ST HELENS KNOWSLEY TEACHING HOSPITALS NHS TRUST LEAD

ST HELENS & KNOWSLEY TEACHING HOSPITALS NHS TRUST LEAD EMPLOYER MODEL FOR HEE WEST MIDLANDS CLAIRE SCRAFTON - DEPUTY DIRECTOR OF HR HAYLEY PROUDLOVE, PROJECT MANAGER JOHN FOO - HEAD OF WORKFORCE INFORMATION ROB SIMONDS – SENIOR PAYROLL PROJECT MANAGER *To the HEE WM Practice Managers and GP Trainers – 22/06/2016

Our background as a “Lead Employer” : : : November 2010 we won the tender to implement the Single Lead Employer ØIn model for Mersey & Cheshire ØPrior to this there were six Lead Employer Trusts for different specialties ØPrior to this there was one Lead Employer, (excluding GP’s etc. ) ØPreceding these arrangements each ‘rotational placement’ was the employer * 90% plus of our stakeholders stated that the employment model has improved since our Lead Employer service was implemented.

Lead Employer Model for HEE WM: : : Our Lead Employer Model: ØWill provide you with confidence that all Trainees will be appropriately supported through their employment life cycle to give them every opportunity to safely, and successfully make the journey from a Doctor in Training to General Practitioner ØStreamlines systems, processes, policies, procedures and develops new ways of working

1. 1 Implementation Plan – Leadership Team ØTrust Lead – Deputy Director of HR ØLE Lead – Assistant Director of HR ØMD Lead – Deputy Medical Director ØProject Manager – Employment Services Manager ØSystems Lead – Head of Workforce & ESR ØHWWB – Head of Health, Work & Well Being ØPayroll – Head of Shared Services ØFinance – Deputy Director of Finance ØEmployment Cases – Senior HR Manager ØFull executive support

1. 2 Implementation Plan - Structure : : : St Helens & Knowsley NHS Teaching Hospital Trust –Current Lead Employer Organisational Structure for HEE WM Chief Executive Officer Director of Finance Deputy Chief Executive Officer/Director of HR Medical Director Deputy Director of HR Deputy Medical Director , and an Assistant Director of Finance Divisional Medical Directors MHPS Trained Consultant Workforce 1 WTE Assistant Director of HR 1 WTE Finance Officer IT Support Officer Head of HWWB 1 WTE Head of Employment Services 1 WTE Employment Services Manager 2 WTE Employment Services Officers 2 WTE Employment Services Administrators 2 WTE Employment Services Assistants 1 WTE Head of H. R. & Professional Standards 1 WTE H. R. Service Managers HWWB Ass Director of OD Head of Payroll 2 Payroll Officers Analyst HR Project Managers x 2 Head of Workforce 1 WTE Workforce Analyist + ESR Project Team 1 WTE H. R. Advisor Scale/Key: = Direct Lead Employer Employees. = Trust corporate support to Lead Emp loyer Disciplinary hearings , E. g. Case Management, Grievances, Investigations, Executive meetings, Lead Employer meetings, Statutory and Professional requirements, Training eventsetc. = Heads of Service support to Lead Employer

1. 3 Implementation Plan – Support Functions Ø Ø Ø Ø Ø Safeguarding Health & Safety Organisational Development Education & Training Corporate HR Consultants Procurement. Associate Medical Directors NHS Central team -IBM Ø Legal Services ØE & D Ø IT Ø Information Governance Ø Counter Fraud/Audit Ø NHSLA Ø Media & Communications Ø ESR/Workforce Planning

2. 1 Working Relationships : The table: : below describes our stakeholder engagement model: Hosts/Local Education Providers (LEP’s) BMA, JDAT, LNC, national JNCC. HEEWM Schools, TPDs, Trainers, Medical Educators , LE Networks & Forums e. g. Medical Directors, HRD, DOFs, Practice Managers, Medical Staffing Managers GMC, Performers List Regulators Trainees

2. 2 Working Relationships- Effective Management : LEAD EMPLOYER INTERNAL MHPS/Policies Trust Meetings IT Innovations Case Tracking/Manag ement System Skilled Team HEE WM HOSTS PSU ARCP Postgraduate Dean Responsible Officer Educators GMC MHPS Investigation Return to work Information sharing GMC Liaison meetings Performers List Regulations Other Agencies E. g. Police, Safeguarding

2. 3 Working Relationships- Trend Identification Stress/Bullying & Harassment ESR Manager Self-Service Policies Informal / Formal Relations Macro & micro Reports GMC SUI’s

2. 4 Working Relationships - PSU “To maximise the opportunity for every Doctor in Specialty Training to fulfil their potential for the benefit of patients, the Doctors themselves & the NHS. ” Medical Student Foundation Doctor Specialty Trainee GP/ Consultant UNIVERSITY NHS TRUST STHK NHS TRUST

3. 1 Summary of Roles & Responsibilities v. Lead Employer: Ø Ø Support recruitment Issue offer letters Provide a suite of Lead Employer Policies Oversee Occupational Health/HWWB matters Ø Complete employment checks Ø Arrange Medical Indemnity Cover Oversee national changes e. g. New Contract, Performers List, Indemnity Deal with Trainee employment queries Ø Deal with Host employment queries Ø Arrange for Trainees to go on the Performers List Issue Contracts of Employment Ø Issue Amendment to Contracts Ø Payment of salaries and expenses Deal with ad hoc employment queries e. g. Safeguarding, GMC, Police, NCAS etc. Oversee Grievances Ø Ø Issue Hosts rotational information/employment Oversee Investigations assurances Process ad hoc matters e. g. maternity etc. Conduct Disciplinary hearings Ø Process/oversee Access to Work cases Provide Guardian Cover for GP Practices (*Subject to HEE & National Discussions) Ø Provide Regional Training Events Streamlining IT Systems HR Direct, ESR Manager/Self Service, E-expenses etc. Deal with HEE WM employment queries

3. 2 Summary of Roles & Responsibilities v. General Practice: Ø Ø Provide local induction and invite Trainee Produce and issue and monitor contract compliant Rota. Liaise with Guardian as required. Ø Communicate with Lead Employer regarding employment matters e. g. health, absence, grievance, disciplinary issues, use of ESR – Early Intervention is key Ø Provide ‘day to day supervision’ in line with LE Policies e. g. Ø Ø Ø Absence – e. g. reporting, self-certificates, return to work interviews Grievance – conduct local investigation Disciplinary –conduct local investigations Maternity/Paternity/Special Leave etc. Continue with normal day to day implementation of training plan, as before

Data Workforce Systems Interfaces E-Expenses Intrepid : HR Direct : OLM Cohort E-Referrals Portal BI Oracle Reporting E-SVLs ESR (smart phone access) Payroll E-payslips TRAC E-Study leave E-DBS Employee Relations Case Management Electronic Personal Files Removals/ Relocation

4. 0 Transition to the Lead Employer Current Processes • Pre-Employement Checks • Payroll & Salary Assessment • Occupational health checks • R 7 Forms (Capita) Future Responsibilities Future through ESRProcedures Self-Service • Attendance Management: Sickness, Annual leave Study Leave • Changes to Personal information

4. 1 Electronic Staff Record - ESR What is ESR? Ø The Electronic Staff record is a national NHS system used by all Trusts in England for various HR, Payroll and reporting aspects. Ø The Lead Employer have successfully rolled out the Self-Service aspect of ESR to all GP practices within the Mersey, Cheshire and Wirral area where GP trainees are based. What will the GP practices use the ESR system for? Ø Record/Approve absences Ø Update/Approve personal details How will you access the system? Ø Access to the system is via your smartcard Ø Access can also be given to your deputy/nominated member of staff Will training be provided on how to use the system? Ø There will be interactive videos available via HR Direct, however 1 to 1 sessions will also be available should this be requested

ESR Cont. What ESR looks like Absence

ESR Cont. Personal Information

ESR Cont. & HR Direct Benefits of ESR for Trainees Ø Access to online payslips & Pension information Ø E-Learning Ø Absence management, ability to request leave and view annual leave entitlements Ø Keep their personal information up to date including address and bank details What is HR Direct? Ø HR Direct is a tailored website where you will be able to access rotational information, Management information and other key information relating to the Lead Employer Ø Access to HR Direct will be via a username and password

ESR Cont. What we need from you! All we require from the practice managers to set them up on ESR: Ø Your name and which practice you manage Ø The UUID number on the front of your smartcard If you would like another nominated staff member to access the system on your behalf we would require their UUID number also. Please send this information to ESR. Helpdesk@STHK. nhs. uk by 1 st July 2016 Also please contact your IT provider and ask them to install ESR on your PC And to ensure you have Java V 1. 6 update 36 installed.

Pay & Staff Services Ø Transition to the Lead Employer Payroll Date: 3 rd August 2016 Ø Final Pay Processing: Current employers (payroll providers), GP Practices and Reimbursement providers to continue to make payments up to 2 nd August 2016. Trainee payroll records must be terminated with effect from 2 nd August 2016. Ø Generation of P 45: Current employers (payroll providers), GP Practices to generate P 45’s as at 2 nd August 2016. Ø Distribution of P 45: We request that P 45’s are not sent to the Trainee but that they are sent directly to St Helens & Knowsley as follows: FAO: Mrs D Eden , Payroll Account Manager, Pay & Staff Services Department, Lower Ground 1, Nightingale House, Whiston Hospital, Warrington Road, Prescot, Merseyside, L 35 5 DR.

Pay & Staff Services ØPayment of 3 rd – 31 st August 2016: To be undertaken by St Helens & Knowsley NHS Trust as Single Lead Employer. We will be issuing communications to Trainee’s to advise of the split payments for August and the impact on tax code / PAYE deductions. *Noting here that such splits will be happening throughout the country for the majority of Doctors in Specialty Training. Ø Closure of NHS Pension Record: All current employers (payroll providers) and GP Practices to close Trainee NHS Pension records via NHS Pensions On -line as 2 nd August 2016. Any questions regarding NHS Pensions and the above to be directed to – Mrs Pam Hill, Pensions Team Manager – 0151 430 1099.

Pay & Staff Services cont… Ø Auto Enrolment: 1 st & 2 nd August 2016: If your Practice Auto Enrolment Staging Date is 1 st or 2 nd August then as of this date your Pension Regulator determined Auto Enrolment responsibilities and obligations commence for all your employees. As you will be making payments for the 1 st – 2 nd August 2016, you will be required to undertake Auto Enrolment assessment of any GP Trainee employed by the practice as at this date. With payment only being made for the 2 days of August the resulting payment is likely to fall below Auto Enrolment assessment levels and as such the Trainee would not be enrolled to any alternative scheme. However, you will need to write to the Trainee to advise that they have been subject to Auto Enrolment assessment but have fallen below the assessment level. Ø With effect from 3 rd August 2016: As the new Single Lead Employer, St Helens & Knowsley will automatically enrol the Trainee into the NHS Pension Scheme (Contractual Enrolment) but obviously they will have the right to opt out. Thereafter we will apply Auto Enrolment assessment each pay period and action appropriately based on the assessment results.

Pay & Staff Services Ø Expenses Claim Processing: Claims to 30 th June 2016 to be submitted to existing employers (payroll providers), GP Practices and Reimbursement providers for processing and reimbursement via July 2016 salary payments. Expenses incurred form 1 st July 2016 to be submitted to St Helens & Knowsley NHS Trust as Single Lead Employer for reimbursement via August salary. A communication will be distributed to all Trainees’ to advise of the timeline and claim procedure.

Pay & Staff Services Ø Medical Indemnity Reimbursements: All Trainees were informed via correspondence dated 21 April 2016, that they would be covered by a block scheme St Helens & Knowsley NHS Trust has in operation. As such there should not be any claims for reimbursement for Medical Indemnity fees after the issue of this letter. We will to review individual cases where Trainees may have taken out cover prior to this communication and are seeking reimbursement. Ø Work In Progress: Post July 2016 payroll closedown, any data changes / employee change data not actioned by the current employer / payroll provider to be forwarded to St Helens & Knowsley NHS Trust – Single Lead Employer for action via the August 2016 salary. Ø Request for IAT Data Transfer (NHS Acute Trusts Only): St Helens & Knowsley will submit requests for IAT Data Transfer.

Pay & Staff Services Key P&SS Contacts: Diane Eden Payroll Account Manager 0151 290 4302 Diane. eden@sthk. nhs. uk Jennie Dwerryhouse Head of Shared Services 0151 430 1117 Jennie. dwerryhouse@sthk. nhs. uk Pam Hill Pensions Team Manager 0151 430 1099 Pam. hill@sthk. nhs. uk Rob Simonds Senior Payroll Project Manager 07776164678 Rob. simonds@sthk. nhs. uk Diane Eden Expenses Enquiries 0151 290 4302 Diane. eden@sthk. nhs. uk E-Mail Addresses: We have set up 3 dedicated West Midland GP Training Programme e-mail / mailboxes to allow you to submit payroll, pensions or expenses enquiries to the appropriate mailbox for action. Payroll Enquiries: westmidgppapyroll@sthk. nhs. uk Pensions Enquiries: westmidgppensions@sthk. nhs. uk Expenses Enquiries: westmidgpexpenses@sthk. nhs. uk

Assurances: : Ø Committed Lead Employer – proven experience Ø Excellent stakeholder feedback Ø Unique position of having experience of all main specialties and regulations e. g. Performers List Ø Excellent track record for DIDs, with Executive input Ø Fully established model that is scalable Ø Holistic approach Ø Innovative – evidence of streamlining and systems benefits realisation Ø GMC endorsement for best practice LE model Ø Significant assurances from Internal Auditors Ø Award winning Trust Ø HR Direct

Summary: : ØWe will work with HEE WM, General Practices and other stakeholders to establish a model Lead Employer ØWe fully commit to fulfilling all of our obligations ØWe will value your local knowledge and expertise and we will build on this together with our experience ØThere will be challenges (cultural, change, systems etc. ) particular in the first 12 months ØWe have the experience to get through the challenges and establish the model Lead Employer for HEE WM

ANY QUESTIONS?