Matrix Prism
Prism is a cloud-based Workforce Management and Talent Pool System accessed via web browser for the management of a contingent, contractor and permanent workforce. VMS/Talent Pool/Payroll/SOW/Employee Screening & Compliance as a full WFM system or individual standalone modules.
Features
- End to end Workforce Management Platform
- Automated Compliance and Candidate Screening
- Advanced Talent Pool Management
- Statement of Work (SOW & Outcome Based Delivery
- Fully Automated Timesheet & Shift Management
- Managed Payroll with Single Source of Truth
- Real Time Reporting & Business Intelligence
- Robust Governance, Controls & Audit Trail
- Flexible Integration & Interoperability
- Secure, UK/EEA Hosted, G-Cloud-Aligned Service
Benefits
- Reduce administrative effort by automating workforce ordering and approvals
- Speed up hiring decisions with automated matching and candidate shortlisting
- Prevent errors by enforcing compliance before candidates or payments progress
- Eliminate duplicate data entry through integrated timesheets, invoicing and payroll
- Improve spend control with real-time dashboards and automated reporting
- Ensure payments are only made for approved work delivered
- Simplify compliance management with embedded IR35, AWR and DBS checks
- Increase visibility across workforce activity, costs and performance
- Support faster audits with complete, date-stamped audit trails
- Scale workforce operations without increasing manual administration
Pricing
Service documents
Request an accessible format
Framework
G-Cloud 15
Service ID
7 5 0 8 0 1 9 2 3 9 0 4 4 5 4
Contact
MATRIX SCM LIMITED
Chris Grimes
Telephone: 07843072803
Email: Bids@teammatrix.com
About your service
- Service categories
-
Applications
Enterprise resource management
- Payroll management
- Procurement
- Order management and orchestration
- Project and portfolio management
Human capital management
- Core Human Resources Applications
- Talent Management Applications
- Multi cloud support
- Yes
Service scope
- Software add-on or extension
- No
- Cloud deployment model
- Private cloud
- Service constraints
-
There are no service constraints.
Any maintenance is performed on a separate environment and then pushed into the live environment, meaning no loss of uptime for the end user. - System requirements
-
- Desktop - Windows - Windows 10
- Desktop - Mac OS - macOS 12
- Desktop - Linux - Latest stable distros
- IOS Mobile - iOS 15+
- Android Mobile - Android 13+
- Tablets - Apple - ipadOS 16+
- Tablets - Android - Android 13+
User support
- Email or online ticketing support
- Yes
- Support response times
- 24 hours for Clients. Matrix are 24/7/365 with dedicated Account Management support
- User can manage status and priority of support tickets
- No
- Phone support
- Yes
- Phone support availability
- 24 hours, 7 days a week
- Web chat support
- Yes
- Web chat support availability
- 9 to 5 (UK time), Monday to Friday
- Web chat support accessibility standard
- WCAG 2.2 AA
- Web chat accessibility testing
- Our web chat is provided by a third party. We have checked with them and they have confirmed that they have not completed any testing with assistive technology users
- Onsite support
- Yes, at extra cost
- Support levels
- Service Desk, Email, Phone, Live-Chat. Account Management Resource and Strategic Contract Management. Support available at additional cost. Technical Account Management related to system available at no cost.
- Support available to third parties
- Yes
- AI chatbot
- Yes
Onboarding and offboarding
- Getting started
-
Matrix supports users in adopting the service through a structured implementation programme delivered by our dedicated internal project team. The platform is fully configured to meet the customer’s requirements, including process design, workflow setup, data loading and policy configuration.
Throughout implementation, we upskill the customer’s administrative team to ensure they can confidently self‑manage and maintain their configuration going forward. This includes guided walkthroughs of key system areas and hands‑on support during setup.
To help end users begin using the service, Matrix provides flexible training options: onsite sessions, live online training, or a full suite of supporting materials. These materials can include user guides and concise, task‑focused instructional videos designed to help users quickly understand how to navigate and transact within the platform.
This combined approach ensures all users—from administrators to day‑to‑day operators—can start using the service effectively and confidently from day one. - Service documentation
- Yes
- Documentation formats
-
- HTML
- Other
- Other documentation formats
-
- DOC
- DOCM
- DOCX
- DOTM
- DOT
- XPS
- MHT
- MHTML
- HTM
- RTF
- End-of-contract data extraction
-
At the end of a customer contract, Matrix provides a controlled, transparent and fully auditable process for returning all customer data held within Workforce, powered by Prism. Matrix follows an established data extraction methodology, using the same disciplined approach applied during system migrations. This includes structured data preparation, verification of customer and supplier records, and the production of complete data extracts covering placements, workers, suppliers and associated operational information.
Data is extracted using our secure reporting and export mechanisms, which provide customers with downloadable CSV data sets via the Workforce reporting suite, ensuring compatibility with downstream systems and ease of ingestion.
Where required, Matrix can also generate tailored data exports. The extraction process ensures that only relevant, active and contracted data is returned, with validation to ensure accuracy, completeness and structural integrity.
All customer data is provided through secure channels, and customers retain full ownership of all information supplied. Upon confirmed receipt, Matrix proceeds with secure data handling and removal activities aligned with contractual, regulatory and ISO‑aligned data retention policies, ensuring compliance with G‑Cloud data sovereignty and exit requirements. - End-of-contract process
- The client has a grace period in order that any critical activities are completed and allow any outstanding payments to be made. No new activities can be completed during this time.
- Documentation accessibility standard
- WCAG 2.2 AA
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Microsoft Edge
- Firefox
- Chrome
- Safari
- Opera
- Application to install
- No
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
- Prism provides consistent user experience on both desktop and mobile browsers. All main features, workflows, and data access are available for both device types. Users complete actions in the same order, with no restrictions on mobile. The difference is display: the layout adjusts for smaller screens, with items resising and repositioning for touch input. No features are removed; Prism does not offer a simplified mobile version. The visual experience remains consistent, with layouts adjusting to the user’s device size and orientation. The service operates equally on desktop and mobile browsers, with only display adjustments to keep usability.
- Service interface
- Yes
- User support accessibility
- WCAG 2.2 AA
- Description of service interface
- Prism, provides a secure, scalable, multi-channel interface for interoperability with customer systems. The platform supports real-time and batch data exchange to fit varied technical environments. It offers SFTP for scheduled imports and exports, covering vacancy feeds, placements, candidate applications, financial files, and compliance documentation. SFTP ensures encrypted file transfers and compatibility with legacy systems. Workforce supports Azure AD Single Sign-On (SSO) and OAuth2 for centralised identity management. The cloud-based architecture is hosted on AWS and includes layered security, audit logging, and enforced user authentication. This flexible interface supports data accuracy, workflow automation, and reduces administrative effort.
- Accessibility standards
- WCAG 2.2 AA
- Accessibility testing
-
Matrix is committed to delivering fully inclusive digital services and complies with the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018. Workforce, powered by Prism, undergoes continuous accessibility testing aligned with the Web Content Accessibility Guidelines (WCAG). Testing activity includes automated assessments using Axe DevTools to identify and resolve issues across high‑use user journeys such as dashboards, orders, timesheets and candidate submissions. Identified issues are logged, prioritised and remediated within our sprint cycles to ensure ongoing compliance.
In addition to automated checks, Matrix conducts manual accessibility testing through our internal Quality Assurance and UAT teams to validate screen reader behaviour, keyboard navigation, contrast, and semantic structure. This blended approach ensures both technical compliance and practical usability.
As an equal opportunities employer, Matrix also incorporates feedback from employees who have sight impairments or other accessibility needs, enabling real‑world validation of user experience and ensuring barriers are identified and removed early in the design process.
Through a combination of automated tooling, manual evaluation, and lived‑experience testing, Matrix ensures Workforce remains accessible, user‑centered, and compliant with WCAG and G‑Cloud accessibility obligations. - API
- Yes
- What users can and can't do using the API
- The API is not intended for general use. It is provided as an enhanced service for the purposes of bespoke integrations and requires both the Matrix and 3rd party IT teams to work together to implement the required solution. What can be changed is controlled through the access that is granted using authorisation keys. The changes that can be made will be agreed as part of the design of the bespoke development.
- API documentation
- Yes
- API documentation formats
- Open API (also known as Swagger)
- API sandbox or test environment
- Yes
- Customisation available
- Yes
- Description of customisation
-
There are elements to processes within the workflow of the system that can be tailored, for example, approval processes can be built into the system that are bespoke to a single buyer's service.
Super Admin users are able to configure these process workflows.
In addition, super admins can also update within a single page format a number of personalisation offerings, including but not limited to:
Order Management rules and policies
Placement management rules and policies
Timesheet management rules and policies
Use of AI
Use of data redaction
Use of other platforms, additional documents and linked customer profiles
Scaling
- Independence of resources
-
Matrix guarantees consistent performance through the scalable cloud architecture that underpins Workforce, powered by Prism. The platform operates within a dedicated, optimised AWS environment and undergoes continuous performance monitoring to ensure stability. Monthly technology reports demonstrate 100% uptime and consistently low response times for Prism Workforce, unaffected by peaks in user activity.
Load is balanced across infrastructure layers, and performance improvements are regularly deployed to prevent bottlenecks. This approach ensures users remain fully isolated from the demand generated by others and retain a fast, reliable experience at all times.
Analytics
- Service usage metrics
- Yes
- Metrics types
- User access, browser types, device types, page history, server statistics (CPU, disk space) failed log-ons.
- Reporting types
- Regular reports
- Resource tagging
- No
- FOCUS resource tagging
- No
Resellers
- Supplier type
- Not a reseller
Staff security
- Staff security clearance
- Other security clearance
- Government security clearance
- None
Asset protection
- Knowledge of data storage and processing locations
- Yes
- Data storage and processing locations
- United Kingdom
- User control over data storage and processing locations
- No
- Datacentre security standards
- Complies with a recognised standard (for example CSA CCM version 4.0)
- Penetration testing frequency
- At least once a year
- Penetration testing approach
- Another external penetration testing organisation
- Protecting data at rest
- Physical access control, complying with another standard
- Data sanitisation process
- Yes
- Equipment disposal approach
- A third-party destruction service
- Data sanitisation type
- Deleted data can’t be directly accessed / Cryptographic Erasure
Data importing and exporting
- Data export approach
- Matrix can provide data to uses either by direct request or the user can self-service extract information from the platforms extract report suite.
- Data export formats
-
- CSV
- Other
- Other data export formats
-
- XLS
- Data import formats
-
- CSV
- Other
- Other data import formats
- XLS
Data-in-transit protection
- Data protection between buyer and supplier networks
-
- TLS (version 1.2 or above)
- Legacy SSL and TLS (under version 1.2)
- Data protection within supplier network
-
- TLS (version 1.2 or above)
- Legacy SSL and TLS (under version 1.2)
Availability and resilience
- Guaranteed availability
-
Matrix guarantees high service availability for Workforce, powered by Prism, through a robust cloud‑based architecture hosted within AWS. Our contractual SLA delivers a minimum 98.5% platform uptime, aligned with industry best practice for critical public‑sector systems. Workforce consistently exceeds this target.
Service performance is continuously monitored through automated telemetry, web‑server response time tracking, and infrastructure‑level health checks. Response times remain well below our 200ms threshold, ensuring stable performance even during peak load.
Matrix employs load balancing, scaling, and proactive optimisation to ensure that demand from one customer does not impact others. Any incidents affecting availability—such as upstream provider issues—are logged, assessed, and resolved promptly, with full transparency provided through service notifications and monthly reporting.
Our dedicated Technology and Application Support teams work continuously to maintain platform resilience, apply performance enhancements, and ensure uninterrupted access for all users.
This SLA framework ensures Workforce remains reliable, performant, and available throughout the contract lifecycle. - Approach to resilience
-
Workforce, powered by Prism, is engineered for high resilience and aligns with the government’s Cloud Security Principle 2: Asset Protection and Resilience. The service operates in a fully managed AWS environment, within a dedicated virtual private cloud (VPC) that is logically isolated from external networks to protect against cross‑tenant access and external threats.
The platform is deployed across separate development, test, UAT and production environments, each running in isolated virtualised stacks to minimise risk and ensure continuity. The production environment is configured in high‑availability mode, supporting uninterrupted service even during infrastructure‑level disruption.
Resilience is strengthened through continuous monitoring, automated fallback measures, and risk‑mitigation tooling, including Site24x7 integration and JIRA‑based escalation processes. These controls enable rapid detection and response to performance issues or service degradation. - Outage reporting
-
Matrix provides a transparent and proactive approach to service‑availability reporting for its SaaS platform. In the event of a system outage or service degradation, customers are notified promptly through established communication channels. Our support and technical teams issue email alerts to designated customer contacts, outlining the issue, its impact, and expected resolution time, with further updates provided as the situation progresses.
Our incident‑management process ensures all outages are logged, reviewed and communicated with full transparency, ensuring customers remain informed and supported throughout any disruption.
Identity and authentication
- User authentication needed
- Yes
- User authentication
- Other
- Other user authentication
- This can be set per the customer's preference, for example the system can offer Multi-Factor Authentication (MFA), Single Sign On (SSO) or Username /password.
- Access restrictions in management interfaces and support channels
- Access to Matrix Workforce’s administration and management interfaces is limited to authorised users and managed through role-based access control and multi-factor authentication or integration with identity providers such as Azure AD/Entra ID. Only nominated administrators can manage permissions centrally. Management interfaces are separated from standard user views. Matrix support staff only access customer environments for maintenance or diagnostic work, under customer authorisation, and all access is monitored and logged according to ISO-aligned processes. Support contacts are authenticated through verified channels, so only authorised individuals can request changes or access.
- Access restriction testing frequency
- At least once a year
- Management access authentication
- Username or password
Audit information for users
- Access to user activity audit information
- Users have access to real-time audit information
- How long user audit data is stored for
- At least 12 months
- Access to supplier activity audit information
- Users have access to real-time audit information
- How long supplier audit data is stored for
- User-defined
- How long system logs are stored for
- Between 1 month and 6 months
Security governance
- Named board-level person responsible for service security
- Yes
- Security governance certified
- Yes
- Security governance standards
- ISO/IEC 27001
- Information security policies and processes
- Matrix SCM is accredited for IS0 27001 which demonstrates that Matrix has a well-structured and embedded Information Security Management System. Account Managers report in to Business Management and Operations Director. Matrix SCM also hold the Cyber-Essentials certification.
- Software Security Code of Practice
- Yes
Operational security
- Configuration and change management standard
- Supplier-defined controls
- Configuration and change management approach
- All components of Prism are tracked through their lifetime via a risk register and issue log which is managed by our IT development team. Any changes made to the system are put through rigorous user testing in a testing environment, which are signed off by the customer before being implemented on the the live production site.
- Vulnerability management type
- Supplier-defined controls
- Vulnerability management approach
- Anti virus software on the services. Traffic is routed through firewalls. Patches are applied when released by Microsoft. Threats are alerted to us through Microsoft updates, anti-virus or continual monitoring software.
- Protective monitoring type
- Supplier-defined controls
- Protective monitoring approach
- All servers are firewall protected and are running latest anti-virus software. We perform regular checks of the servers through use of monitoring software that send email alerts to key IT personnel. If compromised, we would follow the industry standard guidelines to eradicate the risk . All events within the system are audited and fully visible to the users. All page access is also monitored along with failed login attempts, with passwords being locked after 3 failed attempts. Users also have to change their passwords every 45 days.
- Incident management type
- Supplier-defined controls
- Incident management approach
- All servers are fully monitored with numerous failover points to try and litigate incidents that would affect the running of the system. Matrix also operate a full DR process in case of system outages. This not only includes the system but the offices and telephones. Software related incidents are logged into the helpdesk system through their dedicated account manager. Incident reports are communicated back to the end-users either through phone, email or the system itself.
- Post-quantum cryptography secure
- Yes
Secure development
- Approach to secure software development best practice
- Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)
Public sector networks
- Connection to public sector networks
- No
Pricing
- Discount for educational organisations
- No
- Free trial available
- No
Discount percentage by annual call-off contract value (excluding VAT)
- Less than £250,000
- 0%
- Between £250,000 and £500,000
- 2.5%
- Between £500,001 and £1,000,000
- 5%
- Between £1,000,001 and £2,500,000
- 7.5%
- Between £2,500,001 and £5,000,000
- 10%
- Over £5,000,001
- 10%
Non-mandatory Standards and certifications
- ISO/IEC 27001 certification
- Yes
- Who accredited the ISO/IEC 27001
- Alcumus ISOQAR
- ISO/IEC 27001 accreditation date
- Tuesday 22 December 2015
- What the ISO/IEC 27001 doesn’t cover
- Our entire organisation and all controls are in scope.
- ISO 28000:2022 certification
- No
- ISO 9001 certification
- Yes
- Who accredited the ISO 9001 certification
- Alcumus ISOQAR
- ISO 9001 accreditation date
- Tuesday 25 October 2005
- What the ISO 9001 doesn’t cover
- Our entire organisation and all controls are in scope.
- Quality management systems (QMS)
- Yes
- CSA STAR certification
- No
- PCI certification
- No
- Cyber essentials
- Yes
- Please provide your Cyber Essentials Certificate Number
- 8fc4dc00-0f0c-4a13-945d-ecc90fac9087
- Cyber essentials plus
- No
- Cyber Essentials Alternative
- In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
- Other security certifications
- No
Social value
- Section B - Commitment for Future: Delivery
-
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Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.
Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority
- New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
- New apprenticeships on the contract workforce in the relevant area that meet the criteria set out in MAC 1b
- Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
- Ensuring new workers are informed of their right to join a trade union
- Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
- Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
- Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
- Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
- Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
- Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
- Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
- Volunteering opportunities for staff
- Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
- Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
- Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
- How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
- How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
- Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract
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Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.
Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.
- Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
- Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering
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Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.
Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises
- Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
- Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
- Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
- Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
- Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
- Plans for positive actions with community groups.
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Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero
Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.
- Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
- Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
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Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain
Policy Outcome 6: Employment and training: For those who face barriers to employment
- Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
- Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
- Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
- Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
- Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
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Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain
Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.
- Understanding of the issues affecting the development of new skills by target cohort
- Other measures to offer development opportunities for the target cohort(s) in the contract workforce
- Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
- Creation of outreach activities to create a pipeline of employees for the future contract delivery
- Content of the outreach activity is designed to suit the target cohort
- Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
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Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.
Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.
- Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
- Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
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