Transfer Window
Purpose
The Trust has developed a ‘transfer window’ to streamline the process of Band 5 nurses and Band 2 and 3 HCA’s moving clinical areas within the trust. This will reduce the amount of time spent by both nurse managers and recruitment staff processing application forms and inviting staff to assessment centres for those individuals who wish to move internally within the Trust.
In line with the Trust Recruitment and Selection Policy and Equal Opportunities in Employment policy, staff who apply through the transfer window should be treated equally and sensitively and with due regard to the relevant employment legislation in place.
2. Transfer Requests within the Same Care Group
General adult nursing and HCA’s:
Paediatric nursing:
3. Transfer Process
*Please note that the staff move date should coincide with the roster start dates.
The Recruitment Team will administer the process and any enquiries should be directed to kch-tr.transferwindow@nhs.net
In order that fairness and consistency is applied to staff wishing to move care groups, requests can only be considered via the transfer window process. Staff Nurses and HCA’s are not permitted to transfer between Divisions outside of this agreed process. Matrons have access to a process map (appendix A) along with the associated templates.
4. Eligibility Criteria
Staff are eligible to apply for a transfer to another care group after:
Please note that no more than 2 applications per ward/clinical area can be accepted. Preference will be given to those who have not applied to the transfer window before and then accepted on a first come first serve basis.
5. Exclusion criteria
Band 5 staff or Band 2/Band 3 HCA who do not meet the following criteria:
6. Applications
The transfer window application form can be obtained from the individual’s Matron or King’s docs here.
Applicants are required to complete Section A and B of the transfer window application. If the applicant has any working restrictions such as days worked/shift patterns etc this should be made clear on the form. Any study/learning commitments must also be declared to ensure the new area is aware and able to support the individuals learning needs. The request form must have the support of the Matron who should complete Section C. Where the area has no Matron, the equivalent Line Manager should complete this section. The form will then be sent electronically from the Managers email address to the dedicated Transfer Window email address - kch-tr.transferwindow@nhs.net . Applications cannot be accepted where the Matron/equivalent Line Manager has not completed Section C of the form.
The Recruitment Team will notify staff via KingsWeb and Matrons when the transfer register is opening and closing. Applications will not be considered after the transfer window has closed.
7. Informal visit
Applicants will be required to visit the potential new clinical area to meet with the Ward Manager/Matron so they are aware of the application and to determine whether there is a vacancy before submitting the request to transfer. This must be confirmed as actioned on the application form. The person visited must be a decision maker and able to consider the transfer request. If the potential new clinical area is not visited, the application will not be considered.
8. Change of Circumstances/Preferences
Where a member of staff has a change in circumstances, they should discuss this in detail with their Matron/Line Manager so that consideration can be given on an individual basis to any particular requirements. This is to ensure that recruiting Matrons can match to suitable vacancies. Where there is a need to update a transfer request form that has already been submitted, e.g. if there is a change to the preferences, then a new form must be completed and submitted.
9. Advertising/Appointments
The transfer window will run in addition to NHS jobs external adverts, internal staff can apply if they wish to advertised vacancies or they can apply via the transfer window.
Vacancies will be filled via the transfer window and internal staff expressing interest to move areas will have first consideration to vacancies prior to any vacancies being advertised externally. Except in exceptional circumstances where the area can demonstrate that there is a need for specific training or advanced clinical skills in line with their quality standards and therefore staff with these skills need to be considered first.
10. Consideration of Requests
The transfer register will be kept updated by the Recruitment Team during the transfer window advertised opening. A final update will be made at 4:30pm on the closing date of the transfer window and the Matrons will be notified by the Recruitment Team that the register has been finally updated. Applications will be accepted between the opening and closing transfer dates stated above. Each nurse or HCA will be able to include two preferences. Transfers will be prioritised according to vacancy factor first. Pre-agreed transfers dates will occur in April, August and December to coincide with the roster start dates. If a transfer is declined the individual can reapply during the next transfer window.
Where individuals have specific preferences in terms of their working hours’/shift patterns/study commitments they should be aware that this may limit their opportunities for a transfer. Their request should be reviewed regularly by their Matron in order that they do not remain on the register if it is unlikely that their hour’s/shift patterns of choice can be accommodated in their chosen area(s).
Any vacancy created as a result of an agreed transfer may then be filled by another Nurse or HCA on the transfer register (if available) or by an applicant from the advertised post.
Please note that no more than 2 applications per ward/clinical area can be accepted. Preference will be given to those who have not applied to the transfer window before and then accepted on a first come first serve basis.
11. Matching the Applicants
Following the closure of the transfer window, Matrons will be sent the applications that are received for a move to their area. The matron will then review the application and confirm the move within 2 weeks of the transfer window closing.
There will be three possible outcomes:
If there is a suitable match on the register the Matrons agree the transfer and the Recruitment Team will complete the contractual changes as required.
An email will be sent from the recruitment team informing the applicant of the outcome 3 weeks after the transfer window closes.
A meeting between the individual and the receiving Matron may be arranged if felt to be appropriate for any specific issues raised through the application process although not formally required.
12. Competitive Interviews
Some specialist areas will require an interview. Additionally, if there are more applicants than the number of vacancies for a preferred area, then a competitive interview process will take place.
13. Employment Checks
The pre-employment checks for internal candidates are as follows:
14. Processing the Request
If the applicant is successful:
If the applicant is unsuccessful:
Purpose
The Trust has developed a ‘transfer window’ to streamline the process of Band 5 nurses and Band 2 and 3 HCA’s moving clinical areas within the trust. This will reduce the amount of time spent by both nurse managers and recruitment staff processing application forms and inviting staff to assessment centres for those individuals who wish to move internally within the Trust.
In line with the Trust Recruitment and Selection Policy and Equal Opportunities in Employment policy, staff who apply through the transfer window should be treated equally and sensitively and with due regard to the relevant employment legislation in place.
2. Transfer Requests within the Same Care Group
General adult nursing and HCA’s:
- For staff who would like to gain experience in another clinical area but still within their own care group, this may be agreed and arranged by the Divisional Matrons and therefore applications should not be made through the transfer process
- Before a move is agreed, consideration should be given to ensuring that other staff have also been given equal opportunity to move within their own division
Paediatric nursing:
- For paediatric trained staff who would like to gain experience in another paediatric clinical area but still within their own division should be made through the transfer process
3. Transfer Process
*Please note that the staff move date should coincide with the roster start dates.
The Recruitment Team will administer the process and any enquiries should be directed to kch-tr.transferwindow@nhs.net
In order that fairness and consistency is applied to staff wishing to move care groups, requests can only be considered via the transfer window process. Staff Nurses and HCA’s are not permitted to transfer between Divisions outside of this agreed process. Matrons have access to a process map (appendix A) along with the associated templates.
4. Eligibility Criteria
Staff are eligible to apply for a transfer to another care group after:
- Band 5 - Minimum of 6 months’ post NMC registration experience as Staff Nurse (Adult and Paediatrics) at the time of the application within their current work area. For experienced staff, requests can be made on completion of a 6-month placement on an individual ward but with no more than 1 request per year thereafter. In exceptional circumstances and at the Matrons discretion, staff may be eligible to transfer who have less than the required experience within their own work area. These reasons should be clearly provided on the transfer request form
- Band 2 – Clinical HCA with a minimum of six months’ experience within a ward or area
- Band 3 – Clinical HCA with a minimum of six months’ experience within a ward or area
- Agreement and support of the Matron
- Unused hours on e-roster should be less than 23 hours at time of transfer
- Completed competencies in line with trust standards (Level 1 drug test/IV trained – band 5 only)
- Completed mandatory e-learning
- Proportional annual leave up to date at time of transfer and booked annual leave approved
Please note that no more than 2 applications per ward/clinical area can be accepted. Preference will be given to those who have not applied to the transfer window before and then accepted on a first come first serve basis.
5. Exclusion criteria
Band 5 staff or Band 2/Band 3 HCA who do not meet the following criteria:
- Staff do not meet the eligible criteria listed above
- Staff who are on formal monitoring under the Trust’s policies and procedures need to seek the support of their Head of Nursing before considering an application to the transfer window. This should be confirmed by the Matron on section C of the Transfer Window Application form (appendix B).
6. Applications
The transfer window application form can be obtained from the individual’s Matron or King’s docs here.
Applicants are required to complete Section A and B of the transfer window application. If the applicant has any working restrictions such as days worked/shift patterns etc this should be made clear on the form. Any study/learning commitments must also be declared to ensure the new area is aware and able to support the individuals learning needs. The request form must have the support of the Matron who should complete Section C. Where the area has no Matron, the equivalent Line Manager should complete this section. The form will then be sent electronically from the Managers email address to the dedicated Transfer Window email address - kch-tr.transferwindow@nhs.net . Applications cannot be accepted where the Matron/equivalent Line Manager has not completed Section C of the form.
The Recruitment Team will notify staff via KingsWeb and Matrons when the transfer register is opening and closing. Applications will not be considered after the transfer window has closed.
7. Informal visit
Applicants will be required to visit the potential new clinical area to meet with the Ward Manager/Matron so they are aware of the application and to determine whether there is a vacancy before submitting the request to transfer. This must be confirmed as actioned on the application form. The person visited must be a decision maker and able to consider the transfer request. If the potential new clinical area is not visited, the application will not be considered.
8. Change of Circumstances/Preferences
Where a member of staff has a change in circumstances, they should discuss this in detail with their Matron/Line Manager so that consideration can be given on an individual basis to any particular requirements. This is to ensure that recruiting Matrons can match to suitable vacancies. Where there is a need to update a transfer request form that has already been submitted, e.g. if there is a change to the preferences, then a new form must be completed and submitted.
9. Advertising/Appointments
The transfer window will run in addition to NHS jobs external adverts, internal staff can apply if they wish to advertised vacancies or they can apply via the transfer window.
Vacancies will be filled via the transfer window and internal staff expressing interest to move areas will have first consideration to vacancies prior to any vacancies being advertised externally. Except in exceptional circumstances where the area can demonstrate that there is a need for specific training or advanced clinical skills in line with their quality standards and therefore staff with these skills need to be considered first.
10. Consideration of Requests
The transfer register will be kept updated by the Recruitment Team during the transfer window advertised opening. A final update will be made at 4:30pm on the closing date of the transfer window and the Matrons will be notified by the Recruitment Team that the register has been finally updated. Applications will be accepted between the opening and closing transfer dates stated above. Each nurse or HCA will be able to include two preferences. Transfers will be prioritised according to vacancy factor first. Pre-agreed transfers dates will occur in April, August and December to coincide with the roster start dates. If a transfer is declined the individual can reapply during the next transfer window.
Where individuals have specific preferences in terms of their working hours’/shift patterns/study commitments they should be aware that this may limit their opportunities for a transfer. Their request should be reviewed regularly by their Matron in order that they do not remain on the register if it is unlikely that their hour’s/shift patterns of choice can be accommodated in their chosen area(s).
Any vacancy created as a result of an agreed transfer may then be filled by another Nurse or HCA on the transfer register (if available) or by an applicant from the advertised post.
Please note that no more than 2 applications per ward/clinical area can be accepted. Preference will be given to those who have not applied to the transfer window before and then accepted on a first come first serve basis.
11. Matching the Applicants
Following the closure of the transfer window, Matrons will be sent the applications that are received for a move to their area. The matron will then review the application and confirm the move within 2 weeks of the transfer window closing.
There will be three possible outcomes:
- Accepted and move agreed within publicised time frames.
- Accepted and moved agreed with a delayed transfer date (in exceptional circumstances where the vacancy factor is too high to allow staff to transfer)
- Unsuccessful due to one of the following reasons:
- Not suitable candidate for new clinical areas
- Not a suitable candidate for employment in new clinical area at this time, but with actions to complete and to be considered in the future.
- Did not meet the eligibility criteria/incomplete application.
If there is a suitable match on the register the Matrons agree the transfer and the Recruitment Team will complete the contractual changes as required.
An email will be sent from the recruitment team informing the applicant of the outcome 3 weeks after the transfer window closes.
A meeting between the individual and the receiving Matron may be arranged if felt to be appropriate for any specific issues raised through the application process although not formally required.
12. Competitive Interviews
Some specialist areas will require an interview. Additionally, if there are more applicants than the number of vacancies for a preferred area, then a competitive interview process will take place.
13. Employment Checks
The pre-employment checks for internal candidates are as follows:
- One reference from the current line manager – in this case the substantive Matron’s support of application section C (appendix B is sufficient).
- New DBS check only in the case a more enhanced check is needed (if dual trained and wish to transfer from adult to paediatrics)
- New OH needed in case the new department required EPP check
14. Processing the Request
If the applicant is successful:
- See section 11
If the applicant is unsuccessful:
- In some circumstances an application will be declined or deferred with action points for the applicant. In these circumstances correspondence will be sent to the applicant and a discussion with the applicant by the individual’s Matron should occur within three weeks of the transfer window closing date.