POWYS TEACHING HEALTH BOARD 31/03/2011 PTHB Word - HR024 - Bank... · 22 Sick Leave and Maternity/Paternity/Adoption Leave 18 ... (BSOP) is to establish a casual workforce of competent

Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010

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POWYS TEACHING HEALTH BOARD

Bank Staff Operational Policy

Rev Date Purpose of Issue/Description of Change Planned Review

Date

Ref:

PTHB HR024

Initial issue

31/03/2011

Responsible Officer Approved by Date

HR and Nursing

Department

Clinical Governance Committee March 2007

Bwrdd Iechyd Addysgu Powys yw enw gweithredol Bwrdd Iechyd Lleol Addysgu Powys

Powys Teaching Health Board is the operational name of Powys Teaching Local Health Board


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Contents Page

Contact Details 3

1 Definition 4

2 Further Development of the Bank Staff Register/ Management

System 4

3 Role of the Professional Bank Staff Co-ordinator 5

4 Recruitment Procedures for Bank Staff 6

5 Bank Staff Questionnaire 9

6 Introduction and Supervision of Bank Staff 10

7 Staff Availability/Booking Bank Staff 11

8 Working Time Directive 12

9 Timesheets 12

10 Continuous/ Break in Service 13

11 Entitlement and Payment for Annual Leave 13

12 Payment 14

13 Conditions of Service 14

14 Training and Development 15 15 Job Limitation 16

16 Conduct and Performance 16 17 Uniform and Identify Badges 17

18 Operational Work 17 19 Risk Management/Health and Safety 18

20 Confidentiality 18

21 Data Protection 18

22 Sick Leave and Maternity/Paternity/Adoption Leave 18

23 Contractual/ Personal Change/ Termination/ Removal from Bank Staff Register

19

Appendix

Appendix 1 - Recruitment Process for Bank Staff

Appendix 2 - Bank Staff Questionnaire Appendix 3 - Procedure for Booking Bank Staff

Appendix 4 – Guidance and Information table on Section 23

Appendix 5 - Process for Terminating Bank Staff


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Contact Details

Name:

Post Title: Professional Bank Co-ordinator

Telephone: (01874) 61 5645

Fax: (01874) 61 5615

Address: Breconshire War Memorial Hospital

Cerrigcochion Road

Brecon Powys

LD3 7NS Email:


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1. Definition

The function of the Bank Staff Operational Policy (BSOP) is to establish a casual workforce of competent Registered Nurses, Health Care Assistants, Allied Health

Professionals and other specialist areas such as Community Nurses, Health

Visitors, who can be called upon to support the substantive workforce in the

event of sickness, vacancies, maternity leave or increased workload pressures.

An employee recruited on to the Bank Staff Register is on a casual basis with no

contracted hours and as such Powys Teaching Health Board can determine for any one week whether bank staff are required and the number of hours.

Such employees may work solely on the Bank or may be existing Powys Teaching

Health Board employees holding substantive posts wishing to work extra hours in

another area or grade. They may also work for another Trust/Health Board or

company provided they comply with Working Time Regulations. Any staff, who

match this criteria but who are contracted to work regular hours each week must

be regarded as part time staff.

This (draft) operational policy not only sets out to explain the procedures for

recruiting, training, booking, and payment of bank staff it also details the bank

staff’s conditions of service.

2. Further Development of The Bank Staff Register/ Management System

The Bank Staff management system is an on going development process. The

role of the Professional Bank Staff Co-ordinator is in a synchronisation capacity.

The Bank Staff Co-ordinator acts as a pivotal point to ensure that communication

between Bank Staff, ESR Workstructure Administration, Recruitment Team, managers/appointing officers, and payroll is consistent - enabling the

development of a more robust administration system when Bank Staff cover is required.

The on-going development of Bank Management System and operational

procedure, ensure that bank staff who are recruited to the Bank Staff Register

deliver a high quality of care whilst minimising clinical risk.

The strategic aim is to introduce a booking management system to provide Powys Teaching Health Board with a fail-safe booking system. This will deliver statistics

on shift fill rates, usage, and trend analysis and performance indicators to enable effective monitoring and management of bank staff. A new booking system would

allow users (managers/those who need to book bank staff) to monitor individual

performance reviews, essential training and The Working Time Directive

Regulations. It would also enable managers to match shift requirements to the

available staff


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3. Role of the Professional Bank Co-ordinator

The professional bank co-ordinator will be responsible for:

• First point of contact for any queries relating to Bank staff.

• Maintaining and updating the Bank Staff Register, ensuring correct details are

held for all Professional Bank Staff employed by the Teaching Health Board. • Ensuring all Heads of Service, Team Leaders and Matrons have access to the

Bank Staff register. • Coordinating, identifying and allocating essential training for bank staff.

• Target Recruitment and Selection of Bank staff to areas where there are

insufficient staff to support the service.

• Ensuring all bank staff receive appropriate inductions into work areas.

• Ensuring compliance with the working time legislation.

• Ensuring compliance with the Bank staff operational policy.

• Ensuring all bank staff receive an Individual Performance Review.

• Assisting in the booking of bank staff as and where necessary.

4. Recruitment Procedures for Bank Staff

For clinical areas staff must be over the age of 18 years

Recruitment to:

Nursing

All Registered Nursing will be appointed to Band 5 unless agreed by the Line

Manager and the Deputy Director of Nursing. With exception for those who hold

specialist roles, for example Health Visitors, who will be appointed to the

appropriate band for the post.

All Unregistered Nursing staff will be appointed to Band 2 unless agreed by the Line Manager and the Deputy Director of Nursing.

Allied Health Professionals

All Allied Health Professionals will be appointed at the Band appropriate to the

level of work. This will be agreed by the Line Manager and the Head of Clinical

Support Services

Recruitment to the Bank Staff Register will be in accordance with the Powys

Teaching Health Board Recruitment & Selection Policy and Procedure document and will include the following for Bank Staff applicants.

The overall responsibility for staff selection and interview will be the appropriate

Hospital Matron, Head of Service or Team Lead according to the geographical

area and clinical service the candidate is applying for.


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Both New starters and Existing employees, if wishing to join the Bank Staff Register must proceed through the recruitment process.

Please refer to Appendix 1)

Outline of the Recruitment Process

The applicable advertising documentation must be completed and sent to the ESR

Work structure Administration for authorisation before being forwarded to the

Recruitment Team for advertising. All applicants must submit an application form; these will be forwarded to the appropriate appointing officer for short listing and

possible interview.

If the applicant is successful at interview the appointing officer must inform the

Bank Staff Co-ordinator and the appropriate recruitment partner. ‘A Pro Forma’

must be completed and forwarded electronically where possible.

Verification of current registration, where appropriate e.g. NMC/HPC is the

responsibility of the appointing officer. The appointing officer must check that the

registration documents required are appropriate and meet national standards

An appointment letter or variation to contract letter along with appropriate pre

employment checks documentation and a bank staff questionnaire will be sent

out by the Recruitment Team to the successful candidate/s.

Pre Employment Checks

Pre employment checks are split into 3 categories.

• References

• Occupational Clearance

• CRB Check

All pre employment checks must be completed before employment can

commence

References

Two references are required for applicants who are not currently employed by

Powys Teaching Health Board.

One reference is required for ‘existing employees’ if the line manager does not

remain the same.

A reference will not be required if the applicant retains the same line manager

Occupational Health Clearance

If appropriate, an occupational health form will be issued to the successful

candidate and must be completed and returned to the occupational health

department.


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Bank Staff Questionnaire The bank staff questionnaire will be issued by the Recruitment Team.

The bank staff questionnaire must be completed and returned to the Professional

Bank co-ordinator.

Criminal Records Bureau Disclosure Check (CRB)

For clarification on who requires a CRB check and to establish the level required please refer to Powys Teaching Health Board Disclosure of a Criminal Background

Policy and Procedure.

If required, a CRB disclosure application form will be issued by the Recruitment

Team. This will need to be satisfactorily completed and returned to the

Recruitment Team along with appropriate supporting ID documentation as

detailed in “An applicants Guide to Completing the CRB Application Form” issued

along with the CRB Disclosure Application form.

For posts that require a CRB check, clearance must be received before

employment can commence, however the following may apply.

Existing employees

Existing staff whose substantive post does not require a CRB clearance, but the

bank post does, may still commence employment providing that other pre-

employment checks have been undertaken satisfactorily and all CRB

documentation has been satisfactorily completed and returned to the

Recruitment Team along with appropriate supporting ID documentation.

Until full CRB clearance is received the candidate must work under supervision.

New Employees If only the CRB clearance is outstanding employment may commence however

until full CRB clearance is received the candidate must work under supervision. This option is available at the appointing officer’s discretion. The bank staff co-

ordinator must be informed.

On Commencement of Employment

New employees

An enrolment form issued by the Recruitment Team needs to be completed by the manager and member of staff and returned to the Recruitment Team. This must

be signed by the budget holder/ manager. A copy must be sent to the Bank Staff Co-ordinator.

Existing employees

A contractual changes form needs to be completed and forwarded to the payroll

department. These can be downloaded from Powys Teaching Health Boards


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Internet site (documentation – forms). A copy must be sent to the Bank Staff Co-ordinator.

The change must be made clear e.g. joining bank in addition to substantive post.

A copy of the variation to contract letter must be attached.

For both new and existing employees the appropriate induction training must be

completed

5. Bank Staff Questionnaire

(To view a copy of the bank staff questionnaire please ref Appendix 2)

For all employees joining the Bank Staff Register the Bank Staff questionnaire is

issued by the Recruitment Team.

The bank staff questionnaire enables the Professional Bank Staff Co-ordinator to

maintain the Bank Staff Register.

If the bank staff questionnaire is not returned to the professional bank co-

ordinator, the employee will not be used on the bank as contact details, shift

availability will not be available. The bank co-ordinator will contact the

appropriate Matron, Head of Service or Team Leader.

6. Induction and Supervision for Bank Staff

The following information sets out to explain Powys Teaching Health Board’s

commitment to both new and existing post holders

Induction of new employees to the Bank Register will be in accordance with the Powys Teaching Health Boards Induction of New Employees Policy and Procedure

document and will include the following for Bank Staff.

New Employees

Local Induction

This will be held on the first day of employment, and will be conducted by their (primary site) line manager or mentor and will introduce them to the site and

area of work.

Role Induction

This is to be held on the first shift at a site and subsequent shifts covered and will

be conducted by their mentor. It will include initial assessment of their

competences against their post outline and form the basis for their personal

development plan.


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Powys THB Corporate Induction Course

All new employees are required to attend within 3 months of starting employment as stated in the appointment letter. The line manager and new employee will

agree a date that training is to be attended. The THB induction is booked through

the training department

Existing Employees For staff who hold a substantive staff and join the bank register in an area which

is different to their substantive post e.g. Substantive post is an Admin Clerk, bank post is a Health Care Assistant or their bases/ work area changes need to be

given local and role induction as above.

Staff who work a shift not their primary site must be given a local induction.

A registered/qualified bank staff member undertaking a ‘bank shift’ is only able to

take charge of an area if deemed competent by the appropriate professional lead.

Supervision of Staff

Clinical Supervision will be provided in accordance with Powys THB’s Clinical

Supervision Guidance

7. Staff Availability/Booking Bank Staff

For further clarification on the booking of bank staff please refer to Appendix 3

The updated database list of all Active Bank staff is distributed to all Hospital

Matrons, Heads of Community Nursing and Mental Health, Learning Disabilities

and Payroll Departments on a monthly basis (at the end of each month). It is the responsibility of those (listed above) to cascade the updated information to those

who need access to book bank staff.

It is crucial this information is forwarded on, especially if shifts are unable to be

covered locally, bank staff are asked (this is optional) to give alternative locations

of work via the Bank Staff questionnaire and this information is listed under

secondary and third location columns on the database.

With regards to security and data protection procedures, the database is password protected and a ‘read only’ facility is in place to prevent the

spreadsheet being modified.

When the updated database is forwarded it is stipulated that the previous

month’s database should be deleted. This is to ensure the most recent up to date

information is being referred too.


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The Matron, Head of Service and/or Team Lead is accountable for identifying the need for bank staff and for contacting/booking bank staff.

The Bank Staff member must be informed at the time of booking who they should

report to at the beginning of their shift

The bank staff co-ordinator may be contacted to assist with the booking of bank

staff.

8. Working Time Directive Regulations

For further clarification please refer to Powys Teaching Health Board’s Working

Time Regulation Policy

Powys Teaching Health Board does not consider this is in the interests of

patient safety for staff to routinely work in excess of 48 hours per week

and does not support the general use of opt out agreements.

Average weekly working time is normally calculated over 17 weeks.

Managers must:

• Routinely monitor staff who appear to be close to 48 hours working

time limit and ensure that they do not exceed it.

• Offer regular health assessments to night workers

• Ensure workers can take their rest, however you are not required to

ensure that they do take their rest

• Discuss with individuals who are known to hold a second job, their compliance with regulations.

• In an event, where 48 hours per week is exceeded, Managers must

follow guidance under the Working Time Directive Policy and take the

appropriate action.

It will be the responsibility of the employee to disclose to the Manager regarding any other employment, NHS or private which may affect the Working Time

Directive ruling. This information will be noted on the Bank Staff Questionnaire and database.


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9. Timesheets

Bank Timesheets for Bank Staff must be completed on a weekly basis and will be available from all Hospital wards and departments. This is to ensure time sheets

are handed to payroll promptly and can be processed as quickly as possible.

Instructions on how to complete the bank timesheets are indicated clearly on the

top of the bank timesheet. If Bank Staff work on a ward/area which is not their usual contractual site (primary site) then this has to be noted where applicable.

When completing the time sheet - the appropriate Position and Organisation of the secondary assignment must be noted.

For each shift worked, the time sheet must be initialled by the ‘nurse in charge’

for that shift and then authorised by the Budget Holder, otherwise no payment

will be made.

It is the responsibility of the individual to ensure that their time sheet arrives to

the payroll department on time, failure to do so will result in a delay in payment

of wages.

10. Continuous/Break in Service

Service as a Bank staff employee will be deemed to be continuous for purpose of

calculation of annual leave entitlement, from the date the employee makes

themselves available for work. A break will not be seen as a period of time when

the employee has not been called.

It will be the responsibility of the Line Manager to record any period where bank

staffs are unable to work when requested and to inform the bank staff co-ordinator.

11. Entitlement and payment for Annual Leave

In accordance with the A4C Terms and Conditions of Service and in line with the

Working Time Directive, Bank staff, who work solely on the bank, will be paid for

their annual leave. The hours worked each period are accumulated and the

entitlement is calculated by dividing this cumulative figure by twelve weeks. This

payment will be shown on the payslip and staff will not be entitled to time in lieu.

For Bank Staff who have a substantive/fixed term Assignment with PTHB and do bank work, will not receive any additional annual leave as they already enjoy

these rights under their substantive/fixed post.

Staff who take annual leave from PTHB, will not be able to work a bank shift

during this leave period however Staff may work their ‘days off’ providing

they comply with the Working Time Directive.


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12. Payment

The appropriate A4C salary and band will be paid in accordance with the A4C terms and Conditions of Service and will be paid per annum pro rata.

Progressions through the band will be in line with the NHS Knowledge and Skills

Framework and post outlines for development of the post. Details of the A4C pay

scales can be found in the Terms and Condition Handbook or on the Web Site

under http://sharepoint.powysTHB.wales.nhs.uk/HumanResources/PayRoll/default.aspx

or from your line manager.

Bank staff will be paid for all hours worked and an additional enhanced payment

for Night Duty, Weekend work, Unsocial or Bank Holidays will apply in accordance

with the A4C Terms and Conditions of Service Handbook and may be subject to

change from time to time.

Excess hours over and above the whole time of the Band/Discipline will be paid at

the appropriate rates for any one-week, in accordance with the A4C Terms and

Conditions Handbook of employment.

The working week is from Monday to Sunday. Bank Staff are requested to

complete weekly timesheets and submit each timesheet at the end of the week to

their line manager for authorisation. The time sheet needs to then be sent to the

payroll department, who will process in the next pay period. Pay periods run from

the 7th to the 7th of each month e.g. 7th June to the 7th July payment 20th July.

Any timesheets submitted after the 7th will be paid in the next months pay period.

Payment is made monthly on the 20th of each month, directly into the employees

bank account

All bank staff are to be paid at the appropriate band. Please see section 6:

Recruitment to the Bank Register.

13. Conditions of Service

The main A4C Terms and Conditions of Service will apply to this post.

Bank Staff will not receive any retainer fee for registering as a bank employee

and cannot be regarded as having any entitlement to emergency duty payments of On call or Standby Payments or Bonus payments.

Bank Staff are not regular employees and have no entitlement to guaranteed or continuous work.

Powys Teaching Health Board can determine in any one week whether an

employee shall be called in to work (if available) and the numbers of hours to be

worked in accordance with The Working Time Directive.


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When Bank Staff have been requested to work a shift by a line manager and are no longer required for duty, these staff will be given, where ever possible, 24

hours notice that they are not required to work. Any notice which is less than 24 hours should be entered on the timesheet and paid at as appropriate for the shift.

In this event bank staff would be offered alternative sites/areas to work within a

reasonable travelling distance. Refusal to accept this would negate the need for

the Health Board to honour the payment.

For new employees statement of main terms and conditions will be issued with 8

weeks of commencing employment.

Travel expenses for bank staff working at alternative sites will be paid as per A4C

Terms and Conditions.

14. Training and Development

Powys Teaching Health Board has a personal responsibility to ensure that all bank

staff undertake relevant annual mandatory/essential training as appropriate to

their band and area of work.

The Bank Staff Co-ordinator and the Training Department will be responsible for

organising Essential Training for ‘Bank only’ staff. ‘Bank only’ staff will get paid

their normal bank shift rate, only when their attendance has been confirmed.

Existing employees who hold substantive Assignment in addition to their Bank

Assignment will have essential training arranged through their line manager

responsible for their substantive post.

For those staff whose substantive Assignment is different to their bank Assignment e.g. Admin role, Bank HCA. The line manager together with the bank

staff co-ordinator will identify any additional mandatory/essential training that is specific to that job e.g. manual handling – patients.

Bank Staff will have a duty to attend all Essential Training otherwise they will be

considered ‘unfit’ to work and will be removed from the active bank register

Although the Bank Co-ordinator will assist in the co-ordination of training courses

for bank only staff it will be the responsibility of the bank staff’s line manager to ensure that all essential training is completed. The bank co-ordinator will inform

the line manager of any bank staff who do not attend training courses.

All Bank Staff will be expected to participate in a performance system in operation

or introduced within the Teaching Health Board.


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For staff who are not appointed on the maximum of the band, after 12 months service, they will move to the next point on the incremental scale provided they

have met their Personal development Plan/KSF sub sets.

Further increments may be earned in the same way after each 12 months of

services.

Personal development plans for bank staff will be organised at a Managerial level through their Primary site.

15. Job Limitations

In accordance with Powys Teaching Health Board Policies and Procedures

At no time should bank staff work at a level outside their level of competence. If

there are concerns regarding this, they should be discussed immediately with the

line manager/Supervisor. All junior staff have a responsibility to inform those

supervising their duties if they are not competent to perform a duty.

16. Conduct/ Performance

In accordance with Powys Teaching Health Board Policies and Procedures

The Bank Staff Co-ordinator and Human Resources Officer must be notified

regarding any concerns about professional standards or performance issues of

individual bank staff. These will be raised with the line manager at the primary

site.

In the event of a serious complaint or incident involving a bank staff member, the Bank Staff Co-ordinator and Human Resources Officer must be informed at the

earliest opportunity.

Any complaints/incidents involving bank staff will be fully investigated and where

appropriate, necessary action taken in line with Powys Teaching Health Board

Policies.

Bank staff will be informed of any incidents or complaints made against them and

the outcome of the investigation process in line with Powys Teaching Health Board Policies.

17. Uniform and Identity Badges

Uniforms will be provided for Bank staff where appropriate

Photos for Identification Badges for New employees are taken at the Powys THB

Corporate Induction Day.


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Bank Staff Identification Badges are denoted with a yellow background.

Identity badges are issued to all Bank staff and should be worn at all times during

bank hours worked.

For those Bank staff who hold a bank post in addition to their substantives post a

Bank ID badge will need to be issued stating their Position when working on the bank.

ID Badges must be returned to Powys THB on termination of Position.

18. Operational Work

If relevant to the role, bank staff will have access to advice and support from

appropriately qualified persons in respect of on-site, on-call and in-call

arrangements.

As a professional person, the post holder will abide by the legal requirements and

statutory rules relating to practice, maintaining the confidentiality of patients,

their families/carers, at all times. He/she will maintain standards of conduct and

dress to sustain public confidence, in accordance with the relevant registration

body Terms and Conditions of Employment, and record periodic registration.

19. Risk Management/Health & Safety at Work

The Teaching Heath Board is committed to protect its staff, patients, assets and

reputation through an effective risk management process. The post holder will be

required to comply with the Teaching Health Boards health & safety policy and

actively participate in this process and have responsibility for managing risks and reporting. Staff have a responsibility to access Occupational Health, the Staff

councillor and any other support in time of need and advice.

20. Confidentiality

Bank Staff are required to observe the Teaching Health Board’s policies on

Confidentiality and data Protection of Teaching Health Board employee and

patient information.

Bank Staff must also observe legal responsibilities in handling stored personal

data and operate the Teaching Health Boards information technology security policies.

21. Data Protection

Under the Data Protection Act 1998, the Teaching Health Board advises that it will

be keeping personal information on all bank staff for administrative and


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managerial purposes. To obtain a full list of the information retained, contact the Human Resources Department, Personnel and Training Department, Bronllys

Hospital.

The Teaching Health Board will only disclose personal details to relevant

departments within the Teaching Health Board and the Welsh Assembly

Government. The person will be informed of any disclosure request of personal

details made unless an exemption is made. An example of an exemption is an Inland revenues or DSS request.

22. Sick Leave and Maternity/ Paternity/Adoption Leave

In accordance with standards set out nationally, Bank staff will be entitled to

Statutory Sick Pay providing they meet the criteria for payment in accordance

with guidelines set out by the Department of Social Security.

Statutory maternity and paternity leave pay will be paid in accordance with the

Department of Social Security guidelines.

23. Contractual Change/Personal Change/Termination/ Removal from

Bank Staff Register

(For further clarification, please refer to appendix 4 and 5)

Powys Teaching Health Board actively encourages all staff to apply for job

opportunities within its organisation

Contractual Changes

For any contractual changes, a contractual changes form needs to be completed clearly stating the change For example: If a bank staff member takes a

substantive contact with Powys Teaching Health Board, but wishes to remain on the bank register this must be clearly noted on the changes form.

Contractual changes form can be downloaded form the Powys Teaching Health

Board internet site:

http://www.wales.nhs.uk/sites3/page.cfm?orgid=501&pid=8171

The professional bank staff co-ordinator needs to be made aware at the earliest opportunity of any changes.

Personal Changes

The professional bank staff co-ordinator needs to be made aware of any personal

changes e.g. contact details, shift availability therefore ensuring that the bank

staff register is updated and will ensure that any documentation is completed and

forwarded to the relevant department. Payroll also need to be made aware of

changes in personal circumstances


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Termination/ removal for the Bank Staff register

If a Bank Staff Member wishes to be removed from the Bank Staff register, one months notice should be given in writing to their manager. A copy of this

notification should be sent to the Bank Staff Co-ordinator The employee will be

required to return Uniform, ID Badge and any other item issued in relation to the

Bank Position.

Only once all documentation has been completed, will all the bank staff member’s

details be removed from the bank staff register.

In the interim period the bank staff member will be highlighted in purple on the

bank staff register with a note stating that “has requested to be removed from

bank staff register, documentation in process”

For all the above the following must take place:

Once the form has been completed the following must happen:

• 3 photocopies taken.

• 1st copy to be kept by for the staff member as proof of change

• 2nd copy to be kept in the staff member’s personal file

• 3rd copy sent to the professional bank co-ordinator

• The original is sent to the payroll department

• The professional bank staff co-ordinator needs to be made aware at the earliest opportunity of any changes.

Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance

Committee March 2007, Review: March 2010 Page 18 of 26

Appendix 1

Recruitment Process for Bank Staff

• Receive enquiry

• Check over 18 years

old

• If substantive hours

available inform

On receipt of

Application form

Recruitment will

forward

electronically to the

appropriate

appointing officer

Shortlist

Candidate not Short listed

Candidate Shortlist

Inform Recruitment

Interview Candidate

Candidate Appointed

Refer to either Recruitment

Tel: 01874 712563 or the

bank

Co-ordinator Tel: 01874

615645 for an application pack to be sent

Candidate Not Appointed

Inform Recruitment

Send a copy of the Proforma to

Bank Co-ordinator

Complete Proforma

Recruitment will:

• Issue appointment/ variation letter and pre

employment documentation

• Issue Bank Staff Questionnaire

• Send a copy of the appointment/ variation

letter to appointing officer and Bank Co-

ordinator

Appointing Officer Informs

candidate they can commence

employment and either:

Wait to be informed by the

Recruitment Team that the

candidate can commence

employment

New Employees

Complete Enrolment form

Send a copy to the Bank Co-ordinator and the original to Recruitment

Existing Employees

Complete contractual changes form

Send a copy to the Bank Staff

Co-ordinator and the original to Payroll

The Proforma and Contractual

Changes form can be downloaded from Powys Teaching Health Board’s

Website

Inform

Recruitment of

interview date

who will contact

candidate and

issue appointing

officer interview pack

Advert request to

Workstructures for authorisation

Advertised on NHS Jobs

Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing

Services. Approved: Clinical Governance Committee March 2007, Review: March 2010

Page 19 of 26

Appendix2

PLEASE RETURN THIS QUESTIONNAIRE IN THE ENVELOPE PROVIDED TO;

ELLEN PIGDEN – PROFESSIONAL BANK STAFF CO-ORDINATOR

BRECONSHIRE WAR MEMORIAL HOSPITAL, CERRIGCOCHION ROAD, BRECON, LD3 7NS

Title: Ms/Miss/Mrs/Mr

First Name:

Surname:

Staff Number (for existing staff, if known):

Address:

Post Code: National Insurance Number:

Contact Numbers: Home:

Mobile:

Bank Staff Job Title : Grade/Band:

Which Hospital/Community Base you are most likely to work at (as Bank Staff)

i.e. your

Primary Site?

……………………………………………

Is there a second hospital you are willing to work at if so where ?

……………………………………………

Are there any other PTHB hospitals you are willing to travel to?

………………………………………………

Do you have any specialist skills for e.g. MIU/Theatre/Paediatric?

………………………………………………..

When are you available to work? Please tick as appropriate:

Shifts Week days Weekends

Early

Late

Long day

Nights

Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing

Services. Approved: Clinical Governance Committee March 2007, Review: March 2010

Page 20 of 26

QUESTIONNAIRE TO BE COMPLETED BY ALL BANK STAFF

Have you completed the following essential training?

Essential Training Yes/No Dates

Manual Handling

Infection Control

Basic Life Support

Fire Safety

Immediate Life Support

Personal Safety Awareness

Personal Safety Breakaway

Health & Safety

Occupational Health

Have you completed any other training in the last 3 years?

Training Course Title Dates Completed

Do you already have a substantive post with Powys THB if so, please state job

title hospital location and total of hours / shifts worked.

………………………………………………………………

………………………………………………………………

Do you work for any other Hospital Trust, if so who?

……………………………………………………………….

Signed:………………………………….. Date …………………………………



Appendix 3 Booking Bank Staff

Known Shortfall (defined as 4 weeks in advance due to annual leave, long term sick or vacancies)

Unknown shortfall (defined as on the day/ 24 hours notice)

Off Duty Rota GAP Contact

Regular staff

to do extra shift

Shift Filled

Contact bank

staff on bank staff register

Shift Filled

Review skill

mix depending

on timescale

left

Shift Filled

Trigger Policy

Agency

LAST

RESORT

Unexpected

sickness/

Compassionate leave

Review Skill mix Dependency

Contact

Regular staff

to do extra shift

Shift Filled

Shift Filled

Contact bank

staff on bank staff register

Trigger Policy

Agency

LAST

RESORT



Situation Actions

Change in Availability Contact Bank Staff Co-ordinator

Change in Contact Details inc address

Change in Emergency Contact

Change in Name

Change in Bank Details

1) Complete Personal Changes form 2) Send a Copy to the Bank Staff Co-ordinator

3) Send original to the Payroll Department

None PTHB employee wishing to join the bank

Will be required to proceed through the recruitment process

When all pre employment checks are complete:

1) Complete Enrolment form issued by Recruitment 2) Send a copy to the bank staff co-ordinator

3) Send Original to Recruitment

PTHB employee wishing to join the bank who’s line manager will remain the same

Will be required to proceed through the recruitment process. ie will need to apply for an advertised vacancy

Once all recruitment processes have been completed including pre employment checks

1) Complete Contractual Changes form

Highlighting in addition to substantive Assignment & attach variation to contract letter

2) 3 copies

1 – Staff Member to keep

2 - Manager to keep 3 – Send to bank Staff Co-ordinator

3) Original to Payroll

Staffing Situations Appendix 4 Formatted: Font: Verdana, 10

pt, Bold, English (U.K.)



PTHB employee wishing to join the bank

who’s line manager will not remain the same

Will be required to proceed through the recruitment process. ie will

need to apply for an advertised vacancy Once all recruitment processes have been completed including pre

employment checks

1) Complete Contractual Changes form Highlighting in addition to substantive Assignment & attach variation

to contract letter

2) 3 copies

1 – Staff Member to keep 2 - Manager to keep

3 – Send to bank Staff Co-ordinator


PTHB employee wishing to terminate substantive/fixed term employment but

wishes to join the bank staff register and by doing so will retain the same line manager

Will be required to proceed through the recruitment process. ie will need to apply for an advertised vacancy

Once all recruitment processes have been completed including pre employment checks

1. Complete Contractual Changes form

Highlighting in addition to substantive Assignment & attach variation to contract letter

2. 3 copies 1 – Staff Member to keep 2 - Manager to keep


3. Complete termination form for substantive/fixed term post

Highlighting that they wish to remain on the bank staff register

4. 3 copies


2 - Manager to keep


5. Send Originals to Payroll



PTHB employee wishing to terminate

substantive/fixed term employment but wishes to join the bank staff register and by doing so will not retain the same line

manager.

Will be required to proceed through the recruitment process. ie will

need to apply for an advertised vacancy Once all recruitment processes have been completed including pre employment checks

2. Complete Contractual Changes form Highlighting in addition to substantive Assignment & attach variation to

contract letter

2. 3 copies



3. Complete termination form for substantive/fixed term post

Highlighting that they wish to remain on the bank staff register 4. 3 copies

1 – Staff Member to keep 2 - Manager to keep


5. Send Originals to Payroll.

PTHB employee who holds both a

substantive/fixed term contract and a bank contract and wishes to terminate substantive/

fixed term contract but remain on the bank

staff register.

1) Complete termination form for substantive/fixed term Assignment

aand will be required to return THB equipment for this Assignment. Highlighting that they wish to remain on the bank staff register

2) 3 copies 1 – Staff Member to keep 2 - Manager to keep 3 – Send to bank Staff Co-ordinator


PTHB employee who holds both a substantive/fixed term contract and a bank contract and wishes to be removed only from

the bank staff register and remain in their substantive/fixed term contract

1) Complete Contractual Changes form Highlighting only wishes to be removed from Bank Contract

2) 3 copies 1 – Staff Member to keep





PTHB employee who will be retiring and wishes to either remain or join the Bank Staff Register Will have to go through the

recruitment process Be careful - may need to show that they have actually retired. Therefore will need to

terminate their employment & then reapply

for an advertised vacaancy

Please refer to www.nhspa.gov.uk or contact the Bank Staff Co-ordinator

Bank Staff member who takes substantive hours with PTHB in addition to the bank post.

To take Substantive/Fixed term hours will be required to proceed through the recruitment process

When all pre employment checks are complete:

1) Complete Contractual Changes form to inform payroll of the

Substantive/fixed term post

If the member of staff would like to remain on the bank as well taking substantive/ fixed term hours Highlight “ in addition to bank post”

2) 3 copies

1 – Staff Member to keep 2 - Manager to keep 3 – Send to bank Staff Co-ordinator


Bank Staff member who takes substantive hours with PTHB and does not want to remain on the bank staff register.

To take Substantive/Fixed term hours will be required to proceed through the recruitment process When all pre employment checks are complete:

4) Complete Contractual Changes form to inform payroll of the

Substantive/fixed term post Inform payroll that they no longer wish to remain on the bank staff

register. Return their ID Badge and Uniform if applicable

5) 3 copies 1 – Staff Member to keep





Appendix 5 Termination

Termination (defined as a bank staff member wishing to leave the bank staff register)

Bank Staff informs

their manager that

they no longer wish

to remain on the bank register

4 weeks notice

required

Notification of

removal from bank

register required in writing

Does the bank staff

member hold any

other employment with PTHB?

Yes No

Complete

Termination

form and

forward to

payroll along

with

notification in writing

Inform Bank

Co-ordinator by

sending copy of paperwork

Does the bank staff

member want to be

removed solely

from their bank post

Yes No

Complete

Contractual

Changes form

and forward to

payroll along

with notification

in writing

Inform Bank

Co-ordinator by

sending copy of paperwork

Terminating

employment completely

Termination Form will

be completed by

substantive post manager

Please note:

Should a bank staff terminate from their

substantive Assignment but wish to remain on

the bank register, highlighted note MUST be

placed on the termination e.g. “Please retain

bank post”

Termination and Changes forms can be downloaded from

Powys Teaching Health Boards Website

Return

ID

badge

and

any

other

Return ID

badge and

any other

property

which applies

Documents

POWYS TEACHING HEALTH BOARD 31/03/2011 PTHB Word - HR024 - Bank... · 22 Sick Leave and Maternity/Paternity/Adoption Leave 18 ... (BSOP) is to establish a casual workforce of competent