Flexible Deployment of Staff Procedure

Transcription

1 Flexible Deployment of Staff Procedure Policy Number: 315 Supersedes: Classification Employment Version Date of Date of Date made Review Approved by: No EqIA: Approval: Active: Date: V4 W&OD Committee 5/11/2018 7/11/2018 5/11/2021 Brief Summary of Document: Process to support the flexible deployment of staff Scope: The procedure applies to all staff groups within Hywel Dda University Health Board. To be read in conjunction with: Owning Committee 523 -Organisation Change Policy All Wales 142 Grievance Policy All Wales Use Of Overtime for all Employees Policy 158 Redeployment Policy Expenses Policy Version2 W&OD Committee Executive Director: Lisa Gostling Job Title Director of W&OD

2 Version no: Summary of Amendments: 1 New Policy Reviews and updates Date Approved: 2 Review December Review Full review Glossary of terms Term Definition Keywords Deployment, Redeployment Database No: 315 Page 2 of 9 Version 4.0

3 CONTENTS 1. INTRODUCTION POLICY STATEMENT AIM OBJECTIVES SCOPE DEPLOYMENT OR REDEPLOYMENT Deployment Redeployment Process for Deploying Staff REPRESENTATION TRAINING PROTECTION AND EXCESS TRAVEL ANNUAL LEAVE GRIEVANCE PROCEDURES APPENDIX 1 - INDIVIDUAL STAFF INFORMATION APPENDIX 2 - CONFIRMATION OF DEPLOYMENT LETTER... 9 Database No: 315 Page 3 of 9 Version 4.0

4 1. INTRODUCTION The University Health Board faces financial and performance pressures, with close scrutiny on any spend set against the need to maintain and improve performance and the provision of excellent patient care and services. The headcount, use of agency staff and overtime continue to be under scrutiny, along with any variable payments, especially any which fall outside national agreements. In addition, there is an inability to fill some key vacancies. However, it is recognised that the workforce is the University Health Board s greatest asset and the contribution made by employees to service delivery, through flexible working practices and their approach to where they work, is greatly valued. It is acknowledged that there will be a number of staff who will be willing to volunteer to move to new roles in areas that are considered to be core to service delivery, in order to maintain patient care and services. The University Health Board requires an increased level of flexibility from staff. This may mean, asking them to work differently and move flexibly between services and sites and across team and professional boundaries. Staff are required to work where the patient and service need is greatest, in order to ensure safe, high quality care and sustainable service delivery. The University Health Board must have flexibility to move staff to where they are needed most. Any proposed changes which affect staff will be undertaken through agreed consultation mechanisms and in accordance with agreed policies. 2. POLICY STATEMENT This procedure sets out the processes and documentation to support the deployment of staff in a way that aims to ensure individuals are treated fairly and with respect when they are asked and/or required to move to another role. Individual circumstances and reasonable travel distances will be considered by managers when implementing changes. It is expected that there will be an agreed end date to any temporary arrangements proposed. The organisation will plan appropriately any permanent changes if these are deemed necessary. The need for deployment of staff should be seen as a short term option to meet situations of urgent need, otherwise deployment could destabilise work in other areas. The procedure should be read in conjunction with a range of policies and procedures and the All Wales Contract of Employment provisions. E.g. All Wales Organisational Change Policy, All Wales Grievance Policy, TOIL Procedure, Use of Overtime, Redeployment and Expenses Policies. 3. AIM This procedure aims to secure the support and assistance of all staff to working differently; moving flexibly between services and sites and across team and professional boundaries, in order to ensure safe, high quality care and sustainable service delivery as required. Database No: 315 Page 4 of 9 Version 4.0

5 4. OBJECTIVES In accordance with the needs of the service, the flexible deployment of staff will:- Enable the University Health Board to fill critical gaps and to relieve pressure on staff and services where it exists. Support staff to build confidence and skills, through training, induction and personal appraisal/development review as appropriate. 5. SCOPE The procedure applies to all staff groups within Hywel Dda University Health Board. 6. DEPLOYMENT OR REDEPLOYMENT It is important to distinguish the difference between deployment and redeployment for the purposes of this procedure Deployment Is where selected employees from one area or service are actively moved to another area or service in order to fill a vacant post or maintain patient care or services as a matter of urgency. Such deployment will be on a temporary basis. Should it become permanent, there would be consultation with staff in accordance with the Organisational Change Policy Redeployment Occurs where a service changes significantly or a ward closes entirely and the staff, as a result, need to be permanently redeployed to an alternative area within the University Health Board. In this situation, the All Wales Organisational Change Policy will be used for implementation of the change in conjunction with the University Health Board s Redeployment Policy. Redeployment can also occur due to health issues where an individual is unfit to continue in their substantive role but may be fit enough to undertake an alternative role subject to medical advice Process for Deploying Staff If an essential post becomes vacant or a gap in service emerges through the absence of key personnel on a temporary or permanent basis (in one of the areas of service designated as core,) the line manager will discuss with senior management the options available to fill the post/gap. Available options include consideration of staff on the redeployment register for reasons of organisational change or sickness and those who are on long term sick who may be able to undertake this work. Employees who could be deployed from elsewhere in the organisation should be considered at this stage in order to fill the gap on a temporary basis, before proceeding to fill the vacancy via internal or external recruitment or undertaking consultation processes if the changes are to be permanent. Where a decision is made to fill a post or posts on a temporary basis through the deployment of existing employees, the manager(s) responsible for the areas should identify the potential pool of staff who could fill the post. The existing line manager(s) of the identified pool of staff should inform the staff concerned, communicating the need for deployment and seeking volunteers. It is recognised that staff are often willing to move to areas where service delivery needs to be maintained. Database No: 315 Page 5 of 9 Version 4.0

6 Where there are no volunteers, the existing and receiving manager will meet with the staff from the potential pool individually to discuss proposed deployment, ascertain skills, knowledge, work/life balance issues and ability to travel to a different site as necessary. A staff questionnaire is available and attached as Appendix 1 to gather the information on each staff member. The existing manager(s) must then review the information gathered in conjunction with the receiving manager in order to determine which staff are able to be deployed to another area/post. If there are insufficient volunteers, the existing manager(s), with the receiving manager, will select the staff for deployment based on their suitability and consider whether the deployment should be temporary or rotational, as on occasions, all the staff in the group could be asked to be deployed on a rotational basis. Appropriate notice will be given for the deployment to commence in accordance with contractual requirements, unless it can be agreed to waive this and adhere to a shorter notice period. It is acknowledged that in extreme circumstances it may be necessary to deploy staff ahead of the notice period. If there are one or more volunteers who fulfil the requirements of the post(s) then the volunteers will be deployed to the new area on a temporary basis. The existing line manager(s) should confirm the change in writing (using the standard letter attached as Appendix 2) and notify Payroll accordingly. If there are more volunteers than posts, then there will be a selection process in accordance with the University Health Board s usual processes with the outcome confirmed in writing as above. If it becomes necessary for the move to become permanent then the processes in the Organisational Change Policy should be followed. When it is necessary to immediately deploy staff to work in a different clinical environment in order to maintain safe staffing levels for patients currently receiving care, the same principles outlined within this policy will apply. Managers accountable for standards of patient care within both the deploying and the receiving clinical area will in the first instance seek a volunteer for the deployment. This doesn't exclude the possibility that staff will be required to move if patient care is otherwise compromised. Such deployments and the work the deployed member of staff is asked to undertake will always include a rapid assessment of their skills. Staff will not be asked to undertake any actions outside their scope of practice which may compromise their professional registration: This requires particular consideration when staff are asked to be deployed to areas outside their registered 'Field of Practice'. In these circumstances, decisions will be made rapidly and communication with staff conducted verbally rather than in writing. An account of such deployment and their rationale should however be made by the manager within daily operational management records. 7. REPRESENTATION Members of staff have the right to be accompanied by a staff representative at any meetings during the process. Although the manager will make every effort to facilitate this, if a staff representative is not available to accompany them and in order for the meetings to proceed within a reasonable timescale, then staff may be accompanied by a work colleague. Database No: 315 Page 6 of 9 Version 4.0

7 8. TRAINING Although the selection process will determine whether staff have the requisite skills and experience to undertake the role in another location, all staff will receive a local induction, specific skills training (if required), on the job training and a personal appraisal and development review (PADR). 9. PROTECTION AND EXCESS TRAVEL Enhancements received in the current role will be protected in accordance with short term protection arrangements while the deployed role is undertaken, should the earnings in the deployed role fall short of those in the current role. If staff travel further from home to the base for the deployed role, they will be entitled to excess travel in accordance with the University Health Board s Expenses Policy. 10. ANNUAL LEAVE Any pre-booked annual leave will be honoured. 11. GRIEVANCE PROCEDURES Where employees are dissatisfied with the decision to deploy them to another area or post under the processes outlined within this Procedure they have access to the University Health Board Grievance Policy. Database No: 315 Page 7 of 9 Version 4.0

8 12. APPENDIX 1 - INDIVIDUAL STAFF INFORMATION Name: Job Title: Band: Ward/Dept.: Contracted hours p/w: Address: Shift Pattern: Please state any work life balance issues: Are you able to travel to <State New Location>? Summary of key skills, knowledge and experience: Employee s signature: Line Manager s Comments: (eg suitability for redeployment skills, shift patterns etc.) Manager s Signature: Database No: 315 Page 8 of 9 Version 4.0

9 <Date> 13. APPENDIX 2 CONFIRMATION OF DEPLOYMENT LETTER Name Address 1 Address 2 Address 3 Post Code Dear <Name> Re: Confirmation of Deployment Further to our recent discussions I am writing to confirm that you will be deployed on a temporary/rotational (delete as appropriate) basis from <DATE> until <DATE> to <State place of Deployment>. I have informed the payroll department of this change to ensure that your payslip is sent to your new place of work. If enhancements in the deployed role are less than those in your current role, short term protection is available as set out in the current procedure. This entitlement has been identified on the changes form confirming the change to payroll. Excess travel is also available, as set out within the Organisational Change Policy should your mileage from home to deployed place of work be increased. This has also been set out on the changes form and will be paid through the payroll on receipt of an authorised travel expenses form. I would like to take this opportunity of thanking you for agreeing to this deployment, your cooperation and support is much appreciated. Yours sincerely <Name> <Job Title>. Database No: 315 Page 9 of 9 Version 4.0