Induction and Orientation for Admin Staff 8 weeks Procedure


Induction and Orientation Procedure – New Admin Staff  

If possible, all new staff should arrange to spend time at the Service before officially starting employment.

Give new staff member a copy of this document, and file original completed and signed document in their personal file.



NS/RL Initials

Staff  Initials

Day 1 or earlier

Nominated Supervisor/admin manager

use position description give clear instructions/expectations about duties/responsibilities and how performance will be reviewed



discusses arrangements/timing of staff meetings and expectations about attendance including staff in-service training



discuss expectations about presentation of service and specific responsibilities



advises workplace policies and procedures including:

·         Uniform or dress code



·         Procedure if employee is running late or sick (including contact details)



·         Procedure for applying for leave



·         Rules regarding personal calls, visitors and/or use of social media/technology at work



·         Bullying, harassment and anti-discrimination policies



·         Grievance policy/procedure



·         CCTV policy/procedure



advises payment method, first pay date and how payslips are distributed



advises what must never happen eg use personal phone or camera in room, stand around not interacting with children, ignore a parent, discuss the service in negative way, or discuss a child with other families



Day 1

admin manager /Nominated Supervisor

Takes employee on tour of service and shows:

·         kitchen/meal, toilet facilities, staffroom/programming room and where to store personal items



·         location of resources (eg craft supplies) and equipment



·         location of policies, procedures, code of conduct, philosophy, Law and Regs, NQS, EYLF/MTOP and how to access these electronically



·         location of blank/original forms eg Incident forms, Curriculum Sheets and process for refilling supplies



·         location of fire extinguishers, fire blankets, emergency whistle, alarm etc and how to use these



·         location of first aid kits, emergency asthma kits and Epi-pens



·         where children’s medication is stored and need to ensure children can’t access



·         location of hazardous substances including cleaning products and disinfectants and Material Safety Data Sheets and need to ensure children can’t access



·         location of food/bottles/water cups



·         location of storerooms and storage practices to reduce risk of injury



·         location of children’s portfolios



·         location of children’s lockers/pockets



·         where to sign on and off



·         staff mail pockets, lockers and/or communication journals if relevant



·         where parents sign in/out



·         location of parent noticeboard and library (advise also communication arrangements with families eg newsletters)



·         location evacuation diagram and emergency phone numbers



·         location of enrolment applications/packages and discusses relevant information eg enrolment fee and enrolment procedures



·         location of electricity fuse box, gas and water mains



introduces employee to all staff



advises employee management structure/reporting relationships and who they will work with/report to



advises employee who they will supervise and who their direct reports are if appropriate



advises employee about mentoring arrangements if relevant



advises employee who is qualified in first aid, asthma and anaphylaxis management



advises employee staff who have WHS/OHS responsibilities



discusses rosters, including employee’s responsibilities, and meal breaks



Day 2

Nominated Supervisor/ admin manager

discusses expectations about appearance of service and how cleaning duties are implemented, rostered/shared and signed off including:

·         including procedure for cleaning spills of bodily fluids



discusses procedure for managing and reporting broken resources and equipment and other hazards



discusses manual handling (eg lifting) techniques that minimise risk of injury



Week 1

Nominated Supervisor/ admin manager

displays employee photo for families



introduces employee to families as children arrive and depart



discusses expectations for greeting children and families eg greet by name, and level of customer service



discusses incident, injury, trauma and illness procedures, forms and Register with employee and responsibilities



discusses service rules with employee (eg no running inside)



discusses child protection procedure, indicators and responsibilities with employee



discusses administration of medication procedures, forms and Register with employee and responsibilities



discusses procedures and responsibilities for managing:

·         fee payments and CCB/CCR



·         debts



·         bond refunds



·         credit card reconciliations



·         account statements and receipts



·         banking and financial/management reporting



·         payment of staff wages



discusses procedures, forms, Registers and responsibilities in relation to:

·         Child Protection Clearances



·         staff records (Educator Register  – including responsibility for ensuring staff records complete)



·         Complaints



·         Responsible Person



·         WHS



·         Children’s Immunisation



·         Administration of Medication



·         Incidents



·         Hazardous Substances



·         Building and Equipment Maintenance



discusses general administration requirements and responsibilities eg meeting minutes, suppliers, filing records



discusses responsibilities for maintaining policies and procedures



discusses responsibilities for updating information that must be displayed in foyer



discusses responsibilities for ensuring required authorisations are held eg excursion, collection of children, photography




reads service policies, procedures, philosophy and code of conduct and has opportunity to seek further information or clarification. Employee understands bullying, harassment and discrimination is illegal and importance of professional relationships



Employee acknowledges in writing using ‘Staff Acknowledgements and Agreements’ template:

·         that they have read and understood policies, procedures, code of conduct



·         that they have read and understand the Child Protection Policy and their responsibilities



·         that they have read and understood requirements of children with medical management plans and staff immunisation recommendations.



·         they will not access private or confidential information unless required for job, they will not share it outside the service and will store it appropriately 



·         they may be excluded with no pay for a period during infectious outbreak if not fully immunised



·         there are no medical conditions which could affect ability to perform job



·         they have been advised about recommended immunisations for staff and risks if not immunised



Week 2

Nominated Supervisor/ admin manager

shows employee how to operate essential equipment eg photocopier, databases, tracking systems



discusses opening and closing (unlocking/locking up) procedures if appropriate



discusses processes (eg diary notes) and responsibilities for ensuring children’s information is current eg immunisation, medical plans, emergency contacts



discusses communication arrangements with families eg newsletter, and responsibilities for communication and parent library



discusses specific medical management plans and risk minimisation plans and location, including allergy and anaphylaxis information and special food requirements/practices, and how records are managed



discusses the process and responsibilities for following up enrolment and other enquiries



discusses family law/parenting orders with employee



provides employee with copy of Immunisation Policy and discusses staff immunisation recommendations. Updates Immunisation Register if needed



discusses Infectious Diseases Policy and procedures for children who become unwell at service or arrive unwell



discusses emergency response procedures including evacuation plan and meeting points and ensures employee understands their role



Week 3

Nominated Supervisor/ admin manager

discusses  process for family and staff input into Quality Improvement Plan



discusses Tobacco, Drug and Alcohol Policy with employee



discusses behaviour management strategies and responsibilities for stopping a child immediately where they may hurt another child, use inappropriate language or destroy equipment



Week 4

Nominated Supervisor/ admin manager

discusses Photography Policy with employee



discusses Social Media Policy with employee



Week 5

Nominated Supervisor/ admin manager

discusses how to assess and manage risk



Reviews relevant policies, procedures and practices listed below: Insert Policy and Procedure names*












Week 6

Nominated Supervisor/ admin manager

Reviews relevant policies, procedures and practices listed below: Insert Policy and Procedure names*












Week 7

Nominated Supervisor/ admin manager

Reviews relevant policies, procedures and practices listed below: Insert Policy and Procedure names*












Week 8

Nominated Supervisor/ admin manager

Reviews relevant policies, procedures and practices listed below: Insert Policy and Procedure names*












completes performance review, discusses training needs  and records on training plan




  • Observe new employee’s practices and review policies and procedures you think need to be reinforced.

The Induction program was successfully completed by <Insert Employee’s name> ____________________________________________ on   /    /    .


Signed by employee ___________________________________________________________________ Date _______________________________


Signed Nominated Supervisor ____________________________________________________________ Date ______________________________