http://www.kirklees.nhs.uk/uploads/tx_galileodocuments/Staff_Handbook_07 by NHS Kirklees

Kirklees Primary Care Trust

Staff handbook

www.kirklees-pct.nhs.uk

Kirklees Primary Care Trust

Staff handbook

Contents 1 Welcome to Kirklees Primary Care Trust . . . . . . . . . . . . . . . . . . . .5

2 Salaries and wages . . . . . . . . . . . .8 • • • • • •

Pay Procedures . . . Pension schemes . . Retirement . . . . . . Tax details . . . . . . . Pay slips . . . . . . . . Agenda for Change

3 Quality counts

. . . . . .

.8 .8 .9 .9 .9 .9

. . . . . . . . . . . . . .10

• • • • • • • • • • •

Confidentiality . . . . . . . . . . . . . . . . . . .10 Computer Security . . . . . . . . . . . . . . . .11 Internet . . . . . . . . . . . . . . . . . . . . . . . .11 Standards of business conduct . . . . . . .11 Freedom of Information Act 2000 . . . . .13 Personal presentation . . . . . . . . . . . . . .13 Professional registration . . . . . . . . . . . .14 Patient Advise and Liaison Service (PALS) 14 Complaints . . . . . . . . . . . . . . . . . . . . .14 Risk management . . . . . . . . . . . . . . . .15 Safeguarding children and vulnerable adults . . . . . . . . . . . . . . . . .16 • Emergency plan . . . . . . . . . . . . . . . . . .16

5 HR Policies and Procedures . . . . .22 • • • • •

Disciplinary . . . . . . . . . . . . . . . . Grievance . . . . . . . . . . . . . . . . . Harassment/Bullying . . . . . . . . . . Change of address/circumstances Sickness . . . . . . . . . . . . . . . . . .

. . . . .

.22 .22 .22 .22 .23

6 General information . . . . . . . . . .25 • • • • • • • • • • •

Equal opportunities . . . . . . . . . . . . . Improving Working Lives . . . . . . . . . Special Leave Arrangements . . . . . . . Occupational health . . . . . . . . . . . . . Child and Adult Care Support Service Annual leave . . . . . . . . . . . . . . . . . . Travelling expenses . . . . . . . . . . . . . . Lease car scheme . . . . . . . . . . . . . . . Trade unions and staff organisations . Car parking . . . . . . . . . . . . . . . . . . . Mobile phones . . . . . . . . . . . . . . . . .

7 Index

. . . . . . . . . . .

.25 .25 .25 .27 .27 .28 .28 .29 .29 .30 .30

. . . . . . . . . . . . . . . . . .31

4 Health & Safety . . . . . . . . . . . . . .17 • • • • • •

Health and safety . . . . . . . . Infection control . . . . . . . . Accident /incident reporting NHS indemnity . . . . . . . . . . Fire safety . . . . . . . . . . . . . Security . . . . . . . . . . . . . .

. . . . . .

.17 .18 .18 .18 .19 .19

Kirklees Primary Care Trust

Staff handbook

Section 1 Welcome to Kirklees Primary Care Trust The local context… The Kirklees Primary Care Trust (PCT) provides and commissions health services to improve the health of the people of Kirklees in West Yorkshire and reduce health inequalities. The PCT has been formed following the integration of North Kirklees PCT and Huddersfield Central and South Huddersfield PCTs and was formally established on the 1 October 2006.

Population profile… Kirklees covers a diverse geographical area which includes the urban towns of Huddersfield, Dewsbury, Batley, Cleckheaton, Liversedge, Heckmondwike and Mirfield, containing some areas of considerable disadvantage and significant deprivation to the more rural areas in the Colne Valley and Holme Valley areas of south Kirklees. Our catchment population is over 400,000. Of the 23 wards within Kirklees, eight fall within the 25% most deprived in England and Wales. Many health issues are associated with this including high levels of diabetes, coronary heart disease, infant mortality and child dental decay. Many other health needs are in common with national issues and priorities including child and adolescent mental health, pulmonary disease, mental health, obesity and alcohol misuse.

Partners… Our local authority partner in this area is Kirklees Metropolitan Council. The Council was the first CPA ‘excellent’ authority in Yorkshire and the Humber and has a three star social services department. The Council’s boundaries are coterminous with those of the PCT. The PCT will play an active part in the Local Strategic Partnership. In the south of the area acute services are provided by Calderdale and Huddersfield NHS Foundation Trust (CHFT). CHFT have hospitals in both Halifax and Huddersfield and the PCT will commission in partnership with Calderdale PCT. In the north of the PCT acute services are commissioned from the Mid Yorkshire Hospitals NHS Trust (MYHT). MYHT has hospitals in Dewsbury, Pontefract and Wakefield. We manage our commissioning arrangements into MYHT in Batley partnership with Wakefield PCT. We also commission services from other neighbouring acute trusts including Bradford, Leeds, and Sheffield.

Dewsbury

Mental health services are commissioned from South West Yorkshire Mental Health Trust which covers Calderdale, Kirklees and Wakefield. More detailed information on the PCT and its’ predecessor bodies, including various plans and strategy documents, can be found on the PCT website at: www.kirklees-pct.nhs.uk

Cleckheaton

Mirfield

Huddersfield Kirkburton Marsden Holmfirth

Kirklees Primary Care Trust Section 1 - Welcome to Kirklees Primary Care Trust

PCT’s facts and figures at a glance… Population served

402,000

GP Practices

Dental Practices

Pharmacies

Optometry practices

Primary care services The last year has seen the rapid development of a series of modern primary healthcare facilities across the PCT. In the north of the PCT five new health care facilities have been built. Four of the new buildings are state-of-the-art health centres in Dewsbury, Ravensthorpe, Cleckheaton and Batley. These replaced several old and outdated GP and primary care facilities. Each centre is providing a wide range of primary care services to local people. The buildings also have the flexibility to allow the opportunity to deliver much more, making services more accessible and attractive to local people. The fifth centre, an intermediate care facility in Liversedge, will provide care for people away from hospital to support them back to health and to adapt their lifestyle after a health problem. In the south of the PCT a number of new and refurbished premises have opened during the year. These include: Kirkburton Health Centre, Shepley Health Centre, University Medical Centre, Slaithwaite Health Centre, Meltham Village Surgery, the Oaklands Health Centre in Holmfirth, Speedwell Surgery in Paddock and the Junction Surgery, Moldgreen. A fully equipped surgical suite has been developed at Holme Valley Memorial Hospital to support the provision of traditional acute services in primary care. The Moorfields Primary Care Centre has opened providing primary care services and the administrative support to the GPs with special interests.

The PCT directly provides the following services: • Health Visiting • District Nursing • School Nursing • Community Dental Service • Therapy Services (in the north of the PCT area) • Contraception and Sexual Health (in the north of the PCT area) • Health Promotion • Interpreter and link work • Home loans and equipment • A range of specialist nursing services In addition to this the PCT also has some in-patient intermediate care beds at Holme Valley Memorial Hospital. 6

Staff handbook Section 1 - Welcome to Kirklees Primary Care Trust

Services provided by the PCT: The PCT is responsible for providing the following community health services: • GP Services

• A range of Specialist Nursing Services

• Pharmacy Services

• Welfare Food Sales

• Dental Services

• Rapid Response Team

• Optometry

• Bathing Services

• Health Promotion Services

• Continence Services

• Community based Diabetic Services

• Podiatry

• Home Loans & equipment Services

• Non-acute Occupational Therapy

• Buying Hospital Services

• Speech and Language Therapy

• Support for Carers Services

• Community Rehabilitation

• District Nursing Services

• Patient Advice and Liaison Service (PALS)

• Health Visiting Services

• Smoking Cessation

• Out of Hours Nursing Services

• Patient Appliances

• School Nursing Services

• Non-acute Physiotherapy

• Interpreter & Link Work Services

Kirklees Primary Care Trust

Section 2 Salaries and wages Pay procedures On appointment you will need to make arrangements to visit the Human Resources department. You will need to provide your: • P45 or P46 • Bank details, including sort code, bank account number and address • National Insurance number • Birth certificate • Marriage certificate (if appropriate) • Registration certificate (and PIN number for nursing staff) • Certificates of qualification • Passport • Driving licence Please bring the original documents. A copy will be taken and the originals returned to you.

Weekly paid staff At the end of each week please ensure your time sheet is signed and authorised, it will then be sent to the payroll department. You will be paid on the following Thursday, by credit transfer.

Monthly paid staff Salaries are processed approximately 3 weeks before pay day. Pay day is on the 27th of each month, or the nearest Friday if the 27th falls on a weekend (earlier during December) and paid by credit transfer. Any employees starting after 10th of the month may not receive pay in that month due to payroll close down dates. If you have any queries relating to your pay, contact the Payroll Department on 01484 355051.

Pension scheme There are three options open to you; • The NHS pension scheme is available to staff over the age of 16, except general dental practice staff. The scheme costs: - 5% of your pensionable pay up to AfC paypoint 9, - 6.5% for AfC paypoints 10-48, - 7.5% for AfC paypoint 49 and above, - 8.5% for salaries over £100,000. The employer contributes 7%. (If you do not wish to join the scheme please ask for and complete an SD502 form and return it to the payroll department); or 8

Staff handbook

Section 2 - Salaries and wages

• The state earnings related pension scheme (SERPS); or • A personal pension plan to replace or supplement SERPS A booklet with more information about the NHS pension scheme is provided when you join the PCT or from the HR department on 01484 466163.

Retirement The PCT’s policy with respect to retirement is that normal retirement age for all employees should be on reaching their 65th birthday. Staff have a right to request to work beyond 65 and the PCT will consider this request. Certain employees, for example, members of the NHS Pension Scheme may choose to retire at an earlier age.

Tax details Your tax office is Inland Revenue, Crown House, Huddersfield, telephone 01484 881000. You will need to quote reference 335/75600 if you have any need to make direct contact with the tax office. When starting work you must take your P45 to the HR department. If you are not in possession of this, you need to complete a P46.

Pay slip If you have any questions relating to wages or the NHS pension scheme, contact Payroll, on 01484 355051.

Agenda for Change Agenda for Change is a pay and grading system for NHS staff, based on a job evaluation scheme designed to deliver equal pay for work of equal value. Agenda for Change gives all health service staff (apart from doctors, dentists and very senior managers) the same working hours, annual leave, overtime and sick pay. For more information on Agenda for change visit the Department of Health Website www.dh.gov.uk

Kirklees Primary Care Trust

Section 3 Quality Counts Upon commencement of work with the PCT, all staff must attend a joint induction day within 8 weeks and complete all local induction specific to their role within 12 weeks. The PCT has identified Statutory and Mandatory training requirements for all staff groups. All employees must attend their designated training. Any training requirements outside the above arrangements must be agreed through the Personal Development Review process with your line manager and submitted with the appropriate paperwork.

Confidentiality All staff have a duty to maintain the confidentiality of information relating to patients or other staff members. This duty of confidentiality derives from the personal nature of much of the information which is recorded. This duty is established in common law and is supported by the ethical requirements of health professions. Do not discuss patient information in corridors, lifts, dining room or other public areas. You must not reveal any personal health information about any patient or client of the PCT to anyone not connected with their health care without their express permission. Be particularly discreet about telephone enquires. All media enquires should be directed to the nominated manager. The Data Protection Act (1998) protects personal information held about individuals. It applies to information held on or obtained from computers, and to certain manual records. It gives rights to the individual data subject and imposes responsibilities on the individuals themselves, the organisations holding the data, and the employees of those organisations who use the information. The Act applies only to person identifiable information such as name, address, telephone number, personal reference numbers (National Insurance Number, NHS Number), sex, date of birth, ethnic origin and occupation. The Act only protects personal data about people who are alive. Anyone working with personal data must comply with the eight enforceable principles of good practice. These principles say that data must be: • fairly and lawfully processed; • processed for limited purposes; • adequate, relevant and not excessive; • accurate; • not kept longer than necessary; • processed in accordance with the data subject's rights; • secure; • not transferred to countries without adequate protection.

Staff handbook

Section 3 - Quality Counts

Computer security Personal information held on computer must be held securely. You should; • Know your responsibilities under the Data Protection Act • Never leave a computer with personal information on screen • Never leave your computer ‘logged on’ when unattended • Never share your password with colleagues You will be held responsible if you cause the introduction of a virus on to a computer. Have any new discs (with software or data) virus checked before you use them. You should be provided with information about data protection at your induction or you can contact the I M & T Security Officer on 01484 466213.

Internet All staff are bound by the "Code of Conduct – Internet Policy", a copy of this document must be signed when you start work with the PCT, and is attached on your personal file. The PCT encourages appropriate use of the Internet as a tool to provide information to assist you in your work. The PCT has no objection to staff making modest personal use of the internet in their own time although certain restrictions apply. Unauthorised material includes illegal or unauthorised software, any material of a sexual or pornographic nature, racist material etc. Use of the internet must be as per the terms and conditions in the PCT’s Internet Access Policy.

Email Personal, identifiable information must not be sent by email. The PCT allows the reasonable use of email for personal use as long as it does not interfere with work and emails are deleted weekly so as not to clog up the system. The forwarding of chain letters, junk mail and executables is forbidden. Use of the email system must be as per the terms and conditions in the PCT’s Email Policy

Standards of business conduct High standards of corporate and personal conduct, based on the recognition that patients come first have always been a requirement of the NHS. Since the NHS is publicly funded, it is accountable to Parliament for the services it provides and for the effective and economical use of tax payers money. It is the responsibility of all NHS staff to ensure that they are not placed in a position which risks, or appears to risk, conflict between their private interest and their NHS duties. This applies to all staff whether committing resources directly (eg by ordering goods) or indirectly (eg by prescribing of medicine). The Primary Care Trust, as a public sector body, must be impartial and honest in the conduct of its business and the Primary Care Trust staff must remain beyond suspicion.

Kirklees Primary Care Trust Section 3 - Quality Counts

The PCT has Standing Orders and Standing Financial Instruction which set the framework for the management of the PCT to high standards. There are also plans and policies to prevent fraud and corruption. This handbook sets out the key issues from these documents for all staff.

Do: • Make sure you understand the Guidelines of Standards of Business Conduct, and consult your line manager if you are not sure. • Make sure you are not in a position where your private interests and NHS duties may conflict • Declare any relevant interests. If in doubt, ask yourself; - Am I, or might I be, in a position where I (or my family/friends) could gain from the connection between my private interests and my employment? - Do I have access to information which could influence purchasing decisions? - Could my outside interest be in any way detrimental to the NHS or to patients’ interests? - Do I have any other reason to think I may be risking a conflict of interest? If still unsure – declare it! • Adhere to the ethical code of the Institute of Purchasing & Supply if you are involved in any way with the acquisition of goods and services. • Seek permission before taking on outside work, if there is any questions of it adversely affecting your NHS duties. (Special guidance applies to doctors and to senior managers). • Obtain permission before accepting any commercial sponsorship.

Do not: • Accept any gifts, inducement or inappropriate hospitality. If offered refer the matter to your immediate manager. • Abuse your past or present official position to obtain preferential rates for private deals • Unfairly advantage one competitor over another or show favouritism in awarding contracts • Misuse or make available official ‘commercial in confidence’ information If you suspect, or are aware of, any improper behaviour you should report the matter to your manager, or if necessary in confidence through a Director of the PCT Board, or another senior manager of the PCT.

Staff handbook Section 3 - Quality Counts

Freedom of Information Act 2000 The Freedom of Information Act 2000 (FOI) provides a right of access to all types of recorded information held by public authorities. The Act applies to practically all public bodies, and any private companies carrying out a function on behalf of a public authority. Any type of recorded information the PCT holds is subject to the Act, this includes all computer files, paper files, e-mails, diaries and even post it notes on the side of your computer. If you have created, or inherited, any type of recorded information it will be subject to the Act no matter how old the information is or why it was created. Access to this information will be provided unless it is subject to an appropriate exemption. The right to request information under the Freedom of Information Act extends to anyone who wishes to make an enquiry .The only requirement by law is that the enquiry must be made in writing or any other permanent form (this includes emails). The requester or applicant must provide a name, address and the information they wish to obtain. You are obliged to provide advice and assistance to anyone who has made, or are thinking of making a request. This will include helping applicants understand their rights under the Act and assisting with identifying the information they want. The PCT is obliged to tell members of the public whether the information they are seeking exists and if so to have access to it. The best policy is to be as open as possible and embrace the spirit of FOI. If you have any questions or queries about the Freedom of Information Act please contact the Information Officer.

Personal presentation The image of Kirklees Primary Care Trust is important â&#x20AC;&#x201C; in the way we look, perform, and in the quality of our work. We must all ensure that our standard and quality of work is of the highest degree. If no uniform is provided, please ensure that your clothing is smart, practical and discreet. If a uniform is provided, you are required to wear the uniform provided correctly (see your departmentâ&#x20AC;&#x2122;s code of dress policy). You are advised to discuss this further with your immediate manager. The PCT is usually able to accommodate dress of special religious or cultural significance within the overall image policy. Please ask your manager. You will be provided with an approved PCT name badge, which must be worn when on duty or PCT business.

Kirklees Primary Care Trust Section 3 - Quality Counts

Professional registration If being professionally registered is a requirement of your post, you must ensure that you keep your registration up to date. Lapse of registration will lead to suspension without pay and possible disciplinary action. The PCT has a legal responsibility not to allow you to practice if you are not correctly registered. Non-renewal is potentially an act of gross misconduct warranting summary dismissal. A copy of your registration will be checked with the appropriate professional body and placed on your personal file. For further information relating to the policy on professional registration of staff, either speak with your immediate manager or contact the HR department, on 01484 466163 or 01924 351418.

Patient Advice and Liaison Service (PALS) The role of PALS is to provide information and on the spot advice for patients, their families and carers, and to be a powerful lever for change and improvement in the provision of services. PALS can: • advise and support parents, their families and carers • provide information on NHS services • listen to concerns, suggestions or queries • help sort out problems quickly PALS Adviser, can be contacted on 01484 466172 or Portfolio Manager can be contacted on 01924 351600.

Complaints How do we manage complaints received? Patients and users of our services have a right to a high quality service, and the right to complain if they do not receive the care they expect. Many problems can be resolved at departmental level and all employees should be sensitive to patients and their relatives or carers, who wish either to complain or to make a comment on the service received.

Staff handbook Section 3 - Quality Counts

A little attention at this stage often stops the complaint escalating into a formal one. However, if the complaint cannot be resolved at this stage you should inform your immediate manager so that the formal complaints procedure can be followed. The Complaints Policy and Procedure is available in your department. If you have any doubts about your ability to deal with a complaint please refer to your immediate manager, or the Service Improvement Support Manager on 01484 466113 or Portfolio Manager, Complaints, 01924 351600.

Procedures for complaints about patient care by members of staff The PCT Whistle-blowing Policy outlines the way in which you can formally express your concerns and help to improve patient care. It also outlines how your managers should deal with any complaints or suggestions that you make. Any comment from you about standards of patient care will be thoroughly investigated. The first step is to talk to your immediate manager or a senior manager. If for some specific reason relating to the complaint, these people are inappropriate, you may need to raise the issue in complete confidence through a Director of the PCT Board or another senior manager of the PCT. If uncertain about making a complaint, it is best to voice your concern. Any delay could lead to a recurrence and/or hamper investigation.

Risk management The PCT is a complex organisation providing a wide range of services and functions. As a result many risks and dangers exist, some arise from the health services we provide and are known as clinical risks, other are present in many large organisations. Therefore, the PCT Board have developed a strategy and comprehensive approach to risk management, to ensure: • There are sustained improvements in the quality of health care and the avoidance of harm to patients. • Risks to staff and visitors are minimised and a healthy environment is maintained • The assets of the organisation are safeguarded including staff morale, reputation, buildings plant and equipment and finances. • There is full compliance with all relevant health and safety regulations and codes. • High standards of corporate governance are maintained. For each risk area there is a clear structure of delegation and policies which identify requirements, design responses, achieve implementation plans and monitor standards so that individual risks are eliminated or minimised where possible, accepted where appropriate or transferred where possible through insurance etc.

Kirklees Primary Care Trust Section 3 - Quality Counts

Safeguarding children and vulnerable adults All staff employed by the PCT have a responsibility to protect children and vulnerable adults from abuse and work together with other agencies to ensure that children are protected. Staff within the PCT are guided by the PCTs internal Child Protection procedures which underpin the Kirklees Area Child Protection Committee Procedures (ACPC). All professional staff must have a working knowledge of the ACPC Child Protection Procedures (2002). These can be found in all staff bases. Designated /Named Professionals in Child Protection: â&#x20AC;˘ Senior Nurse in Child Protection: Telephone 01484 347854. â&#x20AC;˘ Designated/Named Nurse Child Protection, 01924 359935.

Emergency Plan All staff in the PCT have a responsibility to familiarise themselves with the contents of the Emergency Plan, a copy of which can be found in each base. The Emergency plan outlines the procedures to be followed if an emergency or major incident occurs. An emergency or major incident can happen through events such as large outbreaks of disease, natural disasters, terrorism, accidents or other events and often involve threat to life and property. A major incident is declared when the event cannot be managed through normal working practice.

Staff handbook

Section 4 Health and Safety This section sets out the key health and safety policies and procedures which must be followed by all staff. It is vitally important that everyone knows how to deal with the risks and dangers in the environment in which they work. If you are concerned that a risk or danger is not being properly addressed you should discuss this with your manager.

Health and safety Every member of staff has a responsibility for the health and safety of themselves and their colleagues as well as patients and visitors. The PCT aims to provide a safe workplace, and employees are obliged to make use of safety equipment and systems. Employees also have a duty to report any unsafe circumstances or practices to their manager. The PCT policy on Health and Safety sets out PCT and Management responsibilities under the 1974 Health and Safety at Work Act and the Management of Health and Safety at Work Regulations 1992. If you observe a potential danger to staff, patients or the public, you must take responsibility for ensuring this is properly notified to the organisation through the incident reporting mechanism, whether or not an accident has occurred. It is particularly important that staff are aware of specific policies and procedures relating to health and safety issues. All employees must be aware of their responsibilities in relation to PCT and statutory regulations. You must co-operate in their implementation and make full and proper use of any control measures etc, and report defects. Where health surveillance is required you must present yourself for examination when necessary and give all relevant information about your health. You should be particularly aware of the following policies:

Manual handling The PCT has a Safe Lifting Policy. All staff must make use of manual handling aids and always lift properly in accordance with any training and instruction they receive.

Clinical waste The PCT has a statutory duty to ensure safe handling and disposal of clinical waste. You must follow the PCT procedure at all times and you should be aware of the policies on Clinical Waste Spillage, Accidental Stabbing with Contaminated Surgical Sharps and Contamination through Mucous Membranes with Blood or Body Fluids.

Control of Substances Hazardous to Health (COSHH) The PCT is committed to providing a safe working environment based on the identification and control of risks in the workplace. You should be aware of your responsibilities in relation to COSHH.

Kirklees Primary Care Trust Section 4 - Health and Safety

A copy of these policies will be available in all clinical areas. If any concerns arise you should contact your line manager in the first instance. If concerns are not addressed, contact: Huddersfield - Occupational Health Department on 01484 342442 or Risk Management on 01484 466228. Dewsbury - Occupational Health Department on 01924 512000, ext. 3308 or Risk Management on 01924 512159.

Stress at work Through Improving Working Lives, the PCT is working to develop a positive working environment for all its employees ensuring better communications, support systems and Policies and Procedures to help staff manage their work-life balance. If you can recognise the signs that lead to stress then you can start to manage it. You may raise this with your line manager, occupational health, Human Resources, staff representatives or another manager with whom you may feel comfortable. You may find this website helpful: www.nhsemployers/stress

Infection control Infection control is everybodyâ&#x20AC;&#x2122;s business. Everyone employed in health care has an individual responsibility to others, as well as themselves. You must ensure that your actions do not cause harm. Advice and procedures relating to infection control practice have been put together in an Infection Control File. Each clinical area has a copy of this file which is regularly updated by the Infection Control Team. For help or advice, contact a member of the Infection Control Team: Huddersfield - 01484 342447 Dewsbury - 01924 512159.

Accident/Incident reporting If any accident or incident occurs to you at work, you must inform your immediate manager as soon as possible and, if appropriate, seek medical attention. You must complete an accident/incident form and include the names of witnesses and full details of the occurrence, including the date and time. You should do this as near to the time of the accident/incident as is possible. If you are absent from duty as a result of an injury at work you must follow the sickness reporting procedure. If you see an accident involving another member of staff, a visitor or a patient you should ensure that the appropriate manager is informed as soon as possible and that any necessary medical attention is given. You should also ensure that an accident/incident form is completed, including your identity as a witness.

Staff handbook Section 4 - Health and Safety

If the accident or incident arose directly as part of a patientâ&#x20AC;&#x2122;s treatment the matter should be reported as soon as possible to the Director of Patient Experience. A copy of the accident/incident form is available from your staff base.

Accident-third party claim If you are absent from work as result of an accident not associated with work and subsequently receive damages from a third party claim, any sick pay you receive is considered to be a loan, which in the event of damages being received should be repaid to the PCT. A form will be sent to you if necessary.

NHS Indemnity Sometimes staff worry that they may be held legally liable for any acts or problems which arise during their work, particularly claims from patients alleging negligent treatment or from other members of staff suffering injuries. The PCT is vicariously liable for the acts of all its employees undertaken in the course of their employment provided they are undertaking their job correctly and in good faith, and therefore any claims would be against the PCT and not individual employees. In relation to potential claims from patients this is known as NHS Indemnity. The principle of this is that the PCT accepts full financial responsibility when any negligent harm has occurred and will not seek to recover any costs from employees. All activities undertaken by staff employed by the PCT are covered by NHS Indemnity. So long as staff work within established and agreed policies, programmes and protocols they will not be open to any personal liability that would not enjoy indemnity from the PCT. The PCT is only able to provide limited assistance in criminal cases so medical staff in particular are advised to belong to a defence organisation.

Fire safety The Fire Safety Policy lays down your responsibility. The fire defence plans give full details of fire alarm systems and equipment in place, and procedures you are to follow. All these documents are available through your immediate manager. You must be familiar with the fire arrangements in your place of work. Follow the instructions on the appropriate fire notices located in all buildings which set out the procedure for that area. Staff are required to attend fire training every 12 months. If you have any questions regarding any aspect of fire safety, please contact the fire safety advisor, on 01484 342307 or 01924 512000, ext 3467 (bleep 136).

Kirklees Primary Care Trust Section 4 - Health and Safety

Security Everyone has a duty to ensure their work area is secure. Not only must you take responsibility for your own personal possessions but also for those of the PCT. You should report anything suspicious immediately either to your immediate manager or security on: • 01484 343446 - St Luke’s site • 01484 342390 - Huddersfield Royal Infirmary site • 01924 512000 - bleep 303, Dewsbury District Hospital.

Identity badges Every member of staff has an individual identity badge. Please wear it at all times for security reasons. If you see anyone who is not wearing a badge and you do not recognise them you should challenge them to find out whether they have a legitimate reason for being in the building and notify your manager if you are unhappy about their response.

Return of property You are required to return any uniforms, protective clothing and other property issued to you, including name badges and parking permits on leaving the PCT.

Security Measures • Lock any confidential items away • Look out for any strange packages, parcels etc. If suspicious contact Security on the numbers above. • Question any unauthorised or suspicious visitors to your work area and report all persons loitering • Check that all doors and windows are locked whenever your work area is left unattended • DO NOT use fire doors for reducing your journey time. This could provide an additional entrance for unwelcome visitors • Wear your identity badge at all times.

Personal Property The Primary Care Trust cannot accept responsibility for money or property which is lost or damaged on our premises.

Staff handbook Section 4 - Health and Safety

Violence at work Although violent incidents are rare, you should be aware that such incidents can occur. Always try to avoid getting involved, unless unavoidable to protect yourself and others.

Where such incidents occur: • Maintain a calm approach • Avoid argument and sudden movements • Summon assistance at the earliest opportunity • Remove yourself from immediate vicinity if possible whilst maintaining the safety of others • Ensure full details are recorded once the incident has been dealt with Incident forms must be completed must be completed even when no injury has occurred. Please do not hesitate to discuss this matter with your senior colleagues. Colleagues are there to help should you need it.

Smoking Considerable resources are spent each year by the National Health Service in treating smoking related diseases. In order to encourage people to stop smoking, and maintain a healthy smoke free environment, the PCT has adopted a No Smoking Policy. You can receive help to stop smoking from your GP surgery’s Smoking Cessation clinic . Alternatively, you can refer yourself to the central specialist service covering Huddersfield by calling 01484 342442 or for Dewsbury 01924 512079 or call the NHS smoking helpline 0800 169 0 169

Alcohol and substance abuse In general it is the policy of the PCT that no alcohol shall be consumed on the premises by staff, other than for functions (e.g. retirement, Christmas parties) previously approved by a senior manager. Staff should be aware of the requirement not to attend work whilst under the influence of alcohol or illegal substances or prescription medications that have an adverse effect upon their performance in the workplace. The PCT’s alcohol policy is designed to foster sensible attitudes to drink, and managers are encouraged to provide support to employees who feel that they may have a drink problem. Your manager will have a copy of the alcohol policy if you require clarification.

Kirklees Primary Care Trust

Section 5 Employment Policies and Procedures Copies of all employment policies and procedures are available from a number of staff across the PCT and the website, www.kirklees-pct.nhs.uk (details can be found towards the back of this booklet). A wide range of policies are available, including: recruitment, maternity, equal opportunities, harassment, job share, special leave, disabilities, grievance, job retained schemes/career breaks, positively diverse, discipline, organisational change, ill health, capability, facilities and time off, alcohol and drugs.

Procedures Disciplinary procedure The Primary Care Trust has a disciplinary procedure to ensure consistency, fairness and impartiality in the treatment of individuals involved in disciplinary matters. It is designed to encourage you to maintain high standards of conduct, attendance and job performance.

Grievance procedure We also realise that employees may have problems with, or affecting, their work life. To deal with this, the PCT has procedures to try and solve work-related problems. Initially a discussion should be held with your immediate manager, if they are unable to help it is quite possible that they will be able to put you in touch with someone who can. If the matter cannot be dealt with informally then a Grievance Procedure is available to formally deal with such issues.

Harassment/bullying This policy describes the rights and responsibilities of all staff. No member of staff should be subject to harassment or bullying from a manager, colleague or service user. Any incidents should be reported immediately to your Manager, Team Leader or the Human Resources Department on 01484 466163 or 01924 351418.

Change of address or circumstances It is important that you inform your immediate manager of any change in: â&#x20AC;˘ Your address and telephone number â&#x20AC;˘ Your next of kin and how to contact them â&#x20AC;˘ Your name / marital status A change of staff contract form will then be issued and your records, pension particulars etc can then be amended accordingly.

Staff handbook

Section 5- HR Policies and Procedures

Sickness procedure What should you do if you are not well enough to attend work? As part of your departmental induction you will be told who to contact if you are off sick. Day 1 As soon as you know that you will be unable to attend work, you will need to notify your relevant contact. Notification should be made before your normal starting time or according to your department practice. Failure to do so may result in your pay being stopped or suspended. If you are unable to phone, ask a relative or friend to phone on your behalf. Please have the following information ready: • Specific reason for absence* • Date you became unwell • Expected return date *You should note that ‘sick’ or ‘unwell’, are not acceptable reasons for absence.

When should you provide a medical certificate? Day 4 If you are ill for more than 3 calendar days, you must complete a self-certification form (SC2), obtainable from your manager on your return to work. If you are absent for more than 7 calendar days, your manager will send the SC2 to your home address. This form is required to cover your first 7 days of sickness. Day 8 or Earlier If you are ill for more than 7 calendar days a doctor’s medical certificate is required. In the event of illness during annual leave, you must submit a medical certificate without delay. Sickness is granted from the date of the certificate and the balance of the period of annual leave may be taken, by arrangement, at a later date. In certain circumstances you may be required to provide a medical certificate for any and/or every period of sickness. Failure to supply or renew a medical certificate when required, or failure to complete the details on the reverse of the medical certificate may result in your pay being stopped or suspended and may lead to disciplinary proceedings. There are no circumstances in which payment will be made to you if you fail to provide a medical certificate when appropriate.

Kirklees Primary Care Trust Section 5- HR Policies and Procedures

What should you do before you return to work? Notify your named contact (as per local policy guidance) as soon as you know you will be returning to work, giving as much notice as possible. In some departments you may be required to provide proof that you are clear from any infection, illness or injury prior to returning to work. You should check to see if this applies to you. It is important that you notify us if your sickness ends before a period of annual leave or days which you may not normally work. Failure to do so will result in your annual leave or days off being counted as sickness absence.

What happens when you return to work? On your return to work your immediate manager will discuss your period of absence with you, and you can sign the self certification form, if necessary.

Staff handbook

Section 6 General Information Equal Opportunities The PCT is committed to equal opportunity in employment and service provision. The PCT will not tolerate any direct or indirect discrimination and will take action against any individual or group who is involved in discriminatory actions or practices. If you have any difficulties in this area, please tell your immediate manager or contact the Human Resources department on 01484 466146.

Improving Working Lives (IWL) IWL is a national campaign to ensure that all NHS staff work in an organisation which is able to demonstrate its commitment to equality/fairness, training and flexible working conditions which gives staff more control over their own time. As an employer, the PCT is committed to Improving Working Lives for all its staff.

Special leave arrangements providing time off to balance work and home life Many staff working within the PCT have dependents. Both men and women might have children or elderly or disabled relatives and, from time to time, a member of staff may need time off to deal with emergency situations, or to look after their family. Other staff may not have such responsibilities but may wish to pursue interests such as travel or return to education. Whatever the circumstances, the PCT has introduced a range of policies to help its staff balance work and home life, offering time off when required.

Paternity leave The purpose of this scheme is to help members of staff with a newborn baby, or where there is a baby or child new to the family, to balance the demands of work and home responsibilities. To take paternity leave, employees should inform their manager at the earliest possible opportunity of their partnerâ&#x20AC;&#x2122;s expected date of delivery. Discussions should then take place between the manager and the employee, prior to the birth of the child, about how the leave will be taken.

Adoption leave This scheme is available to employees of either sex who have worked in the NHS for more than six months. It allows for time off to deal with adoption procedures and during the time immediately after a child is adopted.

Kirklees Primary Care Trust Section 6- General Information

Maternity leave Pay during maternity leave varies, depending on whether or not you intend to return to work for the NHS. To ensure that you fulfil the requirements to enable you to return to work after your baby is born, it is extremely important that you follow the PCT’s Maternity Leave Policy. If you become pregnant, therefore, you should obtain a copy of the Information Pack from the Human Resources Department. Provision is also made for time off to attend antenatal clinics.

Parental leave Employees are entitled to take unpaid parental leave where they have responsibility for children up to age 18. Employees wishing to take this leave should discuss the timing with their manager giving at least 21 days notice in writing of the proposed commencement date.

Retainer scheme – career break The scheme allows an employee to leave their employment on a temporary basis. It is open to men and women and can be used to bring up children, care for a dependent person, undertake research, re-enter further education or travel. The scheme allows employees to take a break from their employment for up to a maximum of five years and return to work at a later date. During the absence, an employee must keep up to date with their occupation and developments within the PCT. The leave is unpaid. The intention of the scheme is that when staff return to work they should do so on the same grade as at the start of the break ensuring maintenance of status and prospects. Every effort will be made to accommodate returners preferred working arrangements with, for example, a return on part-time hours or on a job share basis.

Carer leave The PCT has made provision for two types of carer leave: Short term The aim is to provide a short-term immediate response to circumstances which could not have been predicted in advance for example: • A child, close relative or dependent is taken seriously ill, • Normal carer arrangements break down • To enable longer-term arrangements to be made to cope with a carer problem Long-term Where a member of staff faces circumstances where a longer period of leave is required due to family or other circumstances this may be granted by agreement with the immediate manager with or without pay or a contribution of paid or unpaid leave. Much will depend on the individual circumstances of the case but wherever practical the PCT will provide leave where these situations occur.

Staff handbook Section 6 - General Information

Bereavement leave This leave is made available with pay to attend and/or make arrangements for the funeral of a close family member or close friend. The following scale of leave will normally apply: • Up to one day to attend a funeral • Up to three days where the bereavement involves a close family member and there is a need to make the funeral arrangements. • Up to six days where the individual is required to make funeral arrangements and/or attendance at the funeral requires extensive travel

Occupational health The aim of the Occupational Health Service is to promote and maintain the highest degree of physical, mental and social well being of workers in all occupations and places of employment. This service provides a range of confidential services, including health checks, advice and counselling and vaccination. It is also the contact point for staff ‘Health at Work’ programmes. If you wish to enquire about the service please contact the Occupational Health Department: at Huddersfield - Huddersfield Royal Infirmary, on 01484 342442 Dewsbury - Dewsbury District Hospital, on 01924 512000, ext. 3308 or visit the department (open Mon-Fri 8.30-17.00 flexible by arrangement).

Child Care/Carers Support Services The Child Care/Adult Support Services can provide you with information, support and advice on all aspects of childcare, from looking at your childcare options to the support available to make childcare costs more affordable. There are on-site childcare facilities at certain sites and holiday clubs available most school holidays. The team also support staff that are carers. They are able to provide a listening ear, put you in touch with one of the many support organisations they have links with and provide you with a copy of the PCT’s unique Carers Guide. If you have any childcare or caring responsibilities and would like support from the Child and Adult Care Support Service please contact: Huddersfield - 01484 355044 or email childcare@cht.nhs.uk. Alternatively call in to see one of the team at Acre House, Huddersfield. Dewsbury - 01924 212766, or you can email arlene.wills@midyorks.nhs.uk

Kirklees Primary Care Trust

Section 6- General Information

Workplace nursery The PCT provides workplace nursery facilities situated next door to the Child Development Centre at Dewsbury District Hospital. This 30-place nursery is for the use of children of all PCT employees. For further information contact the proprietors, on 01924 512000, ext. 3207.

Annual leave Annual leave entitlement depends on your grade and length of service. Details of your leave entitlement can be found in your contract of employment and from your manager, who will calculate the amount of leave due. The leave year runs from 1 April to 31 March for most staff. Annual leave entitlement on starting/leaving employment part way through the year is calculated pro rata basis to the full years entitlement. Carry over of annual leave You are expected to take your full leave entitlement during the current leave year. Only under exceptional circumstances and subject to the requirements of the service, will you be allowed to carry over into the next leave year any leave not taken, up to a maximum of the days which constitute your working week. Guidance on the above should be sought from your immediate manager.

How to book annual leave â&#x20AC;˘ Requested holiday dates must be given to your line manager/team leader who will advise you whether or not your leave has been granted â&#x20AC;˘ You must not book holidays until leave of absence has been granted.

Public and statutory holidays In addition to normal holiday entitlement there are normally 8 public holidays. Part time staff receive a pro-rata or their 8 public holidays depending on contracted hours.

Travelling expenses If you need to use a private vehicle as part of your work then you must apply in advance to become an authorised car user. Your team leader will tell you how to apply. Subsequently, when preparing a claim for travelling expenses you must indicate fully on the claim form the nature of the expenses involved. Claims should be submitted at regular intervals, as soon as possible after the period to which the claim relates. Claims in excess of six months will not be reimbursed.

Staff handbook

Section 6 - General Information

Lease car Calderdale and Huddersfield NHS PCT operate a lease car system on behalf of the Primary Care Trust for employees who undertake high levels of mileage. This is currently out to tender and provisions/arrangement are subject to change at the PCTâ&#x20AC;&#x2122;s discretion. You may, subject to fulfilling certain conditions, be eligible to apply for a lease car. Your immediate manager will be able to advise you on this and further details are available from: South Kirklees staff contact (01484) 355020 North Kirklees and Calderdale staff contact the Transport Manager on 01422 375222 or 01422 306722.

Trade unions and staff organisations You are encouraged to join a trade union or other staff organisation. If you decide to join, a set subscription/membership fee can be deducted from your wage/salary. The PCT recognises a wide range of these organisations and meets regularly with their representatives to discuss matters of common interest. Your staff organisation or Human Resources manager can provide further details.

Kirklees Primary Care Trust

Section 6- General Information

Car Parking As part of the developing travel strategy across Calderdale and Huddersfield, the PCT operates a parking permit system for staff based at the Princess Royal, St Luke’s and Huddersfield Royal Infirmary sites. Permits cost £5 per month for fulltime staff, and a reduced rate for part time staff – these costs are deducted from salaries. To apply for a permit, you must complete an application form, which will be assessed against set criteria. Application forms and advice are available from Calderdale and Huddersfield NHS PCT’s travel department on 01484 342358 or the HR department on 01484 466163. Staff who are classed as ‘regular’ users will be provided with a free permit by the PCT. Regular users are staff who are required to travel on business and in doing so either: • Travel an average of more than 3500 miles a year • Travel an average of at least 1250 miles a year and • Necessarily use their car an average of three days a week, or • Spend an average of at least 50% of their time on such travel including the duties performed during the visits, or • Travel an average of at least 1000 miles a year and spend an average of 4 days per week on such travel including duties performed during the visits Staff who do not have a permit, but who are required to attend these sites for meetings, may park on these sites if parking is available and use pay and display facilities. These can then be claimed as travelling expenses. Staff based on sites who do not qualify for a permit, or who choose not to apply for one, cannot pay and display and recharge their organisation. For PCT staff working at Dewsbury District Hospital, please contact Estates Department on 08448 118 110, ext 4511 for an application form. A permit is granted depending on what hours/job you do.

Mobile phones If you use your own mobile for work purposes, the PCT will reimburse the cost of these calls providing you submit an itemised bill with your expenses claim form.

Staff handbook

Section 7 Index A

Absence . . . . . . . . . . . . . . . . . . . . . . .23 Accident / incident - reporting . . . . . . . .18 - third party . . . . . . . . . . . . . . . . . . .19 Agenda for change . . . . . . . . . . . . . . . .9 Alcohol . . . . . . . . . . . . . . . . . . . . . . . .21 Annual leave - booking . . . . . . . . . . . . . . . . . . . . .28 - carry over . . . . . . . . . . . . . . . . . . . .28 - public holidays . . . . . . . . . . . . . . . .28

Bereavement leave . . . . . . . . . . . . . . . .27

Car parking . . . . . . . . . . . . . . . . . . . . Career break . . . . . . . . . . . . . . . . . . . Change of address/circumstances . . . . Child and vulnerable adults (Safeguarding) . . . . . . . . . . . . . . . Childcare Support Services . . . . . . . . . Clinical waste . . . . . . . . . . . . . . . . . . . Code of dress policy (Personal Presentation) Complaints - management . . . . . . . . . . . . . . . . - procedure . . . . . . . . . . . . . . . . . . Computer security . . . . . . . . . . . . . . . Confidentiality . . . . . . . . . . . . . . . . . . COSHH . . . . . . . . . . . . . . . . . . . . . . .

.30 .26 .22

Equal opportunities . . . . . . . . . . . . . . .25

Fire safety . . . . . . . . . . . . . . . . . . . . . .19 Freedom of Information Act 2000 . . . . .13

Grievance procedure . . . . . . . . . . . . . . .22

Harassment . . . . . . . . . . . . . . . . . . . . .22 Health and safety . . . . . . . . . . . . . . . . .17 Holidays (Public and statutory) . . . . . . . . . . .28

Identity badges . . . . . . . . . . . . . . . . . .20 Infection control . . . . . . . . . . . . . . . . . .18

. . . .

.25 .28 .27 .26

. . . .

.17 .26 .23 .30

National Insurance . . . . . . . . . . . . . . . . .8 NHS indemnity . . . . . . . . . . . . . . . . . . .19 Nursery (Workplace) . . . . . . . . . . . . . . . . .28

Occupational health . . . . . . . . . . . . . . .27

PALS . . . . . . . . . . . . . . . . . . . . . . . . . .14 Parental leave . . . . . . . . . . . . . . . . . . . .26 Paternity leave . . . . . . . . . . . . . . . . . . .25 Pay procedure - monthly paid staff . . . . . . . . . . . . . . . .8 - weekly paid staff . . . . . . . . . . . . . . . . .8 Pay slips . . . . . . . . . . . . . . . . . . . . . . . . .9 Pension scheme . . . . . . . . . . . . . . . . . . .8 Personal presentation . . . . . . . . . . . . .13 Professional registration . . . . . . . . . . . .14 Property - personal . . . . . . . . . . . . . . . . . . . . .20 - PCT (Return of property) . . . . . . . . . . . .19 Public holidays . . . . . . . . . . . . . . . . . . .28

Registration (Professional) . . . . . . . . . . . .14 Retainer scheme . . . . . . . . . . . . . . . . . .26 Retirement . . . . . . . . . . . . . . . . . . . . . . .9 Returning to work . . . . . . . . . . . . . . . .24 Risk management . . . . . . . . . . . . . . . . .15

Security . . . . . . . . . . . . . . . . . Sickness procedure . . . . . . . . . Smoking . . . . . . . . . . . . . . . . Special leave . . . . . . . . . . . . . Standards of business conduct

Tax details . . . . . . . . . . . . . . . . . . . . . . .9 Trade Unions . . . . . . . . . . . . . . . . . . . .29 Travelling expenses . . . . . . . . . . . . . . . .28

Uniform policy

Violence . . . . . . . . . . . . . . . . . . . . . . .21

. . . . . . . . . . . . . . . . .29 . . . .

. . . .

.14 .15 .11 .10 .17

Disciplinary procedure . . . . . . . . . . . . . .22

Lease car . . . . . . Leave (Special) - adoption . . . - annual . . . . . - bereavement - carer . . . . . .

M Manual handling . Maternity leave . . Medical certificate Mobile phones . . .

.16 .27 .17 .13

- maternity . . . . . . . . . . . . . . . . . . . .26 - parental . . . . . . . . . . . . . . . . . . . . .26 - paternity . . . . . . . . . . . . . . . . . . . .25

. . . . .

(Personal Presentation)

. . . . .

.20 .23 .21 .25 .11

. . . . .13

Kirklees Staff Handbook Kirklees Primary Care Trust St Luke’s House Blackmoorfoot Road Crosland Moor Huddersfield HD4 5RH www.kirklees-pct.nhs.uk

Kirklees Primary Care Trust