TABLE OF CONTENTS
- Medical HR Department
- Payroll Processing
- Pre-Employment Checks
- Post Graduate Education Department
- Junior Doctors Open Day
- Less Than Full-Time Training
- Rotas and Annual Leave
- HSC E-Locum Service
- Contracts of Employment
- Junior Doctor Payscales
- Changes in Personal Circumstances
- Contacting BSP Payroll Shared Services
- Issue of Staff Numbers
- Staff ID Badges
- Car Parking Passes
- HSCNI.NET email accounts & IT Systems
- Accommodation
- Removal/Re-location& Excess Mileage
- Equality & Improving Working Lives Team
Appendix 2 Change of Circumstances/Cancellation Form
ROTATION AUGUST 2017
This guide is intended to answer some important questions regarding the commencement of your employment with the Belfast Health and Social Care Trust.
- Medical HR Department
Contact Details
The Medical HR Department is part of the Corporate HR Group and is located on the 4th Floor of McKinney House, Musgrave Park Hospital. If you have a query regarding the junior doctors’ rotation please email:
Senior HR Officer- Mrs Maureen Sharpe
HR Administrator– Miss Sinead Ward
HR Administrator-Mrs Dymphna O’Hea
HR Assistant – Miss Sharonn Downey
Or telephone
Within Medical HR we handle a significant volume of telephone calls and we would appeal to you to be patient when trying to reach the Department via telephone.
Roles and Responsibilities
The Medical HR Department is responsible for the co-ordination of the Junior Doctor’s rotation, and ultimately for ensuring that you are entered onto the Trust’s payroll system byclose-down in August. Entry onto payroll is completed with the support of our HR colleagues from Pay & Conditions and staff from Payroll Shared Services Centre.
NB:However it is your responsibility to ensure that all of your essential personal documentation is returned to us by the agreed deadline to enable this to happen.
- Medical HR - Payroll Processing
Trainees with confirmed posts by 30 June 2017 must fully complete all signing on processes by Friday 7 July 2017. Those papers submitted by 7July 2017 will be processed by 26 July 2017 and staff will be issued with staff numbers if available at the Open Days organised by the Postgraduate Education Centre on 26 July 2017.
Those trainees with confirmed posts from 01 July onwards must fully complete signing on processes by 14th July 2017. Papers submitted by 14th July will be processed by 31 July 2017 and staff will be issued with Staff numbers if available at the Open Day organised by the Postgraduate Education Centre on 31 July 2017.
The absolute deadline to ensure entry onto Augusts Payroll is Friday 14th July 2017. If you do not adhere to this deadline you may not be paid in August or issued with a staff number upon commencement. You will receive your first salary at the end of September.
It is in your interests to return all essential personal documentation by the above deadlines.
- PRE-EMPLOYMENT CHECKS
You are reminded that you cannot take up employment with the Belfast HSC Trust if you have not completed the necessary pre-employment/governance checks.
Pre-employments checks include Access NI, a Pre-Employment Health Assessment, confirmation of GMC/GDC Registration and Licence to Practise, and confirmation ofimmigration status and the right to work in the UK.
Please refer to;
for further instructions on Pre-Employment Health Assessments.
The Access NI check and the pre-employment health assessment are arranged by NIMDTA when you enter the training programme. If you are unsure about whether all pre-employment checks have been completed please contact NIMDTA’s HR Department where central records of trainee’s pre-employment checks are retained.
Please contact Medical HR immediately if you are concerned about whether you have been cleared to take up post.
- POST GRADUATE EDUCATION DEPARTMENT
The Post Graduate Education Department have a number of essential requirements which must be completed in advance of the commencement of your employment. Details are contained within the downloadable Junior Doctors Induction Booklet and BHSCT Mandatory Training Guidance August 2017. Please ensure that you follow the instructions provided on these documents.
Foundation Year 1 Mandatory Trust Induction Arrangements
TRUST INDUCTION ARRANGEMENTS BY SITE FOR ALL OTHER GRADES
- Royal Victoria Hospital
Date:Wednesday 2 August 2017
Time: 8.30am – 11.30 am (registration from 8.15 am)
Venue:The Education Centre, Elliott Dynes, RVH site
Contact:Ms Kate Moore - 028 90 632031
- Belfast City Hospital
Date:Wednesday 2 August 2017
Time: 8.30 am – 11.00 am (registration from 8.15 am)
Venue:The Lecture Theatre, Postgraduate Education Centre, BCH
Contact:Ms Kate Moore - 028 90 632031
- Mater Hospital
Date:Wednesday 2 August 2017
Time:8.30 am – 11.00 am (registration from 8.15 am)
Venue:Education Lecture Room, Mater Hospital
Contact:Ms Kate Moore - 028 90 632031
- Musgrave Park Hospital
Date:Wednesday 2 August 2017
Time:8.30 am – 12.30 pm (registration from 8.30am)
Venue:Trainees should attend BCH for the Trust Induction until 10:30am and then attend Lecture Room, Education Centre, McKinney House, MPH for a site induction (includes Paediatric CPR training)
Contact:Ms Kate Moore - 028 90 632031
- North & West Belfast sites
Your Induction will take place at the Mater Hospital as detailed above
- South and East Belfast sites
Your Induction will take place at the Mater Hospital as detailed above
Please ensure that you attend Induction at the site relevant to you. Full induction programmes will be e-mailed to you from the Postgraduate Education Centre.
- JUNIOR DOCTORS OPEN DAY
The Open Days are designed for junior doctors in training who are joining the Belfast Trust. The purpose of the Open Daysis to smooth the transition of these doctors in training into employment with the Trust, ensuring that access to various IT systems, ID and car-parking passes are set up in advance of their start date so that on day one of employment new doctors can concentrate on induction and ward activity and therefore not compromise patient safety. Medical HR are also in attendance for passport/ID checking.
The Open days are being held on Wednesday 26 July 2017 and Monday 31 July 2017 from 2pm – 8pm, please arrive no later than 7.45 pm.
Please note you can call in anytime during the slot as it will only take 40/45 minutes to get sorted.
The Education Centre will be forwarding further details on booking a slot over the coming weeks.
- LESS THAN FULLTIME TRAINING
Less Than Full Time Training (LTFTT) must be approved by NIMDTA, and once confirmed you will be required to agree your rota with your Educational Supervisor and the appropriate rota manager. However it is essential that you also gain agreement from your Associate Medical Director / Clinical Director regarding the hours that you wish to work in order to ensure that your requested working arrangements can be accommodated within both Service needs and available budget.
In addition in order to ensure that you are paid correctly you are asked to download from the Medical HR Webpage the Less Than Full Time Training Form. Please complete and return this to Medical HR as soon as possible.
Additional information outlining the method for calculating your pay band is set out in a document available from NHS Employers entitled “Equitable Pay for Flexible Medical Training”.
- ROTAS AND LEAVE
Rotas are managed and issued by the Medical Administration staff attached to your Department. You can look up who your Rota Manager is via the attached link Medical_Workforce_Staff_-_Rota_Managers.doc
You need to be aware of local arrangements for the approval of requested annual leave, in addition to the reporting of sickness absence and compliance with the Trust’s Attendance Management Policy.
- THE HSC e-LOCUM SERVICE
The HSC e-Locum Service is a regional system used by all Trusts in Northern Ireland for booking HSC internal locum cover.
If you are a doctor in training eligible to undertake locum work at the various levels ranging from Foundation Year 2 to ST3++ within any hospital specialtyand are interested in undertaking locum work at any of the Trusts across the HSC you are invited to register with the HSC e-Locum Service.
Registration with the HSC e-Locum Service is a straightforward process, and once details have been verified registered doctors will be able to access available locum opportunities across all HSCNI Trusts depending on experience, skills and preferred locations.
Eligible doctors are encouraged to register without delay to avoid missing out on locum opportunities. To register please go to
Please note that the HSC e-Locum Service is used by all Trusts within the HSCNI and will be the first port of call when filling locum shifts.
- CONTRACTS OF EMPLOYMENT
Medical HR will issue a contract of employment usually within 8 weeks of the commencement of your employment. Please ensure that you read this document carefully before signing a returning a copy to Medical HR Department. Contract Appendices are also available to download from the BHSCT website, via the Essential Information for Junior Doctors in Training link.
The BHSCT Intranet site “The Hub” will provide access to other Trust HR Policies. Please ensure that you familiarise yourself with this site at your earliest opportunity upon commencement of employment.
- JUNIOR DOCTOR PAY-SCALES
The Department of Health (DHSSPSNI) Circular HSC (TC8) 2/2016 provides confirmation of salary scales applied within Northern Ireland.
Circular HSC (TC8) 2/2016 is available to download from the Medical HR section of the website.
- Changes in Personal Circumstances
Any changes to your personal circumstances and the information held on your HR record (for example, your address, telephone number, marital status etc) must be completed via Employee Self Service (ESS). Your Directorate Medical Admin team will issue your HRPTS Username and password after commencement.
- CONTACT WITH THE BSO PAYROLL SHARED SERVICES CENTRE
Payroll
Payroll is administered by BSO Payroll Shared Services Centre. Should you need to discuss your salary please contact Payroll SSC at (028) 9536 2190 or email
Your first pay-slip will posted to your home address and thereafter available on HRPTS. These automated payslips can be viewed / printed / saved for reference purposes from your HRPTS account.
To assist you when communicating with the Payroll Shared Services Centre you should always quote:
- your full staff number
- the nature of your query
- your full contact details for Payroll SSC response
IMPORTANT ADVICE FROM PAYROLL SHARED SERVICES CENTRE
When completing your new start forms please consider carefully the following advice:
Payroll have reported problems arising from inaccuracies on new start forms. In particular they wish to highlight the following concerns:
- If you do not have a P45 you must complete a P46. You must ensure that you complete the correct section relevant to your circumstances on commencing employment with the Belfast HSC Trust, i.e., Part A, B or C. Failure to complete this accurately will lead to problems with tax deductions and you may be over-taxed.
- Bank Account numbers have 8 digits. If you are unsure about your Bank Account Number please contact your bank for verification.
Please be advised that photographs of new start forms will not be accepted
- THE ISSUE OF STAFF NUMBERS
Staff numbers can only be issued electronically at the point of entry onto the Trust’s payroll system. It is therefore essential that you return your fully completed new start papers by the deadlines outlined on page 3 of this guidance document.
Once staff numbers have been electronically generated a list detailing names and staff numbers will be compiled by Medical HR. For those new starts who have complied with these deadlines we hope to issue your staff number at the Open Days organised by the Postgraduate Education Centre, to take place 26 and 31 July 2017.
For those new starts unable to attend the Open Days please note that a list of staff numbers will be forwarded to the Medical Administration staff within each Directorate. If this applies to you then you are asked to contact your Directorate’s Medical Administration staff, and not Medical HR.
The absolute deadline to ensure that you will be paid in August is Friday 14th July 2017.
- THE ISSUE OF STAFF ID BADGES
Each site operates a similar policy for the issue of ID badges and information is provided below advising of arrangements at each site. However, it is important to liaise with the Administrative staff within your own Department as it is possible that your Department may have block booked appointments on behalf of their new doctors.
In addition, the Postgraduate Education Centre have organised Open Days, taking place on 26 and 31 July 2017 at which it is hoped that some ID passes (for RGH and Mater staff) may be issued. Please refer to information regarding the Open Days on page 6 of this document. Further information regarding the Open Dayswill be communicated to you by Postgraduate Education staff in due course.
Alternative arrangements for the issue of ID Passes are detailed as follows:
Royal Group of Hospitals
Badges are issued by the Patient, Client and Support Services (PCSS) Department which is located in the Elliott Dynes Unit, telephone 9063 4242.
RGH PCSS staff will be participating in the Open Days. For those unable to attend the Open Days please note that some Departments have block booked appointments so please liaise with your Department as soon as possible to find out on which day you are to attend.
Belfast City Hospital
BCH PCSS staff will not be participating in the Open Days. A facility has been set up in the office of the Donegall Road Multi-Storey Car Park for the issue of ID Badges. This will be open as follows;
Wednesday 2nd August 2017 10.00 am - 12.00 noon and from 1.00pm – 4.00pm
Thursday 3rdAugust 2017 10.00 am - 1.00 pm
Please note that no one is available to provide ID Badges outside of the above time slots.
It may be possible to receive your Car-parking pass at this time. Car-parking at the BCH site can be paid up-front at a cost of £39.00 for 6 months, or £78.00 for 12 months.
The Mater Hospital / North & West Belfast / Muckamore Abbey Hospital Sites
Mater PCSS staff will be participating in the Open Days. For those unable to attend the Open Days in order to authorise the issue of ID badges you are required to complete an ID Badge Request Form (available from your Induction pack).
Photographs for ID Badges will be taken between 8.30am and 9.00am on Wednesday 2August2017, in the PCSS DEPT, Fairview 1, Mater Hospital. Passes will be ready for collection that same day.
If you are unable to attend during this slot please contact
and she will try to accommodate an alternative arrangement.
Green Park and South & East Belfast sites
Green Park and South & East Belfast PCSS staff will not be participating in the Open Days. ID Badges are issued via appointment only. Please telephone (028) 90638744 to make an appointment to attend the security lodge which is based on the main entrance road of Musgrave Park Hospital. Staff must complete an ID Request Form. This form can be requested from Thomas Nelson, ,or Mark Grogan, . You must ensure that this form is signed by an authorised manager.
- THE ISSUE OF CAR PARKING PASSES
Car-parking passes are required for the Royal Group of Hospitals, Belfast City Hospital and Mater Hospital sites.
It is essential that you have your staff number in order to obtain a car parking pass so that the necessary car-parking payments can be deducted from your monthly salary.
In order to facilitate the issue of your staff number please ensure that your new start documentation is returned to Medical HR by the deadlines set in page 2 of this document. If you are unable to meet this deadline we cannot guarantee that your staff number will be available on commencement.
The Royal Group of Hospitals
Staff car-parking at the Royal Group of Hospitals site is managed Via the Trust’s Estates Department.
This staff car-park is located at the Broadway Towers, opposite the Broadway Road entrance. Access to the car park is via your RGH Staff ID pass and these are normally activated within 48 hours following the submission of your fully completed application form. However, as this is a busy time of year you are asked to note that processing times may vary. For further information on the availability of Trust managed car-parking services within the RGH site, or if you wish to apply for access to The Trust car-park, please contact Stephen Whelan, Estates Department, Musgrave Park Hospital via email
Belfast City Hospital
Car-parking passes may be issued at the same time as your ID Badge. Please refer to the section in this Guidance Document on the Issue of ID Badges for further information. Car-parking at the BCH site can now be paid up-front at a cost of £39.00 for 6 months, or £78.00 for 12 months. Alternatively you may set up a monthly deduction from your salarybut only if you have your staff number.
It is in your interests to try and attend to both issues during this one visit but if you are unable to obtain your car-parking pass at this time please make alternative arrangements by contacting (028) 9504 3434.
Please note that if you park your car in one of the visitors’ car parks you will have to pay the visitors rate!
The Mater Hospital
You will be required to complete a Car Parking Authorisation Form (available from your Induction Pack).
Car-parking passes may be issued at the same time as your ID Badge but only if you have your staff number. You will be required to pay a deposit of £20.00 which is refundable when the pass is returned.
If you are unable to attend at this time please contact and she will try to accommodate an alternative arrangement.
- ACCESS TO HSCNI.NET E-MAIL ACCOUNTS IT SYSTEMS
New hscni.net e-mail accounts, and access to site or specialty specific IT systems will be established by the relevant System Administrators.