Before Arrival
Once a staff appointment is confirmed there are six key tasks to be completed. These are to:
- Appoint an experienced colleague to act as day-to-day advisor
- Tell other colleagues a new team member is joining
- Set up an IT network account for the new staff member
- Identify and order necessary equipment
- Decide on essential training and book courses if appropriate
- Contact the staff member about arrangements for their first day
Appoint an experienced colleague to act as day-to-day advisor
Your new staff member will need someone to refer to for day-to-day guidance. This ensures you don’t spend all your time dealing with routine queries and also means the new staff member is not left feeling isolated. Ideally choose someone from your team who sits close to the new staff member and is available for at least part of every day. The advisor should have a thorough understanding of the role and tasks allotted to the new member of staff.
Tell other colleagues a new team member is joining
Pass on this news once the appointment is officially confirmed and provide general details such as the staff member’s name, role, background experience and where they will sit/who they will work with. Remember to follow up with a reminder to your team members the week before the new staff member begins work.
Set up an IT network account for the new staff member
Allow at least two working days for an IT network account to be set up – a longer lead time is advisable. Complete the account application form fully, deciding the level of systems access your new staff member requires. Remember that the form needs authorisation by your Dean of School/Director of Service.
Identify and order necessary equipment
This includes the obvious, such as desk, chair, computer, phone and basic stationery. There may also be other items on your list based on the role or requirements of your department. If your new member of staff has a disability or health condition and requires specific additional equipment or adaptations, get advice on this (and the Access to Work Scheme) from the Occupational Health and Safety team.
Decide on essential training and book courses if appropriate
All staff receive health and safety training as soon as possible after they join us, so check course availability once the appointment is confirmed. Additional training needs can generally be discussed once the new staff member starts work.
Contact the staff member about arrangements for their first day
Get in touch with your new staff member once the official appointment has been confirmed (do this by email or letter). Confirm in writing start time and meeting point, as well as the name and contact number of the person who will meet them on their first day. Encourage them to get in touch if they have any additional queries about first-day arrangements.
