POL:10:PP:033:02:NIBT
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1 POL:10:PP:033:02:NIBT PAGE: 1 of 7 Northern Ireland Blood Transfusion Service POLICY DOCUMENT Document Details Document Number: POL:10:PP:033:02:NIBT Supersedes Number: 10:01:PP:033:NIBT No. of Appendices: NONE Document Title: ACTING UP POLICY ISSUE DATE: 29 JUNE 2012 EFFECTIVE DATE: 29 JULY 2012 Document Authorisation Written By: Frances McBride, HR Officer Signature: Date: Authorised By: Ivan Ritchie, Head of HR & Corporate Services Signature: Date: Authorised By: Dr Kieran Morris, Chief Executive Signature: Date: CROSS REFERENCES This Policy refers to the following documents: Doc Doc. Title Type No. POL PP:006 Equal Opportunities Policy SOP PE:004 NIBTS Procedure for Recruiting Agency Staff POL PP:009 Selection & Recruitment Policy
2 POL:10:PP:033:02:NIBT PAGE : 2 of 7 Key Change from Previous Revision: New Format Inserted 3.1 Line Managers Responsibilities Inserted 3.2 HR Responsibilities 1 STATEMENT The purpose of this policy is to promote Equality of Opportunity when acting up situations arise. This policy must be read in conjunction with the Agency s Equal Opportunities Policy (POL:PP:006). 2 INTRODUCTION 2.1 The Northern Ireland Blood Transfusion Services (The Agency), recognises the need for individuals to temporarily cover a more senior post of another member of staff who is absent or to temporarily cover where a post is vacant. This is referred to as Acting Up. This policy outlines the regulations which cover acting up and the processes to be followed to ensure that the selection of an individual to act up is equitable, clear and consistently applied throughout the Agency. 3 RESPONSIBILITY 3.1 Line Mangers Responsibilities To follow the mangers guide acting up flow chart to ensure the process is completed correctly. To complete a staff amendment form to inform Salaries & Wages, Belfast HSC Trust of the additional payment (if appropriate) to be made. To complete a staff amendment form as soon as the arrangement ends so that additional payment can be stopped. If it becomes clear that the arrangements will be a permanent requirement, to advertise the post in line with the Agency s Selection & Recruitment Procedure (POL:PP:009) 3.2 HR Responsibilities To provide advice and guidance to managers on the application of this policy
3 POL:10:PP:033:02:NIBT PAGE : 3 of 7 4 POLICY 4.1 This policy applies to all staff who are required to:- a) assume the full range of duties and responsibilities of another member of staff at a higher grade / band, for example:- Temporarily covering a post until a substantive appointment can be made; this should not exceed 6 months unless in exceptional circumstances underlined in section 4 below. Filling a post to cover maternity leave. Filling a post to cover long term absence (e.g. sickness absence). Filling posts due to other temporary absences (e.g. secondment). b) To undertake short term projects which require the member of staff to assume roles and responsibilities which are appropriately graded/banded at a higher level. When applying this policy managers should seek guidance from the HR Department, NIBTS. When applying for an acting up position, all applicants will require line manager approval. The successful applicants will retain security of job role from their substantive post. 4.2 PERIOD OF ACTING UP In most instances a period of acting up should not exceed six months. If after six months the acting period needs to be extended, then the manager should discuss an extension with the HR Department, NIBTS. However, if an acting up opportunity is likely to be for a period of longer than 6 months, unless there are exceptional circumstances e.g. covering maternity leave, long term sickness absence etc the position should be advertised internally as a Fixed Term Contract / Secondment. If the post is vacant following the original acting up period of up to 6 months, the substantive post must be subject to competition and advertised on hscrecruit.com internally at a minimum. 4.3 SELECTION PROCESS FOR ACTING UP Once a vacant position arises for a short period of time due to the reasons set out in section 3, the manager, following discussions with the HR Department, may wish to consider:- Redistributing the duties; Advertising the vacancy as a fixed term post or secondment opportunity; Look for an appropriate member of staff to act up into the post, such as deputy Using existing bank staff
4 POL:10:PP:033:02:NIBT PAGE : 4 of 7 In exceptional circumstances recruitment agencies can be approached, however, this must be in line with the agency s procedure for recruiting agency staff (SOP:PE:004). If the issue arises for a member of staff to act up, the line manager should liaise with the HR Department, NIBTS. In order to ensure that the acting up process is completed consistently, fairly and with due regard to equality of opportunity, the manager should ensure that the following steps are undertaken:- Where there is only one designated deputy for a post, that individual should be asked to act up into the position, ensuring that they are qualified to do so. However, if the acting up position is going to be longer than 6 months, competition should be sought. In the case of there being more than one potential candidate, the manager should discuss the issue with the HR Department, NIBTS and at a minimum, the manager should ensure that all potential candidates are made aware of the opportunity to act up into the position. The manager should then request applications forms or a letter of intent/expression of interest to be submitted and then follow the normal practices as per the Agency s Recruitment & Selection Policy (POL:PP:009). Where there are no potential candidates within the team, the opportunity should be advertised internally as a fixed term contract or a secondment. For long periods of acting up, the manager may wish to give consideration to the period being covered by several employees in turn, to share the opportunity to gain experience. Once an individual has been selected to act up and the manager has notified the HR Department, NIBTS, they will instruct the HR Department, Belfast HSC trust, to write to the successful candidate and confirm:- Start date Reason for the acting up Expected end date of the acting up. If the manager wishes to extend or to end the acting up period before the end date signified, the manager should discuss the circumstances with the HR Department, NIBTS. If the manager wishes to end the acting up period earlier than signified, unless in exceptional circumstances (e.g. if the immediate health and safety of staff, service users or the public are placed at risk if the acting up was to continue) the employee should be provided with a minimum of one weeks notice. The Agency reserves the right to end any acting up arrangements with immediate effect in exceptional circumstances. This should be done in accordance with the Agency s disciplinary and capability policies.
5 POL:10:PP:033:02:NIBT PAGE : 5 of GUIDELINES FOR PAY In accordance with the AfC Terms and Conditions of Service, pay should be set either at the minimum of the new pay band or, if this would result in no pay increase, the first pay point in the band which would deliver an increase in pay. The employees incremental date will remain the same. If the Acting Up is to a higher grade, but the employee remains on the same pay band, there may be no increase in pay. 4.5 PERFORMANCE / CONDUCT OF STAFF DURING THE ACTING UP PERIOD An individual s performance in the acting up position should be regularly reviewed. If concerns about performance in the higher band arise, advice should be sought from the HR Department, NIBTS. These concerns should then be discussed with the member of staff before a decision is made to discontinue the acting up arrangement. 4.6 SUBSEQUENT PROMOTION FOLLOWING THE ACTING UP PERIOD A period of acting up will not result in an individual automatically moving into the post substantively. If there is a subsequent promotion to the higher band the individual s period of paid acting service is taken into account to determine the incremental date and point of entry to the higher scale.
6 POL:10:PP:033:02:NIBT PAGE : 6 of 7 Acting Up Flow Chart Post needs to be covered due to absence or vacancy and acting up option has been chosen as desired way of covering the post. Longer than 6 months Decide the period of time to be covered Up to 6 months Advertise for a fixed term contract or secondment internally Is there a single designated deputy for the role which needs to be covered? Follow normal recruitment & selection practices as per the Agency s policy No Are there potential candidates within the team who may be suitable Yes Appoint designated deputy No Yes Inform HR Department Make candidates aware of the opportunity. Ask for application forms or letters of intent and follow normal recruitment and selection practise as per the Agency s Policy (POL:PP:009)
7 POL:10:PP:033:02:NIBT PAGE : 7 of 7 5 EQUALITY SCREENING OUTCOME This policy has been drawn up and reviewed in light of the statutory obligations contained within Section 75 of the Northern Ireland Act (1998). In line with this statutory duty of equality this policy has been screened against particular criteria. If at any stage of the life of the policy there are any issues within the policy which are perceived by any party as creating adverse impacts on any of the groups under Section 75, that party should bring these to the attention of the Head of HR & Corporate Services. Enquiries: Any enquiries regarding the application of this procedure should be referred to the Human Resources Department. Review: This policy will be reviewed by the organisation within two years of the date of implementation. 6 TRAINING REQUIREMENTS All staff are required to make themselves familiar with this policy. If you require this document in an alternative format (such as large print, Braille, disk, audio file, audio cassette, Easy Read or in minority languages to meet the needs of those not fluent in English) please contact the HR Department, NIBTS.
POL:10:EP:003:03:NIBT PAGE 1 of 7
POL:10:EP:003:03:NIBT PAGE 1 of 7 Northern Ireland Blood Transfusion Service POLICY DOCUMENT Document Details Document Number: POL:10:EP:003:03:NIBT No. of Appendices: 2 Supersedes Number: POL:10:EP:003:02:NIBT
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