Guidance on Work experience, Volunteering and Internships

Transcription

1 Guidance on Work experience, Volunteering and Internships

2 Guidance on Work experience, Volunteering and Internships Policy ref no: HR052/16 Author (inc job Jude Champion, Senior HR Business Partner title) Date Approved 16 February 2016 Approved by Quality and Governance Committee Date of next February 2019 review How is policy to All staff be disseminated Check list for Governing Body/approving committee Has an Equality Impact Assessment been In progress completed? Has legal advice been sought? No Have training issues been addressed? Yes Are there financial issues and have they Yes been addressed How will implementation be monitored Through the SWCSU HR Team How will the policy be shared with: Via the Bristol CCG internet site and Staff dedicated communication to Bristol CCG Patients employees. Public Are there linked policies and procedures

3 Contents 1 Introduction Definitions Placements Protection Issues Insurance Pre placement for work experience, shadowing and volunteering The application process for work experience and work shadowing The application process for volunteering Responsibilities of the Line Manager Responsibilities of the individual Review of the placement Statement of Compliance with the Equality Act Review Appendix A Work Experience Flowchart Appendix B Volunteering Flowchart Appendix C - Work placement programme Appendix D - Risk assessment Appendix E - Timetable Appendix F - Local Induction Workplace Checklist Appendix G - Work Experience and Volunteering Evaluation Form Appendix H - Work Experience and Volunteering Evaluation Form for Managers Appendix I - Code of Conduct Appendix J Child Protection Guidelines...22

4 1 Introduction This guidance sets out Bristol Clinical Commissioning Group s (CCG) approach to work experience, volunteering and internships to ensure placements are a useful experience for both the individual and the CCG. The guidance should be followed for all work experience, volunteering and internship placements. This guidance aims to ensure that all individuals who undertake a placement gain a positive image and experience of the CCG as a good employer, that all individuals receive a structured induction and placement and therefore benefit from the placement, and that all placements are appropriately managed with regard to risk management, confidentiality, protection and duty of care. 2 Definitions Work experience Work experience is defined as a placement mainly at the CCGs premises in which a student or individual carries out a particular task or duty, or a range of tasks or duties with an emphasis on the learning aspect of the experience. The student will receive no remuneration for this activity. Work shadowing Work shadowing is defined as a placement at the CCGs premises in which a student or individual shadows an employee or range of employees going about their normal activities, unless the complexity or for safety or security reasons the activities cannot be done by the individual with supervision from a Manager/CCG employee. The individual will receive no financial remuneration for the activity. Work shadowing should not normally last longer than one day. Any requests for work shadowing lasting longer than one day should be treated in line with work experience. Volunteering Volunteering is defined as a placement at the CCGs premises during which an individual undertakes non-compulsory activity which is of benefit to others, society or the environment. There will be no mutuality of obligation, because the CCG is not obliged to offer work to the volunteer and the volunteer is not obliged to accept it. The CCG should take advice from HR should they wish to explore a placement for a volunteer due to there being no defined checklists that can be followed which will guarantee that an individual will not be considered an employee. Internships Internships are defined as a placement at the CCG during which a university or college student undertakes a role or piece of work over a set period of time which they are remunerated for. All internships in Bristol CCG will be advertised via NHS jobs and local universities and colleges. All individuals applying for an internship will be required to follow the normal CCG recruitment and selection process and will be treated as an employee during their placement. 1

5 3 Placements Placements for work experience and work shadowing are usually granted in relation to the following; years ten or eleven, one 1 week block placement as part of the curriculum sixth form/college placements, negotiated on an individual basis those over 16 seeking practical experience and knowledge prior to applying for or undertaking professional training in Higher Education Establishments (including mature students), negotiated on an individual basis Students must be allocated a named supervisor for the duration of the placement. The supervisor is responsible for organising local induction and monitoring the student s placement throughout The placement will be unpaid. There will be a maximum of 5 work experience placements available throughout the year within Bristol CCG. This is to enable the CCG to provide high quality work experience placements and due to the time that managers need to invest in organising and managing work experience placements. Placements for volunteering will be considered and granted in relation to the following; The individual seeking a volunteering opportunity must normally be over 18 due to the requirement for placements to be of sufficient length to justify the investment in time with such placements. Exceptions to this will be considered on a case by case basis and as appropriate. Volunteering placements will not normally be for longer than 6 weeks The volunteer will undertake non-compulsory activity which will benefit others, society or the environment. Individuals must be allocated a named supervisor for the duration of the volunteering placement. The supervisor will be responsible for organising the local induction and monitoring the individual throughout the placement. A volunteer agreement will be in place which will detail what the organisation and the volunteer will be doing. (It is not a contract of employment). The placement will be unpaid. 2

6 There will be a maximum of 2 volunteering placements for a maximum of 6 weeks available throughout the year with Bristol CCG. This is to enable the CCG to provide high quality volunteering placements and due to the time that managers need to invest in organising and managing volunteering placements. Placement for internships will be identified and advertised through NHS jobs and local university websites. Placements for internships will be agreed in relation to the following; The placement is offered to students completing university degrees. Normally a placement would be undertaken following their second year of university. The placement would be paid in line with Agenda for Change Terms and Conditions and the normal NHS recruitment and selection process will be followed. The individual will be line managed throughout the internship and will be managed in line with Bristol CCG policies and procedures. An intern will be treated as an employee of Bristol CCG. Recruiting managers will only be able to apply for an intern during the internship period which is stipulated by the universities. Please speak with HR as early as possible if you are considering recruiting an intern. 4 Protection Issues The CCG is required by law to protect children from harm and each employee is required, under the Criminal Justice and Court Services Act (2000), to declare if they are disqualified from working with children For adults working with children, particularly those who are still of compulsory school age, it is important to be aware of potentially difficult situations. The guidelines contained in appendix J should help staff ensure that the placement is a secure and productive environment for all concerned. Any concerns regarding protection issues should be discussed with HR prior to the placement. 5 Insurance The principle risks which may arise as a result of a placement are; injury to students themselves injury to others on the premises (employees, visitors, patients etc) damage to, or loss of employers property, and 3

7 damage to, or loss of other property (e.g. the students, an employees or a patients property) Bristol CCG has employer s liability insurance which covers all work experience placements, providing that individuals work within the guidelines. 6 Pre placement for work experience, shadowing and volunteering The minimum age for work experience shall normally be 16; however placements may be arranged for students in year 10 with the agreement of the relevant Director. Managers should make sure that placements are appropriate for the individual applicant. If there are any concerns, these should be discussed with HR before the placement is confirmed. All volunteering placements should be discussed with the relevant Director prior to any volunteering placement being agreed. 7 The application process for work experience and work shadowing On receipt of an enquiry from a school, college or individual applicant, the HR department will respond with a letter and application form. 7.4 All applications for work experience must be made in writing using the application form together with a Curriculum Vitae if available. If the applicant requires support to complete an application form and Curriculum Vitae due to a disability they are asked to contact the Operations Manager to discuss any reasonable support required and make the organisation aware of their individual needs. 7.5 All applications for work experience are to be approved by the Operations Manager before a placement is confirmed. 7.6 Upon receipt of an application, the Operations Manager will check that the application is acceptable, that the experience requested is suitable for the applicant, that a work experience opportunity exists. 7.7 If the applicant is deemed suitable, a letter will be sent to the individual from HR confirming the placement and asking them to complete the necessary pre placement clearance forms. The applicant will also be informed in writing if the CCG is not able to offer a placement. 7.8 Please note that a start date cannot be agreed until all the pre placement forms have been returned and accessed. 7.9 Once these checks have been processed and received, the HR team will notify the manager that they can arrange a start date. Following this HR will send a confirmation letter and two copies of the honorary contract. 4

8 7.10 Any young person following a work experience programme must before they start, sign and return the honorary contract to the manager. If they are under 18, the contract must also be signed by a parent or guardian. 8 The application process for volunteering 8.1 On receipt of an enquiry from an individual regarding a volunteering placement the HR department will respond with a letter and application form. 8.2 All applications for volunteering must be made in writing using the application form together with a Curriculum Vitae if available. 8.3 All applications for a volunteering placement are to be approved by the Operations Manager before a placement is confirmed. 8.4 Upon receipt of an application, the Operations Manager will check that the application is acceptable; that the volunteering opportunity requested is suitable for the applicant and that a suitable placement is able to be accommodated. 8.5 If the applicant is deemed suitable, a letter will be sent to the individual from HR confirming the placement and asking them to complete the necessary pre placement clearance forms. If the CCG cannot support the placement the applicant will be informed in writing. 8.6 Please note that a start date cannot be agreed until all the pre placement forms have been returned and accessed. 8.7 Once these checks have been processed and received, the HR team will notify the manager that they can arrange a start date. Following this HR will send a confirmation letter and a volunteer agreement setting out the description of tasks to be undertaken. 9 Responsibilities of the Line Manager The CCG accepts responsibility for the health and safety of individuals whilst on CCG premises and that the insurance covers is available through the CCGs public liability insurance. The responsibilities of the manager are to: Follow the policy with regards to applications received for work experience and work shadowing. Sharing this policy with the applicant for information prior to them commencing their work experience placement. Ensure the individual receives a structured induction, including elements on health and safety, fire procedures and confidentiality. 5

9 Conduct a risk assessment for young people under 18 on their first day (see appendix D for more information and the risk assessment) Ensure that appropriate action is taken in the event of an incident/accident and that an incident report form is completed. Allocate an appropriate mentor who should be available through the placement and ensure that adequate supervision is provided at all times. Ensure that confidentiality is adhered to at all times. Ensure that all mentors/supervisors of children and young people have had a recent Disclosure and Barring Service check. Arrange and undertake regular reviews to ensure that the individual has benefited from the placement. Ensure that a supervisor s evaluation report is completed (appendix H). 10 Responsibilities of the individual The responsibilities of the individual are: To return all relevant pre placement check documentation in a timely manner. The individual needs to inform their mentor/supervisor as soon as possible of any concerns they may have regarding any element of their placement. The work experience individual will be asked to sign an honorary contract and the volunteer will be asked to sign the volunteer agreement. Individuals will be required to wear suitable clothing and footwear for the work situation and be neat and tidy at all times. It is the responsibility of the individual to contact the department if they are unable to attend the work place for any reason. Individuals have a responsibility to ensure that they are professional and polite when representing and undertaking placements within the CCG. The individual is responsible for completing the evaluation report (appendix G). 11 Review of the placement Individuals and managers/supervisors will be expected to review and evaluate the placement and document the learning and experiences that have been gained. The paperwork will then need to be returned to HR. 12 Statement of Compliance with the Equality Act 2010 All relevant persons are required to comply with this document and must demonstrate sensitivity and competence in relation to the nine protected characteristics as defined by the Equality Act The Act prohibits discrimination on the basis of age, disability, gender reassignment, marriage/civil partnership, pregnancy/maternity, race, religion/belief, sex or sexual orientation. It also means that each manager or member of staff involved in implementing the policy must have due regard to the need to: eliminate unlawful discrimination, harassment, victimisation; advance equality of opportunity between those who 6

10 share a protected characteristic and those who do not; and foster good relations between people who share a protected characteristic and those who do not. If you, or any other groups, believe you are disadvantaged by anything contained in this document please contact the Document Lead (author) who will then actively respond to the enquiry. 13 Review This policy will be reviewed every 3 years but can be reviewed at any time if the CCG deems it necessary to do so or a review is requested by management or staff. Jude Champion HR Business Partner 7

11 14 Appendix A Work Experience Flowchart On receipt of an enquiry from a school, college or individual applicant, the HR department will respond with a letter and application form. 8

12 15 Appendix B Volunteering Flowchart On receipt of an enquiry from an individual regarding a volunteering placement the HR department will respond with a letter and application form. 9

13 16 Appendix C - Work placement programme Work Placement Programme Name: Placement Manager: Placement Department: Section 1: To be completed before the placement commences What are my placement objectives? What I aim to achieve How I am going to achieve it How I will know that I ve achieved it Task (attached copy of job description if applicable) Section 2: To be completed at the end of the placement. Did I achieve my objectives? Objective What went well? What didn t go so well? What would I do differently next time? 10

14 17 Appendix D - Risk assessment Risk Assessment for Students on Work Experience Hazard Risk How to avoid the risk Grading 1 Physical capacity Accidents, injuries and/or musculoskeletal disorders can occur in tasks requiring repetitive forceful movement. Risk assessment should consider the physique and general health, age and experience of the young person Training and effective supervision should be provided. Where appropriate young people could be given lighter or fewer tasks to carry out, or given more time to complete them. Manual Handling assessments should deal with some of the issues related to these types of risk. 11

15 2 Psychological capacity Hazard Risk How to avoid the risk Grading There will be large individual differences in the psychological capacity of young people, based on differences in training, experience, skills, personality and attitudes. Some areas of work could be beyond a young persons mental and emotional coping ability. Examples in Bristol CCG ould include dealing with violent and aggressive behaviour, and exposure to certain clinical procedures, especially invasive ones. Risk assessment should focus on critical tasks, which normally rely on skills and experience. Training and supervision should be provided and the young person forewarned of the types of situations they could be exposed to. Where there is a risk of the young person being upset, they should not be exposed to a hazard. Where a patient has a known risk of disruptive or aggressive behaviour the young person should, as far as possible, have minimal contact with the patient. 12

16 Hazard Risk How to avoid the risk Grading 3 Dangerous machinery Young people may be at greater risk when using certain types of machinery because of their lack of knowledge, skills or appreciation of the hazards. No young person should use such machinery without: Receiving sufficient training in the work of the machine Being adequately supervised by someone with a thorough knowledge and experience of the machine. Other risks Other risks Signatories Name Signature & date Member of staff hosting the work experience student Line manager of staff member This is a generic assessment based upon the Health & Safety Executive s guide HS (G) 165, Young people at work: A guide for employers. Managers should use the information sheet to assist them with their individual assessments. This generic assessment is not an exclusive or exhaustive list of the risks faced by young people, so others may also need to be taken into consideration. 13

17 18 Appendix E - Timetable Timetable: Name Date Time Details With Whom Contact Date Time Details With Whom Contact Date Time Details With Whom Contact Date Time Details With Whom Contact Date Time Details With Whom Contact 14

18 19 Appendix F - Local Induction Workplace Checklist Local Induction - Workplace Checklist Name: Department/Base Description Start Date: Complete? Meet with Line manager General tour of office & work area and introduction to staff/colleagues Work Plan Review and finalise the work plan Working Hours Hours of work agreed and breaks discussed. Flexible working arrangements (if applicable) Sickness Absence Reporting procedure discussed Health & safety How Health & Safety policies are applied locally, e.g. Infection control Individuals responsibilities during the placement Risk management and risk assessments Moving and handling Reporting of accidents, incidents and near misses 12. Fire Cover fire procedure including exits, assembly points, location of alarms, fire extinguishers and evacuation procedure. Fire drills Name of fire warden given 13. Security Security of personal property Alarm systems, door codes, security cards/fobs etc. 14. Provide any necessary equipment including stationery, diary etc. 20. Facilities refreshments, staff rooms, 21. Communications Telephones NHS telephone systems Operation of voice mail Website Electronic Newsletter Confidentiality 15

19 Documentation used and instructions how/what to record Filing Systems used Use of office equipment (photocopier, fax machine etc.), provide security codes Handling of incoming & outgoing mail 22. Information Technology How to access Software Packages and systems & file structure Set up signature Explain required corporate styles for s and other communications Use of intranet IT Training needs identified & who to contact. 23. Meetings Team Directorate General Booking of rooms 24. Structure of directorate explained and Organisation values discussed 25. Introduce and discuss appropriate policies Signed.. Date Name of Manager.. Manager s Signature Date 16

20 20 Appendix G - Work Experience and Volunteering Evaluation Form Work Experience and Volunteering Evaluation Form To enable us to assess how useful you found your work experience or volunteering placement, it would be very helpful if you would answer the following questions. This information may be used to develop programmes for future work experience students and volunteers. What did you hope to learn from your placement? Has this been achieved? Yes No if no, please give details: Do you feel your placement has given you a better understanding of the work that is undertaken by the CCG? Yes No If no, please give details: Do you feel the structure of the programme was: Good Satisfactory Unsatisfactory Do you feel the length of each session was: Good Too long Too short Are there any additional sessions, or visits to other departments, which you feel should be included in the programme? Yes No If yes, please give details: 17

21 Which sessions did you find most interesting and why? Which session did you find least interesting and why? Do you feel it would have been useful to have been provided with any more information before or during your placement? Yes No If yes, please give details: Has your placement influenced your choice of career in any way? Yes No If yes, please give details: Please add any other comments you feel would be helpful: Please Submit This Form Either Via Post To:- Alex Dorrington, HR & Workforce Assistant NHS South West Commissioning Support South Plaza, Marlborough, Street, Bristol BS1 3NX Thank you completing this questionnaire. Or scan and to: Any queries please contact Alex Dorrington on

22 21 Appendix H - Work Experience and Volunteering Evaluation Form for Managers Work Experience and Volunteering Evaluation Form for Managers To enable us to assess how useful you found your work experience or volunteering placement, it would be very helpful if you would answer the following questions. This information may be used to develop programmes for future work experience students and volunteers. Did your work experience student/volunteer have any learning objectives within their placement? Were they achieved Yes No if no, please give details: Do you feel your student/volunteer gained a better understanding of the work that is undertaken by the organisation? Yes No If no, please give details: Are there any additional sessions, or visits to other departments, which you feel should be included in the programme? Yes No If yes, please give details: Which sessions did you feel were most interesting for your student/volunteer and why? 19

23 Which session did you feel your student/volunteer found least interesting and why? Do you feel it would have been useful to have been provided with any more information about your student/volunteer before or during your placement? Yes No If yes, please give details: If you had a vacancy, would you employ the individual? Yes No Do you feel your department benefited by having a student/volunteer? No If yes, please give details: Yes Please add any other comments you feel would be helpful: Please Submit This Form Either Via Post To:- Alex Dorrington, HR & Workforce Apprentice NHS South West Commissioning Support South Plaza, Marlborough, Street, Bristol BS1 3NX Thank you completing this questionnaire. Or scan and to: Any queries please contact Alex Dorrington on

24 22 Appendix I - Code of Conduct Code of Conduct General Conduct Always be polite, courteous and smile - it will help to put the staff, patients and relatives in a more relaxed mood it is contagious! Show that you care make people feel that they matter by being attentive and showing interest Ask for things to do do not wait to be told! You will more quickly become part of the Team or Department if you show genuine interest. Confidentiality It is essential that patients are assured of complete confidentiality in all aspects of their care at all times. It can be very easy to innocently or inadvertently breach this right to confidentiality and the consequences can be extremely distressing to both the patient and the person involved in the breach of confidentiality. You should therefore follow the simple rules given below: You MUST NOT disclose to any unauthorised person the fact that a patient has been connected with the organisation. This includes people who might be known to you personally who you might see within the organisations premises. You MUST NOT disclose any information about a patients/clients condition or treatment or any other details learnt about the patient/client during your placement. You MUST NOT discuss confidential information concerning patients/clients in public areas e.g. whilst waiting at the bus stop, back at school/college/university or at home with your family. Be punctual. Follow the patterns of working time expected in the Department in which you are working. Notify your supervisor if you are going to be late or unable to attend on a particular day. Dress Your dress and appearance during your placement are important for two main reasons; firstly, because we are providing a service, and, secondly for health and safety reasons. Be neat, tidy and respectably dressed and pay attention to personal hygiene. Wear any protective clothing that is provided by the Trust, school or college. Supervision During your work experience placement you will be allocated a supervisor. Should you have any issues or concerns these should be raised with your placement supervisor or the Recruitment Service. 21

25 23 Appendix J Child Protection Guidelines CHILD PROTECTION GUIDELINES 1.1 You are required by law to protect children from harm and each employee is required under the Criminal Justice and Court Services Act (2000) to declare if they are disqualified from working with children. 1.2 For adults working with young people, particularly those still of compulsory school age, it is very important to be aware of potentially difficult situations. 1.3 The following guidelines will help ensure that the placement is a secure and productive environment for all concerned. Touch 1.4 There may be occasions when you need to touch a young person. However any physical contact should be kept to a minimum. Environment 1.5 Although you may need to reassure a young person on work experience, you should avoid being over familiar. You should not permit any horse play which may cause embarrassment or fear. Supervision 1.6 Those chosen to supervise students on placement should be competent in their role and mature in their attitudes, yet at the same time be at ease with the student. Travel 1.7 Where a pupil is required to travel alone with an adult, ensure the known destination and check-in time is left with a third party. It may be a good idea to make a mobile phone available in such situations. Disclosure 1.8 If a young person does disclose confidential information that raises concern for their physical or emotional safety, you should share your concern with the Human Resources Department. 22