Colleague frequently asked questions

Where do I get my uniform from?

These will be provided by your Departmental Manager.

How do I get a Smart Card?

For brand new smartcard requests, please contact IT on 01524 516000 to log a ticket on the staff intranet. Once this ticket has been logged, IT will log this through with either the team at RLI or FGH who will make contact with you to arrange an appointment. For requests for smartcards to be associated with ESR please contact workforceinforequest@mbht.nhs.uk

How do I get my ID Badge?

Please ring 01524 519700 and use option 1 for ID badges at FGH, please use option 2 for ID badges at RLI. For ID badges at WGH, please contact HR.Queries@mbht.nhs.uk and the team can book this in for you.

I have an issue with my smartcard

Please contact IT on 01524 516000

When is pay day?

Pay day is the 27th of every month unless this falls on a weekend, then it will be paid the Friday before.

For those on weekly pay, this works two weeks in arrears. Weekly pay day is a Thursday unless it follows a Bank Holiday then this will be a Friday.

How do I claim any expenses related to my role?

You will need to register for an EASY Expense account once you commence in post. This can be accessed via the Trust intranet under People and OD, Payroll and Pensions, Easy Expenses System. You will need your assignment number to access this.

Expenses must be authorised by your manager by the 7^th of every month.

Please contact RLI.HR@MBHT.NHS.UK if you have any issues.

Who should I contact if I have issues with my pay?

The Trust has an external payroll provider East Lancashire Financial Services and they can be contacted through the following routes:

Telephone: 01254 786022 or Email: payroll.uhmb@nhs.net

How do I contact recruitment?

The Recruitment team aim to recruit and retain a workforce who can sustain the momentum and commitment in the course of this journey.

Their contact details are FGH.HR@MBHT.NHS.UK or 01524 519700 (option 1).

Who should I contact if I have any HR queries?

The HR Queries team offer support and professional advice to all colleagues in response to their day-to-day HR related queries. These may include:

• Terms and conditions of employment

• Employee relations matters (disciplinary, grievance, Maintaining High Professional Standards and Early Resolution)

• Attendance and performance management

• HR Policy guidance and advice (such as annual leave, maternity, flexible working)

• The Trust’s Behavioural Standards Framework

All staff can access HR support using the Sami Self-Service portal, which acts as a first port of call for staff and managers. It provides you with instant answers to HR queries. We have created a database of answers based upon the most frequently asked questions which you can access in an instant. We review and update this database regularly to ensure you get the most current and consistent answers. 

The Sami Self-Service app can be accessed from the Trust intranet (MS SharePoint) site once you have a UHMB PC account by searching for 'Sami Self-Service'. Prior to this if you need any HR support you can email the team at HR.Queries@mbht.nhs.uk.

RLI HR Hub process Contractual changes, AW8 applications, Salary sacrifice, Maternity applications and Easy timesheet and allowance queries for the trust. The Hub also processes ID Badges and Smartcards. Their contact details are RLI.HR@MBHT.NHS.UK or 01524 519700 (option 2).

Who are the bank and additional staffing team?

The Bank and Additional Staffing Teams are part of the E-Rostering Department who are here to help whenever we can. The team is made up of:

• Mary Shimwell - Professional Standards Lead for Bank
• Amy Storton - Bank and Additional Staffing Facilitator
• Maria Horrocks - Bank and Additional Staffing Facilitator

We can be reached 9am - 5pm Monday to Friday on 01524 516096 or by emailing bank-additional-staffing@mbht.nhs.uk

Please be advised we are closed after 5pm on weekdays, and all day on weekends and bank holidays

What happens next?

Once have been given a start date from recruitment to work on the bank, you can start your training at any of our hospitals.

For the next stage in your recruitment process, you will receive a welcome email from the Bank and Additional Staffing Team, along with guidance on how to complete your training before you start work.

If you are yet to receive your welcome email, do not worry, you will receive this in due course. You will then need to attend a Corporate Induction Programme as part of your welcome to UHMBT and essential training.

If you have not booked a place on corporate induction, please email recruitment on FGH.HR@mbht.nhs.uk to book onto a date. If you are already booked onto a corporate induction but can no longer attend or would like to rearrange your booking, please contact a member of the Recruitment Team.

You will then receive an invite to a bank induction. This is a separate induction to your corporate induction and both must be attended before you can book shifts.

You will receive an email with your Trust IT account details and a link to access our training system (TMS) from home. TMS is where you will complete your mandatory training, both before you start work and whilst you are employed by the Trust.

It is important you keep up with all of your mandatory Core Skills and Job Essential Training so you are safe to be in work and support staff and patients.

If you are not up to date with your Core Skills and Job Essential Training restrictions may be placed onto your account, preventing you from booking bank shifts.

Remember to keep all training up to date.

Please see the list below of Core Skills and Job Essential Training which must be modules to complete for all bank staff:

• Corporate Induction Programme
• Bank Induction
• Learning Disability Awareness E-Learning
• Autism Awareness E-Learning
• Behavioural Standards Framework - Living the Standards eLearning
• Waste Management for Clinical Staff E-Learning
• Ulysses Safeguard Incident Reporting E-learning
• Ligature Awareness E-Learning 2020
• Infection Prevention and Control (Core Skills) Level 2 E-Learning
• Information Governance (Core Skills) E-Learning
• Safeguarding Children and Young People (Core Skills - Level 2) E-learning
• Conflict Resolution Training E-Learning
• Equality, Diversity and Inclusion (Core Skills) E-Learning
• Health and Safety (Core Skills) E-Learning
• Infection Prevention and Control (Core Skills) Level 1 E-Learning
• Manual Handling (Core Skills) E-Learning
• Safeguarding Children and Adults (Core Skills) Level 1 E-Learning
• Hand Hygiene Assessment
• Bank Fire - Departmental Fire Safety Awareness
• BLS Level 2 – Adult Basic Life Support - Face to Face Training
• Patient Safety Syllabus Training - Level 1 - Essentials of Patient Safety [e-learning]
• Patient Safety Syllabus Training - Level 2 - Access to Practice [e-learning] Please note that Level 2 has a part 1 and a part 2, and both parts need completing to be compliant.

If you have been recruited as a CSW, you will also need to complete Chlor Clean E-learning along with the above.

Some roles also require you to complete a manual handling session, Lorenzo training and Care Certificate but this will be explained to you in your welcome email.

Once all of your training and induction has been completed, you will be ready to start on the Bank.

FAQ’S

How do I keep my personal details up to date?

If you change any of your contact details, i.e. address or mobile number. Please update your address and bank account details on ESR which is our staff database. This will be using Employee Self- Service option which will require the use of your Smartcard.

You can contact WorkforceInfoRequest@mbht.nhs.uk to login from home to view your payslip too.

When is pay day for bank workers?

Every Thursday for Bank Colleagues. Bank Colleagues are paid in a fortnightly arrears.

In practice, this means that if your working week commences Monday 9th - Sunday 15th Jan 2023 requires locking requires locking down your shifts by the Manager where you worked (you will be required to sign the off-duty book on shift) the following Wednesday 18th no later than 12pm. This will show as a padlock symbol on the shift, to be paid on time Thursday 26th Jan.

How can I book Bank Pool Shifts at RLI and FGH?

Please do not book pool or night shifts until you have worked more than 10-day shifts.

The Bank Pool shifts require you to be flexible as Ward allocation By Clinical Site Manager will be done on the day. Contact RLI Switchboard on 01524 65944 and ask for the Clinical Site Manager or FGH 01229 870870.

We will endeavour to reallocate you onto a ward / area to work in advance of your shift. Remember to check Employee Online before you leave home for your bank shift.

If you are still allocated to a Pool shift on the day, it is your responsibility to notify the Clinical Site Manager of your arrival to allocate you to which Ward you are required to work on.

You must sign in when arriving on any of the Wards to provide proof of your attendance.

If you prefer to choose which Ward you work on, please continue to log into Employee Online and book into one of the available shifts.

How do I get Information about the Wards?

Please call the swich board and ask to be put through to the department and speak to the Unit Manager if you require any additional information about the Unit/Ward you will be working on.

How do I access Employee online?

As a new starter, all mandatory training must be completed before access is given to book bank shifts.

How do I collect my uniform as a bank worker?

The Bank Additional Staffing Team will make contact by email as to when you can collect your uniform from either: Lancaster Employment services, Pointer Court, above Pre-Operative Assessment, Level 1.

Or, if based at FGH, you will be emailed to collect your uniform which will be sent to Level 5 Employment services, Recruitment office.

How do I get my ID badge?

Contact HR Workforce at Moor Lane Mills on 01524 516087 for collection or to update bank role on I.D badge. A badge will be provided once you have your uniform and all training is complete. 

How do I access Trust emails from home?

Once you have a Trust login, you will be able to login to Office 365 to access your emails from home, you must keep logging into office 365 to keep your I.T account active.

How do I cancel bank shifts?

If cancelling a shift within 48 hours of start time, you must contact the Ward directly via switch board or the Nurse in Charge to advise them you will not be attending your shift.

For out of hours please call switchboard to contact the Ward or Clinical Site Manager directly if you need to cancel a shift when this office is closed.

Please also email the team at bank-additional-staffing@mbht.nhs.uk with details of your full name, shift date and reason for cancelling.

If you do not contact the team and the Ward, your absence will be recorded as a ‘No Show’ and this will be followed up by a conversation with Mary Shimwell, Professional Standards Lead.

How to cancel a shift via Employee Online more than 14 days in advance

You will need to log into Employee Online and locate the shift you wish to cancel.

Underneath the shift details box, you will see the option “Cancel” select this. A new window will appear asking you to “Assign the Duty Cancellation Reason”. Select the appropriate reason for cancellation. Next, click “Submit Cancellation”, the shift will then be removed and cancelled on the system.

If you try to cancel a booking within the restricted timeframe the following message will appear at the top of the panel “Error You Cannot cancel this duty. It is within the restriction for days of cancelling before a duty starts. If you wish to cancel, please contact bank-additional-staffing@mbht.nhs.uk"

I can’t log into my TMS account to complete training?

Please contact TMS.admin@mbht.nhs.uk

How do I book a place on the Trust Induction Programme?

This will be booked with Recruitment via the TRAC system that you applied for the job with. To book a place please contact Recruitment either by email to fgh.hr@mbht.nhs.uk or call 01524 519700 (option 1).

What if I need to reschedule my place on a Trust Induction Programme?

Your booking can be amended by Recruitment via the TRAC system that you applied for the job with. To book a place please contact Recruitment either by email to fgh.hr@mbht.nhs.uk or call 01524 519700 (option 1)..

I've completed training at other Trusts. Do I have to do it again?

If you send any evidence of previously completed training to the L&OD team, we can mark off the equivalent training on your TMS account. Please note this does not apply to Resuscitation courses - you will need to show you can perform these to Trust standards through a training session.

I would like to complete training before I start at the Trust. Is this possible?
Your training account is linked to your Trust IT account, so you will not be able to access your TMS before your start date. However, you will get a 3 month grace period for all training to give you time to complete everything after you start.

Will I be able to park on site?

There is some staff parking available on all sites. Hospital and community centre parking is limited with a permit system is place. UHMBT encourages staff to travel in an environmentally friendly manner but recognises that car use will be unavoidable for some colleagues.

All UHMBT staff can apply for a staff car parking permit and these will be assessed on a priority basis.

More information, FAQS, and the application form can be found on the Trust intranet site.

What alternative modes of travel are available?

There are a number of recommended alternative modes of travel to our sites.

• Where possible, cycling and walking to work are the recommended forms of travel. Secure cycle sheds are available at locations across the sites. Charges will not be levied for the use of communal locked stores. Where the Trust has invested in secure individual bike lockers a monthly charge is levied in addition to a refundable key deposit. Working towards improvements to bicycle facilities including additional secure storage, shower and changing areas forms part of the Trust’s sustainability plans.
• The Trust’s Cycle to Work scheme offers the opportunity to save money on the cost a new bike and make the most of your commute.
• Mopeds, scooters or motorcycles may be parked without charge in designated areas and should always be parked safely, in accordance with the recommendations of the Trust Fire Policy, and not create an obstruction. If a moped, scooter or motorcycle uses any marked car parking space they will be treated as a motorcar for the purpose of car parking charges.
• For staff working at RLI, the Park & Ride Scheme from Caton Road is recommended for car users. Parking is free, and return bus travel is free for NHS workers (need to show Staff ID).
• A free minibus service operates between Royal Lancaster Infirmary and Westmorland General Hospital.
• Car sharing is another recommended form of travel. If you are car sharing, inform the General Office which vehicle is being used that week/month. If, for emergency meetings or on-call, the second staff member comes on site, inform the General Office in advance so the registration number can be activated for that day only.

Do I have to pay to use the Lancaster Park and Ride service?

No, the service is free to NHS staff with an NHS Identity Card – simply show it to the driver. If you forget to bring your card you can still use the service by paying £1.60 for a day return that includes the carpark, which UHMB will refund to you if you take the ticket to the General Office (in MU1).

How often do the buses run for the Lancaster Park and Ride?

The buses run regularly from Monday to Saturday as below:

• Monday to Saturday: every 20 mins from 06.05am at Junction 34 P&R carpark, with the last bus leaving the RLI at 9.15pm
• In the rush hours they leave every 15 mins to allow for traffic congestion

I work on a Sunday - why aren’t the buses running?

Although the service is not provided on a Sunday, there is always plenty of space available in the main staff carpark to the rear of Medical Unit 2 or around the former Staff Social Club.

Do the buses run on bank holidays?

No, they don’t. But there should be spaces available on site, as on a Sunday.

Where at the RLI does the bus stop?

The bus service drops off and picks up on the main road near Medical Unit 1/Springville House.

Does the Park and Ride site and buses have appropriate disabled access?

Unfortunately, it doesn’t drop to the ground at each bus stop, but the entrance step is modest and half of the bus is on the same level. There is space for wheelchairs (and children's buggies)

Will other people be allowed on the bus or is it just for UHMBT colleagues?

The buses are for use by anyone who wants to use the Park and Ride facility on a first come, first served basis. There are buses every 20 minutes (slightly different on a Saturday) so if for some reason, you are unable to get on one bus, you won’t have to wait long for another.

What if there is no room for me on the bus when I get there?

Spaces on the buses are on a first come, first served basis. There are buses every 20 minutes (slightly different on a Saturday) so if for some reason, you are unable to get on one bus, you won’t have to wait long for another. We would recommend ensuring you have left a little extra time to get to work in case of any unexpected delays.

Are there facilities to charge electric cars at the Park and Ride site?

Yes, there are several charging points.

Who will be eligible to park on site?

UHMBT encourages staff to travel in an environmentally friendly manner but recognises that car use will be unavoidable for some colleagues.

Staff parking facilities are available on our sites, but space is limited, and a permit system is in operation.    
All UHMBT staff are entitled to apply for an e-permit however, only staff who qualify under priority Group A are entitled to park on site in the staff e-permit areas.

Priority Group A

• Staff member with a Blue Badge
• Staff with a temporary or permanent health issue affecting their mobility, for the period recommended (medical evidence required)
• UHMBT staff resident on the hospital site
• Staff who are required to use their car to fulfil their contractual duty to the Trust (e.g. cross-bay travel). Requests under these criteria must be countersigned. False declarations may result in disciplinary action for fraudulent misrepresentation
• Staff working shift patterns with finish time of 20:00hrs or after (minimum average one shift per week)
• Unsocial working hours (from 20:00hrs, minimum average one shift per week)
  Travel by public transport would involve a journey of over one hour, including use of Park and Ride
• Staff, for the duration of the period that their child attends the on-site crèche.

Priority Group B

• Require minimum two changes when utilising public transport
• Do not live near or cannot access a bus route / train
• Staff who have applied for a car share option with other staff.

Priority Group C

• Staff who have Carer responsibilities (evidence to be supplied)
• Parents who have children under 12 years of age.

Priority Group D

• Staff who live beyond a two-mile radius of the hospital site and do not meet any other qualifying criteria.

Priority Group E

• Where space becomes available and there are no staff on the preceding waiting lists, inclusion on the “Authorised Parking List” may be issued on a temporary or permanent basis (based on the date the application is received in the General Office to prioritise the issue) to ensure staff spaces are fully but not over utilised.

The e-permit application form can be found on the Trust intranet SharePoint site.

If I’m allowed to park, will I be guaranteed a parking space?

No, there may be shortages of parking spaces on some days or times. You are advised to only bring your vehicle on site when there is no alternative, even if you have been granted a permission to park.

Are e-permit holders allowed to park in the Patient/ Visitor car parks?

No, staff e-permit holders are not permitted to park in the patient/ visitor car parks unless authorised to do so, or if attending as a patient or visiting a patient in hospital. In these circumstances you should notify the site General office or carparkpolicyqandq@mbht.nhs.uk.

I have children to take to nursery or school. Will I be eligible to park on site?

Yes. Staff who have children at our on-site nurseries will be placed in Priority Group A, while parents of children under age 12 who attend off-site nurseries or in school will be in Priority Group C.

However, we ask that colleagues show discretion and only bring vehicles on site when it is essential to do so – for example, on-site parking should not be used on days those children are not at on-site nurseries.

I must travel between sites as part of my job. Will I be eligible to park on site?

Yes, e-permits will be allocated to staff who are required to use their car to fulfil their contractual duty to the Trust. However, requests must be countersigned by your line manager and false declarations by either party will result in disciplinary action. This will be randomly audited against the policy.

I have a Blue Badge. Will I be eligible to park on site?

Yes. Staff members with Blue Badges will be in Priority Group A. There is no charge to staff who have a blue badge.

I live on a hospital site. Will I be eligible to park on site?

Yes. Staff who live on site must apply for an e-permit, and will be placed into Priority Group A.

I live within two miles of my base hospital. Will I be eligible to park on site?

If you live within two miles of your base hospital, you will only be eligible to park there if you meet one of the other qualifying criteria, such as holding a Blue Badge or regularly work shifts with a finish time of 20:00 hrs or later (see full list of criteria's within Priority Group A above).

I work in the community. Will I be eligible for an e-permit?

No, e-permits will only be issued to colleagues who are based at our hospital sites on a day-to-day basis and meet the eligibility criteria. Colleagues who work in the community can use the loading/unloading bays for the maximum of 30 minutes or for longer visits, park in a pay and display area, and reclaim the cost of parking via their expense claim.

Will I be able to park on site at night?

Yes, staff with a minimum average of one shift per week starting from or finishing after 8pm will be in Priority Group A. Car Parking in the evening, weekends and bank holidays is free of charge to staff, this is applicable in the staff e-permit zones only.

Will I be able to park when I’m on call?

On call staff will be permitted to park in any available bay outside of normal office hours so long as you are registered on the Authorised Parking List.

If I have an e-permit, how do I update a change of vehicle registration?

You can do this by emailing our Car Park Team with the details carparkpolicyqanda@mbht.nhs.uk. This must be done before you arrive on site, otherwise you may be issued with a PCN.

If I’m allowed to park, will I receive a physical parking permit?

No, under the new system, colleagues eligible to park will be assigned an ‘e-permit'. Parking attendants will be equipped with handheld devices linked to the Authorised Parking List database and use car registration numbers to determine which vehicles are allowed to be parked on site.

I'm a student. Can I still apply to park on hospital sites?

Yes, you can submit an application form and you will be authorised to park on site if you meet the criteria as outlined within the policy.

What alternative modes of travel are available?

• There are a number of recommended alternative modes of travel to our sites.
• Where possible, cycling and walking to work are the recommended forms of travel.
  Secure cycle sheds are available at locations across the sites. Charges will not be levied for the use of communal locked stores. Where the Trust has invested in secure individual bike lockers a monthly charge is levied in addition to a refundable key deposit. Working towards improvements to bicycle facilities including additional secure storage, shower and changing areas forms part of the Trust’s sustainability plans.
• The Trust’s Cycle to Work scheme offers the opportunity to save money on the cost a new bike and make the most of your commute.
• Mopeds, scooters or motorcycles may be parked without charge in designated areas and should always be parked safely, in accordance with the recommendations of the Trust Fire Policy, and not create an obstruction. If a moped, scooter or motorcycle uses any marked car parking space they will be treated as a motorcar for the purpose of car parking charges.
• For staff working at RLI, the Park & Ride Scheme from Caton Road is recommended for car users. Parking is free, and return bus travel is free for NHS workers, (need to show Staff ID).
  A free minibus service operates between Royal Lancaster Infirmary and Westmorland General Hospital.
• Car sharing is another recommended form of travel. If you are car sharing, inform the General Office which vehicle is being used that week/month. If, for emergency meetings or on-call, the second staff member comes on site, inform the General Office in advance so the registration number can be activated for that day only.

Do I have to pay to use the Lancaster Park and Ride service?

No, the service is free to NHS staff with an NHS Identity Card – simply show it to the driver. If you forget to bring your card you can still use the service by paying £1.60 for a day return that includes the carpark, which UHMB will refund to you if you take the ticket to the General Office (in MU1).

How often do the buses run for the Lancaster Park and Ride?

The buses run regularly from Monday to Saturday as below:

• Monday to Saturday: every 20 mins from 06.05am at Junction 34 P&R carpark, with the last bus leaving the RLI at 9.15pm
• In the rush hours they leave every 15 mins to allow for traffic congestion

I work on a Sunday - why aren’t the buses running?

Although the service is not provided on a Sunday, there is always plenty of space available in the main staff carpark to the rear of Medical Unit 2 or around the former Staff Social Club.

Do the buses run on bank holidays?

No, they don’t. But there should be spaces available on site, as on a Sunday.

Where at the RLI does the bus stop?

The bus service drops off and picks up on the main road near Medical Unit 1/Springville House.

Does the Park and Ride site and buses have appropriate disabled access?

Unfortunately, it doesn’t drop to the ground at each bus stop, but the entrance step is modest, and half of the bus is on the same level. There is space for wheelchairs (and children's buggies)

Will other people be allowed on the bus or is it just for UHMBT colleagues?

The buses are for use by anyone who wants to use the Park and Ride facility on a first come, first served basis. There are buses every 20 minutes (slightly different on a Saturday) so if for some reason, you are unable to get on one bus, you won’t have to wait long for another.

What if there is no room for me on the bus when I get there?

Spaces on the buses are on a first come, first served basis. There are buses every 20 minutes (slightly different on a Saturday) so if for some reason, you are unable to get on one bus, you won’t have to wait long for another. We would recommend ensuring you have left a little extra time to get to work in case of any unexpected delays.

Are there facilities to charge electric cars at the Park and Ride site?

Yes, there are several charging points.

If you have a question that is not included in this list, please email:  carparkpolicyqanda@mbht.nhs.uk