POLICY ON ATTENDANCE AT WORK ADVERSE CONDITIONS

Transcription

1 POLICY ON ATTENDANCE AT WORK ADVERSE CONDITIONS Co-ordinator: Director of HR and Strategic Change Reviewer: Grampian Area Partnership Forum Approver: Grampian Area Partnership Forum Signature Signature Signature Identifier: NHSG/POL/19/HR Review date: This policy will be reviewed biennially by Grampian Area Partnership Forum Implementation date: November, UNCONTROLLED WHEN PRINTED VERSION 2 The provisions of this policy, which was developed by a partnership group on behalf of Grampian Area Partnership Forum, apply equally to all employees, who hold a current contract of employment with NHS Grampian.

2 NHS GRAMPIAN POLICY ON ATTENDANCE AT WORK ADVERSE CONDITIONS If you have difficulty understanding the English language, this policy can be made available to you in a language of your choice. This policy can also be made available, on request, in other formats e.g. in large print or on a computer disk. For all requests for copies of this policy in another language, or in an alternative format, please call the Corporate Communications Team on NHSG/POL/19/HR: Policy on Attendance at Work Adverse Conditions Version 2 2

3 NHS GRAMPIAN POLICY ON ATTENDANCE AT WORK ADVERSE CONDITIONS INDEX PAGE 1 INTRODUCTION 4 2 INABILITY TO ATTEND WORK GENERAL 4 3 INABILITY TO ATTEND WORK - SPECIFIC 5 (i) Community Staff 5 (ii) Clinical Staff 6 4 LATENESS 7 5 THE NEED TO LEAVE WORK EARLY 7 6 STAFF WHO WORK EXTRA HOURS 7 7 EXECUTION OF THE POLICY 7 NHSG/POL/19/HR: Policy on Attendance at Work Adverse Conditions Version 2 3

4 NHS GRAMPIAN POLICY ON ATTENDANCE AT WORK ADVERSE CONDITIONS 1. INTRODUCTION The objective of this policy is to provide managers and staff with guidelines in the event of adverse conditions which prevent members of staff from making normal journeys to and from their place of work e.g. bad weather, bus strikes etc. In such circumstances, staff are required to inform their manager at the earliest possible opportunity and to keep them advised of the ongoing situation. The main priority of this policy is to: a) ensure that fair and equitable procedures are applied b) enable staff to take due regard with their own health and safety during adverse conditions The implementation of this policy will be delegated, as appropriate, to all managers with responsibility for staff. Depending on an individual s role/function, there is scope in such circumstances for their work to be undertaken at home, or a location nearer their home, for a temporary period. It is accepted, however, that these arrangements will not be an option for all staff. Where, however, an employee s failure to attend work during adverse conditions is for reasons other than those related to travel, this should be dealt with under a more appropriate policy e.g. short term caring responsibilities as a result of school closures should be dealt with under the Policy on Special and Carer Leave for Domestic, Personal and Family Reasons. 2. INABILITY TO ATTEND WORK - GENERAL 2.1 The basic principle is that NHS Grampian only pays staff for being at work and a range of options exists for those who do not attend - see below. The choice of option should be agreed between the member of staff and their manager: allocation of annual leave, public holidays due, or time back for work already undertaken including Flexitime, for those who participate in such a scheme NHSG/POL/19/HR: Policy on Attendance at Work Adverse Conditions Version 2 4

5 allocation of unpaid leave agreement for the employee to take the time as part of their study leave arrangements agreement for the employee to work time in lieu of hours lost agreement to work from home agreement to work from an alternative base 2.2 Notwithstanding this, managers should consider individual situations sympathetically and not penalise staff who spend time attempting to get to work but ultimately fail and have to return home. In these circumstances, payment would be allowed, or Flexitime credited, for the time spent travelling. 2.3 However, in exceptional circumstances, managers have the discretion to grant special paid leave where, despite considerable efforts, conditions were so extreme that it was not possible for the member of staff to attend work. 2.4 It is a requirement for staff to notify their manager of any difficulty in attending work as early as possible during the day/night. 2.5 It is also a requirement for staff to notify their manager of any difficulty they might experience in covering their on call duties at the earliest possible opportunity. 2.6 All absences should be recorded on the appropriate record card. 2.7 Should a disagreement arise, the manager should seek advice on resolving the matter from an appropriate member of the HR Team and a Leading Staff Side Representative. If necessary the individual has the right to raise a formal grievance. 3. INABILITY TO ATTEND WORK - SPECIFIC It is recognised that, for community and clinical staff generally, particular circumstances exist regarding patient care. The following guidance, consistent with the spirit of that given above, should be followed. 3.1 Community Staff Community staff should prioritise their workload by assessing whether a home visit is essential and discussion should take place with neighbouring teams regarding the sharing of home visits. NHSG/POL/19/HR: Policy on Attendance at Work Adverse Conditions Version 2 5

6 The member of staff should make the decision of whether a home visit is essential based on: (a) (b) (c) (d) (e) the purpose of the visit the clinical urgency the client and the prevailing weather conditions their on call duties If, given all of the above, they decide that a home visit is not essential and can be deferred, they should inform their client(s) and, where possible, offer a new appointment/visit date. They must also notify their manager/ team leader of the decision taken. A similar decision making process should be adopted by staff who have to travel to outpatient clinics. 3.2 Clinical Staff Where such circumstances arise it is understood and expected that, while it is important for clinical staff to have due regard for their own health and safety, they will make every reasonable effort to attend work. Where adverse conditions do lead to non-attendance at the work place, the Clinician is expected to inform both their Clinical Manager and appropriate colleagues. The Clinician is also expected to discuss and, where appropriate, facilitate, arrangements being made to cover their clinical responsibilities which may include: (a) (b) (c) (d) re-scheduling patient appointments discussing urgent clinical matters with a colleague who has been identified as able and willing to help and/or direct telephone contact between the Clinician and/or the GP and/or the patient etc., to assess the urgency of clinical intervention on call duties NHSG/POL/19/HR: Policy on Attendance at Work Adverse Conditions Version 2 6

7 Following on from the above, it is expected that the Clinician will remain readily available for further consultation as necessary. The exception to this will be where, by mutual agreement between the Clinician and their Clinical Manager, a decision has been reached for the Clinician to take the remainder of the time as a category of formal leave e.g. annual or study leave. In such circumstances the Clinician would not be available for subsequent consultation. Where the process as described above has been prevented because, for example, other members of staff have been unable to reach the workplace or communication systems have been brought down, Clinicians are expected to use a combination of professional knowledge and balanced judgement to reach a decision on how best to deal with the situation, bearing in mind their duty of care to patients. 4. LATENESS A member of staff who arrives late for work due to travel difficulties outwith their control should not be penalised. 5. THE NEED TO LEAVE WORK EARLY During periods of, for example, extremely bad weather, managers/team leaders need to assess whether it is possible to let members of staff leave work early. Consideration should be given to updated road/weather reports, worsening conditions and distance from base to home. Under such circumstances, staff will not be penalised. 6. STAFF WHO WORK EXTRA HOURS Managers should assess the situation and decide if it is possible to work with less staff before asking those staff present to remain on the ward/in the department etc. If staff agree to undertake extra hours to help out, they should have the option of the hours being taken back as time in lieu or, if this is not possible, paid in accordance with the terms and conditions appropriate to the particular staff group - see the relevant section(s) of the Agenda for Change Terms and Conditions Handbook. 7. EXECUTION OF THE POLICY Because each employee s individual circumstances will vary, each manager is expected to use their discretion and common sense, in order to apply this policy in a fair, consistent and sympathetic manner. NHSG/POL/19/HR: Policy on Attendance at Work Adverse Conditions Version 2 7