program
- a copy of the position description
- an emergency procedure card.
- Arrange work area access instructions, job-specific occupational health and safety (OH&S) requirements, issue PPE, and issue keys if required.
- Introduce the induction buddy and explain that person's roles and responsibilities. Take the new supported employee and the induction buddy through the learner's workbook and explain its content.
- Explain the attendance record requirements.
- Arrange for a staff ID photo to be taken.
- Visit HR and submit any outstanding paperwork.
- Demonstrate the use of:
- PPE
- machinery
- facilities.
Induction buddy
Suggested duties/tasks
- Assist the new supported employee with workstation orientation.
- Conduct work team introductions.
- Conduct a workplace tour (include cafeteria, toilets, first aid facilities, car parking areas, tea/coffee facilities).
New supported employee
Suggested duties/tasks
- Begin completing requirements in the learner's workbook.
Days 2 to 14
Supervisor/team leader
Suggested duties/tasks
- Monitor the new supported employee's induction progress through completion of task checklists.
Induction buddy
Suggested duties/tasks
- Maintain contact and assist the new supported employee with any questions they might have.
New supported employee
Suggested duties/tasks
- Continue induction process. By the end of this period, the new supported
employee should be up to date with:
- how to access help
- the sexual harassment material
- the workplace code of conduct
- information about OH&S
- information about privacy
- information about bullying
- workplace awards
- tasks that are of a high priority and position-specific
- skills essential to their position.
Weeks 3 to 6
Supervisor/team leader
Suggested duties/tasks
- Monitor progress through induction process by reviewing task checklists, collating skills assessment, developing essential skills profile, and developing training plan.
- Interim probation meeting with the new supported employee.
Induction buddy
Suggested duties/tasks
- Maintain contact and assist the new supported employee with any questions they might have.
New supported employee
Suggested duties/tasks
- Continue induction process.
Weeks 7 to 12
Supervisor/team leader
Suggested duties/tasks
- Monitor progress. Meet with the new supported employee to refine their training plan and conduct the concluding probation interview.
Induction buddy
Suggested duties/tasks
- Maintain contact and assist the new supported employee with any questions they might have.
New supported employee
Suggested duties/tasks
- Continue the induction process and employment training as per the training plan.
Manager
Suggested duties/tasks
- Provide the new supported employee with the letter of appointment after the three-month probationary period.
Ongoing support
During the induction period, planned timetabled support is given to the new supported employee (as previously outlined). After this period, the new supported employee will still require continuous support as a member of the team.
As a supervisor/team leader, you need to hold regular group and/or individual meetings with staff to:
- communicate and provide relevant information on an ongoing basis
- review previous plans, including feedback
- solve any problems/challenges that may have arisen
- re-emphasise expected performance, discuss progress and provide encouragement and support
- provide feedback on performance, and discuss training and development needs
- plan coming activities
- involve team members in any departmental social activities
- demonstrate support.
Sample induction timeline
Below is a sample timeline as shown in the learner's workbook. As previously mentioned, this timeline can be customised.
The first day
On your first day, your workplace will:
- welcome you and show you around
- introduce you to the people you will be working with
- tell you about the pay and administration processes, for example, completing leave forms or making a complaint
- tell you about workplace health and safety.
At the end of the first week
At the end of the first week, your supervisor will take you back through your induction process to make sure you understand what has been covered. Your supervisor will also clear up any questions you might have after working for a week.
At the end of three months
After three months, you will have a meeting with your supervisor to talk about how you have been going. This meeting is called a probationary review meeting. Things you might talk about include:
- the confirmation of your employment
- how everyone's performance is evaluated
- the system used to regularly evaluate your and other supported employees' performance (performance appraisal)
- the wages system
- goals for you
- the letter of appointment you are given.
Your workplace will also set a date for your next appraisal.
At the end of 12 months
You should have settled in by now and learned lots of new skills. These skills will be written down to show what areas you can work in and what machinery you can use. At this time, you will also have had a wage assessment that may lead to better pay because of the skills you now have.