PORTFOLIO HOLDER FOR HUMAN RESOURCES

Transcription

1 PORTFOLIO HOLDER FOR HUMAN RESOURCES VOLUME For the Period Ending 18 March 2013

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3 Neuadd y Sir / County Hall, Llandrindod, Powys, LD1 5LG

4 For assistance in the preperation of information for circulation within this bulletin, please contact: Contact Name: Stephen Boyd Ffôn / Tel: Ffacs / Fax: Ffôn Symudol / Mobile: Llythyru Electronig / sboyd@powys.gov.uk Dyddiad / Date: 18 March 2013

5 INDEX Contents Page Number Decisions by the Portfolio Holder for HR Decision Notice 6 Redeployment Policy 6

6 Decisions taken by Individual Portfolio Holders Councillor G.W. Ratcliffe Portfolio Holder for HR Redeployment Policy Decision Taken 18 March 2013 DECISION That the Redeployment Policy be approved. Reason for Decision: To set out roles and responsibilities.

7 CYNGOR SIR POWYS COUNTY COUNCIL Redeployment Policy Status Version 2 Date of April, 2013 Issue Date of November, 2007 Previous Version Agreed by Portfolio Holder for HR Review Date April, 2015

8 Inside Cover of front sheet. Powys County Council Redeployment Policy Version 2 Mar 2013 Page 2 of 16

9 Contents 1. Council s Vision & Policy Statement Introduction Exemptions Redeployment Register Support Arrangements Protected Salary Redeployment Process Redeployment Review Process Appendix 1 Redeployment process... 9 Appendix 2 Skills Questionnaire Appendix 3 Roles and Responsibilities Appendix 4 Checklists Powys County Council Redeployment Policy Version 2 Mar 2013 Page 3 of 16

10 1.0 Council s Vision & Policy Statement Powys County Council Redeployment Policy The Council s vision is Efficient Services for the Green Heart of Wales. This vision will assist the Council to deliver services at the right time, in the right place, to the right people, at the right level and right price. To achieve this vision the Council has developed the Powys Change Plan. One of the ongoing priorities within the Powys Change Plan is directly linked to Workforce. The policy has been developed in accordance with the Powys Change Plan. Its principles will be achieved by; Ensuring that the process is robust and can stand up to the challenge at an emotive and difficult time for employees; Providing a mechanism that endeavours to ensure valuable resources are retained within the Council; Providing a redeployment process that is cost effective and which enhances efficiency and minimises disruption to front line services. We must embrace redeployment and if we do this properly, the majority of our employees will have a future with us and will be part of the process of change. The success of any redeployment process is dependent upon the willingness of managers and employees to engage in the process positively. Redeployment is a positive act which can enable the Council to maintain the skills and experience of valued employees, whilst at the same time often reducing the need to enforce compulsory redundancies and other forms of dismissal. Powys County Council Redeployment Policy Version 2 Mar 2013 Page 4 of 16

11 2.0 Introduction 2.1 The Council, as an employer, has a legal responsibility to offer any suitable alternative employment opportunities to permanent employees who are at risk of losing their substantive post due to redundancy, disability and in some circumstances ill health. The Council also wishes to retain the valuable skills and experience of employees where it can. For this reason, the Council has a redeployment process which is designed to support employees requiring alternative employment. Examples of where redeployment, whether permanent or temporary may need to be considered are:- redundancy; ill health incapability or Disability, where an employee is not fit to return to their substantive role in the foreseeable future; as an alternative to suspension; as an alternative to dismissal, where appropriate; to protect whistle-blowers or witnesses during investigations (such as disciplinary or grievance matters). 2.2 In exceptional circumstances redeployment may be considered as an alternative to dismissal under the Council s Performance Capability and/or Disciplinary Policies. This decision can only be made by the relevant Head of Service in consultation with Human Resources. 2.3 The Council is committed to protecting the security of employment for its employees as far as is reasonably possible. The skills and knowledge of its employees is an asset to the Council and a lead factor in its success. 2.4 The Redeployment Register has been developed to enable services to source suitable employees internally prior to wider advertisement, thereby retaining valuable skills and knowledge within the Council. 3.0 Exemptions 3.1 There are certain circumstances where the Council will not consider redeployment. They include; Temporary employees who have been employed by the Council for less than two years (where they were appointed after 6 th April, 2012); Agency workers; Where it may be more appropriate for an employee to take ill-health retirement; and Employees who are seeking new jobs or changes in career. 4.0 Redeployment Register 4.1 To support this policy, a Redeployment Register will be maintained and managed by the HR Assistants. The register will contain details of employees who are seeking alternative employment within the Council for any of the reasons described at 2.1 and 2.2 of this policy. Powys County Council Redeployment Policy Version 2 Mar 2013 Page 5 of 16

12 5.0 Support Arrangements 5.1 HR and the Exiting Manager (the Line Manager of the employees substantive post) will be responsible for assisting employees who require Redeployment support. This may be through external agencies such as Careers Wales and Universal Jobmatch. 5.2 The following support arrangements are on offer; A HR Assistant for all your contact and support; Prior consideration for interview for employees on the redeployment register, where they meet the essential requirements for the post; Trial opportunity where an alternative post may be deemed suitable employment; Arrangements for accessing vacancies; Access to careers advice; Access to counselling; Assistance and advice on application form-filling and interview skills (may be through external agencies such as Careers Wales and Universal Jobmatch); Access to re-training opportunities, where appropriate; and Access to financial and pension guidance in the event of redundancy, ill-health or early retirement. 6.0 Protected Salary 6.1 It is acknowledged that many employees will wish to remain in the employment of the Council; however, the posts available through redeployment at the time may be of a lesser grade than the employees substantive post. 6.2 For the purposes of a trial in a new post the employee will be protected on their substantive grade. However, once the employee is appointed to a new post permanently the salary protection will cease. 6.3 There are circumstances covered in the Council s Redundancy Policy where a compensatory payment may be paid to an employee who accepts suitable alternative employment. This payment will be paid by the exiting service. The formula used to calculate the compensatory payment is found in the Redundancy Policy. 7.0 Redeployment Process 7.1 A process flowchart is shown in Appendix The law requires that in redundancy and disability circumstances vacancies must be offered to suitable redeployees who can demonstrate the knowledge, skills or experience for the post, or who with reasonable training could demonstrate the knowledge, skills or experience for the post within a reasonable time frame. 7.3 Employees will be informed by a manager in their service (or a Disciplinary Panel where redeployment is an alternative to dismissal) that they qualify for redeployment. Employees will be given a copy of the Redeployment Policy and informed of a deadline for completion of a skills audit questionnaire. Employees will also be informed of the name and contact details of their nominated HR Assistant to support their redeployment. Powys County Council Redeployment Policy Version 2 Mar 2013 Page 6 of 16

13 7.4 Employees who are to be registered on the redeployment register will be required to complete the skills audit questionnaire (available at Appendix 2) to enable their work and life skills to be identified. This questionnaire must be completed by the employee and lodged with their nominated HR Assistant within 7 working days of being notified that their post is at risk. Where support for completion of the skills audit questionnaire is required the employee should contact their nominated HR Assistant. 7.5 The HR Assistant will make contact with the employee when they are informed by the HR Adviser of their name and service area. The HR Assistant will acknowledge receipt of the questionnaire via or letter and add the employee to the redeployment register (within 48 hours of receipt). 7.6 The HR Assistants will maintain the Redeployment Register and keep it updated. The register will be made available to all recruiting managers and the recruitment team so that any potential vacancies can be checked against employees on the register before completing a request to advertise form. Therefore, all posts (other than hard to fill posts) are advertised to redeployment candidates only in the first instance, for a period of one week. Further advertisement will be placed only if no employee can be matched to the post through the redeployment process. 7.7 The Recruitment Team will liaise with HR Advisers and Assistants to inform them at the earliest opportunity when new posts suitable for re-deployees are being advertised. 7.8 The HR Assistant will update the employee with details of any vacant positions that are subject to recruitment that might match their skills, attributes experience and/or career aspirations. However, each individual employee must also be proactive in obtaining vacancy information. The employee will by law, lose any right to a redundancy payment if they unreasonably refuse (either immediately or during a trial period) any offer of suitable alternative employment. If the alternative employment is not suitable, or if the employee s refusal of suitable alternative employment is reasonable, they will still be entitled to a redundancy payment. This determination will be made by the Head of Service making the redundancy payment in consultation with HR. 7.9 On receipt of expressions of interest from an employee for a suitable post or where there is a match the HR Assistant will forward the details of the employee to the recruiting manager and HR Adviser for consideration Where a possible job match is identified, the employee will be offered prior consideration for an interview before other candidates (subject to the priority order of consideration identified in 7.11 below), and if they meet, or with a reasonable amount of training could meet the minimum essential criteria for the post, they will be given an opportunity to trial the job for four weeks. The trial may be extended up to three months if deemed appropriate and agreed by both the redeployee and the Receiving Manager. At the start of the work trial period, the redeployee should be afforded a proper induction into the role that shall include, but not necessarily be limited to, a written plan indicating what the role entails (such as a current job description) and a clear indication of what the redeployee will be expected to do to successfully complete the trial this may include details of future training requirements for the role. The receiving manager will review the employees progress in the trial with the employee at the end of each week. Powys County Council Redeployment Policy Version 2 Mar 2013 Page 7 of 16

14 7.11 In cases where more than one applicant is entitled to prior consideration, the order of priority will be: 1. Redundant employee who is on maternity leave; 2. Disabled employee (as defined by the Equality Act 2010); 3. All other redundant employees; 4. Ill health cases, other than disability 7.12 Where two or more applicants are in the same priority position, the best candidate at interview will be offered the trial based on the interview selection process On completion of the 4 week trial, if either party feel the post is not suitable for the employee, or there is medical evidence to suggest that it is unsuitable, then the employee will revert back to his/her substantive post and have the opportunity of seeking further redeployment opportunities. However, where the receiving manager deems the trial successful it will be concluded that this is a suitable match and the manager will offer the employee the new substantive post. Where an employee chooses not to accept the post the manager should seek an explanation from the employee for such refusal, and should make the employee aware they may lose their right to a redundancy payment, where applicable. It should be noted that if the redeployee is serving their notice period such as in cases of redundancy and the work trial proves unsuccessful the notice period does not re-start from the date the work trial ended Employees will be on the redeployment register for no longer than 12 weeks In order for the application of this policy to be effective it is imperative that the employee (and their trade union/ work colleague representative if required), exiting manager, receiving manager, and the HR team undertake the requirements of their roles and responsibilities set out in Appendix 3 see also 7.10 above Checklists are provided at Appendix 4 to assist each individual in their role as a tool to ensure that all required actions of themselves have been completed. 8.0 Redeployment Review process 8.1 Employees (redeployees) or managers can apply for a review of the redeployment outcome if they consider that the redeployment process has not been adhered to or has been unfair. Application for a review may be made in writing to the Head of HR. The Head of HR will make arrangements for the process to be reviewed by the exiting Head of Service and relevant HR Adviser within 10 working days of receipt of the request. 8.2 It is important that any request to review an unsuccessful redeployment outcome is carefully considered. The fairness of the redeployment should be considered in the light of the employee s skills, ability to train, suitability of alternative employment and in relation to other employees. 8.3 The employee should expect to receive written confirmation of the outcome of the review within 20 working days of the request being lodged. Powys County Council Redeployment Policy Version 2 Mar 2013 Page 8 of 16

15 REDEPLOYMENT PROCESS Appendix 1 Redeployment Process Flow Chart Staff at risk of redundancy or through disability policy placed on register Skills audit completed and submitted to HR Assistant New job New employer Offer guidance such as Universal Jobmatch No suitable match HR Assistants to match suitable alternatives and communicate with employee on Redeployment Register Interview matched employee for new post Offer made to displaced staff Refused After 12 weeks full Redundancy Pay 4 week work trial Possible extension to trial period No redundancy pay Successful Redeployment Yes Trial successful No Declined with Objective Justification Yes Have been on redeployment list 12 weeks or more No Redeployment Process ends Powys County Council Redeployment Policy Version 2 Mar 2013 Page 9 of 16

16 Redeployment Skills Audit Questionnaire Appendix 2 Skills Questionnaire Name: Payroll Number: Preferred contact details: Line Manager s name: Employing Department: Details of current post Work location: Hours of work: Job Title: Grade: Reason for redeployment (tick as appropriate) Establishment post no longer required Significant Departmental restructure Disability/ill-health Other (Please state) Job experience This section is important in maximising the potential of identifying suitable redeployment opportunities. The key is to identify your knowledge, skills, experience and qualifications that can be transferred between jobs. To do this you should focus on: Experience Powys County Council Redeployment Policy Version 2 Mar 2013 Page 10 of 16

17 Skills (The skills used in your current job the person specification of your current job is a good place to start). Transferable skills (Also consider other skills you may have acquired outside work through your private interests and/or voluntary work). Knowledge (Any knowledge and skills you may have acquired in previous jobs and which you may not be using in your current role). Qualifications (List qualifications that you have acquired (even if unrelated to your current role). You may wish to note courses or programmes you are currently undertaking.) Educational Other qualifications Training undertaken What language skills do you have? Spoken English Fluent Basic None Written English Fluent Basic None Spoken Welsh Written Welsh Fluent Basic None Fluent Basic None Other languages (Please detail) Spoken... Fluent Basic None Written. Fluent Basic None Would you be willing to accept a post that is not a permanent position? Powys County Council Redeployment Policy Version 2 Mar 2013 Page 11 of 16

18 Yes / No (Please delete one) Are you willing to accept a job on a lower grade/ salary? Yes No If yes, please state lowest salary you would accept: Are there any restrictions on your hours of work? Yes / No (Please delete one) If yes, please state.... Do you have an interest or preference for a particular type of work? Please give details. Please add any other information that you feel may be relevant. Please use an additional sheet if necessary. Powys County Council Redeployment Policy Version 2 Mar 2013 Page 12 of 16

19 Appendix 3 Roles and Responsibilities Role Redeployee Responsible for Completing the skills audit questionnaire; Actively searching for and putting themselves forward for suitable vacancies; Considering reasonable changes in working arrangements, pay and responsibilities; Preparing for interviews; Not unreasonably turning down an offer of suitable alternative employment; Exiting Managers Providing support to individuals subject to redeployment; Seeking appropriate opportunities to assimilate individuals subject to redeployment to alternative posts within the department; Accepting a corporate responsibility for Council employees by responding positively to requests to consider employees subject to redeployment; Receiving Managers Short-listing redeployment candidates against the essential criteria for the post; Arranging to interview redeployment candidates at the earliest opportunity; Assessing candidates against the essential requirements for the post as detailed in the job description and person specification; Compiling a plan outlining requirements and expectations of a work trial; Managing and determining suitability during a trial period; Providing feedback when redeployment candidates do not Powys County Council Redeployment Policy Version 2 Mar 2013 Page 13 of 16

20 meet the essential criteria for the role or are unsuccessful in meeting the expectations required in the trial; Recruitment Team HR Advisory Team Liaise with HR Assistants when suitable redeployment vacancies are being posted. Main point of contact for re-deployee; Provide support arrangements including support in the completion of the skills audit questionnaire; Manage, co-ordinate and maintain the Redeployment Register Notifying re-deployee of suitable vacancies; Match the profile of the vacant position to the profile of the redeployee and inform them of a match/near match. Determining the eligibility of redeployment candidates for specific posts the employee has identified as suitable; Ensure prior consideration for vacant posts is given to redeployees; Powys County Council Redeployment Policy Version 2 Mar 2013 Page 14 of 16

21 Employee Redeployment Checklist (4.1) Appendix 4 Checklists If at any point in the process you have any concerns, contact your line manager in the first instance. Action required Attend interview/meeting with Supervisor/Manager/Human Resource Adviser advising of redeployment reasons and process; Complete skills audit questionnaire; Date (s) Completed Return to HR Assistant within 7 working days of receipt. Submit skills audit questionnaire to HR Assistant; Actively check job vacancies twice weekly; Attend interview/s with a positive frame of mind if a suitable alternative post/s has been identified; Proactively participate in the work trial process; Be prepared to undertake any relevant training as necessary to fulfil a new role; Document reasons a trial/ role is successful or not successful; Powys County Council Redeployment Policy Version 2 Mar 2013 Page 15 of 16

22 Receiving Managers Checklist (4.2) Should you have any questions during this process please discuss directly with your HR Adviser and/or the nominated point of contact for the employee. Action Revise Job Description/Person Specification for vacant post Date(s) completed Identify essential and desirable skills and competencies required Check redeployment register for suitable candidates to interview; If no match, progress recruitment process through established recruitment channels; If a match exists, invite employee (s) for interview; If suitable, agree terms of work trial: Location Hours of work Duties What is expected during work trial period (including how it will be measured and that a weekly review will take place at the end of each week) Formulate written work trial plan outlining responsibilities and expectations; Arrange weekly review sessions during work trial period; Identify any additional training needs required for work trial period; Arrange relevant training as appropriate; Conduct formal interview on completion of trial period to: Offer permanent position Extend trial (up to maximum of 3 months) Document reasons a trial is successful/ unsuccessful from the departments perspective; Powys County Council Redeployment Policy Version 2 Mar 2013 Page 16 of 16