National Group for Volunteering in NHS Scotland

Transcription

1 National Group for Volunteering in NHS Scotland Minutes of the meeting held on Tuesday 23 August 2016 at Delta House, West Nile Street, Glasgow Present Neil Galbraith Rob Coward Sandie Dickson Marion Findlay Diane Lockhart Lesley Munro Katrina Murray Margaret Young Apologies Francis Santos Diane McCulloch Sandra McDougall Tony McGowan Claire Stevens Vivienne Thomson Tom Wilson In Attendance Susan McLaren Chairman, NHS Western Isles (National Group Chair) Programme Manager, Scottish Health Council Educational Projects Manager, NHS Education for Scotland Involvement and Equality Lead, The State Hospital Director of Services, Volunteer Edinburgh Voluntary Services Manager, NHS Lothian Clear Pathway Manager, Voluntary Health Scotland (representing Claire Stevens) Voluntary Services Manager, NHS Lanarkshire Services Manager, NHS Greater Glasgow & Clyde Patient Support & Participation team, Scottish Government Head of Community Care (Operational Services), Dundee City Council Head of Policy, Scottish Health Council HR Manager, Healthcare Improvement Scotland Chief Officer, Voluntary Health Scotland NHS National Services Scotland Staff-side rep, NHS Lanarkshire and Royal College of Nursing Administrator, Scottish Health Council (minutes) 1. Welcome and apologies Neil opened the meeting and apologies received were noted. Welcome was expressed to Keith Wimbles, Chief Executive of the Voluntary Action Fund. 2. Presentation from Keith Wimbles, Voluntary Action Fund Keith delivered a presentation on the work of the Voluntary Action Fund (VAF), followed by a question and answer session. The Voluntary Action Fund has been in existence since 1982 but a refreshed strategy in 2014 now means that they are more focused on their vision: that people and communities are thriving, active, self-organising, resourceful and connected, and their mission: to release existing and potential resources within communities by investing money, increasing capacity and building relationships. Produced by: S.McLaren, A.Bigham Page 1 of 6 Review date: N/A

2 Discussion after the presentation included questions around legacy, a standardised framework to measure volunteer programmes, setting priority areas, monitoring of activity, linking with other programmes and preventative programmes. 3. Minutes of meeting held on 17 May 2016 The minutes of the meeting were agreed as accurate. 4. Matters arising (a) Meeting with Scottish Government The meeting took place with Scottish Government officials and covered communications with NHS boards and also the standing of the National Group for Volunteering in NHS Scotland. Since the meeting took place there have been communications from Scottish Government to the Scottish Health Council on the expectations of the Programme although this has not yet been communicated to NHS boards. CEL10 (2008) set out a 3-year strategy and action plan for but there is no Scottish Government clear policy on volunteering, with the Volunteering Strategy also applicable across non NHS sectors. To have volunteering given greater visibility from Scottish Government would facilitate delivery of the Programme amongst NHS Boards and beyond. At the meeting with Scottish Government it was clear there was a level of expectation over a steer also being expected of the National Group to suggest an approach. Sandie suggested that to have volunteering sited within a particular team within Scottish Government (perhaps the person-centred team) would help to create greater focus on this area in relation to other activity streams. (b) Proposed Ministerial visit At the meeting with Scottish Government it was suggested that a Ministerial visit to an NHS Board might help to consolidate an understanding of volunteering in NHSScotland. At present, whilst volunteering is generally seen as a good thing, it does not have the priority that other areas do. It is currently proposed that the Minister would visit a board to see volunteering in action and if possible attend a National Group meeting (the next one is 15 November 2016 at Pentland House in Edinburgh) or meet with the Chair. Alan is working with NHS Lothian and Scottish Government on arrangements for this and once these have been confirmed will let the group know. Note that the venue for the next meeting may change to allow best use of the Minister s time. There was positive reaction from the group to the news of a proposed Ministerial visit. It was felt to be important that the volunteering activity should be a normal activity, rather than anything staged. If a date for a Ministerial visit would tie in with a Volunteer thank you Produced by: S.McLaren, A.Bigham Page 2 of 6 Review date: N/A

3 event, where volunteers could share their volunteering stories, this could be an alternative to something more low key. To maximise the benefit of a Ministerial visit there will need to be thought given to the messages that should go out. (c) Clear Pathway update Lesley Munro gave an update on the Clear Pathway project: Since the project was formally launched, around 100 different organisations have been contacted (including 9 Third Sector Interfaces, 10 NHS boards and 40 third sector organisations). It was noted that some of the national organisations e.g. Marie Curie claim not to have volunteers working within the NHS in Scotland but NHS boards dispute this. More in depth work will be carried out to explore the reasons for this. There are a number of opportunities for engagement with stakeholders coming up including with the Edinburgh and Lothians Health Foundation and the Voluntary Action Scotland TSI Network Conference Outcomes and evaluation framework for the Programme When the National Programme for Volunteering in NHS Scotland was initiated outcomes for the programme were agreed. For the evaluation of the programme in 2014, it was challenging to provide evidence against these outcomes, although there was wider recognition of the value of the programme. Group members were asked to consider what should be used as indicators to evidence the impact of the programme going forward. In preparation for evidencing against the Investing in Volunteers Standard, Sandie Dickson has been looking at how to evidence the impact on patients of volunteering and also what the board feels should be measured. The Volunteering Impact Assessment Toolkit has provided a useful starting framework. Sandie to feed back on her progress on measuring impact. In NHS Lothian they use the Tell us 10 things programme and also have a questionnaire that amongst other things asks, Do you feel it (volunteering) has helped your health?. Diane Lockhart to share with the group. It was noted that the lack of a standardised survey and/or a consistent approach means that there is no way of comparison between the boards. A standard framework might help to address this issue. 6. National Group remit and membership The Volunteering in NHS Scotland programme has now been mainstreamed into the work of the Scottish Health Council. This, together with other factors, such as the changing nature of the Programme and the status of the integration of health and social care, makes it an opportune time to review the remit and membership of the National Group to ensure that it is well placed to give the strategic direction that is desired. Produced by: S.McLaren, A.Bigham Page 3 of 6 Review date: N/A

4 It was agreed that a working group would be established to produce a proposal for the National Group consisting of Alan, Margaret and Sandie. Working group to meet before the next National Group meeting in November. 7. Charges to volunteers for health records held by GP surgeries NHS Tayside have brought to the attention of the Programme Manager that they have had to reimburse charges made by GP practices where prospective volunteers have incurred a cost in retrieving their health records (for immunisation information). It was generally felt that this was not routine. In NHS Lothian, the recruitment form asks for the prospective volunteer s GP and it is occupational health that retrieves the information. Group members were asked to be alert for other such instances and to identify if the scale of this is such that the National Group needs to act. Alan to feed back to NHS Tayside. 8. Programme update Alan gave an update on the Programme: The next Volunteering Information System User Group is to be held on 6 September. Tenders for a support partner for the system are being invited and it is anticipated that a new support partner will be appointed from 1 October. The next Volunteer Service Managers meeting will take place on 18 October. The planned research into volunteer management in NHS boards is slightly behind schedule. Group members are asked to encourage responses to this piece of work. It is planned to have an early draft of the Handbook for Volunteering in NHS Scotland available for the next National Group meeting. Interviews for a part-time Project Officer to support the Programme have taken place and a preferred candidate has been identified. It is hoped that they will start in October. 9. Volunteering Information System 2016 first quarter report Alan highlighted key points from the report, noting the high volume of volunteers that are still going through the recruitment process. The content of the report has been amended to include an introduction to the system and its aims which were refreshed at the last VIS User Group meeting. The routes into volunteering were noted, and in particular the success of word of mouth and NHS board website. 10. Summary of Third Sector Interface engagement Third Sector Interfaces were invited to a meeting with the Volunteering in NHS Scotland Programme Manager to discuss the findings in the Development of Volunteering in Health and Social Care Integration Authorities report(published on the Scottish Health Council website). Alan introduced some of the key points from the discussion at the meeting. Produced by: S.McLaren, A.Bigham Page 4 of 6 Review date: N/A

5 As a follow up to this meeting, Allan Johnstone of Voluntary Action Scotland has suggested future engagement between the Volunteer Programme and Third Sector Interfaces. 11. Any other business (a) Additional Employment PIN policy Katrina Murray advised the group of the Additional Employment PIN policy which is out for consultation. This is to apply to paid or unpaid work and which is the draft policy has included volunteering under this term. It has been sent to Chief Executives, HR Directors, Employee Directors, Chairs of Staff Governance Committees, SWAG members, SPF member and Norman Provan (Secretary of Staff Side) and comments and views on the draft PIN are invited from them by 18 th November. There was considerable concern expressed over volunteering being regarded as work for the purposes of this PIN as it sends out the opposite message to CEL 10 (2008), creates a barrier to volunteering and will raise a variety of privacy issues. It was agreed to seek a way to provide a view from the National Group to the consultation. Alan to liaise with Scottish Government and draft a paper for circulation amongst National Group members. 12. Future meeting dates The next meeting is due to be held at 10.30am on Tuesday 15 November 2016 at Pentland House, Robb s Loan, Edinburgh, EH14 1AB NOTE: This may change depending on the outcome of discussions with Scottish Government about a Ministerial visit. Action log Agenda item Action Responsibility Timescale 3 Minutes of May meeting to be Within 1 week made available on the Scottish Health Council website. 4 Confirmation of date for Ministerial 14 th October visit to be sought 5 Information on measuring the Sandie Dickson As work progresses impact of volunteering to be shared with group 5 Questionnaire and Tell us 10 things programme to be shared with group Diane Lockhart 9 th September Produced by: S.McLaren, A.Bigham Page 5 of 6 Review date: N/A

6 Agenda item Action Responsibility Timescale 6 Working group to be set up to look, Neil 15 th November at the role and remit of the National Group and produce a proposal for consideration by the National Group Galbraith, Sandie Dickson, Margaret Young 7 Instances where prospective Group members Ongoing volunteers are charged for access to information on health records to be brought to the attention of the Programme Manager to determine the scale of this practice. Feedback view from National Ongoing Group to NHS Tayside 8 Handbook for Volunteering in NHS 15 th November Scotland to be updated draft available for next National Group meeting 11 Confirm with Scottish Government asap that a response from the National Group will be received. Draft paper to be circulated to National Group members for comment 18 th November Produced by: S.McLaren, A.Bigham Page 6 of 6 Review date: N/A