Document

Staff handbook

www.kirklees-pct.nhs.uk

KirkleesPrimary Care Trust

Kirklees Primary Care Trust

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Staff handbook

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Contents

1 Welcome to Kirklees Primary Care Trust . . . . . . . . . . . . . . . . . . . .5

2 Salaries and wages . . . . . . . . . . . .8

• Pay Procedures . . . . . . . . . . . . . . . . . . .8• Pension schemes . . . . . . . . . . . . . . . . . .8• Retirement . . . . . . . . . . . . . . . . . . . . . .9• Tax details . . . . . . . . . . . . . . . . . . . . . . .9• Pay slips . . . . . . . . . . . . . . . . . . . . . . . .9• Agenda for Change . . . . . . . . . . . . . . . .9

3 Quality counts . . . . . . . . . . . . . .10

• Confidentiality . . . . . . . . . . . . . . . . . . .10• Computer Security . . . . . . . . . . . . . . . .11• Internet . . . . . . . . . . . . . . . . . . . . . . . .11• Standards of business conduct . . . . . . .11• Freedom of Information Act 2000 . . . . .13• Personal presentation . . . . . . . . . . . . . .13• Professional registration . . . . . . . . . . . .14• Patient Advise and Liaison Service (PALS) 14• Complaints . . . . . . . . . . . . . . . . . . . . .14• Risk management . . . . . . . . . . . . . . . .15• Safeguarding children and

vulnerable adults . . . . . . . . . . . . . . . . .16• Emergency plan . . . . . . . . . . . . . . . . . .16

4 Health & Safety . . . . . . . . . . . . . .17

• Health and safety . . . . . . . . . . . . . . . . .17• Infection control . . . . . . . . . . . . . . . . .18• Accident /incident reporting . . . . . . . . .18• NHS indemnity . . . . . . . . . . . . . . . . . . .18• Fire safety . . . . . . . . . . . . . . . . . . . . . .19• Security . . . . . . . . . . . . . . . . . . . . . . .19

5 HR Policies and Procedures . . . . .22

• Disciplinary . . . . . . . . . . . . . . . . . . . . .22• Grievance . . . . . . . . . . . . . . . . . . . . . .22• Harassment/Bullying . . . . . . . . . . . . . . .22• Change of address/circumstances . . . . .22• Sickness . . . . . . . . . . . . . . . . . . . . . . .23

6 General information . . . . . . . . . .25

• Equal opportunities . . . . . . . . . . . . . . .25• Improving Working Lives . . . . . . . . . . .25• Special Leave Arrangements . . . . . . . . .25• Occupational health . . . . . . . . . . . . . . .27• Child and Adult Care Support Service . .27• Annual leave . . . . . . . . . . . . . . . . . . . .28• Travelling expenses . . . . . . . . . . . . . . . .28• Lease car scheme . . . . . . . . . . . . . . . . .29• Trade unions and staff organisations . . .29• Car parking . . . . . . . . . . . . . . . . . . . . .30• Mobile phones . . . . . . . . . . . . . . . . . . .30

7 Index . . . . . . . . . . . . . . . . . .31


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Staff handbook

The local context…The Kirklees Primary Care Trust (PCT) provides and commissions health services to improve thehealth of the people of Kirklees in West Yorkshire and reduce health inequalities. The PCT hasbeen formed following the integration of North Kirklees PCT and Huddersfield Central andSouth Huddersfield PCTs and was formally established on the 1 October 2006.

Population profile…Kirklees covers a diverse geographical area which includes the urban towns of Huddersfield,Dewsbury, Batley, Cleckheaton, Liversedge, Heckmondwike and Mirfield, containing some areasof considerable disadvantage and significant deprivation to the more rural areas in the ColneValley and Holme Valley areas of south Kirklees. Our catchment population is over 400,000.

Of the 23 wards within Kirklees, eight fall within the 25% most deprived in England and Wales.Many health issues are associated with this including high levels of diabetes, coronary heartdisease, infant mortality and child dental decay.

Many other health needs are in common with national issues and priorities including child andadolescent mental health, pulmonary disease, mental health, obesity and alcohol misuse.

Partners…Our local authority partner in this area is Kirklees Metropolitan Council. The Council was the firstCPA ‘excellent’ authority in Yorkshire and the Humber and has a three star social servicesdepartment. The Council’s boundaries are coterminous with those of the PCT. The PCT will playan active part in the Local Strategic Partnership.

In the south of the area acute services are provided by Calderdale and Huddersfield NHSFoundation Trust (CHFT). CHFT have hospitals in both Halifax and Huddersfield and the PCT willcommission in partnership with Calderdale PCT. In the north of the PCT acuteservices are commissioned from the Mid Yorkshire Hospitals NHS Trust(MYHT). MYHT has hospitals in Dewsbury, Pontefract and Wakefield.We manage our commissioning arrangements into MYHT inpartnership with Wakefield PCT.

We also commission services from other neighbouring acute trustsincluding Bradford, Leeds, and Sheffield.

Mental health services are commissioned from South WestYorkshire Mental Health Trust which covers Calderdale,Kirklees and Wakefield.

More detailed information on the PCT andits’ predecessor bodies, includingvarious plans and strategydocuments, can be found on thePCT website at:


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Section 1Welcome to Kirklees Primary Care Trust

Dewsbury

Kirkburton

Huddersfield

Holmfirth

Marsden

Cleckheaton

Batley

Mirfield


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PCT’s facts and figures at a glance…

Population served 402,000

GP Practices 78

Dental Practices 68

Pharmacies 81

Optometry practices 47

Primary care servicesThe last year has seen the rapid development of a series of modern primary healthcarefacilities across the PCT.

In the north of the PCT five new health care facilities have been built. Four of the newbuildings are state-of-the-art health centres in Dewsbury, Ravensthorpe, Cleckheaton andBatley. These replaced several old and outdated GP and primary care facilities.

Each centre is providing a wide range of primary care services to local people. Thebuildings also have the flexibility to allow the opportunity to deliver much more, makingservices more accessible and attractive to local people.

The fifth centre, an intermediate care facility in Liversedge, will provide care for peopleaway from hospital to support them back to health and to adapt their lifestyle after ahealth problem.

In the south of the PCT a number of new and refurbished premises have opened duringthe year. These include: Kirkburton Health Centre, Shepley Health Centre, UniversityMedical Centre, Slaithwaite Health Centre, Meltham Village Surgery, the OaklandsHealth Centre in Holmfirth, Speedwell Surgery in Paddock and the Junction Surgery,Moldgreen.

A fully equipped surgical suite has been developed at Holme Valley Memorial Hospital tosupport the provision of traditional acute services in primary care.

The Moorfields Primary Care Centre has opened providing primary care services and theadministrative support to the GPs with special interests.

The PCT directly provides the following services:

• Health Visiting

• District Nursing

• School Nursing

• Community Dental Service

• Therapy Services (in the north of the PCT area)

• Contraception and Sexual Health (in the north of the PCT area)

• Health Promotion

• Interpreter and link work

• Home loans and equipment

• A range of specialist nursing services

In addition to this the PCT also has some in-patient intermediate care beds at HolmeValley Memorial Hospital.

Section 1 - Welcome to Kirklees Primary Care Trust

Staff handbook

Services provided by the PCT:The PCT is responsible for providing the following community health services:

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• GP Services

• Pharmacy Services

• Dental Services

• Optometry

• Health Promotion Services

• Community based Diabetic Services

• Home Loans & equipment Services

• Buying Hospital Services

• Support for Carers Services

• District Nursing Services

• Health Visiting Services

• Out of Hours Nursing Services

• School Nursing Services

• Interpreter & Link Work Services

• A range of Specialist Nursing Services

• Welfare Food Sales

• Rapid Response Team

• Bathing Services

• Continence Services

• Podiatry

• Non-acute Occupational Therapy

• Speech and Language Therapy

• Community Rehabilitation

• Patient Advice and Liaison Service (PALS)

• Smoking Cessation

• Patient Appliances

• Non-acute Physiotherapy

Section 1 - Welcome to Kirklees Primary Care Trust


Pay proceduresOn appointment you will need to make arrangements to visit the Human Resourcesdepartment. You will need to provide your:

• P45 or P46

• Bank details, including sort code, bank account number and address

• National Insurance number

• Birth certificate

• Marriage certificate (if appropriate)

• Registration certificate (and PIN number for nursing staff)

• Certificates of qualification

• Passport

• Driving licence

Please bring the original documents. A copy will be taken and the originals returned toyou.

Weekly paid staffAt the end of each week please ensure your time sheet is signed and authorised, it willthen be sent to the payroll department. You will be paid on the following Thursday, bycredit transfer.

Monthly paid staffSalaries are processed approximately 3 weeks before pay day. Pay day is on the 27th ofeach month, or the nearest Friday if the 27th falls on a weekend (earlier duringDecember) and paid by credit transfer. Any employees starting after 10th of the monthmay not receive pay in that month due to payroll close down dates.

If you have any queries relating to your pay, contact the Payroll Department on 01484355051.

Pension schemeThere are three options open to you;

• The NHS pension scheme is available to staff over the age of 16, except general dentalpractice staff. The scheme costs:

- 5% of your pensionable pay up to AfC paypoint 9,

- 6.5% for AfC paypoints 10-48,

- 7.5% for AfC paypoint 49 and above,

- 8.5% for salaries over £100,000.

The employer contributes 7%.

(If you do not wish to join the scheme please ask for and complete an SD502 form andreturn it to the payroll department); or

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Section 2Salaries and wages

Staff handbook

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• The state earnings related pension scheme (SERPS); or

• A personal pension plan to replace or supplement SERPS

A booklet with more information about the NHS pension scheme is provided when youjoin the PCT or from the HR department on 01484 466163.

RetirementThe PCT’s policy with respect to retirement is that normal retirement age for allemployees should be on reaching their 65th birthday. Staff have a right to request to workbeyond 65 and the PCT will consider this request. Certain employees, for example,members of the NHS Pension Scheme may choose to retire at an earlier age.

Tax detailsYour tax office is Inland Revenue, Crown House, Huddersfield, telephone 01484 881000.You will need to quote reference 335/75600 if you have any need to make direct contactwith the tax office.

When starting work you must take your P45 to the HR department. If you are not inpossession of this, you need to complete a P46.

Pay slipIf you have any questions relating to wages or the NHS pension scheme, contact Payroll,on 01484 355051.

Agenda for ChangeAgenda for Change is a pay and grading system for NHS staff, based on a job evaluationscheme designed to deliver equal pay for work of equal value. Agenda for Change givesall health service staff (apart from doctors, dentists and very senior managers) the sameworking hours, annual leave, overtime and sick pay.

For more information on Agenda for change visit the Department of Health Websitewww.dh.gov.uk

Section 2 - Salaries and wages


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Upon commencement of work with the PCT, all staff must attend a joint induction daywithin 8 weeks and complete all local induction specific to their role within 12 weeks.The PCT has identified Statutory and Mandatory training requirements for all staffgroups. All employees must attend their designated training.

Any training requirements outside the above arrangements must be agreed through thePersonal Development Review process with your line manager and submitted with theappropriate paperwork.

ConfidentialityAll staff have a duty to maintain the confidentiality of information relating to patients orother staff members. This duty of confidentiality derives from the personal nature ofmuch of the information which is recorded. This duty is established in common law and issupported by the ethical requirements of health professions.

Do not discuss patient information in corridors, lifts, dining room or other public areas.You must not reveal any personal health information about any patient or client of thePCT to anyone not connected with their health care without their express permission. Beparticularly discreet about telephone enquires. All media enquires should be directed tothe nominated manager.

The Data Protection Act (1998) protects personal information held about individuals. Itapplies to information held on or obtained from computers, and to certain manualrecords. It gives rights to the individual data subject and imposes responsibilities on theindividuals themselves, the organisations holding the data, and the employees of thoseorganisations who use the information.

The Act applies only to person identifiable information such as name, address, telephonenumber, personal reference numbers (National Insurance Number, NHS Number), sex,date of birth, ethnic origin and occupation. The Act only protects personal data aboutpeople who are alive.

Anyone working with personal data must comply with the eight enforceable principles ofgood practice. These principles say that data must be:

• fairly and lawfully processed;

• processed for limited purposes;

• adequate, relevant and not excessive;

• accurate;

• not kept longer than necessary;

• processed in accordance with the data subject's rights;

• secure;

• not transferred to countries without adequate protection.

Section 3Quality Counts

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Computer securityPersonal information held on computer must be held securely. You should;

• Know your responsibilities under the Data Protection Act

• Never leave a computer with personal information on screen

• Never leave your computer ‘logged on’ when unattended

• Never share your password with colleagues

You will be held responsible if you cause the introduction of a virus on to a computer.Have any new discs (with software or data) virus checked before you use them.

You should be provided with information about data protection at your induction or youcan contact the I M & T Security Officer on 01484 466213.

InternetAll staff are bound by the "Code of Conduct – Internet Policy", a copy of this documentmust be signed when you start work with the PCT, and is attached on your personal file.

The PCT encourages appropriate use of the Internet as a tool to provide information toassist you in your work. The PCT has no objection to staff making modest personal use ofthe internet in their own time although certain restrictions apply. Unauthorised materialincludes illegal or unauthorised software, any material of a sexual or pornographicnature, racist material etc. Use of the internet must be as per the terms and conditions inthe PCT’s Internet Access Policy.

EmailPersonal, identifiable information must not be sent by email. The PCT allows thereasonable use of email for personal use as long as it does not interfere with work andemails are deleted weekly so as not to clog up the system. The forwarding of chainletters, junk mail and executables is forbidden. Use of the email system must be as perthe terms and conditions in the PCT’s Email Policy

Standards of business conductHigh standards of corporate and personal conduct, based on the recognition thatpatients come first have always been a requirement of the NHS.

Since the NHS is publicly funded, it is accountable to Parliament for the services itprovides and for the effective and economical use of tax payers money.

It is the responsibility of all NHS staff to ensure that they are not placed in a positionwhich risks, or appears to risk, conflict between their private interest and their NHSduties. This applies to all staff whether committing resources directly (eg by orderinggoods) or indirectly (eg by prescribing of medicine). The Primary Care Trust, as a publicsector body, must be impartial and honest in the conduct of its business and the PrimaryCare Trust staff must remain beyond suspicion.

Section 3 - Quality Counts


The PCT has Standing Orders and Standing Financial Instruction which set the frameworkfor the management of the PCT to high standards.

There are also plans and policies to prevent fraud and corruption. This handbook sets outthe key issues from these documents for all staff.

Do:• Make sure you understand the Guidelines of Standards of Business Conduct, and

consult your line manager if you are not sure.

• Make sure you are not in a position where your private interests and NHS duties mayconflict

• Declare any relevant interests. If in doubt, ask yourself;

- Am I, or might I be, in a position where I (or my family/friends) could gain from theconnection between my private interests and my employment?

- Do I have access to information which could influence purchasing decisions?

- Could my outside interest be in any way detrimental to the NHS or to patients’interests?

- Do I have any other reason to think I may be risking a conflict of interest?

If still unsure – declare it!

• Adhere to the ethical code of the Institute of Purchasing & Supply if you are involvedin any way with the acquisition of goods and services.

• Seek permission before taking on outside work, if there is any questions of it adverselyaffecting your NHS duties. (Special guidance applies to doctors and to seniormanagers).

• Obtain permission before accepting any commercial sponsorship.

Do not:• Accept any gifts, inducement or inappropriate hospitality. If offered refer the matter

to your immediate manager.

• Abuse your past or present official position to obtain preferential rates for privatedeals

• Unfairly advantage one competitor over another or show favouritism in awardingcontracts

• Misuse or make available official ‘commercial in confidence’ information

If you suspect, or are aware of, any improper behaviour you should report the matter toyour manager, or if necessary in confidence through a Director of the PCT Board, oranother senior manager of the PCT.

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Freedom of Information Act 2000The Freedom of Information Act 2000 (FOI) provides a right of access to all types ofrecorded information held by public authorities. The Act applies to practically all publicbodies, and any private companies carrying out a function on behalf of a publicauthority.

Any type of recorded information the PCT holds is subject to the Act, this includes allcomputer files, paper files, e-mails, diaries and even post it notes on the side of yourcomputer. If you have created, or inherited, any type of recorded information it will besubject to the Act no matter how old the information is or why it was created. Access tothis information will be provided unless it is subject to an appropriate exemption.

The right to request information under the Freedom of Information Act extends toanyone who wishes to make an enquiry .The only requirement by law is that the enquirymust be made in writing or any other permanent form (this includes emails). Therequester or applicant must provide a name, address and the information they wish toobtain.

You are obliged to provide advice and assistance to anyone who has made, or arethinking of making a request. This will include helping applicants understand their rightsunder the Act and assisting with identifying the information they want.

The PCT is obliged to tell members of the public whether the information they areseeking exists and if so to have access to it. The best policy is to be as open as possibleand embrace the spirit of FOI.

If you have any questions or queries about the Freedom of Information Act pleasecontact the Information Officer.

Personal presentationThe image of Kirklees Primary Care Trust is important – in the way we look, perform, andin the quality of our work.

We must all ensure that our standard and quality of work is of the highest degree.

If no uniform is provided, please ensure that your clothing is smart, practical and discreet.

If a uniform is provided, you are required to wear the uniform provided correctly (seeyour department’s code of dress policy). You are advised to discuss this further with yourimmediate manager.

The PCT is usually able to accommodate dress of special religious or cultural significancewithin the overall image policy. Please ask your manager.

You will be provided with an approved PCT name badge, which must be worn when onduty or PCT business.



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Professional registrationIf being professionally registered is a requirement of your post, you must ensure that youkeep your registration up to date.

Lapse of registration will lead to suspension without pay and possible disciplinary action.

The PCT has a legal responsibility not to allow you to practice if you are not correctlyregistered. Non-renewal is potentially an act of gross misconduct warranting summarydismissal.

A copy of your registration will be checked with the appropriate professional body andplaced on your personal file.

For further information relating to the policy on professional registration of staff, eitherspeak with your immediate manager or contact the HR department, on 01484 466163 or01924 351418.

Patient Advice and Liaison Service (PALS)The role of PALS is to provide information and on the spot advice for patients, theirfamilies and carers, and to be a powerful lever for change and improvement in theprovision of services.

PALS can:

• advise and support parents, their families and carers

• provide information on NHS services

• listen to concerns, suggestions or queries

• help sort out problems quickly

PALS Adviser, can be contacted on 01484 466172 or Portfolio Manager can be contactedon 01924 351600.

Complaints

How do we manage complaints received?Patients and users of our services have a right to a high quality service, and the right tocomplain if they do not receive the care they expect.

Many problems can be resolved at departmental level and all employees should besensitive to patients and their relatives or carers, who wish either to complain or to makea comment on the service received.


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A little attention at this stage often stops the complaint escalating into a formal one.However, if the complaint cannot be resolved at this stage you should inform yourimmediate manager so that the formal complaints procedure can be followed. TheComplaints Policy and Procedure is available in your department.

If you have any doubts about your ability to deal with a complaint please refer to yourimmediate manager, or the Service Improvement Support Manager on 01484 466113 orPortfolio Manager, Complaints, 01924 351600.

Procedures for complaints about patient care bymembers of staffThe PCT Whistle-blowing Policy outlines the way in which you can formally express yourconcerns and help to improve patient care. It also outlines how your managers shoulddeal with any complaints or suggestions that you make.

Any comment from you about standards of patient care will be thoroughly investigated.The first step is to talk to your immediate manager or a senior manager. If for somespecific reason relating to the complaint, these people are inappropriate, you may needto raise the issue in complete confidence through a Director of the PCT Board or anothersenior manager of the PCT.

If uncertain about making a complaint, it is best to voice your concern. Any delay couldlead to a recurrence and/or hamper investigation.

Risk management The PCT is a complex organisation providing a wide range of services and functions. As aresult many risks and dangers exist, some arise from the health services we provide andare known as clinical risks, other are present in many large organisations.

Therefore, the PCT Board have developed a strategy and comprehensive approach to riskmanagement, to ensure:

• There are sustained improvements in the quality of health care and the avoidance ofharm to patients.

• Risks to staff and visitors are minimised and a healthy environment is maintained

• The assets of the organisation are safeguarded including staff morale, reputation,buildings plant and equipment and finances.

• There is full compliance with all relevant health and safety regulations and codes.

• High standards of corporate governance are maintained.

For each risk area there is a clear structure of delegation and policies which identifyrequirements, design responses, achieve implementation plans and monitor standards sothat individual risks are eliminated or minimised where possible, accepted whereappropriate or transferred where possible through insurance etc.



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Safeguarding children and vulnerable adultsAll staff employed by the PCT have a responsibility to protect children and vulnerableadults from abuse and work together with other agencies to ensure that children areprotected.

Staff within the PCT are guided by the PCTs internal Child Protection procedures whichunderpin the Kirklees Area Child Protection Committee Procedures (ACPC).

All professional staff must have a working knowledge of the ACPC Child ProtectionProcedures (2002). These can be found in all staff bases.

Designated /Named Professionals in Child Protection:

• Senior Nurse in Child Protection: Telephone 01484 347854.

• Designated/Named Nurse Child Protection, 01924 359935.

Emergency PlanAll staff in the PCT have a responsibility to familiarise themselves with the contents of theEmergency Plan, a copy of which can be found in each base.

The Emergency plan outlines the procedures to be followed if an emergency or majorincident occurs. An emergency or major incident can happen through events such aslarge outbreaks of disease, natural disasters, terrorism, accidents or other events andoften involve threat to life and property. A major incident is declared when the eventcannot be managed through normal working practice.


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This section sets out the key health and safety policies and procedures which must befollowed by all staff. It is vitally important that everyone knows how to deal with the risksand dangers in the environment in which they work. If you are concerned that a risk ordanger is not being properly addressed you should discuss this with your manager.

Health and safetyEvery member of staff has a responsibility for the health and safety of themselves andtheir colleagues as well as patients and visitors.

The PCT aims to provide a safe workplace, and employees are obliged to make use ofsafety equipment and systems. Employees also have a duty to report any unsafecircumstances or practices to their manager.

The PCT policy on Health and Safety sets out PCT and Management responsibilities underthe 1974 Health and Safety at Work Act and the Management of Health and Safety atWork Regulations 1992.

If you observe a potential danger to staff, patients or the public, you must takeresponsibility for ensuring this is properly notified to the organisation through theincident reporting mechanism, whether or not an accident has occurred.

It is particularly important that staff are aware of specific policies and procedures relatingto health and safety issues. All employees must be aware of their responsibilities inrelation to PCT and statutory regulations. You must co-operate in their implementationand make full and proper use of any control measures etc, and report defects.

Where health surveillance is required you must present yourself for examination whennecessary and give all relevant information about your health.

You should be particularly aware of the following policies:

Manual handlingThe PCT has a Safe Lifting Policy. All staff must make use of manual handling aids andalways lift properly in accordance with any training and instruction they receive.

Clinical wasteThe PCT has a statutory duty to ensure safe handling and disposal of clinical waste. Youmust follow the PCT procedure at all times and you should be aware of the policies onClinical Waste Spillage, Accidental Stabbing with Contaminated Surgical Sharps andContamination through Mucous Membranes with Blood or Body Fluids.

Control of Substances Hazardous to Health (COSHH)The PCT is committed to providing a safe working environment based on theidentification and control of risks in the workplace. You should be aware of yourresponsibilities in relation to COSHH.

Section 4Health and Safety


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A copy of these policies will be available in all clinical areas. If any concerns arise youshould contact your line manager in the first instance. If concerns are not addressed,contact:

Huddersfield - Occupational Health Department on 01484 342442 or Risk Managementon 01484 466228.

Dewsbury - Occupational Health Department on 01924 512000, ext. 3308 or RiskManagement on 01924 512159.

Stress at workThrough Improving Working Lives, the PCT is working to develop a positive workingenvironment for all its employees ensuring better communications, support systems andPolicies and Procedures to help staff manage their work-life balance. If you can recognisethe signs that lead to stress then you can start to manage it. You may raise this with yourline manager, occupational health, Human Resources, staff representatives or anothermanager with whom you may feel comfortable. You may find this website helpful:www.nhsemployers/stress

Infection controlInfection control is everybody’s business. Everyone employed in health care has anindividual responsibility to others, as well as themselves. You must ensure that youractions do not cause harm. Advice and procedures relating to infection control practicehave been put together in an Infection Control File. Each clinical area has a copy of thisfile which is regularly updated by the Infection Control Team. For help or advice, contacta member of the Infection Control Team:

Huddersfield - 01484 342447

Dewsbury - 01924 512159.

Accident/Incident reporting If any accident or incident occurs to you at work, you must inform your immediatemanager as soon as possible and, if appropriate, seek medical attention. You mustcomplete an accident/incident form and include the names of witnesses and full details ofthe occurrence, including the date and time. You should do this as near to the time of theaccident/incident as is possible.

If you are absent from duty as a result of an injury at work you must follow the sicknessreporting procedure.

If you see an accident involving another member of staff, a visitor or a patient you shouldensure that the appropriate manager is informed as soon as possible and that anynecessary medical attention is given. You should also ensure that an accident/incidentform is completed, including your identity as a witness.

Section 4 - Health and Safety

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If the accident or incident arose directly as part of a patient’s treatment the mattershould be reported as soon as possible to the Director of Patient Experience.

A copy of the accident/incident form is available from your staff base.

Accident-third party claimIf you are absent from work as result of an accident not associated with work andsubsequently receive damages from a third party claim, any sick pay you receive isconsidered to be a loan, which in the event of damages being received should be repaidto the PCT. A form will be sent to you if necessary.

NHS Indemnity Sometimes staff worry that they may be held legally liable for any acts or problems whicharise during their work, particularly claims from patients alleging negligent treatment orfrom other members of staff suffering injuries. The PCT is vicariously liable for the acts ofall its employees undertaken in the course of their employment provided they areundertaking their job correctly and in good faith, and therefore any claims would beagainst the PCT and not individual employees.

In relation to potential claims from patients this is known as NHS Indemnity. The principleof this is that the PCT accepts full financial responsibility when any negligent harm hasoccurred and will not seek to recover any costs from employees.

All activities undertaken by staff employed by the PCT are covered by NHS Indemnity. Solong as staff work within established and agreed policies, programmes and protocolsthey will not be open to any personal liability that would not enjoy indemnity from thePCT.

The PCT is only able to provide limited assistance in criminal cases so medical staff inparticular are advised to belong to a defence organisation.

Fire safetyThe Fire Safety Policy lays down your responsibility. The fire defence plans give full detailsof fire alarm systems and equipment in place, and procedures you are to follow. All thesedocuments are available through your immediate manager.

You must be familiar with the fire arrangements in your place of work.

Follow the instructions on the appropriate fire notices located in all buildings which setout the procedure for that area.

Staff are required to attend fire training every 12 months.

If you have any questions regarding any aspect of fire safety, please contact the firesafety advisor, on 01484 342307 or 01924 512000, ext 3467 (bleep 136).



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SecurityEveryone has a duty to ensure their work area is secure. Not only must you takeresponsibility for your own personal possessions but also for those of the PCT.

You should report anything suspicious immediately either to your immediate manager orsecurity on:

• 01484 343446 - St Luke’s site

• 01484 342390 - Huddersfield Royal Infirmary site

• 01924 512000 - bleep 303, Dewsbury District Hospital.

Identity badgesEvery member of staff has an individual identity badge. Please wear it at all times forsecurity reasons. If you see anyone who is not wearing a badge and you do not recognisethem you should challenge them to find out whether they have a legitimate reason forbeing in the building and notify your manager if you are unhappy about their response.

Return of propertyYou are required to return any uniforms, protective clothing and other property issued toyou, including name badges and parking permits on leaving the PCT.

Security Measures• Lock any confidential items away

• Look out for any strange packages, parcels etc. If suspicious contact Security on thenumbers above.

• Question any unauthorised or suspicious visitors to your work area and report allpersons loitering

• Check that all doors and windows are locked whenever your work area is leftunattended

• DO NOT use fire doors for reducing your journey time. This could provide an additionalentrance for unwelcome visitors

• Wear your identity badge at all times.

Personal PropertyThe Primary Care Trust cannot accept responsibility for money or property which is lost ordamaged on our premises.


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Violence at workAlthough violent incidents are rare, you should be aware that such incidents can occur.Always try to avoid getting involved, unless unavoidable to protect yourself and others.

Where such incidents occur:

• Maintain a calm approach

• Avoid argument and sudden movements

• Summon assistance at the earliest opportunity

• Remove yourself from immediate vicinity if possible whilst maintaining the safety ofothers

• Ensure full details are recorded once the incident has been dealt with

Incident forms must be completed must be completed even when no injury has occurred.

Please do not hesitate to discuss this matter with your senior colleagues. Colleagues arethere to help should you need it.

SmokingConsiderable resources are spent each year by the National Health Service in treatingsmoking related diseases. In order to encourage people to stop smoking, and maintain ahealthy smoke free environment, the PCT has adopted a No Smoking Policy.

You can receive help to stop smoking from your GP surgery’s Smoking Cessation clinic .Alternatively, you can refer yourself to the central specialist service covering Huddersfieldby calling 01484 342442 or for Dewsbury 01924 512079 or call the NHS smoking helpline0800 169 0 169

Alcohol and substance abuse In general it is the policy of the PCT that no alcohol shall be consumed on the premises bystaff, other than for functions (e.g. retirement, Christmas parties) previously approved bya senior manager. Staff should be aware of the requirement not to attend work whilstunder the influence of alcohol or illegal substances or prescription medications that havean adverse effect upon their performance in the workplace.

The PCT’s alcohol policy is designed to foster sensible attitudes to drink, and managersare encouraged to provide support to employees who feel that they may have a drinkproblem. Your manager will have a copy of the alcohol policy if you require clarification.



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Copies of all employment policies and procedures are available from a number of staffacross the PCT and the website, www.kirklees-pct.nhs.uk (details can be found towardsthe back of this booklet). A wide range of policies are available, including: recruitment,maternity, equal opportunities, harassment, job share, special leave, disabilities,grievance, job retained schemes/career breaks, positively diverse, discipline,organisational change, ill health, capability, facilities and time off, alcohol and drugs.

Procedures

Disciplinary procedureThe Primary Care Trust has a disciplinary procedure to ensure consistency, fairness andimpartiality in the treatment of individuals involved in disciplinary matters.

It is designed to encourage you to maintain high standards of conduct, attendance andjob performance.

Grievance procedureWe also realise that employees may have problems with, or affecting, their work life. Todeal with this, the PCT has procedures to try and solve work-related problems. Initially adiscussion should be held with your immediate manager, if they are unable to help it isquite possible that they will be able to put you in touch with someone who can. If thematter cannot be dealt with informally then a Grievance Procedure is available toformally deal with such issues.

Harassment/bullyingThis policy describes the rights and responsibilities of all staff. No member of staff shouldbe subject to harassment or bullying from a manager, colleague or service user. Anyincidents should be reported immediately to your Manager, Team Leader or the HumanResources Department on 01484 466163 or 01924 351418.

Change of address or circumstances It is important that you inform your immediate manager of any change in:

• Your address and telephone number

• Your next of kin and how to contact them

• Your name / marital status

A change of staff contract form will then be issued and your records, pension particularsetc can then be amended accordingly.

Section 5Employment Policies and Procedures

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Sickness procedure

What should you do if you are not well enough toattend work?As part of your departmental induction you will be told who to contact if you are off sick.

Day 1 As soon as you know that you will be unable to attend work, you will need tonotify your relevant contact.

Notification should be made before your normal starting time or according to yourdepartment practice. Failure to do so may result in your pay being stopped or suspended.If you are unable to phone, ask a relative or friend to phone on your behalf.

Please have the following information ready:

• Specific reason for absence*

• Date you became unwell

• Expected return date

*You should note that ‘sick’ or ‘unwell’, are not acceptable reasons for absence.

When should you provide a medical certificate?Day 4 If you are ill for more than 3 calendar days, you must complete a self-certificationform (SC2), obtainable from your manager on your return to work.

If you are absent for more than 7 calendar days, your manager will send the SC2 to yourhome address. This form is required to cover your first 7 days of sickness.

Day 8 or Earlier If you are ill for more than 7 calendar days a doctor’s medical certificate isrequired.

In the event of illness during annual leave, you must submit a medical certificate withoutdelay. Sickness is granted from the date of the certificate and the balance of the periodof annual leave may be taken, by arrangement, at a later date.

In certain circumstances you may be required to provide a medical certificate for anyand/or every period of sickness. Failure to supply or renew a medical certificate whenrequired, or failure to complete the details on the reverse of the medical certificate mayresult in your pay being stopped or suspended and may lead to disciplinary proceedings.

There are no circumstances in which payment will be made to you if you fail to provide amedical certificate when appropriate.

Section 5- HR Policies and Procedures


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What should you do before you return to work?Notify your named contact (as per local policy guidance) as soon as you know you will bereturning to work, giving as much notice as possible.

In some departments you may be required to provide proof that you are clear from anyinfection, illness or injury prior to returning to work. You should check to see if thisapplies to you.

It is important that you notify us if your sickness ends before a period of annual leave ordays which you may not normally work. Failure to do so will result in your annual leaveor days off being counted as sickness absence.

What happens when you return to work?On your return to work your immediate manager will discuss your period of absence withyou, and you can sign the self certification form, if necessary.

Section 5- HR Policies and Procedures

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Equal OpportunitiesThe PCT is committed to equal opportunity in employment and service provision.

The PCT will not tolerate any direct or indirect discrimination and will take action againstany individual or group who is involved in discriminatory actions or practices.

If you have any difficulties in this area, please tell your immediate manager or contact theHuman Resources department on 01484 466146.

Improving Working Lives (IWL)IWL is a national campaign to ensure that all NHS staff work in an organisation which isable to demonstrate its commitment to equality/fairness, training and flexible workingconditions which gives staff more control over their own time. As an employer, the PCT iscommitted to Improving Working Lives for all its staff.

Special leave arrangements providing time off to balancework and home life

Many staff working within the PCT have dependents. Both men and women might havechildren or elderly or disabled relatives and, from time to time, a member of staff mayneed time off to deal with emergency situations, or to look after their family. Other staffmay not have such responsibilities but may wish to pursue interests such as travel orreturn to education. Whatever the circumstances, the PCT has introduced a range ofpolicies to help its staff balance work and home life, offering time off when required.

Paternity leaveThe purpose of this scheme is to help members of staff with a newborn baby, or wherethere is a baby or child new to the family, to balance the demands of work and homeresponsibilities. To take paternity leave, employees should inform their manager at theearliest possible opportunity of their partner’s expected date of delivery. Discussionsshould then take place between the manager and the employee, prior to the birth of thechild, about how the leave will be taken.

Adoption leaveThis scheme is available to employees of either sex who have worked in the NHS for morethan six months. It allows for time off to deal with adoption procedures and during thetime immediately after a child is adopted.

Section 6General Information


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Maternity leavePay during maternity leave varies, depending on whether or not you intend to return towork for the NHS. To ensure that you fulfil the requirements to enable you to return towork after your baby is born, it is extremely important that you follow the PCT’sMaternity Leave Policy. If you become pregnant, therefore, you should obtain a copy ofthe Information Pack from the Human Resources Department. Provision is also made fortime off to attend antenatal clinics.

Parental leaveEmployees are entitled to take unpaid parental leave where they have responsibility forchildren up to age 18. Employees wishing to take this leave should discuss the timingwith their manager giving at least 21 days notice in writing of the proposedcommencement date.

Retainer scheme – career breakThe scheme allows an employee to leave their employment on a temporary basis. It isopen to men and women and can be used to bring up children, care for a dependentperson, undertake research, re-enter further education or travel. The scheme allowsemployees to take a break from their employment for up to a maximum of five years andreturn to work at a later date. During the absence, an employee must keep up to datewith their occupation and developments within the PCT. The leave is unpaid. Theintention of the scheme is that when staff return to work they should do so on the samegrade as at the start of the break ensuring maintenance of status and prospects. Everyeffort will be made to accommodate returners preferred working arrangements with,for example, a return on part-time hours or on a job share basis.

Carer leaveThe PCT has made provision for two types of carer leave:

Short termThe aim is to provide a short-term immediate response to circumstances which could nothave been predicted in advance for example:

• A child, close relative or dependent is taken seriously ill,

• Normal carer arrangements break down

• To enable longer-term arrangements to be made to cope with a carer problem

Long-termWhere a member of staff faces circumstances where a longer period of leave is requireddue to family or other circumstances this may be granted by agreement with theimmediate manager with or without pay or a contribution of paid or unpaid leave. Muchwill depend on the individual circumstances of the case but wherever practical the PCTwill provide leave where these situations occur.

Section 6- General Information

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Bereavement leaveThis leave is made available with pay to attend and/or make arrangements for thefuneral of a close family member or close friend. The following scale of leave willnormally apply:

• Up to one day to attend a funeral

• Up to three days where the bereavement involves a close family member and there is aneed to make the funeral arrangements.

• Up to six days where the individual is required to make funeral arrangements and/orattendance at the funeral requires extensive travel

Occupational healthThe aim of the Occupational Health Service is to promote and maintain the highestdegree of physical, mental and social well being of workers in all occupations and placesof employment. This service provides a range of confidential services, including healthchecks, advice and counselling and vaccination. It is also the contact point for staff‘Health at Work’ programmes.

If you wish to enquire about the service please contact the Occupational HealthDepartment: at

Huddersfield - Huddersfield Royal Infirmary, on 01484 342442

Dewsbury - Dewsbury District Hospital, on 01924 512000, ext. 3308 or visit thedepartment (open Mon-Fri 8.30-17.00 flexible by arrangement).

Child Care/Carers Support ServicesThe Child Care/Adult Support Services can provide you with information, support andadvice on all aspects of childcare, from looking at your childcare options to the supportavailable to make childcare costs more affordable. There are on-site childcare facilities atcertain sites and holiday clubs available most school holidays. The team also support staffthat are carers. They are able to provide a listening ear, put you in touch with one of themany support organisations they have links with and provide you with a copy of the PCT’sunique Carers Guide.

If you have any childcare or caring responsibilities and would like support from the Childand Adult Care Support Service please contact:

Huddersfield - 01484 355044 or email [email protected]. Alternatively call in to seeone of the team at Acre House, Huddersfield.

Dewsbury - 01924 212766, or you can email [email protected]

Section 6 - General Information


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Workplace nurseryThe PCT provides workplace nursery facilities situated next door to the ChildDevelopment Centre at Dewsbury District Hospital. This 30-place nursery is for the use ofchildren of all PCT employees.

For further information contact the proprietors, on 01924 512000, ext. 3207.

Annual leave Annual leave entitlement depends on your grade and length of service. Details of yourleave entitlement can be found in your contract of employment and from your manager,who will calculate the amount of leave due.

The leave year runs from 1 April to 31 March for most staff.

Annual leave entitlement on starting/leaving employment part way through the year iscalculated pro rata basis to the full years entitlement.

Carry over of annual leave

You are expected to take your full leave entitlement during the current leave year. Onlyunder exceptional circumstances and subject to the requirements of the service, will yoube allowed to carry over into the next leave year any leave not taken, up to a maximumof the days which constitute your working week. Guidance on the above should besought from your immediate manager.

How to book annual leave • Requested holiday dates must be given to your line manager/team leader who will

advise you whether or not your leave has been granted

• You must not book holidays until leave of absence has been granted.

Public and statutory holidaysIn addition to normal holiday entitlement there are normally 8 public holidays.

Part time staff receive a pro-rata or their 8 public holidays depending on contractedhours.

Travelling expenses If you need to use a private vehicle as part of your work then you must apply in advanceto become an authorised car user. Your team leader will tell you how to apply.Subsequently, when preparing a claim for travelling expenses you must indicate fully onthe claim form the nature of the expenses involved. Claims should be submitted atregular intervals, as soon as possible after the period to which the claim relates. Claims inexcess of six months will not be reimbursed.


Staff handbook

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Lease carCalderdale and Huddersfield NHS PCT operate a lease car system on behalf of the PrimaryCare Trust for employees who undertake high levels of mileage. This is currently out totender and provisions/arrangement are subject to change at the PCT’s discretion. Youmay, subject to fulfilling certain conditions, be eligible to apply for a lease car.

Your immediate manager will be able to advise you on this and further details areavailable from:

South Kirklees staff contact (01484) 355020

North Kirklees and Calderdale staff contact the Transport Manager on 01422 375222 or01422 306722.

Trade unions and staff organisations You are encouraged to join a trade union or other staff organisation. If you decide tojoin, a set subscription/membership fee can be deducted from your wage/salary.

The PCT recognises a wide range of these organisations and meets regularly with theirrepresentatives to discuss matters of common interest.

Your staff organisation or Human Resources manager can provide further details.

Section 6 - General Information


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Car ParkingAs part of the developing travel strategy across Calderdale and Huddersfield, the PCToperates a parking permit system for staff based at the Princess Royal, St Luke’s andHuddersfield Royal Infirmary sites. Permits cost £5 per month for fulltime staff, and areduced rate for part time staff – these costs are deducted from salaries.

To apply for a permit, you must complete an application form, which will be assessedagainst set criteria. Application forms and advice are available from Calderdale andHuddersfield NHS PCT’s travel department on 01484 342358 or the HR department on01484 466163.

Staff who are classed as ‘regular’ users will be provided with a free permit by the PCT.Regular users are staff who are required to travel on business and in doing so either:

• Travel an average of more than 3500 miles a year

• Travel an average of at least 1250 miles a year and

• Necessarily use their car an average of three days a week, or

• Spend an average of at least 50% of their time on such travel including the dutiesperformed during the visits, or

• Travel an average of at least 1000 miles a year and spend an average of 4 days perweek on such travel including duties performed during the visits

Staff who do not have a permit, but who are required to attend these sites for meetings,may park on these sites if parking is available and use pay and display facilities. These canthen be claimed as travelling expenses.

Staff based on sites who do not qualify for a permit, or who choose not to apply for one,cannot pay and display and recharge their organisation.

For PCT staff working at Dewsbury District Hospital, please contact Estates Departmenton 08448 118 110, ext 4511 for an application form. A permit is granted depending onwhat hours/job you do.

Mobile phonesIf you use your own mobile for work purposes, the PCT will reimburse the cost of thesecalls providing you submit an itemised bill with your expenses claim form.


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A Absence . . . . . . . . . . . . . . . . . . . . . . .23Accident / incident - reporting . . . . . . . .18

- third party . . . . . . . . . . . . . . . . . . .19Agenda for change . . . . . . . . . . . . . . . .9Alcohol . . . . . . . . . . . . . . . . . . . . . . . .21Annual leave

- booking . . . . . . . . . . . . . . . . . . . . .28- carry over . . . . . . . . . . . . . . . . . . . .28- public holidays . . . . . . . . . . . . . . . .28

B Bereavement leave . . . . . . . . . . . . . . . .27

C Car parking . . . . . . . . . . . . . . . . . . . . .30Career break . . . . . . . . . . . . . . . . . . . .26Change of address/circumstances . . . . .22Child and vulnerable adults (Safeguarding) . . . . . . . . . . . . . . . .16Childcare Support Services . . . . . . . . . .27Clinical waste . . . . . . . . . . . . . . . . . . . .17Code of dress policy (Personal Presentation) .13Complaints

- management . . . . . . . . . . . . . . . . .14- procedure . . . . . . . . . . . . . . . . . . .15

Computer security . . . . . . . . . . . . . . . .11Confidentiality . . . . . . . . . . . . . . . . . . .10COSHH . . . . . . . . . . . . . . . . . . . . . . . .17

D Disciplinary procedure . . . . . . . . . . . . . .22

E Equal opportunities . . . . . . . . . . . . . . .25

F Fire safety . . . . . . . . . . . . . . . . . . . . . .19Freedom of Information Act 2000 . . . . .13

G Grievance procedure . . . . . . . . . . . . . . .22

H Harassment . . . . . . . . . . . . . . . . . . . . .22Health and safety . . . . . . . . . . . . . . . . .17Holidays (Public and statutory) . . . . . . . . . . .28

I Identity badges . . . . . . . . . . . . . . . . . .20Infection control . . . . . . . . . . . . . . . . . .18

L Lease car . . . . . . . . . . . . . . . . . . . . . . .29Leave (Special)

- adoption . . . . . . . . . . . . . . . . . . . .25- annual . . . . . . . . . . . . . . . . . . . . . .28- bereavement . . . . . . . . . . . . . . . . .27- carer . . . . . . . . . . . . . . . . . . . . . . .26

- maternity . . . . . . . . . . . . . . . . . . . .26- parental . . . . . . . . . . . . . . . . . . . . .26- paternity . . . . . . . . . . . . . . . . . . . .25

M Manual handling . . . . . . . . . . . . . . . . .17Maternity leave . . . . . . . . . . . . . . . . . .26Medical certificate . . . . . . . . . . . . . . . .23Mobile phones . . . . . . . . . . . . . . . . . . .30

N National Insurance . . . . . . . . . . . . . . . . .8NHS indemnity . . . . . . . . . . . . . . . . . . .19Nursery (Workplace) . . . . . . . . . . . . . . . . .28

O Occupational health . . . . . . . . . . . . . . .27

P PALS . . . . . . . . . . . . . . . . . . . . . . . . . .14Parental leave . . . . . . . . . . . . . . . . . . . .26Paternity leave . . . . . . . . . . . . . . . . . . .25Pay procedure- monthly paid staff . . . . . . . . . . . . . . . .8- weekly paid staff . . . . . . . . . . . . . . . . .8Pay slips . . . . . . . . . . . . . . . . . . . . . . . . .9Pension scheme . . . . . . . . . . . . . . . . . . .8Personal presentation . . . . . . . . . . . . .13Professional registration . . . . . . . . . . . .14Property

- personal . . . . . . . . . . . . . . . . . . . . .20- PCT (Return of property) . . . . . . . . . . . .19

Public holidays . . . . . . . . . . . . . . . . . . .28

R Registration (Professional) . . . . . . . . . . . .14Retainer scheme . . . . . . . . . . . . . . . . . .26Retirement . . . . . . . . . . . . . . . . . . . . . . .9Returning to work . . . . . . . . . . . . . . . .24Risk management . . . . . . . . . . . . . . . . .15

S Security . . . . . . . . . . . . . . . . . . . . . . . .20Sickness procedure . . . . . . . . . . . . . . . .23Smoking . . . . . . . . . . . . . . . . . . . . . . .21Special leave . . . . . . . . . . . . . . . . . . . .25Standards of business conduct . . . . . . .11

T Tax details . . . . . . . . . . . . . . . . . . . . . . .9Trade Unions . . . . . . . . . . . . . . . . . . . .29Travelling expenses . . . . . . . . . . . . . . . .28

U Uniform policy (Personal Presentation) . . . . .13

V Violence . . . . . . . . . . . . . . . . . . . . . . .21

Section 7Index


St Luke’s HouseBlackmoorfoot RoadCrosland MoorHuddersfieldHD4 5RH


Date of publication: January 2007Ref:EF/Kirklees PCT/Staff Handbook/DB1944© Kirklees Primary Care Trust

Kirklees Staff Handbook

KirkleesPrimary Care Trust

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