COMMUNICATION FRAMEWORK

PREAMBLE
CRCC Communication Precepts CRCC is committed to fostering a positive organisational culture and environment exemplified by open and transparent communication processes. CRCC views the basis of constructive communication as being the willingness of all staff to take shared responsibility for the process. CRCC values constructive input from any staff member and will consider and/or address issues raised in a non-judgemental manner vv

Framework:
This Communication Framework document sets out the range of internal and peak external meetings, reference and contact points that relate to the efficient operation of the CRCC. Type Executive Meetings CRCC management body Manager, Program Managers and Quality Manager Purpose Establish annual and triennial plans according to ensure alignment with guidelines and target. Business decision making Risk Management Strategic Planning System development Terms of Reference Operational interface between programs Ensure Quality standards met Staff development planning Work instruction review and ratification Terms of Reference Regional advisory body representing carers, funders and service providers in service system Timing Fortnightly Processes For Staff input: Via program and site meetings or 1:1 contact with supervisor Output: Annual plan and bi-annual reports to funders KPI reporting To staff at meetings

POLICY AND PLANNING GROUPS

Operational Meeting Manager Program Managers Co-ordinators & Quality Manager Operational Officer for specific agenda items Regional Consultative Committee (RCC)

Monthly

Staff input: Program and site meetings or 1:1 contact Output: Implementation of annual plan objectives to programs To staff at meetings

4 times per annum: February May August

Presentations to RCC to involve program activity Agenda - issues for consultation to be raised in program meetings 1

Consultancy for service review and planning Refer to Terms of Reference

December

or via Exec Meeting Chair CRCC mx Minutes - posted on intranet

Regional Meeting Attended by all staff

Combined staff Service wide planning, updating and consultation Professional development Unifying Team building Feedback Celebrate achievements Social - networking

3 times per annum Venue rotated across SMR Full day 8.30 4pm April Planning, forward planning prior to end financial year and start of new year August Feedback, Review, Dec Social, acknowledgement of annual achievements Monthly to 6 weekly

Mandatory to attend - as discussed with Program Manager Paid attendance Backfill for Careline Dates set yearly in advance Agenda Informed by Annual Plan objectives and strategic intent Minutes - posted on intranet

OPERATIONAL GROUPS INTERNAL Meeting Schedule posted on intranet

Supervision Line manager and staff member Implementation of Performance Development including individual workplans, annual goals and professional development Collaborative planning, problem solving approach Supportive approach Debrief Explore casework and implementation practice issues Plan and monitor program KPIs and objectives Review funding guidelines and service standards for consistency of practice Review CRCC Work instructions pertaining to program Identify gaps and barriers in service system Plan promotional activities in conjunction with Info Team Contribute through problem solving approach Guided by Supervision Checklist Regular times set in advance Venue by mutual negotiation with management staff

Program Meetings

Monthly

Convenor Co-ordinator or Program Manager Agenda -designed to draw out purpose issues Chair - by rotation Minutes rotated and posted on intranet with other relevant material Venue, day & time - rotated to be inclusive of part time staff

Quality improvement Identify and plan program specific professional development

Site Meetings Attended by CRCC Mx, Site Staff

Reflect local specific issues ie site operational issues OH&S site issues and training Reflect district and general issues Networking and information sharing Promote team work at sites Support to staff Share knowledge & approaches re carers needs Improve consistency and quality Professional development

Monthly

Convenor Site program support worker Agenda - Proforma used to draw out purpose and relevance of issues of region &/or site. Regional Issues Feedback Exec representative for each site Chair - by rotation or Mx Minutes - by rotation Posted on intranet within 2 weeks of generation

PROFESSIONAL DEVELOPMENT
Case Conferencing All health professionals who have direct involvement with clients Fortnightly held at each site including Info, service development and carer support staff Convenor Co-ordinator or Program Manager. Staff to also facilitate meeting where management staff absent Agenda - Use Case conference proforma Output - Relevant gaps & issues arising to be presented to Management staff or via other formal meetings or avenues of reporting Guest speakers - Identification of internal or external specialist presentations. Convenor / Contact Person Co-ordinator or Program Manager Times set in advance mutually suitable venue Training Schedules Organisational training schedule developed by Operations team Program training schedule developed by program team Individual training schedule developed between staff member and line manager. Participation registered on Professional Development log on shared drive Paid to attend core organisational training (as required)

Professional Development Framework Involves all staff in management, program support, service development and carer support roles.

Professional development provided to staff on an organisational, program and individual level.

As per organisation, program or individual professional development schedule

INFORMATION MANAGEMENT
Organisation al Policy & Procedures To facilitate access to and comply with Alfred Health policies and procedures including OH&S, risk management, human Ongoing All staff have access via Alfred Health intranet

resources and training CRCC Work Instructions To provide local administrative and operational guidelines for staff that align with Alfred Health policy and procedures, contractual arrangements, guidelines of funding bodies and specified quality standards including NRCP and Equip. To facilitate centrewide consistency regarding the development and implementation for all written and electronic service and promotional information and documentation. To maintain components of the CRCC Style Guide Recommendations made for development of new and existing materials Authorize promotional materials Carer regional news bulletin re CRCC and community events and issues Regional promotion of info/editorial calendar of events, groups or activities Terms of Reference A repository for CRCC core information Discussion forum facility to promote centre wide communication. Area to publicise internal/external news/events. Prime promotional and contact point for carers and community re marketing, publicity and promotion access Provides current updates on CRCC and community news and events Provides an overview of CRCC Resource point for Review ongoing Updated through consultation process on intranet discussion forum with staff and operations team. Changes referred to review sponsor Operational Group ratify changes and where necessary refer to Exec group for decision.

Information Management Reference Group

Meet bi monthly and as required

Convened by Co-ordinator Information Team Representatives include Executive team and Information staff act as consultants for new promotional material development and authorise materials for public distribution. For information program and Executive members to provide feedback All new materials

Carer South (Newsletter)

4 per annum (seasonal)

Staff input: Management of content by Information Team Content consultation through working group which includes a carer

Carer South Intranet

Ongoing review

Administered by Information Team who approve content Password controlled access Protocol for posting Orientation training to include password access and posting protocols. Development updates provided through site meetings Administered by Information Team who approve content Carer consultation through Regional Consultative Committee Strategic consultation through Information Management reference group. Technical administration and development through Infoxchange Development updates provided 4

Carersouth Webpage

Ongoing review

VCSN Victorian Carer Service Network

CRCC material Provides links to key interrelated services, information, resources Access point for Vacancy Register residential respite Multimedia facility Management Group meet monthly.

through site and program meetings

PEAK BODY LIAISON

Statewide Carer Network - Overseen by Managers Group Sub groups include: Middle managers Aged / dementia Residential Respite Disability Mental Health Young Carers Intake / Carelink NRCP Services Refer to Terms of Reference Liaison Manager for each sub group. Issues for Management Group to be referred directly to liaison Manager Representation of groups decided in program meetings Staff Input: Issues raised in program meetings and forwarded to line Manager. Minutes groups and Terms of Reference posted on VCSN intranet Web based environment VCSN Intranet administered by CSN Executive Officer Password controlled access Orientation training to include password access and posting protocols.

VCSN Intranet

As a repository for VCSNs core documents and reports Access point for Vacancy Register residential respite