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Mental Health and Wellbeing

NHSGGC promotes good mental health and the wellbeing of our staff. We treat our people fairly regardless of their mental health status and we don’t discriminate. We also provide a safe and healthy workplace. 

Mental health problems like stress, depression or anxiety cause a significant proportion of sickness absence across Scotland. We know that getting support at an early stage can prevent absence from work and help recovery. 

To achieve this, our staff will be managed in a way that is not detrimental to their mental health and positively promotes mental health and wellbeing, following our policies in this area.

Top Tips

  1. Mental health problems are a common cause of long term sickness absence and have major resource implications for NHSGGC. Promoting positive mental health and wellbeing helps improve physical health, social inclusion and productivity
  2. NHSGGC has a duty of care under our Staff Governance Standard to protect the mental health and wellbeing of our staff whilst they are at work. We are also committed to tackling disability discrimination, including discrimination relating to people who experience mental health problems.

Beyond our legal obligations, we promote good mental health and wellbeing by providing healthy working environments to help develop and nurture staff.

Policy

NHSGGC aim to promote and protect the mental health and wellbeing of staff. A range of policies and practices exist to help us do this and this policy guidance brings these together for easy reference: Board Mental Health and Wellbeing Policy.

If you have any questions in relation to this policy please contact the HR Support and Advice Unit.

Attendance Management

The NHS Scotland Workforce Attendance Policy came into effect on the 1st March 2020. This policy aims to encourage and support employee attendance, where health impacts their ability to be at work.

The aim of Attendance Management is to help the Board make the most of the employee attendance by reducing both short and long-term absence through promoting positive attitudes to work and effectively working in partnerships with all parties to reduce employee absence to the minimum levels as possible. This policy ensures that NHSGGC adopt a fair, consistent and supportive approach to staff with health problems, resolving long term or on-going absences through the most appropriate means available and ensuring they provide a healthy and safe workplace.

Further information and supporting documentation can be found on the Attendance Policy Overview and Attendance: Roles & Responsibilities document.

COVID Special Leave will end on Sunday 31st March 2024. Therefore, from 1st April 2024 any employee absent due to COVID symptoms will be recorded as sick leave. Please see DL(2024)03 – Removal of Temporary COVID Special Leave for further information.

Managers can also access the Attendance – Managers Toolkit for guidance.

The introduction of the Workplace Adjustment Passport aims to support employees with a disability, health condition or diversity in the workplace to have a great experience at work. This can be used to support employees within their current workplace or when moving between departments and / or roles. This is in accordance with the Equality Act 2010.

Stress in the Workplace

NHSGGC Menopause Policy

NHSGGC is committed to ensuring the health, safety and wellbeing of our employees and ensuring everyone is treated with dignity and respect.

The menopause is a natural process and for many can be positively managed through lifestyle adjustments. However, NHS Greater Glasgow and Clyde recognises that for some the menopause is not always an easy transition. Some employees may need additional considerations to support and improve their experience at work.

NHS Greater Glasgow and Clyde is committed to supporting employees who are affected in any way by the menopause and to support and inform managers so that employees reporting issues are treated fairly and given appropriate support.   

Phased Return Guidance

Phased Return Following Long Term Absence

Following long term absence the arrangements are that an employee who returns to work on a phased return as recommended by Occupational Health will be entitled to be paid for a period of up to 4 weeks at their normal contractual pay.

If the phased return needs to extend beyond 4 weeks, the employee will be expected to contribute any accrued annual leave. However, if an employee does not wish to use their annual leave they can opt to be paid according to the actual hours worked during the phased return period.

Phased returns should not normally last for periods of longer than 8 weeks.

Smokefree

NHSGGC have a zero tolerance approach to smoking  on all NHS grounds and premises. NHS Greater Glasgow and Clyde is committed to providing a safe and healthy environment for all staff, patients and visitors. 

Our Smokefree Policy aims to work towards a tobacco-free environment. This policy applies to all staff, patients and visitors. 

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Adoption, Fostering and Kinship Policy

NHS Scotland Workforce Adoption, Fostering and Kinship Policy

Adoption
52 weeks of Adoption Leave is available to eligible employees that are adopting a child/children to assist the family in adjusting to their new circumstances. Adoption Leave is applied for on eESS using employee self-service. If you do not have access to eESS, your line manager can submit your application on your behalf. Standard Operating Procedures can be found here.

To qualify for Statutory Adoption Pay (SAP) an employee must have completed at least 26 weeks of continuous employment with their current NHS employer by the week they are matched with the child. For surrogacy arrangements, an employee must have completed at least 26 weeks of continuous employment with their current NHS employer by the 15th week before the baby’s due date.

An employee must also have average earnings above the lower earnings limit for National Insurance contributions during the 8 weeks before the end of the qualifying week.

To qualify for Occupational Adoption Pay (OAP) an employee must have 12 months of continuous service with one or more NHS employers the week the adoption agency matches them with a child or if applying via a surrogacy arrangement, 15th week before the baby’s due date.

Fostering
Fostering can be for varying lengths of time, from short term to long term fostering. NHS Scotland will adopt a flexible approach to this.

Employees should discuss their intention to foster with their manager as soon as possible to determine the appropriate level of support required. For very short-term fostering, the manager should consider providing time off under the Special Leave Policy. However, approval is not guaranteed. For longer-term fostering, the manager should consider providing time off under the arrangements for a career break.

Kinship
Employees should discuss Kinship arrangements with their manager as soon as possible to determine the appropriate level of support required. Employees who need time off should request this under the Special Leave Policy. However, approval is not guaranteed. Alternatively, an employee may consider time off under the arrangements for a career break.

The NHS Scotland Workforce Adoption, Fostering and Kinship Policy, including a guide for managers and a guide for employees can be found here.

Annual Leave

The Annual Leave Policy applies to all employees of NHS Scotland employed on Agenda for Change terms and conditions.  

The aim of this policy is to provide a uniform and equitable approach to the calculation of annual leave and bank holiday entitlements which take into account the entitlements and arrangements defined under Agenda for Change.

The policy is to determine annual leave entitlement in hours not days for all staff regardless of whether the employee is full-time or part time. The benefit for all employees in calculating entitlement in hours is that this ensures equity for all by ensuring that staff who work variable hours/shifts do not receive either more or less leave than colleagues who work a standard pattern.

Starting/Leaving half way through the year

Entitlement to annual leave accrues from the date of commencement in post and entitlement in the first year is dependent on the number of days worked between the date of joining and before the end of the annual leave year. This can be calculated using the annual leave calculator.

All employees are entitled to public holidays from their start date that would fall on a normal working day, for example: employee starts on 12th December, they will be entitled to take all Christmas and New Year public holidays if they would normally have been a working day.

For the first year, an employee will be entitled to public holidays as and when they fall regardless of how much they are entitled to.

Therefore, to calculate an employee’s annual leave and public holiday entitlement for a part year, the annual leave calculator should be used for the annual leave component. For public holidays, this would be the public holidays remaining until the end of the annual leave year. For example, a full time employee working Monday to Friday commences employment on 1st September (no previous NHS experience) would be entitled to 118 hours annual leave. From 1st September there would be 5 public holidays remaining which would equate to 37 hours, therefore the employee would have 155 entitlements for the part year.

The above would be similar if an employee left employment through the annual leave year.

Annual Leave Policy

Please contact the HR Support and Advice Unit if you wish clarification on the application of this policy.

Annual Leave Calculator

Holiday calculators are provided to assist in the calculation of leave entitlements. This Annual leave calculator can also be used for Executive and Senior Managers.  Staff on Term Time Contracts should continue to refer to the HR Support and Advice Unit for help in calculating Annual Leave.  Departments are responsible for keeping the annual leave records of their own staff.

The Public Holiday element of the annual leave calculator should only be used for part-time employees (to calculate their pro rata entitlement). Full-time members of staff will be entitled to all public holidays which fall during the time of their employment.

The Public Holidays for 2024/25 are as follows:

Good Friday: 29th March 2024
Easter Monday: 1st April 2024
May Day Monday: 6th May 2024
Autumn Monday: 30th September 2024
Christmas Day: 25th December 2024
Boxing Day: 26th December 2024
New Year: 1st January 2025
New Year: 2nd January 2025

Please refer to Section 43 for staff who are either commencing/leaving the organisation as follows:

43. Staff who leave the employing organisation will receive their full annual leave entitlement per Table 2 for each day they have worked in the current leave year, less any annual leave taken plus any outstanding public holiday hours, i.e. for those hours still to be taken as a result of the employee working a public holiday.

Please contact the HR Support and Advice Unit if you wish further information or clarification on annual leave entitlement and use of the calculator.

*Medical Staff are covered by separate terms and conditions and should refer to Medical Staffing for advice.

Blended Working

The Blended Working Guide can be found here.

Breastfeeding

NHS Scotland Workforce Breastfeeding Policy

NHS Scotland recognises that breastfeeding does not exclusively apply to employees who identify as women. For some, descriptors such as chestfeeding may be more appropriate, and in such cases, this policy applies.

The aim of the breastfeeding policy is to support and encourage employees who wish to continue to breastfeed or express milk in the workplace (including milk to be donated).

In line with the policy, managers should look to support employees on their return to work from maternity leave and where possible, provide the necessary breaks and resources for them to continue breastfeeding at work.

To provide support, it would be reasonable for the employee to request to change their working pattern or temporarily change their hours. If possible, necessary breaks and time off during working hours should be provided to allow the employee to breastfeed if their baby is cared for nearby, or to express milk.

Suitable facilities should be available for breastfeeding mothers and birthing parents as recommended by the Health and Safety Executive.

Areas for rest and expressing milk should be clean and warm with the following:

  • a low, comfortable chair and the facility to lie down
  • a lock or an arrangement to ensure privacy
  • handwashing facilities nearby
  • an electric point for an electric pump

Facilities for storing expressed milk must provide the following:

  • a clean area to store sterilising equipment
  • a dedicated and secure space for storing expressed milk at 2–4°C until the employee takes it home

If you are unsure about the availability of suitable area to allow an employee to breastfeed or store expressed milk, this should be discussed with your local Facilities Team.

The NHS Scotland Workforce Breastfeeding Policy, including a guide for managers and a guide for employees can be found here.

Career Break

By implementing the Career Break Policy NHS Scotland aims to create an environment that will allow all employees to utilise their skills, talents and expertise and thereby allow it to both recruit and retain a well motivated and committed workforce.

The purpose of the career break policy is to allow employees an opportunity to leave their employment on a long-term basis mainly to undertake further education or to fulfill domestic commitments. The policy is not intended to support people in taking up alternative paid employment.

The policy will enable employees to keep up to date during their career break and help them return to work at the end of the break.

Policy

NHS Scotland Workforce Career Break Policy

NHS Scotland Workforce Career Break Application Form

Should you require further advice please contact the HR Support and Advice Unit.

Guidance

What is a Career Break?

A career break allows employees an opportunity to leave their employment on a long-term basis mainly to undertake further education or to fulfil domestic commitments.

Am I entitled to apply for a Career Break?

So long as you have at least 12 months’ service with the NHS then you are eligible to apply for a career break. Applications will be considered on the merits of each individual case.

How much time off am I entitled to?

The minimum period for a career break is 6 months and the maximum period is five years. An employee may, however, make a number of breaks throughout their employment with the Board provided that the total periods of absence do not exceed five years.

How do I apply for a Career Break?

You should initially discuss your intention to apply for a Career Break with your line manager.  An application should then be made, in writing, to your line manager at least 3 months before commencing the proposed career break. This timeframe can be waivered at the Manager’s discretion. If approved, your line manager will then issue you with an agreement detailing the terms and conditions of the career break and ensure a copy of this is sent to Payroll Department. Your line manager is also required to update your assignment status on eESS: Career Break

Return to Work Arrangements

Three months’ notice of an intention to return to work must be given to the line manager. While no guarantee of a return to a particular post can be given, every effort will be made to place individuals in posts of similar band, hours and responsibility to that held prior to the break, and will take into account the employee’s experience, achievements and qualifications.

Please refer to the full Career Break Policy for details on general terms and conditions of a Career Break and for information on SPPA contributions, lease cars, organisational change and sick and maternity leave.

Keeping records up to date

We need to know when you’re at work and when you have any type of time off. This is important to make sure we pay you correctly too.

Once a career break has been agreed this should be recorded on eESS via manager self service: Career Break Standard Operating Procedure

All managers should ensure that SSTS is updated correctly and payroll is informed, where SSTS is not available. The HR Support and Advice Unit can be contacted on 0141 278 2700 if you have any further questions or need advice on this policy area.

Line managers should ensure that a copy of the career break confirmation letter is sent to Payroll and that the employee’s assignment status is updated on eESS.

Please contact the HR Support and Advice Unit if you wish to clarify the application of this template in conjunction with the policy and guidance associated with career breaks.

Flexible Working

NHS Scotland Workforce Flexible Work Location Policy

NHS Scotland Workforce Flexible Work Pattern Policy

All employees within NHS Greater Glasgow and Clyde have a right to request flexible working from day one in post.

Successful applications will result in a permanent change to that employee’s terms and conditions of employment (unless otherwise agreed).

Non-acceptance of an application for flexible working can only be for valid and objective service/operational reasons and the line manager must, confirm these reasons in writing to the employee outlining their right of appeal.

Top Tips on using the POLICY…..

  1. Only two flexible working application can be submitted within a 12 month period.
  2. For successful applications the employee has no right to revert back to their previous working pattern.
  3. The manager must arrange a meeting within 4 weeks of receipt of an application.

Should you have any questions in relation to this policy please contact the HR Support and Advice Unit.

Guidance

Am I entitled to make an application for Flexible Working?

Yes, if you are not an agency/bank worker and you have not made more than one application to work flexibly during the previous 12 months. 

If I am eligible, what can I request?

You can submit an application for a change to the hours you work; a change to the times when you are required to work or a change to the place you are required to work. An acceptance of a request for flexible working will result in a permanent change to your terms and conditions of employment (unless otherwise agreed). You will have no right to revert back to the previous working pattern.

How do I make an application for Flexible Working?

All applications for flexible working must be made on the Flexible Working  Application Form. The completed form should then be submitted to your line manager which will then be acknowledged in writing.

What happens next?

Your line manager will hold an initial meeting with you to discuss the application within 4 weeks of the date received. After the initial meeting your manager will inform you of their decision in writing. If the request is accepted, your line manager will confirm this in writing, specifying the new working pattern and the date from which it will take effect. Your line manager will also complete a Notification of Change Form for the Payroll Department.

Yes, there are two exemptions to this: the procedure for employees returning from maternity or adoption leave who wish to job share is described in the job share policy, and the procedure for introducing annualised hours described within the annualised hours guidance. 

What if my application is unsuccessful?

Non-acceptance of an application for flexible working can only be for valid and objective service/operational reasons. Your line manager will confirm the reasons in writing to you following the initial meeting and will also provide details of the formal appeal procedure.

How do I appeal?

The employee will have a right to appeal within 14 calendar days of receipt of the written outcome of the request. When exercising this right, the employee must identify the reason for their appeal.

The appeal panel will be chaired by the next level of management and supported by an HR adviser who has not previously been involved in the process.

The appeal panel Chair will inform all parties of the arrangements for the hearing in writing no later than 14 calendar days before the hearing. The hearing and outcome must take place within 3 months of the application being submitted.

Am I entitled to be accompanied?

Yes, you are entitled to be accompanied by a trade union/professional organisation representative or accompanied by a fellow colleague, friend or relative not acting in a legal capacity at all stages of the process.

The HR Support and Advice Unit can be contacted on 0141 278 2700 if you have any further questions or need guidance on this policy area.

Tools and Templates

The HR Support and Advice Unit can be contacted on 0141 278 2700 if you have any further questions or need advice on this policy area.

The material contained in this section is management guidance, rather than guidance that has been agreed in partnership.

OfS Flexible Working Application Form

Home Working

The Board Home Working Policy is part of our work/life balance policies. This is where work is performed at or from home instead of at or from the Board’s premises for a significant proportion of the contractual working hours. 

“Working from home” and “working at home” have specific definitions in the policy and operate in different ways. These options are desirable because they can provide greater flexibility for our staff and increase the scope to meet the Board’s commitment to equal opportunities.

In addition, we can broaden the traditional recruitment market and gain access to alternative labour markets allowing us to attract and retain staff.

There are also environmental advantages by avoiding unnecessary car journeys.  

Top Tips on using the Homeworking Policy

  • Individuals working at home retain an NHSGGC base
  • Individuals working from home have their home as their office base
  • Suitability for home working will depend on the post
  • Home working must be approved by the line manager
  • Subject to regular review
  • Regular and effective communication between employee and line manager is paramount.
  • A home working risk assessment must be completed for everyone working from home
  • Same Employment Rights apply to home workers
Guidance

What is the guidance for working at home?

 In order to compliment the Home Working Policy, guidance was created in partnership in September 2020, which is available to view here.

What are the benefits of Homeworking?

There are a number of reasons why homeworking and working at home
is desirable including:

• providing greater flexibility
• increasing scope to meet the Board’s commitment to equal
opportunities, (e.g. it may enable a person with disabilities to do a job they otherwise would not be able to do)
• reducing energy consumption and pollution from unnecessary car journeys
• attracting and retaining staff
• providing a working environment which allows work to be carried out effectively and efficiently

The HR Support and Advice Unit can be contacted on 0141 278 2700 if you have any further questions or need guidance on this policy area.

Maternity Leave

The purpose of the maternity leave policy is to detail the eligibility of employees to receive occupational NHS maternity pay. The policy details the eligibility criteria for the occupational scheme and the application process.

The policy also details the ability to return to work during maternity leave for KIT (Keeping in Touch) days if you would like to do so and the obligations on the employer to ensure an appropriate risk assessment is carried out to ensure your health and safety when pregnant and on your return.

More detailed guidance and frequently asked questions can be found under the guidance tab.

Update to Childcare Voucher Scheme

Application Process for Doctors and Dentists in Training

Doctors and Dentists in training with GGC currently on placement at another board – please use the link below to complete the paper application, this should be submitted to your placement board:

Maternity Leave Application Form 

All other trainees who are working within GGC should apply through eESS (Employee Self Service).

Policy

NHS Scotland Workforce Maternity Policy

If you have any questions in relation to this policy please contact the HR Support and Advice Unit.

Update to Childcare Vouchers Scheme

Forms

The following documents can be downloaded as part of the maternity leave process – 

eESS Maternity Standard Operating Procedure

Maternity Communication Checklist

Risk Assessment Form

Please contact the HRSAU for further information or clarification on their use.

Please note: Doctors and Dentists in training are required to complete a paper based application. Use the link below to locate and complete the application. This should then be passed to your placement board to process:

Maternity Leave Application Form

Maternity Leave Guidance

What is Maternity Leave?

Maternity Leave is a period of absence from work granted to a mother before and after the birth of her child.

Am I entitled to Maternity Leave?

An employee working full-time or part-time will be entitled to paid and unpaid maternity leave under the NHS contractual maternity pay scheme if:

You have twelve months continuous service with one or more NHS employers at the beginning of the 11th week before the expected week of childbirth

You notify your employer in writing before the end of the 15th week before the expected date of childbirth (or if this is not possible, as soon as is reasonably practicable thereafter)

  • of your intention to take maternity leave
  • of the date you wish to start your maternity leave
  • that you intend to return to work with the same employer or other NHS employer for a minimum period of 3 months after your maternity leave has ended
  • provide a MATB1 form from your midwife or GP giving the expected date of childbirth

How much time off am I entitled to?

All employees will have the right to take 52 weeks of maternity leave. Please refer to the FAQ guide for details on pay entitlement related to length of service.

How do I apply for Maternity Leave?

In order to apply for maternity leave you must complete a maternity leave transaction through eESS employee self service. This will allow you to enter the dates for your maternity leave which will be submitted to the appropriate manager to approve the initial request which then progresses to HR Support and Advice Unit.  One you have completed the maternity leave transaction you must provide your manager with your original MATB1 form before the end of the 15th week before the expected date of childbirth. There is a function on eESS to electronically attach the MATB1 form.

If you do not have an eESS ID due to not having a GGC email or access to GGC network then your manager can complete the maternity leave transaction on your behalf via manager self service.

Your paperwork will then be processed by HR and Payroll. You/ your manager will be able to view your maternity leave dates via eESS self service functions.

eESS Maternity Leave Standard Operating Procedures

What happens with my holiday entitlement?

Employees continue to accrue all their annual leave and public holidays as normal throughout the entirety of their maternity leave, it does not need to be recalculated.

For example, if a nurse took maternity leave from 1 April 2019 to 31 March 2020 – i.e. a whole annual leave year – then they would return to work on 1 April 2020 with double their normal annual leave entitlement and 16 rather than 8 public holidays (still pro rata for part-time staff)*.

However, as early as possible between a manager being notified of an employee’s pregnancy and before that employee goes on maternity leave, the manager and employee need to discuss how best to plan to use this annual leave, pre- and post-maternity leave, including how much might need to be carried forward into a new annual leave year as it is not possible to take annual leave during maternity leave.

*Doctors and dentists have different annual leave years and entitlements than in the example above – please see Medical and Dental Policies – NHSGGC – however the principle of not losing any entitlement on account of maternity leave applies equally to all staff. 

What are keeping in touch days?

Keeping in touch (KIT) days are intended to facilitate a smooth return to work for women returning from maternity leave.

An employee may work for up to a maximum of 10 KIT days without bringing her maternity leave to an end. Any KIT days will not extend the maternity leave period and will be paid at the employee’s basic daily rate.

It is important that the employer and employee have early discussion to plan and make arrangements for KIT days before the employee’s maternity leave takes place.

Please note: Employees who agree to work KIT days will not be paid for work done in addition to SMP. The statutory rules provide for payment at a rate no less than the weekly value of SMP for work done on a KIT day, so if you work 10 hours on a KIT day with a contractual payment of £190.00 you will not receive the £190.00 in addition to the weekly rate of SMP (£172.48 for 2023/2024) however since that exceeds the SMP rate you will be paid £190.00 instead of SMP. If you work 8 hours on a KIT day and the contractual payment is £80.00, you will receive £172.48 SMP which is higher than the contractual payment. Payment is made of the higher value only.

Return to Work Arrangements

Employees should be provided with information and support regarding return to work arrangements. These include:

  • The right to return to their job under the original contract on no less favourable conditions;
  • The right to request a return to work on flexible working arrangements;
  • The right to parental leave; and
  • Provision of support for mothers who wish to breastfeed after they return to work.

Not returning 

On the occasion you notified your manager of your intention not to return to work with the same or different NHS employer, in accordance with the most recent NHS Circular: PCS(AFC)2019/7– if an employee fails to return within 15 months of the beginning of their maternity leave they will be liable to refund the whole of their maternity pay, less any Statutory Maternity Pay received.

Keeping records up to date

We need to know when you’re at work and when you have any type of time off. This is important to make sure we pay you correctly too.

All managers should ensure that SSTS is updated correctly and payroll is informed, where SSTS is not available.

The HR Support and Advice Unit can be contacted on 0141 278 2700 if you have any further questions or need advice on this policy area.

FAQs

Informing my employer

What Evidence Do I Need To Give My Employer?

If you are expecting a baby you will need to submit to your manager a MATB1 form or a letter from your midwife or doctor that confirms the week your baby is due. This week is called the Expected Week of Confinement or EWC.

When Should I Tell My Manager That I’m Expecting A Baby?

You should tell your manager as soon as possible but no later than 15 weeks before the EWC. You will receive a MATB1 from your midwife or GP once you are at least 20 weeks pregnant. To find the 15th week before the EWC, find the Sunday before the due date (unless your baby is due on a Sunday, in which case use the due date), and count back 15 weeks.

Will I Receive Written Confirmation from My Employer?

You will be able to view the details of your maternity dates via eESS employee self service.

If you are not entitled to Statutory Maternity Pay (SMP), you will also be given a Form SMP1, which you should use to claim Maternity Allowance from Job Centre Plus.

My entitlements

Am I Allowed Time Off For Ante-Natal Care?

Yes, but you must provide evidence of appointments and give your Manager reasonable notice of your leave.

How Long Am I Entitled To Take Off Work for my Maternity Leave?

All pregnant employees are entitled to take up to 52 weeks’ statutory maternity leave (SML) around the birth of their child. 

Am I Entitled To Statutory Maternity Pay (SMP)?

Do you have at least 26 weeks service with NHS Greater Glasgow and Clyde 15 weeks before your baby is due?

a) Yes, you will receive 39 weeks statutory maternity pay as long as you have at least 26 weeks continuous service with NHSGGC by the 15th week before the week your baby is due and your average earnings exceed the Lower Earnings Level for National Insurance purposes (£123 per week for 2023/2024 tax year).

b) No, not if you are employed for less than 26 weeks prior to the 15th week or your average earnings are less than the current Lower Earnings Level for National Insurance purposes. 

c) If you are unsure if you qualify, the payroll department can advise you on this.

Do I accrue annual and public holiday hours whilst I am on Maternity Leave?

Yes, all employees on Maternity Leave will accrue both annual leave and public holiday hours.

With agreement from your line manager, these hours can be used either at the start of the leave, at the end or a combination of both.

Payments

SMP – What Is the current rate and the current Lower Earnings Level for National Insurance?

A3.1 The current rate of SMP is £172.48 per week (or 90% of an employee’s average weekly earnings before tax if lower than £172.48). You can find this at https://www.gov.uk/maternity-pay-leave/pay.

To qualify for SMP you must have average earnings at least equal to the Lower Earnings Level for National Insurance purposes which is currently £123 per week. You can find this at https://www.gov.uk/government/publications/rates-and-allowances-national-insurance-contributions/rates-and-allowances-national-insurance-contributions

How do I Calculate SMP?

The calculation period is the eight weeks, if you are paid weekly, up to and including the 15th week before your baby is due. If you are paid monthly, the calculation period is usually based on the last two monthly payments received before the end of the 15th week before your baby is due. To work out the weekly average if you are monthly paid, add up the pay on the payslips, divide by 2 , multiply by 12 and divide that number by 52. Pay can include holiday pay, bonuses, overtime, sick pay and any previous periods of SMP but not Maternity Allowance. National pay awards, usually effective from 1st April, which fall due after the assessment period will result in the reassessment of SMP based on values derived from the increased salary. The revised SMP will be payable from the start of the maternity leave or from the effective date of the pay award (usually 1st April), whichever is later.

What If I Am Not Entitled To Statutory Maternity Pay?

If you do not qualify for SMP, you may still be able to receive Maternity Allowance. If you are not entitled, an SMP1 form will be sent to your home address at the time your maternity leave application is processed. You should take this to the Department of Work and Pensions who in turn will advise you if you qualify for Maternity Allowance.

How Is Statutory Maternity Pay Paid?

You will receive your pay on your normal pay day. SMP is paid in complete weeks. If you are monthly paid, some months will have four weeks SMP and others will have five. The number of weeks is determined by the number of Saturdays in the month. Your pay slip will be sent to your home address from your department.

How Much Payment Will I Receive During Maternity Leave?

A3.5 The payment for Occupational and Statutory Maternity Pay run concurrently and the amount you will be paid depends on your entitlement to each.

a). If you are eligible for occupational maternity pay and SMP :

8 weeks @ full pay

18 weeks @ half pay + SMP (£172.48 effective from April 2023 or 90% of average weekly earnings, whichever is less) provided the total receivable does not exceed full pay.

13 weeks @ SMP only (£172.48 effective from April 2023 or 90% of average weekly earnings which ever is less).    

13 weeks @ no pay

b). If you are not eligible for occupational maternity pay but you do qualify for SMP :

6 weeks @ 90% of average weekly earnings.

33 weeks @ SMP only (£172.48 effective from April 2023) or 90% of average weekly earnings, whichever is less).       

c). If you are eligible for occupational maternity pay but do not qualify for SMP :

8 weeks full pay less **Maternity Allowance

18 weeks half pay provided half pay plus **Maternity Allowance does not exceed full pay

13 weeks **Maternity Allowance

**Maternity Allowance is not paid by NHSGGC but by Dept of Work & Pensions 

Note:

Generally, Maternity pay starts on a Sunday. It is paid out in whole weeks.

e.g. If you start your maternity leave on Sunday 6th September 2015. you will receive: 

5 days basic pay 1st to 5th September

3 weeks mat leave 6th September to 26th September

The 27th to 30th September is not a full week therefore it will be added to your October pay.

How is Occupational Maternity Pay Calculated?

OMP is calculated using your earnings in the same fixed pay periods described for the SMP calculation. National pay awards and annual increments which fall due after this assessment will result in a reassessment of OMP based on values derived from the increased salary. Revised OMP resulting from a national pay award or increment will be applied from the start of the maternity leave or from the effective date of the pay award/increment, whichever is later.

What If I Change My Contract After My OMP Earnings Have Been Assessed But Before I Commence Maternity Leave?

Any changes to your contract which take effect after the OMP earnings have been assessed will impact the OMP which you will receive. OMP will be recalculated to reflect contractual change to, for example, your grade, contracted hours or to the out of hours banding payment made to doctors in training. In some cases this reassessment will positively impact the level of OMP whereas in others the recalculation will produce a lesser value of OMP than the original calculation.

I Have Heard You Can Request That The Payments Are Given Evenly Instead Of Ending Up The Last Few Months With Very Little Income. How Does This Work?

Maternity Pay, by prior agreement with your employer, may be paid in a different way such as equal weekly values spread over the maternity leave period of up to 52 weeks.  However, HMRC regulations state employees must receive at least 90% of their salary for the first 6 weeks of their maternity leave; therefore, equal payments cannot be applied to this period. 

If you wish to apply for equal payments of your Occupational Maternity Pay, you can do so via section 18 of the Maternity Leave Application Form. This option, if selected, must be made prior to the commencement of your maternity leave and this cannot be changed afterwards.

I Am Currently Off Work On Maternity Leave And I Am Pregnant Again. How Will My Pay Be Calculated For This Second Period Of Maternity Leave?

Your entitlement to both Statutory and Occupational Maternity Pay are calculated on the payments received during the 8 week period prior to the Qualifying Week. If your earnings during that period have been reduced because you were receiving half pay or you were on unpaid maternity leave then OMP / SMP for the second period of leave will reflect these reduced earnings.

What Payment Will I Receive If I Do Not Intend to Return to Work?

The qualifying criteria for both OMP and SMP are the same whether you are returning to work or not. Therefore, providing you satisfy the qualifying conditions you will receive 6 weeks pay at 90% of your average weekly earnings followed by 33 weeks at the standard rate of SMP. These payments will be made on an ongoing basis and, if you are paid monthly, will be blocked into a number of weeks each month depending on the number of Saturdays in that month.

I Am Undecided Whether I Will Return to Work or Not – How Will I Be Paid?

You will be treated initially as if you do not intend to return to work and will be paid 6 weeks at 90% of average earnings followed by 33 weeks at the standard rate of SMP. If you subsequently decide to come back to work, and work for a minimum of three months, you will be paid the difference between what you have been paid under the leaver entitlement and the amount which would have been paid to you if you had declared your intention to return at the outset.

Sickness Absence during pregnancy

What If I Am Off Sick Prior To My Maternity Leave With An Illness That Is Not Connected To My Pregnancy?

If you are off work with a non-pregnancy related illness you will receive any sickness benefits that you are entitled to be paid up to the point of the notified date of maternity leave then SMP will commence.

What If I Am Off Sick Due To A Pregnancy Related Illness?

Any sickness benefit or SSP is paid up to the 4th week before the expected date of confinement. If you continue to be off sick after this period you will start Maternity Leave and will be paid SMP. Odd days of pregnancy related illness within the last 4 weeks before EDC may be disregarded and treated as sick leave if you wish to continue working.

After my baby is born

What Happens If My Baby Is Born Early?

If your baby is born prematurely or before the notified expected week of confinement all entitlements for maternity leave and pay are the same as if your baby were born full term. If your baby is born before the 11th week of EDC and you have worked during that week, your maternity leave will start on your 1st day of absence. If you have been off on certified sick, your maternity leave will commence the day after the birth.

My Baby Is In Hospital. Do I Need To Take Maternity Leave?

Yes it is a legal requirement that you take a minimum of 2 weeks immediately after the birth however the occupational scheme rules allow you to return to work and take the rest of your leave when your baby comes home by mutual agreement between you and your manager. However, if you choose to do this you will forfeit SMP at the lower rate for each week worked.

What Happens If My Baby Is Born Late?

If your baby is born late this does not affect the payment of SMP.

Fixed Term

I Have A Fixed Term Contract, What Am I Entitled To?

If your contract is due to end after the 11th week before the EDC and you have 12 months continuous service your contract will be extended to allow you to receive 52 weeks leave including occupational and statutory maternity pay and 13 weeks of unpaid maternity leave. If you do not have 12 months continuous service you may still be entitled to Statutory Maternity Pay if you have 26 weeks continuous employment at the qualifying week. If your contract is due to end prior to the 11th week before the EDC you will not receive any occupational maternity pay from NHSGGC however you may still be entitled to SMP or maternity allowance. The Payroll Department will be able to confirm your entitlements.

Will I Be Able To Return To My Fixed Term Post?

There will be no right to return if your contract would have ended had your pregnancy and childbirth not occurred. Your contract will be terminated under the provisions of ending a fixed term contract at the end of your Maternity Leave.

Will I Be Required To Pay Back Any Occupational Maternity Pay I Received?

No, the repayment provisions will not apply if your contract would have ended had your pregnancy and childbirth not occurred.

I Have A Rotational Training Contract, will I be able to complete this?

If you are on a planned rotation of appointments with one or more NHS employer as part of an agreed programme of training, you will have the right to return to the same post or to the next planned post irrespective of whether your contract would otherwise have ended if pregnancy and childbirth had not occurred. In such circumstances, your contract will be extended to enable you to complete the agreed programme of training. Special rules apply if your rotation to another employer takes place between the 14th and 11th week before your baby is due which may see your entitlement to OMP being paid by your new employer and SMP being paid by your current employer. 

Keeping In Touch

Will My Manager Keep In Touch With Me During My Maternity Leave?

Yes, Your line manager should keep in contact with you throughout the period of your confinement and maternity leave, providing information and support where required and a link to the workplace.

What Is The Purpose Of Keeping In Touch (KIT) Days?

KIT days facilitate the process of an employee and their manager keeping in touch during the maternity leave period and support the smooth return to work for the employee returning from maternity leave. Examples of when they may be used include Training/Development sessions, team meetings, service or policy updates or working a normal shift.   

Do I Need To Use All 10 Available KIT Days During My Maternity Leave?

No. KIT days are optional.  You may choose to work any number in agreement with your manager or indeed decide that you do not wish to work any KIT days during Maternity Leave. The payment rules for KIT days worked, up to a total of 10 days.

Can I Work More Than The 10 Available KIT Days During My Maternity Leave?

No. If you work an 11th day,  your maternity leave will come to an end.

Are There Any Periods During My Maternity Leave When I Am Not Able To utilise KIT Days?

You may not work by law during the two weeks immediately following the birth of your child. 

I Understand That If I Only Use A KIT Day To Go Into Work For 2 Hours Training, This Will Count As Me Using 1 KIT Day. Does This Mean I Am Paid For 1 Days Work Or Only 2 Hours Work?

Any work done on any KIT day under your contract of employment will count as a whole (one) KIT day. Therefore, if you attend work for a 2 hour training session this will count as 1 KIT day. 

How Should Any Hours Worked As A KIT Day Be Input And Recorded On SSTS To Ensure The Correct Payment?

Hours worked on a KIT day should be recorded as a roster note in SSTS and the detail will be passed automatically to Payroll where a manual calculation of the KIT payment will be performed. The roster note should describe the date and hours worked together with an indication of how many KIT days have been worked (including this latest KIT day) in the current maternity leave absence.

Will Any KIT Days Worked Extend The Maternity Leave Period?

No.

Do The KIT Days Have To Be Worked Consecutively?

No. This is not essential and the planned KIT days can be worked consecutively or not, as agreed between the employee and their manager.

Will I Be Paid Any Worked KIT Days In Addition To Statutory Maternity Pay (SMP)?

No. Employees who agree to work KIT days will not be paid for work done in addition to SMP. The statutory rules provide for payment at a rate no less than the weekly value of SMP for work done on a KIT day, so if you work 10 hours on a KIT day with a contractual payment of £190.00 you will not receive the £190.00 in addition to the weekly rate of SMP (£172.48 from 6 April 2023) however since that exceeds the SMP rate you will be paid £190.00 instead of SMP.  If you work 8 hours on a KIT day and the contractual payment is £80.00, you will receive £172.48 SMP which is higher than the contractual payment. Payment is made of the higher value only.

If I Work A KIT Day When Should I Expect To Receive Payment?

Payment will be made in the first pay bill run after input of the SSTS roster note.

What Happens If I Work More Than 1 KIT Day In A Week Or If I Work A Week Solely Made Up Of KIT Days?

he KIT days payment will be based on the total number of hours worked in that calendar week. The contractual payment for KIT days worked will be compared to the SMP value and the higher payment will be paid.

If I Am Entitled To Maternity Allowance Only And Not Eligible For SMP, How Will My Payment Be Calculated?

Payment for KIT days worked will be made for any amount greater than the weekly value of Maternity Allowance. If the KIT day calculation is less than the value of MA then no payment will be made.

Am I Allowed To Utilise KIT Days When On Unpaid Maternity Leave (Normally Weeks 40 To 52) If So How Will The Payment Be Calculated?

KIT days will be paid at the normal hourly rate as if the employee were at work.

What Impact Will Working A KIT Day Have On My Occupational Maternity Pay?

If the KIT day is worked between weeks 1 to 26 of maternity leave, the calculation will be based on the greater of :

  1. payment for hours worked, or
  2. payment for 1 day OMP (i.e. at full or half pay), or
  3. Full week value of SMP

If the KIT day is worked between weeks 27 to 39 of maternity leave, the calculation will be based on the greater of :

  1. payment for hours worked, or
  2. Full week value of SMP

If the KIT day is worked between weeks 40 to 52 of maternity leave, the calculation will be based on

  1. Payment for hours worked

I’m Still Breast Feeding, Will This Affect Me Working Keeping In Touch Days?

Your employer is required to complete a risk assessment of your working conditions and provide you with the required facilities including an area to rest and express milk and a dedicated storage space for storing expressed milk.

Returning to Work

What Is The Earliest Date I Can Return After The Birth Of My Baby?

The legal minimum period of maternity leave is 2 weeks after your baby is born.

What Is The Latest Date That I Can Return?

52 weeks after the start of the maternity leave however, this may be extended by local agreement in exceptional circumstances.

Do I Have To Give Notice To Return?

Only if you wish to return earlier than your original return date, in which case you must give 28 days notice of your return. 

What If My Circumstances Change And I Am Unable To Return To Work?

You will be asked to repay the full amount of Occupational Maternity Pay received less 6 weeks at 90% of OMP. Arrangements can be made with the Payroll Department to repay the sum owed in reasonable instalments to avoid unnecessary hardship.

Will I Be Given Support To Continue Breastfeeding On My Return To Work?

Yes, We aim to support and encourage mothers who wish to breastfeed after they return to work. If you wish to continue breastfeeding your child when you return to work you should arrange to meet your line manager to discuss the provisions required. This meeting will need to take place at least four weeks before you plan to return to discuss working arrangements, which will allow you to continue to breastfeed.

 As a result we may need to change your working pattern temporarily in order to support you and this should be discussed with your line manager prior to your return. Where practicable, time off during working hours will be provided to allow you to breastfeed if your baby is cared for nearby, or to express milk.

 Please refer to Board Breastfeeding Policy for more information.

New Parent Support (Paternity)

NHS Scotland Workforce New Parent Support Policy

An employee is entitled to take up to 2 weeks of new parent support leave if they are the biological father of the child, or the spouse or civil partner, partner, or nominated carer of a mother who gives birth to a child.

An employee will also be entitled if they are the intended parent on the birth of a child through a surrogacy arrangement or if they are adoptive parents where a child is matched or newly placed with them for adoption. Either adoptive parent may take new parent support leave while the other parent can take adoption leave.

From 6th April 2024 employees will be entitled to take their 2 week entitlement either as a single block or as two separate weeks of leave. This must be taken within 12 months from the date the child is born, placed for adoption or arrives in the UK in the case of overseas adoptions.

Only one period of new parent support leave and pay is available when there are multiple births, such as twins.

To qualify for Statutory Paternity Pay an employee must have completed at least 26 weeks of continuous employment with their current NHS employer at the end of the 15th week before the expected week or childbirth or the end of the week the adoption agency notifies them of a match. In the case of overseas adoptions, it is the date the child arrives in the UK or when the employee wants their pay to start.

An employee must also have average earnings above the lower earnings limit for National Insurance contributions during the 8 weeks before the end of the qualifying week.

To qualify for Occupational Paternity Pay an employee must have 12 months of continuous service with one or more NHS employer before they take their leave.

Partners must give 15 weeks’ notice from the expected week of childbirth of their intention to take New Parent Support Leave and 4 weeks’ notice of the exact dates of their leave.


The NHS Scotland Workforce New Parent Support Policy, including a guide for managers and a guide for employees can be found here.

Parental Leave

NHS Scotland Workforce Parental Leave Policy

The Parental Leave Policy is one of the Work-Life Balance Policies which allows our staff to balance family and work commitments and spend time with their children.

To be eligible to parental leave an employee must:

  • have 12 months of continuous service with one or more NHS employers
  • have or expect to have responsibility for a child (to have responsibility for a child, the employee must be the biological or adoptive parent)
  • be taking leave to spend time or otherwise care for the child

Employees are entitled to 18 weeks of leave for each child under 18. For NHS Scotland employees, the first 4 weeks is paid leave. Pay will be as if at work and will reflect contractual hours. The remaining 14 weeks are unpaid.

Employees will be asked for evidence of entitlement when they make their first request for leave for a child. This will be in the form of a birth or adoption certificate.

The paid element must be taken before the child’s 14th birthday or 18th birthday for an adopted child or a child with a disability.

Employees usually take parental leave in weekly blocks.

If an individual changes employer, the entitlement balance is not restored to 18 weeks. The individual should notify their new employer of any parental leave and pay already taken.

An employee should request parental leave giving at least 3 weeks notice before the start of the leave using the Parental Leave form.

If an employee is requesting to take more than 4 weeks of leave in a continuous block, they should normally give their manager 2 months’ notice. However, if the manager is able to support the leave with less notice, it should be accommodated.

The NHS Scotland Workforce Parental Leave Policy, including a guide for managers and a guide for employees can be found here.

Public Holidays

The Public Holidays for 2023/24 are as follows:

Good Friday: 7th April 2023
Easter Monday: 10th April 2023
May Day Monday: 1st May 2023
King’s Coronation: 8th May 2023
Autumn Monday: 25th September 2023
Christmas Day: 25th December 2023
Boxing Day: 26th December 2023
New Year: 1st January 2024
New Year: 2nd January 2024

The Public Holidays for 2024/25 are as follows:

Good Friday: 29th March 2024
Easter Monday: 1st April 2024
May Day Monday: 6th May 2024
Autumn Monday: 30th September 2024
Christmas Day: 25th December 2024
Boxing Day: 26th December 2024
New Year: 1st January 2025
New Year: 2nd January 2025

Please see further information regarding Good Friday Public Holiday (29th March 2024) for Leave Year 2024/2025 here.

Reduced Working Year

Board Reduced Working Year Policy.

The purpose of this policy is to promote flexible working practices and to define one of these, the reduced working years. Most commonly the reduced working year is utilised as a term time arrangement where the duties of the post are carried out during school terms.

The policy details how a reduced working year contract would work in practice.

Please contact the HR Support and Advice Unit if you have any questions in relation to this policy.

Guidance

What is a reduced working year?

A reduced working year can take a number of forms. One of the most common examples is term time working. This is a formal agreement whereby the duties and responsibilities of a post are carried out (either full-time or part-time) during school terms. The salary of the post is reduced proportionately to the hours worked by the employee. However, these principles would apply regardless of whether a reduced working year contract is explicitly linked to school terms or not.

What are benefits of a reduced working year?

A reduced working year provides the opportunity for employees to work during certain periods of the year while maintaining their career prospects and personal development. It allows employees to remain on a permanent contract and gives them unpaid leave during school holidays.

Am I entitled to submit an application?

Yes, an application to request a reduced working year contract is open to all employees as well as prospective employees, no matter what level in the organisation. Where posts are not considered to be suitable for a reduced working year contract, a full explanation will be given by the line manager.

How do I submit an application?

You should complete a Flexible Working Application form and submit it directly to your line manager. 

The HR Support and Advice Unit can be contacted on 0141 278 2700 if you have any further questions or need guidance on this policy area.

Shared Maternity Leave/Shared Adoption Leave

The Shared Maternity and Shared Adoption Policy outlines the procedure employees must use to request shared maternity and shared adoption leave. It also details their statutory and contractual rights and pay arrangements.

The Once for Scotland Workforce Shared Maternity and Shared Adoption Policy and application forms can be found here. Completed forms should be sent to the HR Admin Team via the HR Portal.

Special Leave

NHS Scotland Workforce Special Leave Policy

NHSGGC understands that employees need to balance the demands of work requirements with domestic responsibilities. Whilst each employee is responsible for ensuring appropriate care mechanisms are in place to meet their personal responsibilities, NHS GG&C may assist in circumstances where arrangements have unavoidably broken down and time off work is required.

Our Special Leave Policy explains how time off from work is managed, for situations such as to deal with domestic emergencies, the serious illness or death of a partner, family member or relative, close friend or colleague or for short term carer’s leave.

Special Leave is also used for time off for public duties such as jury service, member of a public body such as Children’s Panel or training days with Volunteer Forces.

Please contact the HR Support and Advice Unit if you require further advice.

There is a separate Reserve Forces Training and Mobilisation Policy

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Death in Service

Dealing with a death of an employee can be a difficult and emotionally demanding experience. As the line manager, you will most likely be involved in communicating with partners and/or family members during this time with regards to death in service benefits, pensions and final salary arrangements.

To help ensure that our Payroll service and Human Resources are provided with sufficient and accurate information relating to employees who die in service, please review the below guidance which includes a checklist of what is required and a flowchart of the process to follow. This helps Human Resources and Payroll when notifying the Scottish Public Pensions Agency (SPPA) and enables the efficient administration of death-in-service benefits to surviving partners and dependants. 

Please also note the template letters that you may wish to use to confirm details with the partner/family members.

We appreciate that this is a very sensitive subject and if you require any further advice or guidance, please do not hesitate to contact the HR Support and Advice Unit on 0141 278 2700 (option 2) or through the HR Portal at https://nhsnss.service-now.com/ggc_hr.

Documentation

Employee Exit Process

Exit Interview

When a member of staff is leaving NHS Greater Glasgow and Clyde, we would ask that all managers ensure appropriate steps are taken to assist their exit and to ensure the relevant paperwork and Board belongings are returned. The leavers checklist below will ensure you follow all relevant steps required when an employee is leaving.

eESS has been the main mechanism for employees to complete an exit interview questionnaire. However, this provides challenges in obtaining relevant data and trends and has not been widely used within NHS Greater Glasgow and Clyde.

Therefore, a refreshed exit interview process has been introduced within NHS Greater Glasgow and Clyde which will allow an opportunity for employees and managers to have a meaningful discussion and complete an exit interview questionnaire. The refreshed process will also include the ability to transfer exit interview data in to eESS to allow reporting and analysis.

An electronic form, mirroring eESS exit interview questionnaire, is available for managers and employees to complete together and to enable a meaningful discussion regarding the employees experience. A paper form, mirroring eESS exit interview questionnaire is also available as a contingency and for any services with limited access to PCs and/ or laptops.

An employee can still choose to complete an exit interview through eESS employee self service or the electronic form without a manager, if they wish.

Fixed Term Contracts

The Fixed Term Policy applies to all individuals who work under a fixed term contract of employment. The purpose of the policy is to provide clear principles and values which will govern the appropriate use of fixed-term contracts ensuring compliance with legislation governing fixed-term employees.

The policy provides a procedure for dealing with fixed-term contracts which is fair and equitable and has both the interests of the employee and the effective operation of the service as its goals.

Top Tips on using the policy:

  1. All fixed-term contracts should have a start and end date or specified duration.
  2. Fixed-Term contracts should have no more than two renewals within any one year period (unless this can be objectively justified).
  3. Fixed-Term employees should not be treated any less favourably than permanent employees.
  4. All fixed-term contract employees should have their position reviewed mid-term.

Policy

NHSGGC is committed to using permanent contracts of employment as the norm, with fixed term contracts only being used where necessary and appropriate.  This policy applies to all individuals who work under a fixed term contract.  The policy has been developed in partnership, and  meets the minimum standards set out in the Fixed Term Contracts Partnership Information Network (PIN) Policy and reflects current employment legislation.

Board Fixed Term Contracts Policy

Please contact the HR Support and Advice Unit if you wish clarification on the application of this policy.

Fixed Term Contracts Policy Guidance

What is a fixed term contract?

A fixed-term contract of employment is defined as a contract of employment which: has a definite start and end date, or terminates automatically when a particular task is completed, or terminates after a specific event or project is concluded. NHS Greater Glasgow and Clyde is committed to using permanent contracts of employment as the norm, with fixed-term contracts only being used where necessary and appropriate. Furthermore, NHS Greater Glasgow and Clyde is committed to treating those employed on fixed-term contracts no less favourably than its permanent employees (unless this can be objectively justified).

Who does the Fixed Term Contract Policy apply to?

The policy applies to all individuals who work under a fixed term contract of employment (i.e. for a specific time that is fixed in advance; or terminates on the completion of a particular task; or terminates on upon the occurrence or non-occurrence of any other specified event).

When should Fixed Term Contracts be used?

In certain exceptional circumstances, fixed-term contracts may be a valuable tool to enable managers to cover short-term gaps in essential services, enabling consistent standards of service to be maintained. Fixed Term Contracts should only be used for a time limited, short term option of less than 2 years (unless objectively justified). Examples of where Fixed Term Contracts may be used are:

  • Protecting posts for staff due to organisational change
  • Covering leave (e.g. sickness, maternity leave)
  • Project or research posts
  • Posts which are not funded on a recurring basis
  • Backfill for short-term secondment

Useful information when advertising for a Fixed Term Contract

The duration of the contract must be clearly defined and the reason for the fixed-term nature of the post.The fixed-term nature of the post should be clearly evident in the advertisement, job information pack, letter offering employment and subsequent contract of employment. It should also be discussed at interview.

Where existing permanent employees apply for a fixed-term contract, and where NHS GG&C does permit such an appointment, it must be made clear (in writing) to the employee that in doing so their existing permanent contract has come to an end, and their new contract is fixed-term.

Where there is a need to make the post permanent

Where there is a requirement to make the post permanent the post should be advertised in the normal way. Where successive fixed-term contacts apply staff may be automatically appointed to the post in line with the criteria in Section 6.2 of the policy.

Process to be followed for non-renewals of Fixed Term Contracts

Where it is known that an employee’s fixed term contract will not be renewed upon expiry, the relevant manager with the authority to dismiss must meet with the employee, ideally three months prior to the expiry date of the contract to discuss the following:

  • Confirm that the fixed term contract will not be renewed and to confirm the grounds for non renewal
  • To serve the employee with notice in line with their contract of employment and that their contract will be terminated on its expiry date
  • To advise the employee that they will be placed on the redeployment register, and to discuss the redeployment process. The employee should be advised that they will remain on the register until date of the fixed-term contract
  • To confirm where appropriate, any redundancy payment which will apply should suitable alternative employment not be obtained.
  • To discuss any other matters in preparation for the termination date.
  • For those with service under 2 years, or where it is known that the contract will not be renewed within 3 months of the date achieving 2 years service, if the employee had not secured an alternative post prior to the end of their notice period, their employment will be terminated at the end of their contract period.
  • Employees in excess of 2 years service (with successive Fixed Term Contracts) will be appointed onto a permanent contract where the following criteria is met in full:
  • The employee has held fixed term contracts consecutively which were used to protect posts for permanent staff due to planned organisational change, service reconfiguration or redeployment, and
  • The member of staff has been employed for more than 2 years, and
  • Recurring funds for the post beyond the two-year period exist, which can be used to retain the member of staff, or a positive risk assessment has been carried out to establish the impact on the organisation should it be non-recurring funding.
  • (In situations where an employee achieves two years’ service, and it is known that the contract will not be renewed within three months of the date of achieving two years’ service, the individual’s contract of employment will remain fixed term).

The material contained in this section is management guidance, rather than guidance that has been agreed in partnership.

The HR Support and Advice Unit can be contacted on 0141 278 2700 if you have any further questions or need advice on this policy area.

Fixed Term Contracts Tools and Templates

To support the application of the use of Fixed Term Contacts a number of templates are available. Please contact the HR Support and Advice Unit who will guide you accordingly.

Student Fixed Term Contracts

We would like to welcome all students who have started or are about to start employment with NHSGGC. You will find a number of FAQ’s below that will hopefully be helpful to you in the initial stages of joining NHS GGC as an employee. For more general information about your terms and conditions, including the NHS Scotland Workforce Polices, you will find this on HR Connect.

Please take the time to review the following documents and our frequently asked questions.

Preparing to start as a clinical Health Care Support Worker Document

Retirement

This guidance applies to all substantive employees who wish to retire and facilitates a smooth transition from work to leisure. 

The Once for Scotland Workforce Retirement Policy can be found here.

Thinking of Retiring? Please read Important Changes to SPPA application dates.

Phased Retiral Policy

Employees are entitled to Phased Retiral if they are applying for their State Pension or Occupational Pension (SPPA) and terminating their employment with the Organisation

A gradual reduction in hours may be introduced three months before retiring, for example:

Third month before retiral: work 4 days per week

Second month: work 3 days p/w

Last month: work 2 days p/w

* Pro-rata for part time staff

Employees will have the opportunity to attend a pre-retirement course to prepare them for their retirement.

For employees with 20 years or more continuous service with NHS GG&C, line managers can apply for a Retiral Gift Voucher.

Please contact the HR Support and Advice Unit if you have any questions in relation to this policy.

Guidance

Employees are entitled to Phased Retiral is they are applying for their State Pension or Occupational Pension (SPPA) and terminating their employment with the Organisation.

How does Phased Retiral work?

For a full time employee working 5 days per week for example, a gradual reduction in hours would be as follows:

  • Third month before retiral: 4 days per week
  • Two months before retiral: 3 days per week
  • One month before retiral: 2 days per week

For part time staff, this is calculated on a pro rata basis. 

Will I receive my normal pay during a phased retiral?

Yes. Employees will receive their normal pay during a phased retiral – this being their standard hours. This does not include unearned overtime or on-call payments out with standard hours.

How do I arrange a phased retiral?

Employees should inform their line manager of their intentions to retire and whether they wish a phased retiral at the earliest opportunity in order to benefit from this. They should then agree a phased retiral plan with their line manager. A retiral plan can be drawn up and should take into account any annual leave remaining to be used on leading up to retirement. 

For employees who are members of the SPPA pension scheme:

  • Pension applications and notification of termination should be completed 4-6 months before the date of retiral in order to ensure that pensions are paid timeously. Pension application forms can be downloaded here.
  • Termination forms should be completed by line managers.
  • Completed applications and termination forms should be and returned to Payroll:

NHSGG&C Payroll Department
Caledonia House
140 Fifty Pitches Road
Cardonald Park
Glasgow
G51 4ED

If you require advice on completing your pension application form, please contact the SPPA directly on 01896 893 000

Retiral Gift Voucher

Employees with more than 20 years continuous service with NHS Greater Glasgow and Clyde will be entitled to a Retiral Gift Voucher as detailed below:

  • With more than 20 years continuous service with NHSGGC but less than 30 years: £100
  • With 30 or more years continuous service with NHSGGC but less than 40 years: £150
  • With 40 or more years continuous service with NHSGGC: £250

Line Managers must take responsibility to make arrangements for employees’ long service to be recognised by completing the Retiral Gift Voucher form.

Pre-Retirement Courses

Employees have the opportunity to attend a pre-retirement course where they will have access to a wide range of information to help them prepare for their retirement.

Course information and booking forms are available from Learning and Education.

Health check from Occupational Health

To encourage a long and healthy retiral, employees will have access to a health check and advice from the Occupational Health Service. To arrange a health check contact OH on 0141 201 0600.

The HR Support and Advice Unit can be contacted on 0141 278 2700 if you have any further questions or need advice on this policy area.

Retiral Gift Vouchers

Application Process

Line managers should complete all sections of the Retiral Gift Voucher Application Form found below, including providing (or obtaining) a relevant management signature.

Retiral Gift Voucher Application Form – PDF
Retiral Gift Voucher Application Form – EXCEL

Endowments cannot process any application sent directly to them before it has been countersigned by HR. In order for HR do the requisite checks and countersign the form, line managers can send it to the HR Support and Advice Unit by submitting a HR enquiry via HR Portal (the original form can then be placed in the employee’s personal file).

Completed forms will then be checked, counter-signed and automatically sent by HR straight to Endowments on the line manager’s behalf.

Endowments Section process vouchers and contact the line manager to arrange collection from Endowments Section, Finance Department, Caledonia House 140 Fifty Pitches Road, Cardonald Glasgow G51 4ED for presentation to the employee.

Should the employee choose not to have a presentation, the line manager must arrange for the vouchers to be delivered to the employee before the retirement date accompanied by a suitable letter.

For more information please see Board Retiral Gift Guidance

SPPA Age Retirement Form

Scottish Public Pensions Agency – Changes to our retirement application forms February 2022

Based on feedback from you, we have made some changes to our retirement forms, modifying the NHS RET form into two separate forms, one for Practitioner members called the PRAC:RET and one for all other NHS workers called the NHS:RET.

This process will make things simpler for you, allowing a smoother process from application to calculation.

PRAC:RET Form

The new Practitioner retirement form should be used by any member that has held Practitioner service at any time during their career.

The PRAC:RET form has undergone cosmetic changes and the priority of the Practitioner elements have been re-ordered. Further explanations have been added regarding Practitioner terminology, to make filling in the form easier.

There are no changes to the retirement process for our Practitioner members or employers, this form simply replaces the old one.

NHS:RET Form

Members who have only had their service reported as Officer service will continue to use the standard retirement form, NHS:RET

The NHS:RET form has undergone cosmetic changes including the removal of the Practitioner sections.

What you need to do

Please start using the new forms. We realise there may be members who are actively filling in the older form or have an older version saved to complete at a later date. Please continue to complete this form, we expect to see a gradual transition to the use of the new forms.

You can access the new forms here.

If you or any of your colleagues have any questions regarding this change, please contact us at sppacontactus@gov.scot and we will try our best to help.

SPPA Guidance for Active Members:

http://www.sppa.gov.uk/index.php?option=com_content&view=article&id=36&Itemid=19

SPPA Partial Retirement

Partial Retirement is a flexible option that enables NHS Pension Scheme members to continue working while receiving some or all of their pension benefits. Members can apply for partial retirement twice and after that they will need to fully retire to access their remaining pension.

If you are applying for Partial Retirement, you must submit a Flexible Working Application Form to your line manager. Once approved by your line manager, the completed form should be sent to HR by submitting a ticket via HR Portal.

Further information can be found on SPPA Website. SPPA can be contacted directly at sppacontactus@gov.scot.

Voluntary Retirement and Re-Employment

NHS Greater Glasgow and Clyde values diversity and recognises the significant experience and knowledge that our staff with long service contribute to NHS Greater Glasgow and Clyde. The Board works within a changing demography and as the population grows older, NHS Greater Glasgow and Clyde’s employment practices need to adapt to reflect the increasing age of our workforce and provide staff with flexibility in managing their financial future by creating options to work post retirement.

NHS Greater Glasgow and Clyde has Voluntary Retirement and Re-employment Guidance in place (Retire and Return) and this is being accessed across the Board by staff members and managers. Work has been ongoing to review this nationally and a new NHS Scotland Interim Arrangement on Retire and Return has been issued for implementation across all NHS Scotland Boards.

Please note this is an interim position, active from 30th August 2022, pending consultation on a full Once for Scotland NHS Scotland Retirement Policy.

Addendum for Medical and Dental Staff : Consultant and Associate Specialist Grades

Any Medical and Dental Consultant returning to work following retirement can only be re-employed on a Locum Consultant basis (part-time) and will be paid on their former seniority point excluding any distinction awards/discretionary points. Their appointment will be in line with the National Terms and Conditions of Service for a locum appointment and the balance of their job plan should be towards direct clinical care sessions.

An Associate Specialist returning to work following retirement should be aware that this is now a closed grade and as such they can be re-employed on a Locum Consultant basis (part-time), subject to the Terms and Conditions for a locum appointment.

Purpose

The purpose of this Interim Arrangement is to:

  • Make it easier to for employees to take their pension and return to work in the NHS. 
  • Retain skills and experience in the NHS.  Allow employees to continue to contribute to the NHS, ensuring it continues to provide high quality care to the people of Scotland

The new arrangement means that the usual recruitment process is not required for an employee to return on a part-time basis to:

  • the same job
    • a different role within the same job family at the same or a lower grade.

Process for Applying

  • Employees should complete the Retire and Return application form for consideration. 
  • This should be submitted at the same time as they apply for their pension. 
  • The employee has the right of appeal within 14 calendar days against a decision to refuse a request for retire and return.

Other Options

In addition to the Retire and Return process, employees can also: 

  • Retire and apply through normal recruitment process for a different role.
    • Retire and apply to join the staff bank.
    • Discuss flexible working options with their manager as an alternative to retirement. 

Key Points to Note

  • Retire and return arrangements can now be substantive.
  • The individual will be re-employed on the most recent pay point on their basic salary scale if returning to their current, or an equivalent, post. This rate of pay will not include any protection of earnings applicable to their previous role or any allowances, unless they relate to the new part time role.
  • If placed in a lower banded post then consideration will be given to salary placement in the band as a result of experience.
  • Contractual NHS benefits (sickness and annual leave entitlements) will be applied as per Section 12 of Agenda for Change Terms and Conditions. Unless the employee has previously been made redundant and then the provisions of Section 16 apply.
  • A break of more than 1 full week will impact on an individual’s Continuity of Employment (for the purpose of statutory entitlements).
  • Introduction of appeal process.
  • Re-employment to another job family or promoted posts must be advertised and recruited as per normal recruitment processes.
  • Medical and Dental Consultants will only be re-employed on a Locum Contract and this will be considered on a case by case basis, dependent on service demands.
  • The Coronavirus Act 2020 contained temporary measures that suspended the 16-hour rule which prevented staff who return to work from working more than 16-hours per week in the first month following retirement. This is due to end on 31 October 2022 and individuals should seek personal pension advice before applying.

DL (2022) 30 provides further information regarding NHS Scotland’s Interim Arrangements for Retire & Return.

In the first instance please discuss the options with your line manager and you may also wish to contact SPPA on 01896 893000 (if a member) to establish and understand impact on pension benefits and obtain an Application Form.

If you wish to apply for Retire and Return please complete the Retire and Return Application Form.

If you would like like to discuss any part of the guidance in more detail, please contact the HR Support and Advice Enquiry Team on 0141 278 2700 option 2. 

NHS Pension Schemes 2023/11

Biography

Elaine was elected by fellow Trade Union colleagues as Staff Side Partnership Lead on 1st September 2020 for a 4 year term.

Elaine joined the NHS Greater Glasgow and Clyde Health Board over 40 years ago as a Biomedical Scientist specialising in Microbiology and has been active a Trade Union steward for Unite the Union for over for over 25 years.

Elaine would assert that we should Assume Nothing and Question Everything!

Contact Information

Biography

Kirstin started her administrative career in NHS Forth Valley before joining NHS Greater Glasgow and Clyde as Personal Assistant to the Director of Human Resources and Organisational Development, a post held for 15 years. Kirstin commenced her post as the Area Partnership Forum (APF) Administrator in January 2022 and is the first point of contact for the Employee Director’s Office. Kirstin is the Administrator for the Area Partnership Forum and the Area Joint Trade Unions and Professional Organisations Committee (JOC).

Contact Information

Biography

Amanda joined NHS Greater Glasgow and Clyde Health Board in 2001 as an Occupational Therapist. She has been a BAOT trade union steward since 2006.

Amanda was appointed the role of joint Staff Side Partnership Lead from 4th September 2022 until September 2026; she was elected by her fellow joint trade union colleagues.

Amanda’s main focus is on building excellent working relationships with the 14 trade unions, delivering meaningful representation on behalf the 14 trade unions at Board level and supporting the Employee Director.

Contact Information

NHS Greater Glasgow and Clyde takes a zero tolerance approach to sexual harassment in all its forms. It is important that any staff member who has experienced or is experiencing sexual harassment, feels able to come forward, report it and access the support that is right for them. For anyone who has experienced or witnessed sexual assault, this can include reporting the incident to Police Scotland

To ensure all our staff are aware of the support that is available to them, and the options open to them to report or raise concerns about sexual harassment, we are rolling out our Cut It Out programme throughout 2024 to:

  • Demonstrate zero tolerance for sexual harassment and other forms of harassment, across NHSGGC.
  • Build the trust, confidence and knowledge of staff when raising concerns, so they know they will be dealt with appropriately
  • Ensure managers are equipped to deal with issues that are raised
  • Let all staff know what is and is not appropriate in the workplace.
  • Put in place the right support for people who experience sexual harassment.

If you believe you or one of your colleagues has experienced sexual harassment or any other form of harassment, please contact our Bullying and Harassment confidential helpline on 0141 201 8545 or the HR Support & Advice Unit.

You can also seek support and counselling via Occupational Health, or through the range of support shown in the Resources section at the bottom of this webpage. This includes specific support for any individual who has experienced sexual assault.

What is harassment?

Harassment is unwanted conduct relating to a relevant protected characteristic (age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation, marriage and civil partnership or pregnancy and maternity), which has the purpose or effect of violating an individual’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that individual. It may also relate to other personal characteristics such as trans identities including non-binary, as well as weight or social status.

Examples of Sexual Harassment as outlined in the NHSScotland Bullying and Harassment Policy:

  • Indecent exposure
  • Sexual assault
  • Unwelcome sexual advances, propositions or pressure for sexual activity, continued suggestions for social activity within or outside the workplace after it has been made clear that such suggestions are unwelcome
  • Suggestions that sexual favours may further a colleague’s career or refusal may hinder it, for example, promotions, salary increases etc.
  • Leering, whistling or making sexually suggestive comments or gestures, innuendoes or lewd comments
Examples of Harassment as outlined in the NHSScotland Bullying and Harassment Policy:
  • Offensive jokes, banter and comments
  • Ostracising or “freezing out”, ignoring and staring
  • Patronising comments and remarks
  • Mimicking
  • Use of derogatory terms
  • Inappropriate personal questions or comments
  • Belittling or patronising comments or nicknames
  • Assault or other non-accidental physical contact, including disability aids
  • The display, sending or sharing of offensive letters, publications, objects, images or sounds
  • Graffiti
  • Offensive comments about appearance or clothing
  • Deliberate and consistent behaviours which demonstrate a non-acceptance of aspects relating to protected or personal characteristics, for example, failure to use requested gender pronoun for a transitioning individual

Our Bullying and Harassment policy has both an informal and a formal process

The informal process is focussed on early resolution. This recognises that the best way to resolve an issue at the earliest opportunity is by ensuring the other party is aware of the impact of their behaviour.

If early resolution is unsuccessful or the bullying or harassing behaviour is significant or persistent in nature, the employee or manager may initiate the formal process.

The information below sets out what you need to know about our informal and formal process.

Informal process (Early resolution)
  • Speaking to the other party directly – the complainant approaches the other party to tell them that they find their behaviour offensive, why this is the case, and to ask them to stop.
  • Writing to the other party – the complainant writes to the other party to tell them that they find their behaviour offensive, why this is the case, and to ask them to stop.
  • Supported approach – if the complainant finds speaking to the other party too difficult, but still wishes to seek early resolution, they can ask a manager to relay their concerns to the individual.
  • Supported conversation – if the individuals involved agree that early resolution is possible this can be supported through an informal discussion. Such meetings can be offered by a third party, e.g. a manager or HR representative, and involve supporting the employees to have a face to face conversation to start rebuilding relationships. During this process employees can be supported by their Trade Union representative or a work colleague. A record of the agreed outcomes will be provided by the third party to all participants.
  • Mediation – the manager may suggest this to the parties involved to actively support early resolution. Mediation is voluntary and has a clear structure. It offers a safe and constructive approach to enable the parties to problem solve and develop a realistic agreement that meets all their needs. The trained mediators are impartial and they do not take sides or offer solutions but promote and support good conversation. What is said in mediation is confidential and cannot be disclosed or used in any subsequent procedure.
Formal process/procedure

If early resolution is unsuccessful or the bullying or harassing behaviour is significant or persistent in nature, the employee or manager may initiate the formal procedure.

In such cases the manager will assess any risk to determine what supports can be put in place to allow the employees to continue working together during this period e.g. alternate shift patterns. Where this is inappropriate, the employee alleged to have demonstrated the bullying and/or harassing behaviours will be moved to an alternate placement unless the complainant requests a move, or there is a legitimate service need which dictates that the other employee cannot be moved.

To initiate the formal procedure the employee should write to their manager or where this is not possible, or appropriate, to the next level of management. The communication should detail the employee(s) alleged to be demonstrating these behaviours and the nature of these. The employee may access a confidential contact or HR for advice, or a trade union representative for support and assistance.

If the employee has chosen to go straight to the formal stage of the procedure, a manager will discuss with the employee why they think early resolution is not appropriate and will offer every support to allow early resolution to take place.

The manager who receives the complaint must acknowledge the complaint in writing within 7 calendar days, using the Standard acknowledgement letter template. The letter outlines the process for either revisiting the possibility of early resolution or the process of investigation to be undertaken in line with the NHSScotland Workforce Policies Investigation Process.

How you can help

Share the resources on this page.

Complete NES Sexual Harassment elearning resource (scot.nhs.uk):

Sign Up to our active bystander training – see the dates below

Complete our anonymous survey: Sexual Harassment: Cut It Out – Anonymous Staff Survey

Management Training

Supporting staff is a key part of the manager’s job and this module offers guidance and support on issues relating to harassment at work. Any member of staff in NHSGGC who has responsibility for managing NHSGGC staff in their teams can sign up for training using this link: Sexual Harassment – NHSGGC

Active Bystander Training

‘Active Bystander’ is an innovative and award-winning training session which provides skills to challenge unacceptable behaviours, including those which may have become normalised over time. Places can be booked for these 75 minute sessions in 2024/25 via the links below. Places are limited, so it’s important that if you can no longer attend, you contact us at ggc.staffexperience@ggc.scot.nhs.uk so that your place can be offered to a colleague.

25 September 2024 at 10.00am

28 October 2024 at 2.00pm

21 November 2024 at 9.00am

11 December 2024 at 2.30pm

21 January 2025 at 11.00am

27 February 2025 at 1.30pm

GGC: 330 Speak Up! Supporting Staff to Challenge Inappropriate Behaviours

If you can’t make any of the dates for our tutor led Bystander Trainer sessions, we also have available our Speak Up! learnPro NHS module. To complete this module, please log-in to LearnPro, search for course 330 and add to your courses.

There are a range of Available services to support any member of staff who feel that they are being bullied or harassed:

Sexual Assault

The impact of sexual harassment or sexual assault can impact individuals differently. It can present physical, psychological and professional difficulties. Many victim-survivors disclose mental health challenges such as anxiety and shame, alongside diminished confidence in the workplace or avoidance of specific work scenarios. Individuals can and do recover but it is important that we acknowledge the individuality of this, and the sources of support needed for this. We encourage employees to use the NHSGGC support service listed above, including contacting the police for any incidents of sexual assault, but acknowledge that additional sources of support may be necessary: 

  • Rape Crisis Scotland – Helpline for anyone over 13 who has experienced sexual violence, no matter when or how it happened. Sexual harassment, whether at work or elsewhere, is a form of sexual violence. Helpline: 08088 010302 

Support Materials

Posters and Leaflets

If you require printed copies of the Sexual Harassment: Cut it Out posters, please contact: ggc.staffexperience@ggc.scot.nhs.uk

Other Resources

NHS Greater Glasgow and Clyde believe that all staff should be able to thrive and flourish at work. It is a core role of the organisation and managers to support staff to enable them to do this.

For a staff member with a disability and / or a long-term health condition, standard working practices should be reasonably adapted to enable that member of staff to continue to work. Doing this will:

  • Enable the staff member to feel appreciated and valued at work
  • Help us retain staff and reduce sickness absence
  • Ensure that we comply with relevant equality legislation  
  • Remove barriers to full participation to all our staff
  • Implement reasonable adjustments to avoid the time spent managing sickness absences.  

Putting in place a reasonable adjustment can mean that a member of staff is treated differently from their colleagues and is in fact what we are required to do under the law. This is the difference between treating team members equally and equitably.

Our Reasonable Adjustment Guidance explains what reasonable adjustments are and how managers should support any of their staff with disabilities or long-term conditions.

This is accompanied by the Workplace Adjustment Passport and Reasonable Adjustment Review Form, which should be used by staff and managers to record any agreed adjustments.

Some helpful case studies and links to further resources are below.

Case Study 1 – a member of staff who experiences sensory issues and wears hearing aids

Susanne, aged 23 years, is a newly recruited staff member within an inpatient setting. She is a trainee within the Audiology team. She wears hearing aids in both ears and did not disclose information about her disability during the interview. However, she informed her manager when offered the job. Her manager contacted HR to seek advice about how to proceed and support this recruitment process as well as Susanne with reasonable adjustment to work within the team. 

What adjustments would make a difference?

  • Discussing the role and responsibilities with Susanne.  
  • Speaking with Susanne to gain a greater understanding of her needs. 
  • Making a referral to Occupational Health. 
  • Discussing potential adjustments to equipment or environment that may be required. Providing extra time to carry out record keeping and lengthening appointment time with patients.
  • Gaining consent from Susanne to disclose information about her needs with the team and specifically her supervisor. 
  • Provision of emotional support from peers and colleagues to ensure Susanne feels that she is heard and listened to.
  • Creating a personalised fire evacuation plan.
Case Study 2 – an employee returning to work after a long-term sickness absence following a stroke

The experienced employee was referred to Occupational Health (OH) following his return to work after a stroke. He is 41 years old and does not want to go for medical retirement. 

The employee has difficulty concentrating, focusing on tasks and can appear to be anxious, and therefore to be struggling physically. During the OH consultation, the employee indicated that his cognition, hearing and physical functions were impacted. He was under the care of rehabilitation for 8 months. Prior to the appointment, the staff member had no clue about any adjustments but was keen to return to work to keep him occupied. 

At the rehab centre, he met therapists (OT, Physio, and Audiology) who were able to improve the functioning to manage activities of daily living (ADLs), but this required time. 

Key Issues: 

  • The ward environment is busy and distracting.
  • Having difficulty remembering processes and therefore anxious that they appear to be not coping, which affects physical functioning such as typing/ writing.                    
  • Unable to walk long distances.  

Adjustments suggested: 

  • The OH Staff Nurse identified and proposed a graded return to work with increased meetings with the supervisor. Would be happy for workplace adjustments passport to be completed covering: 
  • Support with routine planning.
  • To use a quiet office to complete his written work, such as care plans. 
  • Prepare check lists for tasks/processes. 
  • Using flowcharts to make following processes easier, as the standard operating processes contained too much information, which caused confusion. 
  • During rounds/meetings, they use a note-taking app on their work phone. 
  • Use of aid when walking. 
  • Taking frequent breaks as and when required. 
  • Flexibility to work from home when too tired to stay on site.  It was noted throughout this agreement that duties would gradually increase and skills improve.
Case Study 3 – Member of staff entering the menopause

Anna is a nurse in a community setting. About 4 years ago – aged 48, she stared to notice symptoms.  “Not the stereotypical  night sweats and changes to my periods, but struggled with sleeping, sore joints, low mood and generally not feeling myself”. 

She was lacking in confidence – been in her job a long time so was feeling that she should be at the top of her game, but couldn’t remember things, was worried about driving, prescribing and stressed that she would make mistakes at work.

Lucky that she worked where there are lots of colleagues who were really supportive and said that it sounded like the peri-menopause.  They suggested Anna had a chat with her GP who provided her medication.

Anna didn’t talk to her line manager about it at the time, because she felt that she should have been able to manage things.  Anna didn’t want to be seen to be moaning or seen as weak.   While she feels she should have been able to, Anna didn’t have that relationship with her line manager at that time. 

What adjustments would have made a difference?

The single biggest thing that would have made a difference is some flexibility with start times.  Her team had an 8.30am meeting before the clinic day starts and Anna liked be present at the meeting, not rushing in at 8.30am.  If she’d had had a bad night with no sleep, that was incredibly difficult for her. Just to have known it was OK to text and say ‘had a bad night’ and get support from her manager to start a bit later, took away a lot of her stress and anxiety.

The other thing that was important was emotional support from peers and colleagues.  Just someone to off-load to, have a chat and listen to. 

Anna reflects that this needs a gentle approach because people might not be ready to accept the stage they are at, can be resistant to accepting that the symptoms are menopause. Her experience was that self-care is a big thing too – not just about medication.

Case Study 4 – adjustments for individual with Attention Deficit Hyperactivity Disorder 

The employee was referred to Occupational Health as a Management referral due to performance and capability issues as a newly qualified Staff Nurse.

The employee had difficulty with focussing on tasks and appeared to be anxious. During the Occupational Health consultation the employee indicated that when they were university they had been diagnosed as having ADHD and had been supported with written work assignments and placements as a student. As this was their first qualified Nurse post they did not know if they needed any adjustments.

As a newly qualified Staff Nurse they had a Preceptor (mentor) who was already providing one to one support to become familiar with the ward and processes to be followed. The Staff Nurse identified that they were developing a good bond with their Preceptor, and would be happy for a workplace adjustments passport to be completed and shared with the Preceptor and the Senior Nursing team.

Issues identified by the Staff Nurse was that they found the ward environment busy and distracting and had difficulty remembering processes and anxious that they appeared to be not coping.

We discussed the Scottish ADHD coalition Guide to ADHD  (www.scottishadhdcoalition.org)  in the workplace and used this to identify specific issues and solutions that the Staff Nurse may find useful.

Adjustments suggested

  • Increased meetings with the mentor, initially daily to supervise work and plan the daily tasks.
  • To work with the Preceptor as buddy rather than ad hoc catch ups.
  • To use a quiet office to complete her written work, care planning and prepare check list for tasks/ processes.
  • There was already SOP (standard operating processes) but the Staff Nurse identified they were too much information on them and these caused them difficulty.  They realised if they made bullet points they could follow processes easier.
  • During rounds/ meetings, use a note taking app on their works phone.
  • Once they became familiar with the ward routine they did not require as much feedback but continued to have meeting with the mentor so any difficulty was identified as soon as possible.

Measles is a highly infectious, rash illness that can lead to severe complications. Europe is currently seeing a resurgence of measles. Cases imported to Scotland, from the rest of the UK and elsewhere, could propagate local outbreaks within under-vaccinated communities.

Protection of healthcare workers (HCW) is especially important in the context of their ability to transmit measles or rubella infections to vulnerable groups. While they may need MMR vaccination for their own benefit (including protection against mumps), they should also be immune to measles and rubella for the protection of their patients.

It should be noted that staff exposed to measles who don’t have appropriate evidence of immunity should be excluded from 5 to 21 days after exposure.

Staff Immunity

Assessment of healthcare workers MMR status is undertaken by the occupational health service at pre-employment.   Due to the recent resurgence of measles it is recommended that all healthcare settings review the measles status of their staff.   This is particularly important in higher risk areas including Emergency Departments and those staff working with particularly vulnerable patients e.g. haematology, oncology, maternity, paediatric and adult infectious disease units.

Satisfactory evidence of protection would include documentation of having received two doses of MMR, or positive antibody tests for measles and rubella.

Managers/Supervisors – Please complete the attached form detailing any members of staff identified as requiring MMR or, are unsure regarding their immunity/immunisation status and forward confidentially to the occupational health service via email occupational.health@ggc.scot.nhs.uk

Alternatively, if a staff member would prefer to discuss this confidentially with Occupational Health please advise they contact us by email as above or call 0141 201 0600

Occupational Health will then review the staff lists provided and arrange for an appointment if required. We will initially be prioritising the higher risk areas and areas where staff are working with vulnerable patients including;

  • Paediatrics
  • Neonatal
  • Maternity
  • Emergency Departments
  • Health visitors/family nurses; school nurses / additional needs schools nurses
  • Haematology / oncology
  • Infectious Diseases
  • Rheumatology
  • Renal

For the purposes of confirming satisfactory evidence the following will be applied.   

  • All HCWs who have documented evidence of two doses of MMR or positive antibody tests for measles and rubella should be considered immune to measles and no further action is required.
  • HCW’s who do not have this evidence will be offered two doses of MMR.