Workforce Report AB IJB Dec 24
Argyll and Bute Council · 26 March 2025
Back to Argyll and Bute HSCP Integration Joint Board (IJB) — 26 March 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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WORKFORCE REPORT Argyll & Bute December 2024
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CONTENT •Introduction •Headcount and WTE •Workforce Profile •Vacancies •Sickness Absence •Employee Relations •Redeployment •Mandatory Training •Appraisals 20XX 2
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INTRODUCTION The Workforce Report considers the workforce position as of 31st December 2024, providing high level information for A&B HSCP. Some sections may represent an alternative timeline and will be highlighted. The report aims to shows the current position, trends and highlights where there have been changes and progress from previous periods as well as actions that are being taken to address some of the areas of concern. The Workforce Systems Teams proactively assesses data quality based on agreed data quality principles that are part of the data quality framework and addresses data quality issues at source to ensure that our workforce data is of high quality, reliable, and valuable to NHS Highland, and its stakeholders. Work continues on developing integrated (NHS and Council) data sets where possible. NHS Workforce dashboards are available at Operational levels as well as Job Families and continue to be developed. Council Health of the Organisation (HOO) reports are distributed to each service lead on a quarterly basis and Absence summaries are distributed monthly. 20XX 3
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NHS HEADCOUNT AND WTE Key points: • 0.49% increase of workforce in the last 12months • December 2024 in post figure of 1,639 (headcount) of Substantive Staff an increase of 10 (0.31%) in the last 3 months • 97% of our contracts are permanent and this has been a consistent position since December 2022 4 Council Headcount
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WORKFORCE PROFILE - NHS SAMPLE FOOTER TEXT 5 Key points (NHS): • 834 employees (51% of the workforce) are over 50, 309 (18.9%) over 60 years, 70 (4.3%) over 65 • 37 (2.3%) employees are under 25 • 1391 (84.9%) employees are female • 841 (51.3%) employees are part time • 59 (3%) contracts are fixed term • Monthly Turnover (0.50%) is 0.31% lower than November’s figure and is lower than the Board figure of 0.65%. Retirement continues to be the main reason (35.5%) for leaving.
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COUNCIL WORKFORCE PROFILE SAMPLE FOOTER TEXT 6 Key points: • 49% of the workforce remain over 50 with 4% over 65 • 83% of our workforce is female. • 44% of our workforce are part time • 5% of our workforce are temporary (38) • Voluntary Turnover rate has reduced from 5% to 4% • No temporary employees leaving prior to end of contract • Modern apprenticeship retention remains higher than the council wide figure at 82% vs 72%
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TIME TO FILL Time to fill presents a count of days between post added to the recruitment system and the start date of the candidate. The fill period is therefore reliant on timely and accurate data input. The council posts take an average of 69 days to fill while the NHS Argyll & Bute average is 113.6 days in December There has been a significant decrease in the numbers of vacancies advertised from 103 during FQ2 to 61 during FQ3. At the end of December 2024, there were only 7 positions that remained unfilled. Both recruitment systems have the capability of reporting at each stage of the recruitment process and Recruitment Metrics is being finalised for future reporting. This will assist in identifying the source of delays. 7 Council NHS Status Posts at 31/12/2024 Conditional 74 Generic/Cohort 1 Interview 10 Live Advert 24 Redeployment 1 Shortlisting 17 Shortlisting Complete 22 Unconditional 41 Total 190 Average time to Fill (days) 113.6
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HSCP CURRENT VACANCIES 8 NHS Vacancies (Jobtrain) 31/12/2024 Council Vacancies This slide provides a detailed breakdown of the vacant posts at the end of December. Information relating to re- advertising and posts vacant for a long period of time is being further developed and will be provided when available. Division Number of Vacancies A&B Children Families & Justice 24 Allied Health Professions 2 Medical and Dental 1 Nursing and Midwifery 20 Other Therapeutic 1 A&B MH LD & Addiction Services 33 Administrative Services 3 Allied Health Professions 6 Nursing and Midwifery 23 Other Therapeutic 1 A&B Older Adults & Hospital Services 101 Administrative Services 8 Allied Health Professions 19 Healthcare Sciences 1 Medical and Dental 7 Nursing and Midwifery 46 Support Services 20 A&B Primary Care 14 Administrative Services 5 Dental Support 3 Medical and Dental 1 Nursing and Midwifery 3 Other Therapeutic 2 Argyll & Bute Central 18 Administrative Services 8 Allied Health Professions 4 Personal and Social Care 2 Support Services 4 Total 190 This table has a total of 71 posts during FQ3 – which includes all internal/Ring Fenced as well as Casual posts, hence the difference of 10 from the previous slide.
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NHS SICKNESS ABSENCE 9 The graph presents absence rates across Argyll & Bute Divisions. The table presents the average absence rates of the HSCP in comparison with NHS Highland as a whole and the NHS Scotland national average per month. A&B HSCP has, in the main, a consistently lower absence rate than the board wide and National averages. * We await NHS Scotland average rates for December 2024. 4.00 4.50 5.00 5.50 6.00 6.50 7.00 7.50 8.00 Dec- 23 Jan-24 Feb- 24 Mar- 24 Apr- 24 May- 24 Jun-24 Jul-24 Aug- 24 Sep- 24 Oct-24 Nov- 24 Dec- 24 A&B HSCP 5.53 6.66 5.54 5.27 5.21 5.29 6.01 5.14 4.99 5.75 5.72 6.30 5.73 NHS Highland 6.50 7.39 6.51 6.16 5.94 5.92 6.00 5.99 5.58 5.79 6.07 5.97 6.41 NHS Scotland Average 6.52 6.99 6.17 6.07 6.19 6.39 6.22 6.67 6.04 6.01 6.53 6.16 % Absence Rate A&B HSCP NHS Highland NHS Scotland Average
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NHS SICKNESS ABSENCE REASONS 10 Top 20 Absence reasons presented for December 2024. Absences with an unknown cause/not specified remaining high (26%). Managers continue to be asked to ensure that an appropriate reason is recorded and continuously updated. System solutions and prompts are also being investigated. Manger attendance is required on Once for Scotland courses Reports are now distributed to SLTs, via the People Partners to demonstrate attendance at the Once for Scotland courses, both online and eLearning. For committee purposes absence reason is reported at HSCP level. Heads of Services receive their own divisional information. The top 3 reasons for absence are: 1. cold, cough, flu 2. gastro-intestinal 3. Anxiety/ stress /depression /other Covid-related illness decreased 4.5% of absences for A&B HSCP in December 2024. Top 20 Absence Reasons % for December 2024 0.00% 5.00% 10.00% 15.00% 20.00% 25.00% 30.00% % of Total Absences
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COUNCIL SICKNESS ABSENCE SAMPLE FOOTER TEXT 11 The costs for sickness absences for FQ3 are shown below. Overall the HSCP has spent above the Council average during this quarter with 6.4% compared to 4.4% On a positive note the days lost per FTE per month has shown a slight decrease, reducing from 2.79 in November to just 1.74 in December 2024. Days lost per FTE per Month Oct-24 Nov-24 Dec-24 HEAD OF ADULTS - ACUTE & COMPLEX CARE 2.90 3.04 2.30 HEAD OF ADULTS - HEALTH & COMMUNITY CARE 2.68 3.05 1.79 HEAD OF CHILDREN & FAM AND CRIMINAL JUS 2.08 2.51 1.51 HEAD OF STRATEGIC PLANNING & PERFORMANCE 1.25 1.46 1.12 HSCP TOTAL 2.45 2.79 1.74
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COUNCIL SICKNESS REASONS & RTWD 12 Absence Reasons ‘Mental Health’ reasons has taken over from ‘Infections’ as the top reason in the short-tem category for FQ3. And ‘Mental Health’ reasons continues to remain the top reason in the long-term absence categories. Return to Work Discussion (RTWD) There has been a slight improvement in the completion of the RTWD during FQ3 from 35% in September, to 45% completion in December 2024. The RTW Discussions remain an extremely important part of the absence management process, and there is a commitment for them to take place within 3 days of an employee’s return to work after a period of absence.
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From 1st April 2024 cases include early resolution where known. In December 2024, 2 cases closed. The outcomes included 1 partially upheld and 1 upheld. Reviewing the annual position between the 1st December 2023 and 31st December 2024, 60 cases were opened and 51 cases closed 0 1 2 3 4 5 6 7 8 9 10 Dec- 23 Jan- 24 Feb- 24 Mar- 24 Apr- 24 May- 24 Jun- 24 Jul-24 Aug- 24 Sep- 24 Oct- 24 Nov- 24 Dec- 24 A&B 1 1 2 0 0 2 1 0 0 0 0 3 0 Acute 0 0 2 0 1 2 0 1 1 0 2 2 2 Corporate 1 0 3 1 0 0 1 2 0 2 0 1 0 NH HSCP 4 1 2 3 5 3 0 1 2 2 1 1 1 Overall Total 6 2 9 4 6 7 2 4 3 4 3 7 3 Grievance December 23 - December 24 (new cases open per month) 0 5 10 15 20 25 30 35 Dec-23Jan-24Feb-24 Mar- 24 Apr-24 May- 24 Jun-24 Jul-24 Aug- 24 Sep- 24 Oct-24 Nov- 24 Dec-24 A&B 5 6 7 7 6 8 8 7 6 6 5 8 8 Acute 5 5 6 4 5 7 7 8 8 8 7 9 10 Corporate 2 1 3 3 1 1 2 4 4 5 4 4 4 NH HSCP 8 9 9 12 15 14 12 10 8 8 6 7 7 Overall Total 20 21 25 26 27 30 29 29 26 27 22 28 29 Grievance December 23 - December 24 (active cases at end of month)
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From 1st April 2024 cases include early resolution where known. In December 2024, 2 cases closed. The outcomes included 2 resolved at early resolution. Reviewing the annual position between the 1st December 2023 and 31st December 2024, 31 cases were opened and 31 cases closed 0 1 2 3 4 5 6 Dec-23Jan-24Feb-24 Mar- 24 Apr-24 May- 24 Jun-24 Jul-24 Aug- 24 Sep- 24 Oct-24 Nov- 24 Dec-24 A&B 1 0 0 0 1 0 0 0 4 0 0 0 1 Acute 0 0 0 2 2 0 1 0 0 1 1 1 0 Corporate 0 0 0 0 0 0 0 0 0 0 0 1 1 NH HSCP 2 0 1 1 1 1 0 2 1 4 0 1 0 Overall Total 3 0 1 3 4 1 1 2 5 5 1 3 2 Conduct December 23 - December 24 (new cases open per month) 0 5 10 15 20 25 Dec- 23 Jan-24 Feb- 24 Mar- 24 Apr- 24 May- 24 Jun-24 Jul-24 Aug- 24 Sep- 24 Oct-24 Nov- 24 Dec- 24 A&B 1 1 1 1 2 2 2 2 6 5 3 3 4 Acute 8 6 5 4 5 4 3 3 3 3 2 3 3 Corporate 2 2 2 3 3 2 2 2 1 1 1 2 3 NH HSCP 12 12 13 13 13 14 11 12 10 14 13 12 11 Overall Total 23 21 21 21 23 22 18 19 20 23 19 20 21 Conduct December 23 - December 24 (active cases at end of month)
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0 1 2 3 4 5 6 7 8 9 10 Dec-23Jan-24Feb-24 Mar- 24 Apr-24 May- 24 Jun-24 Jul-24 Aug- 24 Sep- 24 Oct-24 Nov- 24 Dec-24 A&B 3 3 0 0 0 0 1 1 0 1 4 0 0 Acute 0 0 0 0 0 2 3 0 1 1 2 0 3 Corporate 0 1 0 1 1 0 0 1 0 2 0 6 0 NH HSCP 1 2 1 3 3 7 0 4 0 1 2 0 1 NHSH Total 4 6 1 4 4 9 4 6 1 5 8 6 4 Bullying and Harassment December 23 - December 24 (new cases open per month) 0 5 10 15 20 25 30 35 40 45 50 Dec- 23 Jan- 24 Feb- 24 Mar- 24 Apr- 24 May- 24 Jun-24 Jul-24 Aug- 24 Sep- 24 Oct- 24 Nov- 24 Dec- 24 A&B 15 18 17 17 17 17 15 13 13 13 15 15 12 Acute 5 5 5 4 3 4 7 4 4 5 5 4 7 Corporate 1 2 2 3 4 3 3 3 3 4 2 8 8 NH HSCP 8 9 10 13 15 21 19 18 16 14 15 11 11 NHSH Total 29 34 34 37 39 45 44 38 36 36 37 38 38 Bullying and Harassment December 23 - December 24 (active cases at end of month) From 1st April 2024 cases include early resolution where known. In December 2024, 4 cases closed. The outcomes included 2 resolved at early resolution and 2 learning outcomes. Reviewing the annual position between the 1st December 2023 and 31st December 2024, 62 cases were opened and 50 cases closed
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EMPLOYEE RELATIONS - COUNCIL 16 Grievance cases continue to remain relatively low; although there has been a significant increase in Disciplinary Cases. During FQ3 , there were 4 new Disciplinaries commenced, 2 carried forward and 3 concluded. There was 1 ongoing Grievance, and 2 concluded.
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MANDATORY TRAINING - NHS In December 2024, the Mandatory Training completion rate is 68.2% overall for eLearning modules, an increase since September 2024 when 67% was reported. Over the course of the year there has been focused attention on statutory mandatory training resulting in incremental improvement across all statutory mandatory training course. The launch of a new Violence & Aggression course in July 2024 for all job families caused a dip in the figures but completion numbers are now improving. There remains low levels of compliance in Staying Safe Online eLearning, but it is improving. There is now an established Statutory Mandatory monitoring and training implementation programme, with focused attention on improvement through Chief officers and HOS. 17 30% 40% 50% 60% 70% 80% 90% 100% Trajectory (% Completed) Equality and Diversity Fire Safety Hand Hygiene Information Governance Moving and Handling Module A Public Protection Staying Safe Online Violence and Aggression Why Infection Prevention Matters Target
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MANDATORY TRAINING - COUNCIL Unfortunately, due to continued issues with the Council IT systems, there are no training statistics available for this FQ3. The Council are continuing to work on the new process on the training management system LEON, to make it easier for employees to stay on top of their mandatory training. LEON continues to notify employees when their training is due and sends reminders to the employee and line manager. The reporting for this is still being refined, but it is expected to improve the overall compliance rates in the next few quarters. 18
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APPRAISALS The table shows the appraisal completion percentage, recorded on the Turas Appraisal system for NHS employees as of 31/12/2024. The chart represents the overall appraisal completion percentage over the last 12 months recorded on the Turas Appraisal system for NHS employees. Improvement of appraisal rates and quality is a Board priority, and this will be an area of focus for the year ahead. Training for reviewees is available on the Turas Learn system The Council continues to encourage managers to carry out a Quality Conversation with their staff and no longer carries out the Formal PDP/appraisal approach. As such, the Council now conducts an Annual survey to measure the success and impact of the quality conversation. The next survey is due to be issued in the Spring of 2025. The results of this survey will be presented in due course. 19 22.00% 23.00% 24.00% 25.00% 26.00% 27.00% 28.00% 29.00% Jan-24 Feb-24 Mar-24 Apr-24 May-24 Jun-24 Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Appraisal % Completed