NHS Staff Survey action plan update

ENCLOSURE: S Date of Trust Board 29 th April 2015 Title of Report Purpose of Report Abstract Risks and benefits of proposed action Strategic Objective and/or Annual Plan Objective and/or Quality Goal Recommendation Presented by Previous consideration by Board Committee or EDT Appendices NHS Staff Survey action plan update For approval The results of the 2014 Staff Survey were presented to the last board. Attached is the initial proposed action plan that will be enhanced by further workforce engagement. Updates will come via the Bi-monthly workforce reports. Overall the Staff survey results for 2015 show that we have not moved as fast or as far when compared to other Community Trusts. Lower staff engagement could lead to lower quality patient care Enabling our people To contribute to the initial action plan and approve the Joint Board and Staffside statement for agreement (Appendix c) Paul Cracknell, Director of Strategy and Transformation Board Staff Survey results (March) EDT 21/04/2015 Appendix A Initial Staff Survey action plan Appendix B 7 step action plan for bullying and harassment Appendix C Joint Board and Staffside statement regarding bullying and harassment Appendix D Proposal for buddying system In completing this report, I confirm the following matters have been considered: a) Implications for the NHS Constitution b) Implications for CQC registration c) Equalities Impact d) Environmental impact Any material considerations arising from the above are reported below. 1

Introduction As a reminder, the NHS annually carries out a national Staff Survey. Random samples of employees are selected, administered by an external company to ensure confidentiality, to participate in the survey. At the end of February 2015, the Trusts results were publicly released and an overview of these results was presented to the March Board. This report provides an reminder of the key headlines of our staff survey results, overview of the actions to date and the planned actions going forward. 2014 Staff Survey results Key headlines NCH&C s response rate had declined: 36% in 2014 compared with 55% in 2013. Comment: Nationally the response rate had declined and 2014 was the first time NCH&C has used electronic email surveys rather than paper questionnaires. There were no statistically significant changes when you compare our results year on year. Comment: compared to ourselves we had stayed the same. Of the 29 Key Findings (KF), when compared to other Community Trusts (19 took part in England), we were better than average in 4 KF s, average in 5 KF s and below average in 20 KF s. Comment: other Community Trusts have moved faster and further than us. Overall staff engagement had declined. 3.60 in 2014 vs 3.65 in 2013 (Score is 1 to 5 with the closest score to 5 being the most positive.) The March Board presentation can be found at http://www.norfolkcommunityhealthandcare.nhs.uk/about-us/who-weare/meet-the-board/board-papers.htm (enclosure U). Actions since last board Internal communication to staff happened in February, March and April of staff survey results via weekly messages, the Exchange and at the Management Forum (5 th March 2015). 3 Staff Survey workshops were held in March with 61 attendees. This was improved attendance compared with the previous year s workshops. The purpose was to provide an overview of the results and gain qualitative information from attendees to inform action plans. Given the results there were key themes discussed as follows: 1) Communication between staff and senior management 2) Work related stress 3) Bullying and harassment 4) The Trust as a recommended place to work or receive treatment Internal action plans are in place regarding bullying and harassment and will continue. More detail of these action plans is provided later in this report. Equality monitoring statistics were analysed in more detail at the Equality and Diversity Steering Group on the 1 st April 2015. By way of brief summary, the equality characteristics of those who replied are reflective of the overall workforce population. 2

When asked if they have received E&D training, the response rate has increased (79%, 2014 compared to 74%, 2013) and if the Trust is an equal opportunities employer has increased (91%, 2014 compared to 90%, 2013). However, those stating they have experienced bullying and harassment from other staff in the last 12 months has also increased (25%, 2014 compared to 22%, 2013) and those stating they have experienced discrimination in the last 12 months has increased (10%, 2014 compared to 8%, 2013) Planned future actions An action plan initially developed focusing on the key themes discussed at the Staff Survey workshops (Appendix A). This will now go through a process of wider engagement with managers and shared with staff. The Board is invited to comment today as part of that process. Given the staff survey will commence in the Autumn, it is recognised that improvement may not been seen in the next survey. Detailed breakdown of the Staff Survey results looking at both occupational role and Locality to be provided to AD s in April for local discussion and assessment Attend Mandy-tory training to further engage about the results and to gather feedback across the county planned in April 2015. Write to all those who attended workshops to thank them for their participation. Seek any further feedback from those who were unable to attend. Continue communication plan via weekly message, the Exchange, Management Forum, Business Unit meetings and the intranet. Specific links to the Annual plan objective of: Enabling our People. Linking to being an employer of choice and a high performing organisation as detailed in appendix A Staff survey action plan which details actions relating to work place stress, improving communications and eradicating bullying and harassment. Detailed action plan on bullying and harassment, as detailed below. Bullying and Harassment action plan The NHS Staff Survey 2014 detailed a year on year increase in percentage of staff reporting experiencing bullying and harassment from other staff in the last 12 months as detailed below: Key Finding (KF) 2012 2013 2014 Community Trust average for 2014 National result for 2014 KF19:% of staff experiencing harassment, bullying or abuse from staff in the last 12 months 16% 22% 25% 19% 22% A specific set of actions to address this topic is described below. 3

7 step plan Appendix B The 7 step plan, jointly developed with our staffside colleagues starts with a joint Board commitment and staffside commitment to work together to eradicate bullying and harassment in the workplace. Other steps include reviewing our policies and avenues staff have to deal with issues to ensure they receive the right support and to provide training to ensure managers have the skills to deal with such issues. In October 2014, the Trust became a Diversity Partner with Stonewall. Our 7 step plan is based on their guidance on dealing with bullying and harassment in the workplace along with guidance from our staffside unions. Joint Board and staffside statement Appendix C for approval Step 1 is a joint commitment to dealing with bullying and harassment in the workplace. Appendix C details the full statement, written with staffside, and for signoff at April s Board. Once agreed, this will be communicated with the Trust and relevant external stakeholders. Buddying system Appendix D To ensure employees feel able to raise concerns and deal with them in a timely manner, a proposed buddying system has been created to provide employees with another route to seek advice. Traditional routes for raising concerns are via a line manager, or a Trade Union. Often, issues become formal very quickly when they could be resolved more informally or staff report they are unwilling to contact the traditional routes in the first place. Therefore the buddying system provides an alternative and has been introduced in other public sector organisations. Volunteers will be sought and trained to ensure they have the right information and skills to deal with any calls received. Training will be in-house and employees will be carrying out this scheme as a volunteer. Therefore any additional costs will be minimal. Appendix D provides more detail on the system and training to be provided to volunteers. Communications about the scheme will commence in May 2015. Monitoring Further Staff Survey updates will be provided to the Board via the workforce report. References March Board paper Staff survey presentation enclosure U http://www.norfolkcommunityhealthandcare.nhs.uk/about-us/who-we-are/meet-theboard/board-papers.htm NHS 2014 full Staff survey results http://www.nhsstaffsurveys.com/page/1010/home/staff-survey-2014 4

Appendix A - 2014 Staff survey action plan Background Following the 2014 staff survey results and the internal Staff Survey workshops held in March 2014, the 2014 action plan focuses on 4 key areas. The following action plan provides Key Finding question, results and actions to address this Key finding. Broader staff engagement activities will also form part of this action plan as they are scheduled including the Sustainable Models of Care events/quarterly staff workshops. Key Finding (KF) Results Action Responsible Target date KF21. Percentage of staff reporting good communications between senior management and staff 23% - 2014 23% - 2013 33% - Community average 1) Review of communication methods to include: Review of timing of weekly message and review of content and relevance and how to receive feedback (eg: staff forum, staff suggestion box ) Communications May 2015 2) Increase visibility of senior management to include considering: back to the floor, open staff forums chaired by AD s and/or Executive team and attending team meetings TMT On-going 3) Improved contact information and photographs of who s who and their responsibility on the intranet Communications To be aligned with launch of new intranet 4) Review of staff induction location (Dereham suggested) and review of content to give more detail on the structure and funding of the NHS June 2015 KF11. Percentage of staff suffering from work related stress in the last 12 months 49% - 2014 45% - 2013 41% - Community average 1) Better clarity and communication of support services available to help with stress. Refresh of posters on Employee Assistance telephone line. May 2015 1

2) Review of information/guidance provided in to Mandi-tory and Management essentials regarding stress management June 2015 3) Promotion of change champions to help with ongoing change within Trust June 2015 4) Protected time to have breaks and read communications TMT On-going KF19. Percentage of staff experiencing harassment, bullying or abuse from staff in the last 12 months KF24. Staff recommendation of the Trust as a place to work or receive treatment 25% - 2014 22% - 2013 19% - Community average 3.42 2014 3.47 2013 3.66 Community average (score of 1 to 5 with 5 being most positive) 1) Better team building opportunities LEAD to promote options available to support team building (attending team meeting and tool kit). Specific reference to virtual teams. 2) Lack of open and honest dialogue between colleagues. 7 step bullying and harassment plan to encourage informal action to address issues. 3) Policy awareness for staff. HR perceived to sit on the fence. 1) Staff shortages communicate the work being undertaken to recruit faster and ensure IMAS is truly reflective of the currently staffing levels 2) Promote Moments of excellence within the Trust /Line managers and Staffside and Staffside and Transformation Communications/ July 2015 On-going step 1 in May 2015 July policy relaunch. Step 2 of B&H plan May 2015 June 2015 3) Communications about the Bank, its changes Temporary June 2015 2

and planned changes Workers service/ Communications 4) Share best practice between Localities/Departments regarding staff engagement eg: Your Shout in Norwich TMT/ Communications On-going Staff Engagement score (1 to 5 with scores closest to 5 being the most positive) 3.60 2014 3.65 2013 3.75 Community average (score of 1 to 5 with 5 being most positive) 5) Promote awareness of how to raise concerns (treatment) and what happens to Datix s Detailed initiatives are found in section 8 Workforce and Leadership of the Integrated Business Plan (IBP). Initiatives include: - Financial resources put aside to support staff engagement in 14/15 budget - Short Staff Survey (SSS) to support local action plans - Full time secondment of Staff Side Secretary - Increased visibility of senior management Risk and Quality/ communications TMT/ Communications/ July 2015 On-going Locality and Occupational role differences in results Detailed data showing the results to the national staff survey by Locality and occupational role to be shared in Business Unit meetings to allow peer support and best practice learning between Localities. AD/ May 2015 3

1 Appendix B Bullying and Harassment (B&H) 7 step plan 1. Board/staff side joint statement commitment to eradicating B&H in the workplace and reaffirm the expected behaviours as detailed in the Behaviour Framework and NHS constitution. 2. Review and communication of Bullying and harassment policy ensure it is fully inclusive to all, easily accessible and streamlined. 3. Review and communication of support mechanisms increase profile of different routes employees can take to seek support (informal through to informal). 4. Recruit and launch volunteers buddy system volunteers recruited, trained and in place to provide sign posting and support to members of staff 5. Review/update/include specific line manager training regarding B&H Management Essentials and e-learning 6. Recruit and train volunteer mediators across Norfolk similar to trained investigators, mediators will be able to step in and deal with cases as and when they appear 7. Monitor and evaluate short staff survey before and after above steps to evaluate impact. Review formal cases recorded by HR over the last 12 months to see if there are any themes. Provide results to Health and Wellbeing steering group. March 2015 version 2.0

Appendix C Bullying and harassment joint statement Dignity and respect is a given in the workplace. We all want a work environment where we feel welcomed and supported. Our 2014 NHS Staff Survey results have seen an increased percentage of those who responded stating they had experienced bullying or harassment from other members of staff in the last 12 months. To be clear, any behaviour of this nature will not be tolerated. The Board and our Staff Side colleagues are therefore issuing this joint statement of intent to work together to eradicate any level of bullying or harassment in the work place. As such we have jointly signed up to a 7 step plan to focus our energies to ensuring all staff are aware of what is expected of them, how they can seek help and support and also that they have clear avenues to address any concerns they may have about unwanted behaviour either informally or formally. We jointly want to make our Trust somewhere our staff feel safe, able to raise concerns where appropriate and somewhere they want to work. Further detailed information will be shared via internal communications and will be available on our intranet and we hope you will join us in making our initiatives a success. Signatures Roisin Fallon-Williams Giancarlo Tolaini Rad Kerrigan CEO StaffSide Secretary Staffside secretary

1 Appendix D Volunteer buddy/advisor for Bullying and Harassment Purpose: to increase awareness of how to deal with Bullying and Harassment issues and provide an alternative route for employees to raise concerns (alternative to traditional methods: HR, staff side, line manager). Timeframe: 12 months initially with a review to see how much service has been utilised Target: recruit 5 to 10 volunteers across Norfolk to provide a telephone point of contact for employees. Communication Communication for both the recruitment of volunteers and advertising the service via: Weekly messages Exchange Management Forum Staff Diversity Forum TMT Team meetings Posters/leaflets/postcards Induction Reporting line: Equality and Diversity Steering Group and HR Board report following Staff Survey results (2014). Training Learning Objectives Outline of the role of the buddy advisor role Overview of the legal background Overview of the Trust policy Case studies/scenarios guidance on how to deal with calls and when to escalate (eg: whistleblowing issue) Commitment for volunteers To respect confidentiality of those who contact them Time required: 2 hours training, peer review (every 3 months, 1 hour meeting) Line manager agreement March 2015 version 2.0

2 Practicalities 2 hours Delivered in-house by HR Operations/Staff side Course material/folder provided including copies of policy and useful contact details March 2015 version 2.0