Quality Lifestyle Support

Transcription

1 Staff Rostering Policy Preamble Key Elements General Shift Rules Weekends Shift Variations Supporting Policies Information Sheets Responsible Officers Service Standard Indicators Version Date... 5 Preamble Staff Roster construction and Rostering is to be considered with regard to needs of service recipient, stakeholders and the designated program. All rosters are to be resource frugal and responsibly constructed within (QLS) budget capabilities. 1. Key Elements All rosters are to be prepared and made available using the online rostering system known as Rotaville. Support staff are to ensure that they have been registered on the Rotaville system with designated administrative staff. This may include the set up of an account, in order for rostered shifts and hours to be allocated. Support staff are to ensure that they confirm all of their relevant rosters online. In the event that support staff do not have access to a computer, a computer will be made available for staff use at the QLS office. Support staff are to confirm/reject all designated shifts for the upcoming month's rosters when they are made available Rotaville. Any rosters that have not been accepted 72-hours prior to their start time, may be reallocated to other staff members. All support staff are to complete and their completed Staff Roster Availability form to their designated Coordinator with a CC to the receptionist at head office, for the upcoming month by no later than the 15 th of the each month. (EG: for the month of April, the Staff Roster Availability form would be completed and ed by no later than 15 th March). The exception to this is where the upcoming month is January; Staff Availabilities are to be submitted by 7 December due to the holiday season and office closures. Rosters will then be available for staff to access by no later than 20 December. Should a support staff member fail to submit their availability by the required date, it will be assumed that they are available for all available shifts/hours for the upcoming month. The relevant Coordinator for each program and/or client is responsible for the rostering of staff for the relevant program/clients. Coordinators, with the assistance of designated administrative staff, will ensure that rosters are made available to all support staff members by no later than the 25 th of each month, with the exception of the January roster, which will be made available by 20 December. Staff Rostering Policy, Version 7 Page 1 of 7 July 2013

2 Upon receipt of a roster(s), it is a support staff member s responsibility to immediately check that they are correct and that they do not conflict with other rosters or activities, or place them in a situation where overtime will be required. Should there be an error, the support staff member is to contact the relevant Coordinator or administration as soon as practical during business hours, and inform of the error. This is to be immediate to the On-Call Officer if the shift falls in the hours prior to the next office working day. Should a support staff member require time off from work, a Staff Leave form should be completed and ed to the reception as soon as the required time is identified, so that there is minimal impact on the client s rosters. The required dates that the staff person is unavailable should also be added to the Staff Roster Availability form. 1. Every effort will be made to try and meet the preferences of the support staff member; however staff will be placed in accordance with client or program needs for the designated time frames. 2. Permanent and permanent part-time staff will be given preference to casual and probationary employees unless there is a clear advantage to the client or program and the reason is able to be qualified. 3. Permanency of shifts or hours at a site will only be offered where it is a condition on the offer of employment and agreed to by the employee and the employer within the terms of engagement. In all other instances QLS reserves the right to offer work across a variety of sites within a variety of program areas. 4. Staff may be offered up to a maximum of: 3 x 24-hour shifts per week, or 5 x 12-hour shifts per week, or A combination of shifts, or Up to 38 individual hours 5. Where staff shortages occur, additional shifts/hours may be offered to staff over and above what may be considered their average time worked. These will be determined by client needs, program needs, staff seniority and budget capacity. Contractual appointments and agency support will only be considered after all internal avenues have been exhausted in providing staff. 6. Should a rostered shift or hours not be able to be filled, QLS in accordance with the relevant industrial articles, reserves the right to move a staff person from a designated site to another site within the hours of the offered shift. Staff are entitled to claim mileage for the distance in between the required work sites. 7. Support staff must have a valid reason for not working with a particular client. (EG: previous assault, refusal of client to work with staff member). Should a valid reason be justified, this will be noted on the staff member s file, and a note retained within the roster notes for On- Call. 8. Where permanent or permanent part time staff are offered work on a temporary basis over and above what would be deemed their normal work allocation, a formal notification will be forwarded from the relevant administration officer outlining the temporary nature of the engagement. This is to ensure that no misconception as to permanency of the arrangement is seen to exist. Coordinators will refer any such instances to the Senior Human Resources Officer and to Payroll Officer. 9. Where clients or stakeholders have direct involvement in the rostering process, Coordinators must advise the relevant client as to the industrial responsibilities and obligations of the organisation. Should conflict arise, the organisation has the right to make the final decision Staff Rostering Policy, Version 7 Page 2 of 7 July 2013

3 on the relevant roster and the client advised of their rights in accordance with the grievance policy. (QLS is the obligated employer, therefore is ultimately responsible for the decision as to who is rostered) 10. Any dispute as to a designated shift is to be dealt with at a senior management level in line with the client and/or staff grievance procedure. 11. All other industrial requirements are to be referred to the appropriate section of the QLS Collective Agreement or aligned industrial legislation or instrument. 2. General Shift Rules No permanency of shift on designated days is to be offered unless decided by senior management as a requirement of an individual client s program. This, in turn, will require adjustments to offers of employment for which Coordinators are charged with notification to the relevant administration personnel No staff are to be rostered on consecutive 24 hour shifts, without prior approval of senior management. A minimum break time of 2-hours is required where a 24 hour shift has concluded in the morning, with the staff person sleeping in the second half of the shift, prior to them starting another shift, unless this is a prior agreed commitment of the staff person which is duly registered through an offer of employment. Consideration of the abovementioned rules will be extended to staff with second jobs or where QLS is the secondary employer when those working hours may interact with these rules. Refer to the Fatigue Policy 3. Weekends It is a condition of employment that all support staff work a minimum of one weekend shift per month, unless prior exemption is gained by senior management, in which case this will be recorded on the staff member s file. No staff are to be rostered to work for 3 consecutive weekends unless prior approval of senior management and the relevant support staff member is met, or where continuous weekend work has been offered as part of the terms of employment. 4. Shift Variations Staff wishing to be replaced on a designated shift must firstly attempt to organise this themselves, by contacting other members of their team and asking for a replacement. Once a replacement is located, the replacement and the designated staff must both advise the office staff during business hours of the changes to the relevant roster. If the change is on a weekend, both parties are to leave a message on the QLS office answering machine advising of the changes to the relevant roster. There is no need for the On-Call Officer to be contacted. The staff member who is being replaced is also to ensure that the replacement staff member is not being placed into a situation where they will be accruing overtime. There will be no guarantee that the relinquishing staff person will gain a replacement shift at a later date. They may undertake to gain a swap with another team member but should not hold the expectation that this will occur. Where support staff have contacted either their relevant Coordinator or the On-Call staff member identifying that they are ill and unable to start or complete their designated shift and are too unwell to locate a replacement, it is the responsibility of either the relevant Staff Rostering Policy, Version 7 Page 3 of 7 July 2013

4 Coordinator or the On-Call staff member to find a replacement support staff member for that shift. There is no guarantee that this support staff member, who has been replaced, will be offered another shift in lieu of the replaced shift. Should a shift or hours be cancelled by a service recipient, a minimum of 24-hours notice is required to inform the support staff member, otherwise a minimum of 2-hours pay is to be paid to the support staff member with the relevant charge made to the account of the service user via their pay and contact sheets, unless another shift or hours is able to be organised and offered. The staff person who is to receive the 2 hours minimum is then to be designated work at another site for this 2 hours. Should any additional shifts or work be offered to support workers which will place them into an overtime situation, it is the support worker s responsibility to inform the relevant Coordinator and/or the On-Call staff member that the offered shift or work will place them into overtime situation. 5. Supporting Policies Fatigue Management Policy Key Support Worker Policy Staff Rehabilitation Policy On Call Policy 6. Information Sheets QLS Collective Agreement 7. Responsible Officers Support Staff Administrative Staff Coordinators Senior Coordinator Senior Administration Directorship 8. Service Standard Indicators 1.1 The organisation has accountable and transparent governance arrangements that ensure compliance with relevant legislation, regulations and contractual arrangements 1.7 The organisation has effective information management systems that maintain appropriate controls of privacy and confidentiality for stakeholders. 2.1 Where the organisation has responsibility for eligibility, entry and exit processes, these are consistently applied based on relative need, available resources and the purpose of the service. 3.3 The organisation has processes to ensure that services delivered to the individual/s are monitored, reviewed and reassessed in a timely manner. Staff Rostering Policy, Version 7 Page 4 of 7 July 2013

5 4.1 The organisation provides services in a manner that upholds people s human and legal rights. 6.1 The organisation has human resource management systems that are consistent with regulatory requirements, industrial relations legislation, workplace health and safety legislation and relevant agreements or awards. 6.3 The organisation provides people working in the organisation with induction, training and development opportunities relevant to their roles. 9. Version Date Version 1... March 2004 Version 2... August 2006 Version 3... March 2007 Version July 2010 Version 5... November 2010 Version 6... February 2012 Version 7... July 2013 Staff Rostering Policy, Version 7 Page 5 of 7 July 2013

6 Procedural attachment for Staff Rostering Policy Step Staff Member Duty Due date 1 Receptionist / Administration Staff 2 Support staff 3 Receptionist / Administration Staff 4 Coordinators 5 Coordinators 6 Support Staff 7 Support Staff 8 Coordinators / Administrative Staff Ensure that Staff Roster Availability form are ed to all support staff Complete and Staff Roster Availability form all completed Staff Roster Availability forms to Coordinators and Administrative staff who assist with rostering Start drafting rosters on Rotaville Complete all rosters on Rotaville for the upcoming month. Confirm all designated rosters on Rotaville for the upcoming month Regularly check Rotaville for roster changes Regularly check Rotaville for any unconfirmed rosters within a 72 hour period and reallocate as required 1 st day of each month No later than 15 th of each month (7 th of December) As received 16 th of each month (8 th of December) 25 th of each month (20 th of December) 26 th of each month (21 st of December) Regular Intervals Daily Staff Rostering Policy, Version 7 Page 6 of 7 July 2013

7 Staff Rostering Policy, Version 7 Page 7 of 7 July 2013