Terms of reference

1. The Public Sector Future Workforce Forum (PSFWF) is a tripartite Social Partnership structure which will bring together devolved public sector employers, trade unions, and the Welsh Government to develop joint responses to workforce matters. It will champion fair, equal, and ethical employment; shape policy development; and encourage strategic dialogue. Through tripartite representation, consensus-building, and collective practice, the forum will reflect our commitment to Social Partnership. In its work the Forum will avoid duplication with existing fora, adding value and not creating unnecessary bureaucracy.

2. The PSFWF will provide a space for trade unions, employers, and the Welsh Government to influence the development of policy relating to cross-public sector workforce matters through:

• horizon-scanning to gain further understanding and identify problem solving tactics to combat key issues arising within the public sector workforce.
• sharing information and good practice.
• highlighting common issues and working together in partnership across the public sector to identify solutions.
• providing a collective view, guidance and direction.
• collating relevant research.

3. Social Partnership within the context of the forum is a way of working and a set of behaviours achieved via:

• operating in equal partnership.
• clearly defined and mutually understood purpose and focus.
• meaningful and continuous engagement of all partners from the outset and throughout the delivery of the work programme.
• a clear commitment to collaborative working and social partnership principles which are: cooperation, respect, trust, voice and participation, and the pursuit of mutual gains.

4. While the PSFWF is not a sovereign body, its legitimacy comes from the commitment of all three social partners to work effectively in a tripartite way. The forum respects the autonomy and decision-making structure of each social partner who will determine their own representation, ensuring those selected have the necessary authority to make decisions and commitments on behalf of their organisations or sectors. This involves each partner being representative of their constituent groups and taking responsibility to ensure that good-practice and guidance are effectively communicated and put into practice.

5. The PSFWF is not a forum for collective bargaining, the resolution of local disputes or for sector specific matters. These will continue to be handled through local arrangements.

6. The forum should remain distinct from the SPC but with space and flexibility for both bodies to work together, share learning and to call upon external expertise when applicable.

7. The PSFWF will meet at least 3 times a year one of which will be in person. There will be flexibility to allow additional meetings (outside of the triannual schedule) if required.

8. The key focus of the forum will be to determine, direct and oversee a work programme with a primary focus on ‘horizon scanning’, i.e. mid-to-long-term events and developments that will affect working life across the public sector; and hot emerging issues driven by sector leads and cross cutting issues for the future of the workforce. To achieve this, it can create working groups (defined at paras 20-23).

9. All proposals for the workplan would be considered against core criteria (below), ensuring that the PSFWF can add value to a single sector approach, and that they are not better considered in other fora. If members wish to identify a subject for the forum to progress they can raise this during meetings or alternatively (if between the triannual meeting schedule) they can make the Support Team aware who will then inform the broader membership. A subject will then need to be formally approved at a sitting meeting of the Forum.

Decision criteria

• Does the issue substantially affect the workforce (this includes staff with protected characteristics)?
• Is this a cross-sectoral issue?
• Is the new body the right body to deal with this?
• Does it fit with Welsh Government priorities?

10. The forum will provide a social partnership central hub acting as an information resource for organisations in the devolved public sector and their recognised trade unions. All resources hosted by the hub will be agreed in Social Partnership. This will be maintained by the support team after content has been agreed by the PSFWF, ensuring the information remains current and valuable to its readers.

11. A communications plan will be developed for agreement by the forum to effectively promote and support the implementation of its work.

12. Research can be conducted to support work in an area of interest identified by the PSFWF. The approach taken to the research will depend on the nature of the work in question.

13. The PSFWF will need to be representative of a range of bodies across the public sector and with strong links to additional public sector social partnership structures in Wales. The forum will comprise of 14 members. Employers and Trade Unions will identify 5 members each. The Welsh Government will select 4 as they will also occupy one of the seats on the employer side. All social partners will decide their own membership for occupying each of their seats.

14. Members will have a dual role at the PSFWF. They will be representative of their sector groups and so will have the responsibility of feeding advice from their sectors into forum discussions. They will also be responsible for feeding information back out of the forum to their sectors. It will be for members to determine how and who should be engaged in this process from their sectors.

15. Members must make every effort to attend as the success of the PSFWF will depend on social partners being fully represented. It is acknowledged that sometimes other work demands may impact upon attendance. Deputies are allowed but they must be of sufficient authority to be able to make decisions on behalf of the relevant member.

16. If more than 2 members from a single social partner side cannot attend, then it will be for all members to decide if a meeting is quorate and should then take place. Where there is a change in membership the relevant social partner must inform the forum’s Support Team as a priority.

17. The role of chair will be rotated equally between all 3 social partner sides and shared between all members. When it is the turn of an individual social partner, they will select a member from their side to act as chair.

18. Additional participants can be invited to attend meetings of the PSFWF for specific purposes such as offering expert advice or updates from one of the working groups.

19. Choice and number of observers is at the discretion of each partner, but it is recommended there should be no more than three unless on an exception basis. If an individual who is usually observing substitutes for a member, the observer seat may be backfilled.

20. Working groups will be directly accountable to the PSFWF who will have agreed their area of focus. They will operate on a tripartite basis and be chaired by a forum member who will be responsible for the delivery of the working groups’ activity.

21. Working groups will be constituted for a set period, normally between 6 but no more than12 months, with clearly identified outputs. They will be expected to deliver the work in a defined time period. In this way items would stay current and with a timely outcome in response to emerging issues.

22. Working groups can be comprised of individuals/organisations with the relevant experience and expertise; this may include representation that is broader than the core PSFWF. The size of a working group will depend on its subject of focus and the chair will be responsible for agreeing this with social partners. Each social partner will retain the autonomy to decide their membership of individual working groups.

23. Working groups will be expected to provide an update on their activity at each meeting of the forum. Outputs may include, but are not limited to webinars, reports/guidance, round table events and workshops.

24. Each year the PSFWF will hold a full meeting of the new body and will invite members of the existing working groups. Ministers with the relevant portfolio could be invited to attend for relevant agenda items but would not chair the meeting. This meeting would provide an opportunity to showcase social partnership working, receive presentations from the working groups and provide a networking opportunity. A summary update would be provided to the Social Partnership Council for the purpose of sharing good practice, research and learning.

25. A support team will provide full secretariat functions to the PSFWF. This will include drafting papers, agenda setting and recording the minutes of meetings. The meeting note will record key points of discussion and any actions and will be issued 7 working days after each meeting.

26. The support team will provide basic secretariat functions for the working groups, defined as practical arrangements, minute taking and general support of the chair. There is an expectation that members of these working groups (in consultation with the chair) will set their own agendas and develop papers as required.

27. Any conflicts of interest will need to be declared at the start of each meeting. Documentation may be subject to access to information requests made under the Freedom of Information Act 2000. Where such requests are received the Welsh Government's standard Freedom of Information procedures will be followed.

28. After 12 months, the activity of the PSFWF will be reviewed by members at the annual in person meeting, to ensure that its activities, arrangements and ways of working remain appropriate. The terms of reference themselves to also be reviewed once the forum has been in operation to ensure they remain fit for purpose.