Permanent Staff Wellbeing Spaces

Permanent Staff Wellbeing Spaces

Funding Available – Submit your idea today!

Are you looking for a permanent wellbeing space at work where you and your colleagues can rest, relax and recharge? Then we want to hear from you!

Funding is available for staff across NHS Lothian who are looking to establish a permanent wellbeing space in their place of work. This can be a new space or the renovation of an existing space, it can be indoor or outdoor. All you need to do is let the Healthy Working Lives team know a bit more about your idea by completing our Expression of Interest form.

Please do not complete this form if you work at the following hospitals; Royal Infirmary of Edinburgh, Royal Edinburgh Hospital, Royal Hospital for Sick Children/Royal Hospital for Children and Young People, St John’s Hospital or the Western General Hospital.

Due to the size of these sites, a separate process will be undertaken. Contact your wellbeing lead at these sites for more information.

How do I apply for funding?

The first stage is to submit an Expression of Interest form where you provide a brief overview of your proposal in no more than 200 words. This does not need to be a fully formed idea at this stage, but you will need to include the following information to enable the Healthy Working Lives leads to assess whether your idea can be taken to a stage 2 application:

  • What you would like to do?
  • Why you would like to do it?
  • What positive impact will this have on the wellbeing of you and your colleagues going forward?
  • What will you need to create the Wellbeing Space (i.e. paint, soft furnishings, lamps, chairs etc.)?
  • If you have an estimated cost, it would be helpful (but not essential) if you could also include this.

Things to consider

Before completing the Expression of Interest Form, please read through the following points:

  1. The amount shown next to the location on the Expression of Interest form is the maximum budget available for that site based on the number of NHS Lothian employees.
  2. The wellbeing space must be accessible to ALL staff who use the site and not limited to one group or team.
  3. Only one wellbeing space will be funded per site. If there are multiple teams/practices within one site then this should be submitted as a joint bid.
  4. These spaces must be able to be sustained and maintained for a minimum of five years without the need for additional funding. Funding can therefore not be used for consumables such as tea, coffee, snacks. Please also consider the implications of any maintenance costs for any equipment bought as additional funding will not be available for this.
  5. Please do not complete the form if you work at the following hospitals, Royal Infirmary of Edinburgh, Royal Edinburgh Hospital, Royal Hospital for Sick Children/Royal Hospital for Children and Young People, St John’s Hospital or the Western General Hospital. Due to the size of these sites, a separate process will be undertaken and you will be advised of this process through the Healthy Working Lives Lead for your site in due course.

Got any questions?

If you have any questions, please get in touch with us at staffhealth@nhslothian.scot.nhs.uk or check our FAQ section below.

Frequently Asked Questions

What funding is available?
Funding will be based on the number of NHS Lothian employees working at your base location. For example:

  • >2,000 employees – a bespoke process will be followed with the Healthy Working Lives Leads and Business Managers on each site
  • 500 – 1,999 employees – £4,000 funding available for the wellbeing space on your site
  • 100 – 499 employees – £2,000 funding available for the wellbeing space on your site
  • 50 – 99 employees – £1,000 funding available for the wellbeing space on your site
  • < 50 employees – £500 funding available for the wellbeing space on your site

This funding has been made available through Edinburgh and Lothians Health Foundation and NHS Charities Together with the project itself being taken forward by the Healthy Working Lives team.

Why has funding been made available for permanent staff wellbeing spaces?
Throughout the pandemic, supporting staff wellbeing has remained a top priority for us at the Foundation. Since the peak of the outbreak in March, we have worked closely with staff across NHS Lothian to understand what support would make the biggest difference to them, and help alleviate some of the additional stress and pressure that staff were under.

Many of the requests that we received from staff were to support wellbeing spaces; somewhere non-clinical where staff could unwind and destress before, during and after their shift.

As business-as-usual services have resumed, many of these ‘pop up’ spaces have had to return to their normal function. However, we know from feedback received that these spaces were well used and hugely appreciated by staff, and that they wanted this to continue beyond the first wave. We have therefore secured a special fund to help establish permanent wellbeing spaces on every NHS Lothian site.

Who is my Healthy Working Lives Lead?
You can find a list of Wellbeing Contacts in the HR section of the intranet. Still not sure? Drop us an email at staffhealth@nhslothian.scot.nhs.uk
I can’t find my base location on the Expression of Interest Form
Get in contact with us at staffhealth@nhslothian.scot.nhs.uk and we will look into this for you. Please include ‘Permanent Staff Wellbeing Spaces’ in the subject line
I work at one of the larger hospitals identified and have an idea for the wellbeing space there. What is the bespoke process and how do I submit my idea?
We are working with the Business Managers for these sites to agree the best way to take this project forward and agree a process for approval and delivery. If you have an idea that you want to share, please get in touch with the Healthy Working Lives Lead for your site:
Royal Infirmary of Edinburgh – Inga Cosway
Royal Edinburgh Hospital – Linda Walker
St John’s Hospital – Shelia Hedley
Royal Hospital for Children and Young People –  Christine Fraser
Western General Hospital – Sarah Davidson
I really want to do something but I don't know where to start. Can you help?
Of course! Have a look at the hints and tips that we’ve pulled together to give you some ideas of what you might want to consider. Visit our How to Make the Most of your Wellbeing Space webpage, or download our poster
It would be great to get free tea and coffee for our current staff space, can I apply for funding for this through this project?
No, this funding is for staff to set up a permanent staff wellbeing space that can be sustained and maintained for a minimum of five years without the need for additional funding. You can apply for funding to buy kettles, microwaves, freezers, etc. for your space to enable staff to grab a hot drink or a snack in a comfortable setting, but not consumables.
Can anyone apply for funding or do you have to be a manager?
Anyone can submit an idea through our Expression of Interest form. We are really keen to hear all your ideas. We will then review these after the deadline date and discuss with the site leads for each area what might be possible. If you are then asked to submit a full application form for funding, we would ask that you advise your manager at this point.
Do I need permission from my manager before submitting an Expression of Interest?
No, we are just gathering ideas from staff at this stage.
I’m an NHS Lothian member of staff but I work in a Health and Social Care Partnership site and share staff wellbeing space with HSCP staff, can I still apply for funding?
Yes, you can still submit an Expression of Interest form outlining your idea. If your idea is progressed to the next stage, we will work with you and the lead for your shared space to ensure that anything we take forward has approval from all parties involved.
How do I know if space is available for what I want to do?
Don’t worry about what space is available at the Expression of Interest stage. If your idea is taken forward to the next stage, we will work with you to help identify what space might be available.
How will the funds be made available?
If your application is approved for funding, funds will be paid into an applicable NHS Lothian cost centre so that you can order the required items through PECOS, Estates, etc so please consider how you can order the necessary items through these channels.
Are there any restrictions on what we can purchase?
Purchases of furniture and equipment should be made through PECOS and should be in line with NHS Lothian Infection Prevention Control guidance; for example, you will not be able to order soft furnishings (cushions, blankets, etc) or rugs as these do not meet current guidance.
I’m really struggling to meet the deadline with other pressures that I’m under currently. Is there anything I can do?
We don’t want this amazing opportunity to cause any additional stress or pressure and we understand that staff are extremely busy at the moment. If you think you will be unable to meet the deadline, drop us an email at staffhealth@nhslothian.scot.nhs.uk

Looking for Inspiration?

Find out more about how we are already helping sites to create wellbeing spaces across NHS Lothian, helping to give a moment of calm to recharge. Maybe they will give you some inspiration for your own space.