Preceptorship Policy for Band 5 Staff

Transcription

1 Policy HR 19 August 2009 NHSN-JNT-GOV Page 1 of 17

2 Document Management Title of document Type of document Policy and Procedure HR 19 Description Target audience This policy provides information for managers and professional leads to implement preceptorship in their area and also sets out a preceptorship framework for use by new band 5 entrants and their preceptors. It provides a common framework to promote consistency across services and to support staff taking up these roles for the first time. Managers, Professional Leads, Band 5 Staff Author Department Directorate Jane Sciriha, Shirley Torbet, Melanie Paragreen, Learning & Development Provider Services Approved by Governance Committee Date of approval 7 September 2009 Version Number 1 Next review date August 2010 Related documents Trust Policy for Pay Progression using Gateways Supervision Policy Provider Services Trust Appraisal and Personal Development Policy Incorporating The NHS Knowledge and Skills Framework Superseded documents None Internal distribution External distribution Availability All staff N/a Intranet site (primary care staff) Contact details Name: Jane Sciriha Address: Bevan House, Parkway South, Kettering NN16 6XR Tel: jane.sciriha@northants.nhs.uk HR 19 Page 2 of 17

3 1. INTRODUCTION 4 2. SCOPE 4 3. AIMS 4 4. THE KNOWLEDGE AND SKILLS FRAMEWORK (KSF) 5 5. ROLES WITHIN THE PRECEPTORSHIP PROCESS 5 6. AWARD OF ACCELERATED INCREMENTS 6 7. FAILURE TO MEET STANDARDS WITHIN THE SPECIFIED TIME FRAME 6 8. LONG-TERM ABSENCE 7 9. APPEAL MONITORING AND REVIEW 7 APPENDIX A - STAFF GROUPS AND PROFESSIONS ELIGIBLE FOR CONSIDERATION FOR PRECEPTORSHIPS UNDER THE TERMS OF THIS POLICY 8 APPENDIX B - GETTING STARTED 9 APPENDIX C NEW ENTRANT RECRUITMENT AND REVIEW PROCESS 13 APPENDIX D - BAND 5 - NEW ENTRANT PRECEPTORSHIP & INCREMENTAL PROCESS 14 APPENDIX E - EXAMPLE OF ACCELERATED INCREMENTAL PROGRESSION 14 APPENDIX E - EXAMPLE OF ACCELERATED INCREMENTAL PROGRESSION 15 PLEASE NOTE THAT AN HR2 CHANGE OF CIRCUMSTANCES FORM AND THE HR2 PRECEPTORSHIP FORM SHOULD BE COMPLETED AND SENT TO HR. 15 APPENDIX F - PRECEPTORSHIP PROGRAMME - KSF SIX MONTH TRACKING REVIEW FORM 16 EQUALITY IMPACT ASSESSMENT 17 NHSN-JNT-GOV Page 3 of 17

4 Northamptonshire Teaching Primary Care Trust 1. Introduction Agenda for Change introduces preceptorship for new entrants joining the NHS at Band 5. The Agenda for Change Terms and Conditions Handbook (Section 2 para 1.8) states that: Staff joining band 5 as new entrants will have accelerated progression through the first two points in six monthly steps, providing those responsible for the relevant standards in the organisation are satisfied with their standard of practice. This twelve month period will be referred to as Preceptorship. This preceptorship policy and procedure therefore provides information for managers and professional leads to implement preceptorship in their area and also sets out a preceptorship framework for use by new band 5 entrants and their preceptors. It provides a common framework to promote consistency across services and to support staff taking up these roles for the first time. This Policy needs to be read in conjunction with the following documents: Trust Policy for Pay Progression using Gateways Supervision Policy Provider Services Trust Appraisal and Personal Development Policy Incorporating The NHS Knowledge and Skills Framework 2. Scope This preceptorship policy and procedure applies to any staff joining pay band 5 at the bottom incremental point and who have not worked in a post at band 5 or above in other NHS posts. This includes staff in clinical and non-clinical roles. For some staff groups such as nursing and OT, Band 5 is the entry point for newly qualified staff and preceptorship is part of a professional framework to ease the transition from the role of student to the role of qualified practitioner. 3. Aims Preceptorship provides a structured process for the induction and development of staff taking up roles that require a significant level of knowledge and skills with some degree of autonomy. It has been used since the early 1990 s as a tool in nursing to address some of the challenges facing newly qualified staff and improve their transitional experience. NHSN-JNT-GOV Page 4 of 17

5 The overall aims of preceptorship are to: Provide support during the early phase of taking up a Band 5 post. Facilitate the development of skills and professional behaviour. Assist new band 5 entrants to identify evidence to support the achievement of their foundation KSF outline and to work with their supervisor to identify an appropriate personal development plan. 4. The Knowledge and Skills Framework (KSF) The Knowledge and Skills Framework Handbook (October 2004), is used to determine the knowledge and skills that need to be applied to each post. The KSF handbook sets out the process of how the KSF should be used during the preceptorship year for the development reviews. During the preceptorship year, new entrants will have two development reviews. Entrants will be reviewed against locally set standards at six months, which will seek to establish whether they are on track in their development towards the foundation gateway and if this is the case, they will receive their incremental point. After 12 months the second development review will focus on the KSF foundation outline for the post and this will form the foundation gateway. When entrants move through this foundation gateway, they will move up to the next point on the pay-band. 4.1 Developing the Standards The professional lead or the line/service manager as appropriate will develop the six-month standards. In order to ensure consistency, standards will be developed using the NHS KSF Core Dimensions: 1 Communication 2 Personal and People Development 3 Health, Safety and Security 4 Service Improvement 5 Quality 6 Equality and Diversity 5. Roles within the Preceptorship Process 5.1 Preceptor The line manager of the new entrant at Band 5 will identify the appropriate person to act as their preceptor. For clinical staff, the preceptor will normally be their clinical supervisor. For non clinical staff, the line manager may either act as preceptor themselves, or designate a suitably experienced senior employee to act as preceptor. The role of the preceptor is to provide more structured support during their first twelve months of practice. The preceptor will help the preceptee to meet the standards set out below and support the reflection and review NHSN-JNT-GOV Page 5 of 17

6 process at 6 months. The preceptor should also be involved in the 12 month development review. 5.2 Authorising Manager The line manager will normally be responsible for signing off the reviews and authorising the pay uplift, except where the line manager is acting as the preceptor, where the line manager s manager will take on this role. The manager will set out their expectations of the standards of performance for each of these task areas with reference to the KSF foundation outline. These will be used as the benchmark for the preceptee s six month tracking review. The line manager and, where appropriate, the professional lead will also ensure that an appropriate foundation KSF outline is in place with specific examples of application for the new entrants post. 6. Award of Accelerated Increments 6.1 Accelerated increments will not be awarded automatically. 6.2 The outcomes at the 6 and 12-month reviews must be communicated to the HR Department in good time using the correct notification procedure in place at the time to effect a change of salary. 6.3 Staff to whom this policy applies may only receive a maximum of two increments in this preceptorship 12-month period; this includes any normal incremental progression or transitional points arrangements that are also in place for the individual. 6.4 Cases where the preceptorship period is extended (see s.7 below) will be reviewed individually to determine the potential effect on accelerated incremental progression. 7. Failure to meet Standards within the specified time frame 7.1 Occasionally individuals will not meet the required standards within the specified timescale. By regular review of progress with their line-managers, staff should be aware that they are not on course to meet their deadlines and action plans put in place in good time to address this. If they do not achieve the six month review standards before the twelve month review, they will not receive the additional incremental increase. 7.2 Should a 6 or 12-month review identify areas of weakness, in the first instance and following consultation with the Human Resources department, the linemanager will seek to identify the possible causes with the member of staff and determine the action necessary to address the situation. For example: For minor improvements a short extension of the review period may be deemed sufficient e.g. 4 to 8 weeks NHSN-JNT-GOV Page 6 of 17

7 For more considerable improvements a further 6 month extension. 7.3 Following intervention, should the member of staff continue not to meet standards required, Northamptonshire Provider Services reserves the right to invoke the relevant policies available to address the matter. 8. Long-term absence 8.1 Where it is known that the member of staff is likely to be absent, e.g. for the purpose of maternity leave for which the dates will be known, and this will be for a significant period of time i.e. 4 weeks or more, the line-manager will review the progress of the individual thus far and determine if s/he was on course or had already demonstrated that the standards had been achieved. If this is the case, the increment will be awarded. 8.2 Where this is not the case, the manager will inform the individual that the review period will be extended to take into account the length of absence from work and recommence the process on their return giving due regard to the pause in the process and the need for any refresher activities and training. 9. Appeal Where individuals feel their line-manager has acted unfairly or unreasonably in withholding accelerated incremental progression they may appeal this decision using Northamptonshire Provider Services Grievance Policy and Procedure. If following the appeal it is found that the increment was withheld unreasonably, the increment will be awarded retrospectively as determined by Northamptonshire Provider Services management representative hearing the appeal. 10. Monitoring and Review Northamptonshire Provider Services will monitor the application of this policy on an annual basis and Human Resources will report to the Board in respect of matters of equality of opportunity as well as seek to ensure the standard of information provided by managers for reviews is of a sufficiently high standard. NHSN-JNT-GOV Page 7 of 17

8 Appendix A - Staff Groups and Professions eligible for consideration for Preceptorships under the terms of this policy Nurses, Health Visitors and Midwives Finance officers/accountants (CIMA/AACA and equivalent) Human Resources personnel (CIPD and equivalent) Allied Health Professionals NHSN-JNT-GOV Page 8 of 17

9 Appendix B - Getting started The foundation KSF outline and preceptorship standards should be discussed with the new band 5 entrant within 1 month of joining the Trust during their induction programme, together with the information about the review process. The preceptor and preceptee will use the preceptorship framework to identify learning and development objectives for the preceptee and will keep a record of these activities. After a period of induction the new band 5 entrant will be required to select at least one task for each of the six core dimensions from the preceptee s post KSF foundation outline. These tasks should form a key part of the new entrant s everyday tasks and responsibilities. Examples of these may be drawn from the examples of application in the KSF foundation outline. Once suitable tasks have been identified and agreed, the preceptee and their preceptor will plan how these tasks will be scheduled within the normal working pattern. They will then carry out these planned tasks as part of their preceptorship framework. The first two tasks which relate to the core dimensions Communication and Personal and People Development, will be carried out in the presence of a more senior member of staff and, wherever possible this should be the preceptor. An example of the third task which relates to Core Dimension 3 Health, Safety and Security Level 2, (indicators d and e) and how this could be applied in relation to the preceptee s day to day working duties is detailed below: - Learning Need Identification of an incident /or risk within department Example of Incident and Management Roof leaking with water leaking into the building near electrical points, which power computers Potential Outcomes Electrical Shock from equipment Potential for people to slip on a wet floor Damage to equipment and buildings Potential loss of service Discussion points to facilitate learning outcomes How does this learning need link with KSF Appraisal process and post Discussion Reflection NHSN-JNT-GOV Page 9 of 17

10 Learning Need Management of the incident/risk to minimise harm to employee s /patient/visitors/provider Services Example of Incident and Management Switch off local electrical supply at mains. Place a sign on equipment do not use Place bucket/ towels on the floor, and a wet surface sign. Potential Outcomes To prevent electrical shock To ensure people are aware of problem To ensure people are aware of the water and to prevent slips and falls Discussion points to facilitate learning outcomes Where to find incident forms within the workplace/intranet How to complete the incident form What information is required to inform the process of risk management Discussion Reflection Shadowing Completion of an incident form To ensure the incident is logged with trust risk department. Ensure communication between departments within the Trust To ensure manager is informed and repairs can be authorised to prevent reoccurrence Why/where incident forms are processed within Provider Services What policies are available to support development regarding incidents Discussion Reflection Shadowing Communication with supervisor/team members regarding the incident Prevention of harm and damage Development of written communication skills. Facilitates knowledge in relation to health and safety/incident accident reporting After completing each of the 6 tasks related to each Core Dimension, the preceptee will prepare a short reflective account to evaluate what went well, what they would do differently next time and any action plans, using the following template. NHSN-JNT-GOV Page 10 of 17

11 Description what happened? Feelings what were you thinking or feeling? Evaluation what was good or bad about the experience? Analysis what sense do you make of the situation? Conclusion what could you have done? Action plan if it happened again what would you do? The preceptor and preceptee should discuss these reflective accounts and consider any action points or learning needs that arise from them. After these discussions, the preceptee should update their progress towards their KSF foundation outline. Six Month Review In accordance with the Trust s Development Review Policy and Procedure, all new staff will have a Development Review meeting with their manager within 3 months of their arrival. In the preceptorship year, staff joining band 5 as new entrants will have an additional development review at six months. The focus of the six month formal review is on ensuring that the individual is on track towards their foundation KSF outline that they will need to meet after twelve months in post. Towards the end of the first six months, the preceptor will meet with the preceptee to discuss progress. In keeping with the spirit of KSF there should be no surprises as the preceptee should have received regular feedback on their performance. The reflective accounts on the completed six tasks will be passed to the line manager, who will consider whether the record of work undertaken meets the required standards. If these standards have been achieved, they will sign the record sheet (attached as Appendix F) and authorise the incremental increase by completing both the HR2 Change of Circumstance form and the HR2 Preceptorship form. If the preceptee has not provided sufficient evidence that they have achieved the six month review standards, the line manager will record which of the standards or performance criteria has not yet been achieved. They will provide detailed feedback and guidance as soon as possible to assist the preceptee to meet the required standards and help them formulate an action plan. As soon as the employee is able to demonstrate that they have achieved the six month review standards, they will receive their incremental increase with effect from the following month. If they do not achieve the six month review standards before the twelve month review, they will not receive the additional incremental increase. Twelve Month Review After the six month review, the preceptorship process continues. The preceptor and preceptee should look at what they need to do to achieve their foundation KSF outline. The preceptee will continue to work towards their twelve month development review which will take place 10 months after commencement at the very latest, and will be conducted in accordance with Provider Services Appraisal and Personal Development Policy Incorporating The NHS Knowledge and Skills Framework. They will be expected to record evidence to show that they have applied the required knowledge and skills in their post and have met the requirements of the foundation outline. NHSN-JNT-GOV Page 11 of 17

12 The achievement of the KSF foundation outline will result in the payment of a second incremental uplift to the preceptee in accordance with the Agenda for Change Terms and Conditions of Service. If the preceptee has not provided sufficient evidence that they have achieved their foundation outline, the process outlined in Provider Services Policy for Pay Progression using Gateways should be followed. After the Twelve Month Review Meeting The period of preceptorship ends after the preceptee has successfully met the requirements of the foundation outline. Thereafter the member of staff will continue to engage in regular supervision and other learning in order to address the learning objectives identified in their personal development plan, and will participate in the development review meetings in accordance with Provider Services Development Review Policy and Procedure. NHSN-JNT-GOV Page 12 of 17

13 Appendix C New Entrant Recruitment and Review Process When Document(s) Who responsible Prior to recruitment Band 5 Job Line Manager of Band 5 description On commencement of Band 5 appointment At 6 months (1 st Review) At 12 months (2 nd Review) Band 5 KSF foundation gateway outline. KSF full outline with specific examples of application and details of review periods. A personal development plan training and development needs analysis Review of progress so far in line with KSF outline Review of progress in line with KSF outline Line manager in conjunction with new entrant Line manager following consultation with new entrant Line manager following consultation with new entrant Purpose To ensure potential new staff are fully aware of their roles and responsibilities and development expected within the first 12 months. To ensure the line manager is fully prepared for the possible promotion of new entrants and can plan accordingly. To ensure line managers are fully aware of the developmental needs of the new staff. To ensure that new staff have the opportunity to contribute and are in receipt of the information essential to meeting the standards required. To record that this review has taken place and to notify the relevant departments of the outcome and effect a change of salary if appropriate. To record that this review has taken place and to notify the relevant departments of the outcome and effect a change of salary if appropriate. NHSN-JNT-GOV Page 13 of 17

14 Appendix D - Band 5 - New entrant Preceptorship & Incremental Process Start Preceptorship 6 months review Satisfactory? Yes + 1 increment Complete HR2 forms and send to payroll Yes If satisfactorily completed, consider evidence for Preceptorship 12 months review No Additional review. Satisfactory? No Consider alternative Provider Services policies NHSN-JNT-GOV Page 14 of 17

15 Appendix E - Example of accelerated incremental progression Example 1 Start date: 1 st April 2008 Appointed to: minimum point of Band 5 Pay point 16 Incremental date: 1 st April 2009 Satisfactory 6-month review: 1 st October 2008 awarded one increment to Pay Point 17 Satisfactory 12-month review and annual increment date: 1 st April 2009 awarded one increment to Pay Point 18 Action Required For payments to be calculated, the relevant payroll form (see note below) should be completed by the Manager, signed by the member of staff and returned to the HR department to activate the increment. Note: Please note that an HR2 Change of Circumstances form and the HR2 Preceptorship form should be completed and sent to HR. NHSN-JNT-GOV Page 15 of 17

16 Appendix F - Preceptorship Programme - KSF Six Month Tracking Review Form Employee s Name: Department: Incremental Date Name of Preceptor: Job title: KSF Outline Title: Date of Six Month Tracking Review meeting: Date of Commencement in Band 5 Post: Task one: Communication Skills Comments Level and indicators Achieved Y/N plus signature Task two: Personal and People Development Level and indicators Task Three: Health and Safety Level and indicators Task Four: Service Improvement Level and indicators Task Five : Quality Level and indicators Task Six: Equality and Diversity Level and indicators General Feedback I confirm that the tracking review standards have been met and HR2 Change of Circumstances form along with HR2 Preceptorship form have both been completed and returned to HR. Signed (Line Manager): Print Name: Job Title: Date: NHSN-JNT-GOV Page 16 of 17

17 Appendix 1 Policy Impact Assessment Screening Tool Name of Directorate: Provider Services Policy being assessed: Preceptorship Policy Date of Assessment: 24 th August 2009 Assessment Carried out by: Jane Sciriha Policy Title Preceptorship Policy for Band 5 Staff Who is affected Statutory requirements Full Assessment Needed Yes / No Priority High / Medium / Low Managers, Agenda for Change No Low Professional Leads, Band 5 Staff NHSN-JNT-GOV Page 17 of 17