Standard Operating Policy - NSW Ambulance

27 Pages·2014·0.36 MB·English

Standard Operating Policy

TRANSFER POLICY

Document No. SOP2014-009
File No. 14/204 (D14/8587)
Date issued 4 June 2014
Contents Policy Statement Transfer Policy
Guideline FL1: Compassionate Transfer
FL2: Lateral Transfer
FL3: Priority Transfer
FL4: Directed Posting
FL5: Mutual Transfer
Author Branch People & Culture
Branch Contact [phone]
Division People & Culture
Summary Processes outlining the transfer options available to eligible staff and the associated
Transferred Employees Benefits Scheme and Rural Incentives Program.
Applies to All NSW Ambulance Staff
Review Date June 2016
SOP2013-012 Transfer Policy
Previous Reference
Transfer Policy Information Booklet and FAQ
Status Active
Approved by Chief Executive

Related Documents N/A

Revision History
Version Circular # with amendment notes
4 June 2014 Final Endorsed by Chief Executive.
(SOP2014-009) This policy reflects changes to NSW Ambulance structure and Transferred Employees
Benefits (Real Estate) conditions.
This policy replaces SOP2013-012 Transfer Policy
29 May 2013 Final Endorsed by Chief Executive.
(SOP2013-012) This policy combines former Transfer Policy and Transfer Policy information Booklet and
FAQ into a single combined policy replacing SOP2011-009 Transfer Policy
12 October 2011 Final Endorsed by Chief Executive.
(SOP2011-009) This policy combines former transfer policy and transfer benefit policy into a single
combined policy replacing:
SOP2009-061 Compassionate Transfer
SOP2009-020 Lateral Transfer Policy
SOP2009-019 Rural Incentives Policy
SOP2009-018 Priority Vacancy Transfer Policy
SOP2007-066 Mutual Transfers
SOP2006-001 Crown Employees (Transferred Employees Compensation) Award &
Information Package
Compliance with this policy directive is mandatory

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Table of Contents

Table of Contents .............................................................................................................. 2
Transfer Policy Statement ................................................................................................. 4
Order of Transfers ............................................................................................................. 4
1. Compassionate Transfer (Form 222) ...................................................................... 4
Conditions for Compassionate Transfer .................................................................. 5
Supporting Documentation ...................................................................................... 5
Request Assessment Process ................................................................................ 6
2. Lateral Transfer (Form 213) .................................................................................... 6
Accrual of Lateral Transfer Points ........................................................................... 7
Conditions for Lateral Transfer ................................................................................ 7
3. Priority Transfer (Form 211) .................................................................................... 8
4. Internal Transfer Lists (Sydney Division, Inner Hunter) ........................................... 8
Sydney Division Transfer List .................................................................................. 8
Inner Hunter Transfer List ....................................................................................... 9
5. Merit Selection via Advertisement ........................................................................... 9
6. Directed Posting (Form 240) ................................................................................... 9
7. Mutual Transfer (Forms 228, 229) ......................................................................... 10
Permanent Mutual Transfers ................................................................................. 10
Temporary Mutual Transfers ................................................................................. 10
Benefits and Incentives ................................................................................................... 11
1. Transferred Employees Benefits (TEB) Scheme ................................................... 11
a) Leave to Seek Accommodation and Commence Duties (Form 106) .................. 12
b) Travel (Form 234) .............................................................................................. 13
c) Accommodation and Meals (Form 234, 235, 239) ............................................. 13
Temporary Accommodation .................................................................................. 13
d) School Uniform (Form 236) ............................................................................... 14
e) Removal and Storage (Form 233, 234) ............................................................. 14
Removals .............................................................................................................. 14
Insurance .............................................................................................................. 15
Storage ................................................................................................................. 15
Depreciation.......................................................................................................... 15

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f) Real Estate (Form 237, 238, 239, 156) .............................................................. 16
Principal Place of Residence ................................................................................ 16
Purchase Only Claims .......................................................................................... 16
Sale Only Claims .................................................................................................. 16
Purchase and Sale Claims .................................................................................... 17
Sale and Purchase Undertaking ............................................................................ 17
Timeframes ........................................................................................................... 17
Stamp Duty ........................................................................................................... 18
Blocks of Land or Land Larger than Residential Blocks ........................................ 18
2. Rural Incentives Program (Form 212) ................................................................... 19
a) Rental Relief ...................................................................................................... 19
b) Higher Education Loan Program (HELP) fees support ....................................... 19
c) Clinical Enhancements ...................................................................................... 19
Table 1 - List of Priority Stations ...................................................................................... 20
Table 2 – Former Sydney Division (Internal Transfer list) stations ................................... 21
Table 3 – Inner Hunter (Internal Transfer list) stations ..................................................... 22
Flowchart 1: Compassionate Transfer ............................................................................. 23
Flowchart 2: Lateral Transfer (refer to Table 1 for list of Priority Stations) ........................ 24
Flowchart 3: Priority Transfer (refer to Table 1 for list of Priority Stations) ....................... 25
Flowchart 4: Directed Posting (refer to Table 1 for list of Priority Stations) ....................... 26
Flowchart 5: Mutual Transfer ........................................................................................... 27

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Transfer Policy Statement
This policy has been developed to outline processes and entitlements related to employee transfers.
The nature of ambulance work involves permanent or temporary staff movement across the State. As a
result, NSW Ambulance recognises that benefits and incentives are required to attract, support and
retain employees in certain rural and remote locations.
Order of Transfers
1. Compassionate Transfer (temporary)
2. Lateral Transfer
3. Priority Transfer
4. Internal Transfer lists (Sydney, Inner Hunter)
5. Merit Selection via Advertisement
6. Directed Posting
Also covered in this policy:
7. Mutual Transfer (null vacancy)
All transfers are subject to performance reviews, in the form of conduct and service checks, which
include sick leave review, ability to undertake full duties assessment, clearance from the Professional
Standards and Conduct Unit, Ambulance Education Centre , Infection Control and the NSW Health
Service Check Register, and satisfactory progress in the Ambulance Management Qualification (AMQ),
if applicable.
1. Compassionate Transfer (Form 222)
Compassionate Transfers are available for employees under exceptional circumstances who require a
temporary transfer for a short period of time. Compassionate transfers may be for a period of up to six
months and may not exceed 18 months in total if extensions are approved.

Approval for a Compassionate Transfer applies to the period in which the special circumstances prevail
and the case (where approved) can be reviewed by the Compassionate Transfer Assessment Panel.
Employees will return to their original location or sector once their Compassionate Transfer period has
expired.

Compassionate Transfers are given higher priority than any other category of transfer. Employees may
provide a list of their preferred stations to transfer to on a compassionate basis. Regardless of the
operational requirements or position availability, employees are able to request a Compassionate
Transfer. If approved, employees will be placed on 'stand-by' for a position when one does become
available.

No benefits, incentives, or transfer points are available for Compassionate Transfers.

The following circumstances are not generally considered in assessing the merits of a request for
Compassionate Transfer:
• issues associated with commercial or business interests or financial gain;
• medical requests without supporting documentation;
• situations where other alternative solutions have not been considered;
• separation from spouse or partner without additional hardship grounds;
• voluntary residential relocation; and
• previous transfers or precedents as each matter is dealt with on a case by case basis and
different factors will prevail in each case.

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Conditions for Compassionate Transfer
Before making a request for Compassionate Transfer, employees must consider undertaking the
following actions:
• approach their manager/supervisor for a possible change in shift patterns or more flexible
working hours;
• access annual leave or long service leave entitlements if available;
• completing courses offered by NSW Ambulance such as ‘Job Application & Interview
Techniques’ and applying for advertised positions in the desired location;
• apply for a Mutual Transfer;
• apply for a Priority Station Lateral Transfer if eligible;
• request a Priority Station Transfer (if relevant);
• approach organisations/agencies in the local area that cater for people in the employee’s or
relatives’ situation (e.g. aged care, respite care, support groups);
• arrange Staff Support Services such as Peer Support Officers, Chaplains, Grievance Contact
Officers, and Employee Assistance Program (For more information, contact Manager Healthy
Workplace Strategies); and
• organise formal counselling from registered providers and/or specialist medical referral.

Supporting Documentation
Employees wishing to apply for a Compassionate Transfer must complete Form 222: Compassionate
Transfer Request and provide supporting documents. Supporting documentation must detail whether
the employee’s issue is short or long term, whether alternatives exist and whether alternative options
have been investigated. Documents must:
• be current and relevant;
• establish the compelling circumstances which satisfy the criteria for a Compassionate Transfer;
• articulate why it is essential that the employee be relocated to/retained at the requested
location; and
• comment on the availability of alternative methods of support such as from other family
members, friends or organisations.

In cases of Compassionate Transfer requests relating to child custody matters, employees should
provide legal documentation relating to custody and access to children.

In cases of Compassionate Transfer requests relating to medical situations, a letter from a medical
practitioner or health provider detailing the current diagnosis/prognosis/status (including medical
certificates) must be attached. It is important that the medical practitioner or health professional
articulates why it is essential the employee be placed in a particular location.

The Workforce Section of People & Culture (P&C) (if required) will ask an employee to complete a
release which allows an independent health provider appointed by NSW Ambulance to contact the
medical practitioner or other health professionals that have provided the supporting documentation.

NSW Ambulance’s independent health provider will discuss the circumstance of the case with the
applicant’s medical practitioner or health professional and make a recommendation to NSW Ambulance
in relation to the request. This is only a recommendation and will not reveal specific details of an
individual’s illness.

In cases of Compassionate Transfer requests relating to aged or ailing parents, employees should
consider other family members or organisations in the community who can provide assistance
(depending on eligibility) to the frail and elderly, such as:
• sharing care with other family members;

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• aged care assessment teams;
• community home care and aged care programs;
• the extended aged care in the home program;
• the Department of Veterans Affairs; and
• migrant support groups.

If these organisations are not suitable or appropriate to meet the parent’s needs, please advise why
they are not appropriate. Any evidence provided may be useful to support your request (e.g.
documents from organisations/agencies indicating a lack of availability for services that caters for
people in the employee’s or parent’s situation). If there is a waiting/qualification period for an
appropriate in-home or residential care, a Compassionate Transfer may be appropriate for the period
until the in-home care can be provided.

Request Assessment Process
• Employees must submit requests for Compassionate Transfer to their Director
Operations/Director/Executive Director (relevant manager) who forwards the request to the
Compassionate Transfer Assessment Panel.
• The relevant manager will be asked to comment and provide recommendations on requests for
Compassionate Transfers.
• The Compassionate Transfer Assessment Panel considers all requests, and meets as required
to expedite requests.
• The Compassionate Transfer Assessment Panel comprises three staff members.
• The Compassionate Transfer Assessment Panel investigates statements made by employees
by conducting their own research into the specifics of their circumstances.
• An employee may request an extension of their current Compassionate Transfer, at least one
month before the expiry date of the current transfer, by providing a new application and updated
supporting documentation. The Compassionate Transfer extension application will undergo the
same process as when the employee first applied for a Compassionate Transfer.
• If a longer term solution is required, the employee should contact their local manager in the first
instance, then the Workforce Section, P&C for other possible options.

The process for requesting a Compassionate Transfer is outlined in Flowchart FL1.
2. Lateral Transfer (Form 213)
Lateral Transfers are staff movements between positions with the same clinical classification (or as
approved by the Director(s) of Operations) or to a position of lower classification at the appropriate
salary level. Lateral Transfers will not be used to fill management vacancies such as Station Officer or
above. Operational managers (e.g. Station Officer) who accept a Lateral Transfer to a Paramedic
position will be remunerated according to the classification of the position, and will be required to
relinquish their managerial rank and pay. If a vacant position is classified as a Paramedic position and
a Paramedic Specialist chooses to accept the position they will be paid the rate of a Paramedic only
and not that of a Paramedic Specialist.

The Lateral Transfer Point (LTP) System has been established to recognise employees who have
served for two years in selected rural and remote locations. All Priority Stations now attract Lateral
Transfer Points.

Lateral Transfer Points may give an employee higher priority when a vacant position is to be filled.
Employees may nominate up to three stations state-wide. Employees will only be contacted regarding
vacancies at their nominated stations. Lateral Transfers have priority over existing eligibility lists.

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Employees covered by the Operational Ambulance Officers (State) Award must have commenced at
their Directed Posting to utilise Lateral Transfer Points. Trainee Paramedics are not eligible to accrue
Lateral Transfer Points.

Employees may not submit Lateral Transfer requests until eligible (i.e. after two years’ service in a
permanent position or six months’ service in a temporary position).

Accrual of Lateral Transfer Points
Under SOP 2009-020 Lateral Transfer Policy (17 June 2009) all employees with two or more years’
service at selected Priority Stations (LTP1) and still on the establishment at these stations at 13
September 2008 accrue a maximum of two years’ worth of points (4 points). Additional points accrue at
the rate of one point for every six months completed service from 13 September 2008. Employees
located at one of these Priority Stations but with less than two years’ service at the station at 13
September 2008 accrue points at the completion of two years from their commencement date at the
station.

Under Administrative Bulletin 2011-009 (23 March 2011) all employees with two or more years’ service
at additional Priority Stations (LTP2) and still on the establishment at these stations at 1 May 2011
accrue a maximum of two years’ worth of points (4 points). Additional points accrue at the rate of one
point for every six months completed service from 1 May 2011. Employees located at one of these
Priority Stations but with less than two years’ service at the station at 1 May 2011 accrue points at the
completion of two years from their commencement date at the station.

Under this Policy all employees with two or more years’ service at Canowindra Station or a Priority
Station formerly identified as a Metropolitan (MET) Transfer station (LTP3) and still on the
establishment at these stations at 22 May 2013 will accrue a maximum of two years’ worth of points (4
points). Additional points will accrue at the rate of 1 point for every six months completed service from
22 May 2013. Employees currently located at one of these Priority Stations but with less than two
years’ service at the station at 22 May 2013 will accrue points at the completion of two years from their
commencement date at the station. Documentation will be sent to affected employees describing their
options.

LTP1, LTP2 and LTP3 stations are noted in attachment A1.

Conditions for Lateral Transfer
• An employee accrues four Lateral Transfer Points after completing two years’ service at one
identified Lateral Transfer Point Station as listed in Table 1.
• After two years of service, Lateral Transfer Points are accrued on a pro-rata basis (one point for
each six months completed service).
• If two or more employees with the same number of Lateral Transfer Points are considering the
same vacancy, a merit selection process must be undertaken.
• Any transfer out of a Priority Station at the employee’s request results in a loss of all Lateral
Transfer Points.
• Any transfer out of a Priority Station as a result of an employee’s misconduct results in a loss of
all Lateral Transfer Points.
• Employees who are on unpaid leave will not accumulate Lateral Transfer Points.
• Employees who work reduced hours will accumulate Lateral Transfer Points on a pro-rata basis.
• Lateral Transfer requests submitted after the merit selection process has commenced will not
be considered for the current vacancy (i.e. requests received after the Lateral Transfer list has
been checked with no employees identified and the decision to advertise or activate an eligibility
list is confirmed).
• Employees who undertake a fixed term temporary position at a Priority Station will be awarded
transfer points on a pro-rata basis (one point for each six months of completed service).

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• Employees who have accrued at least one Lateral Transfer Point are eligible to apply for Lateral
Transfers while serving in their temporary position.
• Points accumulated from a temporary position at a Priority Station may only be retained for later
use if the employee transfers out of the station via a Directed Posting or returns to their
substantive permanent position at the completion of their temporary position.
• Employees must be qualified to practice at the Paramedic (P1) clinical level to be eligible for a
Lateral Transfer to stations in the former Sydney Division (Table 2).
• Lateral Transfer Points are not transferrable between employees.

The process for requesting a Lateral Transfer is outlined in Flowchart FL2.
3. Priority Transfer (Form 211)
Stations identified in Table 1 have historically attracted minimal applications when advertised. When a
vacancy arises at any of these Priority Stations they are filled by Priority Transfers or Directed Postings.

Employees covered by the Operational Ambulance Officers (State) Award must have commenced at
their Directed Posting to be eligible for a Priority Transfer. Employees may express interest in a Priority
Transfer prior to this but will not be considered for a vacancy until eligible. Employees on temporary
Directed Postings are eligible for Priority Transfers.

The employee must hold a minimum classification of Paramedic Intern to be considered for the
vacancy and will be remunerated in accordance with the position e.g. if a vacant position is classified a
Paramedic position and a Paramedic Specialist chooses to accept the position they will be paid the rate
of a Paramedic only and not that of a Paramedic Specialist. Priority Transfers will not be used to fill
management vacancies such as Station Officer or above.

Employees who have declined to express an interest in a particular station at the time a vacancy is
being filled will have their name removed from the list for this station.
Once an employee has been transferred their name will be taken from the Priority Transfer List for all
other stations. If an employee wishes their name to remain on the Priority Transfer List they must re-
submit their request.
An employee must remain at priority station for two years to accrue Lateral Transfer Points and be
eligible for Transferred Employees Benefits when transferring out of the station.
The process for requesting a Priority Transfer is outlined in Flowchart FL3.
4. Internal Transfer Lists (Sydney Division, Inner Hunter)
Employees currently working within the former Sydney Division or the Inner Hunter area may place
their names on the relevant internal Transfer List to be eligible for transfer within those areas.

Transferred Employees Benefits are not available for transfers via internal transfer lists.

Sydney Division Transfer List
• Employees covered by the Operational Ambulance Officers (State) Award must have
commenced at a station within the former Sydney Division (Table 2) to apply to be added to the
transfer list.
• Eligible part-time and full-time employees can email their name and bundy number to
RESOURCE, Sydney Divisional Transfer List ([email protected])
and nominate stations. Any changes to stations nominated can also be emailed to this address.

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• Paramedic Interns may nominate stations but will not be offered positions until they have
successfully completed P1 training. They will remain at the top of the list and once eligible will
be offered the next available position.
• Employees accepting positions must have a satisfactory conduct and service check and be able
to take up full-time duties.
• If an employee is offered a position at a nominated station and declines they will not be eligible
to be offered subsequent positions at that station for 12 months. They will still be eligible to be
offered positions at other nominated stations.
• If an employee accepts a permanent transfer out of the former Sydney Division they will be
removed from the transfer list.

Inner Hunter Transfer List
• Employees covered by the Operational Ambulance Officers (State) Award must have
commenced at a station within Hunter Sector transfer area (Table 3) to apply to be added to the
transfer list.
• Eligible employees may nominate stations using the Inner Hunter Internal Transfer List –
Expression of Interest form.
• If an employee is offered a position at a nominated station and declines they will be removed
from the transfer list for that station and required to submit a new Expression of Interest form.
They will still be eligible to be offered positions at other nominated stations.
• Employees accepting positions must have a satisfactory conduct and service check.
• If an employee accepts a permanent transfer out of the Hunter Sector transfer area they will be
removed from the transfer list.
5. Merit Selection via Advertisement
Employees covered by the Operational Ambulance Officers (State) Award must have commenced at
their Directed Posting to be eligible to apply for positions advertised. Employees on temporary Directed
Postings are eligible to apply for positions advertised.

Employees who are successful in attaining a position through merit selection may be required to remain
at their current location until their position can be backfilled using the order of transfers. Release dates
are subject to negotiation between Sectors and Divisions.

Transfers resulting from advertisements do not attract Transferred Employees Benefits or Rural
Incentives and will negate any accrued Lateral Transfer Points.

Further information regarding merit selection is available in SOP2011-016 Recruitment and Selection
Policy.
6. Directed Posting (Form 240)
Employees covered by the Operational Ambulance Officers (State) Award are required to relocate to
any part of New South Wales through the Directed Posting process as specified by their Terms and
Conditions of Employment. Directed Postings are based on community service delivery requirements
and available vacancies.
There are four types of postings:
• A permanent Paramedic Intern posting to a station in Metropolitan Operations. Metropolitan
Operations will then assign a permanent Paramedic position when the employee is authorised
to practice as a Qualified Paramedic at P1 level;
• A permanent Paramedic posting to a station in Metropolitan Operations for employees already
authorised to practice as a Qualified Paramedic at P1 level;

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• A permanent posting to a Priority Station (or to a non-priority station vacancy that has not
been successfully filled by Merit Selection via Advertisement); and
• A temporary posting for Paramedic Intern or Qualified Paramedic, from six to twelve months at
any station within the state subject to operational requirements. These employees will be
reposted at the end of the twelve months (or earlier if no longer required), receiving a
permanent posting as outlined in one of the three options above.

Employees are required to take proactive steps to reduce and manage any effects of fatigue, especially
when commuting safely to and from home and work. If posted to a station over 50km of their primary
residence (unless within the Sydney Metropolitan Area), employees may need to relocate, or make
suitable accommodation arrangements to ensure fatigue does not become an issue.

Employees required to relocate are able to request up to three weeks of their annual leave prior to
taking their appointment. Leave is subject to the approval of the Deputy Director Operations at the
current location and will be considered in line with operational needs. The Directed Posting letter issued
to employees will indicate whether the employee is entitled to this leave.

The Directed Posting process is outlined in Flowchart FL4.
7. Mutual Transfer (Forms 228, 229)
Mutual Transfers are available between any locations in NSW providing employees transferring have
the same clinical level (or as approved by relevant Director(s) or Deputy Director(s) Operations), and
are subject to approval by Director(s) or Deputy Director(s) Operations based on operational need and
skill profile. Mutual Transfers cannot be reversed by employees once approved by NSW Ambulance.

Mutual Transfers are not available for employees who:
• do not have the ability or intention to commence in the new position;
• are intending to cease employment with NSW Ambulance; or
• have served less than six months in a position where they have been selected on merit, or
gained via Priority Transfer or Lateral Transfer.

Mutual Transfers may be permanent or temporary. Approved requests to advertise interest in a Mutual
Transfer will be posted on the Intranet for three months unless successfully matched sooner.

Permanent Mutual Transfers
Permanent Mutual Transfers will negate any accrued Lateral Transfer Points. Transferred Employees
Benefits are not available as a result of permanent Mutual Transfer (including to or from priority
stations). Rural Incentives and Lateral Transfer Points are available to employees accepting a
permanent Mutual Transfer to a priority station.

Temporary Mutual Transfers
Temporary Mutual Transfers should be for a minimum of six months and a maximum of 12 months.
Upon completion of agreed period employees must return to their substantive positions.
Approved Mutual Transfers involving employees in temporary Directed Postings must specify the
transfer is temporary and the two employees being transferred must agree which employee will be
assigned a new position at its conclusion. This should be arranged in conjunction with the Workforce
Section, P&C.

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