All new employees are on probation for the first 6 months. You should arrange monthly meetings with the new member of staff and document the meetings on Healthbox and on the Probation Assessment Form found here: S:\Grace Eyre Shared Folder\FORMS – ONE FRONT DOOR\STAFF FORMS\Probation forms
During each meeting you should provide feedback about performance and progress. Should there be any problem areas, raise these as soon as possible with a view to resolving them. You should provide guidance and support to arrange any necessary training or coaching.
After each probation review, you should document that the review has been completed by adding the date of the review into Healthbox in the Performance Module.
When passing a probation, please email the People Team with confirmation the employee has passed, along with a copy of the completed probation form. The People Team will write a confirmation letter for the employee.
All employees must have attended the Grace Eyre Welcome Day and completed their essential training in order to pass probation. An extension to their probation period is an option should either be outstanding.
Please contact training@grace-eyre.org for training support and information on the Grace Eyre Welcome Day
Probationary periods can only normally be extended for up to 3 months. An extension should only be granted if you feel it is likely that an extension to the probation period may lead to improvement.
Circumstances when you may wish to extend probation include:
Before extending a probation period you should advise the People Team of your intention.
If an extension to the probation period is agreed, you should complete the ‘Outcome: Extension’ part of the Probation Assessment Form. All fields should be completed and the extension should be documented on Healthbox. The completed extension form should be sent to the People Team who will draft an extension to probation letter for you.
The final review must be conducted on or shortly before the date on which the employee’s probationary period comes to an end.
If the employee has passed their probationary period, both employee and manager should sign the probation form and return to the People Team.
If the employee’s performance has not met the standards required by the organisation, you should discuss the matter with the People Team as soon as possible before the final review and making any decision to extend or terminate the employee’s employment.
If an employee’s performance while on probation has been unsatisfactory and it is thought unlikely that further training or support would lead to a satisfactory level of improvement, the employment can be terminated.
We should allow the employee to complete the designated period of probation rather than terminating employment before the probation has come to an end. This is to give the employee a full opportunity to come up to the required standards.
If, however, there is clear evidence prior to the end of the period of probation that suggests the employee is wholly unsuitable for the role, you should consult the People Team with a view to terminating the employee’s contract early.
Where a decision is taken to terminate the employment, the employee must be invited to a meeting to discuss this and be informed of the reason for the termination. The employee will have the right to be accompanied to the meeting by a work colleague or trade union official. The organisation will write to the employee confirming the termination and the reason for it. The employee will be given an opportunity to appeal the decision.
Agree work projects or tasks that will need to be delivered during the probation period – discuss and agree action points and dates.
Discuss Grace Eyre’s Values and Charter, how it will be incorporated within their role and explain the standards of behaviour expected of all Grace Eyre staff.
Essential training is completed either as e-learning on i-Hasco or face-to-face (for medication, personal care and first aid for new starters).
Feedback on observed practices – what went well, what could be improved? Give the employee an opportunity to discuss any feedback they might have received from a service user, a fellow team member or external contact. A chance to document any formal/informal conversations you might have had via phone/email or in person that form part of your current work plan.
Discuss what training has been completed, dates of future training and any other training requirements. Refer to iHasco for your teams completed outstanding training.
Summarise the outcome of the review. Are there any actions you or the employee need to complete following the meeting?
Score the employee on each competency. Give examples and explain why you have scored the employee where you have and how, if required, they can improve. Discuss with the employee where they feel they score and allow them an opportunity to give examples.
