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RETURN TO WORK POLICY

POLICY

Reference HR/0042

Approving Body Joint Staff Partnership Forum

Date Approved May 2020

Issue Date May 2020

Version 1.1

Summary of Changes from Previous Version

Change to the flow chart as a result of changes to self-shielding

Supersedes 1

Document Category Human Resources

Consultation Undertaken

Clinical Chairs, DGM’s, JSPF, Advice and Guidance Group, Workforce Group

Date of Completion of Equality Impact Assessment

08.07.2020

Date of Environmental Impact Assessment (if applicable)

N/A

Legal and/or Accreditation Implications

• ACAS Code of Practice on Grievance and Disciplinary Procedures

• Equality Act 2010 • Employment Rights Act 1996 • Employment Relations Act 1999 • Employment Act 2002 • Trade Union and Labour Relations (Consolidation)

Act 1992 • Trade Union Act 2016

Target Audience

All staff except Bank Staff

Review Date May 2023

Sponsor (Position)

Director of People

Author (Position & Name)

Head of Operational Human Resources

Lead Division/ Directorate

Human Resources

Lead Specialty/ Service/ Department

Human Resources

Position of Person able to provide Further Guidance/Information

Head of Operational Human Resources

Title: Return to Work Policy Version: 1.1 Issued: May 2020 Page 2 of 40

Associated Documents/ Information Date Associated Documents/ Information was reviewed

1. GD08 Reasonable Adjustments Guidance 2. GD29 Annual Leave Guidance for AFC 3. GD30 Annual Leave Guidance for Medical Staff 4. GD31 Special Leave Guidance 5. GD33 Parental Leave Guidance 6. GD38 TOIL Guidance 7. GD 40 Disciplinary Policy Supplementary Guidance for Managers and

Employees 8. GD42 Flexible Working Guidance

9. GD51 Remote Working Guidance 10. COVID-19 Risk Assessment 11. General Risk Assessment – General Offices and Associated Activities 12. Job Planning Toolkit 2020/2021

January 2020 April 2020 April 2020 March 2020 January 2018 January 2018 December 2019 September 2018 May 2020 May 2020 May 2020 December 2019


CONTENTS

Item Title Page

1.0 INTRODUCTION 4

2.0 POLICY STATEMENT 4

3.0 DEFINITIONS/ ABBREVIATIONS 4

4.0 ROLES AND RESPONSIBILITIES 5

5.0 APPROVAL 5

6.0 DOCUMENT REQUIREMENTS 6

7.0 MONITORING COMPLIANCE AND EFFECTIVENESS 12

8.0 TRAINING AND IMPLEMENTATION 13

9.0 IMPACT ASSESSMENTS 13

10.0 EVIDENCE BASE (Relevant Legislation/ National Guidance) and RELATED SFHFT DOCUMENTS

13

11.0 APPENDICES 14

APPENDICIES

Appendix 1 Equality Impact Assessment 14

Appendix 2 EMPLOYEE UNABLE TO ATTEND WORK FLOWCHART – COVID-

19

17

Appendix 3 RETURN TO WORK GUIDANCE – COVID-19 SPECIFIC

18

Appendix 4 RETURN TO WORK TEMPLATE LETTER – COVID-19 SPECIFIC

19

Appendix 5 Return to Work Form following COVID-19 pandemic

21

Appendix 6 COVID-19 Risk Assessment for Carrying out General Office & Associated Activities

23

Appendix 7 COVID 19 Individual Staff Rick Assessment 27

Appendix 8 Competency Action Plan 30

Appendix 9 Returning to Work - Frequently Asked Questions 33


1.0 INTRODUCTION 1.1 The policy outlines the Trust Policy in relation to managing employees who are returning

to work following a period of absence.

1.2 There are a number of reasons employees may have been away from the work environment including a period of maternity or family leave, a career break, long term sickness absence, bereavement or a secondment.

1.3 They may have been absent due to the Covid-19 pandemic and may have been stood

down, had a period of sickness absence or have been shielding. 1.4 Employees who are not fit to return to work will continue to be managed via the Trust’s

Sickness Absence & Wellbeing Policy. Further information or support relating to the Trust’s Sickness Absence & Wellbeing Policy can be sought from the HR Business Partner Team.

1.4 It is important that staff understand their obligations and rights regarding this aspect of

employment. 2.0 POLICY STATEMENT 2.1 The aim of the policy is to provide a framework within which managers can work with employees to facilitate a safe return to the workplace. 2.2 This policy has been agreed to ensure that employees are supported to return to work in

a safe and timely manner and that any issues are dealt with fairly. 2.3 This policy applies to all staff of the Trust, including medical staff, with the exception of

Bank Staff. 3.0 DEFINITIONS/ ABBREVIATIONS The Trust: Means the Sherwood Forest Hospitals NHS Foundation Trust

Employee: Employees of the Trust with the exception of bank staff.

Family Leave: A period of leave from the Trust including maternity, paternity, shared parental or adoption leave.

Career Break: A career/employment break whereby staff take an agreed period of time away from their job on the understanding that they will return when that period has expired.

Long Term Sickness Absence: A period of continuous sickness absence of more than four weeks.


Shielding: Recipients of a letter from the NHS / Medical Practitioner to advise of clinical extreme vulnerability to COVID-19, advising to stay at home at all time and avoid any face-to-face contact.

Stood Down: Employees of the Trust who have remained on full pay, not working on site but available to the organisation to work as and when needed

Working from home: Where there has been an agreement for the member of staff to be able to provide their work plans from a home environment

4.0 ROLES AND RESPONSIBILITIES

4.1 Line Manager

Ensuring staff are aware of and have an understanding of this policy.

Adopting a person centered approach to managing staff.

Addressing any problems at the earliest opportunity and encouraging informal resolution in the first instance, where appropriate.

Maintaining confidentiality throughout the process

Supporting staff to ensure employee’s health and wellbeing is considered and correct support is put in place e.g. referral to Occupational Health, sign posting to Employee Assistance Programme (EAP), staff counselling.

Maintain weekly contact with the employees away from the workplace

Keep a log of all contact made with the employee – date, time, message left and details of discussion.

Complete Employee Risk Assessments where appropriate to mitigate any risk to individuals and facilitate a return to work safely

Ensure measures are taken to establish a safe working environment, taking into account infection control and social distancing measures

4.2 Employees

All colleagues are to ensure their conduct is aligned with Trust values and behaviours

To co-operate with informal and formal procedures within the policy

To raise any concerns or issues preventing a return to work with their manager

To have honest and open discussions with their manager to facilitate appropriate support being implemented

To comply with any measures put in place to ensure safety at work, including complying with social distancing and infection control measures

To be aware and adhere to professional Codes of Conduct.

4.3 Human Resources

Provide advice to managers regarding implementation of this policy.

The HR Business Partner Team to be attendance at any formal sickness absence meetings to provide support and advice.


The HR Operational Team to be in attendance at any formal disciplinary meetings to provide support and advice.

4.5 Trade Union Representatives

Trade Union Representatives have an important role to play in providing advice and/or support to individual colleagues, work in partnership with the Trust to ensure conduct and behaviour is in line with the Trusts values and behaviours.

5.0 APPROVAL

5.1 Joint Staff Partnership Forum 6.0 DOCUMENT REQUIREMENTS

6.1 Reasons for absence from the workplace 6.1.1 There may be a number of reasons why employees have been absent from the work

environment including a period of maternity or family leave, a career break, long term sickness absence, bereavement or a secondment.

6.2.2 Staff may also have been absent due to the COVID-19 pandemic, including shielding,

sickness absence, infection precaution, working from home, or childcare issues. 6.2 Arranging a Return to Work 6.2.1 Engagement with staff who have been absent from work is essential in order to facilitate

their return to work. 6.2.2 Managers are encouraged to write to staff in advance of their return to work. A template

letter is available at Appendix 4. 6.2.3 For any staff who have been absent due to a health related reason, or who have been

shielding due to underlying health conditions, a risk assessment must be completed, and adjustments made to ensure staff can safely return to work. This must be discussed with the employee and retained on the individual’s personal file. Further advice relating to underlying health conditions can be sought from the Trust’s Occupational Health department.

6.3 Staying in Touch 6.3.1 Whilst the employee is absent from work the line manager should maintain contact with

the employee and this should be documented.


6.3.2 Managers should keep a log of all contact made with the employee including the date, time, message left and details of discussion.

6.4 Working Environment 6.4.1 Prior to employees return to work, managers should review the working environment and

consider whether any changes are necessary to facilitate the staff members return. 6.5 Prior to Return to Work 6.5.1 Prior to the employee returning to work, line managers must have a one-to-one

conversation with each employee where a key focus is on health, safety and well-being. Managers should hold sensitive and open discussions with every individual and discuss adjustments and/or ongoing support to facilitate an effective return to the workplace.

6.5.2 Where applicable, individual risk assessments should be completed with employees to

identify any risks and appropriate mitigation. A template risk assessment is available (Appendix 6 & 7)

6.5.3 Occupational Health advice should be sought where appropriate and where individuals

have an underlying health condition and reasonable adjustments may be required. 6.6 Annual Leave 6.6.1 Staff who have been absent from work will still have accrued annual leave in line with

national Terms and Conditions. 6.6.2 To support a safe return to work that prioritizes the individual’s health and well-being;

annual leave can be used in order to support a phased return to work. This must be discussed prior to the individual’s return to work.

6.6.3 As per Agenda for Change terms and Conditions and employment legislation, employees

will only be entitled to an additional day off for a public bank holiday, when absent due to maternity leave.

6.6.4 When an employee is absent for any other reason on a public bank holiday, the

entitlement for the bank holiday must be deducted. 6.6.5 The Trust acknowledges the importance of taking annual leave regularly, to support staff

health and well-being. 6.6.6 Employees will only be able to carry over leave to the following leave year due to

exceptional circumstances. This must be authorized by the relevant Divisional General Manager.


6.7 Return to Work 6.7.1 It is vital that every employee feels that they are returning to a supportive and caring

environment. Absences from the workplace can affect individuals in different ways, depending on the individual’s job role and individual circumstances.

6.7.2 To ensure an inclusive culture, and to facilitate the employee’s return to work, it is vital

that managers complete a one to one return meeting with each employee, which is focussed on health, safety and well-being. A template to record this meeting can be found at Appendix 5. Managers must have a sensitive and open discussion with the individual to discuss any adjustments and / or on-going support that may be required by the employee.

6.7.3 During the employee’s absence, there may have been extensive changes to the service /

department’s working practice, e.g. use of PPE, changes in procedures, how queries or issues are being address. It is imperative that employees are informed of these changes to working practice as soon as possible.

6.7.4 Whilst the employee has been absent from work, it may be that some / all competencies

have expired. The return to work meeting should cover any expired competencies, and how the individual will be supported to gain these competencies. This will ensure the employee is fully equipped to deal with the changing work environment.

6.7.5 It is essential that as part of the employee’s return to work, that managers complete a

follow up meeting to ensure individuals are receiving the relevant support. This must be held following the first week of the employee’s return.

6.8 Training and Support 6.8.1 It is recognised that employees who are absent from the workplace for a prolonged

period of time may need support to refresh their knowledge and skills. 6.8.2 Managers should discuss with employees the support required in order to resume their

role safely, and fulfill the duties of their role. 6.8.3 In line with the Trust’s training and compliance standards, all staff have a duty to

complete their mandatory training. Any outstanding training must be completed upon the employee’s return to work

6.8.4 A supportive action plan outlining the competencies to be achieved should be created,

with agreement from the employee. Support should be provided to the employee to enable achievement of the competencies and to be signed off as competent.

6.8.5 Consideration should be given to a supernumerary period to allow the individual to gain

confidence and complete competencies. Managers should consider amending job plans / job duties during this period in order to support the employee’s return to work.

6.8.6 Consideration should also be given to on-call rota’s, and ensuring the individual is competent and comfortable to undertake on-call duties.


6.8.7 A review of the employee’s competencies should be undertaken regularly throughout the

supportive return. Upon completion of competencies, this should be signed by the line manager and the employee, and retained in the personal file.

6.9 Additional Support Required 6.9.1 Individuals may have been absent from the workplace for a range of reasons and which

can impact individuals differently including psychological and physical changes. These include anxiety about returning to the workplace as well social isolation due to long term absence, or adjusting to significant life events such as a new baby.

6.9.2 Some may have experienced challenging domestic situations, such as juggling childcare,

caring for a vulnerable relative, or financial worries. Some will have experienced illness, or bereavement.

6.9.3 Communication with employees is imperative. Ensuring employees are fully informed will

help in their return to work. Staff health and well-being is pivotal and managers should pay specific attention to those who have particular requirements (e.g. health issues, childcare or other caring responsibilities).

6.9.1 Childcare 6.9.1.1 It may be that staff require a phased return to their full role, or want to discuss a new

working arrangement, especially if their domestic situation has changed during their absence.

6.9.1.2 Some staff may not be in a position to return to their contracted hours / base site,

especially if they have childcare responsibilities. Managers are encouraged to look at ways that staff can be supported, such as Flexible Working Requests and Parental leave.

6.9.2 Travel to Work 6.9.2.1 Some members of staff may have concerns about travelling and socially distancing on

public transport or it may not be as readily available. 6.9.2.2 Provisions have been put in place to support employees with travel to and from work

and employees should be signposted to the relevant travel options available. 6.9.3 Sickness absence 6.9.3.1 If employees are not fit to return to work, they will continue to be managed via the

Trust’s Sickness Absence & Wellbeing Policy, which can be found on the Intranet. 6.9.3.2 For further information or support relating to the Trust’s Sickness Absence & Wellbeing

Policy, please contact the HR Business Partner Team.


6.9.4 Working from home 6.9.4.1 Working from home may be facilitated for some roles and should be encouraged where

available. 6.9.4.2 Further information regarding Remote Working can be found in the Remote Working

Guidance (GD51) on the Intranet. 6.9.5 Occupational health advice 6.9.5.1 Employees who had a reasonable adjustment in place prior to their absence may need a

different one on their return to a workplace. 6.9.5.2 Similarly, individuals who didn’t previously have a mental health condition may have

experienced mental health challenges and need to discuss changes to help them overcome any barriers and fulfill their role.

6.9.5.2 For further support relating to pre-existing or new medical conditions, please contact the

Trust’s Occupational Health Department. 6.9.6 Bereavement 6.9.6.1 Where employees have suffered bereavement, they should be managed sensitively with

appropriate leave and support offered to the individual. 6.9.6.2 Employees who suffer bereavement shall be granted paid leave up to a period of two

weeks leave, which may be taken on separate occasions according to individual need. In special circumstances Managers may extend the period of leave which can be paid or unpaid. Managers should take advice from Human Resources when considering extending paid or unpaid leave. Further guidance around leave provisions can be found in the Special Leave Guidance (GD31).


6.10 Failure to Return to Work 6.7.1 The Trust will endeavor to resolve all issues informally in the first instance and implement

appropriate support to facilitate a return to work. 6.7.2 However, if an informal resolution cannot be reached and an employee continues to

refuse to attend work, this will be viewed as a breach of contract and managed in line with either the Trust Disciplinary Policy or the Trust Sickness Absence & Wellbeing Policy as appropriate.

Employee states they are unable to return to work

Discuss with employee their reasons for absence

Implement appropriate support to enable employee to return to work

If employee still refuses to return to work, discuss further support required and advise potential disciplinary action

If employee still refuses and support has been put in place, absence will be marked

as unauthorised and will be unpaid

Continued unauthorised absence will result in disciplinary action and potential

dismissal


7.0 MONITORING COMPLIANCE AND EFFECTIVENESS

Minimum Requirement

to be Monitored

(WHAT – element of compliance or

effectiveness within the document will be

monitored)

Responsible Individual

(WHO – is going to monitor this element)

Process for Monitoring

e.g. Audit

(HOW – will this element be monitored (method used))

Frequency of

Monitoring

(WHEN – will this element be monitored

(frequency/ how often))

Responsible Individual or Committee/

Group for Review of Results

(WHERE – Which individual/ committee or group will this be reported to, in what format (eg

verbal, formal report etc) and by who)

Policy Implementation

Head of Operational HR Audit Monthly JSPF

Policy Implementation

Director of HR & OD Audit Monthly Private Board of Directors

Title: Return to Work Policy Version: 1 ; Issued: May 2020 Page 13 of 40

8.0 TRAINING AND IMPLEMENTATION 8.1 Training has been provided to Managers on the application of this Disciplinary Rules and procedure and update training is made available on a yearly basis. Trade Union Representatives also receive training via their union’s training resources.

9.0 IMPACT ASSESSMENTS

This document has been subject to an Equality Impact Assessment, see completed form at Appendix 1

This document is not subject to an Environmental Impact Assessment

10.0 EVIDENCE BASE (Relevant Legislation/ National Guidance) AND RELATED SFHFT DOCUMENTS Evidence Base:

ACAS Code of Practice on Grievance and Disciplinary Procedures

Equality Act 2010

Employment Rights Act 1996

Employment Relations Act 1999

Employment Act 2002

Trade Union and Labour Relations (Consolidation) Act 1992

Trade Union Act 2016 Related SFHFT Documents:

Grievance Policy

Dignity at Work Policy

Appeal Policy

Capability Policy

Sickness Absence and Wellbeing Policy

Disciplinary Policy

Leave Policy 11.0 APPENDICES

Competency/Training Form

Risk Assessment Template

Keeping in Touch with self-isolated staff form

Employee Unable to Attend Work Flowchart – Covid-19

Return to Work Guidance - Covid-19 Specific

Template Letter – Covid-19 Specific

Return to Work Form - COVID-19 Specific


APPENDIX 1 - EQUALITY IMPACT ASSESSMENT FORM (EQIA)

Name of service/policy/procedure being reviewed: Disciplinary Policy

New or existing service/policy/procedure: Existing

Date of Assessment: 08.07.19

For the service/policy/procedure and its implementation answer the questions a – c below against each characteristic (if relevant consider breaking the policy or implementation down into areas)

Protected Characteristic

a) Using data and supporting information, what issues, needs or barriers could the protected characteristic groups’ experience? For example, are there any known health inequality or access issues to consider?

b) What is already in place in the policy or its implementation to address any inequalities or barriers to access including under representation at clinics, screening?

c) Please state any barriers that still need to be addressed and any proposed actions to eliminate inequality

The area of policy or its implementation being assessed:

Race and Ethnicity

None To treat all staff consistently and fairly hence monitoring at performance meetings and JSPF

None

Gender


None

Age


None

Religion None To treat all staff consistently and fairly hence monitoring at

None


performance meetings and JSPF

Disability


None

Sexuality


None

Pregnancy and Maternity


None

Gender Reassignment


None

Marriage and Civil Partnership


None

Socio-Economic Factors (i.e. living in a poorer neighbourhood / social deprivation)


None

What consultation with protected characteristic groups including patient groups have you carried out? Disciplinary Policy Working Group, JSPF Sub Group, JSPF, Policy Reading Group.


What data or information did you use in support of this EqIA? Monitoring data from ESR.

As far as you are aware are there any Human Rights issues be taken into account such as arising from surveys, questionnaires, comments, concerns, complaints or compliments? No

Level of impact From the information provided above and following EQIA guidance document Guidance on how to complete an EIA (click here), please indicate the perceived level of impact: Low Level of Impact For high or medium levels of impact, please forward a copy of this form to the HR Secretaries for inclusion at the next Diversity and Inclusivity meeting.

Name of Responsible Person undertaking this assessment: Head of Operational HR

Signature: DA Lister

Date:

http://sfhnet.nnotts.nhs.uk/content/showcontent.aspx?ContentId=49233

http://sfhnet.nnotts.nhs.uk/content/showcontent.aspx?contentid=50945


APPENDIX 2 - EMPLOYEE UNABLE TO ATTEND WORK FLOWCHART – COVID-19


APPENDIX 3– RETURN TO WORK GUIDANCE – COVID-19 SPECIFIC Arranging a Return to Work for Individuals who have been Shielding 1.1 For any staff who have been shielding due to underlying health conditions, a risk assessment

must be completed, and adjustments made to ensure staff can safely return to work. This must be discussed with the employee and retained on the individual’s personal file. Further advice relating to underlying health conditions can be sought from the Trust’s Occupational Health department.

1.2 Some employees may still be required to shield under government guidance because they

are ‘clinically extremely vulnerable’ and at particular risk from COVID-19 infection. Employees must ensure that if government guidelines require further shielding, that evidence of this, e.g. a letter from a Medical Practitioner / fit note is provided to the line manager in a timely manner.

Arranging a Return to Work for Individuals who are Carers 1.3 Some staff may be concerned because they live or care for someone who is classed as high

risk. Managers and employees must have an open discussion regarding these concerns, and a risk assessment must be completed where to necessary to mitigate any risks, and support staff health and well-being.

Arranging a Return to Work for Individuals who have been on sickness absence with Covid-19 1.4 A return to work following sickness absence with Covid-19 should be managed in line with the

Trust Sickness Absence & Wellbeing Policy, which can be found on the Intranet. 1.5 Staff who develop symptoms of COVID-19, (high temperature, new, continuous cough or a

loss or change to sense of smell or taste) will still need to self-isolate for 7 days and until they have remained free of a temperature for two days. If staff live with someone who develops these symptoms will still need to self-isolate for 14 days. More information can be found on the Government website.

Working Environment 1.6 Prior to employees return to work, managers should review the working environment and

consider:

- Can staff maintain a 2m physical distance between each other? - How will you manage meetings, interviews and other interactions? - What about communal areas such as canteens or kitchen areas? - How can you implement resourcing strategies to support physical distancing such as

‘cohorting’ (i.e. keeping teams of workers working together and as small as possible), or staggering working hours so that not all staff are in at the same time?


APPENDIX 4 – RETURN TO WORK TEMPLATE LETTER – COVID-19 SPECIFIC

King’s Mill Hospital Mansfield Road

Sutton in Ashfield Nottinghamshire

NG17 4JL

Tel: 01623 622515 Join today: www.sfh-tr.nhs.uk

NAME ADDRESS ADDRESS ADDRESS

DATE Dear NAME, Covid-19 Outbreak – Returning to Work Safely Following correspondence from our Executive Team, in our response to the Covid-19 outbreak we took a number of actions to practise social distancing and to reduce the risk of transmission. In order to protect colleagues and patients the decision was taken to send colleagues home where it was possible to do so without impacting on patient care. Over the last few weeks we have been looking ahead and identifying ways in which we can continue to be agile and adapt to new ways of working during Covid-19. Divisional management and supporting services have developed proposals and recommendations for how we can sustain services and safely introduce other key patient services over a period of time. We are now in a position to support colleagues who have been working from home, who have been on stand-by from their roles or have been shielding, to return to the workplace. Over the next few weeks, we will determine what and how key services will be mobilised and the workforce requirements to achieve this. I recognise that you will have concerns regarding returning to the workplace, be it juggling childcare issues, travel issues, caring for vulnerable relatives or your own health and safety. I want to reassure you that every concern will be taken seriously and support will be provided to ensure a return to work can be facilitated. We are reviewing the office and working environments throughout the Trust to ensure that Infection Control and Social Distancing measures can be adhered to and that the working environment is safe for colleagues to return to. I will also arrange regular catch ups to ensure you receive appropriate support to facilitate your return to work. Where appropriate, a risk assessment will be completed to identify any specific risks and how these can be mitigated. Occupational Health advice may also be sought to provide specific advice.


I recognise that this is a worrying time; you can access the employee assistance programme by calling 03303 800658 or visit www.vivup.co.uk. If you have any queries you can contact Trust dedicated coronavirus HR Helpline: 06123 622515 ext 4633. I value everything you are doing and I can assure you that I am very mindful of ensuring that you are cared for and supported throughout your return to work during these challenging times. Yours sincerely, Line Manager Title


APPENDIX 5 – RETURN TO WORK FORM – COVID-19 SPECIFIC PRIVATE & CONFIDENTIAL

Return to Work Form following COVID-19 pandemic The following should be completed by the Line Manager with the Employee as part of the employee’s return to work :

Employee Surname…….….…….…...…………..….First Name …………..………….………..……….. Name of Line Manager ………………………………………………………………………..…………….

Absence Start Date …………….………… Date Returned to work ………………………………..

Please record the following information / action / advice discussed

Action Discussion Further comments / notes

Risk Assessment completed

(Discuss the completion of the Risk Assessment with the employee and the actions highlighted from this)

Support discussed (Discussion if any additional support is required to facilitate the employee’s return to work, eg Occupational Health, VIVUP EAP Scheme, phased return to work etc)

Workplace safety measures

(Discuss any Infection Prevention and Control measures to be implemented including hand hygiene and social distancing. Include discussions on PPE, if appropriate)


Changes to service / department / ward

(Ensure the employee is made aware of any changes to the service / procedures. Discuss any training that may be needed for the employee to be able to deliver the changed service / procedure.)

Mandatory Training compliance

(During period of absence, employee’s competencies may have expired. Identify any that require completion and how employee will be supported to complete these. Inclusive of Mandatory Training)

Record any additional discussions with the employee and agreed actions.

Signed (Employee)………………………………………..………….. Date ..…..…/…..……/…..…… Signed (Line Manager)………………………………………………. Date ………/……..…/……….. (Or appropriate senior person)

Copy to be placed on personal file


Appendix 6: COVID-19 Risk Assessment for Carrying out General Office & Associated Activities

GENERAL RISK ASSESSMENT FOR CARRYING OUT GENERAL OFFICE & ASSOCIATED ACTIVITIES WITH THE CURRENT RISK FROM COVID 19 (CORONA VIRUS)

Division Department Date

Activity Working Safely During the Coronavirus Outbreak – SFH Offices and non-clinical areas

Assessor Review Date

The following generic risk assessment is a guide to managers to ensure they have assessed the risk posed to their staff with regard to the current threats associated with COVID 19 (Coronavirus) when working in an office environment at SFH Key element to observe at all times is required social distancing of a minimum of 2 metres and surface infection control Assessor to complete column 3 and 4 as applicable

1. List of generic hazards and situations

2. What is the risk? 3. Possible Risk control measures Applicable/Not applicable

4. Additional Controls to consider (list any additional controls specific to your activities)

1.Travel to & from work

Possible infection from others travelling in the vehicle, social distancing compromise

Possible infection from others on route to work

Possible cross infection from previous use of the vehicle

Possible cross infection when refuelling the vehicle

Safe parking, with social distancing compromising

Can members of staff travel to work in own vehicle with no passengers outside of current household

2. Access into the building Access through restricted areas Contact with surfaces and equipment Use of Lifts to access offices

Potential close contact with others leading to infection

Possible cross infection from touching surfaces including, doors, furniture, desks

Possible infection from respiratory droplets in restricted access areas and lifts

Advise staff to access through normal building entrance doors, accessing remotely where possible and not to touch the doors.

If possible use a tissue to open doors and dispose of in nearest bin once access complete. Are there sufficient tissues/paper towels and bins available?

Can staff wash their hands before entering the office?


Can staff arrival times be staggered to avoid close contact with other staff arriving at the same time and compromising social distancing?

Can access to staff from other areas be properly controlled so that staff are not mixing unnecessarily?

Can staff avoid the use of lifts unless absolutely necessary?

It is difficult to maintain social distancing in lifts. The Trust will be providing limits on lift occupancy and marking out safe standing zones. Please advise staff to adhere to any new protocols for lift use.

3. Use of kitchen and toilet facilities in the building


Possible cross infection from touching surfaces including, kettles, microwaves, cutlery, crockery and work surfaces

Possible infection from respiratory droplets in restricted access areas

Can the facilities be kept clean and tidy; are the facilities cleaned on a frequent basis?

Advise staff to use hot and cold running water and soap to wash hands after use of facilities for at least 20 seconds and are there suitable signs to remind staff to wash their hands

Can break times be staggered to avoid a high demand for facilities and maintain 2 metre separation?

Can the kitchen operate on a one in one out system and individuals to make their own drinks or cook their own food only?

Is there a system for staff to avoid the sharing of cups and cutlery etc. Where any items are shared the utensils and crockery used must be washed by the user before use and then washed after use and put away by the user after use.

When using toilets can staff use a tissue/paper towels to operate the door handle to access and egress the toilet and dispose of in the nearest bin. Are their sufficient supplies of tissues/paper towels and bins available?

4.Working in the offices Social isolating Contact with surfaces and equipment


Possible cross infection from touching surfaces and equipment, including, workstations, keyboards, mouse, filing cabinets, printers, copiers, welfare facilities,

Where practical can staff member work from home?

Where practical can staff work part time at home and part time in the office to reduce number of staff in the office at any one time?

Can a shift system be put in place to limit the number of staff in the office at any one time?


stationary. Possible infection from respiratory

droplets in restricted access areas and working at a desk to close to the next desk

Can we limit entry into the office to staff who work there only. Can only authorised staff signs be put in place at the entrance door to tell others? Is an appointment system useful in managing visitors from other areas?

Can workstations, desks be organised so that they are 2 metres apart at all times. If distance is a problem can staff be back to back or side to side. Some desk spaces may need to be taken out of use, have chairs been removed? If the 2 metre rule cannot be applied are screens around desks an option?

Can natural ventilation be maximised whilst maintaining thermal comfort and security?

Can each workstation ideally be limited to one user? If not can the users be kept constant i.e. not rotated around other desks? If the workstation is multi-use, do you have facilities to wipe down with antibacterial wipes before and after use and make sure all touch points are cleaned.

5. Meetings Potential close contact with others leading to infection

Use remote working tools such as Microsoft Teams to avoid in person meetings if possible.

Only absolutely necessary participants should attend meetings and should maintain 2m separation.

Consider holding meetings outdoors or in well-ventilated rooms whenever possible.

Avoid sharing pens or any other equipment etc.

If a room is used regularly for different meeting groups the tables, chairs and frequently touched surfaces must be cleaned down between groups. Keep as much time between the use of each meeting room as possible.

6. Shared Workstations Potential close contact with others leading to infection

Possible cross infection from touching surfaces and equipment, including, workstations, keyboards, mouse, filing cabinets, printers, copiers, welfare facilities, stationary.

Possible infection from respiratory droplets in restricted access areas and

Avoiding use of shared desks and spaces if at all possible and, where not possible, for example, call centre operations or training facilities, workstations must be cleaned between different occupants. Work surfaces and shared equipment must be cleaned down between users. If workstations have to be shared can the users be kept consistent? If team members move desks with roles in the same office can they work from just one desk whilst changing roles?


working at a desk to close to the next desk

Remedial Action plan

Area Action Required By Whom Target Date Completion Date


Appendix 7 COVID 19 INDIVIDUAL STAFF RISK ASSESSMENT

The following generic risk assessment is a guide to managers to support the assessment of risk to staff who may be more vulnerable to severe illness if they contract COVID-19 infection, to assess safety and if adjustments and/or redeployment are advised. This includes staff who have underlying health conditions, who are over 70, who are pregnant, who are from a Black, Asian and minority ethnic group (BAME) have a BMI of >40 (or > 35 in BAME group) and males. The Risk Reduction Framework for NHS Staff at Risk of COVID-19 infection provides a framework to support discussions with staff when completing this risk assessment https://www.fom.ac.uk/wp-content/uploads/Risk-Reduction-Framework-for-NHS-staff-at-risk-of-COVID-19-infection-12-05-20.pdf The following links may also assist managers with undertaking the risk assessment: https://www.rcplondon.ac.uk/education-practice/advice/how-carry-out-effective-covid-19-risk-assessments-medical-staff and https://www.nhsemployers.org/covid19/health-safety-and-wellbeing/risk-assessments-for-staff Name Role

Division Department/Ward

Date Assessor

Individual Question Answer (Yes/No N/A)

What control Measures or Safeguards are already in place?

Are these measures adequate?

Are there any further adjustments that can be put in place to support the staff member’s health and wellbeing?

Should redeployment be considered? Is homeworking an option?

Actions taken

1. Does the staff member have an underlying health condition and/or disability?

2. Is the staff member from a Black, Asian and

https://www.fom.ac.uk/wp-content/uploads/Risk-Reduction-Framework-for-NHS-staff-at-risk-of-COVID-19-infection-12-05-20.pdf

https://www.rcplondon.ac.uk/education-practice/advice/how-carry-out-effective-covid-19-risk-assessments-medical-staff

https://www.rcplondon.ac.uk/education-practice/advice/how-carry-out-effective-covid-19-risk-assessments-medical-staff

https://www.nhsemployers.org/covid19/health-safety-and-wellbeing/risk-assessments-for-staff

https://www.nhsemployers.org/covid19/health-safety-and-wellbeing/risk-assessments-for-staff


Minority Ethnic (BAME) group?

3. Is the staff member over 70?

4. Is the staff member pregnant? If so are they <28 weeks or >28 weeks gestation?

5. Has the staff member got a BMI > 40 (or > 35 in BAME group) https://www.nhs.uk/live-well/healthy-weight/bmi-calculator/

6. Is the staff member male?

6. Will the staff member be directly caring for Covid-19 patients (tested as positive) and undertaking Aerosol generating procedures (AGPs)


7. Will the staff member be directly caring for Covid-19 patients (tested as positive) – but not undertaking AGPs

8. Will the staff member be directly caring for patients not tested / unknown Covid-19 status but within 2 meters of patient – within any setting

9. Is the employee able to adhere to social distancing guidance?

10. Does the staff member have access to hand washing/hand sanitising facilities?

Any additional information /further details/ comments

Assessor Signature _________________________ Date _______________ Employee Signature _________________________ Date _______________

Risk Assessment Review Date


Appendix 8 ‘Competency Action Plan

This form is to be used following an employee’s return to work following a prolonged period of absence, e.g. long-term sickness, secondment, maternity leave, career break etc.

Name of employee

Job title

Department

Date of Initial Meeting

Competencies required Support & Development Actions Competency Signed off (Signed and Dated)

1

2

3


4

Review Date:

Comments.

1

2

3


Title: Return to Work Policy Version: 1 Issued: May 2020

33

Appendix 8 Returning to Work - Frequently Asked Questions

1. My manager has asked me to return to work and I am worried about my health and

that of my family - how can I protect myself coming in and out of work?

Please follow the guidance provided by nhs.uk and also our dedicated Trust Coronavirus intranet webpages:

nhs.uk web guidance on Coronavirus (Covid-19)

Trust Coronavirus webpages

2. My manager has asked me to return to work and my childcare arrangements have

broken down/ my children have not yet returned to school. What should I do?

There are a number of provisions in place to support staff who cannot attend work due to

childcare issues. Discuss with your line manager the options that may be available for you

including flexible working, Carer’s leave, taking annual leave or TOIL, or taking short term

unpaid leave or parental leave. Please note, this does not have to be agreed and the service

requirements will be taken into account.

As a Primary Carer you can access 5 days Carers Leave in accordance with the current

Trust Leave Policy. In addition to this you can also access an additional 5 days Carers Leave

at discretion of your line manager, during the COVID pandemic. After this period any further

leave may be taken as TOIL and/ or annual leave and then unpaid leave. As per current

arrangements any requests for leave will need to be authorised by your Manager. Carer’s

Leave shall be granted within the leave year, and not on a rolling year basis. Separate

guidance can be found on Trust Coronavirus webpages.

During the COVID-19 pandemic, all NHS staff are classed as key workers; this means that

the children of all of our employees will be prioritised for education provision if they cannot

be kept safely at home. If your child’s school is closed then please contact your local

authority, who will seek to redirect you to a local school in your area that your child, or

children, can attend.

3. My manager has asked me to return to work but I cannot get to work via normal

mode of transport.

Provisions have been put in place to support employees with travel to and from work. Speak

to your manager about the options available including other modes of transport e.g. Buses,

Taxi, Car-sharing (only 2 people per car). Adjustments may also be able to be made to your

working hours or work location.

4. My manager has asked me to return to work but members of my household are

vulnerable or in a "High Risk" category.

Some staff may be concerned because they live or care for someone who is classed as high

risk. Managers and employees must have an open discussion regarding these concerns,

https://www.nhs.uk/conditions/coronavirus-covid-19/

http://sfhnet.nnotts.nhs.uk/admin/webpages/default.aspx?recid=4393

http://sfhnet.nnotts.nhs.uk/admin/webpages/default.aspx?recid=4393


34

and a risk assessment must be completed where necessary to mitigate

any risks, and support staff health and well-being.

Where staff who are not themselves required to self-isolate on medical grounds, feel unable

to attend, the line manager should explore the options available with individual. Options that

may be considered include:

working from home (if appropriate)

a temporary voluntary move into alternative accommodation

The line manager will be considerate of any care arrangements that may be compromised by

staff not being at home.

Where staff are required to remain at home for the purposes of maintaining care

arrangements, special leave, annual leave, TOIL, unpaid leave, or a combination of these

can be used.

5. I have a health condition and fall into an "At Risk" category. What should I do?

Individuals with underlying health conditions, or those that fall into an ‘At Risk’ category

should complete a risk assessment with their line manager. The line manager should

consider any adjustments as necessary to reduce risk to individual, if possible.

Guidance and support can be accessed from Occupational Health who are able to advise on

any adjustments that may be necessary.

6. My manager has asked me to return to work and I received a letter from the NHS to

shield as I am at "High Risk"

For any staff who have been shielding due to underlying health conditions, a risk

assessment must be completed, and adjustments made to ensure staff can safely return to

work. This must be discussed between the employee and line manager and retained on the

individual’s personal file. Further advice relating to underlying health conditions can be

sought from the Trust’s Occupational Health department.

Some employees may still be required to shield under government guidance because they

are ‘clinically extremely vulnerable’ and at particular risk from COVID-19 infection.

Employees must ensure that if government guidelines require further shielding, that evidence

of this, e.g. a letter from a Medical Practitioner / fit note is provided to the line manager in a

timely manner.

7. My manager has asked me to return to work and I am pregnant

First and second trimester (prior to 28 weeks gestation): Your manager will discuss with

you a number of options. You will be offered the choice of whether to work in direct patient

facing roles during the COVID-19 pandemic. Pregnant women who choose to work in patient

facing roles, will be supported to do so by minimising risk of transmission through

established methods in ‘green’ or ‘amber’ areas but not working/providing patient care to

confirmed or suspected cases of COVID-19. Working from home should be considered


35

where possible. A risk assessment will be completed by your manager

in conjunction with you

Third trimester (after 28 weeks gestation) or with underlying health conditions: The

recommendation is that employees should not stay at work however in conjunction with

your manager a discussion should take place and consideration given to working in ‘green’

areas, not working with patients. For many healthcare workers, this may present

opportunities to work flexibly from home in a different capacity, for example by undertaking

telephone or videoconference consultations, or taking on administrative duties. A risk

assessment will be completed by your manager in conjunction with you

For any staff within their 3rd trimester who cannot be redeployed into another area outside of

a red area and where a risk assessment has been undertaken and reasonable adjustments

cannot be implemented, staff maybe asked to stay at home for the remainder of their

pregnancy. Full pay will be paid during this period and staff will automatically commence

their maternity leave 4 weeks prior to the expected due date.

8. I have been working from home/shielding and am anxious about returning back to

work

We know that staff will be feeling concerned and even anxious about returning back to work

for a number of reasons and we want staff to feel supported to return to a safe environment.

Your managers are working hard to ensure that everyone is safe and this includes looking at

working areas and social distancing for both staff and patients.

Different ways of working are being considered and this may include working from home on

a more regular basis, shifts systems, and extended working hours to ensure we can socially

distance and run any service.

There are a number of support mechanisms that are provided by the Trust. Support can be

accessed in a number of different ways:

Vivup, our Employee Assistance Programme. Vivup provide a confidential counselling

service to help with issues at home and work at any time, 24.7, 365 days a year.

They can be contacted on 03303 800658.

Time to Change Champions. You can contact any champion if you would like support

or advice, and can be contacted via email ([email protected]) or phone

(Ext 4632). A list of all the Champions can be found on the Intranet.

Occupational Health. Employees can ask their line managers to refer them to

Occupational Health or self-refer by calling ext 3780

HR can offer advice on the Trust’s policies, procedures and guidelines and terms and

conditions. HR also have a dedicated COVID-19 helpline which is monitored Monday

– Friday, 8.30 – 5pm.

There are a number of other online support organisations who can also offer support.

Details of all of these support services can be found on the Intranet.

9. I am worried that colleagues may not adhere to social distancing / are you

confident that I can practice social distancing at work?

mailto:[email protected]


36

Prior to employee’s return to work, managers are reviewing the working

environment, and considering the following;

Can staff maintain a 2m physical distance between each other?

How will meetings, interview and other interactions be managed?

How will communal areas be managed, such as canteens / kitchen areas?

How else can social distancing be supported eg “cohorting” (i.e. keeping teams of

workers working together and as small as possible), or staggering working hours

so that not all staff are in at the same time?

Staff who have concerns about social distancing should raise these with their immediate line

manager.

10. What happens if I don’t want to come into work?

Any concerns should be raised with your Manager in the first instance and they will listen to

any concerns and try to provide re-assurance and adjustments where feasible.

If after speaking with your Manager you are still concerned and do not wish to work your

Manager may be able to arrange with you to take the time off as annual leave, TOIL or

unpaid leave. If you feel at any point that you are unfit to attend work then you may be

classed as absent from work due to sickness. Any sickness absences will be managed in

line with the Sickness Absence Management and Wellbeing Policy.

If you continue to refuse to attend work without a valid reason, this could result in disciplinary

action.

11. I am absent from work due to Stress and Anxiety related to COVID-19 will this be

counted as sickness absence?

Yes. This will be recorded as sickness absence, and will be managed in line with the

Sickness Absence and Wellbeing Policy.

12. I am working from home. What support is there for me?

Staff may be working from home for a variety of reasons. Your manager should be making

contact with you on a regular basis, at agreed times, to check on your health and well-being

and provide support.

You will have access to all of the resources that the Trust offer, including the Trust Intranet

site and Microsoft Teams, and you are encouraged to utilise this to keep in touch with the

Trust, your colleagues and your line manager. It is important that you keep yourself well and

switch off from work once your working day has ended and there are a range of resources to

support you on our Intranet site.

You should have all of the equipment that you require. The Trust has a Remote Working

guidance document and guidance on how to set up your work station at home.

13. Will I receive any support upon my return to work?

During any prolonged absence, there may have been significant changes to the way that you

ward / department work, and how the hospital may be operating.


37

Prior to your return to work, your line manager should contact you to

discuss with you any ongoing support that you may require to assist in

your return, such as Occupational Health advice. Your manager should also engage with

you about any changes to the department.

On your first day back at work, your manager should meet with you on a one to one basis.

This discussion should cover any support that you may require, inform you of any changes to

your working practice, and discuss any competencies that may have expired.

14. I am not confident that my skills will be up to date. What can I do about this?

It is recognised that during any prolonged absence from work, employees may not feel

confident about their skills and knowledge. Your mandatory training and competencies may

have also expired.

On your first day back at work your manager will discuss with you any outstanding

competencies, and will identify how you will be supported in order to be fully compliant.

Other support will also be discussed with you as appropriate, such as amending of job plans

or job duties, or ensuring that you have a mentor / buddy.

15. I am worried about experiencing abuse from patients / visitors. What can I do

about this?

As a Trust we have a zero tolerance policy regarding any form of abuse in our hospitals. If

you experience or observe any abusive behaviour from patients, visitors or colleagues, you

must report this to your line manager. We also request that you report this on DATIX.

Please also remember to adhere to the Trust’s CARE values and your own professional

body’s code of conduct in maintaining effective communication with colleagues, patients,

their families and other service users.

16. Can I still take my annual leave?

Yes you can. Staff who have been absent from work will still have accrued annual leave in

line with Agenda for Change Terms and Conditions. To support a safe return to work that

prioritizes the individual’s health and well-being; annual leave can be used in order to

support a phased return to work. This must be discussed prior to the individual’s return to

work.

It is important that you do take some leave to support your own health and wellbeing. Annual

leave will not be cancelled unless in exceptional circumstances. However, there may be

circumstances where we may ask staff if they are willing to work. This would be requested

and agreed by a Manager based on service need and on a voluntary basis. It is recognised

that many staff have annual leave booked over the coming weeks and this may cause

pressure on services in maintaining clinical cover.

If you are asked to cancel any leave by your manager due to a requirement to support

COVID-19 then you are able to carry over an unlimited amount of annual leave for the years

2021/2022 and 2022/2023. At the end of 2022/2023 the Trust policy will go back to a

maximum of 5 day carry over.


38

If you are not asked to cancel any leave by the Trust then it is expected

that staff do still continue to take pre booked annual leave. Staff are asked to work with

managers to ensure service continuity is maintained and not to commit to holiday plans until

leave has been authorised by your manager in order to avoid disruptions to the service and

potential disputes.

17. My travel plans for my holiday have been cancelled. Can I cancel my annual leave

to use at another time or to carry over to next year annual leave balance?

How staff rest and recuperate is vital during these challenging times. Employees are

therefore reminded that any pre-booked annual leave should not be cancelled, unless there

are exceptional circumstances.

Employees will only be able to carry over leave to the following leave year, if they have been

unable to take annual leave because of the COVID-19 pandemic. This must be authorised

by the relevant Divisional General Manager. Managers must ensure that employees are

regularly taking annual leave throughout the year, to ensure staff have enough rest in order

to maintain their physical and mental wellbeing.

18. I have annual leave booked and I have been on standby/Shielding from my role,

will I get my annual leave back?

If you are on standby from your post or are shielding and have annual leave booked, your

annual leave will still stand. If you are on leave, this will be recorded and paid as normal, and

you will be unavailable to work for the Trust, or be on standby to work, during the period you

are on leave.

19. What if I am asked to work between King’s Mill, MCH and Newark will I get any

compensation for travel?

Mileage - If you are asked to be flexible with your base of work to support colleagues and

patients during this time you are entitled to claim for any travel expenses incurred. This will

be paid at the agreed Excess Mileage rate of 28p per mile. This can be claimed via the Easy

Expense system. If you are asked to be flexible and have any concerns about this then

please contact your Manager directly to discuss your concerns and where possible support

may be provided.

Travel Time –You will be able to claim any travel time if you are asked to change base as a

result of COVID-19 service delivery. This will be accrued as TOIL for any excess time. For

example someone who’s journey to Newark takes 30 mins but to KMH takes 1 hour the

individual will accrue 30 mins TOIL. If a staff members travel is less coming to KMH they will

not accrue TOIL as they are not at any detriment.

FURTHER SUPPORT & GUIDANCE


39

FAQ

s for

Man

ager

s

20. A

me

mbe

r of

my

staff

has

bee

n off from work caring for an individual. How do I support their return to work?

Staff may be concerned because they live or care for someone who is classed as high risk.

Employees must have an open discussion with their line manager about these concerns. A

risk assessment must be completed where necessary in order to mitigate any risks, and

support staff health and well-being. Further advice relating to any health conditions can be

sought from the Occupational Health department.

Where staff, who are not themselves required to self-isolate on medical grounds, managers

should explore the options available with individual, such as working from home or a

temporary voluntary move into alternative accommodation.

The line manager will be considerate of any care arrangements that may be compromised by

staff not being at home. Where this is not possible, special leave is annual leave, TOIL,

unpaid leave, or a combination of these can be used.

21. I have a member of staff returning to work following sickness absence. What are

the next steps?

A return to work following sickness absence should be managed in line with the Trust’s

Sickness Absence and Well-being Policy. Further information can be found on the Intranet,

or from the HR Business Partner Teams.

22. I have a member of staff who has been shielding. What are the next steps to help

in their return to work?

For any staff who have been shielding due to underlying health conditions, a risk

assessment must be completed, and adjustments made to ensure staff can safely return to

work. This must be discussed with the employee prior to their return, and retained on the

individual’s personal file. Further advice relating to underlying health conditions can be

sought from the Trust’s Occupational Health department.

If staff are asked to continue to shield either by a letter from a Medical Practitioner or a fit

note, employees must provide this evidence to the line manager in a timely manner.

If you have any further queries or questions please contact the

HR advice line on extension 4633. This advice line is manned Monday to

Friday 9am until 5pm and is for staff and managers with HR related queries.

Occupational Health can be contacted on extension 3780/ 1

The Employee Assistance Programme, VIVUP, can be contacted for

independent, confidential, impartial support to staff. They can be contacted on

03303 800658. VIVUP can be contacted 24 hours per day, 7 days per week

Nottinghamshire Hospice Grief Line offer 24 hour support to people who

have been bereaved and are in need of help. They can be contacted on 0800

111 4451.


40

The flow below details options for those unable to attend work during COVID 19

Employee Unable to

attend work flow chart 14.04.2020.pdf

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