Overview

Notice period

How much notice you need to give depends on your role and how long you’ve been working for us. Check your contract (on BambooHR) to find out how much notice you need to give. Your notice period starts the day after you hand in your notice.

If you have any accrued annual leave left, you can request to use this during your notice period. These requests will be granted or declined in the usual way, based on the needs of the business.

Your adjusted annual leave entitlement is proportionate to the amount of service you will have accrued during your final year with us i.e. if you’re leaving halfway through the year, your adjusted annual leave entitlement is reduced to half of your regular leave allowance.

On some rare occasions we might ask you not to work your regular notice period - click the toggle below to see more about garden leave and PILON. You’ll be clearly notified if we don’t want you to work your regular notice period for any reason. This is an express written term of your contract of employment.

Retirement

We don’t have a formal retirement policy. If you want to retire, you should let us know in the same way that you would if you were leaving for any other reason.

Offboarding process

After you hand in your notice, we’ll start the process of offboarding you (effectively the inverse of our onboarding process). Here are some of the key steps in the process:

Handover documents

As soon as you know that you’ve leaving, you should start thinking about putting together handover documents. Handover documents should include all of the pertinent information about your job role that we might need to know (but won’t be able to ask you about once you’re gone!). Your Line Manager can help you to put together these documents, and make sure that they include all of the necessary information.

These documents must be completed by the time you leave us.

Exit interview

Before you leave you’ll have an exit interview with your Line Manager. This meeting is just a discussion with your Line Manager about how you found working at Penrose Health, any feedback that you want to give us, and any other topics that we need to cover to wrap up your time working with us.

To prepare for your exit interview we’ll ask you to complete a feedback form. This form contains questions like those mentioned above. Filling out this form gives you the chance to collect your thoughts before going into your exit interview.

Returning property

When you leave you must return all of our property to us (e.g. laptops, premises keys, access cards). You should return any items to us as soon as they are no longer needed, or at the latest during your last week of work. Items can be returned to your Line Manager or Reception Lead at your site.

If you don’t return any items to us we’ll deduct the cost of these items from any remaining pay due to you. This is an express written term of your contract of employment.

If you’ve bought any items through 🚲Cyclescheme, there is more information on the page about how any remaining payments are handled when you leave us. For Techscheme, speak to our HR Administrator.

IT offboarding

After your last day we’ll remove your access to our tools, like WhosOff, any surgery email inboxes you have access to, and Penrose Health’s Teams.

We‘ll also remove your NHSmail account from our server after your last day. If your NHSmail is inactive for longer than 30 days, NHSmail will automatically delete your account. If you’re starting another NHS job, but have a break longer than 30 days between leaving Penrose Health and starting your new job, let us know! We can delay removing your NHSmail account from our server to within 30 days of you starting your new job, so that you can keep your NHSmail account and email address.

Other practicalities of leaving

Final pay

Your final salary will be processed through the usual payroll cycle at the end of the month in which your employment ends (i.e. the last working day of that month). Your final pay may be subject to adjustments in line with your contract and any outstanding obligations.

For example, there may be holiday adjustments depending on if you’ve used more or less of your adjusted annual leave entitlement for that year by the time you leave (see Notion period section above for more information).

• If you have taken more holiday than your adjusted annual leave entitlement - these days will be deducted from your final paycheck.
• If you have taken less holiday than your adjusted annual leave entitlement - these days will be added to your final paycheck.

If you do have more holiday than you’ve taken in your adjusted annual leave entitlement, as noted above, we may ask that you not take it in your last few weeks as this can make finding cover even tougher. If this is the case, your Line Manager and the Rota Team will discuss this with you.

There may also be adjustments if you have any existing obligations to us, for example:

• Overtime will be paid if approved and applicable.
• Outstanding loans or salary advances will be deducted in full.
• Training costs will be deducted if a training agreement applies.
• Overuse of study leave may result in deductions.
• Company property not returned may result in cost of replacement being deducted.
• Mobile phone or other service cancellation charges are deducted where applicable.

If you have any questions about your final pay or deductions, please get in touch with the Payroll Team.

P45 & final documents

Once your final salary has been paid, your P45 will be sent to you by email. Please ensure that your personal details are up-to-date on BambooHR before leaving the organisation, as we will send your P45 to the Home Email address listed on your record.

References

First, drop an email to our HR Administrator at our reference email to let them know that you want to request a reference from us.

Once you’ve done that, you can give our reference email address to your new employer to get in touch, and once they do we will provide a reference for you.

FAQs