Redeployment Policy and Process

Redeployment is the process of securing suitable alternative employment for staff displaced as a result of organisational change, capability or ill health.

Detailed below you will find information about the Redeployment policy and any associated processes within your specific Board.

National Services Scotland

NSS recognises and values the contribution of all our staff and is committed, wherever possible, to maintaining continuity of employment.  NSS will make all reasonable effort to seek redeployment opportunities for eligible members of staff.  The policy is designed to ensure a consistent and fair approach is adopted in working towards a successful redeployment outcome.  The Redeployment policy applies to all staff who have been displaced due to organisational change, or following application of formal processes relating to capability (whether due to ill-health or performance), or in advance of the non-renewal of a fixed term contract upon expiry, consideration will have to be given to exploration of suitable alternative employment.

In order to be placed on the Redeployment Register you are required to complete the notification of redeployee form and provide details of your skills and experience.  The Redeployment Team will actively consider your application for any vacancies for which you match to and could be considered suitable alternative employment.

Vacancies which meet the candidates skills, knowledge and experience will be advertised/offered to those on the Redeployment Register prior to advertising the vacancies to the wider NSS or externally.  Details of vacancies currently being advertised can be accessed through the NSS website.

Should you have any queries regarding redeployment please contact the Redeployment Team via Contact Us

NHS 24

NHS 24 is committed to protecting the security of employment for its staff. In order to meet a number of organisational needs, it is essential that a clear redeployment policy be in place enabling staff to be redeployed to suitable posts within the organisation when an organisational need requires this, and in line with NHS 24’s agreed Organisational Change Policy.

NHS Education for Scotland

From time to time, whether as a result of displacement due to organisational change, orfollowing application of formal processes relating to capability (whether due to ill-health or performance), or in advance of the non-renewal of a fixed term contract upon expiry, consideration will have to be given to exploration of suitable alternative employment. The purpose of this policy is to ensure a fair and consistent approach to the process of exploring suitable alternative employment (i.e. ‘redeployment’) for all employees who are identified as being ‘displaced’. NES is committed to preservingsecurity of employment for its employees and recognises that, beyond compliance with legislation and national policy, there are clear organisational benefits to adopting such a process. 

NHS Golden Jubilee

From time to time, whether as a result of displacement due to organisational change, or following application of formal processes relating to capability (whether due to ill-health or performance), or in advance of the non-renewal of a fixed term contract upon expiry, consideration will have to be given to exploration of suitable alternative employment.

The purpose of this policy is to ensure a fair and consistent approach to the process of exploring suitable alternative employment, that is "redeployment" for all employees who are identified as being "displaced".

NHS Golden Jubilee is committed to preserving security of employment for its employees and recognises that, beyond compliance with legislation and national policy, there are clear organisational benefits to adopting such a process. Where individuals are able to be successfully redeployed, this serves to retain the valuable knowledge, skills and experience of affected staff within NHS Golden Jubilee, which would otherwise have been lost if employment ended. It also serves to further a positive staff experience, which in turn will assist NHS Golden Jubilee to achieve and maintain exemplar employer status.

Public Health Scotland

This policy defines ‘redeployment’ as the process of securing suitable alternative employment for an employee, who it is identified will be displaced at a stated future date from their post, as a result of organisational change, or following application of formal processes relating to capability (whether due to ill-health or performance), or, in advance of the non-renewal of a fixed term contract upon expiry.  It is, however, recognised that there may be other circumstances where Boards determine that redeployment may be appropriate.

 

From 1st April 2020 Public Health Scotland will bring together staff previously employed by NSS and NHS Health Scotland alongside new PHS employees, meaning different routes for staff to access HR information.  Please refer to the option below that best describes your circumstances to ensure you refer to the correct information.  

• I have TUPE transferred from NHS Health Scotland into Public Health Scotland – all information is contained in the tabs below identified as Health Scotland
• I have TUPE transferred from NSS to Public Health Scotland – please select the National Services Scotland tab above to access all information.
• I am an employee in Public Health – please select the National Service Scotland tab to access all information. 

Scottish Ambulance Service

From time to time, whether as a result of displacement due to organisational change, or following application of formal processes relating to capability (whether due to ill-health or performance), or in advance of the non-renewal of a fixed term contract upon expiry, consideration will have to be given to exploration of suitable alternative employment.

The State Hospital

Occasionally, whether as a result of displacement due to organisational change, or following application of formal processes relating to capability (whether due to ill-health or performance), or in advance of the non-renewal of a fixed term contract upon expiry, consideration will have to be given to exploration of suitable alternative employment.

The purpose of this policy is to ensure a fair and consistent approach to the process of exploring suitable alternative employment (i.e. ‘redeployment’) for all employees who are identified as being ‘displaced’.

The State Hospital (TSH) is committed to preserving security of employment for its employees and recognises that, beyond compliance with legislation and national policy, there are clear organisational benefits to adopting such a process. Where individuals are able to be successfully redeployed, this serves to retain the valuable knowledge, skills and experience of affected staff within TSH, which would otherwise have been lost if employment ended. It also serves to further a positive staff experience, which in turn will assist TSH in achieving and maintaining exemplar employer status.

This policy has been developed in partnership with local trade union/professional organisation representatives. It meets the minimum standards set out within the Redeployment within NHSScotland Partnership Information Network (PIN) Policy, and reflects relevant current employment legislation.

    • Redeployment - Generic FAQs NSSNational Services Scotland

      Generic Redeployment Frequently Asked Questions

       

      Q1. Who will be responsible for me while I am on the Redeployment Register?

      During your time on the Redeployment Register you will have the following 2 managers:

      Substantive Line Manager -

      The manager from your most recent post will continue to manage your SSTS record, Crown Flexi (if applicable), annual leave record, development etc.

      Temporary Work Assignment Manager -

      While the search is underway to find you a suitable alternative post you may be asked to undertake one or more ‘Temporary Work Assignments’. This is a piece of work or a project which exists for a defined and usually a short term period of time (eg 1 to 3 months but not more than 12 months). The work is considered to be an organisational requirement and can be conducted within your current or alternative SBU. 

      You will also be assigned a Case Advisor (from the HR Redeployment Team) shortly after the Redeployment Team have been formally notified of your displacement. Their role is to support you through the redeployment process. This includes ensuring that the redeployment process is being adhered to, all paperwork is completed correctly and by agreed deadlines and to actively support your ‘matching’ into a suitable alternative post,

       

      Q2. What is a Temporary Work Assignment?

      The Redeployment Team, in conjunction with your Substantive Line Manager, will seek to provide you with meaningful work while you are on the Redeployment Register.  This provides a valuable service within NSS and offers access to a workforce that has experience and existing knowledge about NSS, our services, culture and vision.  It is a flexible way to provide support to NSS on a temporary basis, delivering work that is important to the organisation but does not constitute a full post.  It will provide staff with opportunities for development through experiencing new types of work, working across NSS, building networks and access to other learning and development opportunities.

      While fulfilling a TWA, you will be assigned a local manager (Temporary Work Assignment Manager) who will oversee the work you undertake on a day-to-day basis. In most instances responsibility for your SSTS record, Crown Flexi (if applicable), annual leave record and development will remain with your substantive manager and SBU i.e. all parties will be required to work collaboratively to agree leave arrangements.

      Please Note - A TWA does not fall within the legal definition of ‘suitable alternative employment’ and should not be considered as or confused with this.

       

      Q3. What does the ‘matching process’ involve?

      Prior to any vacant post being advertised a Recruiting Manager is required to complete an electronic ‘Recruitment Authorisation Form’ (RAF) which must be authorised by their SBU Director and Management Accountant before the vacancy can be advertised.

      As soon as this request is logged to the eRAF system (and before being fully authorised) HR are notified of the future new vacancy and the specifics surrounding it.

      It is at this stage that your Case Advisor will complete the ‘Pre-RAF Matching Process’.  They will use the details provided in your Redeployment Form:

      • Employment history,
      • Experience in a particular post,
      • Transferable experiences, skills and knowledge,
      • Qualifications and or Professional Registrations held, as well as
      • Current work location, and
      • Current hours worked per week.

      All of the above will be compared to the ‘essential’ and ‘desirable’ requirements as noted in the Person Spec for the post.  Due consideration will also be given to the content of the Job Description as well as the particulars of the post as noted in the advert – work location and hours.

      Please Note – This is only an initial match undertaken by the Redeployment Team.  Where a post is authorised and a match is deemed to exist the Hiring Manager will be advised, with further shortlisting and interview undertaken by them.

       

      Q4. What happens if I refuse a post that I am matched to?

      Where a suitable alternative employment is offered, but refused by the candidate, a strong robust rationale for this must be provided.  Further involvement in the Redeployment process will then be dependent on your reasons for the refusal.  This may also involve a review of your case by the NSS Resources Panel who will consider the reasons for refusal of suitable alternative employment.

       

      Q5. Am I obliged to apply for posts?

      Yes, the aim of Redeployment is to find you suitable alternative employment and it requires the commitment of both yourself, your Substantive Line Manager and your Case Advisor.

       

      Q6. How do I access currently advertised posts?

      Whilst every effort is made by your Case Advisor to identify suitable alternative employment at the ‘Pre RAF’ stage (prior to advertising) it is also your responsibility to review advertised posts (Post RAF stage) on a weekly basis for any matches not already considered.

      New vacancies are advertised on HR Connect https://www.nhsnational-hr.scot.nhs.uk/about/National-Services-Scotland/vacancies.htm

      If you are interested in a particular post, and believe you meet the ‘essential’ criteria (as noted in the Person Spec), please contact your Case Advisor in the first instance.

       

      Q7. If I am matched to a vacancy will I automatically get the post?

      No, you will progress through a selection process.  Once a potential match is identified (by either yourself or your Case Advisor) the Hiring Manager for the post in question will be contacted.  You will then be asked to complete a ‘Statement of Support’ confirming why you believe you are a strong candidate for the vacant position.  The Hiring Manager will review your anonymised Redeployment Form (Part B only) along with your Statement of Support, for the purposes of shortlisting.

      Where successful you will then progress to interview.

      Any recruitment interview undertaken as part of the redeployment process will be as informal as possible for the post in question.  A slightly more formal approach may be required for specialised and/or higher banded positions but your Case Advisor will be in attendance (as an observer) on the day, ensuring due process is being followed.

      On occasion, where the Hiring Manager considers a Redeployee not to be suitable for the position a clear rationale will be given and discussed.  Alternatively, if successful you will be appointed to the post on a ‘Trial Period’ basis.

       

      Q8. What training will I be offered to help me find a new post?

      If you have highlighted any particular training within your Redeployment Form please discuss this with your Case Advisor in the first instance.  Training agreed and/or recommended will be tailored to meet your individual needs and circumstances.

      Training may not always take the form of an internal or external course.  This may be on-the job training, completed as part of any Temporary Work Assignment you undertake while on the Redeployment Register.

      Any displaced staff member currently undertaking a formal/external training course (part funded by NSS and agreed under the ‘Personal Development Planning & Review Policy’) will be permitted to complete their course, under existing arrangements.  Please advise your Case Advisor in the first instance.

       

      Q9. Will I be helped in completing my Statement of Support and preparing for interview?

      Guidance can be found on the HR Connect Redeployment page https://www.nhsnational-hr.scot.nhs.uk/policy-process-and-terms-and-conditions/redeployment-policy-and-process/94204#PolicyandProcess.  Your Case Advisor will also be happy to help if you have any questions.

       

      Q10. Will I be interviewed for a vacant post before any non-displaced staff?

      Yes, Redeployees will be interviewed for a post prior to any other ‘non-displaced’ candidate being considered.  Only if a Redeployee is unsuccessful at interview will the vacancy be opened up to ‘non-displaced’ candidates.

      On occasion there is an exception to the rule where there are multiple positions of the same post or the recruiting manager has been given special permission to run their post concurrently to expedite the recruitment process.  In the latter situation, while it is running concurrently, the recruiting manager will still have to assess anyone who has opted in prior to the shortlisting stage for the general NSS/NHS applicants.  

       

      Q11. If I am successful in obtaining a post through Redeployment how long will my trial period be for?

      The Trial Period will normally last for approximately 4 weeks and can be extended if required. This will usually be no longer than 12 weeks.  It is used to allow for any adjustment or training to be undertaken to support your move to your new post.

       

      Q12. If I have any difficulties during my Trial Period who should I contact?

      Please raise any concerns with your new Line Manager in the first instance.  However, due to circumstances, if this is not possible please contact your Case Advisor or Substantive Line Manager.

       

      Q13. Can I consider posts currently advertised with another Health Board?

      Yes.  However, you will be required to apply for such posts through open recruitment within that Health Board.  Unfortunately, there is no reciprocal agreement between Boards with regards to honouring any Redeployment rights or privileges held by a candidate.

       

      Q14. If the post, I am interested in attracts a higher salary can I still apply through the Redeployment process?

      Suitable alternative employment opportunities will ordinarily only involve posts at the same or one pay band/grade lower however posts one band higher may be considered and assessed based on the level of competency, skill and experience held by the member of staff in relation to the vacancy. Should a post arise at a higher band that is of interest to you please contact your Case Adviser in the first instance. 

      Please note - where an employee is considered disabled under the terms of the Equality Act 2010 and is displaced from their original post due to their disability a ‘reasonable adjustment’ may be to consider a higher banded post.

       

      Q15. What happens if there are no suitable alternative posts being advertised at my band?

      If it is considered to be ‘suitable alternative employment’ you may be redeployed into a lower banded post.

       

      Q16. What is the NSS Resources Panel?

      The remit of the Panel is to oversee the implementation of the NSS Redeployment Policy, and agreed processes for the effective management of redeployees in NSS.

      They will act as the body that will oversee or make recommendations and decisions during the redeployment process, for staff on the redeployment register that have been confirmed as ‘displaced’, or are at risk of being displaced for any valid reason.

    • Redeployment - Capability FAQs NSSNational Services Scotland

      Frequently Asked Questions relating to Redeployment / Capability process

      Q1. How long will I be on the Redeployment Register?

      Your Outcome Letter, issued to you as part of your Stage 2 Capability meeting, will confirm the start and end dates of your agreed period on the Redeployment Register.

       

      Q2. Could I be matched and successfully appointed to a fixed term or secondment vacancy?

      No, only permanent posts are available through the Capability Policy.

    • Redeployment - Fixed Term Contracts FAQs NSSNational Services Scotland

      Frequently Asked Questions relating to Redeployment as part of a Fixed Term Contract 

      Q1. How long will I be on the Redeployment Register?

      For the final 3 months of your Fixed Term contract.

       

      Q2. What happens if my current Fixed Term Contract ends before my Trial Period is complete?

      If your Fixed Term contract end date falls during any Trial Period undertaken your contract of employment will temporarily be extended.  If your Trial Period has been successful, you will be issued with a new contract of employment for your new post. 

      Alternatively, if unsuccessful, your current Fixed Term contract will end with the completion of your Trial Period and you will not be given access to Redeployment.  

    • Redeployment - Organisational Change FAQs NSSNational Services Scotland

      Frequently Asked Questions in relation to Redeployment as a result of Organisational Change

      Q1. How long will I be on the Redeployment Register?

      There is no limit to your time on Redeployment. This is simply dependant on what vacancies are available.

       

      Q2. Could I be matched and successfully appointed to a fixed term or secondment vacancy?

      Yes, all options will be considered.

      Please Note - If you currently hold a permanent contract of employment with NSS you will automatically move to any temporary post (ie posts advertised as ‘Fixed Term’ or ‘Secondment’) on a secondment basis.

       

      Q3. Can I consider posts currently advertised with another Health Board?

      Yes. However, you will be required to apply for such posts through open recruitment within that Health Board.  Unfortunately, there is no reciprocal agreement between Boards with regards to honouring any Redeployment rights or privileges held by a candidate.

       

      Q4. What happens if there are no suitable alternative posts being advertised at my band?

      If it is considered to be ‘suitable alternative employment’ you may be redeployed into a lower banded post.  The NHS Scotland Organisational Change Policy states that ‘Protection of Earnings’ under such circumstances will be in accordance with the NHS Scotland Organisational Change Policy.  This states that an employee will “suffer no detriment to their overall terms and conditions of employment as a result of any form of organisational change”. Dependent on individual circumstances, (where applicable) your Case Advisor will discuss this with you.

       

      Q5. Can I apply for Voluntary Redundancy/Voluntary Early Retirement?

      At the beginning of the redeployment process, the Redeployment Team will issue you with a ‘Redeployment Options Letter’ explaining the options available to you as an organisational change displaced member of staff. These include:

      1. Remaining in the employment of NSS,
      2. Noting interest in Voluntary Redundancy, or
      3. Where the minimum pension age has been met, to note interest in Voluntary Early

      Retirement. The preferences noted in your Options Form do NOT commit or oblige you or NSS to any particular option.  However, it will provide the Redeployment Team with an indication of your thoughts on the above. If a keen interest is shown in options 2 or 3 a rigorous VR/VER process will follow, after the submission of a formal application form.

      Please Note – If options 2 or 3 are taken forward for consideration by the Workforce Resources Panel, completion of the Redeployment Form, undertaking Work Assignments and job matching will continue in the background until a formal outcome is given.

       

      Q6. If the post, I am matched to is based in a different location to mycurrent/substantive post am I entitled to claim for excess travel expenses?

      If you have any queries with regards a potential change to base (and the implications of this on your travel arrangements and costs incurred) please discuss this with your Redeployment Case Advisor in the first instance.

       

      Example

      Current means of travel Train

      Start destination Falkirk Grahamston Station

      End destination Edinburgh Park Station

      Cost per return journey £11.50

      New means of travel Train

      Start destination Falkirk High Station

      End destination Glasgow Queen Street Station

      Cost per return journey £14.70

      Excess cost per return journey £3.20

      All excess travel claims should be processed through eExpenses on a monthly basis. The cost will be covered by the gaining SBU and will be paid for a maximum period of 4years.

      Please Note - If, after being redeployed, you voluntarily apply and accept another post your entitlement to excess travel expenses will not follow you into your new post.

    • Redeployment - No Detriment Protection FAQs NSSNational Services Scotland

      Frequently Asked Questions in relation to Redeployment due to No Detriment Protection

      Q1. What is no detriment protection?

      In line with NHS Scotland Policy certain financial protection is afforded to staff, displaced from their substantive role, as a result of organisation change.

      The NSS Organisation Change Process identifies that those staff, displaced under such circumstances, will suffer no detriment to their current terms and conditions of service.  This includes any financial detriment to their:

       - Current income, and

       - Earnings levels (should the effected employee be redeployed into a new post, take on new responsibilities, work from a new location, etc).

       

      Q2. Why has the ‘No Detriment Protection’ Register been initiated?

      NSS employs a number of staff currently on no detriment protection as a result of being historically redeployed to a lower grade post under organisational change arrangements. 

      NSS needs to ensure these staff are fully supported and are given the option to explore redeployment to posts at an equivalent grade to their protected salary.  Therefore, a process to support this exercise has been developed.  This process only applies to those staff who are on no detriment protection of basic salary/grade and does not apply to staff who are on no detriment protection as a result of changes to other terms and conditions.

       

      Q3. Is it mandatory that I participate in this process?

      No Employee currently on Protection will be made to compulsory transfer; they will have a choice.

       

      Q4. Is this a one time only option or is this something that can be considered further down the line?

      Individuals impacted will be asked to make a choice by completion of a form, to either, opt-in, opt-out or remain undecided about the process.  For those who are undecided a follow up letter will be sent at specific intervals to ask if they would like to opt in again.  At any other time individuals who have opted out or have stated they are undecided can contact HR services and request to opt in.

       

      Q5. I am currently in receipt of a form of protection (e.g. on-call, shift or bonus protection) in addition to salary/ grade protection.  What will happen to this total earnings protection if I was successfully redeployed to a post at my protected band?

      Our records suggest that there are a very small number of staff who are on protection of both grade and changes to on-call, shift and bonus.  Your current additional protection arrangements will cease and you will take up the grade commensurate to the new role.  If you are separately required to work shift or on-call in the new role these will be paid in accordance with the terms and conditions of the new role.

       

      Q6. How long will I be on the ‘No Detriment Protection’ Register?

      There is no limit to access to posts while you have opted in to match to suitable alternative posts.  This is also dependent on the availability of suitable alternative posts and posts at a banding commensurate with the current protected salary.

       

      Q7. Who will be responsible for me while I am on the Redeployment Register?

      During your time on the ‘No Detriment Protection’ Register you will remain in your substantive post with normal line management arrangements in place.

      Your named Case Advisor will be assigned to you shortly after the Redeployment Team have been formally notified of your opt in status.  Their role is to support you through the redeployment process.  This includes ensuring that the redeployment process is being adhered to, all paperwork is completed correctly and by agreed deadlines and to actively support your ‘matching’ into a suitable alternative post.

       

      Q8. Could I be matched and successfully appointed to a secondment vacancy?

      The purpose of this process is to successfully secure a suitable post that enables the members of staff to work at their pre displacement band on a permanent basis.  However, on a case by case basis, all appropriate secondment post opportunities will be taken into consideration.

      This would however, as per the NSS secondment process, be in agreement with the substantive line manager.  Please Note - If you currently hold a permanent contract of employment with NSS you will automatically move to any temporary post (ie posts advertised as ‘Fixed Term’ or ‘Secondment’) on a secondment basis.  At the end of the term of the secondment you will automatically return to the substantive lower banded post and regain access to Redeployment where the ‘matching process’ will recommence.  

       

      Q9. Am I obliged to apply for posts?

      At this time, while the aim of the ‘No Detriment Protection’ Register is to find suitable alternative employment at a level commensurate with the current protected salary, no employee who is eligible for this process will be made to transfer to another post if a redeployment opportunity should be brought to their attention.