Clinical Management Supervision SOP

1 Clinical Management Supervision SOP Document Control Summary Status: New Version: V Date: December 2015 Author/Owner: Kenny Laing Deputy Director of Nursing Approved by: Policy and Procedures Committee Date: 15 Sept 2016 Ratified: Policy and Procedures Committee Date: 15 Sept 2016 Related Trust Strategy and/or Strategic Aims Clinical Strategy Implementation Date: Review Date: December 2018 Key Words: Caseload, support, review, performance Associated Policy or Standard Operating Procedures Supervision Policy Contents 1. Introduction .. 3 2. Purpose .. 3 3. Scope .. 3 4. Regular Management 3 5.

2 How often should regular Management Supervision meetings be held? .. 4 6. Can employees be accompanied to Management Supervision meetings? .. 5 7. Recording and Storage of Management Supervision 5 8. Regular Management Supervision meeting summary .. 5 9. Process For Monitoring Compliance And Effectiveness .. 5 10. References .. 5 11. Appendix A Management Supervision ( Clinical Staff) .. 6 12. Appendix B Management Supervision (Non Clinical Staff) .. 10 13. Recording Management Supervision in RiO diary (for Clinical staff only) .. 11 1. Introduction The Trust Supervision policy outlines the following in relation to Management Supervision : Agreement is reached with the manager or team leader as to the level, amount and nature of the Supervision required in line with this policy.

3 This should be reviewed (as a minimum) yearly at Appraisal and documented. For staff delivering Clinical services, they will attend a minimum of six managerial Supervision sessions This SOP is based on the view that ideally Management Supervision will take place each month, with 6 times a year as an absolute minimum. This will ensure that staff receive the optimum level of Supervision and that the quality of their work will be reviewed on an on-going basis and that any additional support required for them to undertake their role effectively.

4 2. Purpose At SSSFT our second value is We value our staff and this SOP reinforces this value by outlining the process for supporting them to deliver excellent care. It s important that employees and managers have regular conversations to ensure that expectations for the job are clear and transparent, that there is regular opportunity to recognise good performance and that feedback and coaching is regularly available to staff in relation to their performance. 3. Scope This SOP applies to all staff working across the Trust. There are separate Management Supervision forms for Clinical and non- Clinical staff members at Appendix A and B which reflects the different needs of staff in these roles.

5 4. Regular Management Supervision All employees will have regular meetings with their line manager to: Check in regularly with each other, ensure that there is regular dialogue and a record of how things are going, ensure that positive performance is recognised, and provide an opportunity to ensure early intervention if employees are struggling to meet the requirements of the job role. How to conduct the meeting 1. Ensure that meetings are booked in advance in both the managers and employees diary and a suitable room is made available. 2. Come prepared to the meeting. Managers should ensure they bring any relevant information such as attendance information and training records (information can be sourced from ESR via the manager self-service (MSS) system or the workforce information team).

6 Employees should ensure they bring any evidence available in respect of how they are achieving against their job role and their objectives including actual pieces of work where relevant. 3. Start the meeting by checking how is it going ? It s important to ensure that a general discussion and dialogue opens up the meeting. 4. Discuss how the employee is achieving against the expected standard for: Attendance, fundamental training compliance and what the employee intends to do to maintain the status of their training traffic-lights meeting the core requirements of the job, any additional objectives, their behaviour generally and in relation to the Trust s behavioural profile, performance in terms of the Management and quality of their Clinical workload (for those in direct care roles) 5.

7 Ensure that positive performance is recognised. This may be as simple as thanking or congratulating the employee. It is fundamental to the trust and to the principles of working better together that we value employees contributions and give them feedback so they know that they are appreciated. 6. Complete the standard form for Regular Management Supervision (RMS). This is available via the Managers Self Service area of Connect. If you have had and RMS recently you will notice that the forms have changed and been simplified in an attempt to make them easier to use and more engaging. 7. Discuss any concerns about performance.

8 This is an opportunity for both the manager and employee to raise any concerns about their ability to meet the requirements of the job in an informal environment. Where there are any concerns, use the attachment to the form to outline a plan of action for addressing the performance concerns with some clear targets and expectations. Ensure that this is regularly monitored and reviewed and keep clear records. Where there are continued concerns as part of the RMS meeting process, managers may need to refer to other trust policies such as managing attendance, capability, etc. 8. Managers should focus on the strengths of people s work performance before identifying any concerns.

9 Where required, staff should be supported to help address any deficits in their performance. 5. How often should regular Management Supervision meetings be held? The Trust Policy on Supervision stipulates that Management Supervision meetings are held no less frequently then once every other month ( minimum of six per year). However, managers are encouraged to meet more regularly if necessary and if it fits in with other meetings such as Clinical Supervision . More regular meetings may be beneficial particularly in circumstances where employees are working towards an action plan to improve performance or are new or developing in the role.

10 6. Can employees be accompanied to Management Supervision meetings? No, the regular Management Supervision meeting is a meeting between the employee and the manager and there is no right of representation. If employees have any concerns about the content or purpose of the meetings, then they should address this with their line manager in the first instance or they can discuss this with the human resources department or a trade union representative outside of the meeting. 7. Storage and Recording of Management Supervision Notes Storage of the completed and signed forms should be kept in the supervisee s personal file.