New employee reporting instructions and line manager actions

Your new employee has been instructed to present to you as their new line manager, the following documents for checking as part of their initial induction to your department:

• Staff Engagement Form  
• P45 or if unable to provide a current P45 OR HMRC Starter Checklist form 
• Proof of Address :2 Items  which are e.g. Utility Bill/Bank or Building Society Statement/document   from UK Central/Local Government /Government Agency /Local Authority giving entitlement e.g. Job Centre Plus, Inland Revenue – address should match details in Employee Record File
• As the Hiring Manager, it is essential that your retain a copy of the contract of employment, either by downloading a copy from Jobtrain (and any other supporting documentation e.g. Identification used to confirm Right to Work in the UK) or by asking the new employee to provide a signed copy, which should be retained in their employee file.

Candidate Pre-Employment Checks

• Candidate Pre Employment Checks - You should review the documents in the Employee File to ensure the pre employment checks were all satisfactorily completed and copies have been enclosed where appropriate.   
• Professional Registration –where the new employee requires professional registration with a professional body e.g. General Medical Council, Nursing and Midwifery Council, the Health and Care Professions Council or the Royal Pharmaceutical Society etc  then you must once again confirm that your new employee ‘s professional registration is up to date and  there are no new conditions of practice  since the pre-employment checks were carried out. Note should be taken when it should be renewed for ongoing monitoring.
• PVG/Disclosure Check – where PVG Membership or Disclosure Scotland Screening is required for the role you should confirm that your new employee‘s status Disclosure remains unchanged and there are no new convictions, cautions or warnings to declare since the pre employment checks were carried out and the certificate issued.

Existing member of NHS Greater Glasgow and Clyde staff

Please note that if your new employee is an existing staff member within NHS Greater Glasgow and Clyde you should complete a Change on e:ESS via Manager Self Service.