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Welcome to the Staff Leavers Webpage

Whether you're moving on to a new opportunity or retiring after years of service, this page is here to support you through the transition.

You’ll find everything you need to make the process as smooth and straightforward as possible – from checklists and guidance to contacts and useful links.

We’re here to help every step of the way.

What happens if a complaint is raised during the leaver’s interview?
There may be occasions when issues or concerns are raised during an interview, for example where a leaver alleges that they have been bullied or harassed by another member of staff and/or manager.

In these circumstances, the member of staff should be asked if they have previously raised their concerns in an official capacity, for example if they have sought advice or made a complaint informally.

If the member of staff has not taken any previous action(s) the interviewer will ask the leaver if they wish to make a formal complaint, and if not, the interviewer will agree with the leaver how they would like to take their concerns forward?  If the leaver does wish to make a formal complaint, the interviewer will help to signpost them to the most appropriate support.

Things to remember after the ESR termination process
Once you have completed the ESR termination process, ESR will automatically recalculate the leaver’s annual leave allowance. You will be able to view the new figure on the manager’s tab via the ESR portal.

If your team uses Health Roster to record annual leave, the new entitlement figure will be updated on the Health Roster system once ESR has automatically notified the Health Roster team of the termination date. The Health Roster team will then manually enter this information into the system, it is important to allow time for the system to update.

If you have any queries or require support obtaining the leaver’s remaining balance, or calculating their annual leave, please contact the Systems team on
dchst.esrinput@nhs.net or dchst.e-rostering@nhs.net

ESR Guide
How do I view employee absence history and entitlement balances? -my.esr.nhs.uk/dashboard/lrst/MSS11/index.html

If you are experiencing any difficulties with the ESR termination process for any reason, please contact the input team on dchst.esrinput@nhs.net for assistance.

After completing the ESR termination process, you should speak with the leaver to discuss the leaver’s process. You should encourage the leaver to arrange a leaver’s interview with you or a manager of their choosing, at the earliest opportunity. This conversation should be followed up with an email (or letter if the leaver doesn’t have email access). This correspondence will provide the leaver with all the information needed to ensure the leaver’s process runs smoothly, including a link to the MyDCHS Leaver’s webpage.

Top tips for conducting the interview

  • Begin with open-ended questions to allow the leaver to raise concerns or share feedback.
  • Use the questionnaire as a guide but remain flexible and include additional relevant questions.
  • Probe for clarity and detail to fully understand the leaver’s experiences and feedback.
  • Allow time for thoughtful responses. Silent pauses can give space to reflect and articulate thoughts.
  • Offer a break if the leaver becomes distressed and confirm whether they wish to continue or reschedule.
  • Take clear notes on key points and any agreed actions.
  • Thank the leaver for their time, cooperation, and insights.
  • Review and confirm any agreed actions to be taken forward, if appropriate.

Sharing feedback and reasons for leaving the Trust can help improve the employment experience for both current and future staff.

The Trust values leavers feedback and seeks to understand their reasons for leaving the Trust. Their input is crucial in helping us improve the employment experience for both current and future staff.

The aim is to identify potential issues and implement mechanisms to reduce staff turnover, and improve staff experiences.

How is my annual leave calculated?
It is important that you and your manager agree how much annual leave you have remaining and how this leave will be used before you leave DCHS. These discussions should take place at the earliest opportunity, to ensure you are paid correctly.

If you have taken more annual leave than your entitlement, it is important to determine how this will be paid back. Any outstanding amount will be deducted from your final salary, and your line manager is expected to notify payroll, to ensure you are paid the correct amount in your final salary.

What is the purpose of a leaver’s interview?

Leaver interviews are face to face meetings, held virtually or in person.

The purpose of the leaver’s interview is to:

  • Understand the reason(s) why the member of staff is leaving the Trust or moving to a different role within the Trust.
  • Gain feedback from the leaver on their experiences within their role, department, and the Trust.
  • Explore suggestions for change with the leaver to help facilitate improvements within the Trust.

The leaver’s interview differs from a leaver’s questionnaire as it enables an open dialogue and exploration of feedback to take place between the manager and the leaver.

Do I need to attend a leaver interview and complete a leaver’s questionnaire?
This is down to personal choice, some colleagues prefer to engage with both processes independently of each other, whilst others prefer to complete the questionnaire as part of their interview.  The important point is that each member of staff can provide feedback in whichever way they prefer.

Will I receive a response to the feedback submitted in the questionnaire?
As the questionnaire is for general feedback, specific responses to individuals will not be provided.

Staff wishing to provide more specific feedback can do so during the leaver’s interview.

How will the information I provide in the questionnaire be used?
Responses are analysed by the Inclusion & Belonging Team to identify patterns or trends and make recommendations on what interventions or practices the Trust should focus on to help improve staff experience. The themes reflected within the questionnaires are highlighted in a monthly report and shared as appropriate with relevant managers/leaders across the Trust to recognise good behaviours and highlight and address areas for improvement.

Can a leaver’s interview be declined?
Leaver’s interview participation is voluntary, but it is recommended that managers encourage leavers to take part in the interview. If a staff member is concerned about participating in an interview, managers should meet with them to discuss their concerns and determine if they can be overcome. Leavers that decline an interview will be encouraged by their manager to complete the questionnaire