PAY, ADDITIONAL ALLOWANCES AND REWARD POLICY

PAY, ADDITIONAL ALLOWANCES AND REWARD POLICY Latest Revision June 2016 Reviewer: HR Dept Next Revision May 2018 Compliance Associated Policies Contents Current legislation and guidance Recruitment Policy, Performance and Development Review Policy 1. Introduction 1 2. Principles 2 3. Salaries 2 4. Salary scales 2 5. Recruitment and starting salaries 2 6. Promotions 3 7. Acting up posts 3 8. Recognition for specific Additional Responsibilities 3 9. Qualification Awards 4 10. Mandatory Qualifications 4 11. Performance and Development Review 4 12. Bonus 6 App 1 List of supporting template forms and letters 4 1. INTRODUCTION Outcomes First Group provides high-quality care, education and clinical support every day. We create happy places that are safe, friendly and supportive, so that we can be trusted to be doing the best for each person in our care. Outcomes First Group recognises the contributions and high levels of work performance from staff members and has a procedure to pay and reward its staff. All employees will receive a pay and reward package which enables Outcomes First Group to recruit, retain and motivate suitably qualified and experienced staff. Additional allowances are paid for certain additional responsibilities, the allowance is separate from basic pay and must not be considered as part of a staff members salary. See section 8. These arrangements have been put in place to ensure consistency, clarity and transparency across the Group. For teachers pay please see Teacher s Pay Policy. 2. PRINCIPLES This policy sets out the framework, criteria and arrangements as to how salaries and rewards should be managed. Copyright Outcomes First Group, 2004. All rights reserved. 1

3. SALARIES All changes to an individual s salary, additional allowances or rewards will be confirmed in writing. There is a formal authority process to award any increases which include the Head of Service, Commercial team and HR approval. See Template RR1. 4. SALARY SCALES AND PAY PROGRESSION Salary scales facilitate the management of relativities and achievement of equity, fairness, consistency and transparency. They provide scope for rewarding performance, contribution, length of service and increases in skill and competence. They define the different levels of pay for jobs or groups of jobs by reference to their relative internal value as decided by whole job comparison and market rates. Salary scales are determined based on the market rate of the role, what the company can afford to pay and what the Group needs to pay to recruit, reward and motivate staff into a role in the future. Scales reflect the relative level of responsibility for each role and roles of a similar level of responsibility will be assigned the same scale. Salary scales are assigned to the role not to the employee. Any new role should be assigned to the scale that best matches other roles of a similar level of responsibility. There are enough scales to accommodate most newly created roles. To ensure equality of pay the creation of a new scale for each new role should be avoided. All new roles and scales must be approved by the Head of HR. Each salary scale will have a minimum and maximum level. They also have a pay progression points (PP) with the exception of Domestic and Catering Assistance. PP1 relates to passing probation and PP2 relates to 2 years service in the role or passing the first mandatory qualification depending on the role. Further progress will be made each October when any pay increases are applied For Practitioners/Therapeutic Support Workers (TSW) and Life Skill Instructors (LSI) including Vocational LSI, there is a PP2 for passing the first mandatory qualification. All other roles have PP2 applied when the staff member has been in that role for 2 years. When an staff member passes probation, gains a qualification (Practitioners/TSW/LSI only) or reaches 2 years service in the role (for all other staff) then the Administration Manager will apply any increases each month via the pay roll process. For Domestic and Catering Assistances, progression through their salary scale is dependent on increases to the National Living Wage set by the Government. Any changes will be applied each October by the Administration Manager through the pay roll process. The new minimum scale will be applied to the published scales by the HOHR. Progression through the scale is not guaranteed and is subject to individual performance (probation and obtaining qualification) and the company s ability to pay for increases each October. The minimum and maximum of each scale will be reviewed on a regular basis the review should consider the movement in market rate and the ability of the company to pay. An increase in scales may not automatically result in all employees receiving an increase though staff should be paid the minimum of their assigned scale. Copyright Outcomes First Group, 2004. All rights reserved. 2

5. RECRUITMENT AND STARTING SALARIES The recruiting manager must follow the approval process to create a new role and/or recruit for a new or replacement role/additional responsibility. See Template REC1. Once selected, staff members will normally be recruited at the minimum of the relevant scale depending on experience and skills. The recruiting Officer together with the department manager or HOS must decide on the most appropriate pay for each candidate. Practitioners/LSI and TSW s that come qualified then PP2 should be automatically awarded. Any divergence from the initial approved salary and benefits must be approved. 6. PROMOTIONS Existing staff who apply and are selected for a job in a higher salary scale can expect to receive a promotional increase of 5% of their current salary or the minimum of the scale for the new job depending on whichever is greater. 7. ACTING UP POSTS An acting up post is when there is a vacancy for a temporary length of time (normally 3months) while the role is advertised and recruited into and is not to cover odd days or holidays. Staff temporarily promoted to cover someone in a role in a higher salary band may receive an acting up allowance. The allowance will be 5% of their current salary provided that the person acting up can undertake a significant part of the role following a short period of training. After 3 months of acting up in a role staff will then move to the bottom of the salary scale for that role. If the person acting up only undertakes some or a part of the new role the acting up allowance should be amended to reflect this. Any acting up post is subject to authorisation and recruitment processes as normal. If the decision needs to be made quickly then someone can be appointed temporarily and receive the allowance while recruitment is undertaken. The details of the acting up allowance, effective start and end dates, duties and review period, will be confirmed in writing by a variation to contract letter. 8. RECOGNITION FOR ADDITIONAL RESPONSIBILITIES Staff will have the opportunity and be rewarded when they take on more responsibility subject to business needs for specific reasons. The formal authority process should be followed when proposing to assign an employee an additional responsibility allowance. That is, the role should be authorised and advertised. Following selection, staff who take on additional responsibilities such as PRICE training, SPELL trainer and First Aiders will receive an additional responsibility allowance and continue to receive the allowance subject to meeting and maintaining specific criteria: PRICE Trainer allowance SPELL Trainer allowance First Aider allowance 500 pa 500 pa 300 pa The allowance will be paid for the period the individual carries out the additional responsibility. Copyright Outcomes First Group, 2004. All rights reserved. 3

The allowance will be paid monthly and will not form part of basic salary calculations for pension or overtime purposes. If staff are not required to carry out the additional duties, decide it is not for them or on review fail to meet the criteria, the allowance will be stopped and staff will be given reasonable notice of this. See Recruitment and Selection Policy for further guidance. There will be some roles where these responsibilities will be expected to be carried out as part of the role e.g. Registered Manager where no allowance will be payable. To continue to qualify for the allowance, staff will be reviewed and assessed in line with the additional responsibility review process to ensure they meet the relevant and essential criteria and training and practice requirements. See relevant Additional Responsibilities role descriptions. In the event the job holder is on part time hours then the allowance will be paid on a pro-rata basis. Staff paid on or over their scale maximum will still be eligible to receive the allowance. 9. QUALIFICATION AWARDS Care Staff (Practitioners/TSW/LSI) who attain their first mandatory qualification will be eligible to receive an increase to their basic pay by applying PP2. Staff are not eligible to receive more than one award for a relevant qualification. This award will be added to the individual s basic salary, will not be paid as an allowance and is permanent. Part time staff will receive a pro rata award relative to their contractual hours. 10. MANDATORY QUALIFICATIONS Staff who attain their 1 st mandatory qualification will receive and increase to PP2 with regards to the following: Level 3 Diploma for Residential Childcare Level 3 Diploma in Health and Social Care [Children and Young People] - Wales and NI Level 2 Diploma in Health and Social Care [Adults] Level 3 Certificate in Supporting Teaching and Learning in Schools for LSAs (recognised by the Company as mandatory for the relevant role) To qualify for the award staff must achieve Level 2 within 12 months and Level 3 within 18 months of their enrolment date as outlined in the Learning and Development Policy. The Vocational Qualifications Manager will advise the Line Manager and local Administration Manager that the employee has been internally verified and attained the qualification. The length of time taken to complete the qualification will also be confirmed. 11. PERFORMANCE AND DEVELOPMENT REVIEW (PDR) From January 2012, all non education staff will have their annual review (PDR) carried out between January and March. All Education staff (with the exception of Teachers) will have their review between June and September to fit in with the academic year. Teachers will follow the Teachers Appraisal process and will not be eligible for Performance related pay as outlined in this policy. The key principles of the Performance & Development Review will be to: review the previous year s performance agree objectives for next year identify a personal development plan Copyright Outcomes First Group, 2004. All rights reserved. 4

The PDR is not pay related 13. BONUS To reward and motivate staff in some roles the Company may agree an annual bonus arrangement. Bonus arrangements will be non contractual and payment subject to management discretion. Success criteria, targets, payment and bonus period should be set and agreed and confirmed in writing. All bonus arrangements must be approved by the Executive Board. APPENDIX 1 LIST OF SUPPORTING TEMPLATE FORMS AND LETTERS REC1 Staff Requisition and Variation Request The above list of template forms and letters, in Word format, can be found on the Outcomes First Group Resources Portal at http://www.optionsgroup.co.uk/resources/resources_downloadable_res.php under PPM Forms and Template Letters. Please refer to the latest monthly update email for current log-on details for the Portal. Local Administration departments can assist where required. Copyright Outcomes First Group, 2004. All rights reserved. 5