NHS Pensions - Employer Guidance - Completion of ‘Joiner Excel Spreadsheet’ Notes: 1. If possible, all text should be UPPER case. Avoid using commas, quotation marks, hyphens and symbols (ie. £) unless otherwise stated. 2. Do not insert ‘comments’ on the spreadsheet as all comments will be removed on receipt at NHS Pensions. 3. Do not: a. add columns to this spreadsheet; b. delete columns from this spreadsheet. Any of the above actions will result in the spreadsheet being returned to you for rectification. The section below provides a detailed breakdown of acceptable entries for each record. Scheme changes implemented since 01 April 2008 are highlighted in yellow. If you are a Direction Body, please do not complete the Joiner spreadsheet unless you have received an SM324 Permission to Contribute letter for your employee(s). Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 1 Transaction records Column heading A B NI number Date of Birth Max length 9 8 C DoB (V) 1 Numeric D E Surname Other names 24 24 A to Z plus ‘ - . , and space A to Z plus ‘ - . , and space F Previous surname 24 A to Z plus ‘ - . , and space G Title 4 Letters H Sex 1 Numeric I J K L M Disability category Religion / Belief category Sexual orientation Ethnicity EA personal reference 2 2 2 2 20 Letters Letters Letters Alpha numeric or Letters Alpha numeric N EA Code 4 Alpha numeric Column title Format Comments XX999999X DDMMYYYY Correct format is 2 letters, 6 numbers, 1 letter O Date of commencement 8 DDMMYYYY P Capacity code 2 Numeric 1= verified 2 = not verified Enter member’s surname Enter full names only. Please do not insert initials Enter member’s previous surname, if applicable. Otherwise leave blank 1 = male 2 = female See Appendix 1 (page 5) See Appendix 2 (page 6) See Appendix 3 (page 7) See Appendix 4 (pages 8-9) Payroll reference number Only ONE EA Code permitted per spreadsheet Enter member’s pensionable start date with your EA. This should match the start date on SD65 or any revised date issued on the SM324 Permission letter or SM14 Overlapping Employment form. Must be equal to 01; 02; 03; 04; 05; 08 or 10 Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 2 Column heading Column title Max length Format Comments 1 = Officer 2 = Non-specialist 3 = Specialist 4 = Bed fund Please see the link above for column P for the permissible combinations of capacity code and employment type. 1 = WT (whole time) 2 = PT (part time) 3 = MPT (maximum part time specialist) If PT, please ensure columns U and V (sessions) or W and X (hours) are completed in line with the employment. 1= Yes 2 = No 1= Yes 2 = No If As and When, please leave columns U and W as null, but complete columns V or X as necessary in line with the employment. Q Employment type 1 Numeric R WT/PT/ MPT 1 Numeric S Locum employment 1 Numeric T As & When 1 Numeric U V PT actual sessions PT standard sessions 2 2 W PT actual hours 4 X PT standard hours 4 01 to 99 or spaces if null 01 to 99 or spaces if null 0100 to 4800 or spaces if null (for example 32.5 = 3250) 0100 to 4800 or spaces if null Y Is officer classed as MHO 1 Numeric Z If MHO has officer any previous MHO 1 Numeric 1= Yes 2 = No 1= Yes 2 = No Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 3 Column heading Column title Max length Format Comments AA Address (line 1) 30 Alpha numeric Enter member’s home address Please do not use punctuation (comma’s, full stops, etc) AB AC AD AE AF AG Address (line 2) Address (line 3) Address (line 4) Postcode Job role Work area 30 30 30 10 4 4 Alpha numeric Alpha numeric Alpha numeric Alpha numeric Alpha numeric Alpha numeric See Appendix 5 (pages 10-17) See Appendix 6 (pages 18-23)+ Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 4 Appendix 1 - Census field values Disability category CODE Y NO ND PI SI MH LD LS OT Disability category Yes – unspecified No Not declared Physical impairment Sensory impairment Mental health condition Learning disability / difficulty Long-standing illness Other Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 5 Appendix 2 - Census field values Religion / Belief category CODE AT CH HI ND IS SI JU BU OT Religion / belief category Atheism Christianity Hinduism I do not wish to disclose my religion / belief Islam Sikhism Judaism Buddhism Other Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 6 Appendix 3 - Census field values Sexual orientation Code BI GA HT ND LE Sexual orientation Bisexual Gay Heterosexual I do not wish to declare my sexual orientation Lesbian Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 7 Appendix 4 - Census field values Ethnicity Code Main category Sub category Code Main category Sub category A White British GC Mixed Black & White B White Irish GD Mixed Chinese & White C White Any other white background GE Mixed Asian & Chinese C2 White Northern Irish GF Mixed Other/Unspecified C3 White Unspecified H Asian or Asian British Indian CA White English J Asian or Asian British Pakistani CB White Scottish K Asian or Asian British Bangladeshi CC White Welsh L Asian or Asian British Any other Asian background CD White Cornish LA Asian Mixed CE White Cypriot (non specific) LB Asian Punjabi CF White Greek LC Asian Kashmiri CG White Greek Cypriot LD Asian East African CH White Turkish LE Asian Sri Lankan CJ White Turkish Cypriot LF Asian Tamil CK White Italian LG Asian Sinhalese CL White Irish Traveller LH Asian British CM White Traveller LJ Asian Caribbean CN White Gypsy/Romany LK Asian Unspecified CP White Polish M Black or Black British Caribbean CQ White ex-USSR N Black or Black British African CR White Kosovan P Black or Black British Any other Black background CS White Albanian PA Black Somali Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 8 Code Main category Sub category Code Main category Sub category CT White Bosnian PB Black Mixed CU White Croatian PC Black Nigerian CV White Serbian PD Black British CW White Other ex-Yugoslav PE Black Unspecified CX White Mixed R Chinese CY White Other European S Any other ethnic group D Mixed White & Black Caribbean SA Vietnamese E Mixed White & Black African SB Japanese F Mixed White & Asian SC Filipino G Mixed Any other mixed background SD Malaysian GA Mixed Black & Asian SE Other Specified GB Mixed Black & Chinese Z Not Stated Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 9 Appendix 5 Job role Code Description Code Description Code A001 Accountant H007 Healthcare Scientist R009 A002 A003 A004 A005 A006 A007 A008 A009 A010 A011 A012 A013 A014 A015 A016 A017 A018 A019 A020 A021 A022 Administrative Assistant Administrator Advanced Nurse Practitioner Adviser Advisor Ambulance Technician Analyst Animal Technician Apprentice Approved Social Worker Architect Art Therapist Art Therapist Consultant Art Therapist Manager Art Therapist Specialist Practitioner Art, Music and Drama Student Assistant Assistant Psychologist Assistant Psychotherapist Associate Practitioner Associate Specialist H008 H009 H010 H011 H012 H013 H014 I001 J001 L001 L002 L003 L004 M001 M002 M003 M004 M005 M006 M007 M008 Healthcare Support Worker Helper/Assistant Home Help Hospital Practitioner House Officer - Post Reg House Officer - Pre Reg Housekeeper Interpreter Junior Sister Labourer Laundry Worker Lawyer Librarian Maintenance Craftsperson Manager Mechanic Medical Director Medical Laboratory Assistant Medical Laboratory Assistant (MLA) Medical Physics Technician Medical Secretary R010 R011 R012 R013 S001 S002 S003 S004 S005 S006 S007 S008 S009 S010 S011 S012 S013 S014 S015 S016 S017 A023 Asst Social Worker M009 Medical Technical Officer S018 A024 B001 B002 Audiology Scientist Biochemist Biomedical Scientist M010 M011 M012 Midwife Midwife - Consultant Midwife - Manager S019 S020 S021 Description Radiographer - Therapeutic, Specialist Practitioner Receptionist Regional Dental Officer Registrar (Closed) Researcher Salaried Dental Practitioner Salaried General Practitioner School Nurse Secretary Senior Clinical Medical Officer Senior Dental Officer Senior House Officer Senior Lecturer Senior Manager Senior Nurse Senior Registrar (Closed) Senior Staff Nurse Senior Tutor Shorthand Typist Sister/Charge Nurse Social Care Support Worker Social Worker Special Salary Scale in Public Health Medicine Specialist Nurse Practitioner Specialist Practitioner Specialist Registrar Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 10 Code Description Code Description Code Description B003 B004 B005 Board Level Director Bricklayer Building Craftsperson M013 M014 M015 Midwife - Sister/Charge Nurse Midwife - Specialist Practitioner Modern Matron S022 S023 S024 Specialty Doctor Specialty Registrar Speech and Language Therapist B006 Building Officer M016 Mortuary Technician S025 Speech and Language Therapist Consultant C001 Call Operator M017 Multi Therapist S026 C002 Care Assistant M018 Multi Therapist Consultant S027 C003 Carpenter M019 Multi Therapist Manager S028 C004 Chair M020 C005 C006 C007 Chaplain Charge Nurse Chargehand M021 M022 M023 C008 Chief Executive M024 C009 Child Protection Officer N001 No Value S034 C010 C011 C012 C013 C014 Childcare Co-ordinator Chiropodist Chiropodist/Podiatrist Chiropodist/Podiatrist Consultant Chiropodist/Podiatrist Manager Chiropodist/Podiatrist Specialist Practitioner Chiropody Helper Clerical Worker Clerk Clerk Receptionist Clerk Typist N002 N003 N004 N005 N006 Non Executive Director Nurse Consultant Nurse Manager Nurse Practitioner Nurse Specialist N007 N008 N009 N010 N011 O001 C015 C016 C017 C018 C019 C020 Multi Therapist Specialist Practitioner Music Therapist Music Therapist Consultant Music Therapist Manager Music Therapist Specialist Practitioner Speech and Language Therapist Manager Speech and Language Therapist Specialist Practitioner Speech and Language Therapy Helper S029 Staff Grade S030 S031 S032 S035 S036 S037 S038 S039 Staff Nurse Student Student Chiropodist Student Community Learning Disabilities Nurse Student Community Mental Health Nurse Student Community Paediatric Nurse Student Dental Technician Student Dietitian Student District Nurse Student Health Visitor Nursery Nurse S040 Student Medical Physics Technician Nursing Assistant Nursing Auxiliary Nursing Cadet Nursing Sister Occupational Therapist S041 S042 S043 S044 S045 Student Midwife Student Nurse Student Nurse - Adult Branch Student Nurse - Child Branch Student Nurse - Learning Disabilities S033 Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 11 Code Description Code Description Code Description C021 Clinical Assistant O002 Occupational Therapist Consultant S046 C022 Clinical Coder O003 S047 C023 Clinical Director O004 S048 Student Occupational Therapist C024 C025 Clinical Director - Dental Clinical Director - Medical O005 O006 Occupational Therapist Manager Occupational Therapy Specialist Practitioner Officer Operating Dept Assistant Branch Student Nurse - Mental Health Branch Student Occupational Health Nurse S049 S050 C026 Clinical Medical Officer O007 Operating Dept Practitioner S051 C027 C028 C029 C030 C031 C032 Clinical Nurse Specialist Clinical Psychologist Clinical Pychologist Clinical Scientist Community Nurse Community Practitioner O008 O009 O010 O011 O012 O013 Optometrist Orderly Orthoptist Orthoptist Consultant Orthoptist Manager Orthoptist Specialist Practitioner S052 S053 S054 S055 S056 S057 C033 Consultant O014 Orthotist S058 C034 C035 C036 C037 C038 D001 Consultant Healthcare Scientist Control Assistant Cook Counsellor Cytoscreener Dental Officer Dental Surgeon acting as Hospital Consultant Dental Surgery Assistant Dental Technician Dietetics Helper Dietitian Dietitian Consultant Dietitian Manager Dietitian Specialist Practitioner O015 O016 O017 O018 O019 O020 Orthotist Consultant Orthotist Manager Orthotist Specialist Practitioner Osteopath OT Helper Other Community Health Service S059 S060 S061 S062 S063 T001 Student Orthoptist Student Pharmacy Technician Student Physiological Measurement Technician Student Physiotherapist Student Practice Nurse Student Psychotherapist Student Radiographer - Diagnostic Student Radiographer - Therapeutic Student School Nurse Student Speech and Language Therapist Student Technician Supervisor Support Worker Support, Time, Recovery Worker Surveyor Technical Instructor O021 Other Executive Director T002 Technician P001 P002 P003 P004 P005 P006 P007 Painter/Decorator Paramedic Paramedic Consultant Paramedic Manager Paramedic Specialist Practitioner Perfusionist Personal Assistant T003 T004 T005 T006 T007 T008 T009 Telephonist Therapist Trainee Trainee Biomedical Scientist Trainee Cytoscreener Trainee ODA Trainee ODP D002 D003 D004 D005 D006 D007 D008 D009 Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 12 Code Description Code Description Code Description D010 D011 Director Director of Nursing P008 P009 Personal Secretary Pharmacist T010 T011 D012 Director of Public Health P010 Pharmacy Technician T012 D013 District Nurse P011 Phlebotomist T013 D014 Domestic P012 T014 D015 Drama Therapist P013 D016 D017 Drama Therapist Consultant Drama Therapist Manager Drama Therapist Specialist Practitioner P014 P015 Physicist Physiological Measurement Technician Physiotherapist Physiotherapist Consultant T016 V001 Trainee Practitioner Trainee Scientist Trust Grade Doctor - Career Grade level Trust Grade Doctor - House Officer level Trust Grade Doctor - SHO level Trust Grade Doctor - Specialist Registrar Level Tutor Visiting Registrar P016 Physiotherapist Manager V002 Vocational Dental practitioner D019 Driver P017 W001 Ward Manager E001 E002 E003 E004 E005 F001 F002 F003 F004 F005 F006 G001 G002 G003 G004 G005 G006 Electrician Electronics Technician Emergency Care Practitioner Engineer Enrolled Nurse Family Placement Officer Family Planning Nurse Finance Director Fitter Foundation House Officer 1 Foundation House Officer 2 Gardener Gardener/Groundsperson Gateway Worker General Dental Practitioner General Medical Practitioner Geneticist P018 P019 P020 P021 P022 P023 P024 P025 P026 P027 P028 P029 P030 P031 P032 R001 R002 W002 X001 Y001 Work Analyst X Ray Helper Youth Worker D018 Physiotherapist Specialist Practitioner Physiotherapy Aide Play Specialist Play Therapist Plumber Podiatrist Porter Practice Nurse Practitioner Pre-reg Pharmacist Professor Prosthetist Prosthetist Consultant Prosthetist Manager Prosthetist Specialist Practitioner Psychotherapist Radiographer Radiographer - Diagnostic T015 Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 13 Code Description Code Description H001 Head Cook R003 Radiographer - Diagnostic, Consultant H002 Health Care Assistant R004 Radiographer - Diagnostic, Manager H003 Health Care Support Worker R005 H004 Health Visitor R006 H005 Healthcare Assistant R007 H006 Healthcare Cadet R008 Code Description Radiographer - Diagnostic, Specialist Practitioner Radiographer - Therapeutic Radiographer - Therapeutic, Consultant Radiographer - Therapeutic, Manager Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 14 Appendix 6 Area of work Code Description Code Description Code Description A001 A002 A003 Accident and Emergency Acute Medicine Additional Dental Specialties F007 G001 G002 Forensic Psychiatry Gastro-Intestinal Physiology Gastroenterology P005 P006 P007 A004 Administration G003 General Acute P008 A005 A006 A007 A008 A009 A010 A011 A012 A013 A014 A015 B001 B002 Allergy Ambulance Services Anaesthetics Anatomical Pathology Angiography Art Therapy Art/Music/Drama Therapy Audiological Medicine Audiological Science Audit Autonomic Science Bank Biomechanical Engineering G004 G005 G006 G007 G008 G009 G010 G011 G012 H001 H002 H003 H004 General Medicine General Pathology General Practice General Psychiatry General Surgery Genito Urinary Medicine Grounds and Gardens Gynaecological Oncology Gynaecology Haematology Haemostasis and Thrombosis Head and Neck Surgery Health Advocacy P009 P010 P011 P012 P013 P014 P015 P016 P017 P018 P019 P020 P021 B003 Blood Transfusion H005 Health Promotion P022 B004 B005 B006 C001 Breast Screening Breast Surgery Building Services CT H006 H007 H008 H009 Paediatric Dentistry Paediatric Endocrinology Paediatric Gastroenterology Paediatric Infectious Diseases and Immunology Paediatric Intensive Care Medicine Paediatric Neonatal Medicine Paediatric Nephrology Paediatric Neurology Paediatric Oncology Paediatric Pathology Paediatric Respiratory Medicine Paediatric Rheumatology Paediatric Surgery Paediatrics Pain Management Palliative Medicine Pathology Pathology External Quality Assurance Patient Safety Patient Transport Services Payroll Performance Management C002 Cancer Support H010 C003 C004 C005 Cardiac Science Cardio-thoracic Surgery Cardiology H011 H012 I001 Health Records P023 Health Visiting P024 Health and Safety P025 Hepatology P026 Histocompatability and P027 Periodontics Immunogenetics Histopathology P028 Pharmaceutical Medicine Human Resources P029 Pharmacy Imaging P030 Phlebotomy Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 15 Code Description Code Description Code Description C006 C007 C008 Catering Cervical Cytology Chaplaincy I002 I003 I004 P031 P032 P033 Physiotherapy Plastic Surgery Portering Services C009 Chemical Pathology I005 P034 Primary Care C010 C011 C012 C013 C014 C015 C016 I006 I007 I008 K001 L001 L002 L003 P035 P036 P037 P038 P039 P040 P041 Private Patients Prosthetics and Orthotics Prosthodontics Psychiatry Psychiatry of Learning Disability Psychotherapy Public Health Dentistry L004 Liaison Psychiatry P042 Public Health Medicine C018 C019 C020 C021 C022 C023 C024 C025 Child Protection Child Psychotherapy Child and Adolescent Psychiatry Chiropody/Podiatry Clinical Audit Clinical Coding Clinical Cytogenetics Clinical Cytogenetics and Molecular Genetics Clinical Embryology Clinical Engineering Clinical Genetics Clinical Governance Clinical Haematology Clinical Measurement Clinical Neurophysiology Clinical Oncology Immunology Infectious Diseases Information Services Information and Communication Technology Intensive Care Intensive Care Medicine Intermediate Care Kitchen Laundry Learning Disabilities Legal L005 L006 M001 M002 M003 M004 M005 M006 P043 Q001 R001 R002 R003 R004 R005 R006 Purchasing and Supplies Quality and Patient Care Radiation Protection and Monitoring Radiopharmacy Radiotherapy Physics Rehabilitation Rehabilitation Engineering Rehabilitation Psychiatry C026 Clinical Perfusion M007 Library Services Linen Services MRI MacMillan Nursing Mammography Marie Curie Nursing Maternal and Fetal Medicine Maternity Maxillofacial Prosthetics and Technology R007 Renal Dialysis Technology M008 Medical Engineering Design R008 Renal Medicine M009 M010 M011 M012 M013 M014 M015 Medical Illustration Medical Microbiology and Virology Medical Oncology Medical Ophthalmology Medical Physics Medical Physics Computing Medical Staffing R009 R010 R011 R012 R013 S001 S002 Research and Development Respiratory Medicine Respiratory Physiology Restorative Dentistry Rheumatology School Nursing Security C017 C027 C028 C029 C030 C031 C032 C033 C034 Clinical Pharmacology and Therapeutics Clinical Physiology Clinical Psychology Clinical Radiology Clinical Support Communication Community Gynaecology Community Health Services Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 16 Code Description Code Description Code Description C035 C036 C037 C038 C039 C040 D001 D002 D003 D004 D005 D006 D007 D008 D009 D010 D011 D012 D013 E001 E002 E003 Community Mental Health Complementary Medicine/Therapy Corporate Counselling Critical Care Technology Cytopathology Day Case Unit Dental Health Dental Technology Dental and Maxillofacial Radiology Dental/Oral Dermatology Diabetes Diagnostic Radiology Support Dietetics Dining Room District Nursing Domestic Services Drama Therapy Education Elderly Care Medicine Electron Microscopy Electronics and Biomedical Engineering Emergency Services Endocrinology and Diabetes Mellitus Endodontics Endoscopy Engineering Estates Facilities Family Planning M016 M017 M018 M019 N001 N002 N003 N004 N005 N006 N007 N008 N009 O001 O002 O003 O004 O005 O006 O007 O008 O009 Medicine Metabolic Medicine Molecular Genetics Music Therapy NHS Direct Neonatal Intensive Care Neurology Neuropathology Neurophysiology Measurement Neurorehabilitation Neurosurgery Nights Nuclear Medicine Obstetrics Obstetrics and Gynaecology Occupational Health Occupational Therapy Old Age Psychiatry Operating Department Ophthalmic and Vision Science Ophthalmology Oral Hygiene S003 S004 S005 S006 S007 S008 S009 S010 S011 S012 S013 S014 S015 S016 T001 T002 T003 T004 T005 T006 T007 T008 Service Planning Sewing Room Sexual and Reproductive Medicine Sleep Physiology Social Services Speech and Language Therapy Staff Facilities Sterile Services Stoma Care Stroke Substance Abuse Substance Misuse Psychiatry Surgery Surgical Dentistry Teenage Pregnancy Telephone Services Tissue Banking Toxicology Training Transport Trauma and Orthopaedic Surgery Tropical Medicine O010 Oral Medicine U001 Ultrasound O011 Oral Microbiology U002 Urodynamics O012 Oral Pathology U003 Urogynaecology O013 O014 O015 O016 O017 O018 Oral Surgery Oral and Maxillofacial Surgery Orthodontics Orthoptics/Optics Otolaryngology Outpatients U004 V001 V002 V003 V004 W001 Urology Vascular Medicine Vascular Surgery Vascular Technology Voluntary Services Walk-in Centre E004 E005 E006 E007 E008 E009 E010 F001 F002 Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 17 Code Description Code F003 Finance P001 F004 F005 Financial Management Financial Services P002 P003 F006 Forensic Pathology P004 Description Paediatric Accident and Emergency Paediatric Cardiology Paediatric Clinical Pharmacology Paediatric Community Child Health Code Description W002 Wound Management Employer Guidance – Completion of Joiner Excel Spreadsheet (V4) 03/2017 18
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