HR Extra July 2015.pdf

10 July 2015

About the HR teamThe team are now fully at home in our new offices, on the 2 nd floor between CharterHouse and Fountain House, near to the water fountain and drinks machines. It has been nice to see people popin to say hello so remember our door is always open; well nearly always! More about that later on...The noticeboard outside our office is packed with HR information. Please take and look and let us know if there’sanything else you’d like to see on there. We now also have a secure suggestion box on the wall next to the HRnoticeboard, so do put in your ideas for improving working life at the CCG and we will see what we can do.We have had many changes in the HR team over recent months so you may be unsure as to who does what.Here is a brief update including some of our responsibilities2Anne Ephgrave, Head of HROverall responsibility for the HR risks for the CCG. Oversees the HR team.anne.ephgrave@enhertsccg.nhs.uk Office: 01707 369421 / Mobile: 07917 107 951Jenny Holland, Senior HR AdvisorOversees the HR Advisors and Administrators. Second point of contact for all HR concerns.Deputises for Head of HR when Anne is not around.jenny.holland@enhertsccg.nhs.uk Office: 01707 369577 / Mobile: 07789 744722Bruno Korfant, HR AdvisorBruno has experience in recruitment and has come to the CCG from an acute trust in London. Heis the lead for staff absence reporting and questions. Bruno will also be the point of contact forseveral directorates (TBC) after the appointment of another HR Advisor in the next few weeks.bruno.korfant@enhertsccg.nhs.uk Office: 01707 369704Vacancy, HR AdvisorFirst point of contact for several directorates whichare to be confirmed following appointmentGisella Harris, HR AdministratorResponsible for overseeing recruitment.Lead on mandatory training and Practice Nurse traininggisella.harris@enhertsccg.nhs.uk Office: 01707 369418Alex Weaver, HR Admin SupportAlex can be contacted for all recruitment issues. Healso updates the HR pages on the intranet (staff zone)Alex.weaver@enhertsccg.nhs.uk Office: 01707367213Jade Roe, HR Admin SupportSupports the recruitment process. Your contact forissues relating to appraisalsJade.roe@enhertsccg.nhs.uk Office: 01707 367209General HR queriesaskHR@enhertsccg.nhs.ukESR queries:ESRHelpdesk@enhertsccg.nhs.ukExpensesccgtravel.enh-tr@nhs.netPlease note that every Thursdaymorning from 9am to 12 noon theHR office will not be open. This isto allow for HR staff meetings,development and training for theteam.If there is an urgent need for HRadvice or support, you can call andleave a message.

PoliciesThe CCG is beginning to harmonise the differentpolicies from several organisations. This is beingdone with support and input from the unions andstaff representatives.All policies are available on the intranet and clearlystate their start date and whether they are currentCCG policies or relate to previous organisations. Atpresent the harmonised policies are:Annual LeaveAttendance ManagementWorklife BalanceWe will let you know about any newly reviewedpolicies through Charter Chat.Off sick? Let your managerknowThe CCG’s new ‘attendance management’ policy setsout your responsibility and that of your manager if youare not well enough to come into work. This is a newpolicy so please take the time to read it.Responsibility of the employee:Report sickness to your line manager by telephone atthe earliest opportunity, on your first day of sickness.Sending a text, emailing or leaving voicemail messagesis not an acceptable means of informing a manager ofabsence; you must speak directly to your manager.If you are really too unwell to even pick up the phoneyourself, it is your responsibility to arrange for a friendor relative to call in on your behalf. Your line managershould follow up with a personal telephone call as soonas is practicable in the individual circumstances.When you call in you should explain the reason(s) foryour absence and when you expect to return to work.You must phone your manager every day of yourabsence to keep them updated on how long you expectto be away, unless you have been signed off by a GP.AppraisalsEvery member of staff is entitled to an appraisalonce a year and for a review every six months.Appraisal paperwork is on the intranet here andonce complete, should be signed by employee andline manager and sent tojade.roe@enhertsccg.nhs.ukA copy will be placed on your personal file and thedates of your appraisal and review will be enteredonto the electronic staff record (ESR) to allow theCCG to keep track of missing appraisals and to makesure that staff receive any incremental payincreases they are due.To help you and your manager get the most out ofthe appraisal process, we will soon be runningtraining sessions for staff. Please keep an eye outfor the dates in the staff e-magazine, ‘Charter Chat’.3Please remember that late notification of sicknessabsence or failure to comply with this procedure,where there is no justification, may result indisciplinary action and/or loss of pay.Responsibility of the manager:When you receive a call, you must ask• The reason for absence• How long they are likely to be off for and if there isany work that needs picking up.After receiving a phone call from an unwell staffmember, the line manager should inform HR by email:Bruno.korfant@enhertsccg.nhs.uk stating the name ofstaff member and reason for their absence. If the staffmember is off for more than one consecutive day,please keep Bruno informed on each day of absenceOn the day of return from sickness, inform HR by email.Carry out ‘return to work’ interviews after every periodof sickness absence, on the day of return. You can findthe relevant form here.Please remember that if you don’t give HR a returndate for your staff member, it will be left open, whichcould have an impact on pay for future sickness.

Claiming travel expensesPlease submit your expenses regularly. Login in tothe online expenses system here.If you need help or have a question about claimingexpenses, please use this email address:ccgtravel.enh-tr@nhs.net Expenses are processedby the payroll department and not HR.Occupational HealthThe Occupational Health team visits the CCG twice amonth and base themselves in the staff room on the2nd floor of Charter House. Do pop in and see them ifyou have a quick question. Dates and times of theirnext visits will be sent out in the July Charter Chat.RecruitmentAll recruitment, whether it be for a permanent, fixedterm or agency staff member, should have all therelevant paperwork to accompany it.• ‘Authority to recruit’ form – appropriately signed• Job Description / Person Specification using the CCGtemplate• ‘Advert information form’ completed with theclosing date and interview date.Mandatory trainingAlmost all of your mandatory training can be donethrough our online system, OLM. Instructions onhow to access OLM are available here. If you haveany problems or questions about your training,please email Gisella.harris@enhertsccg.nhs.uk andshe will be able to assist you.The HR team keeps a record of all staff training so itis important that we are notified of any coursesundertaken through OLM or elsewhere. If youcomplete an online course, choose the option toprint the certificate or take a screenshot and give toGisella for this to be noted on your file and your ESRrecord.All this information should be sent toAlex.weaver@enhertsccg.nhs.uk. Alex will be able tohelp you with interview dates and which HR member(if you would like one) will be able to assist you onthe panel. All jobs are placed on the NHS Jobswebsite, and also in the weekly bulletin which goes toCCG staff.The HR Team would like to set up a focus group ofrecruiting line managers to look at the recruitmentprocess, forms and guidance. This will help us ensurethat the process is smooth and the HR team offersmanagers the support they need when recruiting. Ifyou are interested in joining this group please emailaskHR@enhertsccg.nhs.ukPlease do not send this information anywhere else,as it causes confusion and doubling of work for allconcerned.4

The Employee AssistanceProgramme (EAP)This is a confidential telephone and online basedservice for staff and their families. It offers supportand guidance on things that may be causing staffstress or worry, in their work or in their personal lives.In cases where it is recommended by the EAP, face-tofacecounselling sessions may also be arranged.Office etiquetteThings are hotting up at Charter House. As well asthe office being a hive of activity, temperatures arerising as the sun makes its summer appearances.More hot weather is forecast for later this month, soif you are struggling in the heat and think that a fanwould help, speak to Julie Andrews who can orderone for you.If you arrive early in the morning, do your colleaguesa favour by opening the windows near you and try tokeep any blinds closed to keep the building as cool aspossible. Because we regularly welcome guests intothe office, it is important to look smart andprofessional even in the summer months, so pleasesave your Bermuda shorts and strappy tops for theweekend. Socks and sandals have been ruled out bythe fashion police.We all used by now to working in an open planoffice, but there are a few things we can do to makethe working environment as pleasant as possible foreveryone. We would politely ask that if you need tokeep your personal mobile on, please put it to silent,vibrate or on a very low volume.Try not to shout or talk across other people’s desksand if you need to discuss things with a teammember that requires more than a short response,try and find a meeting room.If you no longer require a meeting room that youhave booked, please cancel your booking on theelectronic calendar, and if it’s on the day, cross outyour name on the booking sheet on the meetingroom door.5Staff can access the Employee Assistance Programme,at any time, by telephoning 0800 328 1437 or visitingwww.employeeassistance.org.ukThe CCGs access code is enhertsccg.Coming soon!INTRANET - We are going to revamp the HR Sectionon the intranet and will include things such as FAQs,so if you have a burning question, do let us know viaaskHR@enhertsccg.nhs.uk and we will include it inthis section.HOT-DESKING – Several of the HR Team will be hotdeskingover the coming months. This is so you canget to know us and for us to understand more aboutyour work and teams. We are all very nice and partialto the odd cup of tea, so don’t be alarmed if we turnup next to you.APPRAISALS - Training sessions for staff are beingarranged. Please keep your eye out for the dates.And finallyYou may have noted a couple of very young facesaround the CCG recently and wondered if you weregetting old. Don’t worry, they were our recent workexperience staff members. As a CCG we do acceptyoung adults on a week’s work experience.We also encourage paid interns with a keen interestin the NHS who are waiting to go to university or areon a gap year. Recent interns like Sam Luck and StephSmith have been a real asset to the CCG, gettinginvolved in lots of important and challenging work. Ifyou know of a young person who may be interestedin a paid intern role, do let the HR team know.