Determining Recruitment and Retention Premia Policy - P076

Transcription

1 Document Information Board Library Reference Document Author Assured By Review Cycle P076 Head of HR Employment Engagement and Strategy Committee 3 Years Note: This document is electronically controlled. The master copy is maintained by the author department within the document library on OurSpace. Once printed, this document becomes uncontrolled. Document Version Tracking Version Date Revision Description Editor Status Apr 2005 Version approved by the Board on LN Sept 2007 Permission given at Integrated Governance Committee to roll forward the review date to July AM May 2009 Permission given at Integrated Governance Committee to roll forward the review date to 31/1/2011 AM May 2011 at Quality & Healthcare Governance Committee meeting TW June 2014 by Employee Strategy and Engagement Committee TN /05/2017 Policy extended until 31/10/17 context of linking to other policies Interim Head of HR /01/2018 Policy extended until 31/03/2018 Director of HR /11/ of 13

2 4.2 18/06/2018 Policy extended until 30/09/2018 Director of HR /09/2018 Policy extended until 30/11/2018 Director of HR /11/ of 13

3 Table of Contents 1. Introduction Purpose or Aim Scope Definitions Policy Statement Policy, Procedure or Protocol Content Roles and Responsibilities Standards Training Monitoring or Audit Associated and Related Procedural Documents Document Lifecycle Control References... 8 Appendix 1 - Pro forma for Application of Recruitment and Retention Premia... 9 Appendix 2 - Information for Annual Review /11/ of 13

4 1. Introduction 1.1. This policy will determine the application of recruitment and retention premia in accordance with the NHS Terms and Conditions of Service Handbook (the Handbook). The following is written in accordance with Section 5 and Annex J of the Handbook, Amendment number 30. The Handbook also provides for nationally agreed Recruitment and Retention Premia. Where posts are already subject to local arrangements, these will need to be reviewed at this time. 2. Purpose or Aim 2.1. This policy sets out the procedure to be used by senior managers should they wish to pay a Recruitment and Retention Premia to an identified group of staff or individual staff member on Agenda for Change terms and conditions, The policy also defines the review arrangements for existing Recruitment and Retention Premia. 3. Scope 3.1. It applies to both individual posts and groups of posts, and therefore affects the pay of the people who occupy those posts only so long as they are in those posts and the premia are in operation. 4. Definitions 4.1. Any combination of recruitment and retention premia should not exceed 30% of basic pay. There are various categories of premia which may be payable, either singly or in combination. These are: Long-term recruitment and retention premia - These include national long-term premia, and local long-term premia which are defined by the Trust following assessment of labour market conditions identified as deep rooted and unlikely to vary significantly in the foreseeable future. Long-term premia: will be awarded on a long-term basis; will have their values reviewed annually; may be awarded to new staff at a lower value to that which applies to existing staff; will be pensionable, and will count for the purposes of overtime, unsocial hours payments and any other payments linked to basic pay Short-term recruitment and retention premia - These are defined by the Trust following assessment of the labour market where the need for a premium is required over a defined period within the foreseeable future. Short-term premia: may be awarded on a one-off basis or for a fixed term; /11/ of 13

5 will be regularly reviewed; may be withdrawn or have the value adjusted subject to a notice period of six months; will not be pensionable, or count for purposes of overtime, unsocial hours payments or any other payments linked to basic pay; 5. Policy Statement 5.1. The Trust will provide for short and long term recruitment and retention premia should this be necessary to deliver its services and be otherwise in accord with the NHS Terms and Conditions of Service Handbook A senior manager may propose the provision of a long term recruitment and retention premia to a defined group of staff. This would only be provided following a review of relevant objective data including prevailing labour market conditions. The Trust may also agree to review the potential role of a new premium at the request of staff side Any Recruitment and Retention Premia agreed will be reviewed annually with Trades Union Representatives Where staff are currently protected following removal of recruitment and retention premia, the future need of that premia will be reviewed annually. 6. Policy, Procedure or Protocol Content 6.1. Principles It is important that a transparent and consistent procedure is followed for the agreement of local premia. A new premium cannot be set up without the agreement of the Trust Board or an Executive Director of the Trust, depending on the type of premium. It is also important that neighbouring NHS Trusts are consulted in order to avoid spiralling costs The Trust s General Negotiating Group (GNG) meets monthly and will oversee the application of recruitment and retention premia Regular Review The payment of any existing recruitment and retention premia will be reviewed annually. This will take place through the GNG beginning in August of each year for premia payable from the following April The Review will determine whether a given premium should: Be withdrawn, Be increased or reduced or, Recommend a move from short-term to long term Career Progression & Pay Protection /11/ of 13

6 The Trust will follow relevant conditions set out in the prevailing Agenda for Change Handbook. Current details may be obtained from the HR Service Centre When somebody moves of their own volition from a post which attracts a recruitment and retention premium to a post which does not, the entitlement will cease Where such a move is not of their own choosing then they will receive short term pay protection in accordance with the Pay Protection Policy or for the remainder of the time for which the premium is payable whichever is the shorter Procedure for Applications for R&R Premia New premia must be set up in accordance with the following procedure: (a) A Senior Manager, in partnership with trade union representatives may identify post(s) which may require premia. Informal HR advice will be available if required. (b) For the purposes of comparison and to support a case, establish relevant market rates for relevant workforce. (c) Compile the application proforma shown in Appendix 1, gathering signatures to demonstrate information available to support the application and attach any other relevant documentation. (d) The application should be lodged electronically with the Director of Resources no later than the first Tuesday of the month for consideration at a subgroup of GNG in that month, copied electronically to the Chair and Secretary of the Joint Union Council (JUC). Information on JUC officers is available on Ourspace. (e) The Senior manager will attend the subgroup of GNG to support the application. Advice will be provided by the subgroup to GNG who will decide on one of three courses of action: proposal endorsed for wider consultation, further information required, or no case established for recruitment and retention premium. (f) If the proposal is endorsed for wider consultation, advice will be sought from neighbouring NHS Trusts. Feedback from this exercise will be discussed at the following GNG meeting. (g) Where the endorsement of an application will have Trustwide implications it will be forwarded as a recommendation to the Trust Board following comment from the JUC. Otherwise it will be forwarded as a recommendation to the Executive Management Team following comment from the JUC. (h) Once approval has been given change of contract forms will need to be completed or authorisation sought for an advertisement to be placed. 7. Roles and Responsibilities /11/ of 13

7 7.1. Senior Managers will: submit applications for R&R Premia where appropriate after due consideration of the criteria, and the business case for this, to the Director of Resources seek HR advice as appropriate Head of HR will Ensure that any applications for R&R Premia are appropriate Ensure that annual reviews take place for all R&R Premia in operation Ensure that all R&R Premia payments are kept under scrutiny and are in line with local and national pay agreements Ensure that all R&R Premia are paid to staff appropriately through payroll services The Director of Resources will: Take applications for R&R Premia to the Trust s Board for consideration Conduct an annual review of all R&R Premia in operation. 8. Standards 8.1. This policy will be measured against the requirements of employment legislation and the best practice expected from a modern health organisation. 9. Training 9.1. Further information and advice is available via Ourspace. 10. Monitoring or Audit At the time of annual review (see above) GNG will monitor the profile of those staff occupying the posts to which recruitment and retention premia have been applied, to ensure the application of this policy does not adversely affect one group of staff over another. 11. Associated and Related Procedural Documents Pay Protection Policy NHS Pay and Conditions of Service Handbook 12. Document Lifecycle Control /11/ of 13

8 12.1. Representatives from trades unions formally recognised by the Trust and management representatives have drawn up this policy. Management as part of the review will provide meaningful statistics This policy will be reviewed after 3 years or earlier at the request of either party. 13. References This policy has been drawn up with reference to current UK and European employment legislation and relevant national terms and conditions /11/ of 13

9 Appendix 1 - Pro forma for Application of Recruitment and Retention Premia LDU / Directorate: Base: Post(s) affected: Pay Band: Manager making application: /11/ of 13

10 Statement of Need (factors to include results of exit interviews, response to adverts, information on market rates, turnover etc.) Summary of other measures already considered/carried out (e.g. flexible working, childcare provision, training) /11/ of 13

11 Confirmation of funding source or cost savings to be achieved through this, such as reduction in agency costs Expected measurable benefits: Confirmation of funding source or cost savings to be achieved through this, such as reduction in agency costs /11/ of 13

12 Confirmation that HR Business Partner has scrutinised relevant documentation such as vacancy/turnover information, details of adverts placed, advertising copy and further particulars sent to candidates, plus shortlisting/interview results. HR Business Partner: Date: Duration of expected premium: Recommended payment per Whole Time Equivalent post: Service Manager Signature: Date: This proposal has been consulted upon at the local consultative group where relevant. Signed by Trade Union Rep: Date: Administration only HR purposes Date Received: Date of GNG: GNG Recommendation: Date of Board/ ET: Date of JUC: Effective Date: /11/ of 13

13 Appendix 2 - Information for Annual Review 1. Please submit details of achievement against expected measurable outcomes identified in original application including financial criteria. 2. You should also include information on: current market rates turnover vacancy rates outcome of recruitment activity during the year any other relevant information 3. Please also give details of your requested outcome /11/ of 13