LONG SERVICE AND RETIREMENT AWARDS

Transcription

1 SECTION: HUMAN RESOURCES POLICY AND PROCEDURE NO: NATURE AND SCOPE: SUBJECT: POLICY AND PROCEDURE - TRUST WIDE LONG SERVICE AND RETIREMENT AWARDS This Policy/Procedure sets out the process for recognizing those employees who have reached certain service milestones by providing a system of awards for both long service while in service, and, when people retire with long service. DATE OF LATEST RATIFICATION: AUGUST 2017 RATIFIED BY: EXECUTIVE LEADERSHIP TEAM (USUAL RATIFYING COMMITTEE: HR CORE GROUP) IMPLEMENTATION DATE: SEPTEMBER 2017 REVIEW DATE: SEPTEMBER 2018 ASSOCIATED TRUST POLICIES & PROCEDURES: NONE ISSUE 8 SEPTEMBER 2017

2 NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST LONG SERVICE AND RETIREMENT AWARDS POLICY AND PROCEDURE CONTENTS 1.0 Policy Statement 2.0 Single Equality Scheme 3.0 Policy Aims 3.1 Long Service Awards 3.2 Retirement Awards Gifts Retirement Party 4.0 Procedures 5.0 Monitoring Long Service Awards Retirement Awards 6.0 Implementation 7.0 Target Audience 8.0 Training 9.0 Review Date 10.0 Consultation 11.0 Legislative Compliance 12.0 Relevant Trust Policies 13.0 Monitoring and Compliance 14.0 Equality Impact Assessment 15.0 Champion & Expert Writer Appendix 1 Appendix 2 Appendix 3 Long Service Retirement Awards Flowchart Equality Impact Assessment (EIA) Screening Tool Record of Changes ISSUE 8 SEPTEMBER

3 NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST LONG SERVICE AND RETIREMENT AWARDS POLICY & PROCEDURE 1.0 POLICY STATEMENT 1.1 Nottinghamshire Healthcare NHS Foundation Trust (the Trust) recognises the key factor in the success of the Trust, and indeed the National Health Service, is the loyalty, quality and dedication of the people who work in it. In recognition of this, the Trust is committed to celebrate with those staff who have reached certain service milestones by providing a system of awards for both long service while in service, and, when people retire with long service. This policy and supporting procedure will ensure that this commitment is realised. 2.0 SINGLE EQUALITY SCHEME 2.1 In applying this procedure, managers, employees and their representatives will have regard to the principles and requirements of the Trust s Single Equality Scheme. The Trust is committed to equality, diversity and human rights accordingly the implementation of this policy and its impact will be monitored across all equality strands and reported regularly to the Trust Board. Managers will not discriminate in the application of this policy and procedure. 3.0 POLICY AIMS 3.1 Long Service Awards All employees who have worked for the National Health Service for 25 years without a break in service of more than 3 months, the last 10 of which have been with the Trust or one of its predecessors*, will be entitled to receive from the Trust a long service award. This will take the form of a gift of their choice (from the Trust s Gift Catalogue) in recognition of their commitment, contribution and achievements over the years. * Nottingham Healthcare NHS Foundation Trust or its predecessors * Rampton Hospital Authority or its predecessors * Central Nottinghamshire Healthcare Trust or its predecessors * Bassetlaw Hospitals NHS Trust or its predecessors * Rotherham Priority Services Trust or its predecessors The value of the award will be a gift(s) to the value of 2000 points for 25 years service. Although an employee may, if they wish, choose a gift(s) of higher value by purchasing additional points at a cost of 10 pence per point, plus VAT. 3.2 Retirement Awards Gifts All employees who are retiring from the Trust s employment, having completed at least 20 years continuous service (i.e. without a break of at least 3 months) with the National Health Service will be entitled to receive from the Trust a retirement award. This will take the form of a gift(s) (from the Trust s Gift Catalogue) in recognition of their commitment, contribution and achievements over the years. The value of the award will be a gift(s) to the following value: At least 20 years service (actual) 2000 points At least 40 years service (actual) 4000 points ISSUE 8 SEPTEMBER

4 The retiring employee may, if they wish, choose a gift(s) of a higher value by purchasing additional points at a cost of 10 pence per point plus VAT Retirement Party 4.0 PROCEDURES The respective corporate/clinical directorate may arrange a retirement party (in accordance with the Trust s Hospitality Policy) which will be held on Trust premises. This is to provide the employees colleagues the opportunity to acknowledge the contribution made by the retiring employee. It should be noted that in accordance with the Trust s Drug & Alcohol Guidance, no alcohol will be made available. 4.1 These procedures will be followed in respect of long service and retirement awards Employees who reach the milestone of 25 years continuous service (long service) or who are due to retire with 20 or more years continuous service will receive: a letter of thanks from the Chairman a Trust Gift Catalogue offering an extensive range of gifts and their points value details of how to order the gift(s) of their choice On completing and sending off the completed order form, the gift(s) will be sent to the employee s home address within two to three weeks Where the employee is having a retirement party, the appropriate request must be made to their directorate General Manager. Catering for retirement parties can be provided via Facilities. 5.0 MONITORING 5.1 The nominated HR Administrator will be responsible for: Long Service Award i) supplying a checked list of eligible employees on a quarterly basis as follows: - by 1 st March - following Quarter 1 (April to June) - by 1 st June - following Quarter 2 (July to Sept) - by 1 st September - following Quarter 3 (Oct. to Dec.) - by 1 st December - following Quarter 4 (Jan. to March) who will liaise with Cotterills to ensure listed employees are sent both letter of thanks and gift catalogue with ordering details; ii) copying a list of the staff to receive an award to the appropriate line manager for information; iii) maintaining lists of employees having received long service awards Retirement Awards i) supplying to Cotterills on an individual basis the full details of an employee s forthcoming retirement at least 4 weeks in advance, where possible. They will ISSUE 8 SEPTEMBER

5 6.0 IMPLEMENTATION Long Service & Retirement Awards also provide a copy of the information to the appropriate HR Manager and the appropriate line manager. 6.1 As this policy has already been implemented, no implementation plan is required. 7.0 TARGET AUDIENCE 7.1 All Trust employees, excluding bank staff. 8.0 TRAINING 8.1 As this policy has already been implemented, no implementation plan is required. 9.0 REVIEW DATE 9.1 This policy will be reviewed in or in light of organisational or legislative changes CONSULTATION 10.1 Consultation will be between Senior Management, and Staff Side Representatives LEGISLATIVE COMPLIANCE 11.1 Equality Act RELEVANT TRUST POLICIES 12.1 None 13.0 MONITORING & COMPLIANCE 13.1 The implementation of this policy and its effectiveness will be monitored on an ongoing basis by the Trust Board, relevant General Managers/Heads of Service, senior members of the Human Resource Departments and members of the Core Group. This monitoring process will include the consideration of employment relations statistics provided to management groups EQUALITY IMPACT ASSESSMENT 14.1 This policy has been assessed using the Equality Impact Assessment Screening Tool (attached at Appendix 2). The assessment concluded that the policy would have no adverse impact on, or result in the positive discrimination of, any of the diverse groups detailed. These include the strands of disability, ethnicity, gender, gender identity, age, sexual orientation, religion/belief, social inclusion and community cohesion CHAMPION & EXPERT WRITER 15.1 The champion of this policy is Clare Teeney, Director of HR. The expert writer is the Deputy Head of Workforce & Organisational Effectiveness. ISSUE 8 SEPTEMBER

6 LONG SERVICE AND RETIREMENT AWARDS FLOWCHART APPENDIX 1 For staff entitled to: Long Service Awards after 25 years continuous NHS service the last 10 of which was with the Trust or one of its predecessors (2000 points) Retirement Awards after 20 years (2000 points), and 40 years (4000 points) continuous NHS service Eligible staff list generated from the Corporate HR department. (Long Service quarterly) (Retirement at least 4 weeks prior to date) Eligible employees receive: letter of thanks from the Chairman Gift Brochure to make their choice Ordering information Orders sent to Cotterills by employees Gift(s) dispatched to employees home address within 2-3 weeks Retirement party (optional) organised by Directorate ISSUE 8 SEPTEMBER

7 EQUALITY IMPACT ASSESSMENT (EIA) SCREENING TOOL APPENDIX 2 Name of policy/procedure/strategy/plan/function etc being assessed: Brief description of policy/procedure/strategy/plan/ function etc and reason for EIA: Names and designations of EIA group members: List of key groups/organisations consulted Long Service & Retirement Awards Policy This Policy/Procedure sets out the process for recognizing those employees who have reached certain service milestones by providing a system of awards for both long service while in service, and, when people retire with long service. Charlotte Whyman, Deputy Head of Workforce & Organisational Effectiveness Leadership Council Core Group Data, Intelligence and Evidence used to conduct the screening exercise ISSUE 8 SEPTEMBER 2017

8 Equality Strand Race Gender Incl. Transgender Disability Incl. Mental Health and LD Religion/Belief Does the proposed policy/procedure/ strategy/ plan/ function etc have a positive or negative (adverse) impact on people from these key equality groups? Please describe The policy identifies that Leaders at all levels the Trust must treat all staff fairly, consistently and equitably and take action to address any forms of prejudice, discrimination and victimisation in the implementation of the policy. The policy outlines that managers will not discriminate in respect of any of the equality strands. The policy identifies that full and sensitive consideration should be given to all equality and diversity needs/requirements or issues which arise or may exist when implementing the policy and procedure. Are there any changes which could be made to the proposals which would minimise any adverse impact identified? What changes can be made to the proposals to ensure that a positive impact is achieved? Please describe Have any mitigating circumstances been identified? Please describe Areas for Review/Actions Taken (with timescales and name of responsible officer) N/A N/A Author to review in ISSUE 8 SEPTEMBER

9 Sexual Orientation Age Social Inclusion* 1 Community Cohesion* 2 Human Rights * 3 * 1 for Social Inclusion please consider any issues which contribute to or act as barriers, resulting in people being excluded from society e.g. homelessness, unemployment, poor educational outcomes, health inequalities, poverty etc * 2 Community Cohesion essentially means ensuring that people from different groups and communities interact with each other and do not exclusively live parallel lives. Actions which you may consider, where appropriate, could include ensuring that people with disabilities and non-disabled people interact, or that people from different areas of the City or County have the chance to meet, discuss issues and are given the opportunity to learn from and understand each other. * 3 The Human Rights Act 1998 prevents discrimination in the enjoyment of a set of fundamental human rights including: The right to a fair trial, Freedom of thought, conscience and Religion, Freedom of expression, Freedom of assembly and association and the right to education Conclusions and Further Action (including whether a full EIA is deemed necessary and agreed date for completion) Screening Tool Consultation End Date Name of Equality and Diversity (E&D) Group Approving EIA (i.e. Directorate E&D Group, Divisional E&D Forum or Trustwide E&D Steering Group) Name of Responsible Officer Name and Contact Details (tel. , postal) Following the EAI screening exercise it has been concluded that a full EIA is not needed. The policy, as required by the Equality Act ensures that the specific requirements of diverse groups are identified, considered and met as appropriate within the remit of this policy and procedure. The policy also clearly requires managers to ensure full and informed consideration is given to avoid misinterpretation of cultural behaviour(s)/identities. EIA reviewed June 2017 no amendments required Equality and Diversity Subcommittee of the Board of Directors Charlotte Whyman, Deputy Head of Workforce & Organisational Effectiveness Charlotte.whyman@nottshc.nhs.uk Tel: ext ISSUE 8 SEPTEMBER

10 APPENDIX 3 The Policy/Procedure for: LONG SERVICE AND RETIREMENT AWARDS (Previously 14.15) Issue: 08 Status: Author Name and Title: APPROVED Charlotte Whyman, Deputy Head of Workforce & Organisational Effectiveness Issue Date: 06 SEPTEMBER 2017 Review Date: SEPTEMBER 2018 Approved by: EXECUTIVE LEADERSHIP TEAM (02/08/2017) (USUAL RATIFYING COMMITTEE: HR CORE GROUP) Distribution/Access: Normal RECORD OF CHANGES DATE AUTHOR PROCEDURE DETAILS OF CHANGE November 06 J Fleet PE/13 Change to house style and review date April 11 O Fulton June 13 O Fulton House Style, legislative compliance, Single Equality Scheme, Review date. Changes to issue number, review date only May 14 P Hall Changed the policy number only Nov 14 March 2017 June 17 J Cyrnik (Issue 6) C Whyman (Issue 6) C Whyman (Issue 7) Change to review date only Change to author, review date, recognising Foundation status Change to review date only APPENDIX ISSUE 8 SEPTEMBER 2017