STAFF INDUCTION. The University of Western Australia School of Psychiatry and Clinical Neurosciences. at the Medical Research Foundation (MRF) site

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1 STAFF INDUCTION The University of Western Australia School of Psychiatry and Clinical Neurosciences at the Medical Research Foundation (MRF) site Royal Perth Hospital Version: May

2 Where is MRF?... 3 MRF site map... 3 Staff you may need to call on in your first days... 6 Administrative Officer: MRF... 6 School Manager... 6 IT support... 6 Sources of information for new staff... 6 MRF information... 8 Building security... 8 Key card... 8 Spare keys... 8 Access to building out of hours... 8 Access to building on UWA working days that are public holidays... 8 Building matters... 8 RPH Security contact details... 8 Car parking... 8 Mandatory courses... 8 Facilities for Psychiatry staff at MRF... 9 Photocopier / printer (colour; black and white) / fax machine... 9 Faxes... 9 Phones / voic Paper disposal... 9 Lamination and binding... 9 PC for accessing the Dept of Health (RPH) network and intranet... 9 Conference room Tearoom First Aid Petty cash reimbursements / taxi vouchers RPH information Library Medical Illustrations / Printing and Laminating Social club Cafeteria / dining room UWA related information Working hours Salaries and the UWA ESS system Leave Leave applications Public holidays Academic / conference leave Recognition of prior service

3 Where is MRF? MRF site map 3

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5 Room locations of staff working at MRF, Level 3 5

6 Staff you may need to call on in your first days Administrative Officer: MRF Stephanie Gee PH: FAX: Stephanie is the person to speak to in the first instance regarding human resources and payroll queries. School Manager Helen Moran PH: FAX: Helen is based at QEII. IT support Denis Brown PH: / Denis.Brown@uwa.edu.au Our IT support is provided by Denis Brown who sits at QEII but roves between sites. For IT problems, please the IT help desk: ithelp-spcn@meddent.uwa.edu.au note however that the system will only respond to s with UWA or Dept of Health addresses. Sources of information for new staff School website UWA induction website UWA Researchers Association website UWA website for research-related matters UWA Research Announcements mailing list This list is for staff and students of UWA, and is used to convey time sensitive information, such as for ARC, NHMRC and internal funding schemes. Results of these funding schemes are posted to this list, as is information on research policy and additional topical information. To subscribe, go to: 6

7 UWA Events mailing list To subscribe to the UWA-events mailing list, go to: 7

8 MRF information Building security Key card You will need a RPH key card to enter through the glass doors on Level 3. Please organise this through Stephanie. Spare keys Steph will show you where these are located. Access to building out of hours Building doors open at 7.00 a.m. and close at 5.00 p.m. Outside of these hours, you will need security codes to open the ground floor and 3rd floor doors. Please ask Stephanie for these codes. Once the doors are closed after hours, the only way to exit from the ground floor is through the exit door in the stairwell. Access to building on UWA working days that are public holidays Building doors are frequently locked on these days. Make sure you have your door codes and key card. Building matters Issues related to the MRF building can be directed to Mr Doug King on RPH Security contact details The numbers for RPH Security are: Car parking While a few staff have designated parking in the carpark below the MRF building, most park in Car Park No. 2, on the northern side of Wellington Street, in Car Park No. 8 on Lord Street, or in the McIver multi-storey car park in Moore Street. Parking fees are paid every six months. There is a waitlist for parking and you are advised to add your name to the list as soon as possible to minimise the wait. There is no cost to get onto the waitlist. For parking enquiries, phone Elaine on UWA staff can salary package parking fees. Caution is advised if accessing car parks after dark. Hospital security staff will walk you to your car if you contact them. Mandatory courses All staff at MRF are required to attend mandatory fire drill and related courses. 8

9 Facilities for Psychiatry staff at MRF Photocopier / printer (colour; black and white) / fax machine This multifunction machine is in the photocopy room. Its functions include: printing from your own PC (including password protected printing on request) outgoing faxes (incoming faxes are received in Stephanie s room for confidentiality reasons) photocopying scanning and PDFs The most common reason for the error light to flash and printing not to happen is because the printer is looking for Letter sized paper. When this happens press the systems manager button (in the bottom right hand corner of the screen) and chose either tray 5 or tray 1 (where A4 paper is located). Faxes The fax number is Incoming faxes are received in Stephanie s office for confidentiality reasons. Outgoing faxes are sent from the photocopy room (place pages face up in the document feeder). Phones / voic MRF phones do not have voic capacity. You will need an answering machine or a phone with an answering facility built in. Paper disposal There is a shredder in the print room for sensitive data. There is also a recycling wheelie bin for recycling ordinary paper in the corridor. Please use the shredder, not the locked recycling wheelie bin, for disposal of confidential documents. Lamination and binding Sheets up to A3 size can be laminated in our office. Larger sheets need to be laminated through hospital services. In addition, we have the capacity to do our own spiral comb binding for A4 documents. PC for accessing the Dept of Health (RPH) network and intranet Staff will need an HE number to access the Dept of Health networks. 9

10 Conference room Stephanie takes bookings for the conference room. Bookings are important as the room is used frequently. Facilities include: slide projector data projection unit (for Powerpoint etc) TV/video recorder overhead projector laptop (check that it is working) projection screen The conference room also includes several journals. Tearoom Instant coffee, teabags and milk are provided for every-one s use in the tearoom. Some of us like real coffee and bring in ground coffee to use in our own plungers. There is a large plunger that is for every-one s use. This is also available for meetings - Stephanie will provide the ground coffee for meetings. Every-one is asked to clean up after themselves in the tearoom. There are lunch room facilities in Medicine on Level 3, including a toaster and sandwich maker. All are welcome to eat their lunch in the conference room if this is not booked at the time. We get the West Australian newspaper each day. After a limited circulation, it is placed in the tearoom. First Aid The first aid kit is in the photocopy room. Petty cash reimbursements / taxi vouchers Please see Steph regarding these. 10

11 RPH information Library The RPH library is situated on RPH grounds. There is an UWA Psychiatry photocopy card at the library for staff use check the details with Stephanie. The library phone number is Medical Illustrations / Printing and Laminating These services are available coast-free for RPH-based staff where the research for media production has been conducted through the RPH site and the RPH logo is included on the poster. Allow at least 2 weeks for turnaround of work. The contact for Medical Illustrations is Alan Hamilton on (for production of slides, posters, overheads etc). The contact for Printing and Laminating is Tony Hughes on The work is sent out to The Plastic Sandwich Company in Leederville. All work must be paid for. If the matter is urgent, take it out to the Plastic Sandwich Company yourself. Social club Staff at MRF may join the RPH staff club which includes gym, swimming and other facilities. Cafeteria / dining room This is located in the Hospital. Your RPH keycard allows you to receive a Victoria s Member Reward program card that entitles you to a small discount. To activate the discount system, go to the food shop and they will attach a discount sticker to your RPH keycard. 11

12 UWA related information Working hours The working day is 7.5 hours long. Lunch is not included in the 7.5 hours. The standard work day is including half an hour for lunch. Staff may choose to come in earlier or work later, depending on their own routine. Salaries and the UWA ESS system UWA salary scales are available on the web: You can access your payslips and put in recreation and sick leave applications at the UWA ESS website which includes: electronic pay slips financial year summaries for the Taxation Office banking, deduction and salary packaging recreation and sick leave information and applications professional development reviews changes to personal details, addresses etc The UWA ESS system is available at: You will need your employment number and a password to access the ESS system. The initial password to access the ESS is your date of birth dd/mm/yy please then change your password. Leave Staff are entitled to recreation leave (150 hours/4 weeks per year - or pro rata). Recreation leave must be taken within the period of accrual. Recreation leave accrued during fixed term contracts is not paid out at the end of the contract, so please make sure you use up any leave accrued before the end of the contract. Recreation leave can be taken in advance. Staff are also entitled to a number of days of sick leave/carers leave per year 12.5 days if fulltime or pro rata if not. General staff are required to provide a medical certificate if away for 3 days or more. Academic staff are required to provide a medical certificate if away for 5 days or more. Sick leave/carers leave accrues over time, but is not paid out. UWA provides for a variety of flexible leave arrangements including purchased leave (e.g. 48/52 work arrangements). Please refer to the UWA website. 12

13 Leave applications Recreation and sick leave applications are made electronically through the UWA ESS system: This system will also provide details of the number of hours of leave available either currently or at a selected date in the future. Public holidays Most public holidays are work days for UWA staff. The exceptions are: Christmas Day Boxing Day New Year s Day Australia Day Anzac Day Good Friday Easter Monday UWA staff work on the other days, then take time off as days in lieu, at Christmas time, in addition to Christmas Day, Boxing Day and New Year s Day. This means that, at Christmas, staff have accumulated an extended period of leave. The exact days are announced each year, as they may vary. Full details are on the UWA website at: UWA staff who wish to take a day off for a public holiday may use a day of their recreation leave. Access to the MRF building on UWA working days that are public holidays is restricted. Building doors are frequently locked on these days. Make sure you have your door codes and key card. Also, lots of shops are closed on public holidays. You may need to bring in some lunch or go for a longer wander than usual. Academic / conference leave Staff going on academic / conference leave must fill in the relevant Professional Leave and Travel Application form, this is available on the school website. Please see Steph. All flights must be booked through a UWA-approved travel agency. Recognition of prior service Employees who, immediately prior to appointment at the University, were employed by an Australian public higher education institution, Commonwealth Government Department or Western Australian Government Department are entitled to recognition of this service for long service leave and sick leave purposes. Generally, a break of no longer than two weeks between the two places of employment is allowed. The form to apply for this recognition can be found at (Recognition_of_Prior_Service_- _Request_Form 2_.pdf) 13