Recruitment starters & leavers

New starters

Welcome to West Essex CCG. We have put together some useful information to get you started in your first couple of weeks. There are a number of forms that need to be completed to get you set up on all the different systems and to make sure payroll has your details.

Some may have been completed by your line manager who will give you these at your first meeting. These should include the new starter form and induction checklist.

You will need annual leave and sickness absence forms.

Don’t forget to sign-up to ESR (also called MyESR). Where you can:

  • book annual leave
  • view and update your personal information
  • access payslips and P60 (you will continue to get hard copies too)
  • access your Total Reward Statement (a summary of your pensions contributions and any salary sacrifice schemes you may be part of)
  • access all of your mandatory training in one place
  • complete appraisals
  • receive automatic reminder emails when mandatory training is due to expire
  • have your mandatory training record updated automatically on ESR
  • Go to ESR or you can download the MyESR app on your mobile

There is a ‘forgotten username and password’ option which you can select if you cannot remember your login details. Automated emails will be sent by the ESR Portal to enable you to gain access to your account.

Follow these steps:

  • complete the official car user form to register your car details. Use the official car user form guidance note to help you complete it.
  • if you need to claim expenses you will be sent an email with registration details. You can then register on the online expense portal to reclaim any expenses.
  • when you register for email and IT accounts you will automatically be included on the AskHUE communication distribution list. You will receive our staff newsletter every week and all other general comms.
  • If you have a spare moment, you could read our staff policies, including annual leave, paid volunteering leave and sickness leave on the HR section.
  • We all have to do mandatory training. All mandatory training is now completed online using My ESR.  Again there’s more information under the HR section or  email the learning and development team

Find out ‘who’s who’ by looking at our organisation structure charts and the members of our board. If you need to find someone’s contact details, search for them on the intranet homepage. Make sure your own profile is up to date with all your contact details so that others can get in touch with you.

If you have recently started with us you will need to sign up to attend a new starters induction. Ask your line manager.

The CCGs’ Appraisal and Performance Policy sets out that all staff who are not on probation should receive an appraisal between August and September each year, with a mid-year review.

Starters - managers responsibilities

It’s important that managers prepare for a new starter. If you have a new starter in your team, they will need to attend an induction course. Follow the guidance contained in the Probation and Induction Policy.

A new member of staff will need support and practical help. You can do this by:

  • requesting an ID badge
  • setting up IT – setup up equipment, printers etc by notifying IT Servicesdesk by email.  ‘AllStaff’ distribution list and staff newsletter. Preferably at least 2 weeks before start date.
  • add an entry in the telephone directory.
  • book them in to attend an induction course. Email the Training Team  direct to get a new starter added to the corporate induction list.

Go to starter forms on AskHUE to check what you need to complete. You will also need to consider a declaration of interest form.

Induction checklists (does it exist?)

Change of circumstance  – existing staff and changing hours or band

New Starters

Welcome to West Essex CCG. We have put together some useful information to get you started in your first couple of weeks. There are a number of forms that need to be completed to get you set up on all the different systems and to make sure payroll has your details; some may have been completed by your line manager who will give you these at your first meeting. These should include the new starter form and induction checklist.

You will need annual leave and sickness absence forms.

On your first day you will be given a letter from the corporate support team which will include details of your NHS email address along with a username and password to log onto the system.??

Don’t forget to sign-up to MyESR (ESR Employee Self-Service). Where you can:

  • view and update your personal information
  • access payslips and P60 (you will continue to get hard copies too)
  • access your Total Reward Statement (a summary of your pensions contributions and any salary sacrifice schemes you may be part of)
  • access all of your mandatory training in one place
  • receive automatic reminder emails when mandatory training is due to expire
  • have your mandatory training record updated automatically on ESR
  • Go to MyESR or you can download the app on your mobile

There is a ‘forgotten username and password’ option which you can select if you cannot remember your login details. Automated emails will be sent by the ESR Portal to enable you to gain access to your account.

Follow these steps:

  • complete the official car user form to register your car details. Use the official car user form guidance note to help you complete it.
  • if you need to claim expenses you will be sent an email with registration details. You can then register on the online expense portal to reclaim any expenses.
  • when you register for email and IT accounts you will automatically be included on the AskHUE communication distribution list. You will receive our staff newsletter every week and all other general comms.
  • If you have a spare moment, you could read our staff policies on the website too, including annual leave, paid volunteering leave and sickness leave.
  • We all have to do mandatory training. All mandatory training is now completed online using My ESR. For more information, see our pdf e-learning user guide (682 KB) . Email the learning and development team.

Find out who’s who by looking at our organisation structure charts and the members of our board. If you need to find someone’s contact details, search for them on the intranet homepage. Make sure your own profile is up to date with all your contact details so that others can get in touch with you.

If you have recently started with WECCG you will need to sign up to attend a new starters induction.

The CCGs’ Appraisal and Performance Policy sets out that all staff who are not on probation should receive an appraisal between April and the end of June each year, with a mid-year review taking place in around November.

Leavers

When staff join or leave us payroll need to be notified by completing these forms:

Leavers

Leavers form (P4)

Staff changes form (P3)

Line managers support - HRXtra

HRXtra is a new HR advice line service and online knowledge portal specifically for NHS (CCG) line managers.

With HRXtra you can:

  • take a step by step guide on managing staff
  • find policies, letter templates, guidance documents and checklists you need as a line manager
  • send questions online
  • keep your case notes in a secure viewer

To access the HRXtra portal use your employee number as your username and set up a password using the ‘forgotten your password’ link.

HRXtra Adviceline – 08000 119132

You can also call your team of HR experts who will support you through every step of an employee relations related matter. Use them for detailed guidance and support or simply as a sounding board.

Contact the advice line on 08000 119132 between 8am – 6pm.

Case Viewer

Case Viewer is an online document storage for all the cases you have been involved in and includes:

  • a summary of your conversation with the adviser – adviser updates after each call
  • an area where your relevant documents relating to the case can be uploaded and stored for future reference.

If you have a live case in progress you will receive a call from a member of the team over the coming weeks.

Professional registrations

The requirement to have a professional registration is identified in the person specification of job descriptions and employment contracts, which set out the requirement to maintain registration and abide by the Code of Practice of their registered body.

Providing evidence

Documentary evidence of registration with the relevant professional body is required to be produced during the recruitment process. Furthermore throughout their employment, all staff who are required to hold
professional registration are required on demand by their line manager to provide documentary evidence of their registration with any particular professional body.

Maintaining registration

Failure to maintain registration is taken very seriously. The CCG regularly undertakes proactive checks that professional registration status is being maintained.

Other than in exceptional circumstances, any such failure will result in suspension from duty without pay, temporary downgrading and/or disciplinary action which may result in the termination of employment.

The Verification of Professional Registrations Policy sets out the procedure adopted by the CCG for the verification of professional registration at recruitment, at appointment and during employment.

Contacts & links

Agnes Annan
HR Business Partner
Tel: 07917 513863
Email: agnes.annan2@nhs.net

HR Advisory team
Email: ccg.hradvisory@nhs.net

Recruitment and Operational HR team

The Recruitment and Operational team is based at Herts Valley CCG.

Louise Dent
Recruitment and HR Operations Manager
Tel: 07467 688248
Email: louise.dent1@nhs.net

Claire Bushell
Recruitment Advisor
Tel: 07919 110582
Email: c.bushell@nhs.net

Anthony Sembatya
Interim Workforce Information Manager
Email: anthony.sembatya@nhs.net