WORK PLACEMENT POLICY and PROCEDURE HR31 Applies To: Compiled By: WORK PLACEMENT STUDENTS HR DEPARTMENT Date Compiled: March 2014 Date of SMT Approval: March 2014 Date of JNC Approval: April 2014 Review Date: April 2015 1
WORK PLACEMENT 1. Introduction 1.1. Work placement experience is an important element in assisting individuals to make appropriate career choices, in particular potential career choices within the NHS. Work placements can be a valuable way of individuals gaining confidence, experience and learning within a working environment. The NHS LA encourages work placements that contribute to its work and, are of value to the individual. 1.2. Work placements are carried out on an employer s premises in which an individual carries out a particular task, or a range of duties more or less the same as an employee, but the emphasis will be on the learning and experience aspect. The success of any work placement programme relies upon an effective partnership between the employer, the work placement organiser (if appropriate) and the individual. 1.3. Work placement programmes should be planned and structured to be engaging, informative and worthwhile for the individuals who participate. Any work placement programme should also rely on input from tutors and placement organisations which link their programmes to the curriculum needs of the placement individuals. 1.4. This Policy and Procedure will cover all individuals who may apply to the NHS LA for work placements and, is predominately aimed at academics or individuals via the following: Individual University/College placements short unpaid work placement for two weeks National Apprenticeship Service (NAS) Trainees NHS Graduate Management Training Scheme Paid Internships (Agenda for Change Band 1) Graduate Trainees (Paid in accordance with Agenda for Change provisions on apprenticeships) 1.5. The organisation will plan for the above programme of placements throughout the year in order to manage them around the business planning cycle. 1.6. In the case of the NHS Graduate Scheme and the National Apprenticeship Scheme there may be additional requirements required by the organisations supporting the trainees/apprentices that must also be adhered to. 2
1.7. Ensure that the NHS LA is aware of all work placement individuals working either paid or unpaid, enabling the organisation to address its legal responsibilities with regards to employment law, Working Time Regulations (1998), Risk Management and Health and Safety Regulations. 1.8. The NHS LA is committed to equal opportunities and this is reflected in all our Policies and Procedures and, is integral to the provision of our services. As employers we welcome applications for work placements regardless of disability, gender, age, sexual orientation, religion, race or ethnic background. 1.9. NHS LA will ensure that it is aware of, and has properly approved the purpose to which the work placement individual is engaged and the work that will be undertaken by the individual. 1.10. NHS LA will be confident that work placement individuals are properly employed and supervised during the placement and, individuals only have the necessary access to systems, information and services that is required to undertake the duties of the placement. The NHS LA will ensure that there are no conflicts of interest attached to work placement individual, thus enabling the protection of intellectual property. 2. Aims and Objectives 2.1. Managed work placement programmes can make a valuable contribution to the work and profile of the NHS LA. However, these benefits need to be assessed in the context of the resources available at the time of the work placement request. 2.2. Work placement programmes will assist placement individuals in achieving their desired learning outcomes in relation to their academic curriculum. It can also increase the knowledge, skills and experience and therefore assisting the individual to make informed career choices. 2.3. All staff (particularly Line Managers and Supervisors) involved in supporting work placements are required to follow this Policy and Procedure, as are the work placement individuals. 3. Equality Impact Assessment 3.1. As part of its development, this Policy and Procedure and, its impact on equality have been reviewed in consultation with Trade Union and other employee representatives in line with the Authority s Equality Scheme and Equal Opportunities Policy. The purpose of the assessment is to minimise and if possible, remove any disproportionate impact on work placement students 3
on the grounds of race, sex, disability, age, sexual orientation, religious or other belief. Assistance will be given to work placement individuals who need help in writing their complaints because of a disability or because they have problems with English. No other detriments were identified. 4. General Principles for Work Placements 4.1. The NHS LA will offer the following number of work placements in any year (April March): Anything over this limit will be agreed by the Recruitment Oversight Committee (ROC). Two internships paid at Agenda for Change Band 1 NHS Graduate Trainees Two apprenticeships (can be up to 18 months) Two summer short terms placement (two weeks unpaid) Six short term unpaid placements through the year (two weeks unpaid) 4.2. Work placements should be established in an identified setting with defined outcomes and involves work considered essential to the organisations core business and in line with strategic objectives and priorities. This can include sending the work placement student for days out to panel firms or other parts of the business where appropriate. 4.3. Work placement applications will be considered on an individual basis based on personal competencies and relevant experience (personally, academically and professionally), that demonstrate a capacity to achieve the agreed learning outcomes of the individual. 4.4. Work placement programmes should be for an agreed time period, any extension beyond the agreed period will require approval by the Recruitment Oversight Committee (ROC). 4.5. Work placement individuals must be assigned a Named Supervisor or manager for the duration of the work placement programme. The Supervisor may change if the individual moves within the business. The Supervisor is responsible for monitoring and providing management support to the individual throughout the placement. The Supervisor will be responsible for undertaking an end of placement evaluation. 4.6. Individuals undertaking work placements will be subject to NHS LA s Policies and Procedures. The following standard recruitment checks will be required prior to individuals taking up any work placement programme: 4
Two satisfactory references Occupational Health Clearance Photographic Identification and Proof of Address (Right to Work) Sign a Confidentiality Agreement If using IT equipment, sign forms issued by IT 4.7. Work placements can be paid or unpaid, dependent on the application and whether the individual is a member of a national training programme (e.g. National Apprenticeship Service, NHS Graduate Management Training Scheme). Expenses incurred in travelling from home to work placement base and return, will not be paid. Travel expenses that are incurred whilst carrying out NHS LA business duties during the duration of the placement and, agreed by the Supervisor, will be paid in line with the NHS LA s Travel Expenses and Reimbursement Policy (FP01). 4.8. The HR Department can provide references to work placement individuals who have completed a programme of work at the NHS LA. 4.9. There is no guarantee of paid employment at the end of the work placement programme; however the individual can apply for any suitable NHS LA vacancy via NHS Jobs and the normal NHS LA recruitment and selection process. 4.10. The Named Supervisor has the right to terminate a work placement programme if the Supervisor considers the behaviour or attitude of the individual to be inappropriate. Any termination should only take place after consultation with the appropriate NHS LA Director and Head of Human Resources. 5. Application Process 5.1. Requests for work placements can be received from a variety of sources as detailed in Section 1.4. 5.2. All requests for work placements should be submitted by the individual on the Work Placement Application Form (Appendix 1) with the following timescales: Two internships paid at Agenda for Change (Band 1) by 1 September each year NHS Graduate Trainees (as and when) Two apprenticeships (can be up to 18 months) - to be managed via appropriate NAS provider twice a year Two summer short term placements (two weeks unpaid) by 1 June each year 5
Six short term unpaid placements through the year (two weeks unpaid) by 1 September each year 5.3. All Work Placement Application Forms plus accompanying CV and, other documentation relating to the work placement request, should be submitted to Human Resources by the above dates. 5.4. On receipt of Work Placement Applications, Human Resources will identify and contact the appropriate Director (or their designate) who will consider all applications for consideration throughout the year. 5.5. Human Resources will have overall responsibility for administering, collating, recording and providing approval outcomes of all work placement applications. 6. Approval Process 6.1. Human Resources will submit the completed application forms (being mindful of the deadlines for summer and year long placements) and accompanying documentation (i.e. application and CV) to the Recruitment Oversight Committee (ROC) for final sign off and approval. 6.2. The Recruitment Oversight Committee (ROC) will consider each individual Work Placement Business Case on its own merits, taking into account the agreed outcomes for both the individual and the organisation. 6.3. The Recruitment Oversight Committee (ROC) will communicate the outcome of the Work Placement Business Case to the Head of Human Resources. 7. Outcome of Applications 7.1. The Head of Human Resources will contact and provide the outcome of the ROC decision to Director (or their designate) and the individual, and, the rationale behind any unsuccessful application. 8. Monitoring and Evaluation 8.1. Monitoring and evaluation is a key requirement for successful work placement programmes. The work placement individual will be monitored, supervised and evaluated throughout the duration of the placement; this will ensure that the agreed and desired outcomes of the placement are progressing as planned. 6
8.2. The Named Supervisor and individual must evaluate the work placement on completion of the programme (Appendix 2). Completed Evaluation Forms should be submitted to Human Resources on the final day of the programme. Human Resources will provide to the Senior Management Team and the NHS LA Board a report of the Work Placement Programme annually; the report will provide the necessary information to support and/or review this initiative. 9. Roles and Responsibilities 9.1. Human Resources Ensure that all relevant documentation is received from Work Placement applicants by the due date by the due date (i.e. application form, CV and other relevant documentation in relation to application) and submit documentation to appropriate Director (or their designate) Submit Recruitment Business Case to ROC for sign off and approval Contact successful and unsuccessful applicants, providing rationale with regards to unsuccessful applications following ROC decision 9.2. Successful Applications Human Resources will be responsible for sending the following: Offer Letter detailing OH Clearance information (all applicants) Work Plan (all applicants) New Starter Form/P45 or P46 (only paid work placement applicants for ESR and payroll purposes) Send for References (all applicants) 9.3. Director (or their designate) Review work placement applications on receipt from Human Resources Complete Recruitment Business Case if work placement can be accommodated and submit to Human Resources Assign a Named Supervisor Compile work plan for duration of placement 9.4. Named Supervisor Responsible for requesting appropriate resources prior to start date (i.e. desk allocation/laptop etc.) 7
Organising an appropriate induction programme for individual Monitor, manage and support student Undertake an end of placement evaluation with individual 9.5. Work Placement Student Adhere to NHS LA s Policies and Procedures Comply with Confidentiality Agreement Follow health and safety and safe working practices outlined during induction Discuss problems and concerns with their Named Supervisor immediately 10. Review 10.1. This Policy and Procedure will be reviewed bi-annually, following any recommendations by the Senior Management Team and the NHS LA Board. This will be achieved by monitoring, evaluation and queries which may arise from the use of this Policy and Procedure and, outcomes of the Work Placement Programmes. Related Policies & Procedures HR01 HR08 HR16 HR20 FP01 ITFA02 ITFA05 RM01 Equal Opportunities Induction Policy and Procedure Recruitment & Selection Probation Policy and Procedure Travel Expenses & Reimbursement Procedure/Guidance for Working with Confidential or Sensitive Information Information Security and Data Storage Policy Risk Management Strategy 8
(Appendix 1) WORK PLACEMENT APPLICATION FORM Personal Details Title: First Name: Surname: Address: Contact Telephone No: Email: College/University/Training Scheme Details (if applicable) Name of College/University/Training Scheme: Address: Name of Tutor/Adviser: Contact No: Email: 9
Area/Department Preferred Duration of Work Placement (potential start and end date) Desired Learning Outcomes from Work Placement/Supporting Statement Signed Date Please submit your CV with this application, returning to: NHS Litigation Authority, Human Resources, 151 Buckingham Palace Road, Victoria, London, SW1W 9SZ 10
(Appendix 2) Placement Individual Feedback END OF PLACEMENT EVALUATION FORM Were your desired learning outcomes achieved? Yes/No Please provide feedback Were there any other areas/departments which you feel should have been included as part of the programme? Please provide comments 11
Has your placement influenced your choice of career? Please comment Please provide feedback on your Named Supervisor (e.g. support/management/mentoring etc.) Supervisor Feedback Please provide feedback on placement individual (e.g. areas for further development, abilities etc.) 12