National Group for Volunteering in NHS Scotland Minutes of the meeting held on Tuesday 22 nd May 2012 at Waverley Gate, Edinburgh Present Sandy Watson Lynne Kidd Janice Torbet Rob Coward Katrina Murray Francis Santos Diane McCulloch Josephine Mitchell Diane Lockhart Dawn Burns Gary Malone Harriet Eadie Apologies Anne Lee Jacki Smart Louise Macdonald Margaret Young Pat O Meara Chairman, NHS Tayside (Chair) Head of Public Affairs, Scottish National Blood Transfusion Service Programme Manager, Scottish Health Council (Minutes) Associate Director of HR, NHS Tayside Educational Projects Manager, NHS Education for Scotland Volunteer Service Manager, NHS Lanarkshire Patient Support Policy Team, Scottish Government Service Manager, Dundee City Council Volunteer Development Co-ordinator, NHS Fife Volunteer Service Manager, NHS Lothian Health Improvement Programme Officer, NHS Health Scotland (deputising for Anne Lee) Manager, Volunteer Centre Angus Director, Volunteer Centre Edinburgh Health Improvement Programme Manager, NHS Health Scotland) Head of Operations, Scottish Health Council Chief Executive, Young Scot Services Manager, NHS Greater Glasgow & Clyde National Head of Ambulance Control Services (Scottish Ambulance Service Welcome and apologies The group noted apologies from Anne Lee, Jacki Smart, Louise Macdonald, Margaret Young and Pat O Meara who has moved to a new role in the Scottish Ambulance Service. Sandy asked whether a replacement from Scottish Ambulance Service would be put forward. Alan confirmed that his understanding was that this was the case. Sandy welcomed Gary Malone, Manager of Volunteer Centre Angus and Lynne Kidd, Head of Public Affairs at the Scottish National Blood Transfusion Service to the group. The group also welcomed Dawn Burns to the meeting, deputising for Anne Lee. Produced by: A.Bigham, S.Watson Page 1 of 8 Review date: N/A
1. Minutes of 20 th March meeting and subsequent actions Sandy thanked all those involved in carrying out the actions from the previous meeting. The minutes were reviewed for accuracy. Janice noted she had been present at the meeting but had not been listed in the attendees. Alan agreed to amend. The group agreed the minutes were otherwise an accurate record of the previous meeting. Alan to produce final copy and upload to Scottish Health Council website. 2. Matters arising Sandy asked if any matters not on the agenda required discussion. Alan advised that Katrina, who was already a member of the National Group as a VSM representative, had now been nominated as a staff side representative. Alan suggested that whilst Katrina was already a member of the National Group and a strong advocate for volunteering, the resulting nomination was not in keeping with the aim of obtaining someone from a setting such as a hospital ward, where the buy-in to volunteering is the critical issue. Katrina agreed that it might not create the right perception of the group amongst colleagues who do not regularly engage with volunteers and suggested that she should link in with Tom Wilson who is seconded to the RCN as an officer covering Lanarkshire. The group agreed with this proposal in the first instance. Katrina to follow up. 3. Aim and objectives of National Group The group accepted the revised Aim and objectives paper as a final version, noting it set the context very well. 4. Action plan The group reviewed the action plan. There was some discussion on the needs analysis contained within the plan. Diane McCulloch asked what the process would be for carrying the project out. Alan replied that a meeting was scheduled for the 1st June with National Group members and other colleagues from within the NHS. The identification of indicators should flow from the needs analysis. Alan mentioned some of the background papers that might assist the discussion, including the Rocket Science report that preceded the Refreshed Strategy for Volunteering. Diane Lockhart reminded the group that the content of this report had been Produced by: A.Bigham, S.Watson Page 2 of 8 Review date: N/A
disputed by members of the Volunteer Service Managers Network at the time of the report being published and that it would be helpful not to rely too heavily on one paper. The Group agreed the action plan, and noted that further work was now required to identify appropriate indicators. Alan to provide feedback from meeting of 1 June 2012. 5. Volunteer Service Managers Network Katrina provided an overview of the discussion that had taken place on 8 May 2012, referring to the note of the meeting prepared by Alan. She highlighted the important issues of creating a model that would be sustainable after the programme has come to an end. The proposals include the development of three regional networks (North, East and West), with members having flexibility to attend whichever suits their needs and a national meeting later this year, repeated next year before the end of the programme. Some discussion took place with regard to the locations to be used for the meetings and event. References were made to Perth being a central point but not necessarily being the easiest to access. Sandy suggested that Aberdeen and/or Inverness be considered for the North Region. The group discussed the need to ensure that the network included those involved in managing volunteers who are not necessarily in a role entitled Voluntary Service Managers. Sandy asked those present about existing structures within boards. Janice replied that in NHS Tayside there was a regular group that met with an extended group of 23 people on the mailing list, not all Voluntary Service Managers. Diane Lockhart also highlighted the NHS Lothian Volunteering Steering Group which extended further than the number of Voluntary Service Managers. Dawn mentioned NHS Health Scotland and that it had been of benefit to her personally in relation to the sharing of practice and information. Alan suggested that the information which Volunteer Development Scotland (VDS) will have collected through the Investing in Volunteers assessments might list all those involved in volunteering in NHS boards. Alan offered to discuss with Grace Martin of VDS. Lynne noted her support of the use of a forum for discussion and asked how this would link in to the network meetings. Katrina replied saying that the discussion forum could help in setting the topics for meetings. Diane Lockhart went on to highlight that the benefit of a forum would be that the users could access when they needed without being bombarded with e-mails etc. Produced by: A.Bigham, S.Watson Page 3 of 8 Review date: N/A
Rob asked whether the Knowledge Network would be considered for hosting such a forum. Alan offered to put together an options paper for the next meeting of the forum and to take account of the Knowledge Network in the options. The proposals were agreed with an understanding that quarterly regional meetings would take place throughout the year. 6. Volunteer Centres and volunteering in NHS Scotland Harriet apologised for the delay in confirming the paper on what the Volunteer Centres could bring to the development of volunteering in the NHS. Sandy asked if Harriet and Gary could summarise the tenor of their paper, on the understanding that the paper would be available for formal consideration at the next meeting. Gary and Harriet then provided an overview of the work of the Volunteer Centres, the current challenges and how this could relate to the work of the National Group. Gary highlighted the Volunteer Centre contributions to wellbeing, the Volunteer Strategy the Scottish Executive launched in 2004 and each of the strands within it. Harriet emphasised the role of Volunteer Centres in connecting to communities, often recruiting volunteers to deliver, or to assist in the delivery of services, and that the crossover from service user to involvement in the delivery of services was a challenge. There was further discussion around the potential roles of Volunteer Centres in supporting volunteering in the NHS. Gary provided an overview of the work Volunteer Centre Angus carried out on behalf of the Angus Council Social Work Department and how this had allowed the volunteer managers in Social Work to concentrate their time on supporting people. The group discussed whether there were opportunities for similar working with the NHS. Katrina outlined concerns over the Protection of Vulnerable Groups Scheme, the placing of volunteers and other issues that are specific to volunteering in the NHS. Gary noted that it was important for there to be opportunities for everyone in volunteering. Alan responded that whilst fully agreeing with the point and personally experiencing the benefits of volunteering a balanced view must be put forward in relation to the capacity to support volunteers within NHS settings. Katrina and Diane Lockhart went on to highlight that there are often challenges in how ready some volunteers might be to volunteer and the nature of some of the environments into which volunteers are placed. Diane McCulloch stressed that there needs to be more of a focus on community-based volunteering and that the Volunteer Centres have this expertise. Harriet and Garry agreed to have their paper forward for consideration at the next Produced by: A.Bigham, S.Watson Page 4 of 8 Review date: N/A
meeting, and undertook to consider the issues raised above in finalising it. Gary also offered to put the Angus Social Work Department model into a paper for the next meeting. This was agreed. 7. Young people and volunteering As Louise was not in attendance Harriet opened the discussion on this item noting that there were often a lot of opportunities for young people to become involved but not necessarily within the NHS. Sandy referred to work which Young Scot were currently undertaking to produce a framework for consultation with young people and wondered whether there was an opportunity to develop something similar for NHS Scotland i.e. a framework for approaching volunteering by young people, including reference to benefits, challenges and principles of good practice. Diane referred to the work the previous National Group had planned to undertake with higher education institutions around the requirement that students must have volunteered within NHS settings. Rob suggested that it was the regulatory bodies that set these criteria. Katrina suggested that in relation to a set of principles, the challenges need to be specific to health settings and that the high levels of support and specific regulations (such as risk assessment) required for young people need to be taken into account. Diane McCulloch noted that whilst there are a number of structural barriers in the way there was a need for a cultural change. Diane Lockhart and Katrina highlighted that relationships with local schools had been established for some time. Lynne asked whether there was a need to advertise more clearly the volunteer requirements. Katrina was of the view that there wasn't a need to advertise at present due to the volume of enquiries. After discussion, it was agreed that: Harriet and Katrina would take forward with Louise the suggestion of a framework for approaching volunteering by young people in the NHS, Alan would circulate a paper relating to a review of opportunities for young people s involvement, for discussion, and Gary would undertake some engagement activity with young people in order to gain their input to the topic. Produced by: A.Bigham, S.Watson Page 5 of 8 Review date: N/A
8. Needs analysis Alan reiterated the plans for the meeting scheduled for 1 June going on to say that 11 people had noted an interest in being involved so far. He suggested a timescale of June and July for the development of the analysis with the activity itself being carried out in August or earlier, but that these timescales would be confirmed by the group involved in taking this forward taking into account the capacity of the stakeholders to engage with it. Harriet mentioned that like those involved in volunteer management in the NHS the resources in the Volunteer Centre network are just as stretched. Alan stated he would be able to report progress back at the next meeting of the group. 9. Communications strategy Alan provided an overview of his paper which had been circulated. The group noted it as a comprehensive piece of work. He noted his concerns about negative media coverage of volunteering and the perception this creates. Lynne, giving a brief background on her role, suggested it was not as high a concern as it might appear and suggested that the newsletters that go out to NHS boards would be a suitable vehicle for tackling the issue. She said that if the National Group wished to put forward an article on volunteering she could circulate it to Comms colleagues for inclusion in their newsletters. Janice suggested that engaging with staff could also be achieved through the Employee Director Meetings. Diane McCulloch said there were good key messages within the strategy but that the term usual suspects might need explanation. Sandy suggested that the external factors affecting the programme (listed on page 5) might be better presented as positive and negative. Gary suggested the welfare reform agenda should also be included in the list and Katrina recommended the inclusion of a reference to the Scottish Workforce and Governance Committee (SWAG). Katrina mentioned that there had previously been an agreement and good practice statement regarding job substitution that had been agreed between Volunteer Development Scotland and the Trades Union Congress. Lynne agreed to review the strategy and liaise with Alan in finalising the document for circulation to the next meeting. Produced by: A.Bigham, S.Watson Page 6 of 8 Review date: N/A
10. Volunteer involvement The group discussed the paper put forward by Alan and Jacki. There was a concern that including one or two people could be seen as tokenistic. Also, the selection of volunteers would be problematic. Katrina suggested she could think of around 15 volunteers from NHS Lanarkshire alone who she could recommend. The suggestion of an ongoing process to review each piece of work in relation to the relevance of volunteer involvement was discussed, noting that this had happened earlier in the meeting with the proposal by Gary to engage with young people. Alan suggested that boards should have in place mechanisms for engaging with volunteers on a regular basis. Katrina supported this, noting the two formal meetings with volunteers per year held in NHS Lanarkshire. Janice noted different processes in NHS Tayside through the Voluntary Service Managers. Dawn suggested that a fixed agenda item of volunteer issues could be put onto future agendas. The group agreed to take this forward for future meetings. Alan and Harriet suggested that volunteer feedback could also be obtained through the regional meetings once they are in operation. The Group: noted that Boards had different arrangements in place for consultation with volunteers at local level, agreed that future agendas should have a standing item on volunteer issues, and agreed that volunteer feedback could also be obtained via the proposed regional meetings. 11. Any other business The group noted the papers from Volunteer Development Scotland. Sandy suggested that he and Alan meet with Sandra Falconer to clarify that the direction of the group is as expected by the Scottish Government. Francis agreed this would be possible. Sandy will contact Sandra. Alan highlighted that three boards had not yet confirmed who their nominated lead for volunteering is. Alan asked if the group would be happy with the papers of the meetings, and in particular the draft minutes of meetings being placed on the Scottish Health Council website. The group agreed. Produced by: A.Bigham, S.Watson Page 7 of 8 Review date: N/A
12. Date of next meeting The date of the next meeting was agreed: Monday 3 rd September 2012 at Waverley Gate Edinburgh. Action log Agenda Action item 1 Alan to amend minutes and post onto Scottish Health Council website 2 Katrina to discuss work of National Group with Tom Wilson and report back to group at next meeting 4 Alan to provide feedback from needs analysis meeting 5 Alan to discuss with Grace Martin whether contacts in NHS boards can be shared 5 Alan to produce an options paper for the VSM discussion forum 6 Harriet and Gary to produce options paper for VC involvement 6 Gary to produce a paper on Social Work model 7 Harriet, Katrina and Louise to develop a framework for approaching volunteering by young people in the NHS 7 Alan to circulate paper on NHS QIS review of volunteering for young people 7 Gary to hold engagement activity with young people for possible input to framework(above) 9 Lynne to review Comms strategy and feed comments to Alan for revising the document 10 Future agendas to have a standing item on volunteers 11 Sandy to contact Sandra Falconer to arrange a meeting Responsibili ty Katrina Murray Harriet Eadie, Gary Malone Gary Malone Harriet Eadie, Katrina Murray, Louise Macdonald Gary Malone Lynne Kidd, Sandy Watson Timescale Within one week For next meeting All future meetings Produced by: A.Bigham, S.Watson Page 8 of 8 Review date: N/A