Welcome Phase Pack for new staff

WELCOME PHASE PACK FOR NEW STAFF

www.gwynedd.llyw.cymru

CONGRATULATIONS!

BEST WISHES ON YOUR NEW JOB!

Many congratulations to you on your new job with Cyngor Gwynedd!

We sincerely hope that this Pack will help you settle during your first few weeks in the job. We have summarised the main relevant points for the Council’s new staff in this Pack.

As well as the Pack, you will be invited to a Welcome Workshop by the Council’s Learning and Development team – this is a great opportunity for you to ask questions and get to know other members of staff.

Good luck, Cyngor Gwynedd Learning and Development Team.

CONTENT WHAT?

PAGE

WELCOME

1

THE COUNCIL

2

WELCOME AND INDUCTION TO THE COUNCIL

3

WORK TERMS AND CONDITIONS

4

HEALTH, SAFETY AND WELL-BEING

4-5

THE REQUIREMENTS OF YOU AND PROBATION PERIOD

6

DEVELOPMENTAL ASPECTS

6

THE COUNCIL’S WORK LOCATIONS

7

THE JOB

8

HUNANWASANAETH STAFF SELF SERVICE

9

SYSTEMS

10

YOUR DEVELOPMENT

11-13

FOR INFORMATION

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WELCOME L

WELCOME TO THE CYNGOR GWYNEDD TEAM!

When you think about what local government does, what is the first thing that comes to mind? Tax collection, waste collection or perhaps running libraries?

If you thought about one of these, you are correct, but it is possible that you are unaware of all the other services that Cyngor Gwynedd offers every day.

We provide a range of services across the County, including educating our children, caring for our people, cleaning our streets, caring for our well-being and promoting our local businesses.

The main thing that enables us as a Council to achieve this is the staff who work here. The Council is made up of people who have chosen to work here because they wish to help the people of Gwynedd and to make a difference to the communities and the environment in which they live.

Working for a Local Authority is an excellent opportunity as we are all here to serve our residents and this is your opportunity to be a part of a workforce that genuinely makes a difference. We are very glad that you have chosen to come and work with us. Good luck in your new job – we look forward to seeing you soon.

Dafydd, Geraint a Dylan Cyngor Gwynedd Leadership Team 1

THE COUNCIL The Council is split into two structures, the Corporate Structure and the Political Structure.

CORPORATE STRUCTURE

CHIEF EXECUTIVE - Dafydd Gibbard CORPORATE DIRECTOR - Geraint Owen STATUTORY DIRECTOR OF SOCIAL SERVICES - Huw Dylan Owen EDUCATION Gwern ap Rhishart

ECONOMY AND COMMUNITY

ADULTS, HEALTH AND WELL-BEING

HIGHWAYS AND MUNICIPAL

Sioned Williams

Aled Davies

ENVIRONMENT

Steffan Jones

Dafydd Williams

TRUNKROAD AGENCY

CORPORATE SUPPORT

HOUSING AND PROPERTY

CHILDREN AND SUPPORTING FAMILIES

Carys Williams

Marian Parry Hughes

LEGAL SERVICE

BYW'N IACH COMPANY Amanda Davies

Ian Jones

FINANCE Dewi Morgan

David Cooil

Iwan Evans

POLITICAL STRUCTURE The current Council Leader is Councillor Dyfrig Siencyn There are 69 councillors in Cyngor Gwynedd The Council operates through the Cabinet and Scrutiny Committees The County Councillors meet to agree on the Council’s policies and set an annual budget The

Cabinet

includes

10

Councillors

and

is

chaired

by

the

Council

Leader

Each Cabinet Member has a specific portfolio of responsibility for fields within the Council’s services In reality, the decisions taken by the Council determine the main decisions of the Council’s Corporate procedure Cyngor Gwynedd elects a Chair and Vice-chair every 12 months

2

YOUR FIRST WEEKS IN THE JOB WELCOME AND INDUCTION LED BY YOUR LINE MANAGER

Individuals should receive a Welcome Phase programme (tailored to the individual), whether they are new to the Council or returning to work with the Council after a period of working in an external location.

During this period of time, you should be aware of the Council’s culture and values, as well as get accustomed to the relevant procedures. You will come to understand the expectations in terms of your conduct and duties in order to fulfil your post.

It is also an opportunity to make connections by meeting colleagues within the Council, especially if you attend the Welcome Workshop.

Your Line Manager is crucial during your Welcome phase and will discuss a number of matters that are relevant to you during your first few weeks in the job.

This can include:

GENERAL Meeting up and welcoming you to your new job Introducing you to colleagues and others with whom you will come into contact Informal arrangements, e.g. tea and coffee arrangements Completing the appropriate employment forms and returning them to the correct Services

YOUR SERVICE AND THE ORGANISATION An overview of the Council Your Service’s objectives and priorities General information about your field of work (perhaps reading material or electronic information)

OUR WAY OF WORKING - FFORDD GWYNEDD The culture of the Council “Putting the people of Gwynedd at the centre of everything we do” The function of every staff member to ensure that the vision is being achieved 3

YOUR FIRST WEEKS IN THE JOB WORK TERMS AND CONDITIONS - Human Resources Hub Receive information on the following: 1. Salary 2. Working hours (relevant arrangements), Flexible Hours, Flexi, Overtime, TOIL, etc.

Holidays 3. Pension (automatic membership of the Local Government Scheme) 4. Travel – you will have to present some documents (MOT, insurance, driving licence) 5. Sickness Arrangements, e.g. when and who to contact in the case of illness

HEALTH, SAFETY AND WELL-BEING - Health, Safety and Well-being Hub Understanding your responsibilities Understand what this means – The Council as an employer, has a duty to “ensure the Health, Safety and Well-being of all its employees” Understand your responsibilities as a member of Council staff, which is “to take reasonable care of themselves and others who may be affected by their acts or omissions… and to co-operate with their employer to enable the latter to fulfil its legal obligations.”

Understand and agree on departmental health, safety and well-being policies or specific ones within the service

LOCAL EMERGENCY PROCEDURES Fire: Fire alarm and what to do should there be a fire, designated assembly point, weekly test First aid arrangements: Name, location and how to contact the First Aid Assistant Emergency procedures for any other risks relevant to the job, e.g. dangerous substances

PERSONAL PROTECTIVE EQUIPMENT (PPE) If relevant, you should receive PPE for high-risk work and be given training on when and how to use it Understand security arrangements, e.g. identification cards, door codes, etc.

Understand where to get Health, Safety and Well-being Advice / Support

OCCUPATIONAL HEALTH SERVICES e.g. HEALTH TESTS Receive information about the service’s role and how to contact the service 4

YOUR FIRST WEEKS IN THE JOB ENSURING A SUITABLE WORKPLACE When completing computer work in the office or at home, it is important to consider your posture.

Remember to move regularly and correctly set up your workplace. Information on how to set up your workplace is available here, including a video and information page.

You are able to check that you have the correct set-up and equipment by completing a self-assessment on the page.

If you need specialist equipment, or further support, don’t hesitate to contact a member of the Health, Safety and Well-being Team.

5

YOUR FIRST WEEKS IN THE JOB UNDERSTANDING OF YOUR REQUIREMENTS Discuss Expectations, responsibilities and the support available Performance standards, targets and personal aims Policy for Dealing with Underperformance Linguistic needs Team meetings (Arrangements)

PROBATION PERIOD Discuss Your first six months in the job will form your probation period Your Line Manager will assess your performance regularly during this period It is important to remember that understanding and accepting policies and completing essential training and e-learning modules contribute to the completion of a successful probation period

DEVELOPMENTAL SUPPORT In addition to usual learning, you will have full access to the Council’s Learning and Development support: Learning and Development Arrangements Opportunities within the post Corporate provision Develop Welsh Language Skills – a Welsh Language Officer is available to discuss any developmental requirements

STAFF DEVELOPMENT MODULE (MoDS) MoDS is an online resource located on the Council’s Self-service site.

It enables you to book a place at training events. It also allows you to keep a record of your own development by noting each title you have attended, each policy you have accepted and each elearning module you have completed.

Main Features: See a list of titles relevant to your post Book your place at events Record personal learning and CPD hours Record qualifications and receive a notification when they expire Fill feedback forms online Review Performance 6

YOUR FIRST WEEKS IN THE JOB THE COUNCIL’S WORK LOCATIONS Before starting your work, you will need to check where is your main work location, e.g. > Headquarters in Caernarfon, > Ffordd y Cob Pwllheli, > Penarlag Dolgellau, > Galw Gwynedd Penrhyndeudraeth, etc.

You will also need to check where the parking spaces are located and get a parking permit.

Depending on your post, it is a requirement for you and your Line Manager to discuss flexible working options and the suitability of your work from home location. The guidelines and questionnaire for assessing a workplace are available here.

As well as this, you will need to come to the Council’s Headquarters for the Welcome Workshop. Here is a video with further instructions.

Further information about the Council Locations page and your first day working in the Council is available on the Council’s Learning and Development Page here.

7 Gwefan Cyngor Gwynedd

YOUR FIRST WEEKS IN THE JOB THE JOB Overview of the post Main duties and tasks, i.e. explaining the work that you will be expected to carry out Roles within the team Understanding of the requirements Expectations, responsibilities and the support that is available to you Performance standards, targets and personal aims Policy for Dealing with Underperformance ‘Performance Review’ Arrangements (regular meetings) The post’s linguistic needs Team Meetings (Arrangements) Probation Period The first six months of the job usually forms the probation period Your line manager will regularly assess your performance during this period Remember that reading, understanding and accepting policies, and completing training and e-learning modules contribute to the completion of a successful probation period.

ACCESS TO ELECTRONIC INFORMATION If you are an IT user, you will need access to the following: The Intranet The Policy Centre The e-learning Portal

8

YOUR FIRST WEEKS IN THE JOB HUNANWASANAETH STAFF - STAFF SELF SERVICE The Staff Self Service is a site that’s constantly updated and developed to facilitate various procedures for staff, such as access to pay slips book holidays book a place on courses claim travel expenses and much more!

This system enables the Council to implement requests by reducing time, paper and costs.

The Staff Self Service can be accessed on any device, from anywhere, at any time.

To access it you must register via You will need your unique PIN number to register the first time. If this is not included in your appointment letter, ask your Line Manager.

Go to https://porthstaff.gwynedd.llyw.cymru You will receive an email to the address you have been registered You must confirm by clicking on the link in the email within 24 hours.

Office Staff - Go to the Council INTRANET and click on the Staff Self Service tile to access. There is no need to follow the above instructions to acces via your mobile phone or personal computer. You can do this via the Staff Self Service tile, then click into the Account Tab on the Home page.

Need help registering and/or logging in?

Contact Support Service 01286 679460 HunanWasanaethStaff@gwynedd.llyw.cymru

9

YOUR FIRST WEEKS IN THE JOB OFFICE SYSTEMS (IF RELEVANT) IT Network – Information Technology Security Policy IT Support – the Help Desk E-mails – using the Outlook system (sending and reading e-mails, arranging meetings, the calendar function) Flexible hours – how to record the information on the electronic spreadsheet Filling timesheets – how to record the information Phone System - internal/external calls, transferring/redirecting/call pickup Photocopying Arrangements Mail – arrangements and time for mail collection Self-service system,e.g. claiming expenses and access to payslips RELEVANT FURTHER INFORMATION Identification Card– for access to buildings as well as printing/scanning Parking Permit – a token permitting the individual to park in the Council’s staff car parks can be obtained by applying to this e-mail address: Swyddfeydd@gwynedd.llyw.cymru Security Doors – staff card / door codes, etc.

Arrangements to attend a ‘Welcome Session’ (if relevant) After reading this Welcome Phase Pack, you must ensure that you have all the relevant information.

After reading all the previous points, if you are unsure about any aspect (or have not yet received more detailed information) you should discuss this with your line manager.

Don’t forget that a lot of additional information is available on the Council’s intranet, and on the ‘Council’s New Staff’ page on the internal Learning and Organisational Development site.

10 Gwefan Cyngor Gwynedd

YOUR DEVELOPMENT

YOUR DEVELOPMENT ARRANGING YOUR LEARNING AND DEVELOPMENT PROGRAMME Learning and development is a necessary part of your job, and as an individual, you have a responsibility to develop yourself and take advantage of appropriate opportunities.

All staff members have access to the Learning and Development programme and every staff member has a learning record (seen on MoDS).

You should: Contact the Learning and Organisational Development service dysgu@gwynedd.llyw.cymru Look at the developmental opportunities available to you (MoDS on the Self-service system and the Learning and Organisational Development site) Apply for relevant training / titles (after discussing with your line manager)

11

YOUR DEVELOPMENT MODULES AND POLICIES As part of the induction phase, you should ensure that you prioritise the following as fields to be understood. This is possible through using a combination of methods available, e.g. reading and understanding policies in the Policy Centre, completing modules on the e-learning Portal, discussing with the team or an expert officer in Learning and Development, and attending training.

MANDATORY TITLES Data Protection Equality Safeguarding Welsh Language Awareness Domestic Abuse Prevention Health and Safety

THE LEARNING AND ORGANISATIONAL DEVELOPMENT SITE Learning and Organisational Development supports and develops individuals and teams to fulfil their role to the best of their ability, in order to provide valuable services to the people of Gwynedd.

These are some of the learning packages currently available: Welcoming New Staff site Communicating effectively Language improvement: an opportunity for Welsh speakers and fluent learners to improve their Welsh by focusing on day-to-day spelling, mutations and grammar Microsoft Packages 12

YOUR DEVELOPMENT INTERNAL COMMUNICATION By working across the board as One Council – One Team we can ensure that we offer the best service to the people of Gwynedd. Good Internal Communication among ourselves is therefore of the utmost importance.

We all have a duty to share information and to collaborate.

There are many different methods of communication available to you as a member of Cyngor Gwynedd staff. How about looking at some of the methods below: The Intranet Cyngor Gwynedd Staff Facebook Group Staff Self-service Information Bulletins Staff magazine Front-line staff discussion meetings ... and much more!

STAFF BENEFITS There are many exciting and valuable benefits available to our staff members through our Budd i Bawb offer.

There is a broad range of offers available to you, from a competitive pension scheme, savings on buying green cars and bikes – to discounts in local shops across Gwynedd and beyond… there is something for everyone with Budd i Bawb.

For more information, look on our intranet pages here.

13

FOR INFROMATION USEFUL CONTACT DETAILS DesgGymorth@gwynedd.llyw.cymru– Information Technology Support Dysgu@gwynedd.llyw.cymru – Learning and Development Support DesgAdnoddauDynol@gwynedd.llyw.cymru– Human Resources Support Cydraddoldeb@gwynedd.llyw.cymru– Equality Issues Support CyfathrebuMewnol@gwynedd.llyw.cymru – Link to the Council’s Internal Communication Cyflogau@gwynedd.llyw.cymru– Help with your salary HunanWasanaethStaff@gwynedd.llyw.cymru – Help with the Self-service

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BEST WISHES! We look forward to seeing you in the Welcome Workshop!