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Glasgow City Council

Catering and FM

Wednesday 24 May

Supporting Men's Mental Health - free webinar 1 June 2023

Our new Employee Assistance Provider - PAM Assist, are pleased to offer you the opportunity to come along to their next free webinar on how to support Men's Mental Health.

The online event is in preparation for Men's Health Week (12th - 18th June) and will provide key information on how to support your colleagues.

Event:

  • 1 June 2023
  • 10am to 11am
  • Register to attend online  

Future events

They will be offering a programme of free sessions throughout the year and we will keep staff informed on key dates and topics.

PAM Assist

PAM Assist are dedicated wellbeing professionals who can support you, in confidence, with any personal, work or health concerns you may have- on matters such as legal, money and health and wellbeing concerns.

You can contact PAM Assist for free and confidential health and wellbeing support 24/7 on:

Friday 19 May

Opportunity for you to chat to a mental health professional - at a Virtual Appointment Day

If something is playing on your mind at work, spaces are available to talk to a mental health professional from Able Future, in complete confidence, at the next virtual appointment day on Thursday 15 June, from 7am to 5pm.

Your call is confidential

On the virtual appointment day, a member of 'The Better Health Generation Team' from Able Futures will phone you, at your chosen time, to discuss how they can support you.

During your call you can have a confidential chat about whatever it is that is playing on your mind whilst at work. Able Futures will discuss the support available to you and if you decide to access this, they will be able to take your details whilst on the call and help you start your journey to mental wellbeing, at your own pace.

This service is fully confidential, and the council will not be made aware of any personal appointments or bookings.

How to book

You can book your timeslot at https://calendly.com/lisa-woodward-1/appointment-booking-mental-health-support-gc-15june

The call will take up to 30 minutes and you will need the following information to register for the phone call:

  • National insurance number
  • Email address
  • Start date of current employment.

Support is available now

You don't have to wait until the appointment day, you can apply through the Able Futures website at any time for support. This confidential service is quick and easy to access:

If you need a private safe space to talk to Able Futures or need flexibility to balance this with work and personal commitments, then you should talk to your manager to discuss how this can be accommodated.

Visit our health and wellbeing support

For more information go tohttps://www.glasgow.gov.uk/workforcewellbeing

 

Important information on change taking place in July: Scottish Fire and Rescue Service

False fire alarm activations in public buildingshave been steadily increasing across Scotland. This increase is having a detrimental effect on Scottish Fire and Rescue Service (SFRS) existing resources and the requirement for them to continue to respond unnecessarily to false fire alarm activations.

Following national consultation, SFRSwill be implementing a change in policyand introducing the Call Challenge Approach from 1 July 2023.

The information below explains what this change means for the council and our premises and what staff will need to be aware of from this date.

What is Call Challenge?

SFRS will be introducing the Call Challenge Approach from 1 July 2023.

This change means that SFRS will no longer attendfalse fire alarm activations within workplaces such as offices, schools, day care centres, depots and leisure facilities unless they receive confirmation of the presence of a fire, or signs of fire.

SFRScontrol room operators will therefore ask staff who report a fire alarm activation to confirm there is a presence of fire, or signs of fire, before sending a fire appliance.

It is important to note:

  • That on hearing a fire alarm activation your premises occupiers will immediately evacuate the premises    * this process remains unchanged from previous policy
  • Sleeping accommodationsuch as care / residential homes will be exempt from Call Challenge, and SFRS will continue to attend following a reported fire alarm activation.

Why is the Call Challenge being introduced?

The aim of Call Challenge is to reduce fire appliances attending false fire alarm activations.

To illustrate the rationale regarding this change in policy, fire appliances attended 2,088 fire alarm activations at council premises during the period 2019 to 2022.  2,056 of these were false fire alarm activations. Only 32 activations had an actual presence of fire and/or smoke.

From 1 July 2023 - when you call 999, you will be required to confirm that there is an actual fire or signs of a fire before SFRS will confirm attendance. 

What signs of fire will SFRS respond to?

SFRS will send an immediate response when signs of fire can be confirmed by either:

  • Seeing it
  • Hearing it
  • Smelling it

Or if any of the following are shown on the fire panel as a cause for the activation, including but not limited to:

  • Manual call point activation
  • Heat detection activation
  • Multi-criteria detector activation
  • Sprinkler system activation
  • More than one zone is indicating a potential fire on the panel

From 1 July 2023, SFRS will no longer send fire appliances to calls from buildings where the only information available is that a 'fire alarm is sounding'.  Confirmation of anything causing a fire alarm activation, other than a single smoke detector, will be considered a sign of fire and will receive an immediate response from SFRS.

How do we get ready for this change?

To make sure the council is "Call Challenge Ready" we have created two strategic working groups:

  • OperationalGroup - consists of all Service Health and Safety Managers who are considering the changes required during operational hours
  • Technical Group - consists of Property and Consultancy Services (NRS), City Building and the Alarm Receiving Centre who are considering the changes required during non-operational working hours.

We have identified the following actions during our preparation stage.  These include:

  • Reviewing our fire safety management standards and making changes as required.
  • Reviewing existing training courses and developing training packs for key staff including a dedicated Call Challenge Response Team GOLD course.
  • Visiting all premises by a fire alarm engineer who will provide a copy of the fire zone information held within the fire panel.
  • Developing protocols for premises that operate outwith normal working hours with potentially reduced staffing.
  • Keeping our Trade Unions updated as we prepare for this change.

What do I need to do?

A 'Getting Ready for SFRS Call Challenge Information Pack' will be provided to all premises managers during the month of June. This pack will provide the guidance required for implementing Call Challenge and explains what you need to complete in advance of the change taking place.

 If you manage one of our premises you will then be asked to:

  • Nominate members of staff within your premises who will form your local 'Call Challenge Response Team' within the premises which you control
  • Complete and update your premises site specific fire safety procedures documentation as required
  • Complete a premises call challenge readiness questionnaire / checklist

More information

Scottish Fire and Rescue - unwanted fire alarm signals

Friday 12 May

Planning for the unexpected - take part in Business Continuity Awareness Week

For the council, business continuity is about making sure that we can continue to provide vital services in times of a crisis or during a serious incident.  In the event of an unplanned incident that impacts our city, citizens and our staff, we have to make sure that both our external, customer-facing operations and internal staff process continue to operate. We do this through our Business Continuity Management (BCM) Framework.

Business Continuity Awareness Week (BCAW)

Business Continuity Awareness Week is a global initiative, run by the Business Continuity Institute (BCI) between 15 and 19 May 2023.

This year's theme is 'Embracing the challenge of Resilience' and each day of BCAW will examine the following topics: 

  • Cyber Resilience
  • Supply Chain Resilience
  • Operational Resilience
  • Personal Resilience
  • Organisational Resilience

Everyone in the council family has an important role to play in business continuity and you will recognise the importance of these topics as part of your role and as part of daily council life.  BCAW provides a helpful opportunity to raise awareness of the importance of business continuity and to make sure that: 

  • all staff understand what business continuity is about and how to learn more
  • all managers know where to access the relevant support for planning for a business continuity incident and undertake critical training to help them understand their role during an incident and what is expected of them.

Free activities

As part of BCAW, free online resources are available to staff including a programme of interactive webinars on key topics such as staying safe online and how you can prepare yourself for potential emergencies.  You can register online for these - please note that you will need to create an account if you do not already have one. 

What is our Business Continuity Management Framework?

Our BCM Framework provides a formal structure to make sure that our business continuity approach and arrangements are consistent across core council Services. It has been developed to help us meet continued service delivery in response to any unexpected event/issue.

Please take time to review it so that you understand how it:

  • helps us to respond quickly and effectively to disruption
  • demonstrates our commitment to making sure that our operations and services are maintained and restored to business as usual - as soon as possible in the event of a serious incident
  • helps us to minimise disruption to our staff, citizens and service users and focus on restoring vital services as soon as possible.

Why is it important to have business continuity plans?

Having business continuity plans helps us to reduce downtime in the event of a disruptive incident. They allow us to implement tested plans to continue to deliver priority services - rather than responding reactively.

Using carefully tested plans can help:

  • to improve and prevent damage to our reputation
  • identify, and quickly recover/ restore priority business areas and functions
  • provide clear action plans
  • get the right message to the right person/ people at the right time, and
  • address future areas to improve upon to resume normal activity effectively and quickly.

Thursday 20 April

Job Evaluation Update

Just before the Easter break, I wrote to you to highlight the priority of the job evaluation process and the need for volunteers to participate to enable the council to progress and complete the work required for the new pay and grading structure. 

Volunteer -take part with your colleagues

In my last message I mentioned we have introduced group interviews which I am sure will be helpful to all of you to go through this process.  We still require some volunteers, if you are in the job roles listed below, I would encourage you to come forward as this process is critical to ensure the evaluation team have the necessary information to rank your job ahead of the new pay and grading structure.  Be assured if you volunteer, you will be fully supported throughout the process.

Job role

Grade

Cleaner

Grade 1

Catering Assistant

Grade 1

School Crossing Patroller

Grade 1

Breakfast Assistant

Grade 1

Neighbourhood Janitor

Grade 3

Hospitality Representative

Grade 1

Cleaning Supervisor

Grade 2

Assistant Catering Manager

Grade 2

Cook

Grade 2

 

Briefing Session and Group Interviews

If you do volunteer, you will be invited to participate in a job evaluation briefing session and a group interview - with colleagues from across CFM.

A briefing session to outline the process is scheduled to take place on Tuesday 2 May at 10amin our Rowan Park offices in Govan.

Following the briefing session, you will be provided with support to complete a questionnaire which will help you and the job analyst review this at a further face to face meeting which will be scheduled for either Tuesday 23, Wednesday 24 or Thursday 25 May.

What if the briefing and interview coincides with your shift?

If any of these dates coincide with your scheduled work shift, then the job evaluation process takes priority. Furthermore, if any of these sessions are scheduled outside of your work pattern, then additional hours including travel time where necessary will be paid - these arrangements are unique to Catering and FM.

As a reminder the guidance for volunteers is listed below:

a.     The job title falls within this cohort
b.     The post holder has been in post for 2 years
c.     The post holder has no current disciplinary action or outstanding disciplinary procedures
d.     The post holder has no outstanding grievances

As I mentioned, it is important you volunteer, and it is hoped these group sessions will provide the flexibility and support to ensure you feel comfortable in volunteering.

Finally, Area Managers may approach you to discuss this in more detail however please do not hesitate to contact them if you have any questions.  In addition, your local Trade Union representative will be available to offer support at any stage in the process and to complete the questionnaire.

Stephen Sawers
Head of Facilities Management
Financial Services

Wednesday 19 April

How are you feeling right now?

April is Stress Awareness month - held every year to raise public awareness of the causes and cures for modern-day stress.

Did you know that good stress can motivate us to take action, increases our focus and helps improve our performance?  However, sustained and excessive amounts of stress can have a negative impact on our physical and mental health. It is therefore important to recognise the symptoms of stress, understand what helps to manage our stress effectively, and know who and where to turn to for support.

To mark Stress Awareness Month, we have refreshed our Staff Health and Wellbeing Handbook, and Health and Wellbeing Resources Guide. These detailed guides contain lots of really useful wellbeing support routes, broken down into key topics and themes - with quick links for ease of reference.  In particular, they contain new sources of information and resources in relation to managing stress and looking after our physical and mental wellbeing.

So, if you are looking for support in a key area, to aid your health and wellbeing - at work or at home, you can check out the guides, along with other important information on our staff web pages at Workforce wellbeing support - Glasgow City Council

More information on Stress Awareness Month

Wednesday 12 April

We Need You

2023 UCI Cycling World Championships: We Need You!

Background
This summer Glasgow will once again host another major sporting event, and we need you to help us deliver.

The event
From 3-13 August 2023, the inaugural UCI Cycling World Championships will be hosted in Glasgow and across Scotland. It will be the single biggest cycling event in history, bringing together 13 existing individual cycling world championship disciplines into one mega event. Glasgow will provide five venues for the 2023 UCI Cycling Worlds including Sir Chris Hoy Velodrome, Emirates Arena, George Square, Glasgow BMX Centre and Glasgow Green.

What we need
We will be looking for passionate and enthusiastic staff to help us deliver in a variety of roles supporting areas like Event Operations, Spectator Services and Workforce to name but a few. Much like previous We Need You campaigns for Glasgow 2018 European Championships and COP26, this is a great opportunity to see a major sporting event up close, meet new people and enhance your skills. You'll be embedded in a large, dedicated event team, be fully trained and will support delivery as the world watches the biggest cycling event ever!

Key information

  • You should seek approval of your line manager and then your Head of Service before making an application.
  • We are looking for people to be available for the Championships period (3-13 August) with most roles likely to start in July prior to the move to venue.
  • Specifics will be discussed with successful applicants and their line managers.

Key dates:

  • Applications open throughout April
  • Applicants reviewed and contacted throughout May including informal skills matching discussion
  • Final confirmations for successful candidates in June with relevant managers notified
  • Most posts will last from mid to late July until 13 August.

Register online at https://uci2023.rosterfy.com/invite/We_Need_You

More information 

Friday 31 March

Job Evaluation Update

As you will all know Glasgow City Council have been prioritising the work required to move to a new pay and grading structure. One of the key milestones to achieve this is to complete the exercise to evaluate jobs within the current framework.

In terms of your own efforts, I would like to thank all the people who have already volunteered and went through the job evaluation process. This is a huge priority for GCC and your commitment to coming forward and taking part is appreciated.

Volunteers

That said we still have several gaps, and more volunteers are required. If you are in the job roles listed below, I would encourage you to volunteer for the process.

Job role

Grade

Cleaner

Grade 1

Catering Assistant

Grade 1

School Crossing Patroller

Grade 1

Breakfast Assistant

Grade 1

Neighbourhood Janitor

Grade 3

Hospitality Representative

Grade 1

Cleaning Supervisor

Grade 2

Assistant Catering Manager

Grade 2

Cook

Grade 2

Further information

Job Evaluation is now moving to a new format where for the roles indicated above you would be invited to be part of a group interview process. This means that you will work with like-minded people which can help make the process more straight forward.

Shortly after the Easter break, I will provide details of the group sessions which will outline the date, venue, and time of the session. Please be aware that if this coincides with your scheduled work shift then the job evaluation process takes priority. Furthermore, if the group session is scheduled outside of your work pattern, then additional hours including travel time where necessary will be paid. Please note these arrangements are unique to Catering and FM.

Next Steps

Please consider coming forward as this process is critical to ensure the evaluation team have the necessary information to rank your job ahead of the new pay and grading structure. If you wish to come forward be assured, you will be fully supported throughout the process.

Please speak with your line manager who will take details and guide you once the group interview sessions are scheduled.

As a reminder the guidance for volunteers is listed below:

a.     The job title falls within this cohort

b.     The post holder has been in post for 2 years

c.     The post holder has no current disciplinary action or outstanding disciplinary procedures

d.     The post holder has no outstanding grievances

Finally, I would like to take the opportunity for thanking you all for the invaluable work you do and wish you a Happy Easter.

Stephen Sawers

Head of Facilities Management

Financial Services

Thursday 30 March

Your new combined Occupational Health and Employee Assistance Provider

The council provides both Occupational Health (OH) and Employee Assistance Provisions (EAP) to support the health and wellbeing of our workforce. Our contract for both services is due to end and we have now agreed a new combined contract to allow us to continue to provide these services to staff.

  • Occupational Health- our OH provider has been People Asset Management (PAM) since 2015. They have been re-awarded the contract and will continue to provide these services going forward.
  • Employee Assistance Provisions- from 14 April 2023 we are changing our EAP provider from Workplace Options across to People Asset Management (PAM) as well.

From 14 April - using PAM for one combined contract for both Occupational Health and Employee Assistance Provisions will make it much easier for staff to access all the support they need in the one place.  This gives staff access to an independent Employee Assistance Programme (EAP) with a team of highly trained professionals. They can offer confidential support, guidance and counselling for a wide range work or personal issues and concerns you might have. For example, health and wellbeing, caring responsibilities, debt management and counselling. The service is confidential, available 24/7and freeto you as a member of staff.

Please note any staff who have already started their EAP support journey with Workplace Options, and it is due to continue beyond this change over date, will continue

working with Workplace Options until their sessions are complete. Staff will not be expected to switch providers during a series of active support sessions.

You will notice some minor changes once we change providers.

Employee Assistance

Although you will continue to use the same telephone number to access the support 24/7 with PAM Assist on 0800 247 1100,the contact email address will change to info@pamwellbeing.co.uk.  You can also contact them using their APP. Please speak to your manager for details on how to download the APP and register to use it with the council code.

We will also move away from having multiple contact numbers for different issues to using this one single phone number.

If staff happen to phone one of the previous Workplace Options dedicated phone numbers they will automatically be diverted across to the main PAM number for support - with no loss of service.

Employee Assistance

Watch this short video which provides an overview of the services provided by PAM Assist.

Book a place on an online briefing session with PAM Assist to find out how they can support you.

Monday 27 March

Glasgow Living Wage Increase

The Glasgow Living Wage increases to £10.90 per hour from 1 April 2023. We will apply this new hourly rate to the salaries of all grade one employees from 1 April 2023 with the first payment in 4 April 2023 pay. 

This increase is in advance of the 2023 to 2024 pay settlement, when that is reached we will update all staff as soon as possible with the changes and any back dated pay at grade 1 will be for any increase above the £10.90.

 

Thursday 16 March

Payroll deadline dates for submitting overtime claim forms 2023/2024

It is important these forms are submitted on or before the deadline dates detailed below and completed correctly with all the relevant information to ensure there are no delays in you receiving payment for additional hours.

Important information - to make sure you receive your payments on time.

  • All overtime claims must be submitted at the end of each working week and not held back until the end of the submission period. 
  • Overtime claim forms should be posted on the Friday of the week the overtime has been undertaken (with exception of any Saturday working).
  • This will ensure the forms are received by the team at Rowan Park, Govan, for processing on the Monday - so all overtime payments are received on the relevant pay date.

Payroll deadline dates 2023/2024

Pay Date
2022/2023

Overtime sheet to be given to Area Manager no later than the dates detailed below

Area Manager to submit to CBS no later than close of business on the date detailed below

Tuesday

Friday  

Friday

2 May 2023

7 April 2023

14 April 2023

30 May 2023

5 May 2023

12 May 2023

27 June 2023

2 June 2023

9 June 2023

25 July 2023

30 June 2023

7 July 2023

22 August 2023

28 July 2023

04 August 2023

19 September 2023

25 August 2023

1 September 2023

17 October 2023

22 September 2023

29 September 2023

14 November 2023

20 October 2023

27 October 2023

12 December 2023

17 November 2023

24 November 2023

** 9 January 2024

15 December 2023

22 December 2023

06 February 2024

12 January 2024

19 January 2024

5 March 2024

9 February 2024

16 February 2024

02 April 2024

8 March 2024

15 March 2024

** Submission and pay dates may change due to the Christmas holiday period

Wednesday 15 March

Glasgow Club - discounted membership offer for council family staff

All council family staff now qualify for a discounted Glasgow Club membership.

You can sign up to FitClub for just £10 per month instead of the standard rate of £27. If you already pay for a membership, you can apply for the discount and reduce your monthly fee. FitClub is Glasgow Club's most popular membership plan.

You can enjoy the following at all Glasgow Club venues:

  • unlimited Gym Sessions
  • unlimited access to all fitness classes (in-club and digital)
  • unlimited Swimming
  • free personal appointments with a qualified fitness instructor
  • pay-as-you-go for other activities (for example, football, badminton).

Why not make a difference to your health and wellbeing and enjoy a saving too?

To sign up: Visit https://myglasgow.club/gccstaff

Support - FAQs

What happens if I already pay for Glasgow Club membership?

Follow the link and skip straight to completing the form. Here you'll provide your current membership or card ID and upload your latest payslip. The team at Glasgow Club will apply the discount so you can enjoy the £10 monthly rate. We plan to do this in time for your next payment. However, we're anticipating high demand so please allow up to 6 weeks for the change to take effect.

How soon will my membership start? And when do I pay?

You can sign-up or apply for a discount on your existing membership as soon as you register at https://myglasgow.club/gccstaff.

Your membership is immediately active. There's nothing to pay until the 7th of the following month. Payments continue on the 7th of each month until you cancel the direct debit with your bank. NOTE: your membership will become inactive if you don't upload a picture of your latest payslip to the staff membership page. As a result, you won't be able to access Glasgow Club activities.

Is this offer open to my family members too?

No. This offer is only for those working at Glasgow Life, Glasgow City Council and our ALEOs.

Do I get discounts on court/pitch bookings with my staff membership?

No. Only activities included in the FitClub membership.

Can I purchase annual membership instead of paying monthly?

Staff membership is ONLY available on a monthly basis paid by Direct Debit.

I'm not quite ready to take out a membership can I join at a later date? 

Yes, if you're not ready to take advantage of the offer right now, you can apply in the future.

Tuesday 28 February

Budget Service Update - Financial Services

Dear Colleague

Following on from the Chief Executive's message on the council budget on 17 February 2023, this email provides an initial update on how the budget will affect us within Financial Services (FS).

Within the final budget there are a range of reductions detailed for FS, and these will be achieved by a mix of non-staff related costs, income generation and some post reductions - more information can be found on these options online here.

Staff

We have tried to keep the impact on our staffing numbers as low as possible, whilst continuing to deliver our vital services to our citizens.  However, we will need to make a reduction of around 55 posts across the service to meet the savings indicated under the heading "Review of Resources" in the budget paper. 

Every section is being reviewed across FS to identify reductions to meet our savings targets.  This will see work being redesigned, re-distributed or even stopped in some areas.  Your Director, or Head of Section, will engage with you directly to explain how the plans are likely to affect you.  We are also engaging with Trade Union representatives through our regular liaison meetings at both Service and local levels.

Please be assured that we have options in place to help us to manage a reduction in staff numbers.  These include:

  • not replacing staff when they leave and not filling current vacancies, where possible
  • redeploying staff to jobs where they are needed most, with appropriate training particularly to protect our most vital services
  • targeted service reforms that may result in some early retirement and/or voluntary redundancy supported by a business case

Redeployment - vacant critical posts

May I also take the opportunity to confirm that we are likely to encourage interest in potential redeployment opportunities within the Department through inviting expressions of interest in vacant critical posts.

As always, your flexibility will be vital as we change how we work, including stopping some activities and redeploying staff so we can deliver the savings needed during these difficult times.  We continue to depend on your vital support to deliver services for the city. 

Please do not hesitate to contact your line manager or Strategic HR team if you have any concerns regarding this matter.

Martin Booth
Executive Director of Finance

Tuesday 28 February

Update on equal pay claims - offers and payments

We are committed to keeping you updated about all matters relating to equal pay and we realise that it has been some time since we last provided you with information.

Last November we said that an agreement had been reached with the main claimants' group to end the current equal pay dispute with the Trade Unions and pave the way for the final settlement of claims - an end to the long-running equal pay litigation against the council.

Over the last few months all sides have been working intensely on agreeing the details that will allow individual offers to be determined and issued. This is a complex process which is still ongoing. Whilst the details remain confidential, we are optimistic that we will have agreed claims and pay data by early April to allow us to then engage with HMRC on how to deal with the payment of tax and national insurance contributions. We hope to conclude that process in time to allow individual offers to be made to claimants from late May with payments starting from June/July.

We understand that this information is what claimants have been waiting for and all sides remain committed to progressing these offers as quickly and efficiently as possible.

We will continue to keep you updated and all information about equal pay matters is on our website at www.glasgow.gov.uk/staffupdates

 

Friday 17 February

Colleagues,

I want to give you an update on the council budget and explain what this means for staff.

The council agreed a budget yesterday (Thursday 16 February 2023) which meets its funding gap of £49.3 million in the new financial year; this includes a 5% increase in Council Tax.

The budget is designed to protect delivery of our vital services that Glasgow's communities rely on and deliver the council's main priorities as set out in the strategic plan.

Details of the budget and savings are available online here:

https://www.glasgow.gov.uk/councillorsandcommittees/Agenda.asp?meetingid=18559

If you work for Social Work Services under Glasgow Health and Social Care Partnership, then you will receive a separate budget update.

There are a range of measures required to implement this budget that could affect staff including: maximising income streams, creating efficiencies through service reform, and reducing some services.

These measures could affect you, depending on where you work, because some of the savings will be achieved by a reduction in our overall staff numbers. You could be asked to do your job in a different way or stop doing something and support another area of the council. 

If your area of work is affected by the budget, then your service director and local management teams will be arranging for communications to provide you with more information.

Please be assured that we have options in place to help us to manage a reduction in staff numbers including:

  • not replacing staff when they leave and not filling current vacancies, where possible
  • redeploying staff to jobs where they are needed most, with appropriate training, particularly to protect our most vital services
  • Targeted service reforms that may result in early retirement and/or voluntary redundancy supported by a business case.

What I ask of you all, is your flexibility to help us to change the way we do some things so we can deliver the savings needed during these unprecedented difficult financial times that we all find ourselves in this year.

I understand that you may be concerned by this, please talk to your line manager or local HR team, in the first instance.

During this time, we still need your support to make sure that we continue to deliver services for the city, please keep up the good work that I know you are proud to deliver.

As always, you can email me at Ask Annemarie.

 

Monday 6 February

Spaces available this week on Thursday 9 February

Opportunity for you to chat to a mental health professional - at a Virtual Appointment Day

If something is playing on your mind at work, spaces are available to talk to a mental health professional from Able Future, in complete confidence, at the next virtual appointment day on Thursday 9 February, from 7am to 5pm.

Your call is confidential

On the virtual appointment day, a member of 'The Better Health Generation Team' from Able Futures will phone you, at your chosen time, to discuss how they can support you.

During your call you can have a confidential chat about whatever it is that is playing on your mind whilst at work. Able Futures will discuss the support available to you and if you decide to access this, they will be able to take your details whilst on the call and help you start your journey to mental wellbeing, at your own pace.

This service is fully confidential, and the council will not be made aware of any personal appointments or bookings.

How to book

You can book your timeslot at https://calendly.com/lisa-woodward-1/appointment-booking-mental-health-support-gcc-09-feb

The call will take up to 30 minutes and you will need the following information to register for the phone call:

  • National insurance number
  • Email address
  • Start date of current employment.

Support is available now

You don't have to wait until the appointment day, you can apply through the Able Futures website at any time for support. This confidential service is quick and easy to access:

If you need a private safe space to talk to Able Futures or need flexibility to balance this with work and personal commitments, then you should talk to your manager to discuss how this can be accommodated.

Visit our health and wellbeing support

For more information go tohttps://www.glasgow.gov.uk/workforcewellbeing

 

Friday 3 February

SAP update: key information for staff 

Further to the communication below here is a reminder of the key messages:

  • We expect the majority of employees pay will be accurate. 
  • We have not been able to include all pay variables- such as some expenses or travel/mileage claims, some overtime payments (My Portal users), changes to hours or grades, and some sickness related absences which impact pay.
  • this may result in a small number of employees being under or over paid - we aim to have any associated payments or deductions reflected in your next pay on 7 March 2023.
  • Payslips will be issued to staff who normally receive one in the post however, there may be a delay with this
  • My Portal remains unavailable at this time to view your payslip online

CFM service arrangements are as follows:

  • If you have a discrepancy which concerns you, the first step is to talk to your line manager
  • Where your line manager understands that the discrepancy is significant for you, or unexplained you/your Line Manager should contact Strategic HR with the details.  You can find contact arrangements below:

email strategichr@glasgow.gov.uk,

or

phone Wilma Benzie, HR Officer, on 07765 744 280.

Please do not contact CBS Employee Service Centre with any pay enquiries. 
 

SAP is used to manage our essential business processes such as payroll and accounts. As staff are aware the system encountered a severe technical issue, following a planned upgrade, and has been unavailable for a couple of weeks.

Extensive recovery work has been ongoing during this time to get identified issues resolved and the system operational for us to start processing core activity - in particular, council family payroll runs. During this period, our main priority has been to make sure that our staff continue to be paid on time.


Staff payroll

As of last weekend, a limited number of users have now been given priority access to a recovered SAP payroll system. They have been working tirelessly to update staff data in order to process the next payrolls due, in particular the City Building weekly payroll due on Friday 3 February and the four-weekly payroll for staff due on 7 February 2023.

Please note, that in order to prioritise staff pay on time, we have not been able to include all pay variables for some staff - such as some expenses or travel/mileage claims, some overtime payments (My Portal users), changes to hours or grades, and some sickness related absences which impact pay. We appreciate that this may result in a small number of employees being under or over paid. We aim to have all processing completed, adjustments made, and any associated payments or deductions reflected in your next pay on 7 March 2023.

 

Payslips

Paper payslips will be issued to staff who normally receive one. Please note that delivery may be slightly delayed, and you may not receive this on the usual day.  If you use My Portal to view your payslip online, please note access is still not available. 

 

Pay enquiries

We expect that the majority of employees pay will be accurate. 

CBS Employee Service Centre are focused on ongoing recovery activities therefore please do not contact the Employee Service Centre with any pay enquiries. 

You should only raise a pay query if you believe a significant and unexplained discrepancy has occurred with your pay, you should follow our dedicated pay enquiry process as summarised below:

1.    Firstly, you must access your bank account, to view what you have been paid - if you normally receive a paper pay slip you can also check that when you receive it.

2.    If you think your pay is not what you were expecting, please check this against your previous pay (you can do this through your bank account and if you are paid 4 weekly, your last pay was paid on 10 January 2023). If you don't normally work overtime your pay should be the same every four weeks.

3.    Where you think there is a significant discrepancy in your pay, please carefully consider what this could be, remember at this stage we've not been able to process:

a.    Travel, mileage, and general expense claims.

b.    Overtime payments not authorised or processed through My Portal before 16 January 2023.

c.     Contractual changes for example, changes to hours or grades.

d.    A small number of sickness related absences which impact pay, for example move onto half pay or returning from half pay.   

These will be paid in your next pay on 7 March 2023.

4.     Where you believe you've not been paid or the discrepancy in your pay to be significant or unexplainedyou should in the first instance speak with your line manager. 

Where your line manager agrees that the discrepancy is significant or unexplained you should contact your Service HR Team, a service specific communication will be issued to advise you how to do that.

Booking annual leave

Whilst My Portal remains unavailable for you to view your annual leave quota and book time off - please continue to speak to your manager about any leave requests so that they can be recorded locally.  Once it is available, you must make sure it is updated for all leave requests that have been authorised in the meantime.

 

Staff will be kept informed and communicated with as soon as My Portal becomes available for general use. We are also keeping the Trade Unions updated on developments and progress to date.

Thursday 26 January

Key HMRC information for staff: SAP unavailable

As you are aware our SAP system which we use to manage our essential business processes such as HR, payroll, accounts payable/ receivable - is currently unavailable due to ongoing technical issues following a planned upgrade.  Extensive work is ongoing to resolve the issue as a matter of urgency to make sure we continue to deliver vital services across the city.

HMRC

We are aware that staff may need access to a couple of documents that we would normally provide using information from our SAP system - in particular, your P60 and your P45. You are able to obtain both of these items online at HMRC as follows:

P60

Your P60 is proof of the tax you've paid for that year and also shows how much you've earned over the tax year and how much you've paid in National Insurance contributions and Pay As You Earn (PAYE) income tax. You may need to provide information from this for tasks such as submitting a Self-Assessment Tax Return.

You can access your P60 information directly from your online HMRC Personal Tax Account. If you don't already have an online Personal Tax Account you can create one at https://www.gov.uk/log-in-register-hmrc-online-services/register.

P45

Your P45 provides a new employer, details of how much taxable salary you've paid over the course of the current tax year, along with how much has been deducted, and your tax code at the time of leaving your last job. 

If you need a P45 you will need to login to HMRC and complete an online form, called a New Starter Checklist (previously called a P46). This is a tax form that makes sure you are allocated the correct tax code when starting a job and you pay the correct amount of income tax.

You can complete the New Starter Checklist for HMRC using the online form at: https://www.gov.uk/new-employee/employee-information

HM Revenue & Customs (HMRC) helpline for any support and guidance: 0300 200 3300.

Thursday 26 January

Opportunity for you to chat to a mental health professional - at a Virtual Appointment Day

If something is playing on your mind at work, spaces are available to talk to a mental health professional from Able Future, in complete confidence, at the next virtual appointment day on Thursday 9 February, from 7am to 5pm.

Your call is confidential

On the virtual appointment day, a member of 'The Better Health Generation Team' from Able Futures will phone you, at your chosen time, to discuss how they can support you.

During your call you can have a confidential chat about whatever it is that is playing on your mind whilst at work. Able Futures will discuss the support available to you and if you decide to access this, they will be able to take your details whilst on the call and help you start your journey to mental wellbeing, at your own pace.

This service is fully confidential, and the council will not be made aware of any personal appointments or bookings.

How to book

You can book your timeslot at https://calendly.com/lisa-woodward-1/appointment-booking-mental-health-support-gcc-09-feb

The call will take up to 30 minutes and you will need the following information to register for the phone call:

  • National insurance number
  • Email address
  • Start date of current employment.

Support is available now

You don't have to wait until the appointment day, you can apply through the Able Futures website at any time for support. This confidential service is quick and easy to access:

If you need a private safe space to talk to Able Futures or need flexibility to balance this with work and personal commitments, then you should talk to your manager to discuss how this can be accommodated.

Visit our health and wellbeing support

For more information go tohttps://www.glasgow.gov.uk/workforcewellbeing

 

Friday 20 January

SAP - important information

Background

We use SAP to manage our essential business processes such as HR, payroll, accounts payable and accounts receivable.  As you are aware SAP is currently unavailable for use - this is due to ongoing technical issues following a planned upgrade that took place last weekend.

CGI are working hard with the council to resolve this issue and have confirmed that a system restore is required. 

In the meantime, we are unable to make timely payments from the system for example to staff, suppliers and other key stakeholders. As a result, these payments will be delayed, and this includes some council family payroll runs.

Payments to staff

We have contingency measures in place for our payroll runs to make sure that staff are paid despite these technical issues - this is a priority for us.  

Please be reassured that all staff will be paid.

However, as these contingency measures will be using previous data, the affected pay runs may not include elements such as recent overtime or deductions for industrial action.  At this time, Education (teachers) and City Building staff payrolls are impacted.  Any salary anomalies will be rectified as soon as possible. 

If you are affected by this issue, you will receive further communications from your Service/ ALEO directly.  Due to these issues, CBS staff are unable to provide any information on individual cases.  Access to My Portal also remains unavailable for all purposes, this includes booking annual leave and viewing your payslip.

Full system restore

The restore will start today, Friday 20 January 2023 and is expected to run until Sunday 22 January 2023, when we expect only a limited number of critical users will be granted access to progress priority payroll activity.

Following a full restore council teams will then need time to verify and check all data in SAP.  Further work may be required to update the system following these checks.

All staff will be kept updated on developments.

Tuesday 17 January

Time to Talk - Thursday 2 to Wednesday 8 February

Time to Talk Day is a national mental health campaign which takes place in early February each year. It is organised by See Me, Scotland's national programme to tackle mental health stigma and discrimination.

In partnership with See Me, we are committed to supporting the mental health of our staff and providing the appropriate wellbeing support routes. We want to help raise awareness about the different ways we can all start a conversation about our mental health. Each and every conversation helps reduce stigma and create supportive workplaces where we can talk openly about mental health and feel empowered to seek help when we need it.

'Time to Talk' takes place on Thursday 2 February and is all about us taking the time to connect with someone and start a conversation about our mental wellbeing. This year the theme is around the importance of making space in our day for a conversation about mental health.

Having a chat - anytime that week

Talking and listening are very much at the heart of the day. Taking time out in a relaxed environment, to catch up with a colleague, can help to support and empower each other to talk freely about how we feel or what is on our minds.

So, during this week, from Thursday 2 February - Wednesday 8 February you are encouraged to set aside some time for a 'cuppa and a chat' with a colleague - either virtually or physically.

We want to encourage all staff to actively have conversations with one another about mental health - visit our support page for help to get your conversation started or come along to the webinar on the day for top tips. It really doesn't take much to show someone you are willing to listen. Why not catch up over a coffee or even over a phone call? For example, you could talk about how money worries and the cost of living can impact mental health or even chat about a person you admire who has been a strong voice for speaking openly about mental health.

Join us on the day

On the day you can also join us for a bite sized 30-minute webinar, in partnership with the Scottish Association for Mental Health (SAMH), on 'Having the Mental Health Conversation'.

The webinar explores the topic of mental health and wellbeing and offers top tips on how to start a supportive and compassionate mental health conversation.

Join us on Teams from 10am to 10.30am. Sign up here.

Support to help you start that conversation

There are lots of resources to help you start a conversation with a colleague and take 'time to talk' - including fun interactive activities.

Mental Health Support for Staff

 

NHS 24

 

For urgent health advice out of hours, when your GP Practice is closed.

 

 

Phone 111 (24/7)

 

 

Workplace Options

 

Employee Assistance Service

 

 

Free, confidential, independent advice and support for staff. Available anytime to chat about any issue that matters to you.

 

Freephone: 0800 247 1100 (24/7)

 

Bullying & Harassment helpline: 0800 042 0135

 

Addiction helpline: 0808 196 9460

 

LGBT helpline: 0800 138 8725

 

BME helpline: 0800 288 4950

 

 

Breathing Space

 

Free, confidential phone line for anyone in Scotland feeling low, anxious or depressed.

 

Freephone: 0800 83 85 87

(open 24 hrs at weekends, 6pm to 2am weekdays)

 

Website: www.breathingspace.scot 

 

 

Samaritans

 

Free, confidential support and a safe place to talk about whatever you're going through.

 

 

Freephone: 116 123 (24/7)

 

Email: jo@samaritans.org

 

Website: www.samaritans.org

 

Further health and wellbeing support

Your Staff Health and Wellbeing handbook contains lots of important information on mental health support - it is available on our staff website at https://www.glasgow.gov.uk/workforcewellbeing

Friday 13 January

Chief Executive Message

Happy New Year and I hope that everyone was able to relax and enjoy the festive break with families and friends.

And my gratitude to those staff who were working over the holidays to deliver essential services to our citizens - I know that your efforts will have been worthwhile and meant many Glaswegians will have seen a friendly face and no disruption to their care and services.

There is still a lot of doom and gloom in the news - coupled with the weather and dark nights - it is hard to see light at the end of the tunnel sometimes.

But we do have a lot of positives in the months ahead - more international events in the shape of the UCI Cycling Championships in the summer - which will bring competitors and visitors to the city from around the globe.

It will also give Glasgow the chance to shine with television coverage beamed across the world too - Glasgow always rises to the occasion and this time will be no different.

This year we will also see the next round of equal pay settlements being made and I know this will bring much relief to many of our staff and I thank them for their patience in what has been a complex negotiation to reach the financial deal.

We also need to turn our attention to the annual council budget which will be set in February of this year, and the impact this is bound to have.

You will remember I wrote to you in November to tell you about the council's financial forecast for next year. This said that we would need to save around £120 million next year.

As we do every year, we continually update and refine these forecasts and, following the Scottish Government's statement before the end of last year, there has been a marginal improvement in our position.

It is, however, complicated. Decisions taken in the government's budget mean that we essentially now must deal with Social Work - which represents almost a third of our spending - separately from the rest of the council family.

Our forecast spending gap was £120m across the whole family. It is now around £70m - but, while this may sound like a healthy improvement, this does not include any of the significant budget pressures facing social work and social care.

The extent of those pressures is for the Health and Social Care partnership and the Integrated Joint Board to consider - but I think it is clear that, taken together, the financial challenge facing the wider council family has reduced only very slightly.

I know that these figures will be very worrying but please be reassured that your colleagues are working exceptionally hard to make sure we can continue to deliver the statutory services our communities, citizens and businesses rely on.

You can read the update financial forecast here 

Thank you once again for your continued commitment to the people of Glasgow and I will keep you updated on budget developments when I can.

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