HCS36-Induction and Probation Policy

Registration Number: {{org_field_registration_no}}

Induction and Probation Policy

1. Purpose

The purpose of this policy is to ensure that all new employees of {{org_field_name}} receive a structured and comprehensive induction process, followed by a probation period that assesses their suitability for their role. The policy ensures that all staff are equipped with the knowledge, skills, and confidence to provide high-quality care in line with Health and Social Care Standards (Scotland), Scottish Social Services Council (SSSC) Codes of Practice, and Care Inspectorate Scotland regulations.

This policy ensures a consistent approach to welcoming new staff and setting clear expectations for their performance and conduct. By implementing a thorough induction and probation system, we support employees in becoming competent, confident, and effective members of the team. The policy also allows {{org_field_name}} to evaluate an employee’s suitability for their role before confirming their permanent position.

2. Scope

This policy applies to all new employees within {{org_field_name}}, including care staff, support workers, administration personnel, and management. It also applies to staff returning from extended absences who require a refresher induction. The principles outlined in this policy also support agency or temporary staff where applicable.

3. Legal and Regulatory Framework

This policy aligns with several key regulations and standards that govern the employment and training of care staff in Scotland. These include:

Health and Social Care Standards (Scotland), which ensure person-centred and high-quality care.
Scottish Social Services Council (SSSC) Codes of Practice, setting professional standards for social care workers.
The Care Inspectorate’s Quality Framework for Care at Home Services, which sets benchmarks for regulatory compliance.
Employment Rights Act 1996, which provides guidelines on probationary periods.
Equality Act 2010, ensuring fair treatment, non-discrimination, and equal opportunities.
The Protecting Vulnerable Groups (PVG) Scheme, ensuring all care staff are suitable to work with vulnerable adults.

4. Induction Process

All new employees must complete a structured induction programme designed to introduce them to {{org_field_name}}, their role, and essential policies and procedures. The induction period typically lasts between two and four weeks, depending on the role and the individual’s prior experience. A structured induction ensures that new staff understand their responsibilities, organisational values, and the standards expected of them.

Stage 1: Pre-Employment Preparation

Before the employee starts work, essential checks and documentation must be completed. This includes verifying employment eligibility, qualifications, and references. The individual will also undergo a PVG check to confirm their suitability to work with vulnerable adults. New employees will receive their contract, job description, and key organisational policies to review before starting their role.

Stage 2: Initial Induction (First Week)

Upon joining, new employees will attend an induction session led by a manager or senior staff member. This session provides an overview of {{org_field_name}}, its mission, values, and approach to care. Employees will be introduced to the Health and Social Care Standards, which underpin their daily responsibilities.

During the first week, employees will complete mandatory health and safety training, including fire safety procedures, infection prevention and control, and personal protective equipment (PPE) usage. Training on safeguarding, risk assessment, and confidentiality will also be provided. Additionally, new staff will receive an introduction to care planning, medication management, and the use of assistive equipment.

A key part of the first week involves shadowing an experienced staff member. This allows new employees to observe best practices in person-centred care, professional communication, and ethical decision-making. Feedback from mentors and trainers helps employees identify areas for development.

Stage 3: Practical Training and Competency Assessments (Weeks 2-4)

Following the initial induction, employees will begin practical training sessions to develop key skills such as moving and handling, medication administration, and providing personal care. These sessions include demonstrations, role-play scenarios, and supervised practice. Competency assessments ensure that employees can safely and effectively carry out their duties before working independently.

Employees will gradually transition into their roles under close supervision, receiving structured feedback and support. They will participate in reflective discussions to review their experiences, challenges, and learning progress.

Stage 4: End of Induction Review (Week 4)

At the end of the induction period, each new employee will have a formal meeting with their supervisor. This meeting evaluates the employee’s progress, confidence, and competency in their role. Trainers, mentors, and supervisors provide feedback, and any additional training needs are identified. If the employee meets the required standards, they proceed into the probationary period.

5. Probationary Period

The probationary period lasts six months and serves as an extended assessment of an employee’s performance, conduct, and suitability for their role. This period allows the organisation to ensure that the employee aligns with its values, meets professional expectations, and delivers high-quality care.

During probation, employees are expected to demonstrate their understanding of care practices, work effectively as part of a team, and comply with {{org_field_name}}’s policies. They must show reliability, professionalism, and a commitment to continuous learning.

Supervision and Support During Probation

New employees receive ongoing supervision and support throughout probation. They attend regular one-to-one meetings with their supervisor, typically scheduled at week 4, month 3, and month 6. These meetings assess their progress, highlight strengths, and address any areas requiring improvement.

Each employee is assigned a mentor or senior staff member who provides guidance and practical advice. If skill gaps are identified, additional training or shadowing opportunities may be arranged. Employees are encouraged to discuss any concerns and seek support if needed.

End of Probation Review (Month 6)

A final probation review is conducted to assess the employee’s overall performance, competence, and suitability for continued employment. This review includes feedback from supervisors, colleagues, and individuals receiving care.

Based on the review, the following outcomes are possible:

Confirmation of Employment – If the employee meets all expectations, they are confirmed as a permanent staff member.
Extension of Probation – If additional support or improvement is needed, the probation period may be extended with clear goals and support plans in place.
Termination of Employment – If the employee has not met the required standards despite support, employment may be discontinued in line with fair employment practices.

6. Continuous Development Post-Probation

Once an employee successfully completes probation, they are enrolled in ongoing training and development initiatives. These include mandatory annual refresher courses, further qualifications (e.g., SVQ in Health and Social Care), and opportunities for career progression. Employees participate in regular appraisals and performance reviews to ensure their continued growth and competency in their role.

7. Related Policies

This policy should be read alongside:

Staff Training and Development Policy
Supervision and Appraisal Policy
Health and Safety Policy
Safeguarding and Protection Policy

8. Policy Review

This policy will be reviewed annually or earlier if there are changes in legislation, best practices, or organisational needs. Any amendments will be communicated to all staff and relevant stakeholders.

Responsible Person: {{org_field_registered_manager_first_name}}{{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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