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FOREWORD

Message from Jim Royan, Chairman of NHS Grampian

Welcome to NHS Grampian. Thank you for choosing to come and join us.As you may be aware, we provide health services across the three thousand square miles that make up the NHS Grampian area and to over five hundred thousand people who live in the area. NHS Grampian was formed in April 2004 from the previous Health Board and three Trusts. We pride ourselves on being a cohesive organisation made up of excellent staff and successful teams with good partnership relationships with other agencies, most notably local authorities. Communicating with, listening to, and developing staff is important to managers and staff alike.By becoming a member of our organisation you have committed to helping provide a safe, effective and friendly health service. It is a service made up of many different professions and skills all dependent on each other. Whether you work in one of the Community Health Partnerships, the Acute Sector or any other area, we will ensure that we empower you and colleagues to deliver high quality patient care, either directly or indirectly, to those who use our services.Once again I welcome you and wish you an enjoyable and fulfilling career in NHS Grampian.

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Local InductionThis handbook has been designed to introduce you to NHS Grampian, and to its policies and procedures. It will give you information about what you can expect from the organisation and what the organisation expects from you. It is however no substitute for effective local induction which will be delivered on the ward or department or local Community Health Partnership where you are working. Please also raise any questions you may have relating to this handbook with your manager during your induction period and beyond.

OUR COMMITMENT TO YOU

Staff Governance StandardsNHS Grampian, as part of NHSScotland, is committed to becoming an exemplar employer. We support the development of a national Human Resources Strategy which ensures that managers within the NHS value their staff and recognise that investment in staff is a direct investment in patient care. To support this, staff governance standards have been developed. As a member of staff in NHS Grampian you can expect to be:l well informed – through team meetings, the use of

team brief, staff newsletters etc

l appropriately trained – through agreeing your Personal Development Plan with your manager as part of the Performance Appraisal and Development process

l involved in decisions which affect you – through local, and Grampian-wide partnership working with staff and their representatives

l treated fairly and consistently – through

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development and implementation of NHS Grampian Human Resources policies and procedures

l working in an improved and safe working environment – regularly monitored through inspections and access to Occupational Health Services, Health and Safety support, Staff Side representatives and other appropriate mechanisms.

Our success in reaching these standards is measured on an annual basis through staff surveys. Areas for improvement are agreed and monitored through our Partnership Forum. Audit Scotland conducts an annual Staff Governance Self-Assessment Audit.

Agenda for ChangeAgenda for Change is the term used to describe the modernisation of the NHS pay system, which includes job evaluation of all posts, harmonised terms and conditions and a development tool (Knowledge and Skills Framework). This applies to all staff except doctors, dentists and the most senior managers, for which there are separate arrangements.Agenda for Change is, in summary:l a new Job Evaluation scheme, designed for the

NHS – used to transfer all current grades to the nine new pay bands

l consistent terms and conditions across all employees – some terms and conditions have already been implemented e.g. annual leave entitlement, whilst others will be actioned during the implementation period

l a development tool to support lifelong learning called the Knowledge and Skills Framework, linked to pay progression at two points, called gateways, within each pay band.

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Over the coming months, all employees will receive an individual assimilation letter, informing them of their post’s Agenda for Change pay band, as a result of the submission of an agreed Job Description.Agenda for Change will be explained in your local induction with your manager.For information on the current implementation stage or for fuller information, please contact your manager or Staff Side representative or visit the Agenda for Change link (under ‘Departments & Services’) on the NHS Grampian Intranet site or the Scottish Executive website.

Performance Appraisal & DevelopmentNHS Grampian considers it essential that all staff should receive the benefit of regular appraisals and the opportunity to discuss their development needs with their manager or supervisor.Appraisal is a two-way process. It is: l an opportunity for you to discuss with your

manager or supervisor how you have been performing in your job

l a chance to talk about what you are achieving well and what aspects of the job are changing or could be improved

l an opportunity to identify and agree any development or training you require in order for you to be better able to do your job.

Your manager or supervisor should arrange to meet with you at least twice a year to discuss your performance. Prior to your appraisal meeting you should take some time to prepare your thoughts and ideas.Further details or training on the staff appraisal system can be obtained from the Learning and Development Team.

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Investors in People/Similar StandardsSome service areas in NHS Grampian have been recognised as Investors in People. The award is given to areas that can prove that they train and develop all their staff in order to meet their business and service objectives. This is a continuous development process and we are regularly reviewed by the national accreditation body Investors in People Scotland. We continue to strive to attain this award for the whole of NHS Grampian.More information on the standards and the award can be obtained from the Learning and Development Team.

ORGANISATIONAL STRUCTURESee Appendix 2 at the end of this handbook.

INFORMATION GOVERNANCE

Confidentiality/Caldicott All staff will have access to confidential information about patients, members of staff and other activities within the organisation. All personal health information is held under strict legal and ethical obligations of confidentiality. Staff have a duty not to divulge such information to any person or agency without appropriate consent or authority. Failure to comply with this requirement is regarded as serious misconduct and may result in disciplinary action, including dismissal. You are responsible for ensuring that personal health information is kept confidential, and that patients are informed and involved in decisions about the use of their information. If in doubt, always consult your manager prior to disclosing information.As part of your contract with NHS Grampian you will

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be required to sign a confidentiality/information security statement which identifies your responsibilities and signifies your acceptance of these.

Data ProtectionNHS Grampian collects and processes substantial amounts of sensitive electronic and manual data about patients and staff. Strict control must be maintained on access to this data. This is governed by the Data Protection Act 1998 which also allows an individual a right, in law, to find out what information an organisation holds about them. Any breach of the Act may result in legal action against either the organisation or an individual. All staff must be aware of their responsibilities with regard to the processing of such information. Further information is available from the Information Governance Manager.

Freedom of InformationThe Freedom of Information (Scotland) Act 2002 gives the public the right of access to most of the recorded information held by public authorities. The right of access is not restricted. Anyone in the world can apply. You should be aware that requests can be made in any recordable format and need to be answered within 20 working days. For further information, please contact the Information Governance Manager.

Information Security Systems In your line of work you may need to have access to a variety of information systems. Effective password management is very important for the security of all computer systems. This information should only be used for the purpose it was intended.

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COMMUNICATION

Staff Communication Methods NHS Grampian is committed to being an organisation which communicates effectively both internally with staff, with the organisations who are our partners in improving health and delivering care, and with all our patients and communities.The Corporate Communications team is responsible for co-ordinating and publishing internal communications such as the monthly team brief and the staff newspaper Upfront. All media contact is channelled through the team. They are always looking for ‘good news’ stories that the local media will be interested in, so please do get in touch.The team can also help you with your communications, and should be contacted for advice on any of the following:l contact with the medial involving patients and the publicl written communications and information leafletsl events you are organising.NHS Grampian tries to ensure that it obtains very best value for money, through both use of a Corporate Print Protocol, and the Print Requirements Management Group (PRMG). Approvals of all printing and reprinting is the responsibility of the PRMG, who are acting under the auspices of NHS Grampian’s Best Procurement Implementation (BPI) Programme Board. Requests for ALL printing work must be submitted on the appropriate form, which is available either on the Intranet, or through contacting Corporate Graphic Design on 01224 559545.

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NHS Grampian Website/IntranetNHS Grampian’s website address is www.nhsgrampian.org. It displays information that the public and patients have said they would find useful. There is also a staff intranet site (http://intranet.grampian.scot.nhs.uk). The aim of this site is to give staff the opportunity to share information internally with everything from the staff discounts available to information on many of our departments. It also displays important information and policies that you will need to be aware of e.g. Learning & Development opportunities.

Partnership Working, Staff Side OrganisationsPartnership describes a way of working in which staff at all levels and their representatives are involved in developing and putting into practice the decisions and policies which affect their working lives.Partnership working is based on openness and honesty. It means that problems should be solved and decisions made through consensus where possible, even if this means taking longer to resolve issues. It does not diminish the role of the manager or Staff Side representatives in any way, but rather enhances these roles as it encourages managers and staff to work together to find solutions.Ask about Local Partnership Groups (LPG) in your workplace.NHS Grampian recommends that you consider whether or not you would like to join one of the trade unions or professional organisations appropriate to the post you hold. Further information is available from your manager or the appropriate trade union / professional organisation or the Staff Advisor.

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PROFESSIONAL REGISTRATION

Medical/Dental, Nursing & Midwifery, Allied Health Professions etc. It is a strict condition of employment that all staff who require to be professionally registered maintain their registration appropriately. Failure to do so could result in your employment being terminated.

OCCUPATIONAL HEALTH SERVICENHS Grampian Occupational Health Service is here to help staff by providing a range of services including: l advice regarding health problems/management

and self referral to nurse or physicianl confidential staff counselling services accessible

to all NHS staffl pre employment or pre placement assessments

including screening and immunisationl focused assessments of fitness to work.

STAFF SUPPORTNHS Grampian has progressive policies and practices in the following areas. For more information, please contact your manager, Human Resources representative, Staff Side representative or the Occupational Health Service.l Dignity at Workl Management of Stress in the Workplacel Violence and Aggression l Voicing Concernl Policy on Special and Carer Leave for Domestic,

Personal and Family Reasons

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l Support for Breastfeeding Mothers Policyl Domestic Abuse (Support for Staff) Policy

CHAPLAINCY PROVISION

Spiritual CareNHS Grampian is committed to providing holistic healthcare which is responsive to the physical, psychological, emotional and spiritual needs of its patients. Appropriate spiritual, pastoral and religious care is offered to people with or without specified religious beliefs.There is a Chaplaincy Service throughout NHS Grampian led by a head of Spiritual Care. Chaplains are available to offer support to patients, relatives, carers and staff. Contact numbers are available in wards and departments or by contacting the Communications Centre. The service is confidential and is available at any time of the day or night.Services of worship are conducted in various hospital settings, and hospital chapels are available for quiet prayer and meditation in some hospitals. There are facilities provided for meditation for differing faiths and further information is available via the Chaplaincy Service.

CHILD PROTECTIONChildren can come into contact with a range of health service staff, not only those working in children’s services, e.g.:l children visiting relatives

l children of women receiving treatment for domestic violence

l children of carers receiving treatment or support for mental health, alcohol or drug abuse problems.

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Every member of staff, and the public, has a role to play in protecting children; it is not just the responsibility of doctors, nurses, social workers, teachers and the police.You may see or hear things which make you worry about a child’s care, welfare or safety. If you have any such concerns, you must do something about them. Please refer to information in the Useful Contacts section.

PAY & ALLOWANCES

Contract of EmploymentA Contract Statement confirming the terms and conditions of your employment should be issued within eight weeks of your appointment date. Staff should ensure all details are correct and return a signed copy as per instruction.

Pay ArrangementsAll staff are paid directly into a bank or building society account of their choice. Staff paid weekly (primarily ancillary, maintenance or bank staff) receive payment on Thursday each week. Staff paid monthly are paid on the last day of each month. Where this falls on a Friday, weekend or bank holiday, payday is the preceding Thursday. Staff should receive their pay advice on or prior to payday.

Pensions/SuperannuationMembership of the NHS Pension Scheme (Scottish Public Pensions Agency (SPPA)) is encouraged and is automatic for new staff. Staff who wish to opt out of the scheme are required to complete a Pension Option Form (P.E.1). This form, together with a leaflet providing details of the scheme and its benefits, is provided to all

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new staff. Further information can also be obtained by contacting the Payroll Department.

Change of Personal InformationIt is important that staff notify their manager of any change in personal circumstances (e.g. change of address, marital status, etc) so that records can be updated. A tear-off mandate is attached to each pay advice so that changes of bank details and addresses can be notified directly to the Payroll Department.

Travel ExpensesNHS Grampian will reimburse expenses incurred by staff on authorised NHS business. Receipts must be obtained and submitted appropriately with claim forms.

STAFF BENEFITSFrom time to time, staff employed within NHS Grampian may be offered benefits provided by the organisation. These are generally advertised through a variety of means including notice boards.Where external retail organisations offer store discounts, proof of ID is often requested. Staff are therefore asked to show their ID badge on these occasions, for example discounted Christmas shopping events.

Nursery Provision Staff who have children who are under school age may wish to apply for a place at one of the nursery facilities operated by NHS Grampian. Some nurseries operate playschemes, after school clubs or provide a facility during school holidays for older children. To find out more about these and the appropriate costs, please contact the Nursery Manager at the appropriate nursery.

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Private Telephone CallsAt times, staff may require to make a personal phone call. Staff can obtain an NHS Grampian Phone Card which is a ‘low cost’ facility using a ‘pre-paid’ account card available to all NHS staff. All personal telephone calls made from an NHS Grampian internal telephone extension to an outside line must as a matter of routine be made using the NHS Grampian Phone Card. These can be obtained from the Communications Centre.In emergency or compassionate situations or where a member of staff is delayed in leaving the workplace due to work commitments it is acknowledged that personal calls may be made without the use of an NHS Grampian Phone Card.Phone Cards can be ‘topped-up’ using Visa, MasterCard or Switch.

Grampian Credit UnionGrampian Credit Union Ltd (GCU) is a savings and loans co-operative which all NHS Grampian employees are eligible to join. Membership allows you to:l save an amount you choose directly from your payl access low-cost, flexible borrowing. Interest is

currently charged at 1% per month.As a co-operative, Grampian Credit Union is owned and run by its members and provides a friendlymember-centred service. For more information please contact the GCU.

Health Promoting Health ServiceAs a Health Promoting Health Service, NHS Grampian, supported by NHS Health Scotland, is committed to ensuring that the health of staff, patients and visitors is integral to the organisation. The Health Promoting Health Service concept means that all health promotion

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activities are taken forward in a sustainable, effective and co-ordinated way.

SmokingNHS Grampian is committed to promoting health living and non-smoking as its normal culture. Help and support is available to staff who wish to stop smoking from the NHS Grampian Smoking Advice Service, free phone 0500 600 332. The service is provided free, locally and face to face.Smoking is only permitted in designated smoking areas and is not permitted within the buildings, in doorways or in the vicinity of entrances to hospitals or other NHS Grampian buildings. Breach of the Tobacco Policy may lead to disciplinary action.

LEARNING & DEVELOPMENTNHS Grampian is committed to the development of its entire staff to ensure that it has a workforce that is fit for the future. Key to this commitment is your Personal Development Plan.NHS Grampian offers a vast array of development opportunities, reflecting the wide range of career opportunities within our organisation. During your appraisal and personal development meetings with your manager you will be able to discuss those most relevant to your role in the organisation. For more general information about Learning & Development please check the Learning & Development pages of the NHS Grampian Intranet under ‘Learning Zone’. Some training is identified as statutory/mandatory by the organisation e.g. food hygiene, moving and handling, violence and aggression and life support training. Your manager will advise you of any requirements associated with your post.

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Professional & Practice Development UnitThe Professional & Practice Development Unit (PPDU) provides a service to meet the professional development needs of nurses and midwives in NHS Grampian. The unit is responsible for the development and facilitation of continuing professional development activities in line with service needs and policy drivers. Initiatives including Staff Nurse Development Programme, Return to Practice and Clinical Leadership are also facilitated. PPDU works closely with local Higher Education Providers and other local and national education stakeholders in developing courses and supporting a range of students undertaking informal and formal learning.

Learning Together NHS Grampian is committed to implementing the NHS Scotland Strategy for Education, Training and Lifelong Learning for all staff.This is a Scottish Executive strategy and NHS Grampian is updating its current strategies, policies and procedures to take account of this important document. The purpose of this document is to extend the existing education, training and development culture in the NHS in Scotland and to encourage planned investment in people.

Scottish Vocational Qualifications (SVQ)Scottish Vocational Qualifications are available within NHS Grampian for awards, ranging from Care, Administration, Learning, Development, Management, Hospitality, and Dental, with several more subjects coming soon. Achievement of an SVQ demonstrates that employee’s have competence of the subject in the workplace measured to nationally recognised standards. The employee works with an assessor who also gains a recognised qualification. The benefits to the employee are a formal qualification and recognition of

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existing skills. The benefits to the department include a structured learning plan which helps focus and motivate the workforce.

LIBRARY & INFORMATION FACILITIES

Library Facilities NHS Grampian is committed to ensuring equity of access to information and learning resources for all staff.There are five main staffed libraries in Grampian delivering a range of services. These are located at Royal Cornhill Hospital, Dr Gray’s Hospital, Woodend Hospital and Summerfield House, Aberdeen. The service on the Foresterhill site is provided by Aberdeen University (AU). All libraries have a responsibility to provide services on a Grampian-wide basis. The libraries will assist you to complete the appropriate forms for membership of the Library Service.

Health Information Resources Service (leaflet & resources service)The Health Information Resources Service Team offers health information and materials for professionals throughout Grampian to promote health and healthy lifestyles. Posters and leaflets are available free of charge to most organisations in Grampian, including NHS staff and departments. A large variety of videos, cassettes, activity materials, laminated charts and other resources, are also available to borrow.

HealthpointThe NHS Grampian Healthpoints bring health to the high street by providing a focal point, in the form of a drop-in facility. Aimed at the general public, they offer a wide

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range of health information, presented in a welcoming and friendly environment plus a free confidential information and advice healthline. Healthpoints are based in Aberdeen, Elgin and throughout the community. For more information and your nearest Healthpoint, call the free Healthline.

Scotland’s Health at WorkNHS Grampian is committed to improving the health and wellbeing of all staff and is working to achieve recognition from Scotland’s Health at Work (SHAW), a national award scheme which recognises companies’ efforts and achievements in building a healthy workplace.

Sports EventsThe NHS Grampian Sports Committee organises a comprehensive programme of out-of-hours sports events. Details are circulated by email and posters are displayed regularly on the noticeboards.

STAFF MANAGEMENT POLICIES

Details of PoliciesNHS Grampian is progressing a number of harmonised staff management policies. The following policies have been successfully approved for use throughout NHS Grampian: l Organisational Change l Redeployment Procedurel Secondment Policyl Tobacco Control Policyl Car Leasing

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l Maternity Leavel Paternity Leavel Parental Leavel Dignity at Workl Recruitment & Selection Frameworkl Criminal Record Checksl Recruitment of Ex Offendersl Policy on Secure Handling of Disclosure Information l Alcohol & Drug Policyl Consumption of Alcoholl Special & Carer Leave for Domestic, Personal &

Family Reasonsl Employee Capabilityl Employee Conductl Support for Breastfeeding Mothersl Domestic Abuse (Support for Staff)l Guidance on the Use of Moblie Telephonesl Management of Stress at Work Policyl Voicing Concern Policy Work continues on finalising all other policies, but in the meantime existing policies will continue to apply. Harmonised policies (above) can be obtained from the Intranet, for all other policies please contact your manager, Human Resources representative or Staff Side to obtain copies.

Contact PointsAll staff can access staff management policies via their manager, Human Resources contact, Staff Side representatives or the Intranet. These can be accessed via the Human Resources department website under Policies and Procedures.

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Equality & DiversityNHS Grampian supports a culture in which staff are recruited, trained and developed without discrimination or prejudice and to provide individuals with a supportive environment in which they can reach their full potential. As a public body NHS Grampian has a legal duty to actively promote racial equality in all aspects of the healthcare service it provides. It also has a duty under the Race Relations (Amendment) Act 2000 and the Scottish Executive Policy “Fair for All” to develop, and implement, annual Action Plans.The talents and skills needed by NHS Grampian to provide the highest quality of 21st century healthcare are drawn from all over the world. NHS Grampian celebrates the religious and cultural diversity which this brings to us and does it’s utmost to accommodate and support the needs of all staff.

STAFF ATTENDANCEThe attendance policies, within your area, outline the procedures staff and managers are required to follow in reporting and managing staff absences. Sickness absence constitutes a significant cost to NHS Grampian in terms of resources and staff morale. Managers will inform staff of reporting arrangements for staff absence.

LEAVENHS Grampian positively promotes the continual development of family friendly policies, to support staff. Leave can be requested for a variety of reasons such as compassionate, adoption, parental, paternity or maternity grounds. Career breaks may also be available. All requests for leave should be discussed with your manager.

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UNIFORMSIn many posts in NHS Grampian you will be issued with either a uniform and/or personal protective clothing and/or equipment. If this is issued to you it is important that you wear it or use it in line with the local departmental/ward policy. Where changing facilities are supplied these should be used, as this assists in controlling infection.Please check with your manager to establish arrangements for cleaning and replacement of uniforms.

JOINT FUTURE The Joint Future agenda is about working together to improve outcomes for people and their carers. NHS Grampian is working together with Aberdeen, Aberdeenshire and Moray Councils to provide quality services. All staff need to be aware of this close working relationship especially staff working in Acute and Community settings providing services in the following care areas:l Older People’s Servicesl Mental Health Servicesl Learning Disability Servicesl Substance Misusel Physical Disabilityl Children’s Services

CORPORATE GOVERNANCE FRAMEWORKThe guiding principles that inform how NHS Grampian conducts its business are contained in the following protocols. Combined, these documents set out the standards and procedures that all staff must follow

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in order to comply with NHS regulations. All of the documents are available on the NHS Grampian Intranet and staff are expected to have a full knowledge of the responsibilities placed on them by these protocols. Should any difficulties arise regarding their interpretation or application, individuals must seek the advice of their manager in the first instance.

Scheme of DelegationThe Scheme of Delegation comprises of two documents:l The Schedule of Reserved Decisions which

provides a high level summary of delegated responsibilities within NHS Grampian and is a key reference document for senior staff in relation to their delegated duties and delegated authority levels. The Schedule of Reserved Decisions also includes the decision-making powers of the Board and the responsibilities of the committees that report into the Board.

l The Operational Scheme of Delegation which details all staff within NHS Grampian who have delegated authority to undertake transactions on behalf of the organisation.

When staff are carrying out their duties in accordance with the Scheme of Delegation, they should not exceed their budgetary limits, and they should only use budgets for their intended purpose. Expenditure that has not been budgeted shall not be incurred.

Standing Financial InstructionsThe Standing Financial Instructions (SFIs) regulate the conduct of NHS Grampian, its directors, staff and agents in relation to all financial matters. The SFIs aim to ensure that NHS Grampian:l acts within the law

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l maintains and produces proper records and statements

l seeks best value from its resources; andl has in place clear lines of control and

accountability.The SFIs cover the full range of NHS Grampian’s financial activities and are also designed to protect NHS Grampian and its staff from the risk of fraud and financial irregularity. They can only be amended through Board authorisation.

Standards of Business Conduct for NHS StaffThere are standards of conduct that everyone who works for the NHS needs to follow. Staff are expected to put the interests of patients first at all times, be impartial and honest when doing their job and ensure value for money when spending public funds.It is each staff member’s responsibility to ensure that they do not misuse their position to benefit themselves, their family or their friends, take on another job that compromises their NHS duties, or promote their private interests in the course of their job. What does this mean in practice?Staff must:l declare any private interests or outside

employment to their managerl obtain permission from their manager before

taking on outside work where there may be a conflict of interests

l obtain permission from their manager before accepting any commercial sponsorship.

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Staff must not:l misuse or make available confidential informationl accept any gifts, inducements or hospitality that

might place them in a position of conflict between their private interests and that required by their NHS duties

l use their past or present position to make preferential private arrangements

l unfairly advantage one competitor over another or show favouritism in awarding contracts.

Counter Fraud ServicesIt is the duty of all NHS staff who suspect that fraud, theft or corruption may be occurring to report it so that action may be taken. Staff are advised to report any concerns to either their manager, the Chief Internal Auditor, or the Assistant Director of Finance for Financial Accounting. Alternatively, staff may report their suspicions to Counter Fraud Services via the Fraud Reporting Line or the website. Staff who raise genuine concerns are protected by law – regardless of the outcome of any investigation that they initiate. If access to any of the above documents is not readily available on the Intranet, or for further information, please contact the Assistant Director of Finance for Financial Accounting.

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HEALTH & SAFETY

Health & SafetyNHS Grampian is committed to maintaining and improving the safety and health of staff and others who use our sites and services. Compliance with statutory health and safety requirements is our minimum required standard of performance. Wherever possible, this standard will be raised to good or best practice through the achievement of externally accredited standards, as recognised by NHS Grampian. Each department or service maintains local risk assessments to inform staff of known or foreseeable risks. You should make yourself aware of this as part of your induction.You are reminded of your statutory obligations to look after your own safety and the safety of others. It is a requirement that you use anything provided in the interests of your health and safety. Training is available as required where you require additional safety skills for your job.All enquiries or concerns about health and safety in your workplace should be reported to your manager or head of department immediately you become aware of them.

FireFire safety is essential in a healthcare situation. Your awareness of the dangers and proper procedures to take in the case of a fire are vital.On arrival in your ward or department you should be shown the local Fire Plan. Familiarise yourself with the evacuation procedures, the location of fire escape routes and exits, fire alarm break glass call points, fire fighting equipment and if applicable emergency oxygen shut off valves. All NHS Grampian staff are required to attend at least one fire safety training session/lecture each year and it is your responsibility to ensure you attend it.

Personal/Workplace SecurityNHS Grampian is committed to ensuring that staff can undertake their duties within a safe working environment.You are reminded that you are fully responsible for making sure that your personal effects are kept secure whilst you are on duty and you are requested not to take any valuables to work e.g. large sums of money, jewellery etc. To assist you, you may be allocated a locker to store your personal effects. It is your own personal responsibility to ensure that you purchase and fit a sturdy padlock to this facility as NHS Grampian will not be held liable for any property stolen in these circumstances.Security staff work very closely with colleagues in the Risk Management Support Unit to try and eliminate the risks of physical attacks on staff and with this in mind, the organisation has adopted the ‘zero tolerance’ principle.Specific security systems are in operation within service areas such as paediatrics, obstetrics, psychiatry and the community. Further details of these can be obtained from your manager.If you have a concern regarding any aspect of workplace security, please contact any of the NHS Grampian security staff or your manager.

Lone WorkingNHS Grampian has specific policies and procedures to assist staff who are required to work alone or in an isolated area. For further information please contact your supervisor or manager.

ID BadgesStaff are issued with an ID badge that highlights their

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name, designation and base. Some badges are colour-coded, and this helps patients, relatives and staff to identify different staff groups.It is essential that all staff display their ID badge whilst carrying out their official duties.

RISK MANAGEMENT SUPPORT UNIT

Risk ManagementThe aim of NHS Grampian’s Risk Management Strategy is to improve our capability to manage risk across all areas of clinical, staff and corporate governance.The primary purpose of the Risk Management Support Unit (RMSU) is to provide specialist advice and strategic direction to NHS Grampian to enable sound risk management to be embedded within all aspects of healthcare. Risk Management has many different facets and the team comprises specialists in the main focus areas of Health & Safety, Patient Safety, Violence & Aggression and Moving & Handling. More details can be found on the Intranet site.

Occurrence RecordingNHS Grampian acknowledges that errors fall into recurrent patterns regardless of the people involved. These events are, therefore, usually the result of weaknesses in our systems rather than poorly performing people. Our aim is to minimise the frequency and impact of such events through occurrence recording.All occurrences (including near misses) that could pose a hazard to people or the provision of services should be recorded. This will enable your management team to make improvements in the way your department operates and reduce the risks. It is vital that any lessons learned

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from these investigations are shared so that everyone can learn from the experience.All members of staff are encouraged to participate in occurrence recording by completing an OR1 form.Detailed advice is contained in each department.

Patient SafetyPatient safety concerns everyone in NHS Grampian and continued improvement will be made through development of a clear strategy and supporting policies balanced by demonstrable implementation at service level. Tackling patient safety issues (e.g. medication safety) in a systematic way, including sharing of the lessons learned from occurrences and near misses will have a positive impact on the quality of the patient care NHS Grampian provides.

Safer Moving & HandlingNHS Grampian takes all reasonable practicable steps to reduce the risk of staff or patients being injured/harmed as a result of their work or the treatment they receive. As a result policies, guidelines, procedures and training interventions have been developed to support the Moving & Handling Strategy.NHS Grampian promotes these risk reduction practices, in particular arrangements based on suitable and sufficient risk assessment to ensure safe systems of work are developed, and progressive improvements are made in controlling the risks created by moving and handling.

The Management of Violence & AggressionNHS Grampian does not tolerate violence and aggression. However we recognise that staff may encounter violence

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and aggression whilst at their work, often due to alcohol, illicit substances or clinical conditions. Although not all incidents can be foreseen and prevented, we have developed policies, guidelines, procedures and training to protect and support staff. As with any incident, all staff can access arrangements to ensure comprehensive post-incident support, and enable occurrence recording and appropriate investigation.

Violent Incident Emergency ResponseYou must be aware of how to raise the alarm in an emergency and summon help. You will need to find out during your induction whether your department has access to an emergency response team and if so, how to activate the team, especially in incidents involving weapons, intruders, injuries or other serious incidents.The default emergency response details for NHS Grampian are based on a simple but continual risk-based routine involving:l de-escalation at the first instance if safe to do sol assistance from trained colleagues within the areal contact the police on (9) 999.

HEALTHCARE ASSOCIATED INFECTION

Infection ControlInfection Control is everyone’s business and we develop Infection Control policies and procedures to safeguard the health of patients, staff and visitors. NHS Grampian requires that staff comply with those policies and procedures in their clinical practice.Effective infection control and hospital hygiene are high priorities for all users of the NHS. NHS Grampian aims to create an environment which as far as possible is

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safe for patients, staff and visitors so that the risks of healthcare associated infection are kept to a minimum by:l ensuring cleanliness where healthcare is

deliveredl promoting the general principles of infection

control through education, surveillance and auditl appropriate management of persons identified as

harbouring infectionsl ensuring that patients receive high quality care

using equipment that is provided and maintained in a way that minimises the risks of HAI acquisition and transmission

l introducing Cleanliness Champions throughout NHS Grampian.

Hand Hygiene Handwashing is the single most important procedure for preventing cross infection, as hands are of special significance in the transmission of infectious agents.Handwashing should be undertaken:l on arrival on the ward/department for dutyl before and after handling patientsl after using the toiletl after giving and collecting bedpans and urinalsl before meal breaks and distributing food to

patientsl before and after aseptic proceduresl before and after attending patients in isolationl when hands are visibly dirtyl before leaving the ward/department after duty.

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CLINICAL GOVERNANCEThe key purpose of Clinical Governance is to support staff in improving standards, thus reassuring the public that quality of care drives decision-making in the NHS and that poor performance will be detected and addressed. Clinical Governance builds on the existing systems of self-regulation within the various professions. It extends this by establishing a formal framework to show that steps are being taken to ensure a high standard of service is being provided.Clinical Governance is about ensuring the delivery of high quality healthcare and it therefore involves all of us. Everyone has the potential to make a difference to the patient’s experience of healthcare whether they are engaged in delivering direct care or in one of the many support services.l Clinical Governance (Mental Health) 01224 557495 l Clinical Governance (Acute) 01224 553717lClinical Governance (Aberdeenshire) 01467 672798lClinical Governance (Aberdeen City) 01224 558728 lClinical Governance (Moray) 01343 567837

Voicing ConcernNHS Grampian is committed to ensuring protection for an individual who raises concern relating to a criminal offence, a failure to comply with a legal obligation, a miscarriage of justice, endangering an individual’s health and safety, damage to the environment or concealment of information relating to the above.As part of that commitment NHS Grampian encourages staff or others with serious concerns about any aspect of work to come forward and express those concerns. In some cases it is recognised that this will need to be on a confidential basis.The Policy can be obtained from your manager, Human Resources representative or Staff Side representative.

thirty

QUALITY

Patient Focus/Public InvolvementNHS Grampian is committed to involving staff, patients, carers, partner organisations, groups and all the people of Grampian in working with us to improve health and healthcare services, and to build a modern local health system fit for a 21st century population.This includes:l being ‘patient-focused’, listening and responding to

the views and experience of patients and carersl listening and responding to people who have

special needs – such as disability, ethnicity, disadvantage or other circumstances

l involving patients in the re-design of specific services

l working with local communities to improve local services.

In addition to improving day-to-day services, we are keen to work with all our communities to build a modern, sustainable local health system for today and tomorrow. To do this we need wide understanding of the many pressures we face and a vigorous debate about priorities. This is a tremendous challenge, but it is one we must take on if we are to achieve our goal of a healthier Grampian for all.

Complaint/Feedback ProcedureNHS Grampian aims to use patient feedback in a constructive way so that we can learn from the patient’s view of their experience and continually evaluate and improve the services we offer. If a patient wishes to complain, staff should listen to and acknowledge the patient’s concerns and should try to resolve it at the time either personally or by involving a senior colleague.

thirty one

On occasion patients may prefer to complain more formally. This can be done by completing a feedback card, which can be found in all wards/departments, or by writing to the Chief Executive. All complaints are fully investigated and a response is sent to the complainant.

RESOURCE MANAGEMENT

Procurement DepartmentNHS Grampian utilises a centralised procurement system, linked to a National Contracting process, to ensure best value is obtained when buying goods and services - in accordance with the Board’s Standing Financial Instructions. This service is provided by the Procurement and Logistics Services within the Facilities Directorate who should be contacted when goods or services are required.

Efficiency ProgrammesAs services develop throughout NHS Grampian, it is crucial that resources are invested in appropriately. A number of Efficiency Savings protocols have been introduced to direct resources into clinical care. Information is updated and regularly communicated to staff via Team Brief, Upfront (NHS Grampian newspaper), global email, ENVIRO News and notice boards.

Environmental AwarenessAs a major user of energy in its various forms NHS Grampian has a responsibility to reduce consumption and hence adverse environmental impact. We also have an ongoing responsibility to maximise the resources at our disposal and eliminate waste. We are fortunate that the responsibilities are complementary: reducing energy

thirty two

usage will reduce the adverse impact on the environment and make an extremely valuable contribution to helping NHS Grampian meet its financial targets. Everyone can help us achieve a reduction in energy use. We are firmly behind this initiative and would urge all staff to take an active interest and join in the effort to achieve our goals.Every member of staff can help reduce energy waste, by simply applying the following to their daily routine: l switch off anything no longer in usel report anything that looks as though it should be

turned off, or turned down.

thirty three

If dialling from outside please prefix with 01224 5 unless indicated otherwise

If dialling from outside please prefix with 01224 5 unless indicated otherwise

APPENDIX 1 - USEFUL CONTACTS

Agenda for Change

Project Manager 56580

http://intranet.grampian.scot.nhs.uk

www.paymodernisation.scot.nhs.uk

Chaplaincy

For all NHS Grampian(or Switchboard - dial ‘0’ - for out of hours on call Chaplain)

53316

Child Protection

Designated Doctor in Child Protection (Aberdeen) 51706

Senior Nurse Child Protection 59529

‘Named Doctor’ Consultant Paediatrician (Elgin) (01343 5) 43131

Clinical Governance

* Please see page 30 for contact numbers.

Communications Centre

Communications Centre 52881

Complaints / Feedback

NHSG Feedback Service (01224) 224903

Corporate Communications

Corporate Communications 54400 grampian@nhs.net

Out of office hours call the pager 07699 716618 and leave a message.

Corporate Graphic Design 59897

Counter Fraud Services

Confidential Helpline 08000 15 16 28

www.show.scot.nhs.uk/FIU

Assistant Director of Finance, Financial Accounting 56211

If dialling from inside the organisation please press 9 to get an outside line. If dialling from outside please prefix with 01224 5 unless indicated otherwise.If dialling from inside the organisation please press 9 to get an outside line.

Employee Relations

Employee Director 58599

Staff Advisor 56372

Environmental/Energy

Environmental Manager(s)

Facilities DepartmentDr Gray’s Hospital

(013435) 67305

Facilities DepartmentRoyal Cornhill Hospital

57622

Equality & Diversity

Equality & Diversity 52245

Estates Helpdesk

Aberdeen Royal Infirmary 52023

Dr Gray’s Hospital (01343 5) 67242

Fire Safety

Fire Safety Advisor, Facilities Department, ARI 53486

or bleep 2817

Fire Safety Co-ordinator, Turner Hospital, Keith (07771) 834828

Grampian Credit Union

admin@grampiancreditunion.co.uk (01224) 626280

www.grampiancreditunion.co.uk

Health & Safety

Risk Management Support Unit,Westburn Centre, ARI

54645

Health Promotion and Information

Summerfield House, Aberdeen 58504

HealthPoint, free healthline 0500 20 20 30

Smoking Advice Service, free helpline 0500 60 03 32

If dialling from inside the organisation please press 9 to get an outside line. If dialling from outside please prefix with 01224 5 unless indicated otherwise.If dialling from inside the organisation please press 9 to get an outside line.

Human Resources Teams

Hospital Group Aberdeen Royal InfirmaryForesterhill

54347

Interface Group Aberdeen Royal InfirmaryForesterhill

54347

Moray Community Health & Social Care Partnership

Dr Gray’s HospitalElgin

(01343 5) 67417

Facilities Royal Cornhill HospitalAberdeen

57862

Mental Health Royal Cornhill HospitalAberdeen

57862

Corporate Services WestholmeWoodend Hospital

56097

Aberdeen City Community Health Partnership

WestholmeWoodend Hospital

56097

Aberdeenshire Community Health Partnership

WestholmeWoodend Hospital

56097

Infection Control

For all NHS Grampian 50998

Information Governance

Information Governance Manager 51054

Internet/Intranet

Internet www.nhsgrampian.org

Intranet http://intranet.grampian.scot.nhs.uk

IT Helpdesk

IT Helpdesk 54444

If dialling from inside the organisation please press 9 to get an outside line.

Learning & Development Teams

Westburn Centre, Aberdeen Royal Infirmary 54468

Woodend Hospital 56400Dr Gray’s Hospital (01343 5) 67270

Library

Aberdeen Royal Infirmary 54778

Royal Cornhill Hospital 57485

Dr Gray’s Hospital (01343 5) 67624

Woodend Hospital 56787

Nurseries

Woodend Nursery Woodend Hospital 56008

Trusty Ted’s Day Nursery Aberdeen Royal Infirmary 52684

Cherry Tree Nursery Dr Gray’s Hospital (01343 5) 67857

Tartan Tots Nursery Royal Cornhill Hospital 57457

Occupational Health Service

Aberdeen 53663

Elgin (01343 5) 67386

Payroll Department

Westholme, Woodend Hospital 56573

Procurement Department

General Enquires 52340

Professional & Practice Development Unit

Westburn Centre, Aberdeen Royal Infirmary 53734

Recruitment Department

Ashgrove House, Aberdeen Royal Infirmary 54282

Security

Security Advisor - ARI based 52945 or bleep 2736

or in an emergency (ARI site only) dial 747

For all areas other than ARI, contact the Police in an emergency

Sports Committee

Chairperson 52245

If dialling from inside the organisation please press 9 to get an outside line.

APPENDIX 2

Proj

ect D

irect

or(W

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mes

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Sect

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al M

anag

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Men

tal H

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ager

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ead

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ager

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ray’s

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rect

or/

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ation

s Man

ager

LCHP

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Man

ager

CENT

RAL

LCHP

/ CL

Man

ager

SOUT

H

Assis

tant

Gen

eral

Man

ager

Inte

rface

Assis

tant

Gen

eral

Man

ager

Hosp

ital

Chie

fEx

ecut

ive

NH

S G

ram

pia

n C

orp

ora

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l

Dire

ctor

of P

ublic

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lthl

Med

ical

Dire

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l

Nur

se D

irect

orl

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nce

Dire

ctor

l

Dire

ctor

of H

uman

Res

ourc

esl

Dire

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of C

orpo

rate

Com

mun

icat

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l

Dire

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of F

acilit

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l

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of P

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Dire

ctor

of P

erfo

rman

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prov

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t

/ B

oard

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reta

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of P

rimar

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are

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MPI

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ealth

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Loca

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s

CL

= C

linic

al L

ead

INDEXA

Agenda for Change ........................... 3Appraisal & Development .................. 4Attendance ...................................... 19

BBest Procurement Implementation (BPI) .................................................. 7Business conduct (of staff) .............. 22

CChaplaincy Provision .................... 10Child Protection ............................. 10Clinical Governance ...................... 30Confidentiality/Caldicott ..................... 5Complaints Procedure ..................... 31Communication ............................... 7Contact Points ................................. 18Contract of Employment .................. 11Corporate Communications ............... 7Corporate Governance Framework 20Corporate Graphic Design ................. 7

DData Protection .................................. 6Dignity at Work (Staff Support) .......... 9Diversity ........................................... 19

EEfficiency Programmes.................... 32Environmental Awareness ............... 32Equal Opportunities ......................... 19

FFire .................................................. 24Fraud (Counter) ............................... 23Freedom of Information ..................... 6

GGrampian Credit Union .................... 13

HHand Hygiene .................................. 29Healthcare Associated Infection .. 28Healthpoint ...................................... 16Health Information Resources Service (leaflet & resources service) ............ 16Health & Safety .............................. 24Health Promoting Health Service .... 13

IID Badges ........................................ 25Infection Control .............................. 28Information Governance ................. 5Information Security Systems ............ 6Intranet .............................................. 8Investors In People ............................ 5

JJoint Future .................................... 20

LLearning & Development .............. 14Learning Together ............................ 15 Leave .............................................. 19Library Facilities............................... 16Library & Information Facilities.... 16Local Induction .................................. 2 Lone Working .................................. 25

MManaging Stress................................ 9Management of Violence & Aggression....................................... 27Media contact .................................... 7

NNursery provision............................. 12

O Occupational Health Service .......... 9Occurence Recording ...................... 26Organisational structure ................. 5Our Commitment to You ................. 2

PPartnership Working .......................... 8Patient Focus................................... 31Patient Safety .................................. 27Pay & Allowances .......................... 11Pay Arrangements ........................... 11Pensions / Superannuation ............. 11Personal Information ....................... 12Personal Security ............................ 25Performance Appraisal & Development ..................................... 4Professional & Practice Development Unit .................................................. 15Print Requirements Management Group (PRMG) ............................................. 7Private Telephone Calls ................... 13Procurement Department ................ 32Professional Registration ............... 9Public Involvement .......................... 31

QQuality ............................................ 31

RResource Management ................. 32Risk Management Support Unit ... 26

SSafer Moving & Handling ................. 27Scotland’s Health at Work ............... 17Scottish Vocational Qualifications.... 15Smoking........................................... 14Spiritual Care ................................... 10Sports Events .................................. 17Staff Attendance ............................ 19Staff Benefits ................................. 12Staff Governance Standards ............. 2Staff Management Policies ........... 17Staff Side Organisations .................... 8Staff Support .................................... 9Standards of Business Conduct for NHS Staff ................................................. 22Standing Financial Instructions........ 21Stress ................................................ 9

TTravel Expenses .............................. 12

UUniforms ......................................... 20‘Upfront’ magazine............................. 7

VVoicing Concern .............................. 30Violent Incident Emergency Response .28

WWebsite/Intranet ................................ 8Workplace security .......................... 25

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