NHSScotland 'Once for Scotland' workforce policies - Supporting the Work-Life Balance consultation

On 26 October 2022, the Scottish Government published a consultation on the NHSScotland Supporting Work Life Balance policies.  This consultation paper included:

• Flexible Work Pattern Policy
• Retirement Policy
• Career Break Policy
• Special Leave Policy
• Maternity Policy
• Shared Maternity and Shared Adoption Policy
• Parental Leave Policy
• Breastfeeding Policy
• Adoption, Fostering and Kinship Policy

Views and comments were sought on the policies and proposed supporting documents in order to identify any gaps and policy amendments required.  The consultation also sought views on the potential impacts of each policy on equalities groups.

Flexible Work Pattern Policy

• Respondents requested clarification on terms and conditions be incorporated into the policy or supporting documentation.
• A number of respondents felt that more information or tools to support employees in understanding the impact of amending working patterns would be helpful.
• A number of respondents reflected that the policy had the potential to support employees and improve recruitment and retention within NHSScotland.

Retirement Policy

• Respondents requested clarification on the use of annual leave during retirement.
• A number of respondents asked for timescales regarding applications to the Scottish Public Pensions Agency (SPPA) to be incorporated into the policy.
• Respondents requested further information on the appeals process in relation to retire and return.

Career Break Policy

• A number of respondents requested clarification on the use of Keeping in Touch (KIT) days during a career break including whether these are paid.
• Some respondents asked for the responsibilities of an employee whilst undertaking a career break to be emphasised.
• Clarification was requested in the eventuality that an employee's post is no longer available following a career break.

Special Leave Policy

• A number of respondents requested further information on entitlements and types of special of leave be included within the policy.
• Respondents requested further examples of when special leave could be granted.
• Respondents noted the challenge in assuring equitable access to, and application of, special leave.

Maternity Policy

• Respondents requested clarification on eligibility for maternity leave and pay to be made within the policy.
• Respondents requested clarification on accessing antenatal care appointments.

New Parent Support Policy

• Respondents requested the policy outline the process following receipt of leave request.
• A number of respondents requested clarification on the application of policy in relation to miscarriage.
• A number of respondents requested clarification on the use of multiple policies to support new parents.

Shared Maternity and Shared Adoption Policy

• Respondents requested further information on Shared Parental Pay (ShPP) arrangements.
• Respondents requested additional signposting between policies to support parents and flexible working policies.

Parental Leave Policy

• A number of respondents requested clarification on the use of parental leave for step-parents and also for kinship care arrangements.
• A number of respondents requested more detail on the notice required, duration of leave and pay arrangements.

Breastfeeding Policy

• Respondents requested further information on the facilities which should be available to staff who are breastfeeding or expressing be included in the policy.

Adoption, Fostering and Kinship Policy

• Respondents requested further detail on the application of the adoption, fostering and kinship policy in respect of leave entitlements and pay arrangements.

Consultation responses were analysed and carefully considered for policy amendment. Key themes from the consultation and suggested amendments to the draft policies were reviewed by the ‘Once for Scotland’ Workforce Policies Programme Board.   

Flexible Work Pattern Policy

• Clarification provided by the Scottish Terms and Conditions Committee (STAC) have been reflected in the policy and supporting documents.
• Calculator tool developed to support employees understand the impact of changing their working hours on their gross pay.
• A standardised appeals process has been added.

Retirement Policy

• Information on the use of annual leave during a phased retirement has been incorporated into the manager and employee guides.
• Further detail has been added to manager and employee guides on timescales, considerations for retire and return and a new section on partial retirement.
• A standardised appeals process has been added.

Career Break Policy

• Policy has been updated to clarify use of KIT days and accrual of annual leave during a career break.
• Employee responsibilities whilst on a career break have been included in the employee guide and within the career break agreement.  This includes the ability to work during a career break.
• In instances where the employees post is no longer available following a career break, the policy and supporting documentation signpost managers and employees to access local redeployment policies.
• A standardised appeals process has been added.

Special Leave Policy

• Information on entitlements has been incorporated in the policy under types of leave, along with a clear signpost that this must be read in conjunction with the Manager Guide and Employee Guide.
• The guides have been developed to assist managers in the decision-making process for whether special leave or another type of leave or arrangement is more appropriate whilst maintaining a person-centred approach.

Maternity Policy

• Policy and supporting documents have been updated to clarify entitlements based on employment status, expected date of birth and evidence required to support access to antenatal care.
• Calculator tool developed to support employees understand their maternity leave dates and when they may be entitled to statutory and occupational maternity pay.
• Additional signposting between policies to support parents and flexible working policies incorporated.

New Parent Support Policy

• Section added to the policy on next steps following receipt of an application.
• Guides updated to reflect that only one type of leave can apply at one time.
• Additional signposting between policies to support parents and flexible working policies incorporated.

Shared Maternity and Shared Adoption Policy

• Calculator tool developed to support employees understand their maternity leave dates and when they may be entitled to statutory and occupational maternity pay.
• Further detail added on the process for eligible employees to convert their maternity or adoption leave into shared parental leave, and how to apply for shared parental leave and shared parental pay.
• Additional signposting between policies to support parents and flexible working policies incorporated.

Parental Leave Policy

• The employee and manager guides contain further detail on the application of parental leave in respect of purpose, pay and notice required.
• Additional signposting between policies to support parental responsibilities.

Breastfeeding Policy

• The manager and employee guides expand on the facilities which should be made available to staff to support breastfeeding or expressing.

Adoption, Fostering and Kinship Policy

• Additional signposting between policies to support parents and flexible working policies incorporated.
• For fostering and kinship, the guides encourage a person-centred approach depending on the employee’s individual circumstances. Employees who need time off are signposted to request leave under other policies.

The Scottish Workforce and Staff Governance Committee (SWAG) formally approved on 29 June 2023 the full suite of NHSScotland supporting work life balance workforce policies.  These policies, and associated supporting documents, set the standard for employment practice for NHS Boards and can be accessed at https://workforce.nhs.scot/