New employee reporting instructions and line manager actions

New member of NHS Greater Glasgow and Clyde staff

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

• Staff Engagement Form (sections 7–11 completed by the candidate).  The remaining appropriate sections to be completed by the line manager or their appropriate delegated authority and forwarded to Payroll Services 
• P45 or if unable to provide a current P45 OR HMRC Starter Checklist form to be included with start form forwarded to Payroll Services
• Bank details (Sort Code/Account Number/Address details ) ensure completed in appropriate section   in Staff Engagement form
• Photo Identity e.g. Passport/UK Driving Licence – should match copies in Employee Record file
• 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
• Professional Registration Documents (where appropriate) -  should match copies in Employee Record file
• A signed copy of their Contract of Employment which should be retained in their Employee Record file.

 Please ensure that when your new employee starts that you, or your designated representative, carry out the following verification checks required as part of their induction:

• Verification of Identity – i) Photo ID and ii) Confirmation of Address
• Right to Work In the UK –if your new employee is a foreign national from outside of the European Economic Area (EEA) and is subject to Immigration control then you must check that the new employee is eligible to be employed in the UK.

You must view the documents (originals) which they have been instructed to bring on their start date.  You must keep copies of these documents as you will be responsible for the ongoing monitoring of their right to work in the UK .  You must check the dates for the employee’s right to work in the UK has not expired and the person  has permission to do the type of work that they have been offered .(The main types of immigration documents which prove the holder’s right to stay, work or study in the UK are:

1. Biometric Residence Permit
2. Immigration status Documents issued by the Home Office
3. Passport containing Home Office endorsements or vinaigrettes
4. Certificate of Application issued by the Home Office
5. Application Registration card. Any of the documents will show proof of the individual’s right to stay/work and or study in the UK.

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 Notification of Change Form and arrange the secure transfer of their current Employee Record File to you. 

In the event that their previous line manager has completed a Termination Form please instruct them to contact payroll services as a matter of urgency to cancel the termination process and you must then complete a Notification of Change Form and forward to Payroll Services immediately.

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

• Photo Identity e.g. Passport/UK Driving Licence – should match copies in Employee Record file
• 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
• Professional Registration Documents (where appropriate) -  should match copies in Employee   Record file
• A signed copy of their Contract Variation which should be retained in their Employee Record  file.

 Please ensure that when your new employee starts that you, or your designated representative, carry out the following verification checks required as part of their induction:

• Verification of Identity – i) Photo ID and ii) Confirmation of Address
• Right to Work In the UK –if your new employee is a foreign national from outside of the European Economic Area (EEA) and is subject to Immigration control then you must check that the new employee is eligible to be employed in the UK.

You must view the documents (originals) which they have been instructed to bring on their start date.  You must keep copies of these documents as you will be responsible for the ongoing monitoring of their right to work in the UK .  You must check the dates for the employee’s right to work in the UK has not expired and the person  has permission to do the type of work that they have been offered .(The main types of immigration documents which prove the holder’s right to stay, work or study in the UK are:

1. Biometric Residence Permit
2. Immigration status Documents issued by the Home Office
3. Passport containing Home Office endorsements or vinaigrettes
4. Certificate of Application issued by the Home Office
5. Application Registration card. Any of the documents will show proof of the individual’s right to stay/work and or study in the UK.

 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.