Southern Health NHS Foundation Trust Service Change Outline Paper Change of Base Children s Division In Confidence Consultation Document, January 2015 Summary: This service change outline paper consults on a change of base for the Andover Health Visiting and School Nursing Teams to Tidbury Farm, Sutton Scotney, from bases in Andover. Number of Staff Affected: 22 Number of Medical Staff Affected: N/A Authors: Stephanie Hancock and Sharon Hargreaves 1
Contents: 1. Introduction 2. National and Local Drivers for Change 3. Current Position and Proposed Changes 4. Benefits of Change 5. Implications 6. Agenda for Change 7. Communication Plan 8. Plan for Managing Change 9. Timetable 10. Next Steps Appendix A: Individual Interviews Record Template 2
1 Introduction 1.1 This paper formally launches the consultation for a change of base for teams moving to Tidbury Farm, Sutton Scotney SO21 3QQ. Teams affected are: Andover Town Health Visiting team based at Andover Health Centre and Shepherds Spring Medical Centre. Andover School Nursing Team based at Andover War Memorial Hospital. 1.2 The consultation will commence on 6 February 2015 and will continue for six weeks until 20 March 2015. The paper presents a process for consultation with defined timeframes. The contents of this paper are in line with the relevant HR policies and procedures, including the Organisational Change Policy. 1.3 Comments on this consultation are encouraged, and details of how to do so can be found in section 12. 2 Drivers for change 2.3 Andover Health Centre and Andover War Memorial Hospital are owned by Hampshire Hospital Foundation Trust. There is uncertainty about the long-term availability of these buildings to lease by Southern Health NHS Foundation Trust (SHFT) and it is important that the teams have a base secured for future service delivery. The buildings are old and the site will possibly be re-developed within the next 18 months. The SHFT Estates Rationalisation Strategy 2014-2017 is reviewing all bases to ensure that they are fit for purpose. 2.4 The Health Visiting and School Nursing team currently have experienced difficulties with IT. Tidbury Farm will provide improved IT facilities and fewer connectivity issues. 2.5 The Andover Rural Health Visiting team is currently based at Tidbury Farm and it will be advantageous for clinical delivery to have the Andover Rural and Town teams co-located. This will allow the teams to work across the locality and be more flexible to the needs of the service. 3.0 Current position and proposed changes 3.1 The following services are currently based as follows and will all move to Tidbury Farm: Andover Town Health Visiting Team based at Andover Health Centre and Shepherds Spring Medical Centre. Andover School Nursing Team based at Andover War Memorial Hospital. 3
4.0 Benefits of change 4.1 Tidbury Farm offers the following benefits: The school nurses and health visiting teams will be co-located which will improve communications between the teams and promote the development of an integrated 0-19 years service. Office space: Tidbury Farm will provide teams with a more up-to-date office space and meeting areas, enabling them to work differently within an integrated office setting. Improved IT: The teams will benefit from improved IT and fewer connectivity problems. Improved working environment: Tidbury Farm is a pleasant working environment for teams. Easily accessible: Tidbury Farm is located near the A303 and A34 roads. 5. Implications 5.1 Change of base 5.2 Affected staff will be required to change their permanent work base to Tidbury Farm. 6. Agenda for Change NHS Terms and Conditions of Service 6.1 When a claim for excess mileage is made in situations where there is a compulsory change of base, either permanent or temporary, resulting in extra daily travelling expenses, the period of payment is subject to a maximum period of four years from the date of transfer. A reserve rate of reimbursement will apply to employees using their own vehicles to travel to work. 6.2 Where there is a compulsory change of base, either permanent or temporary, resulting in extra public transport costs for the employee, these extra costs will be reimbursed, subject to a maximum period of four years from the date of transfer. 6.3 For staff who use public transport, the excess shall be calculated on the basis of additional bus fares or standard rail travel. 6.4 The period of payment for mileage protection will start at the date of base change, whether in respect of the temporary decant (prior to permanent relocation) or permanent relocation (whichever is the earlier date) 6.5 Time spent travelling to and from work does not count as paid working time. 7 Communication Plan 7.1 A communication plan for external stakeholders such as schools, children s centres, GPs will be devised to take into account changes in telephone numbers and clinics. 4
7.2 Phasing of Move Team Approximate date of move 1. Andover Town Health Visitors By end of April 2015 2. Andover School Nurses By end of April 2015 8. Plan for Managing Change 8.1 The consultation process will be undertaken in line with the principles in the Organisational Change Policy, which can be found on the intranet. 8.2 The paper will be shared with the Joint Consultative and Negotiating Committee (JCNC) and placed on the intranet, and the consultation period will last six weeks. (For timeframe please refer to Section 11 in the Organisational Change Procedure). 8.3 During the period of consultation there will be the offer of meetings with all staff who are directly affected, and one-to-one meetings will be available with line managers if requested. Staff will be entitled to be accompanied by a Trade Union, professional representative or work colleague. Please see Appendix A for the meeting template which includes manager s guidance on one-to-one meetings. The purpose of these meetings is for staff to share their comments/concerns and discuss impact on personal circumstances. 8.4 Managers will respond to staff issues regarding the personal impact of the change. Staff should forward general comments or feedback to their line manager copying the authors of this paper. 8.5 This Service Change Outline Paper will be amended as appropriate to incorporate relevant comments collected during the consultation process. All comments will be responded to and will be published on the intranet by week commencing 5 January 2015. 9 Timetable 9.1 The timetable for the process can be found below: No. Action Start Date End Date 1. The consultation document is shared virtually with 30/01/2015 5/02/2015 JCNC 2. 6 week consultation period commences for staff to share comments or concerns, including staff 6/02/2015 20/03/2015 meetings. The document will be placed on the staff intranet 1:1s with staff affected will be offered with management HR present (if required) in order for 9/02/2015 20/03/2015 staff to share their comments/concerns/personal circumstances. Staff have the right to be accompanied by staff side/trade union representative or workplace colleague 3. Consultation Period ends 20/03/2015 5
4. Information and comments collated from the consultation process 5. Outcome to be communicated to staff (via email, manager cascade and intranet) 6. Letters sent to all affected staff confirming formal notice of base change/personal arrangements (week ending) 23/03/2015 27/03/2015 w/c 30/03/2015 w/c 6/04/2015 10 Next Steps 10.1 Your comments on this consultation document are encouraged. Please comment by 20 March 2015 to: Stephanie.hancock@nhs.net 10.2 If you wish to contact HR, please contact: For general enquiries about organisational change: HR Contact Centre: 02380 475160 or email hp-tr.hrcontactcentre@nhs.net or Email Samantha.bennett@southernhealth.nhs.uk or Brigitte.pitters@southernhealth.nhs.uk for HR queries specific to the consultation 6
The purpose of the meeting is to: Individual Interviews Record Confirm (draft) structure and briefly discuss the Service Outline/Consultation paper Provide individuals affected by change the opportunity to consult with their manager and to discuss the re-structuring/organisational change and impact on their individual circumstances Ensure that the employee has understood the Trust s Organisational Change Policy and is aware of where to access a copy. Confirm what selection criteria are being used i.e. job description matching, assessment etc. Confirm and provide most recent and substantive JD & person specification. Process for redeploying employees job matching process. Clarify individual access to support as appropriate (contact details/information pensions, Pay Protection Policy, lease car) Identify and discuss any issues or areas of concern regarding the implementation of the new structure. Identify any constraints or barriers in work life balance Identify which post(s) the individual might be matched to. Ascertain individual aspirations with regards to other redeployment or employment options in the event of suitable alternative employment not being found. Name: Date of Meeting: Attendees: Confirm contact details: Home Address Phone numbers (work, mobile, home) Work e-mail address Current Job Title and Band Directorate and Base Date of appointment to this post NHS Continuous Service Date: 7
Contract Hours and work pattern: Current employment status (e.g. permanent, fixed term, secondment, maternity, long term sick leave) View on / alternative suggestions in relation to the proposal: What support or information would you value as part of the restructuring: Any other areas of concern in relation to proposal: Any constraints or barriers in work / life balance: Confirmation of current job description and person specification: Thoughts and preferences on posts in new structure: Agree which will be put forward for matching process Considerations of other employment options in structure or other areas of the Trust: Include ability to travel and considerations of distance. Confirmation of process for redeploying staff, including job description matching process, and appeals. 8
What would be your preferred method of communication? Any other comments: Signed: Manager: Name and Signature Employee HR Representative: Employee Representative: 9