To: All Staff
From: Lisa Morgan
Welcome to the summer edition of the HR Business Partner Update.
Many of you, like me, will have had to change your plans for holidays in light of the ongoing pandemic. I hope, however, that as restrictions begin to ease, you are able to make alternative arrangements and take some time away from work.
This bulletin provides an update to you on the work undertaken by the HR Business Partner (HRBP) team for DfE as well as the wider corporate NICS HR activities. There is a large amount of information and guidance on the COVID-19 hub which is updated on an ongoing basis. The information is organised into sections so that you can readily find the particular topic of interest to you. Please ensure that you continue to check this regularly.
Work life balance
The recent Pulse Survey makes it clear that there are benefits to homeworking but also challenges in terms of ensuring that we can “switch off” at the end of the day and manage our work life balance. I would like to draw your attention to the range of information and support on mental health and wellbeing on the Hub, which offers a really useful source of guidance and practical help. I would also strongly encourage you to talk to your manager or one of our Welfare Officers if you are experiencing stress or worry during these times. Talking and sharing your concerns is an important first step. Further details on HR support and contacts are included below.
I would also like to remind you that there is a dedicated page for all communications issued from the HR Business Partner team which can be accessed NICS HR Business Partner topic on the intranet and we will ensure any new DfE specific communications are placed here as they issue. This contains a number of guidance documents which you may find useful (you may need to ask your line manager for copies if you do not have remote access).
As your HR Business Partner team, we are continuing to focus on providing support to staff and managers in DfE during this period at an individual and departmental level. We are working with senior management to take forward specific actions and initiatives in response to the Pulse Survey. Some details are contained in our bulletin and I hope to provide you with more information on this in due course.
Please feel free to contact me or my colleague, Janine Smyth. We both have access to emails and will respond to any queries as quickly as possible. We are also contactable by phone. I would be grateful if managers could ensure colleagues have access to the bulletin.
Lisa Morgan
NICS HRBP Update – July 2020 – Key Messages
| Topic | Message |
|---|---|
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Guidance/Advice and Useful Contacts |
COVID-19 Guidance and Advice for Staff and ManagersThe COVID-19 Staff Information Hub is split into different sections and covers a range of information such as:
The information Hub is being updated routinely to reflect the changing position. You are encouraged to regularly consult the guidance as the position evolves to ensure you have the most up to date advice. If you have any concerns you should speak to your line manager in the first instance. If a matter is not covered in the guidance, you can also email the Employee Relations team at NICS.HREconomy@finance-ni.gov.uk or contact the HR Business Partner Team. HR Business Partner Team ContactsThere is a dedicated page for all communications issued from the Strategic HR Business Partner team which can be accessed at the NICS HR Business Partner Topic on the intranet. If you want to discuss a HR matter or set up a meeting with a HRBP please contact us directly by email or phone. Individual queries on HR matters, such as resourcing or employee relations cases should continue to be directed to the relevant team in NICS HR. Names and contact details can be found DfE Business Partner Information. |
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Health and Wellbeing |
Health and Wellbeing ResourcesAt this time some of us may be experiencing stress and anxiety due to current situation and challenges it brings both inside and outside the workplace. The NICS Health and Wellbeing Hub contains resources to help staff manage their health and wellbeing, and that of others, during the ongoing COVID 19 pandemic. The Hub can be accessed at Health and Wellbeing during COVID-19. I would encourage you to visit the Hub as it contains useful guides, articles and hints and tips. Training and E-learningNICS HR Learning and Development (NICS HR L and D) has developed a Wellbeing Learning Bundle on LInKS which can be accessed at NICAL. This offers a range of resources including webinars and e learning materials to support Mental Health and Wellbeing such as :
Mental Health Awareness Sessions for DFEThe recent DfE Pulse Survey highlighted a number of difficulties staff were having working in the new environment. In response, a specific workstream on Mental Wellbeing and Work life has been set up to take this work forward. To support this work the HRBP team, in liaison with Employee Relations colleagues, is exploring holding a virtual mental health and wellbeing session for DFE staff. This will be delivered by Occupational Health Services (OHS). Further information will follow in due course. This session will build on the previous “Inform You” sessions planned for 20 and 27 March, which had to be postponed. You are reminded that the slides for these sessions have been published on the Intranet page. The slides contain information on recognising mental health problems and how to seek to address them. Support and Contacts for StaffThere are a range of support services available to staff experiencing stress, anxiety or other difficulties at this time. Further information along with how to make contact is outlined below: Welfare Services
Employee Assistance Programme - Inspire
Charity for Civil Servants
The WELL Website is available to staff and is also accessible outside of work at and there is also a Facebook page which can be found by searching “the WELL Programme” on Facebook. |
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Remote Working |
With the COVID -19 outbreak many of us will have found ourselves working remotely when we do not normally do so. Without the normal contact and support from colleagues, there is a risk that we feel isolated when working alone for long periods. It also brings new challenges in terms of IT, virtual meetings and communications. In addition to the range of wellbeing support available, NICS HR L and D has also developed a remote working learning bundle on LInKS which can be accessed NICAL. This offers a range of resources including webinars and e learning materials on remote working such as:
The COVID-19 Information Hub contains some useful information in relation to remote working, Information management, IT security and IT Assist and can be found at Remote Working Guidance We have prepared some hints and tips for DfE staff working remotely to help you as an individual and when managing a team. These can be accessed at Working Remotely Hints and Tips |
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Resourcing |
Competitions UpdateAs a precautionary measure and to protect the health and safety of all involved, the SO, DP, and AO external competitions and the Grade 7 promotion Board were placed on hold in mid-March. NICS HR is actively exploring alternative arrangements to proceed with the external competitions and is consulting with Central Trade Union Side. Candidates will be informed when new interviews/assessments are being arranged but there is no defined timeframe as yet. Following the postponement of the remaining interviews for the DfE Grade 7 competition, steps are now being taken to arrange outstanding interviews. The timetable is to be agreed and candidates will receive advance notice of their interview date. Queries regarding individual cases should be directed to the DfE Vacancy Management Team. Names and contact details can be found at DFE HR Business Partner updates. Queries regarding merit position or interview dates should be directed to HRConnect. Filling Business Critical VacanciesAs resourcing activity is still in recovery phase, NICS HR can currently only proceed to fill business critical vacancies. In June a review of the vacancy position across the Department was carried out and a number of recommendations provided to the Resourcing and People Committee (RPC), chaired by Colin Lewis. As a result, we now have an agreed list of business critical vacancies which NICS HR will work to fill, consulting with managers. To progress vacancies to the next stage, managers who have vacancies identified as business critical and approved by RPC as part of the exercise are reminded to:
If you have any queries in relation to filling a vacancy and the next steps please contact the Vacancy Management Team to discuss using the following email address NICSHR.Resourcing@finance-ni.gov.uk. DfE Guiding Principles for RedeploymentDfE Guiding Principles for Redeployment were developed and issued on 15 April 2020. The primary aim of the Principles is to manage the allocation of non-essential staff to essential roles in priority areas on a temporary basis where temporary help is needed and/or those responding directly to COVID-19-related issues. The Principles are not intended to be used for routine roles or to fill existing vacancies. To support this work Paula McCreary is acting as Redeployment Coordinator and working closely with the HRBP team. The Guiding Principles can be found on the Intranet at DfE Guiding Principles for Redeployment. NICS wide Resourcing Plan Work is underway in NICS HR to develop an NICS-wide Resourcing Plan and the information gathered as part of the internal review of business critical vacancies will feed into this. This information, along with demands submitted by other departments, will be used to enable NICS HR to identify corporate resourcing pressures and prioritise recruitment accordingly. |
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Performance Management |
At 1 July, 63.7 per cent of End Year Reviews were completed and 32.7 per cent of PPAs/PDPs. Completion rates are at a much lower level compared to last year, when DfE made significant progress in addressing this issue. Obviously the immediate emergency of managing the COVID-19 pandemic and remote working played a factor in lower completion rates. Now that the majority of staff have access to IT and the Department’s Business Plan has been published, this should allow most managers and staff to have discussions regarding performance over the last year and objectives for the current year. You are urged to set aside time in your schedule to meet with staff (via phone or video) to complete the steps in the performance appraisal process. |
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Employee Relations |
Employee Relations ServicesThe Employee Relations (ER) team remain available to discuss any employee relations matter with staff either by phone or email. Contact details can be found at DFE HR Business Partner updates. For COVID-19 related queries please use the generic mailbox address NICS.HREconomy@finance-ni.gov.uk Reasonable Adjustments Staff are reminded that there is guidance available for identifying and implementing reasonable adjustments in the workplace, Implementing Reasonable Adjustments Requests for reasonable adjustments should be completed and considered by management as normal and referred to NICS HR for advice if necessary. If you need to discuss an aspect of a reasonable adjustment, please contact the ER team directly. Absence Management Employee Relations staff are available to provide advice and guidance on individual cases. Compliance with the Absence Policy is vital to the timely progression and effective and proactive management of absence cases. It also ensures staff are fully supported particularly where an absence relates to a mental health condition, work related stress or disability. As most of us are now working remotely it is even more important to ensure these actions are carried out. Staff and Managers are reminded to:
Your support in completing these important actions has a significant part to play in ensuring individuals are supported both during and on return from absence. Training is available on Absence Management which is designed to assist managers in dealing with issues in relation to Sickness Absence and Inefficiency Sickness Absence policies. This can be accessed via the LINKS desktop icon. |
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Pay |
A note in relation to the 2019 Pay Award issued to all staff on 7 May 2020. Pay FAQs have been developed and are included on the COVID-19 Information Hub at Pay FAQs EPayslips are now available online. Just like paper slips, ePayslips are available one working day before payment. Only staff with access to HRConnect self-service can use the ePayslip facility and more information can be found by clicking at ePayslips go live. |
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Updates to HRConnect |
It is important to update HRConnect to ensure staffing records are accurate at all times. This is even more important given the on-going situation. Staff and managers are reminded:
NICS HR often receive queries from managers regarding grade codes and post IDs. To assist staff, guidance on locating post IDs and Grade Codes is outlined below. If you are unable to locate a Post ID or Grade Code by following the steps outlined, please contact (NICSHR.Resourcing@finance-ni.gov.uk). Locating Post IDs:The same Post ID may apply to several people within a branch. If you have someone else within your HRConnect management structure at the same grade you can find it under HRConnect self-service function – go to Level 2 Manager Self Service > Employee Information > Employee Details > Expand/collapse hierarchy to locate applicable staff member in the required position > Click on the staff members name > Click on 'Show' in the 'Details' column of the appropriate row containing the employees Substantive Grade > The Position ID will be the last six digits displayed at the end of the Position name. Locating Grade Codes:If you have someone else within your HRConnect management structure at the same grade you can find it under HRConnect self-service function. Go to Level 2 Manager Self Service > Employee Information > Employee Details > Expand/collapse hierarchy to locate applicable staff member in the required position > Click on the staff members name > Click on 'Show' in the 'Details' column of the appropriate row containing the employees. Grade codes usually begin with a '0' and are of the format '001|123' e.g. NON|Executive Officer I|001|237 |