September Edition
Portal Pointers Tips and Hints for the Workplace Portal Perspectives... Jan Hart “Never before had I entered a business that made me feel so welcome”
Welcome to the
September Newsletter
2
Letter from the Editor
3
Portal News, Pointers & Updates
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16
2
Dates for your Diary
5
Departmental Updates
6
Digital Strategy
10
Hints and Tips
Your Wellness 14
Sportal Leaderboard
15
The Wellbeing App
Team News 19
Portal Perspectives
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Quick-Fire Questions
23
Team in the Spotlight
24 Quote of the Issue
Letter from this issues
Editor
Another contract and academic year has drawn to a close and as we enter our next contract year and look ahead to what 2021/2022 may bring to us. The Portolian family remains strong and equipped to run with the new working normal. In this edition we look at key areas that support you in the workplace, from wellbeing support to handy hints, tips and updates to better supporting working practices. We’ll also look at what is going on where
within Portal. If you have any updates, good news or information in relation to your department and would like to shout about it then please let Laura Atkinson know for future features. Enjoy the read!
Dates for your Diary
Upcoming dates/events to be aware of:
Stress Awareness Week: 1st – 5th November 2021 International Stress Awareness Week has developed into a major annual event focusing on stress management and campaigning against the stigma associated with stress and mental health issues. Subjects debated will include: • • • •
Mental Health Experiences Employer’s response to supporting Mental Health in the workplace What further actions are needed in the workplace Signposting to support and advice
Get involved on social media by using or following the hashtags: #InternationalStressAwarenessWeek #StressAwarenessWeek #NationalStressAwarenessDay #StressSummit2021 Christmas Party: 3rd December 2021 This year’s celebration will be held at Cardiff Parc Plaza. Drinks reception from 7.00pm and dinner served at 8.00pm. Please RSVP to sarah.heenan@portaltraining.co.uk by 30th September 2021. Learning & Development Day: 3rd December 2021 Detail to follow. 2021 Christmas shutdown dates: 17th December 2021 – (Tuesday) 4th January 2022: A period of time to fully switch off and unwind as the building will remain closed for this duration.
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Portal News, Pointers & Updates Lets take a look at what’s happened, hints and tips and what’s happening at Planet Portal...
Departmental News
People & Development
32/35 people took a minimum of 2 days consecutive annual leave in August
As a popular time in the year and with the likelihood of this recurring, Portal is proposing a shutdown period within the last working week of August on a permanent basis, as of 2022. Similar to the shutdown period over December, this will provide the opportunity for the whole company to fully switch off from the work environment, put down those laptops and phones and relax. No one will lose out on or have any reduction to their annual leave entitlement. This will mean the ‘free choice’ of taking annual leave will reduce from 25 to 20 (for a fulltime member of staff- this is pro-rata for part time staff). If you have any queries, concerns or suggestions regarding this, please contact Sarah Heenan (via any method) no later than October 31st 2021.
Delivery Within the ACT 20/21 contract, Portal achieved 83% attainment. This was a 15% increase on the previous year of 68% During 2019/2020 attainment was 68% and in 2020/2021 was 83% Portal achieved 97% attainment from ALS contract. An 11% increase from last years 86%
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Marketing Marketing has been working on a new approach to social media, focussing more on Twitter and Facebook, in order to better tailor our content and reach the right people. Going forward our “Month of Tweets” will include FAQs, top tips (Portal Pointers), behind the scenes photos, Third party content (articles and blogs), statistics, polls, questions, shout outs, positive brand news and more. If you can contribute to our content in any way at all it will be amazingly helpful. This could be in the form of interesting articles you have come across, photos you’d like us to share, learners/businesses you would like to shout out, questions you’d like asked, tips you’d like to share or anything else you can think of. Please send it to: laura.atkinson@portaltraining.co.uk
Quality Self-evaluation Report and Quality Development Plan 2020/2021 self-evaluation report has been completed and notes some great progress and achievements on last year. Data evidence and learner feedback provided a rich evidence base on which to judge our performance and the outcomes this year are really good. You can expect a full report outlining the details in due course.
Digital Strategy You may remember that back in March Jan and I set up a working group for Portal’s Digital Vision. One driver for this was the Welsh Government’s Digital 2030 Vision, but there were others too that identified to us that we need specific focus on digital use/approach across the business so that we continue to move forward with structure and purpose. Since March, the group (Jo, Jan, Elfed, Fran, Gwawr, Laura, Sarah H, and Rhianydd) have been meeting regularly to identify a way forward, which you all should also have recently been able to contribute to in terms of your feedback on the digital strands. All the feedback has been used and analysed, so thank you all for your comments. What we have been able to establish so far is what is important for Portal, what we do well, and also the areas where we can continue to improve. The vision and action plan is in the final stages of development and will be shared when ready. Jo Norton - Quality Manager
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Get involved! Early next year Portal will be looking to implement a ‘Review Panel’ who’s remit will be to consider the effectiveness of any new policy/process introduced. This is a fantastic opportunity for involvement and collaborative working across departments and levels. Full terms of reference will be circulated with an invitation to join.
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General News General Tip: IRIS If you want to check who is off, there’s a handy ‘Who’s off today’ tab within the IRIS home page which will show all employees who are absent that day and for the duration of their absence.
General News: Portal’s learner Natalie Morgan is a finalist in the Chwarae Teg Womenspire Awards 2021. Keep an eye on your pings on the WhatsApp group on the 30th of September as we will update you on her progress. Scan the QR code to read more:
Lets celebrate... We have been short listed for “The Small Business Award” category within The Investors In People awards 2021 and will be attending a virtual event on the 23rd of November, lets keep our fingers (and toes) crossed.
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Good to Know... Handy Helpers 1 One for OneFile “When completing/editing an assessment on OneFile, right click on the link and open the assessment in a new tab. You can then complete the assessment and close the tab. You can then go back to your original tab and pick up where you left off, without going back to the home page”
2 ILM units ILM – VRQ and NVQ unit codes will indicate what level the unit is by the first number in the code. For example: 503 – Developing Critical Thinking is a level 5 unit, hence the first number on the code being 5 417 – Managing and Implementing Change is a level 4 (i.e. 417) 709 – LDQS is a level 7 etc. This may be useful when checking the rules of combination for a learner, especially when checking if they have enough credits at a certain level.
3 ESW If you are invigilating a controlled task remotely, do not book visits on the same day as you need to be accessible for the learners that you are supervising.
4 Wales and Welsh Culture During the September/October reviews with learners, Assessors could take the opportunity to ask learners if they had a ‘staycation’ at all during the summer and if so was it in Wales? Did they visit any areas of Welsh heritage and culture. This sort of thing could be useful to document on a review to cover the Welsh dimension this month/next month.
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Hints and Tips Stay Visible When You’re Working Remotely (Source: Harvard Business School) How can you stay visible while some of your colleagues are in the office? Here are four ways to ensure that you’re viewed as an equally valued contributor: 1. Make sure you’re meeting or even exceeding deadlines. While the pandemic may have decreased stigma about working from home, some leaders who return to the office may revert back to old stereotypes about remote workers “slacking off.” So communicate early and often to create a perception of rock solid reliability. 2. Maintain social connections. You won’t be able to build relationships through informal hallway conversation or a spontaneous lunch break. Try inviting colleagues to one-on-one video chats or hosting a virtual networking event. 3. Make yourself physically visible. This means keeping your camera on whenever possible. 4. Ensure you’re easy to work with. Have explicit conversations with your colleagues about communication preferences. Do they find phone calls to be the most efficient way to connect? Or do they prefer email? Slack? Make sure you understand how — and when — they expect to be able to reach you.
Give Your Self-Confidence a Boost (Source: Harvard Business School) Do you have a hard time voicing your thoughts at work, even — especially — when you want to? You’re not alone. The important thing to remember is that your lack of confidence isn’t an inherent flaw. Confidence can be learned and practiced. Here are a couple of steps to help you get started.
Step 1 Connect with yourself. Take the time to understand who you are, where your motivations lie, and what makes you unique, because there’s literally no one else who will share your particular point of view. You have something important to share, no matter how obvious or uninspiring it may seem to you.
Step 2 Focus on building confident behaviors (such as speaking up in a meeting or asserting yourself when someone interrupts you). Don’t worry if that doesn’t happen overnight; any mindset shift is going to take time. So, start small and be deliberate about each effort. Don’t expect change to happen overnight. Confidence is a muscle!
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Your Wellness To support your wellbeing we take a look at what’s available at Portal and who’s been getting physical!
Portal Social and WellbeingGroup We are currently exploring the idea of setting up a Social and Wellbeing Group to include physical and social activities. If this is something you would like to get involved with please let us know by scaning the QR code below. Pictured: Sarah captured unwittingly during her daily morning jog (she didn’t want to show off)
Your free telephone services
Your policy gives you access to the following range of valuable telephone services. The services are available 24 hours a day, 365 days a year. To use any of the services, simply telephone 0800 107 6585, quote scheme number 72740 and advise the service that you require.
Our counsellors
Legal information
Our counselling team is made up of both male and female counsellors from a range of ethnic, cultural and disciplinary backgrounds. Our counsellors work within the BACP's ethical framework for good practice in counselling and psychotherapy, also undergoing regular clinical supervision and training.
For any issues that cause anxiety or distress including debt management, accountancy, lawsuits, consumer disputes, property or neighbour legalities.
Bereavement Assistance Health
Assured
offers
qualified
and
experienced
Our legal advisors
counsellors who can help with grief and related stress
The legal services team receive regular training and professional development to ensure consistent quality whilst abiding by the professional code of conduct. They offer information and guidance on a whole range of topics including private legal concerns.
Medical information
Health and wellbeing Sometimes just talking through a problem can help to reduce its impact. The telephone counselling service is available 24 hours a day, 365 days a year to provide support to you on a range of personal and workrelated issues and problems such as: • Emotional problems • Work-related issues • Family and relationship problems • Substance and alcohol misuse • Financial problems • Health issues
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plus a team of legal advisors to help with legal issues.
Qualified nurses are on hand to offer advice on a range of medical or health related issues. They can’t diagnose but can offer a sympathetic ear and practical information and advice.
Sportal Leaderboard
First up is the Portal Daily Step Challenge! Submit your highest daily step counts to appear on our leader board in the next edition of the Portal Press. Whether you are stepping up and down the stairs, strolling around your streets or climbing Pen Y Fan. Position
Portolian
Daily Steps
1
Andrea Matthews
48,483
2
Pauline Jones
38,569
3
Gwenno Jones
31,766
4
Rhianydd James
26,851
5
Laura Atkinson
12,246
For those who enjoy a slightly faster pace, we have two Portal Running Challenges: Fastest Mile, and Most Miles Run. Use the hashtag #portalrunningchallenge in your posts so we can share motivation and use your pictures in our next newsletter. Position
Portolian
Time
1
Gwenno Jones
7 minutes, 41 seconds
2
Andrea Matthews
9 minutes, 11 seconds
Position
Portolian
Distance
1
Andrea Matthews
10 miles
Email your submissions to laura.atkinson@portaltraining.co.uk to be featured.
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Introducing... The Wellbeing App The new HA App is an exciting and supportive experience which is available to you via Portal’s Healthcare initiative and has been pushed to your work phone. To sign up use code: MHA169154 We’ve trialled and tested the app. Here’s what we think:
There’s access to 4-week plans covering a range of topics including healthy eating, quitting smoking and coping with change, as well as access to 24/7 support where you can easily connect with counsellors and advisors via email, video call, live chat or phone if you are in need of support.
It’s super easy to use and features a user-friendly dashboard where you can
navigate all the different functions. The personalised Daily Feed is based on the interests you select during the sign-up process.
You can also take part in mini health checks, tracking a number of key areas of wellbeing including sleep, alcohol and mental health. You can also use the Search tool (the magnifying glass symbol on the dashboard) to browse all of the apps amazing content, including videos, podcasts, Covid support and more. The My HA App has thought of everything when it comes to supporting, improving, and maintaining your wellbeing, both in and out of work, and we hope you will find it useful.
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Team News From who’s doing what to meeting your new work buddies.
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Portal Perspectives...
Jan Hart Director of Quality
W
hen I picked up my O Level results (yes O Levels I am that old) my head teacher told me if you do not intend to come back to do your A Levels, join the bank, and as I had no idea what I wanted to do with my life at the tender age of 16, that is exactly what I did. My working life started in Barclays Bank in a small market town called St Clears, before moving to a zooped up bigger version in Carmarthen, where I became a Personal Banker.
Never before had I entered a business that made me feel so welcome I married Jase in 1992 who was in the Army and there started my travels around the country which included: Lincolnshire – 3 different occasions, Wiltshire, Germany, London and finally back to Wales in 2006. Our eldest son was born in 1996 with a brother coming along in 1997 making our family complete, that is until we also got 2 cats and a dog. The skills that I became an expert in during this time were packing and unpacking boxes (oh the joys), meeting new people, starting new jobs and settling our sons into new schools, the latter being the hardest of all to master. During our time in Germany, I was introduced to Reiki and Reflexology which blew my mind and have since trained in both. It was also at this period I trained as an Assessor whilst working for Service Schools Education. My career then meanders between working as an assessor, running a
day nursery in Germany, running a Foundation Phase setting in London and then back to assessing, quality assurance and delivering Management courses. The latter led me to my first meeting with Gwawr, one which I will never forget. Never before had I entered a business that made me feel so welcome, there was a massive hug something I definitely wasn’t used to and soon found out that we came from roughly the same area. It was also Gwawr who cajoled me into speaking Welsh in work. I had been away from Wales for many years and had lost my confidence speaking Welsh within a formal working environment, even though I would fall into it naturally when speaking with my family. I feel truly fortunate to be part of Portal. Having moved around a lot and worked in very different types of organisations, I cannot stress enough how much I appreciate the Portal family; please excuse me for sounding cheesy. I truly value the working relationships and friendships that I have been fortunate enough to develop with colleagues both old and new over the years, there have been many laughs along the way and also a few tears here and there. Well, there you have it a whistle stop tour of my life, not exactly a film in the making but one that has made me very happy, and I feel is worth celebrating. I consider myself to be very fortunate and thank my lucky stars every day .
😊
That’s all folks. x
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Team In the Spotlight We’re shining the spotlight on our amazing Compliance Team, who work hard to ensure we are just that, compliant! The Compliance Team is made up of 4 members, Dania Edwards (Conformance Manager), Samantha Thole & Danielle Hall (Data Administrators) and Matt Day (Compliance Administrator Apprentice). Dania, who joined Portal in 2021, explains that compliance in a nutshell is ensuring the rules set by the Welsh Government & WEFO to gain funding for delivery of qualifications are met. Dania says that being a Compliance Manager probably doesn’t appeal to everyone but enjoys the diversity of her work. “My job is to read and dissect the rules and put all the information into processes for the business. These then need to be disseminated to ensure everyone understands the requirements they have to fulfil on a daily basis, to work effectively and follow the rules of compliance” “The team also create the forms which we use throughout the learner’s programme, such as reviews, ILP’s and any other forms we use to update the learner record. This evidence is then audited by WG, WEFO and our lead provider (ACT) when requested.” Dania added: “Unfortunately it doesn’t stop there as the Welsh Government are prone to sending out updates for different eligibility criteria and rules so we have to sometimes make changes to processes and documents, within a very short space of time. “So, it keeps us all on our toes!”
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“We really need to get compliance right to protect the business and hopefully become risk free with regards to audit.” The role of Compliance Administrator is extremely important as they ensure all documentation submitted is completed fully and is compliant following the WG rules. The team ensure the data is input correctly onto the system as this could be detrimental to the business if not, as the data is sent to the WG which determines funding payments. Sam, Danielle, and Matt also ensure processes are followed for registration and certification as well as ensuring all reports are accurate and up to date for an assessor’s caseload. Danielle, who has worked at Portal for over 6 years said: “My role requires me to input paperwork and provide support to the team. I also register learners and claim their certificates once they have completed the qualification. I enjoy working as a team and helping others.” Sam, who has been at Portal for nearly 3 years added: “The best part of my job is claiming achievement certificates, knowing that candidates have achieved their qualification with Portal is rewarding. I also like the team aspect of the job” Sam also undertakes spot check audits on compliance for our sub-contractors contracts and updating the learners e-portfolios when necessary.
Staff Updates
Quickfire Questions With
Phil O’Brien
From the Bussiness Development Team
Do you have any bad habits? I have a lot of bad habits, including being very clumsy and forgetful. The most annoying thing I do though is that I am a very loud eater apparently (according to my fiancée and stepdaughter )
😊
If you could be anyone else for a day, who would it be? I love my sport especially football and golf so it would have to be either Rory McIlroy or Jurgen Klopp as I am huge Liverpool fan and he is a legend, and to be Rory for a day it would be good to see what it is like to be able to play golf properly for once. What’s your favourite book, film or podcast and why? I have all of the usual candidates for films for someone of my age like Star Wars (all except the Phantom Menace), Indiana Jones, Gladiator. My absolute favourite is ‘It’s a Wonderful Life’ which really reminds me of growing up, my grandmother and Christmas. And weirdly it is also my Fiancée’s favourite film!
Fun Facts Jane Candy – Learner Recruitment Administrator When I was 13 my ballet teacher put me forward for a scholarship with The Royal Ballet at White Lodge, Richmond. After several very gruelling auditions I was accepted. I was totally shocked but knew I would never be passionate enough about dance, or have the huge amount of dedication that is required to become a Ballerina. I plucked up the courage to decline. So in another life it could have been me on Strictly not Darcey Bussell .
😊
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Staff Updates WBL Team Leaders Jonny and Elfed have been appointed to these roles. Llongyfarchiadau cynnes i’r ddau ohonoch. Lead IQA Kim Ford has been appointed as our new Lead IQA and will be joining the Quality team as of 4th of October. Kim is currently working at ACT so some of you will recognise her face. IQA Congratulations to both Rhianydd and Cate who will be assisting the IQA team over the coming year within a job share capacity alongside their assessor roles. Llongyfarchiadau i’r ddau ohonoch. Quality Gwenno Jones’s focus expands to the development and delivery of commercial courses. Amseroedd cyffrous. Conformance & Compliance A huge congratulations to Danielle Hall who will be embarking on a university course in Psychology later in September. Although Danielle is changing direction, she remains working with us for 2 days per week. We are wishing you the best of luck. New Starters New Leadership and Management Assessors Deborah Lander and Nick Aiston have joined the Portal family.
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ck to you u l d a
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Quote of the Issue
Coming together is a beginning. Keeping together is progress. Working together is success.