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Logistics - the physical workplace
- YOUR PASSCARD
You arrive - you need to get through doors. You need your pass. You should have already completed the relevant forms. You should already be on the system waiting to be activated.
Your contact person on your first day should take you down to the postroom where they will take your photo and create your pass.
You will then need to go up to reception to programme the pass for the specific things you need access to in the TIS team. Ask reception to clone the set up for one of the other members of the team: Ray Hill might be the best bet.
Your pass is also your key for accessing any print jobs you send through - more on this in the next section. - OUR OFFICE
To get to our team. From reception continue into the building, turn left, go up in the lifts. We're on the 3rd floor. Turn left out of the lifts. Use your pass to go through the doors. Walk to the end of the room and the final three banks of desks are ours, next to a bank of hotdesks that are sometimes also available. - FACILITIES
Toilets and kitchen are on the other side as you come out of the lifts - right for the kitchen and left for the toilets. Kitchen has drinking water, fridges, microwaves and an eating area. - DESKS
Some desks are allocated (predominantly for permanent staff), others are officially hotdesks, but be sensitive to the fact that everyone likes their desktop tech set up just so. There will always be somewhere for you to work. - LAPTOPS
If you're joining as a full time HEE employee you should be allocated a work laptop, which will make hotdesking / working remotely much easier. With this, you can use the full programs, rather than the Office 365 skins of apps. You can also print too - the printer is only available when you are connected to the LDN wireless network. If you are on the ONEHEE network you will need to connect to the LDN one (or find a friendly colleague already connected to LDN, send them the doc to print on your behalf). When adding a new printer, look for the HP colour laserjet no. M452 in the list. - FLOORPLAN (to follow)
- ORGANOGRAM (to follow)
- TEAM LOCATIONS (to follow)
- OTHER
- Lockable pedestals: if you are assigned an allocated desk, there should be a pedestal as part of that working space. Otherwise, be nice to at least one of your colleagues!
- Rubbish / recycling: there are two bins on the way to the meeting room, one for each
- Working remotely: Office 365 access allows this
- Telephony: direct dial. Simplz! If you are hotdesking and don't have regular access to a landline phone, you should still have a number and pin for a phone. Go to a landline, log in, forward the number to your mobile, log out. Now your HEE number will call on your mobile and you need never use an HEE landline again.
- Restrictions on website access: some things are firewalled on an internal PC, it limits access to some tech stuff we use – we have our mac addresses whitelisted so we can use the Wi-Fi network instead which is open (though this prevents access to internal resources like printers).
- Restrictions on attachable USBs: we need to be extremely careful as our team has been allowed use of USBs (locked down for everyone else). We don't want that privilege revoked for the whole team, please!
Culture - Acronyms / buzzwords and such like
- REFERENCES
The Glossary page on Confluence is your bible when you start. With details of useful references (especially acronyms) relating to HEE/TIS, and Agile/Digital - DEVOLVED
HEE is a very regional organisation, with 4 regions and multiple local offices across the country HEE Regions and Local Teams - SICKNESS
If you are unwell inform your line manager each day of your sickness.
From HEE policy document: Members of staff are responsible for taking reasonable, appropriate and timely action to notify their manager of an absence in the context of illness.
See: https://connect.hee.nhs.uk/Interact/Pages/Content/Document.aspx?id=2942 - HR BENEFITS
If you are directly employed by HEE you can apply for a voucher for an eye test and spectacles (if for VDU use). Click here for the form and return to HR.Rewards@hee.nhs.uk - OTHER? (to follow)
Initial Confluence reading to better understand HEE and where TIS fits within it
- Intrepid: the history
- The NHS trainee system
- Application architecture
- Service summaries (narrative)
- Dev tools used
- External data flows
- How to do a release
Logistics - the virtual workplace
- HEE NETWORK
You should have been allocated a network login [firstname].[lastname]@hee.nhs.uk and password (Eniola will provide you the details). You'll be prompted to change password immediately.
Your network login should enable you to select a networked printer to print to. Print in the normal way. Go to the nearest printer. Tap your pass on the reader on the side of the printer. Login on the screen console, using your network login credentials. Print. Next time you use the printer, just tap your pass on the reader.
There is also Wi-Fi that you can access: LDN | [ask Eniola, or one of the team for the password - or search "LDN" on the TIS Slack channel]. However, please note there may be limitations on number of people able to access the Wi-Fi from non-HEE devices at any one time. - OFFICE 365
Office 365 is the default setup. This is the basis for hotdesking and remote login and should contain the majority of apps you need to work at HEE. Your Office 365 account allows you to use web versions of the Microsoft Office applications and also download the full versions to your laptop.
Open a browser - Chrome is probably best - and go to Office 365. Sign in (your O365 login should be the same as your network login, but probably with a different password). You'll be prompted to change password immediately.
Once you're in, ping a request to TIS.Team@hee.nhs.uk for you to have access to the calendars for: 'TIS Team' (non-Scrum ceremony meetings), 'Scrum Ceremonies' and 'TIS Team availability' (team leave etc). - OTHER SOFTWARE
Other common software the team uses includes: Slack as the chat package; Jira as the Scrum management tool. Confluence (document / information storage tool) is integrated into Jira; Skype for conference calling, with screen sharing,amongst others.
- Slack:
Facilitates 1-1 rapid chats and also group discussions (some groups have been pre-setup, or you can create groups yourself with as few or as many people as you'd like)
You can also hold 1-1 or group voice chats (limited at 15 attendees) with screen share / remote control.
Drag and drop files onto a chat window for a fast exchange of files, hit PrintScreen and Paste into a window for fast exchange of screenshots.
Note: Slack is used for collaboration within the TIS Team - not with the wider HEE, as each individual is licensed monthly. You can invite guests limited to a single channel for free, we do use this occasionally.
More on using Slack here - Jira
Great tool for recording requirements - sometimes referred to as 'Tickets', These can be Epics, User Stories, Bugs etc. Great detail can be added them, they can be assigned and tracked, all within the overall context of the Agile Sprints- Board view: Shows the Active Sprint: the task board / Scrum board / Kanban board view with 'To Do', 'In Progress' and 'Done' columns for the current sprint), also shows the backlog and reporting on previous Sprints.
e.g. TISDEV backlog view - Issues view: Shows a tabular representation of the backlog - queryable to a very high degree.
e.g. Sprint backlog - all projects (incl. 'Next up' work) - Ticket view: Shows an individual ticket's fields in an editable view.
- Dashboard: Allows a user to put a range of gadgets together on a custom screen to summarise Jira in many different, often visual ways.
- Board view: Shows the Active Sprint: the task board / Scrum board / Kanban board view with 'To Do', 'In Progress' and 'Done' columns for the current sprint), also shows the backlog and reporting on previous Sprints.
- Confluence
Integrated with Jira - is used for storing documents and information relating to the Programme of work, and linking them where appropriate with individual Jira tickets
More on using Confluence here - Skype for Business
Service we use for managing conference calling, useful as the wider HEE organisation all have access to this tool (though not all have it installed, check before you call someone you haven't called before). It allows conference calls greater than 15 attendees, Slack's limit.
You may need to download and install it through your Office 365 login.
It is the HEE equivalent of some elements of Slack, so should probably be used in that context. Alistair and Joanne use it for liaising with their SMLs.
(Note we use Skype for Business, a different application to Skype (personal use version)) - Yammer - worth using this channel at all? - It is the HEE equivalent of some elements of Slack, so should probably be used in that context when talking to arms-length stakeholders.
- Microsoft Teams - It is the HEE equivalent of some elements of Slack, so should probably be used in that context. Alistair and Joanne use it for liaising with their SMLs (engaged stakeholders).
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List of useful links:
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- TIS Programme: https://healtheducationengland.sharepoint.com/TIS/SitePages/Home.aspx
- TIS Homepage: https://healtheducationengland.sharepoint.com/sites/TIS/SitePages/TIS%20Homepage.aspx
- TIS Engagement: https://healtheducationengland.sharepoint.com/sites/TISEngagement
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Benefits for working in the NHS and specifically in NHSE are detailed on your ESR rewards statement and on the NHSE Intranet.
This is a summary in Jan 2024. Note some links may not work because the NHSE intranet is being updated.
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Childcare Vouchers
Unfortunately, the Government closed the childcare vouchers scheme to new applicants on 4 October 2018. However, employees who were already paying in to the scheme can continue to receive the vouchers after this date.
The Government's Tax-Free Childcare scheme began in April 2017 and replaces the childcare vouchers scheme. The Tax-Free Childcare scheme allows parents to open an online account which they can use to pay for childcare, for every £8 paid in to the account the government will pay in £2.
Information on the ways parents can get help with the cost of childcare (including the tax-free scheme) can be found here: https://www.childcarechoices.gov.uk/
If you are a member of the existing scheme and have any questions, you should contact Recoveries@nhct.nhs.uk
Maternity, Parental, Adoption and Shared Parental Leave and Pay
You are entitled to the relevant leave and allowances as outlined in your terms and conditions of employment. You can access the relevant policy via the intranet:
NHS England - Maternity, Parental and Adoption Leave, Shared Parental Leave
Occupational Sick Pay
Your occupational sick pay is set in accordance with your terms and conditions of employment. Please check your employment contract for further information.
Access to Season Ticket Loan
We offer a Season Ticket Loan scheme to support you to spread the cost of your travelling over a defined period. Season ticket loans are designed to enable employees to purchase annual tickets thereby benefiting from reduced journey costs without having to make a large upfront financial outlay.
If you wish to apply for a Season Ticket Loan, please refer to the relevant policy via the intranet:
NHS Vouchers/Discounts
Health Service Discounts is a website that offers you numerous ways of saving money on shopping, holidays and financial services: http://www.healthservicediscounts.com/
Eye Tests and Spectacles
You may be eligible for financial assistance with eye tests and the purchase of spectacles. To find out more please refer to the Display Screen Equipment information page via the intranet.
Learning and Development opportunities
We have a number of Learning and Development opportunities available to staff across the organisation. These opportunities range from on-the-job learning and development to education and skills development off the job, formal and informal. To find out what opportunities may be available to you please refer to the HR & OD page via the intranet and access Development Offers and Interventions.
Employment Break
You are able to apply for an unpaid break from your employment, subject to approval. For further information please refer to the relevant policy via the intranet:
Access to Flexible Working options (subject to business need)
We recognise the importance of supporting our employees by offering a range of flexible working arrangements that enable staff to balance their working life and other priorities, including caring responsibilities, lifelong learning, charity work, leisure activities and other interests where appropriate. Please refer to the Joint Flexible Working Policy via the intranet.
Volunteering Opportunities
As employers NHS England and NHS Improvement are keen to maximise the personal and professional development of their employees and their contribution to society. Our Volunteering Policy enables you to volunteer for up to one week per year in any organisation whose aims are consistent with those of NHS England and NHS Improvement. If you wish to apply or to find out more, please see the Employee Volunteering page via the intranet.
Employee Assistance Programme
The Employee Assistance Programme is a free, confidential telephone support service which you can access 24 hours a day 7 days a week that can support colleagues with a range of issues including relationships, stress, legal and financial concerns, bereavement and discrimination. The service is also available online providing an immediate source of information on a range of issues.
Further details can be found on the Employee Assistance Programme page via the intranet.
Health Risk Assessment
You can access a Health Risk Assessment tool which will provide you with a confidential personalised risk report based on your health conditions, family history and addressable lifestyle factors. To find out more please see the Health Risk Assessment page via the intranet:
Occupational Health
Health Management Ltd (HML) provide NHS England and NHS Improvement¿s occupational health (OH) service. Specialist OH advice for employees will need to be requested by line managers via the referral form. Further details on how to access the service can be found on the Occupational Health page via the intranet.
Cycle to Work Scheme
We've teamed up with Cycle Solutions to introduce the cycle to work scheme for NHS England and NHS Improvement employees. To find out how the scheme works and how to apply please see the Cycle to Work Scheme page via the intranet.
GymFlex
We have teamed up with GymFlex who offer the chance for you to get discounted membership rates from many of the UK's leading gym chains, leisure centres, hotel health clubs, independent gyms, boot camps and yoga studios. To find out how the scheme works and how to apply please see the GymFlex page via the intranet.
Staff Flu Vaccinations
Arranging your flu vaccination through work is now more flexible than ever before. You can now arrange to be vaccinated at a pharmacy of your choice and claim this back through our expenses system. For further details please access the Flu Jab Information page via the intranet.
Support for Carers Resources
NHS England and NHS Improvement are committed to supporting working carers and have a number of resources in place to help manage care and work. For further details please refer to the Carers page via the intranet.