Velindre Nhs Trust

Velindre NHS Trust Policy on the Supervision of Staff and Assessing of Staff Competence Policy Lead: I Sharp

VELINDRE NHS TRUST

POLICY ON THE SUPERVISION OF STAFF AND ASSESSING OF STAFF COMPETENCE

BLACK 70

Policy Lead: Ian Sharp, Executive Director of HR

Ref: Black 70 Page 1 of 6 Approved by: Exec Board Approval date: 14 June 06 Next review Due: June 2009 Issue Number: 2 Velindre NHS Trust Policy on the Supervision of Staff and Assessing of Staff Competence Policy Lead: I Sharp Tisha check page numbers for final draft CONTENTS

1.0 Introduction Page 3

2.0 Policy Statement Page 3

3.0 Aims and Objectives Page 3

4.0 Scope Page 3

5.0 At commencement of employment Page 4

6.0 Staff Responsibilities: for Juniors and Students Page 5

7.0 Training Page 5

8.0 Competence Page 5

9.0 Induction and supervision of locum, agency and bank staff Page 5

10 Staffing Levels Page 5

11 On call arrangements Page 6

12 Access to Occupational Health and Staff support services Page 6

13 Incident Reporting Page 6

14 Auditing Page 6

Ref: Black 70 Page 2 of 6 Approved by: Exec Board Approval date: 14 June 06 Next review Due: June 2009 Issue Number: 2 Velindre NHS Trust Policy on the Supervision of Staff and Assessing of Staff Competence Policy Lead: I Sharp

POLICY ON THE SUPERVISION OF STAFF AND ASSESSING OF STAFF COMPETENCE

1. Introduction

The purpose of this policy is to establish frameworks for supervision and the assessing of competence and to ensure that these frameworks are maintained. It is well recognised that many incidents occur due to junior, trainee or inexperienced staff being placed in situations where they have no manager or other qualified member of staff available to support them. Situations can also arise where members of staff exceed their level of competence and put service users, themselves and their colleagues at risk. This can give rise to potential loss and/or injury, with adverse consequences to the individual and the potential for compensation claims.

2. Policy Statement

The Trust seeks to ensure that all of its staff, with particular emphasis on all clinical staff and junior, trainee or inexperienced members of staff and students,

(i) Are appropriately supervised and assessed.

(ii) Are not put in situations where they exceed their level of competence in performing their duties.

(iii) Receive supervision until competence is established. These conditions apply to any member of staff undertaking a new task or a new role.

3. Aims and Objectives

All departments must have documented systems in place to ensure that all staff under the “Policy Statement” above,

(i) Have access to adequate supervision, advice and support.

(ii) Receive adequate supervision and have action plans to develop their competence. (iii) Ensure that they are not required to work beyond their level of competence.

4. Scope

Clear procedures should be in place and utilised for the supervision of junior medical staff and newly qualified trainee or less experienced staff of all disciplines and others including bank, agency or locum staff etc. Competency should be clearly measured and assessed and documented at Departmental level. Procedures which identify regular reviews of progress towards agreed competencies must be

Ref: Black 70 Page 3 of 6 Approved by: Exec Board Approval date: 14 June 06 Next review Due: June 2009 Issue Number: 2 Velindre NHS Trust Policy on the Supervision of Staff and Assessing of Staff Competence Policy Lead: I Sharp established within Departments to do this. These procedures should be worked through with appropriate staff and progress recorded and once competence is achieved, signed off.

5. At Commencement of Employment

5.1. Terms and conditions of service

All staff should be made aware of their terms and conditions of service at the commencement of their employment. They must receive a copy of their job description and main terms of employment contract within 8 weeks of their commencement of employment.

5.2. Job Descriptions/Competencies

The manager must ensure that all staff have an up to date job description and are made fully aware of their responsibility to limit their actions to those for which they are fully competent.

Job descriptions for all staff will include the following statement:-

“ All staff are accountable and responsible for their own competence and should limit their actions to those for which they are deemed competent".

Registered professional groups are also required to comply with the requirements of their professional organization regarding supervision where such requirements exist.

5.3. Confirmation of qualifications etc

In line with the Trust’s Recruitment and Selection Procedure, Human Resources staff or the nominated enrolling officer must ensure that the qualifications and skills of all potential employees, including bank staff are checked prior to commencement of employment. This check must be documented. This must include taking up the references, asking for original qualification certificates and checking registration with professional bodies. Appropriate staff have a responsibility to maintain their professional registration. Agency staff will be checked as per the contract specification with the supplying agency.

5.4. Induction

Newly appointed staff must receive appropriate induction/orientation in accordance with the appropriate Trust and Divisional Policies and Procedures. This should include a comprehensive induction by the manager at departmental level which includes clear descriptions of what duties can be undertaken and local lines of accountability and attendance at the appropriate Divisional Induction Programme.

Ref: Black 70 Page 4 of 6 Approved by: Exec Board Approval date: 14 June 06 Next review Due: June 2009 Issue Number: 2 Velindre NHS Trust Policy on the Supervision of Staff and Assessing of Staff Competence Policy Lead: I Sharp

6. Staff Responsibilities: for Juniors and Students

Any qualified member of staff may have a responsibility to supervise unqualified, trainee and/or more junior staff and students on a day to day basis. Part of this responsibility is to ensure that service users receive appropriate service and that any untoward action is addressed.

Where the Trust provides training for students there should be a written description of their role with clear objectives to ensure that the student is fully supported in providing a competent level of service. The Trust’s responsibility for their supervision must be made clear.

There should be a statement within all job descriptions for clinical staff who have responsibility for the supervision of students, setting out their duties in this area.

7. Training

All staff are required to attend the statutory, mandatory and other safety related training as prescribed by their Division. Details of appropriate training provision and attendance at these events should be held at Departmental and/or Divisional levels.

8. Competence

All staff have a duty to perform their duties within their competence and capabilities. Managers must have departmental procedures to ensure that staff and in particular junior, trainee or inexperienced staff are made aware of their responsibilities if they feel that they are not competent to perform a duty.

All staff will have an annual KSF Development Review (Ref: Policy Black 79) in accordance with the Trust’s policy; this will include a review of their continued competence. All issues of under performance must be managed utilizing the Trust’s policy for Managing Under Performance (Ref: Policy Black 35)

9. Induction and supervision of locum, agency and bank staff

It is essential that all locum agency and bank staff are subject to the same checks as for permanent staff and receive appropriate induction and supervision when working for the Trust.

10. Staffing levels

Managers and staff should be aware of agreed procedures and “trigger points” designed to ensure that staffing levels and skill mix in wards and departments are adequate and do not present risks. This should include ensuring that there are

Ref: Black 70 Page 5 of 6 Approved by: Exec Board Approval date: 14 June 06 Next review Due: June 2009 Issue Number: 2 Velindre NHS Trust Policy on the Supervision of Staff and Assessing of Staff Competence Policy Lead: I Sharp sufficient qualified staff to provide safe service delivery and supervision of junior, trainee or inexperienced staff.

11. On call arrangements

Appropriate Departments should ensure that they have systems whereby clinical staff must have access to advice and support from appropriately qualified persons in respect of on site, on call and call in arrangements.

12. Access to Occupational Health and staff support services

All staff should be made aware of Trust and local Health & Safety and Stress Management Policies and Procedures (Ref: Black 66). They should also be made aware of their right to access a local Occupational Health Department and/or Counselling Service as required and how they can access these services.

13. Incident Reporting

When incidents occur which involve issues of staff competence or supervision these issues should be recorded and reported as appropriate.

14. Auditing

Auditing of the local processes reviewed by this policy will be the responsibility of the appropriate Directors or Senior Managers with direct line and/or professional responsibility or clinical governance co-ordinating responsibility, as decided on a Divisional basis.

Ref: Black 70 Page 6 of 6 Approved by: Exec Board Approval date: 14 June 06 Next review Due: June 2009 Issue Number: 2