COVID-19 Hub

If you were vaccinated through the NSS Vaccination programme you can now access your vaccination information

How to access my vaccination information

1.  How is NSS supporting staff at home who don’t have dedicated workspaces?

More than 80% of respondents to the Future Ready staff survey reported having access to a workspace such as a dining room or kitchen table, or home office. Those without had some innovative solutions but reported far lower levels of satisfaction.

NSS is able to support colleagues without dedicated workspaces in two ways. The first is through the working at home self-assessment form and 'requests assets' form, which enable discussion about your working space with your line manager and provide access to appropriate equipment to work comfortably. 

The second type of support is enabling a return to the office, if that was desirable and when government rules allow. We know from the Future Ready staff survey that some staff want to return fully to the office, or would benefit from doing so. Consequently, the initial focus on office returns will prioritise staff who will go back to being onsite regularly. If you want to request a return to an NSS building for business reasons or due to personal circumstances, you need to fill in this form.

Some staff have advised, through the staff survey, that they are holding off on improving their home working environment until there is a finalised decision on the future of working in NSS. The Future Ready programme will make recommendations on this topic at the end of August and these will be implemented towards the end of 2021. It is likely however that a larger majority of staff will work from home going forward at least part of the time, if not on a permanent basis.

 

2.  How can I access the right equipment to work from home?

First, you should fill in a working at home self-assessment form if you haven't already. This is something to discuss with your line manager.

After you've done that, you can request equipment such office chairs, monitors and risers using this 'requests assets' form, as well as smaller items like a keyboard and mouse.

If you’re unsure whether you need any items, you can review how to establish good desk posture.

In most cases you’ll need to collect your equipment from an NSS site at a set time, subject to agreement from your line manager. You can only stay onsite as long as it takes to collect what you need.

Line managers, please review the guidance on HR Connect's COVID-19 hub for how to process office equipment requests.

Ideas and advice on how to set up your working area can be found within the Working at Home Employee Guidance on HR Connect.

 

3.  What's being done to support mental health of remote workers?

Healthy Working Lives is rolling out mental health awareness training for line managers. This is designed to help managers with techniques to enable sensible, sensitive conversations with staff who may require support.

There are mental health first aiders (MHFA) across the organisation who have received recent mental health awareness training. The MHFAs have made themselves known within their SBUs and colleagues can request contact with a MHFA within a confidential breakout room through the NSS wellbeing hub’s safe space channel. 

Colleagues can also find supportive information on the wellbeing pages on HR Connect; find wellbeing advice on working from home on HR Connect's COVID-19 hub; and join the NSS wellbeing hub on Teams. These sites include links to the Employee Assistance Programme and the Promis website, which is the national wellbeing hub for staff working within health and social care.

 

 4.  Will the ability to continue working from home be based on your distance from your workplace?

No. The past year has taught us that by using digital technology to engage and communicate, this negates the previous requirement on distance from the office. Therefore, working from home or returning to the office will be determined by a combination of business needs and what individuals want.

 

5.  Will staff receive compensation for working at home, such as a stipend to offset electricity costs, or to purchase things needed to set up a home office?

Currently NSS has no ability to offer or enact any form of financial compensation to offset against such costs and as such we are not in a position to provide staff compensation for working from home.  This would be a matter for discussion at a national NHS Scotland level and should anything change, we will ensure staff are informed.

However, staff are eligible for tax relief for the additional household costs they incur, such as heating and electricity. (Please see the next question for details.)

You can request equipment such as office chairs, monitors and risers to be lent to you using this 'requests assets' form.

 

6.  Can I get a tax break from the government for working at home?

Employees who are required to work from home can claim tax relief of £6 per week, backdated to 6 April 2020. No evidence of receipts, bills or contracts is required.

Further details on how to make a claim to HM Revenue and Customs can be found in the Coronavirus - Pay and Leave FAQs (question 10) available on HR Connect.

 

7.  What will we maximise face-to-face or in-person office working?

One of Future Ready’s main objectives is to explore how to make the most of how and where we work in a post-pandemic world. We know in-person collaboration is the main driver for many people to return to office, even if it’s only occasionally.

Future Ready is currently running tests of change to explore how to enable onsite group working. The test sessions will be run once each to explore different working set ups, such as plenary and breakout sessions; a meeting of the disability network; a hybrid meeting with some attendees joining remotely; case management and product testing.

The experience and outcomes from the tests of change will be analysed and form part of Future Ready’s recommendations to the programme board in August. These proposals may include suggestions such as how to configure our working spaces to promote collaboration.

 

8.  Will workloads be reviewed as we move out of the pandemic? How can staff maintain a good work/life balance if we continue to work from home?

Keeping a good work-life balance can be tricky. As NSS remobilises and services begin to re-focus on business as usual activity you might find it helpful to agree priorities and time boundaries with your line manager.

To avoid burning out or feeling constantly anxious when you should be winding down with your loved-ones, be strict with yourself. Try to set working times and daily work schedule as you would have when we were in an office environment. Switch off your work devices when you finish, and disconnect your work email from your personal phone.

You can find further guidance and support on HR Connect’s COVID-19 Hub

 

9. How will the ‘always-on’ culture of back-to-back Teams meetings be addressed to help staff focus on delivery and switch off?

The move to homeworking necessitated Teams. We recognise that the increased use of technology has in some instances created a culture where colleagues feel they’re always expected to be available. Many of us attend back-to-back meetings on a daily basis.

The future NSS Wellbeing Strategy will include our approach to Digital wellbeing and inform more around how we want to work but ensure we keep ourselves healthy whilst increasing our use of digital tools to deliver services. 

In the meantime, NSS trusts us to make the right decisions for healthy working. We all have a responsibility to each other to facilitate and encourage healthy working practices, and call out actions that negatively impact on others. Staff are encouraged to speak with their line manager in the first instance to highlight any concerns.

Good Teams etiquette can be established locally, with best practice outlined in teams or departments. This could include agreed rules around diary management – for example ensuring there’s ten minutes between consecutive meetings; planned lunch breaks are blocked out in diaries; focus work time is blocked out and enabled through the ‘Do Not Disturb’ status option on Teams, etc.

If you have further ideas or suggestions, please share them in NSS wellbeing hub.

 

10. How can I make more of MS Teams? Is training available?

Microsoft offers comprehensive training materials on Teams.

The best way to get more from Teams is to experiment, and share what you learn! You can post your discoveries in the NSS 365 Network Teams area, which is also a really useful forum to ask questions and see how colleagues are using Teams.

If you’re looking to troubleshoot issues, you’ll also find resources in the Knowledge Base on ServiceNow.

 

11. How will NSS engage staff and ensure they’re informed as remote working continues?

When remote working began, NSS Communications adapted internal methods of communicating and adopted new technologies. Stay Connected, NSS’s internal newsletter hosted in Sway, is read by more than 25% of the organisation. Many SBUs and services have their own internal newsletters, too. Quarterly live events with Chief Executive Mary Morgan and Employee Director Ian Cant, as well as those run locally, provide an opportunity to hear updates and ask questions directly.

Coupled with continuous engagement by line managers, all-staff emails remain the most effective method of reaching as many colleagues as possible to provide important information. Marketing and Communications continue to explore new technologies and methods for reaching all staff in NSS. If you have suggestions for the team, you can email them your ideas.

 

12. How will NSS update on-boarding and training for new staff if it becomes a predominantly remote organisation?

Over the past year, Learning and Development has transitioned its face-to-face sessions to webinars which mostly use Teams. We have adapted content from the “classroom” into shorter, online sessions with pre-reading.  The Learning and Development Team make good use of Teams for learning in a group environment, frequently run informal learning sessions and have guest speakers on the Teams Management Hub. There has been good uptake on events.

Induction materials and processes have also been adapted for remote on-boarding. The first live induction and welcome event with CEO Mary Morgan was recently held via Teams. 

 

13. Given that you are looking at the potential for staff to work permanently from home, is there any scope to work from a non-UK location?

Future Ready is exploring three approaches to working: at home, at an NSS site, or a mix of both. Work is underway to scope out the approach required for staff around the future working arrangements, including any requirements around working from home policies, terms and conditions etc.

The ability for staff to work from a non-UK location will be considered as part of our longer term look at future working. This is an unfamiliar approach for NSS, therefore some research will be required to understand fully any implications, such as any legal or tax requirements pertaining to different countries, in order inform a decision and to support both the employer and employee’s in such circumstances should we agree to work this way going forward.

 

14. I’m struggling. Where can I get help?

Living through a pandemic is difficult, before you add the rest of life’s stresses on top. If you’re seeking support, then first, please reach out to someone – whether that’s your line manager, a colleague or friend. You’re not alone.

You can also speak with one of NSS’s mental health first aiders (MHFA). You can request time with a MHFA within a confidential breakout room through the NSS wellbeing hub’s safe space channel. 

You’ll might find information on the wellbeing pages on HR Connect helpful too. These sites include links to the Employee Assistance Programme and the Promis website, which is the national wellbeing hub for staff working within health and social care. Clear Your Head is the Scottish Governments new online support tool that is full of helpful ideas and suggestions to support your mental wellbeing. 

External support can be found here:

• Breathing Space - 0800 83 85 87
• Samaritans - 116 123
• The Spark's Relationship Helpline - 0808 802 2088
• Remploy - 0300 456 8114

The FAQs below provide information for employees about the application of the PHS Guidance on Annual Leave and Public Holidays during the pandemic. The Guidance incorporates the provisions of the Scottish Government Circular DL(2021)35, which also contains a number of FAQs that may be helpful to employees who may be finding it difficult to take all of their accumulated annual leave during this current 2021/22 leave year.

 

1) I agreed with my manager to carry forward my untaken leave from the 2019/20 leave year and I also carried this forward into 2021/22. During 2021/22, I have been unable to take this carry forward leave due to work pressures in my department.  Am I permitted for this reason to carry forward my untaken leave into 2022/23?

In the circumstances you describe, normal carry over leave provisions within both the NHS Scotland Annual Leave Policy (for staff under Agenda for Change and Executive Level terms and conditions) and Medical and Dental Terms and Conditions will be waived and you can carry forward any leave that you are not able to take in 2021/22 into the 2022/23 leave year.

However, please note that where it is not possible to take the entirety of your accumulated annual leave during the current leave year (2021/22), you should at least take your statutory entitlement of 28 days (20 days of annual leave and 8 public holidays).

 

 

2) I agreed with my manager that I would delay taking my leave during 2019/20 in order to support the department during the pandemic, and I carried this leave forward into the 2020/21 and 2021/22 leave years.  I am concerned that I may not have sufficient time to fully utilise my now enhanced 2021/22 leave entitlement. 

If I don’t manage to take all my annual leave during 2021/22, can I be paid for it instead?
 

Wherever possible, employees should take their full annual leave entitlement, including any carry forward leave, during 2021/22. However, it is recognised that due to service pressures, this may not be possible for some employees.

As you may be in this position, you should discuss this with your manager in the first instance. You are entitled to carry forward any untaken leave into the 2022/23 leave year and you and your manager may agree that this is the appropriate option for you.

It is possible for you to request a ‘buy back’ of up to 10 days/75 hours of carry forward leave (pro rata for part time employees). However, the ‘buy back’ option should only be considered in exceptional circumstances. The reasons for seeking the ‘buy back’ option should be discussed and agreed with your manager and will require Director approval.

Please also note that where it is not possible to take the entirety of your accumulated annual leave during the current leave year (2021/22), you should at least take your statutory entitlement of 28 days (20 days of annual leave and 8 public holidays).

 

3) Last year, I was asked to delay taking my leave because of COVID-19 service pressures and carried this forward into 2021/22.  I’ve now opted to carry this leave forward into 2022/23 but have not yet decided when I will take it.  Can I change my mind further down the line and ask for the ‘buy back’ option instead?

The preference remains for employees to take all of their annual leave, including carry forward leave, where possible, as it is important for employees to take their leave in order to support their wellbeing and work life balance.

In order to assist managers in planning service cover, it would be helpful for employees to make a decision either to carry forward their untaken leave or request the ‘buy back’ option, as early as possible. 

If you have opted to carry forward your untaken annual leave and then changed your mind, you should discuss this with your line manager and your reasons for seeking to ‘buy back’ up to 10 days/75 hours of untaken leave (pro rata for part-time staff). You should note that the ‘buy back’ option should only be considered in exceptional circumstances and will require Director approval.  Also, employees who wish to opt for the ‘buy back’ option should make a request to their manager by 31st March 2022 at the latest.

Please note that there is an expectation that whether you carry forward your untaken annual leave into 2022/23 or request the ‘buy back’ option, you should at least take your statutory entitlement of 28 days (20 days of annual leave and 8 public holidays) during this current 2021/22 leave year.

 

4) Due to work demands, I think it likely that I will have some untaken annual leave at the end of the current 2021/22 leave year.  If I want to request the ‘buy back’ option what’s the process involved?

For health and wellbeing reasons, all employees are encouraged to carry any untaken annual leave forward into 2022/23 so that it can be taken at another time.

However, they have an option to request ‘buy back’ of up to 10 days/75 hours of untaken leave (pro rata for part-time employees).  This will be paid to the employee at the rate of time and a half.  Please note that this is an entirely voluntary scheme and there is no pressure on staff to take the ‘buy back’ option.  It should also be noted that the ‘buy back’ option should only be considered in exceptional circumstances and requires Director approval.

If you have untaken annual leave and wish to request the ‘buy back’ option, you should discuss this and the reasons for your request with your line manager in the first instance.  If your manager supports your request, they will ask you to complete a Request Form for ‘Buy Back’ of up to 10 days/75 hours of Carry Forward Annual Leave. On Receipt of this, your manager will submit your request on eESS and this will then be forwarded to the Director for approval.  You and your manager will then receive an e-mail confirming the Director’s decision.

Requests for the ‘buy back’ option should be submitted by 31^st March 2022.

5) What hourly rates will be used when calculating the payment for the annual leave ‘buy back’ option at time and a half?

The hourly rate for the ‘buy back’ option at a rate of time and a half will be your basic pay in the year in which the untaken leave was accumulated, according to the following:

 - For untaken carry forward leave accumulated from 2019-20, the payment will be based on the March 2020 hourly rate

 - For untaken carry forward leave accumulated from 2020-21, the payment will be based on the March 2021 hourly rate

 - For untaken leave accumulated during 2021/22, the payment will be based on the hourly rate at the time the request is made.

 

6) I am self-isolating due to symptoms of COVID-19 but do not feel well enough to work from home.  I have a few days of annual leave booked at this time.  Do I get my annual leave back?

If you are self-isolating and do not feel well enough to work from home, the normal sick leave provisions should apply in relation to your leave.  Therefore, as long as you have followed the correct reporting procedures, you should receive your booked annual leave back.

 

7) I am self-isolating due to symptoms of COVID-19 but I am well enough to work from home.  I have a few days of annual leave booked.  Do I get this annual leave back?

If you are self-isolating due to symptoms of COVID-19 but are feeling well enough to continue to work from home, you should discuss this with your line manager. 

 

8) What if a staff member in my team does not take the minimum full statutory leave entitlement during the current 2021/22 leave year?

It is essential that managers monitor the leave of staff at regular intervals throughout 2021/22 and identify early those staff who have higher than normal amounts of leave still to take, so that they can be encouraged to schedule their untaken leave. 

The expectation, as confirmed in particular by DL(2020)9 & DL(2021)35, is that all staff should to take the minimum statutory leave within the 2021/22 leave year, which is 28 days (20 days annual leave and 8 public holidays).

 

9) I have accrued annual leave that I have been unable to take because of long term sickness/ maternity leave. Can I carry this forward into next financial year?

Under our normal terms and conditions, staff who have been unable to take their leave due to maternity or long term sick are able to carry additional leave into the next financial year. Please speak to your manager about what leave you can carry forward.

The facility to buy back leave is related to annual leave that was untaken due to Covid only. 

1.  Will those who are currently working from home continue to have the option to do so?

Yes. From the Future Ready survey results we know that the majority of NSS colleagues want to work from home at least some of the time. Unless you are required to work onsite for business reasons you will be able to work from home. Current government guidance for all COVID-19 protection levels is that you should work from home where possible.

 

2.  Not everyone likes working from home. What will be done to support these staff to return to the office?

Although remote working still remains the default work location, it's recognised that not all of us are able to work from home. If you want to request a return to an NSS building for business reasons or due to personal circumstances, you need to fill in this form. The information helps the Senior Management Team in your business area (SBU) determine which requests need to be prioritised, whether or not to grant them, and how to implement each request.

If your return to an office is agreed, your line manager will work with you to ensure that you have information on what to do before you come back into the building; what to do on arrival at the building; what to do when you locate your desk; and guidance on how to work in a building during the pandemic.

All returns to the office will happen on a phased basis and in line with the latest Scottish Government guidance. Anyone who returns will need to undertake some basic training, such as re-familiarisation with first aid requirements and fire exits.

 

3.  How will NSS facilitate staff coming in to the office for collaboration, training, team working etc?

How to enable hybrid working is one of the biggest challenges NSS must tackle in order to address the future use of our workspaces. We anticipate it will take the remainder of this year to make hybrid working safe, fair, effective and sustainable. We also have to balance requirements against the current government guidance for all COVID-19 protection levels, which is that you should work from home where possible.

Future Ready is currently running tests of change to explore how to enable onsite group working. The test sessions will be run once each to explore different working set ups, such as plenary and breakout sessions; a meeting of the disability network; a hybrid meeting with some attendees joining remotely; case management and product testing. This list is not exhaustive and the outcomes will be shared in future communications.

 

4.  Is there an expectation that a set amount of days will be required in the office on a weekly basis, like a 3:2 hybrid model?

Current government guidance for all COVID-19 protection levels is that you should work from home where possible. Therefore, we anticipate in this intra-pandemic period that there will not be a general return to the office. Only staff who are required to work in the office or have requested to work in the office and that request has been approved will be allowed to return to the office on a regular or permanent basis.

At present there is no set expectation on the amount of days, this is something that Future Ready will be exploring as we determine the best way of bringing staff in to offices and our capacity in buildings.

 

5.  How does remote working for most staff benefit NSS? Why does it make NSS a great place to work?

93% of respondents to the Future Ready staff survey listed benefits to working at home. These included less travel, or no commute (68%); increased productivity (19%); better work/life balance (15%); caring/family time; flexibility; better health and more exercise. A happy, healthy workforce benefits everyone. The flexibility of how we can work is one of the reasons NSS is a great place to work.

Safe Workstation Assessment for Working at Home (Covid-19)

1. How long will I be working from home?

Throughout the pandemic, PHS has continued to follow Scottish Government (SG) guidance on working at home.  The default SG position still remains that, wherever possible, employers should enable staff to continue to work from home.  As we are now 8 months into this way of working, in order to provide staff with some more certainty around how home working will continue, PHS Senior Leadership Team have agreed, in partnership with staffside representatives, that there will not be a return to the office until at least April 2021.

As a result, staff will continue to work from home for the remainder of this financial year.

 

2. Does this impact on my contract or terms and conditions of employment?

No. This working arrangement is as a direct result of enacting Scottish Government advice and PHS does not consider creating a precedent for permanent changes to terms and conditions. These arrangements have been developed on a ‘without prejudice’ basis, All of your terms and conditions of employment are retained and are unaffected by this way of working as a result of the pandemic.

 

3. Can I work from home permanently?

We understand that for many staff, based on what you told us in the staff wellbeing survey earlier in the year, this way of working has become the norm. PHS has, in discussion with staffside representatives, agreed to look at the longer term PHS position on permanently working from home, which would alter staff contracts.  For now, the status quo remains but we are committed to exploring this in the future, taking into account any NHS Scotland guidance, Once for Scotland Homeworking Policy and any other relevant evidence. This will be reviewed with staffside colleagues as it becomes available. 

 

4. I need equipment/furniture to enable me to work from home. Can I get it from PHS?

Yes. As a reasonable employer, PHS wants to support staff whilst at home and wants to ensure that you can access the equipment you need.  We know that some people may already have borrowed or bought equipment, however, as we now have clarity around home working for the remainder of this financial year at least, we now want to  ensure that you have all the equipment that you need.

 

5. I have already bought equipment can I claim expenses for this?

Option 1 – PHS to reimburse full amount of purchase (Non Taxable)

Employee can purchase equipment up to an agreed value (Desk £36 ex vat) and PHS reimburse in full.  This would be a non-taxable expense.  Employee must provide a receipt as proof of purchase which does not exceed the agreed value.

Option 2 – PHS to reimburse a contribution to the total purchase (Taxable)

Employee can purchase equipment over the agreed value (Desk £36 ex vat) and PHS can reimburse part of the purchase to the agreed value.  As PHS are not reimbursing for the full amount of the purchase this would be a taxable expense for the employee.  Employee will need to provide receipt as proof of purchase.

 

6. Will I have to return any equipment provided by PHS?

Although the property belongs to PHS, it has been provided for your use at home, for as long as the requirement exists for you to do so. PHS has made allowances for this from a budget perspective and this will be reviewed when we are clearer on a likely return to the office.

 

7. What if the equipment gets damaged?

This will be dealt with as it would if you were working in the office and will be repaired or replaced.

 

8. Who is responsible for the equipment?

PHS is providing you with the equipment to enable you to do your work. Staff are responsible for the care of all PHS property in the home, and for keeping it in good condition.

 

9. Can we buy stationary/notepads and be reimbursed?

The PHS Workplace Recovery Group’s primary objective is to ensure that PHS employees have the necessary supports at home and within the office by providing access to the appropriate equipment (IT, desk, chairs) and guidance.   Therefore, should employees require stationary to fulfill their role we recommend you discuss this within your team/department structures regarding the options available.

Employees working in the office or attending for flu clinic, uplifting furniture etc you may wish to consider collecting stationary when attending

1. What can I do to stay well?

PHS is committed to ensuring you keep well and we have a range of tools to help you with this.  We can enable this but you need to access the information for it to have an impact.

- https://covid19.healthyworkinglives.scot

- The Spark (http://spark.publichealthscotland.org/health-and-wellbeing/wellbeing-advice/ )

- HR Connect (https://www.nhsnational-hr.scot.nhs.uk/occupational-health-safety-and-wellbeing-sub-areas/covid-19-hub/109321 )

 

The Scottish Government has also created and promotes the following websites for us all to use:

- HR Connect (https://www.nhsnational-hr.scot.nhs.uk/occupational-health-safety-and-wellbeing/employee-assistance-counselling/93982#ForEmployee) for the Scottish Government HELP Guidance

- National Wellbeing Hub, https://www.promis.scot/ , this is for us all to use and has information and resources to support individuals and managers, including how you can access coaching support among other resources

- https://clearyourhead.scot/ , providing ideas on how to keep moving, creating routine, looking after yourself, staying connected and healthy eating

- https://www.parentclub.scot/topics/coronavirus advice and help with parenting during this time.

 

Coaching for Wellbeing Initiative

https://www.promis.scot/resource/management-and-coaching-support/

Flyer and Elevator pitch for Coaching Initiative:

https://mailchi.mp/projectlift/coaching-for-wellbeing-available-now-to-all-health-and-care-workforce?e=4df17c85a7

 

Coaching for Wellbeing – a digital coaching service for all health and social care staff

This service offers two options for online coaching, both designed to support you with issues you may be facing during these challenging times. Experienced coaches will support you in building resilience and improving your well-being and if you lead others there will be space to explore how you support your staff too.

The service is for all staff and whichever option you choose, coaching will bring new ways of understanding yourself and your situation, clarity as to how you can play to your strengths and further strategies for staying on track.

To find out more got to: https://www.knowyoumore.com/wellbeingcoaching

 

Suicide Prevention

Learning modules link

- Counselling (Scottish Government Employee Assistance Service) - https://sg.helpeap.com/ or 0800 587 5670

- Breathing Space      0800 83 85 87

- Samaritans                116123

- NHS 24                      111

1. What support can I access whilst at home?

PHS recognises the unprecedented times and want to support you at home just as we would if you were in the office.

We have information and guidance on wellbeing can be found on the Spark here

 

2. I am a line manager. What support is there for me managing staff at home?

We appreciate the challenges that may be faced by staff and line managers and support information is available here.

 

3. Can I keep in contact with colleagues without always having to talk about work?

You should continue to speak to your line manager and colleagues on a regular basis but we encourage you to keep in touch with other colleagues as you would do if at work. You can still do this, just using a different form of communication - virtual Teams calls for this can be a good way to keep in touch. You can also speak to your staffside or H&S representative if you require help or support