national hr report april 2018 hse national hr directorate ... · safety, and myers briggs...

January, 2018 Monthly HR Report Follow us on twitter: @HSE_HR

National HR Report

April 2018

HSE National HR Directorate Leaders in People Services

April, 2018 Monthly HR Report Follow us on twitter: @HSE_HR

Health Service Leadership Academy Leading Care Programmes Update (Action 1.3)

The second cohorts of both Leading Care I and Leading Care II commenced their programmes in April.

Both got access to the virtual campus in the middle of the month and cohort 2 of Leading Care II had

their first residential during the last week of April. This four day residential is a behavioural and

developmental workshop that contains plenty of opportunity for the participants to interact and engage

in experiential learning. It also provided an excellent opportunity for the participants to meet their

colleagues who are drawn from right across the health service. In all Leading Care programmes there

is a balance of doctors/dentists, health and social care professionals, nurses and midwives, and

management/admin leaders, together with a mix of the various services backgrounds such as hospitals,

community health care, mental health, ambulance service etc., and a countrywide geographical spread,

to ensure a rich learning experience for all concerned.

We wish our colleagues in cohort 2 of Leading Care II every success with their programme and we look

forward to welcoming cohort 2 of Leading Care I for their first residential in May.

A reminder that applications are opened again for both the Leading Care I and Leading Care II

programmes. The closing date for receipt of application is Friday 11th May 2018. Further information is

available on the Leadership Academy website www.healthserviceleadershipacademy.ie.

Future Leaders Programme for HSCPs (Action 1.5)

A third cohort of HSCPs commenced the Future Leaders Programme, delivered by the RSCI, on 30th

April, 2018. The participants cover a wide range of disciplines, including, dietetics, medical science,

occupational therapy, pharmacy, physiotherapy, psychology, psychology (counselling) radiography,

social work and speech and language therapy

HSCP Innovation Awards 2018 (Action 1.5)

Due to an overwhelming response to this initiative, the closing date for receipt of applications has been

extended to 9th May, 2018.

HSCP Communication Sessions (Action 1.5)

In April, members of the National HSCP Office visited HSCP teams in three sites nationally. Connecting

with frontline staff and managers is providing an important opportunity for two-way communication,

enabling information sharing whilst also gathering information relevant to the work of the National HSCP

Office.

Effective Representation (Action 1.5)

Working with Professional Bodies, the National HSCP Office recently reviewed the process/pathway in

place for the selection/on-going support of HSCP nominees taking up HSCP Representative roles on

national committees. Professional Body members are very satisfied with the new process and the role

of the HSCP Office in coordinating and leading HSCP representative selection, working from submitted

nominations, based on agreed criteria.

PRIORITY 1 LEADERSHIP & CULTURE


Leadership Competency Development (Action 1.6)

The National HSCP Office and the Leadership and Innovation Centre for Nursing and Midwifery

(ONMSD) are collaborating closely to update and co-design the existing Clinical Leadership

Competency ePortfolio (CLCeP) on HSELanD. It is intended that the CLCeP will be a shared resource

for Nursing and HSCP colleagues to build their clinical leadership competencies.

Future Leaders Project (Actions 1.7, 1.11, 1.13, 3.10)

This programme aimed to enhance the performance of leaders and managers in the health system in

their current and possible future roles, recognising the need for strong leadership at all levels throughout

the health service. The first Future Leaders Alumni Event for participants who successfully completed

the programme took place on 11th April in the Lecture Hall, St. Mary’s Hospital, Phoenix Park. It was an

interesting morning where participants gave updates on their Future Leaders projects, lessons learned

and the current status of these projects. The morning concluded with a panel discussion on leadership

development. Plans are afoot for similar events to take place over the next eighteen months.

First Time Managers Programme (Action 1.7)

Twenty three participants completed Day 1 and Day 2 of the First Time Manager Development

Programme facilitated by Thelma Pentony. The programme took place in Tayleur House, Portrane, Co.

Dublin on 17th and 18

th April. The participants of the programme consisted of Psychologists, Social

Workers, Doctors, Nurses, Admin and Maintenance staff. This is part of the national four day

programme and topics covered included Change Management, Team Working and Quality and Patient

Safety, and Myers Briggs Personality Type (MBTI) feedback. Feedback from participants was very

positive and they are looking forward to day 3 and 4.

People Management – The Legal Framework (Actions 1.7, 3.4)

Eighteen participants completed this 2-day programme facilitated by Allyson Donnelly Employee

Relations and Thelma Pentony. The programme was hosted in the Phoenix Hall, Phoenix Park, Dublin.

Participants attending were primarily from CHODNCC and the RCSI Hospital Group.

The programme was rated very highly and feedback included:

“I feel more confident to approach certain situations” , “Very stimulating, interesting and I learned so

much”.


Development of Staff Engagement Framework / Strategy (Action 2.1)

The People Strategy commits to embedding a culture of engagement as a hallmark of good leadership

practice across the health system. The development of a Staff Engagement Strategy based on a whole

system approach, working with all divisions and building on the experiences and contributions of staff

got underway during the last quarter of 2017. A document with a working title ‘Engaging Health Staff –

An introduction’ has been developed in consultation with:

• Community of Practice Group encompassing: Quality Improvement Division, National HR,

Communications, Workplace Health & Wellbeing, HBS, Strategic Planning and Transformation

• The National Staff Engagement Forum

• The National HR Division Staff Engagement Forum

• Other interested individuals and groups

Feedback from managers and staff during the consultation process, was that they wanted a practical

resource which would clearly show the evidence base, meaning and benefits of staff engagement.

People also said they wanted guidance on the main factors that impact staff engagement and practical

steps that everyone can take to improve. In addition they said staff wanted a resource document that

was concise, accessible and visibly appealing. ‘Engaging Health Staff – An Introduction’ was presented

at the National Staff Engagement Forum meeting on Wednesday 11th of April where it received a

resounding endorsement.

The document was formally launched by Mr Tony O’Brien at the recent Masterclass on April 18th and is

available on line on the staff engagement website on the resources page.

The document will be updated in the Autumn following publication of the 2018 Staff survey results.

Staff Survey ‘Your Opinion Counts 2018’ (Action 2.2)

The staff survey 2018 will go live on September 1st. We are currently moving towards the closing phase

of consultation on the questionnaire and linking with Heads of HR to begin the process of identifying

Survey Champions.

Staff Engagement website (Action 2.3)

A new staff engagement website has been launched and is available on www.hse.ie/staffengagement

National HR Walking Group

The National HR Walking Group are enjoying the Steps Challenge. If you are interested in participating,

kindly email [email protected] for your motivational calendar and support pack.

Developing Skills for Student and Peer Mentoring in Louth / Meath Specialist Palliative Care -

LETD

A one day programme in student and peer mentoring was facilitated by Thelma Pentony. The

programme was based on mentoring guidelines developed specifically for the service. 92% of the day’s

evaluation rated the programme as excellent and comments included:

PRIORITY 2 STAFF ENGAGEMENT


“Excellent presentation – just the right balance between theoretical ideas and practice”, “Introspective,

interactive thought provoking day”.

Schwartz Rounds - LETD supporting Schwartz Rounds in RCSI Hospital Group

April Schwartz Rounds took place in the RCSI building of Our Lady of Lourdes Hospital. Over 100

multidisciplinary participants attended the round. Feedback was excellent.

Team Working - LETD

LETD facilitated a workshop on team working for the Office of the General Manager,

Primary Care Division, CHO Area 1. Amongst the output from the session was the development of the

team Vision and Mission Statement.

Junior Achievement Ireland

An identifiable goal of the People Strategy is to recognise our Corporate Social Responsibility and

public service ethos through initiatives that support staff as citizens and add value to local communities.

UL Hospitals Limerick have embraced this with information sessions taking place in the hospital on May

1st encouraging staff to support educational outreach activities by volunteering in local primary and

secondary schools in the surrounding Limerick area.

Great interest was expressed by Hospital staff and arrangements are currently taking place to manage

this volunteering opportunity over the coming months and years ahead. Further information available at

www.jai.ie or from [email protected].

Workplace Health & Wellbeing Unit (Action. 2.6)

Workplace Health and Wellbeing is about supporting staff in managing their own health and wellbeing,

to enable staff to maximise their work contributions and work life balance (People Strategy Priority 2).

This includes how we collaborate and coordinate amongst ourselves to best fulfill the People Strategy

objectives and deliver on agreed priorities.

To do this, we need to look at our structures, our processes and how we work together - both with Staff

Support colleagues and with others. Ultimately, the goal is staff who have a strong sense of connection

to the service, take personal responsibility for achieving better outcomes and support team colleagues

to deliver results.

Programme of Reform Projects

Strategy for Doctors Health and Wellbeing – This strategy is now complete and was officially

launched at the Director General’s Masterclass on 17th April. It can be found on the Workwell website.

Workwell.ie

The website was launched on 13/04/2018, which coincided with National Workplace Wellbeing day.

Health and Safety

During the month of March the following activity was recorded:

Activity No.


Health and Safety Helpdesk

Total Number of calls logged, representing the following: 119

Training 52

Information & Advice 61

Policy 6

Total Requests Resolved 93

NHSF Training, Workshops, Seminars, Meetings etc

Total Number of Courses coordinated by Training Team 12

Total Number of Attendees 117

Total DNAs 12

Information Session held at: Voluntaries (St. Michael’s House) – 8

th March

Drumalee Co. Cavan – 21st March

24

NHSF Audit Programme

Total number of National Level 1 Audits 7

Repeat audits 7

In the following locations: Midlands Regional Mullingar, Midlands Regional Portlaoise, St. Lukes Hospital Kilkenny

Other

• Continuing coordination and management of Manual Handling Training and Management of Violence and Aggression for former South East Region

• Management and coordination of Safety Reps Training course x 3 days

• Management and coordination of First Aid Responders course x 3 days

• Management of work Related Aggression and Violence Training Project Group

• Occupational Health Group Teleconference – 5th March

• Work Positive Presentation by SCA and HSA – 7th March

• Stress Management and Work Positive presentation to Hospices – 20th March

Key Project Currently in Place

• Manual Handling Training Procurement Project with OGP

• Manual Handling E Learning Project

• Procurement of Medical Gas E Learning Licenses

• DSE Risk Assessment Guidelines

• DSE E-Learning Project Group

• National PPPG Education and Learning Sub-Group

• National Guidelines on the Transport of RIMDS – in response to HSA Competent Authority Exemption 03/2016 working with Key Stakeholders (QI Division, Procurement and DGSAs) on the development of Packaging Specification for RIMDs

• National Medicine Protocols Steering Group

• BBV Policy Development Steering Group

New Documentation Launched (available on website)

• ‘Principles of Safer Manual Handling’ Fast Facts to complement HSELaND Module


New Documentation Due for Launch

• HSE Corporate Safety Statement

• HSE Manual and People Handling Policy 2018 and accompanying Guideline Document on

‘Managing the manual handling issues of service users with bariatric needs’

Documentation in Development

• Occupational Safety and Health Risk Assessment process and supporting documentation

• Guideline document re: Display Screen Equipment and supporting DSE risk assessment form

• HSE Health Surveillance Policy

• Draft HSE Policy on the Classification Packaging Marking And Labelling Of Pharmacy Wastes generated in the Pharmacy Department

• HSE Guidelines for the Preparation of Patient Specimens and other Biological Materials for Transport

The following documentation was reviewed, updated and published on the website:

• Safety Alert – Use of Display Screen Equipment

• FAQ – Display Screen Equipment

• Fast Facts – Office Safety

The following documentation was reviewed, updated and distributed to the NHSF:

• OSH newsletter issue no. 10

Policies Signed Off by NJC for Presentation to HS MAC

• HSE Policy for the Prevention and Management of Stress in the Workplace and supplementary

guidance

• HSE Policy on the Management of Health and Safety in Contract Work

• HSE Policy on Driving for Work

Policies Currently with NJC

• HSE Policy and Procedure for the Management of Intoxicant Misuse

• HSE Policy on the Management of Work Related Aggression and Violence – feedback received from

NJC following meeting on 27/03/18 – minor amendments to be made

EAP

Additional activities for the month were attendance at the Steering Group Meeting, and guest Speaker at the HBS Finance Leaders Forum on the subject of Stress Management.

CHO6

Below activity from Kilkenny / South Tipperary / Waterford:

Supervision Sessions 4

Staff support meetings in Oncology 3

WIT Nursing Student Session 1


CISM sessions 3

Stress Management Training Day 1

Management brief response on CISM response 1

CISM network meeting 1

National EAP Steering Group meeting 1

Work Positive CI meeting 1

Research & Education Group meeting 1

CHO1

In addition to the usual employee assistance and counselling appointments and input for healthcare staff in Letterkenny, Sligo and Donegal town the North West EAP has signposted staff to mediation, coaching, health and safety and occupational health. There has been update training day for Critical Incident Stress Management (CISM) and EAP west team day in the past month. Work continues on the EAP standards as well.

CHO3

There was 19 new clients in the Mid-West, 128 individual client sessions were given, 2 Debriefs, 1

support group.

Rehabilitation

Deborah Moriarty commenced work as Rehabilitation Case Manager at the WHWU Unit in Adelaide

Road.


Professional Supervision for HSCPs (Action 3.1)

The National HSCP Office ‘Train the Trainer’ Professional Supervision Training Programme for HSCP

(Supervisors) completed the first part - the delivery of the newly developed classroom based

Professional Supervision Training Programme for HSCP (Supervisors) this month. The second part

focuses on the Train the Trainer component commencing in May. The participants are from a range of

HSCP professions such as Radiography, Psychology, Speech & Language Therapy, Occupational

Therapy, and Physiotherapy from both Hospital and Community setting. When delivering the

Programme, they will represent not just their own discipline but all the disciplines within the National

HSCP Office.

A panel of HSCP Trainers will be created from this group; building capacity internally within the HSE, to

deliver nationally the newly developed classroom Professional Supervision Training Programme for

HSCP (Supervisors) in Autumn 2018.

This builds further on the Professional Supervision for HSCP eLearning module currently available on

www.hseland.ie

Organisational Learning and Knowledge and Capabilities Conference

The annual Organisational Learning and Knowledge and Capabilities Conference was held recently in

Liverpool. This is a leading international conference for researchers in the fields of organisational

knowledge and learning. Dr. Louise Doyle from Leadership, Education and Talent Development

presented a paper at the conference focusing on her experiences and reflections of implementing a

longitudinal interpretive case study in the public health care sector. A number of the delegates

attending had research interests in or are working in the healthcare sector. Action learning and

character based leadership were other highlights of the conference.

Further development of e-learning (Actions 3.1, 3.3, 3.13, 3.19)

A new Complaints Handling Online Training Programme was launched on HSELanD.

A new online training programme to help HSE staff at all levels to resolve complaints from service users

promptly and effectively, is now available on HSELanD.

The new eLearning module, ‘Effective Complaints Handling’, covers a number of interactive complaint

handling scenarios, incorporating stage 1 of the Your Service Your Say complaints policy, encourages

engagement through the selection of different pathways from a number of real-world situations.

The aim of the new training resource is to help staff, as the first point of contact, to resolve complaints

from service users promptly and effectively and know how and when to escalate a complaint if required,

in line with Your Service Your Say, the Management of Service User Feedback for Comments,

Compliments and Complaints, HSE Policy 2017.

Effective Complaints Handling takes approximately 35 minutes to complete and includes an assessment

at the end of the online training.

PRIORITY 3 LEARNING & DEVELOPMENT


The new complaints handling module has been developed by the HSE’s National Complaints

Governance and Learning Team (NCGLT) in conjunction with the Office of the Ombudsman.

Effective Complaints Handling is now available on HSELanD and accessed through the knowledge

centre.

E-Learning Programme Updates

Arising from a current review and a commitment to continuous improvement, HSELanD will be

replacing some existing generic e-learning programmes with updated and technologically improved

versions.

Some of these earlier programmes depend on technology which will not be supported after 2019.

There will be a transition period of two weeks to allow learners, already enrolled on the existing

programmes, to complete. Each learner will be individually notified. As part of this process we are also

about to update our suite of IT learning programmes (Word, Excel, PowerPoint) from Office 7 to Office

10.

New User Interface (UI) on HSELanD

As part of our commitment to continuous improvement HSELanD is about to deploy a revised front page

user interface (UI). This is in response to user feedback gathered in recent months and is intended to

simplify access to all available resources.

New Registrations on HSELanD

HSELanD has experienced a record number of new registrations in recent months due to a range of

factors including the general mandatory status being attached to ‘An Introduction to Children First’ e-

learning programme and a range of other service specific mandated programmes. There are now over

100,000 active users on HSELanD which is very significant. Our help and support services have been

extremely active during this time dealing with first time user issues. In addition HSELanD is responding

to a significant swell of data requests from individual services on course activity and completions. In line

with Data Protection Legislation and new GDPR requirements HSELanD has implemented a strict policy

on these issues. Our revised privacy statement and data access policies are available from

www.hseland.ie. Any enquiries should be made by e-mail to [email protected].

HSELanD Webinar Series. 2018

Further Webinars in the series have recently taken place on the topics of ‘Managing Classroom Training

on HSELanD (HSELanD – March) The HSE Sick Pay Scheme - Changes to the Critical Illness Protocol

(CIP) and Changes to Maternity Leave (CERS – April).

These are broadcast to an invited audience recorded and subsequently edited for hosting on the Share

Hub on www.hseland.ie.

Planning is underway for a full series of monthly HR Webinars during 2018 facilitated by the HSELanD

team. In addition to Employee Relations (CERS) related topics others include:

• ‘Getting support for your online blended learning Initiative (May -HSELanD)

• ‘HSELanD and General Data Protection Regulations (June - HSELanD)),

• New Induction Hub on HSELanD (July –HSELanD)


We continue to invite HR Subject Matter Experts to commit to a forty minute live webinar presentation to

a specific internal target audience. The HSELanD team will work closely with each SME in advance to

thoroughly plan and prepare for the event and assist with and moderate the event.

If you would be interested in becoming involved in this initiative as a Subject Matter Expert / Trainer on

your area of expertise please contact Tony Liston at [email protected] or call 071 9822100.

Learning & Development – HSCP (Actions 3.6 & 3.15)

Requests to support multi-disciplinary CPD continue to increase annually and continue to be supported

by the National HSCP Office

Leadership Education & Talent Development – Programmes (Actions 3.6, 3.17)

Two Coaching Skills for Managers Programmes commenced in Newbridge and Tallaght. At the end

of this two day programme participants will have an understanding of the principles of coaching, have

further developed an awareness of their current preferences and management style and its impact on

those they manage.

A Clerical Administration Development Programme was facilitated for clerical administration staff in

CHO6 with 10 participants attending. This programme aims to support clerical administrative grades in

their development and includes the following modules: Communication; Customer Service; Personal

Development Planning (PDP); Team Working; Time Management and Minute Taking.

Two day People Management the Legal Framework took place in Naas during April. This programme

provides the knowledge to enable Line Managers to understand and operate key human resource

policies and procedures to improve employee performance, motivation and commitment and thus

contribute to high quality patient care.

The final day of First Time Managers Programme in St. Mary’s in the Phoenix Park also took place

with 12 managers from various services successfully completing the four day programme.

Team Development support in the form of bespoke team interventions tailored to the specific needs of

the team was provided to teams in CHO7 and the Dublin Midlands Hospital Group.

Change Management Support continues to be provided to teams undergoing large or small scale

change. Support was provided to a number of corporate teams during April.

The HOPE Exchange Programme 2018 commences on 7th May where health professionals from

across Europe take part in an exchange for four weeks. There are seven managers from across the

Irish Health Service taking part this year and five managers from across Europe will visit Ireland during

the four week period. The HOPE Exchange Programme is designed to promote the exchange of

knowledge and expertise within the EU and to provide training and experience for hospital and

healthcare professionals in a European context. The emphasis of the programme is practical rather than

academic and also takes into account the professional’s specific motivation for joining the programme

as well as the agreed theme for the year. The theme for the HOPE Exchange Programme 2018 is

“Improving the quality of healthcare using the experiences and competencies of patients: Are we

ready?”

LETD overview of April 2018 – CHO2 and Saolta


In CHO2 and Saolta hospital group, April saw the completion of Modules 5 and 6, for the Leaders in

Management course. A Project Clinic was also included with participants meeting with senior managers

who worked with them through these project panels supporting their learning.

April also saw a focus on Attendance management in Letterkenny University Hospital with a number of

workshops provided in collaboration with the Director of Nursing's office.

Coaching services remains active with referrals from the First Time Managers (FTM) programmes and

the 2-day Coaching Skills for Managers Programme.

Clerical Officer Development Programmes concluded in both Mayo and Sligo. The projects presented

included updating referral forms to re organising recording systems for annual leave etc. The feedback

from participants was very positive.

Learning & Development – HSCP (Actions 3.10)

Research - Speed-networking event taking place on 22nd

May ’18 – I8 academic researchers and 18

HSCP practitioners interested in conducting research in applied health settings get together for a

morning of networking.


Develop an Integrated Multi-Disciplinary Workforce Planning Framework (Action 4.1)

The ‘People Strategy’ sets out to develop an integrated multi-disciplinary workforce planning framework

based on best practice to add value, attract and retain talent and deliver on organisational goals. The

recently published ‘‘National Strategic Framework for Health and Social Care Workforce Planning’ sets

out an 18 month action plan with a focus on initial implementation, for which work is now underway in

collaboration with the Integrated Health Workforce Planning Unit. To support the work under the

Framework Implementation Key Action Area 1; Establish Governance and Framework Oversight

Arrangements, the HSE Cross-Divisional Health Workforce Planning Steering Group agreed Terms of

Reference at their meeting on 24th April 2018.

The key objective of the Group are to: Ensure that all integrated health workforce planning activities

support the values of the organisation; agree organisational priorities that require health workforce plans

and agree the optimal approach to rollout; approve a common integrated health workforce planning

framework, and to provide leadership and commitment to workforce planning.

In support of the agenda for greater collaborative and integrated working, the formal merger has taken

place of the Integrated Workforce Planning Unit and the Workforce Planning, Analytics and Informatics

Unit. This merger provides opportunities for improved data contribution to planning, and strengthens our

capacity for integrated health and social care workforce planning.

Gradlink Programme (Action 4.4)

Launched in 2016, the one year HSE Gradlink Programme for 2018/2019 opened for applications on

March 23rd

2018. The programme was advertised for two weeks over a number of platforms including;

the HSE Human Resources website, Third Level Education Careers Services and Social Media. We are

delighted to announce that we have received a record number of applications reflecting the increased

popularity and attractiveness of the programme.

A competency based application was introduced in order to afford applicants the opportunity to best

capture and present their learning and work experience to date. Other actions taken included the

provision by LETD of an HSE Graduate programme Question and Answer document to Heads of HR.

This document is designed to assist service areas in gaining knowledge and understanding of who the

Graduate programme is aimed at, what graduates should expect from the programme and the support

offered by LETD to both the employing service area and the graduate for the duration of the internship.

This year placements are available across the HSE including Corporate, Community Health

Organisations and Hospital Groups, HBS, Disability Services, Ireland East Hospital Group and

Emergency Management with a greater geographic spread than earlier campaigns. This year there are

six graduate streams available with the introduction of Data Analytics.

To date two interview sessions have taken place with further interview dates scheduled for May.

It is anticipated that the 2018/2019 HSE Gradlink graduates will be available to take up their placements

in July/September 2018.

PRIORITY 4 WORKFORCE PLANNING


We would like to express our gratitude to all colleagues and partners for helping us make progress and

we look forward to continuing to working with you for now and in to the future, to advance and progress

the HSE Gradlink Programme.


Health Sector Workforce – March 2018 - Key Messages (Action 5.1 – 5.13)

As advised last month, reporting methodology changed from the start of 2018 on direction from the

Department of Health, to better align census reporting with pay reporting and the Pay & Staffing

Strategy. Directly employed Home Helps (on HSE payroll) are now included in the census numbers and

pre-registration student nurses on their 4th year placement (previously discounted at 50%) are now

returned at their actual WTE value. These changes only impact two staff categories; Nursing and,

Patient and Client Care.

At the end of March 2018, health services’ employment (including Home Helps) stands at 115,960

WTEs. When compared with the February 2018 figure (115,467 WTEs), the change is an increase

of +493 WTEs (+0.4%).

Reporting Methodology Impacts

• Student Nurse WTE this month increased by +69 WTEs, for which +41WTEs is inclusive of the

methodology change.

Key findings

• All Hospital Groups (HGs) with the exception of the Children’s Hospital Group, along with all of the

Community Healthcare Organisations (CHOs) with exception of CHO 2 recorded increases this

month.

• Two sectors recorded increases from last month; HSE +428 WTEs, (+0.6%), the Voluntary Agencies

Hospitals Sector +79 WTEs (+0.3%) while the Voluntary Agencies (Non-Acute) reduced by -14

WTEs (-0.1%).

• The Year-to-Date figure is +1663 WTEs (1.5%).

• Recorded employment levels have increased by +15,568 WTEs (+15%) since they bottomed out in

October 2013 (100,392 WTEs, adjusted to exclude Children & Family Services, but now include

Home Helps).

Staff Category & Staff Group Changes – growth/change factors

• All staff categories recorded growth this month. Nursing staff category recorded the greatest

increase at +145 WTEs (+0.4%). It should be noted that on a year-on-year basis, a better measure

of change here, is now recording growth of 1,566 WTEs. The assessed impact of the removal of the

discounting of 4th year student placements in this look back period is of the order of 591 WTEs, (the

grade group of student nurses includes some that discounting was never applied to) thus based on

this the nursing workforce has increased by 975 WTEs in the last 12 months.

• In addition to directly employed nurses, expenditure on nursing agency continues to be a significant

resource and based on February 2018 expenditure data, the derived figure in WTEs was assessed

at 1,373 WTEs. Using this figure as a proxy a more correct WTE figure for Nursing at end of March

is 39,375 WTEs.

• Some of the other notable monthly increases in staff groups and individual grades were seen in;

NCHDs +53 WTEs, Nurse Managers +40 WTEs, Management (Grade VIII+) +25 WTEs, Clerical &

Supervisory (III to VII) +64 WTEs, Health Professional (other) +67 WTEs and HCA’s +58 WTEs.

PRIORITY 5 EVIDENCE & KNOWLEDGE


Pay and Staffing Strategy 2018

• 2018 Funded Workforce Plan is work-in progress.

Acute v Community Services - March 2009 to March 2018

Monthly changes since employment levels bottomed out in October 2013


By Staff Group including Home Helps: Mar 2018 (February figure: 115,467)

Staff Category /Group WTE Mar

2018

change

since Mar

2017

% change

since Mar

2017

change

since Dec

2017

% change

since Dec

2017

change

since Feb

2018

Total Health Service 115,960 +4,606 +4.1% +1,663 +1.5% +493

Medical/ Dental 10,185 +406 +4.2% +64 +0.6% +65

Consultants 2,992 +110 +3.8% +21 +0.7% +14

NCHDs 6,380 +289 +4.8% +50 +0.8% +53

Medical (other) & Dental 813 +6 +0.8% -7 -0.9% -2

Nursing 38,002 +1,566 +4.3% +1,225 +3.3% +145

Nurse Manager 7,529 +207 +2.8% +95 +1.3% +40

Nurse Specialist 1,753 +139 +8.6% +47 +2.7% +14

Staff Nurse 25,246 +429 +1.7% -69 -0.3% +25

Public Health Nurse 1,510 +25 +1.7% -5 -0.3% -2

Nursing Student 1,660 +762 +85.0% +1,160 +231.9% +69

Nursing (other) 305 +3 +1.1% -2 -0.8% -1

Health & Social Care 16,070 +603 +3.9% +120 +0.8% +80

Therapists (OT, Physio, SLT) 4,462 +181 +4.2% +21 +0.5% +13

Health Professionals (other) 11,609 +422 +3.8% +99 +0.9% +67

Management/ Admin 17,891 +820 +4.8% +177 +1.0% +89

Management (VIII+) 1,654 +156 +10.4% +44 +2.7% +25

Clerical & Supervisory (III to VII) 16,237 +663 +4.3% +133 +0.8% +64

General Support 9,454 +55 +0.6% +0 +0.0% +25

Patient & Client Care 24,358 +1,156 +5.0% +77 +0.3% +89

Ambulance 1,773 +106 +6.3% +28 +1.6% +30

Care 19,150 +746 +4.1% +117 +0.6% +65

Home Help 3,434 +305 +9.8% -68 -1.9% -6

By Service Delivery area: March 2018

Service Area WTE Mar

2018

change

since Mar

2017

% change

since Mar

2017

change

since Dec

2017

% change

since Dec

2017

change

since Feb

2018

Total Health Service 115,960 +4,606 +4.1% +1,663 +1.5% +493Ambulance 1,872 +113 +6.4% +29 +1.6% +30

Children's Hospital Group 3,159 +162 +5.4% +55 +1.8% -7

Dublin Midlands Hospital Group 10,448 +287 +2.8% +146 +1.4% +39

Ireland East Hospital Group 11,697 +562 +5.0% +315 +2.8% +72

RCSI Hospitals Group 8,993 +373 +4.3% +216 +2.5% +58

Saolta University Hospital Care 8,881 +315 +3.7% +208 +2.4% +47

South/South West Hospital Group 10,216 +520 +5.4% +238 +2.4% +53

University of Limerick Hospital

Group 4,065 +417 +11.4% +91 +2.3% +18

other Acute Services 70 +14 +25.8% +3 +4.2% +0

Acute Services 59,402 +2,763 +4.9% +1,301 +2.2% +311

CHO 1 5,480 +106 +2.0% +43 +0.8% +33

CHO 2 5,387 +133 +2.5% -4 -0.1% -25

CHO 3 4,230 +98 +2.4% +61 +1.5% +30

CHO 4 8,025 +269 +3.5% +42 +0.5% +22

CHO 5 5,122 +359 +7.5% +41 +0.8% +22

CHO 6 3,758 -572 -13.2% +4 +0.1% +3

CHO 7 6,536 +846 +14.9% +13 +0.2% +6

CHO 8 6,135 +95 +1.6% +24 +0.4% +33

CHO 9 6,526 +244 +3.9% +114 +1.8% +16

PCRS 378 +23 +6.6% -15 -3.7% +1

other Community Services 469 +6 +1.3% +1 +0.2% +1

Community Services 52,046 +1,609 +3.2% +325 +0.6% +142

Health & Wellbeing 1,459 +49 +3.5% +9 +0.6% +6

Corporate 1,540 +66 +4.5% +5 +0.3% +26

Health Business Services 1,513 +118 +8.5% +23 +1.6% +7


By Division: March 2018

Division WTE Mar

2018

change

since Mar

2017

% change

since Mar

2017

change

since Dec

2017

% change

since Dec

2017

change

since Feb

2018


Acute Services 59,402 +2,763 +4.9% +1,301 +2.2% +311

Acute Hospital Services 57,531 +2,651 +4.8% +1,272 +2.3% +282

Ambulance Services 1,872 +113 +6.4% +29 +1.6% +30

Mental Health 10,037 +241 +2.5% +239 +2.4% +81

Primary Care 10,953 +106 +1.0% +17 +0.2% +20

Social Care 31,056 +1,262 +4.2% +70 +0.2% +42

Disabilities 17,895 +675 +3.9% +83 +0.5% -0

Older People 13,160 +587 +4.7% -13 -0.1% +42

Health & Wellbeing 1,459 +49 +3.5% +9 +0.6% +6

Corporate 1,540 +66 +4.5% +5 +0.3% +26

Health Business Services 1,513 +118 +8.5% +23 +1.6% +7

By Administration: March 2018

HSE /Section 38 WTE Mar

2018

change

since Mar

2017

% change

since Mar

2017

change

since Dec

2017

% change

since Dec

2017

change

since Feb

2018


Health Service Executive 75,256 +3,060 +4.2% +1,146 +1.6% +428

Voluntary Hospitals 24,937 +934 +3.9% +509 +2.1% +79

Voluntary Agencies (Non-Acute) 15,767 +611 +4.0% +8 +0.1% -14

Attendance Management in the Health Sector to February 2018 (Action 5.6)

Benchmark

/ Target February

2018 % medically Certified

(February 2018)

Rates 3.5% 5.0% 89%

Latest monthly figures (February 2018)

• The February rate at 5.0% is lower than the January rate (5.7%). Previous February rates were

6.2% (2008), 5.0% (2009), 4.7% (2010), 4.9% (2011), 5.1% (2012), 4.8% (2013), 4.9% (2014), 4.6%

(2015) and 4.9% (2016), 4.4% (2017).

• February 2018 attendance management rate stands at 5.0%, an increase when compared with a

rate of 4.4% for February 2017 & 4.9% for February 2016.


Annual Rate for 2017 and Trend Analysis from 2008

• The 2017 full year rate is 4.4% which is down from 4.5% in 2016. It puts the Health Services

generally in‐line with the rates reported by ISME for large organisations in the private sector and

available information for other large public sector organisations both in Ireland and internationally.

• Attendance management rates have been collected centrally since 2008 and in overall terms, there

has been a general downward trend seen over that time, albeit some reversal in 2016, but still well

below earlier years’ overall rates. Annual rates are as follows:

• Latest NHS England attendance management rates for July 2017 recorded an overall rate of 4.0%,

an increase from the previous one of 3.9% (June 2017). Scotland’s NHS attendance management

rate for the 2015/2016 financial year was 5.2% while in Wales the rate recorded was 5.0% for Q3

2017.

• It needs to be recognised that health sectors' workforce is extremely diverse in terms of occupation

and skills when compared with many other public and private sector employers. For instance health

sector work is often physically and psychologically demanding, which increases the risk of illness

and injury and of course is one of few sectors that operate 24 hours services, for 365 days a year.

• The notional cost of absenteeism for the health services for 2016, using DPER methodology, was

assessed as being of the order of €175.9m.

Health and Social Care Professions Research Conference 14th

November, 2018 (Action 5.9)

The National Health and Social Care Professions Office announced the call for submissions on March

14th for the fifth HSCP Research Conference, on the theme Translating Health & Social Care

Professions Research into Policy & Practice. The conference, which takes place in the Conference

Centre, Dublin Castle on Wednesday 14th November 201, will include keynote speakers, oral and poster

presentations and research workshops. Closing date for receipt of abstracts is extended to Monday, 14th

May 2018. For further information visit the HSCP hub on www.hseland.ie


Accreditation First Time Managers Programme (FTM)

Accreditation in respect of FTM was pursued with the Irish Association of Social Workers (IASW). The

IASW CPD Committee accredited FTM in Dublin North East as follows:

‘Dear Thelma, we are pleased to inform you that the IASW CPD Committee has accredited your

attached course; ‘First Time Manager’s Development Programme’. Please note that

as of May 2015, the IASW Board have amended the IASW policy in relation to allocating CPD points in

the light of the new CORU SWRB’s CPD Standard and Requirements Framework:

The IASW CPD committee will continue to accredit courses as relevant to the social work profession.

But it is the individual social worker’s responsibility to allocate CPD credits themselves (as stated in the

CORU SWRB CPD Framework) for new and enhanced learning resulting from attendance at the event.

This is based on the principle that one hour of learning is equal to one CPD credit’


National Workplace Unit (Investigations) (Action 6.6)

Chief Officers Group - Community Health Organisations – Human Resources Investigation

commissioner Training Day was delivered on 20 April 2018.

Presentations and facilitated discussion provided clarification in relation to a range of matters pertaining

to the commissioning of investigations, fair procedures and constitutional and natural justice as it relates

to the delivery of the investigative process. Subject areas addressed included:

• Defining the role of Investigation Commissioner

• Legal Background

• Procedural correctness

• Terms of Reference

• Selection of Investigation Team

• Management of Process

• Discovery where applicable (general and particular responsibilities in this area)

• Management of parallel investigations / inquiry

• The Report from Investigation – Management of same

• Next Steps

A full day of interactive presentations was delivered that facilitated comprehensive discussions, and

questions and answers, in relation to the investigation elements of the following Human Resources

Policies and Procedures:

• Trust in Care

• Dignity at Work

• Disciplinary Procedure

It was an extremely positive day and feedback received identified the day to be helpful within the

context of organisational roles and responsibilities regarding Human Resources investigations.

Human Resources Investigator Training - 16th and 17th April 2018

We have delivered the ninth National Human Resources Investigator Training Programme which was

attended by a range of personnel from across the health system.

Day one of the programme provided participants with opportunity to increase their knowledge in relation

to the legal aspects pertaining to the initiation and implementation of the investigative process, the

importance of the application of fair procedures and the principles of constitutional and natural justice.

A facilitative question and answer style approach ensured that participants had opportunity to explore

and increase knowledge and understanding within the context of the role as a HSE Human Resources

Investigator.

PRIORITY 6 PERFORMANCE


Day two of the programme provided participants with opportunity to explore the importance of process

and practice in the area of Human Resources investigations, covering a range of related topics.

Significant emphasis was placed on experiential learning and participants undertook a number of role

play activities to support application of learning to practice. Feedback was delivered and application of

reflective practice facilitated improvements in learning.

Presentations and facilitated discussion provided clarification in relation to a range of matters pertaining

to the delivery of the investigative function, with an emphasis on the need for the application of fair

procedures and constitutional and natural justice as it relates to the delivery of the investigative process.

Feedback from the group was very positive.

Pre Investigation Function

Following the appointment of Pre Investigation Manager last month, a review is being conducted on all

the submitted forms to date. This is providing for significant learning which will influence the further

development of the service.

All 01 Complaint Notification and 02 Preliminary Screening Outcome forms should continue to be

submitted to [email protected] in all cases where a complaint is made under the

following policies:

• Trust in Care

• Dignity at Work

• Disciplinary Procedure

Investigation Referrals

All requests for investigators to undertake all Human Resources investigations should now be submitted

to the National Human Resources Division Workplace Relations Unit, Investigation Support Section

where investigation team members must now be proposed by the National Human Resources Division,

Workplace Relations Unit, Investigation Support Section to each Investigation Commissioner only,

details below:

These should be submitted by completing the relevant forms available on the attached link:-

http://hsenet.hse.ie/Human_Resources/Workplace_Relations_Unit/

Any further queries please email the National Human Resources Division, Workplace Relations Unit,

Investigation Support Section - [email protected]

Anti-Bullying Project

Significant work continues on the Anti-Bullying Project with:

• The Lead managers in each of the areas for the Dignity at Work Support Contact Persons have been

consulted for their views which has been very positive and supportive of the national process

• The Dignity at Work Support Contact Persons online questionnaire testing is now complete and

ready to submit to SCP’s nationwide for their views


• As a result of the above a report will be compiled with recommendations for the development of the

National Dignity at Work Support Contact Persons panel and processes

• Plans are finalised in relation to the delivery of focussed training to the HSE National Human

Resources Workplace Relations Unit Anti-Bullying Project Team, facilitated by our academic partner

Dublin City University (DCU) Anti-Bullying Centre

• Work is underway in relation to the development of a HSE Anti -Bullying Charter in collaboration with

DCU

• Work continues in relation to scoping the requirements of an ICT system to support delivery of

service, including an Anti-Bullying helpline and provision of a secure database to log calls relating to

same

• Based on the above work a detailed HSE Dignity at Work Support Contact Persons training

programme is being developed.

Training & Accreditation Section

Coach Training Programme

Congratulations to all the participants of the HSE National Human Resources Pilot Coach Training

Programme who graduated on 29th March 2018. We are delighted that all the participants will now join

our National Internal Coaching Panel who provide a very valuable service to all staff who wish to avail of

coaching within the HSE.

International Coaching Federation – Accreditation process

The National Human Resources Health Service Executive application has now been submitted to the

International Coach Federation in order to have this programme accredited. This accreditation process

takes between 12 and 24 weeks. Plans are in situ for the delivery of this Coach Training Programme a

number of times before year end. Advertisements will be circulated in relation to this.

Further information is available from the Workplace Relations Unit, Training and Accreditation Section –

contact details below.

HSE National Human Resources – Coach Training Programme

The Training and Accreditation team continue to engage with Third Level Education bodies to agree a

pathway for the Coach Training Programme in order to be recognised by Quality and Qualifications

Ireland (QQI).

Coaching Week Events

The HSE National Human Resources Coaching Service team have been invited to participate in a

coaching event being hosted in Ebay, Dublin during International Coaching Week (7th – 13th May 2018)

with Niall Gogarty National Coaching Lead participating on a panel. This event will take place on the

evening of Wed 9th May 2018. The evening will be a combination of formal presentations, panel

discussions and market business stands aimed at inspiring coaches and developing their practice.

#Experiencecoaching.

HSE Coaching – External Coaching Services


Background information and application forms for external coaching are available from

[email protected] / 046 9251329. Lisa can also provide guidance on the agreed process. In order to

comply with the nationally agreed procurement framework, it is imperative that all interested applicants

contact Lisa in the first instance as there is an agreed list of HSE Coaching Providers in place.

Interested persons should not contact Coaches directly until appropriate approval is in place.

Irish Institute of Training and Development (IITD) Excellence in Coaching and Mentoring Award

The National Human Resources Coaching Service was delighted to have been shortlisted for the Irish

Institute of Training and Development (IITD) Excellence in Coaching and Mentoring Award category.

Digital Audio Recording (DAR)

The Workplace Relations Unit have met with the Irish Court Service in order to explore options in

relation to Digital Audio Recording or DAR. DAR is a technology based way of recording what is said in

a courtroom. The recording can be played to confirm what was said during a case. After the case ends

a written transcript of what was said can be produced. The application and usage of this software within

the Workplace Relations Unit is being examined in conjunction with the Irish Courts Service.

Intranet Information Resource

http://hsenet.hse.ie/Intranet/Human_Resources/Workplace_Relations_Unit/

Enquiries from all stakeholders are being directed to our intranet information resource to access policies

and latest forms. Up to date overviews of recent events are available on our ‘News and Events’ section.

Internet Information Resource

Colleagues in HSE Communications continue to work with the Unit in relation to the creation of our

information resource on hse.ie. It is anticipated that work to establish the developmental page for the

HRWRU on hse.ie will commence shortly. Project plans are underway to develop a number of ‘portal’

password protected access points on our website in order to facilitate access to bespoke toolkits for

specific groups such as HSE Human Resource National Panel of Investigators and Coaches.

Staff Development Section

Director General’s Masterclass (18th

April 2018)

The Staff Development Section had a stand at the Director General’s Masterclass in the Helix Dublin

City University on the 18th April 2018. There was a significant interest from attendees at the event with

regard to coaching. Information leaflets on coaching were handed out to attendees who showed interest

in the internal coaching service on the day and there were a number of enquiries from people on

coaching.

The type of enquiries that were received at the stand were:

• What type of reasons do people apply for coaching?

• What are the benefits in coaching?

• How do you apply?

• How do you get a coach?

As a result the HSE National Human Resources Coaching Service is experiencing a high level of

applications since the Masterclass.


Internal Coaching Service – Newly Trained Coaches

Following the conclusion of the first National Human Resources pilot Coach Training Programme, newly

trained Coaches involved will now be joining the coaching network. All of the Coaches were sent an

introductory information pack including the coaching process flow on how the coaching process works

for Coaches, in order to support them on commencement of their coaching journey. Coaches are now

being allocated coachees.

International Coaching Federation – Coaching GDPR Event

The International Coaching Federation held an information event on GDPR and the implications for

coaching and this was attended by a representative of the Workplace Relation Unit.

The main focus of the event was to:

• Obligations in Data Processing re Coaching

• Practical Tips in getting ready

The event also highlighted the following:

• Lawfulness, Fairness & Transparent

• Purpose Limitation

• Data Minimisation

• Accuracy

• Storage Limitation

• Integrity and Confidentiality

• Accountability

Further Information in relation to any of the above please contact us on: HSE National Human

Resources Division, Workplace Relations Unit, Health Service Executive, Bective Street, Kells, Co.

Meath Tel: 046 9251790 Email: [email protected]

Website: http://hsenet.hse.ie/Human_Resources/Workplace_Relations_Unit/ Twitter: @HSE_HR_WR


Activity Update – CERS

New Entrants

The Department of Public Expenditure and Reform, together with Public Service Employers including

HSE, met with the Public Service Trade Unions last Friday to deal with the issue of the pay

arrangements for “new entrants”. This term applies to those staff recruited post January 2011 who have

been taken on, on salary rates which are on average 10% lower than those applying to staff recruited

prior to then.

The official side provided information in respect of the survey that has concluded in relation to the

numbers of such staff currently employed within the Public Health Services.

Out of a total of 60,000 such staff, 25,000 of these are employed in the Health Services and the cost of

bringing this cohort of staff in to line with the payscales applicable to their longer serving colleagues, is

in the region of €85m. It should be noted that the figures in relation to Health do not include Hospital

Consultants. The total Public Service Pay Bill is estimated as being in the region of €17.4billion. The

parties have agreed to reengage in early June.

Task Transfers – Mental Health

Agreement has now been concluded with nursing unions in Mental Health Sector regarding the

undertaking of some additional tasks heretofore exclusively the remit of Medical Staff, in return for the

restoration of time + 1/6th premium.

This premium will be restored with effect from 1st July 2018 for this cohort of staff subject to the

establishment of verification of the operation of local implementation groups in each area. The

estimated cost of this restoration is €1.2m in a full year.

The four tasks that have been identified as appropriate to apply to Mental Health centres are as follows;

1. Sharing of formulating, reviewing and implementing integrated care plans.

2. Sharing of initiation of risk assessments and ongoing review

3. Sharing of clozapine / denzapine monitoring

4. Sharing of TMVA/CPI Training for medical and other staff.

Disability Services

A process of engagement involving HSE Disability Services and 14 lead agencies who will be involved

in the roll out of progressing disability services is currently ongoing. At this stage there has been 3

separate processes of mediation, with a further session planned for the week of May 14th.

Public Health Doctors

Engagement between HSE and IMO in respect of a number of matters pertaining to Public Health

Doctors is due to commence shortly. In the main the process will involve a review of the most recent

agreements, stemming from 2003/2009 respectively, in respect of Public Health Doctors and how these

are now fitting in to the new structures obtaining in the Public Health Services and how “fit for purpose”

PRIORITY 7 PARTNERING


they are in the current environment. The agreement of 2009 referenced, relates to the provisions of our

of hours services.

Public Health Nurse- Transfer list

INMO Public Health Nurses have voted to accept the agreement to alter the operation of the transfer

list. The new arrangement for the transfer list requires those nurses seeking a transfer to specify one

geographical preference (the old system allowed for expressions of 3 preferences and made the

operation of the list impossible and prone to error). There are 34 geographical locations that potential

transferees can choose from across the state and this allows PHNs to choose very distinct locations.

HBS have contacted all of the 239 nurses currently on the transfer panel to establish their preferred

geographical location. As a result of this 31 employees removed themselves from the list on the basis

that they no longer required a transfer and all bar 6 of the remaining transferees have expressed a

preference for a specific location (these 6 were not contactable). The transfer list now stands at 205.

We reported last month that 97 vacancies currently exist and these will now be offered to those on the

transfer panel, in addition 53 development posts have been approved to bring the number of student

intake to 150 for this year. This cohort of students for 2018 creates the potential to facilitate further

transfers from the Panel.

Apprenticeships

Agreement has been reached with HSE Estates to commence two apprenticeships this year with a

further 6 in 2019. The HSE are currently being assessed by SOLAS to be an approved provider of

apprenticeship training. It is hoped that the two apprentices for this year can be recruited and

commence work during the summer.

Meitheal

Meitheal is a TUSLA led initiative for early intervention in child protection initiatives across a

multidisciplinary field involving staff of many agencies including the HSE. The programme relies heavily

on the collective responsibility required under the Children First Act 2015 and Better Outcomes, Brighter

Futures, 2014. Statutory services such as health, education, An Garda Siochana, local authorities, the

community and voluntary sectors and TUSLA all have a responsibility and a contribution to make in the

protection and welfare of children. The aim of Meitheal is to ensure that this multidisciplinary resource

provides children and families with appropriate support in a timely fashion that is well co-ordinated with

good communication and partnership between all professionals.

Following recent discussions with the INMO it has been agreed approval will be sought from CHO Chief

Officers to pilot the roll out of Meitheal in 3 Demonstrator Sites. To enable this to happen TUSLA will set

out an implementation plan and the INMO will outline the key objectives it hopes to see emerging from

the pilot project. The Parties have agreed to meet again towards the end of May.

Extension of Maternity Leave in cases of Premature Births

A letter issued from CERS on 24th April to update employers on the extension of maternity leave in

cases of premature birth. A national circular will issue shortly in relation to the arrangements which will

apply in the public health service. The current position is that health service employees who are entitled

to the additional maternity leave may be entitled to claim State Maternity Benefit but there is no sanction

for payment by the employer.


The following is an overview of the main statutory provisions:

The Social Welfare Act 2017 (the "2017 Act") was enacted (in part) on 23 December 2017. The 2017

Act gives effect to various social welfare measures. In particular, it extends the maternity leave

entitlement and related State maternity benefit in cases where a baby is born prematurely. Section 16

of the 2017 Act amends the Maternity Protection Act 1994 to provide for a further period of maternity

leave for mothers of babies born prematurely on or after 1 October 2017.

The further period of maternity leave is equal to the 'premature birth period' defined by Section 15(2) of

the 2017 Act, commencing on the actual date of birth and expiring on the date when the maternity leave

was expected to commence (i.e. ordinarily two weeks before the expected date of birth). Provision is

also made for the extended payment of Maternity Benefit for the length of the premature birth period.

These additional entitlements will apply after the end of the standard 26 week period of maternity leave

and are effective from 1 October 2017.

Employees who are claiming extra Maternity Benefit

In the case of employees who are entitled to this additional period of maternity leave and may be

eligible to claim Maternity Benefit from the Department of Employment Affairs and Social Protection,

please note the following:

Employers will be required to complete a form and return it to the Department of Employment Affairs

and Social Protection confirming that the employee will avail of this additional period of maternity leave

and will not return to employment at any time prior to the completion of this additional leave. A sample

Declaration Form from the Department of Employment Affairs and Social Protection is attached to the

24th April 2018 correspondence. We have been advised by the Department of Employment Affairs and

Social Protection that a letter from the employer will also be accepted provided it gives the new end

date of maternity leave and the other details requested in the attached sample form.

Employers should ensure that employees who are seeking to claim Maternity Benefit as a result of this

additional maternity leave entitlement are facilitated by completing the declaration form upon receipt of

same or submitting a letter to the Department of Employment Affairs and Social Protection with the

information required.

Department of Public Expenditure and Reform Review of the Public Service Sick Leave Scheme

(Priority Action 7.9)

As part of the ongoing review of the Public Service Sick Leave Scheme, a revised Critical Illness

Protocol (CIP) and Guidelines on Management Discretion have been agreed between DPER and the

public service trade unions. The implementation date for the CIP agreement is 31 March 2018.

HSE HR Circular 14/2018 issued recently along with the new Management Discretion Guidelines and a

Frequently Asked Questions (FAQ) document which has been customised for the health service. The

Circular and related documents are available from the HSE website:

https://www.hse.ie/eng/staff/resources/hr-circulars/hr-circular-014-2018-re-changes-to-critical-illness-

protocol.html

The key changes under the CIP Agreement are as follows:

• revisions to the medical criteria for the award of CIP (set out in the revised CIP which is attached to

the Circular – Appendix A);


• The exercise of management discretion in the award of CIP extended sick pay will be done in

accordance with the new Guidelines.

• Amendment to the Protective Year provision so that the 12-month period will commence from the

date of the employee’s return to work rather than the date on which the CIP absence commenced.

The issues of Temporary Rehabilitation Remuneration (TRR) and the Look Back period are still under

discussion at the Workplace Relations Commission.

Compassionate/Bereavement Leave – National Claim

A further conciliation conference was held on the 21 March under the auspices of the Workplace

Relations Commission on the unions’ claim for revised bereavement leave arrangements. It was

agreed at this meeting that the management side would consider the unions’ request for further data

and revert by the end of April.

The unions are seeking to have the revised arrangements which were introduced in the Civil Service in

January 2017, as set out in Circular 01/2017 (DPE202-020-2016), to be applied in the health service.

The HSE have rejected this claim on the basis that it is cost-increasing and there is no automatic

entitlement for the Civil Service provisions to be extended to health service employees. This claim was

raised by the unions at the National Joint Council in March 2017 and the HSE subsequently carried out

a costing exercise, at the request of the Department of Health, to get an estimate of the potential cost

implications.

National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016

HSE HR Circular 012/2018 issued on 28th March in relation to Garda vetting of new employees and

other persons engaged in “relevant work” with children or vulnerable adults. This Circular is available

on the HSE website:

https://www.hse.ie/eng/staff/resources/hr-circulars/hr-circular-012-2018-re-garda-vetting-

requirements.html

The purpose of this Circular is to set out the provisions in relation to Garda vetting of new employees

and other persons prior to their employment / engagement in the health service to carry out “relevant

work and activities” and reflects Section 12 of the National Vetting Bureau Acts 2012 to 2016. Section

12 of the Act, which came into effect on 29th April 2016, stipulates that a relevant organisation shall not:

1. Employ (whether under a contract of employment or otherwise) any person to undertake relevant

work or activities,

2. Enter into a contract of services with any person for the provision by that person of service which

constitute relevant work,

3. Permit any person to undertake relevant work or activities on behalf of the organisation (whether or

not for commercial or any other consideration),

4. Where the relevant organisation is a provider of any course of education, training or scheme,

including an internship scheme, place or make arrangements for the placement of a person as part

of such education, training or scheme if a necessary and regular part of such placement and regular

part of such placement requires the participation by the person in relevant work or activities, unless


the organisation receives a vetting disclosure from the National Vetting Bureau of the Garda

Síochana in respect of that person.

Retrospective Vetting of Existing Employees (Section 21 of the National Vetting Bureau Act)

The deadline for submitting retrospective vetting applications under Section 21 of the National Vetting

Bureau Act is 30th April.

The Department of Health have been closely monitoring the legal compliance of public bodies in the

health sector with Section 21 of the Act. To this end, the Department had requested data on a monthly

basis to ensure that each organisation is legally compliant well in advance of the deadline of 30th April

2018. In order to provide the Department with a comprehensive report each month up to the end of

April, an information template has been issued to HSE and Section 38 agencies each month and the

data has been co-ordinated centrally.

As the deadline of 30th April is imminent, each organisation is required to make all reasonable efforts to

ensure that outstanding vetting applications have been submitted in respect of employees and any other

persons who come within the scope of Section 21 of the Act. This means that the vetting process must

be fully completed by each individual not later than the deadline of 30th April 2018.

As highlighted in previous correspondence, failure to comply with the retrospective vetting requirements

under section 21 is a criminal offence, the penalties for which are set out in section 27 of the Act.

Compliance with the Act is the responsibility of each relevant organisation and management within each

organisation have a duty to make all reasonable efforts in respect of employees and any other persons

(i.e. those not in an employment relationship with the organisation) who come within the scope of

section 21 of the Act. Management should engage with these individuals (employees and non-

employees) as a matter of priority to ensure that they are co-operating with each stage of the vetting

process and obtain confirmation insofar as is reasonably practicable that the process has been fully

completed.

On-going reminders should be sent to employees and any other persons engaged by the organisation

who are required to complete vetting applications prior to the expiration date of 30th April and a record

kept of these individual notifications.

HSE HR Circular 22/2017 sets out the provisions of Section 21 of the National Vetting Bureau (Children

and Vulnerable Persons) Acts 2012 to 2016 which provides for the retrospective vetting of employees

who are carrying out “relevant work or activities” and who were not previously vetted. This Circular also

included the arrangements for the assessment of employees following receipt of vetting disclosures.

This Circular referred to the original deadline for submission of retrospective vetting applications to the

Bureau (31 December 2017). This deadline was extended by statutory instrument to 30 April 2018 as

an exceptional measure and no further extension will be granted.

Temporary Assignments

HSE HR Circular 001/2018, which issued on 18th January 2018, summarised the key requirements

outlined in previous HSE HR Circulars (17/2013, 008/2016, 018/2016) and documentation (Guidance

Document on the Management of Temporary Appointments) in relation to Temporary Assignments.

It also requested that Heads of HR in the CHOs and the Directors of HR in the Hospital Groups review

all temporary assignments to ensure they are compliant with the approval processes, pay arrangements

and have all the necessary supporting documentation.


National Joint Council – Policies and Procedures Sub-Group

The National Joint Council (NJC) Policies and Procedures Sub-Group is the national forum for

engagement with the health service trade unions on draft HSE/health service policies and procedures.

This forum is convened under the auspices of HSE Corporate Employee Relations Services (CERS)

which facilitates this consultation process between management and health service unions. The

meetings generally take place on a monthly basis.

Health service management Policy Leads with draft national policies and procedures which require

consultation with the unions should email Susan Keegan ([email protected] ) in CERS enclosing a

copy of the draft documentation and a brief summary of the topic. The topic will be scheduled on the

agenda for the next available meeting date having regard to the agreement with the unions that a

maximum of four draft policy documents would be circulated between meetings to facilitate the review

process. Following confirmation of the meeting date, a copy of the draft documentation and details of

the relevant Policy Lead are circulated to the unions which may submit comments and feedback in

advance. The Policy Lead is responsible for presenting the draft document to the trade unions at the

meeting, addressing issues raised and undertaking any follow up action agreed. Any queries on this

process may be e-mailed to Susan Keegan ([email protected]).

Webinars

The fourth topic in the CERS Webinar series was broadcast on 25th April and covered two topics:

• The new CIP agreement

• Changes to Maternity Leave – Employees whose babies are born prematurely.

Previous webinar topics are: Mediation, Garda Vetting, Temporary Assignments to a Higher Grade and

Changes to Sick Leave. The webinar initiative has been favourably received as an innovative and cost

effective means of raising awareness and communicating recent developments on key HR topics for the

health service.

All webinars are saved to HSELand after live presentation and copies of the presentation and slides will

be available on request. Webinar space is limited and it is important that anyone interested in

participating registers in good time. Any queries on the Webinar series should be directed to Hilary

Dolan ([email protected]).


People’s Needs Defining Change - Health Services Change Framework Users’ Guide (2018)

Agreement by the Joint Implementation Consultation Forum

People’s Needs Defining Change – Health Services Change Guide (2018) presents the overarching

Change Framework that connects and enables a whole system approach to delivering change across

the system. The Joint Information Consultation Forum as co-sponsors of the Change Guide have signed

off the approach (April 2018) and have highlighted the importance of a clear implementation plan.

The Change Guide strengthens the people and culture focus and complements all of the other service,

quality and culture change programmes that are currently making progress towards the delivery of

person centred care underpinned by our values of Care, Compassion, Trust and Learning. The Change

Framework provides us with an opportunity to align our existing initiatives in order to benefit from the

collective energy created through an integrated approach. People are at the centre of all of these

initiatives – the Change Framework prioritises people’s needs defining change and the Guide is a

resource that can be applied at all levels to support managers and staff to implement change. A

networked approach is required that supports current ways of working and enables the power of our

collective capacity to mobilise change.

Fully utilising and resourcing the implementation of the Change Guide is an organisational and HR

priority – building change capacity will enable and support staff to work with and embrace change as an

enabler of better outcomes for service users, families, citizens and local communities. The Change

Guide and associated resources will be available by the end of June 2018 and further information on

accessing these resources will be shared in advance.

Story boards, videos and further details in relation to all actions outlined in this Report are available on

our @HSE_HR twitter account. Our next HR monthly report will issue by the 7th

June, 2018.

Rosarii Mannion

National Director Human Resources

PRIORITY 8 HUMAN RESOURCE PROFESSIONAL SERVICES

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