NES/11/69. Unconfirmed Minutes of Staff Governance Committee meeting held on7th July 2011: copy attached.

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1 NES Item 7b August 2011 NES/11/69 (Enclosure) NHS Education for Scotland Board Paper Summary: Staff Governance Committee Minutes 1. Title of Paper Unconfirmed Minutes of Staff Governance Committee meeting held on7th July 2011: copy attached. 2. Author(s) of Paper Kaye Taylor, Executive Assistant 3. Purpose of Paper To receive the unconfirmed minutes of the Staff Governance Committee meeting held on 7 th July Items for Noting The Board is asked to note the following items of interest: (i) Item 6 : GP Registrars The committee received an update from Professor Stuart Murray with regards to the Employment GP Registrars. Stuart Murray reported that the contract of employment and training agreement had been signed by NES and the BMA and as of 3 rd August NES will employ 400 circa GPStR s. Work is ongoing in HR to develop an extranet which will contain NES policies and information for GPStR s. (ii) Item 8: Equality & Diversity Learning Solution (Moodle) The Committee received a presentation on the pilot Equality & Diversity Learning Solution system using Moodle Technology (iii) Item 9: Corporate Induction Evaluation Summary The Committee received an update on the improvements that had been made to Corporate Induction. The committee noted the 2010 NHSS Staff Survey reported that 73% of staff now felt they had received an effective induction. The committee suggested that more emphasis should be put on the responsibility of the line managers to ensure staff attendance. (iv) Item 10: Learning & Development Update The committee were provided with an update on the learning and development activities led by the HR & OD Directorate. The committee noted the launch of a new course booking system, personal learning record and was also updated with regards to the valuing admin and clerical skills in the workshop, statutory training, 360 degree feedback tool and the skills database. The committee commended these important pieces of work.

2 (v) Item 11: KSF/e-KSF Future Direction and Priorities The committee were provided with an update on KSF/e-KSF future direction and priorities. The paper was discussed and the committee endorsed the way forward as agreed by the Business Group. (vi) Item 12: Self Assessment Audit Tool The Committee received the 11/12 SAAT Tool Action and update on the 10/11 plan. 5. Recommendations None. NES July 2011 KT

3 IN CONFIDENCE NES(SG)11/37 NHS Education for Scotland STAFF GOVERNANCE COMMITTEE MINUTES OF THE THIRTY-THIRD MEETING HELD ON THURSDAY 7TH JULY 2011 AT THISTLE HOUSE, EDINBURGH Present: Ms Theresa Houston (Chair) (Present from item 8) Dr Ann Cadzow (by VC) Ms Liz Ford Dr Liz Robertson (Present from item 7) Ms Susan Douglas-Scott In attendance: Mr Malcolm Wright, Chief Executive Mr Tom Power, OD Business Partner (Leadership & Performance Management) (Tom was deputising for Dorothy Wright) Ms Kaye Taylor, Executive Assistant to Director of HR and OD Mr Ameet Bellad, HR Manager (Operations) (Present for item 5 & 7) Ms Priya Chamberlain, HR Manager (Operations) Dr Kristi Long, Equality & Diversity Adviser (Present for item 7) Ms Suzanne Stirling, Educational Development Officer (Present for item 7) Ms Fiona Pollock, OD Business Partner (Learning and Development) (Present for items 8 11) 1. WELCOME AND INTRODUCTION Susan Douglas-Scott welcomed all to the meeting in the Chair s absence until item APOLOGIES FOR ABSENCE Apologies for absence were received from Dorothy Wright (Director of HR & OD) & Lindsay Burley (Board Chair). 3. MINUTES OF THIRTY-THIRD MEETING HELD ON (NES(SG)11/27) 6 th April 2011 The minutes were approved as a correct record. Action: KT 1

4 4. ACTION LIST FROM PREVIOUS MEETING (NES(SG)11/29) Members noted that all of the action points from the previous meeting had either been completed or were in hand. 5. MATTERS ARISING FROM THE MINUTES a. Item 12 : Reporting of NES workforce data by ISD In Dorothy Wright s absence, Ameet Bellad provided an update on the issue of workforce figures being submitted to SGHD without prior approval from each Board. Ameet confirmed that no data will be published without approval by NES and any inaccuracies would be picked up at this point. The Committee were content with this. (Item 15 was also discussed at this point) Item 15: Workforce Planning Update Ameet gave members an update on Workforce Planning and explained that in previous years these figures were projected by HR & Finance. Ameet informed members that for the first time this year Directors have been asked to complete projections and return to HR by the 8 th July. HR will then collate the data and send back to Directorates for final approval and comment. The workforce projections will then been taken through the correct approval processes in partnership with a view to these being published by end of August/beginning September. b. Item 16: Policy Management System In Dorothy s absence, Tom Power updated the members on the Policy Management System. Tom confirmed that currently Frank Rankin is in the process of assessing and identifying policy compliance systems which would integrate effectively with our network. However this work is on hold pending more pressing improvements to the network infrastructure. Frank Rankin (Information Governance Manager) intends to resume this workstream later in the year. An update will be provided at the next meeting in November. Action: DW 6. EMPLOYMENT OF GPSTR s (NES(SG)11/30) Professor Stuart Murray introduced the paper on the Employment of GP Registrars and updated members on the intensive activity that has taken place since the last meeting. Stuart was pleased to report that the contract of employment and training practice agreement had been signed by NES and the BMA on the 21 st June and as of the 3 rd August NES will employ 400 circa GPStRs. Stuart informed members that currently HR is developing an Extranet which will contain NES policies and information for trainees and practices. Professor Murray advised the members that arrangements have been made to manage clinical risk arising from the employment of GPStRs, while in the GP component of their training. Stuart confirmed that when NES adopts the employer role then the doctors in training will be covered by Crown Indemnity (CNORIS). In this circumstance any claims against them for clinical negligence would be covered by the NES CNORIS cover, however this is expected to be extremely rare. Trainees will need 2

5 to have membership with a Medical Defence Union for claims that will not be covered by CNORIS. Professor Murray confirmed to members that Health Boards have a clinical governance work programme which will carry out local checks for example the GMC, Equality Output Framework and these would link into the Staff Governance Committee. Professor Murray asked the committee for guidance on how often this should be reported to Staff Governance Committee and after discussion it was agreed that this would be reported on a 6 monthly basis. Ann Cadzow raised the point with regards to immigration status and capping of numbers. Professor Murray confirmed that Licences had been agreed for Tier 2 Trainees. Priya Chamberlain advised that 55 licences had been obtained and that it can be revisited at any stage during the training. The Chair, Malcolm Wright and Professor Murray commended the work of the HR and Medical Directorates in taking forward this important area of work for NES. Action: DW 7. STAFF MANAGEMENT INFORMATION (NES(SG)11/31) The HR Metrics Summary for the quarter 4 (January March 2011) had been circulated for consideration. Ameet summarised the main points: - Headcount had reduced slightly - NES absence rates were still relatively low and Ameet noted that NES currently had the lowest absence rate compared to other Boards. - Turnover was consistent with previous quarters Malcolm Wright noted that the absence levels had slightly increased. Liz Ford confirmed that there was no reason for concern as we were well below the absence rate compared to other Boards. No other comments were noted by the members. 8. EQUALITY & DIVERSITY LEARNING SOLOUTION (MOODLE) Kristi Long, Suzanne Stirling & Fiona Pollock gave a demonstration using the pilot Moodle technology. Kristi Long highlighted the drivers for this pilot:- - It has been 3 years since staff undertook E&D training using the Same Difference Programme and refresher training is required. - Recent changes to the Equality Act has changed some aspects of the law which are mostly technical issues, but some will impact on the work of NES. - Improvements to E&D training Kristi explained to members what the course was and its larger context. 3

6 Suzanne Stirling explained to members why Moodle was a good idea: - It is flexible - Offers wide ranging accessibility - Easily maintained and updated - No venue, lunches or travel costs - It provides the organisation with an auditable trail of training and learning - Its free The Committee thanked Kristi, Fiona and Suzanne for attending and commended the work that had gone on to develop this pilot system. The committee looked forward to receiving a report on the outcomes of this pilot. Action: DW 9. CORPORATE INDUCTION EVAULATION SUMMARY (NES(SG)11/32) Fiona Pollock introduced her paper on Corporate Induction Evaluation Summary and updated members on the improvements being made to the Corporate Induction process. Fiona explained that the 2008 staff survey indicated that only 44% of staff felt they had received any effective induction into the organisation, this was however a very low percentage and it was agreed that immediate action was required. Therefore it was agreed that Corporate Induction process had to be addressed. Actions were taken and Corporate Induction was to be made up into 2 workshop based sessions. Fiona noted that these workshops had now been running for a year and the Staff Survey results of 2010 indicated that 73% of staff now felt they had received an effective induction. The committee suggested that more emphasis should be put on the responsibility of the line managers to ensure staff attendance. Fiona welcomed this proposal and agreed to develop it further. The members commended the work of Fiona and the HR & OD Team 10. LEARNING & DEVELOPMENT UPDATE (NES(SG)11/33) Fiona Pollock introduced the paper and provided the committee with an update on learning and development activities led by the HR & OD Directorate. Course Booking System Fiona explained that at the beginning of May a course booking system was implemented. The features of this system will allow reporting amongst other things on: - Requests for training - The Reasons requests were turned down - The Reasons individuals withdrew themselves from sessions Data from the system will be included in the Management Metrics Personal Learning Record Fiona informed members that in a recent internal audit it was identified that NES were unable to identify the total numbers of days invested in learning and development on an ongoing basis. Therefore it was agreed that the new course booking system would allow all staff to record any additional learning they have undertaken. This would enable data to be captured and reported. Fiona noted that HR & OD will be taking a paper to Business Group in the near future to discuss how we can influence NES managers and staff to by into the Personal Learning Record. 4

7 Valuing Admin and Clerical Skills in the workplace This programme was launched in December 2010 and ran until April 2011 aimed at A&C bands 2-4. Fiona explained that this programme was designed around the core skills areas identified in the generic skills map. Fiona indicated that this programme had not been as successful as hoped and if this is to be run again it will be looked at. Statutory Training Fiona informed members that developments were underway to enhance the learning provision for 3 areas of statutory training these are: - Information Governance - Health & Safety Training - Equality & Diversity Training 360 Feedback Tool Fiona explained that NES now has access to the 360 feedback tool which is suitable for use for colleagues who have some leadership responsibility and who are wishing to develop their leadership style and skills. Fiona noted that the OD team have been trained to support its use in NES. Skills Data Base Fiona informed the committee that the aim of this piece of work is to improve cross-directorate working and knowledge sharing. This data base will be ready for use by late July The Committee noted all the work that had been done in the HR & OD team and commended these important pieces of work. 11. KSF/EKSF: FUTURE DIRECTION AND PRIORTIES (NES(SG)11/34) Fiona provided an update to the committee on the organisations current position in relation to KSF and e-ksf. Fiona clarified the future requirements for measuring the use of KSF within the organisation and outlined the steps required to ensure we are able to demonstrate an improvement where required. The Committee discussed and endorsed the way forward agreed by Business Group and congratulated the organisation on achieving the target. 12. SAAT ASSESSMENT TOOL (NES(SG)11/35) Tom Power introduced the new SAAT Tool for 2011/12 and the update on the 10/11 plan. Tom provided a brief update on the new format of this tool and explained the traffic light system. The members discussed and noted this new format. Tom explained that this would be updated and maintained by members of the HR & OD Team and will be reported on to Staff Governance Committee on a quarterly basis. The Committee noted how excellent it was to see how well these various work streams linked together. 5

8 SINGLE EQUALITIES & DIGNITY AT WORK ACTION PLAN Priya Chamberlain updated the members on the recently updated Single Equalities and Dignity at Work Action Plan. Priya explained that this plan was with Dorothy to be checked at present and will be circulated to members for their comments next week. This will be discussed at the next meeting in November. ACTION: KT 13. POLICY TRACKER (NES(SG)11/36) Members received an updated copy of the Policy Tracker and noted this. 14. ANY OTHER COMPETENT BUSINESS There was no other business to consider or note. 15. DATE AND TIME OF NEXT MEETING The next meeting will take place on Thursday 10 th November 2011 at 10.30am NES KT July