New Starter Pack Welcome Letter

Welcome, and thank you for joining us at The Platform Project. Whether you are joining us as an employee, a contractor or a volunteer, we do everything we can to treat everyone equally and build a team, as we can’t do what we do without you! We try to keep the paperwork and bureaucracy to a minimum, but for governance and compliance purposes there are a few things we do need from you. You can find an electronic list of these requirements and a downloadable copy of the documents mentioned below on our website page – www.PlatformProject.co.uk/new-starters. Please send all required information to info@PlatformProject.co.uk.

INITIAL DOCUMENTS WE NEED:

⃝                 Personal Details: Please complete a completed New Starter Details form (see link below in yellow for downloadable document) so we can add you to our systems. You will be allocated a MS licence / PP email and be set up on our HR and student system.

⃝                 Tax & Payments: In order to process payments to you we will need a completed HMRC New Starter form (see link below in yellow for downloadable document) if you are engaging with us as a PAYE employee, or if you are freelance / self-employed we will need a completed supplier form.

⃝                 ID: Please show us in person 2 pieces of ID (Passport, Driving Licence, or Birth Certificate) & 1 document for proof of address (eg utility bill) that we can keep a copy of. These pieces of ID need to be the same items you use when you complete your DBS check online (see below).

⃝                 ID Card Photo: Please provide us with a digital (roughly) square headshot photo to go onto your ID badge. You will then receive an ID card from us.

⃝                 Right to Work: We need to complete certain checks to ensure that you have the right to work in the UK. If you have a British passport and can provide this as one of your pieces of ID you will have satisfied this check. If you do not have a British passport you will need to complete other checks with us before you can start.

THE CHECKS WE UNDERTAKE:

⃝                 DBS: You will receive an email with log in details and instruction on how to complete your DBS check with us. You will need to enter your address and ID details online, using the 2 pieces of ID that you have / will provide us with copies of. When you complete your section we just validate your ID our end, and then the check is usually completed and a physical certificate is sent to you within 2 weeks. When you receive your certificate please arrange a time to bring it in to the office so we can take a copy of it, as this is sent straight to you rather than us. You cannot start without your DBS check being returned so please prioritise the completion of this. If you have a DBS check from elsewhere within 3-years we can take a copy of this to get you started straight away, but will still need to conduct our own check.

⃝                 References: As part of our safer recruitment practice candidates must provide the name and contact details of two suitable referees who are a senior person. One should be from their current or most recent employer, and one should have knowledge of any previous work they may have undertaken with children and young people (if they have experience of this). Friends and family cannot be accepted as a suitable reference – the referee MUST be able to provide details of working with the candidate in a professional capacity – whether this was from employment or in another supervisory capacity. If you are unable to satisfy these requirements please let us know by email so we can ask the candidate for alternative suitable references.

THE TRAINING / READING WE NEED YOU TO DO:

⃝                 Contract: You should have been sent a copy of your contract or agreement when we have all of your checks returned. We will need 2 signed copies from you so that we can sign them and return one copy for your records.

⃝                 General Policies: You can find a copy of all of our policies on our website – https://www.platformproject.co.uk/our-policies. They are there to provide guidance on how we work in a number of different situations, so please do have a look through it when you get a chance.

⃝                 Safeguarding Policy: It is essential that everyone working with us reads our safeguarding policy before you start so please ensure that you do read through this policy via the above link.  

⃝                 Safeguarding Training: All of our delivery staff will need a minimum of a Level 3 Safeguarding Children certificate refreshed every 3 years. If you have one from within 3-years we can accept a copy of this when you start. If you do not, you will need to do this training before you can start. We recommend the Level 3 course via https://caredemy.co.uk/product/safeguarding-children-level-3-online-training-course/. If you are freelance, you will be responsible for this cost yourself, but we will reimburse anyone taking on a PAYE role. When complete please email us a copy of your certificate and include the cost in your first months expenses sheet with your timesheet.

⃝                  Prevent Training: You will also need to complete the free online Government Prevent training course before you can start as this ensures that all staff and freelancers are aware of the role they play in preventing extremism and terrorism. You can find the course here - https://www.gov.uk/guidance/prevent-duty-training (part 1 only).

Once all of our checks and paperwork have been completed / collected we can issue your contract and IT logins ready for your first day and induction. 

Thank you again for joining us, and please don’t hesitate to contact us if you have any questions or problems with the forms.

Yours Sincerely,

Sadie

Sadie Sharp - CEO, The Platform Project CIC