Agenda Document Pack - Employee Issues Forum - 14/11/2023
South Lanarkshire Council · 14 November 2023
Back to Employee Issues Forum — 14 November 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Council Offices, Almada Street Hamilton, ML3 0AA Monday, 06 November 2023 Dear Councillor Employee Issues Forum The Members listed below are requested to attend a meeting of the above Forum to be held as follows:- Date: Tuesday, 14 November 2023 Time: 14:00 Venue: Hybrid - Committee Room 1, Council Offices, Almada Street, Hamilton, ML3 0AA The business to be considered at the meeting is listed overleaf. Yours sincerely Cleland Sneddon Chief Executive Members Margaret Cowie (Chair), Celine Handibode (Depute Chair), John Anderson, Walter Brogan, Archie Buchanan, Gerry Convery, Geri Gray, Katy Loudon, Richard Nelson, Kirsten Robb Substitutes Mathew Buchanan, Mary Donnelly, Catherine McClymont, Elaine McDougall, 1
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BUSINESS 1 Declaration of Interests 2 Minutes of Previous Meeting Minutes of the Employee Issues Forum held on 15 August 2023 submitted for approval as a correct record. (Copy attached) 3 - 4 Item(s) for Consideration 3 Council-wide Workforce Monitoring - July to September 2023 Report dated 12 October 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 5 - 26 4 Housing and Technical Resources - Workforce Monitoring - July to September 2023 Joint report dated 12 October 2023 by the Executive Directors (Finance and Technical Resources) and (Housing and Technical Resources). (Copy attached) 27 - 34 5 Health and Wellbeing Group - Housing Services Report dated 1 November 2023 by the Executive Director (Housing and Technical Resources). (Copy attached) 35 - 38 Urgent Business 6 Urgent Business Any other items of business which the Chair decides are urgent. For further information, please contact:- Clerk Name: Helen Calley Clerk Telephone: 07385370069 Clerk Email: helen.calley@southlanarkshire.gov.uk 2
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EMPLOYEE ISSUES FORUM Minutes of meeting held via Confero and in Committee Room 1, Council Offices, Almada Street, Hamilton on 15 August 2023 Chair: Councillor Margaret Cowie Councillors Present: Councillor John Anderson, Councillor Archie Buchanan, Councillor Gerry Convery, Councillor Celine Handibode (Depute), Councillor Katy Loudon, Councillor Kirsten Robb Councillors’ Apologies: Councillor Walter Brogan, Councillor Geri Gray, Councillor Richard Nelson Attending: Finance and Corporate Resources H Calley, Administration Officer; M Milne, Head of Personnel Services; L Wyllie, Administration Assistant Also Attending: J Lennon, EIS 1 Declaration of Interests No interests were declared. 2 Minutes of Previous Meeting The minutes of the meeting of the Employee Issues Forum held on 16 May 2023 were submitted for approval as a correct record. The Forum decided: that the minutes be approved as a correct record. 3 Council-wide Workforce Monitoring – April to June 2023 A report dated 20 July 2023 by the Executive Director (Finance and Corporate Resources) was submitted on the following Council-wide employee information for the period April to June 2023:- attendance statistics occupational health statistics accident/incident statistics disciplinary hearings, grievances and Dignity at Work cases analysis of leavers and exit interviews recruitment monitoring Officers responded to members’ questions on various aspects of the report. The Forum decided: that the report be noted. 2 3
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4 Finance and Corporate Resources – Workforce Monitoring – April to June 2023 A report dated 20 July 2023 by the Executive Director (Finance and Corporate Resources) was submitted on the following employee information for Finance and Corporate Resources for the period April to June 2023:- attendance statistics occupational health statistics accident/incident statistics disciplinary hearings, grievances and Dignity at Work cases analysis of leavers and exit interviews The Forum decided: that the report be noted. 5 Dates for Future Meetings A report dated 1 August 2023 by the Executive Director (Finance and Corporate Resources) was submitted advising that future meetings of the Employee Issues Forum would take place at 2pm on the following dates:- Tuesday 14 November 2023 Tuesday 5 March 2024 Tuesday 21 May 2024 Tuesday 20 August 2024 Tuesday 29 October 2024 The Forum decided: that the report be noted. 6 Urgent Business There were no items of urgent business. 4
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Report Agenda Item Report to: Employee Issues Forum Date of Meeting: 14 November 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Council-wide Workforce Monitoring – July to September 2023 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] provide employment information relating to the Council for the period July to September 2023 [1purpose] 2. Recommendation(s) 2.1. The Employee Issue Forum is asked to approve the following recommendation(s):- [recs] (1) that the following employment information for the period July to September 2023 relating to the Council, be noted: - attendance statistics occupational health accident/incident statistics discipline, grievance and Dignity at Work cases analysis of leavers and exit interviews recruitment monitoring staffing watch as at 10 June 2023 [1recs] 3. Background 3.1. As part of the Council’s performance management arrangements, regular workforce monitoring reports are submitted to the Employee Issue Forum. This report for the Council provides information on the position for the period July to September 2023. 4. Attendance Statistics 4.1. Information on absence statistics for the Council and each Resource, as analysed for September 2023, is provided in Appendices 1 to 8. Points to note are:- The Council’s absence rate for September 2023, shown in Appendix 1, is 5.3%, which represents an increase of 1.2% when compared with last month and the figure has decreased by 0.1% when compared to September 2022. When compared to September 2022, the APT&C absence rate remains unchanged at 5.2%, the teachers’ figure has increased by 0.1% and the manual workers’ figure has decreased by 0.4%. Based on annual trends and the absence rate to June 2023, the projected annual average absence rate for the Council for the financial year 2023/2024 is 5.5%. 3 5
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In comparison to September 2022 (Appendix 8):- psychological and musculoskeletal conditions are the main reasons for absence total days lost due to psychological conditions have decreased by 170 days total days lost due to musculoskeletal conditions have decreased by 340 days total days lost due to respiratory conditions have increased by 102 days total days lost due to stomach, bowel, blood and metabolic disorders have decreased by 18 days 5. Occupational Health 5.1. Information on Occupational Health for the period July to September is provided in Appendix 9. during the period there were 331 employees referred for a medical examination, an increase of 1 when compared to the same period last year. Both musculoskeletal and psychological conditions continue to be the main reason for medical referrals a total of 514 employees attended physiotherapy treatment, showing an increase of 75 when compared to the same period last year. Of the 514 employees referred, 61% remained at work whilst undertaking treatment during this period 397 employees were referred to the Employee Support Officer, showing a decrease of 13 when compared with the same period last year. Of the referrals made this period, 84% related to personal reasons 147 employees were referred to the PAM Assist counselling service this period, this has increased by 21 when compared with the same period last year. All the referrals made this period were from management and none were made directly by employees. Personal reasons accounted for 63% of the referrals made, 22% were for work related reasons and 15% was for other reasons 3 employees were referred for Cognitive Behavioural Therapy this period, a decrease of 1 when compared to the same period last year 6. Accidents/Incidents 6.1. The accident/incident report for July to September 2023 is contained in Appendix 10. the number of accidents/incidents recorded was 315, this figure has decreased by 64 from the same period last year there were 7 specified injury recorded, this figure has increased by 5 from the same period last year there were 293 minor accidents/incidents, this figure has decreased by 64 from the same period last year there was 1 accident resulting in an absence lasting over 3 days during the period, this figure has decreased by 4 from the same period last year there were 14 accidents resulting in an absence lasting over 7 days during the period, this figure has decreased by 1 from the same period last year 7. Discipline, Grievance, Dignity at Work Hearings and Mediation Referrals 7.1. Information on Disciplinary, Grievance Hearings, Dignity at Work and Mediation Referrals for July to September 2023 is contained in Appendices 11, 12a and 12b. in total, 36 disciplinary hearings were held across Resources within the Council, this figure has increased by 3 when compared to the same period last year action was taken in 31 of these cases. No appeals were raised against the outcomes 6
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our target is to convene disciplinary hearings within 6 weeks, 89% of hearings met this target during the period, 1 appeal was heard by the Appeals Panel, which was not upheld at the end of September 2023, 7 Appeals Panels are pending during the period, 1 grievance case was raised during the period, 5 Dignity at Work cases were raised during the period, 1 referral for mediation was submitted 8. Analysis of Leavers and Exit Interviews 8.1. Information on the number of leavers and exit interviews for the period July to September 2023 is contained in Appendix 13. Exit interviews are conducted with employees who leave voluntarily. Labour Turnover Using information compiled from Resources and staffing watch information as at 10 June 2023, the Council’s turnover figure for July to September 2023 is as follows:- 212 leavers eligible for exit interviews/15,157 employees in post = Labour Turnover of 1.4%. Based on the figure at September 2023, the projected annual labour turnover figure for the financial year 2023/2024 for the Council is 5.1%. 8.2. Analysis of Leavers and Exit Interviews there were a total of 212 employees leaving the Council that were eligible for an exit interview, a decrease of 41 when compared with the same period last year there was a total of 73 exit interviews conducted, a decreased of 22 when compared with the same period last year 8.3. When processing an employee termination, managers are asked to identify whether they intend to replace the employee who had left the Council. If they indicate that they do not intend to replace the employee, they are asked to select from 4 options:- plan to hold for savings fill on a fixed term basis pending savings transfer budget to another post end of fixed term contract 8.4. Appendix 13a provides information relating to vacant posts and whether these are being replaced or held for savings. From July to September 2023, 615 employees (451.71 FTE) left employment. Managers indicated that 568 posts (436.98 FTE) would be replaced, 33 posts (3.85 FTE) were being filled on a temporary basis, 1 post (0.95 FTE) plan to transfer this budget to another post, 3 posts (2.50 FTE) were due to the end of fixed term contracts, 7 posts (5.90 FTE) were being left vacant pending savings or service reviews and 3 posts (1.53 FTE) are planning to be removed for savings. 9. Recruitment Monitoring 9.1. Information on Recruitment Monitoring for July to September 2023 is contained within Appendix 14. 7
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From an analysis of Equal Opportunities Monitoring Forms, the main points to note are:- overall, 4,694 applications and 4,365 completed Equal Opportunities Monitoring Forms were received of those applicants who declared themselves as disabled (185), 86 were shortleeted for interview and 10 were appointed of those applicants of a black/ethnic minority background (572), 258 were shortleeted for interview and 10 were appointed of those applicants who are veterans (25), 15 were shortleeted for interview and none were appointed 10. Staffing Watch 10.1. There has been an increase of 174 employees in post from 10 June 2023 to 11 March 2023. Details of staffing watch are contained in Appendix 15. 11. Employee Implications 11.1. There are no implications for employees arising from the information presented in this report. 12. Financial Implications 12.1. All financial implications are accommodated within existing budgets. 13. Climate Change, Sustainability and Environmental Implications 13.1. There are no climate change, sustainability or environmental implications arising from the information presented in this report. 14. Other Implications 14.1. There are no implications for risk in terms of the information contained within this report. 15. Equality Impact Assessment and Consultation Arrangements 15.1. This report does not introduce a new policy, function or strategy or recommend a change to an existing policy, function or strategy and therefore no impact assessment is required. 15.2. There was no requirement to undertake any consultation in terms of the information contained in this report. Paul Manning Executive Director (Finance and Corporate Resources) 12 October 2023 Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Fair, open and sustainable Ambitious, self-aware and improving Excellent employer Focused on people and their needs Working with and respecting others 8
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Previous References Employee Issue Forum – 15 August 2023 List of Background Papers Monitoring information provided by Resources Contact for Further Information If you would like to inspect the background papers or want further information, please contact: - Elaine Maxwell, HR Business Manager Ext: 4647 (Tel: 01698 454647) E-mail: Elaine.Maxwell@southlanarkshire.gov.uk 9
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 4.1 5.2 5.2 April 2.5 2.7 2.8 April 6.2 8.8 7.0 April 4.3 5.6 5.1 May 4.7 5.0 5.1 May 3.2 3.6 3.2 May 6.7 7.6 6.2 May 4.9 5.4 5.1 June 4.4 5.0 4.9 June 2.6 2.6 2.2 June 7.0 8.1 6.5 June 4.7 5.3 4.7 July 4.1 4.5 4.0 July 1.1 1.4 1.1 July 6.3 7.4 5.8 July 4.0 4.6 3.8 August 4.6 4.3 4.2 August 2.0 1.4 1.3 August 7.3 7.4 6.2 August 4.7 4.4 4.1 September 6.1 5.2 5.2 September 4.4 2.8 2.9 September 8.5 8.0 7.6 September 6.4 5.4 5.3 October 6.0 5.7 October 4.1 3.4 October 8.7 8.1 October 6.3 5.8 November 6.5 6.3 November 5.6 4.7 November 8.7 8.6 November 6.9 6.5 December 6.2 6.7 December 6.1 5.3 December 8.8 8.9 December 6.9 7.0 January 6.7 5.2 January 3.9 4.3 January 10.1 8.0 January 7.0 5.8 February 6.5 5.7 February 3.7 4.1 February 9.5 7.9 February 6.6 5.9 March 8.0 6.2 March 4.3 4.6 March 11.3 8.3 March 7.9 6.4 Annual Average 5.7 5.4 5.4 Annual Average 3.6 3.4 3.3 Annual Average 8.3 8.1 7.4 Annual Average 5.9 5.7 5.5 Average Apr-Sep 4.7 4.9 4.8 Average Apr-Sep 2.6 2.4 2.3 Average Apr-Sep 7.0 7.9 6.6 Average Apr-Sep 4.8 5.1 4.7 7707 4036 4583 16326No of Employees at 30 September 2023 Appendix 1 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Council Wide APT&C Teachers No of Employees at 30 September 2023 No of Employees at 30 September 2023 Manual Workers Council Wide No of Employees at 30 September 2023 10
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 2.3 4.4 3.6 April 5.7 7.3 6.3 April 5.2 6.9 6.0 April 4.3 5.6 5.1 May 2.7 3.9 3.7 May 6.4 6.8 6.3 May 5.9 6.3 5.9 May 4.9 5.4 5.1 June 2.8 3.5 4.3 June 6.6 7.2 5.9 June 6.0 6.7 5.7 June 4.7 5.3 4.7 July 2.9 3.9 2.3 July 5.3 5.9 4.6 July 4.9 5.6 4.3 July 4.0 4.6 3.8 August 2.9 3.4 3.0 August 6.4 6.6 5.2 August 5.9 6.1 4.9 August 4.7 4.4 4.1 September 3.4 3.1 2.5 September 8.2 7.9 7.1 September 7.5 7.1 6.4 September 6.4 5.4 5.3 October 3.8 5.1 October 7.9 7.5 October 7.3 7.1 October 6.3 5.8 November 3.5 4.2 November 8.0 8.3 November 7.3 7.7 November 6.9 6.5 December 4.2 3.7 December 8.0 8.8 December 7.4 8.0 December 6.9 7.0 January 3.6 2.6 January 9.6 7.4 January 8.6 6.7 January 7.0 5.8 February 4.4 3.6 February 9.5 7.4 February 8.7 6.9 February 6.6 5.9 March 6.0 3.9 March 11.0 7.9 March 10.2 7.3 March 7.9 6.4 Annual Average 3.5 3.8 3.5 Annual Average 7.7 7.4 6.9 Annual Average 7.1 6.9 6.4 Annual Average 5.9 5.7 5.5 Average Apr-Sep 2.8 3.7 3.2 Average Apr-Sep 6.4 7.0 5.9 Average Apr-Sep 5.9 6.5 5.5 Average Apr-Sep 4.8 5.1 4.7 531 2942 3473 16326 Appendix 2 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Community and Enterprise Resources APT&C Council WideManual Workers Resource Total No of Employees at 30 September 2023 No of Employees at 30 September 2023 No of Employees at 30 September 2023 No of Employees at 30 September 2023 11
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 4.8 5.5 5.0 April 2.5 2.7 2.8 April 3.5 4.0 3.8 April 4.3 5.6 5.1 May 5.7 5.5 5.4 May 3.2 3.6 3.2 May 4.4 4.5 4.2 May 4.9 5.4 5.1 June 4.7 5.1 4.8 June 2.6 2.6 2.2 June 3.5 3.7 3.4 June 4.7 5.3 4.7 July 3.4 3.8 3.4 July 1.1 1.4 1.1 July 2.1 2.5 2.2 July 4.0 4.6 3.8 August 3.8 3.6 4.0 August 2.0 1.4 1.3 August 2.8 2.4 2.5 August 4.7 4.4 4.1 September 6.4 5.8 5.9 September 4.4 2.8 2.9 September 5.3 4.1 4.3 September 6.4 5.4 5.3 October 6.6 6.5 October 4.1 3.4 October 5.2 4.8 October 6.3 5.8 November 8.0 7.9 November 5.6 4.7 November 6.7 6.2 November 6.9 6.5 December 8.0 8.5 December 6.1 5.3 December 7.0 6.8 December 6.9 7.0 January 8.1 6.1 January 3.9 4.3 January 5.8 5.1 January 7.0 5.8 February 7.2 6.8 February 3.7 4.1 February 5.3 5.4 February 6.6 5.9 March 9.5 7.0 March 4.3 4.6 March 6.7 5.7 March 7.9 6.4 Annual Average 6.4 6.0 5.9 Annual Average 3.6 3.4 3.3 Annual Average 4.9 4.6 4.5 Annual Average 5.9 5.7 5.5 Average Apr-Sep 4.8 4.9 4.8 Average Apr-Sep 2.6 2.4 2.3 Average Apr-Sep 3.6 3.5 3.4 Average Apr-Sep 4.8 5.1 4.7 3502 4036 7538 16326No of Employees at 30 September 2023 No of Employees at 30 September 2023 No of Employees at 30 September 2023 No of Employees at 30 September 2023 Appendix 3 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Education Resources Council WideAPT&C Teachers Resource Total 12
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 2.6 2.8 3.6 April 0.0 0.0 0.0 April 2.6 2.8 3.6 April 4.3 5.6 5.1 May 3.3 3.2 3.9 May 0.0 0.0 0.0 May 3.3 3.2 3.9 May 4.9 5.4 5.1 June 3.5 4.0 4.2 June 0.0 0.0 0.0 June 3.5 4.0 4.2 June 4.7 5.3 4.7 July 3.3 3.9 3.5 July 0.0 0.0 0.0 July 3.3 3.9 3.5 July 4.0 4.6 3.8 August 3.6 4.1 3.8 August 0.0 0.0 0.0 August 3.6 4.1 3.8 August 4.7 4.4 4.1 September 4.0 3.6 3.9 September 0.0 0.0 0.0 September 4.0 3.6 3.9 September 6.4 5.4 5.3 October 3.6 3.8 October 0.0 0.0 October 3.6 3.8 October 6.3 5.8 November 4.3 3.4 November 0.0 0.0 November 4.3 3.4 November 6.9 6.5 December 3.8 4.3 December 0.0 0.0 December 3.8 4.3 December 6.9 7.0 January 3.8 4.3 January 0.0 0.0 January 3.8 4.3 January 7.0 5.8 February 3.4 3.8 February 0.0 0.0 February 3.4 3.8 February 6.6 5.9 March 3.4 3.8 March 0.0 0.0 March 3.4 3.8 March 7.9 6.4 Annual Average 3.6 3.8 3.9 Annual Average 0.0 0.0 0.0 Annual Average 3.6 3.8 3.9 Annual Average 5.9 5.7 5.5 Average Apr-Sep 3.4 3.6 3.8 Average Apr-Sep 0.0 0.0 0.0 Average Apr-Sep 3.4 3.6 3.8 Average Apr-Sep 4.8 5.1 4.7 914 0 914 16326No of Employees at 30 September 2023 Resource Total No of Employees at 30 September 2023 Appendix 4 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Finance and Corporate Resources No of Employees at 30 September 2023 No of Employees at 30 September 2023 APT&C Council WideManual Workers 13
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 3.2 5.5 5.7 April 3.6 10.6 6.9 April 3.3 7.6 6.2 April 4.3 5.6 5.1 May 2.9 4.5 4.9 May 4.2 8.1 6.1 May 3.4 6.0 5.4 May 4.9 5.4 5.1 June 3.5 4.9 5.4 June 6.2 8.5 6.8 June 4.6 6.4 6.0 June 4.7 5.3 4.7 July 4.0 5.5 5.0 July 5.7 8.9 8.1 July 4.7 6.9 6.2 July 4.0 4.6 3.8 August 4.9 4.7 5.1 August 7.9 7.1 8.5 August 6.2 5.7 6.4 August 4.7 4.4 4.1 September 5.8 4.5 4.7 September 8.1 6.3 7.8 September 6.8 5.2 6.0 September 6.4 5.4 5.3 October 5.2 4.3 October 9.0 7.8 October 6.8 5.8 October 6.3 5.8 November 5.7 4.6 November 9.2 7.8 November 7.2 5.9 November 6.9 6.5 December 4.6 4.4 December 9.5 7.2 December 6.7 5.6 December 6.9 7.0 January 5.2 4.5 January 8.8 5.5 January 6.7 4.9 January 7.0 5.8 February 6.4 4.4 February 8.5 6.2 February 7.3 5.1 February 6.6 5.9 March 7.8 5.3 March 10.7 6.8 March 9.0 5.9 March 7.9 6.4 Annual Average 4.9 4.8 4.9 Annual Average 7.6 7.6 7.1 Annual Average 6.1 5.9 5.8 Annual Average 5.9 5.7 5.5 Average Apr-Sep 4.1 4.9 5.1 Average Apr-Sep 6.0 8.3 7.4 Average Apr-Sep 4.8 6.3 6.0 Average Apr-Sep 4.8 5.1 4.7 881 566 1447 16326No of Employees at 30 September 2023No of Employees at 30 September 2023 No of Employees at 30 September 2023 No of Employees at 30 September 2023 Appendix 5 Housing & Technical Resources Resource Total Absence Trends - 2021/2022, 2022/2023 & 2023/2024 APT&C Manual Workers Council Wide 14
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 4.5 6.2 6.5 April 9.6 12.6 9.4 April 6.2 8.3 7.4 April 4.3 5.6 5.1 May 5.0 5.7 5.8 May 9.3 10.1 8.4 May 6.5 7.1 6.6 May 4.9 5.4 5.1 June 3.9 5.9 5.5 June 7.6 11.3 8.6 June 5.2 7.6 6.5 June 4.7 5.3 4.7 July 6.1 6.0 5.4 July 10.3 11.8 8.8 July 7.5 7.9 6.5 July 4.0 4.6 3.8 August 7.3 6.0 4.8 August 10.2 10.8 8.6 August 8.2 7.5 6.0 August 4.7 4.4 4.1 September 7.6 5.9 5.6 September 10.3 9.6 9.3 September 8.5 7.1 6.8 September 6.4 5.4 5.3 October 6.9 5.8 October 11.3 10.4 October 8.4 7.3 October 6.3 5.8 November 6.2 6.0 November 10.8 10.4 November 7.7 7.4 November 6.9 6.5 December 5.5 6.4 December 11.1 10.6 December 7.3 7.7 December 6.9 7.0 January 7.4 5.2 January 13.0 12.0 January 9.2 7.4 January 7.0 5.8 February 7.5 5.8 February 10.1 11.0 February 8.3 7.5 February 6.6 5.9 March 8.0 7.0 March 12.8 10.9 March 9.5 8.2 March 7.9 6.4 Annual Average 6.3 6.0 5.8 Annual Average 10.5 11.0 9.9 Annual Average 7.7 7.6 7.1 Annual Average 5.9 5.7 5.5 Average Apr-Sep 5.7 6.0 5.6 Average Apr-Sep 9.6 11.0 8.9 Average Apr-Sep 7.0 7.6 6.6 Average Apr-Sep 4.8 5.1 4.7 1879 1075 2954 16326No of Employees at 30 September 2023 No of Employees at 30 September 2023 No of Employees at 30 September 2023 No of Employees at 30 September 2023 Appendix 6 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Social Work Resources APT&C Council WideResource TotalManual Workers 15
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Appendix 7 Absence by long and short term From: 1 July 2023 to 30 September 2023 Community and Enterprise 3473 1.5 2.8 4.3 1.9 3.0 4.9 2.6 3.8 6.4 Education 7538 0.3 1.9 2.2 1.2 1.3 2.5 2.1 2.2 4.3 Finance and Corporate 914 1.3 2.2 3.5 1.2 2.6 3.8 1.3 2.6 3.9 Housing & Technical 1447 1.6 4.6 6.2 2.1 4.3 6.4 2.2 3.8 6.0 Social Work 2954 1.6 4.9 6.5 1.8 4.2 6.0 2.4 4.4 6.8 Council Overall for July 2023 to September 2023 16326 0.9 2.9 3.8 1.5 2.6 4.1 2.2 3.1 5.3 Resource No of employees July 2023 Total Short Term % Total Long Term % Resource Total Absence % Resource Total Absence % August 2023 Total Short Term % Total Long Term % September 2023 Total Short Term % Total Long Term % Resource Total Absence % 16
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From : 1 September 2023 - 30 September 2023 Total WDL % Total WDL % Total WDL % Total WDL % Total WDL % Musculoskeletal 1299 29 910 14 37 6 509 30 750 21 3505 21 Psychological 1385 31 2052 32 339 51 529 31 1294 37 5599 33 Stomach, Bowel, Blood, Metabolic Disorders 314 7 698 11 91 14 172 10 347 10 1622 10 Respiratory 559 12 1319 21 64 10 212 13 340 10 2494 15 Other Classification 954 21 1385 22 131 20 262 16 788 22 3520 21 Total Days Lost By Resource 4511 100 6364 100 662 100 1684 100 3519 100 16740 100 Total Work Days Available From : 1 September 2022 - 30 September 2022 Total WDL % Total WDL % Total WDL % Total WDL % Total WDL % Musculoskeletal 1720 33 821 13 95 14 468 31 741 20 3845 22 Psychological 1349 26 2172 35 304 44 425 28 1519 42 5769 33 Stomach, Bowel, Blood, Metabolic Disorders 522 10 605 10 54 8 120 8 339 9 1640 9 Respiratory 754 14 968 15 116 17 203 13 351 10 2392 14 Other Classification 923 18 1714 27 127 18 314 21 695 19 3773 22 Total Days Lost By Resource 5268 100 6280 100 696 100 1530 100 3645 100 17419 100 Total Work Days Available *WDL = Work Days Lost 70496 148332 17154 Percentage Housing and Technical Resources Education Resources Finance and Corporate 28292 51869 Appendix 8 Attendance Monitoring Absence Classification Reasons Community and Enterprise Resources Social Work Resources Total WDL By Reason REASONS Community and Enterprise Resources Education Resources Finance and Corporate Housing and Technical Resources Social Work Resources 51511291891920215142173684 PercentageTotal WDL By Reason 17
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Appendix 9 Teachers Others 93 23 34 12 68 101 118 21 29 15 52 95 Jul - Sep 2022 Jul - Sep 2023 Jul - Sep 2022 Jul - Sep 2023 Jul - Sep 2022 Jul - Sep 2023 115 152 98 96 0 0 65 59 126 144 2 1 90 95 19 26 0 0 20 23 30 27 0 0 49 65 137 104 Social Work 0 0 100 120 410 397 Not Disclosed 2 2 439 514 Total 4 3 M S M S M S M S M S M S Total (Jul - Sep 2023) 32 0 0 0 92 0 1 0 22 0 147 0 Total (Jul - Sep 2022) 37 0 0 0 80 0 0 0 9 0 126 0 Total 147 126 M = MANAGEMENT REFERRAL S = SELF REFERRAL Total Referrals (Jul - Sep 2022) No of Employees Referred For Cognitive Behavioural Therapy Analysis of Counselling Referrals by Cause Reason Work Stress Addiction Personal Anxiety/ Depression Bereavement No of Employees Referred For Physiotherapy Total Referrals (Jul - Sep 2023) From: 1 July - 30 September 2023 comparison with 1 July - 30 September 2022 Medical Referrals Community and Enterprise Education Finance and Corporate Housing & Technical Social Work Totals Total (Jul - Sep 2023) 331 Total (Jul - Sep 2022) Finance and Corporate Housing and TechnicalFinance and Corporate Housing and Technical 330 No of Employees Referred To Employee Support Officer Education Finance and Corporate Education Social Work Housing and Technical Resource Community and Enterprise Total Occupational Health Reports Total Social Work Resource Community and Enterprise Education (Teachers) Education (Others) Total Resource Community and Enterprise 18
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2022 2023 2022 2023 2022 2023 2022 2023 2022 2023 2022 2023 Specified Injury 0 1 2 4 0 0 0 0 0 2 2 7 Violent Incident: Physical 0 0 0 0 0 0 0 0 0 0 0 0 Total Specified Injury* 0 1 2 4 0 0 0 0 0 2 2 7 Over 7-day 8 7 1 1 0 0 4 2 2 4 15 14 Violent Incident: Physical 0 0 0 0 0 0 0 0 0 0 0 0 Violent Incident: Verbal 0 0 0 0 0 0 0 0 0 0 0 0 Total Over 7-day** 8 7 1 1 0 0 4 2 2 4 15 14 Over 3-day 1 0 2 0 0 0 1 1 1 0 5 1 Violent Incident: Physical 0 0 0 0 0 0 0 0 0 0 0 0 Violent Incident: Verbal 0 0 0 0 0 0 0 0 0 0 0 0 Total Over 3-day** 1 0 2 0 0 0 1 1 1 0 5 1 Minor 24 29 10 12 1 0 3 4 16 20 54 65 Near Miss 5 2 2 1 0 0 0 3 0 1 7 7 Violent Incident: Physical 6 11 234 169 0 0 0 0 10 12 250 192 Violent Incident: Verbal 2 7 36 13 1 0 2 3 5 6 46 29 Total Minor*** 37 49 282 195 2 0 5 10 31 39 357 293 Total Accidents/Incidents 46 57 287 200 2 0 10 13 34 45 379 315 *A Specified Injury is any fracture (other than to the fingers, thumbs or toes), amputation, loss of sight, serious burns, crushing injury, scalping, loss of consciousness caused by asphyxiation/ head injury, a chemical or hot metal burn to the eye or penetrating injury as defined by the HSE. **Over 3 day / over 7day absence is an injury sustained outwith specified injury category that results in a period of absence of absence as defined by the HSE. *** A minor injury is an injury not covered by " Over 7-day", "Over 3-day" or "Specified". Appendix 10 Social Work TOTALCommunity and Enterprise Education From: 1 July - 30 September 2023 comparison with 1 July - 30 September 2022 Finance and Corporate Housing & Tech Analysis of Accidents/ Incidents Comparison Cause of Accidents/ Incidents to employees 19
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APT&C Manual / Craft Teachers Total APT&C Manual / Craft Teachers Total Community and Enterprise 0 21 N/A 21 0 1 N/A 1 0 20 N/A 20 15 5 1 95% 21 Education 3 0 2 5 2 0 1 3 1 0 1 2 2 0 3 40% 5 Finance and Corporate 2 1 N/A 3 0 0 N/A 0 2 1 N/A 3 2 1 0 100% 3 Housing and Technical 0 3 N/A 3 0 1 N/A 1 0 2 N/A 2 2 1 0 100% 3 Social Work 1 3 N/A 4 0 0 N/A 0 1 3 N/A 4 2 2 0 100% 4 Total (Jul - Sep 2023) 6 28 2 36 2 2 1 5 4 26 1 31 23 9 4 89% 36 Total (Jul - Sep 2022) 0 32 1 33 0 5 0 5 0 27 1 28 18 7 8 76% 33 APT&C Manual/ Craft Teachers Total APT&C Manual/ Craft Teachers Total APT&C Manual/ Craft Teachers Total Total (Jul - Sep 2023) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Total (Jul - Sep 2022) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 *Resources nil responses are not included in figures Appeal's Panel From: 1 July - 30 September 2023 Appeal's Panel Total 10 Appendix 11 Outcome of Appeals Not Upheld From: 1 July - 30 September 2023 comparison with 1 July - 30 September 2022 Appeals pending to date Record of Disciplinary Hearings No of weeks to convene Disciplinary Hearing Total 7 % Held within 6 Weeks No of Appeals No Action APT&C 4-6 6+3Teachers Total No of Disciplinary Hearings Upheld APT&C Upheld in Part Teachers 1 Resource Resource Action Taken Upheld Upheld in Part Manual/ Craft Outcome of Disciplinary Hearings Manual/ Craft 0 Withdrawn 0 Not Upheld Total Appeals Pending 20
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Appendix 12a Record of Grievances From: 1 July - 30 September 2023 comparison with 1 July - 30 September 2022 Grievances No of Grievances No Resolved at Stage 1 No Resolved at Stage 2 No Resolved at Stage 3 Still in Process Total (Jul - Sep 2023) 1 0 0 0 1 Total (Jul - Sep 2022) 8 4 4 0 0 Dignity at Work Dignity at Work No of Incidents No Resolved at Informal Stage No Resolved at Formal Stage No of Appeals Appeals in Process Still in Process Total (Jul - Sep 2023) 5 0 0 0 0 5 Total (Jul - Sep 2022) 1 0 1 0 0 0 From: 1 July - 30 September 2023 comparison with 1 July - 30 September 2022 21
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Appendix 12b Referrals for Workplace Mediation Workplace Mediation Jul-23 Aug-23 Sep-23 No of Referrals 0 0 1 *No of Successful Cases 0 0 0 *No of Unsuccessful Cases 0 0 0 No of cases unsuitable for mediation 1 1 0 Workplace Mediation Jul-22 Aug-22 Sep-22 No of Referrals 1 3 0 *No of Successful Cases 0 1 0 *No of Unsuccessful Cases 0 0 0 No of cases unsuitable for mediation 0 1 1 As at September 2023 *successful/unsuccessful case outcomes may be shown outwith the month they were referred. 22
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Appendix 13 From 1 July - 30 September 2023 Reason for leaving Community and Enterprise Education Finance and Corporate Housing & Technical Social Work Total % Career Advancement 3 16 1 4 13 37 51% Personal Reasons 2 2 1 2 2 9 12% Further Education 0 4 0 0 0 4 5% Poor relationship with managers / colleagues 2 0 0 0 1 3 4% Moving outwith area 0 3 0 0 0 3 4% Child Caring / Caring Responsibilities 2 0 0 0 0 2 3% Disatisfaction with terms and conditions 1 0 1 0 0 2 3% Other 7 3 0 0 3 13 18% Number of exit interviews conducted 17 28 3 6 19 73 Total no. of leavers per Resource eligible for an exit interview 57 92 9 16 38 212 % of leavers interviewed 30% 30% 33% 38% 50% 34% From 1 July - 30 September 2022 Number of exit interviews conducted 10 46 5 8 26 95 Total no. of leavers per Resource eligible for an exit interview 56 116 14 19 48 253 % of leavers interviewed 18% 40% 36% 42% 54% 38% * Note these totals include temporary employees Analysis of leavers and exit interviews 23
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Resource Total FTE* Total H/C** FTE H/C FTE H/C FTE H/C FTE H/C FTE H/C FTE H/C Community & Enterprise 77.67 130.00 73.67 126.00 0.00 0.00 0.00 0.00 2.00 2.00 2.00 2.00 0.00 0.00 Education 276.66 336.00 272.78 331.00 1.85 2.00 0.00 0.00 0.50 1.00 0.00 0.00 1.53 2.00 Finance & Corporate 17.59 20.00 15.59 18.00 1.00 1.00 0.00 0.00 0.00 0.00 1.00 1.00 0.00 0.00 Housing & Technical 25.45 31.00 25.45 31.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Social Work 54.34 98.00 49.49 62.00 1.00 30.00 0.95 1.00 0.00 0.00 2.90 4.00 0.00 1.00 Total 451.71 615 436.98 568 3.85 33 0.95 1 2.50 3 5.90 7 1.53 3 Cumulative Grand Total 722.15 994 694.78 927 5.29 37 0.95 1 7.30 11 12.30 15 1.53 3 Appendix 13a July to September 2023 Number of leavers Replace Employee Filling on a temp basis Plan to transfer this budget to another post End of fixed term post Leave vacant pending savings or service review Plan to remove for savings 24
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Appendix 14 Applied Interviewed Appointed % of Applicants interviewed % of Applicants appointed % of Interviewees appointed 4364 1740 313 40% 7% 18% 1328 476 80 36% 6% 17% 3033 1048 187 35% 6% 18% 185 86 10 46% 5% 12% 3424 1282 212 37% 6% 17% 1314 376 64 29% 5% 17% 3750 1414 259 38% 7% 18% 572 258 10 45% 2% 4% 25 15 0 60% 0% 0% Applied Interviewed Appointed % of Applicants interviewed % of Applicants appointed % of Interviewees appointed 4660 3122 803 67% 17% 26% 1660 1136 203 68% 12% 18% 3016 1971 591 65% 20% 30% 123 76 19 62% 15% 25% 3840 2597 615 68% 16% 24% 788 477 170 61% 22% 36% 4440 2976 781 67% 18% 26% 202 107 8 53% 4% 7% 54 35 0 65% 0% 0% Total Number of appointments: 822 Total Number of applications received: 4767 Total No of Male Applicants Total No of Disabled Applicants Total No of applicants aged under 50 827 4694 Total Number of Equal Opportunities Monitoring forms received: 4365 Total Number of posts recruited for: *Black/Ethnic Minority applicants includes Mixed, Asian, Black and other backgrounds. Total Number of Equal Opportunities Monitoring forms received: 4660 Total No of applicants aged over 50 Total Number of posts recruited for: Total No of Veteran applicants Total EO Forms Received Total No of White applicants Total No of Black/Ethnic minority applicants* Total No of Male Applicants Total No of Female Applicants Total No of Disabled Applicants Total No of applicants aged under 50 Gender / Disability / Age *Black/Ethnic Minority applicants includes Mixed, Asian, Black and other backgrounds. Total No of White applicants Total No of Black/Ethnic minority applicants* Recruitment Monitoring Analysis of Gender, Disability, Ethnicity and Age From : 1 July - 30 September 2023 From : 1 July - 30 September 2022 524 Total Number of applications received: Total Number of appointments: 361 Total No of Veteran applicants Total No of applicants aged over 50 Total No of Female Applicants Gender / Disability / Age Total EO Forms Received 25
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Resource Total F/T P/T F/T P/T Total Director Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Fixed SCP Teacher Community & Enterprise Resources 3140 1263 250 201 1426 2215.82 5.00 1548.64 363.88 231.25 46.05 16.00 0.00 5.00 0.00 Education - Others 3322 130 100 675 2417 2438.98 3.00 1198.09 966.21 142.86 47.60 9.00 1.96 62.66 7.60 Education - Teachers 3840 680 72 2222 866 3471.40 0.00 0.00 0.00 0.00 0.00 0.00 0.00 6.60 3464.80 Finance & Corporate Resources 858 203 17 410 228 779.18 5.00 119.63 359.13 216.05 53.07 24.30 2.00 0.00 0.00 Housing & Technical 1288 805 27 329 127 1229.17 3.00 204.26 628.88 352.43 30.60 10.00 0.00 0.00 0.00 Social Work Resources 2709 206 198 979 1326 2370.75 3.00 361.42 1417.31 523.46 33.80 31.76 0.00 0.00 0.00 9033.90 (excluding Teachers) Total All Staff 15157 3287 664 4816 6390 12505.30 19.00 3432.04 3735.41 1466.05 211.12 91.06 3.96 74.26 3472.40 Resource Total F/T P/T F/T P/T Total Director Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Fixed SCP Teacher Community & Enterprise Resources 3017 1176 235 201 1405 2109.86 1.00 1432.36 372.02 234.43 44.05 17.00 4.00 5.00 0.00 Education - Others 3296 137 96 683 2380 2424.23 1.00 1182.76 959.29 148.36 46.00 13.00 3.96 62.26 7.60 Education - Teachers 3834 676 73 2227 858 3469.50 0.00 0.00 0.00 0.00 0.00 1.00 0.00 6.60 3461.90 Finance & Corporate Resources 873 207 19 414 233 791.40 2.00 124.78 358.72 219.55 58.05 22.30 6.00 0.00 0.00 Housing & Technical 1297 817 27 326 127 1237.80 1.00 207.47 634.50 352.23 29.60 11.00 2.00 0.00 0.00 Social Work Resources 2666 204 186 948 1328 2332.00 1.00 1105.28 633.47 523.69 36.80 29.76 2.00 0.00 0.00 8895.29 (excluding Teachers) Total All Staff 14983 3217 636 4799 6331 12364.79 6.00 4052.65 2958.00 1478.26 214.50 94.06 17.96 73.86 3469.50 QUARTERLYJOINT STAFFING WATCH RETURN : NUMBER EMPLOYED ON 10 JUNE 2023 Analysis by Resource Analysis by Resource Appendix 15 Total Number of Employees Full-Time Equivalent Male Female Salary Band Total Number of Employees Full-Time Equivalent Male Female Salary Band QUARTERLYJOINT STAFFING WATCH RETURN : NUMBER EMPLOYED ON 11 MARCH 2023 26
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Report Agenda Item Report to: Employee Issues Forum Date of Meeting: 14 November 2023 Report by: Executive Director (Finance and Corporate Resources) Executive Director (Housing and Technical Resources) Subject: Housing and Technical Resources – Workforce Monitoring – July to September 2023 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] provide employment information for July to September 2023 relating to Housing and Technical Resources [1purpose] 2. Recommendation(s) 2.1. The Employee Issues Forum is asked to approve the following recommendation(s):- [recs] (1) that the following employment information for July to September 2023 relating to Housing and Technical Resources, be noted:- attendance statistics occupational health accident/incident statistics discipline, grievance and Dignity at Work cases analysis of leavers and exit interviews staffing watch as at 10 June 2023 [1recs] 3. Background 3.1. As part of the Council’s performance management arrangements, regular workforce monitoring reports are submitted to the Employee Issues Forum. This report for Housing and Technical Resources provides information on the position for July to September 2023. 4. Monitoring Statistics 4.1. Attendance Statistics (Appendix 1) Information on absence statistics is analysed for the month of September 2023 for Housing and Technical Resources. The Resource absence figure for September 2023 was 6.0%, this figure has decreased by 0.4% when compared to last month and is 0.7% higher than the Council-wide figure. Compared to September 2022, the Resource absence figure has increased by 0.8%. Based on the absence figures at September 2023 and annual trends, the projected annual average absence for the Resource for 2023/2024 is 5.8%, compared to a Council-wide average figure of 5.5%. 4 27
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Managers follow the procedures outlined in the Maximising Attendance Policy to support employees to remain at work or to return to work after a sickness absence. There are comprehensive employee supports in place and additionally, Personnel Services works in close partnership with line managers and Resource Management Teams on a case management basis to ensure that appropriate actions are taken. 4.2. Occupational Health (Appendix 2) In terms of referrals to occupational health, which include medical examinations and physiotherapy, overall, 169 referrals were made this period. This represents an increase of 27 when compared with the same period last year. 4.3. Accident/Incident Statistics There were 13 accidents/incidents recorded within the Resource this period, an increase of 3 when compared to the same period last year. 4.4. Discipline, Grievance and Dignity at Work (Appendix 2) During the period, 3 disciplinary hearings were held within the Resource, an increase of 3 when compared to the same period last year. No appeals were heard by the Appeals Panel. Three appeals were pending, an increase of 3 when compared to the same period last year. No grievance hearings were raised within the Resource, this figure has decreased by 2 when compared to the same period last year. Four Dignity at Work complaints were raised within the Resource, this figure has increased by 4 when compared to the same period last year. 4.5. Analysis of Leavers (Appendix 2) There was a total of 16 leavers in the Resource this period eligible for an exit interview. This figure has decreased by 3 when compared with the same period last year. Six exit interviews were conducted in this period, this figure has decreased by 2 when compared to the same period last year. 4.6. When processing an employee termination, managers were asked to identify whether they intended to replace the employee who had left the Council. If they indicated that they did not intend to replace the employee, they were asked to select from the following options:- plan to hold for savings fill on a fixed term basis pending savings transfer budget to another post end of fixed term post 4.7. Appendix 2a provides a breakdown of vacant posts and whether these are being replaced or held for savings. In the period July to September 2023, 31 employees (25.45 FTE) in total left employment. Managers indicated that all 31 posts (25.45 FTE) were being replaced. 5. Staffing Watch 5.1. There has been a decrease of 9 in the number of employees in post from 11 March 2023 to 10 June 2023. 6. Employee Implications 6.1. There are no implications for employees arising from the information presented in this report. 28
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7. Financial Implications 7.1. All financial implications are accommodated within existing budgets. 8. Climate Change, Sustainability and Environmental Implications 8.1. There are no climate change, sustainability and environmental implications in terms of the information contained within this report. 9. Other Implications 9.1. There are no implications for sustainability or risk in terms of the information contained within this report. 10. Equality Impact Assessment and Consultation Arrangements 10.1. This report does not introduce a new policy, function or strategy or recommend a change to an existing policy, function or strategy and therefore no impact assessment is required. 10.2. There was no requirement to undertake any consultation in terms of the information contained in this report. Paul Manning Executive Director (Finance and Corporate Resources) 12 October 2023 Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Fair, open and sustainable Ambitious, self aware and improving Excellent employer Focused on people and their needs Working with and respecting others Previous References Employee Issues Forum – 15 August 2023 List of Background Papers Monitoring information provided by Finance and Corporate Resources Contact for Further Information If you would like to inspect the background papers or want further information, please contact:- Elaine Maxwell, HR Business Manager Ext: (Tel: 01698 454647) E-mail: Elaine.Maxwell@southlanarkshire.gov.uk 29
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 3.2 5.5 5.7 April 3.6 10.6 6.9 April 3.3 7.6 6.2 April 4.3 5.6 5.1 May 2.9 4.5 4.9 May 4.2 8.1 6.1 May 3.4 6.0 5.4 May 4.9 5.4 5.1 June 3.5 4.9 5.4 June 6.2 8.5 6.8 June 4.6 6.4 6.0 June 4.7 5.3 4.7 July 4.0 5.5 5.0 July 5.7 8.9 8.1 July 4.7 6.9 6.2 July 4.0 4.6 3.8 August 4.9 4.7 5.1 August 7.9 7.1 8.5 August 6.2 5.7 6.4 August 4.7 4.4 4.1 September 5.8 4.5 4.7 September 8.1 6.3 7.8 September 6.8 5.2 6.0 September 6.4 5.4 5.3 October 5.2 4.3 October 9.0 7.8 October 6.8 5.8 October 6.3 5.8 November 5.7 4.6 November 9.2 7.8 November 7.2 5.9 November 6.9 6.5 December 4.6 4.4 December 9.5 7.2 December 6.7 5.6 December 6.9 7.0 January 5.2 4.5 January 8.8 5.5 January 6.7 4.9 January 7.0 5.8 February 6.4 4.4 February 8.5 6.2 February 7.3 5.1 February 6.6 5.9 March 7.8 5.3 March 10.7 6.8 March 9.0 5.9 March 7.9 6.4 Annual Average 4.9 4.8 4.9 Annual Average 7.6 7.6 7.1 Annual Average 6.1 5.9 5.8 Annual Average 5.9 5.7 5.5 Average Apr-Sep 4.1 4.9 5.1 Average Apr-Sep 6.0 8.3 7.4 Average Apr-Sep 4.8 6.3 6.0 Average Apr-Sep 4.8 5.1 4.7 881 566 1447 16326No of Employees at 30 September 2023No of Employees at 30 September 2023 No of Employees at 30 September 2023 No of Employees at 30 September 2023 Appendix 1 Housing & Technical Resources Resource Total Absence Trends - 2021/2022, 2022/2023 & 2023/2024 APT&C Manual Workers Council Wide 30
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HOUSING AND TECHNICAL RESOURCES Jul - Sep Jul - Sep 2022 2023 MEDICAL EXAMINATIONS Number of Employees Attending EMPLOYEE COUNSELLING SERVICE Total Number of Referrals PHYSIOTHERAPY SERVICE Total Number of Referrals REFERRALS TO EMPLOYEE SUPPORT OFFICER 30 27 REFERRALS TO COGNITIVE BEHAVIOUR THERAPY 0 0 TOTAL 142 169 Jul - Sep Jul - Sep 2022 2023 Over 7 day absences 4 2 Over 3 day absences** 1 1 Minor 3 4 Near Miss 0 3 Violent Incident: Verbal***** 2 3 Total Accidents/Incidents 10 13 Jul - Sep Jul - Sep 2022 2023 Total Number of Hearings 0 3 Total Number of Appeals 0 0 Appeals Pending 0 3 Time Taken to Convene Hearing July - September 2023 0-3 Weeks 4-6 Weeks Over 6 Weeks 2 1 0 Jul - Sep Jul - Sep 2022 2023 Number of Grievances 2 0 Number Resolved at Stage 1 1 0 Number Resolved at Stage 2 1 0 Jul - Sep Jul - Sep 2022 2023 Number of Incidents 0 4 Still in Process 0 4 Jul - Sep Jul - Sep 2022 2023 Career Advancement 4 4 Poor Relationship with Manager/Colleagues 1 0 Personal Reasons 3 2 Number of Exit Interviews conducted 8 6 Total Number of Leavers Eligible for Exit Interview 19 16 Percentage of interviews conducted 42% 38% ANALYSIS OF REASONS FOR LEAVING RECORD OF DISCIPLINARY HEARINGS RECORD OF GRIEVANCE HEARINGS RECORD OF DIGNITY AT WORK CAUSE OF ACCIDENTS/INCIDENTS 52 *A Specified Injury is any fracture (other than to the fingers, thumbs or toes), amputation, loss of sight, serious burns, crushing injury, scalping, loss of consciousness caused by asphyxiation/ head injury, a chemical or hot metal burn to the eye or penetrating injury as defined by the HSE. **Over 3 day / over 7day absence is an injury sustained outwith specified injury category that results in a period of absence of absence as defined by the HSE. ***Near Miss - Any unexpected, unplanned occurrence (except Dangerous Occurrences) that does not lead to injury of persons, damage to property, plant or equipment but may have done so in different circumstance. ****Physical violent incidents are included in the "Specified" figures, where applicable, to provide the "Total Specified" figures. ****Physical violent incidents and ***** Verbal Violent Incidents are included in the "Over 3-day or Over 7-day" figures, where applicable, to provide the "Total Over 3-day or Over 7-day" figures. ****Physical Violent Incidents and ***** Verbal Violent Incidents are included in the "Minor" figures, where applicable, to provide the "Total Minor" figures. 68 APPENDIX 2 49 65 11 9 31
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FTE H/C FTE H/C Terminations/Leavers 25.45 31 45.68 57 Being replaced 25.45 31 45.28 56 Filling on a temporary basis 0.00 0 0.00 0 Plan to transfer this budget to another post 0.00 0 0.00 0 End of fixed term contract 0.00 0 0.40 1 Held pending service Review 0.00 0 0.00 0 Plan to remove for savings 0.00 0 0.00 0 Appendix 2a Reason Jul - Sep 2023 Cumulative total 32
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As at 10 June 2023 Total Number of Employees F/T P/T F/T P/T 805 27 329 127 Chief Officer Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Fixed SCP Teacher TOTAL 3.00 204.26 628.88 352.43 30.60 10.00 0.00 0.00 0.00 1229.17 As at 11 March 2023 Total Number of Employees F/T P/T F/T P/T 817 27 326 127 Director Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Fixed SCP Teacher TOTAL 1.00 207.47 634.50 352.23 29.60 11.00 2.00 0.00 0.00 1237.8 MALE FEMALE TOTAL TOTAL *Full - Time Equivalent No of Employees Salary Bands Salary Bands Appendix 3 JOINT STAFFING WATCH RETURN HOUSING & TECHNICAL RESOURCES 1288 1297 *Full - Time Equivalent No of Employees MALE FEMALE 33
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Report Agenda Item Report to: Employee Issues Forum Date of Meeting: 14 November 2023 Report by: Executive Director (Housing and Technical Resources) Subject: Health and Wellbeing Group – Housing Services 1. Purpose of Report 1.1. The purpose of the report is to:- update the Employee Issues Forum on the work undertaken by Housing Services in relation to the Health and Wellbeing Group 2. Recommendation(s) The Employee Issues Forum is asked to approve the following recommendation(s):- (1) that the content of the report, be noted 3. Background 3.1. As part of the commitment to ensuring staff health and wellbeing, Housing Services introduced a Health and Wellbeing Working Group. The Group was initially set up in 2019 and has continued to develop over the years. 3.2. The Group was initially introduced following feedback from employees, however, quickly evolved to assist in managing change through the Covid-19 epidemic to ensure staff had the required support. 3.3. Due to the success of the Group, it was agreed to continue with the Working Group, as the Covid-19 epidemic came to an end and working methods began to revert to pre-Covid-19 practices. 4. Health and Wellbeing Group Purpose and Outcome 4.1. The Group was initially set up in 2019, it further developed as part of our Covid-19 recovery and has continued to develop over the years. 4.2. The Group is jointly chaired by Julie Neville (Housing Services Manager) and Lynn Hayes (Performance and Support Advisor) and consists of representatives from all teams within Housing Services. 4.3. The Group meets on an 8-weekly basis to discuss available opportunities and take forward any actions. 4.4. The role of the representatives within the Group is to cascade information to all other employees within their location of work. 4.5. The main objective of the Group is to encourage good health and wellbeing across the Service by promoting healthy working practices, relationships and environments. 5 35
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4.6. The Group works to encourage wellbeing and resilience including minimising work related issues via positive activities aimed at maintaining good health and wellbeing. 5. Health and Wellbeing Action Plan 5.1. As part of the Group discussions, a Health and Wellbeing Plan has been developed. 5.2. The initial Health and Wellbeing Plan was developed in 2019 and the Group initially focused on the employee survey and Resource stress risk assessment results, combined with employee feedback. 5.3. Action from this were progressed during 2019 until completion, largely related to managing change and ensuring good communication (during Covid-19), this included:- ensuring staff had appropriate equipment available introducing 1-2-1 meetings each week with all staff to support their home working introducing team working via Microsoft Teams monitoring increased demands on workload and addressing appropriately 5.4. As we moved to pre-Covid-19 working and the introduction of the 4 wellbeing pillars recommended as a basis of wellbeing plans, the plan was revisited and updated to align with the pillars and with wider corporate plans:- Financial Wellbeing Mental Wellbeing Social Wellbeing Physical Wellbeing 5.5. The ongoing development of the plan takes into account feedback from the Group to ensure that any issues, areas of concern or new initiatives are continually monitored This includes but is not limited to:- 4 day working week staff turnover malicious reporting the new “Home Project” 5.6. The plan also includes an appendix which sign posts staff to advice and support that is available Council-wide. 6. Employee Implications 6.1. There are no implications for employees arising from the information presented in this report. 7. Financial Implications 7.1. There are no financial implications associated with this report. 8. Climate Change, Sustainability and Environmental Implications 8.1. There are no climate change, sustainability and environmental implications in terms of the information contained within this report. 9. Other Implications 9.1. There are no other implications associated with this report. 36
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10. Equality Impact Assessment and Consultation Arrangements 10.1. This report does not introduce a new policy, function or strategy or recommend a change to an existing policy, function or strategy and therefore no impact assessment is required. Stephen Gibson Executive Director (Housing and Technical Resources) 1 November 2023 Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Fair, open and sustainable Ambitious, self-aware and improving Excellent employer Focused on people and their needs Working with and respecting others Previous References None List of Background Papers None Contact for Further Information If you would like to inspect the background papers or want further information, please contact:- Sharon Egan, Head of Housing Services Ext: 4595 E-mail: Sharon.egan@southlanarkshire.gov.uk 37
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