Welcome to Trinity!
Royal Trinity Hospice is the oldest hospice in the UK, founded in 1891, and has been an innovator and a leader in the hospice sector ever since. Trinity exists to support local people at the end of their lives to live with as much comfort, dignity and independence as possible, and to have a good death.
You are joining a team of dedicated people who are passionate about delivering the best possible care and outcomes for our patients and clients. Our values are important to us, and we have expected behaviours of each other to make sure that you, and others, see these values in action every day at work.
I am proud of the service we provide for our local community. Every single person within the organisation contributes to Trinity’s success. We recognise how important you are to this success and commit to supporting you and creating an environment where you are inspired and can achieve excellence.
Wishing you a happy and fulfilling working life at Trinity!
Emily Carter Chief Executive Officer
The purpose of the Royal Trinity Hospice Staff Handbook is to introduce you to the hospice and share useful information that you will need to know.
During your employment, you should familiarise yourself with the organisation’s policies and procedures which you can find on Jarvis. Jarvis is the name of the Royal Trinity Hospice intranet. You will be set up on Jarvis when you join us, and you can find it via the Favourites folder in your internet browser when you are logged into your Trinity account. You do not need a separate password to login. Jarvis holds all of Trinity’s
and practice guidelines and is very regularly updated, so it is the best place to look when you need that kind of information.
We hope that you find this a useful guide throughout your employment. Should you require any further information, please don’t hesitate to contact your line manager or the Human
&
Development team.
Board and Governance
Board of Trustees
Committee
Committee
Governance Committee
Committee
Trinity’s Board of Trustees have ultimate responsibility for the governance and leadership of the hospice. They are responsible for strategic decisions and for monitoring the organisation’s performance and compliance - both with our own Articles of Association and with applicable laws and regulations.
The Board works closely with the Chief Executive Officer and Executive team to set our strategy and monitor performance and risk management. They work through three Board committees and the board of our retail subsidiary.
Royal Trinity Hospice Trustees
Royal Trinity Hospice Executive team
Hospice Executive Group
Senior Leadership team structure
Your Executive team
Chief Executive Officer
Director of Finance & Resources
Director of Fundraising
Director of Nursing & Quality
Director of Patient Services
Director of People
Director of Retail
Medical Director
Chief Executive - Is the leader and public face of Royal Trinity Hospice. The CEO holds the highest position of authority within the organisation but is held to account by the Board of Trustees.
Director of Finance & Resources - Oversees management of all finances including the budgeting and forecasting, audit and management of cash and investments. Also responsible for Facilities and Technology & Digital to ensure the hospice can operate safely and securely 24/7. Also acts as the Senior Information Risk Officer.
Director of Fundraising - Leads the Fundraising team in its objective of raising the vital funds the hospice needs each year to deliver our services free of charge by developing and implementing fundraising strategies and events that raise the profile of the hospice.
Director of Nursing and Quality - The designated director for infection prevention control in the hospice. Provides professional leadership for the nursing workforce and oversees education, training, clinical integrity, research, auditing and quality. Is also the registered manager for CQC purposes.
Director of Patient Services – Is responsible for the safe and responsive daily operation of palliative and end of life care services for patients and families and for improving access to our services for all the diverse communities we serve.
Director of People – Responsible for ensuring the smooth operational running of the Human Resources, Organisational Development and Reception functions and works with other executive directors to deliver the organisation’s strategic objectives, through our People Plan.
Director of Retail – Responsible for designing and delivering the retail strategy to ensure the store teams can drive sales, deliver a positive instore customer and donor experience and run the day-to-day operation. Ultimately accountable for delivering a budgeted financial contribution to support the work of the hospice.
Medical Director – Has overall responsibility for the Medical team, supervising and supporting junior team members alongside consultants. Chairs the Quality Committee, leads the Patient Safety Incident Response Framework and serves as the Caldicott Guardian and lead Freedom to Speak up Guardian.
Your Senior Leadership team
Associate Director of Communications & Engagement –Contributes to growing Trinity’s reach in the community by building a reputable brand that encourages loyalty and positions Trinity as the local charity of choice.
Deputy Retail Director - Responsible for our retail shops and staff and volunteers who work in them, including the day to day running of the shops and shaping our longterm retail strategy.
Head of Clinical Hub – Responsible for the implementation of the hospice’s strategy and leadership across the clinical hub service including the First Contact team, Care Coordination team, and Royal Trinity Carers. Ensures high quality, safe, and expert care and support is delivered day to day by the different teams working closely with the Community Nursing and Rapid Response teams.
Head of Facilities – Responsible for overseeing the operations of our maintenance, portering, kitchen, garden and housekeeping teams. Responsibilities include ensuring the efficient functioning of hospice equipment, transport and plant systems, oversight of the maintenance and of the estate and managing risks to ensure the health and safety of all personnel.
Head of Finance – Collaborates with the Director of Finance and Resources to meet strategic financial objectives and report to the Finance and Resources Committee and Board of Trustees. Oversees the finance team, ensuring daily operations align with budget goals, and works with budget managers and senior leaders on budgeting, forecasting, and annual audits.
Head of Fundraising - Helps lead the Fundraising team in its objective each year by supporting the development and implementation of fundraising strategies and events that raise the profile of the hospice and the vital funds needed to deliver our care.
Head of Human Resources – Leads the HR Operations team delivering a wide range of administrative and operational activities, from recruitment, onboarding, employee relations case management, advice, support and training to managers on HR policies and procedures.
Head of Improvement - Works closely with the other members of the Quality team, focusing on ensuring that the hospice is compliant with Care Quality Commission regulations. Leads on collecting feedback about our services from patients and carers, developing quality improvement projects and co-chairing the clinical effectiveness committee and is also the Deputy Controlled Drugs Accountable Officer.
Head of IPU - Responsible for overseeing Trinity’s inpatient services in the 26 bed unit. Ensures the highest standard of holistic care and works collaboratively and
creatively with all team members to ensure our patients’ and families’ experience is the best we can make it. Is also the Controlled Drugs Accountable Officer.
Head of Merchandise and Sustainability - Oversees our retail stock and retail creative/visual strategies, and leads on our sustainability strategies within both retail and the hospice.
Head of Organisational Development – Leads the Organisational Development team who are responsible for designing and implementing strategies for employee engagement, communication, and talent development. Their role is to make Trinity a better place to work while enhancing the organisation’s overall effectiveness.
Head of Patient and Family Support (PAFS) - Oversees six key areas of Patient and Family Support: Art Therapy, Bereavement Service, Counselling Service, Social Work, Spiritual Care & Chaplaincy, and Welfare & Benefits. The PAFS team provides comprehensive support to patients, carers, and their families across all settings. The Head of PAFS is also the Safeguarding lead for the organisation.
Head of Quality and Education – Responsible for policy management and supports the Director of Nursing & Quality with governance, infection control and risk management. They are Trinity’s patient safety specialist and manage concerns and complaints as well as education, research, and student placements/ apprenticeships.
Head of Specialist Community Nursing - Responsible for the implementation of the hospice’s strategy across community services, and ensuring that high quality, safe and expert care, and support is delivered day to day by the Community Locality teams, the Dementia team and the Rapid Response team.
Head of Technology and Digital – Responsible for all IT systems. This includes protecting against cyber threats and adapting to business needs. Additionally, they serve as the Data Protection Officer and Information Governance Lead, ensuring regulatory and legal data compliance.
Head of Therapies – Leads the Therapies team, a specialist team which works closely with the interdisciplinary team to provide holistic care and supports patients across all settings.
Palliative Medicine Consultant – Has a shared responsibility for patient care in the inpatient unit and community, being an educational supervisor for trainees, acting as the deputy Caldicott Guardian and sitting on several of the committees that facilitate the work of Trinity.
Vision
Our vision at Trinity is “to be the local hospice of choice for all those who need us and an example of excellence in end of life care”.
Mission
To provide expert and compassionate end of life care, support, information and advice to patients and those close to them.
To provide education and information, working collaboratively with all health and social care providers, to ensure as many people as possible benefit from our expertise.
To improve communities’ relationship with death and dying, allowing them to live every moment.
To challenge and overcome barriers to equity, diversity and inclusion in our services.
To be true to our values and a good employer.
Trinity’s values based behaviours
Our behaviours
Meet FREDIE
Fairness, Respect, Equality, Diversity, Inclusion and Engagement (FREDIE) are at the heart of everything we do: as a care provider, an employer and a place to volunteer
We are proud to celebrate the unique things that make our diverse community of patients, colleagues and volunteers who they are.
These principles are rooted in our charity’s mission which includes how we aim to challenge and overcome barriers to equality, diversity and inclusion in our services, and be true to our values and a good employer.
It is your job to ensure that you are aware of, and are living and breathing the FREDIE principles. Throughout the year you will see events, campaigns and celebrations that bring our commitment to FREDIE to life. If you would like to join the FREDIE Steering Group then please do get in touch with the Director of People.
Our Strategy
Beyond 130: Our plan to reach the people who need us
Please take a look at our strategy on Jarvis.
Our five year goal
“to expand our reach to all of the people in our community who would benefit from our services, through an inclusive and collaborative approach to delivery whilst maintaining outstanding quality and financial balance.”
Our five year objectives
1. To invest in expanding our services, workforce and facilities.
2. To strengthen our collaboration with partners, utilising innovative pathways.
3. To extend our reach across all of our diverse communities – particularly those who traditionally do not access palliative and end of life services.
4. To make best use of our existing workforce model and facilities, utilising digital and virtual working.
5. To ensure fundraising, retail operations and NHS income matches growth in activity and associated operational costs.
Our history
We were founded thanks to the generosity and foresight of the Hoare banking family, which makes us the oldest hospice in the UK. Take a look here at a snapshot of some of the key moments throughout our 130+ year history or watch our short video summary here
Our gardens
The gardens are accessible to you as a member of staff, whether that be for lunch or even a walking meeting, be sure to make the most of them!
Trinity’s income
We are a charity and receive around 25% of the costs to run the hospice every year from the NHS. The rest we raise through our charity shops and fundraising.
Patient services
Trinity provides expert, compassionate specialist palliative and end of life care to around 2,400 people in central and south west London every year.
We care for adults with progressive, life limiting illnesses, helping them to make the very best of every moment they have left. We strive to enable people to have a good death and we support those who are left behind when someone dies.
We support patients and their loved ones with their physical, emotional, spiritual and practical needs, wherever they are. We provide nursing and medical care, emotional and practical support, welfare advice, occupational and physiotherapy, complementary therapies, dietetics, spiritual care, counselling, art therapy, psychiatry and bereavement support to those who have been affected by the death of someone under our care.
We care for people in our community and through inpatient and outpatient services in modern, welcoming facilities at our base in Clapham. Most of our care happens outside the hospice building, in our patients’ own homes, care homes, nursing homes, homeless hostels and prisons.
We share our specialist skills through education and support for other care providers, such as GPs, district nurses, hospitals and care homes, so that more people in our community have a better experience of care at the end of their lives. We work to ensure that key healthcare stakeholders are aware of our care and how it can benefit their patients at an early stage.
All our care and services are free to patients and their loved ones. We are commissioned by the local NHS organisations to deliver services on behalf of the NHS, which equates to about a quarter of the funding we need to deliver our care each year.
Fundraising
Trinity’s Fundraising team is responsible for raising around £5m every year. The team raises funds across 11 different income lines such as events, many of which take part at the hospice, engaging with the community and local businesses, and securing grants from trusts and foundations. The team also works closely with patients’ friends and family who want to support the hospice in recognition of the care their loved one received.
Join our Trinity cheer points to cheer on our supporters taking on challenges like the London Marathon.
Help us connect with your local community groups, such as your local pubs and schools.
Ask your family and friends to nominate Trinity to be their employers’ charity of the year or corporate giving.
Stories about our staff and patients help us engage with our audiences and raise vital funds. Speak to us about possible Trinity stories, for example, patients who have received ‘above and beyond’ care and support from you, no matter your role, who may be willing to share their experience.
Volunteer at Trinity’s special events, for example the Trinity Gala or Opera in the Garden. If you would also be interested in speaking at an event, let us know!
Talk to friends and family of patients about how they can support us in memory of their loved ones, such as setting up Trinity tribute funds on our website or engraving a Memory Tree leaf in our reception.
Above all, helping to spread awareness of the amazing work Trinity does goes a long way! Especially making sure our community know we are charity and only 26% funded by the NHS. We must raise an additional £13m each year from fundraising and our shops.
Please feel free to visit the Fundraising team any time on the 3rd floor of the hospice!
Retail
Royal Trinity Hospice shops
We have 22 boutique charity shops across London, which are treasure troves of top-quality preloved clothing and accessories. Everything you find in our shops is donated, either from our loyal supporters in the community or our corporate partners.
Each year we need to raise a significant amount of money from our shops, and 100% of the profit from our shops goes towards supporting the work of the hospice.
Making a sustainable fashion statement
We’re on a mission to be London’s answer to sustainable fashion. Fashion production is the planet’s third most polluting industry, and so donating and shopping second hand matters. In fact, the resale of second-hand fashion in our charity shops helps to save over 250 tonnes of goods from landfill every year!
Consideration of the environment is at the heart of everything we do in our retail operation, whether it is visible in our shops or not, so that we are authentically and whole-heartedly embracing our commitment to be London’s answer to sustainable fashion. Read more about our sustainability commitments here
The retail brand
You’ll notice our retail brand differs to that of the hospice, with a sleeker and more muted look to suit a retail business and audience. We’re the same organisation, we just look a little different!
Staff discount
No matter where you work all staff and volunteers at Royal Trinity Hospice are entitled to 25% off in our shops. All you need to do to get your discount is show your ID card at the till.
London’ s answer to sustainable fashio n
Retail
How you can support our shops
We are always in need of good quality clothing and accessories to sell in our shops. Here are some of the ways you could help us!
Donate your preloved items at any of our shops, in the wooden bins outside the hospice entrance, or by booking a home collection
• We especially need men’s and women’s clothing, shoes, bags, jewellery and accessories. Take a look at our home collection form
Run a stock drive with your local community, school, or other group… Or ask your friends and family to run one in their place of work!
• Imagine how many donations we could generate in one day by asking every member of your community group to have a wardrobe clear-out and bring in a bag!
• We will make it super easy to arrange, and provide all the materials and guidance needed to ensure your stock drive is a success
• Get in touch with our retail team to find out more, or get some leaflets to help us promote the service – link to stock drive form
Know anyone in the fashion industry who could support us with surplus stock? Put us in touch by contacting our corporate donations team
• The corporate donation team help procure donations worth over £1m to our shops every year
• They are always looking to form relationships with new businesses to help generate donations of surplus stock or lost property
• If you know any contacts in the fashion or retail industry, or any business that generates lost property, connect them with us!
Find your nearest Trinity shop at www.royaltrinityhospice.london/find-a-shop
Social Committee
Be a part of our Social Committee!
The social committee is all about bringing people together by planning fun events that build a strong community, keep everyone involved, and lift spirits. We love celebrating achievements and milestones with different events that make both employees and members feel valued and happy.
Membership
Membership is open to all employees.
Some key events to look forward to include our annual summer garden party, the Christmas party, and any other events we plan along the way.
Active participation is more than welcomed and members should also be open to rotating responsibilities, so everyone gets a chance to contribute in different ways. If this is something that sounds of interest, please contact the relevant Chair of the Committee which can be found on Jarvis.
Responsibilities
Personal details
It is the responsibility of the employee to keep their own personal details up to date on our HR system, Wilber. This includes, phone numbers, addresses, emergency contact information and bank details. A factsheet which shows you how to update this information can be accessed on Jarvis.
Personal property
Royal Trinity Hospice does not accept responsibility for loss of, or damage to personal property belonging to an employee. You should therefore consider obtaining insurance cover in respect of articles of particular value.
Staff lockers are available at the hospice exclusively for IPU Staff, housekeeping staff, kitchen staff and volunteers. Please submit a request to Facilities, who will verify availability.
Policies and procedures
All policies and procedures guidelines can be accessed on our intranet, Jarvis. You can either search for the specific policy you are looking for, or you can select ‘Policies and Strategies’ from the drop-down menu for a list of all policies. Please familiarise yourself with these policies so that you are compliant..
Room bookings
Rooms throughout the hospice can be booked via Microsoft Outlook. In Outlook, click on Folders, then Public Folders, and then click the relevant room and select the date and time which you would like to book the room for. When you book the room, please include a description of the meeting, who the meeting is for and the desired layout. Please cancel your room booking if it is no longer required.
OSHENS
OSHENS is Trinity’s Incident Reporting system. All incidents and near-misses should be reported on OSHENS. Incidents are discussed by Trinity’s various clinical and non-clinical committees to ensure learning and to take any steps that may prevent the incident from occurring again in the future on the near miss from becoming an incident.
Staff are responsible for reporting incidents and raising concerns around health and safety and safeguarding. To report any incidents or near misses, you will be required to log this within OSHENS. More details around reporting can be found in the Incident and Near Miss Policy on Jarvis.
Mandatory learning
As part of your role, you are required to complete mandatory learning modules through our E-Learning platform. Dependent on your role, you will be assigned the relevant courses you are required to complete to ensure you are compliant. It is essential that you are compliant with your mandatory learning. For more information access our mandatory learning user-guide
Conduct
Dignity at Work
Royal Trinity Hospice has a duty to provide you with a safe and healthy working environment that is free from bullying and/ or harassment or any other behaviour that is personally offensive. All employees, patients & relatives, volunteers, service users or customers should be treated with dignity and respect in accordance with the Trinity values. At Trinity we take a zero tolerance approach to any form of bullying and/or harassment will be regarded as gross misconduct and may result in disciplinary action in line with the hospice’s Disciplinary Policy. For more information, please refer to the Respect at Work Policy
Tell Jane is an independent helpline for Trinity staff. It is a free and confidential employee hotline for discussing and/or reporting concerns of harassment, discrimination and bullying. We are proud to provide a supportive and inclusive culture for everyone and Tell Jane helps us to do that. Tell Jane acts as an extra arm to our HR department by offering independent support for anyone seeking advice or wanting to report an incident of harassment, discrimination or bullying at work. You can also use Tell Jane for whistleblowing. When calling the hotline on 0800 689 0802, you’ll speak to an independent advisor and be given the option to make the report anonymously.
Report it. Sort it.
Freedom to Speak up Guardians
Guardians are Trinity staff who you can go to in confidence to raise concerns, help protect patient safety and quality of care, and promote learning when the usual routes are not solving the problem.
Guardians are there to ensure you are supported in speaking up, that any barriers to doing so are removed and that learning is taken from issues raised. Trinity’s lead Guardian is our Medical Director.
Whistleblowing
Whistleblowing is a formal route to report serious concerns and serious malpractice without fear of victimisation, discrimination, disadvantage, or dismissal. Take a look at our Whistleblowing policy on Jarvis, as well as other ways you can raise concerns at Trinity.
Dr Samantha Lund
Polly Balsom
Vanessa Martinez
Dr James Renshaw
Elena Pinero
Kshipra Mahajan
Alexandra Letellier
Will Cane
Rich Carey
Keeping you in the loop: internal communications
There are lots of ways you can stay up to date with the news from around Trinity. All staff receive ”In the loop”, our employee news update every second Friday. In the loop contains news, opportunities to get involved and information about changes in the organisation and includes contributions from staff across Trinity. In the loop is sent to your Trinity email address and also as a text message to the phone number you provided when you joined us. Contact the HR team to opt out of receiving these text messages or speak to the Communications team if you would like to have content included in In the loop.
On Jarvis, you will also find “Kudos Corner”, a place where everyone is welcome to thank, celebrate or recognise their colleagues’ work and achievements. Jarvis also features blogs, and hubs for wellbeing, anti-racism and FREDIE. Please feel welcome to post on Jarvis and engage or interact with other posts as much as you would like. When you join Trinity, you will be invited to complete a short set of questions which will form your new starter welcome on the Jarvis blog. If you are stuck for inspiration, you can read examples of these by searching the word “new starter” on Jarvis.
Some teams have their own regular update in addition to our employee newsletter and intranet, so you may also find yourself receiving the weekly “Friday Five” if you work on the inpatient unit, or “Retail Weekly” if you work in our shops or our retail head office.
Volunteering at Trinity
At Trinity we are fortunate to be supported by a team of dedicated volunteers. From complementary therapies to the café, spiritual care to shops and horticulture to head office, our volunteers contribute to our patients and their loved ones receiving the best quality care. Our volunteers are a vital part of our Trinity family, and employees work alongside volunteers to achieve our organisational aims. It is no exaggeration to say that Trinity would not be what it is without them.
You will come across Trinity volunteers during your time at Trinity and may get the chance to work closely with them. Each volunteer role comes with its own set of skills and experience and every volunteer will have personal qualities best suited to particular roles.
Working with volunteers does not require any specialist knowledge. Mainly, you need common sense and the ability to put yourself in the position of a volunteer and ask yourself how you would like to be treated. If you need support whilst working with volunteers, your line manager and the volunteering team will be on hand to help you.
If you would like to involve volunteers in your work area, please contact the Volunteering team to discuss your requirements. The team will the help you develop a role profile, recruitment, inductions and support throughout their time at Trinity.
Attendance
Hours
Working hours are detailed in your contract of employment.
The hospice operates 24/7, and our shops’ opening hours are between 10am–6pm weekdays and Saturdays, and 10am–5pm on Sundays.
Annual leave
All annual leave must be entered into the HR System, Wilber and authorised by your line manager prior to being taken.
The annual leave year runs from 1 April – 31 March. New starters will receive a pro rata annual leave entitlement should they join part way through the annual leave year.
For more details, please refer to the Leave Policy
Lunch breaks
Employees are entitled to a 30-minute lunch break each day which can be taken between 12-2 pm. Part time employees, working less than 6 hours a day would not be entitled to a 30-minute break. If you are working a long shift you are entitled to a 1-hour break.
Sickness
If you are unable to attend work due to sickness, you are required to notify your line manager directly via the telephone. Inpatient unit staff must report sickness to the nurse in charge and doctors must report to the Consultant in charge. Telephone contact should be made at least four hours before the time you were due to start work for staff involved in direct clinical care, a minimum of two hours for retail staff and a minimum of one hour before for all other staff.
Your pay
When is pay day?
Your salary will be paid on the 26th of each month, or on the Friday before this, if the 26th falls on a weekend. It is each employee’s responsibility to update your bank details on the HR system Wilber, if the designated account which you would like your salary to be paid into changes.
How to open your payslip
Your payslip will be sent to your work email address. The password to access this payslip is your National Insurance number.
If you are unable to contact your line manager, please contact the Head of Service for your department. For more information, please refer to the Managing Attendance Policy on Jarvis.
Occupational Health
Trinity uses occupational health services to assess any health issues affecting prospective or current employees and to determine necessary workplace adjustments. We conduct pre-employment screenings to ensure you are fit for your role and identify any support you may need. These services also assist when illness, accidents, or long-term absences impact your ability to work or return to work.
Assessments are done with your consent, led by your manager with HR support. After your assessment, a report will be shared and discussed with you in a meeting.
You will be able to find out more about our Occupational Health provider here
TOIL
Time off in lieu will be given, at our discretion, for hours worked over and above your contractual hours and agreed in advance with your manager.
Unauthorised absence
An unauthorised absence is when an employee is absent from work without prior approval for leave, or without notifying your line manager in the case of sickness absence. An unauthorised absence is an example of Gross Misconduct as described in the Disciplinary Policy
Timesheets
Bank staff should submit timesheets for every shift they have worked. Permanent staff members might also need to submit timesheets for overtime or enhanced hours. Timesheets are to be submitted on Wilber and authorised by your line manager. Timesheets are paid in arrears, with cut off dates accessible on Jarvis.
Pay scales
We operate two pay scales at Trinity, here you will be able to view the Agenda for Change (NHS) pay scale and the Mulberry Pay Scale
Pensions
If you are not a current member of the NHS pension scheme, all eligible staff will be entered into our group personal pension plan, Standard Life, after 3 months. Information will be sent to you directly from Standard Life regarding your pension and how to opt out if you wish to do so. To access pensions advice, please contact Standard Life
Alternatively, if you are a member of the NHS pension scheme and have paid into this within the last 12 months, you can continue to pay into this while at Trinity. An application will need to be submitted at the earliest opportunity as there is a 3-month deadline in which to join from the date of commencing employment with Royal Trinity Hospice. Here are the NHS pension contact details
Facilities
Fire and evacuation
As a new member of staff, you will be required to meet the Head of Facilities at reception if you are based at the hospice to go through the fire and evacuation process once the fire alarm test has finished. This takes place every first Wednesday of the month at 10.30am Fire alarms are tested on a weekly basis. If the alarm lasts for more than one minute, evacuate the building immediately. The fire assembly point for the hospice in located outside The Elms which is towards the front of the building. For shops, where possible the meeting point is across the road opposite the shop. If you are based at Weir Road the fire assembly point is by the entrance of Grange Mills. If you have any questions please speak to your line manager.
For fire and evacuations please see the Fire Policy
Keeping your bike safe at the hospice
If you use a bicycle, you will be able to store it in the bike hanger provided by the hospice. Please contact facilitieshelpdesk@ royaltrinityhospice.london to obtain a form and note that a £20.00 cash deposit is required for the bike hanger key, which is refundable upon return.
Booking of cars/e-bikes
If your job requires travel to visit patients, please ask your line manager to use the
Expenses
Royal Trinity Hospice will reimburse approved expenses for both employees and volunteers where criteria in the Expenses Policy is met. In order to claim expenses, you will need to contact the Finance team, so that they can set you up on the expenses system. Please find a staff and volunteers expenses help sheet, available on Jarvis with instructions on how to claim expenses.
Emergency Loan
As a member of staff on a permanent or fixed-term contract, you are able to access an interest free emergency loan should you need it, subject to you passing your probation. To find out more on how to apply take a look at our Staff Emergency Loan Policy on Jarvis.
pool car or E-bike service. After approval, download the Vehicle Usage Policy from Jarvis and follow the instructions, including providing a code for license verification and coordinating with facilities for vehicle checks and other requirements.
Here’s how we can help you get back on your bike, our bike, or a new bike!
Your bike: don’t forget at the hospice our bike sheds are available for safe and dry storage of your bike. Contact Facilities to get your key.
Our bikes: Our e-bikes are now available to all staff who work in the community. Staff who want to use e-bikes must complete the training and designated form and submit it to their Line Manager for approval.
Find the e-bike usage request form here.
Cycle Scheme
A new bike?: No matter where you work, all staff are eligible for Trinity’s Cycle scheme which helps you save on a cycle to work package of any value. You can even save on bike rentals including “Boris bike” subscriptions! Find out more about the Cycle Scheme.
Smoking
Trinity is a no-smoking building. Please do not smoke outside the front of the building in Trinity uniform. Trinity’s gardens are also a no-smoking zone. Please view our Smoke Free Policy for more information.
Acceptable use of information technology resources
As part of the onboarding process, you will receive and be asked to agree to the Acceptable use of Information Technology Resources Policy. You must do so before accessing any of Trinity’s computer systems.
Cyber security
We are all responsible for ensuring Trinity’s IT systems are kept safe and secure. As a result, you should always be vigilant and report any concerns as soon as they occur. Actions like, never sharing your password, always locking your pc when leaving your desk, and using caution when opening emails all help to build a robust security posture.
Self-Service Portal (SSP)
When starting at Trinity, you will receive an email from the SSP with some helpful information, including its usage! Should you need to request any IT services or report a fault, you can do so at the SSP, which can be found, along with other key services, within ‘RTH Favourites’ bookmarks in Microsoft Edge on company devices.
Information governance and data security
Royal Trinity Hospice generates, receives, and holds large amounts of information, much of which is personal and highly sensitive in nature, about patients, family members, carers, supporters (fundraising and retail), volunteers and staff. It is, therefore, vital that all information is managed securely and appropriately to prevent incidents, breaches of confidentiality and potential reputational or financial loss.
Information governance (IG) is a framework that allows organisations to manage personal information in a secure and confidential manner that is compliant with legislation and best practices. Our underpinning policies and procedures ensure information is produced, stored, and shared in accordance with the law and in a way which maximises the benefit to service users.
Good information governance allows Royal Trinity Hospice to ensure that all information, including personal and sensitive information, is handled legally, securely, efficiently, and effectively to deliver the best possible care to
those who use our services and to protect our staff, volunteers and supporters.
A solid IG framework also allows for procedures and processes to be in place to easily retrieve information to respond to internal and external scrutiny and individual requests. It also ensures that Trinity is compliant with NHS requirements for the safe storage and management of patient-identifiable data. You can read more about this in our Information Governance and Data Protection Policy
This policy sets out how Royal Trinity Hospice manages a comprehensive information governance and data protection process to provide assurance in accordance with national operating frameworks, legislation, and the NHS Data Security & Toolkit.
Helpful information
The IT team regularly posts on Jarvis with the latest helpful information and best practices, these will appear on the home page and in Trinity’s bi-weekly In the Loop circular. You can find out more by visiting our Jarvis IT home, where we show our IT team values, and can also search for ‘IT’ to find all our blogs. But to find an answer to a specific question, visit our SSP to search our ever-expanding list of knowledge articles on using the IT in use at Trinity, or raise a request for anything not covered.
Using personal devices with Trinity systems (BYOD)
BYOD can be made available if there is a business need. Regardless of location, this would be considered ‘Remote Access’ and line managers must request this on behalf of their staff on the SSP. Once reviewed and authorised, users will need to agree to the Remote Access and BYOD policies, which will be linked through the SSP.
Health and safety
All staff are responsible for health and safety. You can contact reception or facilities if you need a first aider. Your health, safety and wellbeing is of utmost importance to us here at Trinity. Here is our Health and Safety statement. Below are some of the key things to know about what is available for you to access and who to speak to when it comes to health and safety.
Wellbeing
Our wellness calendar has various events happening throughout the year for you to attend in the form of face-to-face activities as well as webinars. We also offer free reiki, reflexology and mindfulness sessions at the hospice.
All Trinity staff also have access to face-to-face counselling. If you would like to book a session, then please drop hr@royaltrinityhospice.london an email.
Safeguarding
If you need to speak to someone there are various avenues, you can go down if you require support. Of course, there is your line manager as your first port of call, but we also have access to a Safeguarding team that is lead by the Head of PAFS and can be found on Jarvis.
Tell Jane can also be contacted on 0800 689 0802 if you are experiencing/witnessing unwanted or inappropriate behaviour and are not able to tell your line manager or HR as well as a Freedom to Speak Up Guardian who are led by the Medical Director and are an additional route for any concerns you wish to raise.
Personal development
Upon joining Trinity you will be invited along to attend our one day induction programme which is held at the main hospice, where you will get to meet all of your new colleagues and learn about the various different areas of Trinity and how they all work together. You will be able to find all workshops that are being run in relation to your personal development on the Learning and Development calendar on Jarvis. We run a Management Development Programme which is mandatory for all managers.
Once a month, there is a learning at lunch session which takes place in the Old Chapel at the hospice, with the topics at these sessions varying each time. These sessions are an experiential discussion over some (free!) lunch.
Development funding panel
Developing our staff is a hugely important commitment for us. We have a centralised budget for staff development. You can put forward an application to apply. More information on eligibility can be found on Jarvis.
For any further queries around your development please do not hesitate to contact od@royaltrinityhospice.london
Your benefits
You can access a variety of benefits ranging from training and development, financial benefits, championing of FREDIE, environmental and culture and your health, safety and wellbeing. You will be able to see these benefits on Jarvis.
Royal Trinity Hospice
30 Clapham Common North Side
London SW4 0RN
Call 020 7787 1000
Email enquiries@royaltrinityhospice.london www.royaltrinityhospice.london
RoyalTrinityHospice
@royaltrinityhospice
@trinityhospice
trinity-hospice
If you would like this information in a different format, such as large print or translated into another language, please speak to the Communications team.
Royal Trinity Hospice will always store your personal details securely. For full details see our privacy policy: www.royaltrinityhospice.london/privacy
