Induction pack

Table of Contents

The Induction pack
On behalf of the Management, I would like to welcome you to Southside Estate Agency, Shawlands branch.
We are delighted to have you in our Team!

We provide customers with the following services:
Purchase of property (residential and commercial, including arranging finance)
Sale of property (residential and commercial) including all marketing
Lettings of property-
Landlord services (including property management, repair, and marketing for both residential and commercial properties)
Tenant services (residential and commercial uses)
Insurance services (including arranging buildings and contents cover)
Etc

Our offices details are as follows:
Southside Estate Agency
203 Pollokshaws Road
Glasgow
G42 8DK
Tel: [phone] www.southsideestates.co.uk Organisation Policy Statements
Health and Safety
At the Southside Estate Agency, we are committed to achieving high standards of health, safety and environmental practice.

The Management Board expects staff, visitors, contractors and other employers who work at the Agency to share this commitment by complying with Agencies policies and procedures, and to understand that they too have legal and moral obligations to themselves and to one another.

Equality and Diversity Statement
The Southside Estate Agency is committed to providing services which embrace diversity and that promote equality of opportunity.
Our goal is to ensure that these commitments, reinforced by our values, are embedded in our day-to-day working practices with all our customers, colleagues and partners.
We will provide equality of opportunity and will not tolerate discrimination on grounds of gender, gender identity, marital status, sexual orientation, race, colour, nationality, religion, age, disability, HIV positivity, working pattern, caring responsibilities, trade union activity or political beliefs – or any other grounds.
Fire Evacuation Procedures
These are the step by step procedures:
Staff discovering a fire or other emergency for which the buildings should be evacuated should activate the alarm using the nearest available break glass call point. They should then notify reception/main office of the exact location of the incident.
A Calm orderly exit is essential. Walk quickly – DO NOT RUN or stop to collect belongings.
On arrival at the assembly area staff must stand for staff check their registers. Registers, visitors’ book etc. will be taken out to the assembly point by Office Manager. The result of this check must be reported to the member of staff as soon as it is completed.
Fire wardens are responsible for ensuring corridors/buildings are cleared. Fire wardens should ensure that in the event of their absence, another member of staff is available to take over their duties:
All Fire Wardens should report to Office Manager that corridors/buildings are cleared.
The Fire Marshall will liaise with the Fire Brigade on their arrival.
The building must not be re-entered until staff are notified it is safe to do so by the Fire Brigade / Fire Marshall

Induction Programme
This will be held at:
Southside Estate Agency
203 Pollokshaws Road
Glasgow
G42 8DK

On the 6th of November 2013 at 2.30 pm,
The Induction will be conducted the Line Manager and HR Officer.

Induction Checklist
Every new staff must sign off and complete the induction checklist which consists of the following:
Health and Safety

DATE COVERED
/INITIALLED
Explain responsibilities of employer, employees in Health and Safety Policy

Introduce to colleagues and Departmental Health and Safety Co-ordinator(s)

Tour all general work areas, pointing out any local arrangements, such as restrictions on access or no eating or drinking in area

Identify any special requirements for the work, access to buildings or emergency arrangements.

Fire see Fire Evacuation Procedures

First aid

Show the first aid arrangements in the H&S Policy

Show the locations of first aid notices, first aid boxes and local first aiders

Reporting accidents

Show and explain how to complete Accident report form

Tell where blank copies of report form are kept in Department

Security

Provide any necessary keys or swipe cards

Arrange for staff ID pass

Provide car parking cards and windscreen stickers

Provide building security information including, evening and weekends

Tour of Premises

Familiarise new staff with their environment,
Staff’s new working space and
Department

Show facilities eg toilets, conference room, library, reception, dining area, kitchen, smoking area

Introduction to Key Staff to

HR department

Line Manager

Staff from the department

Other staff from other departments

Job Content

Appoint an experienced colleague to help the new member to settle in, ensure they understand their role

Colleague to explain role in details

Colleague to answer any questions new staff might have and clearify

Meet with On-line manager and department head

Administration Documents

Personal details and information

Complete employee record
Contacts: House telephone, address, mobile number

Next of kin information
Emergency contacts

Follow-up Activities
Personal Development Plan
Southside Estate Agency encourages staff to use Personal development plan (PDP) which helps to self-evaluate, reflect and set objectives for personal development. It also identifies which skills the staff has and what is needed to develop and set career goals.
By setting personal developmental goals, the staff members will increase their ability to contribute to the success of the organization. The accomplishment of these goals will provide a foundation for their career success whether in your organisation or elsewhere, therefore staff needs to be motivated and excited about achieving these goals.
PDP meetings are held, at least, quarterly to review the staff person's progress on the overall goals and objectives. The staff personal progress is highlighted on the action plans that result from the PDP goals is reviewed at the weekly one-on-one meeting. This weekly meeting allows the manager to offer assistance and to identify any help or tools the staff person needs to succeed.

On-going job training
Southside Estate Agency encourages its employees to develop their skills by undertaking training and further their career within the organisation. The Agency will assist in training costs and will have flexible working hours to suit both the employee and the organisation.
At the commencement of your employment you will receive training for your specific job, and later as you progress, you may be extended to broader new job activities within the organisation that will help to develop new skills.
Below are a summary of typical training areas on offer:
Training for new equipment
Training for new software
Training on new legislation
Training on Fire drills

Legislative Compliance
Southside Estate Agency complies with all current and relevant employment legislations. Our office procedures and policies meet the legislation requirements and we ensure that the work place environment is kept under health and safety regulations. This document will provide a description of essential legislations the organisation complies with.
Health and Safety at Work Act 1974
The act defines general duties on employers, employees, contractors, suppliers of goods and substances for use at work, persons in control of work premises, and those who manage and maintain them, and persons in general. The Act enables a broad regime of regulation by government ministers through Statutory Instrument which has, in the years since 1974, generated an extensive system of specific provisions for various industries, disciplines and risks. It established a system of public supervision through aids the creation of the Health and Safety Commission and Health and Safety Executive, since merged, and bestows extensive enforcement powers, ultimately backed by criminal sanctions extending to unlimited fines and imprisonment for up to two years.
The main objectives are:
Securing the health, safety and welfare of persons at work
Protecting persons, other than persons at work, against risks to health or safety arising out of or in connection with the activities of persons at work
Controlling the keeping and use of explosive or highly flammable or otherwise dangerous substances, and generally preventing the unlawful acquisition, possession and use of such substances.
As originally enacted, there was a fourth objective:
Controlling the emission into the atmosphere of noxious or offensive substances

H&S Display Screen equipment Regulations 1993
The Health and Safety (Display Screen Equipment) Regulations 1992), and outlines what employers and employees should do to comply. It also suggests simple adjustments that users can make to workstations and screens to make them more comfortable and easy to use, and explains how employers and users can get further advice. Southside Estate complies with this policy and ensures Display screen equipment (DSE) or visual display unite (VDUs) are used in all workspaces. As majority of the staff have computers and other devices, the workplace and the equipment, devices and systems are regularly maintained to ensure that they in an efficient state, in efficient working order and in good repair and to also safeguard the health and safety of staff.
Regular breaks in the workplace for also encourage from time to time relaxing the eyes and reducing muscle aches and upper limb disorders.
Appendix 1-Health and Safety Checklist

Areas
Questions
Please Tick
Fire safety
How do I undertake a Fire Risk Assessment?
What fire precautions are required?
Location of fore exits
Location of break glass call point, alarm and emergency numbers to call
Location of assembly point

First Aid
Who is the appointed person for First Aid?
Is there adequate provision?
Do employees know where they are?
HSE First Aid at work
HSE First Aid at work publication

Accident Reporting
Do employees know what types of accident to report and to whom?
Do they know where the accident book is?
How to write down an accident report?

Electricity
Has the system been checked recently?
Have any portable appliances been checked?
What records are kept?
HSE Electricity at Work publication –

Hazardous Substances
Has a COSHH assessment been undertaken?
Is it known to the employees?
Has it been reviewed in the light of any changes?
HSE Hazardous Substances publication –

Manual Handling
Can it be avoided?
Have any identified risks been assessed?
Have the employees been trained and informed?|HSE Manual Handling information
HSE Manual Handling publication –

Display Screen Equipment
Have users been identified?
Have their workstations been assessed?
HSE Working with VDUs publication

General Risk Assessment
Do you have more than 5 employees?
Have you recorded your risk assessment?
Have employees been trained on the findings?
Link to |HSE risk assessment examples –

Workplace
Is the workplace properly ventilated, lit, heated and clean?
Is it overcrowded?
Are there sufficient toilets and washing facilities plus rest rooms?
Are there sufficient clothing lockers and a supply of wholesome drinking water?
Link to |HSE Workplace publication

Insurance
Is there a current Employers' Liability insurance policy?
Is the certificate prominently displayed?
Link to |HSE Employers Insurance publication –

Information for Employees
Have the employees received information by way of leaflet or poster?
Is the poster displayed where all employees can see it?
Link to HSE Law publication –

Safety Policy
Do you have more than 5 employees?
Do you have a written policy?
Have employees been trained on the policy?
Link to HSE Safety Policy –

Inspection Certificates
Do you have any lifting equipment?
Has it been inspected and maintained?
Link to |HSE Lifting pages -

Appendix 2- Individual Development Plan

Name

Manager
Position

Date

Section A: Career Plan
Personal Mission Statement ( Future Goals)

Section B: Career Goals Short –Term (1-2 years)
Personal Mission Statement ( Future Goals)
Area of Interest/ Position Title
Competencies Skills/ Knowledge Needed: areas to develop

Section C: Career Goals Long –Term (2-3years)
Area of Interest/ Position Title
Competencies Skills/ Knowledge Needed: areas to develop

Self-Appraisal

Skills
Description
Checklist
Manager’s Role/ Involvement
Targets
Problem Solving

Skills
Description
Checklist
Manager’s Role/ Involvement
Targets
Working with others

Skills
Description
Checklist
Manager’s Role/ Involvement
Targets
Personal skills

Manager and Employees Comments

Appendix 3 Employee record Form

Please return this completed and signed form to HR