POLICY UNDER REVIEW Please note that this policy is under review. It does, however, remain current Trust policy subject to any recent legislative changes, national policy instruction (NHS or Department of Health), or Trust Board decision. For guidance, please contact the Author/Owner. Document Title Date Issued/Approved: September 2007 Date Valid From: 4 July 2017 Date Valid To: 31 March 2018 Directorate / Department responsible (author/owner): Helen Strickland HR Business Partner Contact details: 01872 252649 Brief summary of contents To provide clarification and guidance for managers and staff on the application of national terms and conditions of service in respect of starting salaries. Suggested Keywords: Target Audience Executive Director responsible for Policy: Starting pay, pay Date revised: July 2017 This document replaces (exact title of previous version): Approval route (names of committees)/consultation: RCHT CFT KCCG Director of Human Resources and Organisational Development OMG/JCNC Divisional Manager confirming approval processes Signature of JCNC Chair or Deputy Deputy Director of HR and OD {Original Copy Signed} Signature of Executive Director giving approval Publication Location (refer to Policy on Policies Approvals and Ratification): Document Library Folder/Sub Folder Links to key external standards {Original Copy Signed} Internet & Intranet Human Resources Not applicable Page 1 of 2 Intranet Only
Related Documents: Training Need Identified? Agenda for Change Job Matching Policy Equality, Inclusion and Human Rights Policy National Terms and Conditions of Service Recruitment and Retention Policy Recruitment Policy No This document is only valid on the day of printing Controlled Document This document has been created following the Royal Cornwall Hospitals NHS Trust Policy on Document Production. It should not be altered in any way without the express permission of the author or their Line Manager. Page 2 of 2
V2.1 July 2017
Table of Contents 1. Introduction... 3 2. Purpose of this Policy... 3 3. Scope... 3 4. Definitions/Glossary... 3 5. Ownership and Responsibilities... 4 5.1 Role of Managers... 4 5.2 Role of Individual Staff... 4 6. Standards and Practice... 4 6.1 Appointment of applicants joining the NHS for the first time or rejoining the NHS... 4 6.2 Appointment of applicants currently employed in the NHS (including RCHT)... 5 6.3 Incremental Dates... 6 6.4 Competitive Salaries and Recruitment & Retention Premia (RRP)... 6 6.5 Organisational Change... 7 7. Dissemination and Implementation... 7 8. Monitoring compliance and effectiveness... 7 9. Updating and Review... 8 10. Equality and Diversity... 8 Appendix 1. Governance Information... 9 Appendix 2.Initial Equality Impact Assessment Screening Form... 11 Page 2 of 13
1. Introduction 1.1 This policy has been introduced to ensure a consistent approach is adopted when establishing the starting salaries of new staff and internal promotees from within the Trust. 1.2 Giving incremental credit without a good reason is contrary to the principle of fair pay within Agenda for Change (AFC). Therefore it is important to adopt a consistent approach to ensure that relevant equivalent knowledge and skills are treated the same. 1.3 In exceptional circumstances, following discussion with the Human Resources Business Partner Team, the appointing manager will need to consider if previous relevant experience should be rewarded. In such circumstances the following guidance will be followed but with reference to existing appointments in the same or similar roles to ensure equivalency of pay. 1.4 Unsocial hours payments, overtime or other payments and allowances, currently received in addition to basic pay, will not be taken into account when determining starting salaries in a new position. 1.5 When appointing RCHT staff in receipt of pay protection, advice should be sought from the relevant Human Resources Business Partner Team. 1.6 This version supersedes any previous versions of this document. 2. Purpose of this Policy The aim of the policy is to provide guidance to managers to ensure that there is a consistent approach to the starting salary offered to new starters and internal promotees within the Trust. 3. Scope This agreement will apply to all new appointees to the Trust and internal promotees within the Trust employed on Agenda for Change Terms and Conditions of Service. 4. Definitions/Glossary Unsocial Hours - hours worked any time on Saturdays, Sundays, Public Holidays and any week day after 8 pm and before 6 am. Overtime - authorised extra time worked in a week above standard hours (37.5 hours). Break of service - a break of service of no more than 3 months would allow entry to the same point on the salary scale as previously attained and the deferment of the incremental date by the period of the break, provided the return is to the same role and band. Page 3 of 13
Gateways - gateways are points on a pay band where assessment of the application of knowledge and skills necessary to progress will be made. There are two gateway points, the foundation gateway and second gateway. For further information on second gateways, please refer to Section 6.18 of the AFC Terms and Conditions of Service. 5. Ownership and Responsibilities 5.1 Role of Managers Appointing and line managers are responsible for ensuring they comply with the conditions set out in this policy when establishing the starting salary of all new staff or internal promotees. Managers who do not follow this guidance may be considered to have misused Trust monies and may face investigation and action under the Trust Disciplinary Policy and Procedure. It is therefore important to discuss any queries or concerns with the relevant Human Resources Business Partner Team, before implementing any variation to the basic starting salary. 5.2 Role of Individual Staff New staff and internal promotees are expected to provide all relevant information/evidence of previous service and salary details to establish the correct starting salary. 6. Standards and Practice 6.1 Appointment of applicants joining the NHS for the first time or rejoining the NHS 6.1.1 Offers will normally be made at the minimum of the relevant pay band for those who have had no or less than 12 months aggregated previous relevant experience of the role to which they are recruited. 6.1.2 Where an individual has relevant previous experience in or outside the NHS in an equivalent or higher level post, one incremental point above the minimum may be awarded for each complete 12-month block of aggregated experience providing it is at an equivalent or higher level and the experience is directly relevant to the role. 6.1.3 Relevant service will need to be evidenced and agreed by the manager appointing to the post who will need to sign that they accept the application of knowledge and skills as at least equivalent to the post to which they have recruited. This can be evidenced by reference to application forms, job descriptions, references and Knowledge and Skills framework (KSF). The measure of 'relevance' of previous knowledge and skills will be judged with reference to the Knowledge and Skills Framework (KSF) post outline for the role. 6.1.4 The appointing manager s decision must then be approved by their own line manager. Where a decision is likely to have an impact across a profession, the professional head of that profession, or service lead, must determine the equivalency of any service to ensure consistency across the organisation. Page 4 of 13
6.1.5 Appointments beyond the second gateway must be based on aggregated NHS service alone. For further information on second gateways, please refer to Section 6.18 of the National Terms and Conditions of Service. 6.1.6 The appointing manager must be able to justify their decision including the impact on: other staff already in post other staff outside the immediate department consistency across the Division/Trust. 6.1.7 Where the last payslip or previous NHS service is not confirmed by the first day of appointment to the Trust, Payroll will pay at the minimum of the grade pending confirmation of previous service. Back pay will be paid once confirmation of relevant previous service is received, which must be within 6 months of the date of commencement unless extenuating circumstances exist. 6.1.8 Once completed an Authorisation of Previous Relevant Experience Form (available from Recruitment Services) should be attached to the Appointment Form for submission to Workforce Information/Payroll in the normal way. 6.2 Appointment of applicants currently employed in the NHS (including RCHT) 6.2.1 In order to place new appointees on the correct pay scale, applicants should be asked to bring their most recent NHS payslip with them on their first day of service. 6.2.2 Payroll will refer to the incremental point on the payslip to establish the correct starting pay point in accordance with the NHS national terms and conditions of service. This will depend on whether the new role is: at a higher band (i.e. promotion): the starting salary will be the minimum of the new pay band or, if this does not result in a pay increase, the first pay point that would deliver an increase to pay (by reference to any recruitment and retention premium, if applicable) at a lower band: the starting salary would be the point the individual would have reached had time served in jobs at the same or a higher band been served in the new, lower band job, e.g. an individual who has previously worked in a relevant role at a higher pay band, e.g. Band 6, could be appointed 4 incremental pay points if appointed to a relevant Band 5 role. Please see section 6.1.5 (appointments above the second gateway) the same band and the same role: the starting salary will be same pay point they were paid previously the same band but a different area of work: the starting salary will depend on whether their previous experience is directly relevant. Where an individual has directly relevant previous experience in the NHS in a relevant equivalent or higher level post, one incremental point above the minimum can be awarded for each Page 5 of 13
complete 12-month block of aggregated experience. This should only be applied if the experience is directly relevant to the role. 6.2.3 Relevant service will need to be evidenced and agreed by the manager appointing to the post who will need to sign that they accept the application of knowledge and skills as at least equivalent to the post to which they have recruited. This can be evidenced by reference to application forms, job descriptions, references and Knowledge and Skills framework (KSF). The measure of 'relevance' of previous knowledge and skills will be judged with reference to the Knowledge and Skills Framework (KSF) post outline for the role. 6.2.4 The appointing manager s decision must then be approved by their own line manager. Where a decision is likely to have an impact across a profession, only the professional head of that profession can determine the equivalency of any service. 6.2.5 Where the last payslip or previous NHS service is not confirmed by the first day of appointment to the Trust, Payroll will pay at the minimum of the grade pending confirmation of previous service. Back pay will be paid once confirmation of relevant previous service is received, which must be within 6 months of the date of commencement unless extenuating circumstances exist. 6.2.7 Once completed the Authorisation of Previous Relevant Experience form (available from Recruitment Services) should be attached to the Appointment Form (along with a copy of any recent NHS payslip) for submission to Workforce Information/Payroll in the normal way. 6.3 Incremental Dates 6.3.1 For newly appointed NHS staff, promoted staff and staff appointed from other organisations to different roles, the incremental date for their appointment shall be the date of appointment to the post. 6.3.2 Staff appointed from other NHS organisations to the same band and role without a break in service 1 shall retain their existing incremental date. 6.3.3 Staff returning to the same role and band after a period greater than 3 months may be credited with their previous experience to determine the point on the scale. However, the incremental date would be the date of appointment to the post. 6.4 Competitive Salaries and Recruitment & Retention Premia (RRP) 6.4.1 The national application of job evaluation and banding means that applying the Trust should allow managers to offer competitive salaries to the majority of applicants. However, it is recognised that market forces can apply to some jobs and geographical areas. 6.4.2 The Agenda for Change pay system provides employers with local flexibility to pay recruitment and retention supplements in response to local market pressures. A recruitment and retention premium (RRP) is an addition to the pay of an individual Page 6 of 13
post or groups of posts where local market pressures would otherwise prevent the employer from being able to recruit and retain staff in sufficient numbers for the posts concerned at the normal salary for the job of that weight. 6.4.3 If, having taken account of previous experience, it is not possible to match an applicant's current salary, appointing managers must not simply offer a higher point on the band as this would undermine the link between existing levels of pay and experience/skill within the team or staff group and mask the fact that there may be a need for a Recruitment and Retention Premia (RRP) payment to be considered. 6.4.4 In these circumstances guidance must always be sought from the relevant HR Business Partner and the guidance set out in the Trust Recruitment and Retention Policy should be followed, a copy of which is available on the Trust document library. 6.5 Organisational Change If the appointment is as a result of, for example, organisational change, protection of salary may apply in accordance with the Trust s Pay Protection Policy. In this situation, managers should always seek advice from the appropriate Human Resources Business Partner Team. 7. Dissemination and Implementation 7.1 A copy of the policy will be stored electronically in the HR section of the Trust s document library on the Internet/Intranet site. 7.2 A copy of the policy will be circulated to members of the HR Business Partner teams and Payroll Team to enable them to support the implementation of the policy. 7.3 A clear communication will be sent to managers to make them aware that the policy has been issued and that they are responsible for cascading the information to their staff members, including staff members who do not have regular access to e-mail. 7.4 The Trust s Directors and Chair of the JCNC will be advised of the issue of the new policy. 7.5 Information to promote awareness of the policy will also be included in the Daily Bulletin. 7.6 No training needs have been identified. 8. Monitoring compliance and effectiveness Element to be monitored Lead Tool Frequency Correct application of the policy. Deputy Director of Human Resources This will be tested through analysing the number of related grievance cases raised and recorded on the HR Case Log. Six monthly Page 7 of 13
Reporting arrangements Acting on recommendations Change in practice and lessons to be shared The numbers will be reported to the Governance Committee and the information will be shared with the JCNC. The overall effectiveness of the policy will be considered and any remedial actions identified will be recorded in the relevant meeting notes or minutes. The Deputy Director of HR will ensure any subsequent recommendations are undertaken. Any policy / system improvements will be actioned in partnership with Staff Side within six months and communicated to staff. 9. Updating and Review The policy will be reviewed every 3 years or earlier in view of any developments which take place that may include legislative changes, national policy instruction (NHS or Department of Health), Trust Board decision, or request by either party. 10. Equality and Diversity 10.1. General statement This document complies with the Royal Cornwall Hospitals NHS Trust service Equality and Diversity statement which can be found in the 'Equality, Diversity & Human Rights Policy' or the Equality and Diversity website. 10.2. Equality Impact Assessment The Initial Equality Impact Assessment Screening Form is at Appendix 2. Page 8 of 13
Appendix 1. Governance Information Document Title Date Issued/Approved: September 2007 Date Valid From: 4 July 2017 Date for Review: 30 October 2017 Directorate / Department responsible (author/owner): Helen Strickland, HR Business Partner Contact details: 01872 252474 Brief summary of contents To provide clarification and guidance for managers and staff on the application of national terms and conditions of service in respect of starting salaries. Suggested Keywords: Target Audience Executive Director responsible for Policy: Starting pay, pay Date revised: July 2017 This document replaces (exact title of previous version): Approval route (names of committees)/consultation: RCHT PCT CFT Director of Human Resources and Organisational Development Agenda for Change Starting Salaries Policy OMG/JCNC Divisional Manager confirming approval processes Signature of JCNC Chair or Deputy Signature of Executive Director giving approval Publication Location (refer to Policy on Policies Approvals and Ratification): Document Library Folder/Sub Folder Links to key external standards Related Documents: Sophie Scott Deputy Director of Human Resources Original signed Original signed Internet & Intranet Human Resources Intranet Only Not applicable Agenda for Change Job Matching Policy Equality, Inclusion and Human Rights Page 9 of 13
Training Need Identified? Policy National Terms and Conditions of Service Recruitment Policy No Version Control Table Date Version No Summary of Changes Changes Made by (Name and Job Title) September 2007 1.0 General Principles May 2012 2.0 Policy review. July 2017 2.1 Minor update and removal of authorisation of previous experience form (now available from Recruitment Services) pending full review of policy. Helen Strickland HR Manager Helen Strickland Human Resources Business Partner Helen Strickland HR Business Partner All or part of this document can be released under the Freedom of Information Act 2000 This document is to be retained for 10 years from the date of expiry. This document is only valid on the day of printing Controlled Document This document has been created following the Royal Cornwall Hospitals NHS Trust Policy on Document Production. It should not be altered in any way without the express permission of the author or their Line Manager. Page 10 of 13
Appendix 2.Initial Equality Impact Assessment Screening Form Name of service, strategy, policy or project (hereafter referred to as policy) to be assessed: Directorate and service area: Is this a new or existing Procedure? Non-Clinical/Human Resources Name of individual completing assessment: Helen Strickland 1.Policy Aim* Existing Telephone: 01872 252474 To ensure that there is a consistent approach to the salary offered to new starters with the Trust and those being promoted, this protocol sets out the approach agreed by the Trust 2. Policy Objectives* To provide clarification and guidance for managers and staff on the application of NHS national terms and conditions of service in respect of starting salaries 3. Policy intended Outcomes* Consistent approach to starting salaries adopted across the Trust. 4. How will you measure the outcome? 5. Who is intended to benefit from the Policy? 6a. Is consultation required with the workforce, equality groups, local interest groups etc. around this policy? b. If yes, have these groups been consulted? c. Please list any groups who have been consulted about this procedure. Number of grievances raised. Pay audits. All staff, the Trust Yes Yes JCNC *Please see Glossary 7. The Impact Please complete the following table using ticks. You should refer to the EA guidance notes for areas of possible impact and also the Glossary if needed. Where you think that the policy could have a positive impact on any of the equality group(s) like promoting equality and equal opportunities or improving relations within equality groups, tick the Positive impact box. Where you think that the policy could have a negative impact on any of the equality group(s) i.e. it could disadvantage them, tick the Negative impact box. Page 11 of 13
Where you think that the policy has no impact on any of the equality group(s) listed below i.e. it has no effect currently on equality groups, tick the No impact box. Equality Positive Negative No Reasons for decision Group Impact Impact Impact Age The existence of this policy and Disability The existence of this policy and Religion or belief Page 12 of 13 The existence of this policy and Gender The existence of this policy and Transgender The existence of this policy and Pregnancy/ Maternity The existence of this policy and Race The existence of this policy and Sexual Orientation The existence of this policy and
Marriage / Civil Partnership The existence of this policy and You will need to continue to a full Equality Impact Assessment if the following have been highlighted: A negative impact and No consultation (this excludes any policies which have been identified as not requiring consultation). 8. If there is no evidence that the policy promotes equality, equal opportunities or improved relations - could it be adapted so that it does? How? A full statement of commitment to the Trust policy on equal opportunities is included in the policy Please sign and date this form. Keep one copy and send a copy to Matron, Equality, Diversity and Human Rights, c/o learning and Development, Knowledge Spa, Royal Cornwall Hospitals NHS Trust, Human Resources Department, Truro, Cornwall, TR1 3LJ A summary of the results will be published on the Trust s web site. Signed Helen Strickland Date July 2012 Page 13 of 13