Guidance on Staff Support Groups

Guidance on Staff Support Groups Embracing Diversity & Promoting Equality of Opportunity Version VW 1.1 October 2013 1 P a g e

Contents Section 1: Introduction 1.1 Scope of the guidance 1.2 Background information 1.3 Purpose of staff support groups 1.4 Benefits of staff support groups to the Trusts, individual members and service users 1.5 Links to Staff Equality E-Forum Section 2: Structure/roles 2.1 Accountability of staff support groups 2.2 The Chair 2.3 The Vice Chair 2.4 The Secretaries 2.5 Executive Members Group 2.6 Election of satff support group Chair/Vice Chair and Secretary Section 3: Support and resourcing 3.1 Budget and expenditure 3.2 HR&OD and E&D Team Support 3.3 Procedure for authorising staff participation Staff Support Group activity 3.4 Procedure for requesting time to attend Network Meetings 3.5 Meetings 3.6 Notification of Meetings 3.7 Facilities 3.8 Disputes Section 4: Responsibilities 4.1 What are the responsibilites of each individual network and the Trust? Appendix A: Model terms of reference Appendix B Guidline Agreement form for Attendance at Staff Network Meetings Appendix C: Guidline Work plan and review 2 P a g e

Leicestershire Partnership NHS Trust Guidance on Staff Support Groups Section 1: Introduction 1.1 Scope and Purpose of the Guidance This guidance is designed to facilitate the work of existing and new staff support groups within Leicestershire Partnership NHS Trust (LPT) by setting out the roles and responsibilities of both staff support groups and the Trust. It includes guidance on work planning, support and reporting activities. 1.2 Background Information LPT is committed to embracing diversity and promoting equality of opportunity. It recognises that staff who feel engaged in and have a sense of belonging to the organisation are motivated and are more likely to remain with their Trust. 1.3 Purpose of Staff Support Groups The purpose of the staff support groups is to: 3 P a g e Provide a channel for communication between the Senior Management Team and staff groups who have been traditionally underrepresented or who have experienced discrimination within the workplace. Maximise the contribution of staff groups in the decision-making processes of the organisation with a view to fulfilling the commitment to the Equality and Human Rights Agenda. Contribute to equality and diversity awareness training of all staff and service users. Provide support to the Trusts to interpret local, regional and national initiatives and discuss the impact on our current staff groups including, BME, Carers, Disabled Staff, LGB&T and interfaith groups. Offer a safe and learning environment for members. Provide development opportunities and access to career advice for members. Offer individual and peer group support. Provide role models and advocates for progress in making diversity happen and work. Empower staff by improving their knowledge of local, regional and national issues in health care. Provide access to role models to build confidence and inspire individuals. Promote the NHS in the wider community as an employer of choice. Refer to Appendix A Model Staff Support Group Terms of Reference.

1.4 Benefits of Staff support groups to the Trust, Individual Staff and Service Users There are many benefits that Staff support groups offer to the Trust, staff and also the service users. The table below lists some of the benefits to all three groups: Trust Staff Members Service Users Forum for Discussion: Members of staff support groups have the opportunity to discuss any issues which specifically affect them (protected characteristic), in a supportive environment. Communication: Staff support groups provide feedback, and unique insights and perspectives enabling the Trust to engage directly with the concerns of underrepresented equality groups which may then support the design of services offered to diverse communities. Consultation: Active consultation with staff support groups encourages a better understanding of the needs of all and aids decision and guidance making. For example contributing to Due Regard (Equality Analysis) process. Valuing Diversity: By demonstrating that diversity is valued, the organisation can attract, develop and retain talented people from across all protected characteristics. Knowledge Sharing: Increase knowledge of the NHS agenda and political awareness. Peer Support: Staff support groups provide a unique networking opportunity and the chance to share individual experiences and discuss ways of tackling problems such as isolation at work. Community Focus: Staff support groups can provide an invaluable insight into the needs and expectations of service users from underrepresented communities. By using this information, as part of a wholistic approach to the provision of health care, we can continue to commission and provide patient-led care for the whole community. 4 P a g e

Trust Staff Members Service Users Complying with Employment Law: By promoting awareness of diversity and human rights issues and encouraging all staff to access information and understanding of these issues, support groups can help tackle discrimination in the work place. Communicating with Management: Using agreed lines of communicating, concerns relating to the Trust can be addressed effectively. 1.5 Links to Staff Equality E-Forum 5 P a g e Satisfaction and Motivation: Being a member of staff support groups can increase motivation and engagement. Career Progression: Members of staff support groups have increased access to mentoring opportunities and role models, and increased access to training and development. It is hoped that members also experience increased selfconfidence to pursue career success. The Trust recognises that not all staff who wish to attend and participate in staff support group activity are able to so. This is due to a variety of reasons such as location of the venues, transport, work and carer commitments etc. We have therefore developed an innovative staff equality e forum to help staff participate. The Staff Equality E- Forum is designed to help staff share/exchange views, information and feedback confidentially and at a time that suits them. The E-Forum is accessed on the E-Source and compliments the existing staff support groups by providing existing and new staff group members the opportunity to meet virtually. Section 2:

Structure and Roles 2.1 Accountability of Staff Support Groups Regular updates on each Staff Support group will be reported to Leicestershire Partnership NHS Trust Healthy organisation Group 2.2 The Chair/Lead Each staff network will have a Chair/Lead. The Chair will be elected by the Support Group members. The responsibilties of the Chair are to: 6 P a g e Be a role model to members of the Staff Support Grpup Represent the Staff Support Group at meetings and conferences, or send a delegate in their place Be a point of contact for new and existing members Oversee the organisation of meetings Ensure adherence to the confidentiality guidance of the Trust and establish clear ground rules of confidentiality for the activities of the staff support group. 2.3 Vice Chair Each staff support group will have a Vice Chair who will be elected by the group which they represent. The responsibilties of the Vice Chair are to: Raise awareness of the activities of group throughout the organisation. Demonstrate good practice in raising awareness of Equality and Human Rights issues related to their Staff Support Group e.g. BME, carers, Disabled, Interfaith group LGB&T Staff within the organisation. In the absence of the Chair complete the above Chair responsibilities as required. 2.4 The Secretaries Each staff group will have a Secretary who will be elected by the network. The responsibilties of the Secretary are: Co-ordinate activities of their group by organising meetings and activities, and recording action notes at events. Undertake administrative duties. Maintain a member email distribution list. 2.5 Executive Staff Equality Group The Chair/Lead of each Staff Support Group or a representative appointed by the group will attend the umbrella Executive Members Group to share best practice,

learning and any other useful feedback to enhance the effectiveness of the Trust staff engagement activity and plan for the annual SSG event that will coincide with EDHR week. Dates of future meetings are available via the dedicated Staff Support Group page on E Source. 2.5 Election of Chair/Lead, Vice Chair and Secretary Each Staff Support Group will have an elected Chair/Lead, Vice Chair and Secretary to ensure the smooth running of the group and maintain proportionate level of governance, (accountability). Each of the above roles will be for 3 years. Please refer to the HER team for support materials to run the election process Section 3: Support and Resourcing 3.1 Budget and Expenditure The Trust s staff support groups are not provided with a specific budget. However the support of the Equality and Human Rights team will help support the administration of the networks as well as the representation of the networks locally, regionally and nationally. 3.2 LPT Equality and Human Rights Team Support The Team will: Help with the preparation of annual work programme to prioritise activities and plan input into Trust policies, strategies and initiatives. Provide ongoing support to ensure the effectiveness of the staff support groups. Take forward issues raised by the network members and follow through with appropriate action. Signpost support group members to appropriate guidance and support to address any individual concerns they have related to the workplace. Provide advice and guidance on career progression training opportunities. 3.3 Procedure for authorising staff participation Staff Support Group activity Support Group roles of the Chairs, Vice Chair and Secretaries are entitled to additional protected time to prepare for staff support group activities. Time must be agreed with the line manager in advance and a release form should be used (Appendix B). Managers should be given as much notice as possible. As a guideline this should be no less than 4 weeks notice. Dates of all support group meetings will be published on the Trust E source. 7 P a g e

Entitlements for paid release are as follows: Members: 2 hours on a bi-monthly basis to attend Staff Support Group Meetings Chairs: 2 hours on a bi-monthly basis to attend Support Group Meetings 2 hours on a monthly basis to undertake other activities related to the Staff Support group Vice Chair: 2 hours on a bi-monthly basis to attend Staff Support Group Meetings, 2 hours on a monthly basis to undertake other activities related to Staff Support group Secretaries: 2 hours on a bi-monthly basis to attend Staff Support Group Meetings, 4 hours on a monthly basis to undertake other activities related to Staff Support group Reasonable time off with pay will be granted for recognised networking activities associated with staff support group to attend training courses to enable them to undertake their duties. Time off in lieu may be granted as an alternative at the discretion of the support group member s manager if attendance falls outside their normal working hours. The support groups recognised members must give adequate advance notice of course dates in writing to relevant line-mangers and co-operate in making arrangements to try and cover jobs during their absence. Details of the course should be provided upon request. Part-time employees who are required to attend recognised training courses as detailed above will be paid for the whole of their attendance time, even if it exceeds their normal working hours. 3.4 Procedure for requesting time to attend Staff Support Group Meetings The Trust recognises the benefits of Staff Support groups to individuals and the Trust. Staff should be encouraged and supported to attend the staff support group meetings. Members of each support group are permitted paid release from duties to attend support group activities. In addition, any member can be released for one day a year (pro rata) to attend a conference related to the activities or training. Any further hours for which staff wish to be released from duties in order to take part in support group activities may be taken as annual leave, unpaid leave or made up as flexi time. A request must be made to your line manager well in advance to ensure service continuity. If a number of staff from one department request to attend the same network meeting and it is felt that the needs of the service cannot sustain this then advice should be sought in the first instance from the Equality team. A fair approach needs to be taken, for example rotating attendance and allowing time in the workplace for feedback to colleagues and how it has made a difference to service delivery. In exceptional circumstances the Trust reserves the right to decline a request to attend a support group meeting if it will have a detrimental impact on the service. If this happens the reason should be clearly explained to the employee and the employee should be given the opportunity to attend the subsequent meeting (s). 8 P a g e

Time to attend support group activities must be agreed with the line manager in advance and a release form should be completed in all cases whether the request has been accepted or declined (Appendix A). Once the Agreement form for Attendance at Staff Support group meetings has been completed a copy must be given to the employee and copy needs to be sent to EHR Lead, email it to equality@leicspart.nhs.uk 3.5 Meetings By agreement with the Trusts, Support Group meetings may be held on the Trusts or supporting Trust s premises. Meetings are open to all staff members who identify themselves as a member of the group that the network supports a champion or an allie of the protected characteristic the group represents. 3.6 Notification of Meetings The Support group Chair/Lead will provide advance notice of at least 3 months of the dates, times and venues of any meetings to its members and the Equality team. 3.7 Facilities The Trust will provide access to equipment and facilities for recognised Support groups including the Executive Members Support Group to enable them to fulfil their expected duties provided within the work environment i.e. - access and reasonable use to a telephone, fax, internal mail, email, franking machines, photocopiers, and reasonable accommodation for meetings. 3.8 Disputes The Trust will make every effort to resolve disputes in relation to time off for attendance at Support group meetings and time off for undertaking recognised duties. Where permission to take time off is withheld, the appropriate management representative will give an explanation for the reason(s). If the individual is dissatisfied with the decision, the matter will be dealt with through the Trust s Grievance Procedure. 9 P a g e

Section 4: Responsibilities 4.1 What are the Responsibilites of Each Individual Staff Support Group and the Trust? Each Staff Support Group and the Trust have the following responsibilities: Staff Support Group To develop and publicise its aims and objectives and review these regularly to ensure that they meet the needs and expectations of members and the Trust. Advising the Trust on development, consultation and implementation of policies in an appropriate manner to prevent them from negatively impacting on equality target group staff patients and clients. To also, be a source of information and guidance for the Trust at a Senior Management level. Develop and publicise an annual work programme for the Staff Support Group and review of past activities. Over/Summary of activity will be reported to HOG by a representative of the Equality team. Appendix C shows an annual work programme and review template To liaise with Union/Staff Side representatives on issues relating to Equality and Human Rights in the workplace. To provide a mix of inclusive and exclusive, supportive and well-publicised forum for employees who are covered by the aims and objectives of the group To provide an open session available at meetings for those with an interest in the network s agenda, or for speakers who are not members to attend. LPT To consult with the staff support groups when reviewing or developing relevant employment policies, procedures and strategies, and service developments. Actively engage the staff network in the development of policies and seek advice on confidential matters To ensure that an annual sum of money of 3,000 is made available for staff network activities. Has a responsibility to publicise the network and the importance of participating in staff network activities. To reflect the views and comments of the staff support groups in Due Regard process that support relevant policies, procedures and strategy review and feedback to the staff support groups on the outcomes of consultation. Promote the networks to new (at induction) and existing employees and encourage managers to release employees to participate in them. 10 P a g e

Staff Support Group Advertise and communicate widely, using various mediums, e.g. Staff E Forum, face-to-face outreach, email, phone, letters, to ensure that all staff are aware of and have access to the activities of the group To actively respond and engage with consultation opportunities that are relevant to the interest of the group members including participating in Due Regard activities To raise issues of collective concern to group members with the Trust (or other NHS employer where member is external to the Trust) and act to address these concerns. Where an individual employment issue is raised, signpost the individual to HR Champion and other channels of support including, Occupational Health and Union representatives, Anti-bullying and Harassment Support Service coordinator. LPT Listen constructively and respond to employee concerns raised through the staff support groups. To respond to equalities-related training needs of the wider workforce and service improvement actions as identified by the staff support groups. To organise an annual review meeting between board members and the chairs of the staff support groups and report progress back to the staff support groups on those issues discussed at the review. Take part and promote initiatives developed by the staff support groups. 11 P a g e

Appendix A INSERT RELEVANT SSG LOGO HERE Leicestershire Partnership NHS Trust Model Terms of Reference [Month] [Year] [Name of support group] Membership Membership is open to all LPT [equality group] staff (full/part time); allies/.champion representatives e.g. Chief Executive, Equality and Human Rights team. All members will be required to register on the Staff E-Forum. Purpose 12 P a g e To provide a safe and confidential space in which issues of relevance to [Equality group] staff can be discussed openly and for staff to meet one another in an informal and safe setting. To work with LPT to eliminate discrimination and inequality particularly on the grounds [equality group], (Due Regard) To meet regularly with [equality group], colleagues, allies, and representatives from external partnerships and community groups To host Stonewall Diversity Champions Regional Employers Network and other network meetings Development, Reverse Mentoring, 1:1 coaching and specific [equality group] induction training for all staff To provide a gateway of support and assistance to [equality group] staff in the workplace including signposting them through internal processes or external services To promote cultural development events to celebrate e.g. [equality group festivals/events engage with wider [equality group], community activities such [examples here] To support the public health messages in [equality group] communities and to influence service delivery and engagement with [equality group] patients. To ensure that [equality group], equality perspective is proactively considered by LPT. Compile an annual Action Plan for the [equality group], which will be regularly reported to Health Organisation Group.

Governance arrangements The [equality group], Support Group will consist of the following key roles (a, b, and c) who will be nominated or elected by the membership: a) Chair/Lead, b) Vice Chair/Lead c) Secretary. d) Representative from the EHR team who will attend on invitation from the Chair/Lead Categories a, b and c serve for three years and are elected on a rolling basis so they all change in separate years. When needed, ballots will use the single transferrable vote system and the EHR team will fulfil the returning officer role. Only full members of the [equality group], will be eligible to vote Quorum Network meetings have a quorum of three, including either the Chair/Lead or the Secretary. Two weeks notice of meetings will normally be given via email notification, e forum notifications and on E source. To join the network To join the [equality group], Support group or request to attend any Support Group meeting please contact: Chair/Lead [insert name telephone and email contact details here] Or Vice Chair/Lead [insert name telephone and email contact details here] Or Secretary [insert name telephone and email contact details here] Vyv Wilkins Equality and Human Rights Team Email vyv.wilkins@leicspart.nhs.uk Tel 0116 295 7680 13 P a g e

Appendix B Agreement form for Attendance at Staff Support Group Meetings Officer Name Officer Role Directorate/Service Manager to tick accepted or declined with reason, sign and date Date Time Activity Accepted Declined & Reason Sign Date I request for paid release / time off in lieu as outlined above. Signed by employee: Date: Once completed a copy needs to be given to the employee and a copy sent to equality@leicspart.nhs.uk 14 P a g e

Appendix C Support Group Work Plan and Review Priority Work Stream Action required By Whom Achievement Deadline Success Indicator Actions to be Taken Forward into Next Year Staff Network: Signed by Chair: Date 15 P a g e