Leeds COVID-19 Vaccination ProgrammeExisting NHS Staff OnlyStaff HandbookDecember 2020Version 1.5

Version Changes made Updated by

Date

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1.0 Document created LHCA 4/12/20201.1 Clarified that all patients will need

a three-point identification check Added communications team

information Added information relating to

occupational health services and needlestick injuries

LHCA 11/12/2020

1.3 Provided occupational health services contact details for each Trust

Updated workforce lead for Leeds Teaching Hospital Trust

Updated information in relation to pay

LHCA 18/12/2020

1.4 Provided central email address for LTHT shift changes

Updated shift pattern information

LHCA 05/01/2021

1.5 Updated adding Elland Road Vaccination Site

LHCA 12/01/2021

Contents

1. Welcome.................................................................................................................32. About the COVID-19 Vaccination Programme - phase 1........................................32.1. The Thackray & Elland Road vaccination site.........................................................3

Travel to the site.....................................................................................................4 & 52.2. The operating model...............................................................................................6

Roles and responsibilities.............................................................................................73. Working on the COVID-19 vaccination programme................................................83.1. Your deployment to the programme........................................................................8

Shift patterns.................................................................................................................8What to do if you can’t attend a shift.............................................................................8Pay................................................................................................................................9Employment status and queries....................................................................................9

3.2. What to expect on day one.....................................................................................9Arriving at site...............................................................................................................9Staff facilities.................................................................................................................9Uniform..................................................................................................................9 &10

4. Support for you......................................................................................................10Wellbeing....................................................................................................................10

Infection Prevention and Control.................................................................................11Information governance..............................................................................................12Incident reporting........................................................................................................12Fire safety...................................................................................................................12Communications and media queries...........................................................................12

5. Frequently asked questions........................................................................................13

1. Welcome

Please be aware that the handbook is regularly updated to ensure that it contains the most up-to-date information about the COVID-19 Vaccination Programme as it develops.

Thank you so much for volunteering to work as part of the COVID-19 Vaccination Programme in Leeds. Each person working as part of the programme has an important role to play, and we aim to do everything we can to support you in your work here.

This handbook is designed to give you the information you need to start work as part of the programme, and will be complemented by a comprehensive local induction prior to your first shift. The handbook and FAQs are in constant development, and we will add more information to the electronic version of this document as and when it becomes available.

2. About the COVID-19 Vaccination Programme - phase 1

The first phase of the COVID-19 vaccination programme has been taking place since 7 December 2020. During this period the vaccine has been offered to the over 80’s and health and care staff.

More details about the vaccine, its storage, use and the standard operating procedure for administering the vaccine will be provided through e-learning and in your pre-shift huddle.

2.1. The Thackray vaccination site

There are two vaccination sites in Leeds. The first being, Thackray Medical Museum, St James’ Hospital. The site has been open since Monday 7 December and will continue to operate throughout.

Address: Thackray Medical MuseumSt James's University HospitalBeckett StreetLeedsLS9 7TFSite map: Thackray Medical Museum is point 11 on the St James’ site map.

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Travel to the site

BusBuses travel frequently from Leeds to Beckett Street outside St James’s University Hospital. This includes stops outside Bexley Wing (Level -2) and further up the road near Chancellors, Lincoln and Gledhow wing entrances. 

Full details of the bus stops around the St James’s site along with route numbers can be found on the West Yorkshire Metro website.

The following buses travel to and from St James's Hospital, with many following routes to Leeds City Centre: 16, 16A, 42, 49, 50, 50A, 61, 61A, 87 

Car parkingStaff can park in the Thackray car park in marked bays using the temporary staff parking permit attached to this handbook - please print and display clearly in your car. This permit is only valid for marked bays in the Thackray car park.

If the car park is full and you require alternative parking, please use one of the options below.

Other parking optionsThere is a multi-storey car park located on the St James’s site, however spaces are limited.  It has 624 spaces for patients, visitors and staff and operates a ‘Pay as you Leave’ system - on entering the car park you will need to take a ticket. Disabled parking spaces are located on Level 0.

The car park is open Monday - Sunday 6am to 12 midnight and car parking charges can be found by clicking here. If you need to remove your vehicle when the car park is closed, please contact security.

There are a number of alternative car parks that are located close to St James’s University Hospital:

Beckett StreetThe Beckett Street car park is located across the road from the Bexley Wing and it has 143 spaces. It is pay and display and offers parking from 1 hour up to 4 hours. Payment can be made in cash or using Park Mobile and the postcode is LS9 7JX.

Gledhow Road and Dolly LaneThere are a number of privately owned car parks located along Gledhow Road and Dolly Lane and many of these offer parking for a full day.

There is also a Leeds City Council car park on Gledhow Road that is pay and display and offers parking options starting from 1 hour. This car park is located next to the Rosewood nursery, across the road from the hospital gate. Payment can be made in cash or using Park Mobile and the post code is LS8 5ER.

You can find other car parks in the area using the Parkopedia website or for council car parking information visit the Leeds City Council website.

For driving directions, visit Google Maps and get directions to LS9 7TF.

Leeds United Football Club Vaccination Site

The second and larger vaccination site is located within Leeds United’s Centenary Pavilion conferencing venue on Lowfields Road, opposite the football stadium and will be in operation from Monday 18 January 2021.

Address:Leeds United Football ClubCentenary Pavillion Lowfields RoadBeestonLeeds LS11 0ES

Travel to the site

BusThe vaccination centre is accessible via a number of bus routes, these are listed below, along with associated city centre stops:

PR1 (dedicated Park & Ride bus) – leaves from stop T9 on Boar Lane (opposite Trinity Shopping Centre), with buses running at between 5 and 15 minute intervals from 6am to after 8pm. There is a bus stop at the bottom on Lowfields Road, 1 minute walk to the vaccination centre. Further information can be found at: www.wymetro.com/buses/parkandride/elland-road

51, 52 – leaves from stop M7 on Vicar Lane. Stops on Elland Road at the end of Lowfields Road.

54, 55, 55C – leaves from stop P3 on Park Row, or S12 on Aire Street. Stops on Elland Road at the end of Lowfields Road. Further information relating to bus times and link routes across the city can be found at: www.wymetro.com/buses

Car parkingStaff parking is available, as shown on the attached map, situated at the corner of Elland Road, Wesley Street and Hoxton Mount. Entry to the car park is off Hoxton Mount, accessed from Elland Road (please do not access from Wesley Street).

If you are arriving via the M621 it is advised to exit at junction 2, straight onto Elland Road, with Hoxton Mount being approximately 100m on the left (immediately after McDonald’s).

Please note: the car park is not laid out with lines to indicate parking bays. Staff are therefore asked to park their vehicles considerately to maximise capacity of the site.

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In order to be a good neighbour to the community living around Elland Road it is important that all staff who require car parking use the formally designated parking site. Vehicles should not be left on surrounding residential streets, which may cause a nuisance to those living in the area. Many of the streets are subject to parking restrictions, yellow lines or resident parking zones, and therefore on street parking could lead to the issuing of fixed penalty notices.

In addition to the above, a number of disabled parking bays are available in front of the vaccination centre on Lowfields Road.

For information only: customers attending for a vaccination appointment by car will be directed to the Elland Road Park & Ride facility (this area is shown on the attached map for your information). On road signage for vaccination centre parking will direct drivers to the Park & Ride, so please do not follow these (unless you are attending the centre to receive a vaccination). Please instead use the instructions as above to access the staff parking area off Hoxton Mount.

2.2. The operating model

The diagram below shows the pathway of patients through the vaccination sites. The vaccination sites will run a POD model. Each POD will comprise of a team responsible for administering the vaccination (step 4 below), with other team members responsible for the pre- and post-vaccination steps.

Please note that at step 4a staff will be required to carry out a three-point check for all patients – confirming their name, date of birth and address.

Roles

and responsibilities

The table below gives you an idea of the different team members you’ll be working with at the site. You’ll also be provided with more information about the specific roles and responsibilities within the pre-shift huddles.

Pod teamsVaccine admin support Responsible for patient and vaccination record keepingHealthcare assistant - 2 per POD

1 person responsible for sanitisation and infection control1 person responsible for post-vaccine observation

Vaccinator - 2 per POD Delivers the vaccineResponsible for disposal of clinical waste and change of PPE

Draw up and clinical assessment - registered healthcare professional - 3 per POD

1 person responsible for drawing up the vaccine for vaccinators2 people responsible for clinical assessment of patients pre-vaccination

Clinical supervisor - registered healthcare professional - 1 per POD

Supervises vaccination delivery and oversees the running of the POD

Central team - covering the whole siteMarshalls, administrative staff, stewards and support

Responsible for patient flow, screening for COVID-19 symptoms, supporting the running of the PODs

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staffNursing manager Oversees and manages several pods

Manages rosteringResponsible for clinical escalation

Medical Director Responsible for clinical leadership, oversight and supervisionPoint of clinical escalation

Operations Director Manages operational running of the site (finances, rostering, logistics, supplies etc)

3. Working on the COVID-19 vaccination programme

3.1. Your deployment to the programme

Shift patterns

The vaccination centre is currently open 12 hours a day, 7 days a week. The first vaccination appointment will start at 7.30am and the final appointment will be 6.30pm. There are a range of shifts available, more information on this will be provided within your first shift.

You will have at least one 30 minute break for every 6 hours worked, and will be allocated break times by your supervisor.

The shift pattern may need to change as the vaccination programme develops. If this happens you will be given as much notice as possible.

What to do if you can’t attend a shift

If you cannot attend a shift for any reason, you must inform your organisations workforce lead for the vaccination programme as soon as possible:Leeds Teaching Hospitals - leedsth-tr.vaccinationrostering@nhs.net or Julie SutcliffeLeeds Community Healthcare - Hannah CresseyLeeds and York Partnership - Mubina Ahmed

You should also report any absence to your line manager in the usual way and ensure you follow your organisation’s policies relating to self-isolation and COVID-19 testing if your absence is related to COVID-19 symptoms.

Pay

Substantive staff will be paid at least your normal rate of pay for the role you undertake, in line with NHS terms and conditions. Payment will be made through your employing NHS organisation.

Bank workers will be paid in line with bank terms and conditions.

Agency workers will be paid in line with agency terms and conditions.

Employment status and queries

You will continue to be employed by your existing organisation during your deployment to the vaccination programme.

You will also be supported by a line manager/clinical supervisor during your deployment.

3.2. What to expect on day one

Arriving at siteWhen arriving at site please make sure you have your Trust ID badge with you, this will be checked by security before you are granted access to the site.

You will be welcomed on your first day by the management team of the site. A pre shift huddle will ensure you have everything you need to start work.

Depending on your role, you may be required to undertake specific training relating to the COVID-19 vaccination, details of this will be provided to you before your first shift and you will be expected to complete the training before you arrive.

Staff facilitiesThere are rest areas for you to use on your breaks and you will be provided with tea, coffee and refreshments throughout your shifts. You’re advised to bring your own meals and snacks.

Changing facilities are also provided at Elland Road along with small area for you to keep personal possessions.

UniformPlease arrive wearing the uniform you would usually wear for your role. If you require any additional uniform or scrubs, these will be provided.

Uniform Staff MemberNavy Blue Scrubs Registered StaffGreen Scrubs Non Registered Health Care ProfessionalsPurple Scrubs PharmacistsTabards AdministratorsHi-Vis Vests Marshalls & VolunteersBadges All staff, identifying job role and name

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4. Support for you

Wellbeing

We understand that this has been a difficult time for everyone and our aim is to make sure that we have a Mentally Healthy Workforce. It is therefore really important that we look after ourselves to ensure that we are then able to care for others. There is help and advice available both nationally and locally.

Looking after yourself and your teamsIn order to perform your role to the best of your ability there are a few simple things you can do to take care of yourself and your team.

1. Rest and sleep, when not at work2. Food and exercise - eat healthy and try to do one form of exercise a day3. Contact with family and friends - remain in touch4. Take part in activities that are not work related 5. Have time away from social media and the news6. Encourage team members to talk to each other7. Check in with each other

On shift - 1. Take your breaks2. Stay hydrated and eat lunch3. Follow guidance for removal and disposal of PPE4. Support each other5. Share your concerns6. Talk to your team members, leaders or managers7. Access further help and support if required

Guidance to support your wellbeingThe 5 ways to Well-being https://www.leedsth.nhs.uk/assets/

47a54c478c/MH-5-ways-to-wellbeing-v2.pdfCOVID-19 Top Tips for Self Care

https://www.leedsth.nhs.uk/assets/43e5940bbf/Tuesday-COVID-19-Tips-for-self-care-v2.pdf

Personal end of shift checklist

https://www.leedsth.nhs.uk/assets/11ce425e3a/Going-Home-Checklist-v4.pdf

Managing anxiety top tips https://www.leedsth.nhs.uk/assets/78a4e330be/Anxiety_-Tips-and-strategies-to-help-you-cope-Final-w_-logo.pdf

Mindfulness https://www.leedsth.nhs.uk/assets/7c353df422/Dropping-Anchor-Russ-Harris-Infographic-v3.pdf

If you need further support

There may be times when you feel that you need some further support. We understand that the increasing pressures on our healthcare system, you can face significant stresses. NHS People have introduced a confidential staff support line, operated by the Samaritans and free to access from 7:00am – 11:00pm, seven days a week - 0800 06 96 222. Its aim is to be here for when you’ve had a tough day, are feeling worried or anxious, or maybe you just want to talk through what is on your mind. The trained advisers can help with signposting and confidential listening.

If you don’t want to make contact with the Samaritans, please refer to your own organisations Staff Wellbeing policy. Each NHS and Council organisation offers their own Employee Assistance Programme, which can provide the following support:

Unlimited Freephone access 24 hours a day, every day of the year for personal and work related issues.

Short term counselling and support by telephone and face to face (up to six one hour sessions per issues).

Support and referral for longer term issues. Information services for any practical and day-to-day issues. Management support and referral services. On-line counselling, supporting articles and wellbeing advice.

Infection Prevention and Control

We take Infection Prevention and Control very seriously.

Infection Prevention and Control precautions are employed across the mass vaccination sites, for both staff and patients, including but not limited to:

- Maintaining social distancing- Use of PPE - Cleaning routines

More information on the IPC procedures for the site and details of PPE will be provided during your pre shift huddle. In the meantime please ensure you are familiar with the Infection Prevention and Control Policy.

Occupational Health support and needlestick injuries

You will continue to be supported by your organisation’s Occupational Health service throughout your time as part of the vaccination programme.

If you suffer from a needlestick injury, you should follow your organisation’s reporting policies and processes, seek occupational health support from your organisation, and alert your supervisor/shift manager as soon as possible.

Leeds Community Healthcare: 01924 3106031 open 08.00 -16.00 Monday to Friday

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Leeds and York Partnership Foundation Trust: 01924 3106031 open 08.00 -16.00 Monday to FridayLeeds Teaching Hospital Trust: 0113 2065228 or occupationalhealthlth@nhs.net

Information governance

Information governance is the discipline of ensuring that we comply with the legal rules, guidance and best practice relating to the collection, handling and protection of patient and staff personal data. Please ensure you are familiar with the Information Governance Policy.

Incident reporting

If you have any concerns or issues on shift, you should raise them with your supervisor/team leader in the first instance. You can also raise any issues with the Medical Director or Operational Director.

Fire safety

Please familiarise yourself with the site-specific information on fire safety this is clearly displayed within the vaccination centre. You should also review the Fire Safety Policy.You must follow the following steps if the fire alarm is sounded:

1. Evacuate the area immediately to the outside of the building2. Assemble at the nearest fire assembly point sign3. Pass on any details using 46666 / 999, especially in the event of a confirmed fire4. Do not collect personal belongs and shut all doors as you evacuate 5. Dedicated assembly points are not provided. Use the nearest indicated assembly

point6. Once the fire alarm is silenced, take this as an indication the incident is over and

resume normal duties

Communications and media queries

You are advised not to take or post photographs or video footage online as this could increase the risk of an information governance or security breach. In particular, you should not photograph their ID badges or other security devices such as wristbands or booking forms etc.

Staff members working at or for the Leeds Covid Vaccination Programme are expected to uphold high standards of professionalism when using social media in both a work capacity and a personal capacity if their social media profile or shared content identifies that they work for the NHS.

If you are asked to be involved in any media or social media activity the Leeds Covid Vaccination Programme communications team will gain your consent before publishing anything. This consent could be verbal and if you do not want to be involved you should make this known at the time.

If you are approached by the media, or have any queries please contact the communications team on 0113 843 5470 or Leedsccg.comms@nhs.net

5. Frequently asked questionsQuestion Answer

About the programmeWhy is a vaccination centre being set up?

This NHS vaccination centre has been set up to support the NHS to provide COVID vaccinations to large groups of people.

Who is running the vaccination site?

Leeds Teaching Hospitals is the lead provider for the Leeds Vaccination Programme.

Working at the centreWhat do I need to wear?

Clinical staffIn the first instance, staff should wear their own uniform in which they usually wear to perform their duties. Scrubs and other appropriate uniforms will be provided where required.

Non-clinical staffPlease wear clothing appropriate for the role you are undertaking. For example, Marshals should wear warm clothing, suitable for being outdoors in all weathers. High-visibility jackets or tabards will be provided to all non-clinical staff to ensure they are easily identifiable as a member of the Leeds Covid Vaccination Programme workforce.

What footwear do I need?

Warm, sturdy footwear is recommended.

What hours will I be working?

The centre will be open from 07:00-19:00. 7 days a week, with a range of shifts available.

Do I have to have the vaccine to be part of this team?

No, but we expect that all vaccination programme staff will be offered the opportunity to have a vaccine.

Do I need extra training?

Yes. There is a pre shift huddle and e-learning package which has been created to support vaccination staff.

Will I be provided with food/drink during my shift?

Beverage making facilities and equipment will be available.

Will there be facilities on site for staff to use?

Appropriate staff changing and rest areas will be available on site to use.

How long will you needme to work for the programme?

The programme is a new, temporary project to allow us to quickly vaccinate people in one place. This is under constant review and development.

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Who do I report to? Each pod will have a clinical supervisor on-site at all times.

What breaks will I get? Staff will have at least 30 minutes break for each block of 6 hours worked.

Pay, terms and conditionsDo I still work for my own trust?

You remain employed by your employing trust; your work in the COVID vaccination centre is hosted by LTHT as lead provider and is covered by a regional memorandum of understanding governing NHS staff working across organisational boundaries.

What are the payarrangements?

Substantive staff will be paid at least your normal rate of pay for the role you undertake, in line with NHS terms and conditions. Payment will be made through your employing NHS organisation.

Bank workers will be paid in line with bank terms and conditions.

Agency workers will be paid in line with agency terms and conditions.

Will I be paid overtime if it goes beyond 37.5 hrs / Medical contract hrs?

You will be paid in accordance with the current NHS terms and conditions of employment and local terms and conditions that apply for your own employer.

Should AfC staff in bands8 and 9 receive overtimefor any additional hoursthey work in excess of37.5 per week?

Please refer to your own employer’s local arrangements.

How should part-time staffbe paid for any additionalhours worked above theircontracted hours tosupport with the COVID19 pandemic?

For Agenda for Change staff, any additional hours worked up to 37.5 per week (standard hours) will be paid at plain rate plus any applicable enhancements as set out in section 2 (England). This applies in instances where part time staff work in excess of their contracted hours, but who may not have worked in excess of 37.5 hours.

Where staff are contractually entitled to receive overtime for any hours worked in excess of 37.5 hours per week per contract, this should be paid at the correct overtime rate (paragraph 2.9, section 2 (England)).

Medical and dental staff would be paid for any additional hours in accordance with their contractual terms and conditions of service (TCS). 

Note that for all staff, any hours worked up to full time arepensionable, but any hours that attract overtime pay are not pensionable.

Will you pay my travellingexpenses?

You will be entitled to claim travel expenses and car parking charges in line with your local policy, for any additional travel costs incurred.

Will I have insurance and indemnity cover?

Yes you are involved in the delivery of an approved service and you remain covered by the indemnity arrangements of your employing organisation.

Health, safety and infection controlWill I be able to reportconcerns to someone on site?

Yes, and we would encourage staff to raise any concerns they have. There will be opportunities to feedback to supervisors and team leaders, and give feedback and ask questions.

Will I be provided with PPE?

Strict health and safety and Infection Protection measures will be in place and Personal Protective Equipment will be provided for all staff in line with national guidance. The provision of PPE is understandably a concern for individuals – we have worked with government procurement agencies to assure the supply of appropriate PPE for all our people.

How are you assuring the safety of employees?

Staff welfare is absolutely paramount. The facility will only be able to run well if we take care of the staff who areworking here. We will do everything within our power to take care of staff working as part of the programme, including supporting the mental and psychological wellbeing of all staff.

Will there be health andwellbeing support forstaff?

Yes, a comprehensive package of support and wellbeing is available for you - see the handbook for more information.

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