The steps below outline the capabilities process but more information can be found in the staff handbook
Capabilities and Performance process always starts with a focus on support as we have a desire for all our staff to thrive within their roles. If you have any concerns about a staff members performance these should be discussed with your line manager and / or the People and Culture Team. Below is the outline of the process:
Stage 1
Concerns should initially start to be discussed and documented as part of 1 to 1's with clarity and agreed exceptions / goals , ensuring that the staff member has received support and training and has a good understanding of processes etc. and expectations of their role. As part of this the meetings should become more frequent,ideally weekly, in order to provide more support and agreeing and managing priorities with a weekly review within an action plan. As part of this plan it is important to note what we are going to do to support the staff member; are additional shadowing opportunities needed? Does the staff member need additional training? This could last for 4-8 weeks if progress is being made as a result of the action plan.
If improvement is inconsistent ie. some signs that the staff member has the capability but then things slip again - it is important to have open and honest conversations about what you are seeing. Try and ask questions that build your understanding of the reasons for the inconsistency and how we might be able to support. It is also important to make clear that we need to be able to get to a point where there is consistency. Staff need to be able to work independently, maintaining performance consistently without high support levels.
If after 8 weeks there is insufficient change and improvement remains inconsistent then we need to move to the next stage of the process.
If there is no improvement, we would suggest you would escalate to the next stage after 4 weeks.
Stage 2-4
If there has been insufficient change/Improvement, the line manager then has an initial conversation with the employee to explain that they are not performing to standard or delivering the required quality or quantity of work, and give them clear guidance of what the targets, expectations, quality or quantity of work required. The focus is still on support but we are recognisisng that we are not seeing sufficient change through the increased support and guidance that has been offered so we need to move to the more formal process. The change is therefore that we are now recording discussions and the plan on a Performance Improvement Plan (PIP). The Performance Improvement Plan should be uploaded to the staff database under Documents>performance Improvement Plan.
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- If this is the third plan within an 18 month period then the manager will move straight to stage 3a (Improvement Note).
This process would last for 2 – 4 weeks (most likely 4) to give the staff member every opportunity to succeed in the role. The staff members work should be reviewed and a decision about if the staff member has reached the required standard is made:
a) If not, they are invited to a meeting (use a formal invitation letter template – upload copy to staff database) and the issues are discussed and the manager issues an Improvement note (same as a written warning) and this improvement note outlines the standard of work that needs to be achieved, over what time period and when this will be reviewed. They can be accompanied at this meeting.
b) If the employee has met the standard, then review the plan with the employee and the matter is closed. Upload completed plan to staff database.
After a further period of time has elapsed (as stated in meeting 1) the manager will review their work again and decide if they have reached the standard or not. If not they are invited to a meeting (as in step 2) and the issues are discussed and the manager issues a Final written warning and this warning outlines the standard of work that needs to be achieved, when this will be reviewed and that failure to complete the plan may result in dismissal.
After a further period of time has elapsed the manager will review their work and decide if they have reached the standard or not. If not, they are invited to a meeting (as in 2&3) and the issues are discussed and the manager will dismiss the employee (with notice) and follow up with a letter confirming the reason for dismissal, and offer 1 appeal opportunity.
Follow the link below to draft Performance Improvement Plan, letters and overview - Capabilities Documentation
For information about the Appeals Process please refer to the staff handbook