SHETLAND NHS BOARD · 12 members of staff had completed an introductory certificate in Project Management Learning Programme locally (provided by external training provider). 3 members

Pkdocs/Committees&Meetings/SGC/bmf/May 2018 1

SHETLAND NHS BOARD

Minutes of the Staff Governance Committee held on Thursday 24 May 20181

Bressay Meeting Room, Board HQ Montfield, Lerwick

Present In the Chair - Mr Ian Sandilands, Chair Area Partnership Forum, Employee Director Mr Ian Kinniburgh, Non-Exec Board Member (Board Chair) by video link Mrs Diane Coleman, RCN National TU rep Mr Bruce McCulloch, Lay rep/TU rep (UNISON) In attendance Mrs Lorraine Hall, Director of Human Resources and Support Services & Executive Lead for Staff Governance Ms Barbara Foran, Corporate Services– Minute taker Apologies: Mr Malcolm Bell, Chair, Non-executive Board Member Mrs Kathleen Carolan, Management Rep Mr Ralph Roberts, Chief Executive Ms Lisa Ward, Non-executive Board Member

Staff presenting papers Mrs Hazel Sutherland, Head of Planning & Modernisation - Agenda item 8 Mrs Emma Garside, Clinical Governance & Risk Manager - Agenda item 10 Mrs Sally Hall, Staff Development Manager – agenda item 11 onwards Mr Jed Westmoreland, Health & Safety Manager – agenda item 22

SG 18/01 Welcome and Apologies Mr Sandilands gave apologies on behalf of Chairman Malcolm Bell. Apologies had

also been received from Mrs Kathleen Carolan, Mr Ralph Roberts and Ms Lisa Ward. It was also noted that Mrs Lorraine Hall would present the Sickness Absence Report (agenda item 9) on behalf of Ms Lorraine Allinson.

Mr Sandilands announced that Mrs Diane Coleman had recently become the Royal

College of Nursing Scotland Trade Union Committee representative on the RCN Scotland Board and congratulations were offered on behalf of SGC.

SG18/02 Declaration(s) Of Interest No declarations of interest were received and it was agreed that if any arose during

the meeting these would be noted accordingly.

1 Deferred from 26 April 2018


SG 18/03 Draft Minutes of the meeting held on 22 February 2018 The Minutes of the meeting held on 22 February 2018 were approved as a correct record.

SG 18/04 Matters Arising from the Minutes/Action Tracker Flu Jab uptake – uptake included as part of Sickness Absence paper (agenda item

9). Mrs Lorraine Hall noted that these data would be taken forward to the Joint Staff Committee as currently Shetland Islands Council (SIC) did not enable all staff to participate in flu immunisation, an issue Mr Sandilands had raised at the Integrated Joint Board (IJB); Mrs Denise Bell (Director HR SIC) was to check status of staff who were nominated carers (who were therefore eligible for flu jab through GP) as it was the employer’s responsibility to provide this service. Mrs Coleman reported that this issue had been debated at national RCN level. Action Tracker: Monitoring uptake of flu jab: To be removed from Action Tracker as matter to be taken into Joint Staff Forum – future uptake and actions as part of Staff Governance Action plan – Wellbeing . No further actions added.

Matters arising from the Minutes

There were no matters arising from the Minutes of the previous meeting.

SG 18/05 Agenda item 5 Staff Governance Action Plan 2017/18 update (Paper SG 18/05)

Presented by Mrs Lorraine Hall, Director of HR & Support Services National SGAP standards shown as appendix to Minutes Mrs Lorraine Hall gave an update on the narrative commentary of the outgoing

(2017/18) SGAP under the following headings: Celebrating Success – Team Brief regularly featured staff success stories which

had included the Estates Department ‘Life after iMatter’ poster shared at the iMatter National Working Group

Health &Safety - roll-out of H&S control books to be reported under agenda item

22 by Jed Westmoreland H&S Manager; greater organisational awareness of H&S culture and more robust risk assessments progressed.

Joint Organisational Development (OD) Strategy Joint protocol agreed at Joint Staff Forum (JSF) for ongoing development and

updates through SGAP 18/19. Workforce Planning North of Scotland Regional Planning work continued to identify roles/impact on

localities; complex and involved work ongoing, updates through SGAP 2018/19.


Leadership & Management Training 12 members of staff had completed an introductory certificate in Project

Management Learning Programme locally (provided by external training provider). 3 members of staff (from Dental, Pharmacy and Planning) had participated in off-

island leadership & management programmes. Questions were invited from SCG

NHS Shetland Board participation in iMatter 2018 Mr McCulloch (TU rep) welcomed Board commitment to ongoing leadership training and encouraged Board-level completion of next iMatter (June 2018). In relation to Board/iMatter issues, Mr Sandilands commented that whereas in all other sectors of NHS Scotland Boards each area had a WTE responsible for iMatter participation, this was not the case for NHS Shetland and for this reason Board Member participation in iMatter should be kept on SGC agenda. Mr Kinniburgh said whilst he appreciated the process was bureaucratic, the benefits of iMatter in encouraging ownership should lead to less bureaucracy in the future. He added that the majority of NHS Boards at Board level had declined to take part in iMatter, but NHS Shetland recognised the benefit and participation should be encouraged and supported. There were no further questions.

OUTCOME: SGC noted the progress made with the SGAP during 2017/18. SG 18/06 Agenda item 6 Draft Staff Governance Action Plan 2018/19 (Paper SG 18/06) Presented by Mrs Lorraine Hall, Director of HR & Support Services National SGAP standards shown as appendix to Minutes Workplace culture/Dignity at Work survey Mrs Hall reported that members of the Executive Management Team (EMT) had

held an Awayday on 23/05/18 at which the Respect Charter had been discussed and it was noted (through EMT) that the Board did not always follow the precepts of the charter, for example with respect to senior clinicians and/or those in more senior positions EMT recognised the need to do some work around the charter as a ‘living’ document and identify where educational work was needed with regard to inappropriate behaviour at all levels in the organisation.

2018/19 SGAP Mrs Hall outlined the following for progress during 2018/19:

Following through workstreams to identify outcomes

Dignity at work: to encourage and support teams to work on any negative aspects of conduct/culture

Promotion of ‘Managers’ Training bundles’ (agenda item 13)


Strengthening clinical leadership through work with NES (via Staff Dev Unit) in both Acute and Primary Care

Create time and capacity to enable clinical staff to attend educational/leadership events by, for example, scheduling for Wednesday afternoons to minimise impact on clinic time.

Support staff through Turas appraisal and development

Integration Joint Board – development work with voting members of IJB to promote strategic thinking beyond operational issues.

Continuing development with regard to recruitment and retention strategies in hard to recruit disciplines

Questions were invited from SGC Mr McCulloch, as TU rep, raised the issue of the Integrated Joint Board and members development being transferred to Joint Staff Forum from SGC and how long this might be expected to take. Mrs Hall noted Mr McCulloch’s concern and commented that there were challenges around the implementation of this matter, however work was progressing with those members of the IJB that wished to participate.

Mrs Hazel Sutherland joined the meeting during the above item OUTCOME SGC approved the outline of the 2018/19 SGAP SG 18/07 Agenda item 8 – brought forward

DRAFT Operational Plan 2018-19 Paper circulated (late addition to agenda, no formal SG number)

Presented by Mrs Hazel Sutherland, Head of Planning and Modernisation

Mrs Sutherland explained that the ‘Operational Plan’ replaced what had previously

been referred to as the Local Delivery Plan (LDP) and reflected the complexity and slow pace of decision making in the organisation and how that linked to transformational change. The Operational Plan’s focus was on performance within financial sustainability, taking into account collaboration at regional level. The shift in emphasis had been discussed at Area Clinical Forum (ACF) and by email with members of Area Partnership Forum (APF). ACF had backed the key performance targets described in the draft Operational Plan.

Questions and comments were invited from SGC. Pace of decision making

Mr McCulloch commented that timeliness of the Board’s Staff Development Training Plan approval had improved compared to previous years.

With reference to section 6 of the draft plan Delayed discharges and Occupied Bed days Mr Sandilands commented that this was not solely related to acute care but should also take into delays to discharge from interim care in care centres; he


queried if this was a matter for discussion at IJB and it was agreed, at Mrs Sutherland’s suggestion, to amend the plan to reflect this together with appropriate KPIs after discussion with Mr Bokor-Ingram as Director Community Health & Social Care.

Mr Kinniburgh suggested that the discharge pathways should be clearly recorded

to prevent inappropriate delays in discharge. Mr Sandilands suggested that the method of recording should be able to show that the right support was available on discharge – for example sheltered housing. Mrs Sutherland reported that information from SIC Housing included identification of specific accommodation and that for many patients Residential Care was the first choice.

With reference to section 4 of the draft plan, Mental Health, Mrs Hall suggested

that more detail should be provided on the ‘number of initiatives’ referenced so that there was a better understanding of the risks to the challenges faced by the service and how these had been addressed. Mrs Sutherland agreed to discuss this further with Mr Bokor-Ingram.

Mr Sandilands thanked Mrs Sutherland for her paper. OUTCOME: Mrs Sutherland to seek further detail from Mr Bokor-Ingram to reflect feedback from SGC. Mrs Hazel Sutherland left the meeting SG 18/08 Agenda item 7

Scottish Government NHS Scotland Staff Governance Standard Monitoring Framework 2017-18

Paper circulated: DRAFT SG Response Template Presented by Mrs Lorraine Hall, Director of HR & Support Services

The assessment of Staff Governance Standards was part of the Annual Review. The Response Template provided by the Scottish Government had been populated. Mrs Hall noted the following:

Section 1: iMatter – narrative had been updated

Section 5: Treated fairly and consistently, with dignity and respect – Equality Data to be updated with Shetland Islands Council

Section 6: Provided with continuously improving and safe working environment: Whistleblowing training –the Board needed to identify a new Whistleblowing Champion from amongst Non-execs as the current holder, Mrs Marjorie Williamson had not been able to fulfill the role since taking the chair of Integrated Joint Board (IJB). Number of formal cases raised: through anonymous Public Concern at Work helpline; aware of 1 case raised through this facility; no whistleblowing concerns reported through Feedback & Complaints Procedure;


The final version of the template to be approved by Employee Director, Chief Executive and Chair of SGC to be returned by 31/05/2018

Comments and questions were invited from members.

Mr McCulloch reported that Dignity at Work had been discussed at APF meeting where the issues of:

1. staff not feeling comfortable in reporting issues combined with 2. a lack of confidence that anything would be done if an issue were

reported. It was noted that there were Directorates where there were specific challenges with regard to this issue.

With regard to whistleblowing, Mrs Hall noted that staff on a professional register were also accountable to their appropriate professional governing body, for example the General Medical Council (GMC). In relation to this, Mrs Hall noted the potential impact on service if issues were not raised locally in the first instance and cited a recent example where a locum doctor had contacted the GMC direct with concerns to paediatric provision on island, although local work to address this matter was in place and ongoing. Mr McCulloch identified that bullying, rather than whistleblowing, was more a focus for concern with regard to wellbeing of staff. Mr Kinniburgh commented that it was disappointing and asked what could be done to encourage staff to raise concerns about inappropriate behaviours. Mrs Hall noted that the Management Training Bundles were designed to encourage culture change within the organisation. There was recognition some poor behaviours were power based and that fear of impacting on service (through reporting unacceptable behaviours) had to be redressed without imperilling services. The need for a different service structure going forward with new teams was recognised. Mrs Hall reported that staff exit conversations repeatedly highlighted that staff felt the local culture did not support the individual particularly well and that this had an impact on recruitment and retention. Mr Sandilands commented that this was often discussed at APF with reference to clinicians. Mr McCulloch commented that there had been a gradual improvement in behaviours over time and that there were smaller pockets of concern than previously. It was noted that the Management Training Bundles provided a more meaningful way to handle these issues in the future. Mrs Hall suggested that reports to the Board cycle might in future headline ‘Areas of Good Practice’ and ‘Areas of Concern’. Mr Sandilands referred to a Board Development session with Susan Webb (Director of Public Health) and Elizabeth Robinson (Public Health Principal) which had looked input from all staff. In closing the discussion, Mr Kinniburgh suggested that in the same way that Patient Experience stories could be brought to the Board, it might be possible to adopt a similar approach to bringing Staff Experience to the Board (as


had been done at NHS Orkney) as this supported the link between the Board and its workforce.

OUTCOME : Mrs Hall thanked members for their comments and discussion. Mrs Emma Garside joined the meeting during the above item. SG 18/09 Agenda item 10 – brought forward Corporate Risk Register: Staff Governance Committee Risk (Paper SG 18/08) Presented by Mrs Emma Garside Clinical Governance & Risk Manager

Mrs Garside noted that the Risk Management Group (RMG) had taken over responsibility for the Corporate Risk Register (CRR) following the disestablishment of the Strategy and Redesign Committee. The CRR covered all the corporate risks for NHS Shetland which linked to the corporate objectives. Corporate risks were entered into Datix so that actions could be monitored to ensure that the CRR was robust. The CRR was reviewed at each Risk Management Group meeting every 3 months and the Board received the full CRR every 6 months.

Mrs Garside explained that each Board Committee had oversight of specific areas of risk and for SGC this was Workforce Resources (recruitment and retention). Mr Sandilands asked if the SGC risk monitoring area might be more accurately described as Medical Workforce. Mr Kinniburgh also asked if Brexit should be included in this risk category with actions that the Board might undertake to mitigate risk to medical workforce. It was also noted that The Health and Care (Staffing) (Scotland) Bill (currently at Stage 1) for an act of the Scottish Parliament was brought in 23/05/2018 2

ACTION: CRR suggested risk theme for SGC to be revised to Resources medical

workforce

OUTCOME: SGC noted the changes to the CRR and the table on the themes and risks mapped to each Board Committee.

Mrs Garside left the meeting

SG 18/10 Agenda item 9

NHS Shetland Sickness Absence Update Q4 (Paper SG 18/07)

Presented by Mrs Lorraine Hall, Director of HR & Support Services on behalf of Ms Lorraine Allinson, HR Services Manager

2 The bill will place a legal requirement on NHS boards and care services to ensure

appropriate numbers of suitably trained staff are in place, irrespective of where care is received. https://news.gov.scot/news/effective-and-safe-nhs-staffing

https://news.gov.scot/news/effective-and-safe-nhs-staffing


Mrs Hall reported that the figures again showed that, despite breaching 4% HEAT target in January and February 2018, NHS Shetland’s annual sickness absence rate to 28 February 2018 was 3.92%, which remained below both the HEAT target and the Scottish average of 5.38%. NHS Shetland remained in the national top 5 health boards Promoting Attendance, reflecting local efforts to manage more returns to work by staff with managerial assistance from the HR department and Occupational Health.

An issue which still required effort was how to encourage GPs to provide more narrative on the Fit to Work notes, with regard to level of fitness and capacity to return to work as this would greatly assist HR and OH in supporting return to work in a positive way. Also important was the issue of local return to work interviews, including after a single day, as a way to identify any potential cause for concern. Mrs Hall invited questions from SGC. Drawing attention to anxiety and stress and other psychiatric illness as the most frequent cause of absence, Mr Kinniburgh asked if the Board was doing enough to promote wellness. Mrs Hall noted that the statistics did not identify how workplace stress might be affected by outside influences – for example finance/housing/abuse (including domestic abuse). Access to support through the Community Mental Health Service (CMHS) was an issue given delay in access to the service; there were no plans currently to ‘fast track’ staff through to CMHS. However, managers were supporting a number of individuals using Health & Safety Executive (HSE) stress management resources. Mr Sandilands observed that OH promotion of Cognitive Behavioural Therapy (CBT) supported staff back into work and he also noted, looking at the table, that the increase in manual handling training appeared to have had a positive effect on hours lost.

OUTCOME: SGC noted the absence rates, benchmark data and improvements attained through the year to date.

Mrs Sally Hall joined the meeting during the above item SG 18/11 Agenda item 11 Health and Social Care Staff Experience report 2017 and the

output of the Dignity at Work Survey 2017 (Paper SG 18/09) Presented by Mrs Lorraine Hall, Director of HR & Support Services Mrs Lorraine Hall reported that in general, the national Dignity at Work survey (November 2017) had had a lower response rate than the earlier iMatter survey. Locally NHS Shetland had a 61% return for iMatter and a 33% response rate for Dignity at Work Survey. There had been a Board Development Session on 20.03.18 to consider the survey and report outputs and to advise what areas it would like to see form part of the Staff Governance Action Plan (see minute SG 18/08 above). Decisions made at the Board Development Day were:


The Board would fully participate in the local iMatter survey to be issued in June 2018

The Board would fully participate in the resultant action planning process and will create capacity following its Board meeting of the 21st August to undertake this work

The Board agreed to share its action plan as part of its transparent leadership approach to staff within the organisation

The Board required a standing item from the Staff Governance Committee on Directorate and team progress on delivering iMatter up to and including action planning

That the Board would remit the activities associated with the outcomes of the Report and Survey to the Staff Governance Committee and its associated sub-committees. OUTCOME: SGC welcomed the Board’s decisions Mr Jed Westmoreland joined the meeting during the above item

SG 18/12 Agenda item 22 – brought forward Health & Safety Committee update (Presentation slides circulated) Presented by Mr Jed Westmoreland, Health & Safety Manager Mr Westmoreland circulated a hard copy of the summary Health and Safety Lessons Learned Q4 (201/18) which had been included in the Board’s Team Brief – this was a graphic version of the data from the H&S Datix Dashboard summary which translated incidents into learning for staff. H&S Policies and Procedures: Mr Westmoreland reported that of 24 H&S oriented policies and procedures, 14 were out of date. He had identified and contacted owners and the status was to be reported quarterly to H&S Committee. H&S Control Book Status As at February 2018, 20 out of 42 H&S Control Books had been checked. The main concern to emerge was the quality of COSHH assessment (Control of Substances Hazardous to Health) and the confidence of staff carrying out risk assessment which indicated training and coaching support was needed. New Terms of Reference for the H&S Committee had been drawn up. A new procedure for what to do in the event of an inspection from the Health & Safety Executive (HSE) had been prepared and training devised. Mr Westmoreland reported that he had spoken with HSE and was advised that a visit to Shetland was unlikely this year. Mr Westmoreland invited comments and questions from SGC. Mrs Hall commented that the visuals were particularly helpful in getting the message across. Also noted was that Trade Union reps were training up other members to join


HSC. Senior Staff Nurse Amanda Warnock had stepped into the role of Vice Chair of HSC. Mr Westmoreland reported that Datix was used to identify falls with harm that in consequence were RIDDOR reportable (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013). There were no further questions and Mr Sandilands thanked Mr Westmoreland for his report.

OUTCOME: SGC received the Health & Safety Committee Report SG 18/13 Agenda item 12

iMatter update (Paper SG 18/10) Presented by Mrs Sally Hall, Staff Development Manager

Mrs Sally Hall explained that the High Level Summary showed the participation percentage for each directorate since incremental roll out began 2015. In preparation for 2018 iMatter execise, managers were being asked to identify their teams and the 2018 iMatter questionnaire would be distributed from 18 June 2018. Staff Development was working closely with IT to improve electronic participation and a ‘pop-up’ internet cafe for Ronas meeting room in the hospital was to be set up with staff available to help staff with questionnaire completion online. Team reports would be made available to managers and their team members from 23 July 2018 Action plans to be submitted by 12 October 2018. The objective was to improve action planning completion by 40% Questions were invited. Participation of bank staff: it was noted that not all staff registered on the bank had been in regular employment; it was anticipated that bank staff would participate in designated areas such as community nursing, acute nursing, administration and would be asked about their experience as a member of bank staff. Mrs Lorraine Hall asked if the Bank Co-ordinator would provide a sample from the Acute Nursing Bank and how many shifts qualified participation Mr Sandilands asked if it would be possible to map acute bank staff to wards and places where the majority of placements sat. Mrs Sally Hall explained that different Health Boards had different approaches to this but for NHS Shetland the qualifying period for inclusion was for bank staff working within last 12 months prior to questionnaire issue.


Mr McCulloch asked if inclusion of bank staff would affect iMatter stats in any way. Mrs Sally Hall reported that observations of bank workers could be included in department action plans even if they had not taken part in the questionnaire.

OUTCOME: SGC received the iMatter Update report.

SG 18/14 Agenda item 13 Managers’ Training Bundles (Paper SG 18/11)

Presented by Mrs Sally Hall, Staff Development Manager Mrs Sally Hall reported that Managers’ training bundles had been advertised with effect from April 218 and that the first one, Presentation Skills, had taken place that morning (24/05/18). It had gone very well with good participation from managers involved. The list of topics was expanding and similarly if topics were not taken up they would be removed as not needed. Mr McCulloch commented that it would be interesting to see what the demands for specific modules would be as this would have an impact on those staff developing the modules. Mr Sandilands reported a good level of engagement from those managers who had signed up. Mrs Coleman raised the issue of availability for staff working in the community and Mrs Sally Hall confirmed that a bespoke service was available. Mrs Lorraine Hall noted that HR was looking at using videos to illustrate topics for reference purposes. Mrs Sally Hall noted that training bundle topics (included as appendix 2 to the Minutes) and measurement of impact would be discussed at the Service Improvement Forum before going live and that updates would be reported through 2018/19 SGAP. SG 18/15 Agenda item 14

Flexible Workforce Funding (Paper SG 18/12) Presented by Mrs Sally Hall, Staff Development Manager

Mrs Sally Hall explained that the Flexible Workforce Development Fund (FWDF) had been created to enable employers to access training and opportunities to develop skills gaps within the existing workforce either through enhancing existing skills or re-skilling as appropriate. The Scottish Government (SG) identified the need following the introduction of the modern apprenticeship initiative. The SG had agreed to provide £10M to the Scottish Funding Council (SFC) for the FWDF project. For eligible NHS Shetland employees, the training would be delivered through UHI Shetland College campus (University of the Highlands and Islands).


Shetland College was costing training in order to present a report to SGC together with an appraisal of how funding identified allocated for 2017/18 might be used. A plan for 2018/19 allocations would also be submitted. Mrs Sally Hall reported that she was planning to meet Shetland College Principal Mr Willie Shannon to discuss further. She had submitted lists of proposed training areas at an earlier meeting with UHI Shetland College. In answer to Mr McCulloch’s query as to what would happen if Shetland College was not able to commit to the project, Mrs Hall explained that the SG was keen that training should be local and was prepared to put in effort to enable this as far as possible. OUTCOME: SGC welcomed the initiative

SG 18/16 Agenda item 15 Project Search Scotland (Paper SG 18/13)

Presented by Mrs Sally Hall, Staff Development Manager

Mrs Sally Hall explained that Project Search Scotland was a one-year training course for people with learning disability to enable access to the workplace. In Shetland this would run in partnership with Shetland Islands Council (SIC) and Shetland College. Mrs Hall had met with counterparts at SIC to discuss the project, which had also been discussed at Area Partnership Forum (APF). She reported that SIC would be taking the lead and that placement would be held within the Council. NHS Shetland would have a role in influencing learning. Mrs Sally Hall had emailed NHS Shetland departmental heads with a view to forming a group to look at developing the workforce with young people through unpaid work experience. Staff Development would support managers and teams with, for example, mentoring/coaching (as per Management bundles) to improve disability awareness and support strategies.

OUTCOME: SGC supported NHS Shetland to act as a partner to delivery and

support to Project Search Scotland.

SG 18/17 Agenda item 16 SGC Terms of Reference 2017/18 Updated April 2018 (ToR Attached) Presented by Mrs Lorraine Hall, Director of HR & Support Services Mrs Lorraine Hall drew members attention to the revision to the SGC Terms of Reference at section 6.2: ‘As agreed by the Board the Staff Governance Committee shall oversee Corporate Risks within its remit’ (see Minute 18/09 above).

OUTCOME: SGC approved the amendment to the committee’s Terms of Reference

as described above. SG 18/18 Agenda item 17

APF Revised Terms of Reference 2018/19


(ToR Attached) Presented by Mrs Lorraine Hall, Director of HR & Support Services

Mrs Lorraine Hall reported that APF had approved the revised Terms of Reference, which were presented to SGC for information. Mrs Hall noted that the narrative to the APF ToR had been updated to reflect Trades Union representation. It was noted that two professional bodies were not currently represented: the British Medical Association (BMA) and the Society of Radiographers.

OUTCOME: SGC received that APF 2018/19 Terms of Reference

SG 18/19 Agenda item 18 Turas Appraisal Update (replacement for eKSF wef 01/04/2018) VERBAL REPORT

Mrs Sally Hall, Staff Development Manager

Mrs Sally Hall reported a national issue that there was no reporting function available in the new Turas Appraisal recording tool which had gone live on 01.04.18. However, Turas Appraisal would continue to be reported through APF and SGC. OUTCOME: SGC received Mrs Sally Hall’s verbal report SG 18/20 Agenda item 19

Revised Induction & Refresher Training Update VERBAL REPORT

Mrs Sally Hall, Staff Development Manager

Mrs Sally Hall reported that the revised Induction and Refresher Training had identified IT access issues in supporting Learn Pro. She would report in more detail to SGC at next meeting (November 2018) OUTCOME: SGC received Mrs Sally Hall’s verbal report

SG 18/21 Agenda item 20 Staff Development Training Plan 2018-19 VERBAL

Mrs Lorraine Hall, Director of HR & Support Services

Mrs Lorraine Hall reported that the Staff Development Training Plan had been signed off and that the SGC would receive regular updates on activities and spending. OUTCOME: SGC received Mrs Lorraine Hall’s verbal report SG 18/22 Agenda item 21 Joint Staff Forum Update VERBAL

Mrs Lorraine Hall, Director of HR & Support Services


Mrs Lorraine Hall reported on the need to facilitate the transition of staff between NHS Shetland and Shetland Islands Council (SIC). One suggestion put forward was to do this through secondment. Mrs Hall noted that SIC would honour NHS sick pay and holiday entitlement but a significant barrier was recognition of NHS length of service for things such as redeployment/redundancy. Mrs Hall suggested that this was a subject to be discussed outwith SGC meeting possibly with input from NHS Central Legal Office. Mr Kinniburgh suggested that the issue should be taken to a higher level within SIC and Mrs Hall agreed with this. OUTCOME: SGC received Mrs Lorraine Hall’s verbal report SG 18/23 Agenda item 23 HR Shared Services Update VERBAL Mrs Lorraine Hall, Director of HR & Support Services Mrs Lorraine Hall reported that she, Mr Westmoreland, Mrs Sally Hall and Mr McCulloch had attended a second workshop in April 2018 (OH staff on annual leave). A piece of work on Objectives and Outcomes was to be commissioned and required a Project Initiation Document (PID) as the proposed date for HR Shared Services was to be brought forward to 2019; a letter would be sent to CEs in July 2018 and Mrs Hall to discuss the matter further with Mr Roberts, outwith SGC meeting as there would be various options to go consider. HR Directors Meeting, Edinburgh. The possibility of one job evaluation process for joint working staff through a Regional Partnership Forum had been discussed, recognising the need for specific parameters including accountability, who should attend and how to ensure proportionality. Mrs LorraineHall and Mr Sandilands were working on this from NHS Shetland aspect. It was anticipated that when the Regional Workforce Plan was completed it would take into account Remote and Rural challenges including enduring vacancies (e.g GP recruitment and retention) and supplementary spend in relation to this (e.g. locum provision) in relation to overall financial planning. Looking to the future greater use of technology in tele-health, Mrs Hall reported that in general clinicians were on board with this development. With regard to ‘hard-to-fill’ vacancies, there was dialogue with educational establishments with a view to finding placement opportunities in challenging areas, ensuring that posts were sustainable against the population projections. Mrs Hall noted that this represented a huge amount of additional work to be carried out by existing staff in post. Mrs Lorraine Hall reported that NHS Highland was looking into Occupational Health provision (which had already been considered by NHS Shetland) and that NHS Grampian Health & Safety was less comfortable linking to NHS Highland. Mrs Hall noted concern around the proposed timings for Shared Services implementation, noting that although there was assurance around local HR jobs, there was no control over the content of those posts under a Shared Service.


The next workshop was planned for September 2018 and ways to increase attendance by those staff involved was sought. In summary Mrs Hall concluded that although not comfortable with timing, the general feeling was to go forward open-mindedly. OUTCOME: SGC received Mrs Lorraine Hall’s verbal report SG 18/24 Agenda item 24 Transformational Programme Board Update VERBAL Mrs Lorraine Hall, Director of HR & Support Services In Mr Roberts’ absence, Mrs Lorraine Hall reported that the Transformational Change Programme Board had not met since February 2018 when the first of the Scenario Planning meetings had been taking place. It was proposed to widen this out at the June meeting to include clinicians in discussions about communication about the issues raised through the scenario planning meetings. There was recognised need to the name to a more meaningful one to the reflect those areas within which work was being developed to match future needs as anticipated in relation to current data. OUTCOME: SGC received Mrs Lorraine Hall’s verbal report SG 18/25 Agenda item 25 Certificate of Assurance VERBAL Mrs Lorraine Hall, Director of HR & Support Services Mrs Hall reported that the Certificate of Approval had been signed and submitted to Corporate Services. Before the meeting closed, Mr Sandilands took the opportunity to note that it would be Mr Kinniburgh’s last SGC meeting as Board Chair and to thank him on behalf of SGC for his support throughout his time in office. The meeting closed.

The next meeting of the Staff Governance Committee will held on Thursday 15 November 2018 at 14:00 at Board HQ, Montfield. ____________________________________________________________________ Appendix 1: The Staff Governance Action Plan (SGAP) noted progress against the national Staff

Governance Standards that staff should be: 1. Well informed 2. Appropriately trained and developed


3. Involved in decisions 4. Treated fairly and consistently, with dignity and respect in an environment where

diversity is valued 5. Provided with continuously improving and safe working environment, promoting

the health and wellbeing of staff, patients and the wider community together with the 2020 Workforce Vision values

Promoting equality, valuing diversity and recognising Human Rights of those working in NHS Scotland

Maximising the contribution of all the workforce through developing multi-professional teams supporting new models of care

Effective recruitment and workforce planning to ensure the balance of right skills in the right place

Effective leadership particularly in relation to integration and to enable greater regional working arrangements.

Actions against progress were monitored against Red Amber Green status (RAG); current positions were noted with tick sign; with an arrow to indicate direction of travel towards next target status.

Appendix 2 – Management Training Bundles Core Topic April 2018

Groups Core

1 How to - Appraisal in Practice

How to – training needs analysis/training plan

How to – iMatter

Understanding mandatory and compulsory training

Engaging with staff and building and motivating a team

2 Project management in a nutshell

Writing a business case

Introduction to Change management

Improvement Methods

3 Health & Safety Essentials

Managing Risks

Managing Adverse Events

Complaints

4 Writing a Job Description

Managing a budget

Managing information

Information Governance


5 Equality and Diversity for Managers

Understanding Policy and Procedures

Voicing Concerns

Performance management

How to -SSTS

6 Service Planning

Service performance management

National/Local strategy and policy direction

Workforce Planning

Documents

SHETLAND NHS BOARD · 12 members of staff had completed an introductory certificate in Project Management Learning Programme locally (provided by external training provider). 3 members