Promoting partnership working in the NHS

HR Transition Documents

The national HR Transition Partnership Forum was established in 2010, as a sub group of the National SPF. The group provided a single national forum for the discussion and development of HR policies and processes, to support the workforce transition across the NHS, DH and ALBs, as a result of the introduction of the Health & Social Care Act 2012. 

The SPF Workforce Issues Group have identified a number of documents which were developed by the group for publication on the SPF website. This is to make the good practice contained in the documents available to organisations for use in future transition exercises.

The SPF think that these documents may be of interest to you however we do not accept any liability for any inaccurate, unreliable, untimely or incomplete information contained therein, or for any reliance placed upon any of the information.

Consultation during transition (for the period June 2012 to 31 March 2013)
This document sets out the vital role for partnership working with trade unions in supporting the implementation of the reforms arising from the Health and Social Care Act 2012.

Example job matching proforma - match
Use this form to record the outcome of job matching for each role, with space for information about the existing role, the new role, a percentage matching score and any additional information in borderline cases.

Example job matching proforma - no match
Use this form to record the outcome of job matching for each role, with space for information about the existing role, the new role, a percentage matching score and any additional information in borderline cases.

Fixed term appointments guidance
This document sets out advice for HR professionals and trade union representatives for dealing with staff on fixed term contracts in transfer situations. 

Function description agreed
This template is to list and detail functions for transfer once they have been agreed. It can then be used as a checklist for the sending organisation to identify staff who should transfer with that function.

Function description to match
This template has space for receiving organisation to describe key functions and where they sit within the receiving organisation. This can be sent to the sending organisation to consider whether there are matches with functions in the sender. This helps determine the existence of functional transfers.

HR transition framework
Developed and agreed in partnership, the HR transition framework provided the overarching guiding standards for the Department, NHS and arm's length bodies relating to the movement of employees as a result of the Health and Social Care Act 2012.

Letter to employees notifying them of transfer
This is a template letter to send to an employee notifying them that they will be transferred to another organisation.

Local government transition guidance
Developed in partnership with local government and NHS trade unions, this guidance gives details on the process for transferring NHS staff to local authorities. The guidance strongly encourages partnership working with relevant trade unions to support the transfer process and includes information on the transfer of trade union recognition agreements. 

Managing employment liability
This document gives details on the transfer of employment liability from organisations that ceased to exist after 31 March 2013 (as part of the Health and Social Care Act 2012 reforms) to a receiver organisation.

Maternity leave national agreement
This is a national agreement on the arrangements for staff affected by the Health and Social Care Act 2012 reform, who were on maternity leave on 31 March 2013.

Memorandum of understanding between LA and trade unions
This memorandum of understanding sets out an agreed framework to manage the process by which a receiver organisation, (as part of the Health and Social Care Act 2012 reform) and trade union(s), work together to enable effective harmonisation of contractual and non contractual HR policies, local agreements and terms and conditions where there are local flexibilities.

National policy on handling individual appeals grievances
This document includes information on resolution of disputes and managing exceptions or variations, as part of the Health and Social Care Act 2012 reform. 

National Policy on filling of posts in receiving organisations
This document sets out the process for filling posts in receiver organisations as part of the Health and Social Care Act 2012 transition. It also contains a definition of a substantive post.

No match letter
This is a template letter to inform a staff member that no match had been found for their post under the new structure. 

Overview of process for filling posts
This flow chart shows the process for filling posts under the new structure brought in as a result of the Health and Social Care Act 2012.

Principles and process for transition posts
This document contains information on transitional roles and activities which needed to continue for a limited period after 31 March 2013 and information on arrangement for unallocated functions. 

Proposed measures from receiver
This is a template to record the terms and conditions in place in sender and receiver organisations and proposed measures.

Receiver and sender assurance checklist
This is a spreadsheet for a receiver organisation to record people transition activity.

Receiver employee engagement plan template
This template provides an outline project plan and suggested activities for employee engagement around a transfer.

Transfer scheme guidance
This guidance provides information on the implementation of transfers, as part of the Health and Social Care Act 2012 reform, through staff transfer schemes, orders and details on what senders and receivers were required to do.