Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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POWYS TEACHING HEALTH BOARD
Bank Staff Operational Policy
Rev Date Purpose of Issue/Description of Change Planned Review
Date
Ref:
PTHB HR024
Initial issue
31/03/2011
Responsible Officer Approved by Date
HR and Nursing
Department
Clinical Governance Committee March 2007
Bwrdd Iechyd Addysgu Powys yw enw gweithredol Bwrdd Iechyd Lleol Addysgu Powys
Powys Teaching Health Board is the operational name of Powys Teaching Local Health Board
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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Contents Page
Contact Details 3
1 Definition 4
2 Further Development of the Bank Staff Register/ Management
System 4
3 Role of the Professional Bank Staff Co-ordinator 5
4 Recruitment Procedures for Bank Staff 6
5 Bank Staff Questionnaire 9
6 Introduction and Supervision of Bank Staff 10
7 Staff Availability/Booking Bank Staff 11
8 Working Time Directive 12
9 Timesheets 12
10 Continuous/ Break in Service 13
11 Entitlement and Payment for Annual Leave 13
12 Payment 14
13 Conditions of Service 14
14 Training and Development 15 15 Job Limitation 16
16 Conduct and Performance 16 17 Uniform and Identify Badges 17
18 Operational Work 17 19 Risk Management/Health and Safety 18
20 Confidentiality 18
21 Data Protection 18
22 Sick Leave and Maternity/Paternity/Adoption Leave 18
23 Contractual/ Personal Change/ Termination/ Removal from Bank Staff Register
19
Appendix
Appendix 1 - Recruitment Process for Bank Staff
Appendix 2 - Bank Staff Questionnaire Appendix 3 - Procedure for Booking Bank Staff
Appendix 4 – Guidance and Information table on Section 23
Appendix 5 - Process for Terminating Bank Staff
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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Contact Details
Name:
Post Title: Professional Bank Co-ordinator
Telephone: (01874) 61 5645
Fax: (01874) 61 5615
Address: Breconshire War Memorial Hospital
Cerrigcochion Road
Brecon Powys
LD3 7NS Email:
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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1. Definition
The function of the Bank Staff Operational Policy (BSOP) is to establish a casual workforce of competent Registered Nurses, Health Care Assistants, Allied Health
Professionals and other specialist areas such as Community Nurses, Health
Visitors, who can be called upon to support the substantive workforce in the
event of sickness, vacancies, maternity leave or increased workload pressures.
An employee recruited on to the Bank Staff Register is on a casual basis with no
contracted hours and as such Powys Teaching Health Board can determine for any one week whether bank staff are required and the number of hours.
Such employees may work solely on the Bank or may be existing Powys Teaching
Health Board employees holding substantive posts wishing to work extra hours in
another area or grade. They may also work for another Trust/Health Board or
company provided they comply with Working Time Regulations. Any staff, who
match this criteria but who are contracted to work regular hours each week must
be regarded as part time staff.
This (draft) operational policy not only sets out to explain the procedures for
recruiting, training, booking, and payment of bank staff it also details the bank
staff’s conditions of service.
2. Further Development of The Bank Staff Register/ Management System
The Bank Staff management system is an on going development process. The
role of the Professional Bank Staff Co-ordinator is in a synchronisation capacity.
The Bank Staff Co-ordinator acts as a pivotal point to ensure that communication
between Bank Staff, ESR Workstructure Administration, Recruitment Team, managers/appointing officers, and payroll is consistent - enabling the
development of a more robust administration system when Bank Staff cover is required.
The on-going development of Bank Management System and operational
procedure, ensure that bank staff who are recruited to the Bank Staff Register
deliver a high quality of care whilst minimising clinical risk.
The strategic aim is to introduce a booking management system to provide Powys Teaching Health Board with a fail-safe booking system. This will deliver statistics
on shift fill rates, usage, and trend analysis and performance indicators to enable effective monitoring and management of bank staff. A new booking system would
allow users (managers/those who need to book bank staff) to monitor individual
performance reviews, essential training and The Working Time Directive
Regulations. It would also enable managers to match shift requirements to the
available staff
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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3. Role of the Professional Bank Co-ordinator
The professional bank co-ordinator will be responsible for:
• First point of contact for any queries relating to Bank staff.
• Maintaining and updating the Bank Staff Register, ensuring correct details are
held for all Professional Bank Staff employed by the Teaching Health Board. • Ensuring all Heads of Service, Team Leaders and Matrons have access to the
Bank Staff register. • Coordinating, identifying and allocating essential training for bank staff.
• Target Recruitment and Selection of Bank staff to areas where there are
insufficient staff to support the service.
• Ensuring all bank staff receive appropriate inductions into work areas.
• Ensuring compliance with the working time legislation.
• Ensuring compliance with the Bank staff operational policy.
• Ensuring all bank staff receive an Individual Performance Review.
• Assisting in the booking of bank staff as and where necessary.
4. Recruitment Procedures for Bank Staff
For clinical areas staff must be over the age of 18 years
Recruitment to:
Nursing
All Registered Nursing will be appointed to Band 5 unless agreed by the Line
Manager and the Deputy Director of Nursing. With exception for those who hold
specialist roles, for example Health Visitors, who will be appointed to the
appropriate band for the post.
All Unregistered Nursing staff will be appointed to Band 2 unless agreed by the Line Manager and the Deputy Director of Nursing.
Allied Health Professionals
All Allied Health Professionals will be appointed at the Band appropriate to the
level of work. This will be agreed by the Line Manager and the Head of Clinical
Support Services
Recruitment to the Bank Staff Register will be in accordance with the Powys
Teaching Health Board Recruitment & Selection Policy and Procedure document and will include the following for Bank Staff applicants.
The overall responsibility for staff selection and interview will be the appropriate
Hospital Matron, Head of Service or Team Lead according to the geographical
area and clinical service the candidate is applying for.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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Both New starters and Existing employees, if wishing to join the Bank Staff Register must proceed through the recruitment process.
Please refer to Appendix 1)
Outline of the Recruitment Process
The applicable advertising documentation must be completed and sent to the ESR
Work structure Administration for authorisation before being forwarded to the
Recruitment Team for advertising. All applicants must submit an application form; these will be forwarded to the appropriate appointing officer for short listing and
possible interview.
If the applicant is successful at interview the appointing officer must inform the
Bank Staff Co-ordinator and the appropriate recruitment partner. ‘A Pro Forma’
must be completed and forwarded electronically where possible.
Verification of current registration, where appropriate e.g. NMC/HPC is the
responsibility of the appointing officer. The appointing officer must check that the
registration documents required are appropriate and meet national standards
An appointment letter or variation to contract letter along with appropriate pre
employment checks documentation and a bank staff questionnaire will be sent
out by the Recruitment Team to the successful candidate/s.
Pre Employment Checks
Pre employment checks are split into 3 categories.
• References
• Occupational Clearance
• CRB Check
All pre employment checks must be completed before employment can
commence
References
Two references are required for applicants who are not currently employed by
Powys Teaching Health Board.
One reference is required for ‘existing employees’ if the line manager does not
remain the same.
A reference will not be required if the applicant retains the same line manager
Occupational Health Clearance
If appropriate, an occupational health form will be issued to the successful
candidate and must be completed and returned to the occupational health
department.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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Bank Staff Questionnaire The bank staff questionnaire will be issued by the Recruitment Team.
The bank staff questionnaire must be completed and returned to the Professional
Bank co-ordinator.
Criminal Records Bureau Disclosure Check (CRB)
For clarification on who requires a CRB check and to establish the level required please refer to Powys Teaching Health Board Disclosure of a Criminal Background
Policy and Procedure.
If required, a CRB disclosure application form will be issued by the Recruitment
Team. This will need to be satisfactorily completed and returned to the
Recruitment Team along with appropriate supporting ID documentation as
detailed in “An applicants Guide to Completing the CRB Application Form” issued
along with the CRB Disclosure Application form.
For posts that require a CRB check, clearance must be received before
employment can commence, however the following may apply.
Existing employees
Existing staff whose substantive post does not require a CRB clearance, but the
bank post does, may still commence employment providing that other pre-
employment checks have been undertaken satisfactorily and all CRB
documentation has been satisfactorily completed and returned to the
Recruitment Team along with appropriate supporting ID documentation.
Until full CRB clearance is received the candidate must work under supervision.
New Employees If only the CRB clearance is outstanding employment may commence however
until full CRB clearance is received the candidate must work under supervision. This option is available at the appointing officer’s discretion. The bank staff co-
ordinator must be informed.
On Commencement of Employment
New employees
An enrolment form issued by the Recruitment Team needs to be completed by the manager and member of staff and returned to the Recruitment Team. This must
be signed by the budget holder/ manager. A copy must be sent to the Bank Staff Co-ordinator.
Existing employees
A contractual changes form needs to be completed and forwarded to the payroll
department. These can be downloaded from Powys Teaching Health Boards
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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Internet site (documentation – forms). A copy must be sent to the Bank Staff Co-ordinator.
The change must be made clear e.g. joining bank in addition to substantive post.
A copy of the variation to contract letter must be attached.
For both new and existing employees the appropriate induction training must be
completed
5. Bank Staff Questionnaire
(To view a copy of the bank staff questionnaire please ref Appendix 2)
For all employees joining the Bank Staff Register the Bank Staff questionnaire is
issued by the Recruitment Team.
The bank staff questionnaire enables the Professional Bank Staff Co-ordinator to
maintain the Bank Staff Register.
If the bank staff questionnaire is not returned to the professional bank co-
ordinator, the employee will not be used on the bank as contact details, shift
availability will not be available. The bank co-ordinator will contact the
appropriate Matron, Head of Service or Team Leader.
6. Induction and Supervision for Bank Staff
The following information sets out to explain Powys Teaching Health Board’s
commitment to both new and existing post holders
Induction of new employees to the Bank Register will be in accordance with the Powys Teaching Health Boards Induction of New Employees Policy and Procedure
document and will include the following for Bank Staff.
New Employees
Local Induction
This will be held on the first day of employment, and will be conducted by their (primary site) line manager or mentor and will introduce them to the site and
area of work.
Role Induction
This is to be held on the first shift at a site and subsequent shifts covered and will
be conducted by their mentor. It will include initial assessment of their
competences against their post outline and form the basis for their personal
development plan.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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Powys THB Corporate Induction Course
All new employees are required to attend within 3 months of starting employment as stated in the appointment letter. The line manager and new employee will
agree a date that training is to be attended. The THB induction is booked through
the training department
Existing Employees For staff who hold a substantive staff and join the bank register in an area which
is different to their substantive post e.g. Substantive post is an Admin Clerk, bank post is a Health Care Assistant or their bases/ work area changes need to be
given local and role induction as above.
Staff who work a shift not their primary site must be given a local induction.
A registered/qualified bank staff member undertaking a ‘bank shift’ is only able to
take charge of an area if deemed competent by the appropriate professional lead.
Supervision of Staff
Clinical Supervision will be provided in accordance with Powys THB’s Clinical
Supervision Guidance
7. Staff Availability/Booking Bank Staff
For further clarification on the booking of bank staff please refer to Appendix 3
The updated database list of all Active Bank staff is distributed to all Hospital
Matrons, Heads of Community Nursing and Mental Health, Learning Disabilities
and Payroll Departments on a monthly basis (at the end of each month). It is the responsibility of those (listed above) to cascade the updated information to those
who need access to book bank staff.
It is crucial this information is forwarded on, especially if shifts are unable to be
covered locally, bank staff are asked (this is optional) to give alternative locations
of work via the Bank Staff questionnaire and this information is listed under
secondary and third location columns on the database.
With regards to security and data protection procedures, the database is password protected and a ‘read only’ facility is in place to prevent the
spreadsheet being modified.
When the updated database is forwarded it is stipulated that the previous
month’s database should be deleted. This is to ensure the most recent up to date
information is being referred too.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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The Matron, Head of Service and/or Team Lead is accountable for identifying the need for bank staff and for contacting/booking bank staff.
The Bank Staff member must be informed at the time of booking who they should
report to at the beginning of their shift
The bank staff co-ordinator may be contacted to assist with the booking of bank
staff.
8. Working Time Directive Regulations
For further clarification please refer to Powys Teaching Health Board’s Working
Time Regulation Policy
Powys Teaching Health Board does not consider this is in the interests of
patient safety for staff to routinely work in excess of 48 hours per week
and does not support the general use of opt out agreements.
Average weekly working time is normally calculated over 17 weeks.
Managers must:
• Routinely monitor staff who appear to be close to 48 hours working
time limit and ensure that they do not exceed it.
• Offer regular health assessments to night workers
• Ensure workers can take their rest, however you are not required to
ensure that they do take their rest
• Discuss with individuals who are known to hold a second job, their compliance with regulations.
• In an event, where 48 hours per week is exceeded, Managers must
follow guidance under the Working Time Directive Policy and take the
appropriate action.
It will be the responsibility of the employee to disclose to the Manager regarding any other employment, NHS or private which may affect the Working Time
Directive ruling. This information will be noted on the Bank Staff Questionnaire and database.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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9. Timesheets
Bank Timesheets for Bank Staff must be completed on a weekly basis and will be available from all Hospital wards and departments. This is to ensure time sheets
are handed to payroll promptly and can be processed as quickly as possible.
Instructions on how to complete the bank timesheets are indicated clearly on the
top of the bank timesheet. If Bank Staff work on a ward/area which is not their usual contractual site (primary site) then this has to be noted where applicable.
When completing the time sheet - the appropriate Position and Organisation of the secondary assignment must be noted.
For each shift worked, the time sheet must be initialled by the ‘nurse in charge’
for that shift and then authorised by the Budget Holder, otherwise no payment
will be made.
It is the responsibility of the individual to ensure that their time sheet arrives to
the payroll department on time, failure to do so will result in a delay in payment
of wages.
10. Continuous/Break in Service
Service as a Bank staff employee will be deemed to be continuous for purpose of
calculation of annual leave entitlement, from the date the employee makes
themselves available for work. A break will not be seen as a period of time when
the employee has not been called.
It will be the responsibility of the Line Manager to record any period where bank
staffs are unable to work when requested and to inform the bank staff co-ordinator.
11. Entitlement and payment for Annual Leave
In accordance with the A4C Terms and Conditions of Service and in line with the
Working Time Directive, Bank staff, who work solely on the bank, will be paid for
their annual leave. The hours worked each period are accumulated and the
entitlement is calculated by dividing this cumulative figure by twelve weeks. This
payment will be shown on the payslip and staff will not be entitled to time in lieu.
For Bank Staff who have a substantive/fixed term Assignment with PTHB and do bank work, will not receive any additional annual leave as they already enjoy
these rights under their substantive/fixed post.
Staff who take annual leave from PTHB, will not be able to work a bank shift
during this leave period however Staff may work their ‘days off’ providing
they comply with the Working Time Directive.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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12. Payment
The appropriate A4C salary and band will be paid in accordance with the A4C terms and Conditions of Service and will be paid per annum pro rata.
Progressions through the band will be in line with the NHS Knowledge and Skills
Framework and post outlines for development of the post. Details of the A4C pay
scales can be found in the Terms and Condition Handbook or on the Web Site
under http://sharepoint.powysTHB.wales.nhs.uk/HumanResources/PayRoll/default.aspx
or from your line manager.
Bank staff will be paid for all hours worked and an additional enhanced payment
for Night Duty, Weekend work, Unsocial or Bank Holidays will apply in accordance
with the A4C Terms and Conditions of Service Handbook and may be subject to
change from time to time.
Excess hours over and above the whole time of the Band/Discipline will be paid at
the appropriate rates for any one-week, in accordance with the A4C Terms and
Conditions Handbook of employment.
The working week is from Monday to Sunday. Bank Staff are requested to
complete weekly timesheets and submit each timesheet at the end of the week to
their line manager for authorisation. The time sheet needs to then be sent to the
payroll department, who will process in the next pay period. Pay periods run from
the 7th to the 7th of each month e.g. 7th June to the 7th July payment 20th July.
Any timesheets submitted after the 7th will be paid in the next months pay period.
Payment is made monthly on the 20th of each month, directly into the employees
bank account
All bank staff are to be paid at the appropriate band. Please see section 6:
Recruitment to the Bank Register.
13. Conditions of Service
The main A4C Terms and Conditions of Service will apply to this post.
Bank Staff will not receive any retainer fee for registering as a bank employee
and cannot be regarded as having any entitlement to emergency duty payments of On call or Standby Payments or Bonus payments.
Bank Staff are not regular employees and have no entitlement to guaranteed or continuous work.
Powys Teaching Health Board can determine in any one week whether an
employee shall be called in to work (if available) and the numbers of hours to be
worked in accordance with The Working Time Directive.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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When Bank Staff have been requested to work a shift by a line manager and are no longer required for duty, these staff will be given, where ever possible, 24
hours notice that they are not required to work. Any notice which is less than 24 hours should be entered on the timesheet and paid at as appropriate for the shift.
In this event bank staff would be offered alternative sites/areas to work within a
reasonable travelling distance. Refusal to accept this would negate the need for
the Health Board to honour the payment.
For new employees statement of main terms and conditions will be issued with 8
weeks of commencing employment.
Travel expenses for bank staff working at alternative sites will be paid as per A4C
Terms and Conditions.
14. Training and Development
Powys Teaching Health Board has a personal responsibility to ensure that all bank
staff undertake relevant annual mandatory/essential training as appropriate to
their band and area of work.
The Bank Staff Co-ordinator and the Training Department will be responsible for
organising Essential Training for ‘Bank only’ staff. ‘Bank only’ staff will get paid
their normal bank shift rate, only when their attendance has been confirmed.
Existing employees who hold substantive Assignment in addition to their Bank
Assignment will have essential training arranged through their line manager
responsible for their substantive post.
For those staff whose substantive Assignment is different to their bank Assignment e.g. Admin role, Bank HCA. The line manager together with the bank
staff co-ordinator will identify any additional mandatory/essential training that is specific to that job e.g. manual handling – patients.
Bank Staff will have a duty to attend all Essential Training otherwise they will be
considered ‘unfit’ to work and will be removed from the active bank register
Although the Bank Co-ordinator will assist in the co-ordination of training courses
for bank only staff it will be the responsibility of the bank staff’s line manager to ensure that all essential training is completed. The bank co-ordinator will inform
the line manager of any bank staff who do not attend training courses.
All Bank Staff will be expected to participate in a performance system in operation
or introduced within the Teaching Health Board.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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For staff who are not appointed on the maximum of the band, after 12 months service, they will move to the next point on the incremental scale provided they
have met their Personal development Plan/KSF sub sets.
Further increments may be earned in the same way after each 12 months of
services.
Personal development plans for bank staff will be organised at a Managerial level through their Primary site.
15. Job Limitations
In accordance with Powys Teaching Health Board Policies and Procedures
At no time should bank staff work at a level outside their level of competence. If
there are concerns regarding this, they should be discussed immediately with the
line manager/Supervisor. All junior staff have a responsibility to inform those
supervising their duties if they are not competent to perform a duty.
16. Conduct/ Performance
In accordance with Powys Teaching Health Board Policies and Procedures
The Bank Staff Co-ordinator and Human Resources Officer must be notified
regarding any concerns about professional standards or performance issues of
individual bank staff. These will be raised with the line manager at the primary
site.
In the event of a serious complaint or incident involving a bank staff member, the Bank Staff Co-ordinator and Human Resources Officer must be informed at the
earliest opportunity.
Any complaints/incidents involving bank staff will be fully investigated and where
appropriate, necessary action taken in line with Powys Teaching Health Board
Policies.
Bank staff will be informed of any incidents or complaints made against them and
the outcome of the investigation process in line with Powys Teaching Health Board Policies.
17. Uniform and Identity Badges
Uniforms will be provided for Bank staff where appropriate
Photos for Identification Badges for New employees are taken at the Powys THB
Corporate Induction Day.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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Bank Staff Identification Badges are denoted with a yellow background.
Identity badges are issued to all Bank staff and should be worn at all times during
bank hours worked.
For those Bank staff who hold a bank post in addition to their substantives post a
Bank ID badge will need to be issued stating their Position when working on the bank.
ID Badges must be returned to Powys THB on termination of Position.
18. Operational Work
If relevant to the role, bank staff will have access to advice and support from
appropriately qualified persons in respect of on-site, on-call and in-call
arrangements.
As a professional person, the post holder will abide by the legal requirements and
statutory rules relating to practice, maintaining the confidentiality of patients,
their families/carers, at all times. He/she will maintain standards of conduct and
dress to sustain public confidence, in accordance with the relevant registration
body Terms and Conditions of Employment, and record periodic registration.
19. Risk Management/Health & Safety at Work
The Teaching Heath Board is committed to protect its staff, patients, assets and
reputation through an effective risk management process. The post holder will be
required to comply with the Teaching Health Boards health & safety policy and
actively participate in this process and have responsibility for managing risks and reporting. Staff have a responsibility to access Occupational Health, the Staff
councillor and any other support in time of need and advice.
20. Confidentiality
Bank Staff are required to observe the Teaching Health Board’s policies on
Confidentiality and data Protection of Teaching Health Board employee and
patient information.
Bank Staff must also observe legal responsibilities in handling stored personal
data and operate the Teaching Health Boards information technology security policies.
21. Data Protection
Under the Data Protection Act 1998, the Teaching Health Board advises that it will
be keeping personal information on all bank staff for administrative and
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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managerial purposes. To obtain a full list of the information retained, contact the Human Resources Department, Personnel and Training Department, Bronllys
Hospital.
The Teaching Health Board will only disclose personal details to relevant
departments within the Teaching Health Board and the Welsh Assembly
Government. The person will be informed of any disclosure request of personal
details made unless an exemption is made. An example of an exemption is an Inland revenues or DSS request.
22. Sick Leave and Maternity/ Paternity/Adoption Leave
In accordance with standards set out nationally, Bank staff will be entitled to
Statutory Sick Pay providing they meet the criteria for payment in accordance
with guidelines set out by the Department of Social Security.
Statutory maternity and paternity leave pay will be paid in accordance with the
Department of Social Security guidelines.
23. Contractual Change/Personal Change/Termination/ Removal from
Bank Staff Register
(For further clarification, please refer to appendix 4 and 5)
Powys Teaching Health Board actively encourages all staff to apply for job
opportunities within its organisation
Contractual Changes
For any contractual changes, a contractual changes form needs to be completed clearly stating the change For example: If a bank staff member takes a
substantive contact with Powys Teaching Health Board, but wishes to remain on the bank register this must be clearly noted on the changes form.
Contractual changes form can be downloaded form the Powys Teaching Health
Board internet site:
http://www.wales.nhs.uk/sites3/page.cfm?orgid=501&pid=8171
The professional bank staff co-ordinator needs to be made aware at the earliest opportunity of any changes.
Personal Changes
The professional bank staff co-ordinator needs to be made aware of any personal
changes e.g. contact details, shift availability therefore ensuring that the bank
staff register is updated and will ensure that any documentation is completed and
forwarded to the relevant department. Payroll also need to be made aware of
changes in personal circumstances
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
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Termination/ removal for the Bank Staff register
If a Bank Staff Member wishes to be removed from the Bank Staff register, one months notice should be given in writing to their manager. A copy of this
notification should be sent to the Bank Staff Co-ordinator The employee will be
required to return Uniform, ID Badge and any other item issued in relation to the
Bank Position.
Only once all documentation has been completed, will all the bank staff member’s
details be removed from the bank staff register.
In the interim period the bank staff member will be highlighted in purple on the
bank staff register with a note stating that “has requested to be removed from
bank staff register, documentation in process”
For all the above the following must take place:
Once the form has been completed the following must happen:
• 3 photocopies taken.
• 1st copy to be kept by for the staff member as proof of change
• 2nd copy to be kept in the staff member’s personal file
• 3rd copy sent to the professional bank co-ordinator
• The original is sent to the payroll department
• The professional bank staff co-ordinator needs to be made aware at the earliest opportunity of any changes.
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance
Committee March 2007, Review: March 2010 Page 18 of 26
Appendix 1
Recruitment Process for Bank Staff
• Receive enquiry
• Check over 18 years
old
• If substantive hours
available inform
On receipt of
Application form
Recruitment will
forward
electronically to the
appropriate
appointing officer
Shortlist
Candidate not Short listed
Candidate Shortlist
Inform Recruitment
Interview Candidate
Candidate Appointed
Refer to either Recruitment
Tel: 01874 712563 or the
bank
Co-ordinator Tel: 01874
615645 for an application pack to be sent
Candidate Not Appointed
Inform Recruitment
Send a copy of the Proforma to
Bank Co-ordinator
Complete Proforma
Recruitment will:
• Issue appointment/ variation letter and pre
employment documentation
• Issue Bank Staff Questionnaire
• Send a copy of the appointment/ variation
letter to appointing officer and Bank Co-
ordinator
Appointing Officer Informs
candidate they can commence
employment and either:
Wait to be informed by the
Recruitment Team that the
candidate can commence
employment
New Employees
Complete Enrolment form
Send a copy to the Bank Co-ordinator and the original to Recruitment
Existing Employees
Complete contractual changes form
Send a copy to the Bank Staff
Co-ordinator and the original to Payroll
The Proforma and Contractual
Changes form can be downloaded from Powys Teaching Health Board’s
Website
Inform
Recruitment of
interview date
who will contact
candidate and
issue appointing
officer interview pack
Advert request to
Workstructures for authorisation
Advertised on NHS Jobs
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing
Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
Page 19 of 26
Appendix2
PLEASE RETURN THIS QUESTIONNAIRE IN THE ENVELOPE PROVIDED TO;
ELLEN PIGDEN – PROFESSIONAL BANK STAFF CO-ORDINATOR
BRECONSHIRE WAR MEMORIAL HOSPITAL, CERRIGCOCHION ROAD, BRECON, LD3 7NS
Title: Ms/Miss/Mrs/Mr
First Name:
Surname:
Staff Number (for existing staff, if known):
Address:
Post Code: National Insurance Number:
Contact Numbers: Home:
Mobile:
Bank Staff Job Title : Grade/Band:
Which Hospital/Community Base you are most likely to work at (as Bank Staff)
i.e. your
Primary Site?
……………………………………………
Is there a second hospital you are willing to work at if so where ?
……………………………………………
Are there any other PTHB hospitals you are willing to travel to?
………………………………………………
Do you have any specialist skills for e.g. MIU/Theatre/Paediatric?
………………………………………………..
When are you available to work? Please tick as appropriate:
Shifts Week days Weekends
Early
Late
Long day
Nights
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing
Services. Approved: Clinical Governance Committee March 2007, Review: March 2010
Page 20 of 26
QUESTIONNAIRE TO BE COMPLETED BY ALL BANK STAFF
Have you completed the following essential training?
Essential Training Yes/No Dates
Manual Handling
Infection Control
Basic Life Support
Fire Safety
Immediate Life Support
Personal Safety Awareness
Personal Safety Breakaway
Health & Safety
Occupational Health
Have you completed any other training in the last 3 years?
Training Course Title Dates Completed
Do you already have a substantive post with Powys THB if so, please state job
title hospital location and total of hours / shifts worked.
………………………………………………………………
………………………………………………………………
Do you work for any other Hospital Trust, if so who?
……………………………………………………………….
Signed:………………………………….. Date …………………………………
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance
Committee March 2007, Review: March 2010 Page 21 of 26
Appendix 3 Booking Bank Staff
Known Shortfall (defined as 4 weeks in advance due to annual leave, long term sick or vacancies)
Unknown shortfall (defined as on the day/ 24 hours notice)
Off Duty Rota GAP Contact
Regular staff
to do extra shift
Shift Filled
Contact bank
staff on bank staff register
Shift Filled
Review skill
mix depending
on timescale
left
Shift Filled
Trigger Policy
Agency
LAST
RESORT
Unexpected
sickness/
Compassionate leave
Review Skill mix Dependency
Contact
Regular staff
to do extra shift
Shift Filled
Shift Filled
Contact bank
staff on bank staff register
Trigger Policy
Agency
LAST
RESORT
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance
Committee March 2007, Review: March 2010 Page 22 of 26
Situation Actions
Change in Availability Contact Bank Staff Co-ordinator
Change in Contact Details inc address
Change in Emergency Contact
Change in Name
Change in Bank Details
1) Complete Personal Changes form 2) Send a Copy to the Bank Staff Co-ordinator
3) Send original to the Payroll Department
None PTHB employee wishing to join the bank
Will be required to proceed through the recruitment process
When all pre employment checks are complete:
1) Complete Enrolment form issued by Recruitment 2) Send a copy to the bank staff co-ordinator
3) Send Original to Recruitment
PTHB employee wishing to join the bank who’s line manager will remain the same
Will be required to proceed through the recruitment process. ie will need to apply for an advertised vacancy
Once all recruitment processes have been completed including pre employment checks
1) Complete Contractual Changes form
Highlighting in addition to substantive Assignment & attach variation to contract letter
2) 3 copies
1 – Staff Member to keep
2 - Manager to keep 3 – Send to bank Staff Co-ordinator
3) Original to Payroll
Staffing Situations Appendix 4 Formatted: Font: Verdana, 10
pt, Bold, English (U.K.)
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance
Committee March 2007, Review: March 2010 Page 23 of 26
PTHB employee wishing to join the bank
who’s line manager will not remain the same
Will be required to proceed through the recruitment process. ie will
need to apply for an advertised vacancy Once all recruitment processes have been completed including pre
employment checks
1) Complete Contractual Changes form Highlighting in addition to substantive Assignment & attach variation
to contract letter
2) 3 copies
1 – Staff Member to keep 2 - Manager to keep
3 – Send to bank Staff Co-ordinator
3) Original to Payroll
PTHB employee wishing to terminate substantive/fixed term employment but
wishes to join the bank staff register and by doing so will retain the same line manager
Will be required to proceed through the recruitment process. ie will need to apply for an advertised vacancy
Once all recruitment processes have been completed including pre employment checks
1. Complete Contractual Changes form
Highlighting in addition to substantive Assignment & attach variation to contract letter
2. 3 copies 1 – Staff Member to keep 2 - Manager to keep
3 – Send to bank Staff Co-ordinator
3. Complete termination form for substantive/fixed term post
Highlighting that they wish to remain on the bank staff register
4. 3 copies
1 – Staff Member to keep
2 - Manager to keep
3 – Send to bank Staff Co-ordinator
5. Send Originals to Payroll
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance
Committee March 2007, Review: March 2010 Page 24 of 26
PTHB employee wishing to terminate
substantive/fixed term employment but wishes to join the bank staff register and by doing so will not retain the same line
manager.
Will be required to proceed through the recruitment process. ie will
need to apply for an advertised vacancy Once all recruitment processes have been completed including pre employment checks
2. Complete Contractual Changes form Highlighting in addition to substantive Assignment & attach variation to
contract letter
2. 3 copies
1 – Staff Member to keep
2 - Manager to keep 3 – Send to bank Staff Co-ordinator
3. Complete termination form for substantive/fixed term post
Highlighting that they wish to remain on the bank staff register 4. 3 copies
1 – Staff Member to keep 2 - Manager to keep
3 – Send to bank Staff Co-ordinator
5. Send Originals to Payroll.
PTHB employee who holds both a
substantive/fixed term contract and a bank contract and wishes to terminate substantive/
fixed term contract but remain on the bank
staff register.
1) Complete termination form for substantive/fixed term Assignment
aand will be required to return THB equipment for this Assignment. Highlighting that they wish to remain on the bank staff register
2) 3 copies 1 – Staff Member to keep 2 - Manager to keep 3 – Send to bank Staff Co-ordinator
4) Original to Payroll
PTHB employee who holds both a substantive/fixed term contract and a bank contract and wishes to be removed only from
the bank staff register and remain in their substantive/fixed term contract
1) Complete Contractual Changes form Highlighting only wishes to be removed from Bank Contract
2) 3 copies 1 – Staff Member to keep
2 - Manager to keep 3 – Send to bank Staff Co-ordinator
3) Original to Payroll
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance
Committee March 2007, Review: March 2010 Page 25 of 26
PTHB employee who will be retiring and wishes to either remain or join the Bank Staff Register Will have to go through the
recruitment process Be careful - may need to show that they have actually retired. Therefore will need to
terminate their employment & then reapply
for an advertised vacaancy
Please refer to www.nhspa.gov.uk or contact the Bank Staff Co-ordinator
Bank Staff member who takes substantive hours with PTHB in addition to the bank post.
To take Substantive/Fixed term hours will be required to proceed through the recruitment process
When all pre employment checks are complete:
1) Complete Contractual Changes form to inform payroll of the
Substantive/fixed term post
If the member of staff would like to remain on the bank as well taking substantive/ fixed term hours Highlight “ in addition to bank post”
2) 3 copies
1 – Staff Member to keep 2 - Manager to keep 3 – Send to bank Staff Co-ordinator
3) Original to Payroll
Bank Staff member who takes substantive hours with PTHB and does not want to remain on the bank staff register.
To take Substantive/Fixed term hours will be required to proceed through the recruitment process When all pre employment checks are complete:
4) Complete Contractual Changes form to inform payroll of the
Substantive/fixed term post Inform payroll that they no longer wish to remain on the bank staff
register. Return their ID Badge and Uniform if applicable
5) 3 copies 1 – Staff Member to keep
2 - Manager to keep 3 – Send to bank Staff Co-ordinator
6) Original to Payroll
Powys Teaching Health Board. PTHB CP 0074: Bank Staff Operational Policy. Author: Nursing Services. Approved: Clinical Governance
Committee March 2007, Review: March 2010 Page 26 of 26
Appendix 5 Termination
Termination (defined as a bank staff member wishing to leave the bank staff register)
Bank Staff informs
their manager that
they no longer wish
to remain on the bank register
4 weeks notice
required
Notification of
removal from bank
register required in writing
Does the bank staff
member hold any
other employment with PTHB?
Yes No
Complete
Termination
form and
forward to
payroll along
with
notification in writing
Inform Bank
Co-ordinator by
sending copy of paperwork
Does the bank staff
member want to be
removed solely
from their bank post
Yes No
Complete
Contractual
Changes form
and forward to
payroll along
with notification
in writing
Inform Bank
Co-ordinator by
sending copy of paperwork
Terminating
employment completely
Termination Form will
be completed by
substantive post manager
Please note:
Should a bank staff terminate from their
substantive Assignment but wish to remain on
the bank register, highlighted note MUST be
placed on the termination e.g. “Please retain
bank post”
Termination and Changes forms can be downloaded from
Powys Teaching Health Boards Website
Return
ID
badge
and
any
other
Return ID
badge and
any other
property
which applies