How do I proceed with my new starter?

Should I delay my new recruits start date?

We would recommend that where possible you do not defer the start date.  Please consider if your new starter can undertake a reduced role that would require limited training.  You may also need to consider if they will require any equipment and how you get this to them.  In most cases it will be necessary for someone to meet with the new starter on their first day and make sure they complete the starter form for payroll purposes.  It may also be necessary for someone to check the new starters original documents and verify these, for example passport, driving licence, confirmation of address and qualifications.  Your recruitment contact will confirm with you if this will be needed.

If you have already agreed a start date with your new starter you must contact them to discuss the start date arrangements and if you make any changes, let your recruitment contact know immediately what you have agreed.

As I am unable to meet with my new starter on their first day, how do I organise a security/ID card?

Please ask your new starter, prior to them starting if possible, to take a head and shoulders photograph for the security/ID Card. 

Please inform your new starter of the following instructions when taking the photo.

  • Stand in front of a white background              
  • Be facing forwards and looking straight at the camera
  • Have a plain expression and your mouth closed
  • Have your eyes open and visible
  • Do not have hair in front of your eyes
  • Do not have a head covering (unless it’s for religious or medical reasons)
  • Do not have anything covering your face
  • Do not have any shadows on your face or behind you
  • Do not wear sunglasses or tinted glasses. You can wear other glasses if you need to, but your eyes must be visible without any glare or reflection.

Your new starter will then need to send this digitally to you and you will need to email this to your local Facilities team, along with a copy of the ID/security pass form.

The Facilities team will produce the new card, with the photo, and send it to your new starter via Royal Mail 1st Class recorded delivery. Facilities will require your new starter to take a selfie of themselves with the new card and lanyard – this is to prevent any identify fraud.  The Facilities team will then save this image to our system.

Once the new starter arrives on site to commence work, Facilities will add the relevant access rights to the card and activate it for use.

If you have any queries regarding the security card please contact your local Facilities team.

As I am unable to meet with my new starter on their first day, how do I arrange for their starter form to be completed and authorise this for pay purposes?

Please email a copy of the new starter paperwork (which you will receive from your recruitment contact) to your new starter for them to complete and then return to you. Once you have received the completed forms from your new starter, you will need to complete the management section of the form and then send these via email to Pay Support - New Starters - PaySupport-NewStarters@nhsbt.nhs.uk

Please note: These forms can be completed digitally and do not need to be printed or have a wet signature.

What do I need to discuss with my new starter regarding to the coronavirus both before and when they start on their first day?

COVID-19 is a new illness that can affect your lungs and airways.You can find additional information about Covid-19 on the NHS Coronavirus web page.  You can also view the latest Government guidance page. Blood donation is essential to the NHS at this time and extra safety measures are in place.

The key symptoms of coronavirus are: a cough, high temperature and shortness of breath.

If you are symptomatic before your start date then please inform your manager and follow the advice below

  • if you live alone and you have symptoms of coronavirus, however mild, stay at home for 7 days from when your symptoms started. 
  • if you live with others and you or one of them have symptoms of coronavirus, then all household members must stay at home and not leave the house for 14 days. The 14-day period starts from the day when the first person in the house became ill
  • it is likely that people living within a household will infect each other or be infected already. Staying at home for 14 days will greatly reduce the overall amount of infection the household could pass on to others in the community
  • for anyone in the household who starts displaying symptoms, they need to stay at home for 7 days from when the symptoms appeared, regardless of what day they are on in the original 14 day isolation period. 

It is important that you inform your new manager so that we can continue to pay you correctly, to enable health and wellbeing colleagues to take up any necessary follow up calls on cases and so that we are aware of the status on a day by day basis of whether colleagues are in work, homeworking or in self-isolation.

NHSBT response:

  • Our Executive Team is meeting regularly to manage our response and directorates and teams are holding regular meetings.
  • NHSBT’s pandemic plan is in operation. All department managers will be operating to the actions and considerations within the pandemic plan and will update you when you start
  • There will be some basic health safety and wellbeing training to help protect you against risk posed by manual handling, use of Display screen equipment, working practices, use of equipment, Fire and other emergency situations
  • We have completed risk assessments that will outline the control measures that are in place for your protection and we are organizing the provision of additional PPE for our frontline workers to use on Blood Donation sessions and in transport.
  • HR has compiled thorough frequently asked questions that will be available to you on commencement.  You will be able to access these through your manager until your IT provision is set up.
  • You will be expected to play your part with good hygiene so please pay close attention to regular hand washing with soap.
  • We’re putting in place plans to deal with impacts on colleagues, blood, organ and tissue donation and transplantation, and our partners such as hospitals.