EMPLOYEE HANDBOOK
February 2013
This handbook is provided as an accompaniment to your contract of employment. It makes reference to the terms and conditions of employment for staff employed on the Agenda for Change pay framework which covers the majority of NHS staff. If you are employed on any other terms and conditions, for example, Medical staff, then you will need to refer to your contract of employment for specific terms and conditions of employment. Contents:
Page No:
Welcome from the Chair and Chief Executive
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About the Trust
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o Our Vision
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o Our Mission
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o Our Values
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o Our Strategic Goals
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o Rights and Responsibilities
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What you should expect from the Trust
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What the Trust expects from you
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o Valuing Diversity
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Managing the Trust
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Who’s Who - Board of Directors
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Main Terms and Conditions of Service
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Policies and Procedures
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Staff Health and Well-being
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o Health & Safety
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o Learning & Development
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o Facilities and Support for Staff
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WELCOME FROM THE CHAIR AND CHIEF EXECUTIVE
Dear Colleague, We would like to take this opportunity to congratulate you on your appointment and to welcome you to the Rotherham Doncaster and South Humber NHS Foundation Trust. The purpose of this Handbook is to provide you with some key information about working in the Trust, with particular emphasis on your terms and conditions of employment and key employment policies and procedures. Please take the time to read the document carefully. This handbook is intended to complement both the Trust corporate induction and the local induction to your work area. Should you have any questions left unanswered please do raise them with your Manager/Head of Department. We hope that you will find your new job a happy and rewarding one and that you will enjoy making your own personal contribution to the work of the Trust.
Madeleine Keyworth CHAIRMAN
Christine Bain CHIEF EXECUTIVE
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ABOUT THE TRUST Rotherham Doncaster and South Humber NHS Foundation Trust (RDaSH) specialises in delivering: Adult Mental Health Services Mental Health Services for Older People Specialist children’s mental health services Learning disability services Substance misuse services Other specialist services, for example Forensic Learning Disability Services Doncaster Community Integrated Services which includes District Nursing, Health Visiting, School Nursing, Neuro-Rehabilitation, Specialist Nursing, Hospice, Smoking Cessation, Podiatry. The Trust serves a population of 850,000 and covers Doncaster, Rotherham and North and North East Lincolnshire with the range of services differing in each locality. The Trust also provides some specific Mental Health services in Manchester. OUR VISION Leading the way with care OUR MISSION "Promoting health and quality of life for the people and communities we serve." OUR VALUES
Derived from work undertaken with service users, carers and other stakeholders, our Values describe how we will act while delivering the Mission, in providing services that: Uphold the principles of the NHS Are user, carer focused Enhance quality of life Adopt the principles of recovery Are safe, whilst promoting independence Promote social inclusion Are delivered in the right place at the right time by the person with the right skills Are evidence-based and continuously developing in the light of experience Are effective, efficient and demonstrate value for money.
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OUR STRATEGIC GOALS 1. Continuously improve service quality, safety and effectiveness for our service users and carers 2. Nurture the talent, commitment and ideas of our staff in order to deliver excellent services 3. Ensure value for money and increased organisational efficiency 4. Adapt and deliver services to meet changing local needs through enhanced partnerships 5. Maintain excellent performance, develop a strong market position and improve further our reputation for quality.
RIGHTS AND RESPONSIBILITIES
What the people we serve expect of us;E SERVE EXPECT OF US To be treated with courtesy, respect and empathy To be involved in decisions which affect them To be supported by competent staff who take pride in updating their skills For decisions which affect them to be made with care, consideration and objectivity For confidentiality to be central to what we do For us to recognise and embrace that we are accountable for our actions to the people we serve What you should expect from the Trust
Fairness and Equality: A friendly, caring and safe environment in which to work which promotes respect, dignity, courtesy and consideration Recognition of achievements and thanks for hard work To be treated as an individual and valued for the contribution made To be treated no less favourably because of gender, age, sexual orientation, ethnic group, colour, disability or religion Learning and Development: To be supported and valued To have a clear job description To have a regular appraisal and personal development plan To have regular information on and access to learning opportunities Communication and Involvement: To be invited to contribute your ideas and views; to be listened to and to be able to voice concerns without fear of victimisation To be involved in influencing decisions and to be able to understand the reasons behind them To give opinions on your work experience and environment through the staff survey; feedback to Team Brief; staff focus groups and other methods 5
Work-Life Balance: To have access to flexible working policies which support everyone to work the hours that meet their needs, subject to the operational requirements of a 24 hour, 7 day a week service. Access to occupational health and associated staff support when needed What the Trust expects from you
Fairness and Equality: To treat others no less favourably because of gender, age, sexual orientation, ethnic group, colour, disability or religion To value the contribution of others and to recognise that we are all making different but important contributions Learning and Development: To be open to constructive feedback and committed to continuous learning and development To keep up to date – reading Team Brief and other available information To be responsible for recognising when we need help and encouraging others to do the same Communication and Involvement: To respond promptly to enquiries from other colleagues and to thank them for jobs well done To give constructive feedback e.g. through two-way brief, staff surveys and consultations To report concerns, raise and discuss matters with line managers and others using informal and formal Trust processes to resolve concerns wherever possible Working Standards: To find out about and respond to the individual needs of service users and carers To work to a high standard and co-operatively with colleagues, behaving with integrity, honesty and openly, and sharing ideas and concerns To attend work regularly and contact your manager if you are late or unable to attend; and to consider your team and the service you work in when making annual leave and other plans To respect and observe the need for confidentiality To take reasonable care of our own and our colleagues health, safety and welfare To adopt a positive attitude to developing services of which we can all be proud
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VALUING DIVERSITY
The Trust recognises that it can reduce disadvantage experienced by people by making its services more responsive to different community and individual needs. The Trust values the diversity of its local populations. We want our services, facilities and resources to be accessible to all members of the community regardless of gender, age, ethnic origin, religious belief, disability, marital status, sexual orientation or any other individual characteristic which may unfairly affect a person’s opportunities in life. We also recognise that our ability to meet these diverse needs is improved by having a diverse workforce which represents the local population and which has the skills and understanding to achieve our service objectives. We commit ourselves to valuing diversity in our workplace and to developing and training our employees to improve their ability to meet the Trust’s goals. We will strive to become an organisation that: -
has a workforce representative of the population we serve
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understands how valuing diversity can improve our ability to deliver better services, and so reduce disadvantage
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provide services which are responsive to the diverse needs of different individuals and communities
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provides all employees with the training and development they need to enable them to achieve the Trusts goals
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provides a supportive, open environment where all employees have the opportunity to reach their highest potential
The Trust believes that both our service users and our employees have important parts to play in making this happen. We undertake to listen to our service users and to involve them in the development of services which recognise and value their diversity. The Trust requires all employees to recognise and discharge their own responsibility for contributing to the success of this intent.
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MANAGING THE TRUST
The Board of Directors - consists of both Executive Directors drawn from the Senior Management Team and Non-Executive Directors drawn from the community the Trust services with particular expertise, for example legal skills. The Board has a chairperson who again is drawn from the community which ensures that there is a balance of both executives who have knowledge of the day to day operational issues and executives who can give an objective ‘lay person’s’ view. The Board is responsible for the strategic direction and management of the Trust. The Senior Management Team consists of paid executives who are responsible for the day to day operational management of the Trust. The Council of Governors is made up of nominated representatives from service users, carers, staff and partnership organisations covering the communities served by the Trust. They are responsible for ensuring that the strategic direction of the Trust is in the best interests of the services provided and the communities served. WHO’S WHO – BOARD OF DIRECTORS
Madeleine Keyworth Trust Chairman
Andrew Law Non-Executive Director
Michael Smith Non-Executive Director
Christine Bain Chief Executive
James Marr Non-Executive Director
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John Bell Non-Executive Director
Kathryn Smart Non-Executive Director
Paul Wilkin Executive Director Finance and Information
Richard Banks Executive Director Performance and Assurance
Lawson Pater Non-Executive Director
Helen Dabbs Deputy CEO / Executive Director Nursing and Partnerships
Navjot Ahluwalia Executive Medical Director
Rosie Johnson Executive Director Workforce and Organisational Development
WHAT THE PEOPLE WE SERVE EXPECT OF US 9
MAIN TERMS AND CONDITIONS OF SERVICE
This section has been prepared to provide a summary of the current main conditions of service for staff on Agenda for Change. The information listed does not constitute all aspects of the terms and conditions of employment. Further information on all the terms and conditions of service associated with Agenda for Change can be found on the NHS Employers website on http://www.nhsemployers.org/SiteCollectionDocuments/AfC_tc_of_service_handbook _fb.pdf Staff who are not on Agenda for Change, for example Medical Staff, should refer to their contract of employment in the first instance and contact the Trust Medical Staffing Department for signposting to any further relevant material. Salary The details of your band and salary are set out in the Statement of Main Terms and Conditions (your contract of employment) which is issued to you upon commencement of your employment with the Trust. You will progress through the pay points associated with the band on an annual basis to the top point provided that your performance is satisfactory and you demonstrate the agreed knowledge and skills appropriate to the post and the pay band. Your annual progression will take place on your incremental date which is normally the anniversary of your date of commencement. Salaries are paid on the 28th day of each month (or the previous working day if the 28th day falls on a weekend or Bank Holiday) by credit transfer direct into a bank or building society account. Hours of Work Full time hours are 37.5 per week. Details of your hours of work will be included in your Statement of Main Terms and Conditions. You will be informed by your line manager of the normal starting and finishing times. Annual Leave and General Public (Bank) Holidays Entitlement to annual leave for full-time staff commences at 27 days per year, rising to 29 days after 5 years NHS service and 33 days after 10 years NHS service. In addition there are 8 Bank/Public holidays: Christmas Day Boxing Day New Years Day Good Friday Easter Monday May Day Spring Bank Holiday Monday August Bank Holiday Monday Part-time staff will have a proportionate entitlement to annual leave and public holidays which will be calculated in hours.
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The annual leave year runs from April to March and staff commencing or leaving employment with the Trust part-way through a leave year will receive an entitlement proportionate to completed calendar months of service in that year. NHS Pension Scheme Membership of the NHS Pension Scheme is optional and open to all members of staff. Contributions are made both by the employer and the employee. Please note that you will automatically be included in the NHS Pension Scheme unless you complete an Opt Out form (SD502) which is available from the Pay Services Department. Further information on the scheme is available from the Trust Pensions Officer on 01302 796397. Staff Expenses Expenses incurred during your employment, for example, travel and course fees, will normally be reimbursed by the Trust,. These expenses are reimbursed according to the relevant Trust policies and procedures. Before incurring any expenses, approval must be obtained from your manager who will be able to advise you on allowable expenditure and the method by which it may be claimed. Where you are authorised to use your own vehicle on Trust business, it is essential to ensure that your car insurance covers you to drive on employer’s business and includes passengers or carriage of equipment as appropriate. Sickness Absence Your employment with the Trust is conditional upon your continuing satisfactory health enabling you to attend regularly for work and perform your full range of duties. In accordance with the Managing Sickness Absence Policy, the Trust may at any time, as a condition of your employment, require you to attend Occupational Health to assess your fitness to return to or remain in employment. Staff who are unable to attend work due to illness must follow the Trust Sickness Notification Procedure. If you are absent from work due to illness between 1 and 7 calendar days you will be required to complete the Trust’s self certification form. For absences due to sickness beyond 7 calendar days you will be required to submit a medical certificate covering the period of absence from the 8th day of sickness until a final medical certificate permits you to resume your normal duties. Failure to provide timely medical certificates may result in sick pay being withheld. Confidentiality Maintaining confidentiality of information related to individual patients or members of staff is a very important aspect of your work within the Trust. Failure to maintain confidentiality of such information may constitute a serious disciplinary offence. Staff should also bear in mind the importance of sharing essential information with carers and others, with the consent of each patient.
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There will also be circumstances where critical risk information will need to be shared with partner agencies, subject to guidance and advice available from your manager. You should remember that your duty, to respect the confidentiality of the information to which you have access in the course of your employment with the Trust, continues even when you are no longer an employee. Leaving Your Employment – Notice Periods If you decide to leave your post you are required to give the Trust notice, in writing, that you intend to leave as follows: Band 1 Bands 2-5 Bands 6-7 Bands 8-9,
4 weeks 4 weeks 8 weeks 12 weeks
The above notice periods have been locally agreed within the Trust for staff on Agenda for Change terms and conditions. These notice periods will apply unless your contract of employment states otherwise, in which case the latter will take precedence.
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POLICIES AND PROCEDURES Your employment with the Trust is subject to the Policies, and Procedures formally adopted by the Trust and notified to you from time to time. All the Trust’s Policies, Procedures and Guidelines can be downloaded from the Trust’s Intranet Site http://www.rdash.nhs.uk/corporate-information/publications/policies/employmentpolicies/ The Trust Policies, Rules and Procedures are organised into a number of key themes e.g. Employment; Clinical; Health and Safety. Dependent upon your role within the Trust, you will need to familiarise yourself with the policies relevant to your role. For example, if you are working in a clinical environment, you will need to know the Clinical policies which impact upon your role and your department. The Trust induction process – which consists of a corporate and local induction - will help to signpost you to the relevant information. The purpose here is to highlight the core employment policies and procedures which you should ensure you are familiar with. The Trust determines and implements Employment Policies, Rules and Procedures in consultation with recognised trade unions/staff organisations. Staff Induction All staff appointed to work in the Trust receive an induction. This is critical to both developing a better understanding of the organisation which you have joined and to ensuring that from day one you are able to operate safely and effectively. The induction consists of a “corporate” induction covering information which is universal to all employees and a “local” induction which covers the specific rules, requirements and knowledge relevant to the department in which you will be working. You should ensure that you have undertaken both elements of the induction and if you are in any doubt about whether you have been adequately briefed to commence work in the Trust then please notify your Appointing Officer/ Line Manager immediately. Leave for Domestic, Personal and Family Reasons The Trust is committed to provide staff with appropriate leave facilities which will enable them to balance work commitments and domestic, personal and family responsibilities outside work in a manner consistent with good employment practice. This includes arrangements for maternity, paternity, adoption, parental, carer and bereavement leave. Further information on all of the above can be found on the Policies section of the Trust extranet Disciplinary Procedure Breaches of disciplinary rules will result in disciplinary action being taken in accordance with the Trust’s Disciplinary Procedure. This procedure is designed to provide a fair and consistent method of dealing with alleged failures to observe working and practice rules.
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Grievance and Dispute Procedure If you have a problem or grievance relating to your employment eg, your working conditions, you should discuss the matter with your supervisor/manager in the first instance. If you are not satisfied after discussing the matter with your supervisor/manager, there is an agreed procedure which you can follow to ensure that your concern is addressed fairly and objectively. Personal Harassment Policy The Trust is committed to providing a working environment in which the dignity of individuals is respected. Any allegations of harassment/bullying will be taken seriously and handled discretely by management at every level in order to ensure that there will be no victimisation of any employee making or helping someone to make a complaint. Disclosure of Concerns on Healthcare Matters (Whistleblowing) There may be occasions when members of staff need to raise matters of concern about healthcare matters without fear of victimisation and in a manner consistent with their duty of care as employees. These concerns may range from patient care to financial irregularities. The Trust Disclosure of Concerns Policy provides information and guidance on how to report such issues. The NHS Counter Fraud Service is responsible for tackling all fraud and corruption in the NHS and protecting its resources so that they can be used to provide the best possible patient care. If you believe you have good reason to suspect a colleague, patient, contractor or other person of fraud or corruption, or an offence involving the Trust or a serious infringement of trust or NHS rules, you should report it immediately. The policy also confirms the expectation that concerns will be raised internally before they are raised with parties outside the Trust. Professional Registration of Qualified Staff No person may be employed by the Trust in any occupation requiring professional registration unless that person is included in the appropriate professional register and can demonstrate evidence of his or her registration The responsibility for maintaining registration rests with the employee. If registration lapses then the employee can be suspended from duty without pay until proof has been received that registration has been renewed. Guidelines for the Undertaking of Private/Secondary Work It is recognised within the NHS that for various reasons some staff may wish to undertake additional employment outside of the contract which they hold with the Trust. Setting aside those instances where the undertaking of private work or secondary employment is covered by explicit contractual provisions, the Trust does not prohibit members of staff from undertaking such work or employment providing the following conditions are met:
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That such work is not undertaken at times when the employee’s contract is considered to be in operation, i.e. such work must not be undertaken during identified periods of duty or authorised absence.
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That the Trust reserves the right to address any concerns which it may have that any such additional private work is having an adverse impact upon the employee’s ability to discharge his or her contractual duties effectively.
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That such private work should not place the employee is a position in which he or she is considered to be in competition with the Trust for the provision of services, since this would be considered to be a breach of the duty of care which the employee owes to his or her employer.
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That you declare to the Trust the fact of any additional employment so that the Trust can confirm with you that you are not undertaking hours in excess of the European Working Time Directive.
You will be expected to abide by the above guidelines and not bring yourself into a position of a conflict of interest with the Trust as your employer. If you are unsure of your position, you are strongly advised to seek guidance from your manager before making a commitment to undertake private work / secondary employment. Failure to seek such guidance will not be deemed satisfactory explanation if the Trust should have cause to question the appropriateness of any private work / secondary employment which you may undertake Trust Acceptable Use Policy The Trust Acceptable Use Policy applies to all staff and to those others offered access to Trust resources. Use of the Internet by Trust employees is permitted where such use is suitable for service purposes and supports the goals and objectives of the Trust and its service units. -
email accounts, internet ID’s and web pages should not be used for anything other than Trust-sanctioned communications and/or research
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use of internet/intranet and email may be subject to monitoring for security and/or network management reasons. Users may also be subject to limitations on their use of such resources
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the distribution of any information through the internet, computer-based services, email and messaging systems is subject to the scrutiny of the Trust. The Trust reserves the right to determine the suitability of this information
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the use of computing resources is subject to UK law and any illegal use will be dealt with appropriately.
Declaration of Interest and Hospitality Policy Public sector bodies, including the NHS, must be impartial and honest in the conduct of their business, and their employees should remain above suspicion.
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With the exception of modest ‘tokens of appreciation’, all gifts, vouchers, fees, special discounts, rewards or preferential treatment must be refused. In situations where refusal is impossible or might offend, employees must only accept on behalf of the department or service which they represent and inform their manager or departmental head of the situation. Offers of gifts and hospitality must be declared and accurately recorded in a timely manner. Supporting Staff There may be situations when a member of staff is involved in a traumatic/stressful incident, complaint or claim, and requires support from the Trust as its employer to help deal with particular situations. This policy sets out guidance on the form of that support and the method through which it can be accessed.
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STAFF HEALTH AND WELL BEING
HEALTH & SAFETY
Health and Safety at Work The Trust accepts responsibility for ensuring the health, safety and welfare of all employees and visitors. There are a number of Health and Safety policies (which are available on the Policies section of the Trust extranet) to ensure all work is carried out in a safe manner and without undue risk to employees or members of the public. Every supervisor/manager has responsibility for the health, safety and welfare of staff under their control. In addition, every employee has a responsibility to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions. Safety and Accidents Safety is everyone’s responsibility. If you see anything which you think could be a hazard, you must report it to your manager. Use of all machinery, equipment, dangerous substances, means of production, transport equipment and safety devices must be in accordance with relevant training and instructions. You must inform your supervisor/manager of dangerous situations or shortcomings in Health and Safety arrangements. An Accident/Incident Form (IR1) must be completed in respect of any accident, incident or near miss to you or any individual on Trust premises. Guidance on how to complete IR1 forms is available on the Trust extranet. Security Please help us to keep our premises safe by developing a security conscious attitude. Each individual member of staff should ensure that they are familiar with the information and guidance provided in the Security Policies which are available on the Policies section on the Trust extranet. The Trust does not accept responsibility for any personal property including motor vehicles that are lost or damaged on its premises. You are advised to take out insurance against such risks including the loss of personal possessions. Identity Badges Identity badges should be visibly displayed at all times whilst on duty. Uniforms/Protective Clothing If your job requires a uniform and/or protective clothing, you will be issued with these on your first day, together with instructions for their care and cleaning.
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LEARNING AND DEVELOPMENT
Learning and Development is a key and fundamental element to making sure that all our staff have the necessary skills and knowledge to support the organisation as well as giving them the opportunity for ongoing personal development. The Trust produces an annual Learning & Development programme which can be accessed from line managers or on the extranet under Learning & Development. The programme is split into two sections: Mandatory Training Staff Development A nomination form for any of the above courses can also be found in the Learning and Development section of the extranet. Qualification Based Sponsorship Applications are invited at the beginning of each financial year for work related courses leading to a recognised qualification for which other sources of funding are not available. Staff will be expected to have the support of their line manager and the Assistant Director/Head of Service and where approved, the Trust will contribute to the cost of course fees. Applications relate to the current year only. For courses lasting more than a year a separate application must be made each year. The application process takes place from 1st April until the end of May each year. All nominating officers are informed of the process and applications forms are available in April for the forthcoming academic year. Support Funding Funding is available for clinical and non-clinical support staff to meet both personal development and service needs. All staff who do not possess a work related professional qualification may access training up to NVQ Level 4 and its equivalent. The application process takes place from April until end of September. Personal Development Review All staff have an annual Personal Development Review (PDR) session where their development needs are discussed. This is where your individual Personal Development Plan (PDP) will be developed and agreed. Information on all the above can be found on the Staff Training section of the Trust extranet or by contacting the Learning and Development Team on 01302 796241
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FACILITIES AND SUPPORT FOR STAFF
Employee Assistance Programme – PAM Assist A Employee Assistance Programme is available to all staff 24/7, 365 days a year. PAM Assist provides confidential information, counselling and support to staff on a range of issues including money management, work life and personal crises. Flexible Working A range of flexible working options are open to all staff aimed at helping them achieve a healthy work life balance. Any request for flexible working must be considered alongside the needs of patients, service users and work colleagues. Staff wishing to consider flexible working options should discuss this with their supervisor/manager and familiarise themselves with the Trust Right to Ask for Flexible Working Arrangements Policy which is available on the Policies section of the Trust extranet. Trade Union Representatives The Trust and Unions are committed to working in partnership and are therefore committed to establishing and maintaining an effective and mutually beneficial framework for consultation and discussion of key strategic issues facing the Trust. All staff are encouraged to join a Trade Union. A full list of union representatives is available within the HR Section under Staff Council on the Trust intranet.
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