REPORT FOR TRUST BOARD

Transcription

1 Ymddiriedolaeth GIG Siroedd Conwy a Dinbych Conwy & Denbighshire NHS Trust REPORT FOR TRUST BOARD Trust Board Meeting: April 2004 Subject: Exit Interviews Executive Director with overall responsibility: Author of Paper: Summary: Mark Sykes, Director of H.R. James Mawrey Employee Relations Manager The paper discusses the Exit Interview process and details analysis from Exit Interviews. It outlines improvements to be made in the Exit Interview process. Action required by Trust Board: To note the report

2 Exit Interview process for Conwy & Denbighshire NHS Trust employees when leaving or transferring Introduction This paper reports on the Trust's Exit Interview process a more effective and efficient process. Background The Exit Interview process was changed in mid Previously all Exit Interviews were retained by Departmental/Divisional managers, this process changed with the questionnaires now being forwarded to the Human Resources Department. The information obtained from the Exit Interview is now inputted into a master database in order to establish trends, analyse turnover and aid in the future recruitment and retention of staff. To make the analysis possible a revamped Exit Interview was introduced in mid The revised form focuses on quantitative as well as qualitative information. To assist in the inputting of information the forms were made formic compatible (Formic is a software package used by medical audit which allows data to be scanned into the system and fed into a database ready for analysis). The Exit Interview should be undertaken for every staff member leaving the department, whether externally or internally. Leavers/transferers have the choice of filling in this questionnaire on their own or with their Line Manager or next in Line Manager. The completed questionnaire should be attached to the staff leavers /Changes form, when forwarded to the Human Resources Department. Current position At present the return rate of questionnaires to staff leavers/transfers is low (circa 40%). An examination of the low return rate has identified the following issues:- 1. Managers are not always completing Exit Interviews 2. Lack of clarity as to how to order Exit Interview forms 3. The current Exit Interview cannot be downloaded from the Trust information Server 4. Managers are reluctant to order the Exit Interview forms in the batches of 25 when their turnover figures are very low A suggestion was made for Exit Interviews to be made controlled stationery. The idea was that this would have been done by connecting the Exit Interview to the Staff Leavers/Changes forms and therefore form part of the controlled stationery. Following discussion with the printers this was considered not feasible Recommendations Following consideration of the above matters the following recommendations have been made. Director of Human Resources to write to managers informing them that Exit Interviews must be completed for every staff leaver -external and internal. In this letter Managers will be informed that this will be audited and will form part of the Directorate and Human Resources Annual Review. Director of Human Resources to set a Target level for return rate of Exit Interviews at 100%. Whilst a target level of 100% may be difficult to achieve, to formally agree anything less would prove to devalue the process

3 Initially the compliance will be monitored through the Employee Relations Managers who will discuss non-compliance with appropriate managers. It is proposed that the updating of the database will form part of the responsibilities of the secretarial support given to the Employee Relations Managers. It will be possible to determine on a monthly basis whether the return rate of questionnaires is increasing The Human Resources Department has produced an Exit Interview Questionnaire in Word format so that it can be downloaded on the TIS. It is important that Exit Interviews are still able to be ordered on non-requisition forms as not all areas of the Trust have access to the Trust Information Server. Exit Interview Policy to be reviewed and revised. A draft copy of the revised copy is attached. (This is subject to consultation through the normal means) Information to be sent on a quarterly basis to General Managers, Heads of Nursing and heads of Service, Staff representatives. See attachment for table showing a breakdown of Exit Interviews for each Division. Exit Interview responses to be made a standing item at the Human Resources Task Team meetings

4 Exit Interview / Questionnaire For Leavers and those who transfer within the Trust This confidential questionnaire is to determine the reasons for you leaving your post. The information will be used in order to establish trends, analyse turnover and aid in the future recruitment and retention of staff. Individuals will not be identified. Exit Interview must be undertaken for every staff member leaving the department, whether externally or internally. Your comments are important and will be used to help ensure that best practice is maintained with the Trust. You have the choice of filling in this questionnaire on your own or with your Line Manager or next in Line Manager. The completed questionnaire should be attached to the staff leavers /Changes form, when forwarded to the Human Resources Department. If forms are being completed independently please return the forms to Human Resources, HM Stanley Hospital, St Asaph, Denbighshire, LL17 0RS If you prefer not to complete an Exit Interview with your line manager or next in line then you will be asked to sign section 6 of the Exit Interview to confirm that you have been offered and received the document. Please complete in Capitals where necessary, and circling all other appropriate boxes Section 1 Surname (optional): Job Title: Division: Leaving date Initials: Department: Sex: Male Female Length in post: 0-12months 1-5 years 5-15 years 15+years Section 2 Are you leaving to take up another job/post? Yes No If 'Yes': In a different trust/organisation In a different department/division If Yes, is this: Promotion Same Grade Lower Grade Other Section 3 What are your key reasons for leaving? Retirement Domestic Health Financial Redundancy Work related If 'Work related' was your resignation promoted by: 1. Lack of promotional opportunities Yes No 2. Lack of training opportunities Yes No 3. Workload pressures Yes No 4. Hours/shifts worked Yes No 5. Relationships within the team Yes No 6. Bullying and Harassment Yes No 7. Job Enrichment (experience differing specialities, etc Yes No 8. Carer Commitments Yes No 9. Other Yes No If you answered 'Yes' or 'other' to any of the above, please give details in section 5

5 Section 3 Please indicate what you liked/disliked about the job: 1. Working for the NHS Liked Disliked 2. Working within speciality Liked Disliked 3. Working with your Colleagues Liked Disliked 4. Team Structure and Support Liked Disliked 5. Working with the Equipment/Technology Liked Disliked 6. Training and Development Liked Disliked 7. Other Liked Disliked If you answered 'Yes' or 'other' to any of the above, please give details in section 5 Section 4 Did you have regular Personal Reviews (PR's)? Yes No Section 5 Do you have any suggestions for improvement to the job? If so please give details. If any of these improvements had been made would you have stayed in post? No Yes If 'Yes', then you are encouraged to discuss these issues with either your manager, next in line manage or if you prefer a representative of the Human Resources Department ( ), so that appropriate action can be taken. Section 6 Should a leaving/transfering employee prefer not to complete the Exit Interview in the presence of their Manager or next in Line Manager then the following section must be completed by the manager and signed by the employee. I have given the Exit Interview to the leaving employee and the Employee has chosen to complete the Form independently. I have asked them to return this to the Human Resources Department, HM Stanley Hospital, St Asaph, Denbighshire, LL17 0RS Employees signature Managers signature Date Date The Human Resources Department, for audit purposes, will retain this information. Please note managers and staff representatives at joint focus groups will use the information provided from Exit Questionnaires. Whilst trends may be acted upon, all individual information will be treated in confidence. The completed questionnaire to be attached to the Staff Leavers/Changes form, when forwarded to the Human Resources Department

6 DRAFT CONWY & DENBIGHSHIRE NHS TRUST Ref No BLACK 06B EXIT INTERVIEWS - GUIDANCE Author: J A Mawrey Department: Human Resources Date written and validated: Validating body: Trust Joint Staff Committee Reviewer: Director of Human Resources Introduction This document provides guidance on the roles and responsibility of the Leaver, Line Managers, Human Resources Department and Staff Side to ensure an efficient and effective exit interview process. The purpose of this confidential questionnaire is to determine the reasons for employee's decision to resign. The information will be used in order to establish trends, analyse turnover and aid the future recruitment and retention of staff. The Exit Interview Exit Interviews can be ordered on a Non-Trust Requisition Form in quantities of 25 per unit (Stores catalogue number CD 232) or alternatively a copy can be download from this policy via the Trust Information Server. (Double click to download) Procedure Exit Interview Questionnaire's must be undertaken for every staff member leaving the department, whether externally or internally. The Exit Interview must be attached to the yellow copy of the staff Leavers/Changes form, when forwarded to the Human Resources Department. Roles and Responsibility Managers responsibility To ensure that Exit Interviews are undertaken for every staff member leaving the department, whether externally or internally. Leavers have the choice of filling in this questionnaire on their own or with their Line Manager or next in Line Manager. Employees may chose to fill in the Exit Interview independently and then forward this to the Human Resources Department. Should this be their preferred option then managers must complete Section 6 of the Exit Interview. This indicates that the manager has given the Exit interview to the leaving employee and the employee has chosen to complete the Form independently The completed questionnaire must be attached to the Staff Leavers/Changes form, when forwarded to the Human Resources Department Managers should ensure that the Exit Interview is carried out in a positive environment.

7 Human Resources responsibility Having obtained all the Exit Interviews the responses will then be inserted onto a Trust database for interpretation Analyse trends and provide regular information to Directorate Managers and Staff Side Provide advice and guidance to managers and employees regarding the Exit Interview process Audit the return rate of Exit interviews from managers Leavers responsibility Whilst the leaving employee is under no obligation to complete the questionnaire, leavers are encouraged to assist the Trust in ensuring that all efforts are being made in the future recruitment and retention of employees