Cumbria Care Modernisation Elmhurst and Parkview Gardens Staff

Cumbria Care Modernisation – Elmhurst and Parkview Gardens Staff Engagement Briefing 9 & 10 January 2019 Serving the people of Cumbria

Agenda • • Council Position and Review Objectives Scope Current Structure Proposed Structure Key Changes Timeline and Stages of the Process Employee Support and Advice Next Steps & Key Dates Serving the people of Cumbria

Thank you I acknowledge that this has been a difficult and uncertain time for everyone concerned and I would like to personally pass on my appreciation for your continued patience and co-operation and support and also for your dedication to our residents. Pam Duke AD Provider Services Serving the people of Cumbria

Where are we now ? • • • Following over 12 months of discussion and debate with staff, Trade Union colleagues and Lead Members we are now at the position to launch a consultation with all staff on proposed new staffing structures for Parkview Gardens and Elmhurst. We have listened to what you have said and we have reflected where we can that feedback in this new proposed staffing structure It is a consultation, we want to hear your views so please do respond, engage in one to ones and discuss the proposed structures with colleagues It will allow one shift pattern to be introduced rather than working with the existing ‘lift and drop’ shift patterns It will ensure that there is an agreed number of staff on each shift rather than the present ‘lift and drop’ position At the end of the 45 day consultation period we will be able to present you with a final staffing structure for both Parkview Gardens and Elmhurst. Serving the people of Cumbria

Council Position and Review Objectives Following this consultation, the outcome may result in redundancies therefore it should be noted that this is a formal redundancy consultation. The aims of the review are to: • Finalise the modernisation of Cumbria Care’s Residential Care Homes – South • Ensure that the Council are making the necessary changes to keep pace with the Care Quality Commission (CQC) inspection standards. • Deliver the best possible experience for residents; maintaining independence, receiving person centered care and providing social contact and activity • Introduce new staffing structures that will ensure that we continue to deliver high quality care to the residents in both homes. • Introduce a new staffing structure that will provide staff with the support they require to carry out their roles to the best of their ability. Serving the people of Cumbria

Proposed changes • This proposed change brings a financial investment of £ 0. 250 m for Parkview Gardens and up to £ 0. 420 m for Elmhurst • Lift and drop in place for a significant period – already reduced staffing levels in post • Proposed staff structure has increased hours compared to previous options • Elmhurst staff structure based on Parkview Gardens structure Serving the people of Cumbria

Parkview Gardens - Review Scope The posts in scope of this phase of the proposed service review at Parkview Gardens are: Post Title Registered Manager Supervisor Senior Support Worker Night Support Worker Domestics Cooks Administrator Activity Co-Ordinator Total Cost of Structure Post Grade Number of Posts Number of Hours per week / fte 15 11 8 6 5 1 4 4 4 1 8 10 8 50 11 5 2 0 37 hrs (1) 302 hrs (8. 16 fte) 246 hrs (6. 65 fte) 218. 5 hrs (5. 91 fte) 1156. 44 hrs (31. 26 fte) 265 hrs (7. 16 fte) 137. 75 hrs (3. 72 fte) 37 hrs (1 fte) 18. 5 hrs (0. 5 fte) 2418. 19 hrs (65. 36 fte) £ 2. 008 m 95 Serving the people of Cumbria

Parkview Gardens - Proposed Structure Post Title Post Grade Number of Posts Number of Hours per week / fte Difference in hours /fte Registered Manager 15 1 37 hrs (1 fte) 0 Supervisor Lead Support Worker (12 months only) Support Worker (including nights) Domestic (including nights) Cook 11 10 291 hrs (7. 86 fte) -11 (0. 3 fte) 4 84 hrs (2. 27 fte) -162 (4. 38 fte) 2 42 hrs (1. 14 fte) n/a 69 1, 666 hrs (45. 03 fte) + 291. 06 (7, 87 fte) 12 262 hrs (7. 08 fte) -3 (0. 08 fte) 4 3 84 hrs (2. 27 fte) -53. 75 (1. 45 fte) Administrator 4 2 37 hrs (1 fte) 0 8 8 5 1 2503 hrs (67. 65 fte) Total Cost of Structure 101 £ 2. 013 m Serving the people of Cumbria

Parkview Gardens – Key Service Changes The proposed structure will result in the following changes at Parkview Gardens: Support Workers • An updated role profile for Support Workers with the administration of medication by Support Workers, supported by Lead Support Workers and Supervisors • Support Workers appropriately trained in the Cumbria Care Medication Policy and with competency checks by Supervisors. • It is not mandatory for Support Workers to administer medication; staff that have conditions that prohibit the safe administration of medication will be approved not to administer medication. • For an initial 12 month period, Support Workers who do not feel confident or competent to administer medication will have the ability to ‘opt out’ of administering medication. • It is expected throughout the twelve month period and following appropriate advice, support and guidance that Support Workers will feel fully confident to administer medication. • This approach supports the Council’s drive to provide a safer more personalised service to our residents. Serving the people of Cumbria

Parkview Gardens – Key Service Changes Supervisors • Supervisors will be on duty 24 hours a day over 7 days a week. • There will be two Supervisors per shift during the day and one Supervisor on shift at night. Night Support Workers • The Night Support Worker role will be removed. • Support Worker role profile will apply. • The £ 15 night session payment will continue to apply for night shift working. • The Council’s Pay Protection Policy will apply for 12 months to anyone who suffers a reduction in pay as a result of this change. Serving the people of Cumbria

Parkview Gardens – Key Service Changes Lead Support Worker • The removal of the current Senior Support Worker role and the introduction of a new Lead Support Worker role. • The new role will offer additional support and mentoring to Support Workers (particularly in administering medication) and it will provide a community liaison role to develop activities for service users within the home and across the community. • Initially, there will be 6 Lead Support Worker posts which after a period of 12 months, will reduce to 4 posts. The permanent roles will be from 7 am till 1 pm, 7 days a week and the 12 month temporary role will work 2 pm to 8 pm. This role will be supervised by the Registered Manager for the home. Domestics • Domestic staff will work shifts to cover 24 hours a day over 7 days a week. Activities Co-ordinator • The Activities Co-ordinator role will be removed from the structure following the introduction of the new Lead Support Worker role. Role Profiles • Registered Manager, Supervisor, Domestic, Cook and Administrator profiles have been updated onto new profile templates • Support Worker has had some significant changes • Lead Support Worker is a new role Serving the people of Cumbria

Parkview Gardens – Key Service Changes Rota Principles applied to the rota design: • Consistent hand over times between night staff and day staff • 15 minutes overlap between shifts • Back shift, early shift mix to ensure Support Workers support service users at all times throughout the day • • New rotas have been created to support the new staffing structure. Hours and working patterns are different to those currently in place. Staff may be allocated rotas where there is a decrease or increase in hours and a change to working pattern. Preference form available for staff to specify which rota they would prefer. Final allocations will be based on preferences and service requirements and will be confirmed once the consultation has concluded. Changes to current hours will be kept to a minimum where possible. The Council’s Pay Protection Policy will apply for 12 months to anyone who suffers a reduction in pay as a result of a reduction in contracted hours. Serving the people of Cumbria

Elmhurst - Review Scope The posts in scope of this phase of the proposed service review at Elmhurst are: Post Grade Number of Posts Number of Hours per week / fte Registered Manager 15 1 37 hrs (1 fte) Supervisors 11 4 129. 5 hrs (3. 5 fte) Night Support Workers 6 10 285 hrs (7. 70 fte) Support Workers (day staff) 5 42 951. 38 hrs (25. 71 fte) Domestics 1 5 115. 25 hrs (3. 11 fte) Cooks 4 2 69. 25 hrs (1. 87 fte) 64 1587. 38 hrs (42. 9 fte) Post Title Total Cost of Structure £ 1, 262 m Serving the people of Cumbria

Elmhurst - Proposed Structure – 30 bed occupancy Post Title Post Grade Registered Manager 15 Supervisor (days and nights) Lead Support Worker (inclu. Nights) 11 8 5 Domestic (days only) 1 Cook 4 Total Cost of Structure Number of Posts Number of Hours per week / fte Difference in Hours/fte 1 37 hrs (1 fte) 0 7 197 hrs ( 5. 32 fte) +67. 5 (1. 81 fte) 4 84 hrs (2. 27 fte) +84 (2. 27 fte) 43 1082 hrs ( 29. 24 fte) -154. 38 (4. 17) 5 126 hrs (3. 4 fte) +10. 8 (0. 29) 2 54 hrs (1. 45 fte) -15. 25 (0. 41) 61 1580 hrs (42. 7 fte) £ 1. 289 m Serving the people of Cumbria

Elmhurst – Key Service Changes The proposed structure will result in the following changes at Parkview Gardens: Support Workers • An updated role profile for Support Workers with the administration of medication by Support Workers, supported by Lead Support Workers and Supervisors • Support Workers appropriately trained in the Cumbria Care Medication Policy and with competency checks by Supervisors. • It is not mandatory for Support Workers to administer medication; staff that have conditions that prohibit the safe administration of medication will be approved not to administer medication. • For an initial 12 month period, Support Workers who do not feel confident or competent to administer medication will have the ability to ‘opt out’ of administering medication. • It is expected throughout the twelve month period and following appropriate advice, support and guidance that Support Workers will feel fully confident to administer medication. • This approach supports the Council’s drive to provide a safer more personalised service to our residents. Serving the people of Cumbria

Elmhurst – Key Service Changes Supervisors • There will be one Supervisors per shift during the day plus 18. 5 hours double up during the day and one Supervisor on shift at night. • Supervisors being on duty 24 hours a day over 7 days a week. Night Support Workers • The Night Support Worker role will be removed. • Support Worker role profile will apply. • The £ 15 night session payment will continue to apply for night shift working. • The Council’s Pay Protection Policy will apply for 12 months to anyone who suffers a reduction in pay as a result of this change. Serving the people of Cumbria

Elmhurst – Key Service Changes Lead Support Worker • The introduction of a new Lead Support Worker role. • The new role will offer additional support and mentoring to Support Workers (particularly in administering medication) and it will provide a community liaison role to develop activities for service users within the home and across the community. • There will be 4 permanent Lead Support Worker posts. The roles will work from 7 am till 1 pm over 7 days a week. This role will be supervised by the Registered Manager for the home. Domestics • Domestic staff will work shifts over 7 days a week. Role Profiles • Registered Manager, Supervisor, Domestic, Cook and Administrator profiles have been updated onto new profile templates • Support Worker has had some significant changes • Lead Support Worker is a new role Serving the people of Cumbria

Elmhurst – Key Service Changes Rota Principles applied to the rota design: • Consistent hand over times between night staff and day staff • 15 minutes overlap between shifts • Back shift, early shift mix to ensure Support Workers support service users at all times throughout the day • • New rotas have been created to support the new staffing structure. Hours and working patterns are different to those currently in place. Staff may be allocated rotas where there is a decrease or increase in hours and a change to working pattern. Preference form available for staff to specify which rota they would prefer. Final allocations will be based on preferences and service requirements and will be confirmed once the consultation has concluded. Changes to current hours will be kept to a minimum where possible. The Council’s Pay Protection Policy will apply for 12 months to anyone who suffers a reduction in pay as a result of a reduction in contracted hours. Serving the people of Cumbria

Timeline and Stages of the Process Serving the people of Cumbria

Reshaping Process Engagement Period (45 days) Review and Decision (up to 2 weeks) 11 January – 24 February Final meeting 27 & 28 February VR Window (up to 3 weeks) 11 January – 3 February Assimilation and Vacancy Preference Process From 1 March VR Approval Implementation From 1 March 22 April or earlier Serving the people of Cumbria

What engagement means for you? • • • Engagement period 11 January – 24 February Staff Meetings: • First – 9 & 10 January • Mid-point – 6 & 7 February • Final – 27 & 28 February Opportunity of 1: 1 s with management on request • Wednesday 16, Thursday 17, Tuesday 22 January • Forms to book date and time available in homes • Cumbria Care Management, People Management and Trade Union representative • Group meetings can be arranged • Additional dates will be added if required Serving the people of Cumbria

Assimilation The Assimilation process will compare old and new roles to determine where assimilation appointments can be made: • Direct Assimilation - the job grade/ scale/ range is the same and - must be a 75% or more match (substantially similar) overall against assimilation criteria • Assessed Assimilation - the job grade is different - a further assessment process is required to ensure the job holder has the necessary skills, knowledge and competences to fulfil the requirements of the post - it is the responsibility of the employee to identify and objectively evidence that a new post is substantially similar (75%), which must be verified by two managers (Service Manager and Service Assistant Director) • Competitive Selection - Following direct and assessed assimilation, where it is identified that there are more people than posts, a competitive selection process will be necessary. There is an appeal process available for anyone not satisfied with their assimilation outcome. Serving the people of Cumbria

At Risk & Vacancy Preference • • At Risk Employees not assimilated to posts confirmed as ‘at risk’ of redundancy and are able to apply for vacant posts through the vacancy preference process Vacancy Preference Process (VPP) Ability to apply for up to 3 vacant posts at any grade 1 interview where possible All employees in scope will receive a personalised letter confirming the outcome of the process: Ø VR outcome Ø Confirmation of assimilation Ø Confirmation of VPP For employees who have not secured a post: Ø Alternative employment support Ø Meetings with the Senior Manager & AD to discuss other options Ø Notice of redundancy issued All letters issued via the Service Centre Serving the people of Cumbria

Voluntary Redundancy • There is a commitment to reduce staff by voluntary means wherever possible. • VR applications are invited from 11 January, applications are important as they could influence the review & decision phase. • The full VR process and FAQs can be found on the Employee Information Website – Apply by contacting the Service Centre – Approval by AD Provider Services, Exec Director People and final approval Exec Director Corporate, Customer & Community Services – You can contact Your Pension Service regarding any queries relating to your pension Serving the people of Cumbria

Review, Decision & Outcomes • We will aim to notify all in scope employees of the outcome within 2 weeks of the engagement process ending. This will be accompanied by an outline timetable for the process. • Should there be a need to extend the decision period as a result of significant issues raised, then all staff will be notified as early as possible, with an explanation for why an extension is required. • Personalised outcome letters issued from 1 March 2019 • Any vacancies which have not been filled through Assimilation and VPP will be advertised internally. Serving the people of Cumbria

Alternative Employment Support Meetings with Senior Manager / Assistant Director Trial Period? Alternative Employment Programme http: //www. cumbria. gov. uk/jobsandcareers/search. asp Serving the people of Cumbria

Employee Information Website www. cumbria. gov. uk/employeeinformation/ Wellbeing Serving the people of Cumbria

Support and Advice Learning & Development Service Trade Union Representatives Employee Information Website People Management Pension’s Advice Serving the people of Cumbria

Coping with Change Wellbeing Employee Wellbeing Service • • Management Referral Self Referral Cumbria - NHS • • Mental Healthcare Links to Useful National Helplines and Websites Better Health at Work Managing Stress • Useful information to help you identify and find appropriate support www. cumbria. gov. uk/healthandwellbeing/betterhealth/default. asp Serving the people of Cumbria

Next steps • Over the next 6/7 weeks we will gather feedback. • The Statement of Change, Presentation, Structures, Post Specifications and FAQ’s are all available on the Employee Information Website. • We will regularly update the FAQ’s. • The engagement window is your opportunity to put forward your opinions and suggestions for the new structure. • All feedback will be considered. Serving the people of Cumbria

Key dates & Contact Information • Mid-point Meeting – 6 & 7 February • Engagement period ends – 24 February • Final Meeting – 27 & 28 February • People Management – Richie Young and Ruth Reay – 01228 221231 • Your Pension Service – 0300 323 0260 – Askpensions@localpensionspartnership. org. uk • Trade Union Representatives – GMB – Maddy Wilkinson – Unison – Cliff Evans Serving the people of Cumbria

Discussion & Questions? Serving the people of Cumbria