Staff Training & Development Procedure template

2. Identifying training needs

1. 1Maintain a training matrix listing each role and the training it requires: statutory topics, job-specific procedures, and equipment or systems training.
2. 2Review the matrix whenever a role changes, new equipment or procedures are introduced, or an incident or near-miss suggests a gap.
3. 3For each new starter, generate their individual training plan from the matrix before their first day.
4. 4Record who is responsible for delivering each item and the deadline for completing it.

3. Induction training

Every new starter completes induction training before working unsupervised.

• Health and safety basics: fire and emergency procedures, first aid arrangements, accident reporting, and any site-specific risks.
• The policies every employee must acknowledge: [list — e.g. health and safety, code of conduct, IT acceptable use].
• Job-specific procedures for their role, taken from the training matrix.
• A named person responsible for their induction, and a completion deadline of [one week/two weeks].

4. Job-specific and refresher training

Training does not end at induction. Each role's matrix entry states the refresher cycle for every topic.

• Refresh safety-critical and compliance topics at least every [twelve months], or sooner where a regulation, insurer, or risk assessment requires it.
• Trigger out-of-cycle refreshers when procedures change materially, after an incident, or when someone returns from long absence.
• Record the version of the procedure or content each refresher was delivered against.

5. Delivering training and checking understanding

1. 1Assign the training with a due date and tell the person what completing it involves.
2. 2Deliver it in the form that fits the content: written procedure, walkthrough, demonstration, or supervised practice.
3. 3Check understanding with a knowledge check or observed task — completion alone is not evidence of competence. Set a pass standard of [e.g. 80%].
4. 4If someone does not pass, retrain and reassess. Do not sign off training that was not understood.
5. 5The trainee and the trainer confirm completion, and the record is made at the time — not reconstructed later.

6. Training records

For each person, {{org.name}} keeps a record showing:

• What training was completed, with the date and the name of whoever delivered or verified it.
• The version of the content or procedure the training covered.
• How understanding was checked, and the result.
• When the next refresher is due.
• Records are retained for [duration of employment plus X years] and produced on request for inspections and audits.

7. Review and ownership

[Job title] owns this procedure and the training matrix. Both are reviewed at least every [twelve months], and sooner when roles, equipment, procedures, or legal requirements change.