NHS WALES - Welsh Ambulance Service€¦ · Web viewScheme of Reservation and Delegation of Powers for the Welsh Ambulance Services NHS Trust September 2018 Ymddiriedolaeth GIG Gwasanaethau

Schedule 1

Scheme of Reservation and Delegation of Powersforthe Welsh Ambulance Services NHS Trust

SeptemberFebruary 2018

Ymddiriedolaeth GIG Gwasanaethau Ambiwlans Cymru Welsh Ambulance Services NHS Trust

MODEL SCHEME OF RESERVATIONAND DELEGATION OF POWERS

This Schedule forms part of, and shall have effect as if incorporated in the Trust Standing Orders

Introduction

As set out in Standing Order 2, the Board - subject to any directions that may be made by the Welsh Ministers - shall make appropriate arrangements for certain functions to be carried out on its behalf so that the day to day business of the Trust may be carried out effectively, and in a manner that secures the achievement of the organisation’s aims and objectives. The Board may delegate functions to:

i) a Committee, e.g., Quality, Patient Experience and Safety Committee;

ii) Officers of the Trust (who may, subject to the Board’s authority, delegate further to other officers and, where appropriate, other third parties, e.g. shared/support services, through a formal scheme of delegation)

and in doing so, must set out clearly the terms and conditions upon which any delegation is being made. These terms and conditions must include a requirement that the Board is notified of any matters that may affect the operation and/or reputation of the Trust.

The Board’s determination of those matters that it will retain, and those that will be delegated to others are set out in the following:-

Schedule of matters reserved to the Board; Scheme of delegation to Committees and others; and Scheme of delegation to officers.

all of which form part of the Trust’s Standing Orders.

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DECIDING WHAT TO RETAIN AND WHAT TO DELEGATE:GUIDING PRINCIPLES

The Board will take full account of the following principles when determining those matters that it reserves, and those which it will delegate to others to carry out on its behalf:

Everything is retained by the Board unless it is specifically delegated in accordance with the requirements set out in SOs or SFIs

The Board must retain that which it is required to retain (whether by statute or as determined by the Welsh Ministers) as well as that which it considers is essential to enable it to fulfil its role in setting the organisation’s direction, equipping the organisation to deliver and ensuring achievement of its aims and objectives through effective performance management

Any decision made by the Board to delegate functions must be based upon an assessment of the capacity and capability of those to whom it is delegating responsibility

The Board must ensure that those to whom it has delegated powers (whether a Committee, partnership or individuals) remain equipped to deliver on those responsibilities through an ongoing programme of personal, professional and organisational development

The Board must take appropriate action to assure itself that all matters delegated are effectively carried out

The framework of delegation will be kept under active review and, where appropriate, will be revised to take account of organisational developments, review findings or other changes

Except where explicitly set out, the Board retains the right to decide upon any matter for which it has statutory responsibility, even if that matter has been delegated to others

The Board may delegate authority to act, but retains overall responsibility and accountability

When delegating powers, the Board will determine whether (and the extent to which) those to whom it is delegating will, in turn, have powers to further delegate those functions to others.

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HANDLING ARRANGEMENTS FOR THE RESERVATION AND DELEGATION OF POWERS: WHO DOES WHAT

The Board

The Board will formally agree, review and, where appropriate revise schedules of reservation and delegation of powers in accordance with the guiding principles set out earlier. The Chief Executive

The Chief Executive will propose a Scheme of Delegation to Officers, setting out the functions they will perform personally and which functions will be delegated to other officers. The Board must formally agree this scheme.

In preparing the scheme of delegation to officers, the Chief Executive will take account of:

the guiding principles set out earlier (including any specific statutory responsibilities designated to individual roles)

their personal responsibility and accountability to the Chief Executive, NHS Wales in relation to their role as designated Accountable Officer

associated arrangements for the delegation of financial authority to equip officers to deliver on their delegated responsibilities (and set out in SFIs).

The Chief Executive may re-assume any of the powers they have delegated to others at any time.

The Board Secretary

The Board Secretary will support the Board in its handling of reservations and delegations by ensuring that:

a proposed schedule of matters reserved for decision by the Board is presented to the Board for its formal agreement;

effective arrangements are in place for the delegation of Trust functions within the organisation and to others, as appropriate; and

arrangements for reservation and delegation are kept under review and presented to the Board for revision, as appropriate.

The Audit Committee

The Audit Committee will provide assurance to the Board of the effectiveness of its arrangements for handling reservations and delegations.

Individuals to whom powers have been delegated

Individuals will be personally responsible for:

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equipping themselves to deliver on any matter delegated to them, through the conduct of appropriate training and development activity; and

exercising any powers delegated to them in a manner that accords with the Trust’s values and standards of behaviour.

Where an individual does not feel that they are equipped to deliver on a matter delegated to them, they must notify the Board Secretary of their concern as soon as possible- so that an appropriate and timely decision may be made on the matter.

In the absence of an officer to whom powers have been delegated, those powers will normally be exercised by the individual to whom that officer reports, unless the Board has set out alternative arrangements.

If the Chief Executive is absent their nominated Deputy (the Deputy Chief Executive in the first instance) may exercise those powers delegated to the Chief Executive on their behalf. However, the guiding principles governing delegations will still apply, and so the Board may determine that it will reassume certain powers delegated to the Chief Executive or reallocate powers, e.g., to a Committee or another officer.

SCOPE OF THESE ARRANGEMENTS FOR THE RESERVATION AND DELEGATION OF POWERS

The Scheme of Delegation to officers referred to here shows only the "top level" of delegation within the Trust. The Scheme is to be used in conjunction with the system of control and other established procedures within the Trust.

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SCHEDULE OF MATTERS RESERVED TO THE BOARD1

THE BOARD AREA DECISIONS RESERVED TO THE BOARD1 FULL GENERAL The Board may determine any matter for which it has statutory or delegated authority,

in accordance with SOs.

2 FULL OPERATING ARRANGEMENTS

Adopt the standards of governance and performance (including the quality and safety of healthcare, and the patient experience) to be met by the Trust, including standards/requirements determined by professional bodies/others, e.g., Royal Colleges.


Approve, vary and amend:

SOs; SFIs; Schedule of matters reserved to the Trust; Scheme of delegation to Committees and others; and Scheme of delegation to officers.

In accordance with any directions set by the Welsh Ministers.


Approve the Trust’s Values and Standards of Behaviour framework.


Approve the Trust’s framework for performance management, risk and assurance.

6 FULL OPERATING Approve the introduction or discontinuance of any significant activity or operation. Any

1 Any decision to reserve a matter, and the manner in which that retained responsibility is carried out will be in accordance with any regulatory and/or Assembly Government requirements

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ARRANGEMENTS activity or operation shall be regarded as significant if the Board determines it so based upon its contribution/impact on the achievement of the Trust’s aims, objectives and priorities.


Ratify any urgent decisions taken by the Chair and the Chief Executive in accordance with Standing Order requirements.


Ratify in public session any instances of failure to comply with SOs.


Approve arrangements relating to the discharge of the Trust’s responsibility as a bailee for patients’ property


Approval of all Strategies and the process for approving policies.


Approve individual compensation payments in line with SFIs


Approve individual cases for the write off of losses or making ofspecial payments above the limits of delegation to the Chief Executive and officers


Approve proposals for action on litigation on behalf of the Trust where the financial impact is expected to exceed £250,000 or be contentious or novel or likely to lead to extreme adverse publicity (excluding claims covered by the NHS risk pooling schemes)


Authorise use of the Trust’s official seal

15 FULL ORGANISATION STRUCTURE &

STAFFING

Ratify appointment and [arrange the] appraisal, discipline and dismissal of the Chief Executive


STAFFING

Approve the appointment, discipline and dismissal of the Executive Directors and any other Board level appointments, e.g., the Board Secretary and those constituting the Management Team

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STAFFING

Require, receive and determine action in response to the declaration of Trust members’ interests, in accordance with advice received, e.g. from Audit Committee


STAFFING

Approve, [arrange the] review, and revise the Trust’s top level organisation structure.


STAFFING

Appoint, [arrange the] review, revise and dismiss Trust Committees directly accountable to the Board


STAFFING

Appoint, equip, review and (where appropriate) dismiss the Chair and members of any Committee or Group set up by the Board


STAFFING

Appoint, equip, review and (where appropriate) dismiss individuals appointed to represent the Board on outside bodies and groups


STAFFING

Approve the terms of reference and reporting arrangements of all Committees and groups established by the Board


STAFFING

Approve the arrangements relating to the discharge of the Trust’s responsibilities as a corporate trustee for funds held on trust

24 FULL STRATEGY & PLANNING

Determine the Trust’s strategic aims and objectives.


Approve the Trust’s Integrated Medium Term Plan, including the balanced Medium Term Financial Plan and Annual Quality/Delivery Plans


Approve the Trust’s Risk Management Strategy and plans


Approve the Trust’s citizen engagement and involvement strategy, including communication

28 FULL STRATEGY & Ratify proposals for the acquisition, disposal or change of use of land and/or buildings

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PLANNING29 FULL STRATEGY &

PLANNINGApprove the Trust’s partnership and stakeholder engagement and involvement strategies


Approve the Trust’s key strategies and programmes related to: The development and delivery of patient centred clinical services Improving quality and patient safety outcomes Workforce and Organisational Development Infrastructure, including IM &T, Estates and Capital (including major capital

investment and disposal plans)


Approve the Trust’s budget and financial framework (including overall distribution and unbudgeted expenditure)


Approve individual contracts (other than NHS contracts) above the limit delegated to the Chief Executive set out in the Standing Financial Instructions

33 FULL PERFORMANCE & ASSURANCE

Approve the Trust’s audit and assurance arrangements


Receive reports from the Trust’s Executive on progress and performance in the delivery of the Trust’s strategic aims and objectives and approve action required, including improvement plans to recover the Trust’s strategic position where required.


Receive reports from the Trusts Committees, groups and other internal sources on the Trust’s performance and approve action required, including improvement plans


Receive reports on the Trust’s performance produced by external regulators and inspectors (including, e.g., WAO, HIW, etc) that raise issues or concerns having an impact on the Trust’s ability to achieve its aims and objectives and approve action required, including improvement plans, taking account of the advice of Trust Committees (as appropriate)


Receive the annual opinion of the Trust’s Chief Internal Auditor and approve action required, including improvement plans


Receive the annual management letter/report from the Auditor General for Wales and approve action required, including improvement plans

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Receive the annual opinion on the Trust’s performance against current Welsh Government Strategy and standards and approve action required, including improvement plans

40 FULL REPORTING Approve the Trust’s Reporting Arrangements, including reports on activity and performance to citizens, partners and stakeholders and nationally to the Welsh Government

41 FULL REPORTING Receive, approve and ensure the publication of Trust reports, including its Annual Report and annual financial accounts

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DELEGATION OF POWERS TO COMMITTEES AND OTHERS2

Standing Order 2 provides that the Board may delegate powers to Committees and others. In doing so, the Board has formally determined:

the composition, terms of reference and reporting requirements in respect of any such Committees; and the governance arrangements, terms and conditions and reporting requirements in respect of any delegation to others,

in accordance with any regulatory requirements and any directions set by the Welsh Ministers.

The Board has delegated a range of its powers to the following Committees and others:

Audit Committee Quality Patient Experience and Safety Committee Remuneration Committee Finance and Resources Committee Charitable Funds Committee

The scope of the powers delegated, together with the requirements set by the Board in relation to the exercise of those powers are as set out in i) Committee terms of reference, and ii) Formal arrangements for the delegation of powers to others. Collectively, these documents form the Trust’s Scheme of Delegation.

In the event the Chief Executive Officer is absent the Deputy Chief Executive Officer takes on full responsibility of the Chief Executive Officer. If the Deputy Chief Executive is the Director of Finance then the Director of Finance responsibilities is delegated to the Deputy Director of Finance (with the exception of the Non Emergency Patient Transport Service (NEPTS) which will go to the Deputy Director of NEPTS) and Senior Finance Manager to take on the delegated authority of Deputy Director of Finance.

2 As defined in Standing Orders

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SCHEME OF DELEGATION TO EXECUTIVE DIRECTORS, OTHER DIRECTORS AND OFFICERS

The Trust SOs and SFIs specify certain key responsibilities of the Chief Executive, the Director of Finance and other officers. The Chief Executive’s Job Description, together with their Accountable Officer Memorandum sets out their specific responsibilities, and the individual job descriptions determined for Director level posts on the Trust’s Management Team also define in detail the specific responsibilities assigned to those post holders. The schedule of additional delegations below and the associated financial delegations set out in the SFIs form the basis of the Trust’s Scheme of Delegation to Officers.

Unless otherwise stated, sub-delegations to others are permitted. It is for individual Directors to ensure that a system of sub-delegations are in place for their respective directorates.

Table A - Delegated Matters

DELEGATED MATTER Responsible Officer /Committee

Delegated to

1. Audit Arrangementsa) Ensure that there is an adequate provision of

internal and external audit services. Audit Committee Director of Finance / Board Secretary

b) Implement recommendations Chief Executive Relevant Officers

2. Authorisation of Clinical Trials & Research Projects

Chief Executive Medical Director in accordance with JRCALC Guidelines)

3. Authorisation of New Drugs Chief Executive Medical Director

4. Bank/OPG Accounts/Cash (Excluding Charitable Fund (Funds Held on Trust Accounts) Banking arrangements (refer to SFIs) Chief Executive Director of Finance

5. Capital Investment (refer to SFIs) Chief Executive Director of Finance

a) Programme:

Preparation of Capital Investment for submission to Board

Chief Executive Director of Finance and Director of Planning and Performance

Financial monitoring and reporting on all capital scheme expenditure including variations to contract

Chief Executive Director of Finance

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Delegated to

Variation to Capital Programme Chief Executive (up to delegated limits)

Director of FinanceDirector of Planning & Performance (up to delegated Limits).

b) Leases Granting and termination of leases subject

to the limits as set out in Table B Chief Executive Director of Finance

6. Clinical Audit (ensure there is a programme in place)

Chief Executive Medical Director

7. Management of Complaints/Concerns (Patients & Relatives) – Putting Things Right/The National Health Service (Concerns, Complaints and Redress Arrangement (Wales) Regulations 2011.

Chief Executive Director of Quality, Safety and Patient Experience.

8. Confidential Informationa) Monitoring of the Trust's compliance with

the Caldicott report on protecting patients’ confidentiality in the NHS


b) Freedom of Information Act compliance code

Chief Executive Board Secretary

9. Data Protection Act

a) Monitoring of Trust’s complianceb) Senior Information Risk Owner (SIRO)

Chief ExecutiveChief Executive

Board SecretaryDirector of Finance

10. Declaration of Interest

Maintaining a register Chief Executive Board Secretary

11. Disposal and Condemnations

Items obsolete, redundant, irreparable or cannot be repaired cost effectively

Develop arrangements for the sale of assets


Director of Finance Director of Finance

Disposal of Protected Property (as defined Chief Executive Director of Finance

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Delegated to

in the Terms of Authorisation)

12. Environmental Regulations

Monitoring of compliance and ensuring compliance with environmental regulations, for example those relating to clean air and waste disposal

Chief Executive Relevant Director

13. External Borrowing

a) Advise Trust Board of the requirements to repay / draw down Public Dividend Capital.

Director of Finance Deputy Director of Finance

b) Approve a list of employees authorised to make short term borrowings on behalf of the Trust.

Board Chief Executive and Director of Finance

c) Application for draw down of Public Dividend Capital, overdrafts and other forms of external borrowing.


14. Financial Planning / Budgetary Responsibility Financial Plan Develop and submit to Trust Board a financial plan in accordance with priorities and objectives as set out in the IMTP


Budgetary Responsibility Prior to the start of the financial year,

prepare and submit to Trust Board for approval balanced budgets that delivers the financial plan as contained within the IMTP


Monitoring Monitor and report to Trust Board

performance against the financial plan.


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Delegated to

Devise and maintain systems of budgetary control. Chief Executive Director of Finance

Monitor performance against budget Chief Executive Director of Finance

Delegate budgets to budget holders Chief Executive Director of Finance

Ensuring adequate training is delivered to budget holders to facilitate their management of the allocated budget.


Submit in accordance with the Independent Regulators requirements for financial monitoring returns


Identify and implement cost improvements and income generation activities in line with the Business Plan

Chief Executive All budget holders

Preparation of: Annual Accounts Director of Finance Deputy Director of Finance

Annual Report Chief Executive Board Secretary

c) Budget Responsibilities

Ensure that no overspend or reduction of income that

cannot be met from virement is incurred without prior consent of Board;

approved budget is not used for any other than specified purpose subject to rules of virement;

no permanent employees are appointed without the approval of the Chief Executive other than those provided for within available resources and workforce establishment.

Chief Executive/Director of Finance

Deputy Director of Finance

d) Authorisation of Virement: The Chief Executive, Director of Finance

and delegated budget holders must not exceed the budgetary total or virement limits set by the Board.


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Delegated to

Any budgeted funds not required for their designated purpose(s) revert to the immediate control of the Chief Executive, subject to any authorised use of virement

15. Financial Procedures and Systems • Development and Maintenance of

systems and Procedures


16. Fire precautions Ensure that the Fire Precautions and

prevention policies and procedures are adequate and that fire safety and integrity of the estate is intact.

Chief Executive Director of Planning & Performance

17. Fixed Assets

a) Maintenance of asset register including asset identification and monitoring


b) Ensuring arrangements for financial control and financial audit of building and engineering contracts and property transactions comply with CONCODE and ESTATECODE.


c) Calculate and pay capital charges in accordance with the requirements of the Independent Regulator


d) Responsibility for security of Trust’s assets including notifying discrepancies to the Director of Finance and reporting losses in accordance with Trust’s procedures

Chief Executive All staff

18. Fraud (See also 26, 36)

a) Monitor and ensure compliance with Welsh Government Directions on fraud and corruption including the appointment of the Local Counter Fraud Specialist.


19. Funds Held on Trust Charitable Funds

Charitable Funds held are managed and scrutinised appropriately

Charitable Funds Committee Director of Finance

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Delegated to

20. Health and Safety

Monitor and ensure statutory compliance with all legislation and Health and Safety requirements including control of Substances Hazardous to Health Regulations

Chief Executive Director of Quality, Safety and Patient Experience

21. Integrated Medium Term Plan (IMTP)Develop and present to Trust Board for approval an IMTP that sets out the Trust Strategies and objectives and meets Welsh Government requirement.

Monitor and report to Trust Board performance against the financial plan.

Chief Executive

Chief Executive

Director of Planning and Performance

Director of Finance

22. Hospitality/Gifts

a) Keeping of hospitality register Chief Executive Board Secretaryb) Process for declaring gifts and hospitality Chief Executive Board Secretary

23. Infectious Diseases & Notifiable Outbreaks

Chief Executive Medical Director or Director of Quality, Safety and Patient Experience

24. IT Systems

Ensuring integrity of system e.g. security, privacy, accuracy, completeness and storage


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Delegated to

Maintain & replacement of i) business critical systems ii) All other systems

Disaster recovery systems Developing Business Critical Systems in

accordance with the Trust’s IM&T Strategy.

Developing new systems to ensure they are developed in a controlled manner and thoroughly tested.

Seeking third party assurances regarding Business Critical Systems operated externally.

Chief Executive

Chief Executive Chief Executive

Chief Executive

Chief Executive

Director of Finance

Director of FinanceDirector of Finance

Director of Finance

Director of Finance

25. Legal Proceedings

a) Engagement of Trust’s Solicitors / Legal Advisors

Chief Executive Board Secretary or Executive Director

b) Approve and sign all documents which will be necessary in legal proceedings, i.e. executed as a deed.

Chief Executive/ Board Secretary and Executive Director

c) Sign on behalf of the Trust any agreement or document not requested to be executed as a deed.

Chief Executive Executive Director

26. Losses, Write-off & Compensation

a) Prepare procedures for recording accounting and reporting to Audit Committee for losses and special payments, including clinical negligence and personal injury claims.


a) Ex-gratia Payments:- Chief Executive Director of Finance

27. Medical

Clinical Governance arrangements Chief Executive Medical Director, Director of Quality, Safety and Patient Experience

Clinical Leadership Chief Executive Medical Director with Director of Quality Safety and Patient Experience.

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Delegated to

Programmes of clinical education Chief Executive Director of Workforce & OD

Clinical staffing rotas Chief Executive Director of Operations

Clinical Research Chief Executive Medical Director

Responsible officer for Medical Revalidation


28. Procuring Goods and Services

a) Maintenance of a list of managers authorised to place requisitions/orders and accept goods in accordance with Table B


b) Obtain the best value for money when requisitioning goods / services


b) Prompt payment to suppliers (pspp) Chief Executive Director of Finance

f) Financial Limits for ordering / requisitioning goods and services

Chief Executive Director of FinanceRefer To Table B Delegated Limits

Quotation, Tendering & Contract Procedures

a) Services: Best value for money is demonstrated for

all services provided under contract or in-house


Nominate officers to oversee and manage the contract on behalf of the Trust.

Chief Executive Heads of Department

b) Competitive Tenders: Authorisation Limits Chief Executive

Director of FinanceRefer To Table B Delegated Limits

Maintain a register to show each set of competitive tender invitations despatched.


Receipt and custody of tenders prior to opening


Opening Tenders Chief Executive Director of Finance

Decide if late tenders should be considered Chief Executive Director of Finance /Board Secretary

Ensure that appropriate checks are carried Chief Executive Director of Finance

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Delegated to

out as to the technical and financial capability of the firms invited to tender or quote.

c) Quotations Chief Executive Director of Finance Refer To Table B Delegated Limits

d) Waiving the requirement to request tenders - subject to SOs (reporting to the

Board)Chief Executive Director of Finance Refer To Table B

Delegated Limits

quotes - subject to SOs Chief Executive Director of Finance

29. Clinical Practice

Compliance with statutory and regulatory arrangements relating to professional practice

Chief Executive Director of Quality, Safety and Patient Experience and/or Medical Director

Breaches of Professional clinical Standard Paramedic/Medical Staff Nursing Community First Responders

Chief ExecutiveChief ExecutiveChief Executive

Chief Executive

Medical DirectorDirector of Quality, Safety and Patient Experience and / or Medical DirectorMedical Director

30. Patient Services Agreementsa) Negotiation, agreement and monitoring of

external non-clinical patient transport contracts

Chief Executive Director of Finance / Director of Operations

31. Patients’ Property (in conjunction with financial advice)

a) Ensuring patients and guardians are informed about patients’ monies and property procedures

Chief Executive Director of Operations (EMS)Director of Finance (NEPTS)

32. Workforce & Pay

a) Nomination of officers to enter into staff contracts of employment.

Chief Executive Director of Workforce & OD

b) Develop Workforce policies and strategies for approval by the Board including but not limited to training and industrial relations.

c) Renewal of Fixed Term Contract

Chief Executive

Chief Executive

Director of Workforce & OD


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Delegated to

d) The granting of additional increments to staff upon initial appointment within the parameters of existing agreements.


Establishments

• Additional staff to the agreed establishment with specifically allocated finance

Chief Executive Director of Finance/ Director of Workforce & OD

• Additional staff to the agreed establishment without specifically allocated finance

Chief Executive Director of Finance/ Director of Workforce & OD

self financing changes to an establishment Chief Executive Relevant Director

• self financing changes to an establishment which involves movement between pay and other types of expenditure.


a) Pay

Preparation of proposals for the Trust Board for the setting of remuneration and conditions of service for those staff not covered by Agenda for Change.

Chief Executive Director of Workforce and OD

Annual Leave

- Approval of annual leave Chief Executive Individual Directors

- Annual leave - approval of carry forward up to maximum of 5 days (and pro rata for part time staff)

Chief Executive Individual Directors

- Annual leave – approval of carry forward over 5 days (and pro rata for part time staff) (to occur in exceptional circumstances only)

Chief Executive Director of Workforce & OD and Director of Finance

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Delegated to

Special Leave to be applied in accordance with Trust PolicyDeparture from policies will be as follows

- Compassionate leave Chief Executive Director of Workforce & OD

Special leave arrangements for domestic/personal/family reasons

paternity leave carers leave adoption leave


Special Leave – this includesJury Service, Armed Services, School Governor (to be applied in accordance with Trust Policy)


Leave without pay Chief Executive Director of Workforce & OD

Time off in lieu Maternity Leave - paid and unpaid

Director of Workforce and OD Director of Workforce & OD

Line /Departmental ManagerAutomatic approval within approved guidance

Sick Leave

g) Extension of sick leave on pay due to :

h) Delays in process

i) Exceptional Circumstances

Chief Executive



Director Workforce & OD

Director Workforce & OD

ii) Return to work part-time on full pay to assist recovery

Chief Executive Heads of Department/Heads of Service in conjunction with HR Business Partners

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Delegated to

Study Leave Chief Executive Director of Workforce & OD

j) Removal Expenses, Excess Rent and House Purchases in accordance with Table B


k) Authorised - Car Users Leased Car


l) Approval of Secondary Employment Chief Executive Director of Workforce & OD

m) Putting proposal to Remuneration Committee in respect of Redundancy/ Severance/ Vers/ Compromise Payments within Trust limits and, where necessary, subject to WG approval.

Chief Executive Director of Workforce & OD and Director of Finance

n) Disciplinary Procedure (excluding Executive Directors)

Chief Executive To be applied in accordance with the Trust’s Disciplinary Procedure

Booking of bank staff

1 nursing Chief Executive Director of Quality, Safety and Patient Experience

2 Clinical (excluding Nurses) Chief Executive Medical Director and/or Director of Operations

a. other Chief Executive Relevant Director

Booking of agency staff

a. nursing Chief Executive Director of Operations/Director of Quality, Safety and Patient Experience

b. other Chief Executive Relevant Director

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Delegated to

33. Reporting of Non Urgent Incidents to the Police

Chief Executive Relevant Directors

34 Risk Management

a) • Ensuring the Trust has a Risk Management Strategy and a programme of risk management


b) • Developing systems for the management and reporting of risks and incidents


35. Seal

a) The keeping of a register of seal and safekeeping of the seal

Chief Executive Board Secretary

36. Security Managementa) Provide an oversight and assurance within the

context of security management within NHS Wales; working in conjunction with the following leads on specific functional areas of security management Finance, Fraud etc

Estates, Premises Security etc

ICT

Information/Data Security/Records Management

Violence & Aggression

Patient Confidentiality

Chief Executive

Chief Executive

Chief Executive

Chief Executive

Chief Executive

Chief Executive

Director of Finance

Director of Planning & Performance

Director of Finance

Director of Finance

Director of Workforce and OD Director

Medical Director 37. Setting of Fees and Charges (Income)

a) Income Generation Chief Executive Director of Finance

b) Non patient care income ( e.g. research) Chief Executive Director of Finance

38. Stores and Receipt of Goods

a) Responsibility for systems of control over stores and receipt of goods, issues and

Chief Executive Relevant Director

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Delegated to

returns

b) Stocktaking arrangements Director of Finance Deputy Director of Finance

c) Responsibility for controls of pharmaceutical supplies.

Medical Director Heads of Department as appropriate

This scheme only relates to matters delegated by the Board to the Chief Executive and their Directors, together with certain other specific matters referred to in SFIs.

Each Director is responsible for delegation within their department. They shall produce a scheme of delegation for matters within their department, which shall also set out how departmental budget and procedures for approval of expenditure are delegated.

Table B – Delegated Financial Limits

All thresholds are inclusive of VAT irrespective of recovery arrangements.Details of procurement thresholds from 31 January 2006 are provided (net of VAT)

Proposed Financial Limits (Subject to funding available in budget) Includes:-1 CHARITABLE FUNDS

Charitable Funds Committee Over £50,000Director of Finance Up to £50,000 – but reported to Management TeamDirector of Operations £251 to £25,000Fundholder/Head of Service Up to £250

2.LITIGATION CLAIMS

Individual Limits for each Payment

Chief Executive Above £100k The Board should be made aware of potential and Medical Negligence and other litigation payments over £25k.

Any litigation settlement claims in relation to employment/HR issues will require the

Director of Finance Up to £100kBoard Secretary Below £25k

Employment Litigation ClaimsChief Executive and Director of Finance and Director of Workforce and OD

Up to £50k

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Proposed Financial Limits (Subject to funding available in budget) Includes:-

Remuneration Committeeapproval of the Chief Executive in consultation with the Director of Finance and Director of Workforce and Organisational Development up to a value of £50k.

Any employment litigation settlements over

Over £50k

3. LOSSES AND SPECIAL PAYMENTSBoard (and subsequently WAG)Chief ExecutiveExecutive Directors/DirectorsHeads of Service /Heads of DepartmentBudget Holders

Director of Finance Chief ExecutiveTrust Board (and subsequently WG)

£250k and aboveBelow £250KUp to £100kUp to £50KUp to £10k

Up to £10kBelow £50k£50k and above

LossesFruitless payments (including abandoned capital schemes)All VERS payments above £50k to be referred to WG and then approved by Remuneration Committee

Other LossesLosses of cash due to theft, fraud, overpayment and others

Bad debts and claims abandoned

Damage to buildings, fittings, furniture and equipment and loss of equipment and property in stores and in use due to culpable causes (e.g. fraud, theft, arson etc)

4. REQUISITIONING GOODS AND SERVICES AND APPROVING PAYMENTS4.1 Agency Staff and Private Providers:-

Board

Chief Executive Executive Directors /Directors Heads of Service/Heads of Department Budget Holders

Over £250k

Up to £250kUp to £100kUp to £50k

Any agency staff, including medical locums

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Up to £10k

No other managers can authorise use of agency staff4.2 Building and Engineering Works (non

capital):-

BoardChief ExecutiveExecutive Directors/DirectorsHeads of Service Heads of DepartmentBudget Holders

Over £250kUp to £250kUp to £100kUp to £50k

Up to £10k4.3 Call Off Orders(Annual Value):-

High cost medical consumables, provisions, routine supplies, excluding locums or agency staff.

BoardChief ExecutiveExecutive Directors/DirectorsHeads of Service /Heads of DepartmentBudget Holders

Over £250kUp to £250kUp to £100kUp to £50k

Up to £10k

4.4 Capital Expenditure (Subject to annual programme being approved by Trust Board)Board Chief ExecutiveExecutive Directors/Directors and Deputy Director of Finance

Over £250kUp to £250kUp to £100k

The Board to approve cases outside discretionary allowances. Capital programme agreed annually by the Board.

Heads of Service/Heads of Department Up to £50kBudget Holders Up to £10k

4.5 Information Technology:-Board Over £250k

Major IT systems, software purchase, p.c. and printer purchase, networking, computer consumables. Includes software or hardware maintenance contracts.

Chief Executive Up to £250kExecutive Directors/Directors Up to £100kHeads of Service/Heads of DepartmentBudget Holders

Up to £50kUp to £10k

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Proposed Financial Limits (Subject to funding available in budget) Includes:-4.6 Management Consultants (Incl Professional Services):-

Trust Board Over £100,000Chief Executive Up to £100,000Executive Directors / Directors Up to £10,000

4.7 Periodic Payments (Invoice Value):-

BoardChief ExecutiveExecutive Directors/DirectorsHeads of Service/Heads of DepartmentBudget Holders

In relation to Gas, Electricity, Council tax.Telephone, Water and Fleet Fuel invoices, due to the high level of expenditure on a recurring basis, payments up to a value not exceeding £750,000 can be authorised by the Director of Finance or the Chief Executive

For the provision of clarity, payments of PIBS (Personal Injury Benefit Scheme) invoices do not require authorisation on the basis that these quarterly payments are a reimbursement of pension payments

made that have already been authorised.

Over £250kUp to £250kUp to £100kUp to £50kUp to £10k

4.8 Removal Expenses:-Relevant Director £6,000Director of Workforce and OD Up to £8,000

4.9 Services (Inc Maint. Contracts) over lifetime of contract:-

Board Over £250k

Routine maintenance contracts, clinical services (eg MRI), legal services, audit, clinical waste etc

Chief Executive Up to £250kExecutive Directors/Directors Up to £100kHeads of Service/Heads of Departments Up to £50kBudget Holders Up to £10k

4.1 All Other Requisitions:-

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Proposed Financial Limits (Subject to funding available in budget) Includes:-0

BoardChief ExecutiveExecutive Directors/Directors

Over £250kUp to £250kUp to £100k

Heads of Service/Heads of Department Up to £50kBudget Holders Up to £10k

5. QUOTATIONS AND TENDERS Quotations- a minimum of 3 written quotations for goods/services must be sought where the anticipated value is likely to be above £5,000.

Competitive Tenders- a minimum of 3 written competitive tenders for goods/services must besought where the anticipated value is likely to beabove £25,000.

Tenders for Supplies and Services above the limit setEU Procurement matters for works above set limitsmust be sought in compliance with EC Directives (Updated Jan 2008) (OJEU Regulations) as appropriate. All Tenders and Quotations must be sought, registered, and opened via the SSP.

Authorisation of Tenders and Competitive Quotations Providing all the conditions and circumstances set out in these Standing Financial Instructions have been fully complied with, formal authorisation and awarding of a contract may be decided by the following staff to the value of the contract as follows:Designated budget holders up to £10kHeads of Department up to £50kDirectors up to £100kChief Executive up to £250kChairman up to £250kTrust Board over £250kThese levels of authorisation may be varied or changed and need to be read in conjunction with the Trust Board’s Scheme of Delegation.

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Proposed Financial Limits (Subject to funding available in budget) Includes:-Formal authorisation must be put in writing. In the case of authorisation by the Trust Board this shall be recorded in their minutes.Exceptions and Instances where formal tendering need not be applied will require authorisation in the form of a request to waive SFIs (pre numbered document from SSP) and authorisation in advance from the Director of Finance or Deputy Director of Finance (or in their absence the Board Secretary)

6. VIREMENT See S0/SFIs 2.9 and 2.10 Conditions:-Trust Board Over £50,000 p.a. Trust must still meet Financial TargetsChief Executive Up to £50,000 p.a. Total Trust budget remains underspentDirector of Finance Up to £25,000 p.a. Total Trust budget remains underspent

7. HOSPITALITY/GIFTS

All Employees

Any gifts/hospitality estimatedat being at or above £10 mustbe recorded in the Gifts and Hospitality Register kept bythe Board Secretary.Any collective gifts where theCollective value is thought toExceed £10 (i.e. from acompany given to a numberof individuals in the Trust e.g.mugs, wine etc) must be notified to the Corporate Secretary and will be recordedas a single entry in the Gifts and Hospitality Register. All staff should complete declaration forms even wheregifts/hospitality is refused.

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8. LEASE AGREEMENTS

Leases – Authorised Signatories(ie those not required to be executed as a deed). Over 250k

Up to £250k

Up to £100k

To be authorised by the Board and then signed by Chief Executive and Chair

Chief Executive or a nominated Deputy.

Director of Finance and Board Secretary (NB copies of all leases are to be kept once signed by the Estates Manager for property related leases and by the Corporate Secretary for all other leases/contracts)

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Documents

NHS WALES - Welsh Ambulance Service€¦ · Web viewScheme of Reservation and Delegation of Powers for the Welsh Ambulance Services NHS Trust September 2018 Ymddiriedolaeth GIG Gwasanaethau