So you have found the right employee and now you want to know what steps you need to take when they commence the new job? While many employees with disability will have no specific requirements when they commence a new job, for some employees with disability some level of support or assistance, such as workplace adjustments, may be required.
This step by step guide provides information and suggestions on things to consider when a new employee with disability commences with your business. Information on how you can obtain assistance and support if required is also covered.
Step 1—Offering someone a job
When recruiting a new employee there are a few steps to consider when offering them a job. The following checklist provides some tips on offering someone a job:
Step 2—Orientation
When a new employee commences with your organisation you should spend some time introducing them to other staff. Introductions should include co-workers in their work area as well as managers and any support staff. When introducing the new employee, consider:
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introducing people with appropriate descriptions on what they do
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advising current employees of the role of the new employee (for example support staff and sales staff) and where the new employee will be physically located.
Taking the new employee on a tour of the workplace also allows them to become familiar and comfortable with their work environment. This can be completed at the same time as you are making introductions. Key places that the employee should be shown include:
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meals room or location of appliances such as hot water, fridge and microwave
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toilet facilities
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locations of emergency exits
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first aid officer name and location
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where to exit and enter the building
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where to leave personal belongings
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change rooms and or shower facilities.
If your new employee communicates using Auslan (Australian Sign Language), you may be eligible for assistance for the cost of Auslan interpreting or even some Auslan training for a co-worker:
Step 3—Induction training
A welcoming and positive induction to the workplace and the requirements of the job is a way to help employees settle in and become productive more quickly. The induction process can set the scene so that an employee with disability feels comfortable in discussing any assistance or support they may need to realise their potential in the role.
It can reduce the stress and anxieties associated with a new job and improve employee morale.
If your organisation provides induction training then your new employee should be booked into this. Induction training may include some of the following topics:
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occupational health and safety
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emergency procedures
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diversity training on topics such as disability, culturally and linguistically diverse Australians, and Indigenous Australians.
You may also want to reaffirm with the new employee their duties and provide a duty or position statement if available.
Step 4—Provide feedback
As with other employees, providing regular feedback on work performance or other work related behaviour will provide the new employee with direction and increased confidence, and make the settling in period more successful. This is especially important for a person who has had a long period of unemployment.
Step 5—Occupational health and safety
Have a conversation with the new employee about occupational health and safety. During your discussion you may want to:
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ask the new employee if they require any workplace adjustments or modifications to undertake the inherent requirements of their job
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consider if a workplace assessment is needed
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advise your employee of any protective clothing or equipment that is needed
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provide details of occupational health and safety policy and procedures that you have in place at your workplace, for example, hard hats must be worn on all construction sites, ear muffs to be worn when using specific machinery and take eye breaks every hour when using a computer screen
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provide information on any dangerous and hazardous substances
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cover the procedures for reporting of accidents
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advise the new employee of the emergency procedures
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provide information on any training courses on occupational health and safety
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discuss your employee’s responsibilities in ensuring a safe workplace.
For more information on health and safety in the workplace:
The following checklist may also be useful when considering occupational health and safety:
Step 6—Implement workplace modifications or adjustments
Communication with your employee before they start their new job allows open discussion about any parts of the job or workplace that may need adjustments. If modifications or adjustments are required to the workplace, including essential tools, these should be implemented prior to your employee commencing work. The exception to this is when the employee needs to be involved in the set up of any equipment or workstation changes.
Examples of modifications and adjustments include:
In many cases, your employee will be the expert in equipment and adjustments that they will require, so asking them about their requirements and preferences for equipment or other adjustments is the best approach.
The following guide provides step by step information on modifying your workplace:
Financial help
If you need to make workplace modifications for an employee with disability you may be eligible for financial assistance. The Workplace Modifications Scheme pays for the costs involved in modifying the workplace or purchasing special equipment for eligible new employees with disability.
Step 7—Discuss other workplace policies
You may also want to talk to the new employee about other policies that you have in place at the workplace. This may include:
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use of workplace resources such as the work phone for personal calls, use of machinery for personal projects and use of the internet
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the smoking policy
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information about eating and drinking at the workplace, for example, must be done out of sight of customers
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lunch roster arrangements
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when and who they must talk to if they are unable to come to work due to illness
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access to the premises after hours.
Step 8—Administrative procedures
Ensure that your employee completes any necessary information and paperwork, such as:
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a tax declaration form
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superannuation details
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emergency contact details
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medical declaration if appropriate
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bank details for payment of salary or wages.
Also advise the new employee when and how their wages or salary are to be paid.
Step 9—Co-worker information
If your employee’s disability requires co-workers to make adjustments, it is a good idea to discuss with the employee how they would like this explained to their co-workers. The employee may prefer to:
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discuss their needs directly with the relevant employees individually
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provide information to their supervisor or manager to brief the team on their requirements
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have a disability awareness training session organised for the team.
Disability awareness training provides facts, research, tips for communication and tips for accommodation within the workplace. Disability awareness training can help co-workers feel at ease when communicating and working with a new employee with disability and can also make sure that new employees with disability feel supported by their co-workers in the new job.
Step 10—Assistance and support
When a new employee joins an organisation, it is helpful to match them to a ‘buddy’ who is another employee (often in a similar role) who can help them settle into the workplace and answer any questions. Advise your new employee who they can approach for more information or assistance whether this is a buddy or supervisor.
Australian Government employment service providers
Australian Government employment service providers provide a national network of community and private organisations dedicated to placing people with disability into employment. They are able to work with you by providing assistance with the recruitment of people with disability and, in some instances supporting your employee at work.
To locate a service in your local area, visit: