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Contents : INEFFICIENCY: PERFORMANCE AND ABSENCE CHAPTER 6 List of Contents Poor Performance 6000-6059 Unsatisfactory Attendance due to Sickness Absence 6060-6075 July 2005 INEFFICIENCY: PERFORMANCE AND ABSENCE POOR PERFORMANCE General Principles 6000 Guidance for managers to follow in managing poor or deteriorating performance is set out in PM 12. Staff and managers should also refer to the PMS Guidance Booklet which sets out how the Performance Management System is used. 6001 The general principles which apply to all cases of poor performance are that managers will: give the person time opportunity and assistance to improve and take a close and active interest in the person s work with the aim of providing help and guidance. 6002 Poor performance is defined in the Performance Management System in terms of a Not Full Effective performance assessment taking account of the individual s level of experience. 6003-6004 unallocated Delegated Responsibilities 6005 a. Responsibility for identifying and dealing with poor performance rests clearly with line managers. b. Senior Staff Group managers have delegated responsibility for taking decisions on downgrading or dismissal on grounds of inefficiency subject to consultation with Director HR. Key Principles 6006 The management of poor performance includes the following: All staff have a contractual responsibility to achieve a fully effective level of performance. The Forward Job Plan should accurately convey the main purpose and scope of each job and the outcomes expected When an employee starts work with the FC the standards of work required the conditions of any probationary period and the consequences of failing to meet the necessary standards will be explained As soon as it becomes apparent that a Job Holder is performing less than effectively a Performance Review will be held to review the difficulties and look for solutions An individual will be given time to improve and training where appropriate Where performance does not improve after a trial period dismissal on grounds of inefficiency will be the normal course of action. 6007 Managers will: Give regular good quality specific feedback on performance stating clearly where shortcomings lie Act as a coach by giving clear guidance July 2005 Discuss any factors that may be contributing to the poor performance Set clear time-scales for expected improvements Record the elements of the FJP including any skills or competencies that need to be improved if there is a lack of necessary skills then identify any suitable training or help from colleagues. Probationers 6008 These principles apply as much to the management of probationers as to other staff. However the procedures for formal trial periods do not apply (since probation is itself a trial period in the job). Managers will apply the guidance on managing probationers available on the HR Intranet site. Monitoring Performance through the FJP 6009 Performance is judged against the FJP which consists of Key Work Areas and Performance Targets reflecting the job in quality and quantity terms. The system of Performance Reviews mean that poor or deteriorating performance will be quickly picked up by a manager. Guidance for line managers on managing and recording performance giving feedback and supporting training/development is given in the PMS Guidance Booklet. Guidance on the mentoring programme is available from HR in Silvan House. Where poor performance continues despite additional guidance/support a Not Fully Effective assessment will be given. The action which managers are expected to take in managing cases of poor performance is set out in PM12 Managing Poor Performance. 6010 Account will be taken of short-term dips in performance due for example to illness personal problems etc. Welfare assistance will be offered and whatever support from the manager that may help and is possible including temporary job re-design or changes to working hours to help deal with family commitments. Not Fully Effective Assessment 6011 More frequent reviews will be carried out when performance is not fully effective . A reasonable time will be allowed for improvements. Poor performance that continues after problems have been identified and time allowed for improvement will attract a formal NFE rating. A formal warning will be issued by either the RO CO or Unit Manager. The individual may make representations in writing or orally at this stage and may be helped to do this by a Trade Union Official or work colleague. Timing of Trial Period 6012 If it is clear after a minimum period of 1 month after a formal written warning has been issued that no improvement is being made a trial period may begin at that point subject to allowing a right of appeal. 6013 Each case will be considered on its merits in the light of any factors that may be affecting p

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