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<name>Employee AdvisorDepartment of Education, Training and the ArtsQueensland

Dear Employee Advisor

Welcome to the Department of Education (your role excludes Arts). We trust your employment with us will be both rewarding and supportive.

You are part of an Organisational Health team based in a region. For local issues your line management reporting is to the Human Resource (HR) Manager based in your region. For professional issues, you report through to the Director of the Organisational Health Unit based in Central Office (OHU). The Principal Human Resource Consultant (Rehabilitation and EAS), located in the OHU, coordinates the state-wide delivery of the Employee Assistance Service and is available for consultation and reporting on broader aspects of your role.

The confidentiality component of your role can feel isolating, however, you will find you have the support and recognition from the other Employee Advisors (EAs) located across the state. Use this network as much as you can for professional and personal support in your role. Please remember to take care of yourself first of all.

Your role requires travelling and if you are located in a country region, you will be required to travel long distances at times. Please take time to negotiate your needs with the regional HR Manager.

This package has been designed to support you in your role as an Employee Advisor. It contains hyperlinks to intranet and internet sites and acts as a fluid document. Consequently, you can update this package as you see relevant to your regional needs. The OHU will also provide you with updates as they become available.

To start here is the general EQ induction package on line: http://iwww.qed.qld.gov.au/workdept/hr/induction.html

For any further information or assistance, please contact Mrs Kylie Dale, Principal Human Resource Consultant (Rehabilitation and EAS) on (07) 3237 1093.

Sincerely

DirectorOrganisational Health Unit

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TABLE OF CONTENTS

1. INTRODUCTION...........................................................................................................32. ORGANISATIONAL HEALTH POLICY STATEMENT.................................................4

Organisational Health Teams...........................................................................................4Organisational Health Unit................................................................................................4

3. EMPLOYEE ASSISTANCE SERVICE OVERVIEW.....................................................6Employee Advisor Position Description............................................................................6Employee Advisor Contact Details...................................................................................6

4. OVERVIEW OF THE DEPARTMENT...........................................................................75. OVERVIEW OF REGIONS...........................................................................................86. CREATING HEALTHIER WORKPLACES WEB PAGE..............................................97. HUMAN RESOURCE INFORMATION.......................................................................10

Time Sheets....................................................................................................................10Leave..............................................................................................................................10

8. REPORTING AND DATA COLLECTION...................................................................11Record Keeping..............................................................................................................11

9. TRAVEL......................................................................................................................1210. ACCOMMODATION...............................................................................................1211. PROMOTION AND MARKETING...........................................................................1312. PERFORMANCE DEVELOPMENT........................................................................14

Networking......................................................................................................................1413. PROFESSIONAL DEVELOPMENT........................................................................15

Professional Supervision................................................................................................1514. DEBRIEFING..........................................................................................................1615. ETHICS...................................................................................................................17

Confidentiality.................................................................................................................17

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1. INTRODUCTION Organisational health is a collective term that encompasses the professional areas of workplace health and safety, workplace rehabilitation, claims management, employee assistance service and health promotion.

The Director of the Organisational Health Unit (OHU) in Central Office and the Regional HR Managers are responsible for the recruitment and selection of organisational health personnel. Once an employee is appointed, either permanently or temporarily, the department is responsible for supporting the induction process.

At the regional level, the appointed supervisor is responsible for dissemination of local level information, with the OHU responsible for providing information related to the state-wide delivery of the Employee Assistance Service, as part of the delivery of organisational health services across the department. This induction package has been specifically designed for Employee Advisors (EAs) and should be made available at each region.

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2. HEALTH, SAFETY AND WELLBEING STATEMENT

The department’s Health, Safety and Wellbeing statement can be found at the below hyperlink. This statement outlines the Director-General’s commitment to enhancing the organisational health of departmental working and learning environments. This statement provides the over-arching basis for implementing organisational health strategies within the department.

http://education.qld.gov.au/health/docs/orghealth-policy-statement.pdf

Organisational Health TeamsYour regional Organisational Health Team may include a combination of professional roles that may be located in the same office or in multiple locations throughout your geographical region. Numbers of organisational health personnel located in each region vary across the state.

Senior Injury Management Consultants Senior Health and Safety Consultants Claims Management Officers Employee Advisors

In addition to dedicated Organisational Health positions, other roles within your region may become involved in the delivery of organisational health services. Some of these roles may include:

Principal Human Resource Consultants (Principal Personnel Officer – PPO) Senior Human Resource Consultants (Senior Personnel Officer – SPO) Human Resource Consultants Corporate Service Officers

The primary role of human resource (HR) personnel in regions is to ensure that appropriate staff are available in each school to deliver education outcomes. The types of issues that HR personnel may become involved in include:

Staff placements and transfers to school and non-school locations Supplying relief and contract staff (TRS = Teacher Relief Scheme) Additional allocations of staff to schools (for staffing, deployment, rehabilitation or

reasonable adjustment purposes) Recruitment and selection processes Grievance processes Investigations Mediations

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Organisational Health Unit The Organisational Health Unit, located in Central Office, is responsible for the state-wide leadership and co-ordination of workplace health and safety, workplace rehabilitation, claims management, employee assistance and health promotion services.

Personnel in the Organisational Health Unit are shown in the below chart.

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Director

Principal HR Consultant(Rehab and EAS)

Principal HR Consultant(Health and Safety) Principal Health Promotion Advisor

Admin Officer

Senior Injury Management Consultant

Claims Management Consultant

Senior Health and Safety Consultant

Senior Health and Safety Consultant

HR Consultant (Rehabilitation) Senior Health and Safety Consultant

HR Consultant (Rehabilitation)0.4 FTE

Corporate Services Officer (Claims Management)

Senior Health and Safety Trainer

3. EMPLOYEE ASSISTANCE SERVICE OVERVIEW

The Department of Education's Employee Assistance Service (EAS) provides a range of supportive psychological health services to employees.  Services include free short-term confidential counselling as well as some presentations, critical incident debriefing and group work.  These services assist individuals and school communities to increase psychological resilience, improve communication, develop positive work relationships and enhance well-being.

The EAS is delivered by Employee Advisors across the state, who are qualified psychologists, counsellors or social workers.  Employee Advisors service particular districts and may use external psychologists under extenuating circumstances to provide some counselling sessions.  For employees located in Central Office, AccessEd or Disability Support Services, psychological counselling is provided by Assure Programs.

The Organisational Health Unit has limited funding for accessing counseling services from external psychologists. A remittance form to use with external psychologists is provided in the appendix of this induction package. The latest information on the criteria for accessing this funding, the process for making a funding request and the expenditure form, are located at the following link:

http://education.qld.gov.au/health/eas/resources.html#rbd

The department’s EAS policy is currently being developed. The latest version of this policy is available from the Principal HR Consultant (Rehab and EAS) in the Organisational Health Unit.

Employee Advisor Position DescriptionOne position description has been developed to cover each Employee Advisor role across the department. Your position description (PD) includes a list of a range of services that you may deliver as part of your role. The quantity of different services that you deliver as an Employee Advisor can vary, in order to meet the needs of personnel in your region. Your PD is located on the intranet at this link:

http://iwww.qed.qld.gov.au/workdept/hr/pos_des.htm

or find the latest version (October 2005) at:

10278

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Employee Advisor Contact DetailsEmployee Advisors deliver services in each departmental region across the state. An email distribution list (dl – All Employee Advisors) has been established in the global email address book so that you can easily keep in contact with the EA network. A list of contact details for all Employee Advisors can be found on the internet site for Creating Healthier Workplaces at this link: http://education.qld.gov.au/health/contacts/contacts-ea.html .

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4. OVERVIEW OF THE DEPARTMENTThe senior manager for the Department of Education, Training and the Arts is known as the Director-General. The Director-General is responsible for all operations within the Department and reports to the Minister for Education and the Arts on the Department’s performance. The current Minister is Rod Welford and the current Director-General is Ms Rachel Hunter. For further information on Ms Hunter’s background, please follow the below link.

http://education.qld.gov.au/corporate/about/dgbio.html

The Education part of the Department is made up of:

Central Office (located in Education House, 30 Mary Street, Brisbane)o In CO there are various branches and units involved in administering the

department. The Organisational Health Unit is located in the Strategic HR and Learning Branch.

10 Regions 24 Districts 1300 Education Facilities including:

o State Primary Schoolso State High Schoolso Special Schoolso State Preschoolso Environmental Education Centreso P-10 and P-12 Colleges

More information can be found about the department’s structure, history, major reports and statistics at:

http://education.qld.gov.au/corporate/about/

The Department employees over 60,000 personnel to support the delivery of education services to Queensland communities. There are currently approximately 490,000 students enrolled in Queensland state schools. The main personnel you are likely to meet and provide services to include:

Principals Deputy Principals Heads of Departments (HODs) Heads of Special Education Services (HOSES) Teachers Guidance Officers Teacher Aides Public Servants (including Registrars and Admin Officers) School Facilities Officers (Janitors and Groundspersons) Cleaners

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5. OVERVIEW OF REGIONS

The Department of Education has 10 geographic regions located across Queensland. Regions support districts and schools. Region and District Offices have local information and induction packages tailored for their particular workplace. Ask your regional line manager about accessing a local induction package. Topics in these packages can include:

Office structures Administration Security Mail Telephone protocols, eg speed dial numbers of schools in your area. Personnel phone lists

The current site for the geographic maps of regions is located at the below link.http://iwww.qed.qld.gov.au/strategic/regions/maps.html

The Regional Executive Officer (RED) is responsible for managing all aspects of operations within the region, including:

Districts – Schools Education Services Human Resources Facilities Finance Information Technology and Communications

An organisational chart of key reporting relationships in regions is shown below.

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6. CREATING HEALTHIER WORKPLACES WEB PAGE

Information on organisational health is located on the Creating Healthier Workplaces internet web page at: http://education.qld.gov.au/health . As an internet site, this information can be accessed by employees, schools, parents, students and members of the public. The site includes access to organisational health policies, procedures, fact sheets, frequently asked questions, forms, organisational health personnel contact details, legislation and newsletters.

This part of the Creating Healthier Workplaces site contains a section specific to the Employee Assistance Service: http://education.qld.gov.au/health/employee.html .

This web site assists in the provision of employee assistance services by:

Providing information relating to employee assistance (including FAQs) Detailing relevant policies and procedures Identifying employee assistance personnel contact details  Providing resources on issues that impact on the 'health' of workplaces (including

fact sheets, forms and links to other sites)

There is also a specific web page dedicated to providing a range of resources specific to the role of an Employee Advisor. This page can be found at: http://education.qld.gov.au/health/eas/resources.html .

The Creating Healthier Workplaces site also has sections specific to: Injury Management (including workplace rehabilitation, medical deployment,

reasonable adjustment, claims management and ill health retirement)

http://education.qld.gov.au/health/injury/index.html

Workplace Health and Safety

http://education.qld.gov.au/health/safety/index.html Health Promotion

http://education.qld.gov.au/health/healthpromo.html

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7. HUMAN RESOURCE INFORMATIONThe department’s intranet site includes a range of information on human resources (HR) and is located at the following link:

http://iwww.qed.qld.gov.au/workdept/hr/

Human Resource personnel are located in Central Office, as well as in each region. Your main point of contact will be with HR personnel in your region, which are likely to include the following roles:

HR Manager Principal HR Consultant (previously called Principal Personnel Officer - PPO or

Workforce Management Advisor - WMA) Senior HR Consultant (previously called Senior Personnel Officer - SPO) HR Consultant HR Services Officer Corporate Services Officer (CSO) Admin Officer

Time SheetsYou are required to record your work hours and leave in a timesheet. The timesheet is set up for fortnightly calculations in an excel spreadsheet. You complete a timesheet at the end of each fortnight and pass it onto your regional line manager for their approval and signature. Under your award, the full time work hours for one day are 7 hours and 15 minutes. The electronic timesheet calculates any additional time that you work as an Accrued Days Off (ADO) balance. You can accrue a maximum ADO balance of 36 hours and 15 minutes per fortnight and the timesheet automatically deletes any ADO hours above this maximum at the end of each fortnight. You can apply to your regional line manager to use your ADOs according to the operational needs of your work area, for example, during school holidays. Discuss the local process and forms for applying to use ADOs with your regional line manager. The electronic version of the timesheet can be found at the following site: http://iwww.qed.qld.gov.au/strategic/eppr/workforce/wfrpr010/timesheetapp.xls .

LeaveInformation on leave entitlements is available at the following link: http://education.qld.gov.au/corporate/doem/humanres/hr-02001/sections/preface_.html

If you are planning on taking leave, discuss your plans with your regional organisational health team members and regional line manager, in order to meet operational needs. If you are planning on taking extended leave, discuss the logistics of relief staffing options with your regional line manager. It is also important to consider the impact that your leave will have on the delivery of employee assistance services across the state. Discuss your leave plans with the Principal HR Consultant (Rehab and EAS) in the Organisational Health Unit, to ensure that there will be adequate service coverage across the state, particularly during school holiday periods.

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7. REPORTING AND DATA COLLECTIONA specific Microsoft Access database has been developed to capture and report on employee assistance data. This database is saved on each Employee Advisor’s local computer, not on the network. If the database isn’t already on your computer contact the Claims Management Consultant in the Organisational Health Unit to assist you with installing the database. The procedures for entering data into the database and running reports are attached to the database. At the end of each month, you email your data to the Organisational Health Unit for reporting purposes. If you have any questions about using the database and providing monthly data, contact the Claims Management Consultant on (07) 3247 3387.

As part of your role as an Employee Advisor, you have the ability to identify organisational health issues and trends at an early stage. If you have concerns about such trends, eg a number of employees from the one workplace raising the same issue, you need to seek an employee’s permission to raise the issues with the relevant personnel in their region, such as the Principal HR Consultant or Executive Director, to address the workplace causes of distress.

Record KeepingTo protect the confidentiality of employees that seek your services, you should keep short non-personalised and generic records on the history of an employee’s contact with you and the actions that you took. Files should be kept secure under lock and key with yourself and a back up member of your regional organisational health team holding the only access. Where possible, these files should be kept in a location that you can easily access.

National Archives states that individual files should be kept separate in a locked device for 7 years, after which they may be destroyed. These files are never to be attached to the employee’s personnel file.

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8. TRAVEL Your role requires travelling and if you are located in a country region, you will be required to travel long distances at times. It is a discretionary decision in consultation with your regional line manager of how much travel is required for you to service all districts. Please take time to negotiate your needs with your regional HR Manager. Ensure the appointed fleet management personnel for your region are aware of your requirements in advance.

Sometimes an EA is required to use a private vehicle, in consultation with your regional line manager. To do so:

ensure there is adequate insurance coverage. decide how you wish to claim travel expenses (either as a kilometric allowance

through the department or direct to the Taxation Office on your annual tax return). document mileage for all modes of travel.

For claims made through the department, ensure the appropriate paperwork requirements are completed up front. Mileage to and from each destination must be recorded. Normal travel to and from work should not be included as a travel expense. Each region will have it’s own format for making these claims. Discuss this paperwork with the fleet management personnel in your region.

For airline travel, consult your HR Manager on the relevant protocols for planning and booking flights. Where possible, book as much in advance as possible to ensure flights are available and to make the most of any airline discounts.

9. ACCOMMODATIONWhen you are required to be away from home during travel as an Employee Advisor, consideration must be given to the appropriateness and safety of accommodation venues. Check with your HR Manager for local protocols and knowledge of appropriate accommodation venues. Booking accommodation in advance is recommended. Administration personnel will need to enter information into SAP (finance system) to activate and generate payments.

Work Environment

The Employee Assistance Service promotes and respects confidentiality. Employees consider access and location essential when accessing the services of an EA. Therefore, each EA should be located in an office that provides maximum confidentiality to employees, as well as ease of access. If you have concerns about the confidentiality issues of your office accommodation, please raise these with your regional line manager.

All EAs should have access to technology outlets such as:

A computer and access to the internet

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Land line telephone with either an answering service or call diversion to another staff member, to allow messages to be left and to give alternate phone contacts

mobile phone data show equipment and laptop (as required)

For EAs travelling to different locations to deliver services, ensure that an appropriate location for you to work from is identified and is mutually agreed upon at each location, eg. an empty office in the school administration block.

It is recommended that for safety and security reasons the EA should be equipped with some form of communication during travel and delivery of services, eg mobile phone. Ensure that personnel are advised of your expected arrival times and dates in advance and that your regional line manager is aware of your travel itinerary and contact details.

10. PROMOTION AND MARKETING A key element of your role as an Employee Advisor, is to promote the availability of your services to all departmental employees. Your region is responsible for funding the provision of such items as business cards. For new cards or any other local promotional materials, please discuss this with your regional line manager.

General promotion of organisational health services, including the Employee Assistance Service, will be coordinated by the Organisational Health Unit. This includes information on the Creating Healthier Workplaces website, newsletters to schools, posters, messages on the Creating Healthier Workplaces discussion list (you can join the discussion list by following the instructions on the Creating Healthier Workplaces website) and articles in EdViews (the department’s newspaper).

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11. PERFORMANCE DEVELOPMENTEach region will have a performance development plan strategy. The aim of this strategy is to assist employees increase their ability to contribute to the success of the department. Each individual will have a personal plan designed to enhance their skills and knowledge. In the process, employees set personal goals and objectives that provide a platform for career goals, action plans and outcomes.

Preferably performance development meetings should be held bi annually with your regional line manager to review progress on set goals and objectives of the EA. This process provides management with the opportunity to offer any assistance if required and to identify any developmental opportunities.

The Organisational Health Unit will identify state-wide goals and objectives for the EAS in consultation with EAs for inclusion in all EA performance plans.

Networking

Networking aligns with professional development and competencies. It is an opportunity for professional officers to develop relationships and meet other professional officers both internally and externally. There are a number of diverse associations and organisations working under a common framework of quality standards. Networking ensures that you are kept informed and are able to identify common trends and practises.

EAs in the metropolitan and surrounding areas are more likely to meet as an internal network. If possible, develop local networks that assist your professional development.

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12. PROFESSIONAL DEVELOPMENTContinued professional development refers to the ongoing maintenance and growth of professional excellence through participation in learning activities that are planned and implemented to achieve excellence for the benefits of employees and the organisation.

It is important that Employee Advisors continue to update their knowledge and skills in order to provide best practise services because :

The area of psychological health and wellbeing is continually evolving. New strategies, skills, evidence-based practice and competencies in counselling and psychology are constantly being researched and updated.

The EA role can be isolating due to the nature of the role, geographical locations and confidentiality requirements.

The professional development requirement for Australian Psychologists Society (APS) full members is a minimum of 40 hours over a two-year period. Of these a minimum of 20 hours needs to be specialist activities approved by the relevant colleges.

The Australian Association of Social Workers (AASW) requires their members to engage in a minimum 150 hours during their first two years of membership to acquire accreditation. This is similar to the APS and RBQ requirements for conditionally registered psychologists to obtain full registration/membership.

Funding for professional development should be accessed through regional funding.

The OHU also organises annual conferences for all Employee Advisors to attend and receive specific professional development sessions delivered by appropriate professionals. Presenters who deliver professional development at these conferences, are funded by the Organisational Health Unit. Regions fund any travel and accommodation associated with your attendance at the conference.

Professional Supervision The Australian Psychological Society (APS), Psychologists Registration Board of Queensland (RBQ) and the Australian Association of Social Workers (ASSW) strongly recommend practitioners engage in professional supervision.

The EA works in isolation in many instances and professional ethical considerations (exposure to vicarious functioning and transference) need to be processed and managed appropriately through professional supervision.

Professional supervision insures:

the highest ethical and professional standards of conduct are maintained; the maintenance of specified core professional competencies;

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that practitioners receive advice and support for professional concerns; that communities of support and life long learning are created; a professional identity and opportunities for national and international networking; the highest standards of service to clients and employers as practitioners acquire

and apply specialist skills/knowledge whilst guided by an experienced practitioner.

The department recommends that EAs access professional supervision for a minimum of 4 sessions a year (once per term). Reasonable costs associated with accessing professional supervision from an appropriate external professional, will be met by the OHU. These sessions are in addition to peer supervision delivered as part of the internal network of Employee Advisors. To apply to access funding from the OHU for external professional supervision, follow the flowchart for accessing funding from the rehabilitation budget contained at the following site: http://education.qld.gov.au/health/eas/resources.html#rbd

Professional supervision is to be delivered in accordance with an appropriate contract that addresses the following elements:

- Aims of the supervision;- Specific objectives;- Responsibilities;- The structure of supervision;- Evaluating supervision;- The supervision relationship;- Supervision records;- Ethical issues; and- Content of supervision.

Professional supervisors are to meet the following criteria:- At least 5 years of experience in providing clinical services in an organisational

environment;- Competency in areas relevant to the Employee Advisor’s needs;- Same or higher level of practice skills than Employee Advisor;- Competence in supervision skills; and- PO3 level or above (if a public servant).

13. DEBRIEFINGThe term debriefing for all Organisational Health personnel, refers to the ability to confidentially discuss difficult and distressing situations faced in the workplace. Debriefing can assist EAs to process distressing experiences in a therapeutic and healthy environment, in order to facilitate personal wellbeing.

The Organisational Health Unit provides reasonable funding to access debriefing services from an experienced psychological health professional, on a needs basis. To access this funding, contact the Principal HR Consultant (Rehab and EAS) in the Organisational Health Unit on (07) 3237 1093.

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14. ETHICSEmployee Advisors establish relationships of trust with individuals that they work with. They are aware of the professional and scientific responsibilities to individuals and the department. Judgement will often be required in balancing competitive values and obligations. At times conflicts may occur between professional codes and the department’s codes or public service requirements. The department recognises that codes of professional ethics exist for many existing professions. If an EA believes there is a conflict between the Act and their professional ethics this should be discussed with the Organisational Health Unit. After this discussion it may be wise to discuss this with their professional body or request the professional body liaise with relevant parties in the department.

ConfidentialityEmployee Advisors have a primary responsibility to maintain adequate records and take reasonable precautions to protect the confidentiality of information. It is understood that EAs must take reasonable steps to ensure that colleagues, management and staff must respect the need for confidentiality regarding any information obtained.

Employee Advisors must outline the limits of confidentiality with employees. Employees must understand that the EA is obliged to report to a person of authority such things as:

Intent to self harm Intent to harm others Criminal intent

Employee Advisors need to be aware of the department’s policies in line with employees self responsibilities such as:

Code of Conducthttp://education.qld.gov.au/corporate/doem/humanres/hr-07001/sections/introduction.html

Information Privacy Plan (IS 42)http://www.nrm.qld.gov.au/about/privacy/

Public Service Directiveshttp://www.opsme.qld.gov.au/directives/index.htm

Queensland legislation can be found at this site:http://www.legislation.qld.gov.au/Acts_SLs/Acts_SL.htm

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APPENDIX

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Remittance Advice Form

Client’s Details

Client’s Name: ____________________________________________________

Referred by: ______________________________________________________

Consultation Number/s: 1 2 3 4 5 >5 (Please specify)______

Cost per Consultation: $_______

Total amount payable on this account: $______

Reason for assistance (Please circle): A, B, C, D, E, F, G, H, I, J, K, L, M, N, O, P (Reference below)

Psychologist/Therapist’s Details

Name:________________________________ Phone Number: __________

Address: __________________________________________________________

Please attach account to this remittance advice. For confidentiality reasons please ensure that the client’s name does not appear on the account. This form and the account should now be forwarded to the referring Employee Advisor.

REASONS FOR SEEKING ASSISTANCE

A. TraumaB. Critical IncidentC. Career ManagementD. Performance IssuesE. Workplace IssuesF. Workplace ConflictG. Workplace Bullying/HarassmentH. Anxiety DepressionI. Grief and LossJ. General HealthK. Relationship IssuesL. Substance MisuseM. FinancialN. LegalO. Mental Health

Other

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