Employee Forum Representative Handbook

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1 Employee Forum Representative Handbook Wolverhampton Clinical Commissioning Group 1

2 DOCUMENT STATUS: Approved DATE ISSUED: July 2015 DATE TO BE REVIEWED: AMENDMENT HISTORY VERSION DATE AMENDMENT HISTORY 1.0 May 2015 Minor changes to content REVIEWERS This document has been reviewed by: NAME TITLE/RESPONSIBILITY DATE VERSION Mike Hastings Head of Business & Performance May Management Lisa Murray Staff Side Representative May APPROVALS This document has been approved by: GROUP/COMMITTEE DATE VERSION Staff Forum May DISTRIBUTION This document has been distributed to: Distributed To: Distributed by/when Paper or Electronic Document Location DOCUMENT STATUS This is a controlled document. Whilst this document may be printed, the electronic version posted on the intranet is the controlled copy. Any printed copies of the document are not controlled. RELATED DOCUMENTS These documents will provide additional information: REF NUMBER DOCUMENT REFERENCE NUMBER TITLE VERSION Wolverhampton Clinical Commissioning Group 2

3 Introduction to Employee Forum This guide can be used for new and existing Employee Forum Representatives and as a briefing pack for any employee interested in becoming a representative. This pack will also be available on the CCG Intranet. Why have an Employee Forum? Employee Forums are action groups that are elected to represent employees across the company. Employee Forums are historically set up to improve communication between management and staff through the exchange of information and through consultation, in order to facilitate cooperation and involvement and thereby enhance performance. Employee Forums are all about employees playing an integral role in how the organisation is managed, in making improvements in the way we work, and providing two-way feedback from all staff to the directors. The Employee Forum should offer you real support in problem solving and communicating with your colleagues, and add Value in your workplace. Employee Forums have a very real opportunity to act as improvers by consulting with employees and contributing ideas and solutions to real business issues. As an Employee Forum Representative you should be actively involving the employees you represent in regular discussion and problem solving activities, ensuring everyone can get involved in what's going on in their workplace, having the chance to offer their views and helping to make the CCG a great company to work for. To achieve this, representatives should be involved in a wide range of activities, such as the discussion of new policies or working practices, improving their colleague's engagement at work and dealing with practical issues to improve the working environment. In return, the Employee Forum should become a valuable tool for you; offering you support and helping your workplace to run in a more positive and proactive way. One of the tasks of the Employee Forum is to drive the Employee Engagement Survey, encouraging colleagues to participate in supporting and cascading the results. Representatives play a key role in the organisation and completion of surveys, and are also instrumental in making sure that this lives and breathes all year round so that results can be continuously improved where you work. Wolverhampton Clinical Commissioning Group 3

4 Preet Sond Senior HR Business Partner Mike Hastings Chair Lisa Murray Staff Side Representative & Organiser Quality & Risk Strategy & Solutions Business & Performance IM&T CHC Finance & Contracts Administration Wolverhampton Clinical Commissioning Group 4

5 What are the benefits? For Employees A communication channel to put your point of view across A forum that will make sure your great ideas are heard and are acted upon A forum for you to raise questions or concerns in confidence You will be kept up to date with business performance There will be some opportunities for you to receive early news and information on long and short term business planning For Employee Forum Representatives Opportunity to develop new skills (e.g. action planning, influencing, presentation skills) Learn more about CCG and influence how decisions are made Wider contacts in the business Understanding and knowledge that may help you in your future career Demonstrate your ability to deal with responsibility For the CCG Producing great and innovative ideas, adding value to the business. Involved, informed and motivated employees drive engagement and ultimately the success of the business. Better quality decisions Changes can be introduced quickly and smoothly, without unnecessary surprises What makes a great Forum? A clear agenda and great representatives! A really great Employee Forum will: Review staff issues and identify areas in which they can make a difference Cascade information from higher tier, including any business updates and performance to colleagues. Play a central role in the Employee Engagement Survey, supporting annual action plans to drive response rates and survey completion. Suggest ideas that will improve the way we do things or improve the working environment Help implement company initiatives Seek views from the employees it represents Be representative of all employees as far as possible, including different departments Wolverhampton Clinical Commissioning Group 5

6 The Employee Forum won t: Act as a negotiating body Discuss personal or individual issues such as pay, promotions, complaints. These should be referred through appropriate channels such as your line manager, grievance process, etc. Replace the need for managers to communicate directly with colleagues Have a formal role in the disciplinary or complaints procedure. (However this won t prevent an Employee Forum representative from acting as a work colleague representative for an employee attending a complaint or disciplinary hearing) What makes a great Employee Forum representative? Self-Assessment To be a great representative you will need to develop many attributes, the key skills are listed below. Consider these carefully and if you can answer yes to many of these statements then you may want to consider talking to your manager about becoming a representative. Would I understand what consultation is and develop the ability to do it well be prepared to represent the views of my colleagues even if I sometimes disagree communicate the company s point of view constructively develop good communication and two-way dialogue with the people I represent be able to make my case to both managers and colleagues be confident and able to put views forward at meetings take ownership of issues and be willing to do my share of the actions be able to spend time and take on responsibilities alongside my normal role be reliable and always attend Employee Forum meetings recognise the limit of your remit and be able to explain this to other colleagues be seen by other colleagues as a good choice for their representative be able to deal with conflict situations constructively be enthusiastic about making a positive change and publicise the positive things that you achieve. Who should I talk to? If you would like to get involved in the Employee Forum you should speak to your Forum Organiser Lisa Murray or her at Lisa.Murray7@nhs.net line manager, to discuss why you feel you would be a good representative as well as your strengths and weaknesses relative to the role. Wolverhampton Clinical Commissioning Group 6

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