Doc. Ref. No. Human Resources
Title of Document Redeployment Policy
Author’s Name Elaine Edwards
Author’s job title HR Manager
Dept / Service Human Resources
Doc. Status V1
Redeployment Policies from NHS Bristol,
Based on NHS North Somerset and NHS South
Agenda for Change Terms and Conditions,
NHS South West Employment Transition
Other relevant policies eg Organisational
Change Policy, Redundancy Policy,
Read in Conjunction with Disciplinary Policy, Management of
Sickness Absence, Pay Protection,
Capability Policy, Bullying and Harassment
Policy. Note that not all policies will be
available in all organisations and may have
Joint Consultation and Negotiation
Ratified by The Integrated Governance Committee
Publication Date 10 May 2012
Next review date 10 May 2013
Distribution Available on the intranet
Version Date Consultation
Contents Page 1
Checklist for Approving Committee / Board
Has an equality impact assessment
Has legal advice been sought Yes
Has the policy been assessed for its
impact on Human rights?
Have training issues been
Have any financial issues been
Will implementation be monitored? Yes
Is there a cascade mechanism in
place to communicate the policy?
- with staff
- with patients
- with the public
Are there linked policies /
Has a review date been set? Yes
Is this related to the core standards
for better health?
Contents Page 2
Date ratified by the BNSSG Integrated Governance Committee: 25 July 2012
Date of Implementation: 10 May 2012
Date of Review: 10 May 2013
Contents Page 3
If you need further copies of this document, or in a different format,
please telephone Toni Wood on 0117 900 2597
Contents Page 4
1 Purpose ............................................................................................................. 1
2 Scope of the Policy .......................................................................................... 1
3 When Might the Redeployment Policy Apply? ............................................... 1
4 When will the Redeployment Policy not Apply? ............................................ 1
5 Roles and Responsibilities .............................................................................. 1
6 General Redeployment Procedure .................................................................. 4
7 What is Suitable, Alternative Employment? ................................................... 5
8 Will Pay be Protected if Employees are Moved to a Lower Banded Post?.. 6
9 Can Employees be Redeployed into Another NHS Organisation? .............. 6
10 What if Employees Refuse Alternative Employment? ................................... 6
11 What if Employees Don’t Agree That a Post is Suitable? ............................. 6
12 How Long will Employees be on the Register for? ....................................... 7
13 Can an Employee’s Time on the Register be Extended? .............................. 7
14 What happens if an Employee Identifies a Suitable Vacancy? ..................... 7
15 What is the Purpose of an Interview? ............................................................. 7
16 What Happens if an Employee is Offered the Post/Rejected Following an
Interview? .................................................................................................................... 7
17 How will the Four Week Trial Period be Evaluated? ...................................... 8
18 What Happens if the Trial is Successful?....................................................... 8
19 What Happens if the Trial is Unsuccessful? .................................................. 8
20 What if Suitable Alternative Employment Cannot be Found? ...................... 8
21 Can Employees Appeal if their Contract of Employment is Terminated? ... 8
22 Policy Review.................................................................................................... 9
Appendix A – Redeployment Personal Specification Form .................................... 10
Appendix B – Interview Assessment Form .........................................................…..13
Contents Page 5
Appendix C – Redeployment Trial Letter Template.................................................. 15
Appendix D – Redeployment as a Result of Ill Health Flowchart ............................ 16
Appendix E – Redeployment as a Result of Organisational Change Flowchart .... 17
Appendix F - Equality Impact Assessment………………………………………………17
Contents Page 6
The purpose of the organisation’s Redeployment Policy is to seek to maintain the
continuity of employment of staff whose current post is no longer tenable
for such reasons covered below (see section 3). In these situations,
suitable alternative employment will be sought for members of staff where it
is possible by balancing the needs of the service with individuals’
experience, skills and personal circumstances.
The purpose of this policy is to ensure that employees facing redeployment are
treated fairly and consistently.
2 Scope of the Policy
The redeployment procedure applies to all staff employed by NHS Bristol, NHS
North Somerset and NHS South Gloucestershire (BNSSG Cluster) whose
post is no longer tenable for the reasons outlined in 3 and redeployment is
considered within this Cluster. This policy does not form part of any
employee’s contract of employment and may be amended from time to
3 When Will the Redeployment Policy Apply?
If an employee’s post is no longer tenable due to any of the situations listed below,
this policy will apply:
a) Organisational change, including redundancy (refer to the
Organisational Change Policy and Redundancy Policy)
b) Capability arising from ill health problems (refer to the Sickness
Absence Management and Capability Policies within each Trust).
c) Capability related to performance issues (refer to the Managing
Poor Performance and Capability Policy and Procedure within each
d) If an employee is required or request to change their post following
an upheld Disciplinary/Harassment case (also refer to the Bullying &
Harassment Policy/Dignity at Work and Procedure and Pay
Protection Policy within each Trust).
e) If an employee is at risk due to being unable to find a job share
4 When will the Redeployment Policy not Apply?
This policy will not apply if an employee is required or requests to change their
post following Disciplinary/Harassment case which has not been upheld
(also refer to the Disciplinary Policy). This is not the case within NHS
5 Roles and Responsibilities
Line Managers will:
a) Consult with you and keep you updated of the situation and the
redeployment process and employment implications.
b) Discuss with and notify the Human Resources Department when it
is identified that the post is no longer tenable and keep them
informed of any subsequent developments.
c) Help identify any suitable, alternative employment.
d) Assess whether any specific training would be appropriate to help
an individual find suitable alternative employment.
e) Be flexible in releasing the employee to commence their trial period.
f) Continue to pay an individual from their budget until they are
successfully appointed following a trial or throughout the agreed
g) Hold regular review meetings with staff throughout the
Human Resources will:
a) Advise and assist the employee, the current line manager and
potential receiving line managers throughout the redeployment
b) Notify the Recruitment Team if anyone is removed from the
c) Ensure that the principles outlined in the HR Protocol for Supporting
Change in BNSSG are followed.
The Recruitment Team* will:
a) Help identify any suitable employment opportunities by internally
“matching” post to the employee and ensuring that employees are
given priority before vacancies are advertised more widely.
b) Maintain the Redeployment Register and check on progress
regularly – updating the Redeployment Register as appropriate
c) Ensure that posts sent for advertising are checked for potential
matches with staff on the redeployment register.
d) Notify a Manager if a post is withheld from going to advert due to
potential matches with staff on the redeployment register.
e) Following interview and on notification from the interviewing
manager inform the employee of the outcome in writing: If the
employee is successful, send them a redeployment trial letter (see
Appendix C); if the employee is not successful, ensure that the
Chair of the interview panel notifies the employee of the reasons
for failure to appoint.
f) Complete all relevant employment checks if the employee is
successful following the four week trial period.
*Please note that the functions undertaken by NHS South
Gloucestershire and its recruitment service may differ from that detailed
a) Complete Appendix A of this policy and submit it to the HR
representative to support the preliminary matching process within
five working days of their manager requesting them to do so.
b) Provide detailed, prompt and accurate information throughout the
c) Participate as fully as practicably possible in the process of
searching for suitable, alternative employment, accessing NHS
Jobs on a regular basis and applying for suitable alternative jobs.
d) Make it known whether they consider that they have a disability in
accordance with the Equality Act 2010 which will require
reasonable adjustments to be made.
For recruitment within BNSSG, the receiving line manager will, once a matched
post has been identified:
a) Assess fairly against the essential criteria for the post as to whether
the employee is suitable for the matched role. If it is decided that
the post is not suitable, written justification of the reasons will be
provided by the Chair of the interview panel.
b) If the employee meets the essential criteria, interview the employee
for the post and complete the interview assessment form (Appendix
B) in accordance with good practice. This form will then be
returned to Recruitment for file purposes.
c) If the employee is unsuccessful, provide feedback to the employee
in a timely manner if requested.
d) If successful after interview, notify the HR Department so that a
redeployment trial letter can be sent.
e) Be flexible regarding the employees start date for commencing the
f) Evaluate the end of a trial. The essential criteria for the post and
the agreed objectives will provide a basis for evaluation. Advice
may also be sought from the Human Resources Department
g) If the employee is successful after the trial period, send the Human
Resources Department a completed ‘Request for Offer Letter’ Form
and complete a Change of Conditions Form.
h) Provide the employee with a departmental induction and ‘on the job’
i) Arrange for any further reasonable training that is necessary for the
employee to undertake the role in liaison with their current line
j) Agree reasonable objectives to be achieved during the trial and
k) If the trial is unsuccessful, notify HR who will advise on other
l) Keep the Human Resources Department updated with any
6 General Redeployment Procedure/Principles
Please see Appendix D and E for the process when dealing with redeployment as
a result of ill health or organisational change.
Discussion will take place between the line manager, the employee and the HR
representative to establish skills and qualifications and relevant experience.
The employee will complete a redeployment personal specification form
(Appendix A) with the Line Manager, which will be provided to HR within
five working days of being requested by their manager, so that the
individual can be entered onto the redeployment register. The employee is
entitled to have a Trade Union Representative or work colleague not acting
in a legal capacity at this meeting.
Employees will be matched to suitable alternative vacancies as they become
available, which will be identified in accordance with known skills and
Consideration of reasonable adjustments when it is known that the employee may
have a disability in accordance with the Equality Act 2010. OH may need
to be consulted.
Employees may choose to apply for any advertised vacancy under the normal
recruitment and selection procedures without declaring their “at risk” or
“affected by change” status.
The HR Representative will advise the recruiting manager if there is a potential for
a preliminary skills match with the vacancy and any employees on the
redeployment register as early as possible within the recruitment
procedure. If a vacancy has been advertised and a skills match is identified
thereafter, an interview may be offered on submission of an application
A job application form must be completed, in full, for any identified matched post
If the Recruitment Dept confirms that no basic skills match exists or that
reasonable training is not possible, the vacancy may be filled by normal
recruitment methods via advert, application and interview.
The Recruitment Dept will confirm interview arrangements with the recruiting
manager of the department with the vacancy. All employees on the
redeployment register with the appropriate skills match will be guaranteed
If there is one or more employee on the redeployment register who matches a
vacancy, a formal interview process will be carried out to assess suitability
to the post and confirm objective selection, ensuring that the preferred
candidate is selected based on their ability to undertake the duties of the
post to the minimum essential criteria as detailed in the job
All staff who are unsuccessful at interview will be offered objective feedback by
the recruiting manager and a copy of the feedback will be provided to the
Any offer of alternative employment for redeployees will be subject to satisfactory
references, Occupational Health and CRB where appropriate.
If employees feel that the procedure has not been applied fairly or correctly, they
may raise their concerns using the Grievance Policy.
Further advice should be sought from HR for staff who are on long term sick but
need to be redeployed due to organisational change.
Staff who are on maternity leave but need to be redeployed due to organisational
change will have priority over all other staff in relation to matching to
suitable alternative employment. This could mean holding the post open for
them for the duration of their maternity leave.
Employees have the right to be accompanied by either a Trade Union
representative, or a work colleague at all stages of this procedure, except
at a selection interview for a suitable alternative post.
Employees who are required to change their base of work as a result of a merger
of NHS employers, or their acceptance of another post as a result of
redeployment as an alternative to redundancy, may be reimbursed their
extra daily travelling expenses for a period of four years from the date of
transfer. The excess shall be calculated on the basis of the bus fare or
standard rail travel or, if the employee travels by private motor vehicle, on
the basis of the public transport mileage rate. This rate may change from
time to time and can be found in the Annexes of the Agenda for Change
Terms and Conditions Handbook.
7 What is Suitable, Alternative Employment?
The organisation will consider redeployment to suitable posts that are at an
equivalent level of the current band or one pay band above or below for
staff on Agenda for Change Terms and Conditions. Posts not on Agenda
for Change Terms and Conditions will be considered for their suitability
based on + or – 15% of basic salary.
Suitable, alternative employment should normally carry broadly similar levels of
In establishing whether an alternative job is suitable, factors relating to the
employee and the role will be considered. A fair selection procedure will be
adopted using objective criteria based on the following:
a) Essential criteria for the job as per the Person Specification.
b) Current band and hours/shift patterns.
Given the nature and geographical area covered by the organisations, every effort
will be made to try and redeploy staff within a reasonable distance of their
current base or home, however this cannot be guaranteed.
The suitability of the offer of alternative work must be assessed objectively,
whereas to assess whether or not an employee’s refusal to accept the work
is unreasonable is a subjective one. This means that the employer needs
to objectively take into account the suitability of the match between the
knowledge, skills and experience required of the new position and those of
the employee. If an employee wishes to refuse an offer, they may put
forward their reasons which may be personal to them for consideration.
8 Will Pay be Protected if an Employee is Moved to a Lower Banded Post?
If an employee is at risk due to organisational change, the pay protection policy
If an employee is a victim of bullying and harassment and the organisation upheld
the allegations and they request redeployment, the pay protection policy
If an employee is redeployed as the organisation has been unable to find a job
share partner, the pay protection policy will apply.
If an employee is redeployed due to performance issues, pay will not be protected.
If an employee is redeployed due to ill-health, pay will not be protected.
If an employee is redeployed due to a sanction given as a result of a
disciplinary/harassment case, pay will not be protected.
9 Can Employees be Redeployed into another NHS organisation?
All employees belonging to the cluster organisations will be treated as having
priority for the purposes of redeployment opportunities across the three
organisations. Redeployment to NHS organisations within the South West outside
the cluster will be subject to the framework outlined in the NHS South West
Employment Transition Framework.
10 What if Employees Refuse Alternative Employment?
If having regard for all the relevant factors (see section 7) an employee
unreasonably refuse suitable alternative employment, they will be removed
from the Register and will not be considered under this policy for any
further suitable posts that may arise during their notice period. The decision
to remove them from the Register will only be taken after consideration of
all relevant factors which must be discussed with them, the Line Manager
and the Human Resources Department.
An employee who, without good reason, refuses an offer of suitable, alternative
employment may forfeit their right to redundancy pay (if applicable). See
11 What if an Employee Disputes the Suitability of a Post?
Where an employee disputes whether the employment is ‘suitable’ they may
appeal using the organisation’s Appeal Policy or, if the organisation does not have
this policy, the Grievance Policy. In this situation the job will be held, pending the
outcome of the appeal. Should it be necessary, a local arrangement will be made
with the recruiting manager to make arrangements to fill the disputed role, on a
temporary basis where possible.
12 How Long will Employees be on the Register for?
If an employee is on the Register due to ill-health, they will remain on it for the
period of their contractual notice period.
a) If an employee is identified as being ‘at risk’ due to organisational
change, they will immediately be placed on the Register and will
remain on the Register for the duration of the redundancy
consultation period plus their contractual notice period.
b) For all other circumstances, employees will remain on the
Register for the duration of their contractual notice period.
c) Staff on Fixed Term Contracts who are within the scope of the
policy (see 2) should be added to the register three months prior
to the last day of their contract or at the earliest opportunity if the
contract is less than three months.
13 Can an Employee’s Time on the Register be Extended?
There may be agreement to extend the times stated above. Any extensions must
be agreed with the Line Manager and Human Resources Department. The
Human Resources Department will inform staff in writing of any extension agreed
and the conditions of the extension. Any extensions should be monitored to
ensure these are applied in a consistent and fair manner.
14 What happens if an Employee Identifies a Suitable Vacancy?
If an employee identifies a vacancy, they should contact their Line Manager and
Human Resources. If it is agreed that the post is potentially suitable, they will be
required to complete an Application Form. If they meet the essential criteria, they
will be invited for interview along with any other at risk employees who are on the
redeployment register and assessed as being suitable for interview.
15 What is the Purpose of an Interview?
The purpose of the interview is to ensure that all staff available for redeployment
being considered for the vacancy meet the essential criteria specified on
the Person Specification, or would be able to meet the said criteria within a
reasonable time span if provided with suitable training. The Application
Form will be used to assess the evidence against the essential criteria.
Once a potential suitable match has been made, an interview will be arranged.
Employees will be interviewed (along with any other employees eligible for
redeployment being considered for the vacancy) by a panel and the Chair
of the panel will complete the organisation’s usual assessment paperwork
in accordance with good practice. The successful applicant with be offered
the job for a trial period of four weeks.
16 What Happens if an Employee is Offered the Post/Rejected Following an
Offer: Unless the employee or the Chair of the interview panel can clearly justify
that the post is not suitable, then an offer of a four week trial period will be
made both verbally and in writing. During the trial period the employee will
be ‘suspended’ from the Register and the process of ‘matching’ will cease.
Unsuccessful: The Chair of the Interview Panel will provide employees with
written feedback detailing why they were not able to be appointed appoint
and the employee will return to the Redeployment Register for the
remainder of their contractual notice period.
17 How will the Four Week Trial Period be Evaluated?
Employees will be supported through the trial. The new manager will be
responsible for providing induction and ‘on the job’ training (if applicable)
and monitoring progress. He/she will also be responsible for agreeing
achievable objectives to be achieved during the four week trial.
An evaluation of the trial should be made prior to its end, involving the employee
and the manager. Advice may also be sought from the Human Resources
Department. The essential criteria for the post and agreed objectives will
provide the basis for the evaluation. It may be appropriate in some
circumstances to extend the trial period with agreement of all parties to take
account of continuing training needs.
The employee’s salary during the trial period should be paid from their original line
18 What Happens if the Trial is Successful?
If the trial is successful, permanent redeployment will be arranged and will be
confirmed in writing by the Human Resources Department. A Change of
Conditions will be prepared by the new manager. If the vacancy is fixed term, the
change will be for the duration of the contract.
19 What Happens if the Trial is Unsuccessful?
If the trial has been unsuccessful, the employee will return to the responsibility of
their former line manager. This means they will either have to return to their
substantive post or to a suitable, temporary role if appropriate. If they are being
re-deployed due to ill health and are unable to return to their substantive role in
any capacity or to a temporary role, the sickness policy will apply. The Human
Resources Department will re-instate them on the Redeployment Register for the
remainder of their outstanding notice period and resume the process of matching
them to posts.
20 What if Suitable Alternative Employment Cannot be Found?
If suitable, alternative employment cannot be found within the agreed timescales,
the employee will be issued with notice to terminate their contract of employment.
The decision to terminate an employee’s contract must be taken in conjunction
with a HR representative. Further information on the termination of contracts can
be found in the Termination Policy.
21 Can Employees Appeal if their Contract of Employment is Terminated?
Employees can appeal, using the Appeals Policy.
22 Policy Review
This policy and procedure will be reviewed after 3 years or earlier at the request of
either the staff or management side of the Joint Consultation and Negotiation
Appendix A – Redeployment Personal Specification Form
To Be Completed and Returned to the Human Resources Department with 5
Details of the Member of Staff Seeking Redeployment
Work Telephone Number:
Home Telephone Number:
Mobile Telephone Number:
Preferred contact method:
Current Job Title:
No of hours worked:
Current Manager’s Name & Job Title:
Manager’s Contact Details:
DETAILS OF SUITABLE ALTERNATIVES
Hours and Days able to work:
Types of posts sought:
Any additional comments/interests:
I have understood the terms and conditions of the redeployment process and
acknowledge that should I not engage fully in the redeployment process, I am
potentially forfeiting my right to remain on the register.
Human Resources Advisor:
Date of redeployment discussion:
Redeployment Review Date:
Appendix B – Interview Assessment Form
Job Title: Candidate Name:
How criteria assessed: Essential Criteria: Weight Mark
1.1 Score Evidence against criteria at interview:
IV = Interview (from 1.2 WxM For redeployment purposes, please consider if criteria is not fully
(please list questions PS) met, could it be achieved by training within a three month period or
against essential criteria) according to the needs of the service.
Total Score From Interview:
Scores from any other form of assessment (e.g. test, presentation):
Appointable after interview (i.e. meets all criteria with highest score): YES/NO
Weight – All criteria are essential however the weight indicates the level of importance for each criteria.
High = 3 Medium = 2 Low = 1 (as stated on Person Specification)
4 – Can perform to a high standard (proven) also with high potential
3 – Can perform to a good standard (proven) and / or with good / high potential
2 – Can perform to a satisfactory standard (proven) and / or with good potential – minimum requirement for all posts other than those
1 – Cannot perform to a satisfactory standard but with potential – minimum requirement for entry level at Band 1 and Band 2
X – Unwilling / cannot perform to a satisfactory standard
Appendix C – Redeployment Trial Letter Template
STRICTLY PRIVATE AND CONFIDENTIAL
Dear [Insert Name]
Thank you for attending the interview with [Insert names of panel members]
As explained, the interview was held in order to ensure that you meet the essential
criteria as identified on the person specification.
You will be placed in the role on a trial basis of four weeks which affords both you and
the Manager a reasonable amount of time to assess its suitability without jeopardising
your entitlement to a redundancy payment (if applicable). If either party decides that the
role is unsuitable it will be necessary to justify why this is the case.
The trial will begin on [Insert date] so please report to [Insert name] at [Insert location] on
We hope you enjoy your new role. In the meantime, if you have any queries or concerns,
please do not hesitate to contact me.
Appendix D – Redeployment as a Result of Ill Health Flowchart
Receive written confirmation from Occupational health
that no adjustments can be made to the workplace for
the employee and that the employee is not able to
return to post in foreseeable future. Meeting between
HR, Line Manager and Employee to discuss report and
Complete Appendix A of redeployment Move towards final sickness hearing in
policy line with sickness absence policy.
Explain process of redeployment
Add to register
Suitable post identified Unsuccessful Interview
Essential criteria met Recruiting Manager confirm decision in
Redeployee completes application form writing and reasons for not appointing
Interview conducted with recruitment Return to register at same point for
manager remainder of notice period
Successful Interview Unsuccessful Trial
Four week trial which is monitored by Meeting arranged to discuss
recruiting manager although cost from Recruiting Manager confirm decision in
previous Line Manager’s budget. Letter writing and reasons for unsuccessful trial
confirming four week trial sent to Return to register at same point for
employee remainder of notice period
Successful Trial End of period on register
Confirmation letter to redeployee If no suitable posts found, progress to final
Change of Conditions form hearing in line with sickness absence
- Local induction form policy
- ID Badge form
Appendix E – Redeployment as a Result of Organisational Change Flowchart
End of consultation period (no slotting in or ring fencing for employee). 1:1
meeting has been conducted to advise employee that they are at risk.
Redundancy quotes to be requested.
Redeployment meeting with HR and Line Manager to cover following
Complete Appendix 1 of redeployment policy
Explain process of redeployment
Explain pay protection (2 years as per policy)
Add to register for notice period Unsuccessful Interview
Meeting arranged to discuss
Recruiting Manager confirm decision in writing
Return to register at same point for remainder of
Suitable post identified notice period
Essential criteria met
Redeployee completes application form
Interview conducted with recruiting manager
Four week trial which is monitored by recruiting manager
although cost from previous Line Manager’s budget.
Letter confirming four week trial sent to employee
Meeting arranged to discuss
Successful Trial Recruiting Manager confirm decision in writing
Confirmation letter to redeployee Return to register at same point for remainder of
Change of Conditions form notice period
- Local induction form
- ID Badge form
(Cost transferred) End of period on register
Receive redundancy payment if applicable