Operations Management Restructure Frequently Asked Questions

Transcription

1 Operations Management Restructure Frequently Asked Questions General Questions 1. When will affected staff be placed At Risk? Staff that are affected have been placed at risk following the close of consultation 2. When will the job descriptions be available? Job descriptions are available on Insite 3. Can I still have a 1 to 1? Yes with your SDM or Divisional Director The purpose of the 121 is to discuss your personal circumstances and to ask any questions 4. Will pay protection apply? Pay protection will apply in line with the Organisational Change policy. 5. Is 2 years pay protection sufficient when many of us have long service with the Trust? Pay protection of 2 years will apply for staff with applicable service as outlined within the organisation change policy. 6. Are we able to apply for roles across Divisions? Yes, during 121 s you will be able to express an interest in alternative Divisions and there may be changes to individual s locations. All cross Division requests will be collated and communicated to the Divisional HR Business Partner and will be shared centrally. Requests will be considered however they may not be agreed due to skill mix and capacity. 7. How have the new roles been evaluated? The job descriptions have been through a formal transparent process whereby they have been matched against national profiles using the Agenda for Change Job Evaluation process. 8. Will there be probation periods when we commence new roles? No, development will be put in place and where there are capability concerns these will be managed through the Trust Capability policy. 9. Will our terms and conditions be changed through this process, for example, our Bank Holiday Allowance? Matters such as bank holiday allowance will be discussed as part of the rota review and associated elements consultation. 10. Will our annual leave be affected by the changes? No, annual leave entitlement is based on length of service and will not be affected. 11. Why are other areas such as HART not included in this review? This review focuses on the Divisional Operations Management structure and ensuring this is suitable to deliver the future. It is not planned to review other areas at this point in time. 12. Will on-call arrangements change? Yes, the Team Leader role will be 24/7 and this will be supported by Divisional Director and Locality Manager on-call arrangements. 13. Can a discussion forum be set up on Insite to enable staff to post comments and discuss the proposed changes?

2 We will explore if this is possible. 14. Why are 121 s taking place when managers do not have all of the information available to provide answers to questions? 121 s are taking place as per the Organisation Change policy. The 121 is your opportunity to share your views and provide feedback about the proposals. Managers have been asked to collate questions and feed them back to Peter Ripley and Danielle Galloway. The questions and answers will then be added to the Frequently Asked Questions document. In some circumstances it may not be possible to provide answer currently as we are in consultation and decisions have not been made. 15. Has everyone been provided with the same level of information? Yes, all affected staff have been sent a copy of the consultation document and have access to the frequently asked questions and any other supporting documentation. Questions that have been raised via the Being the Best are also added to the frequently asked questions document. 16. What are the timescales for Consultation? The consultation timescales have been sent out in the consultation document. Consultation runs from 17 th September to 17 th December Consultation launch meetings were held in September 17. Are acting PTL s going to be undertaking the process? No, only substantive post holders will be undertaking the process. 18. What support is available for staff regarding the selection process? Drop In sessions will be held across the Divisions during November and December 2012 (10 in total). The assessment process will be explained during these sessions. Being the Best address 1. How long can I expect to wait for a response if I the Being the Best contact ? The will be checked regularly and at least weekly. The designated contacts will aim to respond to you within 1 week. Where queries are urgent you can make contact with your line manager or Pete Ripley. 2. Do I use the Being the Best address for Estates queries? Yes, this is the address for queries in relation to Management Restructure, Estates and Rota Review Selection Process 1. How will you be ensuring that the selected people are those with the essential criteria contained within the job description? The assessment process will be transparent and robust. A competency based assessment will be used to identify the most appropriate individual for the role, this will include a competency skills audit form, an online assessment and a competency based interview. 2. Will the selection process include psychometric tests? The online assessment will assess competencies. The online test will include a job match profile for the individual against the EMAS competency areas for the posts and a scenario based element to assess against the EMAS competency areas. 3. What will happen if you are a PTL and do not want to undertake the process? We will not unnecessarily put people through a process, you should have a 121 to discuss your options and what would be the best course of action for you. 4. Will there be support for preparing for a competency based interview? There is an interview preparation toolkit available on the s drive S:\Interview Skills that you can access. 5. Who will be involved in the interview process? 2

3 Trust senior management will sit on the panels for Divisional Directors, Paramedic Consultant and ADO Service Improvement and Innovation Operations senior management will be sitting on panels for Locality Manager posts and Locality Quality Manager. The Team Leader and Clinical Team Mentor interview panels will consist of Divisional Director, Locality Manager / Locality Quality Manager and HR. A non operational manager will be on the interview panels. 6. Will we receive feedback from the online assessment prior to our interviews? No, however personal feedback will be provided following the selection process. 7. What development will we receive prior to commencing the new roles? This is in development currently and individuals will have differing development outcomes from their personal development plan however it is likely to include recruitment and selection accreditation and HR Policies for all Managers. There will be a formal training programme which we would hope to run before the end of March When does the skills audit form have to be submitted and why has this been released to affected staff prior to the close of consultation? The skills audit form needs to be returned by 18 th January The skills audit form has been sent to all staff to complete prior to the close of consultation to enable staff sufficient time to complete the form, giving consideration to winter pressures and Christmas. 9. Will OSM s automatically slot into a Team Leader role if they do not apply for a Locality Manager role? If an OSM does not wish to apply for a Locality Manager post they will slot into a Team Leader role. They will still need to complete the skills audit form and the online assessments as these will form part of an individual development plan. 10. What online assessments will each group of staff undertake? ONLINE TESTING Management Assessment Process Locality Quality Manager Locality Manager Service Innovation & Improvement Manager Team Leader OPQ Personality Profiling Verbal Reasoning Ability Test Inductive Reasoning Ability Test Leadership Scenarios Ability Test OPQ Personality Profiling Verbal Reasoning Ability Test Inductive Reasoning Ability Test Leadership Scenarios Ability Test OPQ Personality Profiling Inductive Reasoning Ability Test Numeric Reasoning Ability Test Leadership Scenarios Ability Test OPQ Personality Profiling Verbal Reasoning Ability Test Inductive Reasoning Ability Test Clinical Team Mentor OPQ Personality Profiling Verbal Reasoning Ability Test Inductive Reasoning Ability Test 3

4 The Online assessments will be invigilated and will take place at Education Centres. The weighting for each element of the selection process is as follows; Element Weighting % Skills Audit 20% Online Assessments 40% Presentation and Interview 40% 11. When will online assessments commence? Online assessments will commence from 28 th January A member of the Workforce team will contact you to arrange a date and time for completion of the online tests. 12. When will interviews commence? Interviews will commence from 11 th February The selection process for Locality Manager will be undertaken prior to the selection process for Team Leader and Clinical Team Mentor. 13. Will we have to complete a presentation as part of the selection process? Yes, the title of the presentation will be provided 30 minutes prior to the start of the interview. It will be a 10 minute presentation. 4

5 Management Restructure Role Questions Locality Administrator role 1. What band is the Administrator role? The Administrator role is a Band 3. The role will alter in the new structure and elements that are currently present will be undertaken by other departments. A revised job description is available and has been through the Agenda for Change Job Evaluation process. 2. Will the Administrators be undertaking some of the Team Leaders current duties? There is currently a lot of duplication which does not need to occur now that we have systems and processes in place. The Administrator would be expected to complete the administration elements of work at a Hub station. 3. Is there going to be one Admin per hub? The proposal is to have one Administrator per hub. 4. Why are the administrators undertaking the online assessments when they are slotting in to vacant posts? The online assessments will be undertaken to support the generation of a personal development plan Team Leader role 1. How will we ensure that we are visible to our teams when they will be out on the road and operating for community ambulance posts away from the Hub station? The Team Leader rota will be designed to ensure that there is always a member of the leadership team present at a Hub throughout shifts. There will be time planned into the Team Leader rota to ensure that they are visible and have time to spend with staff. 2. If staff are out on the road the Team Leader will not see them, how do we ensure their welfare? The Clinical Team Mentor role will involve them accompanying crews on the road to complete assessment therefore ensuring senior presence. The Team Leader rota will be 24/7 ensuring that there is always a Team Leader on duty when a member of staff starts of finishes a shift 3. Will the training that is provided prior to starting new roles include counselling training? This is being reviewed currently. 5. Will the Team Leader still handle complaints? Yes, they will still handle complaints. 6. Will the Team Leader still complete PDR s? It is envisaged that the clinical team mentor will feed into the PDR process however the whole process will be owned by the Team Leader 7. Will protected admin time be guaranteed for Team Leaders? There will still be the expectation that they will respond on a 50% basis and 50% of time will be spent on management duties, however all managers will be available for Red 1 response at all times. In the future the ratio may be adjusted. 8. Currently Team Leaders do everything, what processes are going to be put in place to ensure that Team Leaders can focus on being available for staff? There will be a dedicated Locality Administrator for each Locality and protected time has been built into the Team Leader rota to enable them to have time for management duties. 5

6 9. There is a risk that Team Leaders and Clinical Team Mentors will be consumed with responding when demand increases, what will be put in place to mitigate this risk? The new delivery model will support the approach to ensure that crews are sent to the correct calls and ECP s are used more effectively along with Urgent Care vehicles. 10. Can you confirm the bandings for the Team Leader and Clinical Team Mentor? The Team Leader and Clinical Team Mentor roles will be band The Team Leader and Clinical Team Mentor roles are the same band, is there a concern that staff will apply for the Team Leader post and they will not find the clinical team mentor post attractive due to the loss of unsocial and being managed by the Team Leader? The Clinical Team Mentor is currently reporting into the Team Leader however this may be reviewed as part of the consultation, it has been proposed that CTM s will report to LQM s, this will be confirmed in the next few weeks. Both roles hold different appeal, some staff may prefer to have the opportunity to focus on the clinical aspects of the role and may not want to work night shifts. The rota is being reviewed, there have been many comments about the most appropriate time to assess staff and this may be changed to a 24/7 rota. 12. Can you explain why Paramedic has been dropped from the Team Leader title? This can be reviewed as part of the consultation. 12. Is it going to be the case that the individuals who become Clinical Team Mentors are those that do not want the Team Leader roles? It is important that we do not lose the knowledge and experience that we have within the organisation. It is expected that we will have expressions of interest from staff for the Clinical Team Mentor roles. There are sufficient vacancies within the structure to ensure that all staff have a role. 13. Will there be a set shift length for Team Leaders? Team Leaders will have a rota to provide 24/7 cover. 19. If a Paramedic Team Leader does not wish to go through the process and wishes to become a paramedic, will they receive pay protection? These conversations should take place at 121 s. We would advise any PTL who is considering their future role to book a 121 with their SDM where they can discuss their personal circumstances. We are currently requesting expressions of interest forms from staff which will detail staff preferences. These will be reviewed and decisions in relation to pay protection will be confirmed. 20. If a Paramedic Team Leader does not wish to go through the process and wishes to become a paramedic, will they have a secured line or will they be placed on relief? The rota review is running in tandem and outcomes should be available to inform decisions. 21. Will there be regular meetings to discuss Divisional issues and ensure visibility of Divisional management? Yes, there will be an emphasis on open communication and for ensuring that ideas are feedback from staff. The Trust is keen for learning review group meetings and patient safety visits to continue to address quality issues. 22. Will the HALO role continue in the new structure? This should be a commissioned role by the Acute Trusts and there will be a review of the Acute contracts undertaken towards the end of A business case is currently being developed which will be sent to the Commissioners to gain support for the HALO role to continue. 23. What changes have been made to the Team Leader role? There will be a focus on managing staff and supporting their health and wellbeing. Team Leaders will also ensure that the locally devolved arrangements for A&E service delivery, financial management, human resources, business continuity, resilience and preparedness and local team communications 6

7 operate effectively and meet the standards and targets agreed by the Divisional Director for the Division. Please see job description for further details. 24. If I am a Paramedic Team Leader currently but I have the qualifications and skills to be an ECP can I slot into an ECP role? Yes, under the current proposal if staff have ECP qualifications and skills they may make a choice to become an ECP. 25. What are the differences between the Team Leader post and the Clinical Team Mentor post, the job descriptions are very similar? The Team Leader will focus on day to day management of the team, the health and wellbeing of staff and the Hub/CAPs. The Clinical Team Mentor will focus on delivering clinical practice, clinical supervision, mentoring/coaching and education. The Clinical Team Mentor has no line management responsibility. The Clinical Team Mentor will need to be an excellent clinician. 26. Will the Team Leader and Clinical Team Mentor complete On Call? The 24/7 shift pattern will mean that there is management resource available for staff around the clock. 27. What will the rota look like for a Team Leader? The rotas for Team Leaders and Clinical Team Mentors have not been created currently. It is anticipated that once the Team Leaders and Clinical Team Mentors are in post they will help develop the most effective rota s working work with the Divisional management to ensure that the rota provides cover and attracts the correct level of unsocial payment. 28. What will the shift pattern be for the Clinical Team Mentor? The clinical team mentor will work a 24/7 shift pattern. This will result in a 25% unsocial hours payment. 29. Who will manage the Team Leader? The Team Leader will be managed by the Locality Manager. Locality Manager and Locality Quality Manager role 1. Does the Locality Manager need to have a clinical background? No, this is not a clinical role. 2. What hours will the Locality Manager work? The Locality Manager will work Monday to Friday. They will be expected to undertake on-call. 3. How many Locality Manager vacancies will there be? There are 14 Locality Manager posts within the proposed structure. The current substantive SDM s will slot into the Locality Manager posts. The remaining roles will be advertised and staff with the appropriate skills, knowledge and experience can apply. 4. Why does the Locality Quality Manager report into the Locality Manager? Can they not report into the Divisional Director or Paramedic Consultant? How will they know which Locality Manager they report into? This is currently under review and a proposal is being considered where the CTM reports to the LQM, and the LQM to the Paramedic 5. Will there be vacancies for Locality Quality Managers? There are currently 4 substantive Clinical Quality Managers who will slot into the posts. There are 6 Locality Quality Manager posts in the new structure. Vacancies will be offered to At Risk staff and where there are remaining vacancies these will be advertised. 7

8 6. The proposal states there are 2 Locality Quality Managers per Division, which Hub will they be assigned to? The Locality Quality Manager s will work across the Division to provide support to all Hubs. 7. How many Locality Managers will there be per Division? The suggested split for Locality Managers based on establishment and the figures from Process Evolution are as follows; - North Division 6 Locality Managers - South Division 4 Locality Managers - East Division 4 Locality Managers 8. Who will line manage the Locality Quality Managers? It is proposed that the Locality Quality Manager will be line managed by the Paramedic Consultant. Clinical Team Mentor role 1. How many Clinical Team Mentors will there be in the new structure? There are 24 Clinical Team Mentor roles, the CTM s will be pro rata per division based on staff numbers 2. Do you feel there are sufficient numbers of Clinical Team Mentors in the structure? For example within North Division there are over 800 staff and 8 clinical team mentors. This does not seem sufficient to be able to complete clinical supervision and other duties. The Clinical Team Mentor will be on a vehicle with a crew and complete clinical supervision. This will be one of the main purposes of the role. As above the CTM s will be pro rata per division based on staff numbers. 3. Will the CTM role be protected from peaks in demand to allow them to complete their role? The Clinical Team Mentor role is within the structure to drive education, increase confidence of front line staff and support the development of care pathways. There needs to be an increase in urgent care vehicles to ensure that our crews are sent to the right jobs, we also need to focus on reducing the job cycle time to ensure that we have capacity to respond to calls. We also need to ensure that we are triaging calls correctly and that the right resource is sent to a job. 4. Will the Clinical Team Mentor have a set rota? This is still to be decided however to ensure that they are flexible to cover shift patterns they may not need to have a fixed rota. 5. Who will the Clinical Team Mentor be managed by? It is proposed that the Clinical Team Mentor will be managed by the Locality Quality Manager. 6. What shift pattern will the Clinical Team Mentor work? It is anticipated that the Clinical Team Mentor will work 24/7 shift pattern. The rotas will be generated following appointment to roles. Paramedic Consultant role 1. What skills and knowledge will the paramedic consultant need? They will need to have a clinical Masters degree and excellent clinical knowledge who has the skills to be able to engage with peers. 2. How will we recruit Paramedic Consultants when there are so few people with the qualifications, skills and experience? There may be people within the organisation who may be appropriate for the roles with development. It is nationally recognised that there is a shortage of individuals with those skills however it is a key role to ensure clinical leadership is embedded within the structure. 8

9 Service Improvement and Innovation Manager role 1. The SIIM role has a huge workload and a large geographical area to cover. How will the role be focused to ensure the post holder can deliver? The new structure has a management team which has a clear focus. The Service Innovation and Improvement Manager role will focus on the generation of new business for the Division and improving the services the organisation delivers, working in conjunction with both the Divisional Director and the ADO Service Innovation and Improvement. 2. There are 2 Business Manager roles in the Commercial Directorate will these be held for displaced Managers to apply for? Yes. There are also a number of other vacancies that have been held within the Operations structure. 3. What is the banding for the Service Innovation and Improvement Manager? The role is a Band 8a. 4. Will the current Business Managers slot into the Service Improvement and Innovation Manager role? No, there are fewer posts within the new structure. 5. What will the Service Innovation and Improvement Manager do? The role has been put into the structure to look at adopting new ways of working, introducing and embedding best practice. There is transformation money which is available for the organisation if we have ideas for new services, currently we do not receive very much of this and we need to start inputting new ideas to receive this money. We also need to work smarter and more efficiently and this role will focus on this. 6. What is the banding for the SDM CFR role? This is currently a Band 7 however the job description is being reviewed. Once this is complete further communications will follow. ECP role 1. What evidence do we have that the ECP model is the best way forward? There is clear clinical evidence nationally why we should increase ECP s with an average non conveyance rate of between 55% and 65% 2. You state we are going to increase the number of ECP s, how will this be achieved? We are scoping whether a modular programme can be introduced, we have many paramedics who would like to be ECP s. We are aware that we cannot send everyone to university for 1 year therefore we need to look at different ways of ensuring staff have the correct skills to become an ECP. We do need to carefully consider how we will be able to test when someone is competent to operate in an ECP capacity and that we do not dilute the skills that are required. We will be recruiting an additional 33 ECP s over the next 18 months. The majority of these posts will go into Lincoln. By using the ECP s more effectively this will mean that DCA s are sent to the most appropriate calls. 3. We need to ensure we have care pathways in place to enable us to operate effectively. How will this be achieved? 9

10 We will need to work closely with the new commissioning groups and this can be achieved with the new structure enabling more clinical focus. This is fragmented currently and we need to ensure that there is a Directory of Services available in each of the Divisions and that this is standard. 4. Who will assess ECP s as part of clinical supervision? We may need to have some ECP s who perform clinical supervision to ensure that they are covered. 5. Will there be a protection clause built into the training programme to prevent EMAS training ECP s who then leave to work elsewhere? Yes. Career Progression and Succession Planning 1. How will career progression work when a Team Leader is a Band 6 and a Locality Manager is a Band 8a, and then a Divisional Director is a Band 8d? There is a leadership development framework which will support staff moving through the roles within the structure should staff wish to progress. An outcome of the process will be that all staff will have a development plan which will ensure that there is a focus on developing them for future roles. and to support the organisations succession planning and talent management. 2. Will the Rank Structure be reviewed as part of this process? It is important that Rank remains particularly in relation to Incident Management. Pete Ripley has not reviewed this at present however this will be looked into with a view to introduce a new structure for the end of the review. Estates Questions 1. Is it sensible to complete the management re-structure prior to the new Estates plan, why are we moving forward with the structure when we do not know how many locations we will have per Division? It is important that the right managers are in place to support the delivery of the estates strategy, we are running the process in tandem to ensure that we have all of the information we need to ensure implementation is successful. We need to ensure we have the right management in place to support this. 2. Will the Locality Managers KPI s reflect the fact that we are not yet in a Hub and CAP model otherwise they will not achieve their targets? Virtual hubs will be in place and we will have to use technology to support visibility and ensure that there are effective communication channels in place. 3. When will we know where the Hubs are going to be based? Formal consultation closes on 17 th December and we will be communicating decisions following the public board meeting on the 25 th March How is it going to work when the estates will not be ready for teams to move into? What will the arrangements be? There will be virtual hubs and teams will continue to operate as current teams. There are points to consider as part of the consultation, for example, What do the CAPs look like? Where will staff start and finish from? 5. Have decisions already been made on where Hubs are going to be located? No, there is no hidden plan, we are consulting with staff and the public to formulate a plan for where hubs may be based. 6. When will we be moved from stations? This will be over the next 5 years as the estates plan is rolled out. 7. Has consideration been given to where staff will start and finish their shifts, if there Hub is 20 to 30 miles away from Home? 10

11 The consultation is currently ongoing and no firm decisions have been made in relation to this point, when further information is available this will be shared. 8. Will staff be able to change over duties at CAPs? We are in consultation until 17 th December about the estates strategy, further details will be provided following the close of consultation. 9. Other Health Care Providers for example the Acutes are down scaling their services how will this impact upon our services and the achievement of performance? We are reviewing the services that we provide for example the urgent care vehicles will be used to ensure that core resource is not used for transporting patients for repatriation. There is work ongoing within EMAS to review the contracts we have in place. Rota Review Questions 1. When will the new rota s be implemented? Consultation is running in tandem, this will allow everyone to have all of the information available to assist with decision making. For example, rota changes may result in a reduction in unsocial payment or even an increase depending on the new rosters. This information will be available to assist those decisions. This will help to understand what cover is needed on the Team Leader rota. Focus Groups will be held within each Division during October to engage with staff regarding the Management Restructure, the New Service Model, Estates and Rota changes. Further details can be found on Insite and have been published within Division. If you have any further comments or questions please send them to beingthebest@emas.nhs.uk 11