On Boarding

Prior to your first day, you should have:
* Have read, signed and returned a copy of your Contract of Employment to your HR contact. If you want to refer to council policies there are sections below with links to key policies.
* Completed and returned your New Starter Forms, including P45 or HMRC starter checklist, NI number, Emergency contact details and Bank details to your HR contact.
* Provided either your original passport or birth certificate and any documentation which confirms your eligibility to live and work in the UK. You will need to bring these these for verification on your first day at work if you haven’t already provided them.
* Provided original copies of any qualifications and/or confirmation of attendance and/or completion of appropriate training courses, if this was specified in the recruitment process.
* Your completed pensions form can be sent directly to LBSPENSIONS.pensions@southwark.gov.uk

If you have any questions, want information or need to discuss anything we’re here to provide you with the help and support needed for success in your new role - contact your manager or Human Resources.

Southwark Council is committed to equal opportunity. If you wish to tell us about any medical conditions or disabilities, please get in touch with your HR contact, we can start putting reasonable adjustments in place to make your working environment as comfortable as possible.

On your first day, please come to the main reception in Tooley Street or other site at the time agreed and collect a temporary security pass.

You will be met by your line manager, or a member of your team.

If you have not already provided them, remember to bring the documents detailed previously. Your manager will arrange with you to bring the documentation to HR for filing and/or verification.

Once you have been collected from reception, you will be taken to meet the rest of your team.
The team will have been told about you joining and are ready to welcome you. This is a great opportunity to meet your colleagues, learn their names, their roles, what they do and how you fit into the team.

Southwark supports and encourages flexible working. Unless you require reasonable adjustments, office based staff are not allocated a specific desk and are required to “hot desk”.

On your first day, you will be shown the area where your team usually sits. Find a workspace, settle in and your manager will give you the information you need to log on to the council’s network.

You’ll also be:
* Allocated a locker and key
* Shown where stationery and any other relevant equipment is stored
* Shown the telephone and given instructions on how to use it, or the use of a mobile phone
* Photographed and issued with your ID card. This is also used to sign in and out of the building using our ATRACS time management system
* Provided with protective clothing (if applicable)

Your manager will discuss with you how your team works together. You will talk about immediate priorities, how your role fits in with the team and the range of tasks you'll be doing. This is a great time to ask questions and make sure you understand what's expected of you in the role.

Other items you'll cover during the first few days will be;
* Communication within your team such as regular meeting arrangements, intranet, telephone and email use
* Working hours and flexible working options
* How you can use the Employee Self Service (ESS) system to book annual leave. If ESS is unavailable for you you’ll get a leave card.
* What to do if you can’t come to work because you are ill
* Lunch breaks
* Dress code
* How performance is reviewed 

* Probation
* Your team's contribution in the department and council
* Smoking

Trying to remember everything you need to when you start a new job is challenging.
The first days in a new job are exciting, you get a lot of information and you have lots of questions.
You may want to make a note of any questions you have, items you need to bring or further information you want from your manager or team.

Use the document below or create your own.
Checklist

You will be given a tour of your workplace by your manager or a member of your team.
This will help to familiarise you with the building and it’s facilities including:
* Entry and exits
* Lifts
* Faith room
* Kitchen areas
* Breakout areas
* Meeting rooms
* Accessibility options
* Multi functional devices for printing

Tooley Street protocols guide
Queens Road protocols guide

On your first day your manager will explain the local evacuation procedures to you and identify where all staff need to assemble if an emergency does occur.

On hearing the fire alarm:
* Leave the building immediately and proceed to the assembly point
* Use the nearest available exit
* Do not use the lifts
* Do not stop to collect personal belongings
* Do not return to the building until you are instructed to do so

Below is a link to our main site emergency plans, all sites will have a local plan.
Fire and evacuation plan Tooley Street

Safety Management Statement

Employee Self Service (ESS) and Manager Self Service (MSS) is our online recording system for annual leave, sickness absence, personal information and expenses. You can also use it to view your payslips online.

Employee Self Service (ESS) lets you do tasks online with authorisation processes.
It also includes:
* Checking and updating your personal data i.e. home address, contact numbers, bank details
* Reviewing leave that has been requested and approved over a specific period
* Submit travel expenses

Online guidance will be available when you have access to Council systems.

For managers there are guides for using the managers self service (MSS) and SAP Inbox which is where all requests for leave and expenses authorisations are sent and guidance on setting up substitutes to authorise items in your SAP inbox when you are away.
ESS Guidance

In addition to must read polices, there are a number of mandatory e-Learning modules which you need to complete in your first few weeks at the council.

You'll be set up with an account on our e-Learning platform “My Learning Source” (often referred to as MLS), during your first week, to enable you to complete the mandatory training.
My Learning Source (MLS) provides you with a range of learning courses you can access from any computer, either at work or at home, when and where you need it.

Be sure to book yourself onto Welcome to Southwark: New Starter Induction which will build upon the induction you have with your line manager. At this event, you will be formally welcomed to the Council, receive essential information about the organisation and our priorities, hear how decisions are made and get a better understanding of how your role contributes to the Council plan.
This is an exciting opportunity to hear from the Leader of the Council, the Chief Executive and a number of key departments as well as take part in an informative, fun filled sightseeing tour of the Borough.

Payment is made for the whole calendar month i.e. first to last day of the month.
Employee Pay day is the 20th of the month.
If the 20th of the month falls on a weekend or a bank holiday then the payment is made on the previous working day.

Employees will have a payslip sent to their ESS, people who do not have access to ESS receive a printed payslip. This is normally printed and delivered to the workplace on or before pay day. Your manager will provide additional information and a link to explain your payslip during your induction.
For further information on your pay please search for "pay day" and "payslips" on theSource.

Informed and inspired individuals are at the heart of our workplace.
The intranet at Southwark is known as theSource and is a main channel of communication with staff. News is shown on the home page along with a number of tools and application links. Your team will show you the areas most useful to you and help you become familiar with it.

It’s a great resource with a range of content which will assist you in doing your job and can answer many of the questions you may have during your employment with the Council.
To search for content on theSource using the top right box or search for staff contact information using the box below.

Departments and teams create and maintain the pages. The content managers are shown at the bottom of every page if you need to contact someone for further information.

You may also be using other team specific IT systems.

Office Suite
This includes applications such as Outlook,Word, Excel, PowerPoint and OneNote. Currently we are using version 2010

Staff Directory (SID)
Our Staff Directory has contact details for staff members and your contact details will be available here.

SAP
Supports the Finance and HR/Payroll functions.

Resource Scheduler
This application allows you to book meeting rooms, pool cars, bikes and other shared facilities.

ATRACS
Flexi-time hours are recorded using Atracs recording system. You can adjust time entries and apply for flex days.

Southwark IT Support Portal
Also known as Hornbill, use the IT self service portal to request IT resources or report technical issues.

c.net
c.net is our agency worker supplier portal where managers can request agency workers, review candidates and manage time sheets.

JobsatSouthwark
JobsatSouthwark is our external job site where you can apply for internally and externally advertised jobs across the organisation.

Yammer
Yammer is a social media tool, similar to Facebook, but for business use, which has been introduced to help us to work and collaborate across the organisation. Register using your Southwark email and join your team group and council wide. We encourage you to open up discussions so we challenge and change the ways we work.

Lumesse
Lumesse TalentLink is our online job vacancy advertising and applicant tracking system used by hiring managers to recruit staff.

'A Fairer Future for all'
The council recognises that in times of reduced funding from central government, there's a need to focus our resources on the areas where we feel we can make the most impact.

Following engagement with local people through the council's budget process, the council plan identified a number of principles that would underpin our Fairer Future for all vision and guide the promises and commitments that we agreed through the council plan.
Southwark Fairer Future

Everything that we do as a council is to achieve our vision of a fairer future for all in Southwark. Our residents are at the heart of everything we do and they've helped us form the values that underpin the work of the council.

Our values will continue to inform all the work we do across the council and what residents can expect from us.
* Treating residents as if they were a valued member of our own family
* Being open, honest and accountable
* Spending money as if it were from our own pocket
* Working for everyone to realise their own potential
* Always work to make Southwark more equal and just
* Stand against all forms of discrimination and racism
* Making Southwark a place to be proud of

The council plan confirms our Fairer Future Commitments updated commitments were agreed by the council assembly in November 2018, are a set of key commitments to the residents and businesses of Southwark that outline the things we will be working towards as an organisation to create a fairer future for all.

We have summarised this in our plan on a page to help you understand our vision, values and promises that underpin the very essence of Southwark Council.
Southwark Borough Plan

Elections for the council are held every four years. The last election took place on 5 May 2022  

Our people

Southwark is a diverse and vibrant area.
Over 120 languages are spoken with 11% of households having no members who speak English as a first language. Southwark has the 9th highest population density in England and Wales at 9,988 residents per square kilometre.
The population estimate for 2016 was 313,200 with:
* 55% aged 35 or under
* 12.9% of residents born in Africa
* a significant population from Latin America
* 75% of reception-age children from black and minority ethnic (BME) groups

You will be able to access a range of information about Southwark the borough and the people who live here using our website and theSource including:

Maps
Links to the Southwark Maps system for planning, TPO, aerial photography and more information about the borough in mapping format

Consultations
Current consultations are published on the consultation hub. Also includes details on how to give residents opportunities to influence council decisions and the statutory requirements regarding consultations

Research and statistics
Southwark statistics and research archives including Hidden Communities research, community safety data sources, ethnicity profiles and education data sources, and information on the council’s data quality policy

2011 Census
Office for National Statistics(ONS) research and analysis from the census of the borough in 2011 including population numbers and demographic breakdown

The council is made up of the following departments:
* Children and Adult Services
* Environment, Neighbourhoods and Growth
* Housing
* Finance
* Strategy and Communities
* Governance and Assurance

Each department is headed by a strategic director (also referred to as a chief officer). The departments in the council are made up of divisions, each of which is led by a director.

The chief officer team and the directors in each department form the Director’s Forum of the council. The Directors' Forum comes together on a bi-monthly basis to tackle cross-council issues and drive the council's modernisation agenda.

The public is entitled to expect the highest standards of conduct from all employees who work for Southwark Council and we are committed to achieving this.
The Code of Conduct sets out the minimum standards that apply to all of our employees and aims to maintain and improve standards of behaviour. It is important on joining Southwark Council that you have read and understood our Code of Conduct.
Code of conduct

Here are brief details of some of the staff groups and social clubs that are run in Southwark. We strive to be a supportive environment for the diverse workforce we have.
When you start you can find more information on theSource or staff noticeboards and from your team.

Bicycle users group
Promoting and encouraging cycling amongst staff, BUG meets quarterly

EMpower Network
The EMpower Network aims to raise aspirations of and improve career prospects for Black, Asian and Minority Ethnic (BAME) staff through facilitating and promoting various networking, learning and development and peer-to-peer mentoring opportunities, amongst other things. The network will also be creating a cultural exchange by sharing different facets of BAME history and culture with staff across the council.
The network shares event information on theSource. To join the EMpower Network and be kept informed of events, news and training – please email EMpowerNetwork@southwark.gov.uk

Christian forum
The forum aim to bring the Christian staff community together on a regular basis to read the Bible, pray and offer support to one another and are relaunching as a group

NCompass
The NCompass network is a new and emerging social and support network that recognises the importance of uniqueness, values diversity and believes that our individual differences makes us stronger as a whole. They are a friendly and pragmatic group of individuals who identify, or are living with, physical disability, hidden disability or neurodiversity. They work collectively to implement practical improvements and prevent future difficulties. They do this by sharing our experiences, discuss progressive and interesting research and work together to influence innovative health, wellbeing and disability-smart practices in the workplace; the actions and strategies, put in place, could benefit all staff to optimise potential and improve experience. As well as making positive changes at work, they benefit from access to training and tools, as well as continued support from the leadership team through our Champion, Eleanor Kelly, Chief Executive.
If on joining you would like to find out more or join the group please email NCompass@southwark.gov.uk

LGBQT+ network
The LGBQT+ staff network is a social and support network for Southwark Council staff. December 2018 saw a launch including guest speakers from Stonewall UK, Peter Tatchell Foundation and Schools OUT. A positive energy around the importance of staff networks, staff support, understanding the importance of activism and honouring our LGBTQ+ history to inform our future. The network's senior sponsors are David Quirke-Thornton and Michael Scorer. The network shares event information on theSource.

Spectrum
is Southwark’s staff group providing a safe and confidential place to discuss autism-related issues; it is aimed at staff member who are on the autistic spectrum, colleagues or managers of staff member who is on the autistic spectrum, staff who have family or friends on the autistic spectrum or if you have an interest in learning more

Women’s network
This is an initiative aimed at female members of staff which includes the women’s network open door initiative, networking opportunities and other events plus yoga and belly dancing sessions

Eleanor Kelly, Chief Executive: “I’m so proud of Southwark Council having been awarded Investors in People’s ‘Gold’ status twice in a row (2018 and 2015). These results demonstrate our commitment to recruiting, developing and retaining talent and nurturing our staff, whatever their background, in order to provide the best service we can to our residents."

Southwark is committed to investing in its staff, and provide a range of learning and development interventions to help staff excel in their roles. Our learning and development plan provides training for staff at all levels, using a variety of approaches including e-learning, classroom based learning and on-the-job training.

The Performance management system links your performance to meeting organisational aims. It is a rigorous approach to service excellence by defining, assessing and rewarding achievement in the workplace. The scheme applies across the Council and to all employees.
Performance Management

You can find out about Southwark’s Leadership Development programme, which is an internal management programme accredited through the Institute of Leadership and Management (ILM).
Southwark Leadership Development Programme

The council has a clear commitment to equality of opportunity and freedom from discrimination in all its services including employment. The Respect at Work Policy details our approach. In December 2011 Cabinet agreed the council's revised Approach to Diversity.
Respect at work

In November 2016, Southwark’s Cabinet agreed a suite of strategies to help staff in the way that they work and support the delivery of the council’s priority outcomes.
Workforce Strategy

Southwark Council offers a great range of benefits to our staff. From childcare vouchers to retail discounts, there are benefits for everyone.

HSF health plan
The council has made arrangements with HSF (a not for profit organisation), to offer medical cash plans, at a discount, to Southwark employees.

Money advice service
The Money Advice Service website offers impartial information and guidance on financial matters. The website address is https://www.moneyadviceservice.org.uk/en.

Loan of equipment
Council policy on the issuing of equipment to staff including laptops, mobile phones, personal responsibility, insurance and what happens when you leave the council.
Loan of Equipment guide

Workplace policies explain the principles and practices used across the organisation to help us deliver services effectively and in line with legislation. To help you develop effective working relationships and grow in your role there are policies below to help you understand how we work together.
Flexible working
Do's and don'ts of internet and email
Do's and don'ts of office working

Many roles will be handling personal data, anything from names and addresses, email addresses and phone numbers to sensitive information about health or families. You have a duty to look after that information so it doesn't get into the wrong hands.
Corporate records management policy

Members of the public can request access to information held by or on behalf of the council under a number of pieces of legislation. These include the Freedom of Information Act 2000, the Data Protection Act 1998 and the Environmental Information Regulations 2004.
Data Protection

On the first day of sickness absence, you must contact your manager, or arrange for contact to be made, to report your sickness absence in accordance with the local arrangements in place within your business unit.
If you are still unable to attend work after three days, you must contact your manager, or arrange for contact to be made, on the fourth working day of absence.
Your manager will provide more information about how you record absences using Employee Self Service (ESS).

If you are absent for more than seven (7) days duration your manager records the details, or for any periods of sickness absence if you do not have access to ESS.
Maintaining regular and frequent contact with your manager while you are absent due to illness is important. What form that contact takes, and how regular and frequent it is, will be determined on a case by case basis. As a general rule, you will be required to contact your manager again if you are still absent due to illness on the sixth working day (and to give an indication of when you expect to return to work), and thereafter every fifth working day of absence.

For full details and guidance for managers and employees, please see the document below.
Employee guide to sickness absence

Requests from part time employees should be considered on a pro rata basis.
Special leave beyond the prescribed limits will need to be matched by a corresponding amount of annual leave, flexi leave or unpaid leave.

Managers must treat requests for special paid leave fairly and consistently. Reflecting the council's role as a caring and reasonable employer whilst noting that at all times leave is subject to the exigencies of the service and is entirely at the discretion of management.
Special leave Q+A

Employees requesting leave due to pregnancy or childbirth can apply under the policy which covers all council employees (excluding teaching staff).

The link to our parental leave guide is below, it includes information on:
* Maternity leave and pay
* Adoption and surrogacy leave and pay
* Paternity and nominated carers leave and pay
* Shared parental leave and pay
* Parental leave (unpaid)
Parental leave guide

Southwark Council has taken the proactive step to support employees who are parents of babies born prematurely by signing up to the Employer with a Heart charter from charity The Smallest Things.
From September 2018 the new policy means parents of babies born at or before 37 weeks will be entitled to receive an extra week’s Premature Baby Leave and Premature Baby Pay for every week their premature baby spends in hospital before their due date.

Having a premature baby is one of the most stressful experiences a new parent can face. Most employers still do not offer this assistance to staff and Southwark Council is one of the first employers in the UK to take this step to support parents of premature babies.

Unison said: “In response to representation from the trade union UNISON, the council determined to review it’s maternity leave policy in respect of the Small Things. UNISON is very pleased the council agreed to take up this campaign and has amended it’s policies accordingly. UNISON urges all employerswho consider themselves to be progressive to take the same steps”.

GMB said: "The GMB welcomes the council's premature babies policy which will give significant support to staff at a difficult time. Those who benefit will do so as a result of the hard work and drive of those amongst unions and management who have negotiated this fine example of joint working.

Unite said: “Unite were pleased to be party to the development of this progressive new policy. It will make a real difference to colleagues and their families at a really difficult point in their lives. It is an embodiment of Southwark’s own fairer future values.”

Details of the Trade Union representatives will be available at your worksite. Representatives can provide advice on contractual issues, health and safety in the workplace, capability and disciplinary issues and employment issues.

For more information on the Unions at Southwark please click a link.
Unite
Unison
GMB

All successful candidates who are new to the Council and are made a formal offer of employment on or after 1 September 2019 will be subject to a 26 week probation period.
During the probationary period, employees should be given the opportunity to demonstrate the expected standards of performance, conduct and attendance for the post to which they have been appointed, within a supportive environment.
The manager will ensure the new employee has a good quality induction, one to one supervision and will undertake formal reviews at 12 and 20 weeks.

Annual leave starts at 26 days plus Bank Holidays (or pro-rata), but may increase according to your grade and length of service.
Our annual leave year runs from April 1 to March 31 the following year.

You should get approval for your leave in advance and before you confirm any personal arrangements/holiday bookings.

An employee on Maternity leave will continue to accrue annual leave throughout her leave period, including any unpaid maternity leave. Similarly an employee will continue to accrue paid holiday entitlement whilst they are on unpaid sickness absence or unpaid suspension.

An employee who falls sick during a period of annual leave will be considered to be on sick leave, if a medical certificate is provided to cover the full period of sickness absence. In this situation the employee must be allowed to take their leave at another time, even if it means carrying the leave across to the next leave year.
Management guide to leave

Southwark Council administers the Local Government Pension Scheme for local government employees and employees from a number of "admitted organisations".

You can join the Local Government Pension Scheme, which is a valuable benefit. Members receive an excellent package of pension benefits.
On starting most people are automatically enrolled in the LGPS pension scheme if your annual earnings are over a specified amount, you are aged 22 or over, are under State Pension age and not currently in this scheme.

Pensions need to suit your personal situation. Discuss your pension with the Pensions team when you join and use the link to find more information.
LGPS website or the Southwark Pensions website.

Employer contributions
The Council pays the balance of the cost of providing benefits in the scheme after taking into account investment returns. Every three years, an independent actuary calculates how much the Council should contribute to the scheme. The amount will vary, but generally the present underlying assumption by the LGPS is that employees contribute approximately one quarter of the scheme's costs and the employer contributes the rest.

Employee contributions
In April 2014 a new contributions banding table was introduced, the rate of contributions an employee pays will be based on actual pensionable pay. It includes non-contractual (as well as contractual) overtime and any additional hours worked in excess of contractual hours.
There is an option in the Local Government Pension scheme (LGPS) called ‘50/50’section. Employees can elect for this option at any time. If you do so, you will then pay half contributions but, whilst you are in the 50/50 section, you will only be building up half the normal pension. If you have more than one employment you can elect for the 50/50 option in one, some or all your employments.

The council has a range of information to enhance your health and well being, both from the council and health and community partners. More information is available on theSource, from your team and staff noticeboards.
You could also be healthier by getting a bike through the council’s cycle loan scheme, walking to work or joining a council sports club.

Healthy lifestyles and information
Guidance on healthy eating,alcohol and substance abuse, articles across a wide range of health issues and finding local support

Health events and screenings
Details of lunchtime walks in Tooley Street and Peckham, NHS screening and other health events to stop smoking. Getting fit in Southwark with information on the council’s leisure centres and sports clubs in the council

Stress management and mental well being
Advice and guidance for dealing with stress in the workplace and in your personal life

Managers support for health
Managers advice on occupational health, risk and health and safety and other ways of managing health, and the council’s approach to employee health management

Support services
Information on organisations who offer healthsupport and advice including the Chaplain at Tooley Street and counselling service

To complement our existing services and offer employees around the clock access to confidential, independent, professional information and emotional support, Southwark Council has appointed Workplace Wellness to provide an independent employee support service, the Employee Assistance Programme (EAP).
The EAP will help you prepare for, and cope successfully with, life's events and challenges.
The things that could derail you, causing you to become distracted, anxious, or feel out of control.

The EAP can help you with the things which leave you feeling like you just don’t know where to turn or who to go to for the right information and help you need, including:
Consumer rights and legal information
benefits, housing problems, tax credits, disability, neighbour dispute

Debt Management and Budgeting
creditors, financial health check

Emotional Support
poor work/life balance, illness, crisis, anxiety, loss, self-confidence, workplace pressure

Family Relationships
communication, marriage, co-habitation, coping with teenagers

Health & Wellbeing
problems sleeping, fitness, weight management, alcohol, nutrition

Work and Career issues
change, team dynamics, work overload, conflict

Council is committed to changing how we think and act about mental health in the workplace and make sure that employees who are facing these problems feel supported.
We signed the Time to Change pledge in the summer of 2018.

We hold a range of events, such as ‘Time to Talk Day’ designed to encourage us to connect with each other, create positive relationships and promote discussion around mental health.