Secondment in support of organisational change:

Transcription

1 Secondment in support of organisational change: Policy statement Prepared by: In Partnership with David McCracken Distributed: August 2003 Review Date: May 2011 Distribution Arrangements: Xyz HR Policy page of intranet

2 Contents Page 1 Introduction. 3 2 Principles and values 3 3 Scope of the policy 3 4 The secondment process 4 5 Monitoring and review of policy 4 Appendix 1 Model secondment agreement A1 Internal secondment External secondment A1 A3 Appendix 2 Quarterly secondment monitoring report B1 2

3 1 Introduction The policy supports the implementation of NHS Borders Organisational Change Policy. In adopting this policy NHS Borders recognises the value of secondments in creating a more flexible organisation responsive to the modernisation agenda by increasing staff knowledge, abilities and skills through broadening their experience and sharing resources across all organisations providing health and social care in Borders. It has been developed by the NHS Borders Partnership Forum on behalf of Local Partnership Fora and employers within NHS Borders from existing good practice: including previous local policies, PIN Guidelines, and to conform to employment law. The principles and values of the Organisational Change Policy will apply equally to this procedure. 2 Principles and values In addition to the principles and values detailed in the Organisational Change Policy, this policy is designed to: provide opportunity to make full use of the skills and experience of staff across organisational boundaries; provide equitable access to learning and development opportunities within NHS Borders; promote the development of Learning and Development Plans linked to service plans and individual personal development plans; and ensure effective communication and accountability arrangements are in place for all seconded staff. 3 Scope of the policy NHS Borders defines secondment as: The temporary loan of an employee to another organisation or to a different part of the same organisation, for a specific purpose and specific time to the mutual benefit of all parties. This policy therefore applies to all secondments of 3 24 months duration. Secondments will not normally last longer than 24 months but can extended for a maximum period of 6 months by agreement of both parties. The policy specifically excludes: training secondments arranged as a result of an individual s personal development plan. Such secondments would normally last less than 3 months with the secondee being additional to the establishment of the host department; permanent secondments or attachments of staff to another employing organisation e.g. through the implementation of Joint Futures. In such cases the individual will normally continue to undertake the substantive duties of their post while working under the operational management of the host organisation; and Duty Extensions within the individual s own department. In such cases the individual would normally continue to carry the main responsibilities of their substantive post alongside the agreed allocation of additional duties for a defined period of time. Where it has been identified that a number of staff within the department have the necessary skills and experience to undertake the additional duties then expressions of interest will normally be sought. Consideration may have to be given to paying an acting allowance in line with agreed grading criteria. 3

4 4 The Secondment Process 4.1 Before the secondment Secondment opportunities will normally be identified as a result of service changes e.g. to take forward specific projects or to provide retraining opportunities for staff affected by Organisational Change. In all cases a clear objective for secondment, along with a role specification will be developed with specific start and end dates and the opportunity will be advertised to permanent members of staff. Where it has been agreed, that secondments will be used to provide retraining opportunities to a specific group of staff the advertisement will be limited to that area. On appointment a Secondment Agreement will be discussed (see Appendix1). This Agreement outlines the formal communication processes during the secondment, the accountability arrangement in line with contractual and statutory obligations and the personal development plan of the secondee. In addition any required replacement costs for the secondee will be put in place. 4.2 During the secondment The implementation of the Secondment Agreement will be formally monitored throughout the period of secondment, including induction and the personal development plan. If the seconded post is affected by Organisational Change, then it is the individual s substantive post that will determine whether they are included in the ringfenced competition. Where an individual s substantive post is affected by Organisational Change then it is the secondee s substantive manager who is responsible for ensuring the individual is properly informed and included in the change process. All appraisal and monitoring arrangements will be undertaken jointly by the host department/organisation and the individuals substantive line manager. Any secondment may only be extended once, for a maximum of 6 months. Thereafter the secondment must be re-advertised. 4.3 After the secondment All secondments will be evaluated against the objectives and the personal development plans and formal plans put into place for the secondee to be re-introduced to their substantive post. 5 Monitoring and review of policy Amendments or variations to the policy will only be made by agreement with the Borders Area Partnership Forum. The policy will be monitored and reviewed by the completion of a quarterly reporting on the number of current secondments by Service Area (see Appendix 2). 4

5 Model Secondment Agreement Appendix 1 A Internal secondment In all cases the terms and conditions of the secondee s substantive post will apply unless agreed otherwise. 1 This agreement sets out: The key objective of the secondment The agreed communication and accountability arrangements; and The need for an agreed Personal Development Plan 1 Name of Secondee 2 Substantive Post 2.1 Location 2.2 Line Manager 3 Seconded Post 3.1 Location 3.2 Host Manager 4 Duration of Secondment 4.1 From 4.2 To 2 Objectives of secondment Alongside the key links of the post outlined in the attached role specification the following objectives have been agreed for this secondment: These objectives will be reviewed as an integral part of the joint communication process. A1

6 3 Communication and accountability arrangements The following joint communication process has been agreed as a means of reviewing progress and raising issues. Formal meetings will take place on a regular basis between the line manager, host manager and secondee on the following dates: Date Time Venue Date Time Venue Date Time Venue Date Time Venue During your secondment you will report to (Name of Host Manager) who will be responsible for ensuring all employment contract obligations are fulfilled. At the end of your secondment there will be a debriefing meeting to evaluate the secondment and discuss arrangements for your return to your substantive post. Consideration will also be given to how best to utilise your new skills within your substantive post and your personal development plan on your return. 4 Personal development plan A Personal Development Plan should be agreed for the duration of/first year of your secondment. This plan will be reviewed during the quarterly communication meetings outlined above. 5 Agreement The undersigned agree to abide by the agreement details outlined. Secondee Host Manager Substantive Manager Date Date Date A2

7 B External Secondment Secondment agreement During the secondment the individual will remain in the employment of NHS Borders and all variations of their employment contract are outlined below. NHS Borders agree to the secondment of name of secondee to name of host organisation on the terms of this agreement for the period of duration of secondment. This agreement shall commence on (agreed date of commencement) and will be effective until (agreed date of termination). Should there be a requirement for the agreement to be terminated earlier than the agreed date either party is required to give the other party one month s notice in writing. 1 Duties of the secondee The secondee is required to carry out all reasonable instructions of name of host organisation during the period of secondment. Name of host organisation shall ensure that the duties of the secondee are appropriate to the nature of the secondment. 2 Conditions of service of the secondee Every effort will be made to ensure that the conditions of service enjoyed by the employee within the substantive post continue throughout the period of secondment. However, this may not be possible in all instances e.g. in relation to working hours, working patterns. Name of secondee will continue to be an employee of NHS Borders and hence retain NHS Borders Terms and Conditions of Service. The costs will be recovered from name of host organisation. Details are as follows: The agreed salary, amount of current salary plus details of incremental progression, plus any nationally agreed pay increases. Agreed allowances details of allowance, i.e. essential user car allowance, additional payments etc. Employer s superannuation contributions (if employee is a member of the NHS Superannuation Scheme). Travel and subsistence and any other out-of-pocket expenses necessarily incurred by name of secondee in the performance of agreed duties during the period of secondment. These payments will be made in accordance with the rates of their substantive post. Name of secondee is currently entitled to details of entitlement in respect of annual leave and public holidays for the period of the secondment. Annual leave will be taken in agreement with name of host organisation. Sick leave and pay will be in accordance with the scheme currently in operation within NHS Borders. Name of secondee is currently entitled to details of entitlement. Name of secondee is required to give detail of notice to be given of the intention to terminate employment with NHS Borders. This notice will also apply to the secondment position. A3

8 Name of secondee currently works number of contracted hours. Any change to these hours will be by mutual agreement. 3 Provision of information Name of host organisation will be required to provide NHS Borders with all such information as NHS Borders may reasonably require in respect of the performance and attendance of name of secondee throughout the period of the secondment. The objectives of the secondment and a Personal Development Plan for the secondee will be agreed in advance and reviewed on a quarterly basis at a joint meeting involving the secondee, NHS Borders and name of host organisation. Name of host organisation shall maintain records and make available to NHS Borders on request details of: absence due to annual, sick or special leave; unauthorised absence; absence due to industrial action; or overtime worked. 4 Special requirements E.g. data protection; maintenance of registration, CPD requirements etc) 5 Formal disciplinary action If name of host organisation alleges that name of secondee has committed a disciplinary offence this must be advised to NHS Borders at the earliest opportunity. The issue will be dealt with by the NHS Borders in accordance with the NHS Borders Disciplinary Procedure and in co-operation with name of host organisation. The continuation of the secondment will be reviewed in the light of the outcome of the disciplinary process. 6 Health and safety NHS Borders will ensure that the host organisation is compliant with health and safety standards equal to NHS Borders. During the period of secondment name of host organisation will be responsible in relation to name of secondee for compliance with all duties in relation to health and safety issues as imposed on an employer by any relevant statutory provision within the meaning of the Health and Safety at Work Act. 7 Indemnity Name of host organisation will indemnify NHS Borders against any liability which is incurred due to any injury or disease sustained by name of secondee during the period of secondment. 8 Signatories to the agreement Signature: Date: Name: Designation: (For and on behalf of NHS Borders) Signature: Date: Name: Designation: (For and on behalf of host organisation) A4

9 Quarterly Secondment Report Appendix 2 NHS BORDERS: Service Area Post Title Internal / External Date Commenced Date Complete Where Advertised No. of Applicants Comments / Learning Points B1