Minute of the Grampian Area Partnership Forum (GAPF)
held on Wednesday 13 June 2012 at 2.00pm
in Conference Room, Summerfield House
Sharon Duncan, Employee Director (Chairperson)
Richard Carey, Chief Executive
Mike Adams, UCATT
Noelle Boddie, Unit Nurse Manager (deputy for Alison Hardy)
Jim Clark, GMB
Bill Cowling, Project Manager Mental Health
Ian Francis, CSP
Alistair Grant, RCN
Laura Gray, Director of Corporate Communications
Jenny Greener, Non-Executive Director
Annie Ingram, Director of Workforce
Steven Lindsay, UNITE
Deirdre McIntyre, SOCAP
Sandra-Dee Masson, BAOT
Gary Mortimer, General Manager Facilities and Estates
Mike Ogg, General Manager Aberdeenshire CHP (deputy for Sandy Dustan)
Clare Ruxton, Deputy Director of Workforce
Vincent Shields, General Manager Acute Services
Elinor Smith, Director of Nursing
Joan Anderson, Partnership Support Officer
Gerry Lawrie, Workforce Development and Redesign Manager - for item 5a
Diane Annand, HR Team Leader – for item 5h
Item Subject Action
Apologies were received from Sandy Dustan, General Manager,
Aberdeenshire (Mike Ogg deputised, Pauline Strachan, Chief
Operating Officer (no deputy), Frances Dunne, Service Manager,
Aberdeen City CHP (Christina Cameron deputised), Eileen Grant, GHP
(no deputy available), Alan Gray, Director of Finance (no deputy
available), Alison Hardy, Clinical Nurse Manager (Noelle Boddie
deputised), Martin McKay, UNISON (no deputy available), Anne Ross,
Head of Performance & Quality Improvement (no deputy), Kirsten
Sawers, RCM (no deputy available), Mike Scott, Chair of the Staff
Governance Committee (no deputy available), Duncan Stephen, ACB
(no deputy), Keith Thomson, Interim Health and Safety Lead (no
2 Minute of Last Meeting held on 16 May 2012
The minute of the last meeting held on 16 May 2012 was approved.
3 Matters Arising
a. Review of 12 Hour Shifts
Annie Ingram explained that she had discussed the review of 12 hour
shifts with Keith Thomson, Interim Head of Health and Safety and
Pauline Strachan, Chief Operating Officer, and it had been agreed that AI/KT
the review would be across NHS Grampian and information gained
from an audit undertaken in Acute would be used to assist the process.
A paper would be presented to GAPF at the next meeting.
b. Voluntary Severance Scheme (VS)
Clare Ruxton reported that the closing date to request an application
for VS had been 31 May. 140 requests were made which was less
than last year (294). The closing date for formal applications was 13
July and to date 8 formal applications had been received.
4 Facilities Sector Partnership Presentation
It was agreed to defer this presentation to a future meeting.
5 Developing the Workforce and Empowering Staff
a. Workforce Planning/Safe Affordable Workforce
Gerry Lawrie attended the meeting to present the final workforce plan
which had been approved at the NHS Grampian Board the day before.
There were not a lot of amendments from the previous draft the GAPF
The plan included work with other parties eg Local Authorities and
unpaid carers. The whole time equivalent numbers of staff had
reduced by 80 from the previous year.
The projections paper had been signed off but would not be available
Opportunities for workforce efficiencies may show an increase of some
types of staff eg admin and clerical staff taking on admin roles from
clinical staff to allow clinical staff to concentrate on clinical work.
There were difficulties retaining estates, ehealth and health visiting
b. Knowledge and Skills Framework
Sandra-Dee Masson reported that NHS Grampian was still behind with
figures for Personal Development Plans (PDP) and Reviews. Learning
and Development Staff had done a trawl for staff who had a PDP or
review but had not signed it off but this did not raise the figure of 500
much. There was an audit every six months on these figures for the
Many staff and managers were used to having a March sign off date so
they needed encouragement to spread the reviews over the year and it SDM/LG
was agreed to put out a communication to staff regarding this and
repeat the communication in two months.
Training and e-learning packs were being developed for eKSF.
More consistency checkers for ksf outlines were required. Requested All
were one staff side and one management from nursing and midwifery,
facilities, AHP, admin and clerical and two each from science and
technology, estates and pharmacy.
c. Protection of Vulnerable Groups (PVG)
Clare Ruxton explained that the report circulated to the group was to
dispel the myth that PVG takes a long time. Initially it did, but it was
now down to 6 days so it was not this which delayed the recruitment
period. Most of the time delay is in the applicant completing the
paperwork ready to send off.
It was noted that a communication had been received from the
Management Steering Group, advising employers that they should now
seek to charge employees at band 5 and above for the check. The staff
side chair of Scottish Terms and Conditions Committee (STAC) had
subsequently written to the secretary of Management Steering Group
(MSG), seeking to resolve the issue in partnership. NHS Grampian
would continue to pay PVG until the issue had been resolved
nationally. A paper would be presented to the next GAPF on this.
d. Scottish Terms and Conditions Committee Update (STAC) – CR
Sharon Duncan had written to the Staff Side Secretariat of STAC
asking for regular feedback. Unfortunately the response was that an
update would not be given to Area Partnership Forums and that she
was to check the website or contact own Union. Sharon had written
back explaining the website was out of date and she was writing as
Employee Director not as a member of a trade union. No response
had been received to date.
e. eESS (electronic Employee Support System)
Clare Ruxton updated the group on the process for introducing eESS.
The first pilot was working out some glitches prior to going live. NHS
Grampian was phase 4 which was expected to be delayed further.
There was a Joint Implementation Board looking at eESS, epayroll,
efinance and eHR and would report to Boards. Sharon Duncan was
the partnership representative on the group.
Once a better idea of timescale was known for phase 4 Philip Shipman
would attend GAPF to explain in detail all about the process.
It was highlighted that the amount of work involved to move to the new
process was not to be underestimated. It would be helpful to the
process if establishments were all correct prior to implementation.
Lynn Marsland was leading the Shared Services Group which had
been given the task of showing the benefits of eESS.
f. GAPF Away Day Events Update
A different process for GAPF Away Events was planned for this year.
Each Sector Partnership Forum was being asked to plan an event
which would co-incide with a GAPF meeting and the GAPF meeting Sectors
would take place in the afternoon at the venue chosen for the away
event in the morning. It may not be possible for all events to take place
this calendar year so it was expected these would go over into 2013.
Aberdeenshire had planned their away event for 10 October 2012
therefore the GAPF meeting in October would be held in Chalmers
g. Application for local Recruitment and Retention Premia (RRP)
for Craftsperson: Electrical/Mechanical/Plumbing/Technician/
Gary Mortimer explained the application for RRP which had been fully
discussed in Partnership and had been approved by the Terms and
Conditions Sub-Group and was presented to GAPF for support.
Those currently in receipt of RRP were losing this payment in stages.
It was reduced by 50% on 1 April 2012 and would be fully removed by
1 April 2013.
In Grampian there was a particular recruitment and retention problem
with these staff because of the buoyant employment and the oil
The bands these staff were paid at was similar to semi-skilled staff in
other organisations in Grampian. If staff left or could not be recruited to
these posts the work would have to be contracted out which cost much
The application was supported fully by GAPF and Richard Carey and
Sharon Duncan would sign it off and it was agreed to send it both to
the Management Steering Group and the Staff Side Secretariat of
Scottish Terms and Conditions Committee (STAC) to ensure it was put SD/RC
on the agenda. Thanks were given to Diane Annand and the Terms
and Conditions Sub-Group for all the assistance they had given to
ensure the application was robust. It was a very good example of
Partnership Working where everyone was focussing on the same goal.
Richard Carey asked if there was anything else that could be done to
ensure this application is approved by STAC.
It was felt that a risk assessment should be undertaken by national
groups before they implement changes such as this, given that so
much work had to be put into trying to get back something that had just
been taken away.
Perfusionists had asked GAPF for support for an application for RRP
some time ago which was given but no application had been received.
It was believed that a reviewer was coming up from England as they
had a disparity with bandings compared to England NHS.
Health Visitors had a concern around recruitment, mainly in Aberdeen
City area. There was collaboration ongoing regarding encouraging
more staff to go through training. Discussions with Robert Gordons
University were taking place with regard to long term planning. It was
felt to be quite difficult to plan for future services as there would be
many changes in the way services would be run in the future.
h. Contract changes in relation to annual leave and working time
directive following CEL 15 (2011)
Diane Annand attended the meeting to ask for approval of the paper
from the Terms and Conditions Sub-Group regarding annual leave for
bank staff. Agreement had been reached some time ago for the
payment of annual leave for bank staff. There would be no change to
this agreement but awareness needed to be raised and therefore three
actions were approved – change in contract wording, global email and
a letter to be sent to bank workers. The paper wording would be
amended to read Working Time Regulations rather than Directive.
6 Staff Governance Action Plan
Jeff Melville and Clare Ruxton presented the Staff Governance Action
Plan 2011/12 for approval. The forum approved the Action Plan and
commended it for having so many actions completed.
A workshop took place to look at the Five new Staff Governance
Standards to brainstorm the beginning of the Staff Governance Action
Plan 2012/13. Each group considered one standard and came up with
three actions each. Jeff Melville took away the feedback and agreed to JM
* collate this (attached).
7 Delivering Safe, Effective & Timely Care in the Right Place
a. Health and Safety in NHS Grampian
Annie Ingram updated the group on health and safety. Plans were
progressing to appoint a new Head of Health and Safety. Discussions
had taken place with colleagues in Tayside.
Annie Ingram said that good health and safety was an important aspect
of patient safety and that the corporate Occupational Health and Safety
Committee were currently refreshing the strategic approach.
She said that she and Keith Thomson were going to meet with the
Health and Safety Executive (HSE). Work was ongoing regarding
improving risk assessments, training, recruiting health and safety
representatives and encouraging staff to be involved in health and
There were a number of fire issues across NHS Grampian which were
being worked on along with Grampian Fire and Rescue Service. The
Fire Safety Management Group had been reinvigorated and was now
reporting to the Occupational Health and Safety Committee. Fire
issues were to be reported to Stewart Rogerson or Keith Thomson in
the first instance. Gary Mortimer stated that he was satisfied that all
that was needed was being done.
b. Emergency Care Centre Update (ECC)
Gary Mortimer reported that there was a VIP event organised by NHS
Grampian and Robertson Contractors. It was a very professional
The moving plan was well underway and Pickfords had stated it was
the most prepared organisation they had been associated with for a
move of this nature.
There were further staff engagement events planned and a
communications group had been set up to ensure communications to
staff, patients, politicians, public, etc. There were opportunities to visit
the building prior to opening running up to the end of November.
The NHS Grampian Board approved the next stage of reconfiguration
following the move into the Emergency Care Centre.
8 Improving Efficiency, Productivity and Sustainability
a. NHS Financial Report Update
This item was deferred to the next meeting.
b. Financial and General Reports from Sectors – General Managers
This item was deferred to the next meeting.
9 Improving the Public’s Health and Reducing Inequalities
10 Any Other Competent Business
11 Communication to Organisation from GAPF
Communications to staff and managers regarding personal
development plans and reviews to encourage them to spread the SDM/LG
signing off of reviews over the year rather than leaving them all to
12 Date and Time of Next Meeting
The next meeting will be held on 2pm to 4pm Wednesday 18 July 2012
in the Dental Centre, Spynie Hospital, Moray.
Partnership Support Officer