booking of temporary staff policy and procedure (including

Booking of Temporary Staff Policy and Procedure (including Bank, Agency and Locums) Version 4.0 (Published: August 2019) 1 of 38

Booking of Temporary Staff Policy and Procedure (Including Bank, Agency and

Locums)

Policy Number: 141

Version: 4.0

Category: People and Development

Authorisation Committee: Terms and Conditions

Date of Authorisation 9th July 2019

Ratification Committee: People and Organisational Development Senior Leadership Meeting

Date of Ratification 30th July 2019

Author Name and Job title Natalie Thompson, Head of Resourcing Fahd Rehman, Temporary Staffing Manager

Sponsor Name and Job Title : Terry Roberts, Director of People and Organisational Development

Date issued: 5th August 2019

Next Version Date: 30th July 2020

Review Period ( 1 year, 2 year etc) 1 year

Scope All Staff and Managers

This policy has been Equality Impact Assessed

All documents must be assessed.

Uncontrolled once printed. It is your responsibility to check against the intranet that this printout is the most

recent version of this document.


Record of changes to this document

Version & Section Number

Amendment Date of Change

Change/ Addition

Reason

Version 4.0 Section 1

July 2019 Change Removal of responsibilities


July 2019 Addition Direct engagement added


July 2019 Additional Off-payroll removed

Version 4.0 Section 5.2

July 2019 Additional Cap rates to be presented at vacancy panel

Version 4.0 Section

5.5.3

July 2019 Removal Process for booking medical locums

Version 4.0 Section

5.5.6

July 2019 Removal Confirmation of booking


July 2019 Update Bank register updated


July 2019 Addition Terms of engagement


July 2019 Change Substantive staff sick leave


July 2019 Change Restrictions on booking agency workers


July 2019 Change Corporate Induction details changed

Version 4.0 Section

10.2

July 2019 Addition Hours of work

Version 4.0 Section

12.2

July 2019 Change Complaints about bank workers

Version 4.0 Appendix 7

July 2019 Addition AfC rate added

Dissemination and Consultation with Stakeholders

Disseminated to (either directly or via meetings, etc.)

Position of Stakeholder or Name of Endorsing

Committee

Format (paper or

electronic)

Date

Terms & Conditions Meeting

Electronic 26 November 2015

Ade Ajeunmobi E-Rostering Team Project Manager

Electronic November 2015

Obi Maduako-Ezyinkia

Head of OD and Workforce Information

Electronic August 2015


Graham Coombs & Dee Fisher, Nikki Rennison

Staff Side Representatives Electronic August 2015

Melissa Mellett Director of Operations Electronic August 2015

Inderjit Bhambra Interim Head of Business Partnering


Tracy Nelms Payroll Manager Electronic August / September 2015

Amos Jakachira Matron Electronic August 2015

Melanie Lowe Senior Business Manager (PMO)


All Assistant Director of Operations

Divisional Based Electronic August 2015

All Business / Service Managers / Divisional Coordinators


All Assistant Directors of Nursing


Anita Hutchins Head of Midwifery Electronic August 2015

Andy Carrey Deputy Head of Procurement /Contracts Manager


Tendai Chikasha Assistant Director of Programme Management Office


Brenda Webb Temporary Staffing Manager


Paul Cornford Interim Head of Employee Services


Debbie Perring HR Business Partner Electronic August 2015

Inderjit Bhambra Interim Head of Business Partnering


Dipak Mistry HR Business Partner Electronic August 2015

Kim Joyce Acting HR Business Partner Electronic August 2015

Komal Sharma HR Consultant Electronic August 2015

Heather Johnston HR Consultant Electronic August 2015


Contents

Section Page

Operational Summary 5

1 Introduction 5

2 Purpose 6

3 Explanation of Terms 6

4 Duties 7

5 Process for systematic implementation of the policy 8

6 Booking agency workers through approved suppliers 15

7 Agency workers Rights 16

8 Local Induction 17

9. Monitoring Performance 18

10. Timesheets and Hours of work 18

11 Annual Leave 19

12 Complaints about Temporary Workers 19

13 Appointing Temporary Workers to Substantive Posts 20

14 Equality Impact Assessment 20

15 NHS Constitution 20

16 Coaching and Support 20

17 Monitoring and Compliance of the policy 21

18 Dissemination and Implementation 21

19 Associated Documents 22

Appendices

Appendix 1 Equality Impact Assessment for this policy 23

Appendix 2 Checklist for the Review and Approval of this Policy 25

Appendix 3 Booking authorisation for temporary staff 28

Appendix 4 Terms of Engagement for Bank Workers 31

Appendix 5 Agency Worker Checklist 26

Appendix 6 On Framework or Off Framework Agency/Enhanced Rates (Above the agency rate cap) Bookings Form

37


Operational Summary

Operational Summary (to be summarised on no more than one page) Policy Aim This policy is to ensure effective, appropriate, safe and cost efficient usage and treatment of Temporary Workers within the Trust. This is to ensure that there are processes and procedures in place for the supply of Administrative and Clerical Staff, Nursing and Midwifery Staff, Medical Locums and Allied Health Professionals and Clinical Support Staff. All managers should read this policy in conjunction with the Staffing Efficiency protocol (SEP). Policy Summary This details the processes in place for booking Temporary Workers from the Trust Bank and if there is a need to book any Agency workers from the Trust preferred suppliers. What it means for staff and managers This policy applies to all managers who have a responsibility for managing and booking Temporary Workers through the internal bank and divisional medical locum bank.


1. Introduction The Hillingdon Hospitals NHS Foundation Trust is committed to the delivery of world class care and expertise to both staff and patients, and our values of CARES – communication, attitude, responsibility, equity and safety are fundamental to the delivery of this. This policy has been developed with our values in mind, and is intended to be implemented within the spirit of these values. The Trust acknowledges that from time to time, in order to cover short term unplanned staffing shortfalls such as sickness absence or unfilled vacancies and to maintain service provision, departments may need to secure Temporary Workers. The Trust has an in-house Temporary Staffing bank and Medical Locums team providing a service to cover Nurses, Healthcare Assistants/Student Nurses, Medical Locums, Midwives, Porters, ODPs and Allied Health Professional Staff (including scientific), Pharmacists as well as all non-clinical workers (for example; administrative and clerical / domestic and catering staff. The Temporary Staffing Bank operates Monday to Friday between the hours of 8am and 5pm and an out of hours the service is delivered by the Clinical Site Practitioners from 5pm to 8am, Monday to Thursday and from 5pm Friday until Monday 8am at weekends and during public holidays. 2. Purpose To ensure effective, appropriate, safe and cost efficient usage and treatment of Temporary Workers within the Trust. It is also to ensure that Temporary Workers remain temporary and are not used as an alternative to substantive staffing arrangements. This is to ensure that there are processes and procedures in place for the supply of Administrative and Clerical Staff, Nursing and Midwifery Staff, Medical Locum Staff, AHPs and Clinical Support Staff 3. Explanation of Terms This policy applies to all Temporary Workers and to all managers booking or using Temporary Workers ("Hiring Managers"). The term "Temporary Workers" in this Policy refers collectively to:

Bank Workers – individuals who are registered as available to work ad hoc shifts and assignments via the Trust's Bank.

Agency Workers – individuals who are engaged by an employment agency and supplied to the Trust to undertake a piece of work/shift.

Direct Engagement – individuals who are engaged by an employment agency and supplied to the Trust but paid directly by the Trust to undertake a piece of work / shift.


Hiring Managers – following authorisation of the need for bank or agency through the appropriate channels the Hiring Manager will be able to request to fill the shift through the Temporary Staffing office.

ADO – Assistant Director of Operations

HoM – Head of Midwifery

ADN – Assistant Director of Nursing

Preferred Employment Agencies - approved agencies will normally be on the London Procurement Partnership (LPP) or the Crown Commercial Services CCS frameworks. All agencies on these frameworks have demonstrated compliance with minimum mandatory training requirements, and the 6 standard NHS pre-employment checks. Off Framework Agencies – are not approved agencies and have not demonstrated compliance to mandatory training requirements and the standard NHS employment checks.

4. Duties It is the responsibility of:

All Executive Directors (Board Level Directors) - to promote and support the aims and objectives of this policy and ensure that it is followed and to ensure that any off framework/enhanced rates (above the agency cap) forms are authorised accordingly for the monitor returns.

Director of Operations – to ensure that managers implement and comply with this policy and ensure that preferred suppliers are only used. Any off framework has to go through the executive team. Operational/Service Directors, Assistant Director of Operations, Service managers, Line managers, Consultants - to implement and comply with this policy, to ensure that all staff are aware of it and adhere to its requirements, and to ensure that expenditure on Temporary Workers within their service line is managed appropriately. To ensure an induction checklist is always undertaken with an agency worker or bank worker when starting work in a new area and induction is updated if there are any significant changes since the temporary worker in that area previously has a bank assignment. To ensure that any off framework/enhanced rate (above the agency cap) booking forms are completed and submitted to Temporary Staffing on a timely basis following sign off by a board level director or CEO. This is to enable effective reporting to NHSi. Hiring Managers – following authorisation of the need for bank and agency through the appropriate channels the Hiring Manager will be able to request to fill the shift through the Temporary Staffing office.

Clinical Site Practitioners and Bed Management Team - to book bank and agency workers appropriate to the post when the TSO is closed, and to comply with this policy.

Night time co-ordinators – to book bank and agency workers out of hours.


The Temporary Staffing Office (including Medical Locums) - to ensure that all appropriate skills, competencies and training are up-to-date at all times for all Temporary Workers, including registrations, clearances and statutory & mandatory training; to ensure that prompt and efficient payment is made to all Bank Workers; to book Bank Workers appropriate to the post; and to offer guidance and support to both the workforce and the Trust. To provide data for the returns that is sent to NHSi on a weekly basis on all shifts that are reported as above the cap or off framework.

People and Organisational Development - to promote and support the aims and objectives of this policy;; to advise the Trust Board, directors, managers and staff on the appropriate use of Temporary Workers; and to provide expertise on Temporary Worker policies, procedures and legislation relating to Temporary Workers. All Temporary Workers (Bank and Agency) to be familiar and comply with Trust protocols, policies and procedures for all assignment and ensure that their conduct is courteous and professional when dealing with our patients, colleagues and other members of the public in accordance with the Trust's CARES values – Communication, Attitude, Responsibility, Equity and Safety.

Temporary Workers need to take responsibility for ensuring that they attend the Trust Induction, undertake their Core Skills Training via iDevelop and are locally inducted for every assignment / contract for service with their Hiring manager

Temporary Workers should work at all times within own competency and within the requirements of the assignment they undertake. It is a requirement that if professional registration is required that they maintain and keep this up to date and advise the Temporary Staffing Office immediately if they have had, are being investigated for a serious criminal offence or receive any criminal convictions. To give honest and timely feedback about difficulties or issues of concern experienced within each assignment either to the Hiring Manager, in the first instance, or to the Temporary Staffing Office. If temporary workers need to raise any concerns then a document is available from the Temporary Staffing Team.

5. Process for systematic implementation of the Temporary Worker Policy and

Procedure 5.1 Divisional Control and Costs Operational/Service Directors, Assistant Director of Operations, Service managers, Line managers, Deputy Director of Nursing, Consultants must ensure that within their service line there are robust workforce plans in place and appropriate divisional control processes by which Hiring Managers may be authorised to approve Temporary Workers. There should be more senior managers with the authority to approve the usage of Agency workers (when appropriate) and to ensure that only workers are chosen from the Trust’s preferred suppliers and not to book workers from off framework agencies. All requests for Temporary Workers must be reviewed and signed off through the relevant divisional control and this policy should be read in conjunction with the Staffing Efficiency Protocol on Recruitment and Temporary Staffing in particular, agency capping rates and any exceptions through the appropriate process. Costs for Temporary Workers will be charged to


the approving budget holder’s cost centre including any training that has been undertaken to ensure that they are safe to work. 5.2 Implementation of agency ceiling and price caps Expenditure ceilings and price caps for agency nursing, medics, AHPs and non-clinical temporary workers are set by NHSi. The price caps are the maximum total hourly rates that trusts may pay for an agency worker.

Current rates are included in this link: https://improvement.nhs.uk/documents/5087/Price_card_2019-20_v1.0.xlsx Off framework usage: Managers will need to report using the off framework / over cap form for all staff groups including administration and clerical, medical locums, clinical and non-clinical staff in Appendix 6 with appropriate sign off from a Board level Director or CEO. This is where agencies have been used that are off framework, on framework and not within the price cap as outlined by the maximum rates above. Before seeking to book a Temporary Worker, Line Managers should consider:

Reviewing and reorganising substantive staff rosters and working with colleagues within and outside their immediate working area to ensure all options to fill rosters are exhausted;

Reallocating or delaying the work required.

A need to cover a vacant post, whilst it is recruited to (although the Line Manager must demonstrate that recruitment is being actively pursued);

An unexpected increase in the work due to unexpected acuity, increase in ward pressures, a health crisis or emergency, Specials e.g. 1:1s, (Registered Mental Nurse (RMN), Escorts etc.

Other temporary staffing shortages which would place other staff or service users at risk.

Contact the Temporary Staffing Office to confirm the cap rate so that this can be presented at Vacancy Control Panel.

All agency shift requests will be scrutinised by the ADO/Director of Midwifery/ADN before sign off to ensure it is appropriate to the needs of the service. 5.3 Prioritising forms of cover Where unavoidable staffing shortages do arise, cover should be prioritised as follows:

1) Existing substantive staff; i.e. moving staff around from other areas against safer staffing policy and where possible and that they have the required skills.

2) Bank Workers (only if cover cannot be provided by substantive staff);

3) Agency Workers (only if cover cannot be provided by substantive staff or Bank Workers);

https://improvement.nhs.uk/documents/5087/Price_card_2019-20_v1.0.xlsx


5.4 Duration of Cover Managers should consider the duration of cover that is likely to be required in all instances. Where cover is required for maternity leave, or is otherwise likely to last more than 12 weeks, this should normally be provided by recruiting substantive employees with fixed term contracts (see the guidance on Fixed Term Contracts). Temporary Workers are not to be used as an ongoing additional resource or an alternative to recruiting to a permanent vacancy. Other than in exceptional cases and with the explicit approval of the Assistant Director of Operations and Divisional People Solutions Partner, the maximum permitted duration for any Temporary Worker’s assignment is - 12 weeks for Agency Workers; or 6 months for Bank Workers. The Temporary Staffing Office will run regular reports to identify assignments of Bank Workers exceeding 4 months and of Agency Workers exceeding 8 weeks and will work with the Hiring Manager and People and Organisational Development to arrange a more suitable long term solution where possible. 5.5 Process for booking Temporary Workers The process for booking Temporary Workers is set out in the Temporary Workers Booking Process, although these may be subject to change at short notice (and should be checked with the Temporary Staffing Office if in doubt). All bookings must be made in accordance with the prescribed processes outlined in the Staffing Efficiency protocol and Appendix 3. 5.5.1 Booking via HealthRoster (Bank) When Bank Workers are booked via the HealthRoster system, they must ensure that the worker's name is recorded in the system as soon as they are aware of it, so as to prevent overbooking and ensure shifts are locked down on time. 5.5.2 Repeat or Direct Bookings of Bank Workers It is essential that Hiring Managers do not bypass the normal booking processes by seeking to arrange cover directly with Bank Workers, or that they seek to repeatedly use Bank Workers who they have used previously. Doing this undermines the temporary nature of the Trust's relationship with the Bank Worker and can create unnecessary risks of legal challenges for the Trust. This should be discussed with the Temporary Staffing office if there are specific cases when using the same bank worker might support continuity of care of a patient. 5.5.3 Checking of CV by Divisional Specialty Lead / Consultant When a booking has been authorised:

CVs will be forwarded to Consultant or Registrar with devolved responsibility to approve suitability of locum to cover shift and Approval Forms will need to be completed and signed off ready for Vacancy Control Panel


This should be provided to the Medical Locum office for maintaining a record via an agency worker checklist of who has been booked for the locum shift.

5.5.4 Locum Agency Responsibilities

Agency finds cover based on information given by the Medical Locum office and will provide a completed Agency worker checklist as in Appendix 5. All details should be provided included details around GMC registration (Full/Limited); their Hepatitis B status is satisfactory. Two references that are less than 12 months old and a copy of the CV.

Agency confirms rate of pay (including/excluding NI rates), and grade of Doctor in Appendix 5.

A local induction should be completed prior to commencement of the shift along with generic IT logins should be provided by the division to undertake the locum shift effectively.

5.5.5 Confirmation of booking When the above criteria have been fulfilled:

Medical Locums or out of hours team to inform agency of wish to book locum via phone and email.

All details of the locum and booking confirmation form to be kept on file by the Medical Locum team.

Confirmation of locum’s name, hours of duty and agency to be forwarded to ward/department.

5.6 The Bank Database The Temporary Staffing Office maintains a database of Bank Workers including nursing, Medical Locums, administration and clerical, allied health professionals and other workers, known as the Trust's Bank. All bank assignments are advertised on the Roster via Bankstaff and Bank recruitment via Trac and NHS Jobs and are recruited in accordance with the Trust’s Recruitment and Selection and NHS Employment Checks.

It is the responsibility of each Bank Worker to ensure that the Temporary Staffing Office is notified of any changes to their skills, experience, contact details and professional registration. The Trust reserves entire discretion to remove any individual from the Bank where it has any concern about the individual's conduct, capability or performance, or their safety training i.e. Core Skills compliance.

The Trust may also periodically remove any Bank only worker who has been inactive on the Bank for more than 6 months and suspend workers where there compliance with core skills training is not maintained and up to date. The Temporary staffing team will aim to send a message requesting the bank worker to make contact in order to remain on the bank .


5.6.1 Payment of Bank Workers Bank Workers are paid in arrears by credit transfer to a nominated bank or building society. The level of remuneration for each assignment will vary according to the Trust's requirements in respect of that assignment. (For example; number of hours needed and grade of assignment). Substantive staff will be paid their actual point on the substantive Agenda for Change pay scale and bank workers will be paid point 2 of the Agenda for Change scale. See appendix 7 – AfC Payscales Any change to this should initially be discussed with the Temporary Staffing Team. Evidence of previous pay point may be required. 5.7 Terms of Engagement for Bank Workers The Trust requires all Bank Workers to agree to and sign the ‘Terms of Engagement for Bank Workers’ before they are accepted onto the Bank. (See Appendix 4) Membership of the Trust's Bank does not confer any employment rights. Bank Workers who are not otherwise substantively employed by the Trust are casual workers, not Trust employees. Bank Workers who are not otherwise substantively employed will not therefore normally have the same entitlements as substantive employees, , occupational sick, maternity pay. Bank workers may be entitled to statutory benefits subject to them meeting the relevant criteria. Bank workers are entitled to statutory annual leave which is incorporated via WTD payment. 5.8 Specific Assignments and Cancellations and Substitution Each assignment that the Bank Worker carries out is a separate engagement and there is no mutuality of obligation for the Trust to offer engagements to Bank Workers, or for Bank Workers to accept them. Bank work does not count towards reckonable NHS service. Where a Bank assignment is cancelled by the Trust with more than 2 hours' notice to the Bank Worker, the Trust is under no obligation to re-allocate the Bank Worker to another assignment or to pay the Bank Worker. If the Trust cancels an assignment with less than 2 hours' notice, it may either re-allocate the Bank Worker to another shift or, if this is not possible, the Bank Worker will be paid for whichever is shorter of the length of the relevant shift or 2 hours, at the grade booked. The Hiring Manager should contact the Temporary Staffing Office, to check if an alternative shift is available. Once a Bank Worker has accepted an assignment, the Bank Worker should seek to give reasonable notice of cancellation. Failure to attend for, or giving less than 2 hours' notice of cancellation of (without substitution), or repeated cancellation of (without substitution), a Bank Shift by a Bank Worker may result in the Bank Worker being removed from the Bank. Bank workers may not work bank during or in the two weeks immediately after a period of sickness absence.


5.9 Staff already substantively employed by the Trust Staff who are already substantively employed by the Trust, or have left the Trust within the last 3 months may join the Bank via a fast track version of the recruitment process and should contact the Temporary Staffing Office for details. Substantive staff applying for a bank position in a different staff group from their substantive position will need to undergo a recruitment process and the employment checks (e.g. an admin worker applying to join as HCA).

Substantive staff may not work for the Bank:

During a period of sickness absence.

If requested not to whilst being monitored under the Sickness Absence Policy or the Managing Capability Policy.

If suspended pending disciplinary investigation

If have not taken their statutory annual leave entitlement

If requested not to, to avoid exacerbating an underlying health condition that may worsen through working excessive hours, and/or following Occupational Health advice.

If they are newly qualified nurses or other clinical with less than 6 months post registration.

If they are newly qualified allied Health Professionals with less than 6 months post registration unless by permission of the line manager who will support and mentor.

6. Booking Agency workers through approved suppliers 6.1 Preferred Supplier Agencies A list of preferred supplier agencies can be found on this link - http://intranet/docs/dept/purchasing/Provision%20of%20temp%20or%20agency%20staff.pdf These agencies will have a track record for high quality workers, good fill rates and competitive fees. The Trust has service level agreements with approved agencies to reduce costs. The Trust's approved agencies will normally be on the London Procurement Partnership (LPP) or the Crown Commercial Service CCS frameworks. All agencies on these frameworks have demonstrated compliance with minimum mandatory training requirements, and the 6 standard NHS pre-employment checks. 6.2 Relationship of Agency Workers with the Trust The Trust should not have any contractual relationship with individual Agency Workers. The contractual relationship should be between the Trust and the employment agency, which in turn engages the Agency Worker. No existing Trust employee or member of the Trust Bank (or former member within the last six months) should, under any circumstances, be offered work or accept work for the Trust via an agency. Any such individual accepting work via an agency, may be subject to disciplinary action (if employed) or removed from the bank and not offered work in future.

http://intranet/docs/dept/purchasing/Provision%20of%20temp%20or%20agency%20staff.pdf


6.3 Priority to Substantive Staff and Bank Workers Agency Workers typically cost more than substantive staff or Bank Workers. Agency Workers should therefore only be used where cover is not available from either of these sources in accordance with the Trust’s Staffing Efficiency Protocol (Managers should ensure rates are secured in accordance with the maximum price capped rates allowed as in point 5.2). 6.4 Restrictions on booking Agency Workers During normal working hours Agency Workers may only be booked by the Temporary Staffing Office, in accordance with the Trust Booking Process outlined in Appendix 3 (Figures 1 and 2). Out of hours, only preferred list of supplier agencies can be contacted by the Site Management team. Agency Workers may only be booked through agencies approved by the Trust (see Approved Agencies above). All on framework above the cap or off framework agency requests above the price cap have to go through Director of Operations or Director on call and are only approved by Board Level Directors (as per Appendix 6). Any Line Managers and/or budget holders failing to comply with these restrictions when booking Agency Workers may be subject to disciplinary action. Use of non-approved agencies will generate off framework invoices which will be tracked via Accounts Payable and reported back to the Temporary Staffing Manager for investigation with the relevant division / directorate. There are added risks with using non approved agencies. These include non-compliance of mandatory training and rates are beyond NHS cap. (Links with point 5.2 Implementation of Price Caps) 7. Agency Workers’ Rights (Agency Workers Regulations 2010) 7.1 Day One Rights From Day 1 of an Agency Worker's assignment, the Line Manager must ensure that the Agency Worker can access the same facilities (e.g. staff café or childcare) as substantive staff and that they have access to information on the Trust's job vacancies. 7.2 Twelve Week Rights After 12 weeks of an assignment, the Agency Worker has further entitlements relating to pay and basic working conditions. The Trust's policy is that no Agency Worker should be assigned to the Trust for more than 12 weeks. If this does occur, the Line Managers must:

Take immediate steps to either cease using the Agency Worker or to transfer the Agency Worker to the Trust's bank, a fixed term contract, or a permanent contract; and

Seek advice from the Temporary Staffing Office on:

o Whether and how to transfer the Agency Worker;

o The risk of incurring further agency charges; and/or

o Agency Workers' 12 week rights under the Agency Workers Regulations 2010.


8.0 Corporate Induction and STaM Training (Bank Workers) Bank Workers may not be offered or accept work unless they have completed the Trust's Corporate Induction and the required Core Skills e-learning and face to face modules. Payment will be made once they have completed their training and undertaken their first shift then they can claim this as per the Trust Timesheet. Trained nurses and midwives are required to attend the Nursing and Midwifery one day Induction. Healthcare Assistants are required to attend the Trust 2 day Healthcare Assistant induction. Doctors are required to attend the Doctors Induction. This process and compliance is monitored by the Temporary Staffing Recruitment Team and the Temporary Staffing Office. Bank Workers are required to produce evidence that they are up to date on all mandatory and statutory training and have appropriate current professional registration when being offered an assignment on the Bank. Bank workers are responsible for keeping up to date with Core Skills Training). It is an expectation that all bank workers must have 100% compliance with their Core Skills Training. Failure to do this may result in restrictions from working and assignments not being offered and continued non-compliance will result in the removal of the worker from the bank. 8.1 Local Induction Bank Workers It is the responsibility of the Hiring Manager to ensure that every Temporary Worker receives a structured local induction that is sufficient to enable them to carry out their duties safely and adequately, before commencing an engagement. Temporary Workers should raise any concerns about induction with the Hiring Manager initially, or the Temporary Staffing Office if not resolved. 8.2 Agency workers induction and local induction Agency Workers will not normally attend a Trust Corporate Induction Local inductions therefore need to be sufficient to enable them to work on a short-term basis to cover individual shifts without this. The agency has a responsibility to ensure that the Agency Worker is up to date on their statutory and mandatory training, and have current professional registration. 8.3 Professional Registration It is the responsibility of the individual Bank Worker to maintain appropriate professional registration for every assignment they accept in accordance with relevant professional body (outlined in the Trust’s Professional Registration policy). Bank Worker's professional registration will be periodically checked by the Temporary Staffing Office.


8.4 Fitness to Practice investigations or proceedings If a Bank Worker becomes subject to a fitness to practice investigation or proceedings by a licensing or regulatory body in the UK or any other country, they must immediately declare this to the Temporary Staffing Office. Similarly, if a Bank Worker has had or receives any criminal conviction, even if it is 'spent' for other purposes, they must inform the Temporary Staffing Office immediately and any action will be taken in line with the Trusts Employment Checks policy. 8.5 Nurses and Doctors Revalidation All nurses are required to update their practice every three years as per the requirements of the Nursing and Midwifery Council (NMC).

All doctors are required every five years to update their practice with their relevant professional body. Practitioners are reminded that they are required to have an appraisal every year and undertake some form of 360 assessments in order to meet their professional standards. 9. Monitoring Performance Appraisals are not undertaken for Temporary Workers. However, it is the responsibility of the Hiring Manager to monitor the performance and quality of work carried out by each Temporary Worker and to report any concerns according to the Complaints section. An end of assignment form can be completed and will be available for completion. 10.0 Timesheets and Hours of work 10.1 Bank Timesheets (paper) Hiring managers must confirm the time worked by temporary workers on the appropriate electronic system for every assignment .Throughout each assignment, the Line Manager (or delegated authority) is responsible for:

monitoring the time and grade/band worked by the Temporary Worker; and ensuring accurate authorisation of bank shifts on the Health Roster system for bank and Agency timesheets. and for Bank or Agency timesheets within five days of the shift worked (to ensure the Temporary Worker is paid on time)

ensuring a local induction has been completed and

An end of assignment form is completed and returned to the bank office.

It is the responsibility of the agency worker/agency to submit timesheets in a timely manner in order to facilitate payment 10.2 Hours of Work It is the responsibility of Hiring Managers and individual Temporary Workers to ensure that they comply with the Working Time Regulations and that bank and agency workers only


work the hours allocated for the booking and should not normally work in excess of full time hours for permanent staff i.e. 37.5 hours per week. In particular, to ensure that Temporary Workers (in respect of both their temporary work and any substantive work considered jointly):

Have at least one full day off every week;

Have 11 consecutive hours' rest in any 24 hour period; and

Are able to take 20 minutes rest break if their working day is longer than 6 hours (not to be taken at the start or end of the day).

No Temporary Worker should work more than 48 hours on average a week, unless agreed the temporary worker themselves have voluntarily signed an opt-out from the Working Time Regulations. Temporary Workers may work up to 65 hours per week if an opt-out from the Working Hours Regulations form has been signed, provided that the worker does not work more than six consecutive days. NB:The Terms and Conditions for Doctors and Dentists in Training (England) set a clear limit on weekly average hours in any setting at 56 hours. Doctors have a responsibility to ensure that when working additional hours outside their work schedule those hours are safe and in line with contractual limits, which are binding on both the employer and the doctor. 11.0 Annual Leave All workers employed by the Trust have a statutory entitlement to paid annual leave accrued during assignments according to the number of hours worked (pro-rated from the equivalent of a yearly entitlement of 5.6 weeks' annual leave). The Trust's annual leave year runs from 1 April to 31 March and an additional allowance in lieu of annual leave is paid, this is included in the bank payslip and will be shown separately as WTD.

. 12.0 Complaints regarding Agency Workers Should any conduct or capability concerns arise in respect of any Agency Worker, this must be reported directly via DATIX and without delay to the Temporary Staffing Manager who will contact the agency immediately to discuss the issue.

Any investigation required should be conducted by the agency, with appropriate support from the Line Manager to gather information or statements, in line with the agency’s procedures. All Trust managers should co-operate with and facilitate any such investigation. 12.1 Complaints regarding Bank Workers Should any conduct or capability concerns arise in respect of any Bank Worker, this must be reported directly via DATIX and without delay to the Temporary Staffing Manager . The Temporary Staffing Manager will work with professional leads, and People Solutions Partner and the Head of Employee Relations. Temporary Staffing will give consideration to all concerns raised about Bank Workers and will consider what, if any, further steps are required and whether or not the Bank Worker should be removed from the Bank. Bank workers will be investigated in accordance with the Trust’s Bank Disciplinary procedure.


12.3 Complaints about Substantive Staff Where a conduct or capability issue arises in respect of a substantive Trust employee whilst working a Bank shift, the matter will investigated in accordance with the Trust Disciplinary Policy managed by the People and Development department and an investigating officer will be appointed. The line manager of the substantive employee being investigated for alleged misconduct on a bank shift will be notified. The Trust Disciplinary Policy only applies to substantive employees of the Trust and not to Bank Workers. 13.0 Appointing Temporary Workers to Substantive Posts Where the role being covered by a Temporary Worker (i.e. regular shifts for a long period of time as opposite to staff doing adhoc shifts) is to be recruited to substantively, the role must be advertised and appointed to in accordance with the Trust’s normal recruitment process. Any decisions about converting bank posts into fixed term contracts should be considered on a case by case basis and again normal recruitment process should be always followed. Temporary Workers may apply for substantive posts and should be treated no less favourably than any other applicant. If an Agency Worker is appointed to a substantive vacancy, so long as the relevant agency is on the CCS or LPP framework, no fee should be charged by the agency where the required notice (normally 4 weeks) has been given to the agency. Temporary Workers should not normally be engaged in the same assignment for more than 12 months and every effort should be made to make this post a substantive role. 14.0 Equality Impact Assessment

The Trust is committed to promoting an environment that values diversity. The Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. This document has been equality impact assessed and this can be found in Appendix 1. 15.0 NHS Constitution The Trust is committed to the principles and values of the NHS constitution and this document takes in to account these principles and values.

16.0 Training

Managers have a responsibility for implementing this policy within their department / divisions. Advice on the Staffing Efficiency Protocol and the policy is readily available from the People and Development Directorate and Temporary Staffing Team. 17.0 Process for Monitoring Compliance with the Document


Element to be monitored

Lead Tool / Methodology

Frequency Reporting arrangements

Action Lead(s)

Change in practice and lessons to be shared

Monitoring Employment Checks

Temporary Staffing Team

Monthly Reports from Workforce Information will ensure that the NHS Employment Checks have been undertaken (Woven, Work Permit, Professional Registrations)

Monthly Workforce Information

Temporary Staffing Manager AD of HR (Ops)

Where changes to practice are required these will be identified within a specific time frame. A lead member of the team will be identified to take each change forward where appropriate and lessons will be shared with all the relevant stakeholders

Monitoring of Core Skills compliance training


Regular review of Core Skills Training will be undertaken and any bank workers not compliant will be suspended until completion

Daily Work force Information

Temporary Staffing Manager / AD of HR (Ops)


Monitoring Usage of Temporary Workers


Temporary Staffing usage will be monitored and reported to the relevant workforce productivity groups and board. Any ad-hoc, unauthorised usage will be highlighted and discussed with individual directorates / divisions and escalated as necessary

Weekly Executive Directors Temporary Staffing Manager / AD of HR (Ops) HR Business Partner Teams


18.0 Dissemination of this Policy This policy document will be available to all staff via the Trust Policy Information Management System (DiMS). Staff will be alerted to the policy by a standard general email or communication bulletin.


18.1 Implementation of the Policy Managers have a responsibility for implementing this policy within their department and advice will be available from the People and Development Directorate. 19. References None.

20. Associated Documentation Trust E-Rostering Policy Trust Raising Concerns at Work Policy Trust Uniform Policy Trust Safe Staffing Policy for Nursing Adult Inpatient Wards Trust Workforce Controls Protocol Trust Statutory and Mandatory Training Policy Trust Staff Induction Policy Staffing Efficiency Protocol


Appendix 1 EQUALITY IMPACT ASSESSMENT (EIA) INITIAL SCREENING TOOL

Name of Policy or Service: Booking of Temporary Staff Policy and Procedure (including bank, agency and locums)

Name of Author: Fahd Rehman, Temporary Staffing Manager

Who is the policy or service aimed at? (Staff, Patients/Carers, Visitors/Public)

All Staff

Description and aims of the policy/service

This policy is to manage the usage and treatment of Temporary Workers within the Trust. It is also to ensure that Temporary Workers remain temporary and are not used as an alternative to substantive staffing arrangements. This is to ensure that there are processes and procedures in place for the supply of Administrative and Clerical Staff, Nursing and Midwifery Staff, Medical Locums, Allied Health Professionals and Clinical Support Staff

What outcomes are wanted from this policy/service?

All managers should follow this policy in conjunction with the Staffing Efficiency protocol (SEP).

Are there any factors that might prevent outcomes being achieved?

Policy is not applied with by managers and staff

You must assess each of the 9 areas separately and consider: 1. Where you think that the policy/service could have a NEGATIVE impact on any of the equality

groups, i.e. it could disadvantage them

2. Where you think that the policy/service could have a POSITIVE impact on any of the equality

groups like promoting equality and equal opportunities or improving relations within equality

groups

3. Where you think that this policy/service has a NEUTRAL effect on any of the equality groups

listed below i.e. it has no effect currently on equality groups.

Equality Groups Positive impact

Negative impact

Neutral effect

If negative, please state why and the evidence used in your assessment

Age? x

Sex (Male and Female)?

x

Disability (Learning Difficulties / Physical or Sensory disability)?

x

Race or Ethnicity? x

Religion, Faith or Belief?

x

Sexual Orientation (gay, lesbian or heterosexual)?

x

Pregnancy and x


Maternity?

Gender Reassignment (the process of transitioning from one gender to another)?

x

Marriage and Civil Partnership

x

Mental Health

x

Homelessness, Gypsy/Travellers, Refugees/Asylum seekers

x

Summary

I declare that I have paid due regard to equality (i.e. promote equality of opportunity between communities/staff, eliminate discrimination that is unlawful, promote positive attitudes towards communities/staff) for this policy / service. I declare that in assessing the proposed policy / service I have identified that there is unlikely to be an adverse impact on different minority groups

Name: Fahd Rehman Date: 18th December 2018

Post: Temporary Staffing Manager Contact Number: 01895 279874


Appendix 2 Template Checklist for the Review and Ratification of Trust Policy Documents Policy Title: Booking of Temporary Staff Policy and Procedure (including bank, agency and locums)

Title of document being reviewed: Yes/No/

Unsure Comments

1. Title

Is the title clear and unambiguous? Yes

Is it clear whether the document is a guideline, policy, protocol or standard?

Yes

2. Rationale

Are reasons for development of the document stated?

Yes

3. Development Process

Is the method described in brief? Yes

Are individuals involved in the development identified?

Yes

Do you feel a reasonable attempt has been made to ensure relevant expertise has been used?

Yes

Is there evidence of consultation with stakeholders and users?

Yes

4. Content

Is the objective of the document clear? Yes

Is the target population clear and unambiguous? Yes

Are the intended outcomes described? Yes

Are the statements clear and unambiguous? Yes

5. Evidence Base

Is the type of evidence to support the document identified explicitly?

Yes

Are key references cited? Yes

Are the references cited in full? Yes

Are local/organisational supporting documents referenced?

Yes

6. Approval

Does the document identify which Yes


Title of document being reviewed: Yes/No/

Unsure Comments

committee/group will approve it?

If appropriate, have the joint Human Resources/staff side committee (or equivalent) approved the document?

Yes

7. Dissemination and Implementation

Has the consultation record been completed? Yes

Is there an implementation action plan identifying how this will be done?

Yes

Does the plan include the necessary training/support to ensure compliance?

Yes

8. Document Control

Does the document identify where it will be held? Yes

Have archiving arrangements for superseded documents been addressed?

Yes

9. Process for Monitoring Compliance

Are there measurable standards or KPI’s to support monitoring compliance of the document?

Yes

Is there a plan to review or audit compliance with the document?

Yes

10. Review Date

Is the review date identified? Yes

Is the frequency of review identified? If so, is it acceptable?

Yes

11. Overall Responsibility for the Document

Is it clear who will be responsible for coordinating the dissemination, implementation and review of the documentation?

Yes


Minor Amendments Ratification Chair Approval

If as ratification committee/group chair you are happy to acknowledge and approve this document, please confirm this by email to the document author. Please enter your name and date of your approval in the box below.

NB: A copy of the confirmation email must be sent to the Information Governance Team as evidence of approval before the document can be placed on to the intranet

Name Date

Ratification Committee/Group Approval

If the committee is happy to approve this document, please sign and date it and forward copies to the document author with responsibility for disseminating and implementing the document and the Governance Information Team who are responsible for maintaining the organisation’s database of approved documents.

A copy of the minutes demonstrating ratification has been agreed must also be sent as evidence of completing the process.

Name People and Development Senior Leadership Meeting

Date 30th July 2019

Acknowledgement: NHSLA Policy Template/Cambridgeshire and Peterborough Mental Health Partnership NHS Trust


Appendix 3 Figure 1 Authorisation Process for booking Non-Clinical Staff (Bank & Agency)

Once criteria for the booking of temporary staff has been

met in Appendix 1, the following authorisation process is

to be followed

Is temporary cover required for emergency/

unplanned leave or sudden increase in activity

where service delivery and safety is at risk?

Is temporary cover required for planned long

term gap (e.g. maternity, vacancy)

Assistant Director of Operations / Assistant Director of

Nursing / Director of Operations or equivalent of the

relevant service approves booking once satisfied the

relevant criteria has been met

Email sent to the Temporary Staffing Office with an

appropriate job description and person specification.

Yes

Can the gap be filled

by bank staff?Gap filled

TSB to send request to agencies from the Trust’s

Preferred Supplier List (tiered agencies)

No

Yes

Yes

CVs are reviewed by the Service Manager/

Department Manager/requestor and confirmed to TSB

who has been appointed

TSB obtain Agency worker checklist from agency

Once booking is confirmed, the details are entered onto the

E-Procurement System by the Service Manager / Dept

Manager / requestor.

If not on E-Procurement then manual requisition form

completed and sent to Purchasing and Supplies

Note:

Department will

complete a local

induction checklist

form for both Bank and

Agency workers (this

is subject to audit) and

arrange all security /

talk through policies

and temporary IT

access/badges/car

parking etc

Agency worker booked for assignment

Follow the Trust Recruitment Process and

advertise for a fixed term position (Figure 2)

Responsible manager/ team leader completes

Booking Request and emails Assistant Director of

Operations / Assistant Director of Nursing / Director of

Operations or equivalent of the relevant service for

approval for Bank

If shift not filled on the day – risk assessment,

managers will steps above or decision re off

framework.

During normal working hours, and during out-of-

hours, authorisation for off-framework agencies

as suggested by Monitor should only be

approved by Board level Directors. Monitor have

stipulated that off framework usage cannot be

delegated to an individual beneath Board level.

No

All Off Framework

usage reported to

Monitor, our

regulators and Board

on monthly basis


Figure 2 Authorisation Process for booking Clinical Staff (Bank & Agency)

All Off Framework usage reported to

Monitor, our regulators and Board on

monthly basis

Risk Assessment

For any shifts relating to

urgent leave, short term

sickness, vacancies,

specials and will need to

be risk assessed daily

using Trust Safe Staffing

Assessment Tool for

Nursing Adults Inpatients

Wards Policy (164) or for

Maternity refer to the

Maternity Escalation &

Divert Policy (270) prior to

booking additional staff to

determine whether there is

a still requirement to fill

For Specials 1:1

Any requests for specials

will need to be risk

assessed using Specialling

Policy (265) - Risk

assessment in Appendix 1

(Adults) or Appendix 6

(Paediatrics)

Roster set and approved by Ward Manager (4 weeks before) (if

roster needs amending approval has to be by the Matron)

Are there any Unfilled shifts once roster

signed off?

Filled by ward unused hours?

Can bank fill the gap?

Fill using other ward staff with unused

hours?

Can Matron / Clinical Nurse Specialist

(CNS) fill shift?

Gap filled and Ward

Covered

If shift remains unfilled 10 days prior to the shift any

agency shifts will need to be authorised off by either

the Director of Operations / Assistant Director of Operations, Assistant Director of Nursing / Head of Midwifery. If none are available the Deputy Director

of Nursing can authorise requests.

TSB will put shift out to Tier 1 preferred suppliers.

(For maternity shifts appropriate authorisation will

need to be sought before putting out to the suppliers).

Out of hours shifts CSPs should discuss matter

with the On Call Manager.

If shift not filled then 5 days prior to the shift

TSB will put it out to Tier 2 preferred

suppliers


hours, authorisation for off-framework agencies as

suggested by Monitor should only be approved by

Board level Directors. Monitor have stipulated that

off framework usage cannot be delegated to an

individual beneath Board level.

Manager completes the Local

Induction Checklist with the

Bank Worker if appropriate

(as maybe a substantive

worker) and Agency Worker

returning form to Temporary

Staffing and locks down the

shift.

No

No

No

Yes

Yes

Yes

Yes

Yes

Yes

Note:

If there are any delays to

approving bank/agency where

these are required this could have

a detrimental effect on the quality

of patient care and therefore

Sisters/Charge Nurses and/or

Matrons must escalate at the time

if this occurs

Yes

If shift not filled on the day – risk

assessment, managers will steps above or

decision re off framework.

Yes


Figure 3 Authorisation Process for booking Medical Locums

If not filled the Assistant Director of

Operations /Assistant Director of

Nursing, Divisional Director will

authorise the request for agency cover.

Out of Hours – CSPs discuss need with

an On Call Manager

Business Manager / Service Manager /

Divisional Coordinator will try to fill the

locum shift internally with divisional

bank workers

The agency will complete an Agency

Worker Checklist Form confirming the

booking and all Employment Checks

have been completed

Once booking is confirmed, the details

are entered onto the E-Procurement

System by the Authorised Manager/

Divisional Contact

Note:

Department will complete

a local induction checklist

form for both Bank and

Agency workers (this is

subject to audit) and

arrange all security / talk

through policies and

temporary IT access/

badges/car parking etc

Doctors works the

Medical Locum Shift

Service Manager or coordinator will go

out to agency on the preferred suppliers

list (Tier 1 and Tier 2)

Once criteria for the booking of temporary staff has been met in Appendix 1 –

Decision Tree to determine the requirement for staffing, the following authorisation

process is to be followed

Cover required for emergency/

unplanned leave or sudden increase in

activity where service delivery and

safety is at risk?

Cover required for planned long

term gap (e.g. maternity,

vacancy)

Follow the Trust Recruitment

Process and advertise for a fixed

term position (Figure 2)

CVs are reviewed by Consultants /

Specialty Leads and locum to be used is

confirmed with Divisional Coordinator

Gap filled by

Bank

Service Manager / Divisional Coordinator

confirms the doctor with the agency and

an Agency Worker Checklist Form by

agency is completed for the booking

If shift not filled on the day – risk

assessment, managers will steps above or

decision re off framework. No

All Off Framework

usage reported to

Monitor, our

regulators and

Board on monthly

basis


hours, authorisation for off-framework agencies as

suggested by Monitor should only be approved by

Board level Directors. Monitor have stipulated that

off framework usage cannot be delegated to an

individual beneath Board level.


Appendix 4 TERMS OF ENGAGEMENT FOR TEMPORARY STAFFING BANK NAME: ADDRESS: (Any subsequent changes of address should be notified to the Temporary Staffing Team). CONTACT TELEPHONE NUMBERS: HOME: WORK: This agreement details the provisions under which you are registered on the Temporary Staffing Bank at The Hillingdon Hospitals NHS Foundation Trust. Registration on the bank does not in itself constitute employment with this Trust. These arrangements will only apply during periods of paid work on an as and when basis with this Trust.

Medical Locums is the name of the medical temporary staffing bank (“the MTS Bank”) of The Hillingdon Hospitals NHS Foundation Trust (“The Trust”). The MTS Bank is part of the Trust’s Temporary Staffing Service and provides medical temporary workers to The Trust and exists to enhance the service of the Trust to its patients. Once you register, Medical Locums can offer you temporary work with the Trust. In registering to work for Medical Locums you agree to provide medical temporary services to the Trust. 1. The Contract During the assignment the Bank Worker will be engaged on a Contract of Services by the Trust on these Terms. For the avoidance of doubt the Bank Worker is not an employee of the Trust although the Trust is required to make deductions from the Bank Workers pay. These Terms shall not give rise to a contract of employment between the Trust and the Bank worker. The Bank Worker is supplied as a worker and is entitled to certain statutory rights as such, but nothing in these Terms shall be construed as giving the Bank Worker rights in addition to those provided by statute except where expressly stated. As such you will not accrue continuous service in respect of these arrangements and entitlements under the Employment Protection (Consolidation) Act. You may be required to undertake duties which are not specified but which may be reasonably required and which you are capable of performing in the opinion of the Trust, if you feel any tasks are outside your professional scope of practice you must notify your manager. As part of this term of engagement you can work in any of our directorates as long as you have the required experience, professional registrations and qualifications. The term "Temporary Workers" in this agreement is that: "Bank Workers" – individuals who are registered as available to work ad hoc shifts and assignments via the Trust's Bank; 2. Hours of Duty There will be no fixed hours of duty in any one-week. The number of hours worked will be in line with Working Time Regulations, the Trust will not require any employee to work more than an average of 48 hours per week, over a 17-week reference period. This does not mean that an employee may not be required to work over 48 hours in any one week, so long as the average of 48 hours over the reference period is not exceeded. The 48-hour average includes all of the working time undertaken each week by the employee and therefore a sum total of hours worked under a substantive contract, for the bank and for any other employer. For the avoidance of doubt and for the purposes of the Working Time Regulations the Bank Worker’s working time shall only consist of those periods during which s/he is carrying out activities or duties for the Trust as part of the Assignment. Time spent travelling to the Trusts premises (unless travelling between premises during working hours). Lunch breaks and other rest breaks shall not count as part of the Bank Workers working time for these purposes. All Bank Workers will need to adhere to the Trust policies and procedures. It is your individual responsibility to ensure that you comply and if it is found you are not, management will consider termination of these arrangements. All breaks must be taken, as these will not be paid for. The Bank Worker acknowledges that the nature of Bank work means that there may be periods when no suitable work is available and agrees that.

a) The suitability of the work to be offered shall be determined solely by the Trust.


b) The Trust shall incur no liability to the Bank Worker should it fail to offer Assignments.

3. Shift Booking In the first instance shifts should be booked through the Temporary Staffing Coordinators or with the Charge Nurse / Ward Manager of the unit – self booking is not to be undertaken under any circumstances, failure to adhere will result in termination from the Hillingdon Temporary Staffing Bank. If you wish to cancel a shift, a minimum of 48 hours’ notice must be given to the Temporary Staffing Team; failure to do this may result in a 2 week suspension from working on bank. In the event of sickness at least two hours’ notice should be given failure to do this may result in termination from the Hillingdon Temporary Staffing Bank. Out of hours you must contact the Clinical Site Practitioners. A list of Contact Numbers to Units / wards will be issued upon commencement for this purpose. All shifts worked need to be recorded on Healthroster - Bank (Where manual timesheets are permitted they must be correctly coded and signed by the Nurse/ Manager in Charge after each shift worked. 4. Location As a bank worker you may be required to work across all sites to meet the needs of the Trust and Temporary Staffing service. You will be notified of the work location at the beginning of each period. In the event that other units are short within the directorate worked, bank Workers may be asked to move to cover the shortfalls. For every new bank assignment you will be required to undertake a Local induction checklist to ensure that you have been inducted into the area. 5. Salary/Wage You will be paid on an hourly basis according to the number of hours worked. Payments will be weekly and made in accordance with the Bank Pay timetable. 6. Bank Worker Conditions As a Bank Worker you will be expected to comply with the following locally agreed conditions of service and the Trust policies including Disciplinary and Grievance Policy and Procedure, Equality and Human Rights Policy, Health and Safety Policy, No-Smoking Policy, Data Protection, Confidentiality and the Uniform Policy. (This list is not exhaustive and may be added to, updated and/or amended as appropriate). All copies of the full current Trust policy and procedures are available from the Trust’s Intranet Site which can be accessed using Bank generic Log in on any pc in the Learning Zones 1 & 2 or the Library. Future amendments and conditions to the list will not be notified individually, but can be viewed on the Intranet Site or an email/text message will be sent to the bank worker informing them it now applies. The Bank Worker must take reasonable steps to safeguard their own safety and that of any others who may be affected by his or her actions whilst on an assignment and comply with the Health and Safety Policy of the Trust. Your registration with the Trust’s Temporary Staffing Bank is governed by the conditions set out in the Booking of Temporary Staff Policy and Procedure (including bank, agency and locums). As a condition of your registration on the Trust’s Bank, you are asked to declare all other/future employment outside of the Trust; failure to declare may result in termination from the Bank Database. 7. Sickness & Absence The bank Worker may be eligible for Statutory Sick Pay provided that they meet the relevant statutory criteria. The Bank worker is required to provide the Trust with evidence of their incapacity to work which may be by way of self-certificate for the first 7 days of incapacity and a doctor’s certificate thereafter. 8. Notice of Termination of this Agreement There will be no requirement by either party to give notice. If Internal Bank workers fail to complete any Bank duties, within a 6-month period, the bank worker will be sent a message giving a timescale to respond otherwise they will be removed from the bank.


9. NHS Employment Checks This appointment is subject to the Trust’s Recruitment and Selection process and satisfactory completion of Employment Checks relating to Right to work, references, disclosure and barring service, verification of identity, occupational health clearance and qualifications. 9.1 Professional Registration (where applicable) It is a condition of registration on the Trust’s Bank for qualified nursing staff / healthcare professionals to be a registered member of the Nursing & Midwifery Council/Health and Care Professionals Council / Pharmaceutical Society / General Medical Council (as applicable). Evidence of registration must be produced prior to commencement and as required during your employment. 9.2 DBS It is a condition that all bank workers have a Disclosure and barring check done in line with the NHS Employment Checks Policy and Recruitment and Selection Policy. 10. Core Skills Training and Induction Checklist It is a condition of working in the Trust that all Bank workers maintain their core skills training (CST) compliance. To reduce risk to patients and the Trust, the Trust will withhold pay where a Bank Worker is not compliant with any of the ten CST subjects or any mandated local training. Regular training dates are available and training can be booked via the Temporary Staffing Team. All Bank Workers are required to complete corporate and local induction including ward/department induction/orientation as appropriate. Bank Workers are required to complete their induction/orientation on their first shift/assignment in each new area they work in relevant to the post. 11. Annual Leave All Bank Workers will automatically be paid for their annual leave entitlement each time they work. This means that for each 8.25 hours you work, an additional payment for 1 hour annual leave will be included in your pay and will be identified separately on your payslip as Working Time Directive (WTD). For the purposes of calculating the average number of weekly hours worked by the Bank Worker on an assignment for the purposes of Working Time Regulations, the start date for the relevant averaging period shall be the date on which the Bank Worker commences their first assignment. Bank Workers should ensure that they take the equivalent time off from work for their annual leave. The Bank Worker is entitled to paid annual leave according to the statutory minimum as provided by the Working Time Regulations. Entitlement to payment for leave accrues in proportion to the amount of time worked by the Bank Worker on Assignment. 12. Insurance of Personal Effects Your attention is drawn to the fact that the Trust cannot be held responsible for any loss or damage to the personal effects of members of staff by reason of fire, theft or any other cause and staff are advised to take out insurance cover against such risks. 13. Confidentiality You must at all times be aware of the importance of maintaining confidentiality of information gained by you during the course of your duties. This will in many cases include access to personal information relating to service users. You must treat all information in a discreet and confidential manner and particular attention is drawn to the following: Data protected information regarding service users must not be disclosed either verbally or in writing to unauthorised persons. It is particularly important that you should verify the authenticity of telephone enquiries. Written records, computer records and correspondence pertaining to any aspect of the organisation’s activities must be kept securely at all times. You have an obligation to ensure that computer systems which you use are protected from inappropriate access within your direct area of practice e.g. by ensuring that personal access codes are kept secure.


All data held, its management and procedures must conform to the requirements of the Data Protection Act (1998). Under the Act service users and staff have a right of access to their records on application to the appropriate manager. This can be read in conjunction with the organisations full Data protection Policy. If it is necessary to share information in order to effectively carry out your work, you must make sure that as far as is reasonable this information will be exchanged on a strictly ‘need to know’ basis, using the minimum that is required and be used only for the purpose for which the information was given. If unsure seek advice from the Trust’s Caldicott Guardian. Conversations relating to confidential matters affecting clients should not take place in situations where they may be overheard by passers-by, e.g. in corridors, reception areas, lifts and cloak rooms. The same confidentiality must also be observed in dealing with work related matters appertaining to work colleagues. Any breach of confidentiality may be regarded as misconduct and may be subject to disciplinary action. The Data protection Act 1998 regulates the use of all information relating to any living identifiable individual that the Trust may hold, regardless of the media in which it is held. This information may be as basic as name and address. Unauthorised disclosure of any of this information may be deemed a criminal offence. If you are found to have permitted the unauthorised disclosure of any such information, you and the Trust may face legal action. 14. Professional Conduct – Accountability (where applicable) All Bank Workers are responsible to the Ward, Service Manager or the Nurse in Charge when they are working on shift and accountable to the Temporary Staffing Advisor / Officer when engaged on assignments for the Bank. Bank Workers are expected at all times to maintain the highest professional standards, and to maintain a high standard of personal appearance. All staff registered on the Trust’s Bank are reminded of the requirement to comply with the NMC Code of Professional Conduct, for the Nurse, Midwife and Health Visitor. “Each registered nurse, midwife and healthcare support worker shall act, at all times, in such a manner as to justify public trust and confidence, to uphold and enhance the good standing and reputation of the profession, to serve the interests of society, and above all to safeguard the interests of individual patients and clients. Each Internal Bank Worker is accountable for his or her practice…..” 15. Rehabilitation of Offenders Act It is a condition of your employment that because the nature of work you will be undertaking involves direct contact with people who are receiving a health service, you must disclose any convictions, including driving offences, you may have arising either before commencement of your employment or throughout its duration. Under the conditions of the above Act, you are not entitled to withhold information about convictions which otherwise might be considered ‘spent. Failure to disclose such convictions will invalidate this Contract. 16. Nurse Revalidation (subject to confirmation and if applicable) All nurses and midwives will need to engage with and demonstrate that they practise safely and effectively throughout their career with the current PREP arrangements. Revalidation is about promoting good practice across the whole population of nurses and midwives. It’s not an assessment of a nurse or midwife’s fitness to practise, and it’s not intended to address bad practice amongst a small number of nurses and midwives. Every three years all nurses and midwives will apply for revalidation with the NMC. (not in place yet). 17. CARES Core Values We are committed to improving the experience for both our staff and our patients. We will deliver this through living our core values: Communication, Attitude, Responsibility, Equity and Safety. This means embedding them in all that we say and do, so everyone is clear about the kind of attitude and behaviours that staff should expect from one another and what patients should expect from us. Please confirm that you wish to accept the above agreement relating to your registration with the Trust’s Temporary Staffing Bank. Please notify your acceptance by signing the enclosed copy of this document and returning to the Temporary Staffing Office, The Furze, Pield Heath Road, Uxbridge, Middlesex UB8 3NN. Yours sincerely


Temporary Staffing Advisor I understand and accept this agreement and that

- It does not override and is separate from any other contract of employment that I may hold with The

Hillingdon Hospitals NHS Foundation Trust.

- I am not entitled to claim unfair dismissal under the Trade Union and Labour Relations Act 1974 and

the Employment Protection (Consolidation) Act as amended in 1978.

- I am not entitled to claim redundancy payment under the Redundancy Payments Act 1965 and 1969

and the provision under the National Health Service Counsels.

As an internal bank member, I can confirm that I have read through and agree to adhere to all the conditions set out in the procedure and that failure to comply with these conditions may result in termination from the Temporary Staffing Bank. I have also declared any employment I hold external or internal to this Trust and agree to work in line with the Working Time Regulations. Signed Date Print Name


Appendix 5 Agency Worker Placement Placement From

Authority name (location)

The Hillingdon Hospital NHS Foundation Trust Authority reference no. (if provided)

Reason for Booking (if provided)

Grade Specialty EPP? Yes / No

Proposed working Pattern

Shift times/on call rota details etc

Total number of hours booked

000

Non-residential on call Yes / No

Hourly Pay Rate £00.00 Total hourly charge excl. VAT £00.00

Hourly Agency fee £00.00 VAT (as appropriate) £00.00

Travel and/or Other disbursements

THE TRUST DOES NOT ACCEPT OR PAY TRAVEL OR OTHER DISBURSEMENTS

Accommodation required

THE TRUST CAN ADVISE ON LOCAL ACCOMMODATION BUT DOES NOT OFFER SUCH

Agency Worker’s full name Full CV attached Must

Supply

Previously worked at the Authority as above?

Yes / No Available for full placement period?

Yes / No* (*see below)

Recent photograph Attached

Must Supply

Verified ID Passport Details Attached Must

Supply

Nationality and Immigration status (Right to Work in UK)

Not applicable (as above) Attached Must

Supply

NMC/GMC/HCPC registration Full Enhanced DBS/CRB disclosure no.

000000000000

NMC/GMC/HCPC number 0000000 Date of DBS/CRB Issue DD/MM/YYYY

NMC/GMC/HCPC registration last checked

DD/MM/YYYY Alert notification? Subject / Not subject

Revalidation Details DD/MM/YYYY Date of last Appraisal DD/MM/YYYY

ITP Checked (for Midwifery only) DD/MM/YYYY

Certificate of Fitness for Employment issued by

Name of OH Service Provider Date of Issue DD/MM/YYYY

Life support training BLS or ALS or ATLS or APLS etc Date of Issue DD/MM/YYYY

Competent in oral and written English Yes / No Two references attached Yes / No Date of last appraisal DD/MM/YYYY

Other information as required by the Authority

The above named Agency Worker has been submitted by the Supplier for consideration in the provision of the Services i) in response to a request from the Authorised Officer of the Authority; ii) has undergone all of the necessary and appropriate pre-employment screening checks as required by the NHS Conditions of Contract for the supply of medical locums to ensure their compliance prior r to supply and iii) shall be charged in accordance with the Contract Price set out in Appendix 2 to the Framework Agreement (or Escalated Contract Price as agreed with the Senior Authorised Officer of the Authority).

Name Position

Signature Date DD/MM/YYYY

Insert Agency Details


Appendix 6

ON FRAMEWORK OR OFF FRAMEWORK AGENCY/ENHANCED RATES (ABOVE THE AGENCY RATE CAP) BOOKINGS FORM

This form must be used for all Off Framework clinical, non-clinical and medical locum bookings that are agreed.

Bookings must be authorised by an Executive Director (Out of hours = On-call Executive).

Name of Agency

Is this agency on or off framework? Yes No

Ward / Department / Division

Manager requesting cover

Staff type (eg RN/RMN/FY2 etc)

Band / Grade (agency worker is covering)

Hours booked (eg 07.15 – 15.00)

Date of Shift

Agency worker name

Steps taken to cover shift (Please tick to confirm each step has been taken)

Trust Staffing Efficiency protocol has been followed

Shift risk assessed in accordance with safer staffing policies/use of specials

Review of availability of bank workers

Review of Staff with owed/unused hours to Trust

Review of whether Staff can be moved from department/ward

Preferred (tiered) agency suppliers cannot

cover shift

Rationale for Off Framework authorisation (Information on context to evidence need.

eg. “MH Section requiring RMN

observation” or “Ward full, increase in level

1a patients; cover essential to meet

fundamental care needs and maintain

patient safety” etc)

What is the actual agency hourly charge rate?

Is this rate above the cap? Yes No

APPROVED BY (Name of authorising Executive Director)

Booked By

Retain a copy of this form for your records. Please return a copy of this form to the Temporary Staffing Team (in The Furze) within 24 hours of the shift for the purposes of monitoring.


Appendix 7 - AfC Hrly Rates -

Substantive staff are paid at their substantive scale point for bank work on the same band

Highlighted rows are the minimum bank rates (and the rate paid to bank only staff)

Rates

(Inclusive

of WTD

A/L)

Band

ESR Spinal

point ESR

step

Minimum

Bank

Rate

AfC

Salary HCA

Total

Basic &

HCA

Hrly

Basic

Hrly

HCA Day Sat/N Sun/BH

Day Sat/N Sun/BH

Band 1 60 1

Band 1

Bank 17652 3722 21374 9.03 1.90 10.93 15.26 19.51

12.25 17.11 21.86

70 2 17652 3722 21374 9.03 1.90 10.93 15.26 19.51

12.25 17.11 21.86

Band 2 60 1 17652 3722 21374 9.03 1.90 10.93 14.72 18.51

12.25 16.50 20.75

70 2

Band 2

Bank 17652 3722 21374 9.03 1.90 10.93 14.72 18.51

12.25 16.50 20.75

80 3 17652 3722 21374 9.03 1.90 10.93 14.72 18.51

12.25 16.50 20.75

100 4 17652 3722 21374 9.03 1.90 10.93 14.72 18.51

12.25 16.50 20.75

110 5 17652 3722 21374 9.03 1.90 10.93 14.72 18.51

12.25 16.50 20.75

130 6 17983 3722 21705 9.20 1.90 11.10 14.96 18.83

12.44 16.77 21.10

140 7 19020 3722 22742 9.73 1.90 11.63 15.72 19.80

13.03 17.61 22.19

Band 3 112 1 18813 3722 22535 9.62 1.90 11.52 14.89 18.26

12.92 16.69 20.46

132 2 18813 3722 22535 9.62 1.90 11.52 14.89 18.26

12.92 16.69 20.46

142 3

Band 3

Bank 18813 3722 22535 9.62 1.90 11.52 14.89 18.26

12.92 16.69 20.46

150 4 18813 3722 22535 9.62 1.90 11.52 14.89 18.26

12.92 16.69 20.46

170 5 19332 3722 23054 9.89 1.90 11.79 15.25 18.71

13.21 17.09 20.97

180 6 19917 3722 23639 10.19 1.90 12.09 15.65 19.22

13.55 17.54 21.54

190 7 20795 3722 24517 10.63 1.90 12.54 16.26 19.98

14.05 18.22 22.39

Band 4 182 1 21089 3722 24811 10.79 1.90 12.69 15.92 19.16

14.22 17.85 21.47

192 2 21089 3722 24811 10.79 1.90 12.69 15.92 19.16

14.22 17.85 21.47

200 3

Band 4

Bank 21089 3722 24811 10.79 1.90 12.69 15.92 19.16

14.22 17.85 21.47

220 4 21819 3722 25541 11.16 1.90 13.06 16.41 19.76

14.64 18.39 22.14

230 5 22482 3722 26204 11.50 1.90 13.40 16.85 20.30

15.02 18.88 22.75

240 6 22707 3722 26429 11.61 1.90 13.52 17.00 20.48

15.15 19.05 22.96

250 7 23761 3722 27483 12.15 1.90 14.06 17.70 21.35

15.75 19.84 23.92

Band 5 242 1 24214 3722 27936 12.38 1.90 14.29 18.00 21.72

16.01 20.17 24.34


252 2 24214 3722 27936 12.38 1.90 14.29 18.00 21.72

16.01 20.17 24.34

270 3

Band 5

Bank 24214 3722 27936 12.38 1.90 14.29 18.00 21.72

16.01 20.17 24.34

280 4 26220 3933 30153 13.41 2.01 15.42 19.44 23.47

17.28 21.79 26.30

310 5 26220 3933 30153 13.41 2.01 15.42 19.44 23.47

17.28 21.79 26.30

320 6 27260 4089 31349 13.94 2.09 16.03 20.21 24.40

17.97 22.65 27.34

340 7 28358 4253.7 32611.7 14.50 2.18 16.68 21.03 25.38

18.69 23.57 28.44

350 8 30112 4516.8 34628.8 15.40 2.31 17.71 22.33 26.95

19.85 25.02 30.20

Band 6 322 1 30401 4560.2 34961.15 15.55 2.33 17.88 22.54 27.21

20.04 25.26 30.49

342 2 30401 4560.2 34961.15 15.55 2.33 17.88 22.54 27.21

20.04 25.26 30.49

352 3

Band 6

Bank 30401 4560.2 34961.15 15.55 2.33 17.88 22.54 27.21

20.04 25.26 30.49

360 4 32525 4743 37268 16.63 2.43 19.06 24.05 29.04

21.36 26.95 32.54

380 5 32525 4743 37268 16.63 2.43 19.06 24.05 29.04

21.36 26.95 32.54

390 6 32525 4743 37268 16.63 2.43 19.06 24.05 29.04

21.36 26.95 32.54

400 7 33587 4743 38330 17.18 2.43 19.60 24.76 29.91

21.97 27.74 33.52

410 8 34782 4743 39525 17.79 2.43 20.21 25.55 30.89

22.65 28.63 34.61

420 9 37267 4743 42010 19.06 2.43 21.48 27.20 32.92

24.08 30.49 36.89

Band 7 392 1 37570 4743 42313 19.21 2.43 21.64 27.40 33.17

24.25 30.71 37.17

402 2 37570 4743 42313 19.21 2.43 21.64 27.40 33.17

24.25 30.71 37.17

412 3

Band 7

Bank 37570 4743 42313 19.21 2.43 21.64 27.40 33.17

24.25 30.71 37.17

422 4 37570 4743 42313 19.21 2.43 21.64 27.40 33.17

24.25 30.71 37.17

430 5 38765 4743 43508 19.82 2.43 22.25 28.20 34.15

24.94 31.60 38.27

440 6 38765 4743 43508 19.82 2.43 22.25 28.20 34.15

24.94 31.60 38.27

450 7 40092 4743 44835 20.50 2.43 22.93 29.08 35.23

25.70 32.59 39.48

460 8 41486 4743 46229 21.22 2.43 23.64 30.01 36.37

26.50 33.63 40.76

470 9 43772 4743 48515 22.39 2.43 24.81 31.53 38.24

27.81 35.33 42.86

Band 8a 462 1 44606 4743 49349 22.81 2.43 25.24 32.08 38.93

28.28 35.95 43.62

472 2 44606 4743 49349 22.81 2.43 25.24 32.08 38.93

28.28 35.95 43.62

480 3

Band 8a

Bank 44606 4743 49349 22.81 2.43 25.24 32.08 38.93

28.28 35.95 43.62

490 4 46331 4743 51074 23.69 2.43 26.12 33.23 40.34

29.27 37.24 45.21

500 5 48324 4743 53067 24.71 2.43 27.14 34.55 41.97

30.41 38.72 47.03


510 6 50819 4743 55562 25.99 2.43 28.42 36.21 44.01

31.84 40.58 49.32

Band 8b 502 1 52306 4743 57049 26.75 2.43 29.18 37.20 45.23

32.70 41.69 50.68

512 2 52306 4743 57049 26.75 2.43 29.18 37.20 45.23

32.70 41.69 50.68

520 3

Band 8b

Bank 52306 4743 57049 26.75 2.43 29.18 37.20 45.23

32.70 41.69 50.68

530 4 55226 4743 59969 28.24 2.43 30.67 39.14 47.62

34.37 43.87 53.36

540 5 58148 4743 62891 29.74 2.43 32.16 41.08 50.01

36.05 46.04 56.04

550 6 60983 4743 65726 31.19 2.43 33.61 42.97 52.33

37.67 48.16 58.64

Band 8c 542 1 61777 4743 66520 31.59 2.43 34.02 43.50 52.98

38.13 48.75 59.37

552 2 61777 4743 66520 31.59 2.43 34.02 43.50 52.98

38.13 48.75 59.37

560 3

Band 8c

Bank 61777 4743 66520 31.59 2.43 34.02 43.50 52.98

38.13 48.75 59.37

570 4 64670 4743 69413 33.07 2.43 35.50 45.42 55.34

39.78 50.90 62.02 Annually earned

pnts 580 5 69007 4743 73750 35.29 2.43 37.72 48.30 58.89


points 590 6 72597 4743 77340 37.13 2.43 39.55 50.69 61.83

44.33 56.81 69.29

Band 8d 582 1 73936 4743 78679 37.81 2.43 40.24 51.58 62.92

45.09 57.81 70.52

592 2 73936 4743 78679 37.81 2.43 40.24 51.58 62.92

45.09 57.81 70.52

600 3

Band 8d

Bank 73936 4743 78679 37.81 2.43 40.24 51.58 62.92

45.09 57.81 70.52

610 4 77550 4743 82293 39.66 2.43 42.09 53.98 65.88


points 620 5 81493 4743 86236 41.68 2.43 44.10 56.61 69.11


points 630 6 86687 4743 91430 44.33 2.43 46.76 60.06 73.36

52.40 67.31 82.21

Band 9 622 1 89537 4743 94280 45.79 2.43 48.22 61.95 75.69

54.04 69.43 84.83

632 2 89537 4743 94280 45.79 2.43 48.22 61.95 75.69

54.04 69.43 84.83

640 3

Band 9

Bank 89537 4743 94280 45.79 2.43 48.22 61.95 75.69

54.04 69.43 84.83

650 4 93835 4743 98578 47.99 2.43 50.41 64.81 79.21


points 660 5 98339 4743 103082 50.29 2.43 52.72 67.81 82.89


points 670 6 103860 4743 108603 53.12 2.43 55.54 71.48 87.41

62.24 80.10 97.96