Appraisal Process & Paperwork Update Workshop

Appraisal Process & Paperwork Update Workshop Jackie Skeel 13 March 2014

Changes to A4C Terms & Conditions • Nationally agreed Agenda for Change terms and conditions (annex W) were amended 31.3.13. • Pay progression will not be automatic • Progression through all incremental pay points in all pay bands will be conditional on individuals demonstrating that they meet locally agreed performance requirements. • Staff in bands 8C, 8D and 9 – pay progression to the last two points in a band will become annually earned and only retained where the appropriate local level of performance is reached in a given year.

Appraisal Policy Policy Scope: This policy applies to all permanent and temporary (including fixed term contract) employees. It does not apply to bank workers, junior doctors (covered by Deanery) or non-training medical staff (covered by the Doctor’s Appraisal Policy). Policy Monitoring: • Appraisals are recorded onto ESR. • Appraisers should ensure that name and date of appraisal is emailed to: appraisal@iow.nhs.uk

Revisions to our Appraisal Policy Appraiser responsibilities: • Arranging a pre-appraisal review no later than 3 months prior to the next appraisal meeting to ensure objectives and personal development plan are on target. This may only need to be a short 10 minute discussion. • Ensuring that the appraisal paperwork is completed and signed (by the appraisee, appraiser and next in line manager) within one month of completion of the appraisal. • If the appraisee does not agree with the content of the final appraisal document, this should be escalated to the next in line manager. If agreement still cannot be reached, the appraisee should refer to the Grievance Policy and Procedure.

Revisions to our Appraisal Policy Appraisee responsibilities: • Ensuring that they complete in full the pre-appraisal pack prior to the appraisal discussion. Failure to do so will result in the appraisal discussion being postponed until this has been completed and pay progression may be affected. • Participating in the appraisal process. Ensuring that they have prepared and given consideration to the evidence to demonstrate their achievement of objectives and their development needs for their personal development plan.

Revisions to our Appraisal Policy Appraisal cycle - • Appraisals for those working in A4C band 8 and above should take place between April-June. • All other appraisals should take place between April-July. Mandatory training – • Should be completed or booked prior to any other education or training activities being agreed. • In the last 6 months prior to the appraisal meeting, the appraisee must evidence 80-100% compliance for at least one month during this period.

Revisions to our Appraisal Policy Objectives - • Minimum of 4 and maximum of 6; one related to values and behaviours, one to mandatory training and one related to quality. • From April 2015, Managers/Appraisers will need to assess whether objectives are rated as ‘Met required standard’ or ‘Not met required standard’. • If objectives ‘Not met required standard’ • The individual should be monitored, as normal, through performance management processes (Capability Policy refers) • If not yet at the top of their A4C band (or band 8+) a change form will need to be completed to defer increment. • Appeals: The appraisee has a right to appeal through the Trust’s Grievance Policy and Procedure.

Revisions to our Appraisal Policy Mitigating circumstances If objectives are not met because, for example… • An activity outside the department has had an impact on the ability to deliver the objective. • Individuals are unable to meet their objectives due to circumstances beyond their control (e.g. change in policy). • Temporary unforeseen, but significant, changes to the individual’s job role. • Absence – see 6.10 in policy relates to long term, maternity etc You should use Manager’s discretion. “If the mitigating circumstances are disputed, appraisers should seek advice from their HR Officer in the first instance.”

Appraisal Paperwork

Appraisal Paperwork The following questions are to help you to prepare for your appraisal. Whilst you do not have to answer them all in detail, it would be helpful for you to review these questions to prompt discussion during your appraisal meeting. • How would you describe the last year of working in your role? • What do you consider to be your most important achievements of the past year? • What have been the most significant challenges for you in the last year? • What is the biggest obstacle at work that you are facing? • What action could be taken to improve your performance in your current position by you, your manager or systems/processes? • What contribution would you love to make in your current role? • What are you really good at? • How could teamwork in your immediate team be improved? • What opportunities do you see for growth and development in your existing role? Do you have career aspirations, if so, what area of personal development would be of benefit for you in your career aspirations?

Specific- The objectives should specify what they want to achieve. SMART Objectives Measureable - It should be possible to measure whether or not the objectives are being met. Achievable- The objectives should be attainable. Realistic -The objectives should be realistically achievable using the available resources. Timetabled - There must be measured time within which objectives are to be met.

SMART Objectives See back page of pre-appraisal pack for examples… • Review the long term financial viability of X service, taking into account income, costs, co-dependencies and long term growth. Produce a short written report ensuring that risks and quality impacts and mitigating action identified and present findings and recommendations to the Directorate Management team. Complete by XX/XX/20XX • Implement a monthly team meeting to be held within 5 days of executive briefing. Ensure attendance is above 60% and minutes are recorded and distributed to the whole team. Meeting should include Trust and directorate news, performance and team information. Implement by end of XX/XX/20XX. • Undertake a monthly stock review and tidy the clinical supplies store, including an initial reorganisation by end of XX/XX/20XX. Stock review should include checking that there are no out of date supplies and highlight where stock is missing. Complete Monthly. • Act as the department representative on the XX group, feeding back to the team following every meeting (within 7 days). Take issues from the service to the group. Attend monthly meetings. Ensure clear feedback.

Appraisal Paperwork Appendices • Saving Lives Infection Prevention & Control • Driving Licence Checks Form • Register of Interests Declaration • Statement of Compliance for Organisation Requirements • Staff badge • SFI’s • Patient records • Night worker • CQC standards

Amending our Appraisal Policy is a positive step to ensure that all staff… • Receive an annual appraisal (monitored through ESR). • Set and agree appropriate objectives. • Have a personal development plan. Research has found that if staff have a high quality appraisal and feel valued, patients will receive better care. Professor Michael West

Questions?

Appraisal Process & Paperwork Update Workshop