Meeting of Lanarkshire NHS Board th 28 May 2014

Lanarkshire NHS Board Kirklands Hospital Bothwell Telephone 01698 855500 www.nhslanarkshire.org.uk

Agenda Item

NHS BOARD COMMITTEE DRAFT ANNUAL REPORT 2013-2014

1. Name of Committee:

Staff Governance Committee

2. Committee Chair:

Mrs. Lilian Macer, Employee Director

3. Committee Members: Mrs. Neena Mahal, Chair, NHS Lanarkshire Mrs. Sandra Smith, Non Executive Director Mrs. Lilian Macer, Non Executive Director Mr. Philip Campbell, Non Executive Director (from 1/4/2014) Dr. Avril Osborne, Non Executive Director (from 1/4/2014) Mr. Ian Ross, Chief Executive, NHS Lanarkshire Mr. Donald Spence, UNITE Representative Mr. David Boyd, GMB Representative Mrs. Mary Samson, UNISON Representative Mr. Robert Foubister, UNISON Representative 4. Officer Attendees:

Mr. Kenneth Small, Director of Human Resources Mr. John White, Divisional Director of Human Resources Mrs. Ruth Hibbert, Divisional Director of Human Resources Mrs. Susan Dunne, Head of Organisational Development Mrs. Karon Hamilton, Head of Communications Mr. Gordon Gray, Head of Health and Safety (Salus) Mr. Tom Wilson, RCN Representative Ms. Margo Cranmer, UNISON

5. Meetings held during the year: The Committee met 4 times during the year from April 2013 to March 2014 as follows: 1st July 2013 2nd September 2013 15th January 2014 27th March 2014

1

6. The Work of the Committee during the year: 6.1

The terms of reference and remit of the Committee was reviews at the meeting on 27th March 2014.

6.2

The committee fulfilled its remit throughout the year, considering a full programme of work including Annual Reports for 2012/13 as follows: • • • • • •

6.3

Equality and Diversity Steering Group Organisational Development and Training Library Services Disclosure Nursing, Midwifery and Allied Health Professions Medical Education – deferred until May 2014 due to the unavailability of Dr. Alastair Cook, Medical Education at the January meeting

Staff Governance Action Plan 2012/13 Reports The Committee received quarterly reports on action and progress in relation to Staff Governance Action Plans on: • • • •

Appropriately Trained Provided with an Improved, Safe Working Environment Treated Fairly and Consistently Well Informed

In addition, the Committee received a detailed report on each of these topics at one meeting during the year. 6.4

Staff Survey 2013 The Committee oversaw arrangements for the promotion and administrative arrangements for completion of the Staff Survey 2013. The Committee received a report on the NHS Lanarkshire Staff Survey Results for 2013 and commissioned an associated action plan for 2014/15.

6.5

NHS in Scotland: HR Shared Services Programme The Committee received a report on an NHS in Scotland initiative to introduce an HR Shared Services programme focussed on recruitment, employee services and medical staffing.

6.6

HR Performance Dashboard The Committee received a demonstration of the HR Performance Dashboard. Presentations on the Dashboard will feature as routine agenda items in 2014/15 ongoing.

2

6.7

Reports from the Remuneration The Committee received reports from meetings of the Remuneration Committee on 12th January 2013, 12th March 2013, 17th June 2013 and 4th March 2014.

6.8

NHS in Scotland Staff Experience Programme (iMatter) The Committee received a presentation from Liz Reilly, National Staff Experience Project Manager on the National Staff Experience Project. The Committee were keen for NHS Lanarkshire to participate in the roll out of the project.

6.9

Communications Strategy The Committee received and approved the draft NHS Lanarkshire Communications Strategy 2013-2018. The Committee also approved the associated 2013/14 Communications Action Plan.

6.10

HSMR / HIS Report The Committee received a presentation on the HR / OD / Practice Development challenges included in the HSMR / HIS Report. The Committee noted that an HR / OD / Practice Development Action Plan had been developed to focus and prioritise action.

6.11

Staff Governance Standard Monitoring Framework The Committee received CEL26(2013) which set out the revised arrangements for submission of Staff Governance Standard monitoring returns for 2013/14. Returns require to be submitted by the 9th May 2014.

6.12

NHS Lanarkshire Equality Strategy The Committee received a presentation on the NHS Lanarkshire Equality Strategy for 2013-2017 replacing the NHS Lanarkshire Single Equality Scheme. The Committee supported the 16 aims included in the strategy and the associated actions.

6.13

A Healthier Future - Organisational Values and Behaviours The Committee received a progress report on implementation of the organisational development plan in support of A Healthier Future. This included a detailed presentation on roll out of an Organisational Development initiative Values in Action, embedding the values and behaviours approach.

6.14

Everyone Matters: 2020 Workforce Vision The Committee received copies of the Scottish Government Health and Social Care Department publication Everyone Matters: 2020 Workforce Vision. The Committee noted the requirement to produce an associated annual action

3

plan and supported the approach that the action plan should be integrated with the annual Staff Governance Action Plan, Staff Survey Action Plan and HSMR / HIS Action Plan for HR / OD / Practice Development. 6.15

Minutes from meetings of Sub-Group: The Committee received and noted minutes of the regular meetings of: • • • •

7.

The Area Partnership Forum Staff and Organisational Development Group Equality and Diversity Steering Group Human Resources Forum

Improvements overseen by the Committee: • • •

Development and Implementation of the Human Resources Dashboard. Structured annual reporting from HR / OD / Practice Development / Medical Education / Library Services / Equality and Diversity and Disclosure. Development of an Everyone Matters: 2020 Workforce Vision Implementation Framework 2014/15 which integrates all HR / OD development work and activities.

8. Matters of concern to the Committee: •

eESS: The Committee noted concerns raised by other Health Boards based on their experience in roll out of the eESS System ahead of NHS Lanarkshire. The significant reliance of the NHS in Scotland on eESS in the provision of interactive electronic employee data capture and reporting.

9. Review of Performance •

The Committee has reviewed its performance and can confirm that it has met in line with Terms of Reference and fulfilled its remit during 2013/14. Based on assurances received and information presented to the Committee, adequate and effective staff governance arrangements were in place throughout the year.

Kenneth A Small March 2014

4

NHS LANARKSHIRE STAFF GOVERNANCE COMMITTEE TERMS OF REFERENCE

ROLE AND PURPOSE The Staff Governance Committee (SGC) is a standing Committee of Lanarkshire NHS Board. The SGC exists to develop, support and maintain the existence of a culture and employment arrangements across NHS Lanarkshire to achieve the highest possible standards in people management. The SGC will promote acceptance of collective rights and responsibilities, the importance of effective partnership and collaborative working and will energise continuous improvement to make NHS Lanarkshire the employer of choice in recruitment and retention of staff.

SPECIFIC RESPONSIBILITIES The specific responsibilities of the SGC are to: ▪

Through routine receipt of reports and minutes from the Area Partnership Forum and focused agenda management, monitor progress and achievement against the 5 component parts of the Staff Governance Standard : 1. 2. 3. 4. 5.

well informed appropriately trained involved in decisions which affect them treated fairly and consistently provided with an improved and safe working environment

▪

Approve, monitor and evaluate strategies and plans developed to deliver continuous improvement in people management, including annual Staff Governance Action Plans.

▪

Monitor the effectiveness of partnership and people management structures and processes to ensure delivery against the Staff Governance Standard.

5

▪

Monitor and influence the effectiveness of policy development and the development and deployment of people management strategies across NHS Lanarkshire, this to include oversight of implementation of the workforce implications of the NHS Lanarkshire Single Equality Scheme.

▪

Exercise oversight of the effective discharge of responsibility by the NHS Lanarkshire Remuneration Committee.

▪

Monitor the arrangements and content of the timely submission of Staff Governance information and evidence for national monitoring arrangements.

▪

Exercise oversight in the production of Staff Governance information for the annual Statement of Internal Control.

CHAIRPERSON The Staff Governance Committee will be chaired by the Employee Director.

EXECUTIVE DIRECTOR LEAD Generally, the designated Executive Lead will support the Chair of the Committee in ensuring that the Committee operates according to / in fulfilment of its agreed Terms of Reference. Specifically, they will: ▪

support the Chair in ensuring that the Committee Remit is based on the latest guidance and relevant legislation, and the Board's Best Value framework;

▪

liaise with the Chair in agreeing a programme of meetings for the business year, as required by its remit;

▪

oversee the development of an Annual Workplan for the Committee which is congruent with its remit and the need to provide appropriate assurance at the year-end, for endorsement by the Committee and approval by the NHS Board;

▪

agree with the Chair an agenda for each meeting, having regard to the Committee's Remit and Workplan;

▪

lead a mid-year review of the Committee Terms of Reference and progress against the Annual Workplan, as part of the process to ensure that the Workplan is fulfilled;

▪

oversee the production of an Annual Report on the delivery of the Committee’s Remit and Workplan for endorsement by the Committee and submission to the NHS Board.

6

MEMBERS ▪

Membership of the Staff Governance Committee will consist of 4 non-Executive Directors, one of which must be the Employee Director and 4 Staff Side Chairs of Operating Divisions (1 Acute, 2 CHPs, 1 PSSD).

IN ATTENDANCE Meetings of the Staff Governance Committee will normally be attended by: ▪ ▪ ▪ ▪ ▪

Director of Human Resources (Executive Director Lead) Associate Directors of Human Resources x 4 (Acute, CHP, OD, Salus) Two additional named Staff Side Representatives (agreed by the joint staff side) General Manager / Service Manager (1 Acute, 2 CHPs) Head of Communications

The Lanarkshire NHS Board Chairman and other Non-Executive Directors will have a right of attendance at any meeting. Other Senior Managers and Staff Side Representative may attend by invitation or arrangement.

QUORUM To be quorate, meetings will require the attendance of two non-executive Directors of Lanarkshire NHS Board and at least one of the Staff Side Chairs of the Operating Divisions.

FREQUENCY OF MEETINGS Meetings will be held quarterly. Additional meetings will be held as required with the agreement of the Chairperson and two members of the Committee.

MINUTES A formal Minute of all meetings and decisions taken will be recorded and circulated.

7

MID-YEAR REVIEW OF TERMS OF REFERENCE AND ANNUAL WORKPLAN In order to ensure that the Committee functions in accordance with its agreed Terms of Reference / Remit and delivers its Annual Workplan, both documents will be the subject of a mid-year review by the Committee. The review will identify any areas of slippage on timescales / tasks and put in place any additional actions to ensure full delivery of the Committee’s Remit and Workplan by the business year end. This review will also provide an opportunity for the Committee to consider the need for any amendment / update to the Terms of Reference which, in the event, will require to be approved by the NHS Board.

REPORTING The Staff Governance Committee will report directly to the Lanarkshire NHS Board. Minutes of each meeting of the Committee will be submitted to the Lanarkshire NHS Board, and will be made freely available to staff and the public. Other reports will be provided at the request of the Lanarkshire NHS Board, or as deemed appropriate by the Committee.

ANNUAL REPORT In accordance with Best Value for Board and Committee Working, the Committee will submit to the NHS Board in May an Annual Report, encompassing : the name of the Committee; the Committee Chair; members; the Executive Lead and officer supports / attendees; frequency and dates of meetings; the activities of the Committee during the year, including confirmation of delivery of the Annual Workplan and review of the Committee Terms of Reference; improvements overseen by the Committee; matters of concern to the Committee. Where the review by the Committee of its Terms of Reference results in amendment the revised Terms of Reference must be submitted to the NHS Board for approval. The Committee Annual Report will inform the submission of any appropriate assurance to the Chief Executive at the year-end, as part of the Statement of Internal Control.

8