Hiring Managers

Onboarding new members to your team is the process of integrating your new employee with Ark and our culture, as well as getting your new starters the tools and information needed to become a valuable member of your team ahead of their first day with us and during their probation period. We all onboarding is completed through Cezanne HR (our central HR system) which will mean that all new starters will have access to Cezanne HR before they start with us and will be able to update their personal details, view their new team, upload onboarding documents and sign contracts through the system

Ark Central Starters Manager Guidelines

Pre-boarding

Ark Net New Starter Form

As a manager, all new starter actions will also be conducted through Cezanne HR with reminders to contact them before their first day, hold probation reviews and check that mandatory induction trainings have been completed. Your new starters will also have access to an employee portal of videos about Ark and Cezanne and key information to know before their first day with us.

Before completing a starter form you must make sure a VRF (Vacancy Request Form) has been completed and approved. To view the central VR F on Ark Net please click here

• Key points to remember:
• A VRF form must be completed by the hiring manager
• Ensure the budget holder within your team has agreed and approved this position
• Where appropriate you should engage the Central People Business Partner to benchmark the role
• Engage with the Recruitment Advisor (Central Recruitment Team) who will support you in planning your recruitment process. Once you have confirmed the role details and job description you can complete the VRF in full to allow a smooth process during the approval stage
• The cut off time each week for submitting a VRF is 3pm every Wednesday
• Once the form has been submitted it is sent to the Central People Business Partnering Team to review the details before being sent to Finance for final approval (this can take up to 5 working days)
• If the VRF is approved a copy of the e-mail is sent to the hiring manager, Senior Recruitment Advisor and HR Operations. The hiring manager will continue to work with Recruitment Advisor to ensure a successful hiring process.
• If the VRF is rejected, the e-mail will have notes as to why and the HR Business Partnering Team will be in touch to discuss further.

Further Support

• Central HR Business Partnering – Frances Dobell, Amandeep Purewall
• Central Recruitment Advisor – Natalie Sullivan

Complete a new starter form once your VRF has been approved and you have successfully recruited your new starter. To view the central new starter form on Ark Net please click here

• Key points to remember:
• A new starter form must be submitted by the hiring manager as soon as the role has been accepted by the new starter. This must be a minimum of 10-day working days prior to the new starter’s start date to ensure due diligence and to allow for preemployment checks – these includes 2 references, Enhanced DBS Check (incl. Document input and verification), Right to Work, signed returned documentation regarding the offer, contract, pension, pay and tax and BUPA health screening report
• Please note any new starters starting from the 14th of the month will be processed in the succeeding month’s payroll and their pay will be backdated to the first day with Ark
• Please complete the form in full to allow a smooth process during the onboarding stage
• Once submitted the New Starter form will be sent to HR, IT, Reception, Admin and Finance
• HR will send a drafted offer letter and contract to the hiring manager
• Once hiring manager has given approval of the new starter documentation, HR will send all relevant onboarding documentation and instruction to the new starter to complete prior to their start date through Cezanne HR
• It is the hiring managers responsibility to speak with IT to arrange the deployment of all Ark equipment the new starter needs for their first day
• HR will contact the hiring manager if there are any delays or concerns in the preemployment checks Cezanne HR Onboarding Once the central HR operations team receives your new starter form we will draft an offer letter and contract for you to approve and once these documents are approved Cezanne HR will send both documents along with the other onboarding forms (HMRC starter form, payroll forms, ICT acceptable use policy, DBS check requirements and emergency contact details form). Your new starter will also have access to an employee portal they can access within Cezanne HR before their first day where they will be able to view content about Ark before their first day, see their team, view their actions and see their main point of contact for onboarding questions.
• The hiring manager will be able to oversee the employee’s checklist tasks on Cezanne HR to see the status of their onboarding
• All new starter actions will also be conducted through Cezanne HR with reminders to contact them before their first day, hold probation reviews and check that mandatory induction trainings have been completed.
• Your new starters will also have access to an employee portal of videos about Ark and Cezanne and key information to know before their first day with us.

Pre-boarding

• Use the New Starter Induction Plan Template to prepare your new starter’s first two weeks (minimum) including scheduling meetings with key staff who they will be working with.
• Add your new starter to any regular team meetings, mailing lists, office events and upcoming social events
• Prepare your new starters induction pack including:

- The Induction Plan (using the template) - A copy of their job description - Role handover notes - Any additional job-specific documents - Laptop login details

• Inform your team about your new starter including; their start date, what their role will be and some information about their background
• Add your new starter to internal distribution lists by raising a ticket with IT.
• Email relevant staff in schools and external contacts to let them know about your new starter
• If the new starters DBS is not received before their start date, carry out a Risk Assessment with the central HR team
• Desk allocated and set up with supplies (where applicable). If you need help with this please contact Office Management
• Collect ID card from reception, or request an entry fob if the card is outstanding

Post Joining Date

• Meet with your new starter on their first day to welcome them and give them their Induction Plan
• Introduce your new starter in vArk
• Ensure they complete the mandatory online training modules covering; Keeping Children Safe in; Education, Diversity & Equality, Health & Safety and Data Protection - explain that doing so is essential for passing probation (full details of this are in the Induction Plan template).
• Schedule meeting with the People Advisor prior to probation reviews to discuss progress towards passing probation and address any concerns
• Inform the central HR operations team of the probation outcome so this is confirmed in writing
• oEncourage them to complete the 90-day Ark new joiner survey which provides the people team with valuable feedback on their new joiner experience with Ark

If you have any further questions, please e-mail central HR on centralhr@arkonline.org